CHAPTER I
1 PROJECT OVERVIEW
1.1
Introduction
Nowadays the number of books and materials in libraries has reached huge
sizes and continue to grow. Librarians are facing problems on how to preserve these
materials. Some of the Library’s potential problems are growing paper collections,
bursting card catalogs and lack of shelving space – are the verge to be solved.
The use of microfilms has allowed reducing space which was required for
storage of standard paper documents earlier. However microfilms have the lacks
connected to access, search and indexing. Presently, when the Internet and computers
have entered into all spheres of our life, we should use all possibilities which they
give us, to gain access to knowledge and information.
2
1.2
Background of the problem
The libraries all over the world as a source of long-term preservation are
using the micrographics technology. There is a lot of information which stored on
microfilms are closed for wide access because the data storage system based on
microfilms does not support simultaneous access of several users to the same
document. Since the microfilm format is not conductive to be accessed or delivered
at locations other than the Library microfilm reading room, many library users
refrain themselves from using microfilm.
In many instances the user's adverse
attitude toward microforms in general, (microfilm/microfiche in particular) is the
result of such factors as inadequate cataloging , inefficient bibliographic access,
scratches on film surface, breaks and smudges, making the text illegible, and in some
libraries, dungeon-like microform reading areas and in some cases, even complains
about eye fatigue because of poor, inadequate lighting.
Also there is variety of the problems connected with storage of microfilms: a
constant climate the control, purchase of the special equipment.
1.3
Statement of the problem
The problems to be tackled in this project are:
i)
How can we computerize the process of microfilming?
ii)
How to digitize the retrospective theses collection stored in microfilm
format
iii)
How to make microfilm collections more accessible by the librarians
and the users of library?
3
1.4
Project objective
The objectives for the proposed system are:
i)
To study and analyze existing methods / techniques to convert
microfilm into digital format
ii)
To study existing methods of cataloging and indexing of digital
documents
iii)
To design and test a web-based system to store and organize digitized
microfilms (retrospective theses) for easy access and retrieval
iv)
To formulate organizational strategies for the implementation of the
system.
1.5
Project scope
This project, Document Management and Filing Archival System, is
developed focusing on organizing and cataloging of retrospective theses collection of
PSZ Library digitized from microfilms.
This section is to define the boundary of the project and consist of system
functionalities, data used, software, hardware and platform requirements. It also
describes features available and the system’s user.
Software requirements needed are PHP as a programming language,
Macromedia Dreamweaver MX 2004 to design interfaces, Microsoft SQL for
4
database, Microsoft Office 2003, Microsoft Project 2003, and Microsoft Visio
Professional 2003 for project documentation.
This proposed system will be used by librarians and library’s users with an
authorized access.
1.6
Importance of project
The system is focused mainly on librarians and users of library. After
implementation of this system it will become possible to refuse using microfilms as
preservation medium which allow saving considerable amount of money resources.
Some of the expected significant importances are as follows:
•
Simultaneous access to the archive of retrospective theses
•
Reduce time of accessing microfilms
•
The number of library users who want to view and work with these
retrospective theses increase
1.7 Chapter summary
In this chapter, introduction of the project, project objective, project scope,
problem background and statement of problem background have been discussed.
5
The development of the proposed system was said to be a solution to the
problems and challenges faced by libraries when they archive the historical data
using microfilm technology. Te new system will be done to help both users and
librarians. Users can easy access and view the information from archives in
educational purposes. For librarians the Document Management and Filing Archival
System helps to automate the process of storing, retrieval and searching historical
data.