Datamazed – analysing library data flows, manipulations and redundancies

ELAG 2015
By Lukas Koster, Library Systems Coordinator at the Library of the University of Amsterdam

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It’s more about transformations than manipulations. Tried to build a dataflow repository for efficiencies and blueprint for improvement.Initial problem is that system environment is complex. Lots of things happening to maintain this environment. Data is all over the place. Labyrinths are easy, but a maze is much more complex and that’s what our systems look like. Worth spending time to develop new environments because currently it is all very fragmented. The data is hostage and we need to free it.

Goal of the project: describe the nature and content of all internal and external datastores and workflows between internal and external systems in terms of object types and data formats, thereby identifying overlap, redundancy and bottleneck that stand in the way of efficient data and service management.

Methodology used is enterprise architecture. Distinguish between business (what), enterprise (how) and technology. Looked at other similar experiences and knew of BIBNET Flemish Public Library Network and their Architecture Study, focusing on the big picture rather than dataflows.

DFD = dataflow diagramming is a fairly easy model. Also used tools such as data modelling, visualisation etc.  Chose Business System Modelling, a relatively open tool with a number of export/import and a lot of documentation and reports. 

Dataflow repository describes all elements, including the systems they use etc. Their Visual Paradigm Project Model is subdivided into meaningful folders that can also be used to generate reports. They also have made a data dictionary for all object types, data elements and so on.

Business layer top level
Business layer level 2
Business layer level 3: data management
Application layer: data exchange

Dataflows can be defined by type (they had 5). In all data flows there’s an element of selection on what you do and with what. It has to be documented to help for decisions and so that you know what to expect and what happens (especially if you’re going to change systems.) Same for transformations – has to be transparent. 

Data redundancy is also an important issue and can be caused for various reasons. The unique solution: linked data!

Mostly benefits of all of this is not only having a good overview of available data, dataflow dependencies and efficiencies but also experimenting with linked data. It may be the beginning of something else, such as data consolidation exchange. Descriptions of how things are more automated should also be recorded.

Closed stacks - improved workflow

ELAG 2014
Going digital in the closed stacks – Library logistics with a smart phone
Eva Dahlbäck and Theodor Tolstoy, Stockholm University Library

(see description of the talk)

Approx. 300 orders a day. Up until recently, orders would have been printed on paper. Orders from closed stacks, interlibrary loans and missing books. Before: digital -> paper -> digital (email sent to user to let them know item available).

The workflow is essentially the same, even if the orders come in differently and come out differently. So now a new digital workflow: All the orders are collected together in a list managed by the Viola programme, in which they are sorted. The librarian makes downloads the list, goes to the stacks and comes back with items. It's managed by a portable phone.

The list can be ordered by location. It is downloaded in the mobile phone. Each book has a separate entry and includes the shelfmark info. The librarians has also a small printer for slips. The phone scans the barcode and a slip is printed and goes in the book. Once a book has been scanned, it receives a green star (they can be various colours for various situations).

Benefits are fewer manual steps and a unique workflow. It's faster and easier to follow the order steps. It requires less people. Viola is also connected to the invoice-system (what does this imply?...). However collection is only twice a day...

A close collaboration between developpers and librarians was necessary. They worked with "user stories" to help in the collaborative work, to prioritise tasks and break them into smaller steps and to follow progress. The user stories included staff, such as the book fetcher (what does he/she need?) Intention is to release this as open source!

The technology used was ASP.NET MVC, the database is a SQL server (replaceable thanks to the ORM PetaPoco) and Android APP (Xmarin Monodroid). Most of these are open source.