Software Requirements Specification: For The

Software Requirements Specification
for the
Cataloging Module
of an
Integrated Library System
Version 3.1 final
Prepared by Lori Ayre and Lucien Kress

Galecia Group
September 16, 2008
Software Requirements Specification for the Cataloging Module of an Integrated Library System Page i
Table of Contents
1. Introduction........................................................................................................................................................1
1.1 Purpose and Perspective ............................................................................................................................1

1.2 Product Scope and Features ......................................................................................................................1
1.3 Intended Audience ......................................................................................................................................1
1.4 Document Conventions...............................................................................................................................2
1.5 User Classes and Characteristics...............................................................................................................2
1.6 Operating Environment ..............................................................................................................................2
1.7 Design and Implementation Constraints ....................................................................................................3
1.8 User Documentation...................................................................................................................................3
1.9 Assumptions and Dependencies..................................................................................................................3
2. System Requirements.........................................................................................................................................4
2.1 General System Characteristics..................................................................................................................4

2.2 Staff Interface .............................................................................................................................................7
2.3 Batch Processes and Global Update ........................................................................................................11
2.4 Import / Export .........................................................................................................................................12
2.5 Authority Records.....................................................................................................................................13
2.6 Bibliographic Records..............................................................................................................................16
2.7 Item Records.............................................................................................................................................19
2.8 Barcodes and Call Numbers.....................................................................................................................22
2.9 Searches, Queries, and Indexes................................................................................................................24
2.10 Reports......................................................................................................................................................27
3. Cataloging Process Flowchart.........................................................................................................................29
4. Use Cases...........................................................................................................................................................30
4.1 Use Case List ............................................................................................................................................30

4.2 Bibliographic Record Creation ................................................................................................................31
4.3 Bibliographic Record Verification ...........................................................................................................33
Non-Roman Searching and Editing ........................................................................................................................34
Software Requirements Specification for the Cataloging Module of an Integrated Library System Page ii
Revision History
Name Date Reason For Changes Version
Lucien Kress 6/25/08 Initial Draft 1.0 draft
Lucien Kress 7/17/08 Revisions, Cataloging Team 2.0 draft
Lucien Kress 8/28/08 Revisions, Requirements workshop 3.0 draft
Lucien Kress 9/16/08 Revisions, Cataloging Team 3.1 draft
Software Requirements Specification for the Cataloging Module of an Integrated Library System Page 1
1. Introduction
1.1 Purpose and Perspective

This Software Requirements Specification (SRS) describes the functional and nonfunctional
requirements for the Cataloging Module of an Integrated Library System (ILS). The requirements
were developed specifically for King County Library System, but are believed to be suitable for
many large, urban, multiple-branch, centralized library systems.
The requirements in this SRS presuppose the general data structures and functionality of a full-
fledged ILS. The Cataloging Module will replace and enhance the current capabilities of
commercially available ILSes, as well as add new functionality.
1.2 Product Scope and Features

The Cataloging Module facilitates the creation and management of bibliographic records in support
of the collections of the King County Library System. Specifically, the Cataloging Module supports
the following activities, among others:
• Creating and editing bibliographic, item, and authority records.

• Importing bibliographic and authority records from external vendors such as OCLC, and
exporting bibliographic and authority records in a variety of formats.
• Validating bibliographic records against authority records, both local and external.
• Specifying and creating indexes on bibliographic record fields.
• Searching for bibliographic and authority records.
• Generating queries and reports to support the creation, management, and validation of
bibliographic records.
The current specification presupposes the general functionality of an ILS and specifies only those
requirements that directly or indirectly relate to Cataloging activities. King County Library has
previously published specifications for Acquisitions and Serials Management and Circulation
modules. Requirements for OPAC, web services, and management reporting are currently under
development.
Moreover, the current specification is focused on functional characteristics of a Cataloging Module.
Data structures and user interfaces will require further specification and development using an
iterative, prototype-oriented software development methodology.
1.3 Intended Audience

This SRS is intended both for library managers and staff who may contribute additional
requirements or commentary, and for software project managers and developers who will implement
the requirements. As such, it aims for a high level of readability for a non-technical audience, while
providing enough specificity to be useful to a software developer.
It is assumed that when software development occurs, it will be in a highly collaborative and
iterative environment in which end-users have multiple opportunities to review prototypes and
refine the user interface and software functionality.
It is also assumed that the reader has a general understanding of Library services and processes and
does not require definition of common Library terminology.
1.4 Document Conventions

The SRS includes requirements, process flowcharts, and use cases. Requirements include a
reference to a process flowchart where appropriate. Flowcharts generally indicate the current
approach to Cataloging processes at King County Library System, and should be considered to give
contextual information rather than to prescribe or constrain new software development.
Use cases are included for some of the most frequently performed activities. They are intended to
supplement the requirements and highlight activities that offer a great potential for increased
efficiency and ease of use. Again, they should be considered to be contextual rather than
prescriptive.
1.5 User Classes and Characteristics

Patron A Patron is a customer of King County Library System, either possessing a
library card or not, either on site of a community library or not, using either print
materials, media materials, or electronic resources.
Cataloging Staff Cataloging Staff include managers, librarians, library technicians, library
assistants, and library pages who are involved with receiving, cataloging, and
processing items.
Cataloging Cataloging Managers include management staff who oversee the Cataloging
Managers processes.
Library Library Managers include Cluster and Site Managers who provide input to the
Managers Cataloging processes and receive bibliographic records from the Cataloging
processes.
Library Library Directors include members of the Library Executive Team who plan and
Directors direct Library services and priorities.
1.6 Operating Environment

OE-1: The Cataloging Module supports the needs of a large, multiple-branch library system.
Specifically, the system must support a library system with 50 locations, 20 million
circulations, purchasing and processing over 500,000 items per year. The Cataloging
Department creates over 40,000 bibliographic records per year. It is highly desirable
that searches and reports can be processed during open hours without disrupting
other system functions.
OE-2: The Cataloging Module shall operate on a Linux or Solaris server.
OE-3: The Cataloging Module shall be accessible through a web-browser or a Windows-
compatible client.
OE-4: If web-browser based, the Cataloging Module shall be accessible through Microsoft
Internet Explorer (v.6.0 and later) and Mozilla Firefox (v.2.0 and later).
OE-5: The Cataloging Module shall be accessible with screen-reading software, screen-
magnification software, and other software programs designed to increase
accessibility.
1.7 Design and Implementation Constraints

CO-1: The Cataloging Module shall use a fully relational database back-end.
CO-2: The Cataloging Module shall produce standards-compliant HTML.
CO-3: The Cataloging Module shall provide a development and training environment with
the ability to migrate configurations to a production environment.
CO-4: User rights and privileges will be controlled through security groups and/or “roles”
that allow access control for individuals, workgroups, and arbitrary staff groups.
CO-5: These requirements shall not constrain functionality or features of the Online Public
Access Catalog (OPAC) module.
1.8 User Documentation

UD-1: The software developer shall provide complete data specifications for authority
records, bibliographic records, order records, item records, hold/request records, and
other records maintained or accessed by the Cataloging Module.
UD-2: The software developer shall provide a thorough high-level description of major
processes, including bibliographic record import and export, validation of
bibliographic records against internal and external authority sources, and standard
reports.
UD-3: The system shall provide an online, hierarchical, and cross-linked help system in
HTML that describes and illustrates all system functions.
1.9 Assumptions and Dependencies

AS-1: The Cataloging Module is part of an enterprise-level Library Automation System.
AS-2: Cataloging processes are consolidated at a central location, and accept input and
provide services to multiple locations.
DE-1: The Cataloging Module relies on the data structures and functionality of an
enterprise-level Library Automation System, including an Acquisitions module.
DE-2: The Cataloging Module interfaces with a variety of vendor websites, via published
APIs and/or automated transfer of standard-format data files (e.g. USMARC21,
EDIFACT).
DE-3: The Cataloging module interacts with a patron interface, also known as an Online
Public Access Catalog (OPAC), providing output in the form of bibliographic
records and holdings information.
DE-4: The bibliographic data structure shall include hooks or connectors to data sets other
than those created by Catalogers, e.g. staff or patron ratings, book reviews, tags, etc.
DE-5: Note that approximately 25 of the requirements included here are also included in the
specifications for the Acquisition or Circulation modules.
Software Requirements Specification, Cataloging Module, Integrated Library System Page 4
System Requirements
Category: General System Characteristics

Req ID: 2492 Source: ACQ Priority: 2
Name: individual and shared staff login accounts
Description: Support for individual and shared staff login accounts; access to
modules is granted by use of "roles" or "privileges" that allow each
account to access as many (or as few) modules as needed. Individual
logins allow user-level preferences and audit trail.
Related Reqs: 5514 Related Process
Req ID: 2120 Source: CAP Priority: 2

Name: materials receiving/cataloging process
Description: All staff involved in receiving/cataloging workflow should be able to
process information from the same interface. (E.g. selecting, ordering,
unpacking, receiving/cataloging, invoicing, etc.).

Name: compatibility with evolving standards
Description: System must support evolving cataloging standards such as Functional
Requirements for Bibliographic Records (FRBR) and Resource
Description and Access (RDA).
Related Reqs: Related Process

Name: US MARC 21 standards
Description: Fully implement US MARC 21 standards.


Name: MARC format updates
Description: MARC formats are supported in a way that allows timely
implementation of new rules or changes.

Name: ALA extended character set support
Description: Ability to import, export, store, retrieve, edit, search, index, and display
records and indexes that use the ALA extended character set (aka
ANSEL or ANSI/NISO Z39.47).

Name: MARC field support
Description: Ability to index, limit, sort, and report on all MARC fixed and variable
fields and subfields.
Req ID: 5278 Source: CIR Priority: 3

Name: suppression rules
Description: System provides customizable 'Rules of Suppression' that specify
whether patrons and staff can view authority, bibliographic, order, and
item records in staff and public (OPAC) interfaces. Records may be
visible to specific workgroups only; to all staff and patrons at specific
locations; or to all staff and all patrons. (See REQ-5057 for related
requirements on loan rules, and REQ-5190 for related requirements on
holdability.)
Related Reqs: 5057 5190 580 Related Process CAT180

Name: record preview window
Description: Ability to preview individual records in MARC format by highlighting
each line in a browse list.


Name: annotated card subject headings
Description: Ability to support a children's catalog using LC annotated card subject
headings.

Name: delete and restore records
Description: Ability to delete all record types singly or via batch processing, with
capability to recover or restore deleted data.

Name: printer compatibility
Description: Compatible with Zebra Z4M thermal transfer printers (for printing spine
labels).
Related Reqs: 2256 4101 Related Process PRO030

Name: computype compatibility
Description: Compatible with Computype spine label printer system (via generaic
text-only printer). (Note: REQ-4101 specifies a completely configurable
label, which would obviate the need for the Computype system.)
Related Reqs: 2255 4101 Related Process

Category: Staff Interface

Name: bibliographic records editing
Description: Full screen editing of bibliographic records. Staff can easily copy, cut
and paste data; move fields up or down within record; insert a row
within a target field; insert subfields by typing within a field; add fixed
field values by clicking within the fixed field and typing the value or
selecting from a menu of valid choices. The staff interface will provide
standard word-processing features such as full-screen editing, macros,
spell-checking, and find and replace.
Related Reqs: 5518 Related Process CAT030

Name: windows style menus
Description: Provide standard Windows-like menu options in record editing
windows. For example, menu options might include File (Open, Save,
Save As, Print, Print Setup, Page Setup), Edit (Find, Replace, Copy,
Cut, Paste, Select All, Delete), Actions (Import, Export, Print Spine
Labels, Create Reports, etc.), Tools (Macros, Shortcut Keys,
Export/Import Options, Customize Toolbar, Preferences, etc.), Window
(Tile Horizontally, Tile Vertically, list of current windows), and Help
(application help and custom help links, e.g. MARC21).

Name: menu options require permissions
Description: Menu options require credentials/authorization. Menu options without
correct credentials are greyed out.


Name: keyboard macros and shortcuts
Description: System supports administrator-programmable and user-programmable
macros and/or keyboard shortcuts. Shortcut keys may be assigned to
macros (e.g. 'Insert Field') or to text strings. Macros are centrally
managed on server, can be imported from and exported to individual
users, and can be restricted for use and/or editting through centrally-
managed permissions.

Name: custom toolbars
Description: Staff can create a customized toolbar of icons used for editing and
cataloging functions, such as Insert Row, Delete Row.

Name: view and edit multiple records
Description: Ability to view two or more records simultaneously, aligned either
horizontally or vertically. Ability to copy and paste between records.

Name: tabbing
Description: Ability to tab through fields while creating and editing all record types
(e.g. bibliographic, item, order, patron, etc.).
Related Reqs: Related Process CAT030

Name: default cursor location
Description: Allow systemwide and per-user setting of default tab order in search
and editing screens. For example, user may select which search field
the cursor is in at the beginning of a new search.


Name: field typeover mode
Description: System defaults to typeover mode in specified fields (e.g. 006, 007,
008, numeric and indicator fields).

Name: highlight incorrectly entered fields
Description: Fixed and variable fields are highlighted when required and not
entered, and when entered incorrectly.

Name: highlight changed fields
Description: Ability to display edited fields in a highlighted color until changes are
saved.

Name: bookmarklets
Description: Ability to create links to external resources (e.g. allmusic.com,
imdb.com) in the staff interface. Links will act like bookmarklets, taking
values from search fields and performing a search against the target
website.

Name: URLS are clickable
Description: URLs in bibliographic and item records are clickable, and launch in a
new web-browser window when clicked.


Name: line wrapping in notes fields
Description: Notes and long text fields should line wrap automatically during
creation and editing.

Name: validation of indexable fields via authority files
Description: Provide real-time validation of authority-specified fields against
specified authority files, including local and imported authority files.
Ideally, ability to include external authority file sources via API.

Name: validation of indexable fields via browse list
Description: Provide easy validation of indexable fields, with ability to open a
browse list of adjacent index values, including authorized headings
which are easily distinguishable from other index values, and select a
new value.

Name: authority files: public visibility
Description: Provide read-only access to selected authority files through the public
interface.

Name: authority records: blind references
Description: System configuration option to display, highlight, or hide blind
references (e.g. authority records for which there are no items in the
catalog). For example, a library may choose to highlight blind
references in the staff interface, and hide them in the public interface.

Category: Batch Processes and Global Update

Name: globally update record fields and subfields
Description: Ability to globally update all fixed and variable fields and subfields in all
types of records via search indexes or preselected record sets (i.e.
query results).

Name: batch change item fields
Description: Ability to make batch changes to any field or combination of fields (e.g.
shelving location, price) in all or selected item records attached to a
single bibliographic record.

Name: item location codes in separate fields
Description: Provide separate fields for branch identification, reading level (e.g.
adult, juvenile) and shelving location (e.g. fiction, DVD).

Category: Import / Export

Name: OCLC Connexion interface
Description: Full compatibility with OCLC Connexion for searching bibliographic and
authority records, creating and editing bibliographic records, and
importing records to system (with or without overlaying) via OCLC's
Gateway Interface.

Name: MARC import/export
Description: MARC bibliographic and authority records can be imported and
exported, singly and in batch, all fields or selected fields, to and from
vendors including OCLC. Imported records can overlay existing short
or full bibliographic records. Imported batches can be maintained and
manipulated as selection lists (see REQ-3004).

Name: importing to catalog: profiles and defaults
Description: Ability to create profiles with default settings (e.g., settings for field
selection, field indexing, specific values to add to all records) for
importing and exporting single and multiple records. Profiles must
include the ability to flag fields in authority or bibliographic records in
order to protect them from being overlaid or replaced during manual or
batch loads of records.

Category: Authority Records

Name: authority records: searching and editing
Description: Allow staff to directly search and browse authority records; allow only
cataloging staff to edit authority records.

Name: authority record overlay
Description: Authority module capable of overlaying updated authority records
based on the MARC 010 or MARC 001 field of the authority record.

Name: authority record coding
Description: Recognize authority record coding for name and subject use, and
automatically load into one or more appropriate indexes based on
coding.

Name: authority records: indexing
Description: Ability to save a single authority record to multiple indexes
simultaneously.

Name: authority record modifications
Description: Ability to recognize duplicate, updated, and split authority records as
marked by vendor.


Name: authority records: deleting
Description: Ability to process authority record deletions automatically, based on
'delete' status field.

Name: import authority records with bibliographic records
Description: Automatically include relevant authority records when importing
bibliographic records.

Name: support authority processing vendor APIs
Description: Ability to support APIs of authority processing vendors, as they
become available.

Name: automatic authority processing
Description: System supports automatic authority processing, whereby records are
authenticated and marked for further attention. Library may specify
authority sources to authenticate against, including an external
authority processing vendor and local authority files. Library may
specify how records are overlaid during updating process. Library may
specify rules for marking or highlighting records that meet or fail to
meet certain criteria, e.g. records with unique headings, records with
new headings, and records that match a 'see from' (4XX) or 'see also
from' (5xx) reference in an authority record).

Name: generate list of local authority records
Description: Ability to generate a list of locally created authority records.


Name: local authority records
Description: Ability to validate locally-created authority records against the Library
of Congress Name and Subject Authority Files.
Related Reqs: 5529 5530 553 Related Process

Category: Bibliographic Records

Name: display all attached records
Description: Ability to display all individual records attached to a bibliographic
record, including order records, item records, hold records, etc.

Name: bibliographic record: holds flag
Description: Bibliographic record displays a flag if the record has holds. Flag is
visible when the record is in edit mode.

Name: display MARC tags in original order
Description: Ability to display MARC tags in bibliographic records in input order
instead of numerical order.

Name: bibliographic record MARC indicator
Description: Ability to fully utilize MARC indicator functionality with regard to
indexing and display of information.

Name: material type codes
Description: Support unlimited number of user-definable material type codes,
values, and indexes (e.g. book, music CD, online resource, etc.).


Name: bibliographic record: catalog add date
Description: Bibliographic record includes a field for the date the title was added to
the catalog.

Name: earliest date sort
Description: Ability to sort bibliographic records by earliest date; i.e., sort by Date 2
fixed field and then, if no Date 2 is present, by Date 1 fixed field.

Name: duplicate 092 fields
Description: Alert cataloging staff if there are two 092 (call number) fields.

Name: bibliographic record audit trail
Description: Ability to track history of bibliographic record editing, including
username and date of editing.

Name: diacritics and special characters
Description: Provide clear and simple tools for entering and editing diacritics and
special characters.

Name: URL checker
Description: Provide a utility to automatically check all URLs found in bibliographic
and item records. Provide an interface for checking and correcting
invalid URLs identified by the utility.


Name: recent record list
Description: System provides a list of recently viewed bibliographic records and
provides one-click access.

Name: transfer records between bibliographic records
Description: Ability to transfer item records, order records, and holds from one
bibliographic record to another (e.g. when duplicate records are
merged).

Name: serials: volume control
Description: System provides a flexible and precise way to catalog and control
serial items, such as magazines, encyclopedias, television series,
serial novels, etc. The serial title, volume/year, and issue/episode
must be stored in a way that 1) provides holdings information in a clear
and readable way, 2) makes the sequence of issues/episodes clear, 3)
allows patrons to request specific titles, volumes, or issues, and 4) can
be updated in a non-labor-intensive way.
Related Reqs: 2143, 2279, 22 Related Process

Name: copy patron holds queues
Description: Ability to copy patron holds queues and transfer to another
bibliographic record.

Name: multiple volume sets
Description: Ability to organize and control multiple copies of multi-volume sets and
serials holdings, facilitatating circulation either individually or as a
group, as defined by the bibliographic record.

Category: Item Records

Req ID: 2143 Source: SER Priority: 2
Name: unlimited items per bibliographic record
Description: Ability to add unlimited items to a single bibliographic record. For
example, this is important for magazine titles that may comprise
thousands of items per year.

Name: attach single and multiple items
Description: Ability to attach single and multiple items to a bibliographic record.

Name: multiple volume set item records
Description: At point of receiving, generate item records with sequential barcodes
and volume designation for multi-volume sets.

Name: receiving new item generates item records
Description: New items are received into the system by scanning a barcode. Item
records are created based on order record fields (e.g. item destination).
Related Reqs: Related Process REC030

Name: item receipt worksheet
Description: Generate a worksheet from order record for each title received. Include
author, title, call number, order date, number of copies, distribution
instructions, and processing notes. Include space for adding date
received and name of receiver. Ability to customize worksheet as
needed.


Name: add order comments during receiving and cataloging
Description: Ability to flag orders or add notes during the receiving and cataloging
process; e.g. 'show to selector before receiving'.
Related Reqs: 2120 2172 Related Process REC040

Name: receive partial orders
Description: Ability to update order records at receiving stage; ability to receive
partial orders and unreceive orders; order record is updated
automatically when balance of partial order is received.

Name: volume/date field in item record
Description: Capability to record volume/date information in item records.

Name: display holdings screen
Description: Holdings screen accompanied by customizable brief bibliographic
record display of any MARC field information, including but not limited
to bibliographic record number, ISBN, call number, author, title, edition,
publication information, and physical description.

Name: customize item summary screen
Description: Ability to customize summary screen to include any field, including but
not limited to item record number, date due, location status, full
barcode number, call number, volume/date. Ability to sort by multiple
fields.


Name: non-cataloged items
Description: Branch staff can quickly add barcode numbers for non-cataloged items
to existing bibliographic records (e.g. a generic bibliographic record for
paperbacks).

Name: place multiple item-level holds simultaneously
Description: Ability for staff to simultaneously place item-level holds on all or
selected copies attached to a single bibliographic record.

Category: Barcodes and Call Numbers

Name: barcodes
Description: The system must read and support barcodes as follows:
1) Read 8, 10, and 14 digit barcodes.
2) Support single and multiple barcodes.
3) Assign sequential barcodes to a number of items.
4) Support replacement barcodes.
5) Transfer one or more barcodes between bibliographic records.

Name: barcodes must be unique
Description: Item record barcodes and patron record barcodes must be unique.
Alert staff when duplicate barcodes are entered, and prevent
assignment of duplicate barcodes. (However, see REQ-5536 for the
case of item records without barcodes.)

Name: items without barcodes
Description: System can store item records without barcodes.

Name: barcode scanning
Description: All modules support barcode scanning consistently; for example the
existence of an auto-return suffix has the same effect in all modules.


Name: call numbers: bibliographic and item level
Description: Item record call number overrides bibliographic record call number
when printing labels, paging lists, etc. Public interface displays item
call number when present.

Name: spine labels
Description: Ability to create, format, and print spine labels, including: create a
spine label based on item call number by default; modify spine label
without altering item call number; print spine labels individually or
queue to print in batch; spine labels have at least 6 lines of 16
characters per line at arial 10 bold. Ability to change font style,
boldness, and font size as needed; change text alignment to center
vertically and/or horizontally; change text orientation to horizontal or
vertical on a line-by-line basis. Ability to print multiple copies of
individual labels. Ability to create, save, modify, and use label
templates.
Related Reqs: 2255 2256 Related Process PRO030

Category: Searches, Queries, and Indexes

Name: flexible queries and reports
Description: All queries and reports include the ability to sort, filter, and limit on any
variable or fixed field or subfield in any record type (bibliographic, item,
order, authority). Ability to search for records that fall within a range of
values. Ability to save customized queries and output criteria for future
use. Ability to retrieve last X queries to repeat search and/or save
query permanently.

Name: wildcard searches
Description: System supports wildcard searches and substring searches in all fields
(including 'number' fields, e.g. isbn, upc, etc.).
Req ID: 3018 Source: WEB Priority: 2

Name: NOT searches
Description: Ability to search for records that do not match a search variable (e.g.
NOT youth).

Name: search results: display
Description: Ability to customize all search result display screens, including
selection of fields to display and sorting/limiting options. Ability to set
preferred default displays defined by individual user logons with ability
to further customize and change settings as needed.
Related Reqs: 2271 2272 227 Related Process CAT010


Name: display search results
Description: Ability to customize display of search results in discrete fields (e.g. title,
call number, number of entries).

Name: opac displays call numbers in initial search results
Description: opac displays call numbers in initial search results

Name: return to search results
Description: After searching for a record, ability to return to intermediate results
(e.g. 'Back' or 'Return to List').

Name: repeat recent searches
Description: System provides immediate access to recently performed searches.

Name: see and see also authority results
Description: In searches, enable 'see' and 'see also' results and give one-click
access to related records, with ability to return to previous record.

Name: index browsing
Description: On indexed fields, provide ability to perform an exact search with
truncation, and browse related index alphabetically. Accessible to staff
and patrons.


Name: indexing
Description: Provide capability to create unlimited separate indexes for any data
field.

Name: unlimited number of temporary record sets
Description: Unlimited number of temporary record sets (aka buckets, query result
sets, selection lists, etc.). Record sets can be the basis for batch field
updates or for deleting original records; can be used as a limiting
scope for subsequent queries; and can be exported.

Category: Reports
Name: run reports during business hours
Description: Ability to run reports anytime during the day without impacting staff
productivity.

Name: report on any field
Description: Ability to report on any variable or fixed-length field in bibliographic,
authority, and item records.

Name: report format and output
Description: Ability to fully customize layout and appearance of reports. Ability to
display, print, email, or save report to standard formats including CSV
and Excel, as well as to customizable formats.

Name: hold reports
Description: Hold reports should provide sufficient information to uniquely identify
materials, including specific magazine issues and volumes in a multi-
volume set or series.


Name: authority reporting
Description: Provide a reporting tool that includes the ability to identify for a
specified time period: new bibliographic headings; updated headings;
invalid headings; blind references; duplicate entries; duplicate authority
records; near matches; non-unique 4XX entries; and cross-thesaurus
matches.

Name: monthly statistics
Description: Generate monthly statistics based on new bibliographic and item
records, added copies, and deleted bibliographic records and items.

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4. Use Cases
4.1 Use Case List
We have written use cases for selected, frequently-performed activities. These are included to
supplement the requirements, and to highlight places where good software could bring great
improvements in efficiency and ease of use. The steps of the use cases should be considered
suggestive rather than prescriptive.
Primary Actor Use Cases

Cataloging Librarian Bibliographic Record Creation
Cataloging Technician Bibliographic Record Verification
Cataloging Librarian Non-Roman Searching and Editing
4.2 Bibliographic Record Creation
Use Case ID: USE-001

Use Case Name: Bibliographic Record Creation
Created By: Lucien Kress Last Updated By: Lucien Kress
Date Created: 07/11/08 Date Last Updated: 08/26/08
Actors:
Cataloging Librarian (CL)
Description:
CL creates a new bibliographic record for an uncataloged title.
Trigger:
CL must catalog a new title.
Preconditions:
CL is logged into library system and Connexion with appropriate privileges.
Postconditions:
Bibliographic record is uploaded to OCLC and system, as appropriate.
Stimulus Response
Normal Flow: S1: CL must catalog a new title. R1: CL searches system for existing
bibliographic record, using common
access points (author name, title,
ISBN, UPC, etc.)
S2: No bibliographic record exists R2: CL searches OCLC for existing
in the system. bibliographic record.
S3: No bibliographic record exists R3: CL creates new bibliographic
in OCLC. record in Connexion.
R4: CL creates bibliographic
description from item in hand (title
page, disc surface, item content, etc.).
R5: CL adds or confirms
bibliographic information using
secondary sources of information
(allmusic.com, imdb.com, etc.)
R6: CL adds subject headings.
R7: CL verifies title, names, subject
headings against authority records.
R8: CL adds call number.
S9: New record completed. R9: CL uploads new record to
OCLC.
R10: CL exports new record to
system.
Alternative 1. If a bibliographic record already exists in the system, CL reviews record
Flows and for accuracy, makes necessary edits, adds call number, and saves record.
Exceptions: 2. If a bibliographic record already exists in OCLC, CL reviews record for
accuracy, makes necessary edits, adds call number, and exports record to
system.
3. If a bibliographic record already exists in the system, but is only partially
correct, CL may identify fields to preserve and overlay remaining fields
with OCLC record.

Includes:
Priority:
3 (High)
Frequency of
Use: Thousands of times per month
Business Rules: The library has established “chief source of information” for each item
format. To the extent possible, bibliographic information is derived from the
chief source of information.
Assumptions:
Notes and
Issues:
4.3 Bibliographic Record Verification

Use Case Name: Bibliographic Record Verification
Actors:
Cataloging Librarian (CL) or Cataloging Technician (CT)
Description: CL/CT verifies title, author name, and subject headings against authority
records.
Trigger:
A new bibliographic record has been created or imported.
Preconditions:
CL/CT is logged into library system with appropriate privileges.
Postconditions:
Bibliographic record has been verified.
Stimulus Response
Normal Flow: S1: CL/CT must catalog a new title. R1: CL/CT searches system for
S2: Bibliographic record is R2: CL/CT clicks ‘Validate’ button
displayed. to highlight fields that don’t match
authority records.
S3: Incorrect fields are highlighted. R3: CL/CT right-clicks highlighted
field and selects ‘Authority Index’.
S4: If field is populated, index R4: CL/CT types a value to search
displays at index value closest to for specific term; or CT scrolls
field value. If field is unpopulated, forward or backward from current
index displays from beginning. position in index.
S5: Correct term is displayed. R5: CL/CT clicks to add correct term
to bibliographic record field.
S6: Bibliographic record is updated. R6: CL/CT repeats until all
highlighted fields are correct.
R7: CL/CT saves record.
Alternative
Flows and
Exceptions:
Includes:
Priority:
3 (High)
Frequency of
Use: Thousands of times per month
Business Rules:
The Library uses Library of Congress authority records.
Assumptions:
Notes and This use case abstracts record verification as a separate function (search
Issues: for record, verify and save record), when in reality verification occurs
as just one of the many actions performed while editing or creating a
Non-Roman Searching and Editing

Use Case Name: Non-Roman Searching and Editing
Actors:
Cataloging Librarian (CL)
Description: CL searches for a bibliographic record using Romanized characters; CL edits
record using non-Roman and Romanized characters, or CL creates an original
record in OCLC.
Trigger:
CL must create or edit bibliographic record for a non-Roman language work.
Preconditions:
CL is logged into library system with appropriate privileges.
Postconditions:
Bibliographic record is created or edited and updated.
Stimulus Response
Normal Flow: S1: CL has a new non-Roman work R1: CL searches ILS for existing
to catalog. record using Romanized characters. If
none exists, CL searches OCLC for
existing record using Romanized
characters. If none exists, CL creates
new record in OCLC.
S2: New input method is selected. R2: CL inputs Romanized and non-
Roman characters by using Microsoft
language tool bar.
S3: New record is completed. R3: CL updates holdings in OCLC
and exports new record to ILS.
Alternative If a bibliographic record already exists in the system, CL reviews record for
Flows and accuracy, makes necessary edits, adds call number, and saves record. If
Exceptions: record already exists in OCLC, CL reviews record for accuracy, makes
necessary edits, adds call number, and exports record to system.
Includes:
Priority:
3 (High)
Frequency of
Use: Dozens of times per month
Business Rules:
ALA Romanization Tables, Unimarc
Assumptions:
Notes and
Issues:

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Software Requirements Specification

Integrated Library System

Version 3.1 final

Prepared by Lori Ayre and Lucien Kress

1.1 Purpose and Perspective ............................................................................................................................1

2.1 General System Characteristics..................................................................................................................4

3. Cataloging Process Flowchart.........................................................................................................................29

4.1 Use Case List ............................................................................................................................................30

1.1 Purpose and Perspective

1.2 Product Scope and Features

• Creating and editing bibliographic, item, and authority records.

1.3 Intended Audience

1.4 Document Conventions

1.5 User Classes and Characteristics

1.6 Operating Environment

1.7 Design and Implementation Constraints

1.8 User Documentation

1.9 Assumptions and Dependencies

Category: General System Characteristics

Related Reqs: 5514 Related Process

Req ID: 2120 Source: CAP Priority: 2

Related Reqs: 2108 Related Process

Req ID: 1701 Source: CAP Priority: 3

Related Reqs: Related Process

Req ID: 1732 Source: CAP Priority: 3

Related Reqs: Related Process

Req ID: 1727 Source: CAP Priority: 1

Related Reqs: Related Process

Req ID: 1691 Source: CAP Priority: 3

Related Reqs: 5516 Related Process

Req ID: 1713 Source: CAP Priority: 3

Related Reqs: Related Process

Req ID: 5278 Source: CIR Priority: 3

Related Reqs: 5057 5190 580 Related Process CAT180

Req ID: 5519 Source: CAP Priority: 2

Related Reqs: Related Process

Req ID: 5512 Source: CAP Priority: 2

Related Reqs: Related Process

Req ID: 5540 Source: CAP Priority: 2

Related Reqs: 1633 Related Process

Req ID: 2255 Source: CAP Priority: 2

Related Reqs: 2256 4101 Related Process PRO030

Req ID: 2256 Source: CAP Priority: 1

Related Reqs: 2255 4101 Related Process

Category: Staff Interface

Related Reqs: 5518 Related Process CAT030

Req ID: 1733 Source: CAP Priority: 2

Related Reqs: Related Process

Req ID: 2490 Source: ACQ Priority: 1

Related Reqs: Related Process

Req ID: 2220 Source: ACQ Priority: 3

Related Reqs: Related Process

Req ID: 1703 Source: CAP Priority: 3

Related Reqs: Related Process

Req ID: 2276 Source: CAP Priority: 3

Related Reqs: 1733 Related Process CAT030

Req ID: 1731 Source: CAP Priority: 3

Related Reqs: Related Process CAT030

Req ID: 5521 Source: CAP Priority: 2