library automation: practical issues

and ideas
by

olayinka c. fatoki
a presentation at the
pre conference seminar of the
nigerian library association annual conference
held at the
national women development centre, abuja
on
19 june, 2006
th

automation defined
automation as “using machines to do work
previously done by people” - oxford advanced
learner’s dictionary
*machines that may be used for this purpose include
typewriter, telephone, jukebox, projector,
television, video, computer, etc.
*computer have been more prominent

library automation
library automation, first known as “library
mechanization” was encountered with the
application of computers to libraries in the 1960s.
*library automation as “the application of computer
and communication technologies to traditional
library processes and services” - bierman (1991)
*library automation is perceived to mean improved
efficiency
 library automation
*earlier library automation efforts focused on
- shifting from manual to automated check-out and
check-in
- creating machine readable representations
of shelf lists through retrospective conversion.
*over the years the scope broadened to do more than
computerize manual and paper-based routines
*today, libraries must be able to access a wide array of
resources and databases in all formats and available
anywhere

overview
justification– is it necessary and why?
*strategic planning – what is our mission, vision,
strength and weakness?
*selection – hardware, software, vendors
*procurement - how do we make payment?
*implementation – where and when to start
*evaluation – how satisfied are we?
*maintenance – how do we keep it going?

issues
*decision to automate is irreversible
*standards are critical
*converted database is the most important asset
*conversion, maintenance, and training are always under
estimated.
*expandable system is desirable
*flexible and standard based library automation system
required
*network really matters
*support costs for technology becomes a significant part of
 the library’s budget

library management system

library management system (lms), automated library
system (als) and integrated library system (ils)
lms/als are a set of programs created to handle the
basic housekeeping (i.e. internal management)
function(s) of a library
*software that manages at least one function of the
library
*the lms/als/ils is the cornerstone of the library’s
electronic services program
*http://www.libinfo.com/libauto.html

integrated library system

an automated library system - programs sharing
common files that handle all (or nearly all) the
basic library functions: acquisitions, cataloguing,
circulation, serials management and the catalog
*systems that may not be part of lms: course
reserves, materials booking, electronic resources
management, interlibrary loan service, digital
reference, institutional repository, digital assets
management
*connect to http://www.libdex.com for information on
ils/lms and vendors

lms modules
cataloguing
*acquisition
*serials
*circulation, reserve
*opac
*others: materials booking, digital assets
management

cataloging module
*marc-based, support for multiple marc formats
*provides the bibliographic information for all other modules
*import records
*export records
*enter new records
*edit records
*check headings
*link records

authority control
assist cataloger in selection of consistent headings
*provides references for the opac
*stores informational notes
*add new records
*edit records
*import records

acquisitions
includes order records, vendor records, financial
records, and a robust report module for
correspondence
*statistics, collection management
*uses marc record
*add order including vendor assignment, sending of
order, troubleshooting order, audit trail, payment
*controls messages in the opac

serials
ordering, canceling, claiming, return defective
issues, accounting, statistics
*claiming requires a predictive model
- publication patterns
drives the volumes/issues lists in the opac
*electronic resource management system (erms)

circulation, reserve
*check out: item id linked to patron id
*renew
*holds
*location information, inventory, storage
*patron data
*offline support
*self-service check out
*support for policies including calendar, fines
*ability to enter records for special items: laptops, keys,
carrels

opac
public view of the integration of all the files
*searching: author, title, journal title, numbers,
subjects, keywords, boolean
*display
*downloading/export

others
materials booking
-reserve
-reservation for media
digital assets management
-access to digitized items
-support for alternative cataloguing formats – dublin core
 personnel
knowledgeable staff needed to exploit the growing
potential of information technologies
*substantial shortage of trained it people at all levels
makes libraries a training ground.
*effective system manager skills includes library
skills, library system skills, computing skills,
database management skills, networking skills and
management skills

cooperation
most of the big and working library systems are
products of cooperation e.g. online computer
learning center (oclc)

example of macarthur and carnegie foundation

funded university libraries – acquiring the same
lms, building a team of experts

other issues
backups – regularly scheduled
*disaster plan
*security
*upgrades – systematic approach
*managing licenses – must budget and pay for the
annual software maintenance licenses
 open source systems
a lot of resources and systems are available free
online.
*google is a wonderful tool http://www.google.com
*librarians index to the internet http://www.lii.org
*directory of open access journals
http://www.doaj.org

in conclusion
*libraries should work together to determine and uphold
standards
*cooperation would give libraries better deals and
negotiation powers to afford more electronic resources
*library schools, information science and/or computer
science departments should cooperate to give
professionals a leverage
*library association should play a monitoring role
*library professionals should not be “it shy”. should invest in
themselves.

thank you!!!

olayinka c. fatoki
head, systems unit
kenneth dike library
university of ibadan

email: [email protected]