Advanced Library Automation System

Library AutomationLibrary Automation
By Code CreatorBy Code Creator
Domain RacerDomain Racer
Iseen LabIseen Lab
Library management system projectLibrary management system project

Learning outcomesLearning outcomes
By the end of the lesson you should be able to:By the end of the lesson you should be able to:
 Appreciate need for library automationAppreciate need for library automation
 Understand basic features and functions of LibraryUnderstand basic features and functions of Library
Management SystemManagement System
 Define the role of standards in library automationDefine the role of standards in library automation
and resource sharingand resource sharing
 Making a plan for library automationMaking a plan for library automation
 Evaluate an integrated library management systemEvaluate an integrated library management system
 Prepare and implementation strategyPrepare and implementation strategy

ScopeScope
Need for library automationNeed for library automation
Integrated Library Management SystemsIntegrated Library Management Systems
StandardsStandards
Preparing a plan for library automationPreparing a plan for library automation
Selection and Acquisition of librarySelection and Acquisition of library
management systemmanagement system
Implementation of integrated library systemImplementation of integrated library system
http://domainracer.com/http://domainracer.com/
http://codecreator.org/http://codecreator.org/
http://www.iseenlab.com/http://www.iseenlab.com/

Library AutomationLibrary Automation
Library automation is the general term forLibrary automation is the general term for
information and communicationsinformation and communications
technologies (ICT) that are used totechnologies (ICT) that are used to
replace manual systems in the library.replace manual systems in the library.

Need for Library AutomationNeed for Library Automation
 Obtain increased operational efficiencies,Obtain increased operational efficiencies,
 Relieve professional staff from clerical chores soRelieve professional staff from clerical chores so
that they are available for user-orientedthat they are available for user-oriented
services,services,
 Improve the quality, speed and effectiveness ofImprove the quality, speed and effectiveness of
services,services,
 Improve access to remote users and otherImprove access to remote users and other
stakeholders, e.g., the general public,stakeholders, e.g., the general public,
 Improve access to resources on other networksImprove access to resources on other networks
and systems, including the Web,and systems, including the Web,

Need for Library AutomationNeed for Library Automation
 Provide new services not hitherto possible,Provide new services not hitherto possible,
 Improve the management of their physical and financialImprove the management of their physical and financial
resources,resources,
 Facilitate wider access to information for their clients,Facilitate wider access to information for their clients,
Facilitate wider dissemination of their informationFacilitate wider dissemination of their information
products and services,products and services,
 Enable their participation in resource-sharing libraryEnable their participation in resource-sharing library
networks, andnetworks, and
 Enable rapid communication with other librariesEnable rapid communication with other libraries
(including outreach libraries) and professional peers.(including outreach libraries) and professional peers.

Library Management SystemLibrary Management System
A library management system, also known as anA library management system, also known as an
automated library system is software that has beenautomated library system is software that has been
developed to handle basic housekeeping functionsdeveloped to handle basic housekeeping functions
of a library.of a library.
– Single function.Single function.
– IntegratedIntegrated
Realizing the important role that the libraryRealizing the important role that the library
management system will play in planning andmanagement system will play in planning and
implementing library automation projects, it isimplementing library automation projects, it is
necessary to educate ourselves and knownecessary to educate ourselves and know moremore
about these systemsabout these systems

A library with an integrated libraryA library with an integrated library
systemsystem
Cataloging
File Server:
DatabaseCirculation
Acquisition Serials
Management
OPAC
Reference
OPAC
OPAC
OPAC
A Local Area
Network

General features of an ILS?General features of an ILS?
Functional modulesFunctional modules
 –– basic modules - cataloging, OPAC and circulation -basic modules - cataloging, OPAC and circulation -
 - Add on- acquisition, serial control, interlibrary loan (ILL), and- Add on- acquisition, serial control, interlibrary loan (ILL), and
Web OPACWeb OPAC
Operating systemsOperating systems
Database systemsDatabase systems
 - Oracle, Informix, MS SQL, MS Access etc…- Oracle, Informix, MS SQL, MS Access etc…
Network architectureNetwork architecture
 ––client-server architecture that uses TCP-IP to communicateclient-server architecture that uses TCP-IP to communicate
across networks (LANs and WANs)across networks (LANs and WANs)
User interfaceUser interface
 ––graphical user interface (GUI) is the norm for current systemsgraphical user interface (GUI) is the norm for current systems
because users find it easier to work with and it allows a widebecause users find it easier to work with and it allows a wide
range of tasks to be accomplished with a click of a mouserange of tasks to be accomplished with a click of a mouse
Library automation standardsLibrary automation standards
 ––library industry standards such as MARC and Z39.50library industry standards such as MARC and Z39.50

Cataloging moduleCataloging module
Used for the creation, storage, retrieval andUsed for the creation, storage, retrieval and
management of bibliographic records and/ormanagement of bibliographic records and/or
indexes.indexes.
Defines the record format used in the database andDefines the record format used in the database and
provides for authority control author, subjectprovides for authority control author, subject
headings etc.headings etc.
Usually there are two different interfaces for searchUsually there are two different interfaces for search
and retrieval of the electronic catalog :and retrieval of the electronic catalog :
 For catalogers that allows them to maintain the libraryFor catalogers that allows them to maintain the library
databasedatabase (the main cataloging module)(the main cataloging module),,
 For users that allows them to search and display theFor users that allows them to search and display the
resultsresults – the Online Public Access Catalog (OPAC)– the Online Public Access Catalog (OPAC)

The OPACThe OPAC
Cataloging activities using an ILS produceCataloging activities using an ILS produce
an electronic catalog. The means ofan electronic catalog. The means of
access to the catalog for users which isaccess to the catalog for users which is
limited to search and display is called anlimited to search and display is called an
Online Public Access Catalog or OPAC.Online Public Access Catalog or OPAC.
An OPAC is usually offered as an add-onAn OPAC is usually offered as an add-on
module that is integral with the catalogingmodule that is integral with the cataloging
module. The specific search and displaymodule. The specific search and display
features of an OPAC vary from system tofeatures of an OPAC vary from system to
system.system.

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

Bibliographic
database
Web server
PC’s in LAN
PC’s connected
to Internet
Web OPAC
OPAC

Circulation moduleCirculation module
 Handles circulation activities such as: lending, return,Handles circulation activities such as: lending, return,
renewal, and place on holdrenewal, and place on hold
 Manages library materials - circulation type, location andManages library materials - circulation type, location and
status; patron database - patron type, profiles, privileges;status; patron database - patron type, profiles, privileges;
and other transactions such as computation and payment ofand other transactions such as computation and payment of
overdue fines, lost books, etc.overdue fines, lost books, etc.
 May have added value functions like: import, export, andMay have added value functions like: import, export, and
backup and restore functions for the databases; inventory;backup and restore functions for the databases; inventory;
report generation; and support for MARC, Z39.50, ILLreport generation; and support for MARC, Z39.50, ILL
standards.standards.
 May support integration with security systems thatMay support integration with security systems that
complement the self-check-in and checkout features of thecomplement the self-check-in and checkout features of the
circulation module.circulation module.

Acquisitions moduleAcquisitions module
Automates the acquisition process -Automates the acquisition process -
ordering, receiving, claiming materialsordering, receiving, claiming materials
from suppliers, and returns, andfrom suppliers, and returns, and
cancellations of materialscancellations of materials
Used to maintain statistics, and in someUsed to maintain statistics, and in some
cases manage accounting activities.cases manage accounting activities.
Acquisition can be done online ifAcquisition can be done online if
system is linked to an external networksystem is linked to an external network..

Serials Control ModuleSerials Control Module
 Manages placing, canceling, claiming ofManages placing, canceling, claiming of
orders; returning defective, unwantedorders; returning defective, unwanted
and unordered material; and accountingand unordered material; and accounting
and statistical informationand statistical information
 Provides a system for recording issuesProvides a system for recording issues
and keeping track of undelivered issuesand keeping track of undelivered issues
by generating claim reports.by generating claim reports.
 May permit serial ordering online.May permit serial ordering online.

Interlibrary Loan ModuleInterlibrary Loan Module
 Provides staff with an informationProvides staff with an information
management system for interlibrary loanmanagement system for interlibrary loan
transactions. This includes automatictransactions. This includes automatic
monitoring of loans and accounts, makingmonitoring of loans and accounts, making
claims, putting holds on materials beingclaims, putting holds on materials being
borrowed, etc.borrowed, etc.
 Can also monitor the library's ILL activities,Can also monitor the library's ILL activities,
e.g. the number of items borrowed bye.g. the number of items borrowed by
individual clients, from where, for whom, etc.individual clients, from where, for whom, etc.
This module is seldom required except byThis module is seldom required except by
libraries with very heavy ILL transactions.libraries with very heavy ILL transactions.

Add-on ModuleAdd-on Module
 Usually offer additional functions and featuresUsually offer additional functions and features
as optional to the basic functions or as anas optional to the basic functions or as an
integral part of a module. Examples areintegral part of a module. Examples are
report generation, inventory, short loanreport generation, inventory, short loan
transactions, import / export of records from /transactions, import / export of records from /
to MARC formats, Web OPAC, Z39.50 clientto MARC formats, Web OPAC, Z39.50 client
and/or server services, and security systemsand/or server services, and security systems
linked to or integrated with the cataloging /linked to or integrated with the cataloging /
circulation module.circulation module.

Library automation standardsLibrary automation standards
The standards adopted by the library industry andThe standards adopted by the library industry and
community that facilitate data interchange betweencommunity that facilitate data interchange between
libraries and institutions, and which are supportedlibraries and institutions, and which are supported
by most systems are MARC (Machine Readableby most systems are MARC (Machine Readable
Cataloguing) standards and Z39.50, theCataloguing) standards and Z39.50, the
information search and retrieve protocol standard.information search and retrieve protocol standard.

MARCMARC
The Machine-Readable Cataloging (MARC)The Machine-Readable Cataloging (MARC)
formats are standards used for theformats are standards used for the
representation of bibliographic and relatedrepresentation of bibliographic and related
information for books and other libraryinformation for books and other library
materials in machine-readable form andmaterials in machine-readable form and
their communication to and from othertheir communication to and from other
computers.computers.

Need for MARCNeed for MARC
The MARC standard allows libraries to share bibliographicThe MARC standard allows libraries to share bibliographic
resources with other libraries that also use it.resources with other libraries that also use it.
It also enables libraries to easily migrate to commerciallyIt also enables libraries to easily migrate to commercially
available library automation systems, a majority of whichavailable library automation systems, a majority of which
support only the MARC standardsupport only the MARC standard
A bibliographic record in MARC format will allow theA bibliographic record in MARC format will allow the
application system or library automation system to:application system or library automation system to:
– format the information correctly for printing a set offormat the information correctly for printing a set of
catalog cards or for displaying the information on acatalog cards or for displaying the information on a
computer screencomputer screen
– search for and retrieve certain types of informationsearch for and retrieve certain types of information
within specific fieldswithin specific fields
– display lists of items as required by the searchdisplay lists of items as required by the search

Z39.50Z39.50 ProtocolProtocol
Z39.50 is generally defined as theZ39.50 is generally defined as the
information search and retrieve protocolinformation search and retrieve protocol
standard used primarily by library andstandard used primarily by library and
information related systems.information related systems.
The standard specifies a client/server-The standard specifies a client/server-
based protocol for searching and retrievingbased protocol for searching and retrieving
information from remote databasesinformation from remote databases
simultaneously using a single interface.simultaneously using a single interface.

Library Automation: The StepsLibrary Automation: The Steps
 Technology PlanTechnology Plan
 Selection and acquisition of ILMSSelection and acquisition of ILMS
 ImplementationImplementation

Technology Plan and ProjectTechnology Plan and Project
ProposalProposal
In planning and implementing library automation, aIn planning and implementing library automation, a
thorough study of the library’s existing system asthorough study of the library’s existing system as
well as the library’s vision is necessary to enablewell as the library’s vision is necessary to enable
you to prepare a good technology plan andyou to prepare a good technology plan and
project proposal.project proposal.
 StepsSteps
– VisionVision
– Present statusPresent status
– Requirement: GapsRequirement: Gaps
– FeasibilityFeasibility
– Technology PlanTechnology Plan
– Project proposalProject proposal

VisionVision
A vision is a dream. It is a vividA vision is a dream. It is a vivid
picture of what you would like yourpicture of what you would like your
library to become in the near future.library to become in the near future.
It is based on the mission of yourIt is based on the mission of your
library, the needs of your users andlibrary, the needs of your users and
on the trends in library service. Aon the trends in library service. A
vision provides direction and avision provides direction and a
philosophy for the library.philosophy for the library.

Determining Present StatusDetermining Present Status
A systems study is conducted to assess theA systems study is conducted to assess the
library’s status and needs. It involveslibrary’s status and needs. It involves
gathering data about the library’sgathering data about the library’s
operations, facilities, collections,operations, facilities, collections,
procedures, staff expertise, etc.procedures, staff expertise, etc.
In general, the assessment should involveIn general, the assessment should involve
gathering information about user needs andgathering information about user needs and
wants and matching these with what thewants and matching these with what the
library can presently offer.library can presently offer.

Sources of dataSources of data
StatisticsStatistics
Staff profileStaff profile
Patron profilePatron profile
Policies and proceduresPolicies and procedures
Functional specificationsFunctional specifications

Reports/tools Readers Services
New
acquisitions
List/ Other
lists and
reports
Indexes
and other
lists
Web
OPAC/Index
Acquisitions
Circulation
User FeedbackOPAC
MMR
Users
Serials
Cataloging
Indexing/Listing
Reference
Computer Services
Technical and Support Services

How do you determine yourHow do you determine your
requirements?requirements?
By comparing the actual status with theBy comparing the actual status with the
objectives of the project, the systemsobjectives of the project, the systems
requirements can be determined.requirements can be determined.

Feasibility studyFeasibility study
Immediately after the analysis and design for theImmediately after the analysis and design for the
system has been completed, a feasibility studysystem has been completed, a feasibility study
must be conducted. It is designed to answer:must be conducted. It is designed to answer:
– Is the proposed system possible?Is the proposed system possible?
– Is it necessary?Is it necessary?
– What other options are available?What other options are available?
– Is it affordable?Is it affordable?
The end product of a feasibility study is aThe end product of a feasibility study is a report toreport to
managementmanagement..

Technology PlanTechnology Plan
Written documentWritten document
Contains:Contains:
– Vision, Goals and ObjectivesVision, Goals and Objectives
– Components of the project in terms of needs to achieveComponents of the project in terms of needs to achieve
the visionthe vision
– Specifications for your system requirements,Specifications for your system requirements,
– Financial estimates,Financial estimates,
– Action plan andAction plan and
– Time table for the project.Time table for the project.

Project ProposalProject Proposal
Proposals are-Proposals are-
based on the technology plan.based on the technology plan.
prepared for presentation to funding agencies,prepared for presentation to funding agencies,
hence they must be affordable for the fundinghence they must be affordable for the funding
agency,agency,
They must follow the format of the fundingThey must follow the format of the funding
agency and they must be within the thrust ofagency and they must be within the thrust of
the funding agency.the funding agency.

Selection and Acquisition ofSelection and Acquisition of
ILMSILMS
In house - locally developed by theIn house - locally developed by the
institutioninstitution
Commercial softwareCommercial software
– Off-the-shelf turnkey systemsOff-the-shelf turnkey systems
– Software packages only - modular, customizableSoftware packages only - modular, customizable
systemssystems
To determine the best package for yourTo determine the best package for your
library, analyze and identify your needs andlibrary, analyze and identify your needs and
match it with the features and functions ofmatch it with the features and functions of
integrated library systems.integrated library systems.

In-houseIn-house systemssystems
Advantages:Advantages:
– highly customized, specific to the library’shighly customized, specific to the library’s
wants and needswants and needs
– Make use of locally available resources:Make use of locally available resources:
materials and personnelmaterials and personnel
Disadvantages:Disadvantages:
– Strong need for staff expertiseStrong need for staff expertise
– Proper documentationProper documentation
– Turns out to be more expensiveTurns out to be more expensive
– May not be as flexible and user-friendlyMay not be as flexible and user-friendly

Turnkey systemsTurnkey systems
– Ready to run standardized packageReady to run standardized package
– Worry free installation: hardware andWorry free installation: hardware and
softwaresoftware
– Highly dependent with the vendorHighly dependent with the vendor
– Costly – initial cost and maintenanceCostly – initial cost and maintenance
– Usually uses proprietary systems - difficultUsually uses proprietary systems - difficult
to upgrade or migrate to another systemto upgrade or migrate to another system

Software packages onlySoftware packages only
– Modular – lower initial costModular – lower initial cost
– CustomizableCustomizable
– Needs a certain level of staff expertiseNeeds a certain level of staff expertise
– Additional cost for added functionalAdditional cost for added functional
modulesmodules

Need for evaluation of integratedNeed for evaluation of integrated
library systemslibrary systems
The task of evaluating integrated library systems isThe task of evaluating integrated library systems is
necessary to choose the most appropriate librarynecessary to choose the most appropriate library
management system that will answer the needs of the librarymanagement system that will answer the needs of the library
in automating its operations.in automating its operations.
The task of selecting software packages requires carefulThe task of selecting software packages requires careful
planning. To reach an informed decision you will have toplanning. To reach an informed decision you will have to
study several systems to:study several systems to:
– become aware of the modules offered by the different suppliersbecome aware of the modules offered by the different suppliers
and relate them to your needsand relate them to your needs
– be able to identify some critical factors like cost of hardware andbe able to identify some critical factors like cost of hardware and
software, training, maintenance, support, upgrade, etc.software, training, maintenance, support, upgrade, etc.
– be able to evaluate the credibility of the supplier,be able to evaluate the credibility of the supplier,
– and be able to make a short-list of packages and suppliers you willand be able to make a short-list of packages and suppliers you will
contact for the RFPcontact for the RFP

Steps in selecting an integratedSteps in selecting an integrated
library systemlibrary system
 Analyze and identify your needsAnalyze and identify your needs
 Develop criteria for evaluation based on your needs assessmentDevelop criteria for evaluation based on your needs assessment
 Read relevant reviews of library automation systems and relatedRead relevant reviews of library automation systems and related
technologies and standardstechnologies and standards
 Prepare a short list of library software packages, their features,Prepare a short list of library software packages, their features,
functional modules available, and standards supportedfunctional modules available, and standards supported
 Ask libraries for an honest evaluation of their library managementAsk libraries for an honest evaluation of their library management
systemsystem
 If possible, visit local libraries or institutions using a libraryIf possible, visit local libraries or institutions using a library
management systemmanagement system
 Ask vendors for a demo version to try out, or if available downloadAsk vendors for a demo version to try out, or if available download
from their site on the Netfrom their site on the Net
 Determine and compare initial and total cost of each library systemDetermine and compare initial and total cost of each library system

Criteria for selection of libraryCriteria for selection of library
systemssystems
The criteria must be based onThe criteria must be based on
– How it matches the library’s requirements.How it matches the library’s requirements.
– Product qualityProduct quality
– CostCost
– FeaturesFeatures
– FunctionsFunctions
– Installation date and time duration of installation,Installation date and time duration of installation,
– staff trainingstaff training
– Support servicesSupport services

Criteria for selection of ILMSCriteria for selection of ILMS
 Operating system: InteroperabilityOperating system: Interoperability
 Hardware/Software requirementsHardware/Software requirements
 Functionality: What modules are available,Functionality: What modules are available,
value addition to existing functionsvalue addition to existing functions
 User interface: navigation, error alerts,User interface: navigation, error alerts,
intuitive, customizationintuitive, customization
 Design: Flexibility, switching from one moduleDesign: Flexibility, switching from one module
to another, multifunctional modules, does itto another, multifunctional modules, does it
enhance the productivityenhance the productivity
 Conforming to standards: MARC, Z39.50Conforming to standards: MARC, Z39.50

Criteria for selection of ILMSCriteria for selection of ILMS
 Scalability: single user-multi-user-network. Can itScalability: single user-multi-user-network. Can it
be used in a client-server LAN architecturebe used in a client-server LAN architecture
 User controlled customizationUser controlled customization
 Reports that help take decisionsReports that help take decisions
 Security levelsSecurity levels
 Training supportTraining support
 Cost- initial, user license, maintenance, h/w, s/wCost- initial, user license, maintenance, h/w, s/w
costs, cost of customizationcosts, cost of customization
 Development support, upgrades and its costDevelopment support, upgrades and its cost
 Migration, data transferMigration, data transfer
 Manuals, documentation and online helpManuals, documentation and online help

Request for Proposal (RFP)Request for Proposal (RFP)
RFP is a formal request for a bid from suppliers ofRFP is a formal request for a bid from suppliers of
library systems. The RFP is a comprehensivelibrary systems. The RFP is a comprehensive
document that provides the vendor with the outline,document that provides the vendor with the outline,
purpose, scope, description, minimum requirements,purpose, scope, description, minimum requirements,
etc. for the system.etc. for the system.
– Needs assessmentNeeds assessment
– Studying available ILSStudying available ILS
– Listing potential vendors of the ILSListing potential vendors of the ILS
– Specifying criteria for evaluationSpecifying criteria for evaluation
– Specifying needsSpecifying needs
– Developing a timeframeDeveloping a timeframe

Steps in the RFP ProcessSteps in the RFP Process
 Writing the RFPWriting the RFP
 ApprovalApproval
 Submitting to vendorSubmitting to vendor
 Receiving proposals from vendorsReceiving proposals from vendors
 Evaluating proposalsEvaluating proposals
 Preparing a short list of vendorsPreparing a short list of vendors
 Requesting a demo of the systemRequesting a demo of the system
 Purchasing the systemPurchasing the system
 Preparing the contractPreparing the contract
 Implementing the systemImplementing the system
 Evaluating the implemented systemEvaluating the implemented system

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

Advanced Library Automation System

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