Library Automation

Proposal Report On
LIBRARY AUTOMATION
Submitted TO:
Mr.MUSHTAQ AHMAD
(CHIEF LIBRARIAN NTU FSD)
Submitted By: RASHIDA ALVI
M.L.I.S 2ND
SEMESTER.

Library Automation
By
Rashida Alvi
M.L.I.S
Alvilis.blogspot.com
Table of CONTENTS
 Abstract
 Introduction
 Definition
 OBJECTIVES
 Need for library Automation
 Integrated Library system (ILS).
 Statement of the problem
 Criteria for selection of library systems
 Diagram of Library Automation / Management
 System Requirements
 System Specification
 System Cost

 Vendor Contact List
 Criticle Factor
 Recommendation / Suggestions
 Conclusion
Abstract
The study presents the review status of Library Automation in Workshop of Library
Information science held in Govt. Islamia College Faisalabad. Under supervisor Sir
Mushtaq Ahmad (chief Librarian NTU FSD).
The uses of Information and communication Technology (ICT) facilitate easy & Immediate
access to Information. During the process of Automation understanding and analyzing the
various problems faced by the Management and the staff. It was observed many College
and University camps libraries were not automated for reason such as, Lack of computer
facilities, Inadequate finance, Lack of trained Manpower; Management is not interested in
library automation, collection from library is very less, tentativeness and lack of attitude
towards automation and unsatisfactory library software problems are the major
hindrances to speedy automation.
Introduction
 Library is Heart of any institution .It is soul of any learning institution, which is pivot of
teaching-learning process. College library plays an important role in providing overall
library and information services to the patrons. We have just entered in new
millennium and we have a lot of challenges before us for keeping in pace with modern
development in information technology which have brought information explosion and
information revolution.

 Computer is used in libraries to increase efficiency and effectiveness of their operation
and services; they have also provided information management for taking effective
decisions. Development and use of information and communication technology (ICT)
enables the libraries not only to offer their clientele the appropriate information
available within their Libraries but also gain access to catalogue of other libraries, both
local and outstations.
Library Automation
Definition
“Library Automation is the application of ICTs to library operations and services. The
functions that may be automated are any or all of the following: acquisition, cataloging,
public access (OPAC and Web PAC), indexing and abstracting, circulation, serials
management, and reference.”
“Library automation is the general term for information and communications technologies
(ICT) that are used to replace manual systems in the library.”
Objectives of Library Automation
1. To maintain bibliographical records of all the materials, in a computerized form.
2. To provide bibliographical details through a single enumerative access point of
holdings of a library.
3. To reduce the repetition in the technical processes of housekeeping operations.
4. To provide access to information at a faster rate.
5. To share the resources through library networking.
6. To implement new IT processes to provide high quality information
7. To create an information utility for the people of Clare, linking with other information
networks and information sources.
8. To improve the level of service and quality of output.
9. To fulfill needs that cannot be achieved by manual system.
10. Information that appears only in electronic format.

Need For Library Automation
 Obtain increased operational efficiencies.
 Relieve professional staff from clerical chores so that they are available for user-
oriented services.
 Improve the quality, speed and effectiveness of services.
 Improve access to remote users and other stakeholders, e.g., the general public.
 Improve access to resources on other networks and systems, including the Web.
 Provide new services not hitherto possible.
 Improve the management of their physical and financial resources.
 Facilitate wider access to information for their clients.
 Facilitate wider dissemination of their information products and services.
 Enable their participation in resource-sharing library networks.
 Enable rapid communication with other libraries (including outreach libraries) and
professional peers.
Diagram of Library Automation/Management

Library Management System
 A library management system, also known as an automated library system is software
that has been developed to handle basic housekeeping functions of a library.
 Single function
 Integrated

 Realizing the important role that the library management system will play in
planning and implementing library automation projects, it is necessary to educate
ourselves and know more about these systems.
A Library with an Integrated library system
General features of an ILS?
 Functional modules
 basic modules - cataloging, OPAC and circulation
 Add on- acquisition, serial control, interlibrary loan (ILL), and
Web OPAC
 Operating systems
 Database systems
 Oracle, Informix, MS SQL, MS Access etc…
 Network architecture

 client-server architecture that uses TCP-IP to communicate across networks (LANs
and WANs)
 User interface
 Graphical user interface (GUI) is the norm for current systems because users find it
easier to work with and it allows a wide range of tasks to be accomplished with a
click of a mouse
 Library automation standards
 library industry standards such as MARC and Z39.50.
Cataloging module
 Used for the creation, storage, retrieval and management of bibliographic records
and/or indexes.
 Defines the record format used in the database and provides for authority control
author, subject headings etc.
 Usually there are two different interfaces for search and retrieval of the electronic
catalog :
o For catalogers that allows them to maintain the library database (the main
cataloging module),
o For users that allows them to search and display the results – the Online
Public Access Catalog (OPAC)
 Cataloging activities using an ILS produce an
o electronic catalog.
o The means of access to the catalog for users which is limited to search and
display is called an Online Public Access Catalog or OPAC. An OPAC is usually
offered as an add-on module that is integral with the cataloging module.
o The specific search and display features of an OPAC vary from system to
system.

Developments in OPACs
 OPACs can also be linked to the circulation module so that users can find out from
its OPAC record the status of an item (whether it is on loan, on-shelf, etc.) and loan
information about it, as well as making a self-reservation and/or self-check-
in/check-out (and maybe other features such as ILL, and links to electronic
resources on the Web or local databases).
 Recent developments in ICT have enabled libraries to publish their catalogs on the
Web making them accessible locally (on site) and/or remotely through the Web
OPAC.

Circulation module
 Handles circulation activities such as: lending, return, renewal, and place on hold
 Manages library materials - circulation type, location and status; patron database -
patron type, profiles, privileges; and other transactions such as computation and
payment of overdue fines, lost books, etc.
 May have added value functions like: import, export, and backup and restore
functions for the databases; inventory; report generation; and support for
MARC, Z39.50, ILL standards.
 May support integration with security systems that complement the self-
check-in and checkout features of the circulation module.
Acquisitions module
 Automates the acquisition process - ordering, receiving, claiming materials from
suppliers, and returns, and cancellations of materials
 Used to maintain statistics, and in some cases manage accounting activities.
 Acquisition can be done online if system is linked to an external network.
Serials Control Module
 Manages placing, canceling, claiming of orders; returning defective, unwanted and
unordered material; and accounting and statistical information
 Provides a system for recording issues and keeping track of undelivered issues by
generating claim reports.
 May permit serial ordering online.
Interlibrary Loan Module
 Provides staff with an information management system for interlibrary loan
transactions. This includes automatic monitoring of loans and accounts, making
claims, putting holds on materials being borrowed, etc.
 Can also monitor the library's ILL activities, e.g. the number of items borrowed by
individual clients, from where, for whom, etc. This module is seldom required
except by libraries with very heavy ILL transactions.

Add-on Module
 Usually offer additional functions and features as optional to the basic functions or
as an integral part of a module. Examples are report generation, inventory, short
loan transactions, import / export of records from / to MARC formats, Web OPAC,
Z39.50 client and/or server services, and security systems linked to or integrated
with the cataloging / circulation module.
Library automation standards
The standards adopted by the library industry and community that facilitate data
interchange between libraries and institutions, and which are supported by most
systems are MARC (Machine Readable Cataloguing) standards and Z39.50, the
information search and retrieve protocol standard.
MARC
The Machine-Readable Cataloging (MARC) formats are standards used for the
representation of bibliographic and related information for books and other library
materials in machine-readable form and their communication to and from other
computers.
Need for MARC
 The MARC standard allows libraries to share bibliographic resources with other
libraries that also use it.
 It also enables libraries to easily migrate to commercially available library
automation systems, a majority of which support only the MARC standard
 A bibliographic record in MARC format will allow the application system or library
automation system to:
 format the information correctly for printing a set of catalog cards or for displaying
the information on a computer screen
 search for and retrieve certain types of information within specific fields
 display lists of items as required by the search.
Z39.50 Protocol
 Z39.50 is generally defined as the information search and retrieve protocol standard
used primarily by library and information related systems.

 The standard specifies a client/server-based protocol for searching and retrieving
information from remote databases simultaneously using a single interface.
Library Automation: The Steps
 Technology Plan
 Selection and acquisition of ILMS
 Implementation
Technology Plan and Project Proposal
 In planning and implementing library automation, 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 and project proposal.
 Steps
1. Vision
2. Present status
3. Requirement: Gaps
4. Feasibility
5. Technology Plan
6. Project proposal
Vision
A vision is a dream. It is a vivid picture of what you would like your
library to become in the near future. It is based on the mission of your
library needs of your users and on the trends in library service.
A vision provides direction and a philosophy for the library.
Determining Present Status
 A systems study is conducted to assess the library’s status and needs. It involves
gathering data about the library’s operations, facilities, collections, procedures, staff
expertise, etc.

 In general, the assessment should involve gathering information about user needs
and wants and matching these with what the library can presently offer.
Sources of data
1. Statistics
2. Staff profile
3. Patron profile
4. Policies and procedures
5. Functional specifications
Technical and Support Services

How do you determine your requirements?
By comparing the actual status with the objectives of the project, the systems requirements
can be determined.
Feasibility study
 Immediately after the analysis and design for the system has been completed, a
feasibility study must be conducted. It is designed to answer:
 Is the proposed system possible?
 Is it necessary?
 What other options are available?
 Is it affordable?
 The end product of a feasibility study is a report to management.
Project Proposal

Proposals are based on the technology plan.prepared for presentation to funding
agencies, hence they must be affordable for the funding agency. They must follow the
format of the funding agency and they must be within the thrust of the funding agency.
Selection and Acquisition of ILMS
 In house - locally developed by the institution
 Commercial software
o Off-the-shelf turnkey systems
o Software packages only - modular, customizable systems
To determine the best package for your library, analyze and identify your needs and match
it with the features and functions of integrated library systems.
In-house systems
Advantages:
 highly customized, specific to the library’s wants and needs.
 Make use of locally available resources: materials and personnel
Disadvantages:
 Strong need for staff expertise
 Proper documentation
 Turns out to be more expensive
Need for evaluation of integrated library systems
 The task of evaluating integrated library systems is necessary to choose the most
appropriate library management system that will answer the needs of the library in
automating its operations.
 The task of selecting software packages requires careful planning. To reach an
informed decision you will have to study several systems to:
o become aware of the modules offered by the different suppliers and relate
them to your needs

o be able to identify some critical factors like cost of hardware and software,
training, maintenance, support, upgrade, etc.
o be able to evaluate the credibility of the supplier,
o and be able to make a short-list of packages and suppliers you will contact
for the RFP.
Steps in selecting an integrated library system
 Analyze and identify your needs
 Develop criteria for evaluation based on your needs assessment
 Read relevant reviews of library automation systems and related technologies and
standards
 Prepare a short list of library software packages, their features, functional modules
available, and standards supported
 Ask libraries for an honest evaluation of their library management system
 If possible, visit local libraries or institutions using a library management system
 Ask vendors for a demo version to try out, or if available download from their site
on the Net
 Determine and compare initial and total cost of each library system.
Criteria for selection of library systems
The criteria must be based on
 How it matches the library’s requirements.
 Product quality
 Cost
 Features
 Functions
 Installation date and time duration of installation,
 staff training
 Support services.
Criteria for selection of ILMS

 Operating system: Interoperability
 Hardware/Software requirements
 Functionality: What modules are available, value addition to existing functions
 User interface: navigation, error alerts, intuitive, customization
 Design: Flexibility, switching from one module to another, multifunctional modules,
does it enhance the productivity
 Conforming to standards: MARC, Z39.50
 Scalability: single user-multi-user-network. Can it be used in a client-server LAN
architecture
 User controlled customization
 Reports that help take decisions
 Security levels
 Training support
 Cost- initial, user license, maintenance, h/w, s/w costs, cost of customization
 Development support, upgrades and its cost
Request for Proposal (RFP)
RFP is a formal request for a bid from suppliers of library systems. The RFP is a
comprehensive document that provides the vendor with the outline, purpose, scope,
description, minimum requirements, etc. for the system.
 Needs assessment
 Studying available ILS
 Listing potential vendors of the ILS
 Specifying criteria for evaluation
 Specifying needs
 Developing a timeframe

Structure of RFP
 Background information about the library.
 Detailed statement / Description of needs.
 What are its objectives?
 Timeframe. What are the steps/activities and when should they be finished?
 Evaluation criteria and method. What are the critical factors that must be present?
 Systems requirements and specifications. What specific features of the system must be
present because the library needs it?
 Request for quotation. How much will the system cost?
Vendor name and contact addresses and numbers.
structure of RFP

Implementation and Integration of ILMS
Implementation includes all activities after management has decided to automate the
library and approved the plan.
 Strategic Plan
 Data Conversion
 Pilot/test run
 Full Implementation
 Post Implementation Review
Implementation strategy
 After purchasing your system you must make it operational. Thus even before you
purchase your system, you must design implementation strategies, which should
include-
 Allocating resources
 Gradual or full implementation
 Pilot/Parallel run
 Setting timetables
 Assigning responsibilities,
 Developing evaluation criteria to measure progress and
 Making changes as necessary.
 Training of staff
 User training
 Data conversion.
 Questions such as where, how and when must be answered.
 The implementation must be in line with the strategic
 plan prepared for the project.
Data conversion
 In-house or outsourced
 If in-house: use ILMS or other software, Key-in or download Conduct an inventory to
avoid including bibliographic records for lost and discarded items in the database.
 Set a deadline for the completion of the data conversion.
 Planning for staff, computers, source of data.

What difficulties are encountered in implementing ILS?
 Lack of staff preparation for the automation project.
 Data conversion.
 Lack of resources and expertise.
 Delay of implementation due to bureaucracy.
For the successful implementation of an integrated library system all key factors must
be in place: support from administration, staff competence consideration of user
requirements, presence of the infrastructu (hardware, software, network), available data,
excellent managerial skil from the coordinator of the project, end user interfaces.
Interrelationships of key factors
Statement of the Problem

 A problem statement is a concise description of the issues that need to be
addressed by a problem solving team and should be presented to them (or created
by them) before they try to solve the problem.
 Many university libraries have had a long history of trying to
automate/computerize their operations. Most have not made appreciable efforts at
this. The major problem is hinged on problems of software selection, acquisition
and maintenance to drive their automation projects. This is exacerbated by the
need for libraries to function under a standardized platform for information access
and storage protocols and policy.
Criticle Factor
Systems Requirement
 Libraries have Server System, Client/computer work station
 CD/CDR Drives, DVD/DVDR Drives ,BarcodeReader & Laser Printers ,scanner
and UPS compulsory requirement for Library Automation.
 Fax, Internet facilities, Telephone connection.

Systems Specification
 System Specification includes the technical, performance, operational and
support characteristics for the System as an entity.
 It includes the allocation of requirements of functional areas, and it defines the
various functional-area interfaces.
 The information derived from the feasibility analysis, operational requirements,
maintenance concept, and the functional analysis is covered.
 It is written in "performance-related" terms, and describes design requirements
in terms of the "what's" (i.e., the functions that the system is to perform and the
associated metrics).
System Cost of Basic Elements
SR# Items Description Model PricePer Item
1 Laser Scanner USB Interface, Reads
barcodes up to a 12-
inchdistance, Easy-
to-use, lightweight
ergonomic design,
Thescanner also
comes witha stand
for hands-free
operation.
V1139 55000
2 Receiptand Slip
Printer
No messy ink or
ribbons to change ,
Small, space-saving
footprint , Easy-to-
usereceipt tear bar ,
Silent, high-speed
thermal printing
V4007 55000
3 CPU Processer3.0Dual
core ,Ram 2GB ,Hard
Drive120GB ,DVD
Rom, Key board ,
Mouse
Intel ,Dell 15000
4 LCD Thin, witha small
footprint. Consume
littleelectricity and
produce littleheat ,
Screens are perfectly
flat
Samsung 10000
5 Photocopiermachine Photocopierthe
machinecopies your
documentfast, it is
cheap to use.
HP 110000

Library Automation Vendor
TITLE: The Library Corporation
DESCRIPTION:
PHONE:
FAX:
"The Bibliophile family of
automation tools includes
cataloging,
public access catalogs,
circulation, and networked
systems,
as well as resource databases
that include more than 10
Million MARC records. "The
Web site provides information
on Library Corporation's
products and services, FAQs,
And career opportunities, etc.
304-229-0100
304-229-0295
Web:
E-MAIL:
http://www.tlcdelivers.com
info@TLCdelivers.com
KEYWORDS: integrated library system
vendor, library corporation
TITLE: Biblio Mondo Inc.
DESCRIPTION: Library automated system.
LOCATION: 3600 Thames Blvd, Saint
Laurent, Quebec, H4R 1V6,
Canada
PHONE: 514-337-3000
FAX:
Web:
514-337-9290
http://www.bibliomondo.com
/
E-MAIL: info@bibliomondo.com
KEYWORDS: integrated library system,
Portfolio, Concerto, and ZONES
TITLE: Cyber Tools? for Libraries
DESCRIPTION: An integrated library
automation system that
includes multiple catalogs,
authority control, circulation,
serials functions, designed for
special, medical, and research
libraries.
LOCATION: 249 Ayer Road, Harvard, MA
01451

PHONE: 800-894-9206
FAX:
Web:
978-772-9400
http://www.cytools.com
KEYWORDS: integrated library system,
cyber tools
Criticle Factor

Recommendation/ Suggestions
 Vacant post of technical staff needs to be filled up and new posts should be created
as per requirement. IT based LIS education at B.L.I.SC & M.L.I.SC. Level is must.
 .Computer training should be provided and made mandatory for all the library staff
.This mode of
 Training programmed will help the staff to practice and assimilate more .At the
same time, it will also allow them
 To look after day -to-day work.
 .There is the need for training and retraining of librarians in the use of information
technology.
 .Vendors should be scrutinized before selection and should be made to sign an
agreement on the regular
 servicing and maintenance of the software purchased from them.
Conclusion
Benefits outweigh disadvantages ICTs are here to stay and society is becoming an
information society demanding the use of ICTs to improve access to information.
The End
Thanks for Reading

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