Number range CHAPTER**Appendix 50**

**Major Functionality Requirements for Library Automation Systems**

**Under Three Digital Talking Book (DTB) Distribution Options**

All DTB distribution options would utilize a recorded book in digital
format contained on a labeled flash memory cartridge and circulated to
readers via USPS Free Matter. All DTBs distributed by the network
libraries would be both stored and shipped in labeled containers.

**1. All Mass-Production**

This distribution option uses exactly the same business model as the
status quo. NLS would mass-produce multiple copies of all DTB titles and
allocate them to network libraries for subsequent storage and
circulation to readers.

Essentially the same information system functionality currently provided
to libraries for RC operations would be required for DTB operation under
this option. That is, to accept NLS DTB bibliographic and other
title-related information from NLS; process copies of incoming new
titles into the library collection as they arrive from producers,
including bar-code identification of new copies now used by the
libraries (RFID will be considered in the next project task, but is not
now); process and enter into the collection both patron returns and USPS
undeliverables; support putaway of copies into both quick-turnaround
shelving and main collection storage, including both sequential (RC
Number sequence) locator system and *either terminal-digit or random
storage of copies* (please see note below); support order selection,
pulling and shipping functions using 3\" x 5\" pick ticket/mailing
address/return address cards as are used now; support collection
maintenance functions including weeding and writing off losses; support
profile-select as well as reserve/request circulation generation and
patron reading history and preferences; and support communications for
distribution operations between subregional(s) libraries and parent
regional libraries.

Suffice it to say that the same capabilities now provided for RC
distribution would have to be provided for DTB distribution, and we
believe one other (but will determine in the next task) - support for a
*storage locator system using either terminal digit or random location
storage*. This distribution option calls for ALL titles to be
mass-produced and NO titles to be duplicated-on-demand, which makes a
sequential Title Number storage method used by most libraries fine
(although it does not maximize storage efficiency) for storage of copies
of DTB titles *produced prospectively after the system begins
implementation*.

*However*, approximately 20,000 *additional* digital title masters will
have been produced by NLS by the time DTB system implementation is
scheduled to begin (in 2008), i.e., digital versions of titles already
produced on RC. Because it is NLS's intention to use the same numerical
portion of the title number for such titles, so that the digital version
of title number RC12345 would be DB12345, there is the problem of
non-consecutive title numbers among titles in this portion of the
collection. Even under this All Mass-Production option, in all
likelihood not all of these 20,000 titles will be mass-produced; in
fact, many of them probably will not be. And among the older half of
this group, not all titles in the NLS collection will be converted to
digital format, so that even if all were mass-produced, there would
still be gaps in the sequence. Consequently: (1) Title Numbers in this
portion of the library DTB collection will "jump around," i.e., there
will be breaks in the title number sequence, and it will not be
continuous; and (2) the order in which titles for this portion of the
collection will actually be mass-produced is uncertain, but is almost
certain to be random in terms of the title numbers. Such a situation
will virtually require storage by means other than straight title number
sequence unless significant numbers of shelf storage slots are simply
left vacant, which is both very inefficient and unlikely.

**2. Hybrid**

Under this distribution option, NLS would mass-produce multiple copies
of a minority (nominally 40%, being determined now) of new DTB titles,
i.e., those expected to be the most popular (nominally constituting 80%
of circulation), and would allocate them to network libraries for
subsequent storage and circulation to readers. NLS would provide, via
contractor performance at possibly one or probably two
Duplication-on-Demand (DOD) centers, duplication-on-demand services for
a majority of new DTB titles (nominally 60%), i.e., those expected to be
the least popular (nominally constitute 20% of circulation).

The information support required for libraries under this option would
include *all those listed above for the All Mass-Produced distribution
option*. The major additional information support that needs to be
provided for the Hybrid option is the ability to compile and
telecommunicate orders for a portion of the DTB collection to the DOD
centers for fulfillment, and the ability to receive information back
from the centers regarding the status of those orders.

The system would need a data element in the DTB title record specifying
whether the title is handled by the library or by the center(s) ("L" or
"C", or equivalent).

The system would need to know if a patron would like a Braille label or
not, so the patron record would therefore need a data element indicating
this (e.g., "B" or equivalent).

Orders from the library circulation system, however generated
(reserve/request or profile select), for a title handled by the centers
rather than the library, would be telecommunicated to the center by the
library, most likely as a single batch transmission after the overnight
circulation run (but other possibilities are being explored, including
another daily transmission of reserve/requests for titles carried by the
centers). An order record would include the following information:

1.  Network Library placing the order, the NLS unique identifier, e.g.,
    "NC1A"

either as a field in the order records, or in the transmitted file
header info.

2.  Date of Order, e.g., "04012008\"

either as a field in the order records, or the center's system could
assign it

3.  Library Patron ID or Library Transaction Number, e.g. "123456\"

to facilitate tracking by the library on the library's information
system

4\. DTB Title Number, unique identifier for the title ordered, e.g.,
"DB68000\"

5\. Patron Name, e.g. "John Doe"

6\. Patron Street Address, e.g., "1234 Main Street"

7\. Patron City, County or Town, e.g., "Anytown"

8\. Patron State, e.g., "NC"

9\. Patron Zip Code, e.g. "12345-6789\" (probably plus 4 format)

10\. Patron would like a Braille label, e.g. "B" or "1\"

11\. Rush Order, e.g., "Y" or "N"

An order record using the above structure would appear as below; the
Library Patron ID or Library Transaction Number, Patron Name, Patron
Street Address and Patron City fields would probably be set to
established fixed lengths using either blanks (for address fields) or
leading 0\'s (for Patron ID or Library Transaction Number) as
appropriate:

NC1A\|04012008\|123456\|DB68000\|John Doe\|1234 Main
Street\|Anytown\|NC\|123456789\|B\|N

Upon receipt of an order from the library, the Center would assign its
own transaction number (Library Transaction Number may not be unique
within the center's operations, since it will be handling multiple
libraries, and Patron ID probably will not be unique; however, the
Center's transaction number could be the library's transaction number
with the Network Library Code as a prefix) to each order, and transmit
the library's transaction number along with the library order
information back to the library in order to confirm receipt of the
order. All subsequent communications between the library and the center
would reference the library's transaction number as the key identifier
for a DOD order.

If there is a problem fulfilling a DOD order, the center would
communicate this to the library, and the library system would update the
patron record appropriately.

Upon shipment of an order, the center would communicate to the library
that the order has been shipped, and the library system would update the
patron Has-Now record.

Upon return of a non-deliverable book, a book whose delivery has been
refused or a book annotated with "patron deceased" or equivalent, the
Center would notify the appropriate library of the same and also
forwarding address information if available.

Upon return of a loaned book from a reader, the center would communicate
to the library that the book has been returned, and the library system
would update the patron Has-Had record.

If a book has been on loan beyond an established time threshold, to be
determined by NLS, then the center would communicate to the library a
request that the library perform follow-up with the patron for the book
(there would be no direct communications whatsoever between the centers
and patrons, the only contact being the issuance and return of books).

**3. All Duplication-on-Demand**

Under this distribution option, NLS would provide, via contractor
performance at probably two but possibly more, DOD centers,
duplication-on-demand services for all DTB titles, thus providing all
DTB circulation for the network. There would be no mass-production of
any DTB titles, and network libraries would neither store copies of DTB
titles nor distribute them to readers. However, like the Hybrid option,
there would be no communications whatsoever between patrons and centers,
with all patron-center contact consisting exclusively of the issuance
and return of books.

Under this option, the library information system would require exactly
the same capabilities to interact with the DOD centers as described
above for the Hybrid. The only difference is activity level, i.e., 100%
rather than approximately 20% of a library's DTB copy distribution would
be performed in this manner.

Because no DTBs would be mass-produced, allocated to libraries, and
stored in and distributed from them, the library information system
would not require the functionality required for support of
"traditional" in-house recorded book distribution functions, i.e.,
check-in/bar-coding of copies of new titles, check-in of returns and
undeliverables, putaway into both quick-turn and main collection
storage, copy locator system, picking and shipping, weeding and
collection maintenance. None of these tasks would be performed by
libraries under this distribution option, and are therefore not
necessary.

However, the library information system would need all bibliographic and
other title-related information for DTBs, obtained from NLS's
information system, which is a common requirement for all three options.