Software Requirements Specification 
for the 
System Administration 
of an 
Integrated Library System 
Version 3.0 final 
Prepared by Lori Ayre and Lucien Kress 
Galecia Group 
January 28, 2009 Software Requirements Specification, System Administ ration of an Integrated Library System Page i 
Table of Contents 
1. Introduction..................................... ................................................... ................................................... .............1 
1.1 Purpose and Perspective ......................... ................................................... ................................................1 
1.2 Product Scope and Features ...................... ................................................... .............................................1 
1.3 Intended Audience ............................... ................................................... ................................................... .1 
1.4 Document Conventions............................ ................................................... ................................................2 
1.5 User Classes and Characteristics................ ................................................... ............................................2 
1.6 Operating Environment ........................... ................................................... ................................................2 
1.7 Design and Implementation Constraints ........... ................................................... ......................................2 
1.8 User Documentation.............................. ................................................... ..................................................3
1.9 Assumptions and Dependencies.................... ................................................... ...........................................3 
2. System Requirements.............................. ................................................... ................................................... .....4 
2.1 Systems: General ................................ ................................................... ................................................... ..4 
2.2 Systems: Consoles and Dashboards ................ ................................................... ........................................6 
2.3 Systems: Business Rules ......................... ................................................... .................................................9 
2.4 Systems: Data Recovery .......................... ................................................... ..............................................10 
2.5 Systems: Security ............................... ................................................... ................................................... .11 
2.6 Systems: Maintenance ............................ ................................................... ...............................................12 
2.7 Systems: Client Management...................... ................................................... ...........................................13 
2.8 Systems: Queries and Reports .................... ................................................... ...........................................14 Software Requirements Specification, System Administ ration of an Integrated Library System Page ii 
Revision History 
Name Date Reason For Changes Version 
Lucien Kress 9/26/08 Initial Draft 1.0 draft 
Lucien Kress 12/1/08 Revisions, Requirements worksh op 2.0 draft 
Lucien Kress 1/28/09 Revisions, Final 3.0 final Software Requirements Specification, System Administ ration of an Integrated Library System Page 1 
1. Introduction 
1.1 Purpose and Perspective 
This Software Requirements Specification (SRS) describes the functional and nonfunctional 
requirements for the System Administration Module of an Integrated Library System (ILS). The 
requirements were developed specifically for King County Library System, but are believed to be 
suitable for many large, urban, multiple-branch, centralized library systems. 
 
The requirements in this SRS presuppose the general data structures and functionality of a full- 
fledged ILS. The System Administration Module will replace and enhance the current capabilities of 
commercially available ILSes, as well as add new functionality. 
1.2 Product Scope and Features 
The System Administration Module facilitates the management of every aspect of the Integrated 
Library System. Specifically, the System Administration Module support the following activities, 
among others: 
 
• Configuring the ILS to enable and support features and processes required for management 
of the Library branches, patrons, collections, and circulation transactions. 
• Monitoring, troubleshooting, and controlling server performance. 
• Monitoring, troubleshooting, and controlling database and application performance. 
• Monitoring, troubleshooting, and controlling services, ports, and application programming 
interfaces. 
• Managing user and group accounts and privileges. 
• Managing server and client software installation, upgrades, and updates. 
• Backing up databases, configuration files, log files, etc. 
The current specification presupposes the general functionality of an ILS and specifies only those 
requirements that directly or indirectly relate to management activities. King County Library has 
previously published specifications for Acquisitions and Serials Management, Circulation, and 
Cataloging modules. Requirements for OPAC and web services are currently under development. 
Moreover, the current specification is focused on functional characteristics of System 
Administration. Data structures and user interfaces will require further specification and 
development using an iterative, prototype-oriented software development methodology. 
1.3 Intended Audience 
This SRS is intended both for library managers and staff who may contribute additional 
requirements or commentary, and for software project managers and developers who will implement 
the requirements. As such, it aims for a high level of readability for a non-technical audience, while 
providing enough specificity to be useful to a software developer. 
It is assumed that when software development occurs, it will be in a highly collaborative and 
iterative environment in which end-users have multiple opportunities to review prototypes and 
refine the user interface and software functionality. Software Requirements Specification, System Administ ration of an Integrated Library System Page 2 
It is also assumed that the reader has a general understanding of Library services and processes and 
does not require definition of common Library terminology. 
1.4 Document Conventions 
The SRS includes requirements. Requirements include a reference to a process flowchart where 
appropriate. Flowcharts generally indicate the current approach to System Administration at King 
County Library System, and should be considered to give contextual information rather than to 
prescribe or constrain new software development. 
1.5 User Classes and Characteristics 
Patron A Patron is a customer of King County Librar y System, either possessing a 
library card or not, either on site of a community library or not, using either print 
materials, media materials, or electronic resources. 
Staff Staff include managers, librarians, library t echnicians, library assistants, and 
library pages who are involved in designing and providing services for the 
Library. 
 
System 
Administrators 
System Administrators include staff with responsibility for managing servers, 
databases, applications, services, ports, and APIs related to the ILS. 
Managers Managers include management staff who over see Library processes. 
Library 
Managers 
Library Managers include Cluster and Site Managers who provide input to the 
design and implementation of Library services. 
Library 
Directors 
Library Directors include members of the Library Executive Team who plan and 
direct Library services and priorities. 
1.6 Operating Environment 
OE-1: System Administration support the needs of a large, multiple-branch library system. 
Specifically, the system must support a library system with 50 locations, 20 million 
circulations, purchasing and processing over 500,000 items per year. It is highly 
desirable that searches and reports can be processed during open hours without 
disrupting other system functions. 
OE-2: System Administration shall operate on a Linu x or Solaris server. 
OE-3: System Administration shall be accessible thr ough a web-browser or a Windows- 
compatible client. 
OE-4: If web-browser based, System Administration s hall be accessible through Microsoft 
Internet Explorer (v.6.0 and later) and Mozilla Firefox (v.2.0 and later). 
OE-5: System Administration shall be accessible wit h screen-reading software, screen- 
magnification software, and other software programs designed to increase 
accessibility. 
 
1.7 Design and Implementation Constraints 
CO-1: System Administration Module shall use a full y relational database back-end. Software Requirements Specification, System Administ ration of an Integrated Library System Page 3 
CO-2: System Administration Module shall produce st andards-compliant HTML. 
CO-3: System Administration Module shall provide a development and training 
environment with the ability to migrate configurations to a production environment. 
CO-4: User rights and privileges will be controlled through security groups and/or “roles” 
that allow access control for individuals, workgroups, and arbitrary staff groups. 
1.8 User Documentation 
UD-1: The software developer shall provide complete data specifications for authority 
records, bibliographic records, order records, item records, hold/request records, and 
other records maintained or accessed by the System Administration Module. 
UD-2: The software developer shall provide a thorou gh high-level description of major 
processes, including bibliographic record import and export, validation of 
bibliographic records against internal and external authority sources, and standard 
reports. 
UD-3: The system shall provide an online, hierarchi cal, and cross-linked help system in 
HTML that describes and illustrates all system functions. 
1.9 Assumptions and Dependencies 
AS-1: The System Administration Module is part of a n enterprise-level Library Automation 
System. 
AS-2: System Administration process are consolidate d at a central location, and accept 
input and provide services to multiple locations. 
DE-1: The System Administration Module relies on th e data structures and functionality of 
an enterprise-level Library Automation System, including Acquisitions and 
Cataloging modules. 
DE-2: The System Administration Module interface wi th a variety of vendor websites, via 
published APIs and/or automated transfer of standard-format data files (e.g. 
USMARC21, EDIFACT). 
DE-3: The System Administration Module interacts wi th a patron interface, also known as 
an Online Public Access Catalog (OPAC. Software Requirements Specification, System Administration of an Integrated Library System Page 4 
System Requirements 
Category: Systems: General 
Priority: 3Req ID: 6512 
Name: SQL-based database 
Description: System runs on a fully relational, SQL-based database system. Ability 
to run SQL queries against any table in the databas e. Ability to access 
database as an ODBC source. All data tables and data storage are 
fully accessible. 
Related Reqs: 2456 2475 Related Process 
Source: ITS 
Priority: 3Req ID: 5615 
Name: real-time processing 
Description: The system provides real-time processing. For exam ple: pull lists are 
up to date at time of viewing or printing; system s upports live shelf 
reading and weeding. 
Related Reqs: Related Process 
Source: MGT 
Priority: 3Req ID: 5323 
Name: field and record sharing 
Description: Ability for multiple staff members and patrons to s imultaneously access 
and update patron and item records, including on st aff check-in and 
check-out terminals, on self check-out stations, th rough SIP2/NCIP2 
and similar protocols and APIs, and in OPAC. Depending on assigned 
privileges, staff can view all patron and item fields; patrons can access 
only selected fields. Record changes are applied in a reasonable way, 
with prompts to warn when a record has been changed since it was 
displayed. 
Related Reqs: Related Process 
Source: CIR 
Priority: 3Req ID: 6513 
Name: record lock management 
Description: For any patron record or item record, staff can ide ntify where it is in 
use (location, user, date and time placed). 
Related Reqs: 6501 7302 Related Process 
Source: ITS Software Requirements Specification, System Administration of an Integrated Library System Page 5 
Priority: 2Req ID: 2492 
Name: individual and shared staff login accounts 
Description: Support for individual and shared staff login accou nts; access to 
modules is granted by use of "roles" or "privileges" that allow each 
account to access as many (or as few) modules as ne eded. Individual 
logins allow user-level preferences and audit trail.
Related Reqs: 5514 Related Process 
Source: ACQ 
Priority: 3Req ID: 2428 
Name: system documentation 
Description: System documentation is library-specific and follows standard formats 
for technical documentation. Documentation is specific to the particular 
version of the software in use at library. Document ation is web-based, 
indexed, organized by function, and easily searchable. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 2431 
Name: system upgrade guidelines 
Description: System upgrades and updates include written guidelines for updating 
servers and clients. Includes list of new, changed, and removed 
features. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 2479 
Name: configuration file access 
Description: System provides access to all configuration files. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 2474 
Name: log file access 
Description: System provides full access to all log files. Log files can be reviewed 
without stopping system. Logs can be enabled, disabled, and set to a 
specific retention threshold. 
Related Reqs: Related Process 
Source: ITS Software Requirements Specification, System Administration of an Integrated Library System Page 6 
Priority: 3Req ID: 2470 
Name: root shell access 
Description: System provides access to root shell. 
Related Reqs: Related Process 
Source: ITS 
Category: Systems: Consoles and Dashboards 
Priority: 3Req ID: 6520 
Name: dashboard configuration 
Description: System supports creation of custom dashboards that display current 
and historical data about system performance, recor d creation and 
modification, circulation transactions, etc. Administrators can create 
dashboards and give access to selected users and gr oups. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 6501 
Name: system monitoring 
Description: System provides full support for SNMP and supports monitoring of 
system resources, including disk space, CPU load, m emory load, 
system processes, system interfaces and ports. Ale rt thresholds are 
configurable. Alerts can be sent via administrative dashboards, email 
messages, and text messages. Alerts can be sent to unlimited number 
of recipients via any or all alert methods. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 7302 
Name: record lock administration 
Description: Ability to set thresholds on the length of time rec ords are locked and 
provide, for all record types, a list of records in sustained use/locked 
condition. Ability from the same console to unlock one or more records. 
Related Reqs: 6513 Related Process 
Source: ITS Software Requirements Specification, System Administration of an Integrated Library System Page 7 
Priority: 3Req ID: 2467 
Name: system performance dashboard 
Description: System provides dashboard of performance monitoring and 
management tools. Identification of processes with process ID, owner 
username, IP address (if applicable), CPU utilization, memory 
utilization, run time. Runaway processes are identified. System status 
is represented by visual indicators (e.g. green and red lights). 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 2466 
Name: server console 
Description: System provides a server management console including: software 
shutdown utility, software startup utility, server shutdown utility, server 
restart utility. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 2464 
Name: application dashboard 
Description: System provides an administrative dashboard displaying: last full and 
incremental backup; last planned and unplanned system reboot; last 
software upgrade; current software version; transac tions waiting to be 
processed; size of log-files; current count of reco rds by record type 
(item, bibliographic, patron etc), database utilization (size, processes 
running). 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 2430 
Name: client management console 
Description: System provides a management console displaying workstations 
running client software; workstation name and IP ad dress; and utilities 
for managing and killing client sessions. 
Related Reqs: Related Process 
Source: ITS Software Requirements Specification, System Administration of an Integrated Library System Page 8 
Priority: 3Req ID: 6503 
Name: circulation dashboard 
Description: System provides a circulation dashboard showing key performace 
indicators such as check-outs per hour, check-ins p er hour, holds 
placed per hour, holds paged per day, etc. Indicators can be limited to 
a single branch or set to systemwide. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 6517 
Name: configuration file console 
Description: System provides a single console with access to all configuration files. 
Read and write permission to individual configuration files can be 
assigned to users and groups. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 2433 
Name: log-file dashboard 
Description: System provides a dashboard for locating and viewing log files. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 6521 
Name: job scheduling console 
Description: System provides a single interface for reviewing and controlling 
scheduled tasks, including staff-scheduled tasks, a utomated reports, 
scheduled imports and exports, software updates, et c. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 6515 
Name: email configuration 
Description: Ability to access and edit email configuration, including a quick menu 
of common settings (such as masquerading, log reten tion, bounce 
management). 
Related Reqs: Related Process 
Source: ITS Software Requirements Specification, System Administration of an Integrated Library System Page 9 
Priority: 3Req ID: 6516 
Name: SMTP support 
Description: System supports SMTP for email transport. 
Related Reqs: Related Process 
Source: ITS 
Category: Systems: Business Rules 
Priority: 3Req ID: 2445 
Name: business rules 
Description: System supports restrictions based on business rules, e.g. restrictions 
on deleting item records that are in checked-out st atus, or restrictions 
on deleting bibliographic records with existing holds. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 5278 
Name: suppression rules 
Description: System provides customizable 'Rules of Suppression' that specify 
whether patrons and staff can view authority, bibliographic, order, and 
item records in staff and public (OPAC) interfaces. Records may be 
visible to specific workgroups only; to all staff and patrons at specific 
locations; or to all staff and all patrons. (See RE Q-5057 for related 
requirements on loan rules, and REQ-5190 for relate d requirements on 
holdability.) 
Related Reqs: 5057 5190 580 Related Process CAT180 
Source: CIR 
Priority: 3Req ID: 5190 
Name: requesting rules 
Description: System allows creation and modification of requesting rules that 
determine whether a patron can place a hold on an item. Requesting 
rules may evaluate patron type, current number of h olds, current 
patron account balance, item type, item status, owning location code, 
and other criteria. For example, requesting rules m ay prohibit patrons 
from placing holds on on-order CD titles, but allow patrons to place 
holds on other on-order titles. Requesting rules al so specify whether 
staff with specific privileges or roles can override specific criteria. (See 
REQ-5057 re loan rules, REQ-5278 re visibility.) 
Related Reqs: 5057 5278 Related Process HOL-011 
Source: CIR Software Requirements Specification, System Administration of an Integrated Library System Page 10 
Priority: 3Req ID: 5057 
Name: loan rules 
Description: System allows creation and modification of loan rules that allow or 
disallow check-out of items, calculate loan periods, and determine 
renewal limits. Loan rules may evaluate patron type, current number of 
items checked out, current patron account balance, item type, item 
status, owning location code, check-out location code, and other 
criteria. For example, loan rules may prohibit patrons from checking 
out items with an unavailable status, e.g. an item with a triggered hold 
for another patron or an item that is already check ed out to another 
patron. Loan rules can access check-out location op en/closed 
schedule in calculating due date. Loan rules also specify whether a 
specific criteria may be overridden by staff with specific privileges or 
roles. (Also see REQ-5190 re requesting rules.) 
Related Reqs: 5190 Related Process HOL-131 
Source: CIR 
Priority: 3Req ID: 5328 
Name: data validation 
Description: Ability to specify default value, data validation, automatic formatting, 
and required status for any field. 
Related Reqs: Related Process 
Source: CIR 
Category: Systems: Data Recovery 
Priority: 3Req ID: 6502 
Name: system backup 
Description: System provides capability to perform live incremental and full backups 
of data and transaction logs. System supports use o f third-party 
backup software such as EMC NetWorker. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 6505 
Name: data rollback 
Description: System logs data changes (such as record deletions) and provides 
"undo" functionality. Ideally, system provides revision control. 
Related Reqs: Related Process 
Source: ITS Software Requirements Specification, System Administration of an Integrated Library System Page 11 
Priority: 3Req ID: 2462 
Name: server clustering 
Description: Ability to cluster servers for failover capability.
Related Reqs: Related Process 
Source: ITS 
Category: Systems: Security 
Priority: 3Req ID: 6510 
Name: patron data security 
Description: Patron data is secure in all transfers to and from the system. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 6509 
Name: user account privileges 
Description: System administrative staff has full visibility and control of user 
privileges. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 6511 
Name: secure protocol support 
Description: System supports secure protocols, including SFTP, S SL, and SSH. 
SFTP is supported in both active and passive modes, configurable per 
vendor. 
Related Reqs: Related Process 
Source: ITS Software Requirements Specification, System Administration of an Integrated Library System Page 12 
Category: Systems: Maintenance 
Priority: 3Req ID: 1716 
Name: MARC import/export 
Description: MARC bibliographic and authority records can be imported and 
exported, singly and in batch, all fields or selected fields, to and from 
vendors including OCLC. Imported records can overlay existing short 
or full bibliographic records. Imported batches can be maintained and 
manipulated as selection lists (see REQ-3004). 
Related Reqs: 3004 Related Process CAT180 
Source: CAP 
Priority: 3Req ID: 6518 
Name: record sets 
Description: System supports an unlimited number of record sets, with the ability to 
import and export set members in batch. Record set s can be the basis 
for batch field updates; can be used as a limiting scope for queries; 
can be used to delete original records with the ability to review prior to 
deletion, write errors to a log file, and undo one or more deletions. 
Related Reqs: 2204 Related Process 
Source: ITS 
Priority: 3Req ID: 2420 
Name: staff account setup 
Description: System provides a dedicated interface for creating new staff accounts. 
New staff account creation process provides configu rable templates for 
account administrator use; provides granular privileges for account 
creation, modification, and deletion. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 2419 
Name: patron account setup 
Description: System provides a dedicated interface for creating new patron 
accounts. Patron account creation process provides configurable 
templates for staff use; supports field validation and required fields; 
provides configurable defaults. 
Related Reqs: Related Process 
Source: ITS Software Requirements Specification, System Administration of an Integrated Library System Page 13 
Priority: 3Req ID: 6507 
Name: job scheduling 
Description: System supports scheduling of maintenance tasks, re ports, and data 
exports. Jobs can be scheduled in sequence ("start job B when job A 
finishes") and can be modified or cancelled at any time prior to starting. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 6508 
Name: job scheduling: management 
Description: Staff can be given permission to schedule tasks, re ports, and data 
exports. System administration staff can view and manage jobs 
scheduled by other staff. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 2220 
Name: keyboard macros and shortcuts 
Description: System supports administrator-programmable and user -programmable 
macros and/or keyboard shortcuts. Shortcut keys may be assigned to 
macros (e.g. 'Insert Field') or to text strings. Ma cros are centrally 
managed on server, can be imported from and exporte d to individual 
users, and can be restricted for use and/or edittin g through centrally- 
managed permissions. 
Related Reqs: Related Process 
Source: ACQ 
Category: Systems: Client Management 
Priority: 3Req ID: 6514 
Name: accounts independent from workstation 
Description: Staff and group accounts are independent from works tations; client 
install should not be tied to a specific location. 
Related Reqs: Related Process 
Source: ITS Software Requirements Specification, System Administration of an Integrated Library System Page 14 
Priority: 3Req ID: 6504 
Name: client software updates 
Description: Client software installation and updates must be centrally managed, 
using standard or proprietary network management to ols, allowing 
streaming updates from server. Ability to specify specific clients to be 
updated. Client software can be managed with VNC and Remote 
Desktop. 
Related Reqs: 2430 Related Process 
Source: ITS 
Priority: 3Req ID: 6519 
Name: client configurations 
Description: All client configuration files are server based; configurations can be 
exported and imported between clients. 
Related Reqs: Related Process 
Source: ITS 
Category: Systems: Queries & Reports 
Priority: 2Req ID: 2197 
Name: report format and output 
Description: Ability to fully customize layout and appearance of reports. Ability to 
display, print, email, or save report to standard f ormats including CSV 
and Excel, as well as to customizable formats. 
Related Reqs: Related Process 
Source: ACQ 
Priority: 3Req ID: 5624 
Name: query tool 
Description: System provides a user-friendly interface for desig ning queries against 
all record types. Staff can select fields to query; select values from 
picklist of possible values; select regular expressions from drop-down 
menu, and use a full range of Boolean operators. Ad ministrators 
control staff access to tables and fields. 
Related Reqs: Related Process 
Source: MGT Software Requirements Specification, System Administration of an Integrated Library System Page 15 
Priority: 3Req ID: 5607 
Name: report templates 
Description: System administrators can create report templates t hat are available to 
front-line staff, and can be run as is or modified to the staff person's 
particular needs. 
Related Reqs: Related Process 
Source: MGT 
Priority: 3Req ID: 5617 
Name: reports permissions 
Description: System provides fine-grained permissions to allow or disallow staff to 
run specific reports, and/or to run ad hoc reports on specific sets of 
data. 
Related Reqs: Related Process 
Source: MGT 
Priority: 3Req ID: 2465 
Name: record number report 
Description: System reports for each record type: current record number, current 
number of records, number deleted, and number purge d. Record types 
include patron, bibliographic, item, order, invoice, etc. Access to 
record numbers is controlled at the user/group level. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 2441 
Name: printer support 
Description: Ability to define and select four types of printers : receipt printer, 
standard printer, label printer, and forms printer.  All Windows printers 
are supported. 
Related Reqs: Related Process 
Source: ITS 
Priority: 3Req ID: 2439 
Name: multiple print output options 
Description: Ability to print to a file on the server, ftp , ema il, or printer from any part 
of the application. When applicable, the ability to select record fields 
and control order of fields when printing. 
Related Reqs: Related Process 
Source: ITS 