MODULE 1 - Unit 2 Functions of different sections of library

● Every library, irrespective of its size and type, acquires, processes, and makes
available library material for use by the library users.
● In a library, the activities are grouped on the basis of job analysis into different
sections, and thus executed.
● These sections are made up of several sub-sections or units.
1. Acquisition Section
- It is an important functional unit of collection development. It acquires
relevant reading materials or information sources, such as, journals,
books, and periodicals, which are useful for the existing and potential
users.
- Need and purpose:
a) achieve the objectives of the library,
b) satisfy the needs of the users of the library,
c) acquire best available reading materials deemed fit for the
library.
d) acquire materials of preservation value within the scope of the
library, and
e) acquire material within the available resources (fund, space
and staff).
- Functions:
- 1) SELECTION
a) Selection - The process of selection revolves around the users of the library. It
is the process of selecting the best material for library.
b) Selection in Public Libraries - A public library has a wide range of users which
may include children, youth, old aged people. The need of the users may be
based on their economic class, education level, socio-cultural background,
etc. A public library has the responsibility of serving the community and
preserving the relevant information of the region.
c) Selection in Academic Libraries - The guiding factors of the academic library
are based on the educational courses and the demands of the students, and
support staff. Since, the universities offer research programmes, the selection
of material must be done with proper care.
d) Selection in Special Libraries - A special library is meant to serve the
information needs of the parent organization of a library. Hence, the selection
of information sources is based on the short term and long term programmes
of the parent organization.

● Selection Criteria and Types of Materials

i) Authority (Authenticity): The expertise and affiliation of the author regarding the
subject of writing should be assessed.
ii) Accuracy: The content of the document should be accurate and authentic
iii) Bibliographies: Document should be supported by references in case of nonfiction
book. The format of bibliography should be standard and information should be
complete.
 iv) Vocabulary: The vocabulary of the document should be at par with the level of the
users for whom it has been written.
v) Fiction: In the case of a book of fiction, the author, title, style, theme, plot, setting,
characters, and reviews should be evaluated.

- 2) ORDERING
- Before ordering the materials for acquisition, pre-order search is conducted to avoid
duplicity.
- After the process of pre-order search is completed, a purchase order is generated
and sent to the approved vendor/ supplier of the library.

- 3) RECEIVING
- Order supplied by vendor with bill or invoices.

- 4) ACCESSION
- Every lib maintains its stock register for details of acquired materials. This is called
accession register. It has fourteen columns for recording the bibliographical details.

● Modes of Acquisition
1. Purchase of selected material.
2. Gift from non commercial institution, author.
3. Exchange from other institution.
4. Online acquisition from vendor’s portal.
5. Consortia based acquisition, the libraries come together, form a group and
acquire e-sources collectively to save funds.

● Cataloguing Section
1. the process of creating catalogue of the library holdings on the basis of
catalogue rules or code adopted by a particular library.
2. In India, Anglo American Cataloguing Rules (AACR) and Classified
Cataloguing Code (CCC) are practised.
- Functions of Cataloguing Section:
1. Preparing Catalogue: cataloguer prepares different cards for books or any
other material acquired by the library.
2. Labelling and Pasting: The cataloguing department prepares books or any
materials for service. Different types of labels as authority stamp, spine label,
due date slip, book pocket, etc. are prepared and pasted.
3. Cards Checking by Chief Cataloguer: The quality of catalogue is very
important. Hence, the checking of entries and labels pasted on the books is
carried out by the chief cataloguer. If needed, corrections are done before
releasing the catalogue cards for filing.
4. Filing Catalogue Cards: The cataloguing department files the catalogue
cards as per the filing code adopted by the library.
5. Preparation of Addition List: cataloguing department prepares the list of
new additions to the library holdings for informing the users of the library
within a stipulated period.
 ● Circulation Section
- It allows the users to issue library books and satisfy their reading quest.
- the library has the mechanism to lend books and other library resources to its
member for a certain period of time.
- This process is known as circulation.
- It promotes maximum and productive use of the library material.

- Functions of circular section:

1. Registration of Members - the members are required to provide their personal and
professional details to the circulation section for the maintenance of the registration
records. The registration details help the librarian to contact members.
2. Lending of Resources - is the main function of the circulation section. When a
member returns a book, the librarian should match the call number and the
accession number on the book and the book cards. The book card of the retuned
book should be inserted into the book pocket of the same book. The member is then
given back his/her library card. This process is known as the discharging system.
3. Charging of Overdue Fine - , a charge is levied (on per day basis) and collected from
the member. The money is deposited in the accounts department periodically, say
weekly, fortnightly, or so on.
4. Maintenance of Records - show the utilization of the library resources and also
disclose the subject areas which are most utilized by the members. help the library to
build its collection and make other plans for future growth.

- Functions of periodical section

1. Selection of Periodicals
2. Acquisition of Periodicals
3. Display of Periodicals
4. Shelving of Periodicals
5. Administration of Periodicals

● Binding Section
- Libraries have two major objectives, firstly, to satisfy the information needs of
the users, and secondly, to preserve the intellectual heritage of the society for
posterity.
- Some of the reasons of having good and attractive bindings are as follows:
- (i) To reduce the risk of mishandling
- (ii) To guard against wear and tear
- (iii) To avoid shabbiness
- (iv) To create new-cover to appeal and attract readers
- (v) To preserve perishable and frail materials
- (vi) To ensure entire satisfaction of users

● Maintenance Section
- responsible for shelving, re-shelving, maintaining orderly arrangement of the
collection and taking care of all types of library material and associated
equipment.
- This section performs the following functions:
1. Shelving and Display of the library material
 2. Maintenance of the collection
3. Preservation of the library collection

MODULE 3 - Unit 1 Traditional Library and Information Services

● Information Services: Need and Role

- Service is a raw material and product is a processed product.
- Service becomes resource when it is relevant to users.
- Development of system or mechanism to acquire basic services, providing
uninterrupted services is the basic function of info centre.
- Marketing its products to potential users.

● Reference and Information Services

- Concerned with direct personal assistance to users seeking information.
- Information services are provided in anticipation of various needs of the users
of libraries.
- SDI - Selective Dissemination of Information

● Users' Approach to Information

- Everyday Approach: This approach satisfies the daily information needs of
the users.
- Comprehensive or Exhaustive Approach: The purpose may be to identify a
research area of a given subject by the users.
- Current approach: to know about latest advancement in the field of interest.

● Types of Information Services

- Responsive services or services(passive info services) on demand is the
response to the request from library users.
- Anticipatory services(active info services) are provided in anticipation of the
needs of the library users.

● Responsive Information services

1. Reference Services
- formulated in 1876 by Samuel Swett Green
- The purpose of reference service is to facilitate access to information.
- (IMP.)According to Dr. S. R. Ranganathan, “reference service is the
establishing of contact between reader and book by personal service”.
a) Basic services:
- Provision of general information
- Provision of specific information
 - Assistance in the use of library catalogue
- Assistance in the consultation of reference books, etc.
b) Services performed on regular basis:
- Readers' advisory service
- Reservation of documents
- Compilation of Bibliographies
- Library Tour
- Maintenance of clippings and vertical files

c) Services performed sometimes:

- Display of current periodicals
- Maintenance of special files
- Reproduction of documents
- Translation service

2. Referral Service
- service which, if unable to provide the information required, refers the enquirer
to another potential source or service

3. Literature Search Services

- extension of reference service.
- understanding the nature, scope, depth and exact area of enquiry of the user by a
user interview.
- Assessment of indicators
- followed by the formulation of a search strategy for searching different information
sources.
- Traditionally, books, journals, theses, etc. and in modern parlance online databases,
CD-ROM databases and web sites are considered as the most important sources for
literature search service.

● Anticipatory information Services

1. Current Awareness Services (CAS)
- knowledge regarding recent developments in a subject area of special
interest to an individual.
- includes the reviewing of newly available resources relevant to the
user community
- The CAS enables the researchers to keep them up-to date and well
informed.
- It has two categories : (i) CAS directed towards individuals or group of
users (ii) CAS directed towards all users of the services
- The systematic ways to deliver a CAS are: (i) reviewing or scanning of
documents regularly (ii) selecting information and recording individual
documents, and (iii) sending notification to the users about items of
information of their interest.
2. Selective Dissemination of Information (SDI)
- originally given by Hans Peter Luhn in 1958
 - method of supplying each user or a group of users with references of
documents relating to their pre-defined areas of interest selected from
documents received during the period in question.

● Value-added Information Services

- Making choice easier by labelling information and reducing noise
- Classifying a situation by providing a new structure to information
- Increasing the possibilities of better decisions by providing better quality and
more precise information
- can be organised into the following groups:
1. Selection and packaging
2. Subject analysis
3. Information analysis
4. Information for innovation
5. Information rich environment

MODULE 3 - Unit 2 Modern Library and Information Services

● Impact of ICTs on Library and Information Science

- Acc to UNESCO, ICT is the hardware and software that enable society to
create, consolidate and communicate information in multimedia formats and
for various purposes
- Impact can be felt by two basic fields:
1. Management of information resources such as acquisition,
cataloguing, etc.
2. Delivery of library and information services
- Application of ICTs in libraries is beneficial because it:
1. Facilitates effective control in libraries through Integrated Library
Management System (ILM's)
2. Provides speedy and easy access to information in digital formats to users.
3. Enables remote and flexible access to customized information to users as per
their individual needs.
4. Facilitates access to unlimited source of info

● Components of ICTs in Libraries

i. Computer Technology
ii. Communication Technology
iii. Reprographic, micrographic and printing technologies

● Impact of ICTs on Traditional Library Services

- Integrated library mgt. system (ILM’s) to facilitate technical facilities of a lib.
- OPAC (Online Public Access Catalogue) is the online database of lib
resources searched by user to locate resources in lib.
- Acc to ALA - Reference service as virtual service initiated electronically often
in real time while where patrons employ computers or other Internet
 technologies to communicate with reference staff, without being physically
present.
- Current Awareness Service (CAS)
- Selective Dissemination of Information (SDI)
- Bibliographic Service
- Audio Visual Services

● Modern Library and Information Services

can be listed under three categories:
i. Web-based library and information services
- Services provided using internet as a medium and website as a gateway
using ILM’s.
1. Lib. web portal - is a website that offers range of info services
2. Web OPAC and Next Generation Cataloges - is the singleton of entry
for all lib information
3. Bulletin board services - a public area where users can post
messages without sending them to anyone's personal e-mail
address.Listserves are topic or subject oriented online forums, where
messages are communicated through e-mail
4. Subject Gateways - are house to high quality evaluated web
resources selected by experts.
5. Web based Current Awareness Service
6. Online Question and Answer Service

● Services to accessweb resources

Advantages over traditional resources:
- Can be interlinked and hence get comprehensive info
- anytime/anywhere access
- Save time of the users
- e-book is other downloadable media. E-book is a book that is read on comp or other
electronic device. It is a book converted to digital format for displaying on a computer screen.
- Online database is the organised collection of info.
-Other web based resources:
1. Electronic thesis and dissertations (ETDs)
2. Open educational resources(OER) and other course materials. OERs are
educational resources in public domain with an open license anyone can legally and
freely copy, use, share and adapt them due to open nature.

● Services to access local/internal digital resources

1. Institutional Repositories - an electronic archive of the scientific and scholarly output

of an institution, particularly an institution, which has been stored in a searchable
digital format and which can be retrieved for later use.
2. Online Exhibitions - web based service provided by libraries, museums and archives
where an exhibition of digital artefacts (photographs, documents, etc. normally
owned by the institution) is conducted online.
3. Web Archiving Service - Jinfang Niu (2012) describes web archiving as 'the process
of gathering up data that has been recorded on the World Wide Web, storing it,
 ensuring the data is preserved in an archive, and making the collected data available
for future research

● Emerging Trends in Library and Information Services

1. Mobile Applications for Libraries - include i) mobile interface to lib website and
catalogue ii)mobile reference service iii) downloadable ebook and audiobook
2. Application of Cloud Computing in Libraries - to i)develop cloud based digital lib ii)
share searchable lib data iii)host websites iv) search scholarly content

● Roles, Skills and Competencies of Library Professionals

- Providing leadership and expertise in the design, development and

management of knowledge based information systems.
- Developing policies for ensuring total or selective access to information
sources and services.
- Facilitating access to digital information systems
- Collaborating with users, librarians, IT people and the outside society
- Promoting and marketing the library information resources and services.
- Developing the library website/web interface and managing its content
Key skills and competencies:
- Personal skills - appropriate values and personal traits. Creative ability to deal with
no of users.
- Generic skills - include general skills like info literacy, ethics and social responsibilty,
etc.
- Professional skills - relates to professional’s knowledge of info resources, access,
and the ability to use this knowledge as a basis for providing the highest quality
information services.
- DRM - Digital Rights Management

MODULE 4 - Unit 1 - Application of Computer in Library

● Library automation is the general term for ICT applications in the library, which has
replaced manual systems in libraries. It ensures effective effective management and
utilization of the library resources.

● Library Housekeeping Operations

- Library automation has many advantages, such as:
1. It improves the quality, speed and effectiveness of services
2. Makes it accessible to remote users
3. Enables resource sharing among other library networks (Union
Catalogues)
4. Enables rapid communication with other libraries
5. Improves the management of physical and financial resources.
 - Housekeeping operations - library of any organization deals with documents to
provide information support to its users through various services. Being a service
institution, it performs a number of tasks every day. Such essential routine tasks,
which are of repetitive nature are called housekeeping operations.
- They include, acquisition, cataloguing, circulation, and serials control.

Manual Library Housekeeping Operations

● The library services, provided to the users without using computers as an
intermediary, are known as manual library services. It involves repetition of work in
different activities.
1. Acquisition
- In this process, members' requirements are understood through
various methods.
- After identifying users' requirements, the library staff prepares a
standard list of books along with the bibliographic description.
- The list is presented before the library committee for approval.
- As soon as the committee approves the final list of books, the library
staff prepares a purchase order.
- Once, the books are received from the supplier, the staff cross checks
the books and compares it with the purchase order.
- The books are, then forwarded for accessioning, while the
corresponding bill is forwarded for final payment.

2. Cataloguing
- Each book undergoes technical processing
- In the process of cataloguing, catalogue cards are prepared based on
a cataloguing standard,like AACR-2 or CCC.
- It is used for preparing a specific card for each book.
- The process of preparing cards for the recently purchased books is
done, the books are ready to be placed in the stacks.

3. Circulation Control
- In this process, documents are provided on loan to the library users.
- In this service, a user is allowed to borrow library documents for a
specific period of time.
- It is controlled on the basis of a library’s circulation policy.
- This polic specifies which type of user is entitled to get a specific type
of document and for how many days.
- If a user does not return books within the due date, it is the duty of the
library staff to remind him/her so that the specific book(s) may be
provided to other users.

Problems in Manual Library Housekeeping Operations

● The library staff faces the following problems:

1. It is quite difficult to issue separate reminders for each defaulter.
 2. If the count of current titles of the periodical section is large, it becomes
difficult to memorize various aspects like due date of delivery, sending
subscription and sending reminders.
3. It is also difficult to maintaining cataloguing support regularly.
4. Additional library support requires adequate staff members, which leads to
further financial liability in manual process of housekeeping operations.

Automation of Library Services

● Lib automation refers to the phenomenon of mechanization of traditional library

activities, such as Acquisition, Cataloguing, Circulation, Serial Control, etc.
● main objective of library automation is to improve the level of service and quality of
output.
● It fulfills needs that cannot be achieved by manual system like (i) resource sharing (ii)
information that appears only in electronic format
● Automation library services is beneficial because it:
- increases the operational efficiency
- improves the quality of library services
- facilitates wider access to information for users
- enables easy communication with other libraries and professionals.

1. Acquisition
● It acquires reading materials (books, maps, charts, etc).
● Manual acquisition system requires the maintenance of vast amount of data,
innumerable files, records, etc., which involve repetitive tasks.
● The following are the main tasks in the acquisition section:
1. Selection of documents
2. Ordering of documents
3. Create purchase orders
4. Extended procurements
5. Expenditure out of allocated funds
6. Tracking up-to-date expenditures

2. Cataloguing
● They are the windows to the library collection and their automation has far reaching
effect on the quality of services.
● In manual environment, much valuable time of professional staff is invested in the
preparation of catalogue cards for each book.
● Checking for duplicate entries is another tedious and time consuming process.
● Computerized catalogue can generate list of recent arrivals, print catalogue cards
and prepare bibliographies.

3. OPAC
● It is a computerized catalogue available to public for searching online.
● It is an interactive search module of an automated Integrated Library Management
System(ILMS).
● It is very dynamic, highly flexible, easy and capable to meet almost every possible
approach of the user.
 4. Circulation
● It involves direct interaction between users and staff, and therefore requires
efficient and speedy service.
● The main functions in this section are:
1. Issue of docs
2. Return of docs
3. Renewal of docs
4. Hold of docs
5. Message notices to users
6. Inventory control

5. Serials Control
● Serials mean publications issued at regular intervals and intended to be
continued indefinitely.
● They include journals, newspapers, annual reports, monographic series, etc.
● It deals with a large no. of publications and expenditure.
● Main tasks performed in the serials control section are:
1. Subscription to journals
2. Subscription to e-journals & database
3. Renewals of e-journals & database
4. Monographic serials
5. Invoice processing
● The automated serial control system assists in making the system efficient as:
- It reminds regarding the due date of the periodical receiving
- It reminds the due date for the next issue
- It reminds about sending periodical subscription in advance

6. Reporting
● Library automation software has to be managed in such a way
that users get maximum benefit.
● The reporting features of library automation software includes
the following:
- Various reports and statistics related to lib activities
- Tools for the analysis of statistical information
- Lists of user, publishers, and suppliers
- Stock verification and develops stock verification report,
etc.
● ILMS is a library automation system in which data is entered in one module to avoid
data redundancy.
● Some of the significant lib automation software are Software for University
Libraries (SOUL), and KOHA.

Library Auomation Software: SOUL (Commercial)

● SOUL is an ILMS.
● It is developed by the University Grants Commission’s INFLIBNET Centre located at
Ahmedabad.
● primarily developed for fulfilling the requirements of college and university libraries
but now can be sued by all types of academic lib.
● first version, SOUL 1.0 was released in 2000 and latest version SOUL 2.0 was
released in 2008.
● Main features of SOUL 2.0 are: (IMP)
- provides multilingual support for Indian and other foreign languages based on
UNICODE.
- Compliant with MARC-21, AACR-II, MARC-XML, and other international
standards.
- Based on client-server architecture.
- supports multi-platform for bibliographic databases like My SQL,etc.
- Users can develop reports of their choice and format
- Provides in-built facility for sending reports through e-mails.
- presents a user-friendly OPAC with simple and advanced search.
- Provided at an affordable cost.
● Installation: (not imp)
- The basic technological requirements for using SOUL are as follows:
- Computer processor: Pentium IV or higher version
- Minimum processing speed: 1.6 GHz
- Minimum RAM: 512 MB (Although recommendation is 1 GB)
- Hard disk space required: Minimum 400 MB
- Windows based operating systems like XP or Vista or 2003 or 2008 server

● Administration: (not imp)

- Facilitates inputs from various types of SOUL users and provides support to
enjoy their duties and rights.
- Divided into three major sections: User management, System parameters and
Masters.
- It includes the following features:
1. Grouping of users based on the policy
2. Transaction level security to users
3. Transactional rights over the systems
4. Common master databases being used in modules
- Major functions:
1. Suggestions management
2. Reports
3. Order processing, cancellation and reminders
4. Budgetary control

● Cataloguing Module
The features of the catalogue module are:
1. allows cataloguers to create their own templates for data entry
2. allows user-generated customized reports
3. Multi-lingual database
4. Supports full MARC-21 bibliographic format

● Serials Control Module

functions built into it:
 1. Suggestions
2. Master databases
3. Subscriptions
4. Article indexing of journal
5. Track of the history changes of the journals

Open Source Library Automation Software

● Open source: Meaning - Open source software is a software, available with its
source code and license. Its copyright holder is provided the right to study, and
distribute the software to anybody for any type of purpose.
● Open Source Software for Libraries - The most popular open source library
automation software are: Koha, Evergreen, OPALS (Open Source Automated Library
System), NextGenLib,etc.
● Merits of Open Source software -
1. normally available free of cost.
2. One can download it with its source code for any type of library usage.
3. One is allowed to modify its source code for satisfying his/her requirements.

● Demerits of Open Source software -

1. Majority of open source software are not reliable.
2. There is no dedicated support from the side of developer.
3. Not sure that the developers will essentially provide its updates
4. Less secured system

Library Automation Software: KOHA (Open Source)

● Created in 1999
● developed in 2000 by Katipo Communications for the Horowhenua Library Trust in
New Zealand
● includes all the main features related to library management, like:
(i) easy interface for librarians and users
(ii)Web 2.0 compliant
(iii)Union catalogue facility
(iv)customizable search
(v)budgets and pricing info

● KOHA is a comprehensive system that has the capacity to run a library

intelligently, whether it is large or small, and supports copy cataloguing.
● It also has the capacity to manage digital lib, online and offline e-resources.

MODULE 4 - Unit 2 - Web Based Search

● Web resource or internet resources can be divided in the following category:

❖ Website
❖ Bibliographic online databases
 ❖ Full text online databases
❖ E-books
❖ Multimedia databases
❖ Electronic theses and dissertation

1.Website

● important sources of information

● sites can be browse through different search engines.
● have to be very careful from where we are getting the information as every website is
not authentic
● Most commonly used info sources - govt owned websites
● Eg:- http://www.india.gov.in(official portal of govt of india)

2.Bibliographic Online Databases

● important role in accessing union catalogue of library, reference, facts finding etc
● concerned only with the bibliographic reference of sources
● most commonly used bibliographic online databases in India is DELNET

3.Full text online databases

● comprised of several books, articles, journals, magazines, newspapers and other

textual documents
● does not include graphical docs such as diagrams or pics
● Each referenced doc can be viewed, printed or downloaded online

- E-Database: organized collection of information, of a particular subject. The

information of an e-database can be searched and retrieved electronically.
- Features of e-database:
1. Can be accessed, searched and retrieved through e-devices
2. can have full text as well as bibliographic e-databases for facilitating
information access.
3. Full text databases - contain whole content of article
4. Bibliographic databases - contain only citation info of an article
5. Famous e-databases are - Indian Citation Index, web of science,etc

4.e-books

● an electronic version of a printed book which can be read on a computer

● E-book databases- huge collection of digital books,
● Eg:- EBSCO eBook collection, cambridge e-books,etc
● Features are:
- Kindle, ipad, Sony, Kobo are some of the reading devices for reading
e-books.
- Convenience and mobility is ensured as we can carry the entire library in our
pocket.
- Saves time
 - Can be downloaded for free or at reduced cost

5.Multimedia Databases

● to be used when it is required to administrate a huge amounts of multimedia data

objects of different types of data media ( video tapes, audio records, etc)
● objects of Multimedia Data are: text, images. Graphics, sound recordings, video
recordings, signals, etc
● All these are digitalized and stored
● Eg:_ national geographic databases, discovery channel multimedia databases, etc.

6.Electronic Theses and Dissertation (ETDs)

● Theses and dissertations are an important part of information resources in library

● Digital libraries of ETDs offer an alternative of output valuable academic research in
University and higher education institute.

Basic Search Features in Databases

1. Boolean Operators
2. Phrase Searching and Match Exact Word/Phrases
3. Field specific search and limit field search
4. Truncation and wild card
5. Proximity search
6. Range searching(most useful with numerical info)
7. Keyword searching
8. Word stemming