A practical approaches to Library Automation Management System
Vijay Kumar Bharati [1]
Abstract
The paper deals with basic objectives of Library Automation, Tips for hardware selection, Check list for evaluation for Library automation software, Retrospective conversion. And Authors also discussed the steps of Library Automation, which would help to automatics the entire library operation.
Keywords: Library Automation, Computerization, Information and Communication Technology, Computer Application.
1. Introduction
Computer has become an inseparable part of the world today. Only robust infrastructure can ensure hurdle less connectivity. The library service across the country has changed over the past few years. Today most of the services that librarians deal with are electronic. Many people are moving towards web-Savvy today. Their expectations are higher than ever before. So we need to prepare or library to meet higher levels of services than ever before with major strategies for keeping up the with users demands. New laws, new tools and new needs are making sense of things for the library in 21st century. (Murthy, T. V., (2003) Computerization of our library is indispensable considering its magnitude of collections. Many premier libraries in our country have already under gone through this process to join the knowledge web-line of the world. Based on our previous experience in this field we have prepared the article of computerization of Library.
2. Objectives
Complete automation of all library activities, operations, services, and subsystems using the latest technology. Viz: bar-coding, laser beam etc. completing retro conversion of bibliography data of its holding in the digital form
Extend easy access to library and information resources with the help of computing and information technology resources to all the community.
Provide an information technology environment appropriate to support and further mission of the Country.
3.Steps involves in Library Automation Management System
Creating library Automationmanagement system is completely a team work consisting of Library Committee, Librarian, Software Professional, Hardware Technician, and Network Engineer. It involves several distinct steps each of which must be completed and then a subsequent task can begin to create a successful Library management System. The following steps are the organized way to build a Library AutomationManagement System.( Norton,s Peter,. 2001)
3.1 System analysis
3.2 Software selection and purchase
3.3 Hardware selection and purchase
3.4 Insulation of hardware
3.5 Insulation of Software
3.6 Retro conversion
3.7 Training
3.8 Maintenance
3.1 System Analysis
India is a developing country we have achieved significant level in information and communication technology still 50 percentage of library in our country is carrying out all the Library activity manually. The existing manual procedure wasting the user time .The current system is too difficult to user and does not meet the requirement. But Simple procedure requires too many steps, the system crashed repeatedly; resulting in loss of data. According to Dr. S.R Ranganathan fourth laws say that “Save the time of the reader” to fulfilling the laws alternative solution to be made. By Implementing IT application in the library operation the user can get right information in right time.
3.2 Software selection & purchase
Software selection is an integral to this project and therefore utmost care must be given in selecting the software. We can use the following criteria for evaluating the Library Automation Software
3.2.1 Software Evaluation Criteria (Tim, Craven., 2003)
3.2.1.1 Hardware compatibility. A lot of this is the kind of thing that you can check for on the box (or in the basic requirements published on a vendor's Web site), but there may be particular problems that you have to find out about elsewhere.
3.2.1.1.1 Computer. Mostly, this amounts to an operating system question (Windows, Mac, Linux?), but the specific CPU may be sometimes be important (a newer program may not run correctly on an older CPU, or an old program may fail on a system with too high a clock speed).
3.2.1.1.2 Memory. Software will typically have a minimum memory requirement to run and a recommended amount of memory to run efficiently. Sometimes, certain features of the software will work only if more memory is available.
3.2.1.1.3 Graphics cards. Software may not work correctly with certain graphics cards (not just display incorrectly, but also malfunctions in other ways). You may be able to avoid these problems by changing the graphic acceleration settings (possibly affecting the functioning of other software in the process) or by updating the drivers.
3.2.1.1.4 Disks. The most common piece of information is how much space the software takes up on the hard disk. There may be different installation options which require different amounts of hard disk space. If the software comes on disk, you also need to have the right kind of drive to read the distribution disks. In addition, some software is designed not to run unless one of the distribution disks is present. If the software is downloading in compressed form from a Web site, it will quite often require additional space on the hard disk for temporary files created during installation.
3.2.1.1.5 Printer. This is not much of a concern with Windows machines, since software almost always uses the respective printer drivers. You may want to check that the software can accommodate the paper sizes that you are going to use and will avoid printing to unprintable areas.
3.2.1.1.6 Other peripherals. Many packages require the use of a pointing device such as a mouse (or a software alternative, such as the Accessibility Options in Windows) for at least some operations. Some packages require an Internet connection, either for registration or to access additional resources such as clip art. Certain keyboard shortcuts may not work with compact keyboards like those on notebook computers. Specialized packages may be designed to work with type-specific peripherals; for example, a speech generator with a sound card, or a character recognition software with a scanner.
3.2.2 Software compatibility
3.2.2.1 Operating environment. Apart from the general question of operating system family, you may have to consider the specific version. Some programs that run perfectly well under Windows 98 fail completely under Windows XP, and vice versa. There are occasional reports of software that ceases to work after an operating system patch has been installed. In addition, other installed programs such as virus checkers may cause some software to malfunction. Having the wrong version of a device driver installed is another common source of woe.
3.2.2.2 Other software required. This may mean a runtime system, such as that for Visual Basic applications; or it may be that the software package being considered is just a plug-in or add-in to some other software package. Some software borrows DLLs from other packages (for example, from Internet Explorer for displaying Web pages), or requires a standard database management engine to be running on a server.
3.2.3 Software quality
3.2.3.1 Capabilities. Does the software do the kinds of things that you want it to do? Are additional features also likely to be useful, or will they just get in the way?
3.2.3.2 Stability. Does the software tend to crash or hang, or crash the operating system? Does it suffer from memory leaks (not releasing memory when it is done with it, so that the machine eventually ends up low on memory)? Do its settings seem to change mysteriously for no reason?
3.2.3.3 Correctness and adherence to standards. Does the software do what it says it does? Does it use interface elements such as text boxes in a standard way? When it creates files, do they adhere to the relevant standards, or do other applications experience problems in reading them?
3.2.3.4 Ease for all users. Beginners should find it easy to get started using the software. Experienced users should have plenty of shortcuts to increase their efficiency. There should not be any cliffs in the learning curve, where learning the next thing suddenly becomes much harder than learning the previous thing.
3.2.3.5 Adaptability. Are there different options available for installation? Does the software adjust well to different screen dimensions, color depths, and font sizes? Can different interfaces be chosen to suit beginners and more advanced users? How many of the default settings can be modified (for example, can you tell to program to start browsing for files somewhere else than in My Documents)?
3.2.3.6 Use of keys, mouse, and menus. Package functions should be accessible both via the menus and via shortcut keys. Menu items should show the associated shortcut key values, so that users can find out easily what they are. Menus should be well organized, with clear captions. Mouse actions should be standard (left click to select or execute, right click for a pop-up menu, drag to move or resize). Keys should be used in conventional ways (Tab to move between fields, F1 for help, etc.).
3.2.3.7 Online help. Text should be clear and use language correctly, with appropriate headings and subheadings. Unfamiliar terms should be defined and explained. Organization should be logical. All information should be readily accessible for reference; for longer help files, this means having both a topical index and a search function that works correctly. Charts, diagrams, and screenshots should illustrate where needed. What is said in the help files should reflect exactly highest levels covering, for example, response every hour of every day.
- Other.
3.2.4.1 Reviews. Read what independent reviewers have to say about the product. Be aware that reviewers for commercial magazines may pull their punches to some extent to avoid offending advertisers. You may also see product announcements, which are not real reviews, but just repeat information supplied by the vendor. Postings to discussion groups may range from "astroturfing" by corporate shills to malicious attacks; look for discussions that seem to provide a good balance of judicious comments.
3.2.4.2 References. For major software purchases, such as library automation packages, you should ask vendors to provide references, whom you should contact independently. For any software selection, you can contact others who have some experience with the software to get their reactions.
3.2.4.3 Market share. Market share is not always easy to determine, though surveys reported on various Web sites may be of assistance for certain kinds of software. Market share is an important consideration for several reasons: a product with a high market share is likely to meet some minimum standard of quality (though it is not necessarily the best product in its class); if the product has a high market share, the company is more likely to stay in business and so continue to supply support and upgrades (you can also check on the prospects of the company as a whole, of course); even if the company goes out of business or ceases to support the product, there will be a large group of other users out there who may be able to provide assistance; file formats used are more likely to be supported by other products; third-party documentation will be more plentiful and varied; new and prospective employees are more likely to be familiar with the software. what is the case in the software itself. Any links to other documentation should be correct, complete, and useful.
- Training and documentation
3.2.5.1 Documentation. Many of the same points apply to printed documentation as are noted above for online help. The availability of guides produced by third parties should also be considered.
3.2.5.2 Tutorials. If the package includes tutorials, consider how much they cover and whether they provide real interactive learning or simply encourage the user to click through a series of steps without taking in what they are doing.
3.2.5.3 Training. This may be provided by vendors or by third parties such as educational institutions. Relatively simple software may not require much user training.
- Vendor relations.
3.2.6.1 Charging. You need to know what the local cost is to you or your organization; this may mean taking account of taxes, shipping and handling, currency exchange, and customs charges. While less expensive software often has a fairly simple sticker price, more expensive or specialized packages may have more complex pricing systems; price may depend on whether the buyer is a non-profit institution or not, or, in the latter case, on something like annual sales revenue. Competitive or upgrade prices may also be available, as may special rates for multiple licenses. Some software licenses are not sold, but leased, requiring ongoing expenditure if you want to continue using the product.
3.2.6.2 Copy protection. Technical copy protection (as against legal sanctions on unauthorized copying) is found especially on games, educational software, and expensive niche products. One method is to require the presence of a physical object (such as an installation disk, or a "dongle" attached to one of the computer's ports) in order for the software to run. Another method is to require activation after the software has been installed in order to access all its features or so that it will continue to run after a given date; depending on the activation scheme, this may mean that the software cannot later be transferred to another machine (or even run on the current machine if it is substantially upgraded) without contacting the vendor and perhaps paying an additional fee.
3.2.6.3 Warranty. About all you usually get here is a limited time period in which you can ask for a refund. Software developers are notorious for avoiding providing guarantees of the quality of their products.
3.2.6.4 Maintenance. There may be a limited period during which you can download free updates from an Internet site. Various fees may be applicable for more extended maintenance plans.
3.2.6.5 New releases. Consider how often new versions of the software are being released and whether you will wish to upgrade at each new release, at every second new release, etc. Is there a special upgrade price? Sometimes, upgrading to a new release is made free of charge to those who bought an old version very recently.
3.2.6.6 Assistance with problems. This might be by telephone, fax, or e-mail, or though an online user discussion board. Larger vendors may provide a range of support options from free for very bare-bones support through various prices for different degrees of premium Support, with the software.
3.2.7 Solution
Based on observation, facts and published literature, authors found, open source or free ware as an alternative solution of the commercial software. It has been observed that best reason for adopting open source or migration to commercial to open source is that library may have complete control over the system. Open source providing the freedom to try boldly imaginative innovations in library service ( Hedges,Stepen.,2007) Open source is good for the libraries in developing countries facing problem of lack of budget, but having vision to modernizing the library , manage and disseminate information sources(Cavan,Mccarthy,.2000) Open source is good in terms of customizing the software as per requirement, no hidden price, no maintenance cost availability of documentations and training manuals constant online support from developers and users are available online of e-mail and chat mode. (Breeding, Marshall 2007) said when the library wanted to have software for library automation open source systems should not be evaluated on the basis of their own merits, proven reliability, support, and vision also with commercial solutions.
3.3 Hardware selection and purchase
Increasingly Libraries and information people find themselves involved with choosing hardware, either small computer systems, specialized server systems. Previously such choice were usually taken by staff belong to the parent body’s computer centre but this is not likely to be the case in future although it is probably a good idea to consult such people prior to purchase.
Information on available hardware can be gathered from a variety of sources which include computer year book, appropriate trade exhibition, trade catalogue at least but most fruitful, colleagues in similar libraries or information unit who have recently acquired hardware for a similar purpose. Manufactures producing suitable equipment need to be contacted and their products demonstrated. If possible members of the library staff involved with using the new equipment should be included in the discussion and demonstration. When comparing the cost of equipment from different manufacturers it is necessary to look not only at capital cost but also at maintenance cost and maintenance service offered by the manufacturer and supplier. When hardware arrivers in the library, It must be tested and operators trained in its use, when choosing a small computer system obvious factors such as amount of main store , type and amount of backing store, printing facilities, display characters, type of CPU and ability to extend need to be considered, although probably more important is software available
3.4 Insulation of Hardware & Networking
In this stage the Network technician will do networking & hardware technician will install the server, client machine and other equipment in functional areas.
3.5 Installation of software
After the installation of hardware in the functional area the software professional plays key role in loading and customizing the software for the various part of the system typically the software professional will be assign to specific component of the overall system. If the component is being build the programmers will write necessary code to make the component fit into the system (Norton,s Peter, (2001)
3.6 Retro conversion
After instilling the client machine, Capturing the data of books is the first step through Data in put sheet (MARC) format by the only Library Professionals (or) by the students in this stage, All the book bibliographic details must be entered in the Library Automation Software by the data entry operators. Currently most of the libraries follow the same method. Any Library can adopt this same method for retro conversion to avoid technical problems.
3.7 Training
An essential part of the conversion to automation is to have complete and through training in the system, and in the differences between the new and the old system. The training should be presented orallyevery group and individual whose work will be affected by the new system. The training may be different type Library staff, Clerical personal, Cataloguer, and Computer operators. . The training materials must be presented in formal oral lectures, but procedures, policies, forms etc should be circulated to the personal If everything available in the form of written manual it should be available to all personnel using the system so that questions about operations can be answered when systems and management personal are not available for answering. The training aids should always be maintained and up to date. New personnel coming in to library should be trained in the system.
3.8 Maintenance
After the Library management is implemented the software the hardware professional will continue to provide support during the maintenance period, they will monitor various induces of the system performance such as response time etc, if any error occurs in the new Library management system, The software professional correct such errors during the maintenance period. (Norton,s Peter, 2001)
4. Conclusion
Once the new technology is integrated in system, it is always expected that it should be applied in stages, so that the growth is ascertained and priorities could also be evaluated. While integrating new technology it should always be done in stages and all these stages are later concretized at a focal point so that new technology may bring economy, speed, accuracy and effectiveness. Integration of new technologies in the library sector is completing a management aspect and to get optimum benefit and effectiveness the management decisions have to be taken in the light of above guidelines, then only the new system would be operated and bring the cost effectiveness.
5. References
- Norton,s Peter. (2001),”Introduction to computers” (4th ed.), Tata MacGraw Hill Publishing Company, New Delhi, pp.454-470.
- Sridher, M, S., (2000) “Modernization of Library services using It. Potential and trends” Harald of Library Science, Vol.39 No.1-2. pp. 28-31.
- Dutta, Namita., (1993) “The use of PCs in Library automation” ( The paper presented at the MLAI-93 National convention and workshop, Oct. 13-16, New Delhi.
- Dhiman, Anil K. (2003) “Basics of information technology for Librarian”, New Delhi Ess Ess Publication. Pp. 254-172
- Lancaster, F.W., (1988) “If you want to evaluate your library”, University of Illinois, Champaigh, pp 154- 162
- Dundu, A.K,. (1995) “Integration of New technologies a framework for decision making for automating library operations” .Banaras Hindu University. pp 59 – 61.
- Murthy, T. V., (2003) “National conference on Change Management in Library & Information Centers” , Bishop Heber College. Tiruchirapalli.
- Hedges, Sephn., (2005)”Mgrating to Koha ver 2.0.0” available at https://WWW.Koha.org (accessed 13.December..2007),.
- Cavan, Mccarthy., (2000 )“ Open Bibliographic software project: Bibliography database using open source software in web, desktop and developing country environment,. Available at: https://mingo.info-science.uiowa.edu/~mccarthy/opensourceproject.html. (accessed 13.December.2007),.
- Breeding , Marshall., (2002) “An update on open source ILS: reviews three open source Projects.informationToday,19(9),.available.at https://www.infotoday.com/IT/oct/02/breeding html.( accessed 13.December.2007)
- Koha development team & Katipo communications. (2005)“About Koha”,. available at :https:// www.Koha.org/about-kaha/indes.html) (accessed on 13.December.2007)
- (Tim, Craven., (2003) “Criteria for evaluation for the Software” , Faculty of information and Media Studies, University of Western Ontaria, London (accessed on 1 April.2008)
- Ranganathan, S. R., (1960)“Colon Classification”, Saratha Ranganathan Endowment for Library Science, Bangalore, pp.1
- Abraham, J. (1996). "Computers in modernising Library Information System and Services: Perspectives of Library Automation" International Library Movement.
- AmjadAli (1995). "Computerizing University Libraries." University News; 33 (18).