Empowering Information Professionals:

A Training Programme on Information and

Communication Technology

Editor: Andrew Large

McGill University, Canada

Module 2
Introduction to Library Automation
Student’s Text

Lourdes T. David
Ateneo de Manila University, Philippines

UNESCO PRINCIPAL REGIONAL OFFICE

FOR ASIA AND THE PACIFIC
Bangkok, Thailand
2006
EIPICT_M2_ST

David, Lourdes T.

Empowering Information Professionals: A Training Programme on Information and

Communication Technology. Module 2. Introduction to Library Automation. Student’s
Text. -- Edited by Andrew Large. Bangkok: UNESCO PROAP, 2006.

1. Library automation. 2.Integrated Library Systems. 3. Library

Management Systems. I. UNESCO Principal Regional Office for Asia and the Pacific.
II. Large, Andrew. Editor. III. Japanese Funds in Trust. IV. Title.

This Module was prepared by Lourdes T. David and edited by Andrew Large under
contract with UNESCO. The materials presented do not imply the expression of any
opinion whatsoever on the part of UNESCO or the Japanese Funds in Trust.

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Module 2
An Introduction to Library Automation

Student’s Text

Table of Contents

General Guidelines 4
Introductory Note
Rationale
Content of the Training Programme
Prerequisites
Materials and Equipment
Typographical Conventions

Overview of Module 7
Learning Outcomes
Schedule
Module Outline
Grading Policy

Lessons 9
Lesson 1: What is library automation? 10
Lesson 2. What factors must be considered in planning and
implementing library automation? 19

Appendix 26
Appendix 1. List of Activities 27
Appendix 2. Reading/Reference List 31
Appendix 3. Glossary 33

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Empowering Information Professionals:

A Training Programme on Information and
Communication Technology

General Guidelines for the Student

Introductory Note
Library schools are now changing their curricula to produce graduates who are prepared
for the changing service requirements in libraries. The majority of practitioners, however,
graduated before the advent of the Information Age or studied in schools that did not
teach ICTs for various reasons. This group of practitioners is now finding itself
unprepared for the new demands of the profession. This Training Programme is in
response to this identified need.

People working in libraries and information centers are the primary target group of the
Training Programme. It is intended to provide them with the knowledge and skills to deal
with the application of ICTs to library and information services. It is also intended for use
by teachers of students in library schools and of personnel in library and information
centers. The Package has been developed by the UNESCO Asia and Pacific Regional
Office with funding from the Japanese Funds in Trust for Communication and
Information.

Rationale
In 1961, Marion Harper Jr. wrote, “To manage a business well is to manage its future;
and to manage the future is to manage information.”1 Less than 25 years later, John
Naisbitt, in discussing the ten megatrends in his opinion were happening in the US, said
“None is more subtle, yet more explosive, I think than this first, the megashift from an
industrial to an information society.”2 According to Naisbitt, “In 1950, only 17 percent
of us worked in information jobs. Now more than 60 percent of us work with information
as programmers, teachers, clerks, secretaries, accountants, stock brokers, managers,
insurance people, bureaucrats, lawyers, bankers and technicians.” He groups librarians
among professional workers who “are almost all information workers…”3 Today, society
is in the “Information Age,” an age where information is power.

1
Harper, Marion Jr. 1961. “New profession to aid management,” Journal of Marketing, January, p. 1
2
John Naisbitt entitled Megatrends : Ten new directions transforming our lives (New York, N.Y. : Warner
Books, 1982), p11
3
Ibid, p. 14-15

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Content of the Training Programme

The Training Program contains nine modules:
• Module 1 - Introduction to Information and Communication Technologies
• Module 2 - Introduction to Library Automation
• Module 3 - Information Seeking in an Electronic Environment
• Module 4 – Creation and Management of Databases Using CDS/ISIS
• Module 5 - The Internet as an Information Resource
• Module 6 - Web Page Concept and Design: Getting a Web Page Up and Running
• Module 7 - Library Management and Promotion
• Module 8 - Digital Libraries and Open Access
• Module 9 - Intellectual Property Rights in the Digital Age

The Student’s Text contains the following:

• General Guidelines
• Introductory Note
• Rationale
• Content of the Training Programme
• Prerequisites
• Typographical Conventions
• Overview of Module
• Learning Outcomes
• Schedule
• Module Outline
• Grading Policy
• Lessons
• List of Activities
• Reading/Reference List
• Glossary

Prerequisites
The student must have a genuine interest in understanding the impact of new information
technologies on the practice of Library/Information Service.

Typographical Conventions
The following conventions are used through out the module.

Course Guide
General introduction to the Modules

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Course Objectives

General introduction to the learning outcomes of the Module

Note
General note to the teacher and additional information

Tip
Teaching tips and supplemental materials

Activity
Activity for the students

Assessment
Questions/Activities to measure learning

End of General Guidelines

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Module 2
An Introduction to Library Automation

Student’s Text

Overview

This is the Student’s Text of Module 2 of Empowering Information

Professionals: A Training Programme on Information and
Communication Technology. Module 2 is an introduction to library
automation.

Module 2 covers the basic concepts of library automation, the impact of ICTs on the
library and the steps in automating your library. It is not a prerequisite to the other eight
modules. Prior knowledge could be credited but the student must take and pass all the
tests for Module 1 to be allowed to take this module.

Learning Outcomes
The goal of this Module is to provide the practicing librarian with the
skills and knowledge needed to handle the demands of the Information
Age. In addition, this course will provide insights on library automation

By the end of the Module, students should be able to:

1. Understand the scope of library automation.

2. Become aware of existing automated library/information systems.
3. Become aware of factors that must be considered in planning and implementing ICT
applications in libraries and information centers.

Schedule
Day Lessons
1-2 Lesson 1: What is library automation?
3-4 Lesson 2. What factors must be considered in planning and implementing
library automation?

Will be adjusted to three days.

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Outline
Lesson 1. What is Library Automation?
Scope Objectives

• What is library automation? At the end of the lesson, students should be

• able to:
What are the benefits and difficulties of
library automation? • Define library automation.
• • Identify the benefits and difficulties of
What is an integrated library system?
• What are the general features and library automation.
functional modules of an integrated • Define integrated library systems.
library system? • Describe the general features and basic
• What are some examples of ALS? functional modules of an integrated
• What is the role of standards in librarylibrary system.
automation and resource sharing? • Identify some off-the-shelf and open
source ALS.
• Understand the role of standards in
library automation and resource
sharing.
Lesson 2. What factors must be considered in planning and implementing Library
Automation?
Scope Objectives

• What factors must be considered in At the end of this lesson, students should
planning for library automation? be able to:
• What factors must be considered in • Appreciate the importance of planning.
planning and implementing library • Identify factors that must be considered
automation? in planning and implementing library
• What are the difficulties in automation.
implementing an integrated library • Identify potential problems in planning
system? and implementing library automation.

Grading Policy
A score of 40 points is needed to pass the Module. The breakdown of the points for the
module exercises is as follows:

Lessons Points
1. What is Library Automation? 30
2. What factors must be considered in planning and implementing library 20
automation.
Total 50

End of Overview Module 2

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Module 2
An Introduction to Library Automation

Student’s Text

The Lessons

Lesson 1: What is Library Automation?

Lesson 2: What Factors must be considered in Planning and

implementing Library Automation?

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Lesson 1: What Is Library Automation?

Slide 1 ___________________________________
Module 2
Introduction to Library ___________________________________
Automation
___________________________________
Lesson 1
What is Library Automation? ___________________________________
___________________________________
UNESCO EIPICT MODULE 2. LESSON 1 1
___________________________________
___________________________________

Slide 2 ___________________________________
Rationale
___________________________________
ICTs have changed the way information is
created and distributed. They have also
changed the way libraries select, acquire,
___________________________________
organize and deliver information. Librarians
must adapt to this change and acquire skill in ___________________________________
using automated library systems. This lesson
will introduce the information professional to ___________________________________
library automation.

UNESCO EIPICT MODULE 2. LESSON 1 2

___________________________________
___________________________________

Slide 3 ___________________________________
Scope

Library Automation ___________________________________

Automated/integrated library systems

Standards
o MARC ___________________________________
o Z39.50

Online public access catalog (OPAC)/WebOPAC

Available ALS/ILS ___________________________________

Benefits of library automation

Potential difficulties in implementing library
automation
___________________________________
UNESCO EIPICT MODULE 2. LESSON 1 3
___________________________________
___________________________________

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Slide 4 Learning Outcomes ___________________________________

By the end of the lesson you should be able to:

Define library automation ___________________________________

Define an automated/integrated library system and
identify its general features

Be aware of standards ___________________________________
o MARC
o Z39.50?

Define an online public access catalog/Web
catalog
___________________________________

Be aware of available ALS/ILS

Identify the benefits of library automation ___________________________________

Identify potential difficulties in implementing library
automation

UNESCO EIPICT MODULE 2. LESSON 1 4

___________________________________
___________________________________

Slide 5 ___________________________________
What is Library Automation?
Library automation is the
___________________________________
application of ICTs to library operations
and services. The functions that may be
___________________________________
automated are any or all of the following:
acquisition, cataloging, public access
___________________________________
(OPAC and WebPAC), indexing and
abstracting, circulation, serials
___________________________________
management, and reference.
UNESCO EIPICT MODULE 2. LESSON 1 5
___________________________________
___________________________________

Slide 6 What is an Integrated Library ___________________________________

System (ILS)?
An integrated library system is an
___________________________________
automated library system in which all of the
functional modules share a common ___________________________________
bibliographic database. In an integrated
system, there is only one bibliographic record
for a book. All transactions involving this book ___________________________________
are linked to its bibliographic record. For a
discussion of ILS go to:
www.odl.state.ok.us/servlibs/l-files/glossi.htm
___________________________________
en.wikipedia.org/wiki/Integrated_library_system

UNESCO EIPICT MODULE 2. LESSON 1 6

___________________________________
___________________________________

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Slide 7 What are the Advantages of an ___________________________________

ILS?
___________________________________

There is no duplication of records since the
bibliographic database can be viewed
before new records are encoded. ___________________________________

Opportunities for errors are reduced since

the record is entered only once.
Library staff and patrons can view the status
___________________________________
of the material from the OPAC or WebPAC.

Library staff use the same masterfile for ___________________________________
cataloguing, circulation, the OPAC and
other services as needed.
UNESCO EIPICT MODULE 2. LESSON 1 7
___________________________________
___________________________________

Slide 8 What are the General Features ___________________________________

of an ILS?

Functional modules-- most systems offer: ___________________________________
cataloguing, OPAC and circulation. Some ILS also
have additional modules such as acquisitions,
serials management and WebPAC. ___________________________________

Operating systems—Some systems have
proprietary OS. Most systems use Windows. Some
use LINUX, an open source OS. ___________________________________

Database systems – major systems normally make
use of DBMS offered by vendors like Oracle and
Informix. Open source systems are also available ___________________________________
and downloadable from the Internet.

UNESCO EIPICT MODULE 2. LESSON 1 8

___________________________________
___________________________________

Slide 9 What are the General Features ___________________________________

of an ILS?(2)
___________________________________

Library automation standards
o Database structure—MARC21
o Protocol—Z39.50
___________________________________
o Search features

Network architecture – major systems run
on client-server architecture and use TCP-
___________________________________
IP to communicate across networks (LANs
and WANs) ___________________________________
UNESCO EIPICT MODULE 2. LESSON 1 9
___________________________________
___________________________________

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Slide 10 The Cataloging Module ___________________________________

Used for the creation, storage, retrieval and
management of bibliographic records and/or
___________________________________
indexes.

Usually there are two different interfaces for search
and retrieval of the electronic catalog : one used by
___________________________________
the catalogers that allows them to maintain the
library database (the main cataloging module), and
one provided for users that allows them to search ___________________________________
and display the results – the Online Public Access
Catalog (OPAC).

A third interface for search and retrieval of the ___________________________________
catalog which may or may not be present in some
systems is the WebPAC
UNESCO EIPICT MODULE 2. LESSON 1 10
___________________________________
___________________________________

Slide 11 What is MARC? ___________________________________

The Machine-Readable Cataloging (MARC) ___________________________________
formats are standards used for the
representation of bibliographic and related
information for books and other library ___________________________________
materials in machine-readable form and their
communication to and from other computers. ___________________________________

MARC 21 is the new standard for MARC. For
more information about the MARC 21
standard visit the following site:
___________________________________
http://lcweb.loc.gov/marc/marc.html
UNESCO EIPICT MODULE 2. LESSON 1 11
___________________________________
___________________________________

Slide 12 What is the Importance of ___________________________________

MARC?
The MARC format allows libraries to: ___________________________________

Describe resources in the format that will
enable the library to correctly print,
display, catalog records.
___________________________________

Search for and retrieve certain types of
information within specific fields ___________________________________

Have a common format that makes
sharing bibliographic resources with other
libraries possible ___________________________________

Easily migrate into another library system
without need for re-encoding records.
UNESCO EIPICT MODULE 2. LESSON 1 12
___________________________________
___________________________________

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Slide 13 What is Z39.50? ___________________________________

Z39.50 is generally defined as the
information search and retrieval protocol ___________________________________
standard used primarily by library and
information related systems.

The standard specifies a client/server- ___________________________________
based protocol for searching and retrieving
information from remote databases
simultaneously using a single interface. ___________________________________

Read more about Z39.50 by reading this
article: “Z39.50. Part 1 - An Overview,” from
Biblio Tech Review at
http://www.bibliotech.com/html/z39_50.html
___________________________________
http://www.loc.gov/z3950
UNESCO EIPICT MODULE 2. LESSON 1 13
___________________________________
___________________________________

Slide 14 ___________________________________
Why are Standards Necessary?
___________________________________
Standards are necessary for networking and
for information exchange. For example: ___________________________________

MARC 21 and Z39.50 allow searching,
retrieval and exchange of records across
platforms ___________________________________

Unicode allows encoding, searching and
retrieval of information in different scripts.
___________________________________
UNESCO EIPICT MODULE 2. LESSON 1 14
___________________________________
___________________________________

Slide 15 The Online Public Access ___________________________________

Catalog (OPAC)
___________________________________
 The OPAC is an electronic catalog. It
is the equivalent of the card catalog ___________________________________
but it is searchable online.
 The OPAC could also be Web based
called a WebPAC. The WebPAC is
___________________________________
used by libraries to share bibliographic
information ___________________________________
UNESCO EIPICT MODULE 2. LESSON 1 15
___________________________________
___________________________________

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Slide 16 ___________________________________
The Circulation Module

The basic components of an integrated ___________________________________
library system are the cataloguing module,
the OPAC and the circulation module. ___________________________________

The circulation system is the transaction
module that allows the system to loan out
and receive returned materials. The
___________________________________
transactions are automatically linked to the
cataloguing module to enable users to find ___________________________________
out if materials are available for loan or
have been borrowed.
UNESCO EIPICT MODULE 2. LESSON 1 16
___________________________________
___________________________________

Slide 17 What are the Other Modules in ___________________________________

an ILS?
___________________________________

The basic modules are cataloguing,
circulation and the OPAC

Other modules which may be present are: ___________________________________
o Serials management
o Acquisitions
o Interlibrary loan
___________________________________

For a discussion of ILS modules please go
to “Integrated Library System Reports: ___________________________________
Vendors info.” URL:
http://www.ilsr.com/search2.cfm
UNESCO EIPICT MODULE 2. LESSON 1 17
___________________________________
___________________________________

Slide 18 An Integrated Library System with Web Access ___________________________________

WebPAC

___________________________________
Acquisition Circulation

Web Server
___________________________________
Reference
Cataloguing
LAN Server ___________________________________

Indexing
___________________________________
Serials
and abstracting OPAC

UNESCO EIPICT MODULE 2. LESSON 1 18

___________________________________
___________________________________

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Slide 19 ___________________________________
Off-the-shelf or Customization?

There are many commercial systems that ___________________________________
are available off-the-shelf. These systems
observe standards for ILS. However, the
needs of libraries are not always met by ___________________________________
these systems.

There are also open-source systems that
can be downloaded from the Internet.
___________________________________

Some are not open-source but are also free.

Many libraries still develop their own ILS. ___________________________________
UNESCO EIPICT MODULE 2. LESSON 1 19
___________________________________
___________________________________

Slide 20 Commercial Library Systems ___________________________________

Access the following sites to know more about
the integrated library systems available on ___________________________________
the market:

AcqWeb's Guide to Automated Library Systems,
Library Software, Hardware and Consulting
___________________________________
Companies

http://acqweb.library.vanderbilt.edu/pubr/opac.html
Integrated Library System Reports: Vendors info
___________________________________
http://www.ilsr.com/search2.cfm
___________________________________
UNESCO EIPICT MODULE 2. LESSON 1 20
___________________________________
___________________________________

Slide 21 Open Source Library Systems

___________________________________
The open source Avanti ___________________________________
model is a collaborative PYTHEAS (OSDLS)
programming infrastructure Learning Access ILS
that co-opts copyright law by
freely releasing source code
phpMyLibrary
GNUTeca
___________________________________
to the general public for any
OpenBiblio
use, modification, and
redistribution without licensing
restrictions…(Open Source
Firefly
Greenstone
___________________________________
Initiative 2003) Koha

___________________________________
UNESCO EIPICT MODULE 2. LESSON 1 21
___________________________________
___________________________________

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Slide 22 Benefits of Library Automation ___________________________________

Improved productivity/efficiency



Better use of information resources through
___________________________________
improved access

Improved resource sharing through the
virtual catalog or network
___________________________________
o Facilitates interlibrary loan
o Reduces duplication ___________________________________
o Avoids duplication of cataloguing effort

Optimizes the use of human and other
resources ___________________________________

Enhances the national and regional
information infrastructure
UNESCO EIPICT MODULE 2. LESSON 1 22
___________________________________
___________________________________

Slide 23 ___________________________________
Benefits to Staff

Development of new patterns of ___________________________________
communication among staff, especially
between computer services and library
staff
___________________________________

Empowerment of the staff in making
decisions ___________________________________

Acquisition of new skills and knowledge
___________________________________
UNESCO EIPICT MODULE 2. LESSON 1 23
___________________________________
___________________________________

Slide 24 Potential Difficulties ___________________________________

Fear of adverse impact on employment ___________________________________

Apprehension that the technology could
be too expensive

The library staff have to undergo
___________________________________
extensive training. New knowledge and

skills are needed.
Lack of support from the management,
___________________________________
may be owing to budget constraints

The need to convert data into machine ___________________________________
readable form

UNESCO EIPICT MODULE 2. LESSON 1 24

___________________________________
___________________________________

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Slide 25 ___________________________________
Conclusion
___________________________________
 Benefits outweigh disadvantages
 ICTs are here to stay and society is ___________________________________
becoming an information society
demanding the use of ICTs to
improve access to information.
___________________________________
___________________________________
UNESCO EIPICT MODULE 2. LESSON 1 25
___________________________________
___________________________________

End of Lesson 1 Module 2

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Lesson 2. What Factors Must Be Considered in Planning and

Implementing Library Automation?
Slide 1 ___________________________________
Module 2
Introduction to Library ___________________________________
Automation
___________________________________
Lesson 2
What Factors must be Considered in ___________________________________
Planning and Implementing Library
Automation? ___________________________________
UNESCO EIPICT MODULE 2. LESSON 2 1
___________________________________
___________________________________

Slide 2 ___________________________________
Rationale
___________________________________
Library automation has many
benefits both for the users and the ___________________________________
staff. To be able to apply ICTs correctly
and minimize errors in implementation ___________________________________
it is important to carefully plan for
automation.
___________________________________
UNESCO EIPICT MODULE 2. LESSON 2 2
___________________________________
___________________________________

Slide 3 ___________________________________
Scope
 What factors must be considered in
___________________________________
planning for and implementing library
automation? ___________________________________
 What are the advantages of planning?
What is a Request for Proposal?


 What are the difficulties in implementing

___________________________________
an integrated library system?
 Should you consider using an open source ___________________________________
system?

UNESCO EIPICT MODULE 2. LESSON 2 3

___________________________________
___________________________________

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Slide 4 ___________________________________
Learning Outcomes
At the end of this lesson, students ___________________________________
should be able to:

Appreciate the importance of planning.

Identify factors that must be considered
___________________________________
in planning and implementing library

automation.
Understand the importance of a
___________________________________
Request for Proposal

Evaluate the pros and cons of using
open source systems.
___________________________________
UNESCO EIPICT MODULE 2. LESSON 2 4
___________________________________
___________________________________

Slide 5 ___________________________________
Library Automation Today
___________________________________
Today’s users expect the
automated library system to provide ___________________________________
access to the cataloguing, circulation,
public catalog (OPAC) and acquisitions
modules of the library and also to ___________________________________
provide access through the system to
information in other libraries, CD-ROM
databases on a local area network
___________________________________
(LAN), and the Internet.
UNESCO EIPICT MODULE 2. LESSON 2 5
___________________________________
___________________________________

Slide 6 An Integrated Library System with Web Access ___________________________________

Other libraries
and databases
WebPAC
of Library
___________________________________
Acquisition

Web Server Circulation

___________________________________
Cataloguing
LAN Server Reference
Serials
___________________________________

Indexing
CD-ROM
___________________________________
databases
and abstracting
OPAC

UNESCO EIPICT MODULE 2. LESSON 2 6

___________________________________
___________________________________

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Slide 7 ___________________________________
Why is Planning Necessary?
___________________________________
The Library must plan for library automation
because
 It has to establish priorities based on need ___________________________________
 It has to determine the ICT competence and
training needs of staff
 It must work within budget constraints ___________________________________
 It must be able to select the right software
 It must address future developments and needs
___________________________________
UNESCO EIPICT MODULE 2. LESSON 2 7
___________________________________
___________________________________

Slide 8 ___________________________________
What are the Basic Steps in
Planning? (1) ___________________________________
Systems analysis phase
 Collect basic statistical information about the ___________________________________
library (# titles, #users, #catalog records,
#materials acquired annually, # materials
circulated annually, other) ___________________________________
 Find out status of the records (are all in
cards? are some in print? is data conversion ___________________________________
from digital format needed)

UNESCO EIPICT MODULE 2. LESSON 2 8

___________________________________
___________________________________

Slide 9 What are the Basic Steps in ___________________________________

Planning? (2)
Systems analysis (continued)
___________________________________

Find out the status of the collection. (Are all
catalogued materials still useable and ___________________________________
used? Is an inventory needed?)
 Find out the ICT competence of the staff. ___________________________________
 Find out systems in use in your institution.
You might need to integrate with the ___________________________________
existing system)
 Budget constraints
UNESCO EIPICT MODULE 2. LESSON 2 9
___________________________________
___________________________________

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Slide 10 ___________________________________
What are the Basic Steps in
Planning? (3) ___________________________________
Systems design phase
 Set service priorities (What functions are ___________________________________
you going to automate first?)
 Develop a strategic development plan for
the library (not only for automation) with
___________________________________
the help of the staff
 Develop a technology plan based on the ___________________________________
overall goals of the library.

UNESCO EIPICT MODULE 2. LESSON 2 10

___________________________________
___________________________________

Slide 11 ___________________________________
Cost Considerations
___________________________________

Planning and consulting costs

Purchase of the system ___________________________________

Telecommunications costs

Conversion ___________________________________

Operating and maintenance costs

System upgrade

Staff training and recruitment
___________________________________
UNESCO EIPICT MODULE 2. LESSON 2 11
___________________________________
___________________________________

Slide 12 ___________________________________
What are the Basic Steps in
Implementation? ___________________________________
 Create a format specifications document
(RFP) for vendors or ICT staff (If open
source systems will be used)
___________________________________
 Evaluate vendor proposals/ open source
systems against RFP) ___________________________________
 Select/purchase/develop the system
Install


 Create databases ___________________________________

 Train staff and other users
UNESCO EIPICT MODULE 2. LESSON 2 12
___________________________________
___________________________________

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Slide 13 The RFP ___________________________________

 Instructions for the vendor re submission of bid
 Background information about the library ___________________________________
 Evaluation criteria for the proposals/bids
 Required functional and technical
specifications
___________________________________
 Description of the required functionalities
 Questions re vendor system maintenance ___________________________________
programs and services, site preparation
requirements, delivery and installation
methodologies, system performance ___________________________________
guarantee, vendor training and documentation,
and their detailed pricing and cost strategies
UNESCO EIPICT MODULE 2. LESSON 2 13
___________________________________
___________________________________

Slide 14 ___________________________________
Considerations for Open
Source Systems ___________________________________
 Staff readiness ___________________________________
 Staff knowledge and skill
 Development team ___________________________________
 Availability of Internet access
___________________________________
UNESCO EIPICT MODULE 2. LESSON 2 14
___________________________________
___________________________________

Slide 15 ___________________________________
User/Staff Readiness
___________________________________
 Readiness to accept change
 Training needs ___________________________________
 Training programs
 Participation in planning ___________________________________
___________________________________
UNESCO EIPICT MODULE 2. LESSON 2 15
___________________________________
___________________________________

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Slide 16 ___________________________________
Database Creation
___________________________________

Inventory and weeding

Matching stock with records ___________________________________

Manual/electronic conversion

Catalog maintenance ___________________________________

Consider standards for future networking
and record exchange
___________________________________
UNESCO EIPICT MODULE 2. LESSON 2 16
___________________________________
___________________________________

Slide 17 ___________________________________
Site Preparation
___________________________________
 Technology needs
o Hardware ___________________________________
o Software
o Network ___________________________________
 Staff and user training
___________________________________
UNESCO EIPICT MODULE 2. LESSON 2 17
___________________________________
___________________________________

Slide 18 ___________________________________
Marketing and Promotion
___________________________________
 Target audience
 Strategies ___________________________________
o Announcements
o Orientation ___________________________________
o Workshops
o Demos and presentations ___________________________________
UNESCO EIPICT MODULE 2. LESSON 2 18
___________________________________
___________________________________

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Slide 19 Potential Problems in ___________________________________

Implementing Library
Automation ___________________________________
 Lack of staff readiness ___________________________________
 Lack of user readiness
Operating and maintenance costs


 Data conversion
___________________________________
 Hardware not arriving on time
 Telecommunications facilities not available ___________________________________
UNESCO EIPICT MODULE 2. LESSON 2 19
___________________________________
___________________________________

Slide 20 ___________________________________
Conclusion
 Automation in libraries is desirable. It is however, a ___________________________________
complex project and needs to be carefully planned.
Planning ensures success and further
development.
___________________________________
Automation is a means to an end and not the end


itself. Planning for automation must be part of the

___________________________________
strategic development plan of the library.
 Implementation of an ILS is a never ending
___________________________________
process. The future holds many new developments
that need to beUNESCO
addressed.
EIPICT MODULE 2. LESSON 2 20
___________________________________
___________________________________

End of Lesson 2 and Module 2

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Module 2
An Introduction to Library Automation

Student’s Text

Appendix

Appendix 1: List of Activities

Appendix 2: Reading/Reference List

Appendix 3: Glossary

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Appendix 1: List of Activities

Lesson 1
Activity 2.1.1

To learn more about the features of ILS visit the following sites:
Module 2 • www.itcompany.com/inforetriever/sys.htm
Lesson 1 • www.librarysupportstaff.com/4automate.html
• en.wikipedia.org/wiki/Integrated_library_system

Activity 2.1.2

For more information about the MARC standard and UNIMARC visit the
Module 2 following sites:
Lesson 1
http://lcweb.loc.gov/marc/marc.html

http://www.ifla.org/VI/3/p1996-1/unimarc.htm

Activity 2.1.3

To know more about Z39.50 read the article “Z 39.50. Part 1 – An Overview”
Module 2 in Biblio Tech Review: http://www.biblio-tech.com/html/z39_50.html
Lesson 1

Activity 2.1.4

View some OPACs on the Web by visiting homepages of university libraries

Module 2 and linking to their web catalogs. These pages may also be good sources of
Lesson 1 MARC records.

To view a home grown WebOPAC visit: http://rizal.lib.admu.edu.ph

You can also view a consolidated catalog for three libraries at this site as well
as portions of the library catalog for the special collections.

To view a catalog running on an open source system go to:

http://ccfls.org/catalog/search.html

Activity 2.1.5

The basic modules are cataloguing, OPAC and circulation. To find out about
Module 2 other modules go to:

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Lesson 1 • AcqWeb's Guide to Automated Library Systems, Library Software,

Hardware and Consulting Companies.
http://acqweb.library.vanderbilt.edu/pubr/opac.html
• Integrated Library System Reports: Vendors information.
http://www.ilsr.com/search2.cfm

Activity 2.1.6

To view a home-grown serials WebOPAC visit: http://rizal.lib.admu.edu.ph

Module 2 and look for the link to the WebOPAC.
Lesson 1

Activity 2.1.7

Visit the following sites for descriptions of big and small systems.
Module 2 http://www.librarysupportstaff.com/4automate.html
Lesson 1 http://www.ilsr.com/search2.cfm

Activity 2.1.8

Visit the following sites for descriptions and examples of open source systems
Module 2 as well as of libraries using them.
Lesson 1 • Koha: www.koha.org
• Oss4lib open source system for libraries. www.oss4lib.org
• To see an opac using open source. http://ccfls.org/catalog/search.html
• phpMyLibrary: http://www.phpmylibrary.org
• for a discussion go to Open Source Integrated Library Systems An
Overview: http://www.anchil.org/users/eric/oss4ils.htm
For the library system WEBLIS which is based on CDS/ISIS access.
http://portal.unesco.org/ci/en/ev.php-
URL_ID=16840&URL_DO=DO_TOPIC&URL_SECTION=201.html

Activity 2.1.9

• Visit the following sites for a discussion of the future of ILS.

Module 2 http://www.libraryjournal.com/article/CA302408.html
Lesson 1 • Visit the following site for a discussion of some issues in sharing integrated
library systems.

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http://www.dpi.wi.gov/pld/sharing.html

Lesson 2
Activity2.2.1

Visit the following sites for sample plans.

Module 2 http://dlis.dos.state.fl.us/bld/Library_Tech/Autoplan.htm
Lesson 2 http://www.documentorsconsultants.com/txtplan%20for%20automation.htm
http://www.ilsr.com/leading.htm

Activity2.2.2

Visit the following sites for descriptions and evaluation of ILS.

Module 2 http://www.ilsr.com/search2.cfm
Lesson 2 http://acqweb.library.vanderbilt.edu/pubr/opac.html

Activity 2.2.3

Visit the following sites for sample RFPs.

Module 2 http://www.ilsr.com/sample.htm
Lesson 2 http://www.webdevelopersjournal.com/columns/writerfp.html

Activity2.2.4

Visit the following sites to view and evaluate some open source systems.
Module 2 www.oss4lib.org/readings/oss4lib-getting-started.php
Lesson 2 www.emilda.org/
www.manageability.org/blog/stuff/how-to-evaluate-open-source-
library/viewlibrary.rider.edu/scholarly/ecorrado/il2004/
http://library.rider.edu/scholarly/ecorrado/il2004/ossfeatures.html

Activity 2.2.5

Visit the web site http://www.greenstone.org. for a description of Greenstone.

Module 2

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Lesson 2
Visit http://open-ils.org
for info and demo of Evergreen

End of Activities Module 2

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Appendix 2: Reference/Reading List

1. Cohn, J. M. & Kelsey, A. L. 1996. Planning for Automation and Use of

New Technology in Libraries.
http://web.simmons.edu/~chen/nit/NIT'96/96-065-Cohn.html
2. Harrassowitz. Electronic Journals: A Selected Resource Guide.
http://www.harrassowitz.de/top_resources/ejresguide.html
Module 2 3. IFLA. 1996. Universal Bibliographic Control and International MARC
Core Programme. http://www.ifla.org/VI/3/p1996-1/unimarc.htm
4. Integrated Library System Reports. Sample Request for Proposals (RFPs)
and Request for Information (RFIs) for library automation projects.
http://www.ilsr.com/sample.htm
5. Integrated Library System Reports: Vendors info.
http://www.ilsr.com/search2.cfm
6. Kirby, C. & Wagner, A. The Ideal Procurement Process: The Vendor's
Perspective. http://www.ilsr.com/vendor.htm
7. Library of Congress. MARC Standards.
http://lcweb.loc.gov/marc/marc.html
8. Library of Congress. Z39.50 Gateway to Library Catalogs.
http://lcweb.loc.gov/z3950/gateway.html
9. Library of Congress. Z39.50 Maintenance Agency Page.
http://www.loc.gov/z3950/agency/
10. McNamara, C. Strategic Planning.
http://www.mapnp.org/library/plan_dec/str_plan/str_plan.htm
11. McNamara, C. Basic Overview of Various Strategic Planning Models.
http://www.mapnp.org/library/plan_dec/str_plan/models.htm
12. Millard, M. Tips and Hints on Library Automation and Automated Library
Systems. http://www.ilsr.com/hints.htm
13. National School Boards Foundation. Education Leadership Toolkit.
Planning: Creating a Vision. http://www.nsba.org/sbot/toolkit/cav.html
13. Planning and Evaluating Library Automation Systems.
http://dlis.dos.state.fl.us/bld/Library_Tech/Autoplan.htm
14. Sample RFP. Library HQ. http://www.libraryhq.com/rfp.doc
15. SUNY Library Automation Migration RFP. State University of New York.
Integrated Library Management System. Request for Proposals.
http://ublib.buffalo.edu/libraries/units/cts/ctsplus/sunyrfp.html
16. Swets & Zeitlinger Swetsnet . http://www.swetsnet.com
17. University of Arizona Library. Vision & Mission Statements.
http://www.library.arizona.edu/library/teams/list/missvision.htm
18. University of Illinois Library. Strategic Plan. FY2001-FY2003.
http://www.library.uiuc.edu/committe/strategicplanning/reports/jan00report
.htm
19. University of Wisconsin Madison. Proposal Writing: Internet Resources.
http://www.library.wisc.edu/libraries/Memorial/grants/proposal.htm
20. Wisconsin Department of Public Instruction. Public Library Department.
Library Technology Planning: An Outline of the Process.

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21. Z39.50. Part 1 - An Overview. Biblio Tech Review. http://www.biblio-

tech.com/html/z39_50.html

Other references are provided in the activities

End of Reference/Reading List Module 2

Additional reference:
22. Lindquist, Mats G., "RFID in libraries - introduction to the
issues." IFLA, Berlin 2003.
http://www.ifla.org/IV/ifla69/papers/161e-Lindquist.pdf

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Appendix 3: Glossary
1. Acquisition Section. The section in the library that is concerned with
selecting, ordering, receiving and paying for library materials.
2. Automated library system (ALS). An automated library system is
software that has been developed to handle basic housekeeping functions of
a library. The software may be focused on one library system only or may
Module 2 be capable of manipulating data from two or three modules to perform
another basic function.
3. Barcode number. A representation of a number by means of a code, which
uses vertical lines.
4. Bibliographic database. A collection of bibliographic records that are
stored in a database for easy retrieval.
5. Carpal tunnel syndrome. An ailment characterized by painful wrists
because of inflammation of the joints between the carpal bones. It is
usually caused by repetitive action such as typing on a computer keyboard.
It is one of the ailments known as repetitive strain injury.
6. Cataloging. The process of describing a book using conventions and
standards such as AACR2 and the Library of Congress Classification
Scheme and Subject Heading Lists. Other standards are available and may
be in use in other countries.
7. CDS/ISIS. A powerful information storage and retrieval software
developed by UNESCO. It is distributed free of charge to libraries in
developing countries. The latest version of the software is Windows ISIS.
8. Circulation section. The section in the library that is in charge of lending
books and other materials to users.
9. Copy cataloging. The process of copying catalog entries from other
libraries and adapting them to one's own library. In an electronic
environment, the transfer of records and importation into the library system
is effected by the Z39.50 protocol.
10. Data conversion. The processes of converting data stored in catalog card
into electronic format. It can also mean the processes of converting
electronic records from one format to another.
11. Database. A collection of related files.
12. Electronic catalogs. Catalogs of books, serials, and other library
materials that are online and could be access online. They are popularly
known as OPACs.
13. Electronic indexes. They are similar to catalogs but the records are for
articles from serial publications.
14. Faculty number. A borrower's number assigned to a faculty member. It
is usually his/her employee number.
15. Feasibility study. A document that contains the results of a systems
study, the proposed solutions and financial requirements to implement the
project.
16. Goals. Long-term aims of an institution that are aligned with its mission.
17. Home page. The index or main page that accompanies a Web site.

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18. Indexing. The process of describing an article and providing it with a

link to the source for purposes of identifying articles and retrieving them.
19. Information networking. The interconnectivity of computers to share
information and other resources.
20. Information storage and retrieval software. A program designed to
store and retrieve information. An example is CDS/ISIS.
21. In-house. Library management or information storage and retrieval
software that is developed by an institution using its own staff and other
resources.
22. Integrated library systems (ILS). An automated library system that is
capable of managing the operations of more than one basic library
functions by sharing the files in the server to perform them. For example,
data from the book catalog master file and the patron master file can be
retrieved and used in the circulation module to perform the circulation
function of the ILS.
23. Interlibrary loan. One of the functions of a library that is a member of a
consortium or network, where materials are loaned to member libraries.
24. Item number. The number assigned to a library document. It may or
may not be the same as the accession number or the bar code number.
25. Library automation. A generic term used to refer to the application of
computers in libraries to automate operations.
26. Library management system. See ALS or ILS.
27. Library networks. The formal organization among libraries that have
agreed to share resources. They may or may not be connected together
electronically.
28. Library software developers. Programmers or groups that develop
automation software for libraries.
29. Library staff. The non-professional personnel of a library.
30. Library system. Software for automating the functions of a library.
31. Library user. The patron, client or user of a library.
32. Local area network. An interconnected group of computers located
inside a room or building.
33. MARC records. The Machine-Readable Cataloging (MARC) formats
are standards for the representation of bibliographic and related
information for books and other library materials in machine-readable
form and their communication to and from other computers.
34. Off-the shelf systems. Ready made commercial ILS packages.
35. OPAC. Online public access catalog that is used to access and retrieve
information about the holdings of a library. It may or may not contain full
text and/ or multimedia and may or may not be connected to the Internet.
36. Reference Section. The section in the library in charge of assisting users
in the conduct of their research. They may also take care of interlibrary
loan requests and document delivery services.
37. Request for proposal. A request for proposal (RFP) is a formal request
for a bid from suppliers of library systems. The RFP is a comprehensive
document that provides the vendor with the outline, purpose, scope,

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description, minimum requirements, etc, for the system.

38. Security system. The system of providing checks against theft of library
materials. They are usually gates that have electromagnetic detectors and
produce sounds when the materials passing through the magnetic field
have not been properly checked out.
39. Self check-in system. The process of returning materials without the
assistance of the library staff.
40. Self-check out system. The process of borrowing library materials
without the assistance of the library staff.
41. Serials management. The function concerned with the monitoring of
serials acquisitions.
42. Software packages. Programs which are available off-the-shelf.
43. Strategic planning. The process of solving problems in an organized and
logical manner. It is usually not long term but top priority.
44. Systems analysis and design. The process of studying the system and
designing solutions for it.
45. Systems study. Collection of data about the library's operations,
facilities, collection, procedures, staff expertise, etc. In general, the
assessment involves gathering information about user needs and wants
and matching these with what the library can presently offer.
46. Systems requirement study. Specifications for the system based on the
systems study. It is also called systems design.
47. Technology plan. A technology plan is the document that puts the
vision, goals, and objectives in writing. It is an overall plan for all the
technology components of a project. It includes the specifications for
your system requirements, financial estimates, the action plan and the
timetable for the project.
48. Turnkey systems. Turnkey means that the package is ready to use, data
has been converted, and the hardware and network have been installed by
the supplier.
49. UNIMARC. The common MARC format.
50. Vision. A vision is a dream. It is a vivid picture of what you would like
your library to become in the near future. It is based on the mission of
your library, the needs of your users and on the trends in library service.
A vision provides direction and a philosophy for the library.
51. WebOPAC. The online public access catalog that is accessible via the
Internet.
52. Z39.50 standard. The protocol observed in importing and exporting
catalog records through the Internet.

CONGRATULATIONS! YOU HAVE JUST FINISHED MODULE 2

This is also the end of Module 4 of the Training Programme

in HCMC April 2008.

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