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I discovered CDS/ISIS from UNESCO (United Nations Educational, Scientific and Cultural Organization) in the course of developing my Bibliographic Software page.(1) Although I originally included the product along with Personal Bibliography Software (PBS), CDS/ISIS is more properly Library Automation Software (LAS), and with enhancements can become a Library Management System (LMS).
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Library Software from UNESCO That Is Enabling Small to Large Institutions to Enter the Electronic Age
This article reviews CDS/IS, Library automation software from United Nations Educational, Scientific and Cultural Organization (UNESCO), now available in a Windows version called Winisis. Winisis is distributed free or at cost to mostly developing countries, but the program also finds widespread use in prosperous regions of the world, especially in Western Europe. Distribution, support, software and hardware costs, and library management are compared to commercial software. The author evaluates features allowing customization of Winisis for different work environments, end users, and languages. Winisis is a cost-effective solution for small to large institutions, especially where the computer hardware infrastructure cannot meet commercial software specifications. There are supplemental programs adding modules for Web publishing, Online Public Access Catalogue (OPAC), and management tools to the basic program. The program also may serve as a document retrieval system, using new linking functions. The current release of Winisis is of best benefit to those upgrading from the DOS version. New users are advised to wait for an updated version because of the lack of a complete online help system, a detailed reference manual, and unimplemented features.
I discovered CDS/ISIS from UNESCO (United Nations Educational, Scientific and Cultural Organization) in the course of developing my Bibliographic Software page.1 Although I originally included the product along with Personal Bibliography Software (PBS), CDS/ISIS is more properly Library Automation Software (LAS), and with enhancements can become a Library Management System (LMS). It remains on my Bibliographic Software page because it is on the cusp of what a small library, project, or institution might use to catalogue, maintain, and make available its documents online or onsite. PBS is potentially of use to small libraries or corporate/academic projects. If the software will be used for primarily internal access purposes, and production of documents from research, PBS is a good choice. However, when an institution has a public user base, then an LAS is probably the better choice, since this generally offers an OPAC (Online Public Access Catalogue) mode, and these systems tend to use the international standard cataloguing formats.
A Software of Choice (everywhere but here)
CDS/ISIS has become the developing world's library software of choice, but it also enjoys extensive use in Canada, Australia, and Western European countries. Cuba, Vietnam, and China have also used and developed the software for their national libraries and archives. Only in the United States has CDS/ISIS not taken hold as a viable choice for libraries and institutions. This is partly due to our penchant for turnkey commercial systems and to the curious fact that the United States is not a member of UNESCO.
I hope this article will encourage U.S. readers who are independent, computer-skilled, and who wish to have exacting control over their computer library system to seriously consider this software package. After learning a bit about the product, they may really like it. But, remember the preferences listed just above and be warned: only those who like do-it-yourself stuff need apply.
First Encounter
When I first subscribed to the CDS/ISIS listserv, I was a bit bewildered by the esoteric questions and answers. When a listserv reply advises the following solution
then you might expect that you're really in for it.
I could not understand the necessity for such opaque code, especially in a Windows program. But one must understand that CDS/ISIS is actually a basic toolkit for the user to use in developing a customized library or bibliographic application. You might even think of it as a librarian's dBase. In any case, the preceding codes are not really as daunting as they might first appear. You don't really have to be a programmer to implement CDS/ISIS. The codes are merely a formatting language strictly following simple syntax and rules. The final application can be quite userfriendly, for example, Figure 1 shows an example of a prototype CDS/ISIS database search screen.
UNESCO and CDS/ISIS
CDS/ISIS was produced by the Information & Informatics Division of UNESCO, which introduced the DOS version in 1985. CDS/ISIS is a textual database retrieval system, with another package named IDAMS being its numerical counterpart. UNESCO has released an interface for linking the two programs into customized applications (http://www.unesco.org/webworld/build_ info/inf tools.html). UNESCO distributes these two programs and auxiliary programs from its Web site. It also maintains a system of national distributors, some of whom themselves offer Web site access. CDS/ISIS is offered in versions for DOS, UNIX, and Windows 3. 1. Web interfaces and development tools in VBA (Visual Basic for Applications), Java, Isis-dIl, and Isis Pascal mean the CDS/ISIS family of programs may be customized to meet the diverse needs of a worldwide community of users. This is a different approach from our American turnkey or off-the-shelf software packages.
The program is distributed free or at cost, under institutional licensing, meaning that additional licenses are not required for client workstations. Despite UNESCO budget modesty, it is unlikely that program distribution will be halted, given its worldwide installation base of more than 20,000 registered users and its importance to libraries of member states.
The Community of Users
UNESCO itself and many other international organizations use CDS/ISIS for internal document storage and retrieval. The program's "freeware" status is of course a main initial attraction. However, the ability for precise customization and control over nearly all aspects causes many libraries to stick with CDS/ISIS, even after commercial software becomes a viable financial option.
CDS/ISIS has had its greatest impact in small libraries and government agencies in the developing world, but numerous national libraries and archives, large universities, and large government institutions have also adopted the product. Current limits in record and database size may mean limited application in larger collections, but these institutions are well-positioned to make the transition to commercial software, by CDS/ISIS's use of international standards. Thus, it has been a popular first step or entry in moving to library automation.
CDS/ISIS in Namibia
Where CDS/ISIS is the software of choice due to financial necessity, its early adoption by a leading national institution sometimes leads to it becoming the de facto national standard. This happened when the National Library of Namibia adopted CDS/ISIS.2 The National library received a generous gift of computer hardware, but no online catalog software was included. In this case, CDS/ ISIS provided an economic means for the library to implement its database. Now, helped by a series of training programs, many smaller libraries in the country are also adopting CDS/ISIS.
This standardization has allowed library institutions throughout Namibia to successfully interconnect and exchange computer information. This has also meant that in a country with few trained library professionals, those trained in one part of the country can work as well as pass on their automated system skills to those in different regions.
In Nambia, successful national implementation was largely due to the efforts of Renate Morgenstern, the CDS/ISIS national distributor. As a result, the software is now used by more than 100 institutions in Namibia. Many of them have additionally implemented CDSISIS ausiliary programs to handle administrative functions in their libraries.
St. Lucia
Deidre Williams, a junior college librarian in St. Lucia, asked me to recommend a commercial library package with the capacity to interconnect small public and school libraries with her college.' They were concerned that CDS/ISIS was not sophisticated enough (meaning "not the latest & greatest"), but the reality was that they were also limited by a small budget.
As an aside, one of the problems in using modern commercial software in developing countries is that the connecting institutions will also need to upgrade their hardware, usually to Pentium-class machines with their associated use of large memory and peripherals. The required hardware upgrade is often a major obstacle in countries where the computer infrastructure is not up to current Western specs. Keep in mind that even here in the United States, many of us have only recently left our DOS machines. In small and developing countries, running on obsolescent computer platforms, many are still limited to using DOS or Windows 3. 1.
The new Windows version (Winisis) somewhat alleviated Santa Lucian worries that CDS/ISIS was not keeping pace with current software developments. They were sensitive to getting caught or stuck in a software backwater. An independent consultant finally recommended that they keep their current system. Nevertheless, the use of CDS/ISIS by major worldwide institutions, the recent development of Winisis, and the large pool of worldwide implementations mean that CDS/ISIS remains a credible library computerization option.
CDS/ISIS Libraries and Databases
The following Web locations offer URL list links to examples of CDS/ISIS installations:
* "webCats: Web-based Online Catalogues:' maintained by Peter Scott, hosted by Northern Lights. (http://www. lights.com/webcats/vendors/47.html).
* "Lib-web-cats: Library Web Pages, Web Catalogues, and System Profiles:' maintained by Marshall Breeding, Vanderbilt University. (http: //staffweb.library. vanderbilt.edu/Breeding/lwc-advanced. html). (To locate the listing, use the Advanced Query form under Automation System, then search for CDS/ISIS.)
* "CDS/ISIS Resource Page:' Steve Osborne (see my listing below under Resources and Support).
*Libweb: Library Servers via YAW," University of California at Berkeley. (http://sunsite.berkeley. edu/Libweb/). This does not provide direct listing of CDS/ISIS-based libraries, but you can search by name or world regions. This does provide a listing of similar pages devoted to listings of Web-based library catalogues.
* UNESCO now also offers a list of CDS/ISIS user organizations. (http://www.unesco.org/webworld/ isis/index.html#sites).
Resources and Support
CDS/ISIS is not commercial software with a toll-free number to call, or where you pay a premium for a "Gold-" or "Platinum-" level of support. It's strictly a do-it-yourself venture, so you really need good in-house IT support (especially in a network environment), as well as confidence in your own ability to design and implement a system.
The CDS/ISIS user community is your most valuable asset in resolving problems and finding resources to fill your support needs. If you subscribe to one of the various listservs or forums and ask a question, there is surely someone in the world who will answer your question in detail, and most probably communicate in your native language or in English. I have been monitoring the main listserv for over a year and have been impressed by the patience and detail in which questions are answered.
UNESCO support is currently changing for the better. In private communications with noted authors, consultants, and users of CDS/ISIS, I learned that the Isis Development Team had been decidedly unresponsive in the past to support queries and bug reports. In my monitoring of the main listserv, messages from the Isis Development Team in Paris were notably absent in responses to technical queries. The Development Team was heard from infrequently, usually only to make a general announcement about the development status of the new Winisis version.
This lack of support and response from the developers generally has been attributed to understaffing and shortage of funds. At one point, it even seemed necessary for the CDS/ISIS National Distributors to post questions on the listserv, to learn about their own Winisis system development. There has been improvement in developer communications, since the Winisis production release in 1998. The CDS/ISIS Web site now includes news of major developments and events, the list of resources has been expanded, and lists for databases and organizations have been added and expanded (http://www.unesco.org/webworld/ isis/index. html). The UNESCO FIT site is currently being revised to include an automated registration process for users to allow direct downloads of Winisis. There is now an online user exchange area, used for posting examples of code, utilities, manuals, and documentation (ftp://ftp.unesco.org/pub/winisis/). Most important, Davide Storti, the Isis Development Team leader, is now an active participant in the main listserv and is frequently answering both general and technical questions.
These are URLs to major Web access points for CDS/ ISIS resources:
The Structure of CDS/ISIS
CDS/ISIS resources consist of many components as well as the main program, and locations are scattered around the world. UNESCO provides the main program versions in UNIX, DOS, and Windows; provides for distributors' needs; and partners with other organizations to develop auxiliary programs and tools. The distributors provide access to CDS/ ISIS, develop native language interface versions, and give training and support. There are many third-party consultants who travel or give workshops in CDS/ISIS, along with authors who have written manuals in their native languages. The listservs, user groups, and the online forums based on language or national bounds provide the means for users to resolve many problems and development questions.
Tools
Winisis contains a formatting language to provide for customization of display, print, search, export, and import interfaces. It also comes with its own Pascal compiler, which allows the creation of specialized functions and applications. Isis-dll allows programmers to develop applications supplementary to the main program or to totally redesign some aspects of the software. As an example, compare the rudimentary DOS search screen (Figure 2) with the advanced "Delphi-Isis" customization (using Isis-dll) by Jai Havaru (Figure 3).
Several interfaces are available for searching and data entry as well as command line utilities for database maintenance. There are many conversion utilities for bibliographic records and other different international formats, with many of them in the public domain. Several UNIX-based systems and one Java system are also available to enable Web-access interfaces to CDS/ISIS databases.
Other user-developed modules for library administrative tasks like acquisitions, collections, and loans are available as freeware or for a fee. For example, LAMP is a commercial Pakistani DOS-based Library Management System based on CDS/ISIS, available for U.S.$500.4
DOS & Windows Versions Compared
You must fully understand the DOS version of CDS/ISIS to comprehend the Windows version. At present, you simply cannot learn and run Winisis without having a copy of the DOS version or a DOS version reference manual. This arises from both the Windows version history and the economics of the situation. In late 1998, it seemed incongruous that a major international organization was introducing Windows 3. 1-based software. However, given the user base with substantial numbers using obsolescent or low-powered systems, it was probably a right choice to provide a GUI upgrade, without disenfranchising many users.
Comparative specifications:
* DOS version (from UNESCO's home page): "IBM PC or compatible micro computer with at least 640k RAM, 2 Mb hard disk space, 3 1/2 inch High Density unit, MS-DOS version 3.0 or higher."
* Windows version (from the home page): "Intel Pentium processor, at least 16Mb RAM, 10 Mb hard disk space, 3 1/2 inch High Density diskette unit, Windows 3. 1 x or Windows 95/98 or NT." (The Winisis.doc reference manual lowers the spec window a little bit, saying you need only a 486 at 40 mz. I suspect that you could run it reliably from a high-end 386 machine if you wouldn't mind waiting for slow database operations.)
* UNIX, DOS, and Windows versions all run on Intel platforms, and their database files are compatible.
The cross-platform compatibility allows for information interchange among different platforms to be found within one organization or network. For example, a remote workstation using an IBM XT with a small hard drive and mono monitor can still access and contribute to the larger network.
The early Winisis releases were not able to create their own databases, and they required the DOS code version to handle this function. Winisis, Version 1.31, released in October of 1998 (also called the "Montevideo 98 Edition") corrected this deficiency but still did not cut the umbilical cord to DOS.
The current Winisis reference manual and the accompanying Readme.wri documentation only supply information on new features in Winisis and basic Windows 3.1 help for those migrating to Windows for the first time. They do not include the documentation for the formatting language, for the Pascal implementation, or for implementing a database using international standards (among other things).
Furthermore, Winisis is missing online help in various places. Help at these locations simply restates the screen from which you just came, or it does not provide sufficient detail about the contextual procedures or choices. The Winisis window title bar proclaims that it is the "Full Version," but it certainly falls short.
The Winisis development team has been rolling out new releases fairly rapidly, so these Help section deficiencies will, it is hoped, be corrected fairly soon. However, in the Winisis version documentation and on the listserv, new features are listed that have not yet been implemented.
The DOS version is an entirely menu-driven system, with shortcut keys. The Windows version tends to combine separate DOS screen modes into more user-friendly and flexible GUI interfaces.
Examples:
* DOS opening screen (Figure 4)
* DOS browse screen (Figure 5)
* Windows browse screen (Figure 6)
In the Windows version, the flexible GUI search and data entry windows have alleviated the need for programming so many specialized interfaces:
* Expert search window in Winisis (Figure 7)
* Guided search window in Winisis (Figure 8)
* Data entry window in Winisis (Figure 9)
Winisis also uses many enhanced dialog boxes, almost to the level of mini-wizard routines:
* First screen in defining a new database (Figure 10)
* Second screen, for defining fields to include in your data entry window (Figure 11)
Print Formatting Wizard (Figure 12)
* Dictionary Wizard (Figure 13)
Winisis really leaves the DOS version behind with its ability to enhance the display, link to other documents, and deal with multimedia. This is where Winisis has crossed the line past a document cataloguing system and has become a sophisticated document retrieval system:
* A basic display in Winisis (Figure 14)
* An enhanced display in Winisis (Figure 15)
The Program
Introduction
As noted, CDS/ISIS's customization ability is its greatest asset. The increased database capacity and external document linking ability of the Windows version means that it has become a first-class information storage and retrieval system. However, the product still lacks the ability to do a free-text search of linked documents. Unfortunately, no one has yet assembled a complete soup-to-nuts package to seamlessly join functions together, from the creation and maintenance of the database, search and retrieval, producing documents and reports from the database, and tending to the administrative needs of the implementing institution.
Database Capacity, Record Size, and Field Definition
The database size restriction to 500 mb is the only major program capacity limitation, and this might become a problem with larger data files or collections. The workaround for this is to divide the collection into multiple databases, from which you can later configure or define which databases are to be used in specific search and retrieval operations.
Database size can further be reduced by not using the Notes or other fields for the actual storage of an original document record. This is not strictly necessary since you can link to external files to retrieve the file. Judicious use of a thesaurus, keywords, and the built-in dictionary can replace the need for free-text searching within an externally linked document field.
Please note from the table footnote above that record size is limited to 8,000 characters, if there is a need to maintain compatibility to the old MS-DOS versions. Database capacity can still be improved in future versions, but the increased capacity from the DOS version is a major improvement. In any case, the specifications given for record size, field size, number of fields, number of stopwords, and the display size limits should meet the needs of most if not all users.
In commercial nonbibliographic databases, such as Access, Foxpro, and DBASE, the fields are defined to some fixed length, with no subfields or repeatable fields. This is one major reason why they are so unsuitable for bibliographic work where there may be many records needing multiple authors, subfields, or fields with size or length that cannot be determined in advance. However, CDS/ISIS is specifically designed for bibliographic record-keeping and offers great flexibility in database design. The only major feature I missed was the provision of predefined templates allowing you to easily pick fields that match major international standards, such as US MARC and IS-2709. Currently, you must manually assign field names to tag numbers to match the desired standard,
Language Flexibility
CDS/ISIS is supplied with three language versions: French, Spanish, and English. Currently, 20+ alphabets are available to handle databases for a variety of languages. UNESCO currently is working on a Unicode version, which may be available shortly. Most non-English versions are produced and made available by national distributors. These alternate language versions, as far as I can tell, are only applied to operator and user menus, system menus, system messages, and dialog boxes, but not to the online help and data fields that must conform to an international standard.
The reference manuals and the auxiliary files for different language interfaces must be obtained from a third party, usually a national distributor. However, some of the languages are available online. UNESCO, for example, has both the French and Spanish translations of the reference manual available at its Fl? site.
You can configure for languages on the fly by using the Configure menu or by changing the default language through Settings. Defining or configuring the available languages is handled by setting the appropriate SYSPAR parameter (explained more fully below). Configuring for a nonsupported language is accomplished by directly editing the corresponding files for messages, menus, and dialogs with a text editor. This provides the ability for any individual to tailor or create his or her own language version.
Customizing via SYSPAR.PAR
The SYSPAR.PAR file is used to configure the application. It gives you control over how CDS/lSIS appears and runs to its users. From here you can define the profile for every user (with a password) on a Network that runs the program from the server. You can also dynamically change some of the settings from the Configure menu and also load in a different profile.
Those of you who have used command line switches or batch files before running a program to customize it to your needs will find SYSPAR.PAR familiar territory. For the rest of us, it is not that difficult. The process is clearly explained in the documentation, but unfortunately, not all parameters are listed in this file.
SYSPAR.PAR is a text file that can be directly edited with Notepad, or another similar text editor. Some parameters record standard Windows settings or files used and are not to be changed. There are some default parameters, which need not be stated unless you want to change from the default. The semicolon is used to define or set off comments about certain configuration settings. This internal documentation is a good practice for recording any changes made for future reference. The configuration parameters may be presented in any order.
Database Creation and Maintenance
Your clients or end users would normally not have access to database functions. It is presumed that you would present them with a stripped-down version, which only allows for searching, displaying, printing, or exporting data. The same can be said for workers doing data entry into the database. Practical need is a guide for defining individual user access rights and record modification authority levels. You will set security allowing named and passworded users to conduct appropriate database maintenance operations.
These are some of the standard database functions used in Winisis:
Global add, delete, and replace by ranges of records or by search results.
* Database and record locking.
* Inverted file definition and generation.
* Criteria for extraction of search results (defining the indexing).
* A thesaurus can be created in conjunction with the database.
* Define the way the Dictionary is presented.
* Define the data entry screen.
* Import and Export in the ISO-2709 standard can be reformatted to a desired form.
* Field definitions can be customized to a bibliographic standard.
* Present different display formats for different kinds of users and purposes.
Search and Retrieval
Searching is through the use of Boolean operators, which operate on a set of known terms called the Dictionary. The Dictionary in turn is referenced through the Inverted File, which contains the records of where the terms can be found. A thesaurus database also may be used to find which terms would be relevant in a search before using the Dictionary. The Dictionary itself is defined by the conditions set forth for indexing and sorting, which are contained in a file called an FST. The FST definition is created during database creation or can be edited later.
The results obtained are dependent on how the database is indexed, use of the Dictionary, and possibly by a thesaurus to help in finding the correct dictionary term. The thesaurus database can directly be used to search the associated database. The use of the proper keywords in the record is crucial to finding relevant results. CDS/ISIS is thus based on the use of a controlled vocabulary.
There are two choices in search methods:
* The Guided Search presents simplified query entry choices in form boxes, and then automatically constructs the search expression for you. Guided search restricts queries to using three Boolean operators, Dictionary terms, All Fields, and previous searches. It is designed for the novice or for "quick and dirty" searching (Figure 8).
* The Expert Search window allows considerably more complex searches. The search can be conducted using precise terms, right truncated terms, or previously defined any terms. In addition to the Boolean operators, field level and proximity searches are available. There are precisely defined "search precedence" terms that define the order or priority of how search statements are interpreted by the system. You may make field-specific searches. There is detailed online help about search expressions and search strategy (Figure 7).
Displaying and Printing
The Winisis formatting language is used to define formats for display windows and in printing. The Windows version does not contain details on the construction of formats. So system managers must have access to the DOS version CDS/ISIS reference manual or obtain a third-party manual. This formatting is done by hand, then checked against a test run for errors and desired effects. A preview window showing the results as you go would be helpful here, along with a specialized editor, like those in desktop databases for printing. What follows is a sample definition for named format "CDS I" (Figure 16): In English, this format reads first that the window box is defined, then the positions for the included fields plus font decorations and colors are defined, and then the action to take on the linked field is indicated.
The ability to display marked or search results in a form useful to your readers has already been shown above in regard to maps, multimedia, and links to other documents. CDS/ISIS can display, print a hard-copy, or print to a file in several formats. The saved display formats can be selected from a scroll-down in the browse or search results window (Figure 16).
In addition to printing predefined formats, CDS/ISIS also allows manual format changes before printing, and the option for saving the custom format as a new named format. There are numerous options: you can print the current browse set (i.e., your search results), ranges of records, or selected/marked records. Print output can be to your default (or a network printer) or as "print to file" in ASCII or a Postscript file. (Note that some of these functions are not yet implemented.)
Conclusions and Recommendations
The current Winisis version of CDS/ISIS is a muchneeded upgrade to the DOS version. Winisis provides increased database capacity, linking to external documents, tighter integration of maintenance, and backward compatibility with the DOS version. It is not quite ready for Prime Time due to deficiencies in the areas of online help, unimplemented features, the lack of a supplied reference manual, and a few unresolved bugs that need to be worked out.
New users are advised to wait through a few minor revisions or to acquire the DOS version along with Winisis. CDS/lSIS is extremely versatile in adjusting to diverse environments because of the level of control over the system. The cost savings in licenses for institutional use and compatibility with low-powered hardware can more than offset the lack of centralized support that is found in commercial software. The level of support and resources found worldwide can enable both small and large organizations to use CDS/ISIS.
Acknowledgments
Special thanks to the following who have answered questions, posed questions, and helped by sending screen shots and documentation: Francesco Dell'Orso, Italy; Ernesto Spinak, Uraguay; Elaine Hopper, Australia; Jai Havaru, India; Mer Jacs6, Hawaii; Werner Hillebrecht, Namibia; Ben Winnubst, New Zealand; Deirdre Williams, St. Lucia; Gimilio Raymond, France; Andrew Buxton, UK; Eustache Megnibeto, Benin; Norberto Manzanos, Argentina.
Notes
1. Steve Osborne, Bibliographic Software, at http://www. scholarsquest.com/Scholars-Quest/References/ Gathering/Reference-Tools/BibliographicSoftware. html.
2. E-mail conversations with Werner Hillebrecht, reference librarian, National Library of Namibia.
3. E-mail conversations with Deirdre Williams, SALCC, St.Lucia.
4. "LAMP," Pakistan Library Association, in English and Urdu. The exact sum and availability of this program is unclear at this point.
About the Author
Steve Osborne is a graduate student studying for an M.LS. degree from the School of Library and Information Science at Indiana University-Purdue University at Indianapolis. He is also the publisher of Scholar's Quest, a Web site devoted to the gathering and using of references for the production of documents (http://www.scholarsquest.com). The major effort at Scholar's Quest has been on bibliographic software and resources, library software, reference sources, publication of original work in the field, and an FTP site for programs and utilities for bibliographic software. He can be reached by e-mail at [email protected]
Copyright Sage Publications, Inc. 1999