Components of Information System: Information System consists of a number of organs or components. These organs or components work in harmony to achieve the define purposes. The main components of Information Systems are
i) Libraries
ii) Documentation Centresiii) Information Centres
iv) Data Banks
v) Data Centres
vi) Information Analysis Centres
vii) Referral Centres
viii) Clearing Houses
ix) Translation Centres, etc.
1. Libraries: Libraries are by far the oldest institutions
charged with the responsibility of collecting, storing and disseminating of
information. Library is a collection of books or other written or printed
materials, as well as the facility in which they are housed and served the
reader within an institution that is responsible for their maintenance.
According to Ranganathan, the father of library science in India “a library is
a public institution or establishment charged with the care of collection of
books, the duty of making them accessible to those who require the use of them
and the task of converting every person in its neighborhood into a habitual
library goers and reader of books.”
Libraries are
established by the government, academic institutions or by some other special
organizations. Libraries can be grouped into three major divisions i.e Public
(State Central Library, District Library, Sub divisional Library, Rural
Library), Academic (University Library, College Library), School and Special
(Libraries attached to industries, Doordarshan Kendra, All India Radio, etc).
a) Collections: In ancient day libraries gathered huge collection
of manuscripts and preserved them most efficiently for the posterity. Modern
libraries may contain a wide range of materials, including manuscripts and
pamphlets, posters, photographs, motion pictures, and videotapes, sound
recordings, and computer databases in various forms.
b) Services: Libraries are the carriers of information from one
generation to the next generation. Most of the new technology based information
businesses are still largely dependent on the library for their survival which
includes information broker, consultants, referral centre. In the days of IT
also libraries continue to serve millions of grateful users in new and improved
ways and it is hoped that in neat future also it will be the only affordable
source of information.
The change in structure of libraries comes as an
information system that consists of a number of organs or components. These
organs or components work in harmony to achieve the define purposes. It is advantageous to discuss the changing
role of library and information centers on the basis of such information unit
or change in structure of the libraries.
2. Documentation Centres: ASLIB adopted the definition of the
term documentation for the Journal of Documentation in 1945 as “recording,
organization and dissemination of specialized knowledge”. Late Dr. S. C.
Bradford defines it as “the art of documentation is the art of collecting,
classifying and making readily accessible the records of all kinds of
intellectual activities”.
a) Origin of Documentation Centres: Books were not able to
communicate latest scientific thought as a result importance of scientific
periodicals had increased. With the acceleration of research scientific
periodicals gained further importance. Along with the scientific periodicals
new kind of literature like conference proceedings, annual reviews, patents,
standards and specification, theses, secondary periodicals like indexing and
abstracting journals, directories, research reports, etc. started appearing in
big way. Further these paper based information sources are supplemented by CD,
DVD, etc. As a result libraries started acquiring all these materials along
with books. To have a comprehensive term for all these media of communication
“Documentation” was brought into vogue. The reader for this kind of new
literature steadily increases but the nature of complexity of information
sources led to the demand of services that are outside the domain of
traditional libraries and the traditional library techniques were found to be
unsuitable hence, a new breed of organization known as documentation centres
paved the way.
b) Services: Documentation centres find out new vistas in serving
the need of the user. It gives emphasis towards provision of information
contained in document rather than serving the document themselves. It analyses
the content of the documentation in finer details, provide indexing,
abstracting, union catalogue, translation, etc. services to meet the need of
the specialist users. Another basic function of any documentation centres is
that it brings to the notice of specialist user, current and recent literature
of value to them. Services of documentation centres are designed to satisfy the
existing and anticipated needs of its users. The main purposes served by these units are
- To answer the
queries;
- To help in
finding the primary document;
- To identify as
accurately as possible all information of potential interest to users;
- To see that the
user receive the information.
3. Information Centres: An information centre can be defined as
“an organization that
a) Select, acquire stores and retrieve specific information
in response to requests.b) Announces, abstract, extract and indexes information and
c) Disseminate information in response to requests from documents or in anticipation”.
Meltzer defines
the information centre as “The Special library with added functions of
analyzing and synthesizing information needed by management, staff and the
technical personnel of the organization”. Thus information centres gives
emphasis towards the provision of information contained in the document rather
than document themselves which is the main consideration of traditional
libraries.
A library
handles and provides address of a document containing information but an
information centre gives information that is inside the document and also
processes and disseminates it. The information centre differs from the library
in following main areas
i) Degree of delegation by the
user i.e. the task of searching and evaluating information is dome by the staff
ii) Exercise of judgment and
evaluation as to the importance of the retrieved material in relation to the
client’s request
iii) The giving of information
itself rather than document.
iv) The processing of search
input into a variety of search products
v) Provides information to not
only user of parent organization but also outside the organization too.
vi) Not only acquire, process,
store and retrieve information (the library function) but also reduce analyse
and present information / data.
4. Data Banks: Data Banks are usually concerned with a broader
field. They are very precise grids to extract the raw data from data collection
and the relevant literature which they arrange in structured files so as to be
ready for subsequent processing to answer user queries. The essential
characteristic of data bank is storing information in a form (so data should be
in a machine readable files i.e. for storing and retrieving of data computer
should be used) which will allow continuous updating, augmentation and approach
from different points of view and which has the capacity of supporting
simultaneously a number of user at remote locations. To use the analogy of a
bank, a user can deposit or withdraw from several branches.
Satmana defines a data bank as an
open information system with sets of data known as files. It is composed of the
following elements
i) The basic files known as data base.ii) A filing system that makes to integrate data from different files, relative to the same entities
iii) A data processing system that allows users to extract relevant information from the files adopted to their needs and in a form suited to their decision pattern.
Data centre and
data banks are dissimilar only regarding the subjects they deals and type of
data they handle. Simply stated data centres handle only numerical data and
mostly for science and technology. Data banks are multidisciplinary and deal
with all types of data particularly administrative, statistical,
techno-economics, census and survey, and similar other that are produced by
several institutions. Data banks handle data only while data centres handle
data themselves or literature about data.
5. Data Centres: According to UNESCO a data centre “constitutes
an organization handling quantitative numerical data” Such centers take the
primary function of collecting, organizing, and disseminating data (mainly
numerical) and also provide a measurement service and are in a position to
advance relevant measurement techniques. They store data on a narrow field of
specification. Data centres try to collect arrange and store numerical data
pertaining to a specific subject field or to answer specific queries. Data
centre activities are anticipatory operations planned keeping in view the
requirements of its user. It also checks systematically all available data and
organizes them into a number of categories for the purpose of showing the
current state of knowledge together with comments on the precision or
reliability of the data in regard to the various aspects of a product or
phenomena. It may be stated here that the activities of a data centre may
comprise of the following
i) Data Collectionii) Data Control
iii) Data Codification
iv) Data Organization ans structuring into a database
v) Data Retrieval
Example of data
centre include National Data Centre for Crystallography, University of Madras, India.
6. Information Analysis Centres: The COSATI standing panel wrote
the following comprehensive definition of Information Analysis Centre (IAC) “An
information analysis centre is a formally structured organizational unit,
specifically (but not necessarily exclusively) established for the purpose of acquiring,
selecting, storing, retrieving, evaluating, analyzing an synthesizing a body of
information and / or data in a clearly defined specialized field or pertaining
to a specified mission with intent of compiling, digesting, repackaging or
otherwise organizing and presenting pertinent information and / or data in a
form most authoritative, timely and useful to a society of peers and
management”.
The key
activities of IAC s are analysis, interpretation, synthesis, evaluation and
repackaging of information carried out by subject specialists, resulting in the
production of new, evaluated information in the form of critical reviews, state
of art, monographs or data compilation as well as substantive, evaluated
responses to queries for the purpose of assisting a community of users more
broadly representative than the staff of the parent institutes of laboratories.
These centres have to closely monitor the
literature produced in the field, evaluate the utility of each piece of
information so gathered and the information are communicate to the users in a
directly usable form. The results of analysis are communicated either through a
regular publication or by way of sporadic reports. It is very much essential
that these centres should verify the information so gathered with regard to the
validity, reliability and accuracy before dissemination.
7. Referral
Centres: These do not provide the
user with the documents. Instead it refers or directs them to the source from
where they can get the data or the documents. Mostly to secondary publication,
information centres, professional organizations, research institutions,
clearing houses and individual scientist, etc. They maintain files of sources,
directories, etc. The referral centre may even bring out such documents. So, in
simple referral centre provide switching mechanism among different types
of information institutions. The
referral service may be one of the activities of a documentation centre and it
is difficult to find units performing this function exclusively. To
achieve its objectives a referral centre has to perform certain basic
operations. These includes
i) A referral centre possesses an
inventory of all significant information resources in different disciplines.
ii) It compiles and publishes
directories of scientific and technical information resources.
iii) It analyzes the operating
relationships that exist in the scientific information.
The function
of referral centres includes
i) Collect
information about information sources within the range of scope of either the
subject or activity of the referral centre.
ii) Prepares
comprehensive inventory of types of information services available from these
sources with a detailed subject index to facilitate access.
iii) Functions as
an intermediary between inquirers and the organization or individuals who
possess specialized information of the subject of enquiry;
iv) Guides users to appropriate sources where from the required
information may be obtaining.
The Examples of referral center
includes
a) British Library Lending Division (BLLD), UK.
b) National Referral Centre, Library of Congress.
8. Clearing Houses: A clearing house is a central agency for
collection, classification and distribution of information. It may include
specialized information centres as well as conventional libraries. It
represents a depository for document with the additional objectives of
servicing as a central agency engaged in the distribution of information. It
also includes such functions as collecting and maintaining records of research
and development.
Clearing houses
provide a single point of access to documents originating from a number of
sources from different places, in different languages. The producers of the documents inform the clearing house about the
bibliographical details of the document and usually send them a copy. The
clearing houses circulate the description of the documents to the organization
that are interested in the field and to the participating organizations. They
may provide a copy of these documents as well on request if available. These
units are organized either on a cooperative basis or by an international or
national agency.
Most of the
clearing houses have specialized as well as they developed collections. They
have information gathering network to acquire documents in their subject areas.
They also provide specialized information services in some selected areas. They
answer specific and general type of questions and may act as central searching
places for enquiry especially for research and development areas.
The difference between a
documentation center and a clearing house is that the documentation centre
deals with conventional documents, whereas the clearing house deals with the
non-conventional documents like conference proceedings, scientific reports,
document of limited circulation, etc.
a) National Translation Centre, Chicago, America
b) International Translation
Centre, Delft, Netherlands
c) British Library Lending
Division, Boston
10. Data
Consolidation and Evaluation Centre:
It is an advance form of information units which check systematically all
available data and organize them into a number of categories for the purpose of
showing the current state of knowledge together with comments on the precision
or reliability of the data in regard to the various aspects of a product or
phenomenon.
11. Let Us Sum Up: In practical life each of the information
unit performs more or less the same function, at least to a certain extent
making it difficult to make a distinction between different components of
information system. So it will not be correct to go by the name of the
information unit. However Claire Guinchat and Michel Menou say that the most
important criterion for distinguishing the information unit is the kind of
information activity (or the primary function) they perform.
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