INTERNSHIP REPORT

A
REPORT SUBMITTED TO INDIRA GANDHI NATIONAL OPEN
UNIVERSITY IN PARTIAL FULFILMENT OF THE REQUIREMENTS
FOR THE DEGREE OF MASTER IN LIBRARY AND INFORMATION
SCIENCE.

GUIDED BY
PRABODH MOHAPATRA
AT - GIET CENTRAL LIBRARY
PLACE - GANDHI INSTITUTE OF EXCELLENT TECHNOCRATS,
BHUBANESWAR

(DURATION - FROM: 09/01/2023 TO 08/02/2023)

BY
NAME OF THE STUDENT: DEEPAK KUMAR SAHOO
ENROLLMENT NO: 2251336337
 CERTIFICATE

This is to certify that Mr DEEPAK KUMAR SAHOO Student of MLIS,

INDIRA GANDHI NATIONAL OPEN UNIVERSITY (IGNOU), New
Delhi, and Bearing Enrolment No 2251336337 Has Successfully completed the
Internship at GANDHI INSTITUTE OF EXCELLENT TECHNOCRATS,
GHANGAPATNA, BHUBANESWAR.

Internship Supervisor Librarian and Head

 ACKNOWLEDGEMENT

I express my profound gratitude to my guide Mr. PRABODH

MOHAPATRA, GIET Central Library, Bhubaneswar, for his suggestion to
take up this work. I am indebted for his valuable guidance, encouragement, keen
interest and meticulous scrutiny which only made this work to see the days of
light.
I am extremely grateful to of Dr. Chandan Sahoo (Principal) for their
encouragement, usefulness suggestions and the great inspiration provided by
them.
I acknowledge with gratitude the co-operation extended by the
students of GIET, BBSR and staffs, who responded promptly to fill up the
questionnaires, as well as providing valuable information.
All my thanks are due to my parents, family members, friends, for
their support, encouragement and blessing, which worked as a continuous
source of inspiration and completing this work.

Deepak Kumar Sahoo

 DECLARATION

I do hereby solemnly declare that this report entitled “internship in GANDHI

INSTITUTE OF EXCELLENT TECHNOCRATS “Submitted by me to
INDIRA GANDHI NATIONAL OPEN UNIVERSITY in partial fulfilment
of the requirement for award of the Degree of Master in library and information
science internship work done by me under the supervision and guidance of
MR.PRABODH MOHAPATRA, Librarian in Central Library GIET, BBSR.

Investigator Deepak Kumar Sahoo

 CONTENTS

CHAPTER-NO.
1. Certificate
2. Declaration
3. Acknowledgements
4. Abstract
1. CHAPTER-I
a. Introduction
b. Operational Definition of the Terms
c. Objectives of the Study
d. Methodology
2. CHAPTER-II
a. Routine of the internship program
b. Limitations of the work
3. CHAPTER-III
a. About the institution
4. CHAPTER –IV
a. Operations
5. CHAPTER –V
a. Services
6. CHAPTER -VI
a. Automation
7. CHAPTER-VII
a. Digitisation
8. CHAPTER-VIII
a. Administration
9. CHAPTER-IX
a. Research and Publications
10. CHAPTER-X
a. Conclusion
 CHAPTER-1

1. INTRODUCTION
A library is a collection of materials, books or media that are accessible for use
and not just for display purposes. A library provides physical (hard copies) or
digital access (soft copies) materials, and may be a physical location or a virtual
space, or both. A library's collection can include printed materials and other
physical resources in many formats such as DVD, CD and cassette as well as
access to information, music or other content held on bibliographic databases.
A library, which may vary widely in size, may be organized for use and
maintained by a public body such as a government; an institution such as a
school or museum; a corporation; or a private individual. In addition to
providing materials, libraries also provide the services of librarians who are
trained and experts at finding, selecting, circulating and organizing information
and at interpreting information needs, navigating and analysing very large
amounts of information with a variety of resources.
Ranganathan says “a library is a public institution or establishment charged with
the. Care of collection of books and the duty of making them accessible to those
who require to use them”. Here, the term 'book' symbolizes the library
collection which may be book, periodicals, or any other material kept in a
library.
A library is an organized collection of sources of information and similar
resources, made accessible to a defined community for reference or borrowing.
It provides physical or digital access to material, and may be a physical building
or room, or a virtual space, or both. Libraries are vital social institutions. No
community is considered complete without a library. From the early age of
human civilization libraries are considered as the most important social
organization. And the modern age of knowledge and science it is undeniable
that libraries and information centres are highly needed in a country/society. In
our country there are a number of different types of libraries (i.e. Public,
Academic, Special etc.) exist. To ensure better services in these libraries skilled
and qualified library and information professionals are highly needed. For this,
in 1952 Library and Information Science Education began in formally. Later the
scope of Library and Information Science education has extended gradually in
the country which made a number of professional library personnel's.
An internship is a professional learning experience that offers meaningful,
practical work related to a student's field of study or career interest. An
internship gives a student the opportunity for career exploration and
development, and to learn new skills.
A Library Internship is an opportunity to gain work experience under the
guidance of a knowledgeable, experienced, and successful librarian.
The library internship is meant to provide a student with an introduction to
academic libraries. Interns in this position spend each term of their first year in a
different library department, learn about their various processes, and take on
special projects in those departments.
The key to a successful internship is to have the opportunity to participate in
meaningful work assignments that allow the intern to learn more about a career
through practice by working closely with a mentor who takes an active interest
in providing guidance and supervision.
MASTER OF LIBRARY AND INFORMATION SCIENCE (MLIS) aims to
produce professionals who can be appointed in libraries and information centres
in junior and middle-level positions. With time and after gaining experience
they move further up in position. They can also be self-employed providing
information based services and products, even open their own start-ups.
Students can be introduced and exposed to work culture, routines, and practices
by placing them as intern sin different working environments. The internship
has also been stressed in the New Education Policy. It also directs to have a
component of practical in all the courses. Internship will expose the students to
translating their learning into work or job and also consolidate their practical
learning in the LIS School by doing it during an internship for providing
services and designing information products. It is necessary to introduce the
student to the concept and need for an internship.

Objectives of the Study:

The main objective of the study is to earn practical knowledge on library sector
and to make the students acquainted with the modern trend in librarianship, so
that given following lines.
1. Gain practical experience by working on special projects;
2. Perform professional responsibilities in an academic library.
3. Observe the unique challenges of the research library environment;
4. Develop critical awareness of professionalism in librarianship;
5. Opportunity to work in career related or professional environment;
6. Provide career awareness for the students;
7. Give the students the chance to evaluate, reflect upon and try a career
field;
8. Provide valuable experience that helps secure future employment;
9. Can earn money or credit;
10. Provide professional networking contacts;
11. Make classroom learning more interesting;
12. Help the student develop job search skills;
13. Develop self-confidence as they identify skills, abilities and talents;

Methodology
1. Observation: We have applied observation method because this method is
very important to gather information. Through this method one can obtain
information on the basis of directly conversation with the library personnel
physically on the place by observing the environment with own eyes.
2. Personal contact: We have gathered information through personal contact,
correspondence with the library staffs and visiting different sections. It is an
active method of collecting information due to its very close contact.
3. Direct Participation: Direct participation in any work is very important to
know and acquire information of that work. We have also gathered information
directly by participating in the work in different sections and worked with the
library personnel physically.
4. Interview: We also went through interview method for cumulating
information by asking different required questions to library personnel and thus
gathered information.
5. Questionnaire: This method was very useful for my required information
specifically from those who were reluctant to give information.
 CHAPTER II

ROUTINE OF THE INTERNSHIP PROGRAM

 STRUCTURE
No. Training: Training: Tasks Duration
Componen
ts
1 Operations Acquisition,Accessioning,Classificatio 1st week-2 days
n,Cataloguing,e-
ResourceManagement,Stockverificatio
n,etc.
2 Services Reference, Circulation, ILL ,EDDS 1st
,CAS/SDI, etc.
week-3days
3 Automatio Data base creation, applications in 2ndweek
n different routines full
And services
4 Digitising materials, Creating 3rdweekfull
Digitisatio applications and
n Products like institutional repository,
Preservation, etc.
5 Administra Writing notes, and letters, organizing 4th
tion events, etc.
Week
3days
6 Publication LICs having publication work or such a th
4 week 2days
unit may be asked to handle the
activities involved therein-

Schedule of Central Library

Date Sections
9 – 10 January 2023 Operations
11-13january 2023 services
14 January,16-19 january Automation
2023
20-21 january ,23- Digitisation
25January and 27 january
2023
28January,30-31 january Administration
2023
1-3 february 2023 Publication
4 february,6-7 february Accounts &
2023 Administration,,Data Base
 Limitations of the work
Every study has two vital constraints: The Theme and the Finance.
This ultimately completes a user or researcher to limit the scope of this
practical work for making the study more precise, specific and more time
bound. Thus the scope of this internship work can be summarized as
under:
(a) Time: The internship program
consists of 30 working days only which is
very short to explore the systems and
services of the library.

(b) Lack of Information: The major

barrier of the study is the lack of
adequate confidential informational
sources.

(c) Limited: This internship work

covers its survey only in GIET Central
Library but does not consider the College,
School and Polytechnic Libraries.

(d) Co-operation: Another limitation

of the study is the lack of co-operation
from some of the concerned employees of
the library.

(e) Users’ view only: The work

includes its scope only the extent or service
areas in which users‟ attitudes towards the
resource services in GIET central library
Bhubaneswar.

ABOUT THE INSTITUTION

GANDHI INSTITUTE OF EXCELLENT TECHNOCRATS was
established in 2008. Initially, the library started with a collection of
8,000 of books. The Central library of the institution was inaugurated in
a suitable portion of central part, since the establishment of library has
developed a new and wider roles in the country's academic and national
life. It has become a center for co-operation, promotion and service in
education and research. At the very start, there was no professional
librarian. Librarians came mainly from the teaching fraternity and
worked as part-time librarians. The first Librarian of the Institution was
Mr. Rakesh Sharma. As from September 2011, qualified librarians were
getting appointed on a full-time basis. By 2016 the library added 16,000
books at an expenditure of RS. 1, 50,000 /- . Annual grant to the library
was amounted to RS. 34,000 /-. The library was initiated with 877
students, 60 teachers of 12 departments.viz. B.TECH, DIPLOMA,
MBA, MCA. Library playing a crucial role in the expansion of
Education and research in this institution.

Library Collections:

The library has now 37,000 volume of books and bound journals.
Moreover, it has over 3,000 rare and old manuscripts, numerous
microfilm and microfiches CDs and DVDs. There are 65 titles of
journals .Students will be able to read and to download more than
2,000 online journals of 26 publishers. The library is enriched with
available reference materials such as atlases, dictionaries, encyclopedias,
annual reports, statistical year books and other publications.

Objective:
The main aim of the GIET Library is the expansion of education and
research in the field of Science, Technology, Business, Management and
Law etc.

Functions of Library:
The main functions of DUL are as follow:
a) Acquisition (including selection, ordering and accessioning of
material.

Processing (including cataloguing, classification, indexing, book

preparation, card preparation, etc.),
a) Circulation (including issues and discharges, fines collection,
readers service, book stock maintenance),
b) Reference services (including serial, newspaper, Important
collection etc),
c) Reprography services.
d) Manuscript collections.
e) Administration (including management information gathering,
staff management, budgeting).
Library Hours:

The library time schedule is as follows:

Time
Day

DURATION OF OPEN LIBRARY

CENTRAL LIBRARY READING ROOM

Mon
day to
Fri 8am to 7pm 6am to 10pm
day

Saturd 8am to 6pm 6am to 10pm

ay
Closed 7am to 7pm
SUN DAY
GIET MAIN BUILDING

MAIN LIBRARY

READING ROOM
E- LIBRARY, PERIODICALS AND NEWS PAPER SECTION
 CHAPTER IV

ACQUISITION
Acquisition is the department of a library responsible for the
selection and purchase of materials or resources. The department may
select vendors, negotiate consortium pricing, arrange for standing orders,
and select individual titles or resources. Harrods’s Librarians’ Glossary
defined Acquisition as, “The process of obtaining books and other
documents for a library, documentation centre or archive”. The ALA
Glossary of Library and Information Science defined Acquisition
department as, “The administrative unit of a library which performs
acquisition services”.
This section is in the first floor of the administrative building. It is
an important section of the library. Books and journals of all Departments
of the Institution are procured by this section and after processing, copies
of newly collected books are sent in the relevant departmental seminars as
per the request of the chairman. If a single copy is procured for any
department, it cannot be sent there, as there is no provision to send the
single copy in any departmental seminar.

Objectives of this section:

The main objectives of the acquisition section are as mentioned here:

1. A library should acquire and provide all the relevant reading materials
to its reader so that the basic functions of the library are fulfilled.

2. A library should acquire all other books on the related topics. A

University Library must procure books on bordering subjects also so
that comprehensive reading materials for research and study are made
available.

3. A library should contain all the reading materials pertaining to the

history and culture of a particular country, city, place or institution.
a) Budget Allocation
In every year an annual budget is allotted to procure the books and
journals for all the departments of the Institution, to pay salaries of all the
staffs of the Library and to maintain the development activities of GIET
BBSR. The allocated total for procurement of books and journals are re-
allocated among the departments of the Institution. Every department gets
50% of total amount for the procurement of books and journals equally.
Then the budget is re-allocated considering the number of students of the
departments.

Process for Budget Allocation:

The allocation of budget for procuring books and journals goes by the following
steps:

Step-1: The budget is passed in the GIET.

Step-2: The Deans of the Faculties of GIET allocates the
budgets among the Departments.
Step-3: Library Committee checks the budget and gives
recommendations.
Step-4: Finance Committee checks the budget and gives
recommendations.
Step-5: Chairman checks the budget and gives the
approval.

Budget for the Procurement and maintenance of library materials

Year 2019-2020 2020-2021 2021-2022

Costs of library Materials Original Allotted Allotted

Purchase of books and journals 100.90 110.00 120.00

Purchase of course/semester books 10.00 11.00
Bank issues of journals 2.00 3.00
Manuscripts Collection & 1.23 2.00 2.00
Preservation
Cost of Reprography 5.50 10.00 10.00
Binding cost 1.20 3.00 3.00
Related cost 16.63 19.00 13.00
Online subscription 7.32 25.00 25.00
Cost of electrical maintenance 3.00 3.00
Preservation/ Conservation
Insurance of fire 1.00 1.00
Library Cyber Center 2.00 2.00
Visually Impaired Resource Center 2.00 2.00
Computerization of Central Library 10.00 10.00
Preservation of generator 5.00 5.00
Dusting cost 3.00 3.00
Processing cost 2.00
Total 132.78 207.00 215.00
Table: Library Materials Procurement and Maintenance Budget
 b) Procurement of books and journals

For procuring books and other reading materials Acquisition

section of GIET do the following procedures:

a)The acquisition section informs all the departments about the

allocation of budget and asks their demand for the procurement of
books.
b) The departments send their demand to the acquisition section.
c)The acquisition section organizes the demands of the departments
and publishes notice as Invitation for Tenders in two national daily
newspapers.
d) The interested vendors/suppliers cast their tender in the tender box
within the time limit.
e)The Technical Evaluation Committee evaluates and recommends
the best supplier on the basis of highest discount offered.
f) The Finance Committee checks and recommends the best supplier.
g) The Librarian issues appointment letter to the selected supplier.
h) The supplier gives consent.

1) Post-activities of procuring

After supplying books to the library by the suppliers/ vendors

Acquisition section receives the books and performs the following
activities:

i) Invoices are checked with the order list to confirm that ordered items are
sent accurately.
j) Each and every copy of the books/journals is accessioned and
major bibliographical information’s are entered in the accession
register.

A sample of the Accession Register maintained by the GIET LIBRARY is

showed here:

Acc. Auth Title Place Pub. Year Size Page Bdg. Cost Sourc Vol. Remar
No or s e ks
CLASSIFICATION
Library classification is the arrangement of library holdings in a logical order,
from the general to the specific, based on the main subject of the resources.
The library collection are not meant for conservation or preservation, as library is
a service providing institution and it’s aims & objectives is to serve the user. The
users are the strangers without knowing what is library has. The accommodated
document in the library are known by reference staff. The usable materials
becomes usable with the help to technical tools. The classification fulfils the
subject.
CATALGOUING
Cataloguing or Cataloguing or Library Cataloguing is the process of
creating and maintaining bibliographic and authority records in the library
catalog, the database of books, serials, sound recordings, moving images,
cartographic materials, computer files, e-resources etc. that are owned by a
library. The catalog may be in tangible form, such as a card catalog or in
electronic form, such as online public access catalog (OPAC). Relative to the
movement of materials within technical services, cataloguing usually follows
the receipt of ordered books in acquisitions. The process of cataloguing
involves three major activities, namely, Descriptive Cataloging, Subject
Cataloging, and Authority Control.
A catalog is an organized compilation of bibliographic metadata that
represents the holdings of a particular institution or a library network and/or
resources accessible in a particular location.

Cataloging, traditionally, has been seen as comprising two specific

activities: Descriptive Cataloging and Subject Cataloging.
E-RESOURCE MANAGEMENT:
The users can access the e-resources through the library portal. From Sonali Mam
I came to know about the management of e-resources In GIET. She have briefed
the past of e-resources. In GIET procurement of e-resources are mainly through
E-Shodh Sindhu and the Library Consortia. The Subscription process begins in
the month of January, prior to that user statistics should be created. The
publishers will give the institution a trial access of 30 days. This would give the
institution to study and evaluate its usability; cost etc. The list of e-resources that
are selected would submit before to the library committee. After signing the
license agreement, in order to access the resources the institution should give the
campus IP address to the publisher. A user name and password is given to the
members who will be active till they belong to the institution and the digital
library is accessible to these members remotely.
GIET Library provides a wide range of electronic resources. Use of these
resources is governed by copyright law and individual license agreements. E-
resources are mainly categorized into Academic Literature, Company and
Financial Data, Newspapers and Magazines, IPO/ Stock Market Data, Country
Information and Data, Socio Economic Indicators and Statistics, E-Books, Video
Library, Market Research Reports, Legal Information, Mergers and Acquisitions,
Projects Information, and India Centric Content
STOCK VERIFICATION:
Stock Verification is an annual verification or physical verification of any
library is an essential part of the library process. Physical inspection of library
materials is necessary. Which is recorded in the library register.
Therefore, annual verification means to do an actual investigation of those types
of items which are mentioned in the Library Records.
The practice of annual verification is often in all government departments, big
business establishments as well.
The library is also subject to annual verification of library material and books
which are not available are rejected or if it is too useful, the action is taken to
provide it again.
The library's wealth is its books, magazines, and other materials. The library has a
collection of books for the use of lessons. Whom they use it freely.
Need for Stock Verification in Library
The Need for library archive-verification has been felt for the following two
reasons.
1) Stolen textual content by readers.
2) To keep the textual contents from one place hidden by the readers for their use.
Read Also, 1000+ Jobs Recruitment for Librarian & Library Assistant.
Apart from, this work has been going on since the time when the texts were
stored for protection. Today, when large-scale texts are being published, in such a
situation this work has become valueless for large libraries.
Some librarians think that stock verification in a large library is very difficult.
This is why stock verification is considered desirable in developed countries.
Stock Verification in Library
Methods of Stock Verification

The following are the major methods used for Stock Verification in GIET BBSR.
1) Accession Register - This system is very simple and accessible. In this method,
the Accession Register is carried to the rack.
One person speaks the Accession Number of the book on the board and another
person signs the number mentioned in the Accession Register.
When all the texts are checked, then the accession number which does not have a
mark (Tick) is searched and if it is not found, then that book is considered lost.
Although this method seems simple, it takes more time and labor because texts on
shelve are classified as Call no. And the Entries of texts in the Accession
Register. Occur in sequence.
Therefore, many pages of the Accession Register have to be reversed again and
again. It also takes more time. Repeated ticking and reversal of pages also get the
register dirty, which makes it difficult to test library collections.

Only stock testing of small libraries is possible by this method.

2) By using a separate register with accession number - Another method is
adopted to take care of the errors of the above-mentioned method and to save the
Accession Register, under this method separate- Accession No. on the pages of
the Earth Register Verification is carried out in the same way as in the first
method.
The only difference is in this only Accession No. Books are matched only from.
The feature in this is that the register pages have the facility to move, bend, and
when destroyed, a second sheet is easily created. In this, the numbers can be
printed easily with a numbering machine or computer.
In this method, the same defects are found which were found in the previous
method. The main flaw in them is that Accession No. There is a lot of mistake in
speaking and listening again and again. Sometimes if even a little attention is
diverted, there are mistakes in writing the number.
Which later becomes very difficult to improve. Sometimes you forget to look at
the number and cut it is a win, the number is something else and the tick is put on
the number somewhere else. In this system, the effort to create another register
increases
 My Experiences
Participating the internship program I’ve learned much practical
knowledge about the functions and activities of Acquisition section of a library.
Some of these areas like as the follow:

1) How to make a Budget.

2) How to make a Budget allocation.
3) Purchasing process.
4) Process of stock verification
5) Classification
6) cataloguing
7) How to manage e-Resources
8) How to call tender process.
9) How to deal with Supplier.
10) How to make accession Register and Barcode No. etc.

Sign of the training Supervisor

 CHAPTER V
1. Reference Section
Reference Service is considered as one of the most important
information service provided by the library personnel’s to the users in the
personal way. It is a kind of personalized service for bringing the right
user to the right information at the right time in the right personal way.
You can consult with a Reference Librarian when you are not finding what
you want.

The ALA Glossary of Library and Information Science defined Reference

Department as, “The department of a library which supplies information
requested by library users and assists users in locating needed information,
using all available reference sources, and performs other information
services”.

In GIET Reference Section is situated in the south side of the ground floor
of main building. Reference section is run by two shift viz. morning
session and afternoon session. In the reference section 40 readers can use
reference materials at a time. In the reference section most of the
reference materials are kept in open shelves. But some important
reference materials which have high demand are kept in closed shelves. So
there exists both open and closed access system in the reference section.
The users can neither borrow the reference materials nor can they take
them outside the library. They can just read the reference materials inside
the reference section. For the closed shelved materials they need to submit
their library card with a slip containing the card number, title, call number,
author name and hall name to the reference librarian and against their
library card they can use the reference material. For the open shelved
materials they do not need to submit any library card. The reference
librarian can hardly help them in locating their required information.

There are two types of reference services, viz. 1. Ready reference service
and 2. Long range reference service.

(i) The Ready Reference Service is done by supplying annual reports,

encyclopaedias directories etc.
(ii) The Long Rang Service is done by getting information from
other libraries. It involves certain amount of time. It also includes
the referral service.

References materials in GIET

 a. Dictionaries
b. Encyclopaedia
c. Directories
d. Year books
e. Handbooks
f. Biographical sources
g. Bibliographies
h. Globes/ Atlas/ Maps
i. Manuals
j. Glossary. etc.

2. INTER LIBRARY LOAN

Interlibrary loan (ILL) is the cooperative arrangement among libraries that allows
books and other materials from one library to be loaned out to a patron from
another library. Document delivery is the provision of published or unpublished
documents, generally electronically and sometimes for a fee.
Interlibrary loans (ILL) have undergone many changes over the last few years for
various reasons, including significant technological improvements, wider access
to online content, increased partnerships between institutions, and improved
content delivery. With these changes, there have been many discussions about
where interlibrary loan departments belong in the library. Because patrons have
wider access to bibliographic citations, online content, etc., some people believe
ILL should be housed within reference to navigate this overwhelming sea of
information. Or perhaps it is preferable to place ILL beside circulation staff, to
promote patron-driven acquisitions and better customer service, still others
believe it is a department that fits best within technical services such as
cataloguing and reserves. This article looks at the role of interlibrary loan and
challenges current ideas about where it belongs in the library. It looks at the
changing landscape of interlibrary loans within academic libraries and suggests
that closer collaboration between departments and increased patron interaction
benefits everyone.

3. EDDS
 ELECTRONIC DOCUMENT DELIVERY SYSTEMS AND SERVICES.
Systems which employ electronic technology for receipt of request and supply of
documents are known as Electronic Document Delivery Systems (EDDS).
Online Dictionary of Library and Information Science defines Electronic
Document Delivery Service as “The transfer of information traditionally recorded
in a physical medium (print, videotape, sound recording, etc.) to the user
electronically via e-mail or World Wide Web.
4. CAS/SDI
Current Awareness Service (CAS) is a service that provides users with
information about new publications in their field of interest. This information can
be delivered in a variety of formats, such as a weekly newsletter, a daily email
alert, or a custom-designed dashboard. CAS services can be provided by libraries,
research institutions, and commercial vendors. Difference between SDI and CAS

Selective Dissemination of Information (SDI) is a type of CAS service tailored

to an individual user’s specific needs. SDI services typically use a computer to
track new publications and deliver only those relevant to the user’s interests. This
can save users significant time and effort, as they do not have to search for new
information manually.

The main difference between CAS and SDI is the level of personalization. CAS
services provide a general overview of new publications, while SDI services
deliver only the most relevant information to the user. This makes SDI services
more efficient and effective for users with specific information needs.

5. CIRCULATION

Circulation is the process of lending books to borrowers and

accurately re-shelving them after they have been returned, so that they will
be retrievable by the next user. The main activities of this section are such
as charging and discharging of books, overdue collection and maintaining
statistics etc in a library. Circulation Section is located at the ground floor
of the main building. It is also called the Teacher’s Counter. The reader’s
section situated in the first and second floor of the main building is also
run by the section.

Policy for borrowing books

Students, teachers, researchers and staffs are allowed to borrow books,

 other reading materials from library for their own use. Followings are the
rules for borrowing books from the library.

1. A teacher can issue up to 10 books at a time for a period

of one month. But the researchers and library staff
member can issue up to 3 books. There is no provision to
issue rare books, journals and reference materials to
anybody for taking outside the library.
2. Students cannot take books outside the library other than the
books issued from the seminar section of the main library
and the science section of the library. The students usually
issue up to 2 books against their cards and read the same in
the reading rooms.
3. Relevant students of ain library and science section can
issue 1 book and 2 books respectively for their home use
against the library card for a period of 21 days.
4. rary.

Some tools used in circulations section

(1) Book Card: It is issued for each book

(2) Index Card: It keeps information of book borrowing. It is

issued for each user. (Except teachers). It includes:

a. Call no;
b. Return date;
c. Issue date;
d. Date of received
e. Due date;
f. Remark;

(3) Borrowers ID card: It shows the membership identity for

users. It is provided from library. Now Users of library can
issue Digital Id Card.
(4) Book issue Card: This card is used to search book filled by the
users
(5) Recall Notice: It is a request notice to send back the
borrowed material instantly in the need of emergency.
(6) Reminder Notice: This notice is send to user to remind the
running out duration for His/her borrowed resource.
(7) Caution money: This money is taken as security. Amount –
500/- For Reg. Graduate. 25/- for Staff.

(8) Renewal of cards: Cards are renewed for membership.

(9) Renewal notice: This notice is send to renew the membership card.
Functions of Circulation section

The functions are enumerated as follow:

5. The users are issued Borrower’s ID card (Digital) and Borrowers
Card.
6. The users sort out the books from the stack and show the
books and the Digital ID card to the circulation staff.
7. The circulation staff removes the book card from the book
pocket and enters the date due and name of the borrower
and ID no. in the book card. The book card is kept in the
circulation section and arranged in classified order in a tray.
8. Then he enters the call number, return date into the
borrower’s card. The borrower’s card is inserted into the
book pocket.
9. Then he enters the call number, return date into the Index
Card. The index card is also kept in the circulation section in
a tray and arranged by department name and serial no. of the
concerned department. Thus the book is issued to the user.
10. The circulation staff issues a gate pass to the user with the
user name, number of books issued and their accession
number on the verso which is a permission slip. The gate
pass is checked by a staff and kept in the library for the sake
of maintaining statistics.

Experience
1. How to serve ready reference service
2. How to serve long range reference service
3. How to serve referral service
4. How to deals with the user promptly.
5. What is EDDS And ILL
6. How to prepare borrowers ID cards as a step of digital era.
7. How to make issue system.
8. How to make receiving system.

Sign of the Training Supervisor

CHAPTER VI
Automation Section
 Automation is an indispensable part of modern library’s information
systems development, organization, management and services. In the
present „age of information‟, automation has been making tremendous
impact on different sectors of the libraries and information centers.
Library automation may be defined as the application of automatic and
semi-automatic data processing machines (computers) to perform
traditional library housekeeping activities such as acquisition, circulation,
cataloguing and reference and serial control, finally library automation is
the process of performing all information operations/ activities in library
with the help of computers and related information technologies. This
section is in the ground floor of the main building.
With a network server and a number of PCs distributed in a local area
network LAN) within the different sectors of the library and faculty
buildings of the university. The system is being used for creating
bibliographic databases, controlling acquisition, cataloguing and serials,
effecting bar-coded circulation, reservation and recall systems, current
awareness services (CAS), selective dissemination of information (SDI)
services and online literature searches of the national and international
data bases through CD-ROMs and also via internet.
Activities and Functions
1. Procurement of internationally recognized library base software;
2. Establishing a Local Area Network (LAN) among the different
sections of the Main Library and the Science Library;
3. Providing CD-ROM reading facilities for users;
4. Creation of databases with Catalogue entries of books with 1380 plus imprint
data.
 Catalogue inputs of recommended readings (as supplied by the
departments).
 Catalogue entries of books with ISBN (irrespective of publication
dates).
 Catalogue entries of Rare Books.

Facilities Offering for Users:
 Facilities for catalogue browsing from the OPAC (Online Public
Access catalogue) by author, joint author, editor, publisher, subject,
corporate names, series, accession number, ISBN, date and so on;
 Preparing GIET Library for offering CD-ROM reading facilities, as
the trend now is to publish electronically in Digitized formats;
 Becoming ready for storage and retrieval of rare manuscripts in digitized
formats;
 Issuing one single identity and borrower’s card in digitized format
for students, researchers, faculty members and staff; and

Planning & Development Section

It is in the ground floor of the main building. This section works for
 the automation activities viz. affixing bare code level, catalogue data
entry. Internet services and online service are given from this office.
Besides these, old newspaper, rare books and manuscripts are digitized
from here. There is a separate room for servers used for the library
automation work

Borrowers’ ID card Section

This section is also in the ground floor of the main building beside of the
Planning and Development Section. Issuing and maintaining Borrowers ID
Cards to the teachers, officers, employees and the students is the tusk of this
section.

Token Counter

Token Counter is situated in the south-side of the main gate of the library.
The readers of the library can keep their bags, books and other materials in
this counter by receiving a Token from there.

Library Automation: Koha

Koha is a full featured free and open source Integrated Library

System (ILS). It developed initially in New Zealand by Katipo
Communications with Horowhenua Library Trust. It is currently
maintained by a dedicated team of software providers and library
technology staff from around the globe. That by adopting it, the customer
becomes "joint owner” of the product. In particular, the customer can
freely install new versions or not, and can take part in new developments
by financing them or by carrying them out them self.

Koha Interface:
Features

 A full featured modern integrated library software (ILS).

 Award winning and free/Open-source Software.

 OS independent any operating system. Linux, UNIX, Mac.

 We can integrate with website. Full MARC21 and UNIMARC support

for professional cataloguing.

 Multilingual and multi-user support.

 Z39.50 server.

 Customizable web based OPAC circulation system.

 Full catalogue, circulation, acquisitions, library stock management.

 Web based OPAC, public to search the catalogue.

 Major industry-standard database type (text, RDBMS), SQL,MYSQL.

 Print your barcode.

Why Koha:

 Proven, Stable Technologies.

 Software Collaboration and Resource Sharing.
 Long term Support.
 User-driven.
 Cost-effective.
 Innovation.
DATABASE CREATION
Our aim is to design database for library management system. It is used by
librarians to administer the library with the help of a computerized system that
will be used to manage the records of book and students. This system will consist
of different entities such as books, students, staff, books status and department of
students. All these entities have a relation between them that will make the
system easier and efficient in the management of records. Staff can issue books to
students who belongs to different departments. This is a computerized system that
allows users to manage the library's day-to-day operations in a digital format. It
reduces the likelihood of paper work being misplaced, destroyed, or taking an
excessive amount of time. It can help users manage transactions or records more
effectively while also saving time. Our report will cover the following aspect of
library management system.

Sign of the Training Supervisor

 CHAPTER VII

PROCESS OF DIGITISATING
“Digitization refers to the process of translating a piece of information such as
book, sound recording, picture or video into bits. Bits are the fundamental units
of information in computer systems. Turning information into these binary
digits is called digitization” Digitization is one of the hot topics in librarianship
today. To build a ‘digital library’ requires that the content of a collection be
available electronically. The fustian of the information highway has provided
the impetus to convert many existing paper-based (of sound, videos) collection
into new digital media. The assumptions that digital collections will be more
accessible to a broader range of users, presumably through networking
techniques and new efficiencies are to be gained in resource sharing and for
preservation. Recent developments in manufacturing raised the importance of
digital elements as well as fully automated processes on a strategy, planning
and shop floor level. Although the number of publications in this field
increases, many scholar and practitioners lack a differentiated use of the related
terms of “digitization”, “digitalization” and “automation”. In the previous
couple of years, systems for digitizing books at fast and similarly minimal
effort have enhanced extensive with the outcome that it is presently conceivable
to digitize a great many books

INSTITUTIONAL REPOSITORY

An institutional repository is an electronic archive to store and preserve the

research or scholarly output of an institution. Over the years, as internet
proliferation skyrocketed, institutional repositories have been forced to evolve
beyond a simple archive. It should be the focal point for disseminating your
research output online that means meticulously organized, easily accessible to
readers, and search engine friendly.
 Building a complex structure like that from scratch could feel daunting, but it
doesn't have to be.
The steps involved in building an institutional repository
1. Craft an institutional repository policy

 What type of content can be deposited?

 The standard format for different types of content.
 The formatting guidelines that ought to be followed by contributors.
 What is the maximum storage space allocated to each contributor?
 Who is eligible to deposit, and what can they deposit?
 Who is responsible for copyright vetting?
 What happens when a faculty member leaves?
 How to handle grey literature and other unpublished materials?
 How often should the content be refreshed?

2. Select a repository platform

3. Get supporting IT infrastructure and train relevant stakeholders

4. Populate the repository with relevant content

5. Promote usage and track the effectiveness

In the short run, building an Institutional Repository may help bring structure,
comply with funding mandates, and ease of access to your research output. But it
is the long-term benefits that make it a really compelling proposition — increase
in visibility, becoming Open Access friendly, and raising the prestige level of the
institution.
PRESERVATION
Preservation is a set of preventive conservation activities aimed at prolonging
the life of a record, book, or object while making as few changes as possible.
Preservation activities vary widely and may include monitoring the condition of
items, maintaining the temperature and humidity in collection storage areas,
writing a plan in case of emergencies, digitizing items, writing
relevant metadata, and increasing accessibility. Preservation, in this definition, is
practiced in a library or an archive by a librarian, archivist, or other professional
when they perceive a record is in need of maintenance.
Preservation should be distinguished from interceptive conservation and
restoration, which refers to the treatment and repair of individual items to slow
the process of decay, or restore them to a usable state. [1] Preventive conservation
is occasionally used interchangeably with preservation, particularly outside the
professional literature

Sign of the Training Supervisor

 CHAPTER VIII
Administrative Section
Every Institution has an administrative section. It plays a vital role for
planning and developing for any library. It manages the organizational total
activities. The Administrative section is located in the second floor of the
main building. All kinds of administrative activities are performed here.
This section caters all the administrative needs of the whole library.
Recruitments of 3rd class employees, 4th class employees, maintenance of
all official records / documents, preparation of annual report both in HINDI
and ENGLISH, convention of meetings of all committees, writing
proceedings report, disciplinary actions taken against the employees,
sending recommendation to the higher authority for promotion etc. of all
officers and employees are performed in this section. Besides these, other
relevant reports are sent to different offices and organizations according to
their needs through the Administrative Section.
An Introduction to Letter Writing
Letter writing is an essential skill. Despite the prevalence of emails and text
messages, everyone has to write letters at some point. Letters of complaint, job
applications, thank you letters, letters requesting changes or making suggestions
— the list goes on and on.

In this article:
 Introduction
 What's so special about receiving a handwritten letter?
 Warming up to letter writing
 Introducing letter writing
 Formal letters
 Informal letters
 Letter of enquiry and letters providing information
 Thank you letters
 Letters of invitation
 Letters of complaint
 Letters to Santa
 Letters to newspapers and magazines

WRITING NOTES

Writing Note Mean doesn’t only happen when you are reading or attending
lectures. There are three stages to making effective notes: before, during, and
after.

1. Before: Prepare by finding out what you need to know and what the
purpose of the reading or lecture is.
2. During: Note down main ideas and keywords. Find techniques that
work for you.
3. After: Reflect and review and then organize your notes.

ORGANIZING EVENTS
Events should be organized according with
 Audience
 Size
 Theme
 Duration
 Pricing

Sign of the Training Supervisor

 CHAPTER IX

Role of Library in Research and Publication

The Role of Library in Research is as significant as the role of library in other
academic areas. The role of library in research is pivotal, libraries have in-depth
resources in the form of books, journals, magazines, articles, and bibliographies.
Libraries offer space for students to learn and provide excellent environment for
research. Libraries have staff that can help students in locating the information
that a researcher might need.
The most common way to start your research is to have a tour of your local
library or online library database. You need to know about the reference room,
the card catalog, the periodicals, and the information desk. In this way, you will
be able to understand the organization of the library and the ways in which you
can get help from there.

You can do this once you have an overview of your subject, your research topic,
and the basic method that you will follow in your research. Though it should also
be noted that even before you selected your research topic you need to visit
library to know about other researches in your subject area. That helps a lot in
refining your research topic and finally getting a final research topic.
Increasing complexity and specialization of research has tied in with a
further development—the professionalization of research. There are many
ways of defining a "profession." All agree that it should form one's main
paid occupation, that it involves a high level of specialist knowledge, and that it
should entail maintenance of appropriate standards of competence both
individually and across the professional group. General acceptance that
research satisfies these requirements only came in the decades around 1800. This
does not mean that recognizably professional researchers had not existed
before 1800. Medicine is a typical example of a profession, and some of its
practitioners were famous researchers long before that time. Similarly, surveying
was a well-regarded profession in North America from the early days of
European settlement, and some of its members contributed to early
American research. However, in virtually all these cases, the research was
regarded as ancillary to their work, rather than as an essential component of it.
Even in the academic world, though a number of professors or fellows of colleges
contributed to research, the main justification for their posts was teaching. The
belief that university posts should require ability in both teaching and research
grew gradually throughout the nineteenth century.
Professors acquired research students to help develop their research
programmes. These students needed some certificate of their research ability,
and so grew up the process of awarding the PG and Ph.D.
Research also can be dichotomized as quantitative and qualitative.
“Quantitative research methods involve a problem-solving approach that is
highly structured in nature and that relies on the quantification of concepts, where
possible, for purposes of measurement and evaluation.” Qualitative research
methods focus on observing events from the perspective of those involved and
attempt to understand why individuals behave as they do. They take a more
natural approach to the resolution of research problems. Some research
projects utilize both quantitative and qualitative research methods to study
and report behaviours and events Library research.
According to Shera, Ralph Beal once categorized library literature into the
tripartite classification of Glad Tidings, Testimony, and Research, and noted that
there was little of the last. Goldcorp, in his text on library research, categorized
library literature with regard to research as including: one, a relatively small body
of published research as defined in the narrow sense; two, a larger amount of
published and unpublished services studies, or applied research; three, an even
larger number of reports or descriptions of specific situations, or simply opinions;
and four, original data.

Sign of the Training Supervisor

 CHAPTER X

Recommendations
 There should be allocation of adequate budget for the procurement of
books and other reading materials.
 The acquisition section should start performing their functions
automatically by using the acquisition module of the software.
 The accession register should be maintained automatically.
 The senior staff member should share their experience with the junior ones.
 The procedure of purchasing books and other reading materials should be
made easy.
 The processing section should make a decision to use either 22nd or
23rd edition of DDC to avoid ambiguities.
 They should follow the MARC 21 format.
 The circulation section of the main library should go for the automatic
issue and return by using the circulation module of the software.
 The staffs should be trained on using the automated system.
 The library management should recruit qualified personnel for the
post of reference librarian.
 The reference materials should be procured on the basis of user needs.
 The library should digitalized its existing materials and collect digital
reading materials in a large scale.
 The library should develop full text databases for digitalized reading
materials to provide access to its user in its digital resources.
 The library should initiate electronic document delivery services through
its reprography section.
 The library should form a maintenance section to carry out stock
verification and other type of maintenance activities.
CONCLUSION
Internship is an integral part of the information science education. Historically the
profession of information science has considered internship as a primary means of
providing student opportunity to acquire knowledge, value and skills. Successful
application of theoretical knowledge highly depends on internship practice. It is
mentionable that sometimes theoretical knowledge defines the knowledge as seed
and the internship practice is the tree plantation and takes care of it. Theoretical
knowledge of information science becomes fruitful when this wisdom is
implemented in practical field. By solving the problems through the internship
students of information science would able to understand how to apply their
knowledge appropriately. This knowledge will help them in becoming a
professional Library information scientist.