Analysis and transformation of a manual punched card system of dokumental journal articles

Abstract

Described is the system-analysis of the documentation of journal articles on edge-notched cards and the project of a new system followed-up in the library of the Institute of Biochemistry of the Hungarian Academy of Sciences. Based on the material of 1377articles processed on punched cards in 1966, the characteristics, both quantitative and qualitative, of processing and storing these data, were investigated.

The aspects of the system-analysis were:
1.  Analysis of a descriptor vocabulary of 68 concepts. Frequency distribution of the three descriptor-groups, resp. of the individual descriptors. The average number of descriptors referring to the individual articles;
2.  The index of relative effectiveness of the 51 processed journals is based on a formula gained from correlating the annual total size (pages) of the individual journals, the number of articles processed, as well as the total number of journals processed;
3.  Analysis of the language and geographic distribution of the processed journals and articles;
4.  Quantitative and qualitative analysis of the actual work of the scientific (senior) staff engaged in documentation;
5.  Examination of the utilized capacity of the A/5 size punched cards according to the various storing methods (direct, combined and superimposed coding)/. Analysis of the superimposed storing of authors' names based on the frequency of the first three letters in the names of two respective authors chosen at random.

After the data of the analysis were evaluated and conclusions were drawn, it had to be stated that the system was to be modified. The different phases in the modification of the system are the following:
1.  Setting-up a committee to reconcile the biochemists' approach and that of the Information scientists;
2.  Transformation of the descriptor tables (contracting, dividing and homogenizing them);
3.  Complementing the material to be processed;
4.  Division of the material to be processed among the scientific staff. The aspects of the work-division;
5.  Establishing a new card-plan, elaboration of new aids, unification of the use of codes.

The 15 tables shown in the article are giving fall data on the system analysis, presenting the new card-plan and referring to the main features of the modified system as well.