Implementation of the iBalikpapan Digital Library

Afif Azhari and Dessy Harisanty

Library Studies, Faculty of Vocational Education, Universitas Airlangga, Dharmawangsa Dalam, Surabaya, Indonesia

Keywords: iBalikpapan, Digital Library, Public Library.

Abstract: Digital library is a source of information that provides collections in digital format and can be accessed

through electronic device and media. Digital library has the same important role as physical libraries. One

of the city libraries that provide digital library services is the Balikpapan City Library and Archives Office

(Balikpapan City Library and Archives Office), named as iBalikpapan. The purpose of this study is to know

the implementation of the iBalikpapan digital library. The method used is descriptive qualitative with the

data collected through observation on the iBalikpapan digital library by using all its features, and document

study by investigating datas obtained from documents, notes, files, and other data’s that have been

documented. The results show that the iBalikpapan digital library has fulfilled the six-ware component

standard which includes software, hardware, NetWare, data ware, brain ware, environment ware and has

been well integrated in terms of the process and ingredients. It is also found that the use of iBalikpapan is

similar as conventional libraries. However, most of its functions are used digitally using smartphone, PC,

and other electronic media. iBalikapan also added social media features. When a user borrows a book, there

will be an announcement on the profile page of the user. Each user can add book recommendations to other

users. A user can view other users' profile pages and see the collections that have been borrowed. In

addition, users can send messages through the chat feature with other users.

1 INTRODUCTION

Digital libraries have important roles in the process

of information retrieval, just like physical libraries

(Sunyowati et al. 2022). Whether it is in the city or

districts area, there are residents whose homes are

far from the library; this causes the residents living

in an unreachable area become reluctant to visit the

library (Romadhona 2022), and searches information

from other sources that may be incorrect or even

illegal (Srirahayu et al., 2021). Therefore, digital

library was created to facilitate readers with the

information they are looking for in the right way,

despite there are indeed many users who prefer to

look for information other than in the library

because they are used to it. Indeed, seeking and

using information is a fixed part of human life

(Johnstone et al., 2012).

The development of digital library must be

carried out continuously so that people are more

interested in finding information in the library

(Subagyono et al. 2022). For this reason, Balikpapan

City Library and Archives Office makes an

application-based digital library that can be accessed

using a PC or smartphone. In the process of making,

Balikpapan City Library and Archives Office

collaborated with PT Woolu Aksara Maya, a digital

technology-based company. In addition to

Balikpapan, there are 19 other cities in Indonesia

that collaborate with PT Woolu Aksara Maya. The

characteristics of the digital library carried out by PT

Woolu Aksara Maya is to have the 'i' in front of the

digital library so that the name of Balikpapan's

digital library is in Balikpapan.

Balikpapan, East Kalimantan, is a new city in

Indonesia with 121 years of age. The total

population of Balikpapan, according to Badan Pusat

Statistic Kota Balikpapan (Balikpapan City Central

Bureau of Statistics), is 636,027 people in 2017,

which is considered as not too populated when

compared to large cities such as Surabaya with a

population of 2,765,487 in 2010 which continues to

grow every year (Romadhona, Kurniawan, et al.

2022). Because it is a new city, so the growth of the

library there is not yet significant, even though the

quality of education there is good (Romadhona,

Subagyono, et al. 2022). This is indicated by the

library automation system equipped by the

Azhari, A. and Harisanty, D.

Implementation of the iBalikpapan Digital Library.

DOI: 10.5220/0008667500002300

Paper published under CC license (CC BY-NC-ND 4.0)

In Proceedings of the 3rd International Conference on Record and Library: Local Knowledge, Past, Present, and Future (ICRL 2018), pages 60-67

ISBN: 978-989-758-712-2

Balikpapan library called Mysticisms that often exits

itself when used. Therefore, the library plans to use

Inlis from the National Library of Indonesia.

Despite of that, Balikpapan Library's digital

library has lots of interesting features, convenience

for readers, and is easy to use. There are only 20 city

or district libraries in Indonesia that use an

application-based digital library from Woolu Aksara

Maya (Suhariono et al. 2022). Therefore, the writers

wanted to examine the implementation of the

iBalikpapan digital library. Research is not just

assessing an activity spontaneously and incidentally,

but rather an activity to assess something in a

planned and systematic way, based on clear

objectives (Ramayulis, 2010). Research in digital

libraries is a key element to improve services so that

users may obtain information to meet their needs

(Ahmad & Abawajy, 2014).

The purpose of this study is to know the

implementation of the iBalikpapan digital library.

The benefits of this research can be taken into

consideration to improve the quality of the

iBalikpapan digital library.

2 LITERATURE REVIEW

2.1 Digital Library

Digital library is a library whose collection materials

are stored in digital format and can be accessed

through computer. Digital library is one of the

library systems which use electronics to convey

information from various sources and combine

collections, services and human resources in order to

fully support the creation, dissemination, utilization

and storage data information cycle, as well as

knowledge in digital format (Susanto, 2010). The

important role of information and communication

technology influences the storage method, retrieving

information in digital libraries, does not only

changing the meaning behind the classic library

activating, but also making major changes in

services. However, it seems that not all digital

libraries provide their users with services and only a

few of them succeed in fulfilling their roles in the

digital world (Najafi et al., 2014).

Whereas according to other experts, the Digital

Library is a system that has various services and

information objects that support the access of

information objects through digital devices

(Supriyanto, 2008). The digital library, also

commonly known as the electronic library, will be

more optimal if it is connected to the internet

network. This network will provide broad

opportunities to access institutions that provide

information digitally so that the term library without

walls appears. The emergence of this digital library

is very helpful to facilitate the existing work in the

library such as procurement, inventory, cataloguing,

circulation, member management, statistics and so

on. Why is that because digital libraries use software

that has system facilities to integrate library work.

Therefore, digital libraries have many benefits, such

as media dissemination of knowledge, for storage,

maintenance, media promotion and also preventing

duplication and plagiarism. And the advantages of

digital libraries are long distance services, easy

access, cheap, and global networks.

The things that underlie the digital library

include: (1) Knowledge society or the librarians, (2)

Knowledge management is a systematic process of

information management, (3) Knowledge Creation

such as: books, proceedings, papers/articles,

presentations, minutes, diaries, and so on, (4)

Knowledge Management System is a process of

managing knowledge in a systematic and structured

manner (Susanto, 2010). The initial position of the

digital library is that it has to already become a

modern library, where the main component of the

digital library: six-ware, which cover software,

hardware, NetWare, data ware, brain ware,

environment ware, has been well integrated in terms

of the process and ingredients.

Another term that can be used to determine the

main components in digital libraries according to

Setyo Edi Susanto (2010) is six-M which cover, man

(internal and external, and culture), material (digital

collection), money, management (rules, storage,

automation including the software), and metadata

(complete database) (Susanto, 2010).

Many studies on digital libraries have been

previously carried out by various researchers. Here

are some digital library studies that have been done:

The digital library in SMA Negeri 1 Yogyakarta

became the research material for Agus Yazid, a

Yogyakarta State University student. In digital

library planning, the head of the library of SMA

Negeri 1 Yogyakarta was very enthusiastic in

planning a digital library that will be used to

strengthen the E-Learning process. In terms of

funding and budget effectiveness, it can be seen

from the spending that the budget is used to

complement digital library support facilities. The

available collections are also complete, including

books, magazines, and journals. However, the

multimedia collection in the form of videos and

Implementation of the iBalikpapan Digital Library

photos is currently incomplete. The available

facilities can also be considered as accommodating

for it includes computers, scanners, servers, and

internet networks. Another effectiveness is seen in

the monitoring and performance research conducted

by officers relating to the availability of content in

digital libraries. Whereas the ineffectiveness of the

management process lies in the management of

human resources, this occurs because there is only

one librarian in charge of digital libraries, starting

from procurement, checking and maintenance of

facilities (Kurniawan, 2016).

Another research comes from a university's

digital library, studied based on its characteristics as

a digital library by Dimas Sasongko and Rudy

Hartanto (2015) from Gadjah Mada University.

Research on the university’s digital library was

conducted using the HOT Fit Model method. The

HOT Fit Model method was used to determine the

characteristics of the university’s digital library

based on the components of Human, Organization,

and Technology related to digital library facilities.

Guided by the HOT Fit Model method it is found

that the component Human can be found in the

system use (Romadhona, Wati, et al. 2022), which

provides access to information and to other digital

material in the form of portals such as website and

user account, signifying the relationship between the

components Human and digital library facilities

(Romadhona 2020).

The HOT Fit Model states that another

characteristics of digital library is Organization in

which digital libraries are considered as partners of

traditional libraries in managing collection materials

in digital form, digital libraries have an integrated

organizational structure with consistent values to

access data, and digital libraries are not just a

separate unit, the characteristic of organization in

digital libraries has an inseparable relation with its

facilities (Hernoko et al. 2022).

The component Technology relates to possessing

and mastering information, supporting fast and

efficient access, large collections that last from time

to time, organized and well-managed collections,

many data formats, containing objects and not just

representatives of objects, these are the relation

between the component of Technology and digital

library facilities (Romadhona, Wati, et al. 2022).

From the research and analysis of the 10 (ten)

libraries that are included in the world's best ranked

universities and 10 (ten) best ranked digital tertiary

libraries in Indonesia, it can be concluded that all the

objects of the university's digital library match the

characteristics of the digital library as stated by the

HOT Fit Model: in the Human characteristic, in

relation to the use of the system, there are still

differences that arise between several tertiary digital

libraries; not all research objects’ website portals are

not yet merged with the library website, and there

are still some which have not yet created user login

facilities on the home page or start page.

3 RESEARCH METHOD

The method used in this study is descriptive

qualitative, with the data collected from the

documents from iBalikpapan and Balikpapan City

Library and Archives Office. A document tells the

fact of an event that has happened stored in various

materials in the form of records or pictures, also

known as documentation. Most of the data’s

available are in the form of letters, reports,

regulations, diaries, biographies, symbols, artifacts,

photos, sketches and other data stored. Document

review is carried out by investigating data obtained

from documents, records, files, and other things that

have been documented (Djaelani, 2013). Other data

collection used is simple observation, using the

iBalikpapan digital library and all its features.

4 RESULTS AND DISCUSSION

4.1 Six-ware iBalikpapan Digital

Library

Software iBalikpapan accommodates the automation

of procurement/processing of collections,

membership, service and administration of libraries.

iBalikpapan software can be accessed online or

offline but must be accessed by the administrator.

Hardware iBalikpapan is based on a digital

library design that includes computer input and

digital data processing, where the processing

capacity of digital collection files requires a large

capacity, which is more than 1 tb/terabyte. The

hardware is in the form of a server computer located

at PT Woolu Aksara Maya.

Netware iBalikpapan is a network device in the

form of internet to be accessed by the users.

Meanwhile the use of LAN networks is to be

operated by the admin server.

Data ware is a set of data that forms various

groups of information that are ready to be accessed

by the users. In iBalikpapan the data served is in the

ICRL 2018 - 3rd International Conference on Record and Library

form of text and images but only in the cover section

of the book.

Brain ware is the knowledge resources that exist

within the library staffs both individually and

collectively. Each iBalikpapan librarian could

operate computer and manage digital data, as well as

processing the iBalikpapan software.

Environment ware covers the conditions of the

place, the surrounding environment, and the culture

of the people (employees and users), since digital

libraries tend to use a lot of electronic devices, they

require conducive environmental conditions, both in

terms of air temperature, humidity, electricity and

others (Susanto, 2010). Due to iBalikpapan being a

digital library, the environment can be adjusted up to

the users. However, if the users would like to access

iBalikpapan from PC, the room which facilitates it

can be found at the Balikpapan City Library and

Archives Office and has adjusted the air temperature,

humidity, and sufficient electricity. Likewise, the

iBalikpapan server room is equipped with an air

conditioner and equipment’s to prevent insects and

animals from destroying the computer and its

components.

In the first of the six-ware; software, iBalikpapan

digital library uses iLibrary type applications that

can be downloaded and then installed on the

smartphone or PC by the users. In hardware, the

server computers are at PT Woolu Aksara Maya,

while the management can be done at the

Balikpapan City Library and Archives Office by the

librarians on duty.

For NetWare, iBalikpapan uses the internet as

their accessing media so that the regional and time

boundaries become very broad. For data ware,

iBalikpapan displays collection data such as number

of copies, status, cover, title in a special form, and

collection contents that can only be read through

iBalikpapan in a text format that cannot be

downloaded to avoid copyright infringement. For

brain ware, iBalikpapan is run by librarians who act

as the administrators who manage digital libraries.

From the six-ware owned by iBalikpapan, it can

be considered that iBalikpapan is a digital library

that meets standards of a digital library or a modern

library.

4.2 Implementation of the iBalikpapan

Digital Library

Traditional libraries have provided information for

centuries, but with the development of the

information technology era, libraries are required to

be able to provide information anywhere and

anytime; this is the weaknesses of traditional

libraries that requires users to visit a certain building

whenever they want to find any information.

Digital libraries become the solution to the

weaknesses of traditional libraries for they provide

collections that are available in digital form;

allowing users to access it anywhere and anytime.

Digital library is not another type of libraries, it is

more of a development in the library service system.

For instance, in a special library or university

library, the collections can be accessed through the

internet. The source of information or a collection of

library materials do not have to be present

physically, because the information has been

transformed into digital. Library users can access it

through certain equipment. Therefore, digital

libraries can also be referred as virtual library. The

information has been widely accessed because it is

very practical and effective, however, the concept

has not yet been widely understood by everyone.

This is due to digital library requiring high

technology services and is relatively expensive, for

that reason, not all libraries are able to provide these

facilities for its users (Supsiloani, 2006).

Most digital libraries in Indonesia are from

universities, and there are only several from the

regional library. One of those regional libraries that

have digital is the Balikpapan's regional library. The

digital library is owned by Balikpapan City Library

and Archives Office.

iBalikpapan digital library is a collaboration

between Balikpapan City Library and Archives

Office with PT. Woolu Aksara Maya who developed

Digital Right Management (DRM) which specializes

in managing digital content. iBalikpapan has been

operated by Balikpapan City Library and Archives

Office since August 2017. Its development to date is

as follows:

Table 1: IBalikpapan development in August 2018.

No. Frequency Total

1 Current titles 4914

2 Total copies 78238

3 Total active titles borrowed 3164

4 Upcoming titles, is still the

rocurement

rocess

2426

Total titles that have been borrowed 4745

6 E-pustaka (a corner in a digital

library)

7 IBalikpapan users 996

The data was obtained from librarians of

Balikpapan City Library and Archives Office who

Implementation of the iBalikpapan Digital Library

were in charge as the admin of iBalikpapan. The

number of titles currently available is 4914, with the

5 best book categories; fiction, 1963 times

borrowed, young adult fiction 626 times borrowed,

religious books 184 times borrowed, children’s book

158 times borrowed. Each title has diverse copies,

there are 10 copies, and at least 2 copies. However,

from the writer’s observation on the iBalikpapan

most titles have above 3 copies.

Of the 4914 titles, there are 4745 titles that have

been borrowed, with active or frequently borrowed

titles totalling 3164 titles. There are 1581 titles of

books that have been borrowed even though not

frequently. The titles that have not been borrowed

are 169 titles.

The upcoming titles that are still in the

procurement process are 2426 titles. E-pustaka is a

corner inside the iBalikpapan digital library. Some

examples are the e-pustaka of STIE Madani

Balikpapan, SMAN 2 Balikpapan, and other

agencies or institutions in Balikpapan that

participated in opening the corner at iBalikpapan.

The e-pustaka corner is operated by Balikpapan City

Library and Archives Office. There are currently 53

e-pustaka. The users of iBalikpapan since the

opening of the service in August 2017 totalled 996

users.

4.3 Use of iBalikpapan

The use of iBalikpapan is the same as the digital

version conventional libraries in general. It can be

accessed through smartphone or PC. The outline of

the usage can be seen in the following figure:

Figure 1: iBalikpapan Usage Scheme.

First of all, the prospective users must download

iBalikpapan through the website http://

ibalikpapan.id/ or play store if the users use Android

smartphones. After downloading and installing

iBalikpapan, prospective users must first create an

account using email. After creating an account,

prospective users will become users and use

iBalikpapan.

After becoming a library user, it is up to the users

to choose e-pustaka first or choose the collection

titles that are sought right away. E-pustaka is a

corner with different collections and several similar

collections with the ones provided by iBalikpapan.

The corner is filled up by collections owned by

institutions, agencies, or individuals who contributed

their collections in iBalikpapan. E-pustaka is

soperated by Balikpapan City Library and Archives

Office. E-pustaka section is displayed as in the

following picture:

Figure 2: E-pustaka iBalikpapan.

After selecting e-pustaka, the users may choose

the collection provided by the e-pustaka service.

Collection can be browsed through a search box or

subject. If the sought collections are found, what

should be done next is click the “borrow” icon to

borrow the book and read the collection. The display

is as follows:

ICRL 2018 - 3rd International Conference on Record and Library

Figure 3: Borrowing the iBalikpapan Collection.

After borrowing the collection, the users will be able

to read the collection. The collection will be

available for only 7 days of borrowing, if it has been

more than 7 days, the collection will be returned

automatically by the system and can no longer be

read. To read the collection that has been returned

automatically, repeat the steps to borrow again, this

will enable the users to keep borrowing the digital

book as long as there are copies left.

Aside from being a place to find information

through electronic media, iBalikapan also added

social media features. When a user borrows a book,

there will be an announcement on the homepage of

the user. Each user can add book recommendations

to other users. Visitors can view other users' profile

pages and see the collections that have been

borrowed. In addition, users can send messages

through the chat feature with other users.

Figure 4: A Profile Page on iBalikpapan.

The user’s profile picture is displayed on the top

left screen, the chat button on the bottom right of the

picture will enable users to start the chat, the newbie

status indicates that the user has just joined, Tentang

Saya or About Me can be filled with a brief

description of the user, the follower shows other

users who follow the user’s activity, following

shows other users the user followed, clicking the

follow button enables other users to to follow the

user. In the history section we can see what books

the user has borrowed. In the queue list, we can see

the list of books that are booked by the user after

other users return the books.

4.4 The Advantages of the iBalikpapan

Digital Library

iBalikpapan digital library works faster and easier in

finding information that is needed and desired by

library users, therefore, it saves more time and is

proven to be more effective. Library users are not

required to go to the library. Users simply need to

open iBalikpapan with the electronic device they

own, this causes the finding and reading process

becomes more comfortable and easier. With digital

collections, libraries have an easier access in sharing

data or information with users or other work partners

Collections that are stored in digital or

electronic form are more durable compared non-

digital storage systems that are influenced by natural

factors. Digital collections cannot be damaged or

lost due to animal factors such as silver fish.

These advantages are in line with those expressed by

Harvey (1993) regarding the advantages of

collections in digital format, including: (1) can be

published quickly and distributed without

deterioration of quality through electronic

communication networks; (2) saving storage space;

(3) can be stored in various forms of media and can

be transferred from one storage media to another

storage media; (4) offer a process of retrieval and

access to information more quickly.

4.5 Disadvantage of iBalikpapan

Digital Library

iBalikpapan digital library does have its own

advantages as an information provider. However,

there are also some disadvantages in the iBalikpapan

digital library.

The existence of iBalikpapan digital library

causes the number of library visitors to be reduced.

If all users access digital libraries from their homes

or other places they are in, then library visitors will

be reduced. This is due to the users lacking the need

to physically visit the library, because they are able

to visit the library online.

Implementation of the iBalikpapan Digital Library

The next disadvantage is due to the application

being processed by two parties, Balikpapan City

Library and Archives Office and PT. Woolu Aksara

Maya, if there are problems at the Aksara Maya

workplace such as servers not running properly or

natural disasters, or other unexpected possibilities,

then iBalikpapan that is used in Balikpapan will also

be affected even though the problem is PT. Woolu

Aksara Maya in Yogyakarta. In addition, it does not

rule out the possibility that computer viruses can

attack iBalikpapan through hackers or unintentional

internal errors. This is one of the shortcomings that

often occur in addition to internal problems such as

limited human resources, external problems are a

virus that attacks digital collections (Rahman, 2005).

Another problem is that users who do not have

any electronic device that is needed to access

iBalikpapan will not be able to access it. iBalikpapan

can only be accessed by users via Android

smartphone or Windows computer. However, not all

library users own such media, this prevents several

users to enjoy the convenience of iBalikpapan.

In terms of increasing the number of iBalikpapan

users, before designing and applying any new

concepts, including digital libraries, an analysis of

the needs of users must be carried out first (Tedd &

Large, 2005). This is done mainly to find out what

information they need when visiting a digital library.

In addition, the results of the analysis will influence

the design of digital libraries that will be

implemented. Next is to determine the users of the

concepted digital library. This determination is very

important because each user has different

information needs. An important process that should

be done is training (Garcia & Barbour, 2018).

Librarians, as the managers of iBalikpapan, need

to teach the public regarding the operation of

iBalikpapan digital library through socialization in

schools or in public places in Balikpapan. In

addition, users also need to be taught on how to use

and access the iBalikpapan collection. Balikpapan

City Library and Archives Office needs to conduct

research annually or every few months to maintain

the stability of the digital library. Some research

techniques include gathering users’ opinions or

looking at records of transactions by the user (Mafar,

2012).

5 CONCLUSIONS

The iBalikpapan digital library has been serving the

public since August 2017 through Balikpapan City

Library and Archives Office with the help of PT.

Woolu Aksara Maya and has a digital collection of

4914 titles and 78238 copies. There are 3164 active

titles that can be borrowed, indicating that the title

attracts the attention of the user. There are 996 users,

which indicates that Balikpapan City Library and

Archives Office must held more socialization on the

advantages and uses of the iBalikpapan digital

library.

To use iBalikpapan, first create a user account,

choose collections, click borrow collections, then

after 7 days the collection will automatically be

returned and cannot be read. However, it can be

borrowed again if the copies are still available. In

iBalikpapan the users can be connect with other

users through chatting, profile pages, viewing the

borrowing history of other users, and commenting

on the borrowing history.

iBalikpapan digital library has already possess

the standard six-ware components which involve

software, hardware, NetWare, data ware, brain

ware, environment ware that are well-integrated

based on the means and the process. iBalikpapan

software accommodates the procurement and

processing of collections, membership, service, and

library administration. The software can be used

online and offline, however, it should be accessed by

the admin. iBalikpapan hardware was created

through the design of digital library revolving

around computer input and digital data processor in

which the processing of digital collection requires

large storage capacity, more than 1 terabyte. The

hardware, which is a computer server, is in PT.

Woolu Aksara Maya. iBalikpapan NetWare is a

network in the form of internet which will be used

by the library users, where LAN will be used by the

server admin. Dataware is a set of data which

compare the information to be accessed by the users.

In iBalikpapan the data being provided are in the

form of text and pictures as in book voters. Brain

ware is the knowledge possessed by the librarians

individually or collectively. Every iBalikpapan

librarian can operate computer and manage digital

data, and the ability to operate the iBalikpapan

software. In terms of environment ware, due to

iBalikpapan being a digital library, the environment

of the library can be decided by the users

themselves. However, if the users would like to

access iBalikpapan from PC, the room is provided in

Balikpapan City Library and Archives Office, with

adjusted room temperature, humidity, and adequate

electricity. The same thing is also applied in the

server room of iBalikpapan which is equipped with

adjustable temperature and equipment’s to prevent

ICRL 2018 - 3rd International Conference on Record and Library

insects and animals from destroying the computer

and its components.

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