Case Study Example: The Implementation of the New Software in the Library

7 pages
1689 words
George Washington University
Type of paper: 
Case study
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Step  1: Determine the facts of the situation, obtain all of the unbiased facts possible

Digital inventory is an important approach through which the library can reduce the cost of maintaining a manual inventory and will also improve the security of library information as well as the convenience of getting this information. In this case, the library has been using a manual inventory system to record information on the people that are given books from the library. The inventory records are stored in a drawer where they believe nobody can access this vital information except the library personnel. However, there is a significant possibility of the records being accessed by people who are not allowed to access them because the drawer in which the records are kept is not secured and can easily be opened. Therefore, there is the need for the establishment of a digital software that can be used to record this vital information and prevent the access of information by unauthorized individuals as well as protect the information from being damaged or lost. Also, a digital software library records system increases convenience in the access of the library information and can be customized to only allow a particular number of people to access the information to ensure that only responsible and specific individuals access the library information.

Step 2: Define the Stakeholders - those with a vested interest in the outcome

There are many different stakeholders who are directly affected by the need for a software to protect library information.

Library employees

Library employees play a significant role in the management of a library and also establishing an inventory of the different books and individual that are allocated the books from the library. Library employees will directly interact with the new system and it will improve the ability of the library employees to manage the library information and also resources.

Library users

Library users will directly benefit from a digital software library records system that will have all the necessary information regarding the books and other resources in the library and their availability.

Library managers

The library managers are responsible for ensuring that a library meets all the necessary requirements of the library users and also should ensure the safety of library resources through proper implementation of regulations. Therefore, the managers will improve the security of sensitive library information through the implementation of better security procedures and regulate the number of people who have access to the software database.

Step 3: Assess the motivations of the Stakeholders - using effective communication techniques and personality assessment

The stakeholders are motivated by different needs and preferences. Effective communication is one of the approaches through which the stakeholders can develop a better avenue and approach of securing the library from malicious individuals. Effective communication is important in linking different services in a library and ensures that the library activities are coordinated. Effective communication is important improving communication between the library users and the management. The use of software to facilitate the management of the library only improves the ability to communicate the necessary information to the other users and ensure coordination of the library activities. On the other hand, the personality assessment of the stakeholders promotes the specification of the needs of every stakeholder using the library, and the software can be customized to meet the personal needs of every stakeholder using the library. Personality assessment will assess the characteristics of each stakeholder and how the use of new technology will promote meeting the individual needs of the users such as privacy.

Step 4: Formulate alternative solutions - based on most complete information available, using basic ethical core values as guide

Digital database

The use of a digital database software is an important alternative that can help improve the security of the library records and also improve the convenient of locating available book resources. The ethical importance of this approach is due to the improvement of security and privacy of information of both the library users and also the available information. Another ethical importance of this approach is the ability to reduce possible fraud through illegal book rendering which can reduce the total revenues for the library.

Creation of steel door lockers for the manual library records

The major challenge of the current library records is the risk of illegal access due to poor protection of the records from access by people. The introduction of a steel door locker to store the library records will reduce the number of hands that can access the library records a factor that will improve the security of the files. However, this approach is not completely secure because the keys to the locker can fall into the wrong hands. The ability to keep away illegal hands on the library records is an important ethical value that will be upheld through the introduction of a steel door for the library records.

Step 5: Evaluate proposed alternatives - short-list ethical solutions only; may be a potential choice between/among two or more ethical solutions

Control and access of information

The introduction of a digital database software will improve the control and access of information regarding the library records which was previously less taken care of.

Privacy and misuse of data

The introduction of a digital software to automate library records storage will improve the privacy of the library users and reduce possible misuse of data. The privacy and misuse of data is a major ethical issue that affects library records that still rely on contemporary record keeping using manual records.

Step 6: Seek additional assistance, as appropriate - engineering codes of ethics, previous cases, peers, and reliance on personal experience, prayer

The development of software to develop digital record keeping for the library will lead to the development of new ethical questions due to the change in the distribution of power in the library as well as the accountability and control of the new system. There is the need for teamwork and understanding to promote a cohesive transition from the manual record keeping to the new digital approach that will use software to control the digital access of the library information. However, the failure of an organization to educate the system controllers on the importance of customer discretion and honesty can lead to internal colluding amongst employees to defraud the library which will lead to the loss of important information.

Step 7: Select the best course of action - that which satisfies the highest core ethical values

Education of the library workers

The education of the library workers on their accountability towards the organization and the library customers is important in ensuring that the library workers are responsible and ethically motivated in the dispensation of their duties. The use of the software approach will increase security, privacy and also convenience in which the library users and stakeholders can easily derive the necessary information. The use of a software-based approach will also create privacy and reduce fraudulent cases that deny the important library revenue through embezzlement.

Step 8: Implement the selected solution - take action as warranted

The training of the library workers and the introduction of a digital library records approach will be implemented in different phases.

Library Research

A library research should be carried out to establish the different needs of the library as well as the educational needs of the library workers.

Education of the library workers

The education of the library workers on how to handle the new technology to file library records will improve the integration of the new technology in recording library books.

Acquisition of the digital software technology

The library should acquire the most effective and efficient technology that meets the organization needs as well as budget capabilities.

Carrying out pilot studies

The new technology should be slowly adopted in the organization to reduce the possible stoppage of the library activities and reduce the interruption of the library services.

Assessment of the new software recording

After the implementation of the new technology, it is important to assess the progress and the effects of the technology applied in the library activities as well as the response of the library users to the new technological application.

Adopting changes

The library should adopt any required changes to ensure that the software is fully effective and convenient to all users of the library.

Step 9: Monitor and assess the outcome - note how to improve the next time

After the implementation of the new software in the library, it is important for the organization to assess any changes and areas that require any possible changes to ensure that the software is fully incorporated in the library operations. The library can use surveys that will assess the response of the library users on the new software to carry out the recording of the library activities and book borrowings.

Appendix A

Case 3 (Case 38-5e) Software for a Library

A small library seeks a software system to catalog its collection and keep records of materials checked out of the library. Currently, the records of who has checked out what, when materials are due, and the like are kept in a file drawer behind the check-out desk. These records are confidential. Patrons are assured that these records are not accessible to anyone other than library personnel. But, of course, drawers can be opened when no one is looking. What assurance is there that the software systems under consideration will provide as much, if not greater, security? Assuming that no one in the library is a software specialist, the library has no alternative but to place its trust in someone who presumably has the requisite expertise. How concerned should that expert be (again, bearing in mind that even the best system is not completely sleuthproof)? Furthermore, what assurance has the library that it is not being oversold or undersold in general? To what extent should software specialists be concerned with determining precisely what the various needs of the library areand to try to meet those needs rather than offer more than is necessary in order to secure the greater profit or less than is needed in order to come in with a lower bid?


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