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Need, steps and challenges of library automation

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Need, steps and challenges of library automation

  1. 1. 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
  2. 2. 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.
  3. 3. 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.
  4. 4. 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.
  5. 5. 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)
  6. 6. 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
  7. 7. 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
  8. 8. 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)
  9. 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. 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.
  10. 10. AUTOMATED LIBRARY 10
  11. 11. A MODEL AUTOMATED LIBRARY 11
  12. 12. 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)
  13. 13. 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.
  14. 14. 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)
  15. 15. STEP BY STEP AUTOMATIONSTEP BY STEP AUTOMATION 15 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.
  16. 16. 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.
  17. 17. 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. 18. STEP BY STEP AUTOMATION...contd.STEP BY STEP AUTOMATION...contd. 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. 19. STEP BY STEP AUTOMATION...contd.STEP BY STEP AUTOMATION...contd. 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. 20. STEP BY STEP AUTOMATION...contd.STEP BY STEP AUTOMATION...contd. 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. 21. STEP BY STEP AUTOMATION...contd.STEP BY STEP AUTOMATION...contd. 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. 22. STEP BY STEP AUTOMATION...contd.STEP BY STEP AUTOMATION...contd. 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. 23. STEP BY STEP AUTOMATION...contd.STEP BY STEP AUTOMATION...contd. 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.
  24. 24. 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
  25. 25. 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
  26. 26. THANKS..! 26

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