2008 NLS Conference Automation Office update

1. 2008 NLS ConferenceAutomation Office update Michael Martys Automation Officer mmartys@loc.gov

2. Topics today • What is the Automation Office? • What have we been up to since the last conference? • What is on our plate for this year? • Special items to discuss: • Copy allotment quotas • Email/spam issues • Retrospective copy allotment • Download pilot web site • Questions

3. Automation Office? • Just another way of saying Information Technology Services

4. What do we do: • The Automation Office takes care of all NLS Information Technology needs

5. Some of our responsibilities: • We Desktop Support/Troubleshooting • Manage NLS IT contracts and contractors • Work on special NLS IT projects • Ensure NLS IT security/compliance • Manage NLS Data systems

6. Some of our responsibilities: • Manage other NLS Systems and infrastructure operations • Communication/Training • Interface with other Library of Congress IT organizations

7. Some of our responsibilities: • Monitor and adopt appropriate new technology that enables NLS to better meet its mission • Obtain feedback/ideas from network libraries regarding automation • Advise network libraries on automation activities

8. Automation Office Members • Neil Bernstein – Research and Development Officer • Joe Casazza – Information Technology Specialist • Ivy Jenkins - Database Specialist • Richard Harrison – Computer Operator • Lloyd Lewis– Information Technology Specialist • Phil Maggio- Database Specialist • Avi Shapiro– Information Technology Specialist

9. What have we been up to? • NLS IT Operations • IT security • PICS C&A • WCM initiative

10. What have we been up to? • Digital projects • Develop DAMS strategy • PICS modifications • Requirements/Design • Coding begun • Book production server • Upload server • Digital collection archive

11. What have we been up to? • Download web site • Three versions • Taylor St. wiring upgrade • System to convert existing books to today’s digital format • CD reading robots/Book processing • System to allow QA to test these books

12. What have we been up to? • Book production tools • NLS QA DTB player • DTB Production Tools • LCM • DRM tool

13. What have we been up to? • Book test tools: • ZEDval • NLSval • AncestryVal • SMILval • DRMval • Print/braille labels for cartridges • Support player field tests

14. What have we been up to? • READS • Miscellaneous • BPHICS • SAN/RAID • Web Braille • DAISY and DAISY Online

15. Upcoming projects this year • Finish/implement PICS modifications • New download web site • Updating system reports • More IT security • WCM • Security enhancements • Download data • Achieve “routine” book production

16. Special topics to discuss: • Copy allotment quotas • Email/spam issues • Retrospective copy allotment • Download pilot web site

17. Email /spam • What is spam? • Why are we talking about this? • We are now sending more computer generated email containing important information

18. The problem • Sometimes these email messages are lost • Almost always due to spam filters • Actions which rely on them are then not carried out • Status updates are not received • Patrons/Libraries get reduced service

19. The problem (cont) • The majority of our email problems in the last year of the download pilot web site are spam filter related

20. Spam filters • Both ISP’s and individuals are implementing spam filters • Filtering is done on: • Addresses • Content • The filtering is dynamic

21. Spam filters • Many folks do not know their ISP is filtering • Sometimes email addresses that worked stop working

22. Our techniques to handle • Numbering email messages • Sending out periodic recaps • Important to let you know when nothing was sent • Logging all emails sent/ability to resend • In the future making logged messages available via web

23. What you need to do: • Watch those email message numbers • Tell us when you see email messages missing – including recaps • We can usually resend them

24. Copy allotment quotas • NLS will be using quotas for the first time on RC and DB books • The quota represents the total number of the item each library can order in a year

25. Quotas (cont) • These quotas are being built into our computer system that controls book production (PICS) • When the new version of PICS comes on line this summer it will fully implement the quota process

26. Quotas (cont) • Libraries choose titles on a monthly basis. • Quotas are specified for each year • There are a few “special” selections during the year

27. Quotas (cont) • We talk about a “monthly quota” but that is somewhat inaccurate. • There are variations in the number and types of books offered each month • Number of items • Types of subjects offered

28. What makes it tricky • PCS attempts to even out the flow, but this cannot be guaranteed • There is also the “minimum requirement” • The system makes use of default values • There are also special copy allotments

29. Quotas (cont) • These factors mean the monthly quota is best thought of as a target • Any unused quota gets “rolled” over to the next month • PICS will not save your selections if they take you over your quota

30. Quotas (cont) • Special case: • PICS will automatically save if the allotment close date arrives and you did not save • If you did not make any selections, PICS will use the defaults for your library

31. Quotas (cont) • In the automatic case PICS will reduce your selections if you are over your monthly quota

32. Quotas (cont) • Key points: • In the era of quotas, letting PICS automatically pick your titles should be avoided • The monthly quota figure should be thought of as a target – not an absolute

33. Quotas (cont) • You will need to make your own assessment about how many items to order each month • Keep in mind the monthly ebb and flow • Your number may or may not match the monthly quota number

34. Quotas (cont) • Even though the system is built to handle quotas for all media types, there is no quota for braille • You can ignore those braille quota counters

35. Retro copy allotment (cont) • Short for retrospective copy allotment • Retrospective books are those older books that have been converted to DTB format • The retro copy allotment allows you to choose a number of those books for your library

36. Retro copy allotment (cont) • Works somewhat the same as regular copy allotment • However, there is a different tool since this is a temporary situation • Scheduled to go “live” on Monday, May 12

37. Retro copy allotment (cont) • Allows you to choose among the 10,000+ books available on download system • Quotas will be in place • Different and separate from your normal copy allotment quota

38. Retro copy allotment (cont) • Timeframe is also different – you will have a longer period of time to choose • You will be able to choose from all retro titles not distributed on flash in these special copy allotments

39. Retro copy allotment (cont) • The system will tell you what titles will be distributed on flash • NLS is planning on running several retrospective copy allotments between 2008 and 2010

40. Retro copy allotment (cont) • Tool is based on the current download system • Accounts/passwords will be identical to those used for web access

41. Quota Summary • Retrospective copy allotment quota – once in 2008, maybe 2009, 2010 • Regular copy allotment quota – yearly with monthly targets and roll over • No Braille quota

42. Retro copy allotment (cont) • Demo of new tool

43. Automation Update • Questions?