HomeMy WebLinkAboutRES 880297 - Bibliofile Catalog System Purch.RESOLUTION NO. MCI
A RESOLUTION AUTHORIZING THE CITY STAFF TO PURCHASE THE BIBLIOFILE
CATALOG PRODUCTION SYSTEM FOR THE GEORGETOWN PUBLIC LIBRARY.
WHEREAS, an essential part of the automation of a library is the
conversion of the records to machine readable form; and
WHEREAS, a Request for Proposal was issued by the City Staff for a
stand-alone system for the retrospective conversion of library
records and the on-going cataloging of new acquisitions; and
WHEREAS, proposals were received and reviewed by City Staff; and
WHEREAS, the Bibliofile Catalog Production system is capable of
interface with the DYNIX Library Automation System; and
WHEREAS, the Bibliofile system was found to fulfill the
requirements while having the lowest cost; and
WHEREAS, the Library Advisory Board has recommended the purchase
of the Bibliofile system.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
GEORGETOWN, TEXAS:
Section I. The Council finds that the recitals set forth above
are true and correct and are incorporated herein for all purposes.
Section II: The City Council authorizes the City Staff to
purchase the Bibliofile Catalog Production System for the
Georgetown Public Library based on the submitted Proposal.
I i I
Passed and approved this 13-4 day of IeWlbe_r, 1988.
1
Approved:
T'lin Kennedy,' Mayor
4i:6n PC a � 11 �
D a n
TO: Mayor and City Council
FROM: Judy Duer
Library Services Director
THROUGH J/7 Hartley Sappington
Director for Community Services
DATE: September 7, 1988
Cine of the preliminary steps in the automation project is
bibliographic conversion -- obtaining machine readable records for
each title, to replace the paper records. We have begun this
using a modem to transmit Library of Congress Card Numbers (LCCNs)
and International Standard Book Numbers (ISBNs) to Marcive, a
bibliographic utility in San Antonio which is archiving the
records for us and will produce a magnetic tape for loading into
our new automation system. However, we are fast approaching the
point at which we need to begin in-house conversion for those
books without standard numbers, and those with standard numbers
which are not in Marcive's database, due to their age.
With this in mind, a Request for Proposal was issued July 17th for
an in-house catalog production system in CD-ROM format. This will
be used both for completing -the retrospective conversion and for
the cataloging of new acquisitions, to get their records into the
database. The system should consist of CD-ROM discs containing a
database for matching against, the software for editing the
matched records for our purposes and then saving -them to our own
database, as well as the necessary hardware to run the software.
Two proposals were received from Bibliofile and General Research
Corporation (GRC). After thorough review of the proposals I would
recommend purchasing Bibliofile's Catalog Production System for
the following reasons.
1. Cost. Initial cost for GRC's Lazerquest is $6,900 with
$2,600 per year thereafter for a three year cost of $12,100.
Bibliofile's initial cost is $4,400 with $1,890 per year
thereafter. However, by pre -paying 8 years of the
subscription with monthly up -dates to the database (3 x
$1470) and 3 years of hardware and software support (3 x
$790), for a total three year cost of $6,780, we will also
receive an IBM compatible computer and a printer in addition
to the database, software and CD-ROM drive. After the three
years is up, we will need to pay only the subscription to the
database, and the software support ($1890 at today's prices).
We may also be able at that time to reduce -the up -dates to
quarterly, which will reduce costs further.
2. Bibliographic search points. With GRC you can search
only by Title or ISSN (International Standard Serial Number).
With Bibliofile you can search by Author, Title, ISBN, ISSN
or LCCN.
3. Consistency of Cataloging. GRC includes records from
member libraries while Bibliofile uses Library of Congress
records.
4. Interface with DYNIX. Bibliofile is currently in use at
DYNIX sites including Round Rock Public Library. Although
GRC Lazerquest is supposed to be able to interface with
DYNIX, neither GRC nor DYNIX representatives were able to
give me a reference site to contact.
Since the retrospective conversion is an integral part of the
automation project, it has been planned from the beginning to
Purchase such a system at the proper time. Funding for the system
was included in the budget for the automation project and will be
drawn from the combination of bond and Library Board funds.