Report on Internship

(2 months)

Submitted in partial fulfillment of the

Requirement for the award of
The Degree of

MASTER OF LIBRARY AND INFORMATION SCIENCE

SUBMITTED BY

Raja Goud B
(2011-2012)
Department of Library and Information Science
Osmania University
Hyderabad.
AT

Centre for Media and Rural Documentation (CMRD)

National Institute of Rural Development
Rajendranagar, Hyderabad – 500030.
 ACKNOWLEDGEMENT

It is with a deep sense of pleasure and indebtedness that I thank Dr. M.V.
Rao Director General NIRD, Dr. K.P. Kumaran (Prof & Head), Dr. Anil takalkar
(Asso. Prof, CMRD), Dr. T. Ramadevi (Documentation Officer), Dr. Padmaja
Sudheer (Sr. Librarian) of NIRD, for their constant encouragement and expert
guidance throughout the internship.

I express my deep sense of gratitude to Prof. S. Sudarshan Rao, HOD (Dept. of

Library & Information Science), Prof. Vishwa Mohan (Chairman & BOS DLISC), and
Dr. Dimple Patel, Asst. Professor of Department of Library and Information
Science, Osmania University for their constant source of inspiration and
encouragement.

Raja Goud B
 CERTIFICATE OF INTERNSHIP

This is to certify that Mr/Mrs/Ms_________________________________________

S/O D/O_______________________________ a student of M. L. I. Sc (2011-12)

of Department of Library & Information Science, University College of Arts & Social

Sciences, Osmania University, Hyderabad-500 007, has undergone/underwent

Internship at our institution from ____________to ____________. Further, based

on my observation of the performance of the Internee in the library he/she is

awarded the *Grade-A/ Grade-B/Grade-C/Grade-D.

Date:
Head

Centre for Media and Rural Documentation (CMRD)

National Institute of Rural Development
Rajendranagar, Hyderabad – 500030.

*Grade-A= Excellent
Grade-B= Good
Grade-C=Satisfactory
Grade-D=Not satisfactory.
 Contents

 Introduction

 NIRD Library(CMRD)s

 Collections of Documents

 Publications of NIRD

 Document Resources

 Library rules

 Different sections in the Library

 Libsys software Package

 Acquisition

 Cataloguing

 Circulation

 Serials Management

 Services Provided by the Library

 Conclusion
INTRODUCTION
National Institute of Rural Development (NIRD) is the apex body for
undertaking training, research, action research and counsultancy assignment in
the rural development sector in India. It fuctions as an autonomous organization
supported by the Ministry of Rural Development, Government of India.

• Outreach through the training, workshops, student projects and

promotional activities related to Rural Development State & National Level.

NIRD LIBRARY (CMRD)

The Institute’s Library has a rich collection of more than 1,08,000 books,
300 National & International journals, Special Children Library, & E_ Resources
Getting from South Asian Libraries which are Established for Rural Development
and getting from NGO’s.

The publications entitled ‘E-Resources at NIRD Library carries information

about various electronic resources (e-Books, e-Journals, databases etc) that are
subscribed by NIRD Library. The transaction at the library issue desk is completely
automated for the benefit of the users.

NIRD Library is fully automated using integrated Library Management

software “LIBSYS”. Users can access Library Database from their desktops through
intranet, in the computer network.
 NIRD Library Users can browse Online Public Access Catalogue (OPAC)
access books journals and e-resources from this page. They can see the status of
check outs, reservations members of copies etc

Collection

NIRD Library at Hyderabad has rich collection of 1,08,000 documents

related to Rural Development. The library is using integrated library management
package ‘LIBSYS’ under networking environment. Library has local area network
with 11 User Terminals connected to Libsys Server for searching Online Public
Access Catalogue (OPAC).
 The users at CMRD can also access library OPAC of other Departments of
NIRD getting information of through space net connection provided in the library.
Library is accessible to 1,000 library users including employees, project students
and trainee officers. The library document collection is classified and arranged on
shelves according to Dewey Decimal Classification (DDC) system.

Publications of NIRD:

As a part of information dissemination activity CMRD brings out various

publications as given below.

1. Journal of Rural Development

2. NIRD Newsletter
3. Research Reports
4. Occasional Papers
5. Annual Report
6. Summery and Recommendations of the Seminars and Workshops
7. CMRD Alerts
8. CMRD Index
9. CMRD Abstracts
10. Directories of Rural Development Institutions in India, Rural Development
Experts and Rural Development Research projects in India.

Institutional Membership
NIRD LIBRARY is a member of: British Library, Hyderabad. The Library is
operating Institutional Membership with NRSC, ISPRS, ISRS etc.
Document Resources
Books 1,08000
Rural Development Report’s 20969
Bound Volumes 20047
Video Cassettes 890
Census Reports 200
Hindi Books 2123

Maps 80
Compact Discs 1000
Project Books 800

LIBRARY USERS
Privileges of Library Members
 Refer/borrow the library material
 Recommend documents for procurement
 Avail Audio – Visual facility of the library
 Avail British Library facility at Hyderabad
 Access CD – ROM databases from their desktop through intranet
 PGDRDM Students & Bharathiya Vidya Bhavan School Students
 Other Departments faculty of NIRD
 Other Universities Ph.D Scolars
 Participants of the different Training Programmes of NIRD
LIBRARY RULES & REGULATIONS
Library Rules and Regulations, followed by users:
 Users can borrow books of general nature only. Reference Books, Non-
book Materials, Bound Volumes of Periodicals should be referred in the
library.
 Limited pages of Xeroxing facility will be provided to the members.
 Any book lost is to be replaced by its latest edition. If book is part of a set,
the whole set is to be replaced.
 Bags, personal books and other belongings must be deposited at the
Property Counter.
 Every member must sign in the Register available at the Issue Counter.
 Users are advised not to replace books, as a misplaced book is treated as a
lost book. They can leave the books on reading table after use.
 No library material can be taken out the library without permission.
 Newspapers and magazines must be read only in the Library at an area
specified for that activity.
 Smoking, eating, sleeping and talking loudly are strictly prohibited in the
library.
 Strict silence, decorum and discipline must be maintained in the library.

Library Timings
Following are the library timings:
Monday to Friday - 09:00AM to 09:00PM
Saturday’s - 09:00AM to 07:00PM

NIRD organizes Training Programmes in Rural Development issues and

Subjects regularly. Library facility is extended to these trainee officers including
on holidays.
DIFFFERENT SECTIONS IN THE LIBRARY
NIRD Library has different sections for different activities
 Acquisition section
 Technical section
 Periodical section
 Circulation section
 Binding section
 Stack Area (Text & Reference Books)
 Internet terminals section
 Photocopying section
 Reference Desk

SOFTWARE PACKAGE
NIRD LIBRARY is using LIBSYS Software package version 4 (Rel 5.7.1) for
its automation, and service to members; following are some of the modules:

Screen shot of Libsys software Home page

System Functions

The System includes the following core modules:

 Acquisition
 Cataloguing
 Circulation
 Serials
 Articles
 OPAC
 Setup
 Tables
 Utilities
MODULES OF LIBSYS SOFTWARE

ACQUISITION MODULE
NIRD Library uses Acquisition module of LIBSYS for acquiring of documents.

Procedures in acquisition section

Library receives publishers catalogues, brochures from vendors on recent
published titles and these will be distributed to the concerned divisions in the
NIRD after checking duplication along with book suggestion form. After receiving
these requests from the NIRD Head of the Department’s List will be compiled for
Library Committee approval basis and kept for display at the time of Library
Committee meeting. After approval of the Library Committee, orders will be placed
On vendors. After receipt of the order books, bibliographic details of documents
(title, author, ISBN, year and publisher) will be entered in the Libsys.
 Then the invoices will be processed and sent to Account section for payment.
Accession numbers will be provided to newly procured titles and barcodes will be
generated and pasted in the books. Then these will be sent to technical section for
further processing. Green colored labels will be pasted on books for the circulation
copy and Red colored labels for reference copy.

The following are sub-modules in the acquisition module of the Libsys s/w
package:
 Enter title
 Approval process
 Place order
 Receiving
 Invoice processing
 Budget
 Reports
 House keeping

Classification:
NIRD Library uses DDC (Dewey Decimal classification) scheme 18th edition for
classifying their documents. The call no. is written on the VTP (verso of title
page) and also on the Library sticker which is pasted on the book spine.
CATALOGUING MODULE

Library Catalogue as an efficient instrument intended to achieve the following

objectives:
 To enable a person to find a book of which either the author, the title or
the subject is known;
 To show what the library has by a given author or on a given subject or in
a given kind of literature;
 To assist the choice of a book as to its edition or as to its character.

Typically a catalogue card has details about accession number, call number,
author, title, sub-title, collation, series, notes, tracings.
An online catalogue is an organized, machine-readable accumulation of
bibliographic records, which are maintained on disks or comparable direct access
computer storage media for retrieval by library users and staff members working
at interactive terminals.

System Maintenance/Operation
In order to provide access of library information to the end users, a good
number of computer systems, CD-Server, Libsys Server, User Terminals, Space
net Terminals, etc., are available in the library. I acquired skills in the operation of
such equipment like Switching on/Switching off.
CIRCULATION MODULE
Circulation is an essential service of the library. The circulation system
consists of charging, discharging, overdue control, statistics and interlibrary loans.
NIRD Library follows LIBSYS package for circulation work.
 Member record
 Statistics
 Collection Updates
 Reservation
 Interlibrary loan
 Enquires
I acquired certain skills at the circulation section.

Screen shot of LIBSYS software circulation pag

 Check-out (Charging): while checkout, first users ID Number / EC
Number has to be entered, following by Accession Number. Then details
are displayed when entered Libsys Package. This can be done manually
also. After completion of these steps, the books are ready for borrowing
the users. In NIRD Library, book is issued for 15 days.

Screen shot of LIBSYS software check-out (Charging) page

 Check-in (Discharging): when user wants to return the books the
barcode of the book is spread by the scanner which allows returning. The
overdue charges if any are displayed for late returning.

Screen shot of LIBSYS software check-in (Discharging) page

 Renewal (Recharging): Some users want to Renewal the borrowed
books following procedure is adopted for Renewal option of LIBSYS
package. System automatically Renewals the books. To the entered the
Renewal details in manually also.

Screen shot of LIBSYS software renewal (Recharging) page

  Transaction log: Daily report of the circulation counter.

Thus I maintained the circulation tasks.

I had also learnt about the important circulation tasks.
 Reservation of Books
 Online Searches (through Subject, Author, Title, Publisher, Place & words in
Title etc)
 Enquiry on Members, Titles etc
 Reports
 House keeping
 Management Reports

Screen shot of LIBSYS software Transaction log page

SERIAL MODULE
Selection of the serial control is mainly based on the recommendation of the
subject experts in Special Library.
NIRD Library receives about 300 per month journals and magazines, and news
letters issues (subscribed and gratis) per annum. Details of each issue are
registered in the compute system using Libsys package before they are displayed
in Library.
Journals (subscribed) are displayed according to the subject-wise and gratis ones
are displayed according to alphabetical manner.
The following steps are involved to register a periodical in LIBSYS software
 Subscription
 Issue Management
 Registering Issue
 Record keeping
 Enquiry
After registering the journal in the system (LIBSYS Software Package)
automatically system generates a control number of serial issue. Barcode label is
to be pasted according on the journal both sides i.e. first page and last page of
the magazine for circulation purpose.
Year -wise journals will make sets, noted in the register and send it for the binding
purpose.

NIRD exchanging the journals, News letter’s with other institutions and NGO’s.
OPAC (Online Public Access Catalogue)
NIRD Library card catalogue has been replaced with a computer Online Public
Access Catalogue. Ten user’s terminals are provided for the purpose of browsing
OPAC and Internet in the library
OPAC (online public access catalogue) allows the users to browse the Library
Catalogue at User terminals which are identified for this purpose. Users can also
access Web-OPAC to retrieve the required information at any time even from their
work place through NIRD Intranet.

Screen shot of OPAC

SERVICES PROVIDED BY THE NIRD LIBRARY
 Internet Service
 e-Books/e -Journal service
 Audio Visual Service
 Indexing & Abstracting
 CD – Server Accessing
 Online databases
 Reference & Referral service
 Current Awareness Service
 News Clipping Service
 Book & Journal Alerts Service
 Library Bulletin service
 Inter Library Loan
 Photocopying Service
 OPAC & Web OPAC

Library hosts Library Home page on their Intranet. Users can access Web –
OPAC, CD-Server, online access of full text of e-Journals and e-Books through
library home page from their desk tops. Library bulletins and alerts are sent to
users through group mail. Home page is updated on regular basis.

LIBSYS is an Integrated Library Management Software covering almost all the

functions of the Library. It is web-enabled at NIRD. It is user friendly software. I
had learnt the following modules, while using the software package.
REFERENCE SERVICE
The Library at NIRD has rich Reference collection which includes directories,
general encyclopedias, subject encyclopedias, subject dictionaries, year books,
handbooks, annual publications etc., All these reference material were pasted with
red label stickers which are not to be issued.

I have provided the reference service to the users about Document

Bibliographic details i.e. Title, Author, Subject, Accession Number, Publisher, Place
etc., using the LIBSYS Software package.

REPROGRAPHIC SERVICE
Library has two photocopying machines. I have learnt how to provide the
Reprography Service to the users, using Konica Photocopying machine.
Photocopying from bound volumes without loosing information is learnt. Also
techniques of enlarging and reduction are practiced.

SHELVING OF BOOKS & JOURNALS

Shelving and reshelving of Books & Journals etc. were one of the jobs during
the Internship period.

JOURNAL DISPLAY
When the new journal Issues are ready for display, they are displayed
according to the title on the Pigeon Hole Racks. Latest issue is made available on
the top & the rest are stored inside. Used/Returned /Referred Journals are also
reshelfed every day.
WORK EXPERIENCE
I acquired skills in different areas of library activity viz., circulation
module of LIBSYS software, registering serials modules, issues and
returns, registering new journals, duplication checking, shelving,
pasting spine labels, arranging bound volumes using LIBSYS software
package.

CONCLUSION AND OBSERVATIONS

Two months is certainly short period for acquiring all the skills for managing a
Special library. But the internship at the NIRD Library has really helped me to
acquire more professional knowledge and skills to manage any library
independently.

I once again thank all the staff members of NIRD Library, for their kind
encouragement and moral support they extended during my stay. I also thank my
Department for sending me to this esteemed national institution.

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