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ImplementationofAutomated Library Management System in theSchool ofChemistryBharathidasanUniversityusingKohaOpenSourceSoftware

Neelakandan.B,Duraisekar.S,Balasubramani.R,SrinivasaRagavan.S Departmentoflibrary&Informationscience,Bharathidasan,University Tiruchirappalli 620024,India neelubdu@gmail.com

ABSTRACT Library is a fast growing organism. The ancient methods of maintaining it are no longer dynamicandefficient.Forexpeditiousretrievalanddisseminationofinformationandbetter service for the clientele, application of modern techniques has become absolutely indispensable. A properly computerized library will help its users with quick and prompt services. Library automation refers to mechanization of library house keeping operations predominantly by computerization. Objectives of this study. To develop and updated database of Books and other Resources of the school of Chemistry Library, Bharathidasan University. to implement automated system using Koha Library Integrated Open Source Software.to carryout the charging and discharging functions ofthe circulation section more effectively.to provide various search options to know the availability of books in the Library.togeneratethelistofbooksduebyaparticularmemberandalsotheoverduecharges. Koha is an integrated software system with all the required models for small to very large libraries.Itisfoundthatthisautomationprojectswillserveasamodelforanylibrary.Being an open source, any Library wanted to go for automation for their library house keeping operationscanmakeuseofthissoftware. Keywords:Opensourcesoftware,librarymanagement,automationinlibrary. 1.Introduction Library is a fast growing organism. The ancient methods of maintaining it are no longerdynamicandefficient.Forexpeditiousretrievalanddisseminationofinformationand better service for the clientele, application of modern techniques has become absolutely indispensable. A properly computerized library will help its users with quick and prompt services. Library automation refers to mechanization of library house keeping operations predominantlybycomputerization.Themostcommonlyknownhousekeepingoperationsare acquisition control, serials control, cataloguing, and classification and circulation control.Library automation or Integrated Library System (ILS) is an enterprise resource planningsystemsforalibrary,usedtotracksitemsowned,ordermade,billspaidetc.Since 1 the advent to the term automation in 1936 , Plethoras of definitions are found in library literature. Sometimes the terms mechanization and automation Looked overlapped, althoughthereisadifferentofonedegreebetweenthetwo.Automationisthenamegivesto anautomationsystemofworking. 1.2.Aimandobjectivesof the Study

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Thefollowingaretheobjectivesofthisstudy. 1. To develop and updated database of Books and other Resources of the school of ChemistryLibrary,BharathidasanUniversity. 2. To implement automated system using Koha Library Integrated Open Source Software. 3. To carryout the charging and discharging functions of the circulation section more effectively. 4. ToprovidevarioussearchoptionstoknowtheavailabilityofbooksintheLibrary. 5. Togeneratethelistofbooksduebyaparticularmemberandalsotheoverduecharges.

1.3.Methodology Software:Libsys,winisis,easy,ibsoft,vtls,slim++,libasoft,Autolib,librarian,libsuit,rovan lms,nirmals.soul etc.,free and open source:newgenlib,koha ,evergreen, sshtunneled mysql replication.database dumps using the mysql dump utility,on the hardware level, the productionsystemutilizesatwodiskraid1configurationfordataredundancyintheeventof singledisk hardware failure. The system partitions use the file system, which provides anotherpointofdataredundancy. 1.4.StatementofProblem The present study aims to Implementation of Library Automation for the University Department Library and integrated that with University Central Library. The title is Implementation of Automated Library Management System in the School of Chemistry BharathidasanUniversity,UsingKohaOpenSourceSoftware 1.5.PlanOfAction VisitedandobservedoftheSchoolofChemistryLibrary. Takingthestockofthesituation. Physicalexamofthebooks. BibliographicDatahasbeencolletedandenteredinexcelsheet. Classification humanities for all the books general devised and assessment visited DeweyDecimalclassification(DDC)21stedition. The School of Chemistry Library following Books has been entered in Koha Software. 1. 2. 3. 4. 5.

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Table1:Totalnumberofbooksinthelibrary Title OrganicChemistry InorganicChemistry PhysicalChemistry AnalyticalChemistry Biomedical BioPhysics BioOrganic BioInorganic BioChemistry ChemicalEngineering ComputerScience MicroBiology MedicalScience Kinetics Bioinformatics Heterocyclicchemistry MaterialsChemistry EncyclopediaofChemistry Encyclopedia of Chemical Drugs Dictionary MolecularBiology TotalNumberof Books 650 650 350 230 27 27 27 27 25 25 25 25 25 25 15 25 22 6 6 4 25 Call.No 547 546 541.3 543 574.1928 574.191 574.192 572.51 574.19 541.369 005 576 610 541.394 574.0285 547.59 620.11 540.3 615.58 103 574.88

2.DesignandImplementationofKohaSoftwearinTheSchool ofChemistryLibrary 2.1.HomePage of Koha Home pages of Department of Chemistry Library so the all section is available this frontpagecirculation(check in,Checkout),patronsinformation,Searchforthecatalogues, Reports, Koha Administration link, tools, About Koha for all links available for the home page.

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Figure1: HomepageofKohamodule 2.2.Administration ParametersadministrationisaveryimportantfeatureoftheintranetmoduleofKOHA. Various default parameters can be changed using this functionality. It allows us to define different parameters for the functioning of KOHA like the library branches, book funds, currencies,itemtypes,thecategoriesofborrowers,thechargestakenforthedifferenttypes ofitemsetc. System Preferences is the most important module of KOHA. It deals with administrationandmaintenancepartofKOHALibrarySystem.OnlyChiefLibrarian,Chief Administratororpersonofsimilardesignationcanholdaccessrightstothismodule.

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Figure2: SystemPreferencesmodule TherearetwomethodsofacquisitioninKohaoneisNormalacquisitionandotherone is Simple acquisition. If we want to keep track of budget we have to follow Normal Acquisition and in Simple acquisition we arent concerned with budget. Simple budget moduleisusefulforsmallerlibrarieswherelimitedamountofmoneyisallotted.Clickingon theacquisitionlinkonthehomepageofintranettakesustothepagewhereneworderscan be made and old ones can be modified. Here, we can verify the exchange rates and the budgets and book funds before going for a new order. It very clearly mentions the total budget,theamountthathasbeenspent,andtheavailableamountundereachcategory 2.3.Makingnew order Here, the first step is to search for the suppliers who will deliver the book. The moduleallowsustosearchforthesupplierintheacquisitionmoduleitself.

Figure3: AddNewVendormodule 2.4.BookFundAdministration

Figure4:Budgetandfundsmodule 153

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Budgetandfundsadministrationarethemostdifficultpartoflibraryjobtobehandledbya librarian.Thismodulehelpsinthat.Itisanotherimportantfunctionalityavailable,fundscan be allotted to different item categories using this and we can even edit the already allotted funds.Followingwindowappearsafterclickingonthelinkintheparameters.Herethedetails displayedare:BookFundnumber/identifier,Nameofthebookfund,Budgetotalperiodand totalbudgetallocated. 2.5.AddingBibliographytoKOHA ThemoduleiscalledmarcbiblioFramework. Tocreatebibliorecordofadocument,oncegoestothecataloguesearchpageandtherewe findlinktoaddnewbibliopage.Ifweclickonthatlinkwereachthefollowingpage.

Selecttheform ofmaterial

Figure7: MarcBiblioFrameworkmoduleisdisplayed Belowscreenshowsthebibliographyscreentoenterthedetailsofthebook.Toease the data entry work onemarc record is dividedinto 0 to9.We can click on the respective numbertofillintothespecificmarctags.Forexample,0willcontaintagslike010,020,043, etc.ThisalsomakestheworkofmaintainingMARCtags.

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Figure8:Bibliographiesinformationaddmodule We have to just click on add biblio after finishing up with the details of the bibliographicitemandtheitemgetaddedtothelist. 2.6.Addingnewpatrons WhenweclickontheaddPatronslinkintheabovesearchresult,thenthefollowing form will appears which prompts us to fill in the member particulars, the KOHA system automaticallyallotsonecardnumbertothePatronshoweveritcanbechangedlaterifneed be. Once the details are filled in, then it prompts us to confirm the record mentioning the joining and expiry date for the Patrons ship, we can edit the details here if something has been written mistakenly. This information is shown only when the user sees his/her membershipinformationintheOPAC(detailsdiscussedintheINTRANETmodule). 2.6.1 Borrowercategories Itcanbedefinedbyclickingonthesamelinkintheparameterswindow. i) We can edit or delete the details of a particular borrower type in the following windowandwecanevenaddnewcategories.

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Selectthe patrontype

Figure9: Selectedpatrontypeaddmodule The second link on the main intranet window allows us to search for an existing memberoraddnewPatronsasdiscussedbelow.

Enterpatron cardnumber

Figure10: Patroncardnumberenterfulldetailmodule These are mainly administrative jobs and at access should be given very carefully. MostlyChief LibrarianorAdministratorisgivenaccesstothismodule.

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2.8AdministrativeInformationabouttheMember(Patrons)

Figure11: Administrativeinformationaboutthepatronmodule The administrative information about the user can be seen by the librarian like the finesandchargesattributedtoaparticularuser,the itemscurrentlyunderissueetc.So,this utility canbeusedforfindingoutthedetailsaboutauser,wheneverrequired.Thewindow showninthebelowfigureisaveryusefulfeatureofKohasPatronsadministrationmodule. Itgivescomprehensiveanddetailedinformationaboutauser.

Figure12: ModificationfromthePatronmodule On the same screen options are given to modify Patrons details like deleting the member from the Patrons list, modifying details, changing password, and modifying user flags,whichisnothing,butdealingwithuserpermissions.

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Figure13: DeletingfromthePatronmodule 2.9.CirculationModule The next important module is circulation module, here we can assign even the students themselves canrenew the issued thedocuments on their name. Its main window looks like thefollowingfigure:

Figure14: Circulation module i) For the processof circulation, we have to enter either the borrower card numberor the partiallastnameoftheborrower,asshownintheabovepicture. ii) After entering the above information, it shows the patron information with his/her category and one hyperlink is also available to look into more details of the patron, if required.Alongwiththis,ifwewanttoissueanybook,thenthebarcodeofthebookshould beenteredandthedateofissueneedstobeselected.

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Enterpatron cardnumber

Figure15:EnterPatronCardNumberModule Once a valid barcode number is entered and issue button is pressed, the following windowappearsthatgivesinformationabouttheissueditem.

Figure16: BookIssuemodule

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Figure17: BookIssue(Checkout)ofpatronmodule Another important aspect of circulation is returning the borrowed items. The return optionisthereinthecirculationwindow.Whenclickedittakesustotheabovewindow,here, wegivethebarcodeoftheitemtobereturned.Itshowsthedetailsoftheborroweditemand theborroweraswell,whenthenumberisgivenandtheenterkeyispressed.

Figure18: BookReturn(CheckIn)module

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Soenterthebarcodebooknumber(Acc.NO)fulldetailinformation(checkinitem) thefollowingwindowisappear

Figure19:BookCheckinResult 2.10. AccountsandReportsSection

Figure20:KohaReportsmodule

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This module contains the details regarding the over due, total amount paid, total amount written off. Here we can generate reports of users activities pertaining to books overdue,overduefines,finespaid,finesdue,etc. 2.11.AboutKOHAModule

2.11.1.KOHA toolsmodule

Figure21:KOHAToolsmodule Koha tools mainly use to stage of MARC records for Bibliography and patron information import to export and than many functions to be use tools the label and patron cardcreator,uploadingpatronimage,overduenoticessoallfunctionsavailabletotheKoha toolsmodules.

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Figure22:OPACentertitlemodule

2.12. OPACmodels Figure22 showsthe details of advanced search.Here, we can search by Keywords, subject,title,authorandeventhebarcodeofthedocument. Belowinformationsearchingforthetitleandgetallinformationinbooks

Figure23:OPACparticularTitlemodule Figure24ShowstheOPACParticularTitlemodule.Here,wecantheseetitle,author subjectandPublicationandcopyavailableinwhichdepartmentistobedisplayalso.

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3.OutcomeoftheStudy Based on this project at School of Chemistry library the following are the outcome of the study 1. Chemistrylibrarycollectionsareinsingledatabase 2. Itgivesthefullcontroloverthelibrarycollectionsandoperations 3. Faculty members andresearch scholars can check the required books by the OPAC module 4. Researchscholarsandfacultymemberscancheckthestatusof theirbarrowedbooks 5. They can get the complete details about the books for their further reading and research 6. Dataentryofthebookscanbedonethroughthedownloadingofbibliographicdetails fromLibraryofcongressandothercatalogues. 7. Thislibrarycansharetheirdatawithvariouslibraryareotherdepartmentlibraries. 4.SummaryandConclusion Inthisresearchwork,asincereattempthasbeenmadetowardsfindingoutwaysand means for automating activities in the School of Chemistry Library.The objective of this studyistousetheKohaOpenSourcesoftwaresystemfortheautomationofthemajorday todayactivitiesofthevarioussectionoftheSchoolofChemistryLibrary,whichistiresome and cumbersome. After the investigation, the researcher has found that Koha Software is moresuitableforthelibraryAutomation.Thisproject hadthebasicobjectiveofdesigninga bibliographic database for the School of Chemistry library, with which the automation of circulationroutinesiscarriedout.FromthispointofviewitmaybeconcludedthatKohaisa useful package for the creation of a database and for information retrieval.This set of Manualsfortheautomationofcirculationsectionistestedwiththedatabasecreatedfromthe collectionofchemistrydepartmentlibrary.Asampledatabaseforafewthousandworksand a database of the users/borrowers are created. With that test sample the Manuals for each function of the circulation section is tested with the available computer system.Koha is an integratedsoftwaresystemwithalltherequiredmodelsforsmalltoverylargelibraries.Itis found that this automation projects will serve as a model for any library. Being an open source, any Library wanted to go for automation for their library house keeping operations canmakeuseofthissoftware.Thefollowingproblemsfacedinimplementationofautomated librarymanagementsystemintheschoolofchemistrylibrary. I.LackofInfrastructurefacility II.LackofEnvironmentsupport III.LackofFinancialResources I. LackofInfrastructurefacility The Problems relating to infrastructure could be studied from the following angles LackofHardware LackofSoftware LackofNetworkfacility LackofFinancialResources

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II.LackofEnvironmentsupport To environment problem are to be taken seriously by School of Chemistry Library.Butthisproblemcanbedividedintotwocategories:Externalandinternal.Internal problem canbe solvedby the institution,but itmay difficult to solve the external problem. Thelibraryisalsoonofthetargetsforenvironmentproblem.Theproblemcanbeidentified relatedtomenvironmentalarePower,lighting.Butchemistrylibrarytobeimplementedre chargingbatteriestoanywheretopowersupplyinlibrary. III.LackofFinancialResources Theuniversitysupportforalldepartmentstobeallocatedinbooksandracksonly,but theyarenottoallotanyfundforAutomationsoftwarepackage,sofreeopensoftwaretobe implementation in chemistry library.However, we have implemented this automation software on LINUX operating Systems with required other open source software. Even its opensourceitgotverygoodfeatureanditcanmeetanylibraryneedswithlatesttechnologies and it got very good forum to support the issues and developments. Hence we are recommendingthatifrequiredlibrariescangoforautomationwithoutspendingsinglemoney to get their library to automate all their operations and to meet the present and future technological trends. To conclude the researcher had explained in identify the issues, opportunities,challengesperfecttoautomatesmalllibraries.IfisfoundthatKohaenablein systematicdesigningandexaminationofalllibraryoperationsinautomatedenvironment.All thedocumentsdetailsandthememberdetailsoftheSchoolofChemistryhasbeencompleted sousenabletohavefullfledgedautomationofthelibraryandalsothuseasytointegratethe SchoolofChemistryLibrarywithmainlibraryoftheUniversity. 4.References 1. Abraham, J. (1996), Computers in modernising Library Information System and Services:PerspectivesofLibraryAutomation,InternationalLibraryMovementvol. 18,p3. 2. Abdul Azeez, T. A (2004), Tkm College of Engineering Library Automation System,AnnalsofLibrary&InformationStudies,Vol.51,no.2,p5257. 3. Adanu, Theodosia S. A (2007), Planning and Implementation of the University of Ghana LibraryAutomationProject, AfricanJournalofLibrary,Archives&InformationScience,Vol.16,
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