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Integrated Digital Library System (IDLS)

Presentation to the Council by Karen Taylor, CNIB

December 2, 2002

Table of Contents

What is an Integrated Digital Library System (IDLS)

  • The IDLS is a suite of systems designed to integrate the technological infrastructure which supports the CNIB Library's services to clients
  • "End-to-end" solution for acquiring, producing, securing, distributing, and preserving digital content

What are the Benefits of an IDLS?

  • The benefits are grouped into Four areas
    • General / Overarching
    • Enhanced Client Services
    • Optimized Production Processes
    • Systems and Workflow Integration

IDLS Benefits - General / Overarching

  • Ensure that digital content resides in a secure, reliable and easily accessible repository
  • Store and manage the long term preservation of large volumes of digital assets
  • Facilitate delivery using a variety of media and delivery mechanisms
  • Facilitate digital rights management over the assets to protect both the CNIB and content providers

IDLS Benefits - Clients

New client services and delivery options

  • Digital audio through new delivery methods
    • Compact disc
    • Download from Internet
    • Streaming from Internet
    • Potential for streaming over telephone, delivery to PDAs
  • Different profiling options (e.g.
  • Expanding informational services on "portals" (e.g., book reviews)

IDLS Benefits - Production

  • Digital technologies reduce production time
    • Production efficiencies
    • Automated workflow
    • Central repository of resources
    • Automated duplication & labelling
    • Faster turnaround
  • More Books for the Clients

IDLS Benefits - Integration

  • Integration will allow us to develop automated workflows centered on digital assets (rather than physical assets - tapes, reels, etc.)
  • Integration will provide management with more accurate and timely information for decision-making (rather than assembling data from different systems)

CNIB's Approach to the Implementation of an IDLS

  • 3 Phases
    • Digital Handling System
      • Storage repository and distribution component
    • Production & Sales Management System
      • PSMS will manage the production of assets, including scheduling of work and facilities
    • Integrated Library System
      • ILS will provide traditional library services such as acquisitions, cataloguing and circulation
  • Why?
    • Because it is less expensive and avoids the risks inherent in a "BIG BANG" approach.

Digital Handling System Project

  • Four main functional aspects of the DHS are:
    • Digital repository
    • Preservation control
    • E-delivery
    • Digital rights management

DHS - Digital Repository

  • Secure repository for all versions and format copies of all digital assets
  • Store work in progress and completed works for a wide variety of formats - WAV, MPEG, braille, text, images
  • Store metadata on assets
  • Control versions, check-in/check-out, audit history
  • Control access to all copies of all assets
  • Allow effective search on work in progress and completed works
  • Facilitate retrieval of assets through searching metadata stored both in the DHS and in library catalog
  • Integrate effectively with other components of DHS - DRM, e-delivery and preservation control

DHS - Preservation Control

  • Manage an offline protection copy of every digital asset (where it is located, what format, what version)
  • Facilitate the evergreening of digital assets (when should assets be migrated to new formats or new media)
  • Automatically notify Library staff when preservation action is needed
  • Integrate with other DHS components - repository, e-delivery, DRM

DHS - E-delivery

  • E-delivery is one of many possible client access and content distribution points
  • E-delivery channel - web access - will enable clients to search for digital content and request access (via download, physical copy distribution, etc.)
  • Accessibility via adaptive technology is critical
  • Personalized, customizable interface for clients of all ages
  • Integration with repository, DRM and preservation control components


  • Gateways to Web, customizable by client
  • Basic features:
    • Library news, items of interest
    • Client profile
    • Recently accessed files
    • Suggested reading
    • Searching within our OPAC and any other online OPAC
      • The Z39.50 protocol is the underlying tool of this service

Types of Portals

  • Main portal
    • Generic view, prior to customization
  • Seniors' Portal
    • Largest demographic group
  • Children's Portal
    • Games and content for children
    • Interactive "Chat" and Messaging
  • Designed with the intent to be "inviting" to our young clients and their sighted friends

DHS - Digital Rights Management What Is it?

  • Tool or Tools that:
    • Facilitate the management of rights for all versions of all formats of digital assets
    • Provide flexibility the type of business models - rights granted to individuals, groups, institutions
    • Protect assets from copying, printing and subsequent distribution
    • Track rights granted
    • Authenticate users

IDLS Project Progress- Where are we now?

  • Finalized requirements for Digital Handling System
    • Fully realized System and Business Requirements Documentation
  • Completed DHS Planning Project
    • identified and selected a vendor for the DHS
    • plan the DHS implementation

Vendor Evaluation

  • Vendors were evaluated by the project team, as well the Library executive
  • OpenText was unanimously selected as the preferred vendor for the Digital Asset Management system (pending negotiations)
  • No DRM vendor was recommended


  • Canadian technology company with extensive experience in document management, digital asset management, and library systems
  • Impressed with the functional richness of their product, Livelink
  • Close to compliance with Section 508
  • Only vendor which demonstrated with JAWS

What about DRM?

  • Technology and marketplace are not yet mature enough to offer a full-featured product
  • Vendors have targeted very specific markets, e.g., internal corporate communications
  • Publishing community has endorsed DRM
  • Individual publishers have not yet taken a definitive position

Next Steps?

  • Oct 2002 - Begin Implementation of DHS
    • Business Process Re-engineering
      • System implementation is an ideal time to re-evaluate workflow and processes
      • Ensure that business processes and system complement one another
  • Testing Methodology and Test Matrix Creation
    • Detailed Testing Matrix developed from Use Case Documentation
  • Summer 2003 - Develop Requirements for IDLS Phase 2: Production and Sales Management.