Automation of Library

and
Information Systems
By: Yeshiwas D. 1
 Chapter one:
Introduction to library automation

 It is Greek word “automose”

 Meaning = something, which has power of
spontaneous motion or self-movement.
 It was first introduced by D.S. Harder in 1936.
 It is technology of automatic working in which the
handling method, the process and design of
professional material are integrated.
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 Various definitions of automation

According to Merriam-Webster online dictionary, “it

is automatically controlled operation of an apparatus,
process, or system by mechanical or electronic devices
that take the place of human labor”.
According to Encyclopedia of Library and
Information Science, “automation is the technology
concerned with the design and development of process
and system that minimize the necessity of human
intervention in operation.” 3
 Various definitions of automation

According to Wikipedia, “Automation or automatic

control is the use of various control systems for
operating equipment such as machinery, processes in
factories, boilers and heat treating ovens, switching in
telephone networks, steering and stabilization of ships,
aircraft and other applications with minimal or reduced
human intervention”.

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 Library automation

 According to Encyclopedia of Library and

Information Sciences (Kent, 1977), “It is the use of
automatic and semiautomatic data processing
machines to perform such traditional library
activities as acquisitions, cataloguing and
circulation”.
 In the process of library automation, a library makes
the use of computers and other technologies to
support its systems and services. 5
 Library automation

 It is the use of the computer to automate the typical

procedures of libraries such as cataloging and
circulation
 It is the conversion of a library’s procedures from
manual to computerized, such as from a card catalog
to an OPAC, or from manual circulation cards to an
integrated library system.
 It is the general term for information and
communications technologies (ICT) that are used to 6

replace manual systems in the library.

 History of library automation

Automation of library has passed through several of

development, which can be divided into 3 phases:
 Experimental Phase (1930-1960)
 Local systems Phase (1960-1970)
 Co-operative Systems Phase (1970- )

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 Experimental phase (1930-1960)

 Several systems were introduced like tabulators,

sorters; punched cards were used for circulation i.e.
for providing books on loan, serial control,
acquisition, cataloguing.

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 Local systems phase (1960-1970)

 Digital computer for retrieval of information.

 The computers were applied offline.
 Most of the systems were developed locally in
different libraries
 Focus was mostly on acquisition, cataloguing and
circulation process.
 OPAC i.e. Online Public Access Catalogue was in
an experimental stage in the U.S.A 9
 Co-operative systems phase (1970- )

 Sharing libraries resource by using computer

system.
 The growth of library network and databases
 Microcomputers came to be used in libraries.
 Internet and library networks, all processes of
libraries were integrated

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 Growth of library automation
YEAR DEVELOPMENTS
1940-1949 Semi-mechanical applications including edge-notched cards, optical
coincidence, peek-a-boo cards.

1950-1959 Use of punched cards, data processing equipments, early computers

and micro image searching systems.

1960-1969 Application of general purpose digital computers, feasibility studies of

online interactive and advance micro image systems, experiments in
library networking.

1970-1979 Design of online systems and conversion of batch systems into online
mode, growth of library network and databases.

1980-1989 Intensive use of online systems, networks, mini and microcomputers,

optical disks, CD-ROMs, FAX etc.

1990s Use of internet and library networks aims towards higher levels of
computer application such as recording through electronic media, 11

artificial intelligence etc.

 Objectives of library automation

 To maintain bibliographic records of all the materials in

a computerized form.
 To provide online catalogue to the users to access from
their desk.
 To maintain the circulation section effectively.
 To prepare various types of reports / statistic within a
short time.
 To provide the speed, quality services to the users.
 To share the resources through library networking. 12

 To facilitate wider access to information for users.

 Need for library automation

Need of library automation has several reasons.

 Capacity to handle any amount of data and
information.
 Participating in network programmers and resource
sharing.
 Flexibility in information search.
 Standardization of library procedures.
 Speedy processing of information and its retrieval. 13
 Need for library automation

 Provide better bibliographic control at

local/regional/national and international level.
 Facilitate interdisciplinary nature of research and
information.
 Economic implication of latest information
technology.
 Overcome geographical and other barriers to
communication. 14
 Need for library automation

 Avoid retyping if we want to include or delete any

matter, thus saving time and energy.
 Retrieve much more precise and accurate
information in less time as compared to manual
search.
 Get printed list of a specific subject within a few
minutes.
 Heavy bulk of data can be stored in the computer
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 Library automation steps

 an important and essential steps for library

automation:
Feasibility study
Hardware selection
Software selection
Budgeting
Training
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 Feasibility study

 It is an analysis of the viability of an idea.

 The feasibility study focuses on helping answer the
essential question of :
 Is the proposed system possible?
 Is it necessary?
 What other options are available?
 Is it affordable?
 The end product of a feasibility study is a report to
management.
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 Hardware selection

 When automating the library, the hardware to be

procured should also be given a thought.
 It should be seen whether the software which will be
implemented will be compatible with the hardware
procured.
 When selecting hardware, it is important to begin
with some general guidelines about computer needs.
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 Hardware selection

 After determining that the hardware will provide

sufficient support for the software application, some
of the organizational, records office or records
center related factors must be considered.
 When selecting hardware, consider not only
software requirements but also organizational,
management and technical issues.

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 Hardware selection guidelines

 Cost
 Usage load
 Processing speed
 Features to upgrade when required?
 Availability of servicing(maintenance)?
 Compatibility with operating system, what we are going
to use
 Warranty period?
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 Software

 It refers to a set of computer programs, procedures,

and associated documents (flow charts, manuals, etc.)
that describe the program and how they are to be
used.
 A number of application software are available in the
market manufactured by different companies and
abroad with distinct feature and hence while selecting
software. 21
 Criteria for selecting software :

 The software developer.

 The revising time of software
 The availability of the module
 Bibliographic data available in ISO 2709 format and
at the same time export data in this format
 User friendly and menu driven to facilitate access of
the software
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 Criteria for selecting software:

 The available to operate on major operating systems

and in multi-user environment.
 Web interface and supports data security
 Can offer OPAC and different rights to different
logins?
 The cost of the software

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 Budgeting

 When planning for library automation and networking

sufficient funds has to be provided by the institution
or the funding agencies for purchasing of hardware,
software and furniture.
 It should be noted that if sufficient funds are not
available for purchasing the entire software ,then the
library should automate only those areas, which are of
utmost importance and then later on go for overall
automation modules. 24
 Training

 Onsite hands-on training is required to library staff

members in using each and every module of the
library automation software.
 Training sessions to be conducted in regular intervals
& whenever library automation software is updated
 Basic computers skill
 The essential features and use of the software. 25
 Steps in selecting an integrated library system

 Analyze and identify your needs

 Develop criteria for evaluation based on your needs
assessment
 Read relevant reviews of library automation systems
and related technologies and standards
 Prepare a short list of library software packages, their
features, functional modules available, and standards
supported 26
 Steps in selecting an integrated library system

 Ask libraries for an honest evaluation of their library

management system
 If possible, visit local libraries or institutions using a
library management system
 Ask vendors for a demo version to try out, or if
available download from their site on the Net
 Determine and compare initial and total cost of each
library system
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 Areas of automation

The main areas of the library that can be automated:

o Acquisition system
o Cataloguing system
o Serials management system
o Circulation
o Members management
o Reports
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Structure of library
automation system

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 Automated acquisition system

 To reduce the manual work in acquiring the books.

 Updating ordered list with received books list
without any manual mistakes.
 More effective and efficient handling of claims and
cancellations.
 More accurate and timely financial data recording,
accounting and reporting.
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 Automated acquisition system

 Improved ability to track orders, receipts, invoice

and claims.
 Integration of acquisition with cataloguing and serial
control for more effective bibliographic holdings.
 To provide necessary management information
reports.
 Improved services to the users through faster,
timelier processing of orders and receipts 31
 Cataloguing system

Cataloguing of library materials may do in three

ways:
1. Simple data entry
2. By converting available items data in to MARC
format to import directly to the database
3. By using Z39.50 to retrieving the required records
data from other library databases.
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 Serials management system

 Serials are published in different intervals with

regular or irregularly.
 To maintain up-to-date database of received
periodicals.
 Easy to know & send reminders to the supplier for
non-receipt of periodicals.
 Renewing the subscribed periodicals before its
subscription expiry.
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 Circulation system

 The main component of a circulation control system

is the transaction of documents i.e. issue and return of
documents.
 This database contains bibliographic details of the
documents which provide information on titles,
authors and publishing details, which are used in
notifying the users about the overdue.
 Circulation involves the charging and discharging of
library materials, reservations, statistics, sending of
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reminders for the over-due material, etc.

 Features of automated circulation system

 To know the status of the items.

 Identification of items on loan to a particular
borrower.
 Maintaining the reservations & to send available
information to users when it returned by the other
users.
 Sending circulation alerts i.e. check out & check in.
 Sending system generated reminders to overdue items
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 Calculation of fines.
 Members management

 Easy to maintain users registration with their date of

joining and period of membership expiry.
 Providing restrict the borrowing limit to the user
groups.
 Predefine the expiry date to a particular user or user
groups.
 Provision to provide the login access with user ID &
password to know their account from OPAC page.
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 Reports

We can generate the reports for:

• Accession list. • Most borrowed user.
• Item wise stock list. • Not circulated items list.
• Day wise check out items list • Reserved items list.
• Day wise check in items list • Without subject items list.
• Overdue list day wise, or for • Subject wise list.
particular period.
• Not borrowed users list.
• Total borrowers list.
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 Benefits of library automation

 Improved productivity/efficiency
 Better use of information resources through
improved access
 Improved resource sharing through the virtual
catalog or network
 Optimizes the use of human and other resources
 Enhances the national and regional information
infrastructure 38
THE END!
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