Library Automation Tools and Technologies

2. Defining Library automation
Library automation may be defined as the application of computers to perform
traditional library house keeping activities such as acquisition, circulation,
cataloguing, and reference and serials control.
Automation is used to reduce the amount of staff time devoted to repetitive (and
often less challenging) activities that must be done in any properly functioning
library. It is to be remember that, various library operations are automated, not the
library as such.
Automation: Objectives
The main objectives of the library automation are:
(i) To improve control over collection;
(ii) To have an effective control over the entire operation;
(iii) To improve the existing services;
(iv) To share effectively the resources among various libraries in a region;
(v) To avoid duplication of work;
(vi) To use the services of the existing staff effectively.

3. Process description
The main steps in the process of library automation are:
i) Preparing for automation
ii) System Selection (software and hardware)
iii) Preparing the collection for the automating system
iv) Implementing the Automated system
ii) Networking
iii) OPAC
viii) Staff training and user education
ix) Evaluation
x) Planning for the future

4. History Library Automation
�First generation:
�Little integration between modules
�Mainly Circulation & Cataloguing
�Specific to Hardware & OS
�Second generation:
�Various platforms (UNIX and DOS)
�Functions are Command driven or Menu based
�Third generation:
�Fully Integrated Modules (using relational database structures)
�Various Standards
�GUI Based features
�Fourth generation:
�Client-server architecture
�Access to other servers over the Networks
�Allows to access multiple sources

5. Need for Automation
�User Time
�Man power
�Resource Sharing
�Security(RFID)
�Report Management
Advantages of Library Automation
�Improve the quality, speed and effectiveness of services
�Relieve professional staff from clerical work
�Improve access to remote users
�Facilitate wider dissemination of information products and services
�Resource-sharing among other library networks (Union Catalogues)
�Enable rapid communication with other libraries
�Improve the management of physical and financial resources

6. Disadvantages of Library Automation
�Initial and recurring expenses
�Continuous staff training
�Hardware and Software Obsolescence
Planning for Automation
�Needs Mapping
�Best possible package
�Staff Involvement
�Budget(Purchase, operation, maintenance, etc,.)
�Hardware Requirement (Client/ Server, Printers, etc)
�Platform (Operating System)
�User awareness
�Maintenance

7. Selecting Automation package
�User friendly
�Popularity of a package
�Well designed screens, logically arranged functions with extensive help messages
�Minimal training
�Multi-user and unlimited user access
�Multilingual & Multimedia
�Support internationally known standards (MARC, Z.39 etc)
�Training and Support (E-mail, Discussion Forums)
Modules
�Acquisition
�Cataloguing
�Circulation
�Serial Control
�Administration
�OPAC
�User Services / Membres Services

8. Functionalities of Acquisition
�Suggestions management
�Ordering, cancellation and reminders
�Receiving
�Budget Management
�Master file management such as currency table, vendors, publishers, etc
Functionalities of Cataloguing
�Creation, Storage, Retrieval and management of bibliographic records and indexes
�Import/Export facility
Functionalities of Circulation
�Issue, Return, Renewal of Documents
�Recall, Reservation, Reservation Cancellation
�Reminders (Manually, e-mail)
�Reports
�Documents –Issued/ Returned (Period, Subject, Doc type, etc.,)
�Popular Documents (Max. issued)
�Fine Amount Collected
�Fine Receipt

9. Functionalities of Serial Control
�Subscription of New Journals
�Renewal of Journals
�Invoice Processing
�Payments
�Receipts of New Issues
�Reminders for missing issues
�Browsing Issues
�Reports Generation
Functionalities of OPAC
�Simple & Advanced Searching
�Boolean search
�Field Based Searching (Author, Subject, Source, etc.,)
�Browsing
�Field Based
�Hierarchical
�Personalized OPAC (My OPAC)
�SDI, CAS, Reservation, DDS, Outstanding Doc’s, Subject list, etc.,

10. Functionalities of Administration
�User ID & Encrypted Password Protection
�Module Level Security
�Budget Management
�Stock Verification
�Master file Updation
�Fixing Due dates, Overdue Charges etc.
�Eligibility Holiday Maintenance
�Feedback

11. Administration
�Various Reports
�New Additions, Catalogue (Main/Author/Title)
�Accession Register/Bibliography
�List of books by Author/Title/Publisher/Year
�Subject/Call Number (by any order)
�Books by Unique Titles, Frequently issued books
�Books by -Subject wise
�Frequently Accessed Books
�Books Issued/Returned/Reserved/Reminder
�Receipt for Fine Amount/Deposit/Loss of Book, etc
�List ( User/Publisher/Supplier/Departments)
�No-Due certificates
�Stock verification Report
�Budget Details, Orders
�Journal List ( Indian/Foreign/Payment/Gratis/Exchange)
�Journal Subscription /Order Report/Missing Issues

12. Technologies Check In/Out
�Bar Code System
�RFID System
Bar Coding
�Barcode Printer
�Labels (Numeric, Alphabetic, Alphanumeric)
�Barcode Scanner

13. What is Application Software?
Application software utilizes the capacities of a computer directly for a dedicated task.
Application software is able to manipulate text, numbers and graphics. It can be in the
form of software focused on a certain single task like word processing, spreadsheet or
playing of audio and video files. Here we look at the application software types along
with some examples of application software of each type.
Different Types of Application Software
Word Processing Software: This software enables users to create and edit documents.
The most popular examples of this type of software are MS-Word, WordPad and
Notepad among other text editors.
Database Software: Database is a structured collection of data. A computer database
relies on database software to organize data and enable database users to perform
database operations. Database software allows users to store and retrieve data from
databases. Examples are Oracle, MSAccess, etc.

14. Spreadsheet Software: Excel, Lotus 1-2-3 and Apple Numbers are some examples of
spreadsheet software. Spreadsheet software allows users to perform calculations using
spreadsheets. They simulate paper worksheets by displaying multiple cells that make up
a grid.
Multimedia Software: They allow users to create and play audio and video files. They
are capable of playing media files. Audio converters, audio players, burners, video
encoders and decoders are some forms of multimedia software. Examples of this type of
software include Real Player and Media Player.
Presentation Software: The software that is used to display information in the form of a
slide show is known as presentation software. This type of software includes three
functions, namely, editing that allows insertion and formatting of text, methods to
include graphics in the text and a functionality of executing slide shows. Microsoft
PowerPoint is the best example of presentation software.
Enterprise Software: It deals with the needs of organization processes and data flow.
Customer relationship management or the financial processes in an organization are
carried out with the help of enterprise software.

15. Information Worker Software: Individual projects within a department and individual
needs of creation and management of information are handled by information worker
software. Documentation tools, resource management tools and personal management
systems fall under the category of this type of application software.
Educational Software: It has the capabilities of running tests and tracking progress. It
also has the capabilities of a collaborative software. It is often used in teaching and self-
learning. Dictionaries like Britannica and Encarta, mathematical software like Matlab
and others like Google Earth and NASA World Wind are some of the well-known names
in this category.
Simulation Software: Used to simulate physical or abstract systems, simulation
software finds applications in both, research and entertainment. Flight simulators and
scientific simulators are examples of simulation software.
Content Access Software: It is used to access content without editing. Common
examples of content access software are web browsers and media players.

16. Application Suites: An application suite is an important type of application software. It
consists of a group of applications combined to perform related functions.
OpenOffice.org and Microsoft Office are the best examples of this type of application
software. These application suites, as you know, come as bundles of applications like
word processors, spreadsheets, presentation software, etc. Applications in the suite can
work together or operate on each other's files.
Software that aid Engineering and Development of Products: These software are used
in the design and development of hardware and software products. Integrated
development environments (IDE) and computer language editing tools falls under this
type of application software. Interestingly, software products are developed using other
software, and software communicate with one another through software. Application
programming interfaces which aid the communication of two or more software, are
examples of this application software type.

17. Library Automation Software:
Web based Application.
Web based application are divided into two Categories.
Client Side:
HTML, DHTML, JavaScript, Adobe Photoshop, Macromedia Flash, Macromedia
Dream wear.
Server Side:
JSP, ASP, ASP.net, Php.
Databases:
MS Access, My SQL, Fox pro, SQL Server, Oracle.
Desktop Application:
MS Access, Visual Basic, Visual Basic. Net, Java.

18. Printing Automation/ Report Software.
Software:
Win label,

19. Commercial
Autolib,Easylib,softE-Granthalaya,Gyanodaya,Libra 2000,Librarian,Library
Manager,Libsuite, LibsysNalanda, NewGenLib,NexLib, Rovan LMS,SLIM, SOUL
Open source
Emilda, Glibms,Java Book Catologging ,System,Koha, Mylibrarian(For
Schools)OpenBiblio,Open-ILS, PhpMyLibrary.
Freeware
FireFly, WebLis
Packages Available for Automation

20. Limited Packages for Automation
 Understanding MARC data base
CDs-ISIS family software:
 ISISMarc
 GENISIS
 WINISIS

21. Understanding MARC Data BaseUnderstanding MARC Data Base
It is not like other databases; perhaps it has also a collection of
related records Every field in this database is represented by 3- digit
number called TAG number The TAGs in this database is further
divided into subfields
CDS- ISIS FAMILY SOFTWARE:CDS- ISIS FAMILY SOFTWARE:
• Data Entry Interface for CDS/ISIS or MARC databases. It is
used for handling files with (ISO 2709 Standard format) like
MARC21. It is a Multi-user capable (for local area networks).
It supports record validation through CDS/ISIS format. It
supports cross-data base copy/paste of records. It has built-in
Z39.50 client .
ISISmarcISISmarc

22. WINISISWINISIS
• It is used for creating and manipulating textual databases.
• It handle the variable length records, fields and sub fields, saving disk space.
• It has a capability to create the files database files either with *.par and
*.mst extensions.
• to handle the repeatable fields
• It has its own data base definition component (FDT)
• It has data entry worksheet component for user-created data base
• Its information retrieval component (FST) using a powerful search language
• It provides the field-level searching through Boolean (and/or/not)
operators, as
well as free-text searching.
• Its data interchange function based on the ISO 2709 international
standard.

23. Genisis WebGenisis Web
• It is used for visually producing web forms to query CDS/ISIS
databases.
• There are two versions of the tool: GenisisWeb, for web
publishing and
GenisisCD for developing CDRom interfaces for CDS/ISIS
databases.
• It is server side application software supported by Apache
Web Server.
• It generate three web forms.It generate three web forms.
• 1. The Web Query Form (with field selection and index
access).
• 2. Display of Query Results Form
• 3. The Detailed display of a particular record Form

24. ConclusionConclusion
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 infrastructure
(hardware, software, network), available data, excellent
managerial skill from the coordinator of the project