RESOURCE CENTRE MANUAL
HEALTHLINK WORLDWIDE
6.2 Choosing a computer
It is important to plan how a computer will be used, before going ahead and
getting one. The first step is to think about whether a computer is really
necessary. If the collection is small (up to about 500 materials), or consists
mainly of books, a database (computerised catalogue) will not be necessary.
However, a computer might be useful for accessing information from CD-ROMs
or the Internet, or for tasks such as word-processing.
It is important to consider:
• what services the resource centre offers, and whether the users are within the
same organisation or institution, or at a distance
• whether the conditions are suitable – if the power supply is poor, the
computer will be out of use much of the time, and if the telephone service is
unreliable, access to e-mail and other Internet services will be disrupted
• whether a computer is affordable – the ongoing costs for anti-virus software
and consumables such as printer ink or ribbons, paper, and diskettes can be
expensive.
6.2.1 How to plan for computers
If it seems that a computer will be useful, the steps to follow are:
1. Analyse existing systems
2. Define the objectives
3. Carry out a feasibility study
4. Plan and set up the system
5. Test and evaluate the system.
1. Systems analysis
Start by analysing (reviewing) any manual systems that are being used to organise
and retrieve information. There might be an opportunity to improve these systems
when they are computerised. Think about what the computer needs to be able to
do. Do this for each function that you are considering using the computer for,
such as word-processing, accessing CD-ROMs, using e-mail and the Internet, and
setting up a database.
2. Define the objectives
Write down what you want to be able to do. You need to have clear objectives so
that you can choose the most appropriate hardware (equipment such as the
computer and printer) and software (programs supplied with the computer or on
CD-ROMs that enable the computer to function, such as word-processing or
database programs). Clear objectives can also provide the basis of a funding
proposal, whether you are seeking funds internally or submitting a proposal to an
external donor.
3. Feasibility study
Check whether a computer is feasible in terms of staffing, hardware, software and
other costs.
SECTION 6: COMPUTERS, ELECTRONIC COMMUNICATION AND DATABASES
3