Asian Journal of Multidisciplinary Studies

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1 Asian Journal of Multidisciplinary Studies Volume 2, Issue 12, December 2014 ISSN: (Online) (Print) Impact Factor: Automation of Academic Libraries in ICT Environment: Issues and Challenges Ranjna Assistant Librarian, Department of Anthropology, Panjab University, Chandigarh Abstract In the age of information and knowledge explosion, libraries and information resource centers have become multimedia centre due to adoption of new technological devices and changing nature of their information storage, retrieval and services. Information Communication Technologies began to build up an information society, which has crossed the geographical limitations and has provided facilities to access into global information systems. As a result, nature of modern librarianship has changed considerably with the advent of new technologies. Due to information and knowledge explosion it has become essential for the librarian to provide a master key to the repository of knowledge. The librarians started mechanizing activities of libraries and research institutes through various gadgets. The main aim of any library is to provide access to proper information explosion, due to growing demands of the users and shrinking of financial resources, library is not able to obtain all the reading materials on demand. The only way to overcome these problems is resource sharing through networking. The present paper discusses the concept of library automation, need and objectives, steps involved in the process of automation, impact of automation, benefits and challenges faced due to integration of Information Communication Technologies. (ICT). Key words: Library, Library Automation, Information Technology, Library software 1. Introduction Library is a soul of any learning institution, which is pivot of teaching-learning process. In new millennium there are lot of challenges for keeping in pace with modern development in information technology which have brought information explosion and information revolution. That concern is fulfilled by adopting computer and communication networks by the libraries. In every library there is concern for the proper handling and control of a veritable flood of material and for the prompt and convenient fulfillment of service demands. Automation is a technological change that replaces people with machines. Automation of library functions has revolutionized library activities. Use of Computers enables libraries to provide an effective service while saving the employee time by transferring low level, repetitive operations to a machine. Development and use of information and communication technology (ICT) enables the libraries not only to offer their clientele the appropriate information available within their libraries but also gain access to catalogue of other libraries, both local and outstations. Library automation can be defined simply as the use of computers and networking technologies in the library. According to Webster s dictionary, Automation is the technique of making an apparatus, a process or a system operates automatically. In other words it is machinery that mathematically manipulates information storing, select, presents and records input data or interlay generated data. In libraries automation refers to the process of automation of in house function such as circulation, cataloging, acquisition etc. Library automation is the general term for information and communication technologies (ITC) that are used to replace manual systems in the library. Thus library automation means the application of machines to perform the different routines, repetitive and clerical job involved in functions and services of the libraries. 2. Areas of Library Automation: Automation of library functions (acquisition, cataloging, circulation, reference) Use of electronic sources within the library (e. g CD ROMS) Accessing remote electronic resources (e.g. the Internet) Office automation (e. g Word-processing, spread sheets, data bases, etc.) Patron services (e.g. Computer laboratory, Multimedia centre) Integrated Library System Available online at 80

2 3. Need for Library Automation: A library stands to collect, store, retrieve and communicate information. Now days, there is emphasis in application of information technology in every sphere of human life. Libraries are affected by the new technology more in comparison with the other social organizations. The various reasons for library automation are: Knowledge explosions resulting in numerous specializations and flow of nonstop information (Growth of documents). Availability of information that appears only in electronic format (e. g CD-ROM, internet resources, data bases, graphics, auto visual and electronic media etc.) Challenges of information technology before the librarians. Lack of space. Varied needs of libraries and their limitations. To improve the level of service and quality of output. To fulfill needs that cannot be achieved by manual system like resource sharing in library. Excess of repeating and duplication of work, in- house function of libraries. Networking, resource sharing and internet application in libraries. Expectations of society form libraries. Accuracy and promptness. 4. Objectives of Library Automation: Library automation is using computer, information communication and networking technologies in library activities. Many libraries have adopted automation because of its significant benefits to library users as well s library staff and offer more effective services. For automation in the library the main objectives are: Improve services: New form of learning such as e-learning and distance education, a centralized automated circulation control system are improved by adopting library automation. Reduces Costs: Cost involved in keeping the card catalog cabinets, the cards and record kept in paper from and various transactions to run a library manually reduces by adopting an automated one in the long run. Improve Access: Basic electronic catalog systems of sorting search results according to title, author and publication data become faster, efficient through simple mouse clicks. Posting the electronic catalog on the internet enables library patrons to conduct searches without having to go to the library. Improve Control and Management: Automation enables library staff to circulate materials with ease, accurately track individual user s transactions, and immediately classify new acquisitions with a few key or by simply scanning bar codes. It also enables periodic stock inventories without having to suspend library operations. 5. Basic Requirements of Library Automation: Adequate collection. Financial assistance (include purchase of network specific hardware, software and cabling, internet connection costs, ongoing operation costs, maintenance cost of system hardware and software.) Computer hardware. Library software. Training of staff and users. Maintenance and development. 6. Library Automaton Process: Automation requires planning, designing and implementation. Planning is a time consuming, but is usually cost-effective because time spend in planning reduces the amount required for system implementation. Steps involved in library automation are: Step-I: Describing the library service and technology: Describing the services and functions provided by the library. Collecting and organizing basic statistical data. Step-II: Assessing needs and setting priorities. Establishing a planning committee (who should be involved in planning) Needs assessments. Identifying approaches to satisfy the needs. Setting of priorities. Development of budget (for purchase, operation, maintenance etc.) Asian Journal of Multidisciplinary Studies, 2(12) December,

3 Step-III: Translating needs and priorities into specification: Designing specifications. Preparing and distributing the request for proposal (RFP). Step-IV: Evaluating proposal and selecting a system: Evaluation of System demonstration. Analyzing vendor responses. Obtaining responses from vendor s clients. Steps V: Putting system into place: Hardware and software installation. Training (staff training, users training). 7. Library Housekeeping Operations: Library performs number of basic functions and services to fulfill the functional requirement of the libraries the basic modules of automated system are: Acquisition (ordering, receiving and invoicing materials). Circulation (classifying and indexing materials). Cataloging (lending materials to patrons and receiving them back). Serials control (Tracking magazine and newspaper holdings). OPAC (Public interface for user). Administration. Acquisition Modules: In automated acquisition system the main objective is: To reduce labor and paper incentive work involved in manual acquisition. Maintain up-to-date information or record of all activities involved in acquisition. To have effective and efficient control over ordering claiming and cancellation functions. To provide necessary management information reports. Function of Acquisition: Suggestion management. Order processing cancellation and reminders. Receipt, payment and budgetary control. Budget management. Master file such as currency table, vendors, publishers etc. Auto accessing. Auto generation of letter number. Report. Circulation Modules: This module takes care of all possible functions of circulation. To design this module in built functionalities for membership management, maintenance and status of the items. An automated circulation system acts as in interface between the user and information system. The use of technological devices such as computers, barcode, scanners and its software in circulation helps in performing these routine operating easily and quickly. Major functions of the circulation modules are: Membership. Issue and returns. Interlibrary loan. Overdue charges. Reminders (Manually, s). Search status. Recall reservation and cancellation. Report generations based on the various requirements. Book banks/group issues. Cataloging Modules: The modules performs various cataloging tasks such as original cataloging using the Machine Readable Catalogue (MARC) protocol, editing, copying, saving and retrieving catalogues records. The main functions of the cataloguing modules are: Allows cataloguer to create their own templates for data entry for different types of library resources. Creation, storage, retrieval and management of bibliographic records and indexes. Supports copy cataloguing in MARCII format by using ISO standard. Multilingual database by using Unicode character etc. Online Public Access Catalogue (OPAC): OPAC is what user consults to find and retrieve information of interest. Generally, the OPAC is equivalent to the card catalogue. The OPAC has simple and advanced search facility with minimum information of documents available in database by author, title, corporate body, conference name, subject headings, key words, class number, series name, accession number or combination of any of Asian Journal of Multidisciplinary Studies, 2(12) December,

4 two or more information. The main functions of the OPAC are: Simple and advance searching. Boolean search (and, or, not.) Field based searching(author, Subject, Source etc,) Displaying and downloading of records in MS Excel, PDF or MARCXMI. Web based member interface through OPAC Browsing (field based and hierarchical) Personalized OPAC (My OPAC, SDI, CAS, subject list etc.) Serial Control: Managing serials is the most complicated job for a library. The complex job of keeping track of serials can easily and effectively be handled using SOUL through its serial control module. This module has following functionalities: Suggestions. Subscriptions (renewal and new subscription) Check in of individual issues of journals. Payments, reminder, binding. Article indexing of journal/book article. Search status of every item. Mater database management. Cataloging of electronic journals. Keeps track of the history changes of the journals. Administration: this module is divided in three sub modules, namely user management, system parameters and masters. The functionalities of the modules are: Various reports. Accession register. User ID and password protection. Module level security. Various configuration setting such as labels s etc. Master files updating. Budget management. Stock verification. Fixing due dates, over dates etc. Feed back. 8. Impact of Library Automation: The library automation has impacted the library services on every level. Patrons and staff are able to perform searches that before automation were too difficult. Library automation effects the: Public services: With the implementation of library automation patron perform reaches independently. Complex searches can now be completed by patrons using computers instead of searching tedious and inefficient card catalog. Staffing: Library automation has also changed staffing needs at libraries. Many searches are done by the patrons without the staff assistance. Nature of Library Work: the nature of library work has also been affective by the use of automation. Automation has allowed for an increase in patron centered services like self checkout and library catalog access. 9. Challenges of Library Automation: Library automation is a great enhancement for any library, but it is comes with plenty of headaches. The main challenges faced are: Time: Library automation is a time consuming process. Before the automation takes place, libraries should take time to assess elements like budget, demographics of the patrons, library environment, collection and available equipment. This analysis helps the library to make the right choices during the process of selecting automation software and equipments. Weeding out is another time consuming element of the process. Data migration also takes time. In circulation system, the information must be entered into the computer. Technology: Technology is another challenge while automating the library. While selecting library automation, one must be sure that it will work with existing equipment. A library also needs a strong technology support system in place prior to automation and later to continue to monitor and upgrade the system. Training: Training of staff and patron to use a newly automated system is also a challenging task. If the staff is unfamiliar with computerized library management software, they will need many hours of training to feel comfortable with the operating system. 10. Library Software s Packages: Two types of software are used in libraries. These are: Open source software Commercial software Asian Journal of Multidisciplinary Studies, 2(12) December,

5 Open Source Software: Open source software is computer software whose source code is available under license that permits users to study, change and improve the software and to redistribute it in modified or unmodified form. Open source library software does not need the initial cost of commercial software and enables libraries to have greater control over their working environment. The most widely open source software used in library automation is: Koha: (Created by Katipo Communications) Simple, clear interface for librarians and patrons. Used worldwide by public, school and special libraries. Various web 2.0 facilities like tagging and RSS feeds Union catalogue facility. Circulation and borrower management. Full acquisition system including budgets and pricing information (including supplier and currency conversion.) Evergreen: ILS New Gen Lib.: OpenBiblio No vendor lock. Developed by Equinox software. Capable of supporting the work load of large libraries in a fault tolerant system. No vendor lock. Developed by Verus solutions Pvt. Ltd. and the Kesavan institute of Information of Knowledge Management, India. Easy to use, open source, automated library system written in PHP containing OPAC, circulation, cataloging, and staff administration functionality. The purpose of this project is to provide a cost effective library automation solution for private collections, clubs, churches, schools, or public libraries. Commercial Software: Commercial software comes pre-packed and is available from software s stores and through the internet. The widely used commercial software are: SOUL (software for university library) Developed by in FILIBNET. Window based user-friendly software. Computerized all modules (acquisition, catalogue, circulation OPAC, serial control and administration) LIBSYS: Suchika (ver 1.O) : SANJAY: Muti- user access. Nominal cost (installation, software, etc.) Developed by New Delhi based software company Info-The. Consultants Pvt. Ltd. Multiuser system running on UNIX, LINUX and windows. Most widely used. Designed and developed during 1996 by the DESIDOC, Delhi for its Defence Science Library and other libraries/technical information centers (TICS) of Defence Research & Development Organisation (DRDO) Developed in C* language in MS-DOS and UNIX versions keeping in view the requirements of big and small libraries Menu-driven and user friendly Developed by DESIDOC as a project of NISSAT. Faster response time and interlinks effectively two or more databases and also handle numeric calculations. SLIM++: SLIM is integrated, multi user, multi tasking software for window environment SLIM is widely used by schools, college, research institute, public libraries etc. SLIM++ helps to catalogue books, films, sound recordings, drawings, clippings etc. Adheres to popular international standards MAITREYI: Retrieval of the data is simple, fast and efficient. Developed for used in the CALIBNET by the CMC ltd. Secunderabad. Asian Journal of Multidisciplinary Studies, 2(12) December,

6 LIBERA: Facilitates library computerization, resource sharing, standardization, connectivity and modularity Designed and developed in modules to take care of complete functionality required for automating libraries. Developed by Model soft Ltd. Hyderabad. Provides multilingual support. Covers all basic modules. Adhere to international standard like MAC21, AACR2R. Multiple securities. Maintaining SDI profiles. Well designed security. Periodical support. Access through internet. 11. Advantage of Library Automation: There is several advantage of library automation: Increased productivity in terms of work and service, collection. Quick accurate and updated information. Less time, spend by professional staff while performing routine library work Elimination of human errors while performing routine library work. Improved computer awareness among users. Increased effectiveness. Excellent control over circulation. Timely access to library materials and providing patrons with research skills. Improved cataloging. Lasting effect. Resource sharing among other library network (Union catalogue). Facilitate wider dissemination of information products and service. 12. Disadvantage of Library Automation: More expensive (includes initial and recurring expenses). Continuous staff training. Hardware and software obsolescence. Total dependence on the electricity. Maintenance cost is very high. 13. Suggestion for library automation: Conclusion: Financial Assistance. Training program should be conducted from time to time for the development of library staff. Best hardware and software should be selected for automation. Data of information should be securer with different security tools such as Antivirus, firewall and backup of data from time to time. Use of backups for data base and continuous working. There is no doubt that the automation of the library has brought increased enhancement to the services delivered. In an environment of such impelling need and tremendous opportunities, the future of the automated library lies not in any one aspect, equipment, tradition and talent. Automation and networking of libraries are still in their formative stage. For the successful implementation of any library system all the key factors must get support form administration, staff, infrastructure (hardware, software, and networks), excellent managerial skill etc. References: Ali, Amjad. (2004). Information Technology and Libraries. New Delhi: Ess ESS Publication Kochar, R. S. (1997). Library Automating, New Delhi: APH Publication. (1997) Ravichandra Rao, I.K. (1990). Library Automation. New Delhi: Wiley Eastern Ltd. Riaz, Muhammad. (1992). Library Automation. New Delhi: Atlantic Pub. Santosh, Guvali Vandana( June 2011). Impact of library automation in the development era: A case study. Library Science,1(5) Sharma, Pandey, S.K. (1993). Library Computerization: Theory and Practice. New Delhi: Ess ESS Publication. Library Automation. home.ust.hk/~lbilkt/diploma/libauto/libaripo.html Asian Journal of Multidisciplinary Studies, 2(12) December,