INTERNSHIP REPORT CARD

Submitted to
Sir Sadiq Muhammad Khan Library IUB

DEPARTMENT
INFORMATION MANAGAMENT

SUBMITED BY
RAZA ALI

ROLL NO
04

The Islamia University of

Bahawalpur
 Acknowledgment
I would like to express my deepest gratitude to the entire staff of Sir Sadiq Muhammad Khan Library for
providing me with an exceptional learning experience. I am especially thankful to my internship supervisor
and my academic advisor for their guidance and continuous support throughout the internship period. Their
feedback and encouragement helped me understand the responsibilities of library professionals in a practical
setting.
Contents
Library Introduction ................................................................................................................................... 4
Sir Sadiq Muhammad Khan Library – IUB................................................................................................ 4
History of SSMK Library: .......................................................................................................................... 4
Main Sections of the Library: ..................................................................................................................... 5
Thesis Section Intership.............................................................................................................................. 5
Importance of the Spine on Books and Theses........................................................................................... 5
Placement of the Spine: .............................................................................................................................. 5
Difference Between Book and Thesis Spine Labels .................................................................................. 6
Book Arrangement ..................................................................................................................................... 6
Thesis Arrangement .................................................................................................................................... 7
Second Week of Internship......................................................................................................................... 7
Process of thesis Submission ...................................................................................................................... 7
Thesis Submission Process ......................................................................................................................... 7
Uploading of thesis in library repository .................................................................................................... 8
Technical Section Internship ................................................................................................................... 9
Key Responsibilities and Skills Learned: ................................................................................................... 9
Barcode and Spine Labeling System in the Library ................................................................................... 9
Library Introduction

A library is a well-organized place that contains books, research papers, and digital materials. It helps people
gain knowledge and supports learning. Libraries not only provide reading materials but also offer services to
help users find the information they need.

Sir Sadiq Muhammad Khan Library – IUB

The IUB Libraries serve as a dynamic hub of knowledge, innovation, and academic excellence, dedicated to
supporting the research, teaching, and learning needs of our university community. With a strong commitment
to providing high-quality information resources and cutting-edge services, we ensure that students, faculty,
and researchers have access to the latest academic materials, digital tools, and collaborative spaces necessary
for success in an ever-evolving educational landscape. Our extensive collections, state-of-the-art facilities,
and expert library staff are here to guide and assist you in your academic and professional pursuits. Whether
you need scholarly articles, research support, or a quiet place to study, the library offers a welcoming
environment designed to foster intellectual growth and lifelong learning.

History of SSMK Library:

The Sir Sadiq Muhammad Khan Library is located in the historic city of Bahawalpur. It was originally built
in 1924 by Nawab Sadiq, a respected ruler of Bahawalpur. The library officially started its services in 1975.
The building has a unique and beautiful design, with a basement and three main floors. In the beginning, only
half of the building was used as the library. Later in 2008, the rest of the building was added to expand the
space and facilities.

Earlier, this library was known as the Central Library. However, in 2012, the Vice Chancellor at that time, Dr.
Mukhtar Ahmad, renamed it to honor Nawab Sadiq, and it became known as the Sir Sadiq Muhammad Khan
Library.

The basement of the library includes an Agriculture Department lab and a computer lab that is often used for
lectures and conferences. This library is not only rich in books and resources but also holds cultural and
educational importance in the region.
Main Sections of the Library:

 Thesis Section – Stores academic research papers.

 Reference Section – Contains dictionaries, encyclopedias, and other reference books.
 Periodicals Section – Has newspapers, magazines, and journals.
 Digital Resources Section – Provides access to online books and research papers.
 Circulation Section – Handles book borrowing and returns.
 Technical Section – Organizes books by classification and cataloging.
 Acquisition Section – Collects and buys new books for the library.

Thesis Section Intership

In my first week of internship at Sir Sadiq Muhammad Khan Library, I worked in the Thesis Section. I
learned how to arrange books and theses properly and understood the system used for organizing
materials. I also learned about the spine of books and theses, including how they are labeled, aligned, and
preserved. Additionally, I saw how spine labels are made and attached to books and theses to keep them in
order.

Importance of the Spine on Books and Theses

The spine is the narrow edge of a book or thesis that helps in identifying and organizing materials in the
library.

Placement of the Spine:

 The spine is placed at the bottom (tail) of books and theses, leaving a one-inch gap from the lower
edge for easy identification.
  Normally, pre-printed spine labels are used, showing details like the classification number, cutter
number, and author name to help in arranging books correctly.
Due to budget issues at the university, pre-printed spine labels are not available. Instead, the library staff
creates them using Microsoft Designer, prints them on regular paper, and manually attaches them to
books and theses.

Difference Between Book and Thesis Spine Labels

Although the size of the spine remains the same, the information printed on it is different for books and
theses.
Book Spine Information:
1. Top Section – Classification Number (DDC – Dewey Decimal Classification)
2. Middle Section – Cutter Number
3. Bottom Section – Accession Number
Thesis Spine Information:
1. Top Section – Subject’s Classification Number
2. Second Section – Author’s Name
3. Third Section – Call Number or Thesis Code
4. Bottom Section – Subject and Department Name
The process of arrangement of Books and thesis on shelves

Book Arrangement

Arranging books on shelves is a bit challenging because it follows a proper system. The process is as follows:
1. Classification Number:
o First, books are arranged based on the classification number written on their spine.
o If multiple books have the same classification number, the next step is followed.
2. Cutter Number:
o After the classification number, books are arranged based on the cutter number printed on the
spine.
o If books by the same author have the same cutter number, the next step is followed.
3. Last Alphabet in Cutter Number:
o If an author has many books with the same classification and cutter number, they are arranged
based on the last alphabet in the cutter number.
4. Accession Number:
o In rare cases, if two books have the same classification and cutter number, they are arranged
according to their accession number (printed at the bottom of the spine).
Thesis Arrangement

Arranging theses is easier compared to books because they are placed under subject labels on the shelves.
The arrangement process is:
1. Subject Label:
o Theses are categorized and placed under specific subject labels.
2. Call Number & Thesis Code:
o Within each subject section, theses are arranged according to their call number or specific
code number printed on their spine.

Second Week of Internship

During the second week of my internship, I learned about the process of submitting a thesis in the library.
When a new user comes to submit their thesis in the Thesis Section, the library staff follows a proper
procedure to ensure everything meets the requirements.
The thesis submission process includes:

Process of thesis Submission

1. Checking Basic Requirements:

o The staff first checks if the thesis cover is in the required color.
o They verify whether the thesis is approved by the supervisor and the department.
o They ensure that the soft copy of the thesis is submitted in a CD box and not just as a printed
document.
Thesis Submission Process
Once the initial checking is complete, the thesis is officially submitted following a proper procedure. The
steps include:
1. Checking the CD Content:
o The CD is inserted into the computer to verify if it contains the correct thesis file.
o The staff checks whether the information inside the thesis is accurate, including the title,
page numbers, abstract, table of contents, etc.
2. Saving the Soft Copy:
o The soft copy of the thesis is copied from the CD and saved in the computer.
o This ensures that a backup of the thesis is stored by the university.
o If the library provides access to digital theses through a repository, this backup helps in
maintaining records.
3. Organizing the Thesis File:
o The PDF file of the thesis is saved in a specific folder.
 o The folder is named using the call number and thesis number for easy identification.
4. Recording Bibliographic Information:
o The thesis details (title, session, student’s name, etc.) are recorded in a common Excel sheet
containing information on all submitted theses.
o Another Excel sheet is maintained, specifically for that subject and department, listing all
related theses.
5. Final Submission Form:
o The library staff prepares an application form in three copies.
o One copy is kept by the Thesis Section as a record.
o Another copy is given to the student as proof of submission.
o The thesis section staff signs the form to confirm the submission.
o Finally, the Head of the Thesis Section reviews and approves the process.
This step-by-step process ensures that the theses are properly submitted, recorded, and stored for future
reference.

Uploading of thesis in library repository

To provide online access to theses, the Head of the Thesis Section follows a specific process:
1. Uploading the Thesis to the Digital Repository:
o The PDF file of the thesis is uploaded to the library’s digital repository, which is created
using DSpace.
2. Entering Bibliographic Information:
o After uploading, important details about the thesis are added, including:
 Thesis Title
 Student’s Name
 Submission Year
 Abstract
 Other necessary details
o This information helps users understand the thesis content before requesting access.
3. User Access Request:
o If a user wants to access a specific thesis, they must first review the available details in the
digital repository.
o If interested, they need to submit an application to the library.
4. Providing Access Credentials:
o Once the application is approved, the library provides the user with a unique ID and
password.
 o Using these credentials, the user can access the full-text PDF of the thesis within the library
premises.
o They can also download the required information for their research purposes.
Technical Section Internship
During the fourth week of my internship, I worked in the Technical Section of the library, where I gained
hands-on experience with various technical tasks related to library management. This section plays a crucial
role in organizing and maintaining library resources.

Key Responsibilities and Skills Learned:

1. Cataloging of Reading Materials

o Learned how to classify books and other reading materials based on library classification
systems such as the Dewey Decimal Classification (DDC) or Library of Congress
Classification (LCC).
o Entered bibliographic details, including title, author, subject, and publication details, into the
library database.
o Ensured proper metadata tagging to facilitate easy search and retrieval of books.
2. Barcode Generation and Placement
o Created unique barcodes for books to integrate them into the library’s digital management
system.
o Properly placed barcodes on books for easy scanning and identification during check-in/check-
out processes.
3. Book Spine Labeling
o Designed and printed spine labels, which include call numbers for books, ensuring systematic
shelving.
o Attached spine labels to books, following library standards to maintain consistency.
4. RFID Chip Installation
o Learned how to embed Radio Frequency Identification (RFID) chips into books for
automated tracking and security.
o Understood how RFID technology helps in improving inventory management and reducing
book theft.
By working in the Technical Section, I developed a deeper understanding of how libraries organize and
manage their collections efficiently. This experience provided me with valuable technical skills related to
library science, digital cataloging, and automation in library management.

Barcode and Spine Labeling System in the Library

During my internship in the Technical Section, I learned about the standard procedure used by the library for
barcode generation and spine labeling. The library follows a predefined format in MS Word, ensuring
consistency in book identification and organization.
Barcode System
 The library assigns a unique code for barcodes based on its identity.
 For example, in our case, "ML" (Main Library) is used as a prefix for the Sir Sadiq Muhammad
Khan Library.
 The barcode includes both the library's unique code and the book's accession number.
 This ensures that each book has a distinct barcode, which helps in tracking, issuing, and returning
books efficiently.
Spine Labeling System
The same system is used for spine labeling, but the format varies slightly depending on the type of material.
Specifically, the spine labels for books and theses have some differences.
For books, the spine label consists of three key entries:
1. Classification Number (Top) – This number represents the subject classification of the book.
2. Cutter Number (Middle) – A unique identifier based on the author's name or title.
3. Accession Number (Bottom) – The unique number assigned to the book in the library database.
This structured system helps in efficient shelving, quick retrieval, and systematic organization of books
within the library. By following these standardized formats, the library ensures smooth management of its
collection and easy accessibility for users.