Need, steps and challenges of library automation

NEED, STEPS AND CHALLENGES OF LIBRARY AUTOMATIONNEED, STEPS AND CHALLENGES OF LIBRARY AUTOMATION
1
PARDEEP RATTAN
LIBRARIAN
GOVERNMENT COLLEGE, SAHIBZADA AJIT SINGH NAGAR (MOHALI)
rattanpardeep@gmail.com

LAWS OF LIBRARY SCIENCELAWS OF LIBRARY SCIENCE
Dr. S. R. Ranganathan, considered by librarians all over India to be
the 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.
2
Dr. S. R. Ranganathan, considered by librarians all over India to be
the 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, or
system of operating or
controlling a process by
highly automatic means,
as by electronic devices,
reducing…………
human intervention to
a minimum.
 Act or process
of automating.
 To control, perform,
process, or store (a system,
operation, or information)
by means of or in an
electronic computer or
computers.
3
 The technique, method, or
system of operating or
controlling a process by
highly automatic means,
as by electronic devices,
reducing…………
human intervention to
a minimum.
 Act or process
of automating.
 To control, perform,
process, or store (a system,
operation, or information)
by means of or in an
electronic computer or
computers.

LIBRARY AUTOMATIONLIBRARY AUTOMATION
 Library automation refers to the use of computer and
other ICT tools that replaces manual systems in a library
to automate the typical procedures of libraries such
as acquisition, cataloguing and circulation.
 Automation is a process of using the machinery for
easily working and saving the human power and time.
4
 Library automation refers to the use of computer and
other ICT tools that replaces manual systems in a library
to automate the typical procedures of libraries such
as acquisition, cataloguing and circulation.
 Automation is a process of using the machinery for
easily 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 a
computerized form.
 2 .To provide bibliographical details through a single enumerative
access point of holdings of a library.
 3 .To reduce the repetition in the technical processes of
housekeeping 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 quality
information.
(http://shodhganga.inflibnet.ac.in/bitstream/10603/5661/9/09_chapter%204.pdf)
5
 1.To maintain bibliographical records of all the materials, in a
computerized form.
 2 .To provide bibliographical details through a single enumerative
access point of holdings of a library.
 3 .To reduce the repetition in the technical processes of
housekeeping 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 quality
information.
(http://shodhganga.inflibnet.ac.in/bitstream/10603/5661/9/09_chapter%204.pdf)

PURPOSE OF LIBRARY AUTOMATIONPURPOSE OF LIBRARY AUTOMATION
6
 TO ALLOW THE LIBRARIAN AND LIBRARY STAFF TO
CONTRIBUTE MORE MEANINGFULLY TO
ORGANISE, MARKET, DISSEMINATE (SPREAD)
INFORMATION AND KNOWLEDGE FROM LOCAL
PLATFORMS TO GLOBAL PLATFORMS USING
NETWORKING AND WEB
 TO ALLOW THE LIBRARIAN AND LIBRARY STAFF TO
CONTRIBUTE MORE MEANINGFULLY TO
ORGANISE, MARKET, DISSEMINATE (SPREAD)
INFORMATION AND KNOWLEDGE FROM LOCAL
PLATFORMS TO GLOBAL PLATFORMS USING
NETWORKING AND WEB

NEED OF LIBRARY AUTOMATIONNEED OF LIBRARY AUTOMATION
7
 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.
8
 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.
9
 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.

ADVANTAGES OF LIBRARY AUTOMATIONADVANTAGES OF LIBRARY AUTOMATION
12
 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
13
 Improved Customer Service take some of the workload off of
librarians and other staff members in the areas of acquisitions, cataloguing and
circulation, which in turn allows them to better serve their patrons.
 Cataloguing Improvements Automated cataloguing standards, such as
MARC (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 access
journals and some books online from a home computer or elsewhere
 Collections improvement in the variety, amount and quality of materials that are
available in the library’s collection. It can also help make weeding out old, outdated and
irrelevant books and materials from the collection, which helps keep the library’s collection
more streamlined and easier to find the right item.
 Lasting Effects shift to a technology-based society, in terms of information
dissemination. Alow libraries to add on features when they become available in the
future.
 Improved Customer Service take some of the workload off of
librarians and other staff members in the areas of acquisitions, cataloguing and
circulation, which in turn allows them to better serve their patrons.
 Cataloguing Improvements Automated cataloguing standards, such as
MARC (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 access
journals and some books online from a home computer or elsewhere
 Collections improvement in the variety, amount and quality of materials that are
available in the library’s collection. It can also help make weeding out old, outdated and
irrelevant books and materials from the collection, which helps keep the library’s collection
more streamlined and easier to find the right item.
 Lasting Effects shift to a technology-based society, in terms of information
dissemination. Alow libraries to add on features when they become available in the
future.

USERS’ EXPECTATIONS FROM AUTOMATION !
14
 Providing seamless integration between system
gateway and OPAC modules;
 Providing access for external users on the Internet
to the library's OPAC;
 Monitoring the usage of remote databases that
have been accessed through the gateway; and,
 Accessing the Internet using a variety of graphical
interfaces.
(http://web.simmons.edu/~chen/nit/NIT'96/96-065-Cohn.html)
 Providing seamless integration between system
gateway and OPAC modules;
 Providing access for external users on the Internet
to the library's OPAC;
 Monitoring the usage of remote databases that
have been accessed through the gateway; and,
 Accessing the Internet using a variety of graphical
interfaces.
(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.
16
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 in
what order of priority.
For example, processes that are repetitive, occupy
large amounts of staff time, require retrieving
information from large, unwieldy files, or are high-
profile functions of the library (such as the public
catalogue) are prime candidates for automation.
3. SETTING SERVICE PRIORITIES
Which library functions should be automated and in
what order of priority.
For example, processes that are repetitive, occupy
large amounts of staff time, require retrieving
information from large, unwieldy files, or are high-
profile functions of the library (such as the public
catalogue) are prime candidates for automation.

18
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 the
initial system hardware and software, as well as the cost of
preparing a site for the computer system.
 TELECOMMUNICATIONS costs are those fees paid to
telecommunications companies or agencies for connecting
remote terminals or workstations to a central computer
system.
 CONVERSION costs are those associated with the creation
of machine-readable bibliographic and, for circulation
systems, 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 the
initial system hardware and software, as well as the cost of
preparing a site for the computer system.
 TELECOMMUNICATIONS costs are those fees paid to
telecommunications companies or agencies for connecting
remote terminals or workstations to a central computer
system.
 CONVERSION costs are those associated with the creation
of machine-readable bibliographic and, for circulation
systems, patron, records.

19
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 accommodate
new users, or to allow for additional automated
functions.
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 accommodate
new users, or to allow for additional automated
functions.

20
5. SYSTEM & TECHNICAL SPECIFICATIONS
Functional Specifications what an automated system to do
for you, including things that your current manual
system cannot do.
Technical specifications include standards that must be
adhered to, system performance, operation, and
maintenance, as well as infrastructure requirements,
such as stable sources of electricity and
telecommunications, and sufficient bandwidth.
5. SYSTEM & TECHNICAL SPECIFICATIONS
Functional Specifications what an automated system to do
for you, including things that your current manual
system cannot do.
Technical specifications include standards that must be
adhered to, system performance, operation, and
maintenance, as well as infrastructure requirements,
such as stable sources of electricity and
telecommunications, and sufficient bandwidth.

21
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.

22
7. TESTING THE SYSTEM AND MAKING THE CONTRACT
8. TRAINING
Focus not only on the hardware and software aspects of planning,
BUT ALSO ON the human aspects of automation-- training
which must be done long before the process of automation
starts.
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. TRAINING
Focus not only on the hardware and software aspects of planning,
BUT ALSO ON the human aspects of automation-- training
which must be done long before the process of automation
starts.
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.

23
10. UPGRADATION
Some significant up-gradation (installation of additional
hardware and/or software providing for increased
capability or capacity) or replacement is necessary.
Automation Plans must be regularly revisited and updated
as the environment and needs change. In general, a
library should conduct a major re-examination of its
plan every five years, and should review its plan on an
annual basis.
10. UPGRADATION
Some significant up-gradation (installation of additional
hardware and/or software providing for increased
capability or capacity) or replacement is necessary.
Automation Plans must be regularly revisited and updated
as the environment and needs change. In general, a
library should conduct a major re-examination of its
plan every five years, and should review its plan on an
annual basis.

CHALLENGESTO LIBRARY AUTOMATIONCHALLENGESTO LIBRARY AUTOMATION
 Librarians’ insufficiency in technical knowhow and systems concept:
unable to illustrate or quantify the needs in order to have a most
appropriate 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 to
the required information or document so as TO IMPLEMENT USER
FRIENDLY 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 most
appropriate 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 to
the required information or document so as TO IMPLEMENT USER
FRIENDLY PROGRAM.
 Issue of Standards: Local needs, languages, International standards.
 Funds
 Maintenance and security problems and a never ending process
24

LIBRARY AUTOMATION SOFTWARELIBRARY AUTOMATION SOFTWARE
 IN-HOUSE DESIGN: expertise, need
based, 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, need
based, funds, time, up-dation.
 COMMERCIAL: LIBSYS7, SLIM 21, LIBRARIAN,
LibGuru …many more.
 FREE SOFTWARE : e Granthalaya;
KOHA; New Gen Lib, etc.
25

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Need, steps and challenges of library automation