Library automation involves using computers to enhance library operations and user access to resources, necessitating thorough planning and integration. The process includes defining hardware needs, budgeting, staff training, and evaluating existing systems to ensure effective implementations. Continuous evaluation and updates to automation plans are essential as user needs and technological environments evolve.

1. Management
of Library
Automation
Dr.P.PADMA
Assistant Professor
DOLIS

2. INTRODUCTION
• Library Automation refers to the use of computers to serve the needs of library
users. The operations of a library get a quantum jump with the introductions of
computers. The computers help to provide fast and reliable access to the resources
available in the library as well as elsewhere. The application of computers in the
library operations avoids repetitive jobs and saves lot of labour, time, speeds up
operations, increases use of library resources. Computers are not only used as a
tool for processing the data, but also for data storage and accessing. Planning for
an automated system, no matter how big or small, should be part of an overall
long-range plan for the library. Automation should always be used as a means to
achieve overall better patron service.

3. WHAT IS PLANNING
• Planning is a systematic process to create or development of any
specific project.
• In the sense of library automation planning, 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 .
• Planning for library automation has been defined as planning for
“integrated Library management systems” that computerize an array
of traditional library functions using a common database. As physical,
spatial and temporal barriers to acquiring information continue to
crumble, libraries must plan for a broader and more comprehensive
approach to providing automated services.

4. NEED FOR
PLANNING
LIBRARY
AUTOMATION
The following questions before/after automation planning
What are the information needs of the organization ?
Who will access the database?
What will the content be?
What is our computing environment or can it be changed?
Who will maintain the data?
Who will determine the process and procedural controls and
standards?
We have to discuss the said questions with library staff, library
committee and with users for better planning for library
automation and use of new information technology in library.

5. STEPS FOR MANAGEMENT OF
LIBRARY AUTOMATION
• Redefining and Planning for Library Automation
• Library automation is a very complete process and needs exhaustive planning looking
to the present and future needs of the users. This includes hardware, software, money,
manpower, materials and mechanics (4M’s), obsoleteness, updating, adoptability and
very fast changing IT environment.
• Selection of hardware & others required equipment System Purchase
• Purchase of the System if not available latest configuration of hardware and software,
as well as the cost of preparing a site for the computer system

6. Contd..
• Budget
When planning for library automation and networking sufficient funds has to be provided by the
institution or the funding agencies for purchasing of hardware, software, furniture etc. It should
be noted that if sufficient funds are not available for purchasing the entire software, then the
library should automate only those areas, which are of utmost importance and then later on go
for overall automation modules.
• Training
Manpower or personnel of the library is also an essential necessity. To provide effective and
efficient services to the users, the staff should be provided training about the computers, how to work
on computers, and the essential features of the software adopted and how the software is used.

7. STAGES FOR
MANAGEMENT
OF LIBRARY
AUTOMATION
There are three
stages for
management of
Library
automation
Planning
Designing and Operation

8. DEVELOPI
NG A
LIBRARY
PROFILE
One of the most important planning tools involves collecting basic statistical
information on the library collection, library in-house activities, user services,
users’ education etc.
The following are examples of commonly needed data of:
Number of titles and volumes in the collection, current and projected;
Number of borrowers, current and projected;
Number of materials circulated current and projected;
Number of new materials acquired current and projected;
Interlibrary loans lent to and borrowed from other libraries;
Description of any cooperative arrangements involving the library; and,
Library in-house activities and hours of operation.

9. Contd..
In addition, it is important to take stock of any existing automation in the library by
compiling the following data:
• Percentage of collection that has catalogue records in machine-readable form;
• Description of collection without machine-readable records, by category (e.g.
monographs audio-visuals);
• Description of currently-automated library functions (if any);
• Estimates of the location and number of workstations (to show where you intend
to have equipment in any future system); and,
• Specifications for any existing equipment to be re-used with any future system (if
any)

10. DESIGNING
Before designing a new automated
system, one should carry out a study
of the existing system. This study in
an evaluation of how current methods
are working and the problems
involved there in. The result may be
taken to determine the features that
must be included in a proposed
system.
Physical design follows the logical
design. Physical design refers to the
development of ‘software’ for
automated systems. The life blood of
any automated (computerized) system
is its software. The software decides
the success or failure of a system

11. STANDARD
IN
INTEGRATED
LIBRARY
SYSTEM(ILS)
• Standards are mainly developed by Standards
Development Organisations (SDOs). An SDO is
any entity whose primary activities are
developing, coordinating, promulgating, revising,
amending, reissuing, interpreting, or otherwise
maintaining standards. SDOs are generally
grouped by two parameters – geographic
designation (e.g. international, regional, national)
and organisational authority (e.g. governmental,
quasi-governmental or non-governmental
entities).
• Standards are essential in integrated library
management system of any type or size of a
library. There are lot of standards in automated
and digital library system. The four levels of
standards including like metadata standards,
digital preservation, interoperability and advanced
level standards towards next level automated and
digital library system

12. TYPES OF STANDARS
Standards that need
to be supported by
an ILS/LMS to
remain globally
competitive and
interoperables. They
are
1
ISO – 2709 for
bibliographic data
interoperability; •
2
Standard
bibliographic
formats compliant
with ISO - 2709
(e.g. MARC 21,
UNIMARC, CCF);
3
Z39.50 protocol
standard for
distributed
cataloguing
4

13. OPERATIONAL
STAGE
In this stage, for the first time the physical
components of the system are placed in
their operational environment.
The stage in fact consists of two steps:
• implementation, and
• evaluation.

14. IMPLEMENTATIO
N
Implementation includes all activities after management
has decided to automate the library and approved the plan.
After purchasing our system we must make it operational.
Thus even before we purchase our system we must design
implementation strategies, which should include
• Allocating resources
• Implementation for hardware
• Implementation for software
• Data conversion
• Implementation for system

15. ALLOCATIN
G
RESOURCE
S
Resources include the hardware, the network, the data, the staff, etc.
The layout of the network must be designed.
Identify each service point and put the necessary hardware in
place.
For example, you must have a computer at the circulation desk to
be able to carry out
the circulation function. The same is true for acquisitions,
accessioning,
cataloging,serials control, reference, etc. For every service offered
there should be a
Computer available. In certain cases these functions can share
hardware.
You must also identify a place for the server.
Shared services like printing, scanning could be done on the
network or if desired in a
common service center.

16. IMPLEMENTATIO
N FOR
HARDWARE
• Time to time checking of all the
computer stations
• Checking of all the hardware
accessories such as cables, power
supply connections, printer,
scanner, etc.
• Checking of furniture and other
machineries

17. DATA
CONVERSION
• Data conversion of manual records to computer
readable form.
• Data conversion of computer record to computer
readable form.
• Checking the formatting of bibliographical
description of documents.
• Standardization of data according to MARC-II or
Z39.50

18. RETROSPECTI
VE
CONVERSION
• The word “Retro” indicates that the process is only for
already existing records
• “Conversion” the form and format o the records changing
something form one form to another.Thus retro conversion
in library and information center means” changing already
existing catalogue form existing traditional form to a
machine-readable form”
• According to Harrold’s Librarian’s Glossary“retrospective
conversion is a partial or complete conversion of an
existing catalogue into machine-readable form as opposed
to converting records created currently”

19. Contd..
Direct conversion: Here, the old
system is completely replaced by
the new one within a short period
of time.
Parallel conversion: Here the old system
is operated along with the new
system.Under this approach, both old as
well as new systems will be operated
simultaneously. This method is the safest
conversion approach, since it guarantees
that, should problems arise in using the
new system, the library can still fall back
ont he old system without loss of time, or
service.
Phased conversion: This method is
used when it is not possible to install a
newsystem by the organization all at
once. Here the conversion takes place
phase by phase.
Pilot conversion: When a new system
involves new techniques or drastic
changes in existing routine of the
library, the pilot approach may be
preferred. The new system is used only
in one part of the organization for pilot
study. When the system is deemed
functional, it is installed

20. IMPLEMENTATION FOR SYSTEM
MAINTENANCE
Environmental care: 1.
Sunlight, 2. Air, 3. Water, 4.
Dust
Data security: 1. Hackers 2.
Viruses 3. Malicious insiders
4. others

21. TRAINING
STAFF TRAINING USERS TRAINING

22. EVALUAION
• Evaluation of the system conducted at
this stage is normally termed as „post–
installation evaluation‟. It involves the
examination of the systems performance.
Once the automated system is introduced
in libraries/information centers, they
have to be monitored and evaluated.
Evaluation of the system is performed to
identify its strength and weakness.

23. Contd..
The evaluation can occur along any one or more of the following
lines:
• a. Operational evaluation: Assessment of the manner in which
the system functions including ease of use, suitability of
information formats, overall reliability and levels of
performance.
• b. Organizational impact: Identification and measurement of
the benefits to the organization–financial and/or otherwise.
• d. User–staff assessment: Evaluation of the attitudes of the
users as well as the staff towards the new system. It also
comprises of the testing of the user–satisfactions of the new
system. This is normally termed as subjective evaluation.

24. CONCLUSION
In an increasingly complex and global information environment, a
Automation of library is of vital importance in enabling end users to
search through large quantities of information. Computer and
information technology represent a fundamental change in the way
libraries do business, libraries must make an ongoing commitment to
keeping pace with change. Therefore, like automated systems, plans
must also change with time. Plans must be regularly revisited and
updated as the environment and needs change.