The purpose of this narrative is to provide guidelines for the establishment of a Technical Library.  

INTRODUCTION

The concept of a Technical Library is an important part of Information Resource Management (IRM) and "PRIDE." As projects progress, documentation is produced, both formal and informal deliverables, representing project decisions and descriptions of the various information resources. This intelligence represents a considerable investment for the enterprise. Documentation must be maintained and controlled to protect this investment. It will be referenced frequently for a variety of research purposes.

The library is typically managed by a Technical Librarian who works closely with Project Administration and other "PRIDE" support functions. In many cases, both the Technical Librarian and Project Administrator are implemented by a single person.  

OVERVIEW

The Technical Library is the organization's repository for all project records and approved copies of phase documentation. It may also contain other materials including computer hardware and software manuals, trade publications, text books, source program listings, standards manuals, supplies of forms, etc.

The Technical Library should be organized and patterned after a normal library, complete with procedures for cataloging documentation, check-in/check-out of documentation, etc. Any items which cannot be replaced should remain in the library and copies should be issued instead. If access to the library will be required during off hours, special provisions for controlling this access will need to be established.

The content and use of the Technical Library should not be confused with the content and use of the IRM Repository. Most of the materials in the library are historical and will not require constant access. The IRM contains current documentation for all information resources. This documentation may be accessed as required by the staff. If program source listings are maintained in the library, as opposed to computer source code librarian aids, they may be the only material requiring constant access. During the setup of the library, this subject may be considered as a separate issue.  

ORGANIZATION

The types of items to be maintained in the Technical Library include:

1. PROJECT FILES - filed in project number sequence. There may be sub-files for:

   • PHASE DELIVERABLES - signed copies of all paper deliverables resulting from the methodologies, particularly:

     1. "PRIDE"-EEM Phase 1, "EEM Project Plan"

     2. "PRIDE"-EEM Phase 5, "EEM Project Evaluation"

     3. "PRIDE"-ISEM Phase 1, "System Study & Evaluation Report"

     4. "PRIDE"-ISEM Phase 9, "System Evaluation Report"

     5. "PRIDE"-DBEM Phase 1, "Data Base Study & Evaluation Report"

     6. "PRIDE"-DBEM Phase 9, "DBEM Project Evaluation Report"

   • DETAIL ESTIMATES/SCHEDULES - as prepared by the various human resources assigned to the project.

2. SYSTEM DOCUMENTATION - filed according to the system identifier (XX-XX-XX-XX). This includes:

   • SYSTEM DESIGN MANUALS - provision should also be made to file TRAINING AIDS.

   • SUB-SYSTEM DESIGN MANUALS - provision should be made to file sub-system TEST DATA and TEST RESULTS.

   • ADMINISTRATIVE PROCEDURE MANUALS

   • COMPUTER RUN BOOKS - provision should be made to file computer procedure TEST DATA and TEST RESULTS.

   • ALDBM DESIGN MANUALS

   • APDBM DESIGN MANUALS

   NOTE: System documentation should include both current and historical versions of the documentation.

3. PROGRAM SOURCE CODE LISTINGS - should be organized according to program number (XX-XX-XX-XX) and MD number (MD-XXXXX). Provision should be made to file program/module TEST DATA and TEST RESULTS with the source code.

   Although maintaining paper copies of source code and test data is certainly feasible, it may no longer be practical for companies to do so. Instead, simple control over computer libraries with read/write privileges is often more feasible. It is not uncommon for Technical Libraries to maintain separate computers with production code and test data which is also handy for backup purposes. Under this scenario, libraries are determined by the program number and MD number. For example:

   x:\SOURCE\CC15
   x:\SOURCE\CC15\CC1502
   x:\SOURCE\CC15\CC1502\CC150201
   x:\SOURCE\CC15\CC1502\CC150202
   x:\SOURCE\CC16
   x:\SOURCE\CC16\CC1602
   x:\SOURCE\CC16\CC1602\CC160202
   x:\SOURCE\CC17
   x:\SOURCE\CC17\CC1702
   x:\SOURCE\CC17\CC1702\CC170201
   x:\SOURCE\CC17\CC1702\CC170202
   x:\SOURCE\IS01
   x:\SOURCE\IS0102
   x:\SOURCE\IS010200
   x:\SOURCE\IS010201
   x:\SOURCE\IS010202
   x:\SOURCE\IS010203
   x:\SOURCE\IS010204
   x:\SOURCE\IS010208
   x:\SOURCE\MODULES\MD-90001
   x:\SOURCE\MODULES\MD-90002
   x:\SOURCE\MODULES\MD-90003
   x:\SOURCE\MODULES\MD-90004
   x:\SOURCE\MODULES\MD-90005

   Notice that Sub-System identifiers are used (CC15, CC16, CC17, IS01) as well as computer procedures (CC1502, CC1602, CC1702, IS0102) which are used to store test data and test results at their respective levels. Since modules are normally shared, they are placed in their own sub-directory ("MODULES"). However, there may be instances where it is necessary to place unique modules subordinate to a given program; for example:

   x:\SOURCE\DX07\DX0702\DX070201
   x:\SOURCE\DX07\DX0702\DX070201\MD-30045
   x:\SOURCE\DX07\DX0702\DX070201\MD-30048

   Since modules represent "re-usable" code, this approach is seldom used.

   One final note, these libararies should be routinely backed-up for security and historical purposes.

4. DATA BASE DOCUMENTATION - filed according to the FD number and consists of:

   • ELDBM DESIGN MANUAL

   • EPDBM DESIGN MANUAL

   NOTE: Data Base documentation should include both current and historical versions of the documentation.

5. PROJECT ADMINISTRATION FILES - summary reports filed in chronological sequence (Weekly Reports, Monthly Reports, Quarterly Reports, Annual Reports, etc.). Also, copies of Time Distribution Worksheets (Employee Time Reports) filed by each human resource in chronological order.

6. OTHER ITEMS

   • Trade publications (magazines and newsletters).
   • Conference Proceedings.
   • Text books.
   • Computer manuals (hardware and software).
   • Forms (including "PRIDE" Forms).
   • Audio/Video (tapes, CDs, DVDs, etc.)
   • Standards Manuals

CONTROL

Of these items, determine:

1. Which must be uniquely identified and cataloged for control purposes.

2. Which must remain in the Technical Library and have only copies issued under check-in, check-out control.

3. Which may be obtained directly from the Technical Library under check-in and check-out control. Such items would include: reference books, text books, computer manuals, software manuals, audio/video cassettes, standards manuals, etc.

4. Which may be obtained from the Technical Library without any formal control procedures. This might include such things as trade publications (magazines and newsletters).

5. Which are consumable (do not have to be returned). Possible items include forms, and other perishable supplies.

CONSTRUCTION

1. Determine the types of files required for the library. This is based on the types of items (and quantity) selected for storage in the library. Consider normal shelving and filing cabinets, computer printout binders, microfilm/microfiche readers, etc.

2. Determine office equipment required for the library (e.g., tables, chairs, photocopiers, telephone, etc.).

3. Select a suitable location for the library. This is based on library size and access requirements.

4. Design an information system (with "PRIDE"-ISEM of course) to accommodate Technical Library information requirements.