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BY Tarvinder Singh Handa* *Librarian, Sukham Memorial Central Library, Bhai Gurdas Group of Institutions, Sangrur Mb. Ph: 098720-41405, E-Mail: firstname.lastname@example.org Abstract The advent of new technologies has changed the nature of modern libraries. In fact, automation has become an indispensable part of modern library’s information system development, organization, management and services. The present article attempts to discuss the concept of library automation and its implementation. It provides a case study of automation process undertaken at Sukham Memorial Central Library of Bhai Gurdas Technical Educational Trust by using
Libsoft. The paper also discusses the features and
functions of software, requisite hardware and software, facilities offered to users and future objective.
The use of computers has tremendously changed the face of libraries and information centers. Due to the adoption of new technological devices, changing nature of their information storage, retrieval and services, these have become multimedia centers1. The process started in India in middle 1950’s and till 1980’s, the concept of automation was centered around the use of computers for house keeping operations and information services by the individual libraries2. In the age of information explosion, increased user demands labor intensive nature of work, changing concepts of documents became responsible for the automation of libraries3. Today, Integrated Library Management Systems are largely used in performing key functions of libraries such as acquisition, cataloging, circulation control, serials control etc. This has helped enable the libraries to reach out to masses and provide their services without any human intervention and in a cost effective way.
2. Library Automation
Automation is a process of mechanizing library house keeping operations by using computer based system to perform activities such as acquisition, circulation, cataloging, reference and serial control 4. It is the most sophisticated device invented by humans for processing enormous amount of raw material into meaningful form of information with accuracy, reliability and speed5.
3. Bhai Gurdas Technical Educational Trust
The trust came into being, keeping in view higher technical education need of students of backward regions of Sangrur, in the year 2000. The trust is named after the great Sikh scholar Bhai Gurdas ji. What started off as only a management institute soon took a shape of huge educational campus with subsequent start of an engineering institute in the year 2002 and a polytechnic college. The vivacious campus is spread across an area of 45 acres and stands tall at Sangrur-Patiala National Highway. The campus houses three institutes: 1. Bhai Gurdas Institute of Engineering and Technology (BGIET). 2. Bhai Gurdas Institute of Management and Technology (BGIMT). 3. Bhai Gurdas Polytechnic College (BGPC).
000 text and reference books which include 20. I addition to this. is a visionary concept of Bhai Gurdas Technical Educational Trust. 4.Bhai Gurdas Group of Institutions’ rock-solid reputation for quality is further reinforced by the association with various international universities like. it contains 560 bound volumes. 2000 Training and Project reports. The Central Library is a three story building spanning across an area of whopping 36000 sq.000 books of Engineering College Library. Bangkok.e.000 books of Management Institute Library and 7. Wayne State University. 4. 10 Audio-Visual material. Sukham Memorial Central Library: an introduction and overview A Library is the heart of an educational institute which breathes knowledge and information into the minds of students and scholars6. The aesthetically designed. It also subscribes to 200 Journals of National and International repute. semi-professional and Non-Professional staff. Chairman of the trust. Special seating arrangement has been made for students who want to study Library as well as their personal reading material and is kept open even after college hours. It is built and named after in the memory of the late beloved daughter of Shri Hakam Singh Jawandha. 1000 CDs and DVDs. 13. and four library restorers. Engineering.000 of Polytechnic Library. The team of library staff consists of one senior librarian.1 Collection Development Library currently stocks nearly 40. USA. four assistant librarians. Periodical. feet. Asian Institute of Technology (AIT). Reference and a separate e-Journals Lab for online journals and e-Books. two librarians. Washburn University and Indiana Wesleyan Online University under the ‘students and faculty exchange’ program. Management and Polytechnic College. fully air-conditioned library was founded keeping in view the modern day education demands and it contains various sections Viz. The central library.2 Library Services The Central Library is currently providing following services to its users: 1 2 3 4 5 6 Circulation Reference Service Current Awareness Service Reprographic Service Audio-Visual Service OPAC Intranet and Internet CD-Rom Database Inter Library Loan 7 8 9 10 Online Journals of INDEST-AICTE Consortium which include 520 titles 5. Circulation. The Central Library has a team of highly qualified professional. established on 19th September 2009. Automation of Central Library by using NEWLibsoft 2 . four library assistants. along with separate library facility for each Institute of Bhai Gurdas Group i. etc. 4.
It helps you to efficiently manage your work faster. It also provides a facility of SDI service and newspaper payment summary according to day-wise price. HTML etc. In-built feature of Barcode Generation It generates Catalogue Card According to AACR-II format.2 Key Features It also supports the Barcode. NEW Libsoft is powered to handle large volume data with speed data access. Report can be had on screen/printer and imported in word. There was a challenge how these three individual Libraries would be operated independently under one roof. You do not have to be a computer expert to use NEWLibsoft. It has been developed for a central library which houses two or more libraries in the same building having their own collection and operating differently using a single server. an Integrated Library Automation Software. The concerned software expert was called at and demand was put forth to make necessary changes in the already existing software. all the libraries of three Institutions were already automated using NEW Libsoft. It shows the photograph of the member during issue/return. It provides extensive feature for backing up and restoring data. NEW Libsoft facilitates robust reporting engine for generation of all basic and advanced reports. Finally all the labor turned into fruit and new modules were prepared to ensure that a single server shall control all the activities of three different libraries. But the idea soon proved futile as it demanded a lot of human resource as well as hefty chunk of money. Data is secure and available at all times. In-built feature of Membership Card Generation. excel. Users can see table of contents of a book as well as articles published in a periodical.1 NEW NEW Libsoft: An Introduction Libsoft is a powerful multi-user and simple to use windows based Library Management Solution for all kinds of Institutional Libraries. Multiple selection criteria for report. Barcoding based ‘Gate Entry’ module. Early assumptions were made to operate them individually by setting up different circulation counters at considerable places. But the scenario was totally different when these three libraries were housed in a single building. It is designed to assist / help in the management of institute library in a simplified and comprehensive manner. One can select from the comprehensive list of reports and quickly generate reports for daily and periodic needs. Calendar-wise presentation of newspaper and journal which ensure total serial control.Prior to the establishment of Central Library. 5. 3 . 5. Library Committee Meetings were conducted and experts were consulted how to overcome this challenge. Later discussions also took place and a detailed chart was prepared related to amendments which followed further discussions. A siren blows in case of suspended students. Internet support (In-built browser) It has very effective multi-level password security (both back end as well as front end).
3. 5. This module is required to give students/staff an advantage in issue/return of documents at appropriate time as the system calculates the due dates to return a particular document based on list of holidays provided in the list. It has a special module of Gate Entry that will record in/out time of users and display the defaulter students record. Replace Class: Select the previous class in the left side and select the next class in the right to 4 which you want to replace and then click ‘replace all’ button. • • Replace Information: Select the related option box. Select the Type from option box and type the information and click ‘Save’ button. Mondays & Saturdays of the current year. . class.1 Master Menu: This includes the following: • Authority File: This menu is used to generate the master database for branch. type the wrong information to which you want to replace and type information with replace and then click replace all buttons. Type the holiday name and date and click ‘Save’ button.3 Different Modules with Detail 5. All fine calculations are therefore based on the system calculated logical due date. To add all Sundays. To update or delete a record. most importantly it saves list of holidays that will come in future. double click in the grid to edit the record. click the concerned buttons. department and designation. This Menu is defined to generate the holiday master of the current year. • Holiday Master: The holiday master serves many purposes. The user can also select the weekdays declared off.
You can also define the users’ rights. • Repair Database: Logout all users who are using this software and itself. Enter the user name and user password. After that click delete button. user can create the issue period categories like overnight.3. password. Click ‘Add’ button to create a category and click save button. 5. Accession Register: Can display the Accession Register on the Screen. Set Default Issue Period: User can set a category of default issue Period for circulation module to save the time of drop down selection. Select the Date and click check button. confirms password and domain form drop down. Set Member Photograph: This module is used for insertion.2 Administration Menu • Security: This menu is used to create user. click ‘Add’ button type user name. 8- equivalent rate of $. Book Master Issue / Return: Using this menu. e.3 Get Started Start the software by clicking on concerned icon on the desktop. • • Periodical Master Issue / Return: This module is similar to ‘Master Books’ issue/return. 5 . DM etc. return date and due date. Pond. Alteration in Periodical and Newspapers: Through this administrator can modify and delete any periodical as well as newspaper information. a user can list the issue record of a particular member. modification & deletion of student/staff photograph path. • Log File: Administrator can checkout timings (In/Out time) of the library staff member who are working in this software. delete user & modify user as well as their rights. 14-days. particular accession number issued by a particular user between two dates according to issue date. full session etc. • • • • Gate Inquiry: Administrator can checkout users who visited the library between two dates as well as how many out going books are checked at the door. Type the accession no.• • • • Set Currency Rates: Equivalent currency rates master can be store in this module. and press enter.g. Only authorized users can login in this software. Otherwise database may be corrupted 5. Delete Accession Numbers: Through this module administrator can delete a book by accession no.3. To create user. days. Then again login and go this menu and press Repair button. User name and password both are case sensitive. Set Fine Rates: In this module.
Administrator Level. delete and set rights of a user. Type user name. password. The Purchase Module thus helps to maintain the records of all Purchase Requisition made within the library. the authorized person could perform only those functions he/she is allowed the Supervisor/Administrator. Library Staff Level: Only authorized and specialized staff member could be allowed to perform certain library functions connecting with running of library.e. Book Search. 5. Serial Search. Program will start and main menu will open. Add User: Click ‘Add User’ button.5 Acquisition Module To work in acquisition module click acquisition option either from Tool Bar or Menu Bar as shown in picture: • Requisition for Purchase Library Documents: Library in itself is a complete department itself. any user of the library could be allowed to perform certain operations like making suggestion for procurement of a document. Previous Question Paper Search etc. OPAC. At this level supervisor can see how many times the users use the software package and any modification made by them.4 Administration/Security Module NEW Libsoft Library Software Package is divided into three levels i.3. Boolean Search. confirm password and select the domain level from (Supervisor / Library Staff / Student). 5. The user and his/her password is verified before allowing access to the concerned module. Then. 6 .3. User Level: At this level. Administrator Level: Supervisor/Librarian can Create. NEW Libsoft has an in-built security feature. click ‘START’ button to open Main Menu. Library Staff Level and User Level. Non Book Material Search. After getting access.
3. This module stores the Books in different registers. In case of sequential entry.The whole procedure require user to enter information only at initial stages • Set Status of Approved Books:. Type receiving date and quantity. Till now the right to create register has not been given to user as any modification can result to serious data loss with in an application.Search the control no. 7 . will be entered manually. and get printouts of the Vendors. If a particular title is already available in the Library database then you have to select thes same title from drop down menu and it is must to select first t author by drop down menu. Binders and Publishers etc. Fill all the fields precisely before save. the software will generate Accession Number automatically and in random case. Received Books: Search the control no. accession no. modify. Type the Title and Author. If the title is approved then write or select ‘Y’ in Status Box. After that Press Update Button. After that Press ‘Update’ Button. In case the title is not approved. Select the option in which you want to work. The Bibliographical detail will appear on the screen as entered earlier. search. 5.6 Accessioning Module This Module forms the backbone of the whole application as without the proper maintenance of different Accession Registers no library can run smoothly.The authorized users can then approve the request. Any key press in these combo boxes will take the control the closet item matching that character key thus saving the time to search. For new entry click ‘ADD-NEW’ button. • • Vendors: . Fillup all the fields shown in the figure below and Press ‘SAVE’ Button. Suppliers. delete. and edit the record.Through this option you can add. select ‘N’ in status Box. The approved request can be then sent as purchase order and hence the documents received are recorded . and edit the record. Moreover the user can either select the existing titles/authors/publishers etc from the combo box provided or can type new. then click Book-Code Button and Press Enter Key (Compulsory) Otherwise next text boxes will not be enabled. The system can easily generate accession numbers in case of multiple copies saving the user’s time and energy to enter same data again and again.
Search & get Printouts from this module. modify. A screen will be open. Press delete in range button to delete multiple records. 5. We just need to type in accession number and press enter. Services Provided to Members Using NEWLibsoft Users of all the three respective libraries get the following facilities: 6.8 Project / Thesis / Training Report: Through this module. Delete. Modify. Type accession number and press enter. User can Add. select the Administration Menu then click on “Delete an Acc. The accession number entered will be checked if that book is either issued to some one or not and also check for its current status. To Modify any Record (Accession No.). Then clik delete button. The system will then calculate lost books based on its database.1 Student/Staff Membership: Library users who are members of a particular library form its lifeline. delete. The central library registers users by providing unique ID Number to each user. User can add.7 Non-Book Material: If your library has non-Book Material. Menu”. 5. The module thus helps to keep track of its members with both staff and students. To delete an accession number. 5. Once you have entered all the books for stock verification click on calculate lost books. Presently it serves the purpose to stock verify the books only.3. Related accession number will be shown in the list box. then you can accession them. you can accession the Project / Thesis / Training Report. search and get printouts of non-book material.9 Stock Verification: This module helps you with inventory management of the library. It saves the work load of library staff to physically verify books.3. In the same module it keeps necessary information to keep limit details of every member against each register and against each type of document depending upon the case of different register and document. Then Press ‘Update’ button. Its current status has to be issuable otherwise the system will generate a warning message asking for user permission to whether to accept this entry or not. 8 . Click ‘Edit’ Button and change the fields you want the modify. 6.3. For next time if you feel to start a new verification just press start a new verification. No.
e. BGIET. The Document issued can either be a book/non book/thesis/periodical. The name of institute will flash on in the circulation module you are working with. Bar-coding of books of all libraries is done in same way.6. to differentiate the collection of all the three libraries. They can however return any book within the time span and get another desired book issued.2 Circulation: Issue/Return facility is provided to all the authorized members. Three different exe files have been prepared for running software and carrying out circulation process of three libraries of different institutions i. The procedure to issue/return a document is same. 2 books for full semester and remaining 8 for 30 days on circular basis. Tell me honestly if that was so simple as before. 9 . the alphabets P and M are added before the respective collection of Polytechnic and Management College. Similarly faculty and staff members get 10 books. Each student of all the three Institutions gets 3 books issued for a period of fourteen days. Similarly. If the accession number is found to be valid the system will further ask “Do You Want to Issue This Book?” Just press enter and book is issued. In case of issue one has to enter unique user ID and press enter and then just enter accession number.exe (for Bhai Gurdas Institute of Engineering and Technology).
4 No Dues: Type the membership number and press Enter. Overall fine will be calculated automatically. users of all the three libraries can derive variety of information according to their varied needs. By clicking the Fine button. Even the title. Print out of final status of dues can be taken and served to the concerned member. Once you have different types of documents in your library they all should be easily accessible to members of library that is application should support a convenient medium to search them. can search Books/Serials/Non Book Material/Thesis and Project Reports/Question Papers etc. Currently following key reports can be viewed on screen: 6.5.6. photograph & Books issued to that the student would be displayed on the Screen. The central Library OPAC supports Boolean system for searching documents.3 Combined OPAC (Online Public Access Catalogue): No application is complete if it cannot cater to every user needs and is very limited in information retrieval. The Central Library provides a centralized OPAC to its users where all the students.5 Special Reports: Through reports module. It includes the total books issued to a particular Member as well as summary of overdue books. Name.1 Student/Staff History: Information pertaining to personal status of both students and staff can be viewed in two different modules. This is where OPAC comes into play. 6. 10 . author and the cost of the books can also be seen. 6. no matter what Institute they belong to.
Items being carried out are checked using a barcode reader. 6. This includes pending issues.3 Main Reports: Users can pick and choose any option be it accession number. author-wise and publisher-wise summary of books. on a single window.6 Combined Check-in/Checkout: NEW Libsoft provides a foolproof measure for the unauthorized exit of library material. 11 . 6. to get bibliographic information available in their subject field through access to complete accession register. for all the users of three different libraries.5.2 Accession Number History: Information regarding any particular accession number or between ranges can be viewed. Information regarding all the above mentioned reports can be imported to any files and subsequent printout taken. title-wise or publisher-wise. This includes subject-wise.4 Serial Reports: Information about a particular serial can be derived by any user.5.6. subject-wise summary and annual summary of a serial document. The process is carried out. 6.5. author-wise.
CD-ROM Drive 10/100 MBPS LAN Card. What seemed hard how to operate three libraries differently using single software. soon proved as simple as switching on a fan. Moreover.Similar to the circulation process. in the beginning. the idea of rendering affective and efficient library services in cost effective manner has been achieved. Future Objective and Conclusion The future objective includes digitizing of library holdings and providing users of Central Library a single platform where students of all the three institutions may fetch the desired document in digital form by sitting on personal computer. The students as well as staff have shown their utmost satisfaction towards the venture. Color Monitor resolution 800x600 UPS with at least 2 hour backup Server: Windows NT/2000 server Node: Windows 95/98/2000 OS 2. the alphabets P and M are applied to Polytechnic and Management College Library’s accession number and concerned button gets automatically activated. The venture is first one of its kind in Punjab by any organization or trust running group of institutions and having a central library for all institutes. The libraries of three different Institutions are being operated successfully using a single server and that too without losing their individuality. Issued status will be shown for an authorized exit of student otherwise a siren blows out in case the document is not issued or being carried out illegally. CD-ROM Drive Color SVGA Monitor. Single User Pentium III or Celeron 64 MB RAM 10 GB HDD. Scanner Window 95/98/NT/2000 OS 12 . Minimum Hardware/Software Requirements 1. 7. Multi User Pentium III or Celeron 128 MB RAM or more depending on number of users 20 GB HDD.
C. “Information Technology and Libraries” In Computer Application in Library and Information Science. Library Automation in Kakatiya University: A Case Study in Modernization in Libraries. Managing Modernization of Library Services using IT in Library and Information Science: Parameter and Perspectives (Concept Publishing Co. 3. Dec 28-31. edited by D. 2000. May 27. 2. 4. pp. Jodhpur) 1995. University of Hyderabad. Herald of Library Science. Bharatidasan University. pp. 6. Thiruchirapalli. pp. Sridhar M S. 237–250. 38 (31). 17-20.References: 1. pp. Rama Reddy E. 1996. 5. pp.33.: New Delhi). Ojha (Scientific Publisher. 9-11. Automated Libraries: Some Experiences. IN Seminar Papers 33rd All India Librarians Conference. 1994. Automation and Networking Experience of IGM Library.Apr. University News. Vol. July 31. Konnur. 13 . 70-89. Roy N. University News. 24-28. Computerization in the Universities in India: A Perception and Reflection. 1987. M B and Rajendra A R. 1997. Jan. Charry M K. Misra V N and Phadke D N.
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