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Chapter 3
Planning and Implementations of Automation systems in Library operations
 Library Management System

 A system is something formed of parts, each of which interacts

with the other parts to achieve some common purpose.
 A library should use a software system that helps in effectively
managing the data in a library.
 The library database includes all relevant information regarding as-
sets to membership details.
 The software records details on all reading and reference material
available for reading and lending.
 Membership information, lending details and renewal dates are
managed by the software.
 Cont..

 In the case of a library management system, the parts work to-

gether to support the management of library information re-
sources: their acquisition, cataloging and circulation
 LMS is a software that has been developed to
handle basic housekeeping functions of a li-
brary.
 It used to is designed or manage all the func-
tions of a library.
 It helps librarian to maintain the database of new
books and the books that are borrowed by mem-
bers along with their due dates.
 This system completely automates all your library's
 Integrated library system

 A good library software package should be the integrated for the entire
range of library activities
 When the library management system shares a
common database to perform all the basic functions
of a library, the system is integrated.
 An integrated library system enables the library link cir-
culation activities with cataloging, acquisition etc. at any
time.
 It makes use of a file server and clients in a local area
network
 Cont..

 ILSs are considered to be the central nervous system

of library automation and typically include individual
functions, usually called ‘modules’, : Acquisitions (for
ordering materials); Cataloguing (for generating and
managing MARC records); the OPAC (which users uti-
lize to search the catalog); and Circulation.( check
items in and out)
 ILS systems are designed to help libraries with three
primary duties: increase operational efficiency, pro-
vide access to a library's collection and provide ac-
 General feature of an ILS

 Functional modules
 Basic modules - cataloging, acquisition and circulation
 Cataloguing: No library system is complete without a cat-
aloguing module.
 This is what allows you to add items such as books and their
records to the database.
 They are stored in MARC format, which is basically a digital ver-
sion of paper index catalog cards.
 A good ILS will have a copy cataloguing module that allows you
to import ready-made MARC records via z39.50 from trusted
sources like the library of congress.
 Cont…

Circulation Module: Circulation is perhaps the most visible and famil-

iar aspect of a librarian’s work.

Library management systems like Koha use circulation modules to

check items in and out, keep track of their location, and even notify
patrons when items are due (or overdue!) by sending automatic
emails or text messages
Add on- usually provided as optional add on modules or part of a
main module. E.g. serial control, OPAC and interlibrary loan (ILL),.
 Database system: This is where all the information belonging to a li-
brary, such as MARC (Machine Readable Cataloguing) records, patron
information etc., are stored. If ever you want to migrate to another
 Cont.…

 User interface: users find it easier to work online on the In-

ternet and it allows a wide range of tasks to be gain with a click
of a mouse.
 Library automation standards: - provisions for library in-
dustry standard such as MARC and z39.50 are normally inte-
grated in major systems
 Reports.: How do you check which items are the most circu-
lated within a period of time? Or which patrons are reading less
books compared to the previous years? This is where a reports
module comes in handy. It will help you to keep track of your
library and its many activities so that you can keep running a
 Architecture of integrated library
system
9

Members
Management

Cataloging OPAC
OPAC
OPAC
System OPAC
File Server:
Circulation Database
System

Acquisition Serials
System Management
A Local Area
Network
 Architecture of integrated library
system
10
 Cataloging module
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 Nwalo (2003) maintained that a building filled with books and

other information resources is not necessarily a library unless those
books and resources have been organized for access and made
available for use.
 Information resources are useless when access is not provided.
 This fundamental function is within the concept of cataloging.
 Thus, cataloging is an essential process that provides access to all
acquired information resources of the library for it allows people to
find information needed for their personal and professional growth
and development.
 Cataloging
12

 Cataloging is the method used to create an index to your collec-

tion.
 The process used to index a library’s material holdings.
 The catalog describes each title and attaches it to the classification
shelf location assigned to it.
 It includes a bibliographic description of the titles, content subject
headings, classification shelf location and holdings information.
 It also provides access points to information resources in a way
that users will be able to find the need information or resources
 It is an essential process in any library or information center in or-
der to provide information access to all learning resources to library
patrons.
 Traditional Cataloging
13

 Is done according to an accepted set of rules, the most recent ver-

sion of which is the Anglo-American Cataloging Rules 2 known as
AARC2.
 These rules govern exactly what information should be included,
the order it should be included, and how each line should be
punctuated, In fact, AACR2 governs the entire design of the card.
 AACR2 insures that cataloging is done correctly and uniformly in
all libraries.
 This is good, but it makes cataloging a specialty in Library Science
since there are so many rules and it’s complicated; good cataloging
is an art.
 Cont..
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 Cataloguing are used to develop an index of the library collection

to enable users to determine the availability of resources.
 It is a special area of professional librarianship, needing serious

training and expertise to do it right.

 Create a card or manual system with two different files

(using 3 x 5 inch cards) that have

 a shelf list file for staff use

 a dictionary catalogue for use by staff and other user

 The shelf list is an inventory file and forms a complete record

of the materials owned by the library.

 Cont..
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In general every catalog record has three separate parts to it.

1.The Description– this consists of all the bibliographic information
found on the title page and elsewhere on the item.
It includes the author, title, publisher, date of publication,

 added personal entries such as a joint author, illustrator, transla-

tor, etc.,
 Physical descriptive information such as number of pages, illus-

trations, size of book etc.,

 format information like, video or CD, and helpful notes relating

to significant information such as contents notes or if the book

has a bibliography included etc.
 Cont..
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2.The Subject Headings

these are terms used to identify the contents of the title.

Subject headings need to be consistent and systematically assigned

so that one search will bring up all the materials on any subject a pa-
tron is looking for.
Subject headings have parts, the main part, followed by any number

of subdivisions to further define the subject.

 Cont..
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3.The shelf location – this is also known as the call number.

(Years ago in libraries a patron could not go into the book stacks. A

book needed to be requested or “called for” and then a staff person

got it for you. So the location number that told them where to find
the needed item got the name call number.)
The term “shelf location” describes the information is being given

to you by that word or number.

The “shelf location” is defined by what classification system you

use.
In fact the classification you assign to each title is the shelf loca-

tion for that title.

 Cataloging Format
18

1. Title
 The title is recorded on the next line and is indented two spaces
under the author.
The first letter of all proper names is capitalized, otherwise

lower case letters are used except for the first letter of a title.
Subtitles follow the main title and are preceded by a space-colon-

space ( :)
The full title is the beginning of the “title paragraph.”
 Cont..
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2. Statement of Responsibility
A statement of responsibility is required for persons or bodies with

major responsibility for the item (e.g., an author, corporate body, il-
lustrator, editor, translator).
If the person or body named in this first statement of responsibility

is recognizably the same as that chosen for the main entry heading
and the rest of the statement consists only of the word “by,” omit the
statement.
2.1. A first statement of responsibility follows the title and is pre-
ceded by a space-slash-space ( / ).
Each additional statement of responsibility is preceded by a

space-semi colon-space ( ; )
 Cont..
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3. Edition
It is preceded by a period-space-hyphen-hyphen-space (. -- ).

The edition statement is included to indicate a revised edition or

a numbered edition.
Use abbreviations: Rev. ed., 3rd ed.
 Cont..

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4. Place of Publication, Distribution Area

In this area, information regarding the place of publication, the

name of publisher and date of publication is recorded.

Collectively this is known as the imprint. This information will

generally be found on the title page.

The area is preceded by a period space- dash-dash-space. (. -- ).
The city of publication is noted first. Transcribe the first named
place as the source of the publication.
The rule holds even if two or more places are named.

e.g., Toronto

(Source of information reads: Toronto, Buffalo, London)

 Cont..
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 If the city of publication is uncertain, supply the probable place

in the language of the chief source of information, followed by a
question mark.
 The city is to be enclosed in square brackets when the cataloguer

is uncertain.
 e.g., [Toronto?]

4.1. Name of Publisher, Distributor

 Record the name of the publisher or distributor next.

 It is preceded by a space, colon, space ( : )

 Give the name of the publisher in the shortest form in which it

may be understood.
 e.g. Toronto : University of Toronto Press
 Cont..
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 The publisher’s name may be shortened to eliminate terms such as

Ltd., Co., and Inc.
4.2.Date of Publication
 The date follows the publisher and is preceded by a comma-space (, ).

 If there is no date on the title page, select the most recent copyright

date.
 These dates are most commonly found on the back of the title page.
 Do not use the printing date, unless there is absolutely nothing else.
 If no publication date is available, provide an approximate date of
publication.
 Cont..
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 These approximate dates are to be surrounded by square brackets.

 e.g., [1969?] probable date or [197-?] decade Uncertain
 The date completes the title paragraph.
5. Physical Description
 Begin a new paragraph for the physical description and indent it two
spaces. The information for this area may be taken from any source.
 Record the last numbered page, leave a space and then record the ab-
breviation “p.”.
 i.e., 357 p.
 The last numbered page of a preface paginated with Roman numerals
should be recorded, followed by a comma, then followed by the last
numbered page with Arabic numerals.
 i.e., xiii, 357 p.
 Cont..
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Illustrative Matter
Record the abbreviation “ill.” after the number of pages when the
book is illustrated with pictures, diagrams, drawings, tables, or
maps.
It should be preceded by a space-colon-space ( : ).

i.e., xii, 120 p. : ill.

MARC example: 300 $axii, 120 p. :$bill.

 Cont..
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Dimensions
 Measure and record the physical size of the text in centi meters.
It should be preceded by a space semicolon- space. ( ; ).
i.e. xii, 120 p. : ill. ; 24 cm.

MARC example: 300 $axii, 120 p. :$bill. ;$c24 cm.

Record items where the width is greater than the height as fol-

lows
i.e., xii, 120 p. : ill. ; 16 x 24 cm.

MARC example: 300 $axii, 120 p. :$bill. ;$c16 x 24 cm.

Note:
The height is listed before the width.
 Cont..
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Note Area
 Leave two lines after the physical description before beginning
note entries.
Record here bibliographies or indexes.

Contents notes, summaries, in another language, audience

level, and local note are also entered in this area.

i.e., Includes bibliographical references (p. 116) and index.
 Example: Catalog Card

1. Political structure in a changing Pakistani : villages. Abdul Majid

and Basharat Hafeez . Third edition. ABC Press. the book consists of
six pages in Roman numerals, 367 pages in Arabic numerals. There
are tables, figures and diagrams. The height and width of the book
is 16 and 22 cm respectively. Verso of title page is copyright date c
1994, 1985 by Lahore, Inc. ISBN 969-8612-02-8.
 Catalog Card: Main Entry example

.
Majid Abdul.
Political structure in a changing Pakistani :
villages / Abdul Majid and Basharat Hafeez
Andaleeb. – 3rd ed. -- Lahore: ABC Press, 1985.
vi, 367p. : ill. ; 16 X 22 cm.

Includes index.

ISBN 969-8612-02-8
 Major functionalities of cataloging subsystem Retrospective conversion

30

 The term "retrospective conversion" describes a project that con-

verts:
 bibliographic records from their present form such as shelf list

cards or a brief circulation record to full machine-readable bibli-

ographic records.
 The term retrospective is used because the project is done for a li-
brary's existing collection everything placed in the library up to the
present time.
 Usually the retrospective conversion is done by "matching" a li-
brary's old records (whether on cards or in a non-MARC format) to
a database of full records in machine readable form..
 Cont..
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 Some of the first libraries to use this form of retrospective con-

version were:
 a) Heidelberg http://www.ub.uniheidelberg. de/Digikat), the first
to test retrospective conversion 1986-1987.
 b) Austrian National Library (Österreichische Nationalbibliothek
http://www.onb.ac.at )
 c)Birmingham University Library (http:// cardcat.bham.ac.uk/
main).
 Cont..
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 Whether the retrieval system is a card catalogue or an au-

tomated catalogue called an Online Public Access
 Catalogue (OPAC), the basic procedures for the prepara-
tion of the materials are similar and certain standards
must be followed.
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THE END