Legal Deposit Management Information System

Legal deposit is one of the most significant collections of the Hungarian national cultural heritage and a very important part of the collection of the University of Debrecen University and National Library (DEENK). The first packages of the legal deposit collection arrived 70 years ago, in 1952. Anyone interested in science has the opportunity to use this library collection for research. This collection is invaluable. Nevertheless, due to low interest, little attention is given to the fact, how much work the cultural institutions, and within that to DEENK, have to do with it.
There has always been a need for librarians to accurately document their work. That is why during the library processing work, the book carts have long been accompanied by the so-called ”cart sheet”. The paper-based cart sheet is the same age as the legal deposit collection in DEENK. Nevertheless, earlier there had been no need to process and extract information from the sheets about the parts or the whole of the workflow.
In 2020 the administration of the current processes were digitized and in 2021 a manager information system was set up to bridge this gap.
The Library uses an integrated library system called Corvina. However, there are more work phases around the legal deposit that are not documented in the Corvina system, so a modernized version of the cart sheet accompanying the book carts should be kept.
In this presentation we introduce our system and also the final dashboards as provided for the managers of the Library.
A hybrid modeling methodology was applied. On one hand, we planned from the top by mapping and formalizing management questions, but on the other hand we used the bottom-up approach by building a data cube through an Extract - Transform - Load (ETL) process from the online cart sheet filled by the colleagues in an everyday routine.
In this paper the intermediate steps are also presented: requirement analysis, source analysis, integration phase with the transformation processes. With the help of an entity-relationship model the working of the system is also demonstrated, as well as the dashboards of the final system.