My ContentLibrary Automation - Areas, Planning, Selection of Hardware and Software, Implementation and Evaluation; Standards for Library Automation
Library AutomationNeed for Library AutomationObjectives of Library AutomationBenefits of Library AutomationsAreas of Automation Library Acquisition Cataloguing Circulation Serial Control Information Retrieval OPAC (Online Public Access Catalogue)Library Automation : Planning stepsLibrary Automation : PlanningWho should be planned of library automationSteps of planning for library AutomationSelection of HardwareSelection of softwareSome Library management softwareImplementation and EvaluationEvaluation
Library Automation - Areas, Planning, Selection of Hardware and software, Implementation and Evaluation; Standards for Library Automation
Library Automation
Library Automation is the application of ICT to library operations and services. The functions that may be automated in a library are the following : acquisition cataloging, public access (OPAC and web PAC), indexing and abstracting, circulation, serials management and reference. "Library automation is the general term for Information and Communication Technologies (ICT) that are used to replace manual systems in the library." Library automation may thus be distingnished from related fields such as information retrieval, automatic indexing and abstracting and automatic textual analysis.
Need For Library Automation
1. Even through this question seems to be very fundamental it is essential to emphasize this aspect, as the library automation is yet to take off in majority of the Indian libraries. Secondly, while justifying need for library automation more than cost effectiveness the benefits derived by the library users become the major consideration.
2. To appreciate the advantages it becomes necessary to highlight the different levels of library automation. Following are considered as important factors for library automation.
3. Information explosion
4. Increase in the collection of libraries.
5. Inability of users to explore the unlimetes literature and information of their interest.
6. Advances in the computer and communincation technology.
7. Wastage of user / staff time in locating the information.
8. Provide wide access to resources within the libraries and elsewhere.
9. Better access.
10. Quality in service.
11. Cooperative efforts (Resource Sharing).
Objectives of Library Automation
1. To maintain bibliographical records of in a computerized form.
2. To provide bibliographical details through a single access point.
3. To provide access to information at a faster rate.
4. To share the resources through library networking.
5. To implement new IT processes to provide high quality information.
6. To implement the level of service and quality of output.
7. To fulfill needs that connot be achieved by manual system.
8. To provide the information that appear only in electronic format.
Benefits of Library Automations
1. To optimize human intervention.
2. To increase library productivity,
3. To reduce duplication and repetition of tasks.
4. To introduce flexibility and simplicity.
5. To increase the reach of library.
6. To make system self sustain.
Areas of Automation Library
Automation usually covers all library house keeping functions such as acquisition cataloguing, circulation and serial control. In some libraries it has expanded to the library management system to incorporate OPAC, CD-ROM networks, DTP, office automation etc.
i. Acquisition :
Acquisition is an essential library operation, which is critical to the achievement of library's mission. It involves a great deal of detail and exaching paper work, material handling in large quantity, reconciliation of orders. invoices and materials received, fiscal control and so on. The acquisition system because of the need to keep a number of rapidly changing files and detail accounting procedure lend itself to automation.
ii. Cataloguing :
cataloguing system is a traditional and fundamental activity practice among libraries world over. cataloguing system, whether manual or automated, encompass interrelated activities descriptive cataloguing and production of library catalogue. The system maintained titles-in-process file of all items that are accessioned. It also provides the facility to provide Current Awareness Service (CAS) such as SDI, Special bibliographies and list of recent arrivals. Computerized catalogue can be developed as a by-product of book ordering system.
iii Circulation :
circulation is a central and highly visible function of a typical library. Circulation encompasses all aspects of patron loan processing, and management, including close reserve, holds, materials booking and in library use of the collection. It provides the option to generate and print bar coded ID cards with photographs of the members. Circulation, being essentially a clerical function of keeping track of the documents, on loan, can be a candidate for computerization. Automated support for circulation control vastly improves library's ability to rapidly and accurately record the loan transaction, to monitor these transactions, to record return of lent items and to support other related circulation functions.
iv. Serial Control :
The form serial control refers to those tasks, which support the procurement and management of serials collections is a library. Serials managements, an integral part of library operations, has become increasingly complex over the years. Serials management always has been an area that is labour intensive, demanding high degree of attention to accuracy and details.
v. Information Retrieval :
System Information retrieval is a new concept as compared with others like cataloguing, classification, etc. even though catalogues are examples of an information retrieval system. It deals with the techniques and processes of representation, storage and retrieving information pertaining to a set of items, which may be documents. Serials, microfiche, microfilm etc.
vi. OPAC (Online Public Access Catalogue) :
OPAC system provides access to the libray holding through various catalogues and indexes such as the author catalogue, the title catalogue, the subject catalogue, the classified catalogue, publishers index, Conference place index and KWIC/KWOC indexes. Combination searches using Boolean operators (AND, OR and Not) that yield highly satisfying and precise results are also possible.
Library Automation : Planning steps
1. Feasibility studies.
2. Hiring a consultant.
3. Data collection and need assessment.
4. Examination of automation options.
5. Bibliographic database development
6. System specifications and requirements.
7. Analyse proposals and select vendor.
8. Begin contract negotiation with top vendor.
9. Implement the system.
Library Automation : Planning
Planning is a systematic process to create or development of any specific project. In the sense of library automation planning, a thorough study of the library's exishing system as well as the library's vision is necessary to enable you to prepare a good technology plan and project proposal.
Who should be planned of library automation
• Library authority
• Library Committee
• Librarian or library staff
• Computer Specialist or Engineer.
Steps of planning for library Automation
• Objectives or vision
• Present status of library.
• Requirement gape.
• Feasibility.
• Technology plan
• Project Proposal
• Approval of proposed project
1. Objectives or Vision
A vision is a dream. It is a vived picture of what you would like your library to become in the near future. It is based on the mission of your library, the needs of your users and on the trends in library service. A vision provides direction and a philosophy for the library.
2. Present Status of Library
A systems study is conducted to assess the library's status and needs. It involves all the following issues;
i. Nature of library and its purpose.
ii. Total collection of library.
iii. Number of users.
iv. Daily circulation,
v. Numbers of multi lingual documents.
vi. Information service vii. Available staff
viii. Working process of library.
ix. user need
Sources of data
i. Statistics
ii. Staff Profile
iii. Patron Profile
iv. Policies and Procedures
v. Functional specifications.
Requirement gape
By comparing the actual status with the objectives of the project, the systems requirements can be determined.
Feasibility
Immediately after the analysis and design for the system has been completed, a feasibility study must be conducted. It is designed to answer :
- is the proposed system possible?
- ls it necessary?
- what other options are available?
- is it affordable?
The end product of a feasibility study is a report to management.
Technological Plan
The technological plan should be a written document contains :
- vision, Goals and objectives.
- components of the project in terms of needs to achieve the vision.
- Specifications for your system requirement
- Financial estimates,
- Action plan and
- time table for the project
Project Proposal
• Project proposal should be based on the technology plan.
• Project proposal should be prepared for presentation to funding agencies.
Request for Proposal
RFP is a formal request for a bid from suppliers of library systems. The RFP is a comprehensive document that provides the vendor with the outline, purpose, scope, description, minimum requirements etc. for the system.
• Some steps for prepared of RFP are following
i. Writing RFP
ii. Approval
iii. Request quotation
iv. Receiving proposal from vendors
v. Evaluating proposal.
vi. Preparing a short list of vendors.
vii. Requesting a demo of the system
viii. Purchasing the system.
ix. Preparing the contact
x. Delivery and installation of system.
xi. Evaluation of installed system.
Selection of Hardware
The computer is an important factor for library automation whose selection and work, it is necessary to take care of some things like - availability of finance in the budget, the number of terminals to be used, session of the computer to be worked such as branded guarantee of various components of computer like knowledge of the status, services and maintenance of servers, printers, ups, other accessories and hardware vendors. The value of the hardware does not remain fixed, varies, so if you are buying for office. So, while purchasing, you should ask for full. Some branded companies do not directly supply hardware they supply, hardware only through authorized sellers.
The following hardware its required from any middle-class library.
i. Pentium - 4
ii. 64 MB RAM
iii. 4GB Hard Disk.
iv. 150 MB Cartridge tape drive.
v. Floppy drive.
vi. VGA Color Moniton (BGA)
vii. CD drive
viii. USB Card on Pin
ix. 8 port intelligence i/o (I/b) paper.
x. Internal modem
xi. Cables : Fiber optics, Coaxial and twisted pair
xii. Scanner, Printer,
xiii. Barcode Scanner, sensor system
xiv. Telephone Connection
Selection of software
CDS/ISIS software was developed by UNESCO in 1985 for automating the bibliographical data of the libraries which made indexing and cataloguing easy. It was DOS based software which was single user and command based system. The retrieval task was not so easy too be windows version of CDS/ISIS came in 1995 known as WINISIS. The recent development in CDS/ISIS has been observed in 2005. Java application enabled CDS/ISIS is known as J - lsis. It allows remote database management over the internet from windows, Linux and Macintosh computers.
Integrated Library System (ILS) is also known as library Management System on Integrated Library Autornation software. The software which enables all library house keeping modules inter-connected and share same record to each other for different purpose in called Integrated Library system. Several integrated library systems are available in the market under commercial and open sources platforms.
Design and development activity of library software package in India started in a big way during mid eighties with the introduction of. CDS/ISIS software package of UNESCO in Indian libraries by the National Information System in Science and Technology (NISSAT). Besides CDS/ISIS, MINIMIS etc. a number of library soffarare packages have been designed and developed indigenously and these are being used in various Indian libraries and information contres.
Some Library management software
1. DELSIS, DEL- DOS, DEL- WINDOWS developed by DELNET (Delhi Library Network), New Delhi.
2. SANJOY, SUCHIKA developed by DESIDOC (Defence Scientific Information and Documentation Centre), New Delhi
3. GRANTHALAYA developed by NISCAIR (Formerly INSDOC).
4. LIBSYS developed by libsys corporation, New Delhi.
5. MAITRAYEE developed for CALIBNET.
6. SOUL developed by INFLIBNET.
7. CDS/ISIS, WINISIS, OPENISIS developed by UNESCO.
CDS/ISIS full form Computerized Documentation System (CDS) Integrated Set of Information System (ISIS)
Implementation and Evaluation
• Transition Process
• Contract negotiations
• Contract clauses
• Procurement methods
Evaluation
• Identifying Products
• Evaluating vendors
• Modules and Specific features
• Product features checklist.
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