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Internship Report
Submitted for the Partial Fulfilment of B.A. (Honours) 8th
Semester
Examinations, 2015.
Submitted by
Exa...
1
ACKNOWLEDGEMENT
First and foremost I would like to express my thanks to Allah of His love and strength that He
has given...
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 ...
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...
Figures
List of Figures
Figure’s Name Page No.
Fig. 2.1 Dhaka University Central Library 9
Fig. 2.2 Dhaka University Scien...
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 ...
Fig. 5.4 Interface of “import From Marc” or
“Entry” ofmaterials 56
Fig. 5.5 Interface of how to entry data by Author,
Titl...
List of Abbreviations
AACR‐2 Anglo‐American Cataloguing Rules‐ 2nd Edition
AGORA Access to Global Online Research in Agric...
INASP International Network for the Availability of
Scientific Publications
ISIS Integrated Set for Information Systems
IS...
Chapter-I
Introduction
1
CHAPTER ‐ I
1.1 Preamble:
INTRODUCTION
“Education” and “Library” are two indivisible concepts fundamentally related to a...
2
1.3 Rationale of the study:
Theoretical knowledge is not at all in this era to provide efficient working ability in job ...
3
1.5 Methodology:
The success of a research work largely depends upon the methodology selected to conduct the
whole proce...
4
1.6 Schedule of Internship:
We were divided into three groups where I was in Group-2. According to my group schedule,
th...
5
1.7 Organizational structure of the report:
The text of the report has been organized by a logical progression in the fo...
Chapter-II
Overview of DUL
7
CHAPTER ‐ II
OVERVIEW OF DUL
2.1 Dhaka University Library (DUL):
Dhaka university library is the biggest library among t...
8
2.2 Background of DUL:
The Dhaka University Library (DUL), established in 1921 with its parent organization on the 1st
o...
9
The library is enriched with available reference materials such as atlases, dictionaries,
encyclopaedias, annual reports...
10
2.5 Dhaka University Library (DUL) Layout:
Dhaka University Library (DUL) is designed and divided into three sectors. T...
11
Fig. 2.3: Main Library Building layout
Seat
Arrangement of
Reading Room
Combined
Students
Students
(Female)
Teacher/
Re...
12
2.5.2 Administrative building:
In this building all the managerial and decision making activities are accomplished. The...
13
There are separate seating arrangements for teachers. Teachers, researchers, registered graduates,
officers and employe...
14
2.6 Library Facilities:
 Printing: The computer printing service is only available in the Dhaka University library
rep...
15
Impaired students. The centre houses Braille Books, computers with specialized software
and modern Braille Printers.
 ...
16
 Reference and Thesis Room, Science Library
Teachers and researchers can use thesis and reference tools from this room...
17
2.7 Dhaka University Library Committee:
(i) The Vice-Chancellor, University of Dhaka. Chairman
(ii) The Pro-Vice-Chance...
18
Fig. 2.6 Diagrammatic Presentation of Library Personnel
Chapter-III
Koha: Some observations and experiences
20
CHAPTER ‐ III
KOHA: SOME OBSERVATIONS AND
EXPERIENCES
3.1 About Koha Software:
The term “open source” refers to softwar...
21
In 2005, an Ohio-based company, Metavore, Inc., trading as LibLime, was established to support
Koha and added many new ...
22
Koha software: at a glance:
Koha Server Software:
 Server operating system: Linux, OpenBSD, FreeBSD, MacOS, or other U...
23
3.2 Koha software in DUL:
DUL is recently establishing Koha software. In science library Koha software has already been...
24
3.4.1 The working process in Koha is described and shownbelow with some
screencapture:
Fig. 3.4 first interface form wh...
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 ...
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 clickin...
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 000,00...
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...
29
 040 - CATALOGING SOURCE:
 In case of importing data, I had to clone the “d- Modifying agency” field and then
copy th...
30
 In case of new record, I had to fill up the field „a- author personal name‟
according to Surname, forename format of ...
31
 245 - TITLE STATEMENT:
 In case of import, the „a-Title‟, “b- Remainder of title” and “c- Statement of
responsibilit...
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 ...
33
This field is used only when there is any series in the book. Only field „490 - SERIES
STATEMENT‟ is filled up.
 In ca...
34
 If bibliography or bibliographical references are present in the book with index,
we can write them together in the f...
35
From the above figure 3.15 we can see MARC field 6## with only its tags from 600-650 in
which I have to entry my data. ...
36
From the above figure 3.16 we can see MARC field 7## with only its tags from 700-720 in
which I have to entry my data. ...
37
3.5.10 Process of Adding MARC Record to field 9##:
To describe this field, I have taken single computer screen shot to ...
38
To describe this field, I have taken single computer screen shot to provide a clear concept of
what I have worked on it...
39
 d- Date acquired: Giving the date on which the book arrived in the Science library which
was written on the book.
 e...
Chapter-IV
Acquisition Section
CHAPTER ‐ IV
ACQUISITION SECTION
AcquisitionSection
Acquisition Section is concerned with the selection and purchase of re...
a) Budget Allocation
In this phase the Syndicate, Deans of the different Faculties, different Committees are
associated. I...
The departments send
their demand to the
acquisition section.
The acquisition section
organizes the demands
and publishes ...
4.2 The functional steps in Acquisition Section
At first list of books are received
from the department by the
acquisition...
4.3 Committee relatedto Acquisition section
In Acquisition Section, there are three kinds of committees. These are:
a) Lib...
b) Tender Committee:
The tender Committee is constituted as follows:
Person Designation
1. Dean, Faculty of Arts Member
2....
Step-
Step-
4.4 PostReceptionActivities in Acquisition Section
After the reception of the books and journals the acquisiti...
4.5 Accession Register
Accession Register is the basic record in the library about each document forming part of its
colle...
4.6 Automation of Acquisition section
At present the Dhaka University Library is
using an Integrated Library Automation
Sy...
Chapter-V
Processing Section
51
CHAPTER ‐ V
PROCESSING SECTION
5.1 Processing Section:
One of the most important sections of a library or information i...
52
 This section is also well digitized. Cataloguing and classification is done through
computer by DULIS.
 First of all...
53
DU library uses some cataloguing tools, such as: AACR II, Sears’s list of Subject Heading, a
Bengali Subject Heading Li...
54
 Call No. (Class no. + Author mark):
 Author mark: For building Author Mark the processing section does not use
Cutte...
55
The colours of the catalogue card of the documents are varied as follows:
 White Catalogue Card for the books of Arts,...
56
From the below interface we can see that after log in for bibliographical data entry by the
cataloguer’s own password, ...
57
 If the process of fill up the information is appropriate then I have to go last step note and
fill up information. Th...
Chapter-VI
Circulation Section
59
CHAPTER ‐ VI
CIRCULATION SECTION
6.1 CirculationSection:
One of the most important sections of any library is circulati...
60
6.2 Separate circulationdesks ofCirculation sectionin DUCL:
The circulation section of the Dhaka University Central Lib...
61
 Users can also search bibliographical information from card catalogues.
 Card Maintenance:
Fig 6.3 Card catalogue se...
62
 Borrowers Card: These cards are provided to the teacher / researcher. The circulation
officer enters the call number,...
63
6.2.2 Functions in the first and second Floor:
In the first and second floor the circulation desk issues books to the s...
64
6.3 Automated Circulation:
In the recent years automated process have been used in the circulation section in the centr...
65
6.4 Fine and Limit:
The book lending limit, duration and fine details are represented by means of a table as follows:
T...
Chapter-VII
Reference Section
67
CHAPTER ‐ VII
REFERENCE SECTION
7.1 Reference Section:
It refers to the provision and organization of the reference wor...
68
 But some important reference materials which have high demand are kept in closed
shelves. For the closed shelved mate...
69
7.5 Procedure for Reference Service:
Reference service is, perhaps, the most important job which is performed by a libr...
Chapter-VIII
Other Sections
71
CHAPTER ‐ VIII
OTHER SECTIONS
8.1 Planning and Development Section:
It is in the ground floor of the main building. The...
72
At present time, this new customized software DULIS (Dhaka University Library Integrated
System) has been working in th...
73
 If the call number was available on the software, then it will be shown on the
screen. Then we printed out the spine ...
74
8.2 Manuscript Section:
A significant section of DUL is manuscripts section because it holds & carries history, heritag...
75
8.3.1 Reprography Section:
This section is in the 2nd floor of the Administrative Building. The reprography section is
...
76
 Microfilm’s Index: Microfilms are preserved in the stacks in a systematic indexed way
in reprography section. And for...
77
 Microfilm recorder: We have also acknowledged about how the microfilms are
recorded in the recorder.
Fig. 8.9 Microfi...
78
8.4 Account Section:
This section deals with all sorts of financial matters. It is located in the first floor of the
ad...
79
8.5 Administration Section:
The Administrative section is in the second floor of the administrative building. All sorts...
Internship report on dhaka university library 2015 (information science & library management, university of dhaka)
Internship report on dhaka university library 2015 (information science & library management, university of dhaka)
Internship report on dhaka university library 2015 (information science & library management, university of dhaka)
Internship report on dhaka university library 2015 (information science & library management, university of dhaka)
Internship report on dhaka university library 2015 (information science & library management, university of dhaka)
Internship report on dhaka university library 2015 (information science & library management, university of dhaka)
Internship report on dhaka university library 2015 (information science & library management, university of dhaka)
Internship report on dhaka university library 2015 (information science & library management, university of dhaka)
Internship report on dhaka university library 2015 (information science & library management, university of dhaka)
Internship report on dhaka university library 2015 (information science & library management, university of dhaka)
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Internship report on dhaka university library 2015 (information science & library management, university of dhaka)

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Internship Report

Submitted for the Partial Fulfilment of B.A. (Honours) 8th Semester Examinations, 2015.

Submitted by
Md. Gubaer Al Mahmud
Examination Roll Number: 2438
Session: 2011-2012
Department of Information Science & Library Management,
University of Dhaka
2015

Published in: Education
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Internship report on dhaka university library 2015 (information science & library management, university of dhaka)

  1. 1. 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
  2. 2. 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
  3. 3. 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
  4. 4. 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
  5. 5. 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 in other libraries on Z39.50/SRU 25 Fig. 3.7 Import of book’s bibliographical information 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
  6. 6. 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. 3.15 MARC Field 6## (600-650) is shown only 34 Fig. 3.16 MARC Field 7## (700-720) is shown only 35 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
  7. 7. 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
  8. 8. 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
  9. 9. 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
  10. 10. Chapter-I Introduction
  11. 11. 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.
  12. 12. 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.
  13. 13. 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 present study: 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.
  14. 14. 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
  15. 15. 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.
  16. 16. Chapter-II Overview of DUL
  17. 17. 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
  18. 18. 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.
  19. 19. 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
  20. 20. 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.
  21. 21. 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 • TokenCounter • Reference Section • Daily Newspaper Desk • Old and bound Periodicals Unit • PhotocopyUnit • Student Reading Rooms • PhotocopyUnits • Book StackAreas • Carrels Ground Floor (Planningand Development) • Server Room • Computer Room • Borrowers ID Card Room • Hardware Maintenance Room
  22. 22. 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 • ProcessingSection • Periodical Section • Binding Section • Accounts Section • Despatch Ground Floor • Old Newspaper Section • Seminar Section • ResourceCentre (for the visually impaired students) • Cyber Centre
  23. 23. 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 • TokenCounter • Daily Newspaper Desk • Circulation Counter • Book StackArea • Periodical Unit • PhotocopyUnit
  24. 24. 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 the library.  Teachers‟ Book Issue Counter: Books can be issued, renewed and returned from this counter using automated system. A digital borrower’s ID card is required.  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
  25. 25. 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.
  26. 26. 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.
  27. 27. 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).
  28. 28. 18 Fig. 2.6 Diagrammatic Presentation of Library Personnel
  29. 29. Chapter-III Koha: Some observations and experiences
  30. 30. 20 CHAPTER ‐ III KOHA: SOME OBSERVATIONS AND 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.
  31. 31. 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
  32. 32. 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
  33. 33. 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.
  34. 34. 24 3.4.1 The working process in Koha is described and shownbelow with some screencapture: 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
  35. 35. 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
  36. 36. 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 ondifferent 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 ProcessofAdding MARC Recordto 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)
  37. 37. 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
  38. 38. 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.
  39. 39. 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 fill it 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. 3.5.2 ProcessofAdding MARC Recordto field 1##: 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.
  40. 40. 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 personal name. 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. 3.5.3 Process of Adding MARC Record to field 2##: To describe this field, I have taken single computer screen shot to provide a clear concept of what I have worked on it: Fig. 3.11 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.
  41. 41. 31  245 - TITLE STATEMENT:  In case of import, the „a-Title‟, “b- Remainder of title” and “c- Statement of responsibility, etc.” fields are auto filled.  In case of new record, I have to fill the „b- Remainder of title‟ and „c- Statement of responsibility, etc.‟ fields according to the information available. 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 is “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 ProcessSystemof Adding MARC Recordto field 3##: To describe this field, I have taken single computer screen shot to provide a clear concept of what I have worked on it: Fig. 3.12 MARC Field 3## (300-365)
  42. 42. 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. 3.5.5 ProcessofAdding MARC Recordto field 4##: To describe this field, I have taken single computer screen shot to provide a clear concept of what I have worked on it: Fig. 3.13 MARC Field 4## (440-490)
  43. 43. 33 This field is used only when there is any series in the book. Only field „490 - SERIES STATEMENT‟ is filled up.  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 ProcessSystemof Adding MARC Recordto 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.
  44. 44. 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. 3.5.7 ProcessofAdding MARC Recordto field 6##: To describe this field, I have taken two 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. 3.15 MARC Field 6## (600-650) is shown only
  45. 45. 35 From the above figure 3.15 we can see MARC field 6## with only its tags from 600-650 in which I have to entry my data. Within this tag numbers, we use 610 and 650 tags.  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 Science library. 3.5.8 ProcessofAdding MARC Recordto field 7##: 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. 3.16 MARC Field 7## (700-720) is shown only
  46. 46. 36 From the above figure 3.16 we can see MARC field 7## with only its tags from 700-720 in which I have to entry my data. Within this tag numbers, we use 700 and 710 tags.  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. 3.5.9 Process of Adding MARC Record to field 8##: To describe this field, I have taken single computer screen shot to provide a clear concept of what I have worked on it: Fig. 3.17 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.
  47. 47. 37 3.5.10 Process of Adding MARC Record to field 9##: To describe this field, I have taken single computer screen shot to provide a clear concept of what I have worked on it: Fig. 3.18 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.
  48. 48. 38 To describe this field, I have taken single computer screen shot to provide a clear concept of what I have worked on it: Fig. 3.19 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 the books.  b- Current location: From the drop box, I have selected „Dhaka University Science Library‟ as current location of the books.  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.
  49. 49. 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
  50. 50. Chapter-IV Acquisition Section
  51. 51. CHAPTER ‐ IV ACQUISITION SECTION AcquisitionSection 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
  52. 52. 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.
  53. 53. 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.
  54. 54. 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 and recommends 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 thesuppliers Librarian Supplies book lists to thesuppliers 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
  55. 55. 4.3 Committee relatedto 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
  56. 56. 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
  57. 57. Step- Step- 4.4 PostReceptionActivities 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
  58. 58. 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
  59. 59. 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
  60. 60. Chapter-V Processing Section
  61. 61. 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.
  62. 62. 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.
  63. 63. 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 Additional list)  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.
  64. 64. 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
  65. 65. 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.
  66. 66. 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 drop box. 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
  67. 67. 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.
  68. 68. Chapter-VI Circulation Section
  69. 69. 59 CHAPTER ‐ VI CIRCULATION SECTION 6.1 CirculationSection: 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
  70. 70. 60 6.2 Separate circulationdesks ofCirculation sectionin 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
  71. 71. 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
  72. 72. 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
  73. 73. 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.
  74. 74. 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
  75. 75. 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
  76. 76. Chapter-VII Reference Section
  77. 77. 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”. 7.2Types 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.
  78. 78. 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 ofReferences 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.
  79. 79. 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.
  80. 80. Chapter-VIII Other Sections
  81. 81. 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.
  82. 82. 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
  83. 83. 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.
  84. 84. 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
  85. 85. 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
  86. 86. 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
  87. 87. 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
  88. 88. 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.
  89. 89. 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

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