MGT OF LIB.AUTOMATION.pptx
- 2. INTRODUCTION • Library Automation refers to the use of computers to serve the needs of library users. The operations of a library get a quantum jump with the introductions of computers. The computers help to provide fast and reliable access to the resources available in the library as well as elsewhere. The application of computers in the library operations avoids repetitive jobs and saves lot of labour, time, speeds up operations, increases use of library resources. Computers are not only used as a tool for processing the data, but also for data storage and accessing. Planning for an automated system, no matter how big or small, should be part of an overall long-range plan for the library. Automation should always be used as a means to achieve overall better patron service.
- 3. WHAT IS PLANNING • Planning is a systematic process to create or development of any specific project. • In the sense of library automation planning, a thorough study of the library’s existing system as well as the library’s vision is necessary to enable you to prepare a good technology plan . • Planning for library automation has been defined as planning for “integrated Library management systems” that computerize an array of traditional library functions using a common database. As physical, spatial and temporal barriers to acquiring information continue to crumble, libraries must plan for a broader and more comprehensive approach to providing automated services.
- 4. NEED FOR PLANNING LIBRARY AUTOMATION The following questions before/after automation planning What are the information needs of the organization ? Who will access the database? What will the content be? What is our computing environment or can it be changed? Who will maintain the data? Who will determine the process and procedural controls and standards? We have to discuss the said questions with library staff, library committee and with users for better planning for library automation and use of new information technology in library.
- 5. STEPS FOR MANAGEMENT OF LIBRARY AUTOMATION • Redefining and Planning for Library Automation • Library automation is a very complete process and needs exhaustive planning looking to the present and future needs of the users. This includes hardware, software, money, manpower, materials and mechanics (4M’s), obsoleteness, updating, adoptability and very fast changing IT environment. • Selection of hardware & others required equipment System Purchase • Purchase of the System if not available latest configuration of hardware and software, as well as the cost of preparing a site for the computer system
- 6. Contd.. • Budget When planning for library automation and networking sufficient funds has to be provided by the institution or the funding agencies for purchasing of hardware, software, furniture etc. It should be noted that if sufficient funds are not available for purchasing the entire software, then the library should automate only those areas, which are of utmost importance and then later on go for overall automation modules. • Training Manpower or personnel of the library is also an essential necessity. To provide effective and efficient services to the users, the staff should be provided training about the computers, how to work on computers, and the essential features of the software adopted and how the software is used.
- 7. STAGES FOR MANAGEMENT OF LIBRARY AUTOMATION There are three stages for management of Library automation Planning Designing and Operation
- 8. DEVELOPI NG A LIBRARY PROFILE One of the most important planning tools involves collecting basic statistical information on the library collection, library in-house activities, user services, users’ education etc. The following are examples of commonly needed data of: Number of titles and volumes in the collection, current and projected; Number of borrowers, current and projected; Number of materials circulated current and projected; Number of new materials acquired current and projected; Interlibrary loans lent to and borrowed from other libraries; Description of any cooperative arrangements involving the library; and, Library in-house activities and hours of operation.
- 9. Contd.. In addition, it is important to take stock of any existing automation in the library by compiling the following data: • Percentage of collection that has catalogue records in machine-readable form; • Description of collection without machine-readable records, by category (e.g. monographs audio-visuals); • Description of currently-automated library functions (if any); • Estimates of the location and number of workstations (to show where you intend to have equipment in any future system); and, • Specifications for any existing equipment to be re-used with any future system (if any)
- 10. DESIGNING Before designing a new automated system, one should carry out a study of the existing system. This study in an evaluation of how current methods are working and the problems involved there in. The result may be taken to determine the features that must be included in a proposed system. Physical design follows the logical design. Physical design refers to the development of ‘software’ for automated systems. The life blood of any automated (computerized) system is its software. The software decides the success or failure of a system
- 11. STANDARD IN INTEGRATED LIBRARY SYSTEM(ILS) • Standards are mainly developed by Standards Development Organisations (SDOs). An SDO is any entity whose primary activities are developing, coordinating, promulgating, revising, amending, reissuing, interpreting, or otherwise maintaining standards. SDOs are generally grouped by two parameters – geographic designation (e.g. international, regional, national) and organisational authority (e.g. governmental, quasi-governmental or non-governmental entities). • Standards are essential in integrated library management system of any type or size of a library. There are lot of standards in automated and digital library system. The four levels of standards including like metadata standards, digital preservation, interoperability and advanced level standards towards next level automated and digital library system
- 12. TYPES OF STANDARS Standards that need to be supported by an ILS/LMS to remain globally competitive and interoperables. They are 1 ISO – 2709 for bibliographic data interoperability; • 2 Standard bibliographic formats compliant with ISO - 2709 (e.g. MARC 21, UNIMARC, CCF); 3 Z39.50 protocol standard for distributed cataloguing 4
- 13. OPERATIONAL STAGE In this stage, for the first time the physical components of the system are placed in their operational environment. The stage in fact consists of two steps: • implementation, and • evaluation.
- 14. IMPLEMENTATIO N Implementation includes all activities after management has decided to automate the library and approved the plan. After purchasing our system we must make it operational. Thus even before we purchase our system we must design implementation strategies, which should include • Allocating resources • Implementation for hardware • Implementation for software • Data conversion • Implementation for system
- 15. ALLOCATIN G RESOURCE S Resources include the hardware, the network, the data, the staff, etc. The layout of the network must be designed. Identify each service point and put the necessary hardware in place. For example, you must have a computer at the circulation desk to be able to carry out the circulation function. The same is true for acquisitions, accessioning, cataloging,serials control, reference, etc. For every service offered there should be a Computer available. In certain cases these functions can share hardware. You must also identify a place for the server. Shared services like printing, scanning could be done on the network or if desired in a common service center.
- 16. IMPLEMENTATIO N FOR HARDWARE • Time to time checking of all the computer stations • Checking of all the hardware accessories such as cables, power supply connections, printer, scanner, etc. • Checking of furniture and other machineries
- 17. DATA CONVERSION • Data conversion of manual records to computer readable form. • Data conversion of computer record to computer readable form. • Checking the formatting of bibliographical description of documents. • Standardization of data according to MARC-II or Z39.50
- 18. RETROSPECTI VE CONVERSION • The word “Retro” indicates that the process is only for already existing records • “Conversion” the form and format o the records changing something form one form to another.Thus retro conversion in library and information center means” changing already existing catalogue form existing traditional form to a machine-readable form” • According to Harrold’s Librarian’s Glossary“retrospective conversion is a partial or complete conversion of an existing catalogue into machine-readable form as opposed to converting records created currently”
- 19. Contd.. Direct conversion: Here, the old system is completely replaced by the new one within a short period of time. Parallel conversion: Here the old system is operated along with the new system.Under this approach, both old as well as new systems will be operated simultaneously. This method is the safest conversion approach, since it guarantees that, should problems arise in using the new system, the library can still fall back ont he old system without loss of time, or service. Phased conversion: This method is used when it is not possible to install a newsystem by the organization all at once. Here the conversion takes place phase by phase. Pilot conversion: When a new system involves new techniques or drastic changes in existing routine of the library, the pilot approach may be preferred. The new system is used only in one part of the organization for pilot study. When the system is deemed functional, it is installed
- 20. IMPLEMENTATION FOR SYSTEM MAINTENANCE Environmental care: 1. Sunlight, 2. Air, 3. Water, 4. Dust Data security: 1. Hackers 2. Viruses 3. Malicious insiders 4. others
- 21. TRAINING STAFF TRAINING USERS TRAINING
- 22. EVALUAION • Evaluation of the system conducted at this stage is normally termed as „post– installation evaluation‟. It involves the examination of the systems performance. Once the automated system is introduced in libraries/information centers, they have to be monitored and evaluated. Evaluation of the system is performed to identify its strength and weakness.
- 23. Contd.. The evaluation can occur along any one or more of the following lines: • a. Operational evaluation: Assessment of the manner in which the system functions including ease of use, suitability of information formats, overall reliability and levels of performance. • b. Organizational impact: Identification and measurement of the benefits to the organization–financial and/or otherwise. • d. User–staff assessment: Evaluation of the attitudes of the users as well as the staff towards the new system. It also comprises of the testing of the user–satisfactions of the new system. This is normally termed as subjective evaluation.
- 24. CONCLUSION In an increasingly complex and global information environment, a Automation of library is of vital importance in enabling end users to search through large quantities of information. Computer and information technology represent a fundamental change in the way libraries do business, libraries must make an ongoing commitment to keeping pace with change. Therefore, like automated systems, plans must also change with time. Plans must be regularly revisited and updated as the environment and needs change.