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Library Automation

“Library automation is the general term for information and communications technologies (ICT) that are used to replace manual systems in the library.”

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Library Automation

  1. 1. Proposal Report On LIBRARY AUTOMATION Submitted TO: Mr.MUSHTAQ AHMAD (CHIEF LIBRARIAN NTU FSD) Submitted By: RASHIDA ALVI M.L.I.S 2ND SEMESTER.
  2. 2. Library Automation By Rashida Alvi M.L.I.S Alvilis.blogspot.com Table of CONTENTS  Abstract  Introduction  Definition  OBJECTIVES  Need for library Automation  Integrated Library system (ILS).  Statement of the problem  Criteria for selection of library systems  Diagram of Library Automation / Management  System Requirements  System Specification  System Cost
  3. 3.  Vendor Contact List  Criticle Factor  Recommendation / Suggestions  Conclusion Abstract The study presents the review status of Library Automation in Workshop of Library Information science held in Govt. Islamia College Faisalabad. Under supervisor Sir Mushtaq Ahmad (chief Librarian NTU FSD). The uses of Information and communication Technology (ICT) facilitate easy & Immediate access to Information. During the process of Automation understanding and analyzing the various problems faced by the Management and the staff. It was observed many College and University camps libraries were not automated for reason such as, Lack of computer facilities, Inadequate finance, Lack of trained Manpower; Management is not interested in library automation, collection from library is very less, tentativeness and lack of attitude towards automation and unsatisfactory library software problems are the major hindrances to speedy automation. Introduction  Library is Heart of any institution .It is soul of any learning institution, which is pivot of teaching-learning process. College library plays an important role in providing overall library and information services to the patrons. We have just entered in new millennium and we have a lot of challenges before us for keeping in pace with modern development in information technology which have brought information explosion and information revolution.
  4. 4.  Computer is used in libraries to increase efficiency and effectiveness of their operation and services; they have also provided information management for taking effective decisions. Development and use of information and communication technology (ICT) enables the libraries not only to offer their clientele the appropriate information available within their Libraries but also gain access to catalogue of other libraries, both local and outstations. Library Automation Definition “Library Automation is the application of ICTs to library operations and services. The functions that may be automated are any or all of the following: acquisition, cataloging, public access (OPAC and Web PAC), indexing and abstracting, circulation, serials management, and reference.” “Library automation is the general term for information and communications technologies (ICT) that are used to replace manual systems in the library.” Objectives of Library Automation 1. To maintain bibliographical records of all the materials, in a computerized form. 2. To provide bibliographical details through a single enumerative access point of holdings of a library. 3. To reduce the repetition in the technical processes of housekeeping operations. 4. To provide access to information at a faster rate. 5. To share the resources through library networking. 6. To implement new IT processes to provide high quality information 7. To create an information utility for the people of Clare, linking with other information networks and information sources. 8. To improve the level of service and quality of output. 9. To fulfill needs that cannot be achieved by manual system. 10. Information that appears only in electronic format.
  5. 5. Need For Library Automation  Obtain increased operational efficiencies.  Relieve professional staff from clerical chores so that they are available for user- oriented services.  Improve the quality, speed and effectiveness of services.  Improve access to remote users and other stakeholders, e.g., the general public.  Improve access to resources on other networks and systems, including the Web.  Provide new services not hitherto possible.  Improve the management of their physical and financial resources.  Facilitate wider access to information for their clients.  Facilitate wider dissemination of their information products and services.  Enable their participation in resource-sharing library networks.  Enable rapid communication with other libraries (including outreach libraries) and professional peers. Diagram of Library Automation/Management
  6. 6. Library Management System  A library management system, also known as an automated library system is software that has been developed to handle basic housekeeping functions of a library.  Single function  Integrated
  7. 7.  Realizing the important role that the library management system will play in planning and implementing library automation projects, it is necessary to educate ourselves and know more about these systems. A Library with an Integrated library system General features of an ILS?  Functional modules  basic modules - cataloging, OPAC and circulation  Add on- acquisition, serial control, interlibrary loan (ILL), and Web OPAC  Operating systems  Database systems  Oracle, Informix, MS SQL, MS Access etc…  Network architecture
  8. 8.  client-server architecture that uses TCP-IP to communicate across networks (LANs and WANs)  User interface  Graphical user interface (GUI) is the norm for current systems because users find it easier to work with and it allows a wide range of tasks to be accomplished with a click of a mouse  Library automation standards  library industry standards such as MARC and Z39.50. Cataloging module  Used for the creation, storage, retrieval and management of bibliographic records and/or indexes.  Defines the record format used in the database and provides for authority control author, subject headings etc.  Usually there are two different interfaces for search and retrieval of the electronic catalog : o For catalogers that allows them to maintain the library database (the main cataloging module), o For users that allows them to search and display the results – the Online Public Access Catalog (OPAC)  Cataloging activities using an ILS produce an o electronic catalog. o The means of access to the catalog for users which is limited to search and display is called an Online Public Access Catalog or OPAC. An OPAC is usually offered as an add-on module that is integral with the cataloging module. o The specific search and display features of an OPAC vary from system to system.
  9. 9. Developments in OPACs  OPACs can also be linked to the circulation module so that users can find out from its OPAC record the status of an item (whether it is on loan, on-shelf, etc.) and loan information about it, as well as making a self-reservation and/or self-check- in/check-out (and maybe other features such as ILL, and links to electronic resources on the Web or local databases).  Recent developments in ICT have enabled libraries to publish their catalogs on the Web making them accessible locally (on site) and/or remotely through the Web OPAC.
  10. 10. Circulation module  Handles circulation activities such as: lending, return, renewal, and place on hold  Manages library materials - circulation type, location and status; patron database - patron type, profiles, privileges; and other transactions such as computation and payment of overdue fines, lost books, etc.  May have added value functions like: import, export, and backup and restore functions for the databases; inventory; report generation; and support for MARC, Z39.50, ILL standards.  May support integration with security systems that complement the self- check-in and checkout features of the circulation module. Acquisitions module  Automates the acquisition process - ordering, receiving, claiming materials from suppliers, and returns, and cancellations of materials  Used to maintain statistics, and in some cases manage accounting activities.  Acquisition can be done online if system is linked to an external network. Serials Control Module  Manages placing, canceling, claiming of orders; returning defective, unwanted and unordered material; and accounting and statistical information  Provides a system for recording issues and keeping track of undelivered issues by generating claim reports.  May permit serial ordering online. Interlibrary Loan Module  Provides staff with an information management system for interlibrary loan transactions. This includes automatic monitoring of loans and accounts, making claims, putting holds on materials being borrowed, etc.  Can also monitor the library's ILL activities, e.g. the number of items borrowed by individual clients, from where, for whom, etc. This module is seldom required except by libraries with very heavy ILL transactions.
  11. 11. Add-on Module  Usually offer additional functions and features as optional to the basic functions or as an integral part of a module. Examples are report generation, inventory, short loan transactions, import / export of records from / to MARC formats, Web OPAC, Z39.50 client and/or server services, and security systems linked to or integrated with the cataloging / circulation module. Library automation standards The standards adopted by the library industry and community that facilitate data interchange between libraries and institutions, and which are supported by most systems are MARC (Machine Readable Cataloguing) standards and Z39.50, the information search and retrieve protocol standard. MARC The Machine-Readable Cataloging (MARC) formats are standards used for the representation of bibliographic and related information for books and other library materials in machine-readable form and their communication to and from other computers. Need for MARC  The MARC standard allows libraries to share bibliographic resources with other libraries that also use it.  It also enables libraries to easily migrate to commercially available library automation systems, a majority of which support only the MARC standard  A bibliographic record in MARC format will allow the application system or library automation system to:  format the information correctly for printing a set of catalog cards or for displaying the information on a computer screen  search for and retrieve certain types of information within specific fields  display lists of items as required by the search. Z39.50 Protocol  Z39.50 is generally defined as the information search and retrieve protocol standard used primarily by library and information related systems.
  12. 12.  The standard specifies a client/server-based protocol for searching and retrieving information from remote databases simultaneously using a single interface. Library Automation: The Steps  Technology Plan  Selection and acquisition of ILMS  Implementation Technology Plan and Project Proposal  In planning and implementing library automation, a thorough study of the library’s existing system as well as the library’s vision is necessary to enable you to prepare a good technology plan and project proposal.  Steps 1. Vision 2. Present status 3. Requirement: Gaps 4. Feasibility 5. Technology Plan 6. Project proposal Vision A vision is a dream. It is a vivid picture of what you would like your library to become in the near future. It is based on the mission of your library needs of your users and on the trends in library service. A vision provides direction and a philosophy for the library. Determining Present Status  A systems study is conducted to assess the library’s status and needs. It involves gathering data about the library’s operations, facilities, collections, procedures, staff expertise, etc.
  13. 13.  In general, the assessment should involve gathering information about user needs and wants and matching these with what the library can presently offer. Sources of data 1. Statistics 2. Staff profile 3. Patron profile 4. Policies and procedures 5. Functional specifications Technical and Support Services
  14. 14. How do you determine your requirements? By comparing the actual status with the objectives of the project, the systems requirements can be determined. Feasibility study  Immediately after the analysis and design for the system has been completed, a feasibility study must be conducted. It is designed to answer:  Is the proposed system possible?  Is it necessary?  What other options are available?  Is it affordable?  The end product of a feasibility study is a report to management. Project Proposal
  15. 15. Proposals are based on the technology plan.prepared for presentation to funding agencies, hence they must be affordable for the funding agency. They must follow the format of the funding agency and they must be within the thrust of the funding agency. Selection and Acquisition of ILMS  In house - locally developed by the institution  Commercial software o Off-the-shelf turnkey systems o Software packages only - modular, customizable systems To determine the best package for your library, analyze and identify your needs and match it with the features and functions of integrated library systems. In-house systems Advantages:  highly customized, specific to the library’s wants and needs.  Make use of locally available resources: materials and personnel Disadvantages:  Strong need for staff expertise  Proper documentation  Turns out to be more expensive Need for evaluation of integrated library systems  The task of evaluating integrated library systems is necessary to choose the most appropriate library management system that will answer the needs of the library in automating its operations.  The task of selecting software packages requires careful planning. To reach an informed decision you will have to study several systems to: o become aware of the modules offered by the different suppliers and relate them to your needs
  16. 16. o be able to identify some critical factors like cost of hardware and software, training, maintenance, support, upgrade, etc. o be able to evaluate the credibility of the supplier, o and be able to make a short-list of packages and suppliers you will contact for the RFP. Steps in selecting an integrated library system  Analyze and identify your needs  Develop criteria for evaluation based on your needs assessment  Read relevant reviews of library automation systems and related technologies and standards  Prepare a short list of library software packages, their features, functional modules available, and standards supported  Ask libraries for an honest evaluation of their library management system  If possible, visit local libraries or institutions using a library management system  Ask vendors for a demo version to try out, or if available download from their site on the Net  Determine and compare initial and total cost of each library system. Criteria for selection of library systems The criteria must be based on  How it matches the library’s requirements.  Product quality  Cost  Features  Functions  Installation date and time duration of installation,  staff training  Support services. Criteria for selection of ILMS
  17. 17.  Operating system: Interoperability  Hardware/Software requirements  Functionality: What modules are available, value addition to existing functions  User interface: navigation, error alerts, intuitive, customization  Design: Flexibility, switching from one module to another, multifunctional modules, does it enhance the productivity  Conforming to standards: MARC, Z39.50  Scalability: single user-multi-user-network. Can it be used in a client-server LAN architecture  User controlled customization  Reports that help take decisions  Security levels  Training support  Cost- initial, user license, maintenance, h/w, s/w costs, cost of customization  Development support, upgrades and its cost Request for Proposal (RFP) RFP is a formal request for a bid from suppliers of library systems. The RFP is a comprehensive document that provides the vendor with the outline, purpose, scope, description, minimum requirements, etc. for the system.  Needs assessment  Studying available ILS  Listing potential vendors of the ILS  Specifying criteria for evaluation  Specifying needs  Developing a timeframe
  18. 18. Structure of RFP  Background information about the library.  Detailed statement / Description of needs.  What are its objectives?  Timeframe. What are the steps/activities and when should they be finished?  Evaluation criteria and method. What are the critical factors that must be present?  Systems requirements and specifications. What specific features of the system must be present because the library needs it?  Request for quotation. How much will the system cost? Vendor name and contact addresses and numbers. structure of RFP
  19. 19. Implementation and Integration of ILMS Implementation includes all activities after management has decided to automate the library and approved the plan.  Strategic Plan  Data Conversion  Pilot/test run  Full Implementation  Post Implementation Review Implementation strategy  After purchasing your system you must make it operational. Thus even before you purchase your system, you must design implementation strategies, which should include-  Allocating resources  Gradual or full implementation  Pilot/Parallel run  Setting timetables  Assigning responsibilities,  Developing evaluation criteria to measure progress and  Making changes as necessary.  Training of staff  User training  Data conversion.  Questions such as where, how and when must be answered.  The implementation must be in line with the strategic  plan prepared for the project. Data conversion  In-house or outsourced  If in-house: use ILMS or other software, Key-in or download Conduct an inventory to avoid including bibliographic records for lost and discarded items in the database.  Set a deadline for the completion of the data conversion.  Planning for staff, computers, source of data.
  20. 20. What difficulties are encountered in implementing ILS?  Lack of staff preparation for the automation project.  Data conversion.  Lack of resources and expertise.  Delay of implementation due to bureaucracy. For the successful implementation of an integrated library system all key factors must be in place: support from administration, staff competence consideration of user requirements, presence of the infrastructu (hardware, software, network), available data, excellent managerial skil from the coordinator of the project, end user interfaces. Interrelationships of key factors Statement of the Problem
  21. 21.  A problem statement is a concise description of the issues that need to be addressed by a problem solving team and should be presented to them (or created by them) before they try to solve the problem.  Many university libraries have had a long history of trying to automate/computerize their operations. Most have not made appreciable efforts at this. The major problem is hinged on problems of software selection, acquisition and maintenance to drive their automation projects. This is exacerbated by the need for libraries to function under a standardized platform for information access and storage protocols and policy. Criticle Factor Systems Requirement  Libraries have Server System, Client/computer work station  CD/CDR Drives, DVD/DVDR Drives ,BarcodeReader & Laser Printers ,scanner and UPS compulsory requirement for Library Automation.  Fax, Internet facilities, Telephone connection.
  22. 22. Systems Specification  System Specification includes the technical, performance, operational and support characteristics for the System as an entity.  It includes the allocation of requirements of functional areas, and it defines the various functional-area interfaces.  The information derived from the feasibility analysis, operational requirements, maintenance concept, and the functional analysis is covered.  It is written in "performance-related" terms, and describes design requirements in terms of the "what's" (i.e., the functions that the system is to perform and the associated metrics). System Cost of Basic Elements SR# Items Description Model PricePer Item 1 Laser Scanner USB Interface, Reads barcodes up to a 12- inchdistance, Easy- to-use, lightweight ergonomic design, Thescanner also comes witha stand for hands-free operation. V1139 55000 2 Receiptand Slip Printer No messy ink or ribbons to change , Small, space-saving footprint , Easy-to- usereceipt tear bar , Silent, high-speed thermal printing V4007 55000 3 CPU Processer3.0Dual core ,Ram 2GB ,Hard Drive120GB ,DVD Rom, Key board , Mouse Intel ,Dell 15000 4 LCD Thin, witha small footprint. Consume littleelectricity and produce littleheat , Screens are perfectly flat Samsung 10000 5 Photocopiermachine Photocopierthe machinecopies your documentfast, it is cheap to use. HP 110000
  23. 23. Library Automation Vendor TITLE: The Library Corporation DESCRIPTION: PHONE: FAX: "The Bibliophile family of automation tools includes cataloging, public access catalogs, circulation, and networked systems, as well as resource databases that include more than 10 Million MARC records. "The Web site provides information on Library Corporation's products and services, FAQs, And career opportunities, etc. 304-229-0100 304-229-0295 Web: E-MAIL: http://www.tlcdelivers.com info@TLCdelivers.com KEYWORDS: integrated library system vendor, library corporation TITLE: Biblio Mondo Inc. DESCRIPTION: Library automated system. LOCATION: 3600 Thames Blvd, Saint Laurent, Quebec, H4R 1V6, Canada PHONE: 514-337-3000 FAX: Web: 514-337-9290 http://www.bibliomondo.com / E-MAIL: info@bibliomondo.com KEYWORDS: integrated library system, Portfolio, Concerto, and ZONES TITLE: Cyber Tools? for Libraries DESCRIPTION: An integrated library automation system that includes multiple catalogs, authority control, circulation, serials functions, designed for special, medical, and research libraries. LOCATION: 249 Ayer Road, Harvard, MA 01451
  24. 24. PHONE: 800-894-9206 FAX: Web: 978-772-9400 http://www.cytools.com KEYWORDS: integrated library system, cyber tools Criticle Factor
  25. 25. Recommendation/ Suggestions  Vacant post of technical staff needs to be filled up and new posts should be created as per requirement. IT based LIS education at B.L.I.SC & M.L.I.SC. Level is must.  .Computer training should be provided and made mandatory for all the library staff .This mode of  Training programmed will help the staff to practice and assimilate more .At the same time, it will also allow them  To look after day -to-day work.  .There is the need for training and retraining of librarians in the use of information technology.  .Vendors should be scrutinized before selection and should be made to sign an agreement on the regular  servicing and maintenance of the software purchased from them. Conclusion Benefits outweigh disadvantages ICTs are here to stay and society is becoming an information society demanding the use of ICTs to improve access to information. The End Thanks for Reading
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“Library automation is the general term for information and communications technologies (ICT) that are used to replace manual systems in the library.”

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