This document outlines the structure and methodology for a thesis on retroconversion of documents in three libraries in New Delhi: Central Secretariat Library, Zakir Husain Library at Jamia Millia Islamia, and Nehru Memorial Museum and Library. The thesis will include chapters on retrospective conversion, a literature review, library profiles, research methodology, data analysis and interpretation, conclusions and suggestions. It will evaluate the retroconversion criteria, priorities, guidelines, hardware/software requirements, training, outsourcing costs, and impact on user services in the selected libraries. The objectives, hypotheses, sample design, data collection and analysis methods are also described.

1. BY
ASHOK KUMAR UPADHYAY
Dept. of Library and Information Science
Aligarh Muslim University,
India

2. Structure of the Thesis
Chapter – 1. Introduction
about retrospective conversion,
origin of the research problem,
selection of the problem,
definition of the terms,
objectives of the problem,
scope and limitations of the study,
need and importance of the study,
research design and methodology.
Chapter – 2. Retrospective conversion
about library automation,
overall picture of retroconversion,
history, its need, importance and process.

3. Chapter – 3. Review of related literature
• review of studies conducted abroad as well as in India
Chapter – 4. Profile of Libraries
• introduction about the libraries under study,
-its collection, users, staff and services etc.
Chapter – 5. Research Methodology
• statement of the problem,
• hypotheses, methodology,
• sample population,
• variable taken,
• pilot study,
• tools used for the study and data analysis method.

4. Chapter – 6. Data Analysis and Interpretation
• the analysis and interpretation of data
-collected through questionnaire.
Chapter – 7. Conclusion, findings and suggestions
• conclusion,
• findings,
• tenability of hypothesis and
• suggestions for further research.

5. Introduction
The word “Retro” indicates that the process is only
for already existing records,
“Conversion” = the form and format of the records
changing something from one form to another.
Thus, retroconversion in library and information center
means “changing already existing catalogue from
existing traditional form to a machine-readable
form”.

6. Definitions of Retroconversion
ALA Glossary of Library & Information Science:
“the process of converting the database of a library
holdings from non-machine-readable form to
machine-readable form and that are not converted
during day to day process”
Harrold’s Librarian’s Glossary:
“retrospective conversion (information retrieval) is a
partial or complete conversion of an existing
catalogue into machine-readable form as opposed to
converting records created currently”.

7. Selection of the Problem
The problem is:
“Retroconversion of Documents in Central
Secretariat Library, Zakir Husain Library, JMI,
Nehru Memorial Museum and Library, New
Delhi: An Evaluative Study”.
The problem deals with:
criteria, priorities, guidelines, policy matter, hardware
and software requirements, in-house training of
library personnel, cost effectiveness in outsourcings,
impact on user services and satisfactory level of users
etc.

8. Objectives of the Study
• To find out the status of retroconversion in
selected libraries.
To find out the methods of retroconversion.
To study the hardware and software requirement
for the retroconversion.
To study how best to accomplish the job of
retroconversion.
• To study the requirement and cost of manpower
for retroconversion project.
To study the impact of retroconversion on library
staff, users and library system as a whole.

9. •To identify the training needs of staff for the
process of retroconversion.
•To study the skilled manpower available.
•To study how retroconversion reduces the time
for searching of a document.
•To measure the user perception about the
retroconversion

10. Hypotheses
1. Most of the selected libraries are doing outsourcing
retroconversion
2. Most of the staff members of libraries are trained for
retroconversion.
3. Most of the users are aware of library
computerization in the library.
4. Most of the libraries have done reclassification and
recataloguing of retroconverted materials.
5. Most of the users face problem in using OPAC in the
library.

11. Methodology
Questionnaire Design:
1. Questionnaire for the librarians/Directors
2.Questionnaire for user groups.

12. Sample and Population Design
Library Wise Distribution of Sample
CSL ZHL, JMI NMML Total
Sample
Distributed
400 300 175 875
Returned 370
(92.50%)
275
(91.67%)
165
(95.29%)
810
(92.57%)
Rejected 10
(2.50%)
10
(3.33%)
13
(7.43%)
33
(3.77%)
Sample
Selected
360
(90%)
265
(88.33%)
152
(86.86%)
777
(88.80%)

13. Data collection procedure
Personal visit to three libraries
Questionnaires administrated among users
Informal interview
Observation method
Data Analysis Method
Used MS-Excel to organized and tabulate the data
Used simple statistical methods, tables and percentage

14. Major Findings
1. Retroconversion process:
- CSL completed retroconversion during 2002 - 2005
- ZHL started in 1998 and still continuing
- NMML completed during 2003 - 2006.
2. CSL and NMML completed the retroconversion through
outsourced agency,
ZHL is still continuing retroconversion process through
their own staff.
3 CSL, ZHL and NMML appointed supervisory staff for the
supervision of retroconversion work.
4 CSL, ZHL and NMML have provided training to their staff
members for retroconversion process.
5 CSL and ZHL are using Libsys 4.0 software, and NMML
Libsys 6.0 software for retroconversion work.

15. 6. Operating system used for retroconversion:
CSL = UNIX
 ZHL = LINUX,
NMML = WINDOW 98
7. Budget allocated
CSL = Rs.1.15 crore,
NMML = Rs 75 lakhs,
ZHL (Not Available)

16. 8. Sources of budget
9. Number of converted records
10. Exchange format,
CSL 7, 54,084 lakhs
ZHL 3.44 lakhs (appro)
NMML 1.83 lakhs. (appro)
CSL Ministry of Culture, Govt. of India
ZHL Ministry of Culture, Govt. of India
NMML UGC, New Delhi
CSL UNIMARC Exchange format
ZHL MARC exchange format.
NMML UNIMARC Exchange format

17. 11. Classification & cataloguing Scheme used:
CSL DDC 21st ed AACR- II
NMML DDC 21st ed AACR- II
ZHL DDC 22nd
ed. AACR- II
12, Reclassification and recataloguing
ZHL Reclassified Recatalogued
NMML Reclassified Recatalogued
CSL No reclassification No
recataloguing
13. Subject heading
CSL Library of Congress List of Subject Heading (LCSH)
NMML Library of Congress List of Subject Heading (LCSH)
ZHL Sear’s List of Subject Heading

18. 14. Retroconversion Process
CSL through books,
ZHL through manual card
NMML through data sheet prepared by project
staff
15. All the three libraries have OPAC facility
- Only ZHL provides WEB OPAC
Findings: Users’ perspective
16. Awareness about computerization
ZHL 258 (97.36%)
CSL 345 (95.83%)
NMML 141 (92.76%)

19. 17. Use of Online Catalogue
18. Training for using OPAC
Frequently Never used
ZHL 227 (85.66%) 03 (1.13%)
CSL 285 (79.17%) 03 (0.83%)
NMML 87 (57.24%) 02 (1.32%)
Trained Not Trained
ZHL 17 (6.42%) 248 (93.58%)
CSL 49 (13.61%) 311 (86.39%)
NMML 77 (50.66%) 75 (49.34%)

20. 19. Majority of the users do not face any problem in
using OPAC
20. Favorite search option for documents:
 CSL = Author (67.22%)
 ZHL = Subject (95.09%)
 NNML = Title (96.05%)
21. Most of the respondents feel the need of trained
library staff to acquire relevant information in
the libraries.
22. Maximum number of respondents of the libraries
are satisfied with OPAC in their libraries.
23. Maximum number of respondents are aware of
automated circulation service, online journal service,
SDI service.
24. Majority of users do not use E-CAS and E-Reference
Service provided by the library

21. TENABILITY OF HYPOTHESES
HYPOTHESIS-I
Most of the selected libraries are doing outsourcing
retroconversion.
The findings of the study exhibit that, out of three libraries the
two libraries, CSL and NMML, i.e., (66.67%) of the selected
libraries have done retroconversion with the help of outsourced
agency.
So the hypothesis is proved to be true.
HYPOTHESIS-II
Most of the staff members of libraries are trained for
retroconversion.
The findings of the study reveals that all staff members of the
three libraries, i.e., (100%). are trained for retroconversion.
So the hypothesis is proved to be true.

22. HYPOTHESIS-III
Most of the users are aware of library
computerization in the library.
Most of the users of ZHL, (97.36%), CSL (95.83%) and NMML
(92.76%) are aware of library computerization.
So the hypothesis is proved to be true
HYPOTHESIS-IV
Most of the libraries have done reclassification and
cataloguing for retroconversion work.
Study reveals that, two libraries, ZHL and NMML (66.67%) have
done reclassification and recataloguing for the retroversion.
So the hypothesis is proved to be true.

23. HYPOTHESIS-V
Most of the users face problem in using OPAC in
the library.
The study evinces that minimum number of users face
problems in using OPAC, i.e., (ZHL:7.17%, NMML:7.89% &
CSL:19.44%).
So the hypothesis is proved to be null.

24. SUGGESTIONS
Retroconversion of catalogue being a massive work,
should be carried out as crash programme in a time-bound
manner. As library staff remains busy with routine jobs of
the library, outsourcing is the better solution for
retroconverstion.
A separate fund exclusively for retroconversion work
needs to be allocated for the speedy implementation.
Computer training should be provided and make
mandatory for all the professional library staff. In- house
training programme should be conducted.
In-service training at regular intervals should be
conducted to keep staff abreast with the latest technology.