An Internship report on dhaka university library 2015 (information science & library management, university of dhaka)

Internship Report
Submitted for the Partial Fulfilment of B.A. (Honours) 8th
Semester
Examinations, 2015.
Submitted by
Examination Roll Number: 2438
Session: 2011-2012
Department of Information Science & Library Management
University of Dhaka
2015

1
ACKNOWLEDGEMENT
First and foremost I would like to express my thanks to Allah of His love and strength that He
has given to me to finish this logbook as my internship report.
An internship is a golden opportunity for learning and self-development. I consider myself very
lucky and honoured to have so many wonderful people lead me through in completion of this
internship. I thank to those who have supported me to perform the job training up to carrying out
this report.
Hereby, first I want to give my special thanks to our course co-coordinator Dr. Md. Saiful Alam,
Professor of Information Science and Library Management Department, University of Dhaka.
I wish to express deep sense of gratitude to our honourable Sir Muhammad Mezbah-ul-Islam,
Ph.D., Professor and Chairman of Information Science and Library Management Department,
University of Dhaka for his kind advice, motivation and cooperation.
I express my deepest thanks to my internship supervisor Sir Dr. Md. Shiful Islam, Associate
Professor of Information Science and Library Management Department, University of Dhaka for
his scholastic guidance, valuable instructions, constructive criticism and help in carrying out this
training work from the very successful completion.
I would like to express my heart full gratitude for the patience, encouragement and support, to all
of the professional, staffs and personnel of Dhaka University Central Library for providing me
such an opportunity to learn about practical experience on library activities and all of the
professionals and staffs of Dhaka University Science Library for guiding us in bibliographical
data entry of books on Koha software.
I am highly grateful to Sir Dr. S. M. Zabed Ahmed acting as a librarian at the Dhaka University
Library. I am grateful to all my teachers of the Department of Information Science and Library
Management, University of Dhaka for their helpfulness, valuable suggestions and providing
necessary information to complete the report perfectly.
I would like to further thank to all my classmates for sharing their experiences, time and
commitment especially during finishing this internship program.
Md. Gubaer Al Mahmud
Examination Roll No. : 2438
Session: 2011‐2012
Examination Year: 2015
i

List of Contents
Contents Page No.
Chapter-I: Introduction 1-5
1.1 Preamble 1
1.2 Background 1
1.3 Rationale of the study 2
1.4 Objectives 2
1.5 Methodology 3
1.6 Schedule of Internship 4
1.7 Organizational structure of the report 5
Chapter-II: Overview of DUL 7-18
Chapter-III: Koha: Some observations and experiences 20-39
Chapter-IV: Acquisition Section 41-49
Chapter-V: Processing Section 51-57
Chapter-VI: Circulation section 59-65
Chapter-VII: Reference Section 67-69
Chapter- VIII: Other sections 71-82
8.1 Planning and Development Section 71
8.2 Manuscript Section 74
8.3 Reprography Section 75
8.4 Accounts Section 78
8.5 Administration Section 79
8.6 Periodicals Section 80
Chapter-IX: Recommendations and Conclusion 84-87
ii

List of Tables
Table No. Table Name Page No.
Table 1.1 Schedule of the Internship 4
Table 2.1 Background of DUCL 7
Table 2.2 Library Opening Hours 7
Table 2.3 DUL Collection 9
Table 2.4 Accommodation system of DUCL 11
Table 2.5 Accommodation system of Dhaka
University Science Library 13
Table 4.1 Library Committee 45
Table 4.2 Tender Committee 46
Table 4.3 The Finance Committee 46
Table 4.4 Order list of books 47
Table 4.5 Accession Register 48
Table 6.1 Status of Book Lending Limit, Duration and
Fine Details 65
Table 8.1 Charges for Reprographic Facilities 77
iii

Figures
List of Figures
Figure’s Name Page No.
Fig. 2.1 Dhaka University Central Library 9
Fig. 2.2 Dhaka University Science Library 9
Fig. 2.3 Main Library Building layout 11
Fig. 2.4 Administrative building layout 12
Fig. 2.5 Science Library Building layout 13
Fig. 2.6 Diagrammatic Presentation of Library Personnel 18
Fig. 3.1 Logo of Koha 21
Fig. 3.2 System Overview 22
Fig. 3.3 Server information of Koha software in DUL 23
Fig. 3.4 First interface form which we start
working on Koha 24
Fig. 3.5 Ways of Bibliographical Data entry either by
“New record” or “New from Z39.50/SRU 24
Fig. 3.6 Searching book’s availability inother
libraries on Z39.50/SRU 25
Fig. 3.7 Import of book’s bibliographicalinformation
from other libraries by Z39.50/SRU 25
Fig. 3.8 Staring New record of bibliographical
data entry of books 26
Fig. 3.9.1 MARC Field 0## (000-015) 26
iv

Fig. 3.9.2 MARC Field 008 27
Fig. 3.9.3 MARC Field 0## (016-028) 28
Fig. 3.9.4 MARC Field 0## (035-086) 28
Fig. 3.10 MARC Field 1## (100-130) 29
Fig. 3.11 MARC Field 2## (210-270) 30
Fig. 3.12 MARC Field 3## (300-365) 31
Fig. 3.13 MARC Field 4## (440-490) 32
Fig. 3.14 MARC Field 5## (500-505) is shown only 33
Fig. 3.17 MARC Field 8## (800-899) 36
Fig. 3.18 MARC Field 9## (906-942) 37
Fig. 3.19 Add Item process on Koha software 38
Fig. 3.20 Normal view of bibliographical data
of an entered book in Koha software 39
Fig. 4.1 Process for Budget Allocation 42
Fig. 4.2 Procurement of Books
43
Fig. 4.3 Flow Chart for Acquisition of Documents in DUL 44
Fig. 4.4 Acquisition Module 49
Fig. 5.1 Example of a manual Catalogue card 54
Fig. 5.2 The interface of Library Automation Software 55
Fig. 5.3 Interface of ‘search key’ and ‘edit’ books if necessary 56
v

Fig. 5.4 Interface of “import From Marc” or
“Entry” ofmaterials 56
Fig. 5.5 Interface of how to entry data by Author,
Title, Imprint, Control, Subject, Accession,
PhyDes, Notes then Click ‘save’ button to save the data 57
Fig. 6.1 Circulation Section 59
Fig. 6.2 Users required materials searching interface 60
Fig. 6.3 Card catalogue searching desks for users 61
Fig. 6.4 Sample of a book card 61
Fig. 6.5 Sample of a borrowers card 62
Fig. 6.6 Sample of an index card 62
Fig. 6.7 Book issue card for students 63
Fig. 6.8 Automated circulation module 64
Fig. 6.9 Issue Process in automated circulation 64
Fig. 7.1 Newspaper desk 68
Fig. 8.1 Searching for spine label 72
Fig. 8.2 Spine Label 73
Fig. 8.3 Barcode Label 73
Fig. 8.4 Manuscript 74
Fig. 8.5 Microfilm and its preserving box 75
Fig. 8.6 Index of microfilms 76
Fig. 8.7 Microfilm Reader 76
Fig. 8.9 Microfilm recorder 77
Fig. 8.10 User Interface for Access to the Online Journals 82
vi

List of Abbreviations
AACR‐2 Anglo‐American Cataloguing Rules‐ 2nd Edition
AGORA Access to Global Online Research in Agriculture
ALA American Library Association
B.A. Bachelor of Arts
BAS Bangladesh Academy of Sciences
BIPC Bangladesh INASP-PERI Consortium
CD-ROM Compact Disk- Read Only Memory
CAD Cash against Delivery
CAS Current Awareness Service
DDC Dewey decimal classification
DU Dhaka University
DUCL Dhaka University Central Library
DUL Dhaka University Library
DULAP Dhaka University Library Automation Project
DULIB Dhaka University Library Software
DULIS Dhaka University Library Integrated Software
GLAS Graphical Library Automation System
GBP Great Britain Pound
HINARI Health Inter Network Access to Research Initiative
vii

INASP International Network for the Availability of
Scientific Publications
ISIS Integrated Set for Information Systems
ISL Integrated Library Software
ISLM Information Science & Library Management
ISBN International Standard Book Number
LAN Local Area Network
LC Library of Congress
L/C Letter of Credit
MARC Machine Readable Cataloguing
OCLC Online Computer Library Centre
OPAC Online Public Access Catalogue
PDF Portable Document Format
PERI Program for Enhancement of Research Information
SDI Selective Dissemination of Information
SH Subject Heading
TK Taka
UGC University Grand Commission
ULC University Library Committee
UNDP United Nations Development Program
WWW World Wide Web
viii

1
CHAPTER ‐ I
1.1 Preamble:
INTRODUCTION
“Education” and “Library” are two indivisible concepts fundamentally related to and co-existent
with each other. Library education means educating students to be qualified librarians or
information scientists through organized instruction and training. It represents a synthesis of
professional action and testifies to the importance, value and necessity of libraries for the present
and the future. According to UNESCO, the goal of library education is to develop professionals
who are qualified to establish, manage, operate and evaluate user-oriented information systems
and services (Large, 1987). In addition, the program should be familiarized to students with the
role of information scientists in the society and make them fully aware of sources of information
and develop skills for exploring these information resources.
So we can see, libraries are vital social institutions. No community is considered complete
without a library. The spread of democracy, the extension of education, the intensification of
research activities and the rapid increase in the production of recorded knowledge, have led to
the enormous expansion of libraries and the development of their services. Libraries and
information centres have important contribution in the management and dissemination of right
information to the user at the right time in the right personal way.
1.2 Background of this Study:
As a mandatory part of the BA (Honours) Program, all the students of Information Science &
Library Management, University of Dhaka have to complete this internship program. After this
internship program each and every students have to submit an internship report mentioning their
activities during the internship program under a supervisor.
This internship program at the Dhaka University Library started on 3rd
January, 2016 and
finished on 11th February, 2016 (30 working Days). All the students were divided into three
groups to participate in all the section of DUL in an effective manner. At the end of this program,
internship report (2 copies) on the overall functions and activities of Dhaka University Library
(DUL) is to be submitted as partial fulfilment of the B.A. (Honours) 8th
SemesterExamination.

2
1.3 Rationale of the study:
Theoretical knowledge is not at all in this era to provide efficient working ability in job life.
Theoretical knowledge along with practical knowledge is crucial for any level of education and
this combination comes through internship. The internship program at Dhaka University Library
(DUL) is designed by the department of Information Science and Library Management to focus
on the practical aspects of the library functioning and services. This internship program will help
students to relate their theoretical knowledge with practical observations. It helps in acquiring
practical experiences in different sections of the library. Through this study the present status of
the library and its overall deficiencies could be identified and the possible solution may also be
determined.
1.4 Objective of the study:
The main objective of the study is to earn practical knowledge about the systems and services of
The Dhaka University Library through direct participation and/or observation in the different
sections of the library as an intern. This study is an opportunity to integrate career related
experience into an undergraduate education by participating in planned, supervised work. The
objectives of this study are to experience the theoretical knowledge at working level and identify
the differences between the practical and theoretical aspects of knowledge. This objective may
further be clarified as follows:
 To develop an overall idea about DUL services.
 To observe how the library activities are done in the library.
 To assess the existing condition of library resources and services.
 To gain practical experience by working on special projects.
 To measure the strengths and weakness of DUL.
 To measure the level of service providing by the staffs of the library.
 To identify major problems and their possible solutions.
 To discover the methods used in terms of processing of library reading materials.
 To evaluate the efficiency of the new library website.
 To investigate the existing condition of the library stack area.
 To realize the rich manuscript collection of the library.
 To provide career awareness for the students.

3
1.5 Methodology:
The success of a research work largely depends upon the methodology selected to conduct the
whole process. I have used basically observation method and some concerned tools in this
internship. The following methods were adopted for completing the presentstudy:
i. Observation: I have applied observation method because this method is very
important to gather reliable data correctly. Through this method I obtain the required
data by directly observing library personnel performing activities in their workplace.
ii. Literature Review: Existing literatures on the topic were studied and reviewed to
examine the status of library and information system of the Dhaka University Library.
A comprehensive bibliography of the available literature has been compiled, and
given at the end of the report.
iii. Sampling: I had a daily dairy, financial Statements of DUL, Review of existing
official files, documents, Website of DUL and Various educational websites,
computerized screens and previous internship report etc.
iv. Direct Participation: Direct participation in any work is very important to know and
learn about the actual work process. I had observed the systems and services of the
library and worked with the officers simultaneously. Direct participation also help me
for making „activities and experience of the library‟ section.
v. Personal Contact: I have gathered information by having personal contact with the
library officers and employees by visiting different sections. This active method helps
me to connect with the library personnel very closely and reveal how to work
efficiently.
vi. Personal Interview: Personal interview constructed to collected information from
the concerned personnel through face-to-face interaction to clarify my concept about
the major library operations.
vii. Questionnaire: Basically unstructured questionnaire used in this internship.

4
1.6 Schedule of Internship:
We were divided into three groups where I was in Group-2. According to my group schedule,
the working time is shown below:
Sections Date Time
Reprography 04-07 January, 2016. 11.00 am - 1.00 pm.
Science Section 04-07 January, 2016. 2.00 pm – 4.00 pm.
Reprography & War of Liberation
cell
10-14 January, 2016. 9.00 am – 5.00 pm.
Reader Service 17-21 January, 2016. 9.00 am – 5.00 pm.
Science Section 24-28 January, 2016. 9.00 am – 5.00 pm.
Acquisition Section 31 January – 01 February, 2016. 11.00 am – 1.00 pm.
Automation 02-04 & 07-08 February, 2016. 11.00 am – 1.00 pm.
Manuscript 09 February, 2016. 11.00 am – 1.00 pm.
Periodicals 10 February, 2016. 11.00 am – 1.00 pm.
Administration 11 February, 2016. 11.00 am – 1.00 pm.
Table 1.1: Schedule of the Internship

5
1.7 Organizational structure of the report:
The text of the report has been organized by a logical progression in the following nine chapters
including major references:
Chapter-I: Chapter one is devoted to the preamble of the study, rationale, objectives,
methodology, and schedule of internship applied to the study and organization.
Chapter-II: Chapter Two deals with the background and present condition of the Dhaka
University Library.
Chapter-III: Chapter III covers our working experience on Koha software in Science Library by
providing computer screen capture of our working procedure.
Chapter-IV: Chapter IV discusses about the methods and procedures carried out by the
acquisition section for the acquisition of library reading materials.
Chapter-V: Chapter V consists of the processes followed by the processing section to classify
and catalogue the library reading materials and how this section operating data entry in DUL
software.
Chapter-VI: Chapter VI covers the activities of the circulation desk which is also considered as
reader’s service, in order to manage the circulation of library materials among different types of
library users.
Chapter-VII: Chapter VII represents the existing status of the reference section and the services
of this section provided to the library users.
Chapter-VIII: Chapter VIII discusses about our experience and observation in other sections of
such as planning and development, manuscript, reprography, accounts and Administration,
periodicals sections of DUCL.
Chapter-IX: Chapter IX serves the recommendations and conclusion of the study.

7
CHAPTER ‐ II
OVERVIEW OF DUL
2.1 Dhaka University Library (DUL):
Dhaka university library is the biggest library among the public university libraries in
Bangladesh. It is one of the largest libraries in Bangladesh that has been playing a critical role in
the expansion of higher education and research the country since the beginning of its
construction. It has great value to the researcher and scholars as a knowledge repository. It serves
so many researchers and students with its huge amount of rich collection. No other library in
Bangladesh has such rich collection.
Established 1921, 1 July (at the birth of Dhaka university)
Starting collection 18000 books (inherited form the library of Dhaka college and
Dhaka law college)
First librarian F.C. Turner
First professional
librarian
M.S. Khan
Present Collection The library has now 6,80,000 volume of books and bound
journals. Moreover, it has over 30,000 rare and old manuscripts,
numerous microfilms and microfiches
Table 2.1: Background of DUCL
Day Time
Main Library and Science Library Cyber Centre Resource Centre for
Visually Impaired Student
Reading Rooms and
Seminar Section
Offices
Sunday to Thursday 8am to 9pm 9am to 5pm 11am to 8pm 8am to 9pm
Friday 3pm to 8pm Closed Closed Closed
Saturday 10am to 8pm Closed 3pm to 8pm Closed
Table 2.2: Library Opening Hours

8
2.2 Background of DUL:
The Dhaka University Library (DUL), established in 1921 with its parent organization on the 1st
of July, 1921 with 18,000 books inherited from the libraries of the former Dhaka College and
Dhaka Law College. F.C. Turner, the former principal of Dhaka College was the first librarian of
the Dhaka University Library and Fakhruddin Ahmed succeeded him in the post in 1922. (Dhaka
University Website).
The library began in 1921 with 877 students, 60 teachers of 12 departments under three faculties’
art, science and law. Then the library was placed in the premises of Dhaka Medical College and
Hospital and later it was transferred in the ground floor of a building situated at the north bank of
the pond of Curzon Hall premises. Later, the library was transferred into the present Central
Library Building. The former principal of Dhaka Collage was the first librarian of the Dhaka
University Library (Wikipedia). 2001, a total of 185 persons were employed in the Dhaka
University library (Mostafa, 2004:124). The major financial sources for the libraries are the
grants from the University Grants Commission (UGC) and minor sources of income include
amounts collected as overdue charges from readers as well as money raised by the disposal of
unwanted materials. Dhaka University library is known to have a stock of half a million of
monographs, books, manuscripts, periodicals, microforms, and rare books with different types of
special collections.
2.3 Library Collection:
According to Dr. S. R. Ranganathan’s law “Library is a growing organism”. Since DUL library
collection has grown steadily.
At present the Dhaka University Library has 6 lacs 80 thousand books and magazines. Besides
that the Library has 30,000 rare manuscript; 20,000 old and rare books and large number of
Tracts (booklets, leaflets, pamphlets, and puthis). Some rare books and documents have also
been collected in microform. In the same way, rare books and reports, puthis, Bengali Tracts and
private collection of Buchanan on Bengal have been acquired from the British museum (Dhaka
University Website).
There are 265 titles of journals amongst which foreign 173, local 22 and gratis are 70. Some rare
books and documents have also been collected in microform (microfilm and microfiche).For
online facilities of foreign journals; an amount of US$ 18,000 has been paid as subscription to
the Bangladesh Academy of Sciences (BAS). As a result, the teachers, researchers and students
will be able to read and download more than 22 thousand foreign journals of 37 publishers.

9
The library is enriched with available reference materials such as atlases, dictionaries,
encyclopaedias, annual reports, statistical year books and other publications.
Dhaka University Library is also developing Online Public Access Catalogue (OPAC) terminals.
After the majority of the retrospective data is captured on a computer (approximately 100,000)
the Dhaka University Library staff started offering OPAC for users to browse the catalogue.
Internet browsing facilities for research development is being developed as well.
Collection Type Numbers
Books and Magazines 6,80,000
Rare Manuscripts 30,000
Old & Rare Books 20,000
Journal Titles Foreign-173, Local- 22 Gratis-70 =265
Total 7,30,265
Table 2.3: DUL Collection
2.4 Library types and location:
 Central library(located at the east side of Art’s building, opposite of Rokeya
Hall)
 Science library (located in Mokarram Bhaban which is opposite of Physical
Education of Dhaka University)
Fig. 2.1 Dhaka University Central Library Fig. 2.2 Dhaka University Science Library

10
2.5 Dhaka University Library (DUL) Layout:
Dhaka University Library (DUL) is designed and divided into three sectors. The present total
measurement of the buildings is 1,50,830 square feet but earlier, the total measurement of the
Dhaka University Library was1,40,750 square feet. It is constructed out of bricks and cement
with wide windows and space (Wikipedia).
All the activities of the library are performed from three separate buildings where the first two
buildings are under DUCL-
 Main library building
 Administrative building and
 Science library building.
2.5.1 Main library building:
The ground floor of the main library building consists of the circulation desk, the reference
room, the bound periodicals room, the newspaper reading room, a rare books reading room, the
Muktijuddho (War of Liberation) cell, the UN collections and the American Studies Corner,
Korean corner etc. The computing division of the library which provides internet browsing
facilities for students and faculty members and an online catalogue is also located in the ground
floor. The Magazine floor of the library displays current journals.
The first floor of the library includes reading rooms and books of thirteen disciplines viz.
Sociology, Statistics, Political Science, Economics, Law, History, International Relations,
Philosophy, Geography, Journalism, Anthropology, Social Welfare and Public Administration.
The second floor of the library consists of reading rooms and books of fourteen disciplines, viz.
Information Science and Library Management, Psychology, Religion, Linguistics, Business
Administration, English, Bengali, Islamic History and Culture, Arabic, Urdu and Persian,
Sanskrit and Pali, Islamic Studies.
There are some reading rooms in the second floor. Here three hundred students can read at a time
issuing books of above disciplines from the stack area. There is also a separate reading room for
female students. The reading rooms are air-conditioned. There is a computer for students in the
issue counter for searching books. There are nine carrels for teachers and researchers in the stack
area. They can have this allotted for three months for their research purpose. On the other hand
there are six chair-tables near the carrels for teachers. There is also a photocopy unit in the
second floor.

11
Fig. 2.3: Main Library Building layout
Seat
Arrangement of
Reading Room
Combined
Students
Students
(Female)
Teacher/
Researcher
Total
Second floor 206 24 10 240
Third floor 206 24 10 240
Reference
reading room
60 - - 60
Periodical
reading room
40 - - 40
Newspaper
reading room
40 - - 40
Total 552 48 20 620
Table 2.4: Accommodation system of DUCL
Ground Floor
(Reader Service)
First and Second
Floor
• UN Collection, American Studies,
Gazette Room
• Rare Book Section
• Muktijudho Cell
• Research Assistance Room
• Circulation Counter and Information
Desk
• Catalogue Card Cabinet Unit
• Token Counter
• Reference Section
• Daily Newspaper Desk
• Old and bound Periodicals Unit
• Photocopy Unit
• Student Reading Rooms
• Photocopy Units
• Book Stack Areas
• Carrels
Ground Floor
(Planning and
Development)
• Server Room
• Computer Room
• Borrowers ID Card Room
• Hardware Maintenance Room

12
2.5.2 Administrative building:
In this building all the managerial and decision making activities are accomplished. The
administrative building has the administrative offices, acquisition section, processing section,
reprographic division, book binding section, manuscripts division, periodicals section, accounts
section ,seminar section, old newspaper section, resource centre for the visually impaired
students and cyber centre .
Fig. 2.4: Administrative building layout
2.5.3 Science library building:
Though the science library is a part of the main library, it is located in a separate building near
the science faculty campus. At the beginning, the science library was in the physics block of the
Curzon Hall. But later on, the building proved to be very inconvenient, and a new building was
created. The science library shifted to its new building in the early part of the year 1982. The
Dhaka University Science Library is headed by one Deputy Librarian and is assisted by the other
staff. All the works of acquisition and processing are however done by the main library.
There are 4 reading rooms in the first floor of the Science Library Building. Here 400 students
can read at a time. The reading rooms are air-conditioned. There is also a reference room in the
first floor of the building. Teachers, researchers and students can use theses and reference tools
here
Second Floor
• Administration
• Manuscript Section
• Reprography Section
First Floor
• Acquisition Section
• Processing Section
• Periodical Section
• Binding Section
• Accounts Section
• Despatch
Ground Floor
• Old Newspaper Section
• Seminar Section
• Resource Centre (for the visually impaired
students)
• Cyber Centre

13
There are separate seating arrangements for teachers. Teachers, researchers, registered graduates,
officers and employees can issue 10 books, 3 books, 1 book, 5 books, and 1 book respectively
for 30 days. They can have necessary photocopies paying TK. 0.50 for per exposure.
A complaint box is kept in every floor of the Main building and Science Building for readers.
Those boxes are opened every week and necessary action taken accordingly. Besides, there is a
senior officer in every floor who acts as a floor in charge. Readers can inform him about any
sorts of problems for early solution. If he fails, readers can ventilate the same to the librarian for
taking necessary action.
Fig. 2.5: Science Library Building layout
Seat Arrangement
of Reading Room
Combined
Students
Students
(Female)
Students
(Male)
Teacher/
Researcher
Total
General 80 80 80 30 270
Thesis 30 - - - 30
Total 110 80 80 30 300
Table 2.5: Accommodation system of Dhaka University Science Library
First Floor
• Reading Rooms (Male and Female)
• Confined Section
• Reference and Thesis Room (Faculty
Members and Researchers only)
• Prayer Room
Ground Floor
• Administration
• Token Counter
• Daily Newspaper Desk
• Circulation Counter
• Book Stack Area
• Periodical Unit
• Photocopy Unit

14
2.6 Library Facilities:
 Printing: The computer printing service is only available in the Dhaka University library
reprography section.
 CD/DVD Write: Only old and rare manuscripts, microfilm and microfiche in digital form
are available for CD/DVD Write.
 Photocopy Service: The photocopy services are offered from the following locations:
 Main Library Building:
Reading Room – 1st Floor
Reading Room – 2nd Floor
 Administrative Building:
Periodical Section – Ground Floor
Reprography Section – 2nd Floor
 Science Library Building:
Xerox section - Ground Floor
 Carrel Booking: Carrels are available in the main library that can only be reserved by the
faculty members or researchers for higher studies.
 Online Catalogue Search: Computer terminals are available for use by faculty members
and students to search the library OPAC.
 Borrower’s ID card: Faculty members, students and other library users need digital
borrower’s ID card to use thelibrary.
 Teachers‟ Book Issue Counter: Books can be issued, renewed and returned from this
counter using automated system. A digital borrower’s ID card isrequired.
 Cyber Centre: The Cyber Centre is located on the south side of the ground floor at
Administrative Building.
 Resource Centre: A modern and international standard Resource Centre for Visually
Impaired students is located on the ground floor of the Library Administrative Building.
This Centre works in collaboration with the Sight Savers International for visually

15
Impaired students. The centre houses Braille Books, computers with specialized software
and modern Braille Printers.
 Reading Rooms:
 Student Reading Room, Main library - First Floor
The first floor of the Library consists of reading rooms and a books stack area.
This floor contains books covering 12 disciplines e.g. - Sociology, Statistics,
Political Science, Economics, Law, History, Biography, Geography, Journalism,
Anthropology, Social Welfare, and Public Administration.
 Student Reading Room, Main library - Second Floor
The second floor of the library consists of reading rooms and a books stack area.
This floor covers 11 disciplines e.g. - Information Science and Library
Management, Philosophy, Psychology, Religion, Linguistics, Anthropology,
Business Administration, English, Bengali, Arabic, Urdu and Persian.
 Student Reading Room, Science library - Ground Floor and First Floor
Books and reading materials of the following disciplines are preserved in the
stack area:
Generalities, Cosmology, Psychology, Logic, Ethics (Moral Philosophy),
Statistics, Pure Science, Mathematics, Astronomy and Allied Sciences, Physics,
Chemistry and Allied Sciences, Sciences of Earth and other worlds,
Palaeontology, Life Sciences, Botanical Sciences, Zoological Sciences,
Technology (Applied Sciences), Medical Sciences, Engineering and Allied
Operation, Agriculture and Related Technology, Home Economics and Family
living, Chemical and related Technology, Manufactures, Buildings, General
Geography and History, General Geography and Travel, General History of
Ancient World, General History of Europe and General History of Asia.
 Reference Reading Room
 Main Library
It is located on the south side of the ground floor of the main library building.
Reference Collections provide comprehensive reference and research materials in
the field of humanities, especially religion, philosophy, language, literature, art
and history, as well as biography, bibliography, Encyclopaedia, Dictionaries and
current affairs.

16
 Reference and Thesis Room, Science Library
Teachers and researchers can use thesis and reference tools from this room which
are non-issuable.
 Periodicals Reading Room
The periodicals section is located on the ground floor of the Administrative Building and
Science Library Building. Library users can read journals in the bound volume.
 Archives, Rare Books and Special Collections Reading Room
This room is located on the ground floor of the main library building. There are also
confined books and documents available in Science Library.
 Current News Paper Reading Room
Dhaka University library preserves all well-circulated daily newspapers in Bangladesh.
Users can read these newspapers from 8am to 9pm in Main Library and Science Library.
 Old News Paper Reading Room
Old and rare newspapers are preserved in the ground floor of the Administrative
Building. These newspapers are only available in bound volume format
 Seminar Section
Located on the ground floor of the Administrative Building. The students of Faculty of
Arts, Law, Business Studies, Social Sciences, Fine Arts and Education can issue one
book from the Seminar Section.
 Manuscript Reading Room
The library houses 30,000 handwritten manuscripts, many from the fourteenth and
fifteenth centuries, in various languages and a large number of tracts (booklets, leaflets,
pamphlets, and puthis) which are also preserved in microforms and CDs.
 Microfilm and Microfiche Reading Room
Some old and rare documents are kept in microfilm or microfiche format which are
preserved in reprography section.
 Personal Laptop: Library users can use their own laptops in the Library.

17
2.7 Dhaka University Library Committee:
(i) The Vice-Chancellor, University of Dhaka. Chairman
(ii) The Pro-Vice-Chancellor, University of
Dhaka.
Member
(iii) All Deans, University of Dhaka. Member
(iv) Three members of the Academic Council to
be appointed by the Academic Council for one
year who will not be eligible for reappointment
in the following year.
Member
v) The Librarian, University of Dhaka. Member Secretary
2.8 Officers and Employees:
Professor Dr. S. M. Zabed Ahmed is the acting librarian of the library. The responsibility of the
acting librarian (P&D) is entrusted to Mrs. Syeda Farida Parvin. Now there are 243 staffs among
which the number of officers is 88. The number of existing officers, class III and class IV are 63,
62 and 93 respectively. There is no class II officers present in DUCL at present. The total
number of vacant posts is 18. Among the total staffs, 19 are professional, 50 are semi-
professional, 148 are non-professional and 21 are IT personnel (Dhaka University Annual
Report, 2011-2012).

18
Fig. 2.6 Diagrammatic Presentation of Library Personnel

Chapter-III
Koha: Some observations and experiences

20
CHAPTER ‐ III
KOHA: SOME OBSERVATIONSAND
EXPERIENCES
3.1 About Koha Software:
The term “open source” refers to software that is free and that includes the original source code
used to create it newly so that users can modify it to make it work better for them. Open source
software may be free, a developer or distributor may charge for services, including special
programming, installation, training, and technical support. Among various open source soft
wares Koha is the most renowned one.
Koha is the first free software library automation package. Koha is an open source Integrated
Library System (ILS), used world-wide where more than 300 libraries are using Koha, including
academic, public, school and special libraries in Africa, Australia, Canada, USA, France, India
and, of course, New Zealand. Along with a committed team of programmers its development is
steered by a growing community of libraries collaborating to achieve their technology. There is
no cost for the license; we have the freedom to modify the product to adapt it to your needs, etc.
The name comes from a Māori term for a gift or donation.
3.1.1 Development of Koha:
Development of Koha started in New Zealand in 1999-2000 by a web development company
called katipo communications for the Horowhenua Library Trust in NewZealand.
Koha is developed using technologies like Perl (Practical Extraction and Report Language),
HTML, CSS, JavaScript, Apache and MySQL. It runs on Linux. Koha can be downloaded from
the official site: www.koha-community.org. Koha is not a company - Koha is a world-wide
project and a product.
3.1.2 History:
From 2000, companies started providing commercial support for Koha, building to more than 20
today. In 2001, Paul Poulain (of Marseille, France) began adding many new features to Koha,
most significantly support for multiple languages. By 2010, Koha has been translated from its
original English into French, Chinese, Arabic and several other languages. Support for the
cataloguing and search standards MARC and Z39.50 was added in 2002 and later sponsored by
the Athens County Public Libraries. In France Paul Poulain co-founded BibLibre in 2007.

21
In 2005, an Ohio-based company, Metavore, Inc., trading as LibLime, was established to support
Koha and added many new features, including support for Zebra sponsored by the Crawford
County Federated Library System. Zebra support increased the speed of searches as well as
improving scalability to support tens of millions of bibliographic records.
In 2007 a group of libraries in Vermont began testing the use of Koha for Vermont libraries. At
first a separate implementation was created for each library. Then the Vermont Organization of
Koha Automated Libraries (VOKAL) was organized to create one database to be used by
libraries. This database was rolled out in 2011. Thirty-seven libraries have chosen to adopt Koha
and moved to the shared production environment hosted and supported by Water Solutions.
Previously Vermont used software from Follett.
In 2011 the Spanish Ministry of Culture maintains KOBLI, a tailored version of Koha based on
an earlier report
3.1.3 Features:
Koha is web-based ILS, with a SQL database (MySQL preferred) backend with cataloguing data
stored in MARC and it is built using library standards and protocols such as MARC 21,
UNIMARC, Z39.50, SRU/SW, SIP2, SIP/NCIP, ensuring interoperability between Koha and
other systems and technologies, while supporting existing workflows and tools. Koha has most
of the features that would be expected in an ILS, including:
 Various Web 2.0 facilities like tagging, comment, Social sharing and RSS feeds
 Union catalogue facility
 Customizable search
 Circulation and borrower management
 Full acquisitions system including budgets and pricing information (including supplier
and currency conversion)
 Simple acquisitions system for the smaller library
 Ability to cope with any number of branches, patrons, patron categories, item categories,
items, currencies and other data
 Serials system for magazines or newspapers
 Reporting
 Reading lists for members
Fig. 3.1 Logo of Koha

22
Koha software: at a glance:
Koha Server Software:
 Server operating system: Linux, OpenBSD, FreeBSD, MacOS, or other UNIX.
 Web server: Apache.
 Programming language: Perl.
 Database: MySQL.
Koha Client Software:
 Koha requires a recent Internet browser.
 Mozilla is advised, but not obligatory. (Koha works with Internet Explorer.).
 Certain data validity checks are made on the client machine, JavaScript must be
enabled.
 The public interface (OPAC) conforms to XHTML1.0 standards: the utility is thus
compatible with alternate browsers. In particular, the OPAC can be used by
people needing special assistive technology (Braille browsers, voice synthesis,
text-based browsers, etc.).
3.1.4 Latest Version of Koha:
The latest version of Koha which is used mostly now a day is LibLime Koha. LibLime Koha is
web based, so there is no software to install on desktop computers, and LibLime hosting services
means that no servers are required in the libraries. LibLime's IT experts manage all upgrades,
backups and general system maintenance, and the Library's local IT staff can focus on the
Library's many other projects.
Fig. 3.2 System Overview

23
3.2 Koha software in DUL:
DUL is recently establishing Koha software. In science library Koha software has already been
established. Now bibliographical data entry of books is under processing in Koha software at
science library. The version of Koha software is used in DUL is 3.18.02.000
Fig. 3.3 Server information of Koha software in DUL
3.3 Introduction to MARC 21:
On Koha software, we basically entry the bibliographical data according to the tags of MARC
format. MARC 21 is used here. The MARC 21 Format for Bibliographic Data is designed to be a
carrier for bibliographic information, such as titles, names, subjects, notes, publication
information, and physical descriptions of items.
3.4 Some basic observations and working experiences on Koha software at
Science Library:
During our one month internship, we had a very good experience of working on Koha software
and do entry data of bibliographical information of books. In this working time, all the personnel
and staffs were so much cordial. The personnel of science library answered clearly of our every
question and provided us instruction of how to work on Koha software so nicely that we have
become much efficient in working on this software. Specially Junior Librarian Shahinur Ahmed
madam, Junior Librarian Tahmina Kabir Tresha madam, Library Assistant Taslima Akter madam
observed our works and guided us most of the time during our working period on Koha.

24
3.4.1 The working process in Koha is described and shown below with some
screen capture:
Fig. 3.4 first interface form which we start working on Koha
Basically we can entry bibliographical data on Koha software in two ways:
 “Import” from “Z39.50 or Search/Retrieve via URL (SRU)”.
 Doing completely “New Record” of bibliographical data on this software.
Fig. 3.5 Ways of Bibliographical Data entry either by “New record” or “New from Z39.50/SRU

25
First, we search data of the book by the book’s title, ISBN or author to import from Z39.50/SRU
basically from Library of Congress, Colombia University, National Library of Australia and if
necessary from other libraries also. If we find the required result, we import it for our library.
Fig. 3.6 Searching book’s availability in other libraries onZ39.50/SRU
Fig. 3.7 Import of book’s bibliographical information from other libraries byZ39.50/SRU

26
If we won’t find the book by searching on Z39.50/SRU, then we have done “new record” by
clicking on it and then clicking on “Default framework” from the drop box.
Fig. 3.8 Staring New record of bibliographical data entry of books
3.5 The working process on different fields of Koha software:
We worked on different tags of MARC fields on this software to entry the data in both case of
import or new record. There are 9 fields to add MARC record. The process is shown below:
3.5.1 Process of Adding MARC Record to field 0##:
To describe this field, I have taken four computer screen shot photos which covered the whole
field together to provide a clear concept of what I have worked on it:
Fig. 3.9.1 MARC Field 0## (000-015)

27
From the above figure 3.9.1 we can see MARC field 0## and its tags from 000-015. Within this
tag numbers, we use 000,001,003,005 and 008 tags.
 000 - LEADER: In both cases of import and new record, I had just clicked the field 000‟s
00-fixed length control field and have the fixed length automatically.
 001 -CONTROL NUMBER: In both cases of import and new record, 001‟s 00 control
field was either auto filled or may be blank.
 003 - CONTROL NUMBER IDENTIFIER: In this field, I have to fill the 00 control field
by “BD-DhUL” by just clicking on that field in both cases of importing or new entry.
 005 - DATE AND TIME OF LATEST TRANSACTION: I just clicked the field to have
an auto date in import or new record both cases.
 008- FIXED-LENGTH DATA ELEMENTS:
 In case of Import from Z39.50, I have just clicked the field to have automatic
fixed length of data elements.
 In case of new record, I have to enter the data by our self by clicking the „edit
icon‟ where I have filled up the fields: 06-type of date, 15-17 –MARC code list
for countries, 18- Illustrations-code 1(if necessary fields 19, 20,21 also) and 31-
Index. Then we click „ok‟ to save the changes.
Fig. 3.9.2 MARC Field 008

28
Fig. 3.9.3 MARC Field 0## (016-028)
Fig. 3.9.4 MARC Field 0## (035-086)
From the above figure 3.9.3 and Figure 3.9.4 we can see MARC field 0## and its tags from 016-
86. Within this tag numbers, we use 020,040 and 082 tags.
 020 - INTERNATIONAL STANDARD BOOK NUMBER:
 In case of import, the ISBN number is given automatically.
 But in case of new record, I had to fill up the field by providing ISBN number
from the book that I was giving entry on Koha.

29
 040 - CATALOGING SOURCE:
 In case of importing data, I had to clone the “d- Modifying agency” field and then
copy the „BD-DhUL‟ from field 003 and paste in this field.
N.B. if „c-Transcribing agency‟ field is not filled up earlier, then we have to fillit
with „BD-DhUL‟.
 In case of new record, I had to copy the „BD-DhUL‟ from field 003 and paste in
“a- Original cataloguing agency” and “c-Transcribing agency”.
 082 - DEWEY DECIMAL CLASSIFICATION NUMBER: In both case of importing or
new record, fields “a- Classification number” and „b- Item number‟ has to be filled up by
us according to the cataloguing process of the individual library on the book.
To describe this field, I have taken single computer screen shot to provide a clear concept of
what I have worked on it:
Fig. 3.10 MARC Field 1## (100-130)
From the above figure 3.10 we can see MARC field 1## and its tags from100-130. Within this
tag numbers, we use 100 and 110 tags.
 100 - MAIN ENTRY--PERSONAL NAME:
 In case of import, the field is auto filled on „a- author personal name‟ field in
Surname, forename format.

30
 In case of new record, I had to fill up the field „a- author personal name‟
according to Surname, forename format of the author’s personalname.
The other fields such as “d-Dates associated with a name”, “e- related term‟ and „q- fuller form of
name‟ may also be filled up if we have the information. After that I have given the „indicator 1‟
in the first box of indication.
We use this field only when there are one, two or three authors in a book. If there are more
authors than three, we then use field 700.
 110 - MAIN ENTRY--CORPORATE NAME: If the book is published by
corporate body, then I had to fill up the “a-corporate name or jurisdiction name
as entry element” in case of new record or it will be filled up auto in case of
import.
Fig. 3.11 MARC Field 2## (210-270)
From the above figure 3.11 we can see MARC field 2## and its tags from 210-270. Within this
tag numbers, we use 245, 250 and 260 tags.

31
 245 - TITLE STATEMENT:
 In case of import, the „a-Title‟, “b- Remainder of title” and “c- Statement of
responsibility, etc.” fields are autofilled.
 In case of new record, I have to fill the „b- Remainder of title‟ and „c- Statement
of responsibility, etc.‟ fields according to the informationavailable.
After that I have given the „indicator 1‟ in the first box of indication. In the second indication
box I have given the „indicator 0‟ if there is no article in the title or “indicator 2, 3, 4” if there i s
“a, an, the” articles respectively in the title.
 250 - EDITION STATEMENT: If there is any edition of the book, then it will be
automatically given in case of import or I have to fill this field by edition (if any) in case
of new record.
 260 - PUBLICATION, DISTRIBUTION, ETC. (IMPRINT):
 In case of import, the „a- Place of publication, distribution, etc.‟, „b- Name of
publisher, distributor, etc.‟ and „c- Date of publication, distribution, etc.‟ fields are
auto filled.
 In case of new record, I have to fill the „a- Place of publication, distribution, etc.‟,
„b- Name of publisher, distributor, etc.‟ and „c- Date of publication, distribution,
etc.‟fields.
3.5.4 Process System of Adding MARC Record to field 3##:
Fig. 3.12 MARC Field 3## (300-365)

32
From the above figure 3.12 we can see MARC field 3## and its tags from300-365. Within this
tag numbers, we use 300 and 365 tags.
 300 - PHYSICAL DESCRIPTION:
 In case of import, the “a-Extent”, “b- Other physical details”, “c- Dimensions” and
“e- Accompanying material” (If any material like CD-ROM, floppy disk etc. is
attached with the book) fields are filled with exact information automatically.
 In case of new record, I have to fill the “a-Extent”, “b- Other physical details”,
„c- Dimensions‟ and “e- Accompanying material” (If any material like CD-ROM,
floppy disk etc. is attached with the book) fields according to the given
information in the book.
 365 - TRADE PRICE: In both case of importing or new record, we have to fill up the „a-
Price type code‟ and „b- price amount‟ field according to the purchased amount of DU
Science Library. If the book is a gift or donation for this library, then these fields will
remain blank.
Fig. 3.13 MARC Field 4## (440-490)

33
This field is used only when there is any series in the book. Only field „490 - SERIES
STATEMENT‟ is filledup.
 In case of import, fields „a- Series statement‟ and „v – Volume/sequential designation‟ (If
any) if filled automatically.
 In Case of new recode, I had to fill the „a- Series statement‟ and „v – Volume/sequential
designation‟ (If any)fields.
After that I have given the „indicator 0‟ in the second box of indication.
3.5.6 Process System of Adding MARC Record to field 5##:
To describe this field, I have taken single computer screen shot of the part that I have to use to
entry data, in order to provide a clear concept of what I have worked on it:
Fig. 3.14 MARC Field 5## (500-505) is shown only
From the above figure 3.14 we can see MARC field 5## with only its tags from 500-505 in
which I have to entry my data. Within this tag numbers, we use 500 and 504 tags.
 500 - GENERAL NOTE:
 If there is only index available at the back of the book without having any
bibliographical references, then we can fill the field „a- General note‟ by typing
„Includes index.‟ In case of new record or it may be given earlier in case of
import.

34
 If bibliography or bibliographical references are present in the book with index,
we can write them together in the field 504 and keep the field 500 blank in case of
new record or this system may also be seen auto in case of import.
 504 - BIBLIOGRAPHY, ETC. NOTE:
 If bibliography or bibliographical references are present in the book, then we can
fill the field “a- Bibliography, etc.” by typing “Includes bibliographical references”
or “Bibliography: ( p. ##-###).” if there is clear indication of bibliography pages
in case of new record or it may be given auto in case of import.
 If both the bibliographical references and index are present together, then, we can
write them both in the field “a- Bibliography, etc.” by typing “Includes
bibliographical references and index.” In case of new record or may be auto given
in case of import.
To describe this field, I have taken two computer screen shot of the part that I have to use to

35
 610 - SUBJECT ADDED ENTRY--CORPORATE NAME: If the book’s subject heading
leads to corporate name, then the field „a- Corporate name or jurisdiction name as entry
element‟ have to fill during new record or may be auto filled in case of importing the
data.
 650 - SUBJECT ADDED ENTRY--TOPICAL TERM: Basically this tag is used in most
of the time as most of the subject headings are in a topical form. In this case, the field „a–
Topical term or geographic names as entry elements‟ is filled by me during new entry or
may be auto filled in case of importing the data. After that I have given the „indicator 0‟
in the second box of indication.
N.B. In case of new record, we have preferred to have the subject headings by searching the
book in OCLC‟s World Cat, Library of Congress Online Catalogue, DULIB by the present
officer’s user ID of Sciencelibrary.
To describe this field, I have taken single computer screen shot of the part that I have to use to

36
 700 - ADDED ENTRY--PERSONAL NAME: This field is used if –
 There is 2 authors, 3 authors or more than 3 authors in the book.
 There is editors with authors.
 the book is just edited by single editor, 2 editors, 3 editors or more than 3 editors
N.B. In case of more than 3 authors or editors, just first author or editor is
mentioned and then …[et al.]. is used which means “and others”. The Name must
be in “Surname, Forename” order.
In this MARC tag, the fields mainly “a- Personal name” is filled up and if information is
available, fields “d- Date associated with a name” “e- Related term” and “q- Fuller form of name”
are also filled in case of new record or may be auto filled in case of importing.
 710 - ADDED ENTRY--CORPORATE NAME: If there is any additional corporate body
with the author or the main corporate body, the field “a- Corporate name or jurisdiction
name as entry element” have to fill during new record or will be filled auto in case of
imported data.
Fig. 3.17 MARC Field 8## (800-899)
Basically this MARC field is related with MARC field 4## which deals with series statements of
a book if any. If the series contains other information such as its authors or editors, the field
800is used to fill those data. We were instructed not to fill any data (if any) in this field during
our internship work on Koha software in science library by the in charge librarians. But in time
of importing the data, I have found some fields of 800 was filled which was so rare.

37
Fig. 3.18 MARC Field 9## (906-942)
From the above figure 3.18 we can see MARC field 9## with only its tags from 906 and 942.
Within this tag numbers, we use only 942 field.
 942 – ADDED ENTRY ELEMENTS (KOHA): In this tag „2- Source of classification of
shelving scheme‟ field was always filled with „Dewey Decimal Classification‟ and we
have to fill the field „c- Koha item type‟ by choosing the type form the drop box. As in
Science Library we have done the entry of books only, so each time I have clicked on the
„Books‟ option.
After finishing my data entry in all the MARC fields from 0##-9##, I have to click on „Save‟
icon to save the data.
3.6 Process of ‘Add Item’ after saving MARC record:
After finishing my data entry in all the MARC fields from 0##-9## I have saved the data by
clicking on „Save‟ icon. Then the next process that is „add item‟ is shown on Koha software to
finish the final entry on the basis of the collection process of the particular library. As we worked
in Science Library, so we had to fill up the fields according to Science library’s acquisition date,
their acquisition process, their shelving system etc.

38
Fig. 3.19 Add Item process on Koha software
In both case of importing or new record of bibliographical information of books, after saving the
record I have to fill some fields shown in the above figure 3.19 to add the information of the
book finally in the Science Library Online searching catalogue.
In the add item field, I had to work on:
 8- Collection code: I had to choose from the drop box whether the book is a fiction or
non-fiction or other type book. As in science library we have entered the data of non-
fiction books, so we have clicked on „non-fiction‟ each time.
 a- Permanent location: From the drop box, I have selected „Dhaka University Science
Library‟ as permanent location of thebooks.
 b- Current location: From the drop box, I have selected „Dhaka University Science
Library‟ as current location of thebooks.
 c- Shelving location: From the drop box, we have to choose the shelving location of the
book whether it is „General Stacks‟ or References‟ or „Continuing resources‟ etc. we
were instructed by the Science library personnel to click on the „General Stacks‟ for their
books.

39
 d- Date acquired: Giving the date on which the book arrived in the Science library which
was written on the book.
 e- Source of acquisition: From the drop box, I have to select whether the book is
“Purchased” or “gift” or “donation” which was indicated on the book.
 o- Full call number: this field is filled up automatically from my filling the MARC field
082.
 P-Barcode: Barcode is provided from the book.
 t- Copy number: If there is any copy of the book, then it will be mentioned in this filled.
After finishing these above fields, I have to click on “Add item” to finish the process in a
complete manner. If there is any copy available of the books, then I Have to click on „Add &
duplicate‟ to add the further copy numbers and then I would have to click on „Add item‟.
After saving the data by clicking on „Add item‟, the page of saved data will be shown to see the
complete entry. Then we can see the normal view of the data of how the bibliographical
information will be seen by the online users by clicking on „Normal‟ bar. This process is shown
in the following picture:
Fig. 3.20 Normal view of bibliographical data of an entered book in Koha software

Chapter-IV
Acquisition Section

CHAPTER ‐ IV
ACQUISITION SECTION
Acquisition Section
Acquisition Section is concerned with the selection and purchase of reading materials. This
section is in the first floor of the administrative building. It is an important section of the library.
Books are accessioned in this section. It keeps a complete and up-to-date record of such books
and other reading materials. Books and journals of all Departments of the University are
procured by this section and after processing, copies of newly collected books are sent to the
stack area and to the relevant departmental seminars as per the request of the chairman. If a
single copy is procured for any department, it could not be sent there, as there is no provision to
send the single copy in any departmental seminar.
4.1 Procedure for Acquisition
In the Dhaka University Library the process of purchasing books is completed in two phases.
They are as follows:
a. Budget Allocation and
b. Procurement of Books
41

a) Budget Allocation
In this phase the Syndicate, Deans of the different Faculties, different Committees are
associated. In every year an annual budget is allotted to procure the books and journals for all
the departments of the University, to pay salaries of all the staffs of the Library and to
maintain the developmental activities of Dhaka University Library.
4.1.1 Process for Budget Allocation
The heart of a library is its “Acquisition Section”. Budget is the main factor for book
purchasing. The allocation of budget for procuring books and journals goes by the following
steps:
Fig. 4.1: Process for Budget Allocation
42
The budget is passed in the Dhaka University Senate.
The Deans of the Faculties of DU allocates the budgets among the
Departments.
Library Committee checks the budget and gives recommendations.
Finance Committee checks the budget and gives recommendations.
Dhaka University Syndicate checks the budget and gives the approval.

The departments send
their demand to the
acquisition section.
The acquisition section
organizes the demands
and publishes notice as
Invitation for Tenders
in daily newspapers.
Evaluation Committee
evaluate the best
supplier on the basis of
highest discount
offered.
The Finance
Committee checks and
recommends the best
supplier.
b) Procurement of Books
This phase is conducted by the Acquisition Section along with the Accounts Section.
Fig. 4.2: Procurement of Books
43
The interested
vendors/suppliers cast
their tender in the
tender box within the
time limit.
The University
Syndicate checks and
approves the best
supplier.
The Librarian issues
appointment letter to
the selected supplier.
The supplier gives
consent.
The agreement is
signed between the
supplier and the
University Treasurer
on three hundred taka
stamp.
Librarian supply
booklist to the supplier
for pro-forma invoice
with price evidence.
Supplier submits pro-
forma invoice to the
acquisition section.
Librarian issues work
order to the supplier.
Supplier supplies
books and journals to
the library.
The acquisition section
informs departments
about the budget and
asks their demand for
the books.

4.2 The functional steps in Acquisition Section
At first list of books are received
from the department by the
acquisition section. After receiving
the list, books are ordered for
procurement through the local agent
of the respective suppliers and they
are requested to supply the books
form the list on priority basis and
within the money limit of the relevant
departments. Then the following
process is carried out;
Flow Chart for Acquisition of
Documents in DUL
Tender notice is published in both English and Bengali daily
newspapers
University Authority / Senate gives Budget
Tender notice is published in both English and Bengali daily
newspapers
TEC (Tender Evaluation Committee) evaluates andrecommends
Finance Committee checks and recommends
Syndicate checks and approves the suppliers parties
Librarian issues appointment letters to suppliers
Supplier gives consent
Deed agreement signed by treasurers of Dhaka University and
concerns the suppliers
Librarian Supplies book lists to the suppliers for the pro-former
Supplier submits pro-former
Librarian issues work orders
Supplier supplies book to the libraries
Fig. 4.3: Flow Chart for Acquisition of Documents in DUL
44
University Authority/Senate Gives
Budget
Deans Allocates among the
departments and recommends
Library committee checks and
recommends
Finance Committee Checks and
Recommends
Syndicate Checks and Approves
Budget Allocation

4.3 Committee related to Acquisition section
In Acquisition Section, there are three kinds of committees. These are:
a) Library committee:
The library committee is constituted as follows:
Person Designation
1. Vice-Chancellor Chairman
2. Pro-Vice-Chancellor Member
3. Dean, Faculty of Arts Member
4. Dean, Faculty of Science Member
5. Dean, Faculty of Law Member
6. Dean, Faculty of Business Studies Member
7. Dean, Faculty of Pharmacy Member
8. Dean, faculty of Social Science Member
9. Dean, Faculty of Fine Arts Member
10. Dean, Faculty of Engineering & Technology Member
11. Dean, Faculty of Earth & Environmental Science Member
12. Members are nominated by the Academic council Member
13. Librarian of DUL Member Secretary
Table 4.1: Library Committee
45

b) Tender Committee:
The tender Committee is constituted as follows:
Person Designation
1. Dean, Faculty of Arts Member
2. Dean, Faculty of Science Member
3. Prof. Dept. of Population Science Member
4. Prof. Dept. of Zoology Syndicate Member
5. Librarian, Jahangirnagar University Library Member
6. Librarian, Bangladesh University Engineering & Technology Member
7. Head of The Procurement Section Member
Table 4.2: Tender Committee
c) Finance Committee:
The Finance Committee is constituted as follows:
Person Designation
1. Pro-Vice-Chancellor Member
2. Treasurer Member
3. Prof. Dept. of Law Member
4. Dean, Faculty of Business Studies Member
5. Prof. Dept. of Accounting & Information System Member
6. Dean, Peoples University Member
7. Two Prof. dept. of Economics. Member
Table 4.3: The Finance Committee
46

Step-
Step-
4.4 Post Reception Activities in Acquisition Section
After the reception of the books and journals the acquisition section performs the following step
by step functions:
Invoices are checked with the order list to confirm that ordered items are sent accurately.
Invoices may contain following type of list:
Serial
No.
Order
Serial
No.
Author Title Quantity Currency Publisher’s
Price
Unit
(Tk.)
Discount Total
(Tk.)
Table 4.4: Order list of books
Step- Each and every copy of the books is accessioned and major bibliographical information are
entered in the accession register.
Step- Some major bibliographical information is inputted in the computer.
Step- Automatically generated barcode labels are pasted on the title page of each book and are
sent to the processing section.
Step- Bills are checked to clarify the price of the books against the agreement and to justify
that the discount offered are all right.
Bills are passed to the Accounts Section.
47

4.5 Accession Register
Accession Register is the basic record in the library about each document forming part of its
collection. Documents are numbered progressively as they are added to the stock and entered in
the register. Dhaka University Library maintains three types of Accession Register as mentioned
here:
 Accession Register for Purchased Documents
 Accession Register for Gifts
 Accession Register for Journals
Copy of the Ph. D and M. Phil. theses of the University students are gifted to the library and are
entered in the Accession Register for Gifts. A sample of the Accession Register maintained by
the DUL is showed here:
Accession
No.
Author Title Place Publisher Year Size Pages Bdg. Cost Source Vol. Remarks
Table 4.5: Accession Register
48

4.6 Automation of Acquisition section
At present the Dhaka University Library is
using an Integrated Library Automation
System where there is a scope for the
automation of acquisition functions.
Although the functions of Acquisition are
slightly done in this Automation software.
So we can say that the functions of the
Acquisition Section are now performed
both manually and automatically.
The interface for the Acquisition Module
in the Library Software is as follows:
Fig. 4.4: Acquisition Module
49
Acquisition Module
Budget Source
Budget Entry
Department Budget
Edit Book List Add
Book List New
Book Entry Add
Book Copy
Edit Source and Collection
Letter Number
Available Tasks
Report
Barcode
Upload Book Cover
Accession Register by Type

51
CHAPTER ‐ V
PROCESSING SECTION
5.1 Processing Section:
One of the most important sections of a library or information institution is the processing
section which is referred as the technical section of the library. It is called the “heart of the
library” as without processing, no book can be made readily available for users. While the
acquisition section is responsible for building up a good collection, it is the technical section that
transforms the collection of documents into serviceable units
To locate a book very quickly, processing it properly is essential. After receipt of library
materials, there is number of jobs to be done in the library, such as, physical check-up of books,
sealing, cataloguing, classification, data entry, preparing book slips, book pockets, bar coding,
pasting and finally shelving. It is in the first floor in the Administrative Building. All the books
procured in the library are processed here and then send to the stack area for readers‟ use.
Processed books are also sent from here in the relevant departmental seminar library as per the
request of the departmental heads.
5.2 Activities of processing section:
 After purchasing, accessioning and labelling of the reading material in the Acquisition
section, when it arrives in processing section, first they re-check the activities of
acquisition section whether there is any mistake or every steps is done properly in that
section.
 The main purpose of this section is to determine the subject heading, classify and
catalogue the reading materials manually.

52
 This section is also well digitized. Cataloguing and classification is done through
computer by DULIS.
 First of all, it is seen that whether the book have already been given input or not.
If input is completed, then the personnel of processing section will edit the book
only.
 Otherwise they have to go through input and edit of the book to ensure the
availability of the books in online service so that anybody finds the book when he
/she searches the book either by accession number, call number, author, title or by
using the subject of the book.
5.3 Bibliographic Standards Used by the Processing Section:
The books and other materials are processed in manually as well as automatically. The
processing section of the Dhaka University Library maintains the following bibliographic
standards:
 Dewey decimal classification (DDC), 23rd Edition.
 Anglo American Cataloguing Rules-II (AACR-2) for punctuation system.
 Sears List of Subject Headings.
 DULIS is used for online cataloguing.
5.4 My experiences from processing section:
From this section, I have learnt very well about classification and cataloguing process of
materials in more technical and scientific way. We were also shown the bibliographical data
entry process in DULIS by this section. My working and observation experiences in this section
are briefly discussed below:
5.4.1 Manual Cataloguing:
Catalogue and cataloguing: Catalogue is a record or list of books, periodicals, journals,
pamphlets, monographs, audio- visual aids and other materials of a particular library, or a group
of libraries (when union catalogue), or a private collection containing specified items of
bibliographical information , viz. author, title, edition, imprint, collection, etc. in automated,
microfiche, card or printed form arranged in classified or alphabetical order according to any
standard code or rules, i.e. AACR, ALA, LC, etc. (Islam, K. M. Saiful,2008). And preparing a
catalogue by a cataloguer is cataloguing.

53
DU library uses some cataloguing tools, such as: AACR II, Sears’s list of Subject Heading, a
Bengali Subject Heading List named „List of Subject Headings’ and Bibliographical dictionary.
However, in preparing catalogue the following functions are done:
 Data entry in catalogue slip: After receiving the book, the information about the books
are recorded in a slip prepared by the processing section. During our internship program,
we have done is work practically.
 I have generated Main Entry and Added Entry by author, title, corporate body in
the catalogue slip. , mainly there are four catalogue cards have been prepared-
o Author card- 2 (one is for general user and other is for shelf list)
o Title card - 2 (one is for general user other is for the Additionallist)
 To explain a book to the reader by providing a description of each book I have
inputted major bibliographical information on the slip, i.e. author, title, imprint,
collation, series, bibliography, ISBN and index.
 If there is any additional information in the book, then we were instructed to
mention that in the note area.
 Punctuation Rules: DUL uses some rules in the case of manual catalogue so that the
process of catalogue becomes easy. The rules are given below:
 Diagonal slash (/) after title followed by author’s name.
 Space dash space (4 spaces) for edition, place and series.
 1 space for both small Roman and Arabic numerals for „p‟ of pagination.
 1 space for cm. i.e. 27 cm.
 A semicolon before height in cm. i.e. ill. ; 27 cm.
 Dots after the name of the 1st author in case of more than 3 authors, then the
phrase [et al.] meaning „and others‟ in square brackets.
 1 space after „p.‟ for bibliography.
 Since DU library follows AACR-2 so tracing is kept bottom the card.
 If there is both publication data and copyright date, the publication date is used
and if there is no publication date, copyright date is used. In this aspect, latest
copyright date is received.
 No dot (.) and no space for „c‟ of copyright, i.e. c2007.
 In the case of volume, there will be no pagination. Instead of pagination, there
will be volume.

54
 Call No. (Class no. + Author mark):
 Author mark: For building Author Mark the processing section does not use
Cutter figure here or any internationally recognized method but takes two initial
letters of the author’s surname and one initial letter of the title. If the main entry is
under the title, then the author mark will be the three initial letters of the title.
 Classification or class number: The Dewey Decimal Classification was
introduced to classify books during 1952-53 session and still Dewey Decimal
Classification is used in providing classification number in this section. Basically
23rd
DDC is used now.
 Providing Subject Headings: Sears’s list of Subject Heading is used to identify the SH
of the material.
025.3
AKS Akers, Susan Grey, 1889-
ed. -
Simple library cataloguing/by Susan Grey Akers. --- 7th
-- Metuchen: Scarecrow, 1984.
xvi, 367 p. : ill. ; 22 cm.
Includes index.
ISBN 0810816490
Fig. 5.1 Example of a manual Catalogue card
i. Cataloguing
1. Title

55
The colours of the catalogue card of the documents are varied as follows:
 White Catalogue Card for the books of Arts, Social Science and Business Studies
faculty.
 Blue Catalogue Card for the books of Science Faculties.
 Yellow Catalogue Card for the books of Faculty of Law.
 Pink Catalogue Card for the Reference Materials of the Main Library.
 Green Catalogue Card for the Reference Materials of the Science Library.
Besides, DU library uses same rules in the case of Bengali book, reference book, religious book,
serials publication, maps and atlas and corporate body.
5.4.2 Automated Cataloguing:
To perform the automated functions they use the processing module of the Library Automation
Software. To input the bibliographical data into the computer the cataloguer has to log into this
Automation Software by using User Name and Password. The interface of Library Automation
Software is as follow where we can see the login option for the cataloguer:
Fig. 5.2 The interface of Library Automation Software
At first the book is checked by its bibliographical information such as author, title, accession
number whether it has already been entered in the online catalogue searching or not. If the
material is found, then they will check whether it needs any edit or not. But if not found in
online, then this section performs their automated cataloguing system.

56
From the below interface we can see that after log in for bibliographical data entry by the
cataloguer’s own password, first they may search whether the book is already entered or not by
entering Accession, Title or Call number:
 If found, then necessary edits may be done by clicking “Processing” tab and then “Old
Catalog Edit Publish For PIC” from the dropbox.
Fig 5.3 Interface of „search key‟ and „edit‟ books if necessary
 If the book is not found as entered earlier, then the cataloguer has to fill up some
information of books in computer. These are: author name , title , imprint , control ,
subject , accession no , physical description , notes and summary . DU library will have
to fill up the red marked box in software. Otherwise the entry of catalogue will be
cancelled. This bibliographical entry is done in two ways either by importing information
from MARC or by „ Entry Using Old Catalogue‟
Fig. 5.4 Interface of „import From Marc‟ or „Entry‟ of materials

57
 If the process of fill up the information is appropriate then I have to go last step note and
fill up information. Then click save button. If the process of saving is correct, the
computer will reply the message “Successfully done”.
Fig. 5.5 Interface of how to entry data by Author, Title, Imprint, Control, Subject, Accession,
PhyDes, Notes then click „save‟ button to save the data
 Instead of preparing catalogue card manually, now the system automatically produce the
same catalogue that DUL use.
 After all the process being completed, the books are sent to the stack/ new arrival for
circulation to the users.

Chapter-VI
Circulation Section

59
CHAPTER ‐ VI
CIRCULATION SECTION
6.1 Circulation Section:
One of the most important sections of any library is circulation section. It is the backbone of a
library. Thousands of teachers/students from University of the Dhaka come here for
enlightenment. It can be said that this section has a unique role for providing the latest
information to readers.
The circulation section of DUL is situated on the ground floor of the main building. It is also
called the Teacher’s Counter. The reader’s section, situated in the first and second floor of the
main building. It is involved in the activities such as charging and discharging of books, overdue
collection and maintaining statistics etc. In a library, circulation is the process of lending books
to borrowers and accurately re-shelving them after they have been returned, so that they will be
retrievable by the next user.
Furthermore, Circulation Section has introduced computerized system for proper record keeping.
In front of the circulation desk, there are three computers for the students and two computers for
the teachers and researchers where they can search the OPAC to know whether the required
books are available in the library or not. It is also considered as “Readers ServiceSection”.
Fig. 6.1 Circulation Section

60
6.2 Separate circulation desks of Circulation section in DUCL:
The circulation section of the Dhaka University Central Library performs their functions from
three separate floors:
 Ground Floor
 First floor, and
 Second Floor
6.2.1 Function in the ground floor:
In the ground floor the circulation desk serves the teachers, researchers and registered graduates
through modified Newark Charging System. The functions done from this floor are as follow:
 Searching facilities for the users:
 The users have been provided with the OPAC terminals by having 3 computers
for the users to search at the ground floor circulation desk of the library. There
they can search out their required material. If the material is available in the
library, then it will be shown.
Fig. 6.2 Users required materials searching interface

61
 Users can also search bibliographical information from card catalogues.
 Card Maintenance:
Fig 6.3 Card catalogue searching desks for users
In the circulation section, the main task is undertaken through the maintenance of three cards and
for this task user have to be member of this section. These are:
 Book card: A book card is usually generated or prepared in the processing section but
used in the circulation desk. The circulation staff removes the book card from the book
pocket and enters the date due and name of the borrower and ID no. in the book card.
This card is kept with book in which date of lending and returning is written. Book card
includes author, title, call number, accession number, volume number, year of publication
etc. information of a book. A book card is very essential for issuing book in manual
system.
Fig. 6.4 Sample of a book card

62
 Borrowers Card: These cards are provided to the teacher / researcher. The circulation
officer enters the call number, return date into the borrower’s card. The borrower’s card
is inserted into the book pocket. The book card is kept in the circulation section and
arranged in classified order in a tray.
Fig. 6.5 Sample of a borrower’s card
 Index Card: The index card is maintained by circulation desk as record of lending book
in a tray. Index card includes call number, return date, issue date, due date, remark. This
card is kept in the library for official purposes.
Fig. 6.6 Sample of an index card

63
6.2.2 Functions in the first and second Floor:
In the first and second floor the circulation desk issues books to the students through the
following ways:
 Activities for book issue:
 The students search the catalogue manually or by computer. Students can issue
maximum 2 books from the stack of the 1st and 2nd floor by putting the
bibliographical data on to a slip by providing their legal library card and give it to
the circulation clerk.
Fig. 6.7 Book issue card for students
 The circulation clerk searches the book in the stack area by its call number.
 If he gets the book then he brings it to the circulation desk and removes the book
card from the book pocket. Then he stamps the issue date, student’s card no. and
hall name on the book card.
 Then he inserts the book card into the student’s library card and keeps it in the
drawer for particular hall and gives the book to the student for reading
 Activities for book return:
 Students return the book to the circulation desk.
 The circulation clerk sort out the student’s library card and removes the book card
from it.
 Then he returns the students library card and keep the book card in the book
pocket and then keep the book in a separate shelf for further issue.
 After one or two day the circulation clerk re-shelves the book to its accurate place
in the shelf.

64
6.3 Automated Circulation:
In the recent years automated process have been used in the circulation section in the central
library for book issue and returning process for users including teachers, researchers and
students.
The process of automated circulation of book issue, renew, return, seeing user status in DUCL is
done from the following interface:
Fig. 6.8 Automated circulation module
6.3.1 Automated issue Process:
Fig. 6.9 Issue Process in automated circulation
Book Searching
Log In
Issue (Circulation Module)
Enter User ID (using barcode
reader)
Enter Book Barcode(using
barcode reader)
Click issue button

65
6.4 Fine and Limit:
The book lending limit, duration and fine details are represented by means of a table as follows:
Table 6.1 Status of Book Lending Limit, Duration and Fine Details

67
CHAPTER ‐ VII
REFERENCE SECTION
7.1 Reference Section:
It refers to the provision and organization of the reference work by a library. It is the
personalized assistance rendered by the library staff to the users in finding information in
connection with their study and research. It is also known as “information service” in modern
context.
Motto of reference service, “Right information to the right users at the right time in right
personal way”. It is also said, “I don’t know, but who knows I know”. Reference section is
mainly used to refer a person to a place or person where his / her required information is
available.
The ALA Glossary of Library and Information Science defined Reference Department as, “The
department of a library which supplies information requested by library users and assists users in
locating needed information, using all available reference sources, and performs other
information services”.
7.2 Types of Reference Service: There are two types of reference services:
1. Ready reference service: The Ready Reference Service is done by supplying readily
available materials.
2. Long range reference service. That takes time to prepare information for users. Is service is
not available in DUCL.
7.3 About the facilities of Reference Section:
It is situated in the south side of the ground floor. It also provides the following facilities:
 It provides reading room facilities.
 Sixty readers can use reference materials at a time here.
 Most of the reference materials are kept in open shelves. Usually old and bound journals
are kept in shelves in the reference section. Teachers, researchers and students can use
those according to their needs.

68
 But some important reference materials which have high demand are kept in closed
shelves. For the closed shelved materials they need to submit their library card with a slip
containing the card number, title, call number, author name and hall name to the
reference librarian and against their library card they can use the reference material. So
there exists both open and closed access system in the reference section.
 The daily newspaper desk is adjacent to the south side of reference section. Readers can
read daily newspapers from 8:00 am to 9:00 pm there.
Fig. 7.1 Newspaper desk
7.4 Collections of References Section:
Collections of reference that are available in Dhaka University Library (DUL) are comprises of:
 Dictionaries,
 Encyclopaedia,
 Directories,
 Year books,
 Handbooks,
 Biographical sources,
 Bibliographies,
 Globes,
 Manuals,
 Maps,
 Atlases,
 Almanacs,
 Glossary
 Indexes and abstracts.

69
7.5 Procedure for Reference Service:
Reference service is, perhaps, the most important job which is performed by a librarian. This job,
in fact, is instrumental in exploiting the resources of a library. Reference service can be
performed by the library if the reference section completes the following three stages.
i. Preparation
ii. Service
iii. Assimilation
These stages are described here in brief.
i. Preparation: The preparation for the provision of proper reference service means
that the reference staff must equip him with all requisite materials and knowledge
which are essential for the purpose.
ii. Service: The reference service is of the following four kinds according to Dr. S. R.
Ranganathan.
 Initiation of the Freshman
 General Help to the General Reader
 Ready Reference Service
 Long Range Reference Service
iii. Assimilation: It is very important because almost some types of questions are
generally asked repeatedly. The reference staff must assimilate that information.

71
CHAPTER ‐ VIII
OTHER SECTIONS
8.1 Planning and Development Section:
It is in the ground floor of the main building. The head of this section is Sayeda Farida Parvin. It
is a large field and it covers many tasks and services. This section has been working since 1998.
Almost in every other section this section works or provides services. Internet service and online
journal services are given from this office. Besides old newspapers, rare books and manuscripts
are digitized from here. There is a separate room for server used in library automation activities.
The main purpose of planning and development section is to:
 Perform automation works
 Provide borrower’s digital IDcard.
We were assigned here for ten days from 15-24 December, 2014. During this period, all the
personnel of this section from officers to clerks were so much cordial to provide us knowledge
about their working process and helped us in doing our works practically. At the last day in this
section, Sir Azharul Hoque, Assistant Librarian of DUCL provides us an overall concept about
the working process of this section specially their automation system.
8.1.1 About Automation section:
At present, automation section is the prime concern of planning and development section. The
automation activities such as affixing bar code level, catalogue data entry, internet services and
online service are given from this office.
To cope with the modern world and to meet up the demand of time, the Dhaka University
Library has decided to automate its operations and services. In 1998, the library started its
automation program named as DULAP, funded by UNDP and UGC. The DU library had
installed proven library software GLAS equipped with a network server and a number of PCs
distributed in a LAN within the different sectors of the library and faculty buildings of the
university. This system provided bibliographic databases, controlling acquisition, cataloguing
effecting bar-coded circulation, CAS, SDI services etc. This automation project was stopped at
halfway in 2000 for database capacity maintenance problem. Then in 2008, DULIB software was
initialized by the help of Computer Science Department of Dhaka University. In 2013, a new
software „DULIS‟ was developed by computer science department of Dhaka University.

72
At present time, this new customized software DULIS (Dhaka University Library Integrated
System) has been working in the library. DULIS software includes following modules-
 Acquisition module
 Processing module
 Circulation module
 Searching module and
 Administrative module.
8.1.2 My experiences from planning and development section:
We were basically assigned in automation section for those ten days which is under planning and
development section and one of the most vital sections of DUL. I have experienced the following
working system from this section:
 Spine Labelling:
 At first I had to search the books which were in lack of having their call numbers
in a proper way. Either the label became old or torn or in any way it is not clear
on the book.
 After finding out the books, I had the to search the call numbers in the DULIS
software by the search key of accession number (usually by it), title or call
number of the particular book I wanted to provide spine label.
 For searching it on DULIS, the officer’s user ID and password was needed to log
in. Where after logged in, I had to click on „Processing‟ and then “Spine label‟
tab.
Fig. 8.1 searching for spine label

73
 If the call number was available on the software, then it will be shown on the
screen. Then we printed out the spine label and fixed it on the particular books.
Fig. 8.2 Spine Label
 Barcode Providing:
 Again I had to search the books which were in lack of having their barcode in a
proper way. Either it became old or torn or in any way it is not clear on the book.
 DUCL has their own particular software for providing barcode. I had to search
for the barcode on that software by accession number, title, call number of the
book.
 If the barcode was available on the software, then it was shown on the screen and
then I had to print out it and fix it on the book.
Fig. 8.3 Barcode Label
 Books for binding: We have found out the books and took them in a separate place
which was badly in need of having binding, in order to make them suitable to read for
the users.
 Book placing: After providing spine label or barcode to the books, I had to place that on
the stack according to classification order.

74
8.2 Manuscript Section:
A significant section of DUL is manuscripts section because it holds & carries history, heritage and
valuable information. Researchers from home and abroad use these manuscripts for their research
purposes. A good number of researchers of home and abroad visit here to meet their needs. It is in
the 2nd floor of the Administrative Building.
The manuscript section is headed by deputy librarian Mrs. Shahin Sultana. We were assigned here
for two days on 7 and 8 January, 2015 and came to know about this section during this time by
Shahin Sultana madam.
This section started its activities in 1925. About 30, 000 old manuscripts are kept here from
different Institutions/persons of Bangladesh. Manuscripts are in a stack area where temperature and
humidity are tried to be controlled respectively at 20-22 C and 50% by using air conditioner and
dehumidifier.
8.2.1 Collections:
 In the manuscript section almost all the collection covers the year 1300-1846.
 There is only one manuscript that is of 569 A. D.
 The manuscripts are in Arabic, Persian, Urdu, Hindi, Assami, Maithili, Debongoya,
Bengali, Burmese, and French languages.
 These manuscripts are on handmade papers, wood burn, banana leaf, palm leaf, bark of
trees, etc.
 In this section there are 1,200 puthis from 1925 centuries. Among them some well
recognized puthis are: Dewan Hafiz, Monosa-mongal, Paddopuran, Sarda Tilok, Laili-
mojnu, Baghvota, Shri Krishsno Krittion, Bangla Poddaboke, Yusuf-Zolekha, etc.
 From Abdul Karim Shahitto Bisharod, first donation of 590 manuscript was received by
this section.
Fig. 8.4 Manuscript

75
8.3.1 Reprography Section:
This section is in the 2nd floor of the Administrative Building. The reprography section is
headed by Deputy Librarian MD. Nurun Nobi. We were placed here for two days on 11 and 12
January, 2015. During this time, Sir Nurun Nobi and Senior Technical Officer Sir Md. Alamgir
hossain had provided us an overall concept about the working process about this section.
8.3.1 Services:
There are 11 photocopy machines, two microfilm cameras, three microfiche readers, two
microfilm readers, one auto processor, and one digital camera to cater the reprographic need
of teachers, researchers, and students.
 About Microfilm: It is a type of microform in which entries are greatly reduced and
printed on the 100 feet long and 35 millimetre wide films. There are 2555 microfilms
present in this section. Rare collections are microfilmed here. Microfilms have particular
box to keep it safe.
Fig. 8.5 Microfilm and its preserving box

76
 Microfilm’s Index: Microfilms are preserved in the stacks in a systematic indexed way
in reprography section. And for this, an index book is also kept by this section.
Fig. 8.6 Index of microfilms
 Microfilm reader: We have also come to know about the process of reading microfilms
in the microfilm reader.
Fig. 8.7 Microfilm Reader

77
 Microfilm recorder: We have also acknowledged about how the microfilms are
recorded in the recorder.
Fig. 8.9 Microfilm recorder
8.2.2 Charges: Users need to show their borrowers ID card to print or photocopy. Charges
required per exposure for different type of reprographic facilities are as follows:
Type of user
Item Rate
(per exposure)
Photocopy Charges
Student, Teacher and
Researcher
Books/Journals 0.80 Tk.
Daily newspaper 1.00 Tk.
Inside Dhaka University MPhil,
PhD Researcher
Books/Journals
1.00 Tk.
Outside Dhaka University
MPhil, PhD Researcher
Books/Journals
2.00 Tk.
Printout Charges
Students, Teachers and
Researchers
Digitized
Newspaper/Manuscript/Research
materials/Rare document and others
5.00 Tk.
CD Write
Students Teachers and
Researchers
Old and rare manuscripts of digitized form 500 Tk.
Reprography CD write 1000 Tk.
Table 8.1 Charges for Reprographic Facilities

78
8.4 Account Section:
This section deals with all sorts of financial matters. It is located in the first floor of the
administrative building of DUL. This section is responsible for the overall accounts of the
library. We were assigned for only one day in this section on 15 January, 2015. Sir Mr. Abdul
Khalek Sarkar, Assistant Librarian of this section provided us valuable information about this
section.
8.4.1Regular routine work:
If any section needs to procure anything then the responsible personnel of the section informs the
accounts section through the chief librarian. Then the accounts section assesses the amount of
costing and on the basis of it the section proceeds through any of the following way:
 If the amount of cost is up to 5,000; then the section can directly procure the materials by
taking permission from the chief librarian.
 If the amount of cost is more than 5, 000 but less than 25, 000; then the materials will be
procured through the director of procurement committee.
 If the amount of cost is more than 25, 000 but less than 1, 00, 000; then the procurement
is done by treasure.
 If the amount of cost cross 1, 00, 000; then the materials are procured through the tender
committee. The committee invites tender and issue work order to the lowest bidder.
Among the above four methods, the accounts section can pay bill only in the first method. In the
other three methods the section verifies the bill and sends to the Directors of Accounts; Registrar
Building and this section issues the check for the payment.
8.4.2 Activities:
 Accounts and records of all the pecuniary transactions of the library are maintained in
this section.
 The salary of the library staff is processed by this section and sent to the Directors of
Accounts; Registrar Building.
 The Acquisition Section sends the bill of the book suppliers to this section which is
verified by it and sent to the Directors of Accounts for the issue of check.
 This section is also responsible for handling the internal and governmental audit.

79
8.5 Administration Section:
The Administrative section is in the second floor of the administrative building. All sorts of
administrative activities are performed here. This section caters all the administrative needs of
the whole library. The administration section is headed by S. M. Zabed Ahmed, librarian of
Dhaka University Central Library.
8.5.1 Activities:
 Recruitment of 3rd class employees, 4th class employees.
 Maintenance of personal files of all officers, class-III and class-IV employees.
 Maintenance of all official records / documents.
 Preparation of annual report both in Bengali and English.
 Convention of meetings of all committees including Library Committee and writing
proceedings thereof.
 Disciplinary actions taken against the employees.
 Sending recommendation to the higher authority for promotion.
 Organizing the records of diploma and internship works.
 Preparation and sending letters.
 Preparation of the statement according to the qualification of the candidates for job.
 Staffs leave record keeping.
 Assign duty of all the employees.
8.5.2 Manpower:
It has total 243 manpower available among which:
Deputy Librarians are: 20
Assistant Librarians are: 22
Senior technical officers are: 4
Junior Librarians are: 17
Other officers are: 25
Total Officers are: 88
3rd class employees are: 62
4th class employees 93
Total Manpower: 243

80
8.6 Periodical section:
In the recent years the most valuable resources of the Dhaka University Library is its periodicals
collection. The DUL has a rich collection of printed periodicals which are now in bound volume
form and can be accessed openly. Besides acquiring hard copy of periodicals the periodical
section is now subscribing online journals through an online journal consortium.
The Periodical Section is mainly situated in the 1st floor of the administrative building and the
recently collected periodicals are displayed here and can be read by submitting library card. In
the ground floor of the Administrative Building, the bound volume of periodicals are kept in
open shelves and can be read in the reading room. Here 40 readers can read at a time. There is a
unit of the reprography section from where users can take photocopy.
8.6.1 Procedure for Collecting Printed Periodicals:
The periodical section collected printed journals in a large number in the past. For example it has
collected 265 titles of periodicals in the session 2010-11 and among them 173 are foreign, 22 are
local and 70 are foreign-local mixed which came by donations. But recently the subscription of
printed journals is reduced and in recent future it may be totally stopped due to the subscription
of online journals. However, the Periodical Section follows the following steps to subscribe the
printed journal:
 At first a letter is sent to department and department reply a list with 40% journal and
60% book.
 According to the departmental list the periodical section prepare a faculty wise list of
journals.
 Then an advertisement of tender is published. Tender is given to the supplier who offer
large discount along with better services.
 Journals are subscribed by CAD.
 The current journals are kept for 6 months and all the journal are kept in the first floor for
one year and can be accessed by the user through the submission of their library card.
 After a year, when a volume is completed, then it is sent to binding section and then
acquisition and processing section.
 After all of these functions, a volume is kept in the periodicals stack and reading room.
 Free or gifted books and journals are received from this section.

81
8.6.2 Subscription of online journals:
All periodical references especially journals related all information can be found from
ULRICH‟S Periodical Directories. Bowker is the publisher of ULRICH‟S Periodical Directories.
The Dhaka University Library subscribes online journals through the Bangladesh Academy of
Sciences (BAS). At present BAS works with 58 institutions among which DUL is one. Online
payment is paid by a consortium and BAS (Bangladesh Academy of Science) deals with it. An
amount of US $ 18,000.00 is paid to Bangladesh Academy of Sciences (BAS) every year as
subscription of Online Journals.
Generally, DUCL subscribes online journals through the institution of INASP-PERI. This
initiative started from the year 2007. At present there is no local hosting of resources. They are
accessible from publisher’s web-sites. There are total 37 publishers for online journal (about
22,000 journals) where teachers, students, researchers and other officers can free download.
The Dhaka University Library also concentrates to build up a good collection of e-book to
properly utilize its resources and to serve the user in the best possible way in order to increase
greater accessibility to information in prompt.
8.6.3 Access to the Online Journals:
The users can access the online journals and e-books through the library website. The resources
subscribed through the BIPC can be accessed within the university network without ID and
Password. But the titles from HINARI, AGORA and OARE can be accessed within the Dhaka
University network using User ID and Password. Users should collect their User ID and
Password from the Dhaka University Library. The users can also access the journals subscribed
by the UGC through the library website.
8.6.4 Online Journals Accessible through the UGC:
The University Grants Commission (UGC) took an initiative to collect online journal from
different international online journal publishers and make them accessible to the users of the
Public University Libraries. As a result the users of the DUL can access the online journals of the
following e-journal publishers. Among them the first one is open access that is free of cost.
 Directory of Open Access Journal (DOAJ)
 ACM Digital Library
 Emerald
 JSTOR

82
Fig. 8.10 User Interface for Access to the Online Journals

Chapter-IX
Recommendations and Conclusion

84
CHAPTER ‐ IX
RECOMMENDATIONS AND CONCLUSION
9.1 Recommendations:
Although, there are huge numbers of problems with Dhaka University Library, the solution is
under control. Instead of all the limitations the Dhaka University Library is trying its best to
serve their users by maintaining a minimum standard. The library has to maintain a good
environment in the library with encouraging automated facilities to provide a comfortable
atmosphere for using the library resources effectively. The government and the library authorities
should take suitable measures for the improvement of the library. They have already took some
important measures such as recruitment of staffs having background in Library and Information
Science; introducing new library website and library automation software, institutional
repository, open journal system, etc. which are already mentioned in the earlier chapter.
However, the library authorities should take into consideration the reaction/opinions expressed
by the respondents to take effective measure for providing better automation services in the
library.
After one month long internship program, I have noticed several problem of DUL during the
factions and services. So some recommendations I have provided from my point of view that
seek the kind consideration of the library authority which may be helpful for the better future of
the library. The following recommendations are offered for working on Koha software and
section wise:
9.1.1 Working on Koha software:
 Not only in Science Library but also in DUCL, the Koha software should be
implemented.
 Before working on this software an orientation program should be held where a brief
discussion will be held on this software.
 Staff training program for Koha is must who will work on this software.
 Computer number should be increased in order to provide working result quickly.
 Computers should be maintained properly in order to avoid technical problems like
unavailability of net connection during data entry, not showing screen on monitor, CPU
problem etc.
 Internet connection should be made fast to have better works from Koha.

85
9.1.2 Acquisition Section:
 There should be allocation of adequate budget for the procurement of books and other
reading materials.
 The accession register should be maintained automatically.
 Professional skilled people should be appointed.
 The senior staff member should share their experience with the junior ones.
 The procedure of purchasing books and other reading materials should be made easy.
 The acquisition section should start performing their functions automatically by using the
acquisition module of the software.
9.1.3 Processing Section:
 As it is one of the core sections of DUCL, professional skilled staffs should be appointed
and also functions should be performed in a perfect way.
 Working area of this section should be increased.
 Proper cataloguing rules should be followed.
 Cutters‟ figure should be followed in determining authormark.
 Number of staff should be increased.
 Training should be provided in case of bibliographical data entry on DULIS properly.
9.1.4 Circulation Section:
 Staffs with high communication skill should be appointed on circulation desk.
 Library policy should be followed strictly by both the staffs and the users.
 The automated circulation should be introduced for all.
 The automatic issue and return by using the circulation module of the software should be
performed in a skilled manner.
 They should use the exact Newark Charging System before being fully automated.
 The staffs should be trained on the operating of the barcode scanner and the software
9.1.5 Reference Section:
 Long range reference service should be provided to the user.
 There should be provision of reference module in the library automation software.
 Translation service should be provided.
 Reference materials should be increased.
 Computer, printer, barcode and related technological facilities should be introduced.
 Skilled reference librarian should be appointed.
 Skilled staffs with outstanding general knowledge should be appointed in this section.

86
9.1.6 Other Recommendations:
 The automation project should integrate the functions of all the sections of the library.
 The manuscript collections should be fully digitized by using CD-ROM technology so
that the researcher can easily access them without any threat of being damaged by heavy
use.
 The library should form a maintenance section to carry out stock verification and other
type of maintenance activities.
 Library authority should facilitate Wi‐Fi Connection. So that users can cope up with the
modern technological advancement which will make them capable to compete with the
other renowned libraries throughout the world.
 The library should realize in case of new recruitment that the personnel must have
sufficient subject knowledge and IT skill.
 The library management should concentrate on the development of skills of the existing
staff by arranging regular training programs.
 It is essential for the personnel of Dhaka University Library to understand the use and the
benefit of computerization and to know how to provide better library services.
 Number of computers should be increased.
 The major sections of the library (i.e. acquisition section, circulation section) should be
accommodated in spacious rooms and should be equipped with required furniture’s and
equipment’s.
 Library should survey the user’s interests every year or every two year to assess the
demand of its legitimate users.
 The library should digitalize its existing materials and collect digital reading materials in
a large scale.
 The library should develop full text databases for digitalized reading materials to provide
access to its user in its digital resources.
 The library should offer internet browsing facilities for free.
 The library should take initiative to form information network among the public
university libraries of Bangladesh so that the users can enjoy inter library loan facilities.
 Since the library has a good number of users who are conducting research so it may
develop computerized SDI services for the researcher.
 The library should create awareness among the users to properly utilize its online journals
and be highly beneficent from it by maintaining the rules for access.
 Library authority should take initiative about open shelves service so that students,
teachers and researchers without doubt can collect their related reading materials using
borrower ID card for their related books.
 The University syndicate should pay due attention to the library and allocate sufficient
fund to support the growth and development of the Dhaka University Library.

87
9.2 Conclusion:
DUL is one of the biggest academic libraries in Asia sub-continent as well as in our country. It is
an important institutional repository for the researcher as it contains valuable and rich collection
Dhaka University has been playing a vital role in academic, socio‐economic, political and
cultural affairs. It gears up to educate the lion share of population of the country. Most of the
educationists, scientists, economists, politicians are generated from the Dhaka University. DUL
caters to the need of all the teachers, researchers and students of the university. So, I think that, it
is most essential to develop the library at any cost and should take the opportunity to modernize
its services for its learned users.
So, it was a great opportunity for the 4th
year 8th
semester students of the Department of
Information Science and Library Management, DU to join in an internship program in the Dhaka
University Library and earn practical knowledge about the library operations in practice. On the
whole, this internship was a useful experience. I have gained new knowledge, skills and met
many new people. I achieved several of my learning goals. I got insight into professional
practice. I learned the different facets of working. The internship was also good to find out what
my strengths and weaknesses are. This helped me to define what skills and knowledge I have to
improve in the coming time.

89
References:
 http://koha-community.org
 Wikipedia website http://en.wikipedia.org/wiki/Koha_(software)
 http://www.slideshare.net/
 Marc’s website:http://www.loc.gov/marc/
 Islam, K. M. Saiful. Essentials of Cataloguing and Classification. Dhaka: New Progati
Prokashani, 2008.
 S. Chowdhury. The management of academic libraries: a comparative study of the
University western cape Library and Dhaka university library. 2006. (p. 6-8).
 Pryteerch, Ray. Harrods’s Librarians' Glossary. England: Gower, 1987.
 The ALA Glossary of Library and Information Science. -- 4th
edition / edited by Michael
Levine-Clark and Toni M. Carter. – US: ALA, c2013.
 Revenue and development budget of 2014-15 Fiscal year, DU.
 Dhaka University Website : http://www.library.du.ac.bd/
 Different papers uploaded in the educational website : http://www.academia.edu/
 Sample reports of interns of previous internship course.

An Internship report on dhaka university library 2015 (information science & library management, university of dhaka)

More Related Content

What's hot (20)

Viewers also liked (20)

Similar to An Internship report on dhaka university library 2015 (information science & library management, university of dhaka) (20)

Recently uploaded (20)

An Internship report on dhaka university library 2015 (information science & library management, university of dhaka)