Proposal

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

 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

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 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

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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

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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

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 • 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

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

S.No Description Quantity Unit Cost* Amount

1 Repository Servers – HP ProLiant 1 750,000 750,000
DL380 Generation 8 (G8) 10TB
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 1 750,000 750,000
Generation 8 (G8) 10TB
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
Generation 8 (G8) 10TB
13 Content Server – HP PC 4GB RAM 1 150,000 150,000
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

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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

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 • 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.

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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

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 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

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 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.
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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 Proprietary
1. Evergreen 16. Aleph by Ex Libris
2. Greenstone 17. Asterisk by InfoWorld
3. Invenio 18. Brocade by Anet
4. Koha 19. Capita Alto formerly Talis Alto (UK and Ireland)
5. Kuali OLE 20. EOS.Web by EOS International
6. NewGenLib 21. Library•Solution, Library•Solution for Schools, and
CARL•X by The Library Corporation
7. PhpMyBibli
22. LibraryWorld
8. OpenBiblio
23. LIBSYS7 by LIBSYS
9. VuFind
24. ILMU by Paradigm (Malaysia)
SaaS (Software as a
service) 25. NOSA
10. Libramatic - Library 26. Millennium by Innovative Interfaces
Management Made Easy
27. Polaris Library Systems, POLARIS
11. Aura Online - move your
28. Qulto System
library to the cloud
29. SirsiDynix, Horizon
12. Librarika - A Sass Based
Library System 30. SirsiDynix, Symphony—current version and Unicorn—
a legacy system.
13. Auto-Graphics - SaaS is right
for your library if you... 31. SydneyPLUS International
Legacy 32. V-Knowledge
14. NOTIS 33. VERSO by Auto-Graphics, Inc.
15. Dynix 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

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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

Central Virtual Library Administration |Document Management System 14

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.

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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.

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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.

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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.

Central Virtual Library Administration |Document Management System 18

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

Central Virtual Library Administration |Document Management System 19

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

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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

Central Virtual Library Administration |Document Management System 21

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%

Central Virtual Library Administration |Document Management System 22

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.

Central Virtual Library Administration |Document Management System 23

• 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.

Central Virtual Library Administration |Document Management System 24

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
Central Virtual Library Administration |Document Management System 25
 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

Central Virtual Library Administration |Document Management System 26

 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
#
Tues

ACTIVITY Tues
Mon

Mon

Mon
Wed

Wed
Thu

Thu
Sun

Sun
Sat

Sat
Fri

Fri
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)

Central Virtual Library Administration |Document Management System 27

3.5 Training

Table 7: Training schedule and Content for Typical DMS

No Area Content Period
1 Content • Scanning , Rasterising, Book-marking, 3 Days
Creation Digital Signature, Uploading Content to
Repository Server, Barcodes, Quality
Control
2 Content • Cache Server, Search Techniques, 2 Days
Consumption Barcodes
3 Basic • Networks, Computers, Scanners, 2 Days
Troubleshooting Repository Server

Table 8: Training schedule for KOHA Administration

No Area Content Period
1 Basic User • Introduction, Patrons, Circulation, 3 Days
Cataloguing , Serials, Acquisitions,
Reports, OPAC, Searching
2 KOHA • Administration, Tools, Patrons, 4 Days
Administration Circulation, Cataloguing, Serials,
Acquisitions, Lists & Cart, Reports,
OPAC, Searching, Cron Jobs,
Configuring Receipt Printers
3 Basic • Administration, Tools, Patrons, 2 Days
Troubleshooting Circulation, Cataloguing, Serials,
Acquisitions

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

Central Virtual Library Administration |Document Management System 28

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 1 750,000 750,000
DL380 Generation 8 (G8) 10TB
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 1 750,000 750,000
Generation 8 (G8) 10TB
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
Generation 8 (G8) 10TB
13 Content Server – HP PC 4GB RAM 1 150,000 150,000
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

Central Virtual Library Administration |Document Management System 29

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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