Data Base Management System of AIBA Library

Team Members

Sayma Fariha Tahsin (10720009)

Zarin Subah Rania (10720005)

Farah Fatema Chowdhury (10720006)

Abiduzzaman (10720015)

Sabbir Ahmed Munna (10720025)

Army Institute of Business Administration, Sylhet.

2nd November 2023.

We have selected a library of our university to turn its system into a data base management system.

We have collected data on how the library is currently working on, the processes of its book intakes,

registration etc. And we noticed some lacking in hand written track keeping, and data preserving in

our chosen library. We are trying to mitigate the short coming the library is currently facing. We have

identified the problem and what solution we could come up with. And afterwards we are going to

build an ER diagram based on all the relationship of library.

The AIBA library, a cornerstone of our academic institution, plays a pivotal role in supporting the

learning and research needs of our students and faculty. Yet, in this age of digital transformation and

technological advancement, the library still relies on a traditional and manual system for many of its

critical functions. These processes, while deeply ingrained in the library's history, present several

challenges.

At present, the AIBA library depends on a manual system for book issuance and return. Librarians

meticulously maintain track cards for each book, a method that requires book borrowers to handwrite

their name, the date of borrowing, and the expected return date. Additionally, an accession register

book serves as a repository of essential book details, including the author, book nature, price, edition,

and year of publication. To manage the library's overall inventory and track book availability, a

handover and takeover list is maintained. This list reveals the quantity of books present in the library

and the number currently on loan to students. Furthermore, the library's physical organization

involves dividing books into sections, such as finance, economics, and business mathematics, each

housed on designated racks within the library.

As we embark on the journey of transforming the AIBA library into a more efficient and user-friendly

resource, it is essential to understand the existing processes thoroughly. Only by doing so can we

make informed decisions on how to bridge the gap between tradition and innovation in the realm of

library management.

We have identified some issues and challenges that a traditionally runed library like AIBA

library might face-

1. Manual Processes: AIBA library relies on manual processes for cataloguing, sorting, and

organizing books and documents. This can be time-consuming and error-prone, increasing data

redundancy. Different individuals might catalogue and organize materials differently, leading to

inconsistencies in the cataloguing system. This can make it challenging for users to locate resources in
a predictable manner. AIBA library organizes books on racks among different sections (i.e. Section A

for Finance, Section B for Economics and so on)

2. Limited Accessibility: Physical documents are only accessible during library hours, which can be

restrictive for users who need information outside of those hours.

3. Difficulty in Searching: Locating specific documents is challenging for AIBA, and users rely on

card catalogues and librarians for assistance. Librarian has a track card for each book where book

borrower has to write their name, date of borrowing the book and returning the book.”

4. Inefficiency in Updates: Making updates or corrections to documents can be problematic for the

library, as it often involves manually amending catalogue cards or records

5. Limited Search Capabilities: Manual systems lack advanced search capabilities which can make

it harder to find relevant books.

6. Inefficient Checkout and Return Process: Managing borrowed materials and tracking their return

can be time-consuming and prone to errors in traditional libraries. Currently AIBA library uses track

card for book issuing and returning, ID number, librarians’ signature etc.

To address these challenges, many libraries have started to digitize their collections, implement

library management systems, and offer online access to resources, making it easier for users to find

and access the information they need and we are aiming to do the same.

A Database Management System (DBMS) can offer solutions to several of the challenges faced

by traditional library system:

1. Automated Cataloguing and Sorting: AIBA library should use DBMS for automated cataloguing

and sorting of documents, reducing the need for manual processes, which are time-consuming and

error-prone.

2. Enhanced Accessibility: With digital records stored in a DBMS, users can access the library's

resources online, extending accessibility beyond library hours.

easier for users to find specific books.

4. Efficient Updates: DBMS facilitates easy updates and corrections to the library's digital records,

eliminating the need for manual amendments. DBMS can be very helpful for AIBA as librarian can

use it for managing library’s book inventory and tracking.

5. Checkout and Return Management: DBMS can automate the checkout and return processes of

AIBA Library, reducing errors and streamlining the management of borrowed materials. DBMS helps

track book checkouts and returns by maintaining student accounts, due dates, and transaction records.

It automates notifications for overdue books, manages reservations, and ensures real-time updates for

accurate availability information. This simplifies the process and helps maintain data accuracy.

6. Security and Backup: Digital databases in a DBMS can be backed up and secured, minimizing the

risk of data loss or damage.

7. Analytics and User Insights: DBMS can provide libraries with valuable insights into user

behaviour, preferences, and resource usage, helping them tailor their collections and services.

Incorporating a DBMS into library operations can significantly improve efficiency, accessibility, and

the overall user experience, making it a valuable tool in addressing the challenges faced by

traditional libraries.

In order to build a DBMS, we need to identify the entity and attributes of the library. The entities and

attributes are-

1. Book (entity)

 Book Name (attributes)

 Book ID (primary key)

 Category

 Edition
 2. Borrower (entity)

 Borrower Name (attributes)

 Borrower ID (primary key)

 Email

 Contact

 Batch

3. Publisher (entity)

 Name (attributes)

 Publishers ID (primary key)

 Email

4. Stuff. (entity)

 Stuff Name (attributes)

 Stuff ID (primary key)

 Contact

Relationships:

- Borrowers (Borrower borrows Book)

- Published (Book is published by Publisher)

- Maintain (Staff maintains Book)

- Keep Track of (Staff keeps track of Process)

ER diagram of AIBA Library- We have shown the binary relationship here,

Here are the SQL table creation statements and some sample data:

Book Table:

SQL Code-

CREATE TABLE Book (

Book_ID INT PRIMARY KEY,

Book_Name VARCHAR (255),

Category VARCHAR (100),

Edition VARCHAR (50)

);

 Sample Data

INSERT INTO Book (Book_ID, Book_Name, Category, Edition)

VALUES

(1, 'Introduction to DB', 'Computer Science', '5th Edition'),

(2, 'History of World', 'History', '2nd Edition'),

(3, 'Biology Basics', 'Biology', '1st Edition');

Borrower Table:

SQL Code-

CREATE TABLE Borrower (

Borrower_ID INT PRIMARY KEY,

Borrower_Name VARCHAR (255),

Email VARCHAR (255),

Contact VARCHAR (11),

);

 Sample Data

INSERT INTO Borrower (Borrower_ID, Borrower_Name, Email, Contact, Batch)

VALUES

(1, 'Sayma', '[email protected]', '01301301301', '2023'),

(2, 'Abid', '[email protected]', '01801801801', '2024'),

(3, 'Farah', '[email protected]', '01601601601', '2022');

Staff Table:

SQL Code-

CREATE TABLE Staff (

Staff_ID INT PRIMARY KEY,

Staff_Name VARCHAR (255),

Contact VARCHAR (20)

);

 Sample Data

INSERT INTO Staff (Staff ID, Staff Name, Contact)

VALUES

(1, 'Rania', '789-123-4567'),

(2, 'Sabbir', '321-987-6543');

```
Process Table:

SQL Code-

CREATE TABLE Process (

Book_ID INT,

Borrower_ID INT,

Issue_Date DATE,

Return_Date DATE,

FOREIGN KEY (Book_ID) REFERENCES Book(Book_ID),

FOREIGN KEY (Borrower_ID) REFERENCES Borrower(Borrower_ID)

);

 Sample Data

INSERT INTO Process (BookID, BorrowerID, IssueDate, ReturnDate)

VALUES

(1, 1, '2023-10-01', '2023-10-15'),

(2, 2, '2023-09-28', '2023-10-14'),

(3, 3, '2023-10-05', '2023-10-20');

```

Publisher Table:

SQL Code-

CREATE TABLE Publisher (

Publisher_ID INT PRIMARY KEY,

Publisher_Name VARCHAR (255),

Email VARCHAR (255)

);
  Sample Data

INSERT INTO Publisher (Publisher_ID, Publisher_Name, Email)

VALUES

(1, 'ABC Publications', '[email protected]'),

(2, 'XYZ Publishing House', '[email protected]');

```

These tables represent the key entities and relationships in a university library management system.

Here are the tables for the university library management system in tabular form, along with their

foreign key relationships:

 Book Table:

Book_ID Book_Name Category Edition

1 Introduction to DB Computer Science 5th Edition

2 History of World History 2nd Edition

3 Biology Basics Biology 1st Edition

 Borrower Table:

Borrower_ID Borrower_Name Email Contact Batch

1 Sayma [email protected] 01301301301 2023

2 Abid [email protected] 01801801801 2024

3 Farah [email protected] 01601601601 2022

 Staff Table:
Staff_ID Staff_Name Contact

1 Sabbir 789-123-4567

2 Rania 321-987-6543

 Process Table:

Book_ID Borrower_ID Issue_Date Return_Date

1 1 2023-10-01 2023-10-15

2 2 2023-09-28 2023-10-14

3 3 2023-10-05 2023-10-20

 Publisher Table:

Publisher_ID Publisher_Name Email

1 ABC Publications [email protected]

2 XYZ Publishing House [email protected]

Foreign Key Relationships:

- In the “Process Table”, the `Book_ID` column is a foreign key referencing the `Book` table's

`Book_ID` column.

- In the “Process Table”, the `Borrower_ID` column is a foreign key referencing the `Borrower`

table's `Borrower_ID` column.

table and the Book and Borrower tables, indicating which book was borrowed by which borrower.

Conclusion
We have generated an estimated idea on how Data Base Management can help a library to be

automated and eliminate the problems that was faced due to traditional system of the process of

library. We have shown the sample ER diagram and the tabular format of the diagram along with

tabular format and SQL code, which we believe will make the system easier. Implementing a well-

designed DBMS can significantly improve the overall management and functionality of a library,

making it an indispensable tool for modern libraries in the digital age.