Implementation of the Digital Library at the Library of Universitas

Pembangunan Nasional (UPN) Veteran East Java

Devi Lufita Sari Fajar Prastiwi, Jazilatul Ula and Dessy Harisanty

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

Keywords: Digital Library, Information System, University Library.

Abstract: Digital libraries have ease the process of information fulfilment for library users. Many college libraries

have implemented digital libraries due to the demands of the external environment that has become aware of

the advantages of internet. Digital libraries must be designed to me the user’s needs. The purpose of this

study was to determine the implementation of digital libraries in the library of Universitas Pembangunan

Nasional Veteran in East Java. The research method used in this study is qualitative methods with a case

study approach. The technique of data collection is observation and interviews with the head of the library

and the manager of the digital library. The result of this study indicates that the implementation of the

digital library in the library of Universitas Pembangunan Nasional Veteran East Java has been going well,

considering the process of analysing the needs of users as well as fulfilling it. The library has developed a

further plan, however it requires to be maximized by adding a media for interaction, for both the users and

librarians. The requirements specification and selection process have been carried out by the library

developer by determining the digital library user targets and supporting features for its users, as well as six

ware standardization (software, hardware, NetWare, data ware, brain ware, and environment ware). For the

running stage, data backups have been carried out, but the server still requires several repairs. Evaluation

has been conducted once a year in order to determine what steps should be taken to develop the digital

library better.

1 INTRODUCTION

The role of library in supporting the National

Education System is regulated in Law No. 20 of

2003 concerning the National Education System, it

is stated that the library is a centre for sources of

information, science, technology, arts and culture

(Subagyono et al. 2022). In addition, libraries as a

part of the world community, also participate in

building communities to provide information and

communication, this includes technology-based

information (Sunyowati et al. 2022). Whereas in the

Law of the Republic of Indonesia Number 43 of

2007 concerning libraries, libraries are institutions

that manage collections of written works, printed

works, and/or record in a professional manner using

a standard system to meet the needs of education,

research, preservation, information and recreation of

the users (Romadhona, Subagyono, et al. 2022).

In general, university libraries are libraries that

are located and owned by a university. Every policy

that will be constructed and applied by the library

must be transparent to the university. University

library is included in the scope of higher education

(Muhammad, 2016).

Digital library is a storage for digital reference

collections such as electronic journals and

information databases (Romadhona, Kurniawan, et

al. 2022). Digital library is a library that manages

every or certain part of the substance from its

collections in a computerized from, as an alternative

or complement to conventional prints, in the form of

micro-material, which files are currently dominated

by library collections (Srirahayu et al., 2021). Thus,

based on the above definition, digital libraries are

similar to conventional libraries, with the advantage

of a digital collection either partially or while as a

complement to the conventional library itself. A

digital library can be considered as successfully

implemented when the sought information is

fulfilled for the users, causing information seekers to

be satisfied with the performance of the digital

library (NoaToschev et al., 2017). Based on the

explanation above, the writers are interested in

Prastiwi, D., Ula, J. and Harisanty, D.

Implementation of the Digital Library at the Library of Universitas Pembangunan Nasional Veteran East Java.

DOI: 10.5220/0008667600002300

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 68-73

ISBN: 978-989-758-712-2

conducting a study on the implementation of the

digital library of Universitas Pembangunan Nasional

Veteran in East Java.

2 LITERATURE REVIEW

2.1 Construction of a Digital Library

The construction of a digital library cannot be

separated from the desire to share (Suhariono et al.

2022). Library seeks to share information with the

users. Therefore, the construction of a digital library

needs to be adjusted with the conditions of the

library. Ideally, before designing and applying new

concepts, including digital libraries, what should be

analysed first are the needs of the users (Romadhona

2022). This is done mainly to find out what kind

information the users would like to seek when

visiting a digital library (Hernoko et al. 2022)r. The

results of the analysis will influence the design of

digital libraries that will be implemented. Therefore,

in its implementation, digital libraries should

provide space that enables the users to share

information, which can also relate to the feedback on

developing digital libraries in the future (Tedd &

Large, 2005).

The next step is planning. On this step, librarians

plan the design of the digital library. The library

should not only provide digital collections that can

be accessed by users, but also needs to guarantee

interaction in the library. Users who visit the digital

library can interact with each other, including

librarians. Interaction between users is realized

through tagging, review, comment, likes. In addition,

users can communicate through online forums that

should be provided by the library, whereas

interactions with librarians are realized through

guest book facilities and online chat (Chandra,

2015). Aside from interacting, users can also act as

digital collection producers. The procurement of

digital collections does not only originate from the

digitization process or from digital collections that

have been owned by library or institution only.

Library users can participate in providing digital

information that is in accordance with the library's

vision and mission. Users are given the authority to

upload their digital collections. This is done, not

only to facilitate the acquisition of digital

collections, but also to anticipate certain conditions

that cause digital collection owners unable to submit

their collections to the library.

The next step is to determine requirement

specification. One of the things that need to be done

at this step is to determine who will be the targeted

users of the digital library. It is very important

because each user will have different information

needs. In addition, the tools what will be needed to

operate the library will also have to be determined.

Based on the plans written above, aside from the

search menu and digital collection download, some

tools such as registration, login, comments,

suggestion, tagging, upload documents, download

documents, and online forums need to be provided

(Webster, 2006). To anticipate the presence of

online users from other countries, it is necessary to

provide language tools that can automatically

translate Indonesian to English.

The next step is the selection process. What will

be done in this step is to select the software

application for digital libraries. The following are 10

questions that can be used as guidelines in the

selection process. First, what software will be able to

meet the desired needs. Second, how many desired

requirements can be fulfilled by the product. Third,

consider whether the standard used in the product is

appropriate. Fourth, what user interface is provided

and is easy to use and is available in several

languages as needed, or whether the product can be

developed based on the language needed. Fifth,

whether the available features can be used for

searching and browsing information contained in

digital libraries. Sixth, consider the experience of

other institutions that have used the product.

Seventh, how is the reputation of the organization or

institution that produces the product. Eighth, how is

the reputation of local suppliers. Ninth, does support

such as training, online help and such are available,

and in what language. And finally, tenth, how are

the implications in terms of legal aspects of the use

of these products.

After considering several things above and

determining which application to use, the next step

is the installation process. This does not only stop

when the digital library application has been

successfully installed. An important process that

cannot be forgotten is training. Librarians as

managers of digital libraries need to be taught how

to use and access digital library collections. The

documentation process is also included in the

installation stage. To anticipate the failure of the

process in running a digital library, it is necessary to

have a manual that also functions as a guide.

Therefore, documentation about how the library is

run should also be made. In addition, it is also

necessary to pay attention to the issue of access

rights and securities.

Implementation of the Digital Library at the Library of Universitas Pembangunan Nasional Veteran East Java

The next stage is running. The most important

process at this step is to backup files, databases,

websites, and software periodically. Some library

managers often forget to backup which results in the

loss of important data when there is a damage to the

digital library. Therefore, a routine schedule should

be determined for data backup on digital libraries.

Besides the backup, software update also needs to be

concerned. Some vendors, whether freeware tends to

update the software which has been produced.

Therefore, digital librarians need to know the time of

any software update so that it can be applied to the

digital library they manage (Martin & Shamari,

2014).

The last step is the evaluation process. This step

is crucial in maintaining the stability of the digital

library running. Some evaluation techniques can be

carried out based on users’ opinions or looking at the

records of transactions carried out by the users

(Mafar, 2012).

2.2 Digital Library Standards

The standard of digital library is generally similar to

non-digital library standard, as stated in article 11 of

Law No. 43 of 2007 concerning Library (collection

standards, facilities and infrastructure standards,

service standards, library staff standards,

implementation standards, management standards),

emphasizing on digital collection and services. The

specific standard for this digital library is still not

clearly define, therefore, special work meetings are

needed to determine its standardization. Some

standards that need attention are as follows:

1. Using the six-ware standard: software,

hardware, NetWare, data ware, brain ware,

and environment ware.

2. Digital collection standards include: the ratio

between the number of digital collections and

the number of potential users: 700/1000 = 70%,

the ratio of digital text collections, digital

image collections, digital sound collections,

video collections, level of access to the total of

digital collections and non-digital collections.

3. Standardization in collecting digital content,

operated by the software directly from the

compiler or the results scanning, this concerns

the completeness and suitability of the

contents.

4. Standardization of scanning process.

5. Standardization of initials from the

organizational sub-unit and the initials of the

collection type. Example: UPT1 = Technical

Implementation Unit in East Kalimantan (Unit

Pelaksana Teknis)

6. Digital file content standardisation (includes

content and access rank). Example: complete

file, but only the cover, foreword, publisher's

description, table of contents, abstract,

approval page, conclusion/suggestion, and

bibliography can be accessed. It is necessary to

provide the separated digital file for each

chapter. This will facilitate the regulation of

access rank and accelerate the access process.

7. Standardization of files, folders, and digital

database naming. Example: D2009sby = Folder

which contains chapters files of the 2009

Dissertation composed by Susilo Bambang

Yudoyono.

8. Standardization the security of digital files.

a. Adobe pdf document image cannot be

copied or pasted.

b. Security system on adobe pdf files: cannot

be printed for certain pages or files, or can

be printed with a low resolution, being

secured by password, and identity

watermark.

c. Includes standardization for backup data.

9. Standardization of digital collection borrowing.

The process of borrowing digital collections

can be done for collections that have copyright

such as books, with a maximum document

security system, which can only be read and

cannot be copied or edited, and after the

borrowing period has passed the digital file

will be self-destruct. The number of borrowers

(equal to the number of copies for printed

collections) can be arranged automatically, as

well as the number of borrowers from the user

profile.

10. Data exchange standard.

3 RESEARCH METHOD

This research uses qualitative methods with a case

study approach. Case studies are specifically

designed to study special cases in detail, the

determinant of a case study is the desire of the

writers to specifically research problems concerning

a special case, taking into account the specific

context of the existence of the case (Pendit, 2013).

The location of this study is the library technical

implementation unit of Universitas Pembangunan

Nasional Veteran in East Java. The data is collected

through observation and interviews with the head of

the library and the manager of the digital library.

ICRL 2018 - 3rd International Conference on Record and Library

4 RESULTS AND DISCUSSION

4.1 Construction of a Digital Library

The planning for the construction of a digital library

at Universitas Pembangunan Nasional Veteran East

Java began with an analysis of the needs of users.

The information needed by academicians is very

diverse, this is due to the many faculties in

Universitas Pembangunan Nasional Veteran East

Java, causing the needs of the users to vary as well.

The information needs go in accordance with the tri

dharma of education, therefore, the library spread

out forms on library users need for the academicians

in the university first.

Next is the planning process. The library

cooperates with the Informatics and technical

implementation unit of Universitas Pembangunan

Nasional Veteran, East Java, as the party that will

construct digital library. However, there are several

features that should be available and provided by

digital libraries that have not been well planned.

This includes the lack of concept on the media of

interaction between users.

Following that is the process of determining the

requirement specification. Users targeted by the

Library and Informatics technical implementation

units are the academicians. The academicians at the

Universitas Pembangunan Nasional Veteran in East

Java include students both freshmen and students

who are in the final level, lecturers, and all staffs at

Universitas Pembangunan Nasional Veteran, East

Java. The technical implementation units determine

the tools that will be used in the digital libraries,

including the feature to display new books,

frequently searched keywords, and downloadable

information in the digital library.

The next step is the selection process. In this

process the technical implementation units of

Library and Informatics choose and select which

software application can be used to build the digital

library. The six-ware that will be used is then

determined. The digital library software of

Universitas Pembangunan Nasional Veteran East

Java accommodates the automation of library

collection, membership, service and administration.

The digital library hardware of Universitas

Pembangunan Nasional Veteran in East Java is

based on a digital library design which includes

computers and digital data processing tools, the

processing capacity of digital collection files

requires a large capacity of more than 1 terabyte.

The NetWare of the digital library is a network

device in the form of internet that can be used by the

library users, while the digital library LAN network

is to be used by the administrators. The digital

library data ware is a set of data that forms various

information groups that are ready to be accessed by

the users. The brain ware of the digital library is a

knowledge resource that exists in library staffs, both

individually and collectively. The Library of

Universitas Pembangunan Nasional Veteran in East

Java human resources can operate computers and

managing digital data, as well as the ability to

manage digital libraries based on their respective

tasks. The environment ware of the digital library

covers the conditions of the place and the

surrounding environment as well as the culture of

employees and users; the digital libraries will be

widely used electronically, therefore conducive

environmental conditions are needed, both in terms

of temperature, humidity, and other factors

concerning the room. The digital library of

Universitas Pembangunan Nasional Veteran in East

Java is located on the 2nd floor, the library

environment is quite safe from natural changes.

The development of the library system began in

199, the central library pioneered in cataloguing

automation activities using the CDS-ISIS system.

The development of collections and information

technology needs to be handled by a more modern

library management information system. Thus in

2003/2004 the library began using a new library

system developed by the Telematics technical

implementation unit and the library of Universitas

Pembangunan Nasional Veteran East Java, known as

SISKA (Sistem Informasi Administrasi

Perpustakaan, Library Administration Information

System) to replace the system that had been used

previously. In 2004 the library used OPAC (Online

Public Access Catalog) that can be accessed through

the address http://siamik.UPNjatim.ac.id/

siska/info.asp.

Since the 2004/2005 the library has developed an

integrated computer system for circulation services,

library members, visitor data, collections

cataloguing, collection reports and loan reports. In

June 2008 the library began to develop Digital

Repository focused on digitizing collections of local

content (academic work) as well as final

assignments, theses, dissertations, research reports,

seminar proceedings, and journals published by

Universitas Pembangunan Nasional Veteran East

Java and other works. The Digital Repository of

Universitas Pembangunan Nasional Veteran East

Java can be accessed through http://

eprints.UPNjatim.ac.id/.

Implementation of the Digital Library at the Library of Universitas Pembangunan Nasional Veteran East Java

Figure 1: Implementation of the Digital Library of

Universitas Pembangunan Nasional Veteran East Java.

The next is the running process, where the digital

library of Universitas Pembangunan Nasional

Veteran East Java regularly backups files, databases,

websites, and software. However, the server that is

used by the library can be considered as lacking. The

server that is being used is not yet stable, causing the

server to crash down several times. This greatly

disrupts the performance of librarians to process

library materials.

The last step is the evaluation process. Every

year, the digital library of Universitas Pembangunan

Nasional Veteran East Java conducts a good

evaluation process on the number of digital library

visitors, the total number digital library material that

is accessed and the number of library material titles

that are uploaded annually in digital libraries.

The digital library of Universitas Pembangunan

Nasional Veteran East Java has implemented six-

ware standardization. For software, the digital

library uses software developed by the library in

collaboration with the technical implementation

informatics unit. For hardware, the server computers

are in the technical implementation informatics unit

that is still in the same building with the library, thus

the management can be done on all floors in the

library. For netware, the digital library uses the

internet to access. Fot dataware, the digital library

displays new collections data as well as digital

library visitor data. For bainware, the digital library

of Universitas Pembangunan Nasional Veteran East

Java is run by the librarians who act as the

administrator of the software.

Concerning the standard of digital collection, the

ratio between the number of digital collections and

the number of potential users in the digital library is

571/1360 = 38%, thus each digital collection owned

by the digital library of Universitas Pembangunan

Nasional Veteran East Java has an utilization ratio of

38% per one collection. This is still relatively low

compared to the utilization ratio of digital

collections owned by ITB's digital library which

reaches 70%. This can be overcome if the library is

able to convert their collections from physical to

digital forms and can be used by library users by

going to the library.

On the standardization of digital content

collection, the academicians who submit their final

projects are required by the library to collect the file

in the form of soft file so that the library will only

have to upload it to the digital library without having

to convert it from physical to digital form. This

strategy is very efficient in processing library

materials and can help improve the librarians’

performance.

For standard of the security of digital files, the

digital library secures their collection by only

publishing library materials in the initial parts only,

with access for contents available for librarians only.

The digital library of Universitas Pembangunan

Nasional Veteran East Java is easier and faster in

finding information that is needed and desired by the

academicians, thus it saves more time and is more

effective. Library users are not required to go to the

library or any other places to access collections. The

advantages of having collections stored in digital or

electronic form is that the collections can be stored

much longer than manual storage systems that tend

to be influenced by many 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 wherever the

user is; (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.

5 CONCLUSIONS

Based on the results of the research written above, it

can be concluded that the implementation of the

digital library in Universitas Pembangunan Nasional

Veteran East Java has been running well. The library

has analysed the needs of users and has proven that

their services have met the needs of users. The

library planning process must be reviewed because

the digital library developer has not added a media

for the users to interact with each other, both for

fellow users and librarians. At the requirement

specification process, the developer has been able to

determine who are the target users of the digital

library and the supporting features for the users. In

ICRL 2018 - 3rd International Conference on Record and Library

the selection process the developers have been able

to determine which six-ware is suitable for use in the

digital library of Universitas Pembangunan Nasional

Veteran East Java. In the running stage the managers

have not solved server problems that are often

crashing down so that it interferes with the process

of uploading library materials to digital libraries.

The evaluation process is conducted once a year,

where the purpose of this evaluation is to determine

what steps should be taken to make the digital

library better. However, from the process of

standardizing digital libraries, the digital library of

Universitas Pembangunan Nasional Veteran East

Java, has not met the standards in borrowing

collections and exchanging data. This is due to

library not collaborating with other library outside of

the university yet.

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Implementation of the Digital Library at the Library of Universitas Pembangunan Nasional Veteran East Java