RESOURCE CENTRE MANUAL
HEALTHLINK WORLDWIDE
• Staff Consider who will use the computer, what functions they will use it
for, and whether the software to carry out these functions (such as e-mail,
Internet or database programs) will only be available in the resource centre
or whether it will also be available in other departments. Think about who
will set up and manage e-mail, Internet and database systems and who will
provide technical support – a member of staff or an external consultant.
Also consider who will check the e-mail messages each day and who will
enter data into the database.
• Hardware Consider what computer capacity is needed (memory,
processor, hard disk, modem). Some functions, such as databases and
desktop publishing, require a bigger capacity than other functions, such as
word processing. Note the capacity needed by the function that needs the
biggest capacity. Find out the capacity of any existing computer
equipment. Consider whether this is sufficient or whether a new computer
needs to be obtained. Consider what else needs to be purchased (see
Section 6.3).
• Software Consider what software is already available, if any, for each of
the functions that you want to use the computer for, and whether it is
appropriate. Find out what experience and technical support is available
within the organisation, locally, or nationally. For example, find out who
uses the same software and could provide advice.
• Other costs Also take into account the running costs such as anti-virus
software, diskettes, paper and printer ribbons, and other costs such as
training.
4. Plan and set up the system
It is important to think carefully about how to set up an e-mail and Internet
system or design a database, in the same way as it is to plan the layout of the
resource centre and the development of information services. The systems must
relate to the systems analysis and objectives, and be practical and easy to use.
5. Test and evaluate
After setting up an e-mail or Internet system or designing a database, it is
important to carry out a test to ensure that they can do what they are intended to
do. For e-mail and Internet systems, test the various functions, such as sending an
e-mail message (to one person or a group of people) and receiving messages,
attaching files, and searching and downloading information from the Internet.
Make a note of how long it takes, how easy it is to use, and what support is
provided by the Internet service provider (ISP) (see Section 6.5: The Internet). For
a database, enter about 20 sample records (at least five records of each material type that
the database will need to handle). Make a note of how easy it is to enter records for
the various material types. Use these records to carry out functions that the
database will be used for, such as searching, sorting and printing. These tests will
enable you to evaluate the systems, and sort out any problems at an early stage.
4 SECTION 6: COMPUTERS, ELECTRONIC COMMUNICATION AND DATABASES