LIBRARY INFORMATION

MANAGEMENT SYSTEM
LIBRARY
INFORMATION
MANAGEMENT
SYSTEM
2.1 Types of library
management systems
Library is regarded as the brain of any institutes, of course many institute understand the importance
of the library to the growth of the institute and their esteem users which we categorically call the
students. An integrated library system, also known as a library management system (Adamson et
al., 2008) is an enterprise resource planning system for a library, used to track items owned, orders
made, bills paid, and users who have borrowed.

The Library Management System is a Library Management software for monitoring and controlling
the transactions in a library (Ashutosh and Ashish, 2012). Library Management System supports the
general requirement of the library such as the acquisition, cataloguing, circulation and other
sections.

Before the advent of computer in modern age there are different methods of keeping records in the
library. Records were kept in the library on shelves and each shelf were labelled in an alphabetical
or numerical order, in which the categories of books available are arranged on different position on
the shelves and as well are recorded on the library manuscript and when any book is to be
referenced the manuscript is being referred to, to know the position of such required book by the
person that requested for the book. After the invention of computer different researchers have
carried out various approach on an automated library management system in which this project is as
well all about.
The first library management system to be reviewed was the KOHA library management system.
Since the original implementation in 1999, KOHA functionality has been adopted by thousands of
libraries worldwide, each adding features and functions, deepening the capability of the system. With
the 3.0 release in 2005, and the integration of the powerful Zebra indexing engine, KOHA became a
viable, scalable solution for libraries of all kinds. LibLime KOHA is built on this foundation. With its
advanced feature set, LibLime KOHA is the most functionally advanced open source Integrated
Library System in the market today. The major setback of this Library Management System is that it
is a web based and as a result it is not security conscious because hackers could have the database
hacked and access or modify the information of such user (www.koha.org).

Another Library Management System is the Capital’s library software with the following benefits
Increases support available for staff and users in any modern library service, provides efficiency,
innovative system that’s saves library time and improves the user experience.

A library management system usually comprises a relational database, software to interact with that
database, and two graphical user interfaces (one for users, one for staff). Most integrated library
systems, separate software functions into discrete programs called modules, each of them
integrated with a unified interface. Examples of modules might include: acquisitions (ordering,
receiving, and invoicing materials); cataloguing (classifying and indexing materials); circulation
(lending materials to patrons and receiving them back); serials (tracking magazine and newspaper
holdings); the OPAC (public interface for users).

A library management system usually comprises a relational database, software to interact with that
database, and two graphical user interfaces (one for users, one for staff). Most Library Management
System separate software functions into discrete program called modules, each of them integrated
with a unified interface. Prior to computerization, library tasks were performed manually and
independently from one another. Selectors ordered materials with ordering slips, cataloguers
manually catalogued items and indexed them with the card cataloguing system (in which all
bibliographic data was kept on a single index card), and users signed books out manually, indicating
their name on cue cards which were then kept at the circulation desk. Early mechanization came in
1936, when the University of Texas began using a punch card system to manage library circulation.
While the punch card system allowed for more efficient tracking of loans, library services were far
from being integrated, and no other library task was affected by this change (Townley, 2001).

2.2 Fields used in

library management
systems
Neelakadan, Duraisekar, Balasubramani, and Srinivasa, (2010) in their study developed a system
using KOHA Open source software to develop an 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 carry out the charging and discharging functions of
the circulation section more effectively which provide various search options to know the availability
of books in the library to generate the list of books due by a particular member and also the overdue
charges. KOHA is being said to be an integrated software system with all the required models for
small to very large libraries (Neelakandan et al., 2010).

The outcome of the system they developed has: Chemistry library collections that are in single
database, it gives the full control over the library collections and operations, faculty members search
and research scholars can check the required books by OPAC modules, research scholars and
faculty members can check the status of their borrowed books, they can get the complete details
about the books for their further reading and research, data entry of the books can be done through
the downloading of bibliographic details from the library of congress and other catalogues and the
library system developed can share their data with various library and other department in the
libraries.

Koy yeeh keat, (2011) in his research developed a library management system which could be
mainly used by member and staff of the library. The system allows members search for books and
reserve books through website so that they can save their time and cost to travel from one place to
another to use the library as well as know what the book entails in the library. In the system
developed, staffs can also be able to add news and also view reports with several criteria as well as
add, edit and delete news. The system developed was aimed at allowing users to reserve books via
online, to convenient user borrowing books via online, implementing email technologies to the
website, implementing SMS technologies to the system, designing a friendly graphical interface
which would suit the users.

Ashutosh Tripathi, and Ashish Srivastaval, (2012) developed a system which is a library
management software for monitoring, controlling the transactions in a library. In their study they
came up with a Library Management System which was developed in java and mainly focuses on
basic operations in a library like adding new member, new books, and updating new information,
searching books and members and facility to borrow and return books.

The system these two developed was an automated Library Management System in which through
the software user can add members, add books, search members, search books, update
information, edit information, borrow and return books in quick time. The system they

developed has the following advantages; user friendly interface, Fast access to database, less error,
More Storage Capacity, Search facility, Look and Feel Environment.

Sarawut Markchit, (2015) developed a system to identify the problem and obtain necessary
requirements data from the librarians, analyse the obtain data, design and develop the system and
conduct an assessment or survey from the users of library resources service through websites and
mobile systems with web services with regards overall performance of Suratthani Rajabhat
University Central Library.

Sarawut Markchit system was able to acquire material as quickly as possible, maintain a high level
of accuracy in all work procedures, and keep work processes simple, in order to achieve the lowest
possible unit cost and develop close, friendly working relationships with other library units and
vendors. In his methodology he was able to make use qualitative methods using structured
interviews. Information were being gathered by the virtue of this.

The system was developed using some instruments used for the development which were visual
studio .NET (ASP.NET) for web-based application, HTML5 for mobile application, web-service for
data communication with the component and connected to staff system of this University, Microsoft
SQL server for database management and longest matching algorithm for data retrieval.
2.3 Challenges faced
by the library
management system
New tools of information technology have absolutely changed the role & responsibilities of librarians.
A number of studies have been conducted to explore the problems faced by librarians. Given section
reviews the studies conducted at International level in general and particularly in developing
countries to investigate the problems confronted by the librarians.

Adomi and Anie, (2006) in their research on computer literacy skills of professionals in Nigerian
University libraries concluded that most of the professionals do not poses high level of computer skill
and their use of computer and technology is still maturing. They recommended that library
management and leaders should organize and offer in-house computer training programmes for
librarians and enough computers should be provided in this regard.

In Nepal, Siwakoti, (2008) found that there was no government agency to control, monitor and
evaluate the school libraries activities. There was lack of awareness programs, budgetary
constraints, inadequate space, inadequate library materials, lack of trained and skilledmanpower and
lack of appropriate government policy and lack of information literacy.

Ademodi and Adepoju, (2009) investigated the computer skill among librarians in academic libraries
on Ondo and Ekiti State in Nigeria. It was found the shortage of computers and computer skills
among professionals. The study recommended that more attention and funds should be provided for
training and procurement of ICT infrastructure in Nigerian University libraries. For computerization
purpose, library administration should solicit funds and assistant from foreign agencies and
foundations who are interested for the cause.

Dasgupta, (2009) searched out that in India there is non-existent of norms and standards for the
education of librarians. Problems for Indian librarians discovered in his study were emergence of
new Library Integrated System schools, insufficient faculty strength, and lack of accreditation bodies,
lack of proper library facilities, inadequate physical facilities, little attention for selection criteria, and
lack of apprenticeship programs. Study suggested that the Government of India should play a
leading role in promoting LIS education in India, by creating more job opportunities for LIS
professionals and removing disparity in pay scales among LIS professionals.

In Iran Gavgani, Shokraneh and Shiramin, (2011) concluded that librarians do not have traditional
skills and sufficient background knowledge to meet the changing needs of their customers. They
need to be empowered by new skills and information before going to empower their patrons. So
there must not be a gap between librarian’s professional/technological knowledge and their societies
informational need that to be answered by librarians. Need for changing the syllabus of medical
library and information science education in Iran was also felt.
Ssemwanga (2009) viewed library and information science education in Uganda. He concluded that
LIS programs in developing countries continue to suffer from lack of financial support by
governments.

Rahman, Khatun and Islam, (2008) reviewed the library education in Bangladesh. The study found
that majority of institutions in Bangladesh do not have well-equipped computer labs or sufficient
numbers of computers for students. A sufficient number of classification and cataloguing tools (DDC,
LC, Sears list of subject headings for practical were not present. Many institutions either have no
library or inadequate collection of textbooks. Professional’s status was also found very low, low pay
scale and limited opportunities for promotion.

2.4 Solutions to the

challenges faced by
library management
systems
Capacity building is a key to the sustainability of the library activities. The library is committed to
building capacity through provision of continuing education for the staff to ensure that they attain the
skills and qualifications to perform their duties. Sinclair (2009) suggests a “blended librarian”, who
combines both the traditional librarianship skills with the hardware and software skills. This view is
further supported by Wubneh (2003) who argues that, “building capacity is the process of
transforming an organization’s ability to effectively implement policies and programmes for
sustainable development.” On the other hand Ameen (2011) warns that, unless Library and
Information Science (LIS) Schools produce graduates with the necessary skills to match the
expectations of the market, LIS graduates will remain irrelevant to the current market.

Librarians need to keep abreast with the pedagogical challenges. There is also need to ensure that
computer literacy levels are high among the library staff for them to be able to guide library users
(Garnes, 2005). Ameen (2011) warns that unless Library and Information Science schools produce
graduates with the necessary skills to adequately match the expectations of the market, LIS
graduates will remain irrelevant to the current market. Mativo (2005) cites retention of technologically
literate staff as one of the challenges in higher education.

End-user training is an ongoing activity as the University continues to get new students and staff,
and as the Library digital environment keeps evolving. Information and digital literacy courses should
be conducted for undergraduates, postgraduates and researchers at the University. Librarians will
have to develop specific skills like pedagogy, especially in teaching information literacy. MakLib in
collaboration with Oslo University College has established a LATINA-Lab. LATINA (Learning and
Teaching in a Digital World) to equip students, librarians, lecturers and researchers with skills in
digital technologies. It is also envisaged that similar courses will be designed and conducted in
future.
Digitisation of out-of-copyright works is in the pipeline in order to make information freely available to
the public. The Research Planning and Review Committee noted that, digitisation projects make
‘hidden’ less used and underused special collections available to researchers worldwide (ACRL,
2010). Since MakLib has unique and valuable collections of older materials in its special collections,
these materials will be digitised and made available to the general public. In addition, digital
preservation of the media and information systems should be undertaken to ensure long-term
access to resources. Both components must be migrated, preserved or emulated (Cain, 2003).

Strengthening of the already established collaboration and networks is a sure strategy towards
continued subscription and access to electronic resources in Ugandan libraries. Through the PERii
programme, access to electronic resources and funding for training programmes will be realised.
The consortium will continue to engage various publishers and provides access to subsidised journal
databases as well as conducting training to promote access and usage of electronic resources
among its member.

Large scale digitisation projects are underway at MakLib which include the World Digital Library
Initiative. The World Digital Library (WDL) makes available on the Internet, free of charge and in
multilingual format, significant primary materials from countries and cultures around the world. The
WDL charter was signed by the Vice Chancellor and University Librarian in 2011. The principal
objectives of the WDL are to: promote international and intercultural understanding; expand the
volume and variety of cultural content on the internet; provide resources for educators, scholars, and
general audiences; build capacity in partner institutions to narrow the digital divide within and
between countries.

Implementation of institutional policies and deploying proper technologies will go a long way to
improve access and usability of the digital collections and services. The approved Makerere
University Intellectual Property Management Policy (2008) requires that a copy of any Intellectual
Asset/Property produced by staff and students be deposited at the library and the Intellectual
Property Unit. In addition, the Research and Innovations policy (2008) is aimed at promoting
research and innovations at the University. Institutional policies need to be implemented plus other
policies relating to funded research. Mandatory depositing of research output into the IR for local
utilisation should be encouraged.

Funding is critical for the development and management of electronic resources and services in
libraries. Maklib has a number of sources of funding such as the Library development and user fees,
government funds and donor funds for the sustainability of activities. The library through a number of
donor support programmes has been able to improve service delivery. MakLib intends to strengthen
and widen its financial base by writing grant winning proposals and lobbying for more funding from
government order to improve service delivery.

The application of Web 2.0 provides an array of advantages ranging from leverage in communication
with library users and other stakeholders to improving the corporate image of the library.
Technologies such as synchronous communication provide the library with a platform for real-time
communication during reference services with users. Selective Dissemination of Information (SDI)
and Current Awareness Services should be conducted using the Really Simple Syndication (RSS)
feed. The library should enable their users to subscribe to updates on new items in a collection, new
services, and new content from the library’s databases (Maness, 2006).