Imitating a library

At some time in our lives, most of us would have used a library, either at school, college, a public facility or a library for members. Today, libraries can be both digital and physical. What follows is unaffected whether the library is physical or digital.

Anyone who has visited a library even once will have been struck by the sense of order that prevails. Actually, the sense of order underlies it, without which it simply cannot function. The order that underlies it, that governs it is the classification system. A way of organizing all the books in such a manner that you can find them, fetch them with minimal effort. If am looking for a book on Economics, I should know where to look for it. But Economics has many sub-disciplines such as Micro, Macro, Markets, Public finance and so on, with each containing thousands of books. They are housed under a sub-classification within the overall classification of Economics. And it goes on to cover all the subjects. You may access books in three ways of which two are more familiar to most readers – author and title. The third is the accession number. For example, you can look up what is the classification number for Economics and it will show you also the classification numbers of all the sub-disciplines. If you are browsing for books on a subject, you choose to take this route. This is the famous John Dewey system of classification, the most used system for books.

Let me quote Jean Halsey who offers a fine explanation: “Each number stands for a special topic. Every book is given a number and is put on the shelf in number order. Books with the same number are put in alphabetical order by the author’s last name.  There are three summaries of the DDC.  The first summary contains the ten main classes. The first digit in each three-digit number represents the main class. For example, 500 represents natural sciences and mathematics.  The second summary contains the hundred divisions. The second digit in each three-digit number indicates the division. For example, 500 is used for general works on the sciences, 510 for mathematics, 520 for astronomy, 530 for physics. The third summary contains the thousand sections. The third digit in each three-digit number indicates the section. Thus, 530 is used for general works on physics, 531 for classical mechanics, 532 for fluid mechanics, 533 for gas mechanic.  A decimal point follows the third digit in a class number, after which division by ten continues to the specific degree of classification needed. A subject may appear in more than one discipline. For example, “clothing” has aspects that fall under several disciplines. The psychological influence of clothing belongs in 155.95 as part of the discipline of psychology; customs associated with clothing belong in 391 as part of the discipline of customs; and clothing in the sense of fashion design belongs in 746.92 as part of the discipline of the arts” (http://mypages.iit.edu/~smart/halsey/lesson1.htm)

Now you are wondering why I am talking about a library information system. Bear with me. Nearly 20 years ago, I worked for a small IT company and there was a software development project for an overseas company dealing in car rentals and car lease. The young development team wanted me to explain the finance dimensions which I did. I told them also to study the library information and management system that was being used in our parent company. When they were puzzled, I explained the logic to them and now to you.

The key question is how to classify the information that is captured within or relevant to the business of an enterprise. In this case, it was renting or leasing a car. Now, how are cars classified? Hatchback Sedans, SUVs, Compact SUVs, EVs and so on. And within these you can further classify companies. Thus, someone may ask for a specific company sedan or SUV or whatever. Aren’t these similar to the author and title basis of classifying books? Someone may just browse to see what kinds of cars are available in the SUV category. This is similar to the browsing through the subject based accession numbers in a library. Replace authors, titles and subjects with these relevant auto-factors and you may use the library information system for a car rental & leasing company. Just as someone can reserve a book, or be informed of it when it is ready customers may reserve a specific car and with a specific car should that information be available. Even simple systems will permit combinations of data. The structure of the system remains the same when you replace books with cars. Just as there are brief descriptions of books that a potential reader can look at, there can be brief descriptions of the car. Integrating payment mechanisms is such a common practice today that incorporating it poses no problem. I am happy to state that my young development did heed my advice.

There are two lessons here. First, analogy as a way of learning. Second, structure as the all-important dimension of a system. Both are important lessons especially for software developers. Also, it is a sophisticated way of creating software. I am not elaborating any further as you can clearly see the drift of the argument.

Obviously I am not saying that all businesses can make use of this but many can. In fact, as a general rule, ask yourself this question – what can I make use of from what is available now? You may choose to reject all but this will be a good exercise to also clarify the system requirements.

Takeaways

Structure is sacrosanct in a software system

Analogical thinking has great value

Look around before you build