Federal University Oye-Ekiti Implementing Central Library...

Federal University Oye-Ekiti

Implementing Central Library

Virtual Library Systems

Technical Report: Digital Assets Management

February 2014 Version 1.0

ICT Directorate, Federal University Oye-Ekiti

Proposal

Central Virtual Library Administration |Document Management System 2

Table of Content

Executive Summary ............................................................................................................................. 5

1.0 Digital Asset Management Overview ......................................................................................... 8

1.1 The Need for Document Management .......................................................................................... 8

1.2 Virtual Library .............................................................................................................................. 9

1.3 Institutional Repositories ............................................................................................................ 10

1.4 Content Plan for FUOYE virtual library ..................................................................................... 11

1.5 Library Management Systems .................................................................................................... 12

1.5.1 KOHA ................................................................................................................................. 12

1.5.2 Others Library Management Software .......................................................................... 13

1.5 Scope of the Virtual Library ....................................................................................................... 14

1.5.1 The collection of services ................................................................................................. 14

1.5.2 The collection of information objects ............................................................................. 14

1.5.3 Supporting users deal with information objects ........................................................... 14

1.5.4 The organization and presentation of those objects ..................................................... 14

1.5.5 Available directly or indirectly ....................................................................................... 15

1.5.6 Electronic/digital availability .......................................................................................... 15

1.6 Digital Libraries in Federal university Oye-Ekiti ....................................................................... 15

1.6.1 eGranary ............................................................................................................................. 15

1.6.2 HINARI .............................................................................................................................. 16

1.6.3 AGORA .............................................................................................................................. 16

1.6.4 OARE .................................................................................................................................. 17


1.6.5 ARDI ................................................................................................................................... 17

1.6.6 TEEAL ................................................................................................................................. 17

1.6.7 MIT OpenCourseware ...................................................................................................... 18

1.6.8 JSTOR .................................................................................................................................. 19

1.6.9 EBSCOhost ......................................................................................................................... 19

1.6.10 NUC National Virtual Library Project ......................................................................... 19

1.6.11 ScienceDirect .................................................................................................................... 20

1.6.12 OPAC ................................................................................................................................ 20

2.0 Technology ...................................................................................................................................... 21

2.1 Hardware Sizing .......................................................................................................................... 21

2.2 Software Selection ...................................................................................................................... 21

2.3 Process Management .................................................................................................................. 23

3.0 Implementation .............................................................................................................................. 25

3.1 Implementation Layout ............................................................................................................... 25

3.2 Manning ...................................................................................................................................... 25

3.3 Implementation Schedule ............................................................................................................ 26

3.4 Backup & Disaster Recovery Plan .............................................................................................. 27

3.5 Training ....................................................................................................................................... 28

3.6 Upgrade ....................................................................................................................................... 28

4.0 Financial Plan .................................................................................................................................. 29

4.1 Capital Expenditure .................................................................................................................... 29

4.2 Recurrent Expenditure ................................................................................................................ 29

Acknowledgement ................................................................................................................................ 30

References ............................................................................................................................................ 30


List of Tables Table 1: Federal University Oye-Ekiti Digital Assets Plan 2014-2016 ................................................... 12

Table 2: Open Source and Proprietary Library Management Software ............................................... 13

Table 3: Hardware Sizing for Document Management System ............................................................ 21

Table 4: Repository Software Selection Methodology ......................................................................... 22

Table 5: Implementation Schedule for a Typical DMS Setup ................................................................ 26

Table 6: Recommended Backup and Recovery schedule ............................................................. 27

Table 7: Training schedule and Content for Typical DMS ..................................................................... 28

Table 8: Training schedule for KOHA Administration ........................................................................... 28

Table 9: Hardware Capital Expenditure for Virtual Library Administration .......................................... 29

Table 10: Recurrent Expenditure for Typical DMS ................................................................................ 29

List of Figures

Figure 1: Document Management System Schematics ........................................................................ 25


Executive Summary

1. Federal University Oye-Ekiti Virtual Library will host eBooks over 200 thousand

digital documents such as eBooks, Journals, Theses, Courseware, Lecture Notes,

Public Lectures, Drawings, Music & Open Source Software, Examination Question

Papers, Examination Answer Scripts. Staff Colloquia and Seminar Proceedings,

Student Work Experience Programme Reports

2. In line with the ICT Policy of Federal University Oye-Ekiti, the software suite for

the Virtual Library will all be Open Source software as follows:

Operating Systems Linux - Ubuntu 13.04, Fedora 20

Institutional Repository DSpace 4.0, EPrints 1.7.6

Library Management System KOHA 3.8.6

Web Hosting Linux

3. The Digital Libraries are the follows:

• eGranary - An eGranary Digital Library caches educational resources via a

local area network in order to reduce connectivity costs in Internet-scarce

areas.

• HINARI - HINARI is the Health InterNetwork Access to Research Initiative.

• AGORA - Access to Global Online Research on Agriculture program.

• OARE - Online Access to Research in the Environment

• ARDI - The Access to Research for Development and Innovation

• TEEAL - The Essential Electronic Agricultural Library

• MIT OpenCourseware - an initiative of the Massachusetts Institute of

Technology (MIT)

• JSTOR - JSTOR (pronounced jay-stor; short for Journal Storage) is a digital

library founded in 1995.

• EBSCOhost - databases and discovery digital Library


• NUC National Virtual Library Project - Virtual Library Project was

established in 2001 by the National Universities Commission.

• ScienceDirect - website operated by the Anglo-Dutch publisher Elsevier

containing (as of 2013) about 11 million articles from 2,500 journals and over

25,000 e-books, reference works, book series and handbooks.

• OPAC - An online public access catalog (often abbreviated as OPAC or

simply library catalog) is an online database of materials held by a library or

group of libraries.

4. The hardware sizing is shown below:

Hardware Memory Storage

Repository Server 8 GB 10 TB

Backup Server 4GB 10TB

Content Server 4GB 500GB

Cache Server 8GB 500GB

5. The implementation will normally take about 4 week to complete the installation,

configuration and training.

WORKING DAYS

# ACTIVITY 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 1 Hardware Set-up

2 Structured Cabling

3 Install Operating System

4 Install Repository Software

5 Content Taxonomy

6 Install Library KOHA

7 Configure KOHA

8 Set-up Content Server

9 Set-up Cache Server

10 Training of KOHA Admin

11 Training Content Creators

12 Train Content Consumers

13 Training of Backup Service

14 Test Run

15 Evaluation

16 Programme Launch

17 Start Programs


6. The expected hardware cost is shown in the table below.

S.No Description Quantity Unit Cost* Amount

1 Repository Servers – HP ProLiant

DL380 Generation 8 (G8) 10TB

1 750,000 750,000

2 24-Port CISCO Switch 1 220,000 220,000

3 Mikrotik Router 4 100,000 400,000

4 42U Cabinet 1 450,000 450,000

5 Internet Radio 4 80,000 320,000

6 Content Server – HP PC 4GB RAM 4 150,000 600,000

7 A3 Scanner with Feeder - Network 2 450,000 900,000

8 Barcode Scanner 4 40,000 160,000

9 Cache Servers – HP ProLiant DL380

Generation 8 (G8) 10TB

1 750,000 750,000

10 Network Printer 1 95,000 95,000

11 10KVA Solar Inverter & 5KVA UPS 1 6,572,000 6,572,000

12 Backup Server – HP ProLiant DL380


1 750,000 750,000


14 Cache Server – HP PC 4GB RAM 1 150,000 150,000

15 KVM Switch – 8 Port 1 45,000 45,000

TOTAL 12,312,000 *Prices are indicative. Actual quotation must be obtained before purchase


1.0 Digital Asset Management Overview

1.1 The Need for Document Management

A document is an information carrier with specific information on it that is

determined for either the person responsible or for the exchange of information

between systems (DIN definition). The document is made up of a document info

record and the original that belongs to it. The original can be in paper format,

folders, or even electronic files (Anderson, E. et al, 2005),.

A document contains information that can be stored and it can take many different

forms (such as technical drawings, graphics, programs, or text). When complete, this

information gives a full description of an object. While the document info record

contains the metadata for a document (such as the storage location), the original file

(for example, the design drawing, letters) contains the actual information in the

document.

A document management system (DMS) is a computer system (or set of computer

programs) used to track and store electronic documents and/or images of paper

documents. The term has some overlap with the concepts of content management

systems. It is often viewed as a component of enterprise content management (ECM)

systems and related to digital asset management, document imaging, workflow

systems and records management systems. Digitisation of existing paper document

is in two parts - scanning and ‘rasterising’ the records to become searchable, and then

warehousing them using an enterprise software solution.

The benefits gained by implementing Document Management System include

(Stajda, E, 2009):

• Secure storage of documents

• Easy retrieval of documents

• Excellent search capabilities to cut down on time searching for documents


• A controlled environment for updates to document

• Complex security rules to control access

• Increased visibility of key documents

• One source and one set of rules for managing documents

• Reduced time and effort spent on document management

• Ability to maintain document history to meet legal requirements

1.2 Virtual Library An electronic library (colloquially referred to as a digital library) is a focused

collection of digital objects that can include text, visual material, audio material,

video material, stored as electronic media formats (as opposed to print, microform,

or other media), along with means for organizing, storing, and retrieving the files

and media contained in the library collection. Digital libraries can vary immensely in

size and scope, and can be maintained by individuals, organizations, or affiliated

with established physical library buildings or institutions, or with academic

institutions. The electronic content may be stored locally, or accessed remotely via

computer networks. An electronic library is a type of information retrieval system.

There are many definitions of a "digital library." Terms such as "electronic library"

and "virtual library" are often used synonymously. The elements that have been

identified as common to these definitions are:

• The digital library is not a single entity;

• The digital library requires technology to link the resources of many;

• The linkages between the many digital libraries and information services are

transparent to the end users;

• Universal access to digital libraries and information services is a goal;

• Digital library collections are not limited to document surrogates: they extend

to digital artifacts that cannot be represented or distributed in printed

formats.


1.3 Institutional Repositories

There are several document management systems used in the academic institutions

such Universities (Bolu, et al, 2012). Five institutional repositories and one

proprietary document management software are presented. They are:

• DSpace - a digital repository developed as a joint project of the Massachusetts

Institute of Technology (MIT) Libraries and the Hewlett-Packard Company,

USA. DSpace is an open source software package that provides the tools for

management of digital assets, and is commonly used as the basis for

an institutional repository. It supports a wide variety of data, including

books, theses, 3D digital scans of objects, photographs, film, video, research

data sets and other forms of content. The data is arranged as community

collections of items, which bundle bit-streams together.

• Eprints - The GNU EPrints self-archiving software, that has been developed at

the Electronics and Computer Science Department of the University of

Southampton, UK. An eprint is a digital version of a research document

(usually a journal article, but could also be a thesis, conference paper, book

chapter, or a book) that is accessible online, whether from a local Institutional,

or a central (subject- or discipline-based) Digital Repository.

• Fedora - Fedora (or Flexible Extensible Digital Object Repository Architecture)

is a modular architecture built on the principle that interoperability

and extensibility is best achieved by the integration of data, interfaces, and

mechanisms (i.e., executable programs) as clearly defined modules. Fedora is

a digital asset management (DAM) architecture, upon which many types of

digital library, institutional repositories, digital archives, and digital libraries

systems might be built.

• Greenstone is a suite of software for building and distributing digital library

collections. It provides a new way of organizing information and publishing it


on the Internet or on CD-ROM. Greenstone is produced by the New Zealand

Digital Library Project at the University of Waikato, and developed and

distributed in cooperation with UNESCO and the Human Info NGO. It

is open-source, multilingual software, issued under the terms of the GNU

General Public License.

• HarvestRoad Hive is a digital repository designed to be the foundation of an

enterprise knowledge management strategy. HarvestRoad Hive is

the content management engine at the core of the organisation’s

infrastructure, integrated with authoring and delivery solutions. Hive

federates and interoperates with other repositories using open standards for

data exchange. The product line includes integration with leading Learning

Management Systems, such as Moodle, Blackboard (Learn and

Vista) and Sakai.

• SAP Netweaver - SAP Document Management System developed by SAP

AG of Germany. It is proprietary digital asset management software included

in the SAP Netweaver technology.

1.4 Content Plan for FUOYE virtual library

Federal University Oye-Ekiti Virtual Library will host eBooks over 200 thousand

digital documents such as eBooks, Journals, Theses, Courseware, Lecture Notes,

Public Lectures, Drawings, Music & Open Source Software, Examination Question

Papers, Examination Answer Scripts. Staff Colloquia and Seminar Proceedings,

Student Work Experience Programme Reports


Table 1: Federal University Oye-Ekiti Digital Assets Plan 2014-2016

No Document Type Source Expected

Size 1 eBooks Google 2,000

eGranary 60,000

2 Journals TEEAL 2,000

eGranary 2,000

HINARI 7,000

AGORA 1,278

OARE 1,000

ARDI 10,000

3 Thesis FUOYE 1,000

4 Courseware MIT OpenCourseware 2,000

FUOYE 2,000

5 Lecture Notes FUOYE 15,000

6 Public Lectures FUOYE 500

ekiREN 1,000

7 Drawings FUOYE 1,000

8 Music & Open Source Software FUOYE 3,000

9 Examination Question Papers FUOYE 10,000

10 Examination Answer Scripts FUOYE 30,000

11 Staff Colloquia and Seminar Proceedings FUOYE 1,000

12 Student Work Experience Programme Reports FUOYE 20,000

TOTAL 171,778

1.5 Library Management Systems

1.5.1 KOHA

Koha is an open source Integrated Library System (ILS), used world-wide by public,

school and special libraries. The name comes from a Māori term for a gift or

donation. Koha.org serves as a landing page for librarians who are interested in the

most advanced and cost effective open source automation solution on the market,

LibLime Koha. Koha.org offers a functionally advanced version of Koha and ready

access to the most experienced Koha software support company in the industry,

LibLime. Of the libraries worldwide using a variation of Koha, over 700 use the

version supported by LibLime.


Since the original implementation in 1999, Koha functionality has been adopted by

thousands of libraries worldwide, each adding features and functions, deepening the

capability of the system. With the 3.0 release in 2005, and the integration of the

powerful Zebra indexing engine, Koha became a viable, scalable solution for

libraries of all kinds. LibLime Koha is built on this foundation. With its advanced

feature set, LibLime Koha is the most functionally advanced open source ILS on the

market today.

1.5.2 Others Library Management Software

Table 2: Open Source and Proprietary Library Management Software

Open-source

1. Evergreen

2. Greenstone

3. Invenio

4. Koha

5. Kuali OLE

6. NewGenLib

7. PhpMyBibli

8. OpenBiblio

9. VuFind

SaaS (Software as a service)

10. Libramatic - Library Management Made Easy

11. Aura Online - move your library to the cloud

12. Librarika - A Sass Based Library System

13. Auto-Graphics - SaaS is right for your library if you...

Legacy

14. NOTIS

15. Dynix

Proprietary

16. Aleph by Ex Libris

17. Asterisk by InfoWorld

18. Brocade by Anet

19. Capita Alto formerly Talis Alto (UK and Ireland)

20. EOS.Web by EOS International

21. Library•Solution, Library•Solution for Schools, and CARL•X by The Library Corporation

22. LibraryWorld

23. LIBSYS7 by LIBSYS

24. ILMU by Paradigm (Malaysia)

25. NOSA

26. Millennium by Innovative Interfaces

27. Polaris Library Systems, POLARIS

28. Qulto System

29. SirsiDynix, Horizon

30. SirsiDynix, Symphony—current version and Unicorn—a legacy system.

31. SydneyPLUS International

32. V-Knowledge

33. VERSO by Auto-Graphics, Inc.

34. Virtua, former VTLS, by VTLS Inc.

35. Voyager from former company Endeavor Information Systems, later acquired by Ex Libris

36. (Polish) MOL, Patron and MOLIK - interface created for children

37. (Polish) SOWA, SOWA2, SOWA2/MARC21, SOWA2/MARC21/SQL


1.5 Scope of the Virtual Library

1.5.1 The collection of services

A digital library is much more than just the collection of material in its repositories.

It provides a variety of services to all of its users (both humans and machines, and

producers, managers, and consumers of information). Thus we start our definition

with the notion of the collection of services that the digital library represents. There

are a large and varied set of such services, including services to support

management of collections, services to provide replicated and reliable storage,

services to aid in query formulation and execution, services to assist in name

resolution and location, etc.

1.5.2 The collection of information objects

The basis for a digital library, however, must be the information objects that provide

the content. A basic characteristic of the digital library is that the information objects

are found in collections with associated management and support functions. The

types of information objects vary from traditional "documents" through to live

objects (e.g. sensor readings) or dynamic query results.

1.5.3 Supporting users deal with information objects

The goal of the digital library is to assist users by satisfying their needs and

requirements for management, access, storage, and manipulation of the variety of

information stored in the collection of material that represents the "holdings" of the

library. Users may be humans or they may be automated processes acting on behalf

of or in support of human needs. Users also vary and include those who are "end"

users (those not involved in the management and operation of the library but rather

are the customers), library operators, and information "producers" who want their

material available through the library.

1.5.4 The organization and presentation of those objects

The key to effective collections management is to implement simple structural

organizations and be able to present those organizations in a way that library users

find useful and can understand easily. In traditional libraries, books are primarily

stored by subject, title, author, and date, and accessed by following signs to the


appropriate floor, room, bookcase, shelf, and spine-labelled book. The size and

relative celebration of each portion of the collection gives patrons information about

the collection and can reveal the library's collection management objectives as well.

A library is created to serve a community of users. Users who participate in the

digital library should be aware of its design and be able collectively to refine that

design to better serve their own information needs. Therefore, the ongoing human

usability of a digital library depends on the clear and unobtrusive exposure of the

library's design, its near-term goals, and its overall objectives.

Furthermore, digital libraries should continue the ongoing tradition of coupling

utility with aesthetics in the organization and presentation of materials.

1.5.5 Available directly or indirectly

These information objects may be digital objects or they may be in other media (e.g.

paper) but represented in the library via digital means (e.g. metadata). They may be

available directly over the network (e.g., using a query service of the library to find

and then retrieve electronically the information object) or indirectly (e.g., the result

of the query may give instructions on how to obtain the object, but that is done

outside the scope of the library itself.)

1.5.6 Electronic/digital availability

Although the objects may not even be electronic, and although the objects

themselves may not be available directly over the network, the objects must be

represented electronically in some manner through, e.g., metadata or catalogs.

Otherwise, we would not consider the objects to be part of the digital library.

1.6 Digital Libraries in Federal university Oye-Ekiti

1.6.1 eGranary

An eGranary Digital Library caches educational resources via a local area network in

order to reduce connectivity costs in Internet-scarce areas. Most eGranary

subscribers do not have an Internet connection, but those who do can open resources

up to 5,000 times faster from the eGranary Digital Library.


The eGranary Digital Library contains an off-line collection of approximately 30

million educational resources from more than 2,500 Web sites and hundreds of CD-

ROMs and fits on a 4TB hard drive. The collection includes more than 60,000 books

in their entirety, hundreds of full-text journals, and dozens of software applications.

Some of the documents in the eGranary Digital Library are in the public domain,

some carry a copyleft license, but most of them have been freely provided by their

authors and publishers as a contribution to global education. About 6% of the

content in the eGranary Digital Library is not available on the public Internet; much

of it typically requires a subscription or payment, but authors and publishers have

agreed to provide it for free to people in low-bandwidth situations.

Any subscriber can include their own digital content in the eGranary Digital Library,

making it a publishing platform for communication and collaboration

1.6.2 HINARI

HINARI is the Health InterNetwork Access to Research Initiative. It was set up by

the World Health Organization and major publishers to enable developing countries

to access collections of biomedical and health literature. There are over 7000 journal

titles available to health institutions in 109 countries. HINARI is part of

Research4Life, the collective name for four programs - HINARI (focusing on health),

AGORA (focusing on agriculture), OARE (focusing on environment), and ARDI

(focusing on applied science and technology). Together, Research4Life provides

developing countries with free or low cost access to academic and professional peer-

reviewed content online.

The HINARI program, and the other programs, has recently been reviewed and the

publishers involved have committed to continuing with it until at least 2015.

1.6.3 AGORA

AGORA is the acronym for the Access to Global Online Research on Agriculture

program. It was started by the Food and Agriculture Organization of the United

Nations (FAO) with a number of publishing partners to provide developing

countries access to scientific information on food, agriculture, environmental science

and related social sciences.


There are over 1278 journal titles available to institutions in 107 countries. AGORA is

part of Research4Life, the collective name for four programs - HINARI (focusing on

health), AGORA (focusing on agriculture), OARE (focusing on environment), and

ARDI (focusing on applied science and technology).

The AGORA program, its sister programs and their publishing partners have

committed to continuing the initiative until at least 2015

1.6.4 OARE

Online Access to Research in the Environment (OARE), an international public-

private consortium coordinated by the United Nations Environment Programme

(UNEP), Yale University, and leading science and technology publishers enables

developing countries to gain access to one of the world’s largest collections of

environmental science research.

1.6.5 ARDI

The Access to Research for Development and Innovation (ARDI) program is

coordinated by WIPO together with its partners in the publishing industry with the

aim to increase the availability of scientific and technical information in developing

countries.

By improving access to scholarly literature from diverse fields of science and

technology, ARDI seeks to:

• reinforce the capacity of developing countries to participate in the global

knowledge economy;

• and support researchers in developing countries in creating and developing

new solutions to technical challenges faced on a local and global level.

Currently, 17 publishers provide access to nearly 10,000 journals, books, and

reference works for 107 developing countries through ARDI.

1.6.6 TEEAL

TEEAL is The Essential Electronic Agricultural Library. Launched in 1999, the

TEEAL collection is a searchable, offline, digital library which contains mainly

agriculturally focused reference journals, as well as coverage in related subject areas.


The collection is updated annually, though the base set is currently provided to new

subscribers via a 1TB hard drive by Cornell University’s Mann Library. With the

release of the 2011 Update of TEEAL, the non-profit digital library now contains

more than 275 prestigious full-text journals from leading publishers.

TEEAL is a project of Cornell University's Albert R. Mann Library in cooperation

with over 80 major scientific publishers, societies and index providers. Initial

financial support was provided by the Rockefeller Foundation, while the project is

currently funded by the Bill & Melinda Gates Foundation.

Funding of TEEAL sets is also made available within limited and specific time

frames to those within ACP-eligible countries by the Technical Centre for

Agricultural and Rural Cooperation ACP-EU (CTA).

1.6.7 MIT OpenCourseware

MIT OpenCourseWare (MIT OCW) is an initiative of the Massachusetts Institute of

Technology (MIT) to put all of the educational materials from its undergraduate-

and graduate-level courses online, partly free and openly available to anyone,

anywhere. MIT OpenCourseWare is a large-scale, web-based publication of MIT

course materials. The project was announced in October 2002 and uses Creative

Commons Attribution-Noncommercial-Share Alike license. The program was

originally funded by the William and Flora Hewlett Foundation, the Andrew W.

Mellon Foundation, and MIT. Currently, MIT OpenCourseWare is supported by

MIT, corporate underwriting, major gifts, and donations from site visitors. The

initiative has inspired more than 250 other institutions to make their course materials

available as open educational resources through the OpenCourseWare Consortium.

As of October 2012, over 2180 courses were available online. While a few of these

were limited to chronological reading lists and discussion topics, a majority

provided homework problems and exams (often with solutions) and lecture notes.

Some courses also included interactive web demonstrations in Java, complete

textbooks written by MIT professors, and streaming video lectures.

As of October 2012, 60 courses included complete video lectures. The videos are

available in streaming mode, but may also be downloaded for viewing offline. All

video and audio files are also available from iTunes U and the Internet Archive.


1.6.8 JSTOR

JSTOR (pronounced jay-stor; short for Journal Storage) is a digital library founded in

1995. Originally containing digitized back issues of academic journals, it now also

includes books and primary sources, and current issues of journals.[4] It provides

full-text searches of almost 2,000 journals. More than 8,000 institutions in more than

160 countries have access to JSTOR; most access is by subscription, but some older

public domain content is freely available to anyone, and in 2012 JSTOR launched a

program providing no-cost access to 3 items for a period of 14 days to old articles for

individual scholars and researchers who register.

1.6.9 EBSCOhost

EBSCOhost databases and discovery technologies are the most-used, premium

online information resources for tens of thousands of institutions worldwide,

representing millions of end-users

EBSCO Information Services, headquartered in Ipswich, Massachusetts, is a division

of EBSCO Industries Inc., which is the third largest private company in Birmingham

with annual sales of nearly $2 billion according to the BBJ's 2013 Book of

Lists. EBSCO offers a full portfolio of library resources to its global customer base

that spans the academic, medical, K–12, public library, law, corporate, and

government markets. Among its top offerings are EBSCONET, with a complete e-

resource management system, and EBSCOhost, which supplies a fee-based online

research service with 375 full-text databases, a collection of 380,000-plus ebooks,

subject indexes, point-of-care medical references, and an array of historical digital

archives. In 2010, EBSCO also introduced its EBSCO Discovery Service (EDS) to

institutions. EDS's single search box lets users easily access EDS's complete content

collection, with deep indexing and full-text searching of its expanding portfolio of

journals and magazines

1.6.10 NUC National Virtual Library Project

The National Universities Commission Virtual Library Project was established in

2001 as one of the several strategies devised to bolster the quality of teaching and

learning in Nigerian schools. This is cast within the critical role the library plays in

the educational enterprise of any country. Virtual Library is described as libraries in

which computer and telecommunications technologies makes access to wide range


of information resources possible. It is called “Virtual” because in an electronic wide

area networked library, the user enjoys the euphoria of being in distant libraries, and

yet he has not physically moved.

1.6.11 ScienceDirect

ScienceDirect is website operated by the Anglo-Dutch publisher Elsevier containing

(as of 2013) about 11 million articles from 2,500 journals and over 25,000 e-books,

reference works, book series and handbooks. The articles are grouped in four main

sections: Physical Sciences and Engineering, Life Sciences, Health Sciences, and

Social Sciences and Humanities. For most articles on the website, abstracts are freely

available; access to the full text of the article (in PDF, and also HTML for newer

publications) generally requires a subscription or pay-per-view purchase

1.6.12 OPAC

An online public access catalog (often abbreviated as OPAC or simply library

catalog) is an online database of materials held by a library or group of libraries.

Users search a library catalog principally to locate books and other material available

at a library


2.0 Technology

2.1 Hardware Sizing The hardware sizing is shown below:

Table 3: Hardware Sizing for Document Management System

Hardware Memory Storage

Repository Server 8 GB 10 TB

Backup Server 4GB 10TB

Content Server 4GB 500GB

Cache Server 8GB 500GB

2.2 Software Selection Repository Software can be selected based on the area of application and the

operating environment. Generally the following software is recommended:

a. Operating System

• Debian – Ubuntu Server 12.10, 13.04 ( with desktop installation)

• Fedora Server 18, Fedora 20

b. Repository Software

• DSpace 4.0.0 (Central Administration)

• Eprints 3.3.0 (Departments)

• Fedora repository (Departments)

• Greenstone (Small Offices)

• SAP Netweaver (with DMS) – Part of the Enterprise Resource Planning

Solution


c. Library Management Software

• Koha 3.8.6 (Central Library Administration)

In selecting appropriate repository software for a unit, the following ranking

methodology was developed. This is shown below:

Table 4: Repository Software Selection Methodology FACTORS PLAN - Degrees (Points)

Factors (1) (2) (3) (4) (5) % Max

1. Installation Degree Degree Degree Degree Degree Weight (Points)

a Operating Systems 160 200 240 280 320 40%

b No of Steps 240 300 360 420 480 60%

Sub Total 400 500 600 700 800 100% 4%

2. Functions

a Core 600 750 900 1,050 1200 60%

b Important & Useful 400 500 600 700 800 40%

Sub Total 1,000 1,250 1,500 1,750 2,000 100% 10%

3. Performance

a Search 500 625 750 875 1000 50%

b Discovery 500 625 750 875 1000 50%

Sub Total 1,000 1 ,250 1,500 1,750 2,000 100% 10%

4. Cost

a Hardware 600 750 900 1,050 1200 60%

b Software 400 500 600 700 800 40%

Sub Total 1,000 1,250 1,500 ,750 2,000 100% 10%

5. Security

a Permissions 1,050 1,313 1,575 1,838 2100 70%

b Versioning 450 563 675 788 900 30%

Sub Total 1,500 1,875 2,250 2,625 3,000 100% 15%

6. Usability/Accessibility

a Sharing, Re-Usage 200 250 300 350 400 20%

b Metadata 300 375 450 525 600 30%

c Content Server 300 375 450 525 600 30%

d Cache Server 100 125 150 175 200 10%

e Multi-language 100 125 150 175 200 10%

Sub Total 1,000 1,250 1,500 1,750 2,000 100% 10%

7. Workflow

a Approval 900 1,125 1,350 1,575 1800 60%

b Change Control 600 750 900 1,050 1200 40%

Sub Total 1,500 1,875 2,250 2,625 3,000 100% 15%

8. Scalability

a Versatility 500 625 750 875 1000 50%

b Bulk Imports 500 625 750 875 1000 50%

Sub Total 1,000 1,250 1,500 1,750 2,000 100% 10%

9. Application Programming Interface

a Program Language 300 375 450 525 600 50%

b Documentation 300 375 450 525 600 50%

Sub Total 600 750 900 1,050 1,200 100% 6%

10. Interoperability

a Integration 700 875 1,050 1,225 1400 70%

b File Types 300 375 450 525 600 30%

Sub Total 1,000 1,250 1,500 1,750 2,000 100% 10%

Total 10,000 12,500 15,000 17,500 20,000 100%


2.3 Process Management

In the design and implementation of academic and administrative content for

effective utilization and collaboration, the following issues are to be considered

• How do documents fit into the overall business process? What is the Business

Process Flow? Are documents created or required at certain steps in the

business process? Which business objects are documents associated with?

What are the documents and what is their significance?

• How do we want to search for documents? What are the attributes of the

document? Standard attributes – Description, Owner, Responsible Lab/Office

Additional Attributes – Application, Release; Full Text Search

• Define Lifecycle of Documents. What are the steps in the lifecycle of the

document? In Work, Pending Approval, Approved, Released – No more

change-Released version remain as history

• What is the change control process? Are updates controlled through a change

control process? Changes of document through Engineering Change

Management - Capture reason for change, element of workflow, and digital

signature for release; provides a complete history of when and why a

document was updated.

• Is there a formal approval process? Before a document is officially released, does

it go through a formal approval process? Facilitated through a workflow

process; Might require digital signature; Formal approval results to a released

version of document with record of the approver; Further change to

document must be by a new version

• What are the security requirements? What roles in the national business are

allowed to change each document? Consider status for changes – In Work seen

by select group and Release seen by all.

• What type of application files will be stored? What output file of a specific

application is stored? Microsoft Word, Adobe Acrobat, Autodesk AutoCAD;

Application configured to behave in a certain manner when associated file is

launched for display or change.


• How are versions and revisions used in the business? What do the term Version

and Revision mean to the Business; Version is a separate instance of a

document that has its own status such as In Work or Released. It is a snapshot

in time; Revision level is assigned to a document version and is associated

with a release state. Represents a major change; For each document you can

store multiple versions. With each version, you can assign a revision

identifier.

• Do you need to support searching and maintenance in multiple languages? Maintain

some attributes in multiple languages? Attribute Description could be

maintained in English and French; Capability to maintain entry, display and

search attributes in multiple languages.

• What is the volume and size of documents to be stored? How large is document to

be stored? Infrastructure requirements to be considered; Content Server to be

sized appropriately, say 100 TB; Size of each file help in Network Sizing, say

4Mbps; Document consumers may be in a number of different geographic

locations – Require Cache Server

• Location of Creators vs Consumers; What are the different locations of creators

and consumers? Creator is someone who generates and stores document in

the system; Consumer is someone who searches and displays documents; for

large number of Creators install Content Server at that location; for large

number of Consumers install a Cache Server; this helps reduce the impact on

the performance of WAN.

• Are there document retention requirements? How long should document be

stored or made available based on business and legal requirement? How to

handle document when retention period expires, say archived or deleted;

what does the national & international law require?

• Do documents need to be converted to a neutral format for long term retention?

What neutral format should be used – PDF or TIF? Conversion can be carried

out automatically by DMS Conversion Server when the status of released is

reached.


3.0 Implementation

3.1 Implementation Layout

Figure 1: Document Management System Schematics

3.2 Manning The recommended manning for the Central Administration is shown below. The

Departments will require considerably less and only a single shift is necessary.

Sno Job Content Number Shift Number

1 Library Management System 4 2

2 Cataloguing Managers 2 2

3 Content Creators 2 2

4 Content Consumers 2 2

5 Systems Engineer 1 1

6 Content Manager 1 1

TOTAL 10


3.3 Implementation Schedule The implementation schedule for a typical document management system set-up is

shown below. It will normally take about 4 week to complete the installation,

configuration and training.

Table 5: Implementation Schedule for a Typical DMS Setup

WORKING DAYS

# ACTIVITY 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30

1 Hardware Set-up

2 Structured Cabling

3 Install Operating System

4 Install Repository Software

5 Content Taxonomy

6 Install Library KOHA

7 Configure KOHA

8 Set-up Content Server

9 Set-up Cache Server

10 Training of KOHA Admin

11 Training Content Creators

12 Train Content Consumers

13 Training of Backup Service

14 Test Run

15 Evaluation

16 Programme Launch

17 Start Programs


3.4 Backup & Disaster Recovery Plan

Management of a DMS is a very important one as the lost of these documents could

be disastrous for the organisation. Backup is absolutely important. The following

disaster recovery plan recommended.

• Number of Tapes 10

• Backup Period 12 midnight or close of shift

• External Tapes To be stored outside the building with Librarian

• Weekly Tape To be kept by University Librarian in the office

• Daily tapes Kept in Fire-proof safe in the building

Table 6: Recommended Backup and Recovery schedule

CALENDAR DAYS

# ACTIVITY

Mo

n

Tu

es

Wed

Th

u

Fri

Sat

Su

n

Mo

n

Tu

es

Wed

Th

u

Fri

Sat

Su

n

Mo

n

1 Backup Server D D D D D D D D D D D D D D D

2 Tape 1 (Monday)

3 Tape 2 (Tuesday)

4 Tape 3 (Wednesday)

5 Tape 4 (Thursday)

5 Tape 5 (Friday)

6 Tape 6 (Saturday)

7 Tape 7 (Sunday)

8 Tape 8 (External 1)

9 Tape 9 (External 2)

10 Tape 10 (Weekly)


3.5 Training

Table 7: Training schedule and Content for Typical DMS

No Area Content Period

1 Content

Creation

• Scanning , Rasterising, Book-marking,

Digital Signature, Uploading Content to

Repository Server, Barcodes, Quality

Control

3 Days

2 Content

Consumption

• Cache Server, Search Techniques,

Barcodes

2 Days

3 Basic

Troubleshooting

• Networks, Computers, Scanners,

Repository Server

2 Days

Table 8: Training schedule for KOHA Administration

No Area Content Period

1 Basic User • Introduction, Patrons, Circulation,

Cataloguing , Serials, Acquisitions,

Reports, OPAC, Searching

3 Days

2 KOHA

Administration

• Administration, Tools, Patrons,

Circulation, Cataloguing, Serials,

Acquisitions, Lists & Cart, Reports,

OPAC, Searching, Cron Jobs,

Configuring Receipt Printers

4 Days

3 Basic

Troubleshooting

• Administration, Tools, Patrons,

Circulation, Cataloguing, Serials,

Acquisitions

2 Days

3.6 Upgrade Upgrade of the following should be done when available but after all backups have

been completed

• Operating System

• Repository Software

• Library Management Software, KOHA


4.0 Financial Plan 4.1 Capital Expenditure The expected hardware cost is shown in the table below.

Table 9: Hardware Capital Expenditure for Virtual Library Administration S.No Description Quantity Unit Cost* Amount

1 Repository Servers – HP ProLiant

DL380 Generation 8 (G8) 10TB

1 750,000 750,000

2 24-Port CISCO Switch 1 220,000 220,000

3 Mikrotik Router 4 100,000 400,000

4 42U Cabinet 1 450,000 450,000

5 Internet Radio 4 80,000 320,000


7 A3 Scanner with Feeder - Network 2 450,000 900,000

8 Barcode Scanner 4 40,000 160,000

9 Cache Servers – HP ProLiant DL380


1 750,000 750,000

10 Network Printer 1 95,000 95,000

11 10KVA Solar Inverter & 5KVA UPS 1 6,572,000 6,572,000

12 Backup Server – HP ProLiant DL380


1 750,000 750,000


14 Cache Server – HP PC 4GB RAM 1 150,000 150,000

15 KVM Switch – 8 Port 1 45,000 45,000

16 Pavilion Laptop 4GB RAM, 500GB HDD 100 97,500 9,750,000

TOTAL 22,062,000 *Prices are indicative. Actual quotation must be obtained before purchase

4.2 Recurrent Expenditure The recurrent expenditure will largely be the cost of labour and the Service Level

Agreement cost. Table 10: Recurrent Expenditure for Typical DMS

S. No Description Amount (Annual)

1 Content Creator 1,800,000

2 KOHA Administrator 3,500,000

3 System Engineer 2,400,000

4 Service Level Agreement** 1,200,000

5 Spares 150,000

6 Stationery 50,000

TOTAL 9,100,000


Acknowledgement

The document is an outcome of the ongoing research on Digital Assets Management

sponsored by, Covenant University, Ota, Nigeria as well as the ICT Policy

implementation team of the ICT Directorate of the Federal University Oye-Ekiti.

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