Proposal for Library Management Solution for (client)

Technical Proposal & Write Up

On
Library Management Solution

For

Name, Designation

(Client, Location

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Proposal for Library Management Solution for (client)

Seller Restrictions
This data shall not be disclosed and shall not be duplicated, used, or
disclosed in whole or in part for any purpose. If a contract is awarded
to HCL as a result of or in connection with the submission of this data,
the client or prospective client shall have the right to duplicate, use, or
disclose this data to the extent provided in the contract. This
restriction does not limit the client’s or prospective client’s right to use
the information contained in the proposal if it is obtained from another
source without restriction. The data subject to this restriction is
contained in all marked sheets.

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Proposal for Library Management Solution for (client)

HCL PROFILE

HCL Infosystems Limited is one of the pioneers in the Indian IT market, with its
origins in 1976. For over quarter of a century, HCL has developed and implemented
solutions for multiple market segments, across a range of technologies in India. HCL
has been in the forefront in introducing new technologies and solutions, now HCL is
amongst the top 20 business houses in India with 14000+ employees spread across
38 countries and revenue of around 14 billion US dollars.

HCL Infosystems Ltd. is the Internet Infrastructure initiative of the HCL group, India’s
premier information technology group. Through the pioneering presence of the HCL
group companies the vast experience of the markets, HCL Infosystems has
propelled itself to the path of “Total Technology Integration”.

HCL Infosystems has established state-of-the-art ATM / Frame-Relay IP based

network infrastructure across 43 cities in the country and offers an entire range of
managed services. Its portfolio of services includes Virtual Private Networks (VPNs),
Broadband Internet access; Hosting Co-location Services; Designing and deploying
Disaster Recovery solutions and Business Continuity solutions; Application services;
Managed Security services and NOC services.

All these services are delivered with a turnkey approach that includes delivering
Infosystems’s core services, third party hardware and network provisioning,
maintenance activities and project management.
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HCL Infosystems comes with the promise of delivering the committed ‘Quality of
Service’ backed by significant investments in infrastructure, network management
solutions and its round the clock centralized Customer Support Call Center. This
holds even more when we consider the leverage Infosystems draws from its parent
company’s unparalleled experience in networking.

LIBRARY MANAGEMENT SOLUTION

HCL Infosystems Limited is providing one of the leading library management

solutions (LMS) in the global market. Our LMS is designed on all international
standards like MARC-21, UNICODE, SIP/SIP2, etc. LMS is completely user-friendly
menu driven interface, online help, complete and elaborative help documentation,
online downloading of bibliographic details, sharing of database or bibliographic
details with international or national libraries based on international standards like
ISO 2709, Z39.50, etc. HCL is also can provide solutions like RFID based security
and circulation including drop box, self check-out station, EAS Security Gate;
biometric based access or simple barcode based circulation system. The same LMS
solution can be used for the digital library also; any digital format document can be
attached with the proposed LMS. HCL also have dedicated a software for the
management of the digital library, where simply scanned images or any e-
documents like .pdf, .avi, .mp3, .mpeg, etc. WE BELIEVE IN PROVIDING 100%
SOLUTION FOR A LIBRARY.

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HCL’s Customer Support

We have the highest regard for our esteem customers, and to meet this, we have
geared up ourselves with following services across the country:

• We organize customer’s meets all over the country to have the first hand
interaction, which enable us to interact with our customers and review their
feedback one to one. We also strive to improve our services standards for
more customer satisfaction.

• We have the key-client concept, where in we constantly monitor the upkeep

of our products, being used for achieving highest level of service standards.
The parameters governed by this (viz. Up-time, Preventive Maintenance
Schedule etc.) are appraised by specialized team at the regional office and
Head office. Further, these clients are provided with an Up Time Certificate
authenticated by the respective user department and these are sent by the
President & CEO himself.

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We have across the country –

Number of Machines 50,000 (All products including

photocopier)
10,000 (Telecom products alone)
Number of Software Solutions 1,000
Number of Professionals 14,000
Number of Trained Engineers 5,000
Number of Offices 170 cities
Number of Service Centres 360
Customer Satisfaction 9 out of 10 *
ISO Certification ISO 9001:2000 & ISO 14001:2004

* Survey done internally by HCL Infosystem directly to its customers.

With trained engineers around 360 locations around India, we are able to provide
better customer support and reach well above the industrial customer satisfaction
level standards.

HCL is itself synonymous with customer satisfaction, we are proud to offer the best
solutions and services anywhere in India.

The best in the “Corporate Users expectation and Satisfaction Survey 2003”
- Voice & Data Magazine.

HCL has been ranked No.5 among India’s Top 5 groups impacting the dynamics
of the IT Industry - DataQuest

“The Most Responsive Company, 2005”– IT Hardware Category by the Economic

Times - Avaya Global Connect

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HCL’s Presence in India

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Collections at, (Client)

Books & Bound Volumes

Books being one of the important parts of a library and has got number rare and
important books. Total number of collection of ____________ in which ___________ is
books and __________ bound volume.

Magazine & Article Indexing

They have ___________ number of subscription per year, which is on circulation for its
member. They regularly add _________ magazine annually into their collection.

Article indexing is one of their major reference services for their users. Article
indexing is currently done online/offline; they are planning to provide the same
online/office to their users.

Other Materials

Regular to their print collection they have other collections like:

Collection Total Circulation

Videocassettes
CD-ROMs
Photographs
Slides
Any others (please
specify)

Activities at, (Client) (gets from clients apart from the stated below)

Acquisition

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Library, as in many other cases, does acquisition completely on manual way. It

maintain files for different purchases and orders. File are signed and approved by
Committee Members, etc.

Library use acquisition module for initial catalogue and preparing a list of books for
Committee Member’s approval, and most importantly avoiding the duplicate books
on approval basis.

Catalogue / Bibliographies

Currently library is doing cataloguing based AACR2 standards. They are cataloguing
most of the collection manually. Currently they are not following any MARC21 or any
other international standard for cataloguing except for AACR2.

Printed bibliographies services they are providing to their users. On regular basis
they take out the print of the collection in bibliography for their users and or
distribute the same to their faculty/registered members/ students, etc.

Indexing

In House library do not provide any such kind of services. They subscribe to external
database like (EBSCO, etc) for the same purpose.

Library have indexing services for it’s users, which they are doing on Periodical
Indexing card. They manually manage the entire indexing card and regularly take
out a periodical Index Journal for the users. This is clubbed together at the end of
the year.

Circulation

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Circulation is totally manual based processed. Users have been given Membership
Cards. Books card and Membership Card is goes to library procession when any
user/member issues any resource/collection.

Circulation process is semi-automated i.e. books are issued to member via a library
management software which keep track of the issued /pending resources against
any member. Membership Card are kept by the library when members issues any
resource/collection.

Stock Taking

Stock taking is annual/bi-annual/3 year /4 year process in the library. Library is does
not function during the stock taking period. Stock taking process is completely a
manual process in the library. Mostly library will be closed for stock taking, the
number of days depends on the total collection for example a library with 10,000 to
15,000 collection will close the library for 10-14 days for only re-shelving, manual
counting, and rechecking the stock records, etc with a manpower of 4-6 people.

Management & Reporting

Different management issues and reporting can be easily managed and generated
through our library management solution. User can customise the different reports
and generate the same according to their requirements.

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Services at, (Client) (gets from clients apart from the stated below)

Circulation

All major resource in their collection is for circulation. The following number of
collection from documents is only for reference only.
Books
Bound Volume
Any other

Selective Dissemination of Information / Current Awareness Services

Members and faculty members have to personally visit the library to know new
arrivals in the library or to know the exact kind of collection they have for their
subject preference.

Current Awareness Services are provided on the circulation desktop in the form of
bibliographies title “New Arrivals”

Online Public Access Catalogue (OPAC)

Library does not provide any kind Online Public Access Catalogue (OPAC) services to
its users. Members /users are complete depended on the mood of the staff at the
circulation counter for getting any information.

Library does provide Online Public Access Catalogue (OPAC). The search window is
very obsolete technique, where as in today’s internet world where full image and
multimedia oriented search is provided to users.

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Inter Library Loan (ILL) (select any one of the paragraph)

Library does not indulge in any inter library loan activities.

Library does have inter library loan services. ILL services are totally a manual
process. Member library exchange their collection data with each other periodically,
any member who is interested in the collection will raise the request and these
resource/collection is issued to the member like any other library registered
member.

Library is a member of Delhi Library Network (DELnet) (or name the association)
with whom they follow the standard protocol established by the association.

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Library is looking for following endeavours (gets

from clients apart from the stated below)

• An efficient Library Management Solution that enables in maintaining and

retrieving the books within no time.
• Access of single records to multiple locations through Network / Web based.
• Maintaining an audit trail for keeping track of all activities performed on
records by users.
• Fool proof security for library collection
• A Secure and easy to share database.
• 100% error free shelving of books, magazine and other collection in their
respective racks/shelves.
• An international standard used in the sharing the database both at
bibliographic level or complete database at one go.
• Interactive and enhanced search engine for users anywhere, anytime
meeting all international standard.
• Creating new worksheet/workform for newly added type of documents.
• Reducing the workload on library’s professional as well non-professional staff.
• Providing round the clock services to users, minimum days of closure even
during the stock taking time.
• Support different languages for different users.

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HCL’s Library Management Solution will meet

the following endeavours

• MARC 21 based cataloguing and well enhanced and interactive OPAC search
• All resource cataloguing information are stored in single database. LMS
provide option of storing database at different location also
• Software allows keeping track not only the book, etc but also on individual
members
• LMS provide / support RFID based security and circulation. RFID is supported
by SIP/SIP2 protocol
• LMS uses Oracle 10g at the back for security and reliable storage and
retrieval
• RFID hand held scanner can be used for stock taking, which will ensure a
speedy and reliable stock checking
• LMS support Z39.50 for exchange of bibliographic details and ISO 2709 for
interchange and import/export of database, internationally.
• I-chameleon portal allows to Libraries to change the user interface and OPAC
interface.
• LMS provide facility for adding n number of worksheet/workform based on n
type of documents/resources
• Downloading bibliographic / catalogue details from Library of Congress as it
support Z39.50 protocol.
• Shelf check-in and check-out programmed into the software due to RFID
based -technology can reduce the workload on the circulation counter. Drop-
in Box can allow users to return the resource at any time.
• LMS is built on UNICODE technology which supports all major national and
international languages.

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Objectives & Requirements (gets from clients apart from the stated

below)

Library Management System a part of “Information Management” best described as

“science of safe, secure and organised retention of electronic data, images, media
and documents such that information contained therein is retrievable "on line" or
physically whenever and wherever needed.” Following are the objectives and
requirements for the digitisation of Records:

• Acquisition

o To stream line the acquisition process of the library in such way that
any information pertaining any order should be available on click. It
should be able to display the details of the budget like balance, heads,
pending, etc.

o To display number of orders, pending, approval committee or

members, vendors.

o To be able to display number of titles, type of documents, order

locations, etc.

• Cataloguing

o Able to reduce the world related to cataloguing of recources.

o A uniform standard is maintained in cataloguing, authority files,

controlled vocabulary, etc

o A standard cataloguing style/methodology is to be followed between

the libraries at different location or institutes.

• Circulation

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o To able to reduce the workload on the circulation counter by allowing

members to take charge of check-in and check-out of resources.

o Help in controlling the theft of resources in the library.

o Help in shelf rectification so that users and library staff are able to
locate the resource without loosing a major part of their time.

o Ease inter library loan management system.

o Circulation history of resource/s available on a click.

o Auditing the member transaction

• Reporting and Management

o Circulation statistics

o Collection reports and statistics

o Reduce and error free stock taking process

• Online Public Access Catalogue

o Full featured search services

o Display of book covers, reviews, notations even providing external links

to users

o Online membership application form

o Secure access to database and other features

o Represents the look and feel of the library or it’s parent institute.

• Manpower Management

o Enhance the library professional knowledge

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o Improve the library and user interaction

o Making library professional / staff more IT oriented and aware of major

international library and information science standards

o Improving and enhancing the working culture / experience of library

staff to different other fields.

• Miscellaneous

o Graphic User Interface for easy understanding of LMS

o Help system, LMS should be able to provide not only online help in the
form F1 but also a comprehensive help documents.

o LMS should be more hardware free i.e. any hardware can be installed
with the software but should meet all international standards

o Easy upgrade to future expansion or enhancements

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VIRTUA – Library Management Software

HCL is pleased to present this proposal for implementing its Integrated Library
Management Software (ILMS) for (client). This proposal addresses all the
necessary aspects of (Client) - Library Management Solution.

Our understanding of the business objectives and system requirements is based on

the various interactions and meeting held between (Client) and HCL, as well as our
own experience in designing and providing library management solutions.

The aim of this solution is to enhance and address few key business
issues:
• To improve and smooth working of the library in accordance with international
standards
• Library as well as it’s collection become more easily accessible to users
• Instant updates to it’s users or management body about the progress of
collection, services, management, etc
• Proper library security and collection management for more usage by the
users
• Reduce the workload on the library professional staff
• Developing and avoiding duplication of collection between the members
libraries
• Easy sharing of collection/information between the member libraries.
• Implement a library management solution not only to meet current needs but
easily upgrade to future requirements.

Users of our LMS system will be able to perform functions such as acquisition,
cataloguing, serial control and general management but also searches, retrievals,
indexing, viewing, printing, e-mailing, etc. This in turn would enable dynamic
information requests to be fulfilled expeditiously thereby creating greater efficiency
within the organization.

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FEATURES OF Virtua - LMS

HCL offers Virtua – a total Library Management Solution to (Client) which enables
the department to achieve an efficient working of Library. Virtua - Library
Management Software has been designed on the international library standards
and is capable of integrating the (Client) with other global partner libraries in order
to provide better services and improve it’s own collection. Library can have access /
share their database with their partner libraries/channels to enhance the collection
and provide inter library loan facility for electronic documents, etc.

Following are key features of the offered software:

• Completely integrated package having independent modules such as

Acquisition, Catalogue, Circulation, Serial Control, Online Public Access
Catalogue (OPAC), Hi-Resolution Image Viewer, Extended Bibliographic
Services, etc.

• With in built UNICODE technology Virtua supports Indian languages such as

Hindi, Telugu, Urdu, Malayalam, Marathi, Kannada, Tamil, Oriya etc. as also all
foreign languages such as Persian, Arabic, Turkish, Pushto, German, French,
Spanish, Russian, Finnish, Chinese, Japanese, Korean etc., besides English.
User can switch from one language to another on same window itself.

• Extremely user friendly, menu driven and easy to operate feature of Virtua.
User gets online help (F1) on every tag.

• Wide range search capability and generation of information through Author,

Title, Subject, Key Words, Publisher, Call Number, Publication Year, Accession
Number, Document status, etc. Fully supports MARC-21, USMARC, CANMARC,
etc.

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• Capable of generating wide range of reports and statistics in various formats

conforming to international standards.

• Allows export/import of any type of database stored in ISO 2709 format in

Virtua. ISO 2709 is an international recognized standard for storing and
exchanging database.

• Virtua support Z39.50 Protocol standard for exchanging bibliographic details

without exporting / importing database from one library interface to another.

• Supports multi-user environment, Virtua can support single as well as multi-

user interaction.

• Capable of creating and using as many as Authority / Vocabulary control files

for different bibliographic entries.

• Support multimedia format (images, video clips, sounds, slides, etc) in

general library interface. MARC Tag 856 is used to add multimedia files to
simple bibliographic details. Very useful in Extended Bibliographic Search
option.

• The Web-Gateway module works within the www environment having option
for output in HTML format. It also makes searching library's holdings or other
databases easy.

Additional Salient features of the software:

• ISO 9001 certified product.

• ORACLE 10g as back end database for safe and secure storage.
• OPAC also allows expert searches like Left/Right Truncation, Wild Card
Truncation, Boolean Search, Free Text Search etc.
• Sorting of Library holdings through language.

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• Multiple cross-references and tracings.

• Powerful security features.
• On-line help facility/elaborative documentation in PDF format
• Facility for mounting local databases.
• Union catalogue facility.
• XBS OPAC feature which provide facility book cover, TOC, Annotation, Expert
Reviews, etc.
• Server operates on all UNIX and LINUX operating systems

Other Features

Electronic Submission of Thesis/Dissertation/Projects: With the help of Virtua

library can maintain a e-copy of the Thesis/Dissertation/Projects for easy retrieval
and reduce ever increasing space problem.

Communication: All communication between the hardware (Server, Client, Printer,

etc) and software is done on TCP/IP. On higher end Virtua support HTTP and Z39.50
protocol (on top of TCP/IP).

RFID: Virtua support SIP/SIP2 protocol. Any manufacturer’s RFID hardware can
easily incorporated with Virtua, it is hardware independent software.

Barcode: Software is able to handle barcodes of different formats like EAN-13,

SICI/SISAC, Codebar.

Software Level Security: Control access to different modules of the library

management software, it can also track and audit the login and log out by the
users/specific user.

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User Level Security: Member authentication is required both module and OPAC
level access. Permission can be granted to the users like self-renewal, reservation,
etc.

Customer Support: User can log their queries on Held Desk and Live Updates
(Online) can be provided at client ends.

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Module Available in LMS

• The ILS should support all the major library functions listed below
• Acquisition – preparing different budget headings.
o Preparation of budget
o Gifts and Gratis items
• Cataloguing – cataloguing different resources in the library according
national and international standards
o Authority control – a systematic and controlled cataloguing of
resources to meet the library standards
o Import/export of records – to facilitate in inter-library loan system
and to meet the international standard
• Circulation – for systematically managing the circulation.
o Circulation of resources, fine receipts, location of resources, etc
o Members wise, category wise rules can be formulated
• Online Public Access Catalogue
o OPAC, including Web-access – OPAC acts more like a public relation
section
o OPAC XBS – OPAC Extended Bibliographic Services like book cover,
table of contents, reviews, author notes, etc.
o Featuring the Chameleon iPortal Web Gateway and its flexible
“skins” technology
• Serials control – to manage a journals and periodicals
o MARC 21 standard followed for entry of magazine
o Infinite number of magazine subscriptions can be defined
• Software Management – easy management and controlling the access
and features of the library software for the library staff/users.
o Statistics – to help librarians to develop their collection and improve
services.

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o Reporting – validate / authenticate the progress done by the library

both in collection and service front.
• HELP / Manual
o Virtua provide two level of help/manual documentation
o F1 clicking on any field will provide user with Online Help Tag Help
o VTLS had provided elaborative manuals modules wise which
available totally separate of the software.

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ACQUISITION MODULE
Acquisition Details: As defined in the USMARC/MARC21 & FRBR format, Virtua can
manage the following acquisition data (describe any limitation on the length of each
field); which is common to monographs and serials:

Monographs Acquisition Data

• Acquisition method, i.e. purchase, exchange, legal deposit, gift

• Order type, e.g. subscriptions, standing orders
• Publication type
• Order number
• Order date
• Claims period/academic year
• Number of copies - volumes
• Accounts / departmental allocations
• Ordering department, branch library
• Receiving department, branch library
• Estimated price per copy
• Estimated price per order
• Final Proforma invoice
• Invoiced price
• Ordered by
• Vendor/source
• Vendor numbers i.e. option for several numbers
• Invoiced number
• Invoiced date
• Call number/location
• Claim date
• Cancelling date
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• Status for different stages in the acquisition process, i.e. ordered, renewed,
paid
• Free text field for messages to vendor
• Free text field for internal messages

Serials Acquisition Data

• Holdings information
• Frequency
• Numbering
• Index available
• Delivery history
• Next expected issue
• Subscription start
• Subscription period, incl. expected volumes and issues
• Renewal information
• Subscriber number
• Reference number
• Binding information
• Bibliographical identification of monograph series, theme issues, etc.
• Links between records when titles change
• Call number: permanent and current issue

Vendors: The vendor record remains in USMARC/MARC 21 format. The vendor

details include fields for following information (describe any limitations on the
length of the fields):
• Name
• Abbreviation or code (nick name)
• Addresses for the libraries’ communication (separate addresses for
correspondence and for communications of orders, claims, and returns)

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• Language of communication
• Telephone numbers
• Fax numbers
• E-mail address
• Internet address
• Discounts
• Library, Central Command, Lucknow number
• Contact person
• Free text
• Date of updating vendor information

Acquisition Statistics and Reports: Acquisition statistics is available:

• By subject/classification
• By type of publication (i.e. monograph or serials) and bibliographic level
• By fund account (at least number of publications)
• By vendor
• By country of publication
• By date of publication
• By order date
• By price
• By time period as defined by the library
• By faculties/departments or branch library

Gifts, Exchange, etc: The acquisition module is able to support different types of
procurement like purchase, exchange, gifts, and legal deposit and distinguish
between them.

Vendor Interaction: The system is able to handle the communication with

vendors, i.e. ordering, invoices, claiming, cancelling, credit data, and other
messages, using EDIFACT (Letters, Fax, Emails, etc)

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Drag n Drop Orders: It’s possible to import bibliographic records in the

USMARC/MARC21 & FRBR formats, Library of Congress, OCLC, RLIN, CD-ROM
databases, and commercial databases and place order directly to the vendor.

Accounts and Invoicing: Possible to use several separate budgets, it is also

possible to establish a fund structure for each financial year. Its possible to copy the
fund structure to a new financial year. Its possible to transfer groups of outstanding
orders to new accounts by using global changes, even if the fund structure has been
changed.

Invoice Creation: The system have a function for handling different types of
invoices, such as standard invoices, part-payments, credits, refunds, additional
payments for periods already invoiced, pro-forma invoices and deposits.\

Live Update in OPAC: status of the order will displayed and updated accordingly in
the OPAC interface.

Currency: The system must be capable of handling different currencies as well as

local currencies.

Permissions Matrix for Security: software provide fool proof security /

permission to access different options and modules in Acquisition.

Express Receiving & Invoicing: Orders and invoicing can be done on urgent basis
also. Where a resource/s can be ordered instantly and

CATALOGUING

Cataloguing (Data entry): The system must have full screen (customisable by
Application Administrator) data entry and editing ("empty screen" with MARC

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header) for cataloguing as well as a number of predefined data entry screens

(templates).

Bibliographic details download: can download bibliographic details from Library

of Congress (supported by Z39.50 protocol) into local database. The bibliographic
details can be further modified according to local requirements.

Bulk transfers and multi record editing: Bibliographies can be downloaded

/uploaded in bulk in the database from any Z39.40 / ISO2709 approved database.
Later libraries can make modification accordingly to their needs.

Indexing: All indexes and record displays can be updated in real-time. All fields and
sub-fields are available to be key worded and/or string indexed with flexibility in
defining indexes. Keyword indexing supports the Z39.50, Bib-1 Use Attribute
standard.

Browse Index (Cataloguing): Browse indexes include but not be limited to:
• Author
• Title
• Journal title
• Subject
• Class number
• Call Number
• Shelf Mark
• Supplier (staff only)
• Patron (staff only)

Searchable data (Cataloguing)

It is possible to:
• Search a record as a whole
• Specify any variable or fixed field to be searched
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• Specify any combination of fields to be searched

Searching is possible by, including but not limited to:

• Author
• Title
• Journal title
• Subject
• Class Number
• Call Number
• Standard Number (e.g., ISBN, ISSN, etc.)
• Accession Number
• Shelf Number
• Location
• Type of Material

Authority/Vocabulary Control: Directly cut and past the authority file entries into
the catalogue. It must be possible to create and maintain authority control for the
following search elements:

• Personal and corporate names

• Conferences
• Uniform titles
• Series titles
• Subjects
• Name/title combinations
• Publishers
• Classification codes
• Shelf-marks

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Cataloguing for XBS OPAC interface: Images for book covers, annotation,
external hyperlink, etc can be easily included the bibliographic details of the
resources. XBS OPAC is a vibrant interface for OPAC.

Retro-Conversion: Virtua fully support retro-conversion of database from one

format to another. As Virtua follow ISO 2709 and Z39.50 standard any database
which both standard can convert vice versa.

Case sensitive Help Option: Field/tag based help menu can be retrieved online
for more depth information on any particular tag/field during the cataloguing
process.

Workforms/Worksheet: libraries can create n number of worksheet/workforms

from the standard worksheet/workforms. It helps in creating databases for different
type of collection libraries currently have or addition in future.

Multimedia support: Libraries can include multimedia files along with the normal
bibliographic details. Images, movie clips, hyperlinks can be inserted with the help
of MARC 856 Tag.

Movement from Window screen to another (check with VTLS team to include or not,
reason being permission and rights)

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CIRCULATION SYSTEM
Circulation System: The following functions must be included in the
• Circulation system:
• Check-out (charges) from multiple sites
• Renewals
• Check-in (discharges) from multiple sites
• Reservations
• Display of members photograph
• Closed access requests
• User files
• Status control
• Overdue notices (through email as well ), invoices, availability notices, and
other messages
• Fines and fees, incl. invoicing
• Interlibrary loans
• Statistics and reports

Request Printing: It must be possible to print requests (call slips) for items in the
closed access & Call slips must be routed to printers at the library owning the
requested material without operator intervention

Online Library Membership: New members can apply for online membership for
the library. Virtua provide Libraries to fix/manage criteria for granting membership.
The same can be provided through library website.

Patron Record: Members records are saved in MARC 21 format and include
following information:

• Name
• Personal identification number

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• Patron category
• At least two addresses with option for selecting postal address
• Two telephone numbers
• E-mail address
• Last valid date
• Notes
• Patron’s preferred method of receiving notices (e-mail or snail mail) blocks

Inter Library Loan: The system support online import of bibliographic records from
Z39.50 compliant databases (i.e. LOC, OCLC, Bowker (Books in Print) etc). Z39.50
allows storing imported catalogue details on local database. ILL facilities based on
the ISO 10160 and 10161 standards

Book Location: Virtua support in finding the exact physical location of the
book/resource in the library with the help of Map feature.

Audit Trail: Library can audit the number of resource issued to a member, issue
date, return, number of renewal, fine paid, etc for a particular documents or
complete information. Similarly the same can be review for any resource on the
same check-in and checkout window itself, without going to Management module.

SIP/SIP2 for RFID: Circulation module all RFID hardware which meet the
international standard of SIP/SIP2. RFID can be integrated to manage check-in,
check-out, stock taking, shelf rectification and most important reduce the theft
control in the Library.

Transaction Logging and Audit Trails: Users can very easily view and
management transaction and audit trail of any resources or services rendered by
the users or staff. These transaction and audit trails will librarian to formulate any
future policy pertaining to collection or service or any users.

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Self Check-in and Check-out: VTLS has partnership with 3M products range for
managing the self check-in and check-out resources by the users themselves,
unless permission are granted to them. Here different Drop Cube and Self Check-out
machine are incorporated with Virtua Library management software with the 3M
hardware.

Holds, Recalls, Loans, Page Requests and Reissue: Users can hold, recall, loan
or request for a particular pages from a books for his/her references. These facilities
are online via OPAC/Web OPAC. Reissue of the resources can be done by specific
user, after the library had given him/her the adequate rights and permission.

System Alerts and Blocks: These facilities can be provided to Circulation staff to
stop further circulation of any resources according the option of Alerts assigned.
This feature is very useful in case where users had reservation request or library
would like to withdraw the collection from the shelf.

Grace/Amnesty Periods: Circulation of a particular resources can be extended for

any valid reason for any particular user/s. This feature helps in overriding the
general circulation policy.

Disputed Returns and Fine: Virtua provide option of collection fine/membership

fees, etc from the credit card. Credit history of the users can viewed on circulation’s
check-out and check-in window itself which helps the circulation staff to determine
next suitable step regarding the member/s.

Reservation List / Request List: Virtua provide a unique reservation / request

option where reservation is linked to faculty members and request to general library
members. Reservation is given more priority than request.

Circulation Backup: Virtua provide feature of taking backup of all the circulation
transaction done for a particular period as assigned in the system setup.

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SERIAL CONTROL

Serials Control: Software support MARC 21 tags format for Holdings fields’ 853-
855, 863-865 for enumeration and chronology, and 866-868 for textual holdings
field. The system accepts local holdings data, e.g. fields 9xx. Only library software
which support MARC 21 support cataloguing

Expected receipt date: Virtua compile a expected date of receipt of magazine in

libraries. Librarian can manage the entries accordingly or can modify accordingly.

Online Update: All information pertaining to serial control whether receipt,

damage, binding, etc are immediately updated for the OPAC and circulation records.

Issue specific reminder: Libraries can generate issue specific reminder for
vendors and send the same via email from with the library management software.

Create and Save Patterns unique to Library: many libraries around the world
subscribe to serial / journals very specific to their need, which does not fall into
general serial / magazine/journal category. Libraries can maintain the subscription of
the same unique to their library.

Intuitive Receiving & Claiming: Libraries can predict the date of the issues of the
magazine available to the libraries in the coming months based on the frequency,
software will give them reminder in the form of pop-up for the issues.

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OPAC

OPAC Interface: Web browsers such as Netscape Communicator or Microsoft

Internet Explorer. The WWW OPAC includes a Z39.50 /HTTP gateway, which makes it
possible to search the local OPAC and external OPAC in the same way. Web OPAC
can be integrated to external database like EBSCO, etc.

Extended Bibliographic Service

(XBS): OPAC XBS is capable of
displaying Book Cover, Table of
Content, Annotation, Book Reviews,
Author Notes and even allow user to
procure it from www.amazon.com, etc.

WEB OPAC Customisation:

Institutions will be able to customize
and Design multiple interface “skins,”
or Cascading Style Sheets, to suit any
audience. Nearly every aspect of the Web OPAC is configurable. This means that
library has complete control over the functionality of the software and the
appearance of the interface. Also included in the Web OPAC are several tools and
customisations options to make searching convenient and the interface easily
navigable. As with any other aspect of the Web OPAC, you have control over the
search environment and have the ability to customize both the appearance of the
interface and the actions of the software.

Web based Image Navigation: The system offer high-resolution image viewing
and navigation. The system rapidly retrieves on the Web large or highly detailed
images with no loss of visual quality. The users also zoom in on any portion of the

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original image, select a region to view via a focus area thumbnail, or pan in any
direction to view a section without have to adjust window size or resolution

Reference Reading: While searching for his particular search user can view
different reference reading for the particular subject automatically.

User / Library specific OPAC interface: Virtua display different layout of the
OPAC interface according to the requirement of the users or of the library.

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Management Statistics Module

Reports & Statistics: Library system supports exhaustive reports and statistics
functions, which help libraries to formulate their future plans. Reports and statistics
are available in a variety of formats such as printout, online viewing and export in
electronic formats example CSV, etc.

• Authorized staff/users can generate, print reports without system

administration assistants and can view the reports on any format.
• Online results no batch work.
• Runtime parameters settings
• Automatic scheduling: reports can configured and can be generated in
fixed times frame.
• Location based reporting can be done, in case libraries have different
location.

Import & Export of Data: The system supports the import and export of MARC 21
under ISO 2709 standard. Database can be stored on different type of media such
as Tape, CD-ROMs, etc.

Backup and recovery: Hot Backup is possible, i.e. Virtua support backup of
database even during the database is accessed online

Language Profile: VTLS support UNICODE technology which is worldwide used for
supporting national and international languages at one go.
• User can change the language setting without logout
• Any particular string in the software can be changes globally for
example word “Patron” can be changed to “User” or “Member”
anywhere in the software or at a particular module/menu.
• Support directional scripts/dialects for example Urdu, Arabic, etc which
are from left to right directional.

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Profiling and Parameters setting: Graphic user interface for setting up helps
libraries to manage the same very easily.

Rights and Permission: Libraries can assign different or combination/matrix of

rights and permission for different users/group of users.

Configure buttons; pull down menu and other user interface: libraries can
customise every feature like buttons, pull down menu items, etc according to their
requirements or to meet the user’s requirements. Changes will reflected on the next
login itself.

Helps create Just For You Software: libraries not only have the option of
creating their own customized OPAC interface but also can modify different logo,
icons, text in the software according to their parent institute/local requirement for
example, instead of “Patron” library can opt for “Member”, or any other local
language to provide better services.

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Help and Manual Documentation

Online Help for Each Subsystem: user can press F1 for online help for each
tags/fields

Searchable via table of contents and index: A separate search index is

provided with the manual. Even all the manuals have table of contents, index and
reader’s feedback, where user can send his feedback about the manuals, etc.

Support of Hyperlinks: short cut in the form of hyperlink is provided within the
manual so that any user can quickly reach to the exact / desired location at a click.
These hyperlink is provided both at table of contents and at the beginning of the
chapters, etc.

Context-Sensitive pop-up help via Right Mouse Click: User can click right
mouse button to get more help on any given menu or window.

Search the Virtua Documentation: if the user is not sure where he/she will find
the information, in mentioned search option user can enter the exact word and it
will display all the manuals where ever the searched word/text is appeared.

Printed Virtua User Reference Guides available for each subsystem and
other functions
: Virtua had provided User Reference Manuals separate of the software so that in
electronic format (PDF) files with search field option.

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International Standards

HCLs Library Management Solution follow/abide by the international standard and

protocols used in the Library and Information Science. Following are the few:

• ANSI/ISO: The American National Standards Institute or ANSI and

International Organization of Standardization or ISO are international
organization for developing and maintaining many standards in the field of
Library and Information Science.
• Z39.50 -1995 for exchanging bibliographic information with channel partner
/ libraries
• ISO 23950, the international standard for information search and retrieval,
defines a particular set of network client-server "services".
• Bib-1 attribute set is part of the Z39.50 client server protocol. This set
defines six attributes to be used in searches of information on the server
computer: use, relation, position, structure, truncation, and completeness.
The syntax of the Z39.50 protocol allows for very complex queries.
• WAIS 1 and 2 stands for Wide Area Information Server1. It is a distributed
information retrieval system. A WAIS system has a client-server architecture,
which consists of clients talking to a server via a TCP/IP network using the
ANSI standard Z39.50 V1 protocol. A team at Thinking Machines, Inc originally
developed WAIS.
• GILS: GILS defines an open, low-cost, and scalable standard so that
governments, companies, or other organizations can help searchers find
collections of information, as well as specific information in the collections.
GILS works for organizations large or small, technically advanced or just
starting out. Anything you can regard as information, you can describe using
GILS, from printed documents, to lists of experts, to complex data.
• MARC21, which are standards for the representation and communication of
bibliographic and related information in machine-readable form, and related
documentation. It defines a bibliographic data format that was developed
Library of Congress. It provides the protocol by which computers exchange,
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use, and interpret bibliographic information. Its data elements make up the
foundation of most library catalogues used today. Different countries support
different MARC format like USMARC, CANMARC, etc.
• ISO 10161 refers to the protocols defining the Virtual Document Exchange
communication between various document exchange systems used for Inter-
Library Loan purposes. This means VDX system residing on different
hardware platform and software can talk to each other to request and receive
electronic documents between the various participating libraries.
• ANSI 92
• FRBR (Functional Requirements for Bibliographic Records) is a 1998
recommendation of the International Federation of Library Associations and
Institutions (IFLA) to restructure catalogue databases to reflect the
conceptual structure of information resources. More technically, FRBR uses an
entity-relationship model of metadata for information objects, instead of the
single flat record concept underlying current cataloguing standards. The FRBR
model includes four levels of representation: work, expression, manifestation,
and item.
• EDIFACT for electronic transfer of documents like invoices, bills, receipts, etc
• UNICODE is an industry standard allowing computers to consistently
represent and manipulate text expressed in any of the world's writing
systems. Standard to support multiple international and national languages
within a system
• SIP/SIP2 The Session Initiation Protocol (SIP) is an application-layer
control (signalling) protocol for creating, modifying, and terminating sessions
with one or more participants. It can be used to create two-party, multiparty,
or multicast sessions that include Internet telephone calls, multimedia
distribution, and multimedia conferences. The standard is used RFID
transactions/integration for library.
• ISO 2709 is an ISO standard for bibliographic descriptions, entitled Format
for Bibliographic Information Interchange on Magnetic Tape.
• NISO: National Information Standards Organization (NISO) is a United
States; a non-profit standards organization that develops, maintains and
publishes technical standards related to bibliographic and library applications.
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It was founded in 1939, incorporated as a not-for-profit education association

in 1983, and assumed its current name in 1984. VTLS is a voting member of
NISO.

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Hardware/Software/Database Requirement

Architecture: Client/Server architecture

Server Side Hardware: RISC/INTEL, 200 GB HDD, 4 GM RAM (RAIDS)

Client Side Hardware: Intel Pentium IV and above with 512 MB RAM and above
with 100/1000 Ethernet LAN,

RFID Hardware: Software support any RFID hardware like EAS Gates, Handheld
scanners, etc which are built/support on SIP/SIP2 protocol.

Client Side Software: Windows95/98/2000/NT/XP/Vista, Linux. Client should be

able to publish API.

Server Side Software: The Server should run on UNIX/ Red Hat Enterprise
Linux 64 or 32 Bit, SOLARIS, SUSE LINUX Platform, IBM (AIX), SUN (Solaris) , HP
(HPUX), Compaq and Intel (Linux).

The server needs to be installed on internet, with the following ports to be opened
for free access to external database and other features of the software
a. SSH
b. 1111
c. 9999
d. 7090
e. 1521 & 1525
f. 8000

UNICODE: Complete / full installation of Window XP / 2000 on client

terminals/Server.

Multimedia: Delphi required at Client.

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Database: Oracle 10g, as standard backend database for easy and secure
database retrieval.

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Deliverables
Particulars License

Library Management Software & Digital Library Solution (Includes

Catalogue, Circulation, OPAC, Acquisition, Serial Control InfoStation
Reporting)
8 User License Includes embedded Oracle RDBMS 8

Component Software Licenses – Included

Ad Hoc Reporting 1

iPortal Software – Included

Base iPortal Software Package Includes:

Language Editor / Web Administration, Calandar, Chat for e-reference, Web 1
Interface, Selection Lists, Thesaurus Management Utility, Item Locator (map of
library), High Resolution Image Navigator

Additional iPortal Components

SDI (Selective Dissemination of Information) 1
User Reviews 1

Third Party Products (Optional)

Mr. SID Image Compression Utility** 1

Training and Installation 1

Hardware /OS Requirements for Virtua Library Management Software:

• VTLS ‘VIRTUA’ ILMS & DL with functional capabilities of Multimedia and Imaging with
front end ‘DELPHI’ while the back end as ‘ORACLE’ RDBMS.

• Hardware requirements are typically be RISC/INTEL based server with a min of 200
GB HDD and 4GB RAM (RAID5)

Operating System for server is any UNIX/LINUX while for the clients Windows
95/98/2000/NT/XP.

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HCL here by submit its Commercial Proposal for Total Library Management Solution
to
(Client). Kindly find below our Commercial proposal:

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Major Customers in India.

1. National Law University & Institute, Bhopal

2. Bhoj Reddy Engg. College for Women, Hyderabad

3. Central Institute of Indian Languages (CIIL), Mysore

4. Indian Institute of Management (IIM), Indore

5. Indian Institute of Technology (IIT), Madras

6. Indian School of Business (ISB), Hyderabad

7. Jawaharlal Nehru Technological University (JNTU), Hyderabad

8. Jawaharlal Nehru University (JNU), New Delhi

9. MARCit, New Delhi

10.NALSAR, University of Law, Hyderabad

11.National Library, Kolkata

12.Radha Soami Satsang, Beas, Punjab

13.School of Planning & Architecture (JNTU), Hyderabad

14.South Asia International Institute, Hyderabad

15.University of Hyderabad, Hyderabad

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Deliverables

Commercial Offer for Library Management Software:

Particulars License Prices

Library Management Software & Digital Library Solution (Includes

Catalogue, Circulation, OPAC, Acquisition, Serial Control InfoStation
Reporting)
8 User License Includes embedded Oracle RDBMS 8

Component Software Licenses – Included

Ad Hoc Reporting 1

iPortal Software – Included

Base iPortal Software Package Includes:

Language Editor / Web Administration, Calandar, Chat for e-reference, Web 1
Interface, Selection Lists, Thesaurus Management Utility, Item Locator (map of
library), High Resolution Image Navigator

Additional iPortal Components

SDI (Selective Dissemination of Information) 1
User Reviews 1

Third Party Products (Optional)

Mr. SID Image Compression Utility** 1

Training and Installation 1

Terms & Conditions:

• Delivery: 6-8 weeks from the date of receipt of the PO and payment.

• Taxes: The above prices are exclusive of all local taxes. The same will be
charged extra as applicable by HCL to (Client).

• Warranty: There is a warranty on the solution purchased for one year from
the date purchased. Thereafter, the warranty will continue to get extended on

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an annual basis as long as (Client) continues to renew the Annual

Maintenance on an annual and timely basis from the second year onwards.

• Validity of Prices: These prices are valid for 30 days.

• Force Majeure: HCL shall be under no liability whatsoever on the occurrence

of any Force Majeure event such as war, fire, arson, industrial action, orders
of government or other duly constituted authority, any natural calamities or
Act of God, etc.

• HCL provides the solution to (Client) based on the above understanding, In

case any additional scope of work or legal licenses or copyright act has to be
noticed by (Client) only.

• HCL and (Client) will come into a agreement to fulfil the scope and when ever
there is change in scope mutually will agree and the same in the agreement
as and when it arises.

• Above pricing is for generic softwares. In case of any customisation in

software charges will be taken as per the degree of customization in the
software

Hope the above is in order.

Sincerely,

For HCL Infosystems Ltd.

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