With 43,000 students (including 11,000 graduate students), Arizona State University is the fifth largest university in the United States. It was founded in 1885 as a normal school and did not become a university until 1959; therefore, it is a fairly young university. However, it is a compre-hensive university with a strong liberal arts offering plus it has all of the major professional schools. The Arizona State University (ASU) library system contains 2.6 million volumes, 3.2 million pieces of microforms, and 36,000 serials. The ASU libraries grew significantly during the 1980s (e.g., four new libraries were constructed, 112 new staff members were added, the collec-tion grew by 90 percent, and the acquisitions budget increased from $1.7 million to its current $6.8 million). In 1979, the ASU libraries ranked 49th among the 107 university libraries holding membership in the Association of Research Libraries; in 1989 the ASU libraries moved up to the rank of 22nd.

A decision was made in the early 1980s to replace the card catalog with an online catalog. Funds were obtained to conduct a huge retrospective conversion of card catalog records into electronic format. And at this time, the ASU libraries had purchased a Tandem computer devoted solely to library functions. By the mid 1980s, the ASU libraries were already using its second online vendor, and we were not happy with the services being received from the new vendor. Specifically, we had a turnkey system which provided an excellent circulation control system, but its online public access catalog was insufficient. In late 1986, a task force was created to investi-gate whether we should remain with the current vendor or choose another one. After a thorough comparison of various software programs geared for the Tandem hardware, we decided to acquire the Colorado Alliance of Research Libraries (CARL) software. Factors enhancing our decision to go with the CARL software included:

• The source code was given to us as part of the software package (with the understanding that we could not sell any part of our software program develop-ment),

• CARL is an efficient system written in TAL (Tandem Application Language),

• The ability to load multiple databases on CARL gives the option of loading our MARC bibliographic database as well as our locally produced indexes for various special collections,

• CARL is user friendly and requires little instruction to use it,

• CARL allows for easy connectivity with other computer systems,

• It has a demonstrated record of high reliability, and

• It is an ideal system for networking with other libraries (Machovec, 1989).

2. MULTIPLE DATABASES

The CARL software is ideally suited for loading multiple databases on the online public access catalog (referred to in the remainder of this paper as the online catalog). Each database is searchable in CARL with the same search software as the MARC bibliographic records, and this feature allows the user to switch from one database to another without having to learn different search protocols for each file. Another important feature of the CARL software is the ability to transfer searches from one database to another without rekeying the strategy. This feature allows one to move from file to file identifying relevant information. The software also supports both a menu- and command-driven mode for the inexperienced and experienced users. The command mode allows any type of search to be executed from virtually any screen, offering quick navigation through any search. To place a database into the CARL system, the file must be mapped into a MARC format.

CARL supports full keyword searching and has five basic indexes. Each library or database supported in the CARL software can determine how the indexing will occur. The five basic indexes include:

• NAME -- usually indexes authors, corporate names, or personal name subjects.

• WORD -- usually indexes keywords from titles, subject headings, notes, or abstracts.

• TITLE BROWSE -- indexes title strings and supports exact title searching.

• CALL NUMBER BROWSE -- indexes call numbers.

• SERIES BROWSE -- indexes series.

In each of the above cases the meanings of the above indexes can be modified or altered to fit the nature of the database being loaded or created. The indexes have been able to fulfill the search-ing needs of the users (including the advanced graduate students). Various tests have been con-ducted with the users to determine where deficiencies may be in the design of the indexes.

Currently, there are 18 databases available on the ASU online catalog. Some of them are commercially produced and tape-loaded, some were transfers from other machine-readable files created in different departments of the ASU libraries, and some were hand™built through the CARL maintenance module. Following is a brief description of the databases:

1. General Catalog -- All of the OCLC-cataloged MARC records are located in this database. At the present time, this includes over 1.5 million full MARC records.

2. News and Help -- A submenu of read-only files are available to provide users with all sorts of general information (e.g., library hours, more detailed explanations of what is in certain databases, and library code of conduct).

3. Encyclopedia -- This is the full text of the Academic American Encyclopedia, which consists of approximately 30,000 articles and is updated twice per year.

4. Song Index -- This database is locally produced by the ASU Music Library and indexes col-lected works on music. Each citation includes the composer, librettist, title of the song, first line

of the song, and the title and call number of the collected works from which it came.

5. Career Services: Company -- This database indexes over 2,000 company names and addresses for which the Career Services Department on campus has information. The file was created in this non-library department through terminals paid for by Career Services. As a non-bibliographic directory-type database, this file provides information to students looking for a job. The file in-cludes when each company is interviewing on campus and what kind of information Career Ser-vices has on each company (i.e., video™tapes, annual reports, benefits information, etc.)

6. Career Services: Calendar -- This database lists orientations, workshops, special events, jobs, advisement, and a recruiting master list for Career Services.

7. Career Services: Books -- In this database is the cataloged monographic collection from Career Services.

8. Humanities Index -- This H. W. Wilson database covers 295 English-language humanities periodicals from late 1983 to present.

9. Applied Science & Technology Index -- This H. W. Wilson database covers 335 English-language periodicals in engineering and the applied sciences from 1983 to present.

10. Social Sciences Index -- This H. W. Wilson database indexes 300 English-language period-icals in the social sciences from early 1984 to the present.

11. General Science Index -- This H. W. Wilson database indexes 111 English-language period-icals in the physical, life, and health sciences from 1984 to present.

12. Education Index --- This H. W. Wilson database indexes 353 English-language periodicals in all areas of education from late 1983 to the present.

13. Business Periodicals Index -- This H. W. Wilson database indexes over 300 English-language business periodicals from 1982 to the present.

14. UnCover --This database is stored locally but is available via a transparent gateway between the ASU CARL system and the CARL system in Denver, Colorado. The database provides access to title™level information on approximately 9,000 journals. The database can be searched using keywords, or a user can recreate a table of contents for a specific issue of a journal (Pitkin, 1988).

15. Map Index -- The ASU Map Collection has over 160,000 maps. This collection had been indexed in a batch KWOC (keyword-out-context) system since the early 1970s. The file has been transferred to the ASU CARL system as a separate database and is now maintained online. Each map has very extensive indexing, and it is not unusual for a particular entry to have more than 25 subject headings.

16. Solar Energy Index -- ASU has one of the most complete and comprehensive special collec-tions on solar and alternative energy sources in the world. This locally-produced file indexes journal articles, archive and manuscript materials, technical reports, and pamphlets. Much of the material found in this collection is unique and not found elsewhere, making this file an invaluable international resource.

17. ASU Newspaper Index -- This database provides an index to Insight (the faculty and staff newspaper) and to the State Press (the student newspaper).

18. Arizona Statistical Database -- The newest of the locally produced databases, this one contains statistics on business trends and development in Arizona. It is designed to provide information that can be used in the economic development of Arizona.

Other indexes are being constructed to place on the online catalog (e.g., a child care direc-tory). The U.S. Government Printing Office Monthly Catalog will soon be added to the online catalog; this database will include over 250,000 MARC records that were obtained from MARCIVE, Inc. (Machovec, 1989). Placing locally-produced databases on the online catalog

has resulted in a user benefit never realized by the traditional card catalog; the card catalog only reflected about 60% of a library's total holdings.

3. DATABASE SELECTION

The ASU libraries were the first library system in the world to load the H. W. Wilson in-dexes into the online catalog. Since the Tandem hardware and CARL software are ideally suited to carry this type of index, it was much easier for ASU to mount the Wilson indexes than libraries using another type of computing configuration. Likewise can be said about some of our locally-produced databases (e.g., the map index, the song index). How did we go about deciding which databases to include in our online catalog?

First, it is be noted that the ASU libraries are blessed with having a very competent individual heading our Department of Library Technology and Systems. He fully understands the capability of the CARL system, and he has an excellent track record in working constructively with our lib-rary and computing services staff. Initially, he comprised a list of about 50 databases that could be added to our online catalog. The list was discussed with our Public Services Council (a group of public service department heads in the ASU libraries). This group developed a list of database selection criteria which was approved by the Dean of University Libraries. The criteria have been an excellent tool not only for the initial selection of databases but also for long-range planning pur-poses. The criteria included:

• Cost -- The cost of purchasing or leasing a magnetic tape database was a major factor in our decision-making process. Was the arrangement with database producer based on a flat annual fee? How much will the backfiles cost?

• Disk Storage -- Database leasing costs may be minor when compared with the cost of disk drives to store the database. How large is the database in megabytes? How much overhead will be required for indexing?

• Backfile Availability -- Is a backfile available for the database and if so how far into the past? Some topics need significant retrospective coverage.

• Size of Clientele Served -- What size clientele will a particular database serve? Since only a small number of databases are initially going to be loaded, it is wise to load files which will have a broad appeal.

• Preeminence of Program Support -- In academic libraries, the importance of certain users carries extra significance. For example, some departments on campus may be targeted as "centers of excellence," thus influencing a decision pertaining to which database to add first.

• Searchability in Local Systems -- What sophistication in search software is needed to successfully query the database under consideration? Depending on the capability of the local search software, some databases will perform better than others.

• Workstations Used for Searching -- Will dumb terminals or microcomputers (or a com-bination) be used as workstations for searching various locally-loaded databases? Many dumb terminals do not support any graphics or non-Roman characters and may limit the loading of databases that have special requirements such as these.

• Currency -- How frequent is a database updated, and can the library keep up with the regular database loads?

• Overlap with CD-ROMs and Other Local Databases -- It is normally not intelligent to pur-chase a database for local loading and then buy the same product on CD-ROM. Also, one should consider not adding a database to the library's online catalog which is being carried on a computer in another department within the institution (Machovec, 1988).

The foregoing criteria used in selecting databases are not the only ones used by the ASU libraries. However, they are some of the more important ones, and are excellent examples of the significance of the selection criteria. Libraries should develop their own selection criteria before engaging in the process of narrowing the field of which databases to add first to the online catalog.

4. VALUE ADDED

The online catalog is truly one of the best creations to occur in libraries in decades. It is superior to the traditional card catalog in nearly every aspect. The main card catalog normally did not carry the bibliographic records of special collections, and the user had to go to the respective collection to use the index for that collection. Now, for example, the ASU library user can dis-cover which maps our map collection has from one's modem-equipped computer at home or from any of the libraries' terminals.This new form of accessibility is of major significance in the instruc-tional and research endeavors of the academy. The primary mission of most libraries includes a strong user orientation. Online catalogs are finally making unique and specialized collections avail-able to all users from many access points (and not just from the local card catalogs).

The ASU online catalog includes many value-added services. For example, a user can dial in from home, office, dormitory, or anywhere else via a modem-equipped terminal to see if our library system holds a given book, in which library it is located, and if the book is checked out or currently in the respective library. Prior to the online catalog, the users had to expend energy and time walking to the libraries to check on this same information, and many times their trips resulted in dry runs.

The availability of the libraries' bibliographic records and mounted indexes have elevated the libraries' role in the perceptions of our students and faculty. Convenience provided by the online catalog has done more for our library system than any other recent innovation/feature. The stu-dents love the online system, the faculty talk about it with one another, and the administration has taken a keener interest in the libraries because of it. The online catalog has most certainly produced a "win-win" environment for our libraries.

5. USER RESPONSE

The first database loaded on the online catalog was the cataloged MARC collection. Next we loaded the Grolier's Academic American Encyclopedia; this resource has been well received by both faculty and students -- it was our first full-text database. Additional databases have created greater use of the online catalog, and consequently we have had to buy more terminals. We have gone from our initial 128 terminals to now over 300 terminals. At this time, we have only a few printers attached to the user terminals. The lack of money is one of the primary reasons why each terminal is not equipped with a printer. The option of using debit-card boxes attached to printers is being explored; this approach would allow users to help defray paper costs for the printers.

In summary, the user response to the online catalog has been phenomenal. They want more databases added to the online facility. The students have taken to the terminals like ducks take to water. Faculty members rave about how much library services have improved since the online catalog. One faculty member described the online catalog as the next best thing to bed sheets.

6. UNANTICIPATED FINDINGS

The success of the online catalog has been astounding! The students and faculty have come to depend on it more than we ever anticipated. In addition to the online catalog, we have nearly all of the CD-ROM products and services one would expect to find in a major research university library. Already the students are demanding that we place these services on the online catalog. They do not understand that some of the vendors will not allow these CD™ROM products to be mounted on online catalogs. Some faculty members are adamant about having a current resource on research grants placed on the online catalog. Similar requests have come from students for additional databases. Our new university president has created an economic development compo-nent in his office, and our Arizona statistical database (our most recent database) supports this endeavor. Business leaders in the Phoenix area are requesting that we add more business inform-ation to this new database. The number of books we had to re-shelve increased by 101 percent during the first year's use of CARL.

The following information reflects a typical day's use of the online catalog. The word "opens" refers to the number of times the specific databases were accessed on November 14, 1989.
 
 

DATABASE NUMBER OF OPENSPERCENTAGE

ASU GENERAL CATALOG 5,159 58.00

NEWS 166 2.00

ENCYCLOPEDIA 435 5.00

SONG INDEX 52 .50

ASU NEWSPAPER INDEX 122 1.30

CAREER SERVICES COMPANIES 99 1.00

CAREER SERVICES CALENDAR 27 .30

CAREER SERVICES BOOKS 103 1.00

HUMANITIES INDEX 287 3.20

APPLIED SCI. & TECH. INDEX 365 4.10

GENERAL SCIENCES INDEX 329 3.70

SOCIAL SCIENCES INDEX 597 7.80

EDUCATION INDEX 216 2.70

BUSINESS PERIODICALS INDEX 326 3.70

UNCOVER 425 4.80

MAP INDEX 48 .50

SOLAR ENERGY INDEX 33 .40

TOTAL OPENS 8,789 100.00%

7. THE FUTURE

ASU is positioning itself via the online catalog for a more effective library system. The work done thus far has only been a starting point. Our ultimate goal is to place every feasible database in the online catalog. This effort will depend on storage space in the Tandem. The goal will also en-compass including as many relevant full-text databases as possible. Furthermore, it is our projec-tion that the libraries' online catalog will always constitute the largest database on campus. The size of our MARC cataloged materials has already established this fact. Public research databases supporting the various academic disciplines will be considered for inclusion in the online catalog. Students and faculty already can access the online catalog from offices and other places on campus via the telecommunications broadband.

It is our intention to expand our current system to a point where students in the future can "call up" other academic libraries' online catalogs and peruse them for desired materials. Some of this activity is already being done. In time, an international network of password access to online catalogs will exist.

The online catalog is one of the most exciting phenomena to occur in the library world. This facility will eventually enable libraries to fulfill their mission of promoting maximum use of books, journals, and other knowledge carriers.

REFERENCES

Machovec, George S., "Locally Loaded Databases," Information Technology in Libraries, 8: 161-71 (1989).

Machovec, George S., "Table of Contents Databases for Periodical Articles: Fad or Trend?"Online Libraries and Microcomputers 6: 1-4 (1988).

Pitkin, Gary M., "CARL's Latest Project: Access to Articles Through the Online Catalog," Ameri-can Libraries 19: 769-70 (1988).