Page 99 - DLIS007_LIBRARY AUTOMATION

Library Automation

Notes to improve library internal procedures: the integration of acquisition and cataloguing
through automation and streamlining of other technical services

to maximize returns on automation expenditure
5.3.2 Scope of Retrospective Conversion

To achieve the desired results it is necessary to have a good understanding of the relationship of
each aspect of retrospective conversion process. Decision made on one part of the project will
have an impact on others. Thus, once it is decided to initiate the retrospective conversion project,
it is essential to determine the scope of the project by:
stages/phases and schedule of process;

deciding what areas of the collections will be converted;
prioritizing the order of conversion;
desired speed of conversion;
by whom and how the conversion is to be completed; and

project costing and budget.
It is better to ensure that everyone involved in retrospective conversion project should understand
the scope, goals, and objectives of the project. Staff participation is most important non-cash
input for the success of the project.

5.3.3 Planning of Retrospective Conversion

For successful retrospective conversion project, there is a need for sound and detailed plan
tempered with realistic expectations. The plan should:

clearly identify the objectives;
carefully document procedures (paying close attention to efficient workflow);
specify standards to be used;
identify reporting requirements;

identify the necessary staff training; and
plan for regular monitoring of quality and schedule.
If in-house conversion is to be done, each staff member on the project must clearly understand
his/her tasks and responsibilities, the proper sequence of activities, and the standards to be
enforced. If the conversion is undertaken through a vendor, care must be taken to ensure that the
contract has no loopholes, and that sufficient legal safeguards are included to protect the library
in the event of serious difficulties with the vendor. In this regard libraries can prevent many
problems by requiring progress check-points and periodic tests of the quality results.
Retrospective Conversion is never easy. It can be done successfully, with minimal problems, if
expectations are clearly understood at the outset, and if planning and documentation precedes
the actual conversion. Once the project begins, success can be best assured through regular and
frequent monitoring of progress and quality towards as per plan documents. The plan and
schedule for the conversion project must take care of all the parameters of the conversion
project. These parameters have multiple dependencies as follows:

Budget = f (number of records, fields, quality, and rate)
Quality = f (manpower quality, supervision, and planning)

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