need, steps and challenges of library automation

NEED, STEPS AND CHALLENGES OF LIBRARY AUTOMATIONNEED, STEPS AND CHALLENGES OF LIBRARY AUTOMATION

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PARDEEP RATTANLIBRARIAN

GOVERNMENT COLLEGE, SAHIBZADA AJIT SINGH NAGAR (MOHALI)[email protected]

LAWS OF LIBRARY SCIENCELAWS OF LIBRARY SCIENCE

Dr. S. R. Ranganathan, considered by librarians all over India to bethe father of library science, proposed five laws of library science.

Books are for use. Every reader has his or her book. Every book has its reader. Save the time of the reader. The library is a growing organism.

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Dr. S. R. Ranganathan, considered by librarians all over India to bethe father of library science, proposed five laws of library science.

Books are for use. Every reader has his or her book. Every book has its reader. Save the time of the reader. The library is a growing organism.

AUTOMATION V/S COMPUTERISATION

AUTOMATION COMPUTERISATION

The technique, method, orsystem of operating orcontrolling a process byhighly automatic means,as by electronic devices,reducing…………human intervention toa minimum. Act or process

of automating.

To control, perform,process, or store (a system,operation, or information)by means of or in anelectronic computer orcomputers.

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The technique, method, orsystem of operating orcontrolling a process byhighly automatic means,as by electronic devices,reducing…………human intervention toa minimum. Act or process

of automating.

To control, perform,process, or store (a system,operation, or information)by means of or in anelectronic computer orcomputers.

LIBRARY AUTOMATIONLIBRARY AUTOMATION

Library automation refers to the use of computer andother ICT tools that replaces manual systems in a libraryto automate the typical procedures of libraries suchas acquisition, cataloguing and circulation.

Automation is a process of using the machinery foreasily working and saving the human power and time.

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Library automation refers to the use of computer andother ICT tools that replaces manual systems in a libraryto automate the typical procedures of libraries suchas acquisition, cataloguing and circulation.

Automation is a process of using the machinery foreasily working and saving the human power and time.

OBJECTIVES OF LIBRARY AUTOMATIONOBJECTIVES OF LIBRARY AUTOMATION

1. To maintain bibliographical records of all the materials, in acomputerized form.

2 .To provide bibliographical details through a single enumerativeaccess point of holdings of a library.

3 .To reduce the repetition in the technical processes ofhousekeeping operations.

4 .To provide access to information at a faster rate.

5. To share the resources through library networking.

6 .To implement new IT processes to provide high qualityinformation.

(http://shodhganga.inflibnet.ac.in/bitstream/10603/5661/9/09_chapter%204.pdf)5

1. To maintain bibliographical records of all the materials, in acomputerized form.

2 .To provide bibliographical details through a single enumerativeaccess point of holdings of a library.

3 .To reduce the repetition in the technical processes ofhousekeeping operations.

4 .To provide access to information at a faster rate.

5. To share the resources through library networking.

6 .To implement new IT processes to provide high qualityinformation.

(http://shodhganga.inflibnet.ac.in/bitstream/10603/5661/9/09_chapter%204.pdf)

PURPOSE OF LIBRARY AUTOMATIONPURPOSE OF LIBRARY AUTOMATION

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TO ALLOW THE LIBRARIAN AND LIBRARY STAFF TOCONTRIBUTE MORE MEANINGFULLY TOORGANISE, MARKET, DISSEMINATE (SPREAD)

INFORMATION AND KNOWLEDGE FROM LOCALPLATFORMS TO GLOBAL PLATFORMS USINGNETWORKING AND WEB

TO ALLOW THE LIBRARIAN AND LIBRARY STAFF TOCONTRIBUTE MORE MEANINGFULLY TOORGANISE, MARKET, DISSEMINATE (SPREAD)

INFORMATION AND KNOWLEDGE FROM LOCALPLATFORMS TO GLOBAL PLATFORMS USINGNETWORKING AND WEB

NEED OF LIBRARY AUTOMATIONNEED OF LIBRARY AUTOMATION

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Information explosion (Pollution). Availability of information in various formats (Print, non-

print, graphical, audio-visual etc.) Different approaches and needs of user Limitation of library (time, space & human power) Duplication in house keeping operation To well management and retrieval of information To search national and international database Impact of communication technology Increasing numbers of users

Information explosion (Pollution). Availability of information in various formats (Print, non-

print, graphical, audio-visual etc.) Different approaches and needs of user Limitation of library (time, space & human power) Duplication in house keeping operation To well management and retrieval of information To search national and international database Impact of communication technology Increasing numbers of users

NEED OF LIBRARY AUTOMATION..contd.NEED OF LIBRARY AUTOMATION..contd.

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To Obtain increased operational efficiencies To improve the quality, speed and effectiveness of

services To improve access the resources on other networks and

systems, including the Web To improve the management of their physical and

financial resources To facilitate wider dissemination of their information

products and services Enable their participation in resource-sharing library

networks Objectives of Library( http://www.clib.dauniv.ac.in/E-Lecture/Library%20Automation.pdf)

To Obtain increased operational efficiencies To improve the quality, speed and effectiveness of

services To improve access the resources on other networks and

systems, including the Web To improve the management of their physical and

financial resources To facilitate wider dissemination of their information

products and services Enable their participation in resource-sharing library

networks Objectives of Library( http://www.clib.dauniv.ac.in/E-Lecture/Library%20Automation.pdf)

Acquisition

Cataloguing

Public access – OPAC/ WEB OPAC

Circulation – records

Reference

Serials management

Indexing & abstracting

Stock management

Records/reports: circulation, vendors, sources, funds, walk ins, inventory etc.

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Acquisition

Cataloguing

Public access – OPAC/ WEB OPAC

Circulation – records

Reference

Serials management

Indexing & abstracting

Stock management

Records/reports: circulation, vendors, sources, funds, walk ins, inventory etc.

AUTOMATED LIBRARY

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A MODEL AUTOMATED LIBRARY

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ADVANTAGES OF LIBRARY AUTOMATIONADVANTAGES OF LIBRARY AUTOMATION12

Easy & Efficient Management Proper & Updated Information to the Patrons Keep a check on the obsolete and less useful resource Motivate Patrons Increase usage of the available resource Source the right resource Right Information at the Right Place and at the Right

Time(http://www.librarysoftware.in/adv-library-automation.html)

Easy & Efficient Management Proper & Updated Information to the Patrons Keep a check on the obsolete and less useful resource Motivate Patrons Increase usage of the available resource Source the right resource Right Information at the Right Place and at the Right

Time(http://www.librarysoftware.in/adv-library-automation.html)

ADVANTAGES OF LIBRARY AUTOMATIONADVANTAGES OF LIBRARY AUTOMATION

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Improved Customer Service take some of the workload off oflibrarians and other staff members in the areas of acquisitions, cataloguing andcirculation, which in turn allows them to better serve their patrons.

Cataloguing Improvements Automated cataloguing standards, such asMARC (Machine Readable Cataloguing), allow for quicker cataloguing of library items.

Easier Access make it easier to find books, buy it also makes it easier to accessjournals and some books online from a home computer or elsewhere

Collections improvement in the variety, amount and quality of materials that areavailable in the library’s collection. It can also help make weeding out old, outdated andirrelevant books and materials from the collection, which helps keep the library’s collectionmore streamlined and easier to find the right item.

Lasting Effects shift to a technology-based society, in terms of informationdissemination. Alow libraries to add on features when they become available in thefuture.

Improved Customer Service take some of the workload off oflibrarians and other staff members in the areas of acquisitions, cataloguing andcirculation, which in turn allows them to better serve their patrons.

Cataloguing Improvements Automated cataloguing standards, such asMARC (Machine Readable Cataloguing), allow for quicker cataloguing of library items.

Easier Access make it easier to find books, buy it also makes it easier to accessjournals and some books online from a home computer or elsewhere

Collections improvement in the variety, amount and quality of materials that areavailable in the library’s collection. It can also help make weeding out old, outdated andirrelevant books and materials from the collection, which helps keep the library’s collectionmore streamlined and easier to find the right item.

Lasting Effects shift to a technology-based society, in terms of informationdissemination. Alow libraries to add on features when they become available in thefuture.

USERS’ EXPECTATIONS FROM AUTOMATION !

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Providing seamless integration between systemgateway and OPAC modules;

Providing access for external users on the Internetto the library's OPAC;

Monitoring the usage of remote databases thathave been accessed through the gateway; and,

Accessing the Internet using a variety of graphicalinterfaces.

(http://web.simmons.edu/~chen/nit/NIT'96/96-065-Cohn.html)

Providing seamless integration between systemgateway and OPAC modules;

Providing access for external users on the Internetto the library's OPAC;

Monitoring the usage of remote databases thathave been accessed through the gateway; and,

Accessing the Internet using a variety of graphicalinterfaces.

(http://web.simmons.edu/~chen/nit/NIT'96/96-065-Cohn.html)

STEP BY STEP AUTOMATIONSTEP BY STEP AUTOMATION

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1.DEVELOPING A LIBRARY PROFILE Number of titles and volumes in the collection, current and

projected; Number of borrowers, current and projected; Number of materials circulated, current and projected; Number of new materials acquired, current and projected; Interlibrary loans, lent to and borrowed from other

libraries; Description of any cooperative arrangements involving the

library; and, Library address and hours of operation.

1.DEVELOPING A LIBRARY PROFILE Number of titles and volumes in the collection, current and

projected; Number of borrowers, current and projected; Number of materials circulated, current and projected; Number of new materials acquired, current and projected; Interlibrary loans, lent to and borrowed from other

libraries; Description of any cooperative arrangements involving the

library; and, Library address and hours of operation.

STEP BY STEP AUTOMATION..contd.STEP BY STEP AUTOMATION..contd.

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2. DEVELOPING A STRATEGIC PLAN

SWOT Factors Libraries' future in developing and sustaining

automation. "How do you see the library providing user-friendly,

cost-effective automated services in five years?“ Automation development consisting of a statement

of purpose, goals and objectives for the library.

2. DEVELOPING A STRATEGIC PLAN

SWOT Factors Libraries' future in developing and sustaining

automation. "How do you see the library providing user-friendly,

cost-effective automated services in five years?“ Automation development consisting of a statement

of purpose, goals and objectives for the library.

STEP BY STEP AUTOMATION...contd.STEP BY STEP AUTOMATION...contd.17

3. SETTING SERVICE PRIORITIES

Which library functions should be automated and inwhat order of priority.

For example, processes that are repetitive, occupylarge amounts of staff time, require retrievinginformation from large, unwieldy files, or are high-profile functions of the library (such as the publiccatalogue) are prime candidates for automation.

3. SETTING SERVICE PRIORITIES

Which library functions should be automated and inwhat order of priority.

For example, processes that are repetitive, occupylarge amounts of staff time, require retrievinginformation from large, unwieldy files, or are high-profile functions of the library (such as the publiccatalogue) are prime candidates for automation.

STEP BY STEP AUTOMATION...contd.STEP BY STEP AUTOMATION...contd.

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4. COST FACTORS PLANNING AND CONSULTING COSTS include direct, out-of-

pocket costs (e.g., hiring a consultant) and indirect costs (e.g.,training staff) associated with getting started.

PURCHASE OF THE SYSTEM includes the cost of acquiring theinitial system hardware and software, as well as the cost ofpreparing a site for the computer system.

TELECOMMUNICATIONS costs are those fees paid totelecommunications companies or agencies for connectingremote terminals or workstations to a central computersystem.

CONVERSION costs are those associated with the creationof machine-readable bibliographic and, for circulationsystems, patron, records.

4. COST FACTORS PLANNING AND CONSULTING COSTS include direct, out-of-

pocket costs (e.g., hiring a consultant) and indirect costs (e.g.,training staff) associated with getting started.

PURCHASE OF THE SYSTEM includes the cost of acquiring theinitial system hardware and software, as well as the cost ofpreparing a site for the computer system.

TELECOMMUNICATIONS costs are those fees paid totelecommunications companies or agencies for connectingremote terminals or workstations to a central computersystem.

CONVERSION costs are those associated with the creationof machine-readable bibliographic and, for circulationsystems, patron, records.


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4. COST FACTORS ON-GOING OPERATING- maintenance fees- utility costs- bar code labels- miscellaneous supply costs- telecommunications costs- salaries and benefits (if extra staff are hired) ADDITIONS TO THE EXISTING SYSTEM may be required to

maintain performance specifications, to accommodatenew users, or to allow for additional automatedfunctions.

4. COST FACTORS ON-GOING OPERATING- maintenance fees- utility costs- bar code labels- miscellaneous supply costs- telecommunications costs- salaries and benefits (if extra staff are hired) ADDITIONS TO THE EXISTING SYSTEM may be required to

maintain performance specifications, to accommodatenew users, or to allow for additional automatedfunctions.


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5. SYSTEM & TECHNICAL SPECIFICATIONS

Functional Specifications what an automated system to dofor you, including things that your current manualsystem cannot do.

Technical specifications include standards that must beadhered to, system performance, operation, andmaintenance, as well as infrastructure requirements,such as stable sources of electricity andtelecommunications, and sufficient bandwidth.

5. SYSTEM & TECHNICAL SPECIFICATIONS

Functional Specifications what an automated system to dofor you, including things that your current manualsystem cannot do.

Technical specifications include standards that must beadhered to, system performance, operation, andmaintenance, as well as infrastructure requirements,such as stable sources of electricity andtelecommunications, and sufficient bandwidth.


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6. REQUEST FOR PROPOSAL DOCUMENT (RFP) background information on the library; a description of how the proposals should be arranged and submitted; instructions on receiving vendor business and financial information; criteria the library will use to evaluate vendor proposals; questions regarding vendor training and documentation; your functional and technical specifications;

Vendors should be asked to describe: how they will create bibliographic, item and borrower databases; their system maintenance programs and services; their site preparation requirements; their delivery and installation methodologies; their system performance guarantees; and their pricing and cost strategies, in detail.

6. REQUEST FOR PROPOSAL DOCUMENT (RFP) background information on the library; a description of how the proposals should be arranged and submitted; instructions on receiving vendor business and financial information; criteria the library will use to evaluate vendor proposals; questions regarding vendor training and documentation; your functional and technical specifications;

Vendors should be asked to describe: how they will create bibliographic, item and borrower databases; their system maintenance programs and services; their site preparation requirements; their delivery and installation methodologies; their system performance guarantees; and their pricing and cost strategies, in detail.


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7. TESTING THE SYSTEM AND MAKING THE CONTRACT

8. TRAININGFocus not only on the hardware and software aspects of planning,

BUT ALSO ON the human aspects of automation-- trainingwhich must be done long before the process of automationstarts.

9. PUBLIC RELATIONS make users aware of your new system and services; motivate them to use the system; and, train them in using the new system and services effectively.

7. TESTING THE SYSTEM AND MAKING THE CONTRACT

8. TRAININGFocus not only on the hardware and software aspects of planning,

BUT ALSO ON the human aspects of automation-- trainingwhich must be done long before the process of automationstarts.

9. PUBLIC RELATIONS make users aware of your new system and services; motivate them to use the system; and, train them in using the new system and services effectively.


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10. UPGRADATION

Some significant up-gradation (installation of additionalhardware and/or software providing for increasedcapability or capacity) or replacement is necessary.Automation Plans must be regularly revisited and updatedas the environment and needs change. In general, alibrary should conduct a major re-examination of itsplan every five years, and should review its plan on anannual basis.

10. UPGRADATION

Some significant up-gradation (installation of additionalhardware and/or software providing for increasedcapability or capacity) or replacement is necessary.Automation Plans must be regularly revisited and updatedas the environment and needs change. In general, alibrary should conduct a major re-examination of itsplan every five years, and should review its plan on anannual basis.

CHALLENGES TO LIBRARY AUTOMATIONCHALLENGES TO LIBRARY AUTOMATION

Librarians’ insufficiency in technical knowhow and systems concept:unable to illustrate or quantify the needs in order to have a mostappropriate LMS.

Trained Human Resources

Discouragement from Higher Authorities

Lack of willingness & fear of replacement by machines.

The technique to find out information seekers need & behaviour to get tothe required information or document so as TO IMPLEMENT USERFRIENDLY PROGRAM.

Issue of Standards: Local needs, languages, International standards.

Funds

Maintenance and security problems and a never ending process

Librarians’ insufficiency in technical knowhow and systems concept:unable to illustrate or quantify the needs in order to have a mostappropriate LMS.

Trained Human Resources

Discouragement from Higher Authorities

Lack of willingness & fear of replacement by machines.

The technique to find out information seekers need & behaviour to get tothe required information or document so as TO IMPLEMENT USERFRIENDLY PROGRAM.

Issue of Standards: Local needs, languages, International standards.

Funds

Maintenance and security problems and a never ending process24

LIBRARY AUTOMATION SOFTWARELIBRARY AUTOMATION SOFTWARE

IN-HOUSE DESIGN: expertise, needbased, funds, time, up-dation.

COMMERCIAL: LIBSYS7, SLIM 21, LIBRARIAN,LibGuru …many more.

FREE SOFTWARE : e Granthalaya;KOHA; New Gen Lib, etc.

IN-HOUSE DESIGN: expertise, needbased, funds, time, up-dation.

COMMERCIAL: LIBSYS7, SLIM 21, LIBRARIAN,LibGuru …many more.

FREE SOFTWARE : e Granthalaya;KOHA; New Gen Lib, etc.

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THANKS..!

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need, steps and challenges of library automation

Education