Introduction to Library

UNIT 1 INTRODUCTION TO LIBRARY Automation

AUTOMATION
Structure
1.0 Objectives
1.1 Introduction
1.2 Evolution of Library Automation
1.3 Automated Library Systems
1.3.1 Rationale
1.3.2 Prerequisites and Steps
1.3.3 Procedural Model
1.3.4 Traditional, Automated and Digital: Three Eras of Library Systems
1.4 Automated Library System: Standards and Software
1.4.1 Standards
1.4.2 Software
1.5 Automated Library System: Global Recommendations
1.5.1 OLE Recommendations
1.5.2 ILS-DI Recommendations
1.5.3 Request for Proposals (RFPs)
1.6 Automated Library System: Development of RFP
1.7 Automated Library System: Trends and Future
1.8 Summary
1.9 Answers to Self Check Exercises
1.10 Keywords
1.11 References and Further Reading

1.0 OBJECTIVES
After going through this Unit, you will be able to:
• understand conceptual views related to library automation and evolution of
ILS;
• know features, advantages, requirements, steps, standards and models of
library automation; and
• trace the path of progress and future directions in the development of ILS.

1.1 INTRODUCTION
Library services require a series of works like acquiring, preparing and organising
documents of different types and available in many formats. The activities related
to acquisition of documents, technical processing of acquired documents,
circulation and maintenance of processed documents are known as housekeeping
operations. In a traditional library system (managed manually) these time
consuming, labour intensive activities and routine clerical chores are performed
slowly and expensively by library staff. Libraries all over the world, right from
1970s (with the advent of Personal Computer) are increasingly attempting to 5
Library Automation automate some of these activities for minimising human clerical routines and
thereby optimising productivity and creativity of library staff. Library automation
is the generic term that denotes applications of Information Communications
Technologies (ICT) for performing manual operations in libraries of any type or
size. Library automation process can adopt three routes – i) a piecemeal approach,
converting individual operations one at a time (for example installation of
Cataloguing module alone to offer OPAC); ii) the process can work towards the
integrated system progressively, using a ‘planned installation’ approach (for
example installation of Member management module and Circulation modules
after the Cataloguing module); and iii) it can go directly for a fully integrated
system to cover operations of all subsystems in the library. Therefore, theoretically,
a typical library automation may or may not be integrated and may or may not be
applied on a Local Area Network (or Intranet). In such automation process, the
functions that may be automated are any or all of the followings: acquisition,
cataloging, member management, circulation, serials control, inter library lending,
and access to online public access catalogue. But the radical development in
hardware, software and connectivity along with the reduced costs paved the path
for integrated library automation systems (ILS). Presently, library automation
processes are integrated systems of a set of interlinked modules responsible for
the management of different operational subsystems.

Integrated Library System (ILS)

Cataloguing

Acquisition Inter Library

Loan

Circulation Reports and

Central File Utilities
Server and
Database
Serials control System
Administration

OPAC

User Librarian

Local Area Network / Intranet

Fig. 1.1: Integrated Library System

Such integrated library automation is also known as Automated Library System.

Library Management Software (LMS) forms the core of an automated library
system. These LMSs are based on relational database architecture. In such systems
files are interlinked so that deletion, addition and other changes in one file
automatically activate changes in related files. It means integrated library
management system is sharing a common database to perform all the basic
functions of a library (see Fig. 1.1). For example, an integrated library system
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(ILS) enables the library to link circulation activities with cataloging, serials Introduction to Library
Automation
control, report generation etc. at any given time. It makes use of a file server and
clients in a local area network or wide area network (Fig. 1.1). Automated Library
Systems now support three broad groups of library activities – i) housekeeping
operations; ii) information retrieval; and iii) on-the-fly integration of library
materials with open datasets . These are accessible through Local area Network
(LAN) or Wide Area Network (WAN) and also over Internet. Modern library
automation systems are Web compatible and accessible through Internet, Intranet
and Extranet for information retrieval as well as data entry activities. Moreover,
automated library systems are now capable to be integrated seamlessly with linked
open data (like name authority data, subject access systems etc.), open contents
(like book reviews, table-of-contents, cover images etc.) and social networking
tools (like Facebook, Twitter etc.) through semantic web technologies and
information mashup.

Self Check Exercises

Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
1) Define library automation. What are the needs of library automation?
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2) What do you mean by integrated library system? Enumerate the features of
such systems.
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3) Distinguish between library automation and integrated library system.
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Library Automation
1.2 EVOLUTION OF LIBRARY AUTOMATION
Library automation has a fascinating history. You will be amazed to know that
the whole automation process in our society began with a librarian – Dr. John
Shaw Billing (Rayward, 2002). Herman Hollerith, the Census Bureau of USA
employee, who invented punched card machinery, attributes the idea to a
suggestion by Dr. Billing, the then librarian of Surgeon-General’s Library (now
the National Library of Medicine). Hollerith formed the Tabulating Machine
Company in 1896, which later became the International Business Machines (IBM)
Corporation, one of the largest organisations in computing industry
(Mukhopadhyay, 2005). Library professionals initiated application of computers
when existing library practices and procedures began to break down under huge
bibliographical pressure (also known as information explosion) emerged during
late 1950s and early 1960s. Development of low-cost personal computers in
1970s and improved connectivity of 1980s helped establishment of automated
library systems mainly in developing blocks of the world. A decade wise analysis
of developments in library automation (Mukhopadhyay, 2005) will help you in
understanding the rapid upward changes in this domain.
• Pre-computer era (1950s): First there was the pre-computer era of unit
record equipment.
• Stand-alone era (1960s): Then came the off-line computerisation in 1960s
and early 1970s.
• On-line system (1970s): This was followed by the on-line systems of the
1970s.
• Micro-computer era (1980s): The 1980s saw the advent of microcomputers
in the form of PCs, emergence of CDROM technology and Local Area
Network (LAN).
• Web era (1990s): Internet revolution of 1990s paved the path of Web-enabled
integrated library systems to support access and operations from anywhere
at any time.
• Open era (2000s): Emergence of open library systems powered by open
source software, open standards and on-the-fly integration with open data
and open contents.
Although library automation began in 1930s (1936 to be exact) when punched
card equipment was implemented for use in library circulation and acquisitions,
the real library automation started in early 1970s with the use of low-cost PCs
and locally developed software to automate library house-keeping operations.
The whole phase of development i.e., 1970 to till date may be grouped into five
distinct periods:

The First Automation Age: This era was characterised by computerisation of

library operations by utilising either commercial automation package or software
developed in-house. The development of shared copy–cataloguing system (also
known as distributed cataloguing) was another significant achievement of this
phase that utilised computer and communication technologies for collaboration
and cooperation within the library community.

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The Second Automation Age: This period of library automation was Introduction to Library
Automation
characterised by the rise of public access i.e., the arrival of OPAC as a replacement
for the traditional card catalogue. This period also witnessed major developments
in online access to abstracting and indexing databases, union catalogues, resource
sharing networks and library consortia.

The Third Automation Age: This era was characterised by the full text access
to electronic documents over high-speed communication channels. Digital media
archiving was an important element of library automation in this period. The
advent of Internet as global publishing platform and largest repository of
information bearing objects revolutionised the ways and means of delivering
library services. As a result, Web-centric library automation was norm of the
time.

The Fourth Automation Age: It is also known as ‘networked information

revolution’ era. This era supports a vast constellation of digital contents and
services that are accessible through the network at anytime, from anyplace, can
be used and reused, navigated, integrated and tailored to the needs and objectives
of each user. Digital libraries, multimedia databases and virtual libraries are major
achievements in this era. Most of the automated library systems in our country
are in between the third age and fourth age of library automation.

The Fifth Automation Age: The next generation library automation uses
interactive, collaborative and participative platform for developing user-oriented
library services with the help of Web 2.0 tools and services. This era of library
automation also characterised by the capabilities to on-the-fly integration of
Linked Open Data (LOD) with local library resources and operations (for example
- utilisation of global dataset VIAF (Virtual Internet Authority File) in managing
name authority file of local library catalogue, and integration social networking
tool such as Facebook with OPAC to post Like against a library document).
Cloud based library management and Web-scale library management are norms
of the fifth automation age.

Now you know the phases of development in library automation for almost the
last forty-five years. However, a time line for the development of ground-breaking
events in library automation can be a handy tool for you to grab the path of
development.

1936-59 : Major events of this time period were as follows: Introduction of

punched card for circulation control in library; Use of IBM 402,
403 and 407 for manipulating, analysis, sorting and retrieval of
data; Vannevar Bush introduced the concept of ‘Memex’ in 1945.

1960-69 : Major breakthroughs of this period were as follows - Use of general-

purpose computers that became widely available in the 1960s; H.P.
Luhn, in 1961, used a computer to produce the “Keyword in
Context” or KWIC index for articles appearing in Chemical
Abstracts; Project “MEDLARS” started in 1961 that applied
computer in measuring efficiencies of information retrieval systems;
Computerised circulation system first appeared in 1962; Project
‘Intrex’ (aimed to provide a design for evolution of a large university
library into a new information transfer system) started in 1965;
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Library Automation Project MARC, initiative by Library of Congress to provide a format
for machine readable cataloguing data, started in 1965; Introduction
of online interactive computer system in place of off-line batch
processing systems began in mid 1960s; Initiation of projects like
BALLOTS by Stanford University and MAC by M.I.T. These
developments deal with the possibility of a new horizon for the
library operations and services.

1970-79 : Important achievements of this time period – Minicomputers were

introduced to automate circulation and books were bar-coded;
Computer based acquisition systems were introduced to procure
books and serials; ISBDs started appearing from 1971; OCLC
established in 1971 to facilitate library cooperation and to reduce
costs of processing works; ISO-2709 was developed in 1973 as the
standard for data exchange format; OCLC started development of
Worldcat in 1975 (Worldcat now contains 8 billion cataloguing
records and considered as the largest bibliographic database in the
world); Library networks started appearing all over the world.

1980-89 : Important events of the decade – Shared copy-cataloguing systems

by using computer and communication technologies were
established as a norm in 1980s; Remote access to on-line databases
became a reality; Appearance of CDROM databases on indexing
and abstracting journals started in early 1980s; Library automation
packages initiated shifting towards relational architecture; Integrated
automation packages began appearing in mid 1980s along with bar-
coded circulation system; OPAC became very popular in this decade
and made available on campus wide LAN for accessing;

1990-99 : Major events were as follows – Library automation packages started

upgrading from client server architecture to web architecture; Large
scale developments took place in the area of resource sharing, union
catalogue and computerised inter library loan. Release of Z39.50
protocol in 1995 to share bibliographical information and to
overcame the problems of database searching with many search
languages; Formation of collective purchasing consortia started that
can negotiate prices for all members of the consortium; Emergence
of multimedia databases; Retrieval achieved maturity with an array
of search operators; Emergence of Web-based library services;
Release of Dublin Core Metadata Standard in 1995; Web-OPAC
began appearing for almost all automated libraries; Conversion and
digitisation of print contents into electronic format started in a big
way; Full text access to information resources over Internet started
against IP authentication; Integrated access interface emerged to
act as one-stop access interface; IFLA introduced FRBR as a
conceptual data model for bibliographical databases in 1998;
Introduction and development of Eprint archives and digital
libraries; MARC 21 family of standards (Bibliographic format,
Authority format, Holdings format, Classification format and
Community information format) released in 1999; RFID based
inventory management and smart card based user access to on-line
library services; OAI/PMH standard developed for metadata
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 harvesting and initiatives started to make LMSs compatible with Introduction to Library
Automation
this standard;

2000-14 : Remarkable achievements of the present era are – Development of

matured and globally competitive open source LMSs; Establishment
of open standards like SRW, SRU, MARC-XML and development
of standards for different sub-domains of library automation like
NCIP (NISO Circulation Interchange Protocol); Applications of Web
2.0 tools and techniques in automated library system; Development
of interactive OPAC to support user tagging, rating and comments;
Improvements in searching and browsing with a set of newly
developed search operators like Fuzzy search, weight-term search
etc.; Application of semantic web technologies in LMSs to support
integration of Linked Open Data (LOD) with library operations and
services.

Self Check Exercises

Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
4) What are the five ages of library automation? Explain.
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5) Show a decade-wise growth of library automation technologies from 1970
to 2010.
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6) Enumerate the major technology breakthroughs in library automation since
the introduction of PCs
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Library Automation
1.3 AUTOMATED LIBRARY SYSTEMS
The decade-wise development of library automation shows that the effects of
ICT on libraries and information centers. The path of developments is characterised
by three fundamental factors:
• Mechanisation – doing what we are already doing though more efficiently;
• Innovation – experimenting with new capabilities i.e., introduction of new
services and improvement of existing services through the use of ICT; and
• Transformation – fundamentally altering the nature of the library operations
and services through capabilities extended by ICT.
This section of the unit discusses how library automation – i) helps in
mechanisation of library operations; ii) supports innovation in library operations
and user-centric services; and iii) promotes transformation in organisation of
information resources and dissemination of services. The discussion covers
reasons for library automation, requirements for library automation, steps for
developing an effective automated library system, model of library automation
and how does an automated library system differs from a digital library system.

1.3.1 Rationale
Society is changing and so are the library users. There are many reasons of the
ongoing changes but the most visible one is the impact of ICT on society. As a
result libraries need to change to keep pace with these societal changes. It is also
required for libraries to get continued support – political and financial from parent
organisation as well as from government. However, the rationale for library
automation may be summarised as below:
• Automation of library housekeeping operations is considered as an especially
critical area from which future benefits will emerge. It means that if a library
is not automated it cannot take advantages contributed by ICT such as
digitisation, web-enabled library system, use of linked open data, remote
management of library, interactive user services etc. ;
• Increased operational efficiencies are achieved through library automation;
• Automation of housekeeping operations relieves professional staff from
routine clerical chores and thus make them available for end-users services;
• Betterment of library services in terms of speed, quality and efficiencies;
• Automation may create interactive, collaborative and participative platform
for user-centric library services;
• Supports improvement of existing services and introduction of new services;
• Makes library free from two fundamental barriers of information access –
time and space. A web-enabled library system allows access at anytime from
anywhere and by anyone;
• Automated library system with the capability to generate extensive reports
and statistics extends support as decision-making tool for library managers
and policy makers;
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• An automated library system is able to contribute to resource-sharing Introduction to Library
Automation
networks and on the other hand may take the benefits of resources and
services of library networks; and
• Better management of staff, physical resources, financial resources and wider
dissemination of information products and services.

But at the same time one should remember that library automation requires huge
initial investments in developing network infrastructure, procuring hardware,
buying/customising software, retraining of staff or in some cases recruitment of
technical staff. It may lead to chaos in resource organisation and dislocations in
user services during transformation phase. Initially users and staff may feel
uncomfortable, but with the passing of time the benefits of library automation
will be realised by all stakeholders. As ICT has spillover effect, an automated
library system, after initial teething problem, soon begins to search other areas
for extension of bibliographic services.

1.3.2 Prerequisites and Steps

After covering the previous sections, you now know that library automation is a
challenging task. We need to know what are the requirements, what are the strength
and weakness of the library to be automated, how to prepare the proposal and
budget, how to select hardware and software, who requires to be trained, how to
plan implementation of software, how to handle retro-conversion (RECON or
retro-conversion is transferring old bibliographic resource into machine-readable
forms in the software system) and finally how to manage the transformation
process. The prerequisites of library automation may be studied under the
following heads:

System-level requirements
The system level requirements include hardware, network and storage. These
components build the necessary infrastructure for implementation of integrated
library system. The infrastructural requirements for library automation may vary
from simple (inexpensive) to very complex (expensive) depending on factors
like functional requirements, software architecture, support for global domain-
specific standards, interoperability requirements, number of library sites or
branches, number of records to be managed, number of users to be supported,
requirements for managing multi-lingual records, retrieval features, federated
search capabilities etc. The infrastructural requirements is very high for an
automated library system that aims to serve users through Web-OPAC (requires
server, IP address and domain name), to support distributed cataloguing (to serve
bibliographic data as Z39.50 server), and to take the advantages of cloud
computing. Generally hardware level requirements include Server (a centralised
mainframe or minicomputer architecture) and client PCs (low-end computers
for data entry and end-user searching). Storage devices are required to store
bibliographic data (full-text data in case of digital media archiving). Network is
required to link server with storage devices and client PCs.

Software-level requirements
An integrated library system is managed by integrated library management
software (LMS). LMS manages different functional modules (for different sub-
systems of a library) on the basis of a common database (with different tables for
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Library Automation different modules in relational model). Such a LMS supports seamless exchange
of data (bibliographic data, financial data, member data etc.) between the different
subsystems of an integrated library system. The essential features that should be
supported by an ILS (or LMS) must be known before selection of software.
These are applicable to all modules of any modern LMS and should include but
not limited to the following features:
• The LMS must be fully integrated, using a single, common database for all
operations and a common operator interface across all modules;
• The LMS should have capability of supporting multiple branches or
independent libraries, with one central computer configuration sharing a
common database;
• The LMS must allow unlimited number of records, users and organisation-
specific parameters (e.g. loan period rules, fine calculation criteria, hold
parameters etc.);
• The package should include following fully developed and operational
facilities at multiple customer sites:
• Bibliographic and inventory control • Z39.50 sever (minimum
• Authority control version 3 and bath profile level
• Public access catalogue complaint) and Z39.50 client
• Web catalogue interface • Z39.50 copy cataloguing client
• Information gateway (telnet, www, • Marc 21 bibliographic and
Z39.50, proxy server) authority record import/export
utility
• Acquisition management
• Outreach services
• Serials control
• Digital media archive system
• Electronic data interchange (EDI) and Multimedia
• Reservation and materials booking • Fund accounting , Bills and
• Circulation control fines
• Customised generation of reports • Inter library loan
and usage statistics • Interoperability and crosswalk
• One step administrative parameters • Web 2.0 supports
setting

• LMS must provide continuous backup in suitable media (as per the choice
of libraries) so that all transactions can be recovered to the point of failure;
• LMS must be compliant with the following standards (see section 1.4.1 for
a list of standards):
• Z39.50 information interchange format
• MARC 21, UNCODE (UTF-8 OR UTF-16)
• Z39.71 holdings statements
• Z39.50 information retrieval service (client and server version3)
• EDIFACT (EDI standard)
• IEEE 802.2 and 802.3 Ethernet
• HTTP, TCP/IP, Telnet, FTP, SMTP
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• The LMS should be based on web-centric architecture and extend support Introduction to Library
Automation
for a range of multi-user and multitasking operating systems and RDBMSs;
• The LMS must be compliant with UNICODE standard for multilingual
support and RFID for inventory management and self-issue/return facility;
• Vendor/Developing group should provide training to enable library staff to
become familiar with system functions and operation, should supply full
and current system documentation in hard copy and in machine-readable
form suitable for online distribution and the LMS should include extensive
online help for users and staff;
• LMS must support multiple hardware architecture in terms of server, network
infrastructure, PC-workstations and peripheral devices;
• LMS must be supported with regular maintenance and on-call service,
periodical software upgrades, continuous R & D, trouble-shooting of third-
party software such as database package and the library automation package,
distribution of problem fixes/patches and emergency services for system
failures and disaster recoveries;
• The package must provide security to prevent accidental or unauthorised
modification of records through the establishment of access privileges unique
to each user on the system and restriction of specific functions to specific
users;
• LMS should provide graphical user interface including, but not limited to
extensive online help, user self-service and personalisation features. The
system should be supported with PC-based alternative that will allow
circulation to continue in the event of system failure, communication failure
and downtime required for maintenance;
• LMS must be compliant with web 2.0 features to support interactive,
collaborative and participative platform; and
• LMS should be updated regularly to take advantages of cutting-edge
technologies like cloud computing, linked open data and semantic web.
Steps of library automation
Library automation is a complex process and should be planned astutely. The
complete process of library automation may be divided into following steps:
• Software selection
• Hardware selection
• Site preparation
• General training
• Customisation
• Defining procedures for
o Bibliographical data entry
o Administrative data entry
o Financial data entry
• Commissioning

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Library Automation It is quite obvious that implementation of the above steps in library automation
requires background study or analysis of the library system (see section 1.3.3 for
system analysis process). It is a precondition to utilise library automation package
for effective results. A library will not be able to take full advantages of automation
until and unless it’s manual functions are perfect and justified. Therefore, the
procedures and tasks followed in different sections should be analysed in terms
of :
• Special features of the library system
• Local variations (their validity and usefulness)
• Limitations of the existing system
• Nature and objectives of library
• Total number of collection and nature of collection
• Per year acquisition and procedures followed for acquisition
• Per year subscription of serials and number of back-volumes
• Number of users and their categories
• Per day transactions (issue/return/reservation)
• Availability of multilingual documents
• Need of information services (CAS/SDI etc.)
• Future plan (in terms of networking and consortia, digitisation, cloud
computing)
• Available manpower (computer literate staff, retraining of staff, recruitment
of technical staff).
This is an illustrative list of factors to be considered during the process of library
automation. In reality a library needs to prepare a comprehensive of list of such
factors for effective utilisation of the automated library system.

1.3.3 Procedural Model

Library automation aims to support workflows of a library in an integrated setup.
It means different subsystems of a library (like acquisition, cataloguing,
circulation, serials control, OPAC etc.) need to be supported by an ILS. Therefore,
to understand library automation we need to understand first the library
workflows. In fact an ILS (or LMS) automates the workflows of a library system.
Most of the LMSs are based on a model called procedural model of library
automation (first proposed by P.A. Thomas in an analytical study of library
automation conducted by the then ASLIB). The model proposes that a library
system has mainly two subsystems – administrative subsystem and operational
subsystem. We cannot automate the process of administration but if we can
automate operational subsystem, it may help administrative subsystem in taking
right decision at the right time. In fact automation of operational subsystem may
provide a wholesome MIS (Management Information System) to library
managers. Operational subsystem comprises mainly four subsystems for
performing housekeeping jobs through eighteen procedures. These procedures
under each and every operational subsystem require one or more of six possible
activities. There are fifteen basic tasks for performing procedures and activities.
In short, procedural model of library automation proposes two basic subsystems,
four operational subsystems, three levels, eighteen procedures, six activities and
fifteen basic tasks as library workflow irrespective of the type and size of libraries
and it advocates automation of the procedures, activities and tasks through
16 different modules of an ILS.
 Introduction to Library
Library Housekeeping Operations Automation

Acquisition Processing Use Maintenance

Locate
Select Classify Lend Bind
Order Catalogue Reserve Replace
Receive Label Recall Discard
Accession Shelve Inter Library
Loan (ILL)
Photocopy
The functions and activities of one division is entirely different from other
divisions but they are closely related and the combined efforts lead towards the
better library services. It is quite clear now that libraries are complex systems
that include subsystems and components. The main two subsystems are
operational subsystem and administrative subsystem. Library housekeeping
operations are part of the operational subsystem. As per the analytical study of
ASLIB (Association of Information Managers, UK), the operational subsystem
may be divided into four further subdivisions namely Acquisition, Processing,
Use and Maintenance. Within each of these divisions there are a number of
procedures and within each procedure there is one or more of six possible
activities. The tabular presentation of the place and scope of housekeeping
operations related to different subsystems in a library system (as per the procedural
model) is given below:
Table 1.1: Procedural model of library automation (Source: Mukhopadhyay, 2005)
System Subsystems Operational Procedures Activities (Common
Subsystems to all Procedures)
Select Initiate
Acquisition
Order (To commence a
Receive procedure)
Accession
Authorise
Classify (To approve a
Operational Catalogue procedure)
Processing
Subsystem Label
Shelve Activate
(To implement a
Locate procedure through
Library
List appropriate action)
System
Lend/Issue
Use Reserve Record
Recall/Return (To record what action
ILL (Inter has been taken)
Library Loan) Report
Photocopy (To notify staff or user
Bind about the action taken)
Maintenance
Replace Cancel
Discard (To stop a procedure
or undoing an action)
Administrative
Subsystem
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Library Automation In considering libraries from one general organisational point of view, the analysis
of housekeeping system is useful for automation of a library. It is a prerequisite
to design and use library management software and to communicate with software
vendors and programmers. A close analysis of the operations involved in library
housekeeping provides us three hierarchical levels – procedures, activities and
tasks.

Procedures and Activities

The eighteen procedures listed in the previous paragraph are common to libraries
of different types. The design and use of an automated library housekeeping
system requires the analysis of all these procedures into their atomic structure. It
will help to understand and implement mechanised housekeeping operations in
an automated environment. The procedures under each and every operational
subsystem have been analysed by P.A. Thomas in terms of six possible activities
– initiate, authorise, activate, record, report and cancel. All of these activities
may not be involved in every procedure. There are one or more six possible
activities against each procedure. The six common activities are defined as:
• Initiate – That which makes it apparent that a procedure should be
commenced.
• Authorise – In some cases, the decision to carry out a certain procedure
must be approved before any further action is taken.
• Activate – When a procedure is known to be necessary and in some cases
approved, it is usually implemented by taking appropriate actions.
• Record – The function that states or records what action has been taken.
• Report – To notify library staff or user that an action has been taken.
• Cancel – To stop a procedure, in particular the aspect of revoking or undoing
an action.
Tasks
The third level in the hierarchy is concerned with ‘tasks’ within an activity under
each procedure. Task means a related group of operations carried out to perform
a particular kind of job. In an automated library system a task is the collective
functions of the elements for the accomplishment of the module at the next higher
level. Tasks within each activity, just as the activities themselves, may not all be
necessary to each procedure. Most of the works in the operational subsystems of
a library include making or using discrete records with bibliographic and
administrative information referring to one particular document. In this context,
ASLIB defined a set of fifteen tasks for the basic procedures. These are – pass,
receive, discard, place, remove, search, duplicate, attach, separate, move, sort.
Such tasks are supported by other four element tasks namely read, verify, enter
and decide.

1.3.4 Traditional, Automated and Digital: Three Eras of

Library Systems
The application of ICT tools in the form of hardware, software and network
changed conventional library system considerably right from 1970s. Now, we
have an array of modern information handling systems named as computerised
library system, automated library system, electronic library system, digital library
18
system and virtual library system. However, we are going to restrict discussion Introduction to Library
Automation
to two stable modern library systems – automated library system and digital
library system. You already know what an automated library system is. Now
question comes what is a digital library system and how does it differ from
automated library system? Digital libraries are major application entities of
Internet and Web technologies. These are considered as next generation library
services. In simple words, Digital libraries are managed collections of digital
objects. These entities enable the creation, organisation, maintenance, management,
access to, sharing and preservation of digital knowledge bearing objects or
document collections. Digital libraries are being created today by many institutes
and agencies for different target groups and in diverse fields like agriculture,
cultural heritage, education, health, governance, science, social sciences, social
development, etc. In its final shape a digital library system will be a single-
window federated search interface for a diverse range of information resources
collected or optimised by a library system.

Fig. 1.2: Digital library system

Availability of free/libre open source software (FLOSS) based digital library

software packages, application of open standards and sharing of domain
knowledge through Wiki, Blogs etc. help in designing Digital libraries even in
developing block of the world. Now the question comes that what are the
advantages of digital libraries? There are some obvious benefits of Digital libraries
over the automated library systems. Some of the key benefits of digital libraries
are:

• Traditional libraries are associated with the organisation and provision of

access to physical material like print-on-paper publications.
19
Library Automation • Automated library systems are providing improved access to their collections
but online access facilities are limited to the computerised library catalogue
(OPAC).
• Digital libraries differ significantly from such libraries because these entities
facilitate online access to and work with digital versions of full text resources
in multimedia-driven environment.

Library automation activities address two major issues – library housekeeping

operations and access to library resources. An automated library system has
cataloguing data in digital format but source documents are mostly available in
print formats. In a digital library setup both metadata (document description
data) and documents are available in digital format. The other major differences
are:
Table 2: Automated Vs. Digital library systems
Automated library system Digital library system

Only metadata (cataloguing data) is Both metadata set and full-text

finely searchable resources are finely searchable
Provides document description data Provides document description data set
set, not documents. and source documents
Based on Z39.50 standard for cross- Based on OAI/PMH protocol for
system catalogue search/retrieve metadata harvesting
Supports standard bibliographic Supports generic and domain-specific
formats (MARC 21, CCF) for metadata schemas (e.g. Dublin Core,
document description LOM, GILS etc.) for resource description
Processes global resources for local Processes global and local resources for
users local and global users
Generally follows centralised Generally follows distributed
processing – distributed access processing – distributed access
architecture architecture

Self Check Exercises

Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
7) What is the rationale for integrated library system?
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20
8) Discuss the software-level prerequisites for an integrated library system. Introduction to Library
Automation
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9) What is Procedural model of library automation? Illustrate.
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10) What is a digital library system? How does it differ from automated library
system?
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1.4 AUTOMATED LIBRARY SYSTEM:

STANDARDS AND SOFTWARE
Integrated library systems depend on two core components – standards and
software architecture. Libraries are now operating in a distributed networked
environment, where standards are essential for efficiency and interoperability.
Order, collaboration and interoperability are three most important prerequisites
for effective application of ICT in library operations and services. Library
automation is no exception. Therefore, we need to know about standards for
developing automated library systems and LMSs should follow strictly different
global and national standards prescribed for the domain of library automation.

1.4.1 Standards
Standards are developed by general agreement among stakeholders of an area of
human activity. These are used by professional like scientists, engineers,
technologists etc. for their respective domain of activities. We often use the terms
standards, guidelines and specifications synonymously. A “guideline” is a
statement of policy by a person or group having authority over an activity. A
“standard” is formulated by agreement and applicable to an array of levels –
corporate, national, or international. A “specification” is a concise statement of
21
Library Automation the requirement for a material, process, method, procedure or service. Standards
are frequently updated, modified or revised to keep pace with the technological
changes and practical requirements (Withers, 1970). ANSI (American National
Standards Institute) defined a standard as a specification accepted by recognised
authority as the most practical and appropriate current solution of a recurring
problem. IEC Guide 2:2004 of ISO (International Standards Organisation) defines
a standard as a document, established by consensus and approved by a recognised
body, that provides, for common and repeated use, rules, guidelines or
characteristics for activities or their results, aimed at the achievement of the
optimum degree of order in a given context. Standards perform important roles
in the development of integrated library systems in view of the followings:
• to act as the pattern of an ideal;
• to set a model procedure;
• to achieve interoperability in heterogeneous environment;
• to establish measure for appraisal;
• to act as stimulus for future development and importance; and
• to help as an instrument to assist decision and action.
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).
Library professionals are generally interested in the library standards developed
by their national standard organisations (e.g. BIS – Bureau of Indian Standards
in India) and library standards developed by ISO (International Standards
Organisations), NISO (National Information Standards Organisation, US) and
BSI (British Standards Institute, UK). The library standards developed by NISO
are American national standards but in many cases these standards are used by
libraries/related organisations across the globe (e.g. Z39.50). These SDOs develop
standards in the domain of library services through designated committees and
sub-committees. The committee IDT/2 is entrusted by BSI (http://www.bsi-
global.com/) for Information and Documentation. There are mainly three
American National Standards Committees under NISO that develop standards
affecting libraries, information services and publishing (www.niso.org). These
are X3 (Information Processing Systems); PH5 (Micrographic Reproduction);
Z85 (Standardisation of Library Supplies and Equipment); and Z39 (Library and
Information Sciences and Related Publishing Practices). Of these, Z39 has
developed more standards directly related to LIS fields than others. TC 46
committee of ISO (www.iso.org/iso/) is responsible for standardisation of
practices relating to libraries, documentation and information centres, publishing,
archives, records management, museum documentation, indexing and abstracting
services, and information science. The secretariat of TC 46 is in France (AFNOR
- Association française de normalisation). It works through three working groups
(WG), four sub committees (SC) and one coordinating group (CG). In BIS, India,
MSD 5 (www.bis.org.in) is the Sectional Committee for Documentation and
Information.

22
Although it is difficult to list all the standards related to automated library systems, Introduction to Library
Automation
we may go for listing a set of minimum standards that need to be supported by
an ILS/LMS to remain globally competitive and interoperable. These are:
• ISO – 2709 for bibliographic data interoperability;
• Standard bibliographic formats compliant with ISO - 2709 (e.g. MARC 21,
UNIMARC, CCF/B);
• Z39.50 protocol standard for distributed cataloguing;
• Z39.71 standard for holdings statements;
• BS ISO 9735-9:2002 Electronic data interchange for administration,
commerce and transport (EDIFACT);
• Z39.83-1 (NISO Circulation Interchange Part 1: Protocol (NCIP));
• Z39.83-2 (NISO Circulation Interchange Part 2: Protocol (NCIP));
• ISO/CD 28560-1(Information and documentation — Data model for use of
radio frequency; identifier (RFID) in libraries — Part 1: General requirements
and data elements);
• ISO/CD 28560-2 (Information and documentation — Data model for use of
radio frequency; identifier (RFID) in libraries — Part 2: Encoding based on
ISO/IEC 15962); and
• ISO/CD 28560-3 (Information and documentation — Data model for use of
radio frequency identifier (RFID) in libraries — Part 3: Fixed length
encoding); and
• ISO/IEC 10646: 2003 (Universal Multiple-Octet Character Set or UCS).

Apart from these formal standards (de jury standards), there are a few
specifications (may be considered as de facto standards) in the domain of library
services, which are widely in use across different library systems in different
countries. Most of these internationally agreed upon informal standards are
developed by national libraries (e.g. Library of Congress) and library associations
(e.g. ALA, IFLA etc.). Some of these very important non-formal standards are –
• MARCXML – MARC 21 data in an XML structure (developed by Library
of Congress - http://www.loc.gov/standards/marcxml/) acting as base standard
for bibliographic data export/import in place of ISO-2709;
• MODS (Metadata Object Description Standard) – XML markup for selected
metadata from existing MARC 21 records as well as original resource
description (developed by Library of Congress – http://www.loc.gov/
standards/mods/);
• MADS (Metadata Authority Description Standard) – XML markup for
selected authority data from MARC21 records as well as original authority
data (developed by Library of Congress – http://www.loc.gov/standards/
mads/);
• METS (Metadata Encoding & Transmission Standard) – Structure for
encoding descriptive, administrative, and structural metadata (developed by
Library of Congress -http://www.loc.gov/mets/);
23
Library Automation • PREMIS (Preservation Metadata) – A data dictionary and supporting XML
schemas for core preservation metadata needed to support the long-term
preservation of digital materials. (developed by Library of Congress – http:/
/www.loc.gov/standards/premis);
• SRU/SRW (Search and Retrieve URL/Web Service) – Web services for search
and retrieval based on Z39.50 (developed by Library of Congress - semantics
http://www.loc.gov/standards/sru/); and
• OAI/PMH Version 2.0 – Open Archive Initiative/Protocol for Metadata
Harvesting (developed by Open Archive Initiative).

1.4.2 Software
You already know that library management software forms the core part of
integrated library automation. You also know what are the prerequisites for an
ILS, what are the standards that need to be supported by ILS, and how procedural
model of library automation is guiding development of ILS all over the world.
The rapid development in utility of hardware, software and connectivity along
with the reduced costs paved the path for integrated library automation systems.
Current library automation software also known as Library Management Software
(LMSs) are integrated systems of a set of related modules responsible for the
management of different operational subsystems. These LMSs are based on
relational database architecture. Most of the LMSs are presently based on
procedural model of library automation and follow a modular approach to perform
the tasks related to housekeeping operations. Generally, the whole package is
divided in modules for each operational subsystem. Modules are divided into
sub modules and each sub module supports various facilities to carry out tasks
related to the procedures.

Library Automation Modules Sub-Modules Facilities

Package

For example, the SOUL package library automation software developed by

INFLIBNET, Ahmadabad) includes six modules of which four are for operational
subsystems. The other two, namely administration and OPAC are meant for setting
up various administrative parameters and searching and retrieving the library
resources respectively. Another example may be cited from KOHA – an open
source library management software, developed by Horowhenua Library Trust
(Katipo team), Newzealand and running at libraries all over the world. It includes
one common module for acquisition and cataloguing and other five modules are
related with circulation, OPAC, administration etc. A typical LMS supports
selection, ordering, acquisition, processing, circulation, serials control,
dissemination of information services and also extend help in library
administration, planning & decision making process as a management tool. The
individual tasks carried out by an ILS under each prime functional subsystems
may be identified as below (see Unit 2 in this block for a detail discussion on
housekeeping activities):
Ordering and Acquisition
• Ordering
• Receipting
24
• Claiming Introduction to Library
Automation
• Vendor database management
• Budgeting and Fund accounting
• Currency conversion
• Suggestions (from users) management
• Enquiries (order status, receiving status)
• Accessioning (in MARC 21 format)
• Bill processing
• Payment
• Reports and Statistics.

Cataloguing
• Standard formats support
• Authority control (in MARC 21 authority format)
• Integration with Linked Open Data (LOD)
• Unicode-compliant multilingual data processing
• Retrieval with sophisticated search operators
• Integration with virtual keyboard for multilingual searching
• Shared cataloguing
• Z39.50 based copy cataloguing
• Output generation and holdings information
• User services (interactive and participative).

Access Services
• Online access
• Public access interface (OPAC)
• Web access and Remote access
• Social-network enabled OPAC
• Gateway services.

Circulation Control
• Setting of user privileges
• Circulation rules
• Issue, return and renewal
• Reservation (user-driven)
• Fine calculation
• User management
• Reminders and recalls
• Enquiries (about item, borrower, reservation)
• Reminders and notices
• Reports and statistics and patron self services.
25
Library Automation Serials Control
• Order placement and renewal of subscriptions
• Kardex management
• Receiving and claiming
• Binding control
• Fund accounting
• Cataloguing of serials
• Enquiries (arrival of serials issues)
• Reports and statistics.

MIS
• Reports and statistics
• Analysis of statistics
• Usage statistics (compliant with COUNTER).

Inter Library Loan (ILL)

• ILL protocol
• ILL management.

Outreach Services
• Community information services
• Social-networking support
• Library blog
• Online help for users.

Digital Media Archiving

1) Full-text search
2) Support for media formats
3) Federated search facilities.

System Administration
• Privileges control
• Branch management
• Backup and restoration
• System configuration.
A library may procure commercially available ILS or may opt for implementing
an open source ILS. But the above-mentioned basic tasks of an ILS are common
to all types of ILSs or LMSs.

26
Self Check Exercises Introduction to Library
Automation
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
11) What is a standard? Why an ILS should support global standards? List the
standards required for a globally competitive ILS.
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12) Discuss the typical tasks performed by an integrated library system.
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1.5 AUTOMATED LIBRARY SYSTEM: GLOBAL

RECOMMENDATIONS
Libraries of developed countries started taking benefits of ICT through library
automation during mid-seventies. Libraries in developing block of the world
realised advantages of library automation in early eighties and the process is still
going on. But the socio-economic and socio-technical environments within which
these libraries operate are changing more rapidly than libraries (in developing
block of the world) are changing to meet it. However, in general we can say that
present library systems are outgrowing their traditional organisation and discovery
tools. Almost all the basic library activities and services are now maintained in
an Integrated Library System (ILS) that manages acquisitions, cataloging,
circulation, reporting, resource discovery and automatic alerting services. With
the advent of socio-technical changes all over the world users expectations have
expanded to demand more services in an interactive, quicker and easy way. In
many cases, such demands go beyond the scope of a typical ILS. Users now
want to find, locate, navigate and obtain resources available in his/her library, at
nearby institutions and from open access public domain through a single-window
search interface seamlessly. They also want full-text search facility from a single-
window federated search interface and when they do find something of interest,
they expect to use the library’s services for obtaining resources from wherever
possible. This situation calls for a set of global recommendations in developing
new generation ILS. Such global standards are also required to act as pathfinders
for library professionals as well for ILS developers. There are three such sources
that can guide us in shaping integrated library systems in view of the future
requirements – 1) Open Library Environment (OLE) project recommendations;
27
Library Automation 2) Digital Library Federation (DLF) - ILS Task Group (ILS-DI) recommendations;
and 3) study of Request for Proposals developed by different libraries.

1.5.1 OLE Recommendations

Open Library Environment project (OLE project - http://oleproject.org) or the
OLE project, funded by Andrew W. Mellon Foundation and participated by more
than 300 libraries, started with following objectives – i) to analyse library business
processes; ii) to define a next-generation library technology platform; iii) to design
Service Oriented Architecture (SOA) for library software; and iv) to frame a
community-source model of development and governance. The principal aim of
OLE project is cost-effective integration of library management with other
institutional systems. The OLE project published the Enterprise Resource
Planning (ERP) based Abstract Reference Model (http://oleproject.org/overview/
ole-reference-model) in 2009. This model shows the relationship between OLE
middleware, OLE components, entities, and third-party components, such as
Identity Management, Institutional Repositories, and Course Management
Systems. As a whole, the OLE framework for future library system is characterised
by – 1) Flexibility (Supports for wide range of resources; accessed by a wide
range of customers in a variety of contexts); 2) Community ownership (Advocates
systems that are designed, built, owned, and governed by and for the library
community on an open source licensing basis); 3) Service Orientation (Prescribes
technology-neutral service-oriented framework that ensures the interoperability
of library systems); 4) Enterprise-Level Integration (Facilitates integration with
other enterprise systems such as research support, student information, human
resources, identity management, fiscal control, and repository and content
management); 5) Efficiency (Provides a modular application infrastructure that
integrates with new and existing academic and research technologies); and 6)
Sustainability (Creates a reliable and robust framework to identify, document,
innovate, develop, maintain, and review the software necessary to further the
operation and mission of libraries). See Unit 3 in this Block for a summary of
OLE recommendations. The Open Library Environment Project Final Report is
available at http://oleproject.org/final-ole-project-report/.

1.5.2 ILS-DI Recommendations

In regards to the integrated systems of libraries (automation and digitisation),
DLF ILS Discovery Internet Task Group (ILS-DI) Technical Recommendation
is playing a pivotal role. These recommendations are framed in view of the
variations in user demands and developments in ICT. As per these
recommendations library software systems should – i) improve discovery and
use of library resources; ii) support a clear set of expectations (framed
systematically) for users (end users and power users) and developers; iii) be
open and extensible for recommendations applicable to existing and future system
requirements; iv) support interoperability, inter-operation and cooperation; and
vi) be responsive to the user and developer community. ILS-DI recommendations
can be logically related with a set of twenty-five interlinked functions. Each of
the twenty-five (25) functions can be grouped into one of four overall categories:
1) Data aggregation (harvesting and distributed searching); 2) Search (simple
and advance search operators); 3) Patron services (general and interactive
interfaces); and 4) Integrated service framework (on-the-fly integration of open
contents, data sets etc.). A summary of ISL-DI recommendations is provided in
28
Unit 3 of this block. For DLF ILS Discovery Internet Task Group (ILS-DI) Introduction to Library
Automation
Technical Recommendations visit www.diglib.org/architectures/ilsdi/DLF_ILS_
Discovery_1.0.pdf and for DLF ILS Discovery Internet Task Group (ILS-DI)
Technical Recommendations see www.diglib.org/architectures/ilsdi/DLF_ILS_
Discovery_ 1.1.pdf.

1.5.3 Request for Proposals (RFPs)

RFPs, developed by different libraries, library associations and ILS experts, are
good source of information to trace the recent developments in automated library
systems. Study of RFPs helps us to determine requirements, prescribing standards
and demanding services from ILS vendors and developers. It acts as a guiding
document for ILS developers and library automation managers. A request for
proposal (RFP) is a formal request for a bid from suppliers of library systems.
The RFP provides the ILS vendor with the outline, purpose, scope, description,
minimum service requirements, minimum standards requirements, administration
and security issues etc. for the automated library system in a comprehensive
manner. The RFP process is useful in identifying the needs and priorities of the
library including the future plans related with library automation. The RFP
prescribes the resources that need to be acquired, the services that need to be
offered, the standards that need to supported, the selection criteria for ILS, and
the requirements for the software vendor. It also sets the timeframe for the project
of automating a library. A RFP for library automation is a critical document in
the process of implementing an ILS. L. T. David (2001) advocated consulting
following online resources for developing RFP on ILS:
• Cohn, John M. and Kelsey, Ann L. Planning for automation and use of new
technology in libraries. Online. URL: http://web.simmons.edu/~chen/nit/
NIT’96/96-065-Cohn.html
• Integrated Library System Reports. Sample Request for Proposals (RFPs)
and Request for Information (RFIs) for library automation projects. Online.
URL: http://www.ilsr.com/sample.htm
• Kirby, Chris. and Wagner, Anita. The Ideal Procurement Process: The
Vendor’s Perspective. Online. URL: http://www.ilsr.com/vendor.htm
• Planning and Evaluating Library Automation Systems. Online. URL: http:/
/dlis.dos.state.fl.us/bld/Library_Tech/Autoplan.htm
• Sample RFP. Library HQ. Online. URL: http://www.libraryhq.com/rfp.doc.

Self Check Exercises

Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
13) Discuss how ILS-DI and OLE recommendations may help in shaping
futuristic ILSs.
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29
Library Automation 14) What is a RFP? How RFPs may help us in library automation?
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1.6 AUTOMATED LIBRARY SYSTEM:

DEVELOPMENT OF RFP
You already know what RFP is and how these documents may help us in planning
and implementing integrated library system for developing automated library
system. It’s already clear to you that the first logical step in library automation is
to develop RFP. The RFP acts as a base document in developing automated
library system, just as a blueprint helps in developing a building. A comprehensive
RFP aims to achieve two broad groups of tasks – 1) guides the library in evaluation
of integrated library systems; and 2) helps the library to choose and acquire the
most appropriate system. Although not all libraries in India (also in abroad) that
purchase ILS prepare RFPs, the process of preparing an RFP helps the library
identify its needs, priorities, options and also in setting future course-of-action
for ICT-enabled library services. Moreover, it may guide a library in customising
open source ILS according to goals and requirements set in RFP, if the library
decided to use open source software.

Needs for developing RFP

You already know that the widespread use of Integrated Library Systems (ILS),
global communications via the Internet, increasing numbers of digital library
initiatives, availability of web 2.0 tools, rising of cloud computing, evolving of
linked open data have made the need for compliance with standards for a library
system more crucial than ever. But which standards are important when
considering a library system, what services are necessary for next generation
library users, what software architecture is suitable for rapidly changing computing
environment, what data formats are the most comprehensive? And how can one
determine if a commercially available ILS or an open source ILS really complies
with global standards related to functional subsystems of a library? Here lies the
importance of developing RFP for library automation. The RFP aims to answer
these questions through:
• Setting criteria for evaluating RFP responses and ILS products;
• Prescribing standards compliance needs;
• Identifying the current national, regional and international standards including
de facto standards;
• Conforming requirements specific to the library system;
• Assisting in effective and clear communication between library managers
and ILS developers; and
• Guiding application of relevant standards for major functional areas of library
automation, e.g. Bibliographic Format, Record Structure, Information
30 Retrieval, Serials, etc.
Components of RFP Introduction to Library
Automation
The RFP requires being a structured document. The components of a typical
RFP are as follows:
1) Background information about the library
• What are its mission, vision and goals?
• What services does it offer?
• What is the size of its collection, circulation and user community?
2) Detailed Statement of needs
• What are the objectives of the library automation?
• What are the needs for compliance with standards for a library system?
• What are the service level requirements?
• What are the functional requirements?
3) Vendor name and contact addresses and numbers
• Who are the potential ILS vendors that may satisfy library requirements?
• How these vendors can be contacted?
• Who are the third-party service providers for potential open source ILSs?
4) Time frame
• What are the steps/activities and when should each be finished?
• What are the priority-level for required activities?
• What should be the schedule for completion of tasks?
5) Evaluation criteria and method
• What are the critical factors that must be present?
• How to frame parameters for evaluating different responses against RFP?
• What should be the method for evaluating ILS products?
6) Systems requirements and specifications
• What specific features of the system must be present?
• What are infrastructural requirements?
• What are the software-level requirements?
7) Request for quotation
• What should be the format for quotation?
• How much will the system cost?
• What are the conditions for on-site services and updating of software?
• How to calculate ROI (Return on Investments)?
Steps in the development of RFP
The above-mentioned components of a typical RFP require to be developed
methodically through appropriate steps. David, L. T. (2001) prescribed a set of
steps for developing RFP in his guide book entitled Introduction to integrated
library systems published by Information and Informatics Unit, UNESCO
31
Library Automation Bangkok, Thailand. The steps are as follows:
1) Needs assessment
2) Studying available ILSs (including open source ILSs)
3) Listing potential vendors of the ILSs (third-party vendors for open source
ILSs)
4) Specifying needs and standards compliance
5) Specifying criteria for evaluation for ILSs
6) Developing a time frame for task completion
7) Writing the RFP (with necessary components)
8) Submitting to legal office for comment on contract agreements
9) Rewriting according to the specifications of the legal office
10) Submitting to vendors for requesting proposals
11) Receiving proposals from vendors
12) Evaluating proposals against a set of parameters
13) Preparing a short list of vendors/third-party service providers
14) Requesting a demo of the system
15) Purchasing/commissioning the system
16) Preparing the final contract
17) Implementing the system
18) Evaluating the implemented system.
Experts recommend that the actual evaluation (both software and responses
received from vendors and third-party service providers in case of open source
ILS) must be done by a team, and not by an individual.

Time frame for completion of steps needs to bet set and follow strictly to achieve
targets. David (2001) suggested a time frame for steps to provide standard length
of time need to complete each stage of the process. Table 1.3 is an illustration of
the time frame developed by Davis (2001) for the RFP and selection processes.

Table 1.3: Time frame for steps in RFP development (source: David, 2001)
Steps Month 1 Month 2 Month 3 Month 4 Month 5+
Needs assessment ×
Studying available ILS ×
Listing potential vendors
of the ILS ×
Specifying needs ×
Specifying criteria for
evaluation
Developing a timeframe ×
Writing the RFP ×
32
 Introduction to Library
Submitting to legal office Automation
for comment ×
Rewriting according to the
specifications of legal office ×
Submitting to vendors ×
Receiving proposals from
vendors ×
Evaluating proposals ×
Preparing a short list of
vendors ×
Requesting for a demo of
the system ×
Selecting your system ×
Preparing the contract ×
Implementing the system ×
Evaluating the implemented
system ×

Self Check Exercises

Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
15) What is need of a RFP in developing automated library system? Enumerate
essential components of a typical RFP.
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16) Discuss the steps for developing a RFP as suggested by L. T. Davis.
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Library Automation
1.7 AUTOMATED LIBRARY SYSTEM: TRENDS
AND FUTURE
This Unit ends with listing a set of ongoing trends and upcoming changes in
automated library system. The issues related with changes have been discussed
here in full length and linked with global recommendations in Unit 3 of this
Block which deals with library management software. This section attempts to
introduce you with the cutting-edge technologies that are going to influence the
processes, procedures, architectures and platforms for integrated library systems.

1) Service-oriented Architecture (SoA) in ILS

Service-Oriented Architecture (SOA) is an ICT architectural style that supports
seamless flow of information, which is independent of systems, platforms,
software architecture, data structures etc. In short it supports sharing of services
and datasets in heterogeneous information infrastructure. The term service-
orientation indicates a way of thinking in terms of services, service-based
development and the outcomes/deliverables of services. SoA is now established
as a mature architectural style and the ILSs have started switching to this promising
architectural style to provide end users innovative library services and
opportunities to other libraries to utilise resources and services (through
application program interface). The SoA is an essential attribute of an ILS to
support Cloud Computing. It facilitates the effective use of the Cloud.

2) Cloud-based library automation

Cloud computing is network based computing facilities that support on-demand
use of hardware and software resources. Libraries can take advantages of cloud
computing in the following ways:

i) using ILS available in remote server through web browser without any
installation;

ii) hosting the Web-OPAC and staff interfaces in remote server without burden
of local management of server and arrangement of IP address and domain
name;

iii) setting up own remote file storage and database system (with scheduled
backups).

The cloud computing mainly supports three facilities. These are Infrastructure
as a Service (IaaS), Platform as a Service (PaaS) and Software as a Service (SaaS).
The Cloud based library automation has following advantages:

i) Resource pooling (cloud computing providers provides a vast network of

servers and hard drives for use by client libraries);

ii) Virtualisation (libraries do not have to care about the physical management
of hardware, software, user interface, data backup and hardware
compatibility);

iii) Elasticity (addition of storage space on-demand in hard disk or increasing

server bandwidth can be done easily);
34
iv) Geographical scalability (cloud computing allows libraries to replicate data Introduction to Library
Automation
to several branch libraries world-wide);

v) Automatic resource deployment (libraries only needs to choose the types

and specifications of the resources required and the cloud will configure it
automatically);

vi) Metered billing (library will be charged for only what they use).

As a whole cloud-based library automation is quite useful and cost effective for
small and medium sized libraries. Large-scale libraries may offer datasets on the
cloud for use by small libraries (Data as a Service (DaaS)). Some of the well-
known cloud-based services are listed in Table 1.4 for your ready reference.

Table 1.4: Cloud platform, systems and services

Cloud platform Cloud systems Cloud services

Software as a Server Virtualisation, GoogleDoc, GoogleApps,
Service (SaaS) Open URL resolver, OpenID, Adobe
Application software
Platform as a Cloud based ILS, Inter LibLime, OSSLab, N-LARN
Service (PaaS) Library Loan project in India, Polaris, Exlibris
Infrastructure as a Discovery services, Amason Elastic Compute Cloud
Service (IaaS) Digital repository, Web (EC2), Amazon Simple Storage
hosting, Storage Solution (S3), Dropbox Cloud
storage

The major cloud service providers and related services are listed in Table 1.5.

Table 1.5: Cloud providers and services

Cloud providers Types of services
Amazon Web Services IaaS, PaaS, SaaS
EMC SaaS
Eucalyptus IaaS open source Software
Google PaaS (AppEngine), SaaS
IBM PaaS, SaaS
Lincode IaaS
Microsoft PaaS (Asure), SaaS
Rackspace IaaS, PaaS, SaaS
Salesforce.com PaaS, SaaS
VMware vCloud PaaS, IaaS

35
Library Automation 3) Linked Open Data (LOD)
Linked Open Data (LOD) refers to publishing and connecting structured data on
the Web for use in public domain. The three Key technologies that support LOD
are: URI (Uniform Resource Identifier, a generic means to identify entities or
concepts in the web), HTTP (Hypertext Transfer Protocol, a simple yet universal
mechanism for retrieving resources, or descriptions of resources over the web),
and RDF (Resource Description Framework, a generic graphical data model to
structure and link data that describes things in the web). Linked Open Data (LOD)
has two basic purposes:
i) publish and link structured data on the Web; and
ii) create a single globally connected data space based on the web architecture.

Tim Berners-Lee advocated four rules for converting dataset to LOD. These are:
1) Use URIs as names for things;
2) Use HTTP URIs so that people can look up those names;
3) When someone looks up a URI, provide useful information, using the
standards (RDF, SPARQL); and
4) Include links to other URIs, so that they can discover more things.

W3C established Library Linked Data Incubator Group in 2011 “to help increase
global interoperability of library data on the Web, by bringing together people
involved in Semantic Web activities — focusing on Linked Data — in the library
community and beyond, building on existing initiatives, and identifying
collaboration tracks for the future.” Libraries may utilise bibliographic data,
authority data, classification schemes, vocabulary control devices etc. available
as LOD for enriching existing library services and for introducing new information
services. Some major examples of library LOD are – AGROVOC multilingual
structured and controlled vocabulary, British National Bibliography (BNB)
published as Linked Data, VIAF, LCSH, LC Name Authority File (NAF) provides
authoritative data, MARC country, and language codes, Dewey.info etc. ILSs
are taking advantages of integrating LOD available in library domain through
appropriate APIs. For example, the cataloguing module of Koha can be linked
with VIAF (Virtual Internet Authority File – a linked dataset of authority data
from 21 major national libraries of the world) for getting authority data
automatically to control name authority in local library catalogue.

4) Web-scale library management

Web-scale library management service is essentially, a cloud based solution
developed by OCLC. In this service OCLC member libraries are not only getting
shared computing infrastructure but also shared data from WorldCat. OCLC is
successfully mixing four basic elements of cloud computing i.e. IaaS, PaaS, SaaS
and DaaS (see cloud computing section above). There has been a change in
trends of library automation. It is no longer about which library provides the
largest collection but about which library can provide their community with the
best means to access the materials they need, regardless of location (OCLC,
2011). Libraries can increase visibility at the global scale and accessibility to
services at the wider scale by using the new Web-scale library management facility.
36
The architecture of OCLC’s Web-scale library management is given in Fig. 1.3. Introduction to Library
Automation

Fig 1.3: Web-scale Library System

Source: OCLC (2011), Libraries at web-scale, Dublin, p. 23

5) Web 2.0 compliant ILS

The present web (often referred as web 1.0 in blogsphere) is progressing towards
a User-centred entity with the support of an advanced set of technological tools
that are collaborative, interactive and dynamic in nature. Radfar (2005) identified
following characteristics of web 2.0 – i) a platform enabling the utilisation of
distributed services; ii) a phenomenon describing the transformation of the web
from a publication medium to a platform for distributed services; and iii) a
technology that leverages, contributes, or describes the transformation of the
web into a platform for services. ILSs are all set to take advantages of participative
architecture of the web and introducing new services like user tagging of subject
descriptors, ratings of documents by users, RSS feed for search query, integration
with web 2.0 services like read/write web, collaborative web, social networking
tools and information mashup. This new trend ILS is also termed as ILS 2.0.

6) Information mashup
Information mashups tools allow remixing of data, technologies or services from
different online sources to create new hybrid services (O’Reilly, 2005) through
lightweight application programming interface (API). ILS uses information
mashup in managing and integrating virtual contents distributed globally with
local library resources. Information mashups are becoming popular application
of Web 2.0 around the world such as KohaZon (integration of Koha OPAC with
Amazon services), WikiBios (a mashup where user can create on-line biographies
of each other in a Wiki setup), LibraryLookup (integration of Google maps with
library directory service in UK) and many more such instances.
37
Library Automation

Fig. 1.4: KohaZon: Mashup of Koha with Amazon

7) Interactive user interface: OPAC 2.0

Most of the ILSs now support web-OPACs. OPAC 2.0 is the next generation
web-OPAC where users can interact, collaborate and participate in library
workflows such as describing resources (folksonomy), tagging subject descriptors,
rating of documents, creating personalised information environment, posting on
library blog, suggesting new documents, commenting on library services,
publishing book reviews, posting likes on facebook for library books and many
such facilities. ILSs are increasingly taking advantages of web 2.0 technologies
and services to convert static OPAC into dynamic OPAC 2.0.

8) New cataloguing standards

Document description models and standards are changing rapidly. We have now
E-R (entity-relationship) based bibliographic data model known as FRBR
(Functional Requirements for Bibliographic Records, developed by IFLA in 1998)
in place of flat data structure of ISBD. Similarly FRAD ((Functional Requirements
for Authority Data, developed by IFLA in 2009), FRSAR (Functional
Requirements for Subject Authority Records, developed by IFLA in 2010) are
now established data models for managing name authority and subject authority
respectively. These changes call upon necessary data structures in ILSs to suite
FRBR, FRAD and FRSAD. Both commercial ILS group (e.g. Vitua ILS from
VTLS group) and open source ILS group (e.g. Koha) are in the process of
implementing the structural changes to address the improvements in cataloguing.

9) Application of discovery tools

Uses of discovery tools are increasing in libraries. Discovery tools, powered by
federated search mechanisms, allow library patrons to perform concurrent
searching in the library catalogue (metadata level), journal articles (full-text level),
electronic theses and dissertations, consortia databases, public web, open access
repositories, union catalogues etc. through a single-search interface with a set of
feature-rich tools to support users. Discovery tools – i) can be integrated with
existing library OPAC; ii) can import metadata into one index; iii) can apply one
set of search algorithms to retrieve and rank results. As a result these tools support

38
rich user experiences in terms of speed, relevance, and ability to interact Introduction to Library
Automation
consistently with results. Moreover, the unified interface is a big boost for users
as they no longer need to choose a specific search tool to begin their search.
These tools are available commercially (e.g. EBSCO Discovery Service) and
also as open source products (such as VuFind, SOPAC, Blacklight, OpenBib
etc.).

10) Digital media archiving module

The distinction between automated library system and digital library is blurring
day-by-day. This is because of the fact that most of the ILSs are integrating
digital media arching module or DMA (e.g. NewGenLib 3.0 onwards) to handle
full-text discovery of documents in different formats. This trend of ILS is
important in the sense that in future library can handle both automated and digital
library systems through a single instance of ILS. Another advantage of DMA is
the scope to integrate courseware in multimedia formats in case of academic
libraries. Some ILSs are also achieving compatibility with OAI/PMH standard
to support metadata harvesting in ILS (e.g. Koha version 3.10.1 onwards).

11) Community information services as outreach process

Community information services meant to support community members with
the information originated in the community. The service includes three broad
groups – survival information such as that related to health, housing, income,
legal protection, economic opportunity, political rights etc.; citizen action
information required for effective participation as individual or member of a
group in the social, political, legal, economic process; and local information i.e.
basic information concerning courses, educational facilities, government agencies,
local organisations, fractional groups, health professionals etc. including a
calendar of local events. ILSs now (e.g. Vitua ILS and Koha are supporting MARC
21 community information format to handle community information resources)
are trying to include community information service module to extend the role
of ILS to provide outreach services.

12) Increasing use of open source software

The domain of library and information science, right from the beginning of the
open source movement, is benefitted through structured effort and software
philanthropy. We have matured ILSs like Koha (comparable to any global ILS),
Evergreen, Emilda, NewGenLib; comprehensive digital library software like
DSpace from the MIT, US (with support from HP), Greenstone Digital Library
Software (or GSDL) from University of Waikato (presently supported by
UNESCO). Use of open source ILSs are increasing all over the world because of
the transparent use of library standards and scope of customisation to suite the
specific requirements of a library. Moreover commercial ILSs are also utilising
open source components like MARCEdit & ISISMARC (MARC cataloguing
tools), YAS toolkit (Z39.50 client and server), Lucene & Solr (Text retrieval
engines), Unicode-compliant multilingual tools etc. The use of open source
software in library automation ensures 3F – fund (as these are free of cost),
freedom (as these are free to customise) and fraternity (as these are supported by
international communities).

39
Library Automation 13) Emergence of open standards
Open standards are available in public domain. These are the standards that anyone
can incorporate into their software, service and system. MARC record standard
is possibly the most visible open standard in the domain of library services.
Library systems of any type or size are required to be compatible with global
standards to achieve interoperability. Here lies the importance of open standards.
These are developed, approved and maintained via collaborative process to
facilitate exchange of datasets. These standards are available at no cost, well-
documented, transparent and free from any kind of use restriction. ILSs are
increasingly depending on open standards such as MARC 21 family of standards
(Five standards), OAI/PMH, CCL (Common Command Language), SING, Dublin
Core metadata standard, SRU, SRW, OpenURL, MARC-XML, METS, MODS
etc.

14) Interoperability capabilities

Interoperability refers to communication between systems (external interaction)
or system parts (internal interaction). Libraries are now operating in distributed
information environment and many library systems communicate electronically
with sources of bibliographic records (publisher or cataloguing agencies), book
vendors, and users. They also now interconnect themselves with networked
information resources outside of the library and deliver these through library-
maintained interfaces (e.g. inter library loan, distributed cataloguing, metadata
harvesting etc.). ILS developers are aware of these facts and thereby supporting
more and more interoperability standards in different modules of ILSs.

15) Multi-lingual records management through Unicode

Multilingual (including Indic scripts) information processing requires standard
text encoding scheme (such as Unicode), which can store, process and retrieve
regional language based documents. But creation of multi-script databases
requires not only Unicode-compliant operating system (OS) and other application
programmes such as Virtual Keyboards to enter multi-script records, Open Type
Fonts (OTF) to support extended character sets and layout features, and Rendering
Engines to display script specific conjuncts and ligatures properly
(Mukhopadhyay, 2006). ILSs are trying to support Unicode (especially UTF-8)
to store native character sets, integrated virtual keyboard and supportive text
retrieval engines to ensure processing and retrieval of multilingual documents.

Self Check Exercises

Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
17) Write in brief the trends in the development of ILSs.
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40
18) What is cloud computing? How is it to going to help libraries? Introduction to Library
Automation
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1.8 SUMMARY
Library automation is an area from where future benefits will emerge. It means
that if a library is not automated it won’t be in a position to take the advantages
of ICT-enabled library services in future. This Unit acts as foundation and aims
to introduce you with the concept of integrated library system and the advantages
associated with it. It covers historical and theoretical foundations of library
automation supported by a timeline of development of related technologies. In
this Unit you can find guidance – 1) to identify the requirements for library
automation; 2) to follow model for integrated library system; 3) to differentiate
automated and digital library system; 4) to understand the typical steps for
accomplishment of library automation; 5) to appreciate needs for standards in
ILS and to recognise essential standards that need to be ensured; 6) to identify
features of ILS in rapidly changing technological environment. This unit also
provides knowledge about emerging global recommendations for developing
ILS in the context of cutting edge technologies like cloud computing, linked
open data and web scale library management. It also covers roles and components
of RFP and steps for developing RFP for library automation, and allows you to
develop skills in preparing RFP. This unit ends with a brief discussion on
forthcoming features and ongoing changes in the arena of ILS against a fifteen-
point checklist.

1.9 ANSWERS TO SELF CHECK EXERCISES

1) Library automation is the generic term that denotes applications of
Information Communications Technologies (ICT) for performing manual
operations in libraries of any type or size. It supports three broad groups of
library activities – i) housekeeping operations; ii) information retrieval; and
iii) on-the-fly integration of library materials with open datasets. Library
automation requires for – 1) increased operation efficiencies; 2) betterment
of library services; 3) innovative information services; 4) wider user access
and 5) more productive use of library staff.

2) An ILS is capable of managing the operations of more than one basic library
functions by sharing the files in the server to perform them. For example
data from the book catalog master file and the patron master file can be
retrieved and used in the circulation module to perform the circulation
function of the ILS. In such systems files are interlinked so that deletion,
addition and other changes in one file automatically activate changes in
related files. It means integrated library management system is sharing a
common database to perform all the basic functions of a library.
41
Library Automation 3) Library automation is a generic term that refers to the application of
computers in libraries to automate operations. It can be standalone system
supporting only one module like cataloguing or it can be integrated to link
all modules or library subsystems through a common shared database. On
the other hand, ILS is an automated library system that utilises shared data
and files to provide interoperability of multiple library functions, e.g.
cataloging, acquisition, circulation, serials, etc.

4) There are five generations of library automation categorised on the basis of

technological breakthroughs. Alternatively these are also called five ages of
library automation. The first age is characterised by the introduction of PCs
in library automation and the second age is dominated by LAN based ILSs.
The third age is marked by the Web-enabled ILS and the fourth age is featured
by integration of full-text digital objects in ILS. The fifth and the present
age is characterised by cutting edge technologies like cloud computing, linked
open data and web 2.0 features for interactive user interfaces.

5) Library automation initiated in 1930s and applied in large scale in 1970s

with the availability of low-cost PCs. The decade of eighties witnessed
application of global standards and local area networks in library automation
with the advent of campus-wide ILS and relational database architecture.
The decade of nineties is dominated by the application of web technologies
in library automation. Technologies like CGI architecture, Web-OPAC,
digital media archiving are some of the well known features of this decade.
The first decade of 21st century is the decade for application open source
software, open standards and extended web technologies like web 2.0, cloud
computing and linked open data in library automation.

6) The chronological order of the technological breakthroughs in the domain

of library automation is as follows – i) Low-cost PCs used in 1970s; ii)
LAN-based ILS with relational database backend, global exchange format
and client-server architecture; iii) use of web technologies to provide time-
space independent user services including Web-OPAC; iv) digital media
archiving, interoperability standards and open source software; v) interactive
user interfaces and seamless integration of linked open data.

7) Library automation has manifold advantages. Automation of library

housekeeping operations is considered as an especially critical area from
which future benefits will emerge. It means that if a library is not automated
it can’t take advantages contributed by ICT such as digitisation, web-enabled
library system, use of linked open data, remote management of library,
interactive user services etc. Library automation ensures acceptability of
library to new generation users.

8) Library management software or ILS forms the core component of library

automation. An ILS should support all the basic activities of library, seamless
integration in different modules, global and national standards in the domain,
suitable software architecture, interoperability standard data formats,
multilingual processing and retrieval, and integration with open datasets.
ILSs need to be future friendly, user friendly and open for customisation.

42
9) Procedural model of library automation is proposed by ASLIB (Association Introduction to Library
Automation
of Information Managers, UK) as a general model for automating library
housekeeping operations. Presently most of the ILSs follow this model for
designing different functional modules of ILSs. The model proposes that a
library system has mainly two subsystems – administrative subsystem and
operational subsystem (amenable for automation). The operational subsystem
may be divided into four further subdivisions namely Acquisition,
Processing, Use and Maintenance. Within each of these divisions there are
a number of procedures (eighteen in total) and within each procedure there
are one or more of six possible activities. The procedures and activities are
carried out by fifteen basic tasks.

10) Digital libraries are managed collection of digital objects that provide full-
text access to resources and differ significantly from automated library
systems in terms of – 1) search features (metadata only vs. full-text and
metadata); 2) document description (MARC 21 vs. Dublin Core); 3)
interoperability standards (Z39.50 vs. OAI/PMH); and 4) software
architecture (centralised vs. distributed).

11) Standard is a specification accepted by recognised authority as the most

practical and appropriate current solution of a recurring problem. Establishing
order to chaos and building collaboration are two most important
prerequisites for effective information services. Both of these requirements
depend on shared understanding i.e. on standards. Libraries all over the
world are entering into the next wave of development to meet volume and
variety of users’ information demands. Interoperability and interactive user
interface are two buss words in developing global information infrastructure.
Libraries are no exceptions. Automated library systems are trying to be
compatible with globally agreed upon standards related with information
processing such as data formats (MARC 21 data formats, CCF, UNIMARC);
interoperability standards (ISO 2709, MARC-XML, Z39.50, SRW, SRU
OAI/PMH) and character encoding standards (Unicode).

12) ILSs support three broad groups of library activities – i) housekeeping

operations; ii) information retrieval; and iii) on-the-fly integration of library
materials with open datasets. A typical ILS supports selection, ordering,
acquisition, processing, circulation, serials control, dissemination of
information services and also extends help in library administration, planning
and decision making process as a MIS tool.

13) Designing of future friendly ILS requires guidelines. OLE project and ILS-
DI recommendations are acting as such guidelines recognised globally. The
principal aim of OLE project is cost-effective integration of library
management with other institutional systems on the basis of Enterprise
Resource Planning (ERP) enabled Abstract Reference Model. On the other
hand, ILS-DI guides developers in – 1) Data aggregation (harvesting and
distributed searching); 2) Search (simple and advance search operators); 3)
Patron services (general and interactive interfaces); and 4) Integrated service
framework (on-the-fly integration of open contents, data sets etc.).

14) A request for proposal (RFP) is a formal request for a bid from suppliers of
library systems or third-party software vendor in case of open source
43
Library Automation software. RFPs are aiming to determine library requirements, prescribing
standards and demanding services from ILS vendors and developers. The
RFP prescribes the resources that need to be acquired, the services that need
to be offered, the standards that need to supported, the selection criteria for
ILS, and the requirements for the software vendor including a time schedule
for each level of activities. It guides the library in evaluation of integrated
library systems and helps the library to choose and acquire the most
appropriate system.

15) RFP is required to guide us in framing requirements, selecting ILS and

implementing ILS. The components of a typical RFP includes: 1) library
profile; 2) automation need profile; 3) vendor profiles; 4) time frame; 5)
evaluation parameters and method; 6) system requirements and
specifications; 7) format for proposal.

16) L. T. David in 2001 advocated a set of steps for developing RFP. The process
starts with need assessments and ends with evaluation of implemented
system. It includes a total of eighteen steps.

17) The rapidly changing technological environment leads to corresponding

changes in the development of ILS. The influence of technologies leads to
the development of ILSs from stand-alone system to web-enabled systems
in five decades. The major trends that are influencing ILSs presently are
web architecture, Unicode-compliant processing and retrieving environment,
supports for interoperability standards, open source movement and cutting
edge technologies like cloud computing, web scale platform, web 2.0 and
linked open data.

18) Cloud-based library automation is quite useful and cost effective for small
and medium sized libraries. Cloud computing is network based computing
facilities that support on-demand use of hardware and software resources.
Libraries can take advantages of cloud computing in the following ways –
i) by using ILS available in remote server through web browser; ii) by hosting
the Web-OPAC in remote server; iii) by setting up own remote file storage
and database system (with scheduled backups).

1.10 KEYWORDS
Acquisition : The process of obtaining resources for the library’s
collection, typically including ordering, receiving and
payment.
API : Application Programming Interface. A language and
message format used by an application program to
communicate with the operating system or some other
control program such as a database management
system (DBMS).
Authority record : A record that shows the preferred form of a personal
or corporate name, geographic region or subject. It also
includes variant forms of the preferred form as cross
references.

44
Barcode : A printed code, consisting of lines and spaces that can Introduction to Library
Automation
be read by a bar code scanner (reader), affixed to
physical materials in a library collection to identify
particular items for tracking and circulation.
Bibliographic identifier: A unique identifier which unambiguously identifies a
bibliographic record within an ILS catalog and is
assumed to persistent, at least as long as the records
are managed within the ILS.
Bibliographic metadata: Information about a resource that serves the purpose
of discovery, identification and selection of the
resource. Includes elements such as title, author,
subjects, etc.
Discovery application: A computer application designed to simplify, assist
and expedite the process of finding information
resources.
Dublin Core : A fifteen element metadata set for use in resource
description intended to facilitate discovery of
electronic resources.
EDI : Electronic Data Interchange (EDI) is a standard method
for exchanging structured data, such as purchase orders
and invoices, between computers to enable automated
transactions.
EDIFACT : EDI For Administrations, Commerce and Transport
The concept of utilising a single set of specifications
for bibliographic records regardless of the type of
material they represent.
ERMS : Electronic Resources Management System is used to
manage a library’s electronic resources, primarily e-
journals and databases. Systems can include features
to track trials, license terms and conditions, usage, cost,
and access.
FRBR : Functional Requirement for Bibliographic Records is
a conceptual model for the aggregation and display of
bibliographic records. FRBR is an entity-relationship
model, with four primary entities - work, expression,
manifestation, and item - which represent the products
of intellectual or artistic endeavor.
ILL : Inter Library Loan (ILL) is the process between two
libraries of borrowing and lending a physical
bibliographic item, or obtaining a copy of it.
ILS : An automated library system that utilises shared data
and files to provide interoperability of multiple library
functions, e.g. cataloging, acquisition, circulation,
serials, etc.

45
Library Automation Interoperability : The ability for two different computer systems to
communicate and exchange information in a useful
and meaningful manner.
LAN : A digital communication system capable of
interconnecting a large number of computers, terminals
and other peripheral devices within a limited
geographical area.
Library Automation: Library automation is the mechanisation of
housekeeping operations and information handling
mainly by using computer and communication
technologies.
MARC 21 : A harmonised MARC format developed by LoC in
1999 for encoding standards related to bibliographic
data, authority data, holdings data, classification data
and community information. It is used for the
communication and exchange of bibliographic
information (mentioned earlier) between computer
systems.
MARCXML : A metadata scheme for working with MARC data in a
XML environment.
Metadata : Structured information that describes an information
resource. “Data about data” for an information bearing
object for purposes of description, administration, legal
requirements, technical functionality, use and usage,
and preservation.
Metadata harvesting: A technique for extraction of metadata from individual
repositories for collection into a central catalog.
Module of ILS : Functions specific to a particular system capability
such as the online public access catalog, cataloging,
acquisitions, serials, circulation, etc.
NCIP : NISO Circulation Interchange Protocol (NCIP) is a
standard which defines a protocol for the exchange of
messages between and among computer-based
application to enable them to perform functions
necessary to lend and borrow items, to provide
controlled access to electronic resources, and to facilitate
co-operative management of these functions.
Network : A group of computers and other devices connected
together so that they can communicate with each other,
share data and resources such as printers, and perhaps
share the workload of running complex programs.
They may have one or more central servers to
coordinate and run things, or all devices may be of
equal standing (called “peer-to-peer”). The
connections between them may be physical wires and
cables, or wireless using infrared or radio frequency.
46
OAI-PMH : OAI - Protocol for Metadata Harvesting. Protocol for Introduction to Library
Automation
application-independent interoperability framework
based on metadata harvesting, open standards HTTP
(Hypertext Transport Protocol) and XML (Extensible
Markup Language).
OPAC : On-line Public Access Catalog is a library catalog
which can be searched on-line and is a module of the
ILS. It is the interface between library resources and
users and is designed to be “user friendly.”
Open Source : A concept through which programming code is made
available through a license that supports the users
freely copying the code, making changes it, and sharing
the results. Changes are typically submitted to a group
managing the open source product for possible
incorporation into the official version. Development
and support is handled cooperatively by a group of
distributed programmers, usually on a volunteer basis.
Open Search : A collection of technologies developed by Amason
that allow publishing of search results in a format
suitable for syndication and aggregation.
Open URL : A URL with stored metadata that is user context
sensitive in what information or hypertext link is
delivered.
Protocol : A standard procedure for the message formats and rules
that two computer systems must follow to
communicate with each other.
RSS : Really Simple Syndication is an XML format used for
distribution or syndication of frequently updated Web
contents.
SIP2 : Standard Interface Protocol Version 2 is a standard for
the exchange of circulation data and transactions
between different systems.
SRU : Search/Retrieve via URL is a standard search protocol
for Internet search queries, utilising CQL (Common
Query Language), standard query syntax for
representing queries.
SRW : Search/Retrieve Web service is web services
implementation of the Z39.50 protocol that specifies
a client/server-based protocol for searching and
retrieving information from remote databases.
System Analysis : A powerful technique for the analysis of an
organisation and its work.
Unicode : A universal character-encoding standard used for
representation of text for computer processing.
Unicode provides a unique numeric code (a code point)
47
Library Automation for every character, no matter what the platform, no
matter what the program, no matter what the language.
The standard was developed by the Unicode
Consortium in 1999.
WAN : A computer networking system that operates
nationwide or worldwide by utilising telephone line,
microwave and satellite links. It is also used to
interconnect LANs.
Web Service : Software system designed to support interoperable
machine to machine exchange of data/information,
typically using the XML, SOAP, WSDL and UDDI
open standards.
XML : eXtensible Markup Language is an open standard for
describing data from the World Wide Web Consortium.
It is used for defining data elements on a Web page,
business-to business documents, and other
hierarchically structured text and data.
Z39.50 : A NISO and ISO standard protocol that specifies a
client/server-based protocol for cross-system searching
and retrieving information from remote databases. It
specifies procedures and structures for a client system
to search a database provided by a server.

1.11 REFERENCES AND FURTHER READING

Breeding, M. Library technology guides: key resources in the field of library
automation. <http://www.library technology.org>

Breeding, Marshall. Perceptions 2007: an international survey of library

automation. In Library Technology Guides, January 9, 2008. <http://
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Cohn, John M. & Kelsey, Ann L and Fiels, Keith Michael. Planning for
automation: a how-to-do-it manual for librarians. New York: Neal-Schuman,
1992. Print

David, L. T. Introduction to integrated library systems. Bangkok: Information

and Informatics Unit, UNESCO Bangkok, Thailand, 2001. Print

Dula, M., Jacobsen, L., Ferguson, T. and Ross, R. Implementing a new cloud
computing library management service. In Computers in Libraries, 32.1(2012),
pp. 6-40.

Duval, B.K. and Main, L. Automated library systems: a librarian’s guide and
teaching manual. Westport, USA: Meckler, 1992. Print

Goldner Matt. Winds of Change: Libraries and Cloud Computing. In OCLC

Online Computer Library Center, 14.7(2010) < http://www.oclc.org/multimedia/
2011/files/IFLA-winds-of-change-paper.pdf.>

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Haravu, L. J. Library automation: design, principles and practices. New Delhi: Introduction to Library
Automation
Allied Publishers Private Limited, 2004. Print

Hodgson, Cynthia. The RFP writer’s guide to standards for library systems.
National Information Standards Organisation: Bethesda, Maryland, 2002. < http:/
/www.niso.org>

Hopkinson, A. Introduction to library standards and the players in the field.

Digitalia, (2006). <http://digitalia.sbn.it/upload/documenti/ digitalia20062_
HOPKINSON.pdf>

Kuali Foundation. Kuali Open Library Environment: test drive OLE version
0.6. (2012). <http://demo.ole.kuali.org/ole-demo/portal.jsp>

Mukhopadhyay, P. Library automation packages - introduction – BLII 003, Block

1, Unit 1 of CICTAL course, IGNOU, 2005.

Mukhopadhyay, P. Library housekeeping operations – BLII- 001, Block 1, Unit

11 of CICTAL course, IGNOU, 2005.

Mukhopadhyay, P. and Asim, A. Multiscript information retrieval system: A

FLOSS based prototype for Indic scripts with special reference to Bengali script.
Information management in digital libraries: Proceedings of the National
Conference of Indian Institute of Technology, Kharagpur (August 2-4, 2006,
Kharagpur.) (2006), pp. 305-316.

Müller, T. How to choose a free and open source integrated library system. OCLC
Systems & Services, 27.1(2011), pp 57-78. <doi:10.1108/10650751111106573>

O’Reilly, T. What is Web 2.0? (2005). < http://www.oreilly.com/go/web2>

OCLC. Libraries at web-scale. OCLC, Dublin, 2011. Print

Radfar, H. On library 2.0, (2005)< http://hoo-ville.blogspot.com/>

Rayward, W.B. A History of Computer Applications in Libraries: Prolegomena.

IEEE Annals of the History of Computing, April-June, 2002, pp. 4-15.

Swan, James. Automating Small Libraries. Ft. Atkinson, Wis.: Highsmith Press,
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Withers, F. Standards for library services. Paris: UNESCO, 1970. Print

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