Library Management System

Palma, Russel John B.

Mla, Amir Hassan

Villareal, Lexy E

Stratford International School

Bachelor of Science in Information Technology

Norajed A. Maguid, LPT, MIT

December 2024
 Approval Sheet

This Capstone Project entitled Library Management System, prepared, and submitted
by Palma, Russel John B., Mla, Amir Hassan, Villareal, Lexy E. In partial fulfillment
of the requirement for the degree Bachelor of Science in Information Technology is
hereby accepted.

Norajed A. Maguid, LPT, MIT

Adviser

Accepted and approved for the conferral of the degree

Bachelor of Science in Information Technology
 Introduction

Background of study

A well-organized library management system is essential for efficiently handling

book records, tracking borrowings and returns, and ensuring smooth library operations.
However, our school currently lacks a proper system for managing its library resources,
which results in inefficiencies such as misplaced books, difficulty in tracking borrowed
materials, and time-consuming manual record-keeping.

Since there is no organized library management system at Stratford International

School, students and faculty members face challenges in accessing books, verifying
availability, and keeping track of due dates. Also, paper recording is most unreliable,
being easily smudged or even erased. This raises new, digital queries. Quite simply,
this means replacing old methods of book operation with new, truly advanced means of
book management that will benefit library processes and allow accessibility at its best.

To address these issues, we have initiated the development of a Library

Management System. Currently in its initial stages, this system aims to provide a
centralized platform for managing book inventories, automating the borrowing and
returning process, and generating reports for better library oversight. By implementing
this system, we hope to enhance the efficiency of our school’s library operations, reduce
administrative workload, and create a more user-friendly experience for both students
and staff.

Since this project is still in its early development phase, further refinements and
enhancements will be made to ensure its functionality meets the specific needs of our
school’s library. Our goal is to establish a reliable, easy-to-use system that will serve as
a long-term solution to the current challenges faced by our school library.
 Review of Related Literature

A Library Management System (LMS) is an essential tool for organizing and

managing library resources efficiently. It automates various functions such as
cataloging, book tracking, user management, and report generation. Several studies
and existing systems highlight the importance of implementing an LMS to improve the
accessibility and management of library resources.

According to Kumar and Singh (2021), a digital Library Management System

enhances efficiency by reducing manual workload and minimizing human errors.
Traditional libraries that rely on paper-based record-keeping often face challenges such
as misplaced books, lost records, and inefficient tracking of borrowed materials.
Implementing an automated system addresses these issues by providing a structured
database for book inventory and user information.

A study by Adebayo and Oyetola (2020) emphasizes that automation in libraries

improves service delivery by allowing faster book searches, real-time updates on book
availability, and better tracking of due dates. Digital systems also reduce the
administrative burden on librarians, enabling them to focus more on assisting library
users rather than managing records manually.

Research by Sharma (2019) highlights that a well-designed LMS should include

features such as:
Book Cataloging: A digital database for storing book details, including title, author, and
category.
User Management: A system for registering students, faculty, and staff, allowing them
to borrow and return books.
Automated Borrowing and Returning System: Tracks transactions in real time to
prevent book losses and overdue penalties.
Report Generation: Provides insights into book usage, popular titles, and overdue
books to help library administrators make informed decisions.
Local
Several schools and universities worldwide have adopted Library Management
Systems to enhance their operations. A case study by Tan et al. (2022) on university
libraries in the Philippines found that digital LMS implementation led to a 40%
improvement in book tracking efficiency and a 30% reduction in overdue books. These
improvements resulted from automated reminders and better cataloging, which made it
easier for students to locate and borrow books.
A similar study by Osmeña (2021) on high school libraries In India demonstrated
that cloud-based LMS platforms provided enhanced accessibility, allowing students to
check book availability remotely. This feature significantly reduced time spent searching
for books and improved overall user satisfaction.

Despite the benefits, some schools face challenges in adopting an LMS. A study
by Garcia (2020) found that budget constraints and lack of technical expertise are
common barriers to implementing an LMS in small educational institutions. Additionally,
some librarians may require training to transition from traditional methods to digital
platforms.

However, research suggests that open-source LMS solutions like Koha and
Evergreen provide cost-effective alternatives for schools with limited budgets (Mendoza,
2021). These systems offer essential features while being customizable based on
institutional needs.
 Significance of the Study
The proposed Library Management System (LMS) aims to improve the efficiency
and accuracy of library operations by automating key tasks such as book cataloging,
borrowing, returning, and inventory management. This study is significant to the
following stakeholders:

Librarians and Staff

The system will reduce the manual workload of librarians by automating
repetitive tasks such as issuing, returning, and tracking books. It will minimize errors in
record-keeping, ensuring accurate data management. Librarians will also benefit from
real-time access to information, improving their ability to manage library resources
efficiently.

Students and Library Users

Students will have easier access to the library’s collection through an online
catalog, allowing them to search, reserve, and renew books remotely. This convenience
will encourage better utilization of library resources and improve the overall user
experience. Additionally, automated notifications will remind users of due dates,
reducing late returns and fines.

Administrators and Decision-Makers

The system will provide comprehensive reports and analytics that can assist
administrators in monitoring library usage and evaluating resource allocation. Data-
driven insights will help in making informed decisions about future library improvements
and acquisitions.

Educational Institutions
By implementing a streamlined system, educational institutions can enhance
their academic environment. A well-organized library system promotes a culture of
research and knowledge sharing, contributing to the institution's overall academic
excellence.

Future Researchers and Developers

This study will serve as a foundation for future research on enhancing library
management through technology. It provides valuable insights into system design,
database management, and user interface development that can be referenced and
expanded by future developers.
 Statement of the Problem
The traditional methods of managing library operations, which rely heavily on
manual record-keeping, are prone to errors, inefficiencies, and data loss. As libraries
continue to expand their collections and serve larger populations, these challenges
become increasingly difficult to manage. This study aims to address the following
problems:

1. Inaccurate and Time-Consuming Record Management

Manual processes for recording borrowed and returned books often lead to
errors, misplaced records, and delays in updating the system, resulting in confusion and
inefficiency.

2. Difficulty in Tracking Borrowed and Returned Books

Without an automated system, tracking overdue books and identifying defaulters
becomes cumbersome, leading to an increased number of unreturned books and
financial losses for the institution.

3. Limited Accessibility to Library Resources

Library users face challenges in searching for available books, checking their
status, and reserving them, as these tasks often require physical presence or manual
inquiries.

4. Lack of Real-Time Inventory Monitoring

Manual inventory management makes it difficult to monitor the availability of
books, leading to inconsistencies in stock levels and poor resource allocation.

5. Inefficient Notification System for Due Dates and Fines

The absence of an automated notification system results in users forgetting due
dates, leading to unnecessary fines and inconvenience.

6. Inadequate Data Security and Backup

Paper-based or locally stored digital records are vulnerable to damage, theft, or
loss, putting critical library information at risk.
 Scope and Limitations
Scope of the Study
The proposed Library Management System (LMS) is designed to automate and improve
the efficiency of library operations. The system will cover the following key
functionalities:

1. Book Cataloging and Inventory Management

- The system will maintain a digital catalog of books that includes details such as title,
author, publication year, and genre.
- Real-time updates on book availability, borrowing status, and stock levels will be
provided.

2. Borrowing and Returning System

- The system will automate the process of borrowing and returning books, including
generating due dates and recording transactions.
- It will track overdue books and calculate fines based on library policies.

3. User Account Management

- Registered users (students, faculty, and staff) will have individual accounts where
they can view their borrowing history, check due dates, and reserve or renew books.
- Librarians and administrators will have accounts with elevated permissions to manage
the system.

4. Reservation and Renewal

- Users will be able to reserve unavailable books and renew borrowed books through
the system.

5. Reporting and Analytics

- The system will generate detailed reports on library usage, overdue books, and
borrowing trends to aid decision-making.
Limitations of the Study
While the proposed LMS offers numerous benefits, it also has certain limitations:

1. Internet Dependency
- The system’s online features, such as book search, reservations, and
notifications, require a stable internet connection. Any disruption in connectivity may
affect the system's performance.

2. Initial Data Entry and Migration

- Migrating existing library records into the new system requires manual data
entry, which may be time-consuming and prone to errors during the initial setup phase.

3. Limited to Physical Library Resources

- The system is designed primarily for managing physical books and other
tangible library resources. It does not support the management of digital or e-learning
resources such as e-books, journals, or multimedia content.

4. Hardware and Software Requirements

- The system requires hardware infrastructure, such as servers and computers,
and software components that need regular maintenance and updates to ensure
smooth operation.

5. User Training and Adoption

- Librarians and users may require initial training to become familiar with the
system, which may take time and effort.

6. Limited Customization
- The system may have limited customization options beyond the predefined
functionalities, which may not fully meet the unique requirements of all institutions.
7. Security Risks
- Although the system includes security protocols such as user authentication
and data encryption, it may still be vulnerable to potential cybersecurity threats if not
regularly updated and monitored.
Delimitations
- The system will be deployed within the premises of the institution and is not intended
for public or inter-library use.
- Only registered users will have access to borrowing and reserving features, while
guests will have limited access to the catalog.