Library AutomationLibrary AutomationBy Code CreatorBy Code Creator

Domain RacerDomain RacerIseen LabIseen Lab

Library management system projectLibrary management system project

Learning outcomesLearning outcomes

By the end of the lesson you should be able to:By the end of the lesson you should be able to: Appreciate need for library automationAppreciate need for library automation Understand basic features and functions of Library Understand basic features and functions of Library

Management SystemManagement System Define the role of standards in library automation Define the role of standards in library automation

and resource sharingand resource sharing Making a plan for library automationMaking a plan for library automation Evaluate an integrated library management systemEvaluate an integrated library management system Prepare and implementation strategyPrepare and implementation strategy

ScopeScope

Need for library automationNeed for library automationIntegrated Library Management SystemsIntegrated Library Management SystemsStandardsStandardsPreparing a plan for library automationPreparing a plan for library automationSelection and Acquisition of library management systemSelection and Acquisition of library management systemImplementation of integrated library systemImplementation of integrated library systemhttp://domainracer.com/http://domainracer.com/http://codecreator.org/http://codecreator.org/http://www.iseenlab.com/http://www.iseenlab.com/http://codecreator.org/projects/library-management-system-http://codecreator.org/projects/library-management-system-project-java-open-source/ project-java-open-source/

Library AutomationLibrary Automation

Library automation is the general term for Library automation is the general term for information and communications information and communications technologies (ICT) that are used to technologies (ICT) that are used to replace manual systems in the library.replace manual systems in the library.

Need for Library AutomationNeed for Library Automation

Obtain increased operational efficiencies,Obtain increased operational efficiencies, Relieve professional staff from clerical chores so Relieve professional staff from clerical chores so

that they are available for user-oriented that they are available for user-oriented services,services,

Improve the quality, speed and effectiveness of Improve the quality, speed and effectiveness of services,services,

Improve access to remote users and other Improve access to remote users and other stakeholders, e.g., the general public,stakeholders, e.g., the general public,

Improve access to resources on other networks Improve access to resources on other networks and systems, including the Web,and systems, including the Web,

Need for Library AutomationNeed for Library Automation

Provide new services not hitherto possible,Provide new services not hitherto possible, Improve the management of their physical and financial Improve the management of their physical and financial

resources,resources, Facilitate wider access to information for their clients,Facilitate wider access to information for their clients,

Facilitate wider dissemination of their information Facilitate wider dissemination of their information products and services,products and services,

Enable their participation in resource-sharing library Enable their participation in resource-sharing library networks, andnetworks, and

Enable rapid communication with other libraries Enable rapid communication with other libraries (including outreach libraries) and professional peers.(including outreach libraries) and professional peers.

Library Management SystemLibrary Management SystemA library management system, also known as an A library management system, also known as an automated library system is software that has been automated library system is software that has been developed to handle basic housekeeping functions developed to handle basic housekeeping functions of a library.of a library.

– Single function. Single function.

– IntegratedIntegratedRealizing the important role that the library Realizing the important role that the library management system will play in planning and management system will play in planning and implementing library automation projects, it is implementing library automation projects, it is

necessary to educate ourselves and knownecessary to educate ourselves and know more more about these systemsabout these systems

A library with an integrated library A library with an integrated library systemsystem

Cataloging

File Server: DatabaseCirculation

Acquisition Serials Management

OPAC

Reference

OPACOPACOPAC

A Local Area Network

General features of an ILS?General features of an ILS?Functional modules Functional modules

– – basic modules - cataloging, OPAC and circulation - basic modules - cataloging, OPAC and circulation - - Add on- acquisition, serial control, interlibrary loan (ILL), and - Add on- acquisition, serial control, interlibrary loan (ILL), and

Web OPACWeb OPACOperating systems Operating systems Database systemsDatabase systems

- Oracle, Informix, MS SQL, MS Access etc…- Oracle, Informix, MS SQL, MS Access etc…Network architecture Network architecture

––client-server architecture that uses TCP-IP to communicate client-server architecture that uses TCP-IP to communicate across networks (LANs and WANs) across networks (LANs and WANs)

User interface User interface ––graphical user interface (GUI) is the norm for current systems graphical user interface (GUI) is the norm for current systems

because users find it easier to work with and it allows a wide because users find it easier to work with and it allows a wide range of tasks to be accomplished with a click of a mouserange of tasks to be accomplished with a click of a mouse

Library automation standards Library automation standards ––library industry standards such as MARC and Z39.50library industry standards such as MARC and Z39.50

Cataloging moduleCataloging moduleUsed for the creation, storage, retrieval and Used for the creation, storage, retrieval and management of bibliographic records and/or management of bibliographic records and/or indexes. indexes. Defines the record format used in the database and Defines the record format used in the database and provides for authority control author, subject provides for authority control author, subject headings etc.headings etc.Usually there are two different interfaces for search Usually there are two different interfaces for search and retrieval of the electronic catalog : and retrieval of the electronic catalog :

For catalogers that allows them to maintain the library For catalogers that allows them to maintain the library database database (the main cataloging module)(the main cataloging module), ,

For users that allows them to search and display the For users that allows them to search and display the results results – the Online Public Access Catalog (OPAC)– the Online Public Access Catalog (OPAC)

The OPACThe OPACCataloging activities using an ILS produce Cataloging activities using an ILS produce an electronic catalog. The means of an electronic catalog. The means of access to the catalog for users which is access to the catalog for users which is limited to search and display is called an limited to search and display is called an Online Public Access Catalog or OPAC. Online Public Access Catalog or OPAC. An OPAC is usually offered as an add-on An OPAC is usually offered as an add-on module that is integral with the cataloging module that is integral with the cataloging module. The specific search and display module. The specific search and display features of an OPAC vary from system to features of an OPAC vary from system to system. system.

Developments in OPACsDevelopments in OPACsOPACs can also be linked to the circulation module so OPACs can also be linked to the circulation module so that users can find out from its OPAC record the status of that users can find out from its OPAC record the status of an item (whether it is on loan, on-shelf, etc.) an item (whether it is on loan, on-shelf, etc.) and loan and loan information about it, as well as making a self-reservation information about it, as well as making a self-reservation and/or and/or self-check-in/check-out self-check-in/check-out (and maybe other features (and maybe other features such as such as ILL, and links to electronic resources on the ILL, and links to electronic resources on the Web or local databases)Web or local databases)Recent developments in ICT have enabled libraries to Recent developments in ICT have enabled libraries to publish their catalogs on the Web making thempublish their catalogs on the Web making them accessible locally (on site) and/or remotely through the accessible locally (on site) and/or remotely through the Web as a Web OPAC.Web as a Web OPAC.

Bibliographicdatabase

Web server

PC’s in LAN

PC’s connected to Internet

Web OPAC

OPAC

Circulation moduleCirculation module Handles circulation activities such as: lending, return, Handles circulation activities such as: lending, return,

renewal, and place on holdrenewal, and place on hold Manages library materials - circulation type, location and Manages library materials - circulation type, location and

status; patron database - patron type, profiles, privileges; status; patron database - patron type, profiles, privileges; and other transactions such as computation and payment of and other transactions such as computation and payment of overdue fines, lost books, etc.overdue fines, lost books, etc.

May have added value functions like: import, export, and May have added value functions like: import, export, and backup and restore functions for the databases; inventory; backup and restore functions for the databases; inventory; report generation; and support for MARC, Z39.50, ILL report generation; and support for MARC, Z39.50, ILL standards.standards.

May support integration with security systems that May support integration with security systems that complement the self-check-in and checkout features of the complement the self-check-in and checkout features of the circulation module. circulation module.

Acquisitions moduleAcquisitions moduleAutomates the acquisition process - Automates the acquisition process - ordering, receiving, claiming materials ordering, receiving, claiming materials from suppliers, and returns, and from suppliers, and returns, and cancellations of materialscancellations of materialsUsed to maintain statistics, and in some Used to maintain statistics, and in some cases manage accounting activities.cases manage accounting activities.Acquisition can be done online if Acquisition can be done online if system is linked to an external networksystem is linked to an external network..

Serials Control ModuleSerials Control Module Manages placing, canceling, claiming of Manages placing, canceling, claiming of

orders; returning defective, unwanted orders; returning defective, unwanted and unordered material; and accounting and unordered material; and accounting and statistical informationand statistical information

Provides a system for recording issues Provides a system for recording issues and keeping track of undelivered issues and keeping track of undelivered issues by generating claim reports.by generating claim reports.

May permit serial ordering online.May permit serial ordering online.

Interlibrary Loan ModuleInterlibrary Loan Module Provides staff with an information Provides staff with an information

management system for interlibrary loan management system for interlibrary loan transactions. This includes automatic transactions. This includes automatic monitoring of loans and accounts, making monitoring of loans and accounts, making claims, putting holds on materials being claims, putting holds on materials being borrowed, etc. borrowed, etc.

Can also monitor the library's ILL activities, Can also monitor the library's ILL activities, e.g. the number of items borrowed by e.g. the number of items borrowed by individual clients, from where, for whom, etc. individual clients, from where, for whom, etc. This module is seldom required except by This module is seldom required except by libraries with very heavy ILL transactions. libraries with very heavy ILL transactions.

Add-on ModuleAdd-on Module Usually offer additional functions and features Usually offer additional functions and features

as optional to the basic functions or as an as optional to the basic functions or as an integral part of a module. Examples are integral part of a module. Examples are report generation, inventory, short loan report generation, inventory, short loan transactions, import / export of records from / transactions, import / export of records from / to MARC formats, Web OPAC, Z39.50 client to MARC formats, Web OPAC, Z39.50 client and/or server services, and security systems and/or server services, and security systems linked to or integrated with the cataloging / linked to or integrated with the cataloging / circulation module.circulation module.

Library automation standards Library automation standards

The standards adopted by the library industry and The standards adopted by the library industry and community that facilitate data interchange between community that facilitate data interchange between libraries and institutions, and which are supported libraries and institutions, and which are supported by most systems are MARC (Machine Readable by most systems are MARC (Machine Readable Cataloguing) standards and Z39.50, the Cataloguing) standards and Z39.50, the information search and retrieve protocol standard. information search and retrieve protocol standard.

MARCMARC

The Machine-Readable Cataloging (MARC) The Machine-Readable Cataloging (MARC) formats are standards used for the formats are standards used for the representation of bibliographic and related representation of bibliographic and related information for books and other library information for books and other library materials in machine-readable form and materials in machine-readable form and their communication to and from other their communication to and from other computers.computers.

Need for MARC Need for MARC The MARC standard allows libraries to share bibliographic The MARC standard allows libraries to share bibliographic resources with other libraries that also use it.resources with other libraries that also use it.It also enables libraries to easily migrate to commercially It also enables libraries to easily migrate to commercially available library automation systems, a majority of which available library automation systems, a majority of which support only the MARC standardsupport only the MARC standardA bibliographic record in MARC format will allow the A bibliographic record in MARC format will allow the application system or library automation system to: application system or library automation system to:

– format the information correctly for printing a set of format the information correctly for printing a set of catalog cards or for displaying the information on a catalog cards or for displaying the information on a computer screen computer screen

– search for and retrieve certain types of information search for and retrieve certain types of information within specific fields within specific fields

– display lists of items as required by the search display lists of items as required by the search

Z39.50Z39.50 Protocol Protocol

Z39.50 is generally defined as the Z39.50 is generally defined as the information search and retrieve protocol information search and retrieve protocol standard used primarily by library and standard used primarily by library and information related systems. information related systems.

The standard specifies a client/server-The standard specifies a client/server-based protocol for searching and retrieving based protocol for searching and retrieving information from remote databases information from remote databases simultaneously using a single interface.simultaneously using a single interface.

Library Automation: The StepsLibrary Automation: The Steps

Technology PlanTechnology Plan Selection and acquisition of ILMSSelection and acquisition of ILMS Implementation Implementation

Technology Plan and Project Technology Plan and Project ProposalProposal

In planning and implementing library automation, a In planning and implementing library automation, a thorough study of the library’s existing system as thorough study of the library’s existing system as well as the library’s vision is necessary to enable well as the library’s vision is necessary to enable you to prepare a good technology plan and you to prepare a good technology plan and project proposal.project proposal.

StepsSteps– VisionVision– Present statusPresent status– Requirement: GapsRequirement: Gaps– FeasibilityFeasibility– Technology PlanTechnology Plan– Project proposalProject proposal

VisionVision

A vision is a dream. It is a vivid A vision is a dream. It is a vivid picture of what you would like your picture of what you would like your library to become in the near future. library to become in the near future. It is based on the mission of your It is based on the mission of your library, the needs of your users and library, the needs of your users and on the trends in library service. A on the trends in library service. A vision provides direction and a vision provides direction and a philosophy for the library.philosophy for the library.

Determining Present Status Determining Present Status

A systems study is conducted to assess the A systems study is conducted to assess the library’s status and needs. It involves library’s status and needs. It involves gathering data about the library’s gathering data about the library’s operations, facilities, collections, operations, facilities, collections, procedures, staff expertise, etc. procedures, staff expertise, etc.

In general, the assessment should involve In general, the assessment should involve gathering information about user needs and gathering information about user needs and wants and matching these with what the wants and matching these with what the library can presently offer.library can presently offer.

Sources of dataSources of data

StatisticsStatisticsStaff profileStaff profilePatron profilePatron profilePolicies and proceduresPolicies and proceduresFunctional specificationsFunctional specifications

Reports/tools Readers Services

New acquisitions List/ Other lists and reports

Indexes and other

lists

Web OPAC/Index

Acquisitions

Circulation

User FeedbackOPAC

MMR

Users

Serials

Cataloging

Indexing/Listing

Reference

Computer Services

Technical and Support Services

How do you determine your How do you determine your requirements?requirements?

By comparing the actual status with the By comparing the actual status with the objectives of the project, the systems objectives of the project, the systems requirements can be determined. requirements can be determined.

Feasibility studyFeasibility studyImmediately after the analysis and design for the Immediately after the analysis and design for the system has been completed, a feasibility study system has been completed, a feasibility study must be conducted. It is designed to answer:must be conducted. It is designed to answer:– Is the proposed system possible? Is the proposed system possible? – Is it necessary? Is it necessary? – What other options are available? What other options are available? – Is it affordable? Is it affordable?

The end product of a feasibility study is a The end product of a feasibility study is a report to report to managementmanagement. .

Technology PlanTechnology Plan

Written documentWritten document

Contains: Contains: – Vision, Goals and ObjectivesVision, Goals and Objectives

– Components of the project in terms of needs to achieve Components of the project in terms of needs to achieve the vision the vision

– Specifications for your system requirements, Specifications for your system requirements,

– Financial estimates, Financial estimates,

– Action plan and Action plan and

– Time table for the project.Time table for the project.

Project ProposalProject Proposal

Proposals are- Proposals are- based on the technology plan.based on the technology plan.

prepared for presentation to funding agencies, prepared for presentation to funding agencies, hence they must be affordable for the funding hence they must be affordable for the funding agency, agency,

They must follow the format of the funding They must follow the format of the funding agency and they must be within the thrust of agency and they must be within the thrust of the funding agency. the funding agency.

Selection and Acquisition of Selection and Acquisition of ILMS ILMS

In house - locally developed by the In house - locally developed by the institutioninstitutionCommercial software Commercial software

– Off-the-shelf turnkey systemsOff-the-shelf turnkey systems– Software packages only - modular, customizable Software packages only - modular, customizable

systemssystems

To determine the best package for your To determine the best package for your library, analyze and identify your needs and library, analyze and identify your needs and match it with the features and functions of match it with the features and functions of integrated library systems.integrated library systems.

In-houseIn-house systemssystemsAdvantages:Advantages:

– highly customized, specific to the library’s highly customized, specific to the library’s wants and needswants and needs

– Make use of locally available resources: Make use of locally available resources: materials and personnelmaterials and personnel

Disadvantages:Disadvantages:– Strong need for staff expertiseStrong need for staff expertise– Proper documentationProper documentation– Turns out to be more expensiveTurns out to be more expensive– May not be as flexible and user-friendlyMay not be as flexible and user-friendly

Turnkey systemsTurnkey systems Advantages:Advantages:

– Ready to run standardized packageReady to run standardized package– Worry free installation: hardware and Worry free installation: hardware and

softwaresoftwareDisadvantages:Disadvantages:

– Highly dependent with the vendorHighly dependent with the vendor– Costly – initial cost and maintenanceCostly – initial cost and maintenance– Usually uses proprietary systems - difficult Usually uses proprietary systems - difficult

to upgrade or migrate to another systemto upgrade or migrate to another system

Software packages onlySoftware packages only

Advantages: Advantages: – Modular – lower initial costModular – lower initial cost– Customizable Customizable

Disadvantages:Disadvantages:– Needs a certain level of staff expertiseNeeds a certain level of staff expertise– Additional cost for added functional Additional cost for added functional

modulesmodules

Need for evaluation of integrated Need for evaluation of integrated library systemslibrary systems

The task of evaluating integrated library systems is The task of evaluating integrated library systems is necessary to choose the most appropriate library necessary to choose the most appropriate library management system that will answer the needs of the library management system that will answer the needs of the library in automating its operations. in automating its operations. The task of selecting software packages requires careful The task of selecting software packages requires careful planning. To reach an informed decision you will have to planning. To reach an informed decision you will have to study several systems to:study several systems to:

– become aware of the modules offered by the different suppliers become aware of the modules offered by the different suppliers and relate them to your needsand relate them to your needs

– be able to identify some critical factors like cost of hardware and be able to identify some critical factors like cost of hardware and software, training, maintenance, support, upgrade, etc. software, training, maintenance, support, upgrade, etc.

– be able to evaluate the credibility of the supplier,be able to evaluate the credibility of the supplier,– and be able to make a short-list of packages and suppliers you will and be able to make a short-list of packages and suppliers you will

contact for the RFPcontact for the RFP

Steps in selecting an integrated Steps in selecting an integrated library systemlibrary system

Analyze and identify your needsAnalyze and identify your needs Develop criteria for evaluation based on your needs assessmentDevelop criteria for evaluation based on your needs assessment Read relevant reviews of library automation systems and related Read relevant reviews of library automation systems and related

technologies and standardstechnologies and standards Prepare a short list of library software packages, their features, Prepare a short list of library software packages, their features,

functional modules available, and standards supported functional modules available, and standards supported Ask libraries for an honest evaluation of their library management Ask libraries for an honest evaluation of their library management

systemsystem If possible, visit local libraries or institutions using a library If possible, visit local libraries or institutions using a library

management systemmanagement system Ask vendors for a demo version to try out, or if available download Ask vendors for a demo version to try out, or if available download

from their site on the Netfrom their site on the Net Determine and compare initial and total cost of each library systemDetermine and compare initial and total cost of each library system

Criteria for selection of library Criteria for selection of library systemssystems

The criteria must be based on The criteria must be based on – How it matches the library’s requirements. How it matches the library’s requirements. – Product quality Product quality – Cost Cost – Features Features – Functions Functions – Installation date and time duration of installation, Installation date and time duration of installation, – staff training staff training – Support servicesSupport services

Criteria for selection of ILMSCriteria for selection of ILMS

Operating system: InteroperabilityOperating system: Interoperability Hardware/Software requirementsHardware/Software requirements Functionality: What modules are available, Functionality: What modules are available,

value addition to existing functionsvalue addition to existing functions User interface: navigation, error alerts, User interface: navigation, error alerts,

intuitive, customizationintuitive, customization Design: Flexibility, switching from one module Design: Flexibility, switching from one module

to another, multifunctional modules, does it to another, multifunctional modules, does it enhance the productivityenhance the productivity

Conforming to standards: MARC, Z39.50Conforming to standards: MARC, Z39.50

Criteria for selection of ILMSCriteria for selection of ILMS Scalability: single user-multi-user-network. Can it Scalability: single user-multi-user-network. Can it

be used in a client-server LAN architecture be used in a client-server LAN architecture User controlled customizationUser controlled customization Reports that help take decisionsReports that help take decisions Security levelsSecurity levels Training support Training support Cost- initial, user license, maintenance, h/w, s/w Cost- initial, user license, maintenance, h/w, s/w

costs, cost of customizationcosts, cost of customization Development support, upgrades and its costDevelopment support, upgrades and its cost Migration, data transferMigration, data transfer Manuals, documentation and online helpManuals, documentation and online help

Request for Proposal (RFP) Request for Proposal (RFP)

RFP is a formal request for a bid from suppliers of RFP is a formal request for a bid from suppliers of library systems. The RFP is a comprehensive library systems. The RFP is a comprehensive document that provides the vendor with the outline, document that provides the vendor with the outline, purpose, scope, description, minimum requirements, purpose, scope, description, minimum requirements, etc. for the system.etc. for the system. – Needs assessment Needs assessment – Studying available ILS Studying available ILS – Listing potential vendors of the ILSListing potential vendors of the ILS– Specifying criteria for evaluationSpecifying criteria for evaluation– Specifying needs Specifying needs – Developing a timeframeDeveloping a timeframe

Steps in the RFP ProcessSteps in the RFP Process

Writing the RFP Writing the RFP ApprovalApproval Submitting to vendorSubmitting to vendor Receiving proposals from vendorsReceiving proposals from vendors Evaluating proposalsEvaluating proposals Preparing a short list of vendorsPreparing a short list of vendors Requesting a demo of the systemRequesting a demo of the system Purchasing the systemPurchasing the system Preparing the contractPreparing the contract Implementing the system Implementing the system Evaluating the implemented systemEvaluating the implemented system

Structure of RFPStructure of RFP Background information about the library.Background information about the library. Detailed statement / Description of needs. Detailed statement / Description of needs. What are its objectives?What are its objectives? Timeframe. What are the steps/activities and when should Timeframe. What are the steps/activities and when should

they be finished?they be finished? Evaluation criteria and method. What are the critical factors Evaluation criteria and method. What are the critical factors

that must be present? that must be present? Systems requirements and specifications. What specific Systems requirements and specifications. What specific

features of the system must be present because the library features of the system must be present because the library needs it?needs it?

Request for quotation. How much will the system cost? Request for quotation. How much will the system cost? Vendor name and contact addresses and numbers.Vendor name and contact addresses and numbers.