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 Abstract
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 Outline of activities
 Components and products of an MIS...
 Systems guide to the outline






Title: Sketch for a preservation administration management information system (MIS)
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Title: Sketch for a preservation administration management information system (MIS)
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Creator: Kesse, Erich J.
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Subject: University of Florida.   ( lcsh )
Spatial Coverage: North America -- United States of America -- Florida
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Bibliographic ID: UF00015223
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Holding Location: George A. Smathers Libraries, University of Florida
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Table of Contents
    Abstract
        Abstract
    Main
        Page 1
    Outline of activities
        Page 2
        Page 3
        Page 4
    Components and products of an MIS for preservation
        Page 5
        Page 6
        Page 7
        Page 8
        Page 9
        Page 10
        Page 11
        Page 12
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        Page 25
        Page 26
        Page 27
        Page 28
        Page 29
        Page 30
        Page 31
    Systems guide to the outline
        Page 32
        Page 33
        Page 34
        Page 35
Full Text








SKETCH FOR
MANAGEMENT


A PRESERVATION ADMINISTRATION
INFORMATION SYSTEM (MIS) -


Submitted by Erich J. Kesse to the Research Libraries Group.
1990.05.12.





Sketch for a Preservation Administration
Management Information System (MIS). Page








SKETCH FOR A PRESERVATION ADMINISTRATION MANAGEMENT INFORMATION SYSTEM (MIS).
Submitted by Erich J. Kesse to the Research Libraries Group.
1990.05.12.


The following sketch is an outline for completion of a Management Information
System (MIS) for preservation administration. MIS is suggested as, first, a
time- and cost-saving device and, second, as a mechanism for enhancing manage-
ment of preservation information and production of preservation products.

The MIS for preservation administration, as envisioned, is a multi-layered and
integrated systems approach to managing preservation information and programs.
In such an environment, information may reside in bibliographic and holdings
records within national, regional or local systems, with a standardized
information hierarchy indicating the appropriateness and utility of particular
information at each level. Information may be manipulated and products produced
on mainframes, mini- and micro-computers through programs within national,
regional and local systems or interfaces with them, or by programs independent
of these systems entirely.

The MIS for preservation administration is capable of recording collection-,
title- and item-specific information. At a primitive level of development, it
could be said to resemble Acquisitions and Circulation subsystems currently
available in NOTIS or INNOVAC software. With adaptive use of database, decision
support, statistics, word processing, and other types of software, combined with
interface, coding and translating applications, it would transform bibliographic
utilities and stand alone databases from static records of information into
tools capable not only of managing information but of assisting in the
management of programs and preservation activities.

MIS components such as the brittle book processing system at the University
of Michigan; the commercial binding systems (e.g., ABLE, HELPNET) offered by
binderies and that being integrated with the NOTIS system at the University
of Florida; the conservation systems at Emory University, the Harry Ransom
Humanities Research Center at the University of Texas, and the State
Conservation Centre of South Australia; and the reprographics system also at
the University of Florida indicate the viability of MIS. Moreover, these
systems have already proven themselves in both saving staff time and reducing
costs associated with preservation, while also increasing the availability and
use of information. This sketch brings together these components, standardizes
them, and creates an integrated national system, capable of local modification,
for the benefit of all.










Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration Page 2.
Management Information System (MIS).




OUTLINE OF ACTIVITIES.

1 Definition of System Components: Creating the "Big Picture."
Scope: Outline of comprehensive MIS for Preservation, which would define
system components, associated products, and their potential and suggested
residences) (i.e., national, local area or departmental system),
together with statements of rationale and detailed descriptions and
specifications.
Assumptions: (1) System components will represent preservation activities.
(2) Products will represent statistical reports, data analyses,
print-products (i.e., targets, packing lists, charts and graphs, etc.),
decision support and expert systems (DSS), and system interfaces.
(3) Suggestion of residency will depend upon national, institutional and
departmental program needs and product utility. (4) Compilation of
information on written documentation, statistics and records keeping,
as well as word processing, database management, and graphic and
communications applications in preservation will be necessitated.
(5) Position papers) on information utility (particularly in shared
environment), standard terminology, and data structure and hierarchy in
the various residences will also be necessitated.
Schedule: @ 1 year.

2 Definition of Research and Development Needs.
A. Preservation Program Needs.
Scope: Review MIS Outline, identifying and prioritizing components and
products for which automation would satisfy most immediate needs of
the preservation community.
Assumptions: Process (1) will define ideal start and growth plan, and
(2) will ensure utility of MIS design.
Schedule: @ 6 months, concurrent with activity 2B.
B. System Development Possibilities.
Scope: Critique MIS Outline, identifying potential development
approaches, system and programming requirements, and advantages and
disadvantages of particular approaches, together with ranked
recommendations for design of individual components and products; and
prioritizing components and products with regard to facility of
programming in particular environments.
Assumptions: Process requires (1) familiarity with (a) residences (i.e.,
systems) and their programming environment, (b) hardware
specifications and (c) software applicability; (2) description of (a)
extent of activity and (b) nature of access, as well as (c) estimate
of size of data generated; and (3) programming and coding theory.
(4) Residency suggestions will be reviewed in relation to systems
limitations, etc. (5) Critique of information on existing
approaches, systems, and written documentation will be necessitated.
(6) Critique will consider use of embedded/hidden codes and
"translation" devices for condensation of stored information. (7) A
list of resources as well as schedules for development activity will
be generated. (8) Process will define practical starting point.
Schedule: @ 1 year, initiated concurrently with activity 2A.




Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration Page 3.
Management Information System (MIS).




C. Closure: Comprehensive Development and Growth Plan for a Viable MIS.
Scope: Synthesize priorities and ranked recommendations into a
comprehensive and informed plan for development and growth of MIS
which is viable in both systems and preservation communities.
Assumptions: (1) Viable approaches will depend upon understanding of
information hierarchy as well as data structure. (2) Viable
applications will depend upon standard terminology as well as
programming and coding. (3) Viable MIS will depend upon ability of
components and products to store, manipulate and manage information.
(4) Plan will envision MIS structure, system links, component
anatomy, etc. (5) Greatest priority will be assigned to work which
is both of greatest need to the preservation community and which can
be most readily achieved.
Schedule: @ 6 months, initiated upon completion of activities 2A and 2B.

3 Development Activities.
A. Component/Product Development.
Scope: Develop components and products given highest priority
Assumptions: (1) Activities grouped here will be variable. Factors
include: type of resident system per component/product; type of
product; data storage, management and manipulation requirements; and
necessary data capture and transfer (i.e., downloading and
uploading).
Schedule: Variable, dependent upon allocation of resources, factors and
level of component/product complexity.
B. Interface Development : Data Capture/Downloading.
Scope: Delimit information in bibliographic record which identifies an
item (e.g., barcode, system number) or which is required for use in a
specific component or product (e.g., title for use in microfilm
target production); and develop mechanisms for capture and use of
this information.
Assumptions: (1) At least some part of the MIS will reside on or rely
upon manipulation in a system other than that in which data resides.
(2) Interface saves key strokes and reduces storage requirements.
(3) Interface may work in inverse to facilitate upload of new
information (cf, 3C).
Schedule: Variable, dependent upon extent and type of information, as
well as system from which it is to be extracted.
C. Definition of USMARC Gateways : Data Transfer/Uploading.
Scope: Identify or define "gateways" in USMARC fields into which data of
national (i.e., shared) importance can be transferred and consulted,
and develop proposals as necessary.
Assumptions: Process will necessitate: (1) protocols (i.e., use of
standard terminology, standardized recording requirements, etc.) for
use of USMARC fields identified for data transfer, and (2) systems
transfer protocols. (3) Some modifications to existing USMARC fields
and (4) definition of new USMARC fields for information not yet
managed in the machine readable catalog will be necessitated.
Schedule: Proposal development: variable, dependent upon shared
information; subsequent refinement and ratification to take place
through normal Library of Congress MARC and Network Development
Office and MARBI.


Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration
Management Information System (MIS).


Page 4.


a Implementation of a Basic System.
Scope (General Statement):
Assumptions (General Statement):
Schedule (General Statement):
A. Implementation in Test Sites.
Scope: Install and test basic products, components or integrated MIS in
test sites representing RLG, OCLC and independent systems mounted on
a variety of mainframe, mini- and micro-computers.
Assumptions: (1) Tests will allow MIS to be perfected in living
environments. (2) Interface testing can be done in RLG, OCLC and
other networks and local systems (3) Tests on a variety of computers
will gauge MIS storage, manipulation and product performance.
Schedule: @ 1 year.
B. Distribution of MIS Product(s).
Schedule: @ 5 to 6 years from MIS project initiation.


1990.05.12.


Erich J. Kesse.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration
Management Information System (MIS).


APPENDIX A.


COMPONENTS AND PRODUCTS
OF A MANAGEMENT INFORMATION SYSTEM
FOR PRESERVATION ADMINISTRATION.

Submitted by Erich J. Kesse to the Research Libraries Group.
1990.05.12.


Erich J. Kesse.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601


1990.05.12.


Page 5.


(MIS)





Sketch for a Preservation Administration Page 6.
Management Information System (MIS).







APPENDIX A.

COMPONENTS AND PRODUCTS OF A MANAGEMENT INFORMATION SYSTEM (MIS)
FOR PRESERVATION ADMINISTRATION.
Submitted by Erich J. Kesse to the Research Libraries Group.
1990.05.12.



The following is a brief list of components and products for MIS serving
preservation administration and allied fields. Suggested system components
take the form of broad outline headings, and are subdivided by facets. Type
of facet is identified in abbreviated parenthetical statement following the
facet name. Types of facets are listed as:

DBM (DataBase Management);
DSS (Decision Support Systems, including expert systems);
GA (Graphics Applications);
RG (Report Generation, excluding statistics applications);
SA (Statistics Applications); and
WP (Word Processing).

Communications applications were not individually classed since most facets
require some such application. Individual systems listed within each type of
facet are given unique identification numbers. For example, DBM.001 would be
the first system listed within the Database Management facet. DSS.003 would be
the third system listed within the Decision Support Systems facet. Repeated
numbers represent systems associated with multiple components. This alpha-
numeric identification becomes a job number in the development and programming
stages.

An additional alphabetic code may be appended to this number. This code
represents a subsystem or programming routine dealing with a specific set of
data and rules within a particular facet of a system. DSS.05.A and DSS.005.B
would be the first and second routines of the fifth system listed within the
Decision Support Systems facet. The first routine might deal, for example, with
preservation microfilming, while the second might deal with preservation
photocopying. Each routine utilizes a common base structure but employs data
and rules particular a specific activity. In this case, say this might an
expert system which generates cost estimates. Both DSS.05.A and DSS.005.B
utilize the system labeled DSS.005, but the former utilizes data and rules
relating to preservation microfilming: raw film cost, dimensions, etc., while
the latter utilizes data and rules relating to preservation photocopying: paper
stock, raw paper cost, etc.

Products are outlined as subdivisions of facets. Each product is given a number
which is sequential beneath the facet to which it is related. For purpose of
discussing products in relation to facets, product numbers are prefixed by a
slash. DSS.045.A/3 would be the third product related to DSS.045.A. DBM.009/2
would be the second product related to DBM.009.


Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration
Management Information System (MIS).


Page 7.


PRESERVATI ON ADMIN ISTRAT ION MIS COMPONENTS

Components outlined in this paper include:

Brittle materials processing;
Collection profile and futures;
Commercial binding;
Condition survey;
Conservation;
Disaster response and report;
Environmental monitoring;
Reprographics:
Stack maintenance;
Statistics;
Supply/Equipment; and
Technical Information.


Erich J. Kesse.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601


1990.05.12.





Sketch for a Preservation Administration Page 8.
Management Information System (MIS).




BRITTLE BOOKS PROCESSING COMPONENT.
Brittle books processing training system (DSS.01.A)
[This system incorporates the principle activities associated with
brittle book identification and processing, and provides an expert
system for staff training in all or parts of the various activities.
It also provides a useful means of learning to operate the management
information system.]
Identification training module /1
Tracking training module /2
Bibliographic search training module /3
Decision and routing training module /4
Cost accounting and statistics training module /5
Identification: profile and queue (DBM.001)
[This system maintains basic information about brittle books in the
collections: their storage location, rate of embrittlement, etc.)
Brittle book profile and queue. /1
Endangered microform profile and queue. /2
Other material embrittled or endangered profile and queue. /3
Tracking system (DBM.002.A)
[This system tracks materials through the brittle books processing
process and performs associated management, circulation and routing
functions.]
Tracking reports /1
Circulation charge and discharge /2
Circulation charge transfer (to other units in the Preservation
Office) /3
+ USMARC 583 field condition statement generation and data transfer
(upload) /4
a Internal availability system (DBM.003.A)
[This system compiles and records information pertaining to internal
availability of other copies, editions, etc. and their condition.]
Database search /1
Availability and condition report /2
USMARC bibliographic and subject characteristics data transfer
(download) /3
USMARC 583 field condition statement data transfer (download) /4
a External availability system (DBM.003.B)
[This system compiles and records information pertaining to external
availability and quality of reprints, microforms or other formats.]
Database search /1
Availability report /2
Product characteristics and quality report /3
Order generation system /4
Publisher and price profile /5
Subject and imprint profile /6
Format profile /7









Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration Page 9.
Management Information System (MIS).




BRITTLE BOOKS PROCESSING COMPONENT (continued).
a Bibliographic decision support system (DSS.002)
[This system compiles and records information relative to bibliographic
decision making and decisions, and suggests appropriate decisions.]
Conspectus data transfer (download) /1
Intellectual content retention /2
Item/Artifact retention /3
Preservation actions decision support /4
Cost accounting system (SA.001.A)
[This system produces cost accounting reports and analyses for brittle
books processing.)
Internal search expenditure report /1
External search expenditure report /2
Raw materials costs report /3
Staff costs report /4
Production time accounting and analysis report /5
a Statistics system (SA.002.A)
[This system produces statistical reports, with locally programmed
parameters and specifications, for all brittle materials.]
Items identified as embrittled or endangered statistics /1
Items queued statistics /2
Items treated statistics /3
Monthly, quarterly and annual statistics /4
Decision type and rate statistics /5
Treatment projections /6
a Request for proposals (RFP) system (DBM.017.D; DSS.021.D)
[This system provides templates, with locally programmed variables and
specifications, for standardized request for proposals (RFP) for
brittle books processing service. The system also provides automated
comparisons of proposals on quantifiable variables and ratings.]
Request for proposal templates /1
Data transfer (upload) of proposals received /2
Rating tree /3
Services comparison report /4
Cost analysis and comparison report /5





















Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration Page 10.
Management Information System (MIS).




COLLECTION PROFILE AND FUTURES COMPONENT.
a Collection profile and futures training system (DSS.001.B)
[This system incorporates the principle activities associated with
collection profiling, and provides an expert system for staff training
in all or parts of the activity. It also provides a useful means of
learning to operate the management information system.]
Collection profile training module /1
Collection/item futures training module /2
Format purchase decision training module /3
Collection profile (RG.001)
[This system analyzes data, with locally programmed parameters and
specifications, in collection condition survey and conservation
components to create a profile for the state of materials, treatments,
etc. in a collection, collections or portion of a collection defined
by: imprint, subject, etc.]
Structured (USMARC) field for preservation scope note /1
Data transfer (interface) with collection condition surveys and
conservation documentation files /2
Preservation scope note generation /3
Data transfer (upload) of preservation scope note (to national
utilities) /4
Collection/Item futures (DSS.003)
[This system analyzes data found throughout the preservation management
information system (MIS), combined with data ascertained through
circulation statistics and research studies in to the longevity and
durability of materials, to make projections concerning the life
expectancy of collections or items in a collection.]
Data transfer (interface) with other MIS component and products /1
Data transfer (download) from automated circulation statistics /2
Data transfer (interface) with research data/fact sheets (cf,
above) /3
Collection life expectancy projection system /4
Item life expectancy projection system /5
Prioritized actions list /6
a Format purchase decision support system. (DSS.004)
[This system analyses available and relevant price, longevity,
durability and format variables to recommend appropriate purchase.]
Format purchase decision tree/expert system /1


















Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration Page 11.
Management Information System (MIS).




COMMERCIAL BINDING COMPONENT.
a Commercial binding training system (DSS.001.C)
[This system incorporates the principle activities associated with
commercial bindery preparations and processing, and provides an expert
system for staff training in all or parts of the various activities.
It also provides a useful means of learning to operate the management
information system.]
Binding decision training module (cf, also below) /1
Tracking training module /2
Preparations (binding slip generation, packing, etc.) training
system /3
Quality review and control training module /4
Cost accounting and statistics training module /5
Binding technical information system (DBM.004.A; DSS.018.A)
[This system provides a structured field and interpretive assistance
for record of technical information, per title, relating to leaf
attachment, color of covering material, etc.]
Structured (USMARC) field for record of binding technical
information (e.g., University of Florida Libraries encoding
format for binding technical information) /1
Interpretive program for encoding (condensing) and decoding
technical information /2
Data transfer (interface) mechanism (download and upload) /3
a Binding decision tree (DSS.005)
[This system applies rules relating to choice of leaf attachment, cover
retention/replacement, etc. within the guidelines of the Library
Binding Institute Standard and respective of local variations.]
Leaf attachment decision tree/expert system /1
Retention issues decision tree/expert system (re: covers, inserts,
etc.) /2
Spine format system (in compliance with ANSI Z39.1) /3
Expert system for construction of structured field recording
binding technical information /4
Tracking system (DBM.002.B)
[This system tracks materials through the commercial binding process
and performs associated management, queuing and circulation functions.]
Tracking reports: Internal communications (within library) /1
Tracking reports: External communications (between library and
bindery) /2
Item record creation (particularly for serials/periodicals) /3
+ Circulation charge and discharge /4
USMARC 583 field generation and data transfer (upload) /5
Generation and data transfer of historical file information /6
a Binding slip generation (WP.001)
[This system produces binding slips in print and automated formats for
use by commercial binderies.)
Binding slips: print format /1
Binding slips: electronic data format /2
Data transfer (upload) to commercial bindery /3





Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration Page le.
Management Information System (MIS).




COMMERCIAL BINDING COMPONENT (continued).
a Packing/shipping list system (RG.002.A)
[This system produces packing and shipping lists, etc. for commercial
binding.]
Container packing list /1
Shipment list /2
Non-returned items list /3
Quality control system (DBM.012.A; DSS.006.A)
[This system maintains quality control information and produces
associated reports relating to commercial binding.]
Quality review and response prompts (expert system) /1
Production quality control report (per binding) /2
a Cost accounting system (SA.001.B)
[This system produces cost accounting reports, projections and analyses
for commercial binding.]
Binding expenditure report /1
Binding expenditure projection report (short term and long
range) /2
Raw materials costs report /3
Staff costs report /4
Production time accounting and analysis report /5
a Statistics system (SA.002.B)
[This system produces statistical reports, with locally programmed
parameters and specifications, for all materials bound, leaf attachment
methods, holding location, etc.]
Shipment statistics /1
Leaf attachment statistics /2
Rebinding statistics /3
Quality evaluation statistics /4
Monthly, quarterly and annual statistics /5
a Request for proposals (RFP) system (DBM.017.A; DSS.O21.A)
[This system provides templates, with locally programmed variables and
specifications, for standardized request for proposals (RFP) for
commercial binding service. The system also provides automated
comparisons of proposals on quantifiable variables and ratings.]
Request for proposal templates /1
Data transfer (upload) of proposals received /2
Rating tree /3
Services comparison report /4
Cost analysis and comparison report /5















Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration Page 13.
Management Information System (MIS).




CONDITION SURVEY COMPONENT.
a Condition survey training system (DSS.001.D)
[This system incorporates the principle activities associated with
conditions surveys, and provides an expert system for staff training in
all or parts of the various activities. It also provides a useful
means of learning to operate the management information system.]
Condition survey completion training module /1
Bound paper (and rare book) condition survey system (DBM.005.A)
[This system facilitates collection condition survey for bound paper,
including rare books.]
Random number generation /1
Survey templates /2
Single facet tabulation, analysis and report /3
Permutation tabulation, analysis and report /4
Data transfer (download/interface) to conservation documentation
system /5
Flat (unbound) paper condition survey system (DBM.005.B)
[This system facilitates collection condition survey for flat or
unbound paper, including archives, manuscripts, maps, family papers and
business records.]
Random number generation /1
Survey templates /2
Single facet tabulation, analysis and report /3
Permutation tabulation, analysis and report /4
Data transfer (download/interface) to conservation documentation
system /5
a Photo-negative, slide and microform condition survey system (DBM.005.C)
[This system facilitates collection condition survey for photographic
materials on film.]
Random number generation /1
Survey templates [utilizing AIIM/ANSI MS453 /2
Single facet tabulation, analysis and report /3
Permutation tabulation, analysis and report /4
Data transfer (download/interface) to conservation documentation
system /5
m Photographic print condition survey system (DBM.005.D)
[This system facilitates collection condition survey for photographic
prints, i.e., photographs on paper, metal, plastic, etc.]
Random number generation /1
Survey templates /2
Single facet tabulation, analysis and report /3
Permutation tabulation, analysis and report /4
Data transfer (download/interface) to conservation documentation
system /5











Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration Page 14.
Management Information System (MIS).




CONDITION SURVEY COMPONENT (continued).
a Glass plate condition survey system (DBM.005.E)
[This system facilitates collection condition survey for photo-negative
materials on glass plate.]
Random number generation /1
Survey templates /2
Single facet tabulation, analysis and report /3
Permutation tabulation, analysis and report /4
Data transfer (download/interface) to conservation documentation
system /5
Magnetic media condition survey system (DBM.005.F)
[This system facilitates collection condition survey for magnetic
media, including machine readable data files, audiotapes, videotapes,
and other magnetized information media.]
Random number generation /1
Survey templates /2
Single facet tabulation, analysis and report /3
Permutation tabulation, analysis and report /4
Data transfer (download/interface) to conservation documentation
system /5
a Digital/Optical media survey system (DBM.005.G)
[This system facilitates collection condition survey for digital and
optical materials.]
Random number generation /1
Survey templates /2
Single facet tabulation, analysis and report /3
Permutation tabulation, analysis and report /4
Data transfer (download/interface) to conservation documentation
system /5
Analog audio media survey system (DBM.005.H)
[This system facilitates collection condition survey for non-magnetic,
non-digital/optical materials on metal and vinyl (disc or cylinder).]
Random number generation /1
Survey templates /2
Single facet tabulation, analysis and report /3
Permutation tabulation, analysis and report /4
Data transfer (download/interface) to conservation documentation
system /5
a Prioritized actions list expert system (DSS.007)
[This system reviews information and analyses, and suggests generalized
and specific prioritized preservation actions relating to the entire
survey population or collection, per format/media type.]
Prioritized actions list /I












Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration
Management Information System (MIS).


Page 15.


CONDITION SURVEY COMPONENT (continued).
Request for proposals (RFP) system (DBM.017.E; DSS.021.E)
EThis system provides templates, with locally programmed variables and
specifications, for standardized request for proposals (RFP) for
condition survey service. The system also provides automated
comparisons of proposals on quantifiable variables and ratings.)
Request for proposal templates /1
Data transfer (upload) of proposals received /2
Rating tree /3
Services comparison report /4
Cost analysis and comparison report /5


1990.05.12.


Erich J. Kesse.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration Page 16.
Management Information System (MIS).




CONSERVATION COMPONENT.
a Conservation training system (DSS.001.E)
[This system incorporates the principle activities associated with
conservation, and provides an expert system for staff training in all
or parts of the activity. It also provides a useful means of learning
to operate the management information system.]
Identification training module /1
Tracking training module /2
Documentation training module /3
Specialized information (i.e., "tricks-of-the-trade") training
module (grain of paper, etc.) /4
Basic repair and conservation training module /5
Cost accounting and statistics training module /6
a Tracking system (DBM.002.C)
[This system tracks materials through the conservation process and
performs associated management, circulation and queueing functions.]
Tracking reports: internal communications (within library) /1
Tracking reports: external communications (between library and
commercial service bureau) /2
Circulation charge and discharge /3
USMARC 583 field generation and data transfer (upload) /4
a Materials analysis system (DSS.022)
[This system performs chemical and physical tests and analyses, and
records data.]
pH test and analysis
Pulp analysis
Alum rosin test and analysis
Ground wood test and analysis
*Film base/plastic test and analysis
Emulsion test and analysis
Resolution test and analysis
Density test and analysis
Silver densitometric test and analysis
Residual Thiosulfate test and analysis
Embrittlement tests and analysis
Magnetic image quality test, analysis and reconstruction tool
Bound paper (and rare book) documentation system (DSS.008.A; GA.004.A)
[This system facilitates documentation and decision support for bound
paper, including rare books.]
Documentation tree and templates (including condition, treatment
proposal, authorization, and treatment rendered) /1
Graphic/Photo-documentation system /2
Prioritized actions list and suggestion of treatment /3
(Future) Treatment queue /4
USMARC 583 field generation and data transfer (upload) /5










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CONSERVATION COMPONENT (continued).
a Flat (unbound) paper documentation system (DSS.00B.B; GA.004.B)
[This system facilitates documentation and decision support for flat or
unbound paper, including archives, manuscripts, maps, family papers and
business records.]
Documentation tree and templates (including condition, treatment
proposal, authorization, and treatment rendered) /1
Graphic/Photo-documentation system /2
Prioritized actions list and suggestion of treatment /3
(Future) Treatment queue /4
USMARC 583 field generation and data transfer (upload) /5
a Photo-negative, slide and microform documentation system (DSS.008.C;
GA.004.C)
[This system facilitates documentation and decision support for
photographic materials on film.]
Documentation tree and templates (including condition, treatment
proposal, authorization, and treatment rendered) /1
Graphic/Photo-documentation system /2
Prioritized actions list and suggestion of treatment /3
(Future) Treatment queue /4
USMARC 583 field generation and data transfer (upload) /5
a Photographic print documentation system (DSS.008.D; GA.004.D)
[This system facilitates documentation and decision support for
photographic prints, i.e., photographs on paper, metal, plastic, etc.]
Documentation tree and templates (including condition, treatment
proposal, authorization, and treatment rendered) /1
Graphic/Photo-documentation system /2
Prioritized actions list and suggestion of treatment /3
(Future) Treatment queue /4
USMARC 583 field generation and data transfer (upload) /5
a Glass plate documentation system (DSS.008.E; GA.004.E)
[This system facilitates documentation and decision support for
photo-negative materials on glass plate.]
Documentation tree and templates (including condition, treatment
proposal, authorization, and treatment rendered) /1
Graphic/Photo-documentation system /3
Prioritized actions list and suggestion of treatment /4
(Future) Treatment queue /5
USMARC 583 field generation and data transfer (upload) /5
Magnetic media documentation system (DSS.008.F; GA.004.F)
[This system facilitates documentation and decision support for
magnetic media, including machine readable data files, audiotapes,
videotapes, and other magnetized information media.]
Documentation tree and templates (including condition, treatment
proposal, authorization, and treatment rendered) /1
Graphic/Photo-documentation system /2
Prioritized actions list and suggestion of treatment /3
(Future) Treatment queue /4
USMARC 583 field generation and data transfer (upload) /5





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CONSERVATION COMPONENT (continued).
a Digital/Optical media documentation system (DSS.OB.; GA.004.G)
[This system facilitates documentation and decision support for digital
and optical materials.]
Documentation tree and templates (including condition, treatment
proposal, authorization, and treatment rendered) /1
Graphic/Photo-documentation system /2
Prioritized actions list and suggestion of treatment /3
(Future) Treatment queue /4
USMARC 583 field generation and data transfer (upload) /5
a Analog audio media documentation system (DSS.008.H; GA.004.H)
[This system facilitates documentation and decision support for
non-magnetic, non-digital/optical materials on metal and vinyl (disc or
cylinder).]
Documentation tree and templates (including condition, treatment
proposal, authorization, and treatment rendered) /1
Graphic/Photo-documentation system /2
Prioritized actions list and suggestion of treatment /3
(Future) Treatment queue /4
USMARC 583 field generation and data transfer (upload) /5
a Other media documentation system (DSS.006.I; GA.004.I)
[This system facilitates documentation and decision support for other
media.]
Documentation tree and templates (including condition, treatment
proposal, authorization, and treatment rendered) /1
Graphic/Photo-documentation system /2
Prioritized actions list and suggestion of treatment /3
(Future) Treatment queue /4
USMARC 583 field generation and data transfer (upload) /5
a Box construction support system (DSS.009)
[This system creates box measurements for phase-boxes and rare book
(i.e., drop-spine or clam-shell boxes.]
Box construction system /1
a Cost accounting system (SA.001.C)
[This system produces cost accounting reports and analyses for
conservation and protective treatments.]
Commercial conservation expenditure report /1
Internal conservation expenditure report /2
Pamphlet binding expenditure report /3
Enclosure expenditure report /4
Deacidification expenditure report /5
Raw materials costs report /6
Staff costs report /7
Production time accounting and analysis report /8
Statistics system (SA.002.C)
[This system produces statistical reports, with locally programmed
parameters and specifications, for all conservation and protective
materials.]
Items treated statistics (per format, treatment, etc.)
Materials used and use projections /1
Monthly, quarterly and annual statistics /2



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CONSERVATION COMPONENT (continued).
Request for proposals (RFP) system (DBM.017.B; DSS.021.B)
[This system provides templates, with locally programmed variables and
specifications, for standardized request for proposals (RFP) for
conservation service. The system also provides automated comparisons
of proposals on quantifiable variables and ratings.]
Request for proposal templates /1
Data transfer (upload) of proposals received /2
Rating tree /3
Services comparison report /4
Cost analysis and comparison report /5


1990.05.12.


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DISASTER RESPONSE & REPORT.
a Disaster response training system (DSS.001.F)
[This system incorporates the principle activities associated with
disaster preparedness, response and recovery, and provides an expert
system for staff training in all or parts of the various activities.
It also provides a useful means of learning to operate the management
information system.]
Disaster preparedness training module /1
Disaster response training module /2
Disaster recovery training module /3
Packing and tracking training module /4
Cost accounting and statistics training module /5
Disaster supply and resource system (DBM.013.B; DSS.010.A)
[This system, part of the Supply and Equipment Component, provides an
inventory and re-order mechanism for disaster supplies, as well as list
of other resources. The system is capable of choosing appropriate
contacts resources and supplies needed in response to any particular
disaster.)
Supply inventory /1
Equipment inventory /2
Human resources list /3
Commercial service resources list /4
Re-order system /5
a Building and collection locations profile (6A.001.B; DBM.007.B)
[This system provides reports on physical characteristics of buildings,
as well as the locations of various type of valuable or perishable
materials within buildings.]
Building plans: physical structures /1
Building plans: collection locations /2
Building plans: detection and suppression equipment and
supplies /3
a Disaster preparedness, response and recovery trees (DSS.010.B)
[This system not only contains the appropriate actions to be taken in
response to or recovery from any particular type of disaster, but is
also capable of simulating any particular type of disaster for the
purpose of training. The system indicates collections or items which
require most immediate response per particular type of disaster;
indication is given in the form of a prioritized actions list. The
system is capable of making emergency telephone calls as necessary.]
Disaster preparedness actions queue /1
Telephone and reporting tree /2
Disaster response prioritized actions queue /3
Disaster recovery projections (time and fiscal analysis) /4












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DISASTER RESPONSE & REPORT (continued).
Tracking system (DBM.002.D)
[This system tracks materials through the disaster response and
recovery processes, and performs associated management, queuing and
circulation functions.]
Disaster recovery logistical support (e.g., Dalhousie University
Libraries program for sorting water damaged materials) /1
Tracking reports: Internal communications (within library) /2
Tracking reports: External communications (between library and
storage and recovery locations and services) /3
Circulation charge and discharge /4
USMARC 583 field generation and data transfer (upload) /5
Generation and data transfer of historical file information /6
Disaster historical file (DBM.008)
[This system maintains historical files relating to reported disasters
per location and type of disaster.]
Fire, smoke and water damage report /1
Mold/mildew infection (damage) report /2
Insect/vermin infestation (damage) report /3
Other damage report /4
Request for proposals (RFP) system (DBM.017.F; DSS.021.F)
[This system provides templates, with locally programmed variables and
specifications, for standardized request for proposals (RFP) for
disaster response and recovery service. The system also provides
automated comparisons of proposals on quantifiable variables and
ratings.]
Request for proposal templates /1
Data transfer (upload) of proposals received /2
Rating tree /3
Services comparison report /4
Cost analysis and comparison report /5

























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ENVIRONMENTAL MONITORING COMPONENT.
a Environmental monitoring training system (DSS.001.G)
[This system incorporates the principle activities associated with
environmental monitoring, and provides an expert system for staff
training in all or parts of the various activities. It also provides
a useful means of learning to operate the management information
system. The system is capable of data transfer from local weather
service.]
Environmental monitoring training module /1
Environmental analysis training module /2
Weather service monitoring and data transfer (download) /3
a Environmental monitoring system (DBM.009)
[This system either automatically or manually monitors and records
information relating to collections and external environments.]
Environmental monitoring recording system (automatic) /1
Environmental monitoring recording system (manual) /2
m Environmental reporting system (GA.002; RG.003)
[This system provides graphs and reports, per holding location, of
recorded environmental information on daily, weekly, monthly, and other
periodic bases.]
Environmental conditions graphing system /1
Environmental conditions report (tabulation) /2
Corrective actions report (and historical file) /3
a Environmental conditions analysis and decision support system (DSS.011)
[This system provides prioritized actions lists and emergency
notification of corrective and critical actions. The system is capable
of making emergency telephone calls as necessary.]
Prioritized actions list /1
Emergency notification system /2
Telephone and reporting tree /3
Environmental systems/Collections interface. (DSS.012)
[This system provides interfaces of environmental status information
with various profiles for use in decision support systems, as well as
creation of collection profiles and projections for the longevity of
materials.]
Data transfer (interface) with collection or item profile and
futures component /1
Data transfer (interface) with collection or item condition profile
(cf, condition survey component) /2
Data transfer (interface) with a particular item's conservation
documentation profile (cf, conservation component) /3
a Statistics system (SA.002.F)
[This system produces statistical reports, with locally programmed
parameters and specifications, for temperature, relative humidity,
lighting, air flow, etc.]
Temperature statistics /1
RH (relative humidity) statistics /2
Light level statistics /3
Air flow statistics /4
Monthly, quarterly and annual statistics /5




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ENVIRONMENTAL MONITORING COMPONENT (continued).
Building and HVAC profile (DBM.007.A; GA.001.A)
[This system provides reports on physical characteristics of
facilities; heating, ventilation, and air conditioning, etc.)
Building plans: physical structures /1
Building plans: HVAC systems /2
Building plans: Piping and water management /3
Facilities maintenance historical file and queue (DBM.010; DSS.013)
[This system maintains records and provides action queues for
facilities management and maintenance of air filtration units, fire
detection and suppression systems, HVAC balancing, etc.]
Maintenance files /1
Maintenance queues /2
Request for proposals (RFP) system (DBM.017.G; DSS.021.B)
[This system provides templates, with locally programmed variables and
specifications, for standardized request for proposals (RFP) for
environmental monitoring service. The system also provides automated
comparisons of proposals on quantifiable variables and ratings.)
Request for proposal templates /1
Data transfer (upload) of proposals received /2
Rating tree /3
Services comparison report /4
Cost analysis and comparison report /5


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REPROGRAPHICS COMPONENT.
This component deals with reprographic activities meeting preservation
standards and guidelines, including: preservation photocopying, preservation
microfilming, photography and holography, and digital and optical imaging.]
a Reprographics training system (DSS.001.H)
[This system incorporates the principle activities associated with
reprographics, and provides an expert system for staff training in all
or parts of the various activities. It also provides a useful means of
learning to operate the management information system.]
Tracking training module /1
Targeting training module /2
Programming module (cf, below) /3
Decision and routing training module /4
Listing systems training module /5
Physical characteristics and quality control training module /6
Specialized information (i.e., "tricks-of-the-trade") training
module (density measurement, etc.) /7
Cost accounting and statistics training module /8
a Tracking system (DBM.002.E)
[This system tracks materials through the reprographic processes and
performs associated management, circulation and queueing functions.]
Tracking reports: Internal communications (within library) /1
Tracking reports: External communications (between library and
service bureau) /2
Item record creation /3
Circulation charge and discharge /4
USMARC 583 field queue generation and data transfer (upload) /5
a Target production system (WP.002)
[This system produces title- and item-specific targets required for
use in reprographic processes.]
USMARC bibliographic characteristics data transfer (download) /1
Bibliographic targets /2
Condition specific targets /3
Targetting requirement sheets /4
Data transfer (upload) to service bureau, or electronic or digital
reproduction /5
a Reel and fiche programming system (DSS.014)
[This system assists in programming materials for microfilming, micro-
fiche production, and jacketing/strip-up.]
Reel/fiche programming expert system /1
Reel/fiche program specifications /2
Target sequencing system and report /3
Cost estimate proposal system (DSS.015)
[This system assists in the production of cost estimate reports.]
Cost estimate expert system /1
Cost estimate reports /2
a Packing/shipping list system (RG.002.B)
[This system produces packing and shipping lists, etc.]
Container packing list /I
Shipment list /2
Non-returned items list /3


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REPROGRAPHICS COMPONENT (continued).
Union list system (RG.002.C)
[This system produces a union catalog, with locally programmed
parameters and specifications, for all material filmed, classes of
materials, etc.]
Union list (universal) /1
Union list (selective, w/Retrieval specification program) /2
a Physical characteristics system (DBM.O11)
[This system records information pertaining to the physical
characteristics of reprographic products.]
Microform technical information report /1
Other technical information report templates /2
USMARC 007 field generation and data transfer (upload) /3
USMARC 533 and 843 fields generation and data transfer (upload) /4
*USMARC 583 field generation and data transfer (upload) /5
a Quality control system (DBM.012.B; DSS.006.B)
[This system maintains quality control information and produces
associated reports.]
Microform quality control report (per individual product) /1
Production quality report (per service bureau) /2
Numeric measurements analysis (e.g., quality e measurements,
density, resolution, dpi, etc.) /3
Cost accounting system (SA.001.D)
[This system produces cost accounting reports and analyses.]
Raw material costs report /1
Staff costs report /2
Reproduction service costs report /3
Production time accounting and analysis report /4
Preservation microfilming expenditure report /5
Preservation microfilming expenditure projection report /6
Statistics system (SA.002.D)
[This system produces statistical reports, with locally programmed
parameters and specifications, for all material reproduced, classes
of materials, etc.]
Shipment statistics /1
Reel/fiche/exposure production statistics /2
Regeneration statistics /3
Archival storage statistics /4
Quality evaluation statistics /5
Monthly, quarterly and annual statistics /6
Request for proposals (RFP) system (DBM.017.C; DSS.021.C)
[This system provides templates, with locally programmed variables and
specifications, for standardized request for proposals (RFP) for
reprographic service. The system also provides automated comparisons
of proposals on quantifiable variables and ratings.]
Request for proposal templates /1
Data transfer (upload) of proposals received /2
Rating tree /3
Services comparison report /4
Cost analysis and comparison report /5




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Page 26.


STACK MAINTENANCE COMPONENT.
a Stack maintenance Training system (DSS.001.I)
[This interactive (expert) system provides training for stack shelves,
book movers, materials boxing for transit, shelf cleaning, etc., as
well as identification of infestation, infection and conservation
need. The system also provides a useful means of learning to operate
the management information system.]
Stack maintenance training expert system /1
a Problem identification system (RG.004)
[This system provides stack maintenance personnel with a portable
system to be used for recording and reporting infestation, infection
and conservation need of materials in the stacks. The system is
compatible with conservation documentation systems.]
Problem identification system template /1
Data transfer (download) to Preservation Department MIS and
queues /2
Request for proposals (RFP) system (DBM.017.H; DSS.021.H)
[This system provides templates, with locally programmed variables and
specifications, for standardized request for proposals (RFP) for
preservation/stack maintenance service. The system also provides
automated comparisons of proposals on quantifiable variables and
ratings.)
Request for proposal templates /1
Data transfer (upload) of proposals received /2
Rating tree /3
Services comparison report /4
Cost analysis and comparison report /5


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STATISTICS COMPONENT.
Statistics systems (SA) and cost accounting systems (SA) are considered
throughout this document and are an integral part of each MIS component.
In addition to those systems, not copied here, the following should also
be considered:
a Statistics training system (DSS.001.J)
[This system incorporates the principle activities associated with
statistics compilation and preparation, and provides an expert
system for staff training in all or parts of the various activities.
It also provides a useful means of learning to operate the management
information system.]
Cost accounting and statistics training module /1
Tabulation and graph training module /2
Association of Research Libraries "Preservation Questionnaire"
(SA.002.H)
[This system automates the ARL Questionnaire and derives responses to
it from statistics and cost accounting systems throughout the MIS. The
system is capable of direct reporting to ARL.3
ARL Preservation Questionnaire /1
Direct reporting (data transfer (upload)) /2
Annual report statistical tables (GA.003; SA.002.6; WP.003)
[This system creates statistical tables and graphs, with locally
programmed parameters and specifications, for use in annual reports.]
Statistics graphing system /1
Statistics tabulation system /2
Annual report template /3
Statistics Compilation (RG.005; SA.002.I)
[This system compiles statistical information, with locally programmed
variables, parameters and specifications, and creates statistical
reports.]
Compiled statistics report /1

























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SUPPLY & EQUIPMENT COMPONENT.
a Supply and equipment training system (DSS.001.K)
[This system incorporates the principle activities associated with
supply operations, and provides an expert system for staff training in
all or parts of the various activities. It also provides a useful
means of learning to operate the management information system.]
Order file training module /I
Inventory training module /2
Cost accounting and statistics training module /3
a Supply and equipment order file (DBM.006)
[This system maintains a file of supply and equipment order
information, including synonyms and key word access.]
Supply/Equipment order template /1
Supply/Equipment order request: automated data transfer
(upload) /2
Supply/Equipment order request: manual request /3
Supply/Equipment order report /4
a Supply and equipment inventory (DBM.013.A; DSS.016)
[This system, interfacing with the order file, automatically or
manually maintains an inventory of supplies and equipment, and produces
a standard reorder when materials reach a locally specified level of
depletion. The system also includes disaster supplies.]
Supply/Equipment inventory: automatic system /I
Supply/Equipment inventory: manual system /2
Supply/Equipment order request: automated (queued) data transfer
(upload) /3
a Cost accounting system (SA.001.E)
[This system produces cost accounting reports and analyses for supplies
and equipment.]
Fund code expenditure report /1
Raw materials costs report /2
a Statistics system (SA.002.E)
[This system produces statistical reports, with locally programmed
parameters and specifications, for all supplies and equipment ordered.]
Supplies/Equipment ordered or outstanding /1
Supplies/Equipment used /2
Monthly, quarterly and annual statistics /3
a Request for proposals (RFP) system (DBM.017.I; DSS.021.I)
[This system provides templates, with locally programmed variables and
specifications, for standardized request for proposals (RFP) for
supplies or equipment. The system also provides automated comparisons
of proposals on quantifiable variables and ratings.]
Request for proposal templates /1
Data transfer (upload) of proposals received /2
Rating tree /3
Services comparison report /4
Cost analysis and comparison report /5








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TECHNICAL INFORMATION COMPONENT.
a Technical information training system (DSS.001.L)
[This system incorporates the principle activities associated with
technical information, and provides an expert system for staff training
in all or parts of the various activities. It also provides a useful
means of learning to operate the management information system.]
Thesauri and information research training module /1
Technical literature training module /2
Material data/fact sheet training module /3
Materials research data and fact sheets (DBM.014; DSS.017)
[This system records quantitative and rule-based or formulaic data
pertaining to various materials and processes used in the manufacture
or conservation of archival and library materials, and shows the
effects of relations, e.g., use of alum in paper manufacture. (NOTE:
Much of this data is not yet available.) Additionally, this system is
capable of making inferences, re. various materials, processes and
relations, from data stored in the management information system (MIS)
and adding that information to a central depository of information.]
E* (Central) Information depository (-ies) /1 3
Note: Such a depository may be a product of MIS development;
much of the information to be held in such a depository may be
held in existing conservation and industry databases.
Research data and fact sheet. /2
Data transfer (interface) with (central) depository (-ies) of
information /3
Thesauri and information research system (DBM.004.B; DSS.018.B)
[This system, including interactive thesauri, provides information
research tools and strategies, for use in accessing technical
information. The system uses classified coding to facilitate
multi-lingual communications, abstracting and condensation of
information. NOTE: Authority control and thesauri management body
(-ies) must be named to develop and maintain all or parts of thesauri.]
Thesauri: term entry/search template and expert system /1
Thesauri: classified coding/decoding/translating device (e.g.,
Public Archives Canada's PHOCUS system) /2
Data transfer (interface) with thesauri authority /3
Technical literature bibliographic and abstract system (DBM.015;
DSS.019; WP.004)
[This system provides literature searches, access to literature (full-
text and abstract), as well as document publication, abstracting and
delivery.]
Search strategies negotiation and execution tree /1
Automated literature search (specified per thesauri terms) /2
Data transfer (interface) with electronic information sources:
electronic document publication system /3
Data transfer (interface) with electronic information sources:
abstracting system /4
Data transfer (interface) with electronic information sources:
document delivery system /5





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TECHNICAL INFORMATION COMPONENT (continued).
a USMARC formats and structured information fields (DBM.016; DSS.020)
[While this facet includes systems operations, it is properly listed
as a concern which, together with thesauri management and authority
control, must be address throughout the MIS. USMARC fields may
require revision. Non-USMARC fields require development and USMARC
authorization.]
Data transfers (interfaces, downloads and uploads) between USMARC
fields and MIS /1
USMARC 007 field (possible revision necessary; possible inclusion
in USMARC holdings format; study overlap with USMARC 583
field) /2
USMARC 014 field (study for use in data transfer operations,
linking USMARC holdings record to MIS) /3
USMARC 018 field (possible revision to include copyright
restriction, etc.; study for use in brittle book MIS
component) /4
USMARC 020 field, subfields b and c (study for use in reprint
/microform order system and brittle book MIS component; possible
revision or elimination) /5
USMARC 023 field (development of field required) /6
USMARC 035 field (study for use in data transfer operations,
linking USMARC bibliographic record to MIS) /7
USMARC 037 field (study for use in reprint/microform order systems
and brittle book MIS component; possible revision to include raw
material order) /8
USMARC 043 field (clarification of use with reprographic
products) /9
USMARC 045 field (clarification of use with reprographic products;
possible use in USMARC holdings format) /10
USMARC 091 field (study for definition or elimination) /11
USMARC 245 field, subfield h (study for possible discontinuation of
use) /12
USMARC 300 field (possible use in USMARC holdings format) /13
USMARC 440 field (possible use to delimit reprographic series in
public catalog) /14
USMARC 501 field (study for use to create automatic "filmed with"
notes and reel contents targets; possible use in USMARC holdings
format) /15
USMARC 505 field (study for use for data transfer of reel contents
information) /16
USMARC 506 field (study for use holding information regarding
copyright restriction) /17
USMARC 520 field (study for use in abstracting system) /18
USMARC 533 field (clarification of use: data elements; possible
revision re: overlap with 583 field recording reprographic work;
study duplication of field contents in USMARC 843 field in
USMARC holdings format) /19
USMARC 536 field (study for use recording funding information;
study overlap with 583 field subfield use recording funding
information) /20



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TECHNICAL INFORMATION COMPONENT (continued).
a USMARC formats and structured information fields (DBM.016; DSS.020)
Continued]
USMARC 583 field (study overlap with USMARC 007, 533, 536, and
843 fields; possible use in USMARC holdings format; possible
revision and/or encoding of standard terminology) /21
USMARC 6XX fields (study for possible use in thesauri
construction) /22
USMARC 755 field (study for possible use in documentation of
physical characteristics) /23
USMARC 843 field (clarification of use: data elements; possible
revision re: overlap with 583 field recording reprographic work;
study duplication of field contents in USMARC 533 field in
USMARC bibliographic and other primary formats) /24
USMARC 845 field (study for use holding information regarding
copyright restriction) /25
Discussions relating to "Multiple Versions" cataloging /26
Non-USMARC field: binding technical information /27
Request for proposals (RFP) system (DBM.017.J; DSS.021.J)
[This system provides templates, with locally programmed variables and
specifications, for standardized request for proposals (RFP) for
information. The system also provides automated comparisons of
proposals on quantifiable variables and ratings.]
Request for proposal templates /1
Data transfer (upload) of proposals received /2


Erich J. Kesse.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601


1990.05.12.





Sketch for a Preservation Administration Page 32.
Management Information System (MIS).




SYSTEMS GUIDE TO THE OUTLINE.






DBM (DataBase Management)
Identification: profile and queue (DBM.001)
a Tracking system: Brittle books (DBM.002.A)
Tracking system: Commercial binding (DBM.002.B)
Tracking system: Conservation (DBM.002.C)
Tracking system: Disaster response and report (DBM.002.D)
Tracking system: Reprographics (DBM.002.C)
Internal availability system: Brittle books (DBM.003.A)
External availability system: Brittle books (DBM.003.B)
Binding technical information system (DBM.004.A; DSS.018.A)
Thesauri and information research system (DBM.004.B; DSS.01B.B)
Bound paper (and rare book) condition survey system (DBM.005.A)
Flat (unbound) paper condition survey system (DBM.005.B)
Photo-negative, slide and microform condition survey system (DBM.005.C)
a Photographic print condition survey system (DBM.005.D)
a Glass plate condition survey system (DBM.005.E)
Magnetic media condition survey system (DBM.005.F)
Digital/Optical media survey system (DBM.005.G)
a Analog audio media survey system (DBM.005.H)
Supply and equipment order file (DBM.006)
a Building and HVAC profile (DBM.007.A; GA.001.A)
Building and collection locations profile (GA.001.B; DBM.007.B)
Disaster historical file (DBM.008)
Environmental monitoring system (DBM.009)
Facilities maintenance historical file and queue (DBM.010; DSS.013)
a Physical characteristics system (DBM.011)
a Quality control system: Commercial binding (DBM.012.A; DSS.006.A)
Quality control system: Reprographics (DBM.012.B; DSS.006.B)
a Supply and equipment inventory (DBM.013.A; DSS.016)
Disaster supply and resource system (DBM.013.B; DSS.010.A)
a Materials research data and fact sheets (DBM.014; DSS.017)
a Technical literature bibliographic and abstract system (DBM.015;
DSS.019; WP.004)
a USMARC formats and structured information fields (DBM.016; DSS.020)
Request for proposals (RFP) system: Commercial binding (DBM.017.A;
DSS.021.A)
Request for proposals (RFP) system: Conservation (DBM.017.B; DSS.021.B)
Request for proposals (RFP) system: Reprography (DBM.017.C; DSS.021.C)
a Request for proposals (RFP) system: Brittle books (DBM.017.D;
DSS.021.D)
a Request for proposals (RFP) system: Condition survey (DBM.017.E;
DSS.021.E)
a Request for proposals (RFP) system: Disaster recovery
services(DBM.017.F; DSS.021.F)



Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration Page 33.
Management Information System (MIS).




DBM (DataBase Management)
Request for proposals (RFP) system: Environmental monitoring
(DBM.017.G; DSS.021.6)
a Request for proposals (RFP) system: Stack Maintenance (DBM.017.H;
DSS.021.H)
a Request for proposals (RFP) system: Supplies and equipment (DBM.017.I;
DSS.021.I)
Request for proposals (RFP) system: Information (DBM.017.J; DSS.021.J)

DSS (Decision Support Systems, including expert systems)
a Brittle books processing training system (DSS.001.A)
Collection profile and futures training system (DSS.001.B)
a Commercial binding training system (DSS.001.C)
n Condition survey training system (DSS.001.D)
a Conservation training system (DSS.001.E)
a Disaster response training system (DSS.001.F)
0 Environmental monitoring training system (DSS.001.G)
a Reprographics training system (DSS.001.H)
a Stack maintenance Training system (DSS.001.I)
Statistics training system (DSS.001.J)
Supply and equipment training system (DSS.001.K)
Technical information training system (DSS.001.L)
Bibliographic decision support system (DSS.002)
Collection/Item futures (DSS.003)
I Format purchase decision support system. (DSS.004)
a Binding decision tree (DSS.005)
a Quality control system: Commercial binding (DBM.012.A; DSS.006.A)
a Quality control system: Reprographics (DBM.012.B; DSS.006.B)
a Prioritized actions list expert system (DSS.007)
a Bound paper (and rare book) documentation system (DSS.008.A; GA.004.A)
Flat (unbound) paper documentation system (DSS.008.B; GA.004.B)
a Photo-negative, slide and microform documentation system (DSS.008.C;
SA.004.C)
0 Photographic print documentation system (DSS.008.D; GA.004.D)
a Glass plate documentation system (DSS.008.E; GA.004.E)
Magnetic media documentation system (DSS.008.F; GA.004.F)
Digital/Optical media documentation system (DSS.008.G; GA.004.G)
Analog audio media documentation system (DSS.008.H; GA.004.H)
Other media documentation system (DSS.008.I; GA.004.I)
Box construction support system (DSS.009)
Disaster supply and resource system (DBM.013.B; DSS.010.A)
Disaster preparedness, response and recovery trees (DSS.010.B)
a Environmental conditions analysis and decision support system (DSS.011)
0 Environmental systems/Collections interface. (DSS.012)
a Facilities maintenance historical file and queue (DBM.010; DSS.013)
Reel and fiche programming system (DSS.014)
Cost estimate proposal system (DSS.015)
Supply and equipment inventory (DBM.013.A; DSS.016)
a Materials research data and fact sheets (DBM.014; DSS.017)
I Binding technical information system (DBM.004.A; DSS.018.A)
a Thesauri and information research system (DBM.004.B; DSS.018.B)



Erich J. Kesse. 1990.05.12.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration
Management Information System (MIS).


Page 34.


DSS (Decision Support Systems, including expert systems)
Technical literature bibliographic and abstract system (DBM.015;
DSS.019; WP.004)
USMARC formats and structured information fields (DBM.016; DSS.020)


Request for proposals (RFP) system:
DSS.021.A)
Request for proposals (RFP) system:
a Request for proposals (RFP) system:
a Request for proposals (RFP) system:
DSS.021.D)
Request for proposals (RFP) system:
DSS.021.E)
Request for proposals (RFP) system:
services(DBM.017.F; DSS.021.F)
Materials analysis system (DSS.022)

DBM (DataBase Management)
Request for proposals (RFP) system:
(DBM.017.G; DSS.021.G)
Request for proposals (RFP) system:
DSS.021.H)
a Request for proposals (RFP) system:
DSS.021.I)
a Request for proposals (RFP) system:


Commercial binding (DBM.017.A;

Conservation (DBM.017.B; DSS.021.B)
Reprography (DBM.017.C; DSS.021.C)
Brittle books (DBM.017.D;

Condition survey (DBM.017.E;

Disaster recovery




Environmental monitoring

Stack Maintenance (DBM.017.H;

Supplies and equipment (DBM.017.I;

Information (DBM.017.J; DSS.021.J)


GA (Graphics Applications)
a Building and HVAC profile (DBM.007.A; GA.001.A)
a Building and collection locations profile (GA.001.B; DBM.007.B)
a Environmental reporting system (GA.002; RG.003)
a Annual report statistical tables (GA.003; SA.002.G; WP.003)
Bound paper (and rare book) documentation system (DSS.008.A; GA.004.A)
a Flat (unbound) paper documentation system (DSS.008.B; GA.004.B)
m Photo-negative, slide and microform documentation system (DSS.00.C;
GA.004.C)
a Photographic print documentation system (DSS.008.D; GA.004.D)
a Glass plate documentation system (DSS.008.E; GA.004.E)
Magnetic media documentation system (DSS.008.F; GA.004.F)
a Digital/Optical media documentation system (DSS.008.G; GA.004.G)
a Analog audio media documentation system (DSS.008.H; GA.004.H)
Other media documentation system (DSS.008.I; GA.004.I)

RG (Report Generation, excluding statistics applications)
a Collection profile (RG.001)
Packing/shipping list system: Commercial binding (RG.002.A)
a Packing/shipping list system: Reprographics (RG.002.B)
Union list system (RG.002.C)
a Environmental reporting system (GA.002; RG.003)
a Problem identification system (RG.004)
a Statistics Compilation (RG.005; SA.002.I)


1990.05.12.


Erich J. Kesse.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601





Sketch for a Preservation Administration
Management Information System (MIS).


Page 35.


SA (Statistics Applications)
a Cost accounting system: Commercial binding (SA.001.B)
a Cost accounting system: Conservation (SA.001.C)
a Cost accounting system: Reprographics (SA.001.D)
a Cost accounting system: Supply and equipment (SA.001.E)
a Statistics system: Brittle books (SA.002.A)
a Statistics system: Commercial binding (SA.002.B)
Statistics system: Conservation (SA.002.C)
Statistics system: Reprographics (SA.002.D)
Statistics system: Supply and equipment (SA.002.E)
Statistics system: Environmental monitoring (SA.002.F)
M Annual report statistical tables (SA.002.G)
0 ARL Preservation Questionnaire (SA.002.H)
a Statistics compilation (SA.002.I)

WP (Word Processing)
Binding slip generation (WP.001)
Target production system (WP.002)
Annual report statistical tables (BA.003; SA.002.6; WP.003)
a Technical literature bibliographic and abstract system (DBM.015;
DSS.019; WP.004)


Erich J. Kesse.
211 N.E. Boulevard, No. 12 Gainesville, FL 32601


1990.05.12.




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