INTRODUCTION

Libraries play a vital role in providing access to knowledge and resources, but nowadays

traditional library management often experiences inefficiencies and challenges. This

system aims to enhance accessibility, improve user experience, and support data-driven

decision-making for librarians, bridging the gap between traditional library management

and modern technology.

Background of the problem

Traditional library systems often rely on manual processes, which can be time-

consuming, prone to errors, and inefficient when managing the collection of resources.

These challenges make it more difficult for libraries to satisfy the growing needs of users

who want precise and quick access to resources. The development of "BookBase" aims to

address these challenges by integrating innovative practices that simplify workflows

while maintaining the integrity of library operations. This study examines the specific

problems in traditional library management and how "BookBase" can provide a practical

and scalable solution to these problems.

Overview of the current state of the technology

Libraries have traditionally used manual methods like handwritten logs and catalog cards

for managing resources. While effective in the past, these methods are now inefficient

and prone to errors, especially as libraries develop and grow. Over time, basic digital

tools like spreadsheets and databases were introduced, improving organization but

lacking advanced features like real-time tracking or user-friendly interfaces.

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Modern integrated library systems (ILS) address some of these issues by offering features

like online catalogs and barcode scanning. However, they are often expensive and

complex, making them unsuitable for smaller libraries. Many libraries still face

challenges in tracking borrowed items, managing inventory, and providing an intuitive

system for both users and staff.

"BookBase: Library System Management" aims to fill these gaps by offering an

affordable and user-friendly solution. It builds on existing technologies to simplify

operations, improve efficiency, and enhance the overall library experience for both

librarians and users.

Objectives of the study

The general objective of this study is to develop an efficient and user-friendly library

management system, "BookBase: Library System Management," that streamlines the

cataloging, borrowing, and inventory management processes to improve library

operations and enhance the user experience.

Specific Objectives

 To design a system that simplifies the cataloging process, allowing easy

organization and search of library resources.

 To create a borrowing management feature that tracks borrowed items, due dates,

and overdue returns.

 To develop an inventory management system that ensures accurate tracking and

real-time updates of library resources.

 To design an intuitive user interface that is easy for librarians

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  To build a cost-effective solution that is accessible to small to medium-sized

libraries with limited resources.

Scope and limitations of the study

Scope of the Study

 The study focuses on the development of "BookBase: Library System

Management" to streamline library operations such as cataloging, borrowing, and

inventory management.

 The target users are librarians of small to medium-sized libraries.

 The study will cover the design, development, and testing of the software,

focusing on key features like user-friendly interfaces, resource tracking, and

borrowing management.

 The system will be designed to be customizable and accessible to libraries with

limited technical resources.

Limitations of the Study

 The system will not include advanced features like AI-based recommendations or

integration with external library networks.

 The software will be primarily designed for desktop computers and may not fully

support mobile devices.

 The study will focus on core functionalities and will not explore additional

features like e-book integration or advanced data analytics.

 The implementation and testing will be limited to a single library, so further

evaluation is needed for adaptability and scalability in diverse environments.

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CHAPTER 2

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Review of Related Literature:

This chapter will reveal some of the studies that are conducted that shows how technological

advances were able to change the dynamics in academic libraries.

Foreign Literature:

Use of IT and its impact on Service Quality in an academic library

Information technology has had a significant effect on the development of civilization. Its

discoveries and reformation have made the life of individuals easier. This includes various

industries such as Medicine, Communication, and especially, Education. (Ramana, 2018)

mentioned that “the librarians faced a difficulty in managing massive volume of data for storage,

retrieval, processing, and distributing it, “Swift advances in Information technology have given

tremendous growth in different industries,” she added.

In a short period, the usage of technology became the standard. Libraries worldwide have

utilized technology and computers to quickly finish tasks in the library (Raman,2022). The

implementation of Information Technology in libraries has dramatically changed its dynamics,

from manually monitoring using paper to automatically looking it up. This reform not only

changed the whole structure of how it is processed but also made it better and suitable for daily

operations.

Impact of mobile technology on libraries:

According to Yadav (2022), libraries are gradually inclined to use MMS and SMS to send instant

alerts to users, to make sure that they are updated to urgent notifications. These notifications

handle a broad range of information, including book suggestions, deadlines, reminders of

overdue books, renewals, cataloging, and notification for requested books. Additionally, they

facilitate reservation and proper monitoring of records.

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Based on the observation that was made by Yadav et al. (2019), students are versatile with their

mobile phones using modern software that would cater to their operational needs. The overall

study revealed that faculty members of Sunil Ramsingh Chunawale Ayurved Mahavidyalay

utilizes available e-resources efficiently at their residence. The dissemination of e-resources was

used to update the knowledge of faculty members which adds motivation to the workforce.

Lastly, it was able to boost the infrastructure’s scalability and usability for different entities

Digitization and formation of digital library

Today, a diverse community in multiple fields such as education, science, development, culture,

health, and many more relies on digital libraries. According to Usman (2018), the availability of

several software packages at the modern time, coming up with the idea of sharing information

through digitalized libraries have become popular and the most suitable offer for most of the

libraries as it provides easier access to collections, “Library automation has progressed users to

access easy access through a use of computerized library catalog which differs to the traditional

libraries though having electric copies, but in full-text format”, he added. In that manner, it offers

a pleasing and readable format of academic resources for the end users of the materials.

Additionally, not only that it offers readability and aesthetics to the users but also it offers a

manageable and dynamic administration of the information.

According to David and Witten (2021), transformations of library resources, such as books into

formats that allow computers to access them and allow it to interact with the contents of is the

main essence of digitalization. In that sense, it saves paper and other resources that involve

physical printing. As a result, this allows the utilization of facilities in terms of space of storage,

allowing the essential-only paper-based materials to be put, instead of the actual books.

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Local Literature

Challenges to Digital Services in Philippine Academic libraries

Nowadays, technology is fast growing and infinitely expanding based on human’s ability to

think of solutions. Despite rapid growth, the Philippines is still one of the countries that is behind

in technological integration, especially in Educational Institutions. It is very evident in schools,

and even in government institutions, which leads to problems in computing and records

monitoring. Having an inconsistent operation hinders the overall operation and stagnates the

potential performance Chen and Chen (2018).

Digital information plays a huge role in academic institutions, aside from offering access to

information for learning, it gives convenience which allows it to be seen in user’s own device

(Chen & Chen, 2018). According to Chen and Granitz (2017), they noticed a huge shift from

manual to digital formats due to increasing demand of convenience.

Based on Lagas (2023), with the COVID-19 pandemic hitting the country led the educational

sectors have leaned towards the online learning which prompted a huge demand to digital

improvements. Over time, people have adapted resulting preference of digital over traditional

ones, it is very evident in most universities.

Acording to Cuaton (2020), the education of the education system was not well equipped, find it

was difficult to adjust. To make the point, the major shift caused a toll in the overall performance

of educational institutions, thus the libraries.

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COVID-19 and Philippine Academic Libraries

Education institutions have always relied on face-to-face operations in their schools. Despite

rapid technological changes, some of the activities are retained. Everything changed when a

pandemic hit the country, namely COVID-19. It urged the higher-ups to do adapt to the global

phenomena. Otherwise, the whole academic status of the whole country would be in shambles.

Most of Academic Institutions are deeply affected since the development was short-sighted, thus,

causing a stir in the status in the academic life of Filipino citizens.

According to Guo et al. (2020), different measures were taken in response to the pandemic,

websites that are usually used for libraries switch primarily to online services. Additionally,

there study that was conducted to assess the readiness of the Philippines to such global issues

revealed that the students or the end users have enough devices to use online services. However,

the establishments in Philippine educational institutions have not yet fully adapted to the latest

technologies. The studies were far from total revelation as there is a blind spot; devices were not

able to quantify the readiness of the Philippines, because there are parts of the Philippines that

yield a result that does not signify any changes; in other words, the pandemic was irrelevant.

In conclusion, the digitalization and putting the usual operation online offered so much

convenience. At first, there might be reasons to be skeptical as there is a possibility that many

people would be left behind due to unavailability of device/s. Academic librarians gradually

adapted to changes by training to use newer technologies. Up until now, the training proved to be

useful as the process was not reverted back ever since it showed a drastic result in terms of

speed, efficiency, and consistency of data outputs.

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Digital Curation Projects: A Study of Selected Academic and Research Repositories in the

Philippines

The library is one of the most common places to seek research papers and is primarily the

preferred repository of academic papers. Thus, the performance and convenience of finding the

right documents based on the purpose plays a huge part in future academic endeavors. Many of

the libraries in the Philippines have incorporated modern technologies into their systems, and as

a result, it boosted satisfaction for both librarians and students. Most of the establishments that

handle huge amounts of papers are infinitely expanding as the research and developments are

never-ending, thus, the likelihood of uncoordinated records, inconsistent orders, and even

document loss due to lack of record tracking is incremental.

Based on the abstract of the study of David et. al (2016), the demand and the condition of format

and the materials for future use were the primary driver of the selection of materials. Therefore,

the accuracy of the data being retrieved is vital. Many obstacles are encountered during the

duration of the materials that require proper incorporation of automation in the process. The

firsthand experience of the director of the library, who is also the director, was the main initiator

of the case study (David & Alayon, 2020). The project development was predicted to greatly

improve the speed and the safekeeping functions in the library. Fast and reliable libraries not

only gives importance to the academic discoveries but also allows past data to be a shoulder to

stand on for the future researchers.

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Synthesis:

Nowadays, libraries have adapted and shifted in digitization, hence, the development of digital

libraries (Prasojo & Perdana, 2020). It caused a greater demand for skilled developers that would

contribute to innovation. Various software has already emerged in this century, that paved its

way to improve the daily lives of the people in academia. Overtime, it has become the standard

that is constantly being imposed upon educational institutions to provide quality service. Some of

the factors that hinder the users to utilize the resources in the library are the following: First, the

slow processing of transactions e.g., Document lookup, Availability, etc. Next, is the functional

performance of the software that is being used which is a result of the following factors such as

outdated hardware, a buggy software, and the connectivity issues. Lastly, the stagnant

development which hinders its ability to improve and provide better service.

Currently, the lack of automation consumes more time, energy, and resources of both the

librarian and the student/s. It disallows the establishment to excel in terms of service and

management of the resources. With all of that, the records are exposed the risk of loss.

According to Prasojo and Perdana (2020), “the inclination towards digital library is the result of

information technology emergence, which would offer more functionalities and advantages to

the users and its targeted community”.

The proposed software would help the daily transactions of the libraries to utilize its

establishment and resources to its full potential. The methodology of this proposed software is

the waterfall methodology which consists of five (5) Phases namely, Phase 1: Requirements,

Phase 2: Design, Phase 3: Implementation, Phase 4: Testing, Phase 5: Deployment and

Maintenance

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CHAPTER 3

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Methodology

By implementing the software, the performance and utilization of the resources are assured to the

end users, thus enabling it to perform at its fullest and decrease the workload of the librarians.

Bradley (2019) highlighted that libraries have more versatility in their role in society and its end

users are affected by the development of its technological functions. For more efficient daily

operations, the development covered various objectives that targets all areas of concern for the

establishment that would boost the productivity as well as the morale of the personnels. The

methodology that will be utilized for this software development is the waterfall method which

comprises of stages namely: Phase 1: Requirements, Phase 2: Design, Phase 3: Implementation,

Phase 4: Testing, Phase 5: Deployment and Maintenance.

Hardware/Software

To ensure the system's effectiveness, functionality, and smooth operation, "BookBase: Library

System Management" requires the following hardware and software resources:

Hardware:

 Laptop/Personal Computer

Software:

 Sql Server Management Studio (Database Management System (DBMS))

 Visual Studio 2022 (IDE)

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Calendar of Activities

Planning and Requirement Gathering (Week 1)

The project will begin with the Planning and Requirement Gathering phase. The purpose of this

phase is to define the project objectives, outline the scope, and identify the system requirements.

During this time, the project proponents will collaborate with librarians and stakeholders to

gather the necessary information for system development. The resources needed include

documentation tools and interview templates to capture and organize the requirements.

System Design (Week 1 - Week 2)

Week 1 to Week 2 will focus on the System Design phase. This stage involves designing the

software architecture, database schema, and user interface of the system. The project proponents

will work closely with system designers to create a comprehensive plan for the system's structure

and functionality. Diagramming tools such as Lucidchart or Microsoft Visio will be used to

illustrate and refine these designs.

Development Phase (Week 2)

The Development Phase will commence, where the coding of the system’s core functionalities—

such as cataloging, borrowing, and inventory management—will take place. The developers will

work on implementing these features based on the design specifications. Resources needed for

this phase include a development IDE, a database management system, and version control tools

to ensure efficient coding and collaboration.

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CURRICULUM
VITAE

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References

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 REFERENCES

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