Annals of Library and Information Studies
MISHRA,
& TRIPATHI: CD-ROM COLLECTION MANAGEMENT USING WINISIS/GENISIS
Vol. 55, December
2008,KUMAR
pp.265-274
265
CD-ROM collection management and development of a web interface
by using WINISIS/GENISIS at P K Kelkar Library, IIT Kanpur
R. Mishraa, Rajesh Kumarb, D. P. Tripathic
a
Librarian, P. K. Kelkar Library, Indian Institute of Technology Kanpur- 208 016, E-mail: [email protected]
Senior Library & Information Assistant, P. K. Kelkar Library, IIT Kanpur - 208 016, E-mail: [email protected]
c
Senior Library & Information Assistant, P. K. Kelkar Library, IIT Kanpur - 208 016, E-mail: [email protected]
b
The advent of CD-ROM technology has made profound impact on library services with its unique features of large
storage capacity and iterative search facility. The P K Kelkar Library of IIT Kanpur had started procuring CD-ROMs and other
multimedia resources to overcome the ever growing need of space, as also to provide fast and iterative search facility to its user
since 1990s. The purpose of this paper is to describe the processes involved in managing the CD-ROM collection at P. K.
Kelkar Library.The paper discusses the importance of CD-ROM in relation to de-stressing library collection. It outlines the
planning and processes involved in organizing CD-ROM collection on shelves and development of a user interface through
open-source software, i.e., Winisis and GenisisWeb.
Introduction
By the mid 80s, CD-ROMs (Compact Disc Read-Only
Memory) made profound impact on libraries, small or
big, affecting library services and operations in academic
libraries1-8. CD-ROM technology has attracted the trio—
the publishers, the libraries and the users — with its
unique features of large storage capacity and its iterative
search facility. With the advent of web technology, CDROMs used to be looked as a transient technology9.
However, rise in number of CD-ROM titles and changing
pattern of publishing industry shows that it has come to
stay as a valuable and important storage device. CDROM collections in libraries are getting larger in size
day by day.
Indian Institute of Technology Kanpur library, known as
P. K. Kelkar Library, established in 1959-60 and housed
in a three-storied building with an area of 5730 sq. mts.,
has over grown its collection drastically both in size and
forms to its designed capacity.
In the recent past, the role of CD-ROMs in archiving
digital collection, particularly in context to digital library,
has all the more made it prominent with spread of DVDs.
Several other factors, infact, have contributed to the hand
in hand growth of CDs to the one of online technologies.
Digital content in CD/DVDs and online has been viewed
as a succor to the ever growing requirement of space to
accommodate increasing hard copy collection. It came
to be known as a de-stressing collection device in as
much as it spares lot of shelving space which would have
otherwise been occupied had growth of print collection
continued unabated. During the 70s and thereafter, the
digital contents in floppy diskettes, CD-ROMs, and finally
online made their way to the library. Despite emergence
of web, intermediate storage in CD-ROMs has come to
stay as a parallel to the print one. The paper, therefore,
addresses issues related to management of CD-ROMs
collection at P. K. Kelkar Library.
No wonder, the print collection of P. K. Kelkar Library
too has been bursting at its seams during the last three
decades. Chemical Abstracts on CD for one year alone,
contained in 08 CD-ROMs will save an average shelving
space of 100 bound volumes occupying more than half
of the double-faced racks covering roughly 2 sq m. space
area. So CD-ROMs have proved to be a great destressing collection device.
Need for management and development of
CD-ROM collection at P K Kelkar library
In early 1990s, P. K. Kelkar Library took a policy decision
to procure preferably digital content, be it in diskette/
CD/DVDs or online, as it was not only easy to handle
the content with iterative search facility but also proved
to be a de-stressing collection device. The basic idea
was to shrink shelf space requirement. The library building
266
ANN. LIB. INF. STU., DECEMBER 2008
is already overloaded three times its designed capacity,
a cause for potential seismic risk to its structure.
Subscription of CD-ROM databases
Subscription to different databases on CD-ROMs/
floppy diskettes started in the early 1990s. These
include: Ei-compendex : Dialog on Disc, Biological
Abstract, CA on CD, PsycLIT, PsycInFO, Math Sci
Disc, Sociofile, CITIS (Civil Engineers Database),
Science Citation Index, NTIS Bibliographic Database,
Current Contents, Semiconductor Data on CD-ROM,
Sociological Abstract, Inspec on Disc, LISA, LISA Plus,
Earthquake Built Environment Index, Books in Print,
Recent Books, Ulrich Periodical Directory, etc. Based
on these databases, library staff had successfully
provided different reference and current awareness
services to their users through CD-Networking until
emergence of online technology.
Books on CD-ROM
Of late, there is a trend of bringing out books, conference
proceedings in CD format only, dictated by time, money,
and technology constraints of editing, storage and
publication. The library has collected reference sources
like encyclopaedias, dictionaries, standards, etc in this
format. These include Encyclopaedia Britannica,
McGraw-Hill Multimedia Encyclopaedia of Science
and Technology, National Geographic, Thomas
Register, ASM Handbook, etc. A good number of
conference proceedings also exist in this format.
Emergence of accompanied CD-ROM
Very often than not, majority of the textbooks have
accompanying CD-ROMs containing softwares,
designs, data tables, exercises, problems and their
solutions, projections/maps and the like. Accompanied
CD-ROMs are heavily used by students and faculty as
these are directly related to their course study and
contain supporting software/data. CD-ROMS are
increasingly received with current serial subscriptions.
These include full text of the current year or current
volumes of the serial, multi-year archive cumulations
of the full text, indexes or special publications.
From library’s point of view
1. What are the different categories and physical
format of electronic resources available in
library?
2. What would be the helpful arrangement of CDROMs on shelves?
3. What are the content available in these CDROMs?
4. What would be the metadata elements for
cataloguing these resources?
5. Which software would be appropriate to manage
the metadata?
From users’ point of view
1. Could the users have an accompanied CD for a
given book?
2. Does the library have a particular software in
its collection?
3. Does the library have CD-ROMs on a given
subject/topic?
4. Which of the conference proceedings are on CDROMs only?
5. Does the library have a particular reference tool
in CD format?
These questions prompted the library management to
organize its CD-ROMs collection in order to provide
access and to optimize its usage. The exercise was carried
out by the library between July 2005 to November 2007.
In addition to CD-ROMs, other electronic storage devices
like DVDs, floppies, audio cassettes, VHS cassettes have
also been included.
CD-ROM collection management
Addressing the CD-ROMs issues
Due to specific format of CD-ROM, it is very difficult
for libraries to arrange these in a helpful sequence on
shelves. Unlike books, the spine of CD-ROM cover does
not have enough space to write down the call number
on it. If these are kept in CD Album then interpolation
becomes difficult. There is also not proper standard size
shelf to house these. After years of experience finally, it
was decided to house these in four- tier transparent book
cases.
Management of CD-ROMs is aimed at solving the
following issues/queries from the library and users point
of view:
The CD-ROMs in P K Kelkar Library have been divided
into following categories to house them on shelves:
MISHRA, KUMAR & TRIPATHI: CD-ROM COLLECTION MANAGEMENT USING WINISIS/GENISIS
1.
2.
3.
4.
5.
CD-ROMs accompanied with books,
CD-ROMs only,
CD-ROMs accompanied with journals,
Databases on CD-ROMs, and
Miscellaneous CD-ROMs.
The first two categories are arranged by accssession
number, whereas the last three categories are arranged
by title alphabetically. CD-ROMs collection is available
in CARS (Computer-Aided Reference Service), a closed
reference area.
The major collection is in CD-ROMs and floppies,
whereas a small collection is in video cassettes as well.
AACR2, chapters 7 and 9, consisting of ISBD[ER] rules
have been followed for cataloguing the CD-ROMs.
retrieval software, developed by UNESCO, to meet out
the automation requirements of the libraries and
information processing centres, particularly in developing
countries. Originally it was developed for DOS platform
as Micro-CDS-ISIS in 1985. The work on Windows
based CDS-ISIS software was started in 1995 by
UNESCO. The present ‘Winisis version. 1.5 build 3’ has
been introduced in 2003.
The most important feature of WINISIS is its capability
to handle an unlimited number of databases each of
which may consist of completely different data element
sets. Users have the freedom to design an n number of
databases according to their specific requirements. Other
important features are:
•
the handling of variable length records, fields and
sub fields, thereby saving disk space and making
it possible to store greater amount of information;
•
the handling of repeatable fields;
•
an information retrieval component using a
powerful search language providing for fieldlevel and proximity search operators, in addition
to the traditional and/or/not operators, as well
as free-text searching;
•
powerful sort and report generation facility
allowing the user to easily create any desired
printed products, such as catalogues, indexes,
directories, etc.;
•
a data interchange function based on the ISO
2709 international standard used by leading data
base producers; and
•
Powerful hypertext functions allow designing
complex user interfaces.
Software selection
Selection of appropriate package for a particular
environment is a challenging task. Having had a thorough
survey and evaluation of existing systems, the following
guiding parameters were responsible in selection of
appropriate software:
•
•
•
•
•
•
Ease of use,
Web interface,
Support of data exchange in international
standards,
Advanced search features,
Accomplishment of the job by library
professionals, rather than depending on
programmers, and
Completion of job within time frame and available
human resources.
After taking into consideration the above noted points,
WINISIS was chosen for database creation and to make
it accessible on web through GENISISWEB, which can
be easily configured with Apache web server.
Overview of used softwares: WINISIS and
GENISISWEB10-11
WINISIS
Windows version of CDS-ISIS, which is popularly known
as WINISIS, is a widely used information storage and
267
Many libraries, museums, and individuals are using
CDS/ISIS for managing different library housekeeping
as well as other activities across the world. The literature
survey12-29 concerning this study shows its application in
varying fields which include: creation of bibliographic
databases for in-house collection such as books,
newspaper clippings, thesis, manuscript, etc; automating
acquisition procedure; circulation control; serial control;
serial holdings; SDI, current awareness service; article
indexing; subject indexing; map catalogue; thesaurus
databases; creation of digital libraries; E-journals
Gateways; directories and union catalogues.
268
ANN. LIB. INF. STU., DECEMBER 2008
GENISISWEB
GenisisWeb is the most popular and easy to use open
source software to make CDS-ISIS database online on
web. It is written in Microsoft Visual Basic by Pierre
Chabert at former IBISCUS Association (France) for
UNESCO. It provides the mechanisms required for the
Web server software to interact with a CDS-ISIS
database through WWWISIS interface. Its source code
is also freely available. There are two versions available,
namely GENISIS WEB and GENISIS CD.
Not only its interfaces are available in various languages,
namely English, French, Spanish, Polish, Italian,
Portugese and Catalan; it is feasible to develop it in any
given language.
Database creation in WINISIS
A bibliographic database of the CD-ROMs and other
electronic resources was created by using Winisis 1.5
build 3 version. WINISIS provides greater database
design flexibility for creating a new database with so
called “Database base design wizard”. This process is
simple, straightforward and menu-driven and can be
performed by non- programmer. The wizard first asks
the user to enter the name of a database to be created
and then it provides one after another the four consecutive
windows, namely Field Definition Table (FDT), Data
entry Worksheet, Display Format and Field Select Table
(FST) to complete the database definition process.
Field Definition Table (FDT): The data fields were chosen
as per AACR2 rules with some minor modifications as
per local requirement (Table 1).
Based on above FDT, Data Entry Worksheet as shown
in Fig.1 was customized. The FST table shown in Table
2 was applied to generate search term of the CD-ROM
database.
Installation of Apache web server30
As a pre-requisite, a web server is required for the
GENISISWEB to publish WINISIS database on web.
Table 1 –– Field Definition Table (FDT)
Tag
Name
Type
100
200
230
240
050
300
260
400
410
460
480
500
510
520
530
540
620
630
900
910
920
550
Full Title
Title Proper
Subtitle
Variant Title
Physical Format
Author(s)
Edition
Publisher, Year
Place of Publication
Physical Description
Series
General Note
Type of Data
Size
System Details
Summary
Keywords
Call no. (Book)
Book Accession No.
CARS Sr. No.
Location
CARS Notes:
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric
Alphanumeric\
Alphanumeric
Repeatable
field (R)
Pattern/subfield
R
R
ab
R
R
R
R
R
R
R
R
ab
MISHRA, KUMAR & TRIPATHI: CD-ROM COLLECTION MANAGEMENT USING WINISIS/GENISIS
Fig. 1 — Data entry worksheet
Table 2 –– Field Select Table (FST)
Tag
Technique
Format
Tag
Technique
Format
100
4
Mhl, v100
410
0
mhl, v410
200
0
mhl, v200
480
0
mhl, v480^a
230
0
mhl, v230
620
0
mhl, v620|%|
240
0
mhl, v240|%|
630
0
mhl, v630
050
0
mhl, v050
900
0
mhl, v900|%|
300
0
mhl, v300|%|
910
0
mhl, v910|%|
400
0
mhl, v400^a
920
0
mhl, v920
400
0
Mhl,v400^b
269
270
ANN. LIB. INF. STU., DECEMBER 2008
Fig. 2 — Query form
Apache Web Server for Windows XP was used. The
application was tested in Widows platform. The library
is the test bed computer is running Windows XP. The
MS Windows installer package of Apache web server
“apache-2-0-59-win32-x86”was downloaded from
www.apache.org. Complete installation was in default
directory, i.e. C:\Program Files\Apache Group\Apache2.
Web interface for WINISIS database using
GENISISWEB
Among all options available for publishing Winisis31
databases on web, preferred GENISISWEB was
preferred due to its simplicity and advanced features over
others which include: display of field index, Use of
operators among fields and also from within the same
field, search of different fields using drop-down menu,
support of CSS (Cascading Style Sheet), export facility
for generated application to real internet/intranet server,
powerful indexing techniques based on WINISIS
architecture, etc.
GenIsisWeb Installation:
GENISISWEB version 3.2.1 was successfully installed.
The paths for ‘cgi-bin’ and ‘DocumentRoot’ were to
“C:\Program Files\GenIsisWeb\” and “C:\Program
Files\Apache Group\Apache\htdocs\”. The parameter
‘Sub-folder “wwwisis” in “DocumentRoot” was provided
to access the web pages.
GENISISWEB provides a user friendly graphical
assistant to create a web application. The working with
this tool is so easy that one can create a basic user
interface in a few minutes. But one has to spent some
time on its different buttons to get familiar with its output
and ability.
Designing a web interface with GenIsisWeb it involves
the following steps:
1. Creating the query form,
2. Creating the short query report display form,
3. Creating the detailed query report display form,
and
4. Creating and testing the Application.
MISHRA, KUMAR & TRIPATHI: CD-ROM COLLECTION MANAGEMENT USING WINISIS/GENISIS
Creating the query form
The first step in designing a web interface with
GENISISWEB is query form design. The ‘Query Form’
assistant allows to add, modify and delete fields. When
the Add button is clicked, the program will automatically
list the already defined fields from WINISIS database.
Now, the opted field(s) is added one by one to the query
form. The properties can also be set for each field like
item types, default operator, access to the index,
automatic right truncation, text box size, etc. One can
also provide limit facility for users among different
variables in a field. It is possible to set different properties
for form, index, and page by supplying appropriate choice.
The allowed features are limitless, but one has to explore
and take maximum benefit of it.
The design of the query form was based on the users’
behaviour and their approach towards search strategy.
The Figure 2 shows the search interface screen. The
form provides four multi-field text boxes for user to enter
search terms. From the drop down box, user will select
the field upon which he wants to do search. This facilitates
the use of Boolean operators ‘and’ and ‘or’ among the
fields and also within the fields. After filling the form the
271
user can click the ‘Click here to search’ button to execute
the search. The system searches the collection and
present the results to the user.
With the little bit application of HTML the rules of the
library have been described on query form. Online help
button on the query form to describe how to search the
collection has also been provided.
Creating the short query report display form
The next step is to design the short display form for
retrieved records against a user query. To do this,
GENISISWEB provides another assistant window
namely ‘Format:Listing’ which could be activated by
clicking on it. This window has basically two parts. The
left part of the window provides two options: Internal
and External. The right part of the window provides
three menus, namely ‘Page’, ‘ Results display’, and
‘Browsing’ which facilitates to set the different properties
to the Short display form.
If one wants to design ones result display form by using
this window, one has to select ‘Internal’ variable from
display format drop-down menu. By choosing
Fig. 3 — Short display of search result
272
ANN. LIB. INF. STU., DECEMBER 2008
Fig. 4(a) — Detailed display of search result
Fig. 4(b) — Detailed display of search result
MISHRA, KUMAR & TRIPATHI: CD-ROM COLLECTION MANAGEMENT USING WINISIS/GENISIS
‘Add’ button from this window one will proceed to next
page. This begins the actual creation by adding desired
field(s) to the search display form. Further, it allows to
format each field with different properties like character
size, font, control position, background colour, foreground
colour, italic, bold, merge cells, justify, etc. Different linking
options are also provided with a particular field. By
choosing ‘external’ display format, one can use the
existing defined display formats from the Winisis
database.
273
The cataloguing of CD-ROMs has been done as per
provisions of AACR2, chapters 7 and 9. WINISIS,
Windows version of CDS-ISIS, supporting ISO-2709 for
data exchange, has been used to organize the collection
accessible on web through GENISISWEB.
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Creating the detailed query report display form
The next step is to design the detailed query report display
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Conclusion
A planned and systematic effort has been made to
organize the CD-ROMs collection available in the CARS
area of the P. K. Kelkar Library. Whereas ‘CD-ROMs
Accompanied with Books’ and the ‘CD-ROM only’ have
been arranged by Accession Number ; the other CDROMs related to journals, databases and other
documents have been arranged alphabetically by title.
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