UNIT 3 HOUSEKEEPING OPERATIONS

Structure
3.0 Learning Outcomes
3.1 Introduction
3.2 Library Housekeeping Operations
3.2.1 Acquisition
3.2.2 Processing
3.2.3 Circulation
3.2.4 Serials Control
3.2.5 Maintenance

3.3 Task Analysis of Housekeeping Operations

3.3.1 Procedures and Activities
3.3.2 Tasks

3.4 ICT and Housekeeping Operations

3.4.1 ICT: What and Why
3.4.2 Application of ICT in Housekeeping
3.4.3 Prerequisites of ICT Application in Housekeeping

3.5 Summary
3.6 Answers to Self Check Exercises
3.7 Keywords
3.8 References and Further Reading

3.0 LEARNING OUTCOMES

After reading this Unit, you will be able to:
 understand operational subsystems of a library;
 explain activities and tasks involved in various housekeeping operations;
 identify library housekeeping operations for more efficient functioning; and
 describe about the application of ICT in housekeeping operations.

3.1 INTRODUCTION
Library automation refers to the implementation of information and communications
technologies (ICT) in the libraries and information centres for replacing manual library
operations. Library automation helps libraries in the optimal utilisation of resources,
increased operational efficiencies and network access to systems and resources on the
Web, resource sharing, better quality library services and improved user experience in
using libraries and library services. Library automation covers several different areas of
library work. These include (i) housekeeping operations, (ii) information retrieval (iii)
digital asset management, (iv) networking libraries, (v) Internet and Web based services,
(vi) electronic library resources on CD-ROM and on the Web, (vii) digitisation
operations, (viii) remote access to libraries and library resources and (ix) office
automation. 79
Library Automation The performance of a library largely depends upon the organisation of its housekeeping
functions and their operations. The basic housekeeping functions common to all types
of libraries are acquisitions including serials control, cataloguing, circulation and
maintenance. Their operations are highly labour intensive routine clerical activities
performed by human beings. With the advent of Information and Communication
Technologies (ICT) automation of housekeeping operations has become the first priority
of most of the libraries. This is mainly because automation of housekeeping operations
helps libraries to minimise human efforts and repetitive tasks, redefine library work
flows, prepare staff to multitask library operations and make staff more productive in
library work. Automation of library housekeeping operations is considered especially a
critical area from which future benefits will emerge.

3.2 LIBRARY HOUSEKEEPING OPERATIONS

The basic housekeeping functions of a library irrespective of its type or size may be
grouped as acquisitions, processing, use and maintenance (Fig. 3.1). Their operations
follow some definite work flows/ routines and therefore are amenable to computerisation.
It means a computer or a group of computers can perform routine clerical chores
quickly and cheaply.

Library Housekeeping Operations

Acquisitions Processing Use Maintenance

Select Classify Locate Bind
Order Catalogue Lend Replace
Receive Label Reserve Discard
Accession Shelve Recall

Fig. 3.1 Housekeeping Operations in a Library

The functions and activities of one division are different from that of the other divisions
but are closely related and therefore combined efforts lead towards the better library
services.
We may view libraries as complex systems which include subsystems and components.
The main two subsystems are operational subsystem and administrative subsystem.
Library housekeeping operations form part of the operational subsystem. As per the
analytical study of ASLIB (The Association for Information Management, UK), the
operational subsystem may be divided into four further subdivisions namely Acquisition,
Processing, Use and Maintenance. Within each division there are a number of procedures
and within each procedure there are activities. The housekeeping operations as related
to the handling of monographic materials in a library system are described in Table 3.1.

3.2.1 Acquisition
Acquisition of documents is one of the basic functions associated with any library. A
library must acquire and provide all the relevant documents to its users within its
budgetary limitations. An acquisition subsystem performs four basic operations. They
are selection, ordering, receiving and accessioning of documents. Let us try and
understand as to how these operations are performed in a library.

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Selection Housekeeping Operations

Selection of documents for library users is a very responsible job and should be based
on definite principles and accepted norms. For a given library the book budget is limited
and it should be spent judiciously to provide services to an optimum number of library
users. Therefore, book selection becomes necessary. There are a number of tools
(such as bibliographies, publisher’s catalogues, etc.) which will be useful to library staff
in the selection process. Requests from library users and suggestions from library
authority are also considered for selection purposes. Such selections of documents
need the approval of the competent authority, before they are ordered for purchase in
the library.
Table 3.1: Housekeeping Operations Related to Handling of Monographic
Materials in a Library

Systems Subsystems Operational Procedures Activities

Subsystems (Common to all
Procedures)
Acquisition Select Initiate
Order (Commence a
Receive procedure)
Accession
Processing Classify Authorise
Catalogue (To approve a
procedure)
Label
Shelve
Activate
Use Locate (To implement a
Library
List procedure through
System
Lend/Issue/Reserve appropriate action)
Recall/ Return ILL
(Inter Library Record
Operational
Loan) (To record what action
Subsystem
Photocopy has been taken)
Maintenance Bind
Replace Report
Discard (To notify staff or user
about the action)

Cancel
(To stop a procedure or
undoing an action)
Administrative Subsystem

Ordering
This procedure starts with pre-order searching, especially to avoid duplicate orders. In
the next stage, purchase orders are generated and placed either directly to the respective
publishers or to the list of vendors duly approved by the competent authority. Additionally,
generation of reminders for overdue items and cancellation of orders also comes under
the purview of ordering procedure.
Receiving
Documents and invoices or bills usually arrive together. Bills are checked with the order 81
Library Automation list before processing for payment. Newly arrived books are tallied with the bills and
the order list to check whether the books received are as per the order and the author,
title, edition, imprints and price are correct before accessioning. It is essential to ensure
that books are not defective in any way before accessioning.
Accessioning
A stock register is maintained by libraries in which all the documents purchased or
received in exchange or as gift are recorded. Each document is provided with a
consecutive serial number. The register is called Accession Register and the serial number
to each document is referred to as Accession Number of the document. Accession
register is one of the important records of the library. All the above mentioned procedures
and related activities of the acquisition subsystem can be mechanised through ‘library
management software’. In such a system these basic activities are linked with the files
of publishers, suppliers, budget and fund accounting, currency, etc. These files are
maintained in computer-readable form and are utilised appropriately.

3.2.2 Processing
The processing procedure is the pivot around which all the housekeeping operations
revolve in a library. Processing helps in the transformation of a library collection into
serviceable resources. The procedures under this subdivision are classification,
cataloguing, labelling and shelving.
Classification of Documents
Classification is grouping similar objects together. This principle is used to organise
documents in libraries according to their subject content. It forms the foundation of
librarianship. The following are the important classification schemes (aka systems) ,
which are used in different libraries of the world: Dewey Decimal Classification (DDC),
Universal Decimal Classification (UDC), Library of Congress Classification (LC), Colon
Classification (CC) and Subject Classification (SC), etc. The purposes for classifying
of documents are:
 to help a user to find a document whose call number (i.e., class number + book
number) s/he knows. The class number represents the subject of a book while the
book number individualises it among books on the same subject.
 to find out all the documents on a given subject.
Classification is a mental process and demands intellectual exercises from a classifier.
As a result, automatic synthesis of class numbers requires the application of Artificial
Intelligence (AI) techniques in the development of software. In India, some research
work on this topic has already been carried out at DRTC, Bangalore for building class
numbers (based on Colon Classification) automatically through a software (called Vasya),
written in PROLOG (PROgraming in LOGic) – a non-procedural programming
language. The electronic version of Dewey (Electronic Dewey) is available on CD-
ROM.
Cataloguing
A library’s first task is to assemble a collection of documents and then it must catalogue
that collection. Cataloguing is the prime method of providing access to the collection of
a library. The current practices for cataloguing resources in Indian libraries may be
tabulated as shown in Table 3.2.
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 Table 3.2: Current Practices in Cataloguing Resources Housekeeping Operations

Group Cataloguing Product

Procedure
1 Manual Cataloguing Card Catalogue
2 Computerised Machine readable catalogue
Cataloguing OPAC (Online Public Access
Catalogue)
3 Hybrid Model Printed Catalogue Card
(Use of computer to Machine readable catalogue
produce printed OPAC (Online Public Access
catalogue cards and Catalogue)
manual filing)

All these cataloguing procedures start with technical reading of the document to be
catalogued by studying title, sub-title, alternate title, author, editor, edition, reprint, imprint,
dedication, preface, table of contents, collation, series, bibliographies, etc. In case of
manual cataloguing, the cataloguer makes separate cards for author, title, subject, cross-
references and analytical entries by following any standard catalogue code (such as
AACR-2, CCC, etc.) and file them as per the rules laid down by the library.
Computerised cataloguing begins with entering bibliographical data of a book in a pre-
designed worksheet. The worksheet or datasheet is very similar to a data entry form
and is based on any standard bibliographic record format (such as MARC 21, CCF,
UNIMARC, etc.). Finally bibliographical data recorded in the worksheets are entered
into the computer to produce a machine-readable catalogue file and OPAC. Computer-
based cataloguing supports importing of bibliographical records for the library resources
either from centralised cataloguing service agency or from other libraries. Computer-
based cataloguing also supports exporting of bibliographical data of its own collection
to other library systems. This facility reduces unit cost of cataloguing and ensures
standardisation in cataloguing. The recent trend of cataloguing is to utilise Z39.50 protocol
to download bibliographical data from other libraries and to provide global access to
its own collection through Web OPAC.
Labelling
It is the work of pasting various labels on different parts of a document. The following
labels are generally pasted in books:
Spine label: This is done to make call number (a combination of class number and
book number) properly visible to the users when the book is shelved. The size of the
label is in the range of 1.25"×1.25".
Ownership slip/mark: These are generally pasted on the inner side of the front cover
at left hand top most corner. Ownership marks are put at various parts of a document
by rubber stamps. The size of slip is 3"×2.5".
Date slip: It is pasted on the top most portion of the front or back flyleaf of each book.
The size of date slip is 5"×3".
Book pocket: On the bottom of the inner right side of the front or back cardboard
cover a book pocket is pasted.
Book card: One printed/hand-written book card of size 5"×3" is put in the book pocket
of each book. 83
Library Automation In a computerised environment, various labels are printed by using library management
software. In case of barcode based computerised circulation, accession numbers of
documents are converted into barcodes and printouts of barcodes are pasted on the
inner back cover of the documents.
Shelving
Shelving is the arrangement of documents on the shelves to fulfil the fourth law of library
science – Save time of the reader. Generally books are arranged on the shelves in a
classified order as per the call number. Bound volumes of periodicals are generally
shelved alphabetically by title and then by volume numbers.

3.2.3 Circulation
Most libraries lend books and other library materials to be read elsewhere by users.
This is convenient for the users; this increases the use made of library collections and
reduces the demand on reading space within library building. This function requires
some sort of record keeping of what has been lent and to whom. The reasons for
keeping loan records are:
 to minimise the loss of library materials; and
 to help library staff to answer users’ queries about the location of items not on the
shelves.
A variety of systems for record keeping of loans have come into being based on needs.
These are known as circulation systems. These involve some common jobs for successful
implementation such as enrolment of members, issue and return of library documents,
reservation of documents, renewal of documents, maintenance of documents and
records, maintenance of statistics, inter-library loan, issuing of gate pass, etc.
In a computer based circulation system, the machine-readable file consists of records
for all items on loan from the library updated periodically with new records. This file is
called “transaction file” and it takes required data from other two files – “document file”
and “borrower file”.
Modern library management software support barcode based circulation system. In
such a system, a barcode reader scans barcode for accession number of a document
and the barcode in turn acts as a pointer to the document file. It helps to minimise
labour and error in data entry operation. The concept of RFID (Radio Frequency
Identification) based circulation system is emerging rapidly in developed countries. It
comprises three components: a tag, a reader and an antenna. The tag contains important
bibliographical data. The reader decodes the information stored on the chip after receiving
it through the antenna and sends data to the central server to communicate library
automation system. RFID technology supports patron self-checkout machines and has
the ability to conduct inventory counts without removing a single book from the shelves.
As a whole, RFID improves library workflow, staff productivity and customer service.

3.2.4 Serials Control

Serials in general and periodicals in particular are essential for research and development
(R&D) activities. These are the primary means of communication for the exchange of
scientific information. The periodicals or journals subscribed by libraries can be grouped
into the following categories:
 Indexing/Abstracting periodicals
84
 Periodicals containing news items Housekeeping Operations

 Periodicals containing full-text research articles and technical papers

Acquisition of serials/periodicals in a library is different from book ordering system. In
contrast to books, the libraries regularly subscribe periodicals against advance payment.
The modes of subscription of periodicals in a library are as follows:
 through local vendors/subscription agents
 through foreign vendors/subscription agents
 direct from the publishers
 as gift or complementary
 through membership
 in exchange
The fundamental tasks of any serials control system, manual or mechanised, can be
listed as below:
1) Selection of serials
2) Selection of subscription mode
3) Formulation of terms of procurement
4) Selection of vendors
5) Order
6) Advance payment
7) Receiving and registration of serials issues in kardex
8) Sending reminders in case of issues not received
9) Adjustment of advance payment for missing issues
10) Preparation of list of subscribed journals, new arrivals and serials holdings for
consultation by users
11) Binding and accessioning of back volumes of serials.
In an automated system all these tasks are performed by library management software
efficiently. It reduces workload of library staff. Computer based serials control systems
may be predictive or non-predictive. Predictive systems predict the arrival of individual
journal issues and can generate reminders in case of non-receipted issues. Prediction
means the ability to inform that a named issue of a named journal will arrive in the library
within a stated time interval. Modern library management software supports predictive
mode of serials control with the facilities of online acquisition and access of journals
through World Wide Web (WWW).

3.2.5 Maintenance
If we don’t take proper care to organise and administer the library documents regularly,
these documents would become unserviceable resources immediately. The workflow
of the maintenance division/section includes following tasks:
85
Library Automation Shelf Rectification : It is to shelve misplaced documents in proper
locations
Bind : It is to preserve library resources for future and
present use
Replace : It is to replace a lost document by the library
Discard/Withdrawn : It is to weed out out-dated and torn and soiled
documents from the library for making enough
space for usable stock
The integrated library automation environment requires information on lost, damaged,
missing and withdrawn documents as well as documents sent for binding. These datasets
are to be entered to generate and display appropriate messages for the library users
and staff against specific tasks in different modules. This is also required to generate
reports on lost books, missing books, books sent for binding, etc. for the library
administration.
Self Check Exercise
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) Describe library housekeeping operations.
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2) Explain procedures and activities related to library housekeeping.
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3) Identify procedures related to processing of library documents.
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3.3 TASK ANALYSIS OF HOUSEKEEPING

OPERATIONS
In considering libraries from the general organisational perspective, the analysis of
housekeeping system is useful for planning automation of a library. It is a prerequisite to
86
the design and use of any library management software and to communicate with software Housekeeping Operations
vendors and programmers. A close analysis of the operations involved in library
housekeeping provides us three hierarchical levels – procedures, activities and tasks.

3.3.1 Procedures and Activities

The eighteen procedures listed in the previous section (see section 3.2) are common to
libraries of all 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 (1975) 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 of 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 users that action has been
taken.
Cancel To stop a procedure, in particular the aspect of
revoking or undoing an action.

3.3.2 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.
The analysis of tasks to perform activities within procedures may be done through a set
of five primary questions:
 What information is needed for the activity?
 Where from is the information obtained?
87
Library Automation  When is it required?
 Who requires it?
 How is it used?
These five questions should be asked to carry out possible activities under each
procedure. It provides depth to the framework provided by the procedural model. An
example of this approach may be shown in the context of five possible activities of
book order procedure in acquisition subsystem.
Example
Table 3.3: Current Practices in Cataloguing Resources
SYSTEM LIBRARY SYSTEM
SUBSYSTEM ACQUISITION SUBSYSTEM
PROCEDURES ORDER
ACTIVITIES INITIATE AUTHORISE ACTIVATE RECORD CANCEL
What Author, Signature of Library/Branch Administrativ Order
Information? Title, Sub- approval Library, Date of e data, number, and
title, Edition, order, Order number, Bibliographic date. Vendor,
Place, Name of vendor and data Book details
Publishers, bibliographical
Date, ISBN, details, etc.
etc.
Where from? Bibliographi Competent Book selection tools, Order form/ Order file/
es, Index, authority MIS Order letter Computer
Requisition, database
Suggestions
When? After select Before After authorisation After After
procedures activation activation activation
Who? Library Librarian/Secti Library Asst./ Library Asst./ Library Asstt.
Asst./ on-in-Charge Technical Asst. Library clerk
Technical
Asst.
How? Receiving Enter signature Enter dta/ Filling the Deletion from
copy of Information on order copy of order Database
bibliographie form/ Computer form/ Saving
s, Suggestion database and generate in computer
slip order

Self Check Exercise

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) Define procedural model of library housekeeping.
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5) Explain the common activities in library housekeeping.
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 Housekeeping Operations
3.4 ICT AND HOUSEKEEPING OPERATIONS
The human society is undergoing a sea change due to phenomenal growth of information
and its management through the application of high degree of ICT for computerisation
along with electronic transformation of information. The development and convergence
of computer and communication technologies, which are jointly termed as Information
and Communication Technologies (ICT) has affected almost all aspects of human life.
Libraries are no exceptions. ICT is meant for better information management and
communication, which is also the prime objective of a library.

3.4.1 ICT: What and Why

ICT encompasses any combination of hardware and software that facilitates the
acquisition, creation, modification, retrieval, storage and transmission of information
using electronic media. ICT includes both computing and communication technology
that combines hardware, software, connectivity, telecommunications and human-
computer interface. The features of ICT are very helpful for automating a library system
in general and housekeeping operations in particular. The advantages of the ICT
application in libraries may be enumerated as:
 a tool to solve the problem of information explosion and growing user demands;
 quicker, cheaper and accurate data processing;
 sharing and transferring data between different systems and media;
 availability of Distributed Information System (Internet);
 increased capacity of data storage and data transmission;
 decreased cost and size of equipment;
 increased reliability of hardware and software to perform repetitive jobs; and
 introduction of GUI based user friendly software with online help.

3.4.2 Application of ICT in Housekeeping

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. In
such systems files are interlinked so that deletion, addition and other changes in one file
automatically activate changes in related files. Library management software supports
two broad groups of library works – housekeeping operations and information retrieval.
These are accessible through Local Area Network (LAN) or Wide Area Network
(WAN) and also over Internet. Modern library automation systems are WWW
compatible and accessible through Internet, Intranet and Extranet for information retrieval
as well as data entry activities.
The LMSs presently follow a modular approach for the housekeeping operations.
Generally, the whole package is divided into 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 - Facilities
Package Modules

For example, the SOUL package (a library automation software developed by 89

Library Automation INFLIBNET, Ahemdabad) 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), New
Zealand and running at the trust’s sites in Levin, Foxton and Shannon. It includes one
common module for acquisition and cataloguing and other five modules are related with
circulation, OPAC, administration, etc. The main menu of SOUL (Software for University
Libraries) and KOHA are given in the form of screen snapshots. Almost all the library
management software available in India and aboard follow the modular approach. This
modular arrangement of the library automation package is user friendly and acts as an
integrated solution tool for the library management.

Fig. 3.2: Main Interface of SOUL

Source: http://www.inflibnet.ac.in/soul/download.php

Fig. 3.3: Main Interface of KOHA

90
Source: http://sourceforge.net/projects/kohalivecd-lite/
3.4.3 Prerequisites of ICT Application in Housekeeping Housekeeping Operations

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
– Bibliographical data entry
– Administrative data entry
– Financial data entry
 Commissioning
It is quite obvious that implementation of the above steps in library automation requires
background study or analysis of the library system. It is a precondition to utilise library
automation package for effective results. A library will not be able to take full advantage
of automation until and unless its 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 objective of library
 Total number of collection
 Per year acquisition and procedures followed for acquisition
 Per year subscription of serials
 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)
 Available manpower (computer literate staff)
Self Check Exercise
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
6) Enumerate advantages of ICT application in library housekeeping. 91
Library Automation ........................................................................................................................
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7) Identify modules in KOHA and SOUL.
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8) List the factors to be considered for library automation.
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9) What is the need of system analysis in library automation?
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3.5 SUMMARY
Library housekeeping operations are a group of activities that enable the performance
of the day-to-day functions in a library. These are behind the scene activities and basically
routine chores. The analysis of library system identifies subsystems that are responsible
for separate groups of related activities – namely acquisition, processing, circulation,
serials control and maintenance. Each subsystem includes some common procedures
irrespective of the type or size of the library. ASLIB study of library system enumerated
a total of eighteen procedures related to various subsystems of a library. The said study
also reveals that there are one or more of six possible activities associated with each
procedure. Libraries vary from each other in terms of objective, nature, size and services
but most of the libraries of the world share some common procedures, activities and
tasks for the performance of housekeeping operations. The responsibilities of acquisition
division are to select, order, receive and accessioning of library resources. The job of
the processing division includes classification, cataloguing, labeling and shelving of library
resources for their optimum utilisation. Circulation division keeps track of the loan records
of documents and maintenance involves the work of binding, shelf rectification, etc.
Some of these routine chores may be mechanised by using a vast array of ICT tools. It
saves the drudgery of the repetitive works performed by library personnel. Application
of ICT in library housekeeping ensures efficient user services, more productive use of
library staff, easy and timely maintenance of document records and administrative data
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and better management of library and information services. The application of ICT in Housekeeping Operations
library automation requires judicious selection of software, hardware and analysis of
existing library methods and practices for the best possible use of the automation
software.

3.6 ANSWERS TO SELF CHECK EXERCISES

1) Library housekeeping operations are basic functions of any library. The works
related to housekeeping come under the operational subsystem of a library and
include acquiring, processing and preserving of library documents. The circulation
of documents and maintenance of library stack is other important works of library
housekeeping. These works are done through various divisions/sections of a library
namely acquisition, processing, circulation, serials control and maintenance. These
are basically routine and recurring works. Mechanisation of such works may be
done through the application of ICT tools e.g., computer hardware and software.
2) Library is a complex system and consists of various subsystems and components.
Systems analysis is the methodological study of any system and by utilising this
technique ASLIB identified a set of eighteen procedures related with different
subsystems. The same study also identified six common activities for all the eighteen
procedures. These are – initiate, authorise, activate, record, report and cancel. All
of these activities may not be applicable for each procedure. These procedures
and activities are common to each type or size of library.
3) Processing of documents is one of the very important functions in any library. It
converts source documents into library resources. Processing requires technical
skills. The technical processing section of a library performs the works related to
the intellectual organisation of documents. The procedures of the processing
subsystem are classification, cataloguing, labeling and shelving.
4) The procedural model of library housekeeping involves three hierarchical levels -
Procedure, Activities and Tasks. Each library system may be divided into some
operational subsystems depending on the nature and objective of the library. The
operational subsystems include eighteen common procedures (as identified by
ASLIB). Each procedure consists of six possible activities and activities are carried
out by a set of fifteen tasks. This procedural model may be applied to any library,
as the model is independent of nature, objective, size and number of users and
staff of the library.
5) Common activities associated with each procedure of a library system are: Initiate
(To commence a procedure), Authorise (To approve a procedure), Activate (To
implement a procedure through appropriate action), Record (To record what action
has been taken), Report (To notify staff or user about the action taken), Cancel
(To stop a procedure or undoing an action). One or more of these six possible
activities are applied against each procedure.
6) Libraries use ICT as a tool for two purposes – housekeeping operations and
information retrieval. Computer hardware and software are used for processing
bibliographical and administrative data and communication devices along with
transmission media are used for transmitting processed data, i.e., information. As
library housekeeping operations are based on some definite routine chores, these
are amenable for computerisation. Computerised housekeeping operations ensures
better library management, efficient user services, easy maintenance of records,
export and import of bibliographic data and seamless accessibility of library
93
Library Automation resources from anywhere at any time. It also makes more productive use of library
staff.
7) Software for University Libraries (SOUL), developed by INFLIBNET (an Inter
University Consortium of University Grants Commission, India) is a library
automation software package that includes six modules in its main menu. These
modules are Acquisition, Catalogue, Circulation, Serials Control, OPAC and
Administration. KOHA also includes six modules namely Catalogue Search
(OPAC), Member Search, Acquisition (along with Catalogue module), Accounts
and Reports, Parameters (as Administration module) and Circulation.
8) Library automation is a complex job and the following factors should be taken into
account before commissioning the automated setup: objectives of the library,
analysis of existing system, number of users and staff, number of books, bound
volumes of periodicals and other documents, number of currently subscribed
journals, circulation workload, available financial and human resources and future
plan of the library.
9) Systems analysis is a powerful technique for the analysis of an organisation and its
work. Analysis of an existing system is necessary for designing a better one. A
library cannot fully utilise an automated setup without following well-defined methods
of library works. Systems analysis techniques help a library to identify gaps and
overlaps in the existing procedures, activities and tasks followed by the library.

3.7 KEYWORDS
Integrated Library System : A principle of library automation that supports
reuse of data entered in one module by other
modules to eliminate data redundancy.
Internet : Internet is a worldwide network of networks. It
is a unique conglomeration of smaller networks
and other connected machines spanning the entire
globe.
Intranet : The network that uses Internet technologies
(TCP/IP and others) for local connectivity and is
available only to the members of the network.
KOHA : The only open source library management
software available for downloading from Internet
at no cost. It uses some companion software and
those software are also freeware.
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.
Library Classification : It is the systematic organisation of library
94
 resources as per their thought content or subjects. Housekeeping Operations
Each document is allotted a class number on the
basis of its subject by following a classification
scheme.
Library Housekeeping : A group of basic routine operations related to
acquiring, preparing and preserving the library
documents for their maximum use.
Library Management : A tool in the support of effective user Software
services, stock management and in general,
management of services offered by libraries. In
the context of library automation such systems
are digital version of knowledge and skill of
library management.
OPAC : Online Public Access Catalogue (OPAC), as the
name suggests, is a catalogue of all the library
resources. It is an interface between the user and
machine readable form of library resources in an
automated environment.
SOUL : SOUL stands for Software for University
Libraries. It is a library automation software
package developed by INFLIBNET
(Information and Library Network),
Ahemdabad.
Systems Analysis : A powerful technique for the analysis of an
organisation and its work.
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.

3.8 REFERENCES AND FURTHR READING

Bilal Meghabghab, D. Automating Media Centres and Small Libraries: A
Microcomputer-based Approach. Englewood, CO: Libraries Unlimited, 1997. Print.
Boss, R. W. The Library Administrator’s Automation Handbook. Medford, NJ:
Information Today, 1997. Print.
Gates Library Foundation. Web.22 March 2013. <http://www.glf.org/default.htm>.
Haseltine, R. “New Perspectives on Library Management System.” Program. 28.2
(1994): 53-61. Print.
INFLIBNET. Training Manual for 17th Training Course on Application of
Computer to Library and Information Services. Ahemdabad: INFLIBNET, 1998.
Print.
Mishra, R.K. “Library Software Selection: An Analysis”. IASLIC Bulletin. 44.3 (1999):
125-32. Print.
Murihead, G. The System Librarian. London: Library Association Publishing, 1994.
Print.
95
Library Automation Murray, I.R. “Assessing the Effect of New Generation Library Management Systems”.
Program. 31.4 (1997): 313-27. Print.
Rowley, J. The Electronic Library. 4th ed. London: Library Association Publishing,
1998. Print.
Sharma, C.D. Advances in Library and Information Science. Jaipur: R.B.S.A.
Publishers, 1988. Print.
Swan, J. Automating Small Libraries. Wisconsin: Highsmith Press, 1996. Print.
Tedd, L.A. Introduction to Computer Based Library System. London: Heyde, 1987.
Print.
Thomas, P.A. Task Analysis of Library Operations. London: ASLIB, 1975. Print.
Thurman-Day, T.,et al. ,eds. Automation for School Libraries: How to do it from
those who have done it. Chicago: American Library Association, 1994. Print.
U.S. National Commission on Libraries and Information Science. (1998). Web. 22
March 2003. < http://www.nclis.gov.>.
Winnebago. The Guide to Library Automation. Caledonia, Minnesota: Winnebago
Software Company, 1997. Print.
Yates, R. “Library Automation: The Way Forward”? Program. 30.3(1996): 239-53.
Print.

96
UNIT 4 LIBRARY AUTOMATION
PACKAGES
Structure
4.0 Learning Outcomes
4.1 Introduction
4.2 History and Development of Library Automation
4.3 Library Management Systems: An Overview
4.3.1 Development of Library Management Systems
4.3.2 General Functions
4.3.3 Implementation and Commissioning

4.4 Basic Requirements of a Library Management System

4.4.1 General System Requirements
4.4.2 Functional Requirements

4.5 Library Management Systems Initiatives in India

4.5.1 Library Management Systems – Open Source Software
4.5.2 Library Management Systems – Proprietary Software

4.6 Major Library Management Systems in India

4.7 Evaluation, Trends and Future of Library Automation Software
4.7.1 Criteria for Evaluation
4.7.2 Trends and Future

4.8 Summary
4.9 Answers to Self Check Exercises
4.10 Keywords
4.11 References and Further Reading

4.0 LEARNING OUTCOMES

After going through this Unit, you will be able to:
 describe the scope of library automation;
 discuss functions, requirements and features of library automation packages;
 highlight the need for library automation;
 identify India’s initiatives in library management systems;
 evaluate and compare library automation packages; and
 trace out the path of progress and future direction in the development of packages.

4.1 INTRODUCTION
Library automation is a general term that refers to automation of several different areas
of library work. These include (i) housekeeping operations, (ii) information retrieval,
(iii) digital asset management, (iv) networking libraries, (v) Internet and Web based 97
Library Automation services, (vi) electronic library resources on CD-ROM and on the Web, (vii) digitisation
operations, (viii) remote access to libraries and library resources and (ix) office
automation. The scope of library automation software is therefore very wide. It covers
library management systems, digital library systems and content management systems.
In this Unit the scope of library automation is limited to library management packages
that cover library housekeeping functions and information retrieval. Although library
management systems are a subset of library automation packages, but throughout this
Unit the terms library automation packages (software) and library management systems
will be used interchangeably. This Unit will introduce you to library management systems
as essential component of library automation.
A computer system has two basic units – physical unit i.e. the hardware and logical unit
i.e. the software. The whole array of software can be grouped into two fundamental
categories – system software and application software. System software are responsible
for the overall management of computer resources whereas application software are
designed to perform certain tasks and thereby make computers able to perform different
predefined jobs. Library management system is categorised as application software; it
performs day-to-day library activities through human interventions. Library automation
packages are developed in view of the two most essential activities of any library –
housekeeping and information retrieval. An automated library is one where a computer
system is used to manage one or several of the library’s key functions such as acquisitions,
serials control, cataloguing, circulation and the public access catalogue. Automated
library system centres on library automation package. Such automation packages are
also called ‘Library Management Software or Library Management Systems (LMS)’.
LMSs are now established as an essential tool in the support of effective customer
service, stock management and management of services offered by libraries. These are
based on knowledge and experience of library professionals over the centuries. The
place and functions of LMSs as application software may be illustrated as follows:
Library automation process can either adopt a piecemeal approach, converting individual
operations one at a time, or it can go directly for a fully integrated system. Sometimes
the process can work towards the integrated system progressively, using a ‘planned
installation’ approach.

4.2 HISTORY AND DEVELOPMENT OF LIBRARY

AUTOMATION
The effects of ICT on libraries and information centres are characterised by:
 Mechanisation – doing what we are already doing more efficiently;
 Innovation – experimenting with new capabilities, that the ICT makes possible;
and
 Transformation – fundamentally altering the nature of the library operations and
services through the capabilities extended by ICT.
It could be said that library automation began in 1930’s when punched card Introduction
equipment was implemented for use in library circulation and acquisition. The computer
technology first arrived in libraries in the late 1960s in the form of locally developed
software or commercial packages intended to automate library processes. The whole
phase of library automation development i.e., 1960 to date may be grouped into four
distinct eras:
98
 Library Automation
Computer Software
Packages

Systems Software Applications Software

Library Management System

Operational Sub-System Administrative Sub-System

Housekeeping Information Reports Statistics

Operations Retrieval

Acquisitions Predefined
OPAC
Reports

Cataloguing WeB-
OPAC Customised
Circulation Reports
Integrated
Access
ILL

Serials Control

Maintenance

Documents Related User Related Staff Related

MIS

Planning Decision Making

Fig. 4.1: Application of LMS

First Era: This era is characterised by computerisation of library operations by utilising
either commercial automation package or software developed in-house. The development
of shared copy–cataloguing system is another significant achievement of this phase that
utilised computer and communication technologies for collaboration and cooperation
within the library community.
Second Era: This period of library automation is characterised by the rise of public
access i.e., the arrival of OPAC as a replacement for the traditional card catalogue.
This period also saw major developments in online access to abstracting and indexing
databases, union catalogues, resource sharing networks and library consortia.
99
Library Automation Third Era: This era is characterised by the full text access to electronic documents
over high-speed communication channels. The advent of Internet as global publishing
platform and largest repository of information bearing objects revolutionised the ways
and means of delivering library services.
Fourth Era: It is known as ‘networked information revolution’ era. This era supports
a vast variety of digital contents and services that are accessible through the network at
any time, from any place, 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 the present era.
The above discussion clearly indicates that in the first era of automation, libraries were
largely stand-alone; in the second era, they became reliant on campus networking
strategies; in the third era, the libraries were critically dependent on both LAN and
WAN for patron access to library services. In the fourth era, libraries are not only
offering their own network-based services but also becoming increasingly involved in
the management and organisation of external activities on the network. As a direct
result of these developments, LMSs also changed considerably through four different
generations.

4.3 LIBRARY MANAGEMENT SYSTEMS: AN

OVERVIEW
Software may be viewed as digital version of human knowledge. LMSs are based on
knowledge and experiences acquired by library professionals over centuries. These
are used as intelligent tools for performing housekeeping operations, information retrieval
and MIS (Management Information System) activities. Current LMSs are integrated
systems based on relational database architecture. In such systems files are interlinked
so that deletion, addition and other changes in one file can automatically activate
appropriate changes in related files. The market place for LMSs is now a matured one
in India. Almost all special libraries and large academic libraries in India have either
adopted computer-based system or planning actively to go for library automation.

4.3.1 Development of Library Management Systems

Software up gradation is a continuous process. LMSs are no exceptions. A critical
study of development of LMSs over the years suggests that LMSs may be divided into
four generations on the basis of sophistication of their facilities for integration and
interconnectivity. The LMSs developed in all parts of the world from mid 1970s till
date may be fitted into one of the four compartments described below:
 The first generation’s LMSs were module-based systems with no or very little
integration between modules. Circulation, cataloguing modules were the priority
issue for these systems and were developed to run on specific hardware platform
and proprietary operating systems;
 The second generation LMSs became portable between various platforms with
the introduction of UNIX and DOS based systems. The LMSs of this generation
offered links between systems for specific function and were command driven or
menu driven systems;
 The third generation LMSs were fully integrated systems based on relational
database structures and client-server architecture. They embodied a range of
standards, which were a significant step towards open system interconnection.
100
 Colour and GUI features, such as windows, icons, menus and direct manipulation Library Automation
Packages
became standards and norms in this generation; and
 The fourth generations LMSs were based on web-centric architecture and facilitated
access to other servers over the Internet. These systems are UNICODE complaint
and allow accessing multiple sources from one multimedia graphical user interface.
The progress of LMSs through the generations was towards an effective and
straightforward user interface, which supports access to multiple sources and services
from one multimedia interface. Moreover, the latest LMSs allow customised report
generation, data manipulation and investigation of various scenarios. Therefore, they all
have the potentials to be a decision support tool. A comparative table (Table 4.1) of
features and functionalities of LMSs in four different generations can be drawn on the
basis of the above discussion.
Table 4.1: Generations of LMS
S. Features Ist 2nd 3 rd 4th
No Generation Generation Generation Generation
1 Programming Low Level COBOL, 4 GL OOPS
Language Language PASCAL, C
2 Operating In House Vendor Specific UNIX, MSDOS UNIX Windows
System
3 DBMS Non Standard Hierarchical and Entity Relation Object Oriented
Network Model Model Model
4 Import/ None Limited Standard Fully Integrated and
Export seamless
5 Communication Limited Some Interface Standard Full connectivity
across Internet
6 Portability Machine Machine Multi Vendor Multi Vendor and
dependent and independent and Platform
hardware specific platform independent
dependent
7 Reports Fixed format and Fixed format Customised Customised report
limited fields and unlimited report generation with
fields generation email interface
8 Colour None None Available Fully available with
multimedia
9 Capacity of Limited Improved Unlimited Unlimited
record holdings
10 Module None Bridges Seamless Seamless
Integration
11 Architecture Stand alone Shared Distributed Client – server
12 Interface Command driven Menu Driven Icon Driven Icon driven with
(CUI) (CUI) (GUI) Web and
Multimedia
13 User Support Single user Limited number Limited number Unlimited number
of users of users of users
14 Multi-lingual None Limited(through Standard UNICODE base
support/ hardware
UNICODE support)

4.3.2 General Functions

You already have an idea about the whole array of functions carried out by any modern
LMS from illustration in Table 4.1. The illustration focuses LMSs on various facets of
library operations and services. LMSs support selection, ordering, acquisition,
processing, circulation, serials control, dissemination of information services and also
extend help in library administration, planning and decision making process as a
management tool. The individual tasks under each prime function are:

101
Library Automation Ordering and Acquisition Circulation Control
 Ordering  Setting of user privileges

 Receiving  Issue, return and renewal

 Claiming  Reservation

 Fund accounting  Fine calculation

 Enquiries (order status,  User management receiving status)

 Accessioning  Reminders and recalls

 Bill processing  Enquiries (about item, borrower,

reservation)
 Payment  Reminders and notices

 Reports and Statistics  Reports and statistics and patron self

Cataloguing Serials Control

 Standard format support  Order placement and renewal of
subscription
 Authority control  Receiving and claiming

 Shared cataloguing  Binding control

 Z39.50 based copy cataloguing  Fund accounting

 Output generation  Cataloguing of serials

 User services  Enquiries (arrival of serials issues)

Access Services  Reports and statistics

 Online access MIS

 Public access interface (OPAC)  Reports and statistics

 Web access and Remote access  Analysis of statistics

 Gateway services
Inter Library Loan (ILL)
Outreach Services
Digital Media Archiving
System Administration

4.3.3 Implementation and Commissioning

The commissioning of library automation package requires a sound implementation
plan, including but not limited to the following items:
 Identification of all required tasks  A software installation requirements
checklist
 A timeline of all required tasks  A training requirement checklist

102
 An indication of which person/  Training courses and course outlines Library Automation
Packages
group is responsible for completion
of each task
 Expected start and completion  Description of post-implementation
dates of each task services
 A site preparation requirements  Performance testing checklist
checklist
 Software up gradation schedule
 Hardware maintenance schedule
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
1) Describe the features of 4th generation library automation packages.
........................................................................................................................
........................................................................................................................
........................................................................................................................
........................................................................................................................

4.4 BASIC REQUIREMENTS OF A LIBRARY

MANAGEMENT SYSTEM
A library automation package or LMS should fulfil the expectations of library users,
staff and authority in terms of delivery, installation, implementation, maintenance, data
conversion, services, utilities, training and other essential requirements for an integrated
library management system. Libraries would like to develop or purchase a LMS that
provides the most forward-looking, flexible, extensible and cost efficient solution. The
basic requirements for any modern library automation package to satisfy such
expectations may be studied under two broad categories – general system requirements
and functional requirements.

4.4.1 General System Requirements

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 catalogue 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:
103
Library Automation  Bibliographic and inventory control  Reservation and materials booking
 Authority control  Circulation control
 Public access catalogue  Customised generation of reports
 Web catalogue interface and usage statistics
 Information gateway (telnet, www,  One step administrative parameters
z39.50, proxy server, external setting
access, customised web portal)  Z39.50 server (minimum version 3
 Acquisition management and path profile level complaint)
 Serials control  Z39.50 OPAC and staff client
 Electronic data interchange (EDI)  Z39.50 copy cataloguing client
 Marc 21 bibliographic and authority  Inter library loan
record import/export utility  Bills and fines
 Outreach services  Multimedia files
 Digital media archive system  Interoperability and crosswalk
 Fund accounting

 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:
 Z39.50 information interchange  EDIFACT (EDI standard)
format  IEEE 802.2 and 802.3 Ethernet
 MARC 21, UNICODE (UTF-  HTTP, TCP/IP, Telnet, FTP,
8 OR UTF-16) SMTP
 Z39.71 holdings statements
 Z39.50 information retrieval
service (client and server version
3)
 The LMS should be based on web-centric architecture and extend support 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 familiarise
with system functions and operation, should provide 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
104
 modification of records through the establishment of access privileges unique to Library Automation
Packages
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.

4.4.2 Functional Requirements

These are the minimum essential features to be supported by each functional units or
modules of any modern LMS:
Authority Control
The LMS must be capable of incorporating the following features:
 Support for MARC authority format for personal, corporate and topical name
headings in a name authority file; title, uniform title and series entries in a title
authority file and subject headings in a subject authority file;
 Provision for generation of SEE, SEE ALSO references and Narrow Term-Broad
Term-Related Term relationships network from authority records and link these
references to matching access points in OPAC;
 Must allow any bibliographic field to be authority controlled and include facilities
to search, retrieve and display print and global editing of authority records by
authorised operators; and
 Must include provision for multiple thesauri with the ability to produce a list of all
citations with authority file violations.
Bibliographic Control
The master bibliographic record of the LMS should extend support for:
 MARC 21 bibliographic and authority record formats;
 MARC record loader that can accept records input from various sources and
from various media like tape, diskette or over network;
 Global editing utility that can find and replace data within specified fields;
 Data format validation during input of bibliographic information;
 MARC 21 format for holding and display of holding on the basis of ANSI Z39.44
serials holdings display format;
 Import and export of bibliographic data through Z39.50 compliant catalogue;
 Interoperability and crosswalk through incorporation of XML, RDF and metadata
schemas (e.g. Dublin Core Metadata).
Online Public Access Catalogue (OPAC)
 OPAC must be fully integrated with other modules and accessible through web-
based client;
 OPAC should provide browse indexes for author, title and series and browse
index combining all four indexes;
105
Library Automation  It should allow combined, specific and field level searching for all formats along
with phrase searching, nested searching and truncated searching;
 It must enable searching by using Boolean operators (OR, XOR, NOT, 9 AND),
positional operators (SAME, WITH, NEAR, ADJ) and relational operators
(‘greater than’, ‘less than’, ‘equal to’, etc.) within and across all fields;
 It should provide facility to see processing status (fully catalogued, in process,
lost, withdrawn etc.) and circulation status (in transit, reserve, recalled, on-hold,
etc.);
 OPAC should support full, brief, standard and customised display of records
including relevancy ranking of search results;
 OPAC should also support bulletin board, information desk and gateway services
(to access external databases) along with patron self-service options (e.g. holds,
renewals, etc.);
 OPAC must track users’ preferences and interests, organised into a list of favourites.
These favourites shall be included in a user’s personal online account.
Circulation Control
The circulation control activities of any modern LMS must be supported with:
 Entry of borrower and item identification by scanner, RFID reader or keyboard
entry at any workstation;
 A template for users registration and automatic display of patron data;
 Automatic blocks for membership expiration, exceeding loan threshold, renewal
threshold and fine threshold, placement of hold on any title or item in the database;
 Automatic calculation of loan period in hours, days, weeks or months;
 Generation of notices/reminders to users of overdue items and printing of gate
pass for issued items. Automatic calculation of fines and other charges, recording
of payment and generation of receipts;
 Generation of variety of pre-defined and user defined reports and usage statistics;
and
 Fully operational Interlibrary loan module, patron initiated transaction and
mechanised inventory control (barcode, RFID, smart card, etc.).
Acquisition Control
A fully integrated acquisition module of any modern LMS should support:
 All traditional acquisition activities like pre-order searching, ordering, claiming,
cancellation of order, receipt processing, payment, routing, fund accounting, vendor
accounting, currency control, statistics and report compilation etc. Linkage between
acquisitions, cataloguing and circulation module must be seamless.
 Accommodation of a variety of materials, including but not limited to monograph,
series, serials, newspapers, cumulative indexes, loose leaf materials, supplements,
reports and statutes, musical scores, electronic resources, etc.
 Processing of a variety of materials, including but not limited to print, microfilm,
106
 microfiche, film, videotape, audiocassette, magnetic tape, CD-ROM, DVD-ROM, Library Automation
Packages
etc.
 Recording, storing and displaying of bibliographic information, acquisition type
(order, gift, approval etc.), status (ordered, received etc.) invoice and accounting
information, vendor information, requestor information, subject code, etc.
 Budget-based fund accounting with categorised fund allocation.
 Generation of vendor performance statistics and other reports.
 Accommodation of different order types such as firm order, prepayment, exchange,
membership, gift, on approval, blanket order, standing order, subscription,
continuation, deposit account, etc.
 Production of various customised and predefined reports as MIS activities.
Serials Control
 The module should have all the basic capabilities like ordering, check-in, claiming,
routing, vouchering, fund accounting, union listing, bindery preparation and report
generation;
 It should provide the ability to search for serials records by title, ISSN, publisher,
vendor, purchase order, uniform title, editor, conference title, keywords, etc.
 Serials control module should have provision for article indexing, online acquisition,
e-journal directory service and recording of holding information;
 It should support both predictive and non-predictive modes of check-in and auto-
generation of claims for non-receipted issues.
 The module should support routing of journal issues and generation of various lists
and reports.
Outreach Services
An outreach services module should be available to automate the process required to:
 deliver materials to patrons who cannot physically enter the library;
 create patron interest profiles and reading histories;
 initiate easy selection, delivery and return of items; and
 deliver local history collection and community information services.
Digital Media Archive System (DMA)
The aim of DMA subsystem is to support search, retrieval and viewing of multiple
media formats from client machines by using a web browser. It should be able to:
 browse and search (full text and metadata based) contents of text and images in
ASCII, HTML, SGML, PDF, TIFF, JPEG, GIF, BMP, PCX, DCX, etc. formats,
audio and video clips and streaming audio and video;
 link itself with library OPAC through electronic access field (MARC/ UNIMARC
856 field);
 receive and register published documents from an electronic document management
system; 107
Library Automation  help a user to import one or more files from the user’s system and associate them
with a metadata schema within the archive;
 support metadata harvesting by using Open Archive Initiative (OAI)/ Protocol for
Metadata Harvesting (PMH);
 extend support for various Document Object Identifier (DOI) schemes; and
 accommodate remote document submission system.
System Administration
The administrator or super user should control the overall administration of LMS through
a highly secured module for managing the following activities:
 Access control for individual user, for each module and for each function;
 System security to prevent unauthorised access to databases;
 Module should support a standard implementation plan; and
 Module should keep a log of each transaction, which alters the database.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
2) Explain the requirements of authority control activities.
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4.5 LIBRARY MANAGEMENT SYSTEMS

INITIATIVES IN INDIA
The automation of library activities in India started in full swing with the introduction of
CDS/ISIS. CDS/ISIS is a menu-driven generalised information storage and retrieval
system designed by a team of experts under UNESCO/PGI programme. It is specifically
meant for the structured non-numerical databases. In India, erstwhile NISSAT (ceased
existence since 2004) with the help of other professional bodies organised a number of
training courses on application of CDS/ISIS (DOS and Windows version) in information
organisation activities. As a result, a large pool of trained manpower developed all over
the country. Some organisations from the experience of use of CDS/ISIS, MINISIS
etc. developed their own LMSs e.g. DESIDOC developed DLMS (Defence Library
Management System), INSDOC (now NISCAIR) came with CATMAN (Catalogue
Management) and SANJAY was developed by DESIDOC under NISSAT project by
augmenting CDS/ISIS (Version 2.3) for library management activities. E-Granthalaya
is an initiative of the National Informatics Centre, Department of Electronics and
Information Technology, Ministry of Communications and Information Technology,
Government of India for development of a full-scale library management system for
libraries. It is designed as standalone software and as a 4th generation web centric
108
library networking software in client-server mode. The software provides LAN/Web Library Automation
Packages
based data entry solutions for a cluster of libraries where a centralised/Common database
can be created with Union Catalogue output. The software provides Web OPAC
interface to publish the library catalogue over Internet/Intranet. With over 2500
installations in the country, the software runs on Windows platform; UNICODE compliant
and supports data entry in local languages. The advantage of the software is that it can
help interlink libraries and anybody can search member libraries database via Internet.
Its digitisation option can help libraries preserve their rare collections, old newspaper
articles, dissertations, etc. The software version 4.0 is currently available for free to
governmental libraries, NGOs, etc.
NewGenLib is an open source integrated library management system developed by
Verus Solutions in conjunction with Kesavan Institute of Information and Knowledge
Management in India. It is a major initiative in the private sector. The software is a 4th
generation library management product based on n-tier based architecture, web
technologies in all its versions and open source components. Its networking/consortium
version of NewGenLib allows cost-effective networking of libraries via the web using a
single server and software infrastructure. NewGenLib is probably the only library
automation software that allows a library to manage its internal housekeeping routines
such as acquisitions, serials control, circulation, etc., but also to create and host an
institutional open access repository. It allows libraries to serve both data provider and
service provider functions. It is not necessary for libraries that use NewGenLib to learn
to use two software programs, one for library management and another for the creation
of digital open archives.
The LMSs presently available in India may be ranked in 2nd, 3rd and in between 3rd
and 4th generations on the basis of their features as listed in the Table 4.1.

4.5.1 Library Management Systems – Open Source Software

KOHA
KOHA is an integrated library management system that was originally developed by
Katipo Communications Limited of Wellington, New Zealand for the Horowhenua
Library Trust (HLT), a regional library system located in Levin near Wellington. In
1999, Katipo proposed developing a new system for HLT using open source tools
(Perl, MySQL and Apache) that would run under Linux and use Telnet to communicate
with the branches. The software went in production on the January 3, 2000 and released
under the GPL for public use in July 2000. There has been a high level of interest in
KOHA internationally and it is currently being used in New Zealand, Australia, Canada,
United States, India, Thailand, United Kingdom and France. Many of the libraries
presently using KOHA are small and medium sized, mainly school and special libraries.
KOHA has just been implemented at the Nelsonville Public Library in Ohio. The KOHA
project has attracted developers in a number of different countries, with release 1.2.2
being coordinated from Canada and the current stable release, 2.0.0 (available both
for Linux and Windows), from France. The major features of KOHA are:
 General: free to download, no license fee, fast, web centric, fully customisable,
environmentally friendly (one can recycle those old PCs), establishing an
international community of users and developers giving libraries the freedom to do
it themselves or work directly with the system builders, generating an international
spirit of co-operation and collaboration, easy staff training, supports both Windows
and Linux platforms, uses freeware companions like Apache as web server, MySQL
as backend RDBMS and PERL as scripting language, supports web OPAC and
109
Library Automation web interface for staff, branches access main server via ordinary phone lines and
modems, can run on PC grade or server grade hardware.
 Circulation: issues (including rentals), renewals, returns and fines. Uses barcode
scanners or keyboard; can generate a list of over dues for a phone reminder
system.
 Acquisitions: multiple book budgets and suppliers, real time budget information.
 Catalogue updates fast and slick, support for MARC 21 and UNIMARC.
 Searching by keyword, author, title, subject, class number or combinations,
customise to suit need of individual library.
 Memberships - one-stop-shop with all member information on one page.
 User driven reservation facility from OPAC interface (Do-it-yourself reserves, in
the Library or via the Internet).
 OPAC in the library or via the Internet and Stock rotation through branch libraries.
 Work in progress: Z39.50 searching, Virtual Bookshelves, French and German
versions, NCIP self checking, Port to other operating systems so that it will run
natively, New themes, Additional book information (e.g. covers), Web based
reports, Mozilla chromed OPAC integrated with Greenstone digital library system,
Integration with Internet “gateway” system and bill to patron card, Printing spine
labels.
 In most cases, Koha users either undertake the development themselves or
contribute the changes back to the project, or they commission a developer to
undertake specific enhancements.
 The Koha project uses a number of channels to allow members of its community
to communicate with each other — there is a general mailing list, as well as separate
ones for developers, Windows users,French-speaking Koha users/developers and
German-speaking Koha users/developers. In addition, the developers use Internet
Relay Chat (IRC) for real-time scheduled meetings and conversations.
E-GRANTHALAYA
This LMS is developed by National Informatics Centre (NIC), Bangalore centre to
suit the requirements of small and medium sized libraries. It is an easy-to-use software
package and supports all the routine library operations. The General and Special features
of the LMS are as follows:
 The package includes functional modules for administration, serials control,
acquisition, circulation, OPAC, reports and index;
 Generates customised reports and statistics of library usage;
 OPAC allows simple and advance search options, supports web-enabled
searching;
 The package has bilingual capabilities and can be customised to suit all Indian
languages supported by ISM 2000 developed by C-DAC, provides options to
control access through login id and password and supports quit-in privileges for
users and staff;

110
 Supports both standalone and networked operation mode. Recommended server Library Automation
Packages
configuration is Pentium III processor, 128 MB RAM and 4.3 GB Hard disc;
 Requires Windows NT/Windows 2000 for server and Windows 98/XP/ 2000 for
client machines and uses MS SQL server as backend database;
 Requires ISM2000/Leap office 2000 as bilingual tool.
NEWGENLIB
NewGenLib is the result of collaboration between a charitable trust called Kesavan
Institute of Information and Knowledge Management (KIIKM), Hyderabad and Verus
Solutions Pvt. Ltd. The following are the features of NEWGENLIB:
 Completely web based and adheres to International standards, supports web
services and allows networking of unlimited number of libraries, database and
operating system independent and uses open-source, n-tier and Java based
technologies for scalability, reliability and efficiency.
 It includes seven modules: cataloguing, circulation, acquisition, serials management,
OPAC, network configuration, administration and setup and available as single
user (small library version), multi-user, single library LAN/Intranet version, multi-
user single library web version, multiuser, multi-library consortium version.
 It adheres to international standards like MARC 21, ISO 2709 (Communication
format) and AACR-2R. Cataloguing database design is based on well proven
database design to adhere to MARC and also supports Unicode 3.0 and UTF-
16 encoding format, by which it can support all the possible languages (if available
in Unicode 3.0 code charts).
 It supports functionalities like – Import of MARC data from sources such as
OCLC and freely available web-based resources, extensive use of setup parameters
in configuring the software to suit specific needs, e.g. in management of fines,
multi-user and multiple security levels, automated email facility integrated into
different functions of the software to ensure efficient communication between library
and users, vendors, module-specific querying in all modules.
 Acquisition supports – Online requests by users, firm orders, on-approval purchases,
standing orders, solicited gifts, unsolicited gifts, exchange-triggered acquisitions,
web service interfaces to supply sources such as amazon.com, management
information reporting to enable better decisions in acquisitions management.
 Cataloguing supports data-entry using MARC tags, fields, sub-fields, etc., or simple
label and form based data-entry; import of MARC records from sources such as
OCLC or from free MARC download sites on the web; access to authority files
during data entry and catalogue database searching; catalogue record attachments
enabling access to related data, e.g. multimedia, web-based resources, scanned
images and full text digital documents; provision of a search engine to search full
text documents, plug-ins for specialised thesauri; automatic validation, etc.
 Network functionalities support sharing of hardware, server and application
software between the host and one or more associate libraries. It helps users of
branch libraries: i) to download metadata or full text of records, where records
are available, into their desktops, ii) in acquisition of new publications from the
host library, iii) to access their circulation records, iv) to access electronic journals
across all the libraries in the network, v) to improve services to both the end user
111
and the library staff
Library Automation  OPAC option supports – browser-based access to the library’s catalogue database,
extensive search, retrieval, display, print, download and formatting options for
patrons (customised, text format (brief), text format (Full), MARC tagged, ISO
2709, MARC-XML, Dublin core). Patrons can request new additions, access
their circulation data, make reservations and go to the web via the OPAC, patrons
can trigger interlibrary loans, interact with library staff via instant messages/e-mail.
 Circulation, apart from traditional functions, supports – setting of a wide range of
circulation options, fines, user privileges, etc. needed in different library
environments, rapid charging, discharging, renewal and reservation operations,
built-in traps for delinquent users, reservations, etc., on-the-fly circulation,
interlibrary transactions, binding management, management information reporting
for better management of collection and assistance in stock verification.
 Serials control module includes facilities like – integrated management of serials
subscriptions, registration, cataloguing and binding, rapid registration of incoming
serials using a kardex-like interface, batch and on-demand claiming for missing
issues, support for Union catalogues, MIS reporting for better serials management.

4.5.2 Library Management Systems – Proprietary Software

LIBSYS
LIBSYS is a fully integrated multi-user library management system based on client-
server model and supports open system architecture, web-based access and GUI.
This indigenous LMS is designed and developed by LibSys Corporation, New Delhi.
LIBSYS has seven basic modules – Acquisition; Cataloguing; Circulation; Serials;
OPAC; Web-OPAC and Article indexing. The leading features of the different LIBSYS
products such as LIBSYS 4.0, LS-Premia, LS-Digital, LSmart and LSEase are as
follows:
 Based on client-server model and TCP/IP for communication and networking;
 Provides ANSI Z39.50 complaint web access for making the server accessible
through Internet/Intranet;
 Supports web OPAC for accessing bibliographic databases through Internet/
Intranet;
 Supports standard bibliographic formats like MARC 21, UNIMARC, CCF, etc.
 Includes images and multimedia interfaces with LIBSYS search engine;
 Supports barcode technology for membership card production and circulation;
 Offers SDI, CAS, fine calculation, e-mail reminders, etc.;
 Provides flexibility in choosing operating platforms (UNIX, Windows, NT, Novell
NetWare) and backend RDBMS (SQL sever, Oracle);
 Supports Web-OPAC through PERL/CGI access mechanism;
 Offers a range of products suitable for different types of organisation e.g. LSEase
is an affordable solution for small and medium sized organisation;
 Provides RFID technology (in cooperation with TAGSYS – the largest smart
card solution provider) for inventory management and smart card technology
integration for identification of individuals;
112
 The LSPremia provides full UNICODE support and management of multi-site Library Automation
Packages
libraries;
 Offers digital resource management system through LS-Digital suite. It supports
resource structure definition, scanning, PDF conversion, multimedia database
management and metadata based searching and retrieval;
 LIBSYS supports operating systems Unix, Windows NT and Novell NetWare in
client-sever environment using TCP/IP protocol. It does not require any RDBMS
as it uses proprietary database but user library may opt for SQL server or Oracle
as backend RDBMS. The server hardware may be Pentium; Alpha, HP-9000 or
Sun (SOLARIS) and client machine may be Windows 9x/NT, X-window or Web-
client.
SLIM 21
SLIM (System for Library Information Management) a software suite from Algorhythms
Consultants Pvt. Ltd., Pune is a module-based LMS that offers wide range of
functionality for library management. SLIM 21 is the latest product of the series that
succeeded SLIM, SLIM++, SLIMEX and SLIMLX. SLIM 21 support multiple
operating systems and backend databases. The relevant features of SLIM 21 are:
 SLIM21 is a module-based system. The basic modules are acquisition, cataloguing,
circulation, serials control, OPAC and article indexing.
 Enterprise module of SLIM21 supports usage statistics, current awareness service
(CAS Publish), web aware OPAC (WAOPAC), web proposals for new books,
interlibrary loan (ILL) and selective dissemination of information (SDI).
 Supports export/import through MARC/CCF/ISO-2709 standards and
downloading of bibliographic data from online databases through DB Bridge module
and Z39.50.
 Generates customised reports on screen/printers/RTF or as text/PDF/ HTML
files with auto e-mailing facility.
 Unicode based LMS that supports multi-script sequencing for Indian scripts.
 Generates shelving order for documents as per colon classification, supports smart
card/RFID based circulation and touch chip (biometric) interface for user
authenticity.
 Creates library map for easy location of items.
 Provides user-friendly online help and reference manual.
 Supports digital library environment and transformation of bibliographic data into
XML, XHTML and DCMES.
 Supports both standalone and network architecture. Minimum requirement for
server machine is P IV processor and 256 MB RAM with Windows XP/2000 as
OS and SQL server as backend RDBMS. Client machine may be any P II machine
with Windows 9x/2000/ME/XP or NT workstation.
SOUL
The story of SOUL (Software for University Libraries) started with the development of
ILMS (Integrated Library Management Software) by INFLIBNET in collaboration
113
Library Automation with DESIDOC. Two versions of ILMS (DOS and UNIX) were developed for university
libraries in India. But with the introduction of GUI based system and other revolutionary
changes in the field of computer software, INFLIBNET decided to develop a state-of-
the art, user friendly, Window based system which will contain all the features/facilities
available with other LMSs in the market. As a result INFLIBNET came out with a
LMS called ‘SOUL’. The package was first demonstrated in February 1999 during
CALIBER-99 at Nagpur. SOUL uses RDBMS on Windows NT operating system as
backend to store and retrieve data. The SOUL has six modules – Acquisition;
Cataloguing; Circulation; Serial Control; OPAC; and Administration. The modules have
further been divided into sub-modules to take care of various functions normally handled
by the university libraries. The features of SOUL are:
 Window based user friendly system with extensive help messages at affordable
cost;
 Client-server architecture based system allowing scalability to users;
 Uses RDBMS to organise data;
 Multi-user software with no limitation for simultaneous access;
 User friendly OPAC with web access facility;
 Supports bibliographic standards like CCF and AACR II and ISO-2709 for export
import facility;
 Provides facility to create, view, print records in regional languages;
 Supports LAN and WAN environment;
 Available in two versions – university library version and college library version.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
3) Compare the features of any two library automation packages of Indian origin.
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4.6 MAJOR LIBRARY MANAGEMENT SYSTEMS

IN INDIA
Library management systems are available both as proprietary software and open source
software. Proprietary software is distributed under a licensing agreement to authorised
users with private modification, copying and republishing restrictions. Open source
software differs from proprietary software in many important ways. First, open source
software is obtainable free of cost. Second, open source software projects have different
support options. Third, the source code is available and therefore modifiable and subject
to intense scrutiny. Fourth, open source projects rely on a different business model.
114 More discussion on open source software is available under section 4.8 in the Unit. A
detailed list of library management packages of Indian and foreign origin is given Table Library Automation
Packages
4.2. This section will discuss major open source and proprietary library management
systems – KOHA, NEWGENLIB and E-Granthalalya as open source and LIBSYS,
SOUL and SLIM21 as proprietary packages.
Table 4.2: Proprietary and Open Source Library Management Systems
Type of LMS Large System Medium Range Small System
Proprietary Alice for Windows AUTOLIB ARCHIVES
BASIS plus & DLMS CATMAN
TECHLIBplus Krveger Library GOLDEN LIBRA
LIBSUITE LIBRA LIBMAN
LIBSYS LIBRARIAN LIBRARY-
MECSYS LISTPLUS LIBRIS
NEWGENLIB Manager LIBSOFT
NEXSLIB NETLIB LOAN SOFT
SLIM 21 NIRMALS MANAGER
SOUL SLIM++ SALIM
SUCHIKA
TULIPS
ULISYS
VIRTUA
WILISYS
Open Source KOHA E- Not Available
NEWGENLIB GRANTHALYA
PMB EVERGREEEN
OPALS
OPENBIBLIO
PHPMYBIBLI
PHPMYLIBRARY

4.7 EVALUATION, TRENDS AND FUTURE OF

LIBRARY AUTOMATION SOFTWARE
The selection of library management software is a complex and time consuming one.
Apart from thorough knowledge of library system, sub-systems, procedures, activities
and tasks, it requires the knowledge of LMSs features and trends in the development
of ICT. The selection process should be based on seven basic steps – evaluation,
comparison, demonstration of package, feedback from authority, staff and users,
preliminary selection, modification and customisation and final selection. The process
of evaluation should be based on some predefined criteria. Now we will study the
essential criteria for evaluation, recent trends and future directions of library automation
software packages.

4.7.1 Criteria for Evaluation

The following factors should be taken into consideration at the time of evaluation of any
library automation package:
Vendor Validity: The reputation of software development group or the vendor is
extremely valuable. The following questions should be raised to judge the validity:
Is the vendor also a software developer, or is the vendor a distributor or an agent for
the software developer?
Is there an international presence or is the company localised?
115
Library Automation How long has the software developer been in the library systems industry?
How long has the library system, you are interested in, been on the market?
Who are using their products? (Look for someone in close proximity and contact them
for their views on the product. If possible, make an on-site visit to see the product in
action.)
Services Availability Checklist: The services and utilities of any LMS should be
checked for the availability of following core, enhanced and value-added services:
Core services: Acquisition, cataloguing, circulation, OPAC, serials control, bibliographic
format support, data exchange format support, article indexing, retro conversion, standard
report and system administration.
Enhanced services: Customised report generation, GUI based user interface,
reservation facility, interlibrary loan module, multi-lingual support, union catalogue,
authority file support and controlled voabulary, online help, online tutorial, power search
facility, internet support, intranet support, web access OPAC, multimedia interface,
barcode support and backup utility.
Value-added services: Patron self service through RFID and smart card (self circulation,
self reservation etc.), online user training/orientation, stock verification facility, members
photo ID card generation, barcode generation, fine calculation and receipt generation,
gate pass generation, bulletin board services and e-mail reports, electronic SDI, CAS
support, digital media archiving support.
Functional Checklist: The following general features are part of software module
testing and each should be tested or conducted during the evaluation process –
 Searching Capabilities (All modules)  Holds (Circulation)

 Data Entry and Editing (All modules)  Recalls (Circulation)

 Bibliographic/item File and Maintenance  Patron File (Circulation)

 Bibliographic Interface Software  Reserves (Circulation)

 Authority Control  Portable Back-up Units

 Inventory (Circulation)  Report Writer

 Check-out (Circulation)  Acquisitions

 Renewal (Circulation)  Serials

 Circulation/Management Reports  Electronic Databases

(Circulation)  Gateways

 Check-in (Circulation)  Network Operations

 Fines and Fees (Circulation)  Z39.50 Server

 Notice Production (Circulation)  Inter-Library Loan

Data Conversion and Backup Utility: The ability of the package in terms of support
for data conversion from other library systems and adherence to the international
bibliographic data standards and protocols should be checked extensively. In this age
of shared cataloguing systems and web integration, the LMS should also support
116
metadata schemas and interoperability issues like XML, RDF and OAI/PMH. Backup Library Automation
Packages
facility in suitable media is also to be checked in view of data recovery at the time of
need.
Training, Documentation and Customer Support: The vendor must provide
 adequate training facilities without fees for supervisor and operators to:
– manage and operate the system on a day-to-day basis;
– run file backup operations, software utilities and cataloguing utilities;
– troubleshoot and solve simple problems and load software enhancement
received from the vendor.
 complete documentation (in hard copy and machine-readable form) must be
available with the package along with regular documentation updates and release
notes available for local printing or downloading via web; and
 the package must have support from the software vendor for hardware and software
maintenance, data conversion, emergency and on-call support and disaster
management.
Hardware and Third Party Software Requirements: The vendor should provide a
complete list of hardware requirements (processor type and RAM) for server and
client machines, operating system requirements and back end RDBMS (with version)
requirements. Evaluation should be based on total cost for minimum hardware and
third party software requirements of the package.
Performance Testing: Any LMS should be evaluated by checking some performance
testing like transaction throughput capacity and response time, hardware functionality,
module functionality, conversion testing, database loading, index building, etc.

4.7.2 Trends and Future

The rapid developments of ICT have changed the libraries over the last few decades.
The library systems all over the world are going through a process of transformation to
address the effects and implications of technological change. In response to the needs
of the hour, library automation packages are gradually being upgraded to satisfy
diversified demands of library authority, staff and users by incorporating various epoch-
making features. Some of these features are selected for discussion here on the basis of
their importance and utilities in library management.
Unicode: Unicode enables the input and display of different languages of the world in
their native scripts. Unicode complaint LMSs are able to dynamically change language
at any point without affecting other system users. For example, a librarian could catalogue
a record in English and then change languages to enter record in Hindi, Bengali, Tamil,
Marathi, etc. Unicode is a character representation standard like ASCII. ASCII is one
byte (8 bits) code and can represent only 28 i.e. 256 characters, whereas Unicode is
two byte code (16 bits) and can represent 216 i.e. around 65,000 characters. As a
result Unicode standard can represent all the scripts of the world including some obsolete
scripts such as Bramhi and Kharosti. Unicode provides two encoding formats –
UTF-16 (default) and UTF-8 and the present standard (Unicode 4.0) can represent
50,000 characters. The fully functional multi-lingual system requires the Unicode support
by operating system, programming languages, application software and word processors.
Unicode support for LMSs is essential in multilingual countries like India.
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Library Automation Z39.50 Information Retrieval Protocol: The growth of shared cataloguing and
cooperative cataloguing initiatives allow capturing bibliographic data from remote library
servers over the Internet. It reduces unit cost of cataloguing and saves a lot of time for
individual libraries. However, the major problem is of variation in software and hardware.
Library professionals have to learn the specific features of each system. More the
electronic resources grow more will be the confusion on how to access the information
from diverse databases. ANSI/NISO Z39.50 standard was developed to share the
bibliographical information electronically and to overcome the problems of database
searching with different search languages. Z39.50 is a session oriented program-to-
program open communication protocol based on client-server computing model. LMS
incorporated with Z39.50 copy-cataloguing client (called origin in the standard) submits
a search request to any Z39.50 server (called target), which then process the request
and returns the result in desired standard. LMS will then place the captured record in
the catalogue editor for manipulation.
Web-centric Architecture: Web-centric LMSs allow web based staff and user access
and thereby ensures searching, browsing, data entry and system administration from
anywhere at any time against user authentication. In such a system, there is no requirement
to install client-side software in client computers. Any machine with standard web
browser may be used as client for accessing library database. This architecture applied
Common Gateway Interface (CGI) and Hypertext Transfer Protocol (HTTP) to ensure
platform independent access to library services. It also helps to overcome space and
time barrier.
Integrated Access Interface: Integrated access interface refers to the ability of LMSs
to combine multitude of resources and media type in a single and seamless search
mechanism. Such interface should support hypermedia environment to include:
 Library catalogue
 Collection acquired in digital form
 Collection digitised in-house
 E-journals and e-books
 Purchase datasets on CD ROMs
 Subject gateways
 Other library’s OPAC
 Bulletin board, Listserv and Discussion forum
 Information desk
 Community information
FRBR based Bibliographic Data Model: FRBR stands for Functional Requirements
for Bibliographic Records. It is a conceptual model, proposed and designed by IFLA
(International Federation of Library Associations), for the management of bibliographic
databases. The model uses entity-analysis techniques to identify entity, attributes and
relationships in the bibliographic universe. It also identifies the relevance of each attribute
and relationship to the generic tasks performed by users of bibliographic data. Packages
are incorporating FRBR model for the design of central catalogue database.
Interoperability and Crosswalk: Interoperability means the ability of multiple systems
(with different hardware and software platform and data structure interface) to exchange
data with minimal loss of content functionality. A crosswalk is a mapping of the elements,
118 semantics and syntax from one metadata schema to those of another. It allows metadata
created by one community to be used by another group that employs a different metadata Library Automation
Packages
standard. Interoperability and crosswalk ensures exchange of bibliographic data among
heterogeneous systems across the globe. LMSs are now supporting various standards
and protocols like Z39.50, OAI/PMH, METS (Metadata Encoding and Transmission
Standard) and MARC-XML to achieve interoperability.
RFID and Smart Card Based Inventory Control: Radio Frequency Identification
(RFID) is the technology that is slated to replace barcodes in library applications. The
RFID tags are placed in books and generally covered with the sticker. RFID reader
and antenna are often integrated into patron self-checkout machines or inventory readers.
The reader powers the antenna to generate RF field to decode information stored on
the chip. Reader sent information to the central server, which in turn communicates with
the library automation software. LMSs are incorporating RFID technology for
performing self-issue and return, stock verification, theft detection, identification of
misplaced books and inventory counts. RFID compliant LMS increases staff
productivity and ensures full-proof security. Smart card technology is used in libraries
to manage public access resources. It makes the process user friendly for librarians as
well as for patrons. It supports self-checkout, payment of fees and fines and use of
public access resources through using one smart card by patrons. The system also
provides excellent privacy, security options and personalisation of services for library
users.
Open Source Software: Open Source Software (OSS) is a software for which the
source code is freely available. It means that anyone can access the source code and
make changes. Such facilities are not available with proprietary or closed source
programs. Some examples of open source software are - Linux operating system,
Mozila web browser, MySQL RDBMS, Apache web server and PERL. The open
source movement has its roots in the 1970s and is continuing to grow in popularity.
Number of integrated library automation packages is available as OSS for downloading
and use in libraries all over the world, such as KOHA, MyLibrary, Avantika, etc.
Generally, these packages are based on LAMP architecture i.e. Linux operating system,
Apache web server MySQL RDBMS and PERL/PHP as scripting language. Many
libraries, faced with budgetary crunches and the resultant lack of technological resources,
have opted for open source solutions. The advantages of using OSS for library
management are:
 Open source systems, when licensed in the typical “general license” manner, cost
nothing (or next to nothing) to use — whether they have one or one thousand
users. Thus use of OSS offers substantial cost savings for libraries.
 Open source product support is not locked into a single vendor. The community
of developers for a particular open source product tends to be a powerful support
structure because of the pride in ownership. Also, anyone can go into business to
provide support for software for which the very source code is freely available.
Thus even if a library buys an open source system from one vendor, it might
choose to get technical support from another company — or to arrange for technical
support from a third-party at the time of purchase. On top of this flexibility, any
library with technical staff capable of understanding source code might find that its
own staff might provide better internal support because the staff could have a
better understanding of how the systems work.
 The entire library community might share the responsibility of solving information
systems accessibility issues and OSS can be highly customised to meet individual
library needs. 119
Library Automation Application Programme Interface
The library management systems (LMS) in general provide the core functionality for
running a library including acquisitions, cataloging and circulation functions. There are
several other functions which not all LMSs offer. These include functions such as
authentication, meta- search, discovery (formerly known as OPAC), link resolvers,
digital asset management, interlibrary loan, virtual reference, course reserves and more.
These functions can however be managed into the LMS as third party software
components. Supporting these functions requires that LMS must be able to interact
with these different third party software components meaningfully via APIs (application
programming interfaces) and standards and protocols. Hence, it is important that the
LMS should be ‘open’ and ‘integrated’.
Self Check Exercise
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of this Unit.
4) Identify the criteria for evaluation of library automation packages.
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4.8 SUMMARY
Library automation encompasses mechanisation of housekeeping operations,
sophisticated information retrieval, integrated access interface and MIS activities. The
process of library automation centres on automation package or library management
software. Modern packages are integrated in nature and offer all the facilities essential
for day-to-day library management. Automation packages available in India are basically
of three types – packages of foreign origin, packages developed over foreign LMSs
and packages developed in India. These packages are modular in structure and most
of them supports all the housekeeping operations, OPAC, Web-OPAC, digital media
archiving, Z39.50 copy cataloguing and modern data capture devices like RFID, smart
card, etc. The process of selection of LMS should be based on some well-defined
criteria because implementation of LMS is a big investment in terms of money, time and
manpower.

4.9 ANSWERS TO SELF CHECK EXERCISES

1) The features of 4th generation LMSs may be studied under two broad groups –
intrinsic features and available facilities. As far as intrinsic features are concerned,
the fourth generation packages are platform independent; object oriented and
web-centric in structure. They support multimedia databases, unlimited number of
records and users and multilingual cataloguing on the basis of Unicode. The
packages of this generation offer following facilities apart from essential or core
services – Z39.50 copy cataloguing, Web-OPAC, Customisation, Digital media
archiving, Support for RFID and smart card, Integrated access interface and
Multimedia and multilingual databases
120
2) Authority file is essential to control form of index terms or headings such as author Library Automation
Packages
headings, or subject index terms for better retrieval efficiency. This file is acting as
a master database, where entries are to be made once. These entries get reflected
in various modules of the package particularly at the time of cataloguing data entry
and OPAC searching. The essential requirements are – support for standard authority
formats, generation of reference entries, provision for multiple thesauri and support
for name authority, title authority and subject authority files.
3) Library automation packages of Indian origin are quite mature now. These packages
cover all the essential library services along with various modern aspects of library
automation like Z39.50 copy cataloguing, interoperability and cross-walk, RFID
support, Unicode support, etc. The comparative study of features of LMSs may
be done in relation to core services, enhanced services and value-added services.
The comparative study of SOUL and LibSys, in terms of the above mentioned
factors and features, reveals that both the packages cover all the core services
related to library management. In the area of enhanced services, LibSys supports
Z39.50 copy cataloguing, Unicode, RFID, Web-OPAC and web-centric
architecture. These facilities are not available with SOUL. The customer support
of LibSys is also better than SOUL but SOUL is available at affordable cost,
whereas LibSys products are priced exorbitantly.
4) Selection of library automation package is a complex task. The process of selection
should start with evaluation of packages against some well-defined checklists or
criteria. These criteria should include – vendor viability (to judge reputation, customer
base of the software and post installation services); checking of available services
(to determine coverage in terms of core services, enhanced services and value
added services); module testing (to check the utility of facilities under each module);
Training and documentation (to check availability of staff training, manuals and
online updates as bundled offer); Hardware and third party software requirements
(to know the configuration requirements for server and client machines, operating
system and RDBMS) and Performance testing (to check throughput and operational
response time of the software).

4.10 KEYWORDS
Broadcast Searching : Separate, simultaneous searches of multiple
databases usually on disparate systems with
presentation of results as either separate search
sets or a merged result set, usually using Z39.50.
Functional Requirements : A conceptual data model for bibliographic
for Records Bibliographic database design and management. The model,
(FRBR) proposed by IFLA in 1998, is based on entity-
analysis techniques.
Integrated System : When a system shares a common database to
perform all the basic functions, the system is
integrated.
Module : Functions specific to a particular system capability
such as the online public access catalogue,
cataloguing, acquisitions, serials, circulation, etc.
Open source software : Open source software is typically created and
maintained by developers crossing institutional 121
Library Automation and national boundaries, collaborating by using
internet-based communications and development
tools. The products are typically a certain kind
of “free”, often through a license (GPL).
Third Party Software : These are products manufactured or developed
by a corporate entity independent from vendor
and provided by vendor on a nonexclusive
licensing or other distribution agreement with the
third party manufacturer.
Unicode : Unicode is a two byte oriented code that can
represent a total of 216 characters i.e. 65,536
characters. The standard is designed by Unicode
Consortium and offers an ideal solution to deal
with multilingual processing work.

4.11 REFERENCES AND FURTHER READING

Haseltine, R. .“New Perspectives on Library Management System”. Program.
28.2(1994): 53-61. Print.
Mishra, R.K. “Library Software Selection: An Analysis”. IASLIC Bulletin. 44.3(1999):
125-132. Print.
Mukhopadhyay, P.S. “The Progress of Library Management Software: An Indian
Scenario”. Journal of Library Science. 6 (2001): 51-69. Print.
Murray, I.R. “Assessing the Effect of New Generation Library Management Systems”.
Program. 31.4(1997): 313-327. Print.
Rowley, J. The Electronic Library. London: Library Association Publishing, 1998.
Print.
U.S. National Commission on Libraries and Information Science Home Page. Web.
22 April 2004. < http://www.nclis.gov.>.
Yates, R. “Library Automation: The Way Forward”? Program. 30.3(1996): 239-53.
Print.

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