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An Evaluative Study of VIRTUA - The Integrated Library System

With reference to the Acquisition of Documents in

IGM Library, University of Hyderabad

________________________________________________________________________

* V.Uma ** V.J.Suseela *** K.Ester Kalyani

Abstract

This paper discusses the process of collection development and maintenance in

the ICT environment using the “Virtua” the integrated library system, which has

additional features suitable for entering all types of documents as per

International standards supporting global search and retrieval. Issues and

problems working with Virtua Software with reference to Indira Gandhi

Memorial Library, University of Hyderabad for acquiring various types of

materials are discussed while highlighting the special features of the software. At

the end few shortcomings of the software are mentioned for making necessary

revisions to suit all libraries.

Keywords: Collection Development – University Libraries; Automated Acquisition

System; Marc21; Virtua – Integrated Library System

* Sr Assistant Librarian, IGM Library, University of Hyderabad

** Sr Assistant Librarian, IGM Library, University of Hyderabad

*** Jr. Professional Assistant, IGM Library, University of Hyderabad

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0. INTRODUCTION

Information as a commodity, in order to be useful, has to be put into action.

Converting Information into usable form involves acquisition of learning material

processing, utilization and transfer. Today collection development plays a prominent role

and determines the library’s impact on the outside world. Automation in libraries do not

mean only to make their records available on machine readable form but the modern

trend is to avoid duplication by copying bibliographic details, sharing catalogue records

based on certain standards. University libraries have advanced very much through

modernization of in house operations including creation of bibliographic record of

information material by way of using library software that enables web OPAC and global

search and also to transfer or copy records.

Though the basic function of collection development is to acquire various

information materials and also in house functions which involves creating bibliographic

records, placing orders, receiving, invoicing, sending claims, making payments and

maintaining related records, statistics etc., the structural framework has transformed as

per changing policies of the library in terms of services. This transformation has been

taking place from manual to online processing with the evolution of physical format of

the information materials and also in the way of processing and maintaining records etc.

Since the collection development is the most significant activity especially in larger

university libraries, their acquisition system has been consistently improving its

functional capabilities so as to suit to the current needs by automating various complex

functions involved in it.

Thus this paper discusses the automation of acquisition system using Virtua the

integrated library system in Indira Gandhi Memorial Library (IGM Library) to strengthen

various functions involved in it to bring standardization of bibliographic records.

IGM Library, University of Hyderabad: a brief profile:

IGM Library, University of Hyderabad has a collection of more than 2.50 lakhs

of books, subscribes around 600 journals. It spends nearly one Rs. 174 lakhs for books

and Rs.375 on print and online journals/databases. Electronic security gate is installed to

control the unauthorized exit of the books. This Library has the distinction of being the

first university library in India to have fully automated its house keeping operations and

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converted all the catalog records in machine readable form and also building up of books

database, serials database, charging and discharging of books in circulation.

The Library has started its automation activity in the year 1989, by procuring a

PC-AT Intel 80286 with 4mb RAM, 80mb Hard disk, MS-DOS operating system by

developing some programs in dbase III+. In this process, the data for the new books

became available in machine readable form, which was searchable by author, title,

subject and call number. Simultaneously catalogue cards were printed on the continuous

card stationery and monthly list of additions to the library was also generated using dot

matrix printer.

During the year 1990, the integrated library application software (LIBSYS) was

procured using XENIX as operating system for acquisition, cataloguing, circulation and

serial control and OPAC (online public access catalogue) to provide quick search of

books to the users. All the new book records were converted from dbase III+ into the

LIBSYS and the retrospective data of 2, 35,000 volumes were converted by February

1995.

Further the library switched over to VIRTUA software for library automation and

digital library during 2001 and replaced its card catalogue with web OPAC (Online

Public Access Catalogue). The unique features of this library software are mentioned.

1. VIRTUA - INTEGRATED LIBRARY SYSTEM: UNIQUE FEATURES:

Virtua, the Integrated Library System which is getting acceptance internationally

for library operations such as Acquisition, Circulation and Cataloging of Information

material based on MARC 21 an international standard. Apart from MARC 21, Virtua

also favors other international formats like CATMARC, SWETMARC and UNIMARC.

Virtua cataloguing provides ISO 2709 MARC Communication Format for creating and

maintaining Patron Records and Vendor Records. Library’s resource development is

based on its acquisition policies, which in turn are dependent on the funds.

1.1 MARC 21 Record Format: Apart from its utility in data access and exchange in the

MARC 21 Format, the software provides the flexibility to add any new specification/s

(fields) to the record by way of exploring (selecting from Virtua Software) and adding

tag/s as per requirement. This is possible because the record format in Virtua is not fixed,

but flexible.

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1.2 Funds Management:

Vouchers facilitating payments including valid invoices

Vouchers for Advance payments to subscription agencies paid in lumpsum

directly from the sanctioned grants.

Defer the receipts position but proceed with invoicing

Transfer of funds from one account to another and from one fiscal year to another

The transfer of funds from one allocation to another especially when funds are

exhausted in one accounts

Status of the Funds as and when affected is depicted in ACCOUNT SETUP

function.

1.3 Infostation: facilitates configuring as many types of reports as required in library

acquisition system such as vendor lists, vendor’s performance, voucher lists, account

statements, titles on order, order status, new arrival lists, list of serials, cancelled

serials, serials without holdings and serials received etc. The output text can be

configured as per the requirement to suit both email and print transmission.

1.4 Updating the Database: merging multiple entries of same document into one in the

existing database is one of the important features of Virtua apart from the routine

updating functions like deletion and modification of existing records from the

database.

1.5 Cataloguing: allows users to create bibliographic records for various types of

information materials and achieve standardization relating to bibliographic records.

1.6 Web OPAC: enables users to search the library holdings from anywhere through

web browser and view the details of borrowed books from login into their accounts.

1.7 UNIMARC: provision is made for entering records in all languages irrespective of

the country

1.8 Digital Resources: It has facility to view the bibliographic details of electronic

resources (CD ROM, Online etc.) and access them through web browser via intranet

or internet.

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2. VIRTUA – FUNCTIONAL CAPABILITIES (ACQUISITIONS)

2.1 Systems Security and Access Control: Virtua facilitates different controls to

administrators, supervisors, operators and users through “Profiler” to achieve data

security. The security system in Virtua differentiates the records access functions to

create, modify, and delete depending upon the acquisition operations via user

profiles as shown below.

Global Settings (Specifically, the Currencies parameter)

User Profiles

Acquisitions Subsystem

2.2 Overrides: Virtua provides an important facility in the automated system to

override when the budget is already specified and exceeds the sanctioned amount.

This feature is very helpful.

2.3 Good Search and Retrieval System: Good search and retrieval is necessary across

all the modules of an automated library system. Apart from author, title, subject,

keyword and other truncated searching, it enables good indexing with every word

being indexed in the database. It helps in acquisition process for duplicate

checking, creating and editing the bibliographic records.

2.4 Data Entry and Validation: Virtua provides automatic validation to control errors

during the data entry process. Authority files get developed in this process.

2.5 Prepayments and Cancellations: This is also one of the important features of

Virtua for acquisition of both books and serials. The prepayment reflects in its fund

account and flag the “received” status of the book as and when it is received. Order

cancellations and diverting the same to another vendor through ‘copy order’ is

possible through affecting the same funds as the accounts/funds are attached to the

line items and immediately it reflects on the posted fund.

2.6 Reminders and Infostation Reports Generation: Reminders can be automatically

generated. Overdue items as per the due date are set as default in vendor records,

which enables to send reminders both vendor-wise and order-wise texts can be

formatted for reports. All other types of reports such as Budget and vendor wise

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reports such as amount spent, list of books ordered etc can be configured in

Infostation for books, serials and other material.

2.7 Smooth Work Flows: Because of the common functions and workflows involved

in Acquisition of Monographs and Serials, which often require, integration of the

data flow between two divisions can be seen. This integration includes ordering,

tracking, renewing and paying for serial orders in advance, multi volumes sets,

standing orders and serial publications. It supports integrated work flow, where

one can move from adding a purchase order to receiving, invoicing and paying

without reentering any information or using multiple windows for these operations.

Flexible subsystems accommodate a variety of workflows and hence managing

complex acquisition processes involved in collection development programs of

Universities is becoming easier.

2.8 EDIFACT (Electronic Data Interchange for Administration Commerce and

Trade and External online sources): It supports to access external online sources

such as OCLC, Library of Congress and other sources like Books in Print, CD-

ROM databases to create bibliographic records by downloading their cataloguing

records.

2.9 Tool Tip Currency Converter: Though most of the acquisition transactions are

done in home (default) currency, quick and immediate translation of foreign

currency values into home currency is displayed in orders, invoices and payments

due to the provision of Tool Tip Currency Converter that exists in Virtua. To enable

this Tool Tip Currency Converter, the exchange rates for each foreign currency are

to be constantly updated in the Profiler.

2.10 Accounting Structure: It allows creating a variety of budget heads Recurring,

Non-Recurring Grants and Project Grants. It takes care of releasing of funds based

on period. Multiple accounts can be set up and funds can be posted to enable to

place orders under different fund accounts, setting such accounts to each line item.

“Transfer of funds” from one account to another and from one year to another and

also booking one order with more than one fund accounts are the important features

in Account Set up. This Account Structure facilitates easy and simple accounting

transactions in acquisitions.

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2.11 Vendor Directory: It allows creating vendor’s directory and vendor records with

simple data of their postal addresses and E-mail addresses to help in easy dispatch

of orders by post or through mail. Several parameters related to vendors like

contact persons names and phone numbers, performance, orders, bills, payments,

claims, etc can be added and retrieved as and when required.

a. Due date for executing the order, supply, claims is set at vendor level which

can be modified. This helps for claiming the unsupplied items and sending

reminders at regular intervals.

b. Provision for multiple addresses with regard to orders, payments, claims,

default etc for serials processing.

c. Type of transmission of orders, claims whether emails or print or both etc can

be configured in these records.

d. Several defaults can be configured related to each vendor with regard to

orders, payment and claims.

e. The vendor’s poor performance can be reflected by blocking them, so that

they are now selected for ordering, thereby blacklisting them.

3. VIRTUA-BIBLIOGRAPHIC RECORDS:

Virtua supports all types of information materials such as Monographs, serial

publications, serials, maps, music scores, computer files or electronic resources, audio,

video records etc, and all types of acquisition processes such as purchase,

subscriptions/renewals, donations, gratis, exchange etc. Work forms can be customized

and records can be generated from Virtua default record structures - Booklab, Serilab,

Complab, Maplab, Musiclab, and Mixedlab, sample for translations. Apart from

common tags in all these work forms there are also specific tags, which distinguish each

type of document. Each bibliographic record in Virtua contains the following fields –

Control fields are fixed fields of the system 001 to 008

Variable fields are also data fields 010 to 889.

The sample book work form (book lab) shows the details of sample Bibliographic

Record, wherein the first three tags (001, 003, and 005) are fixed fields. The other fields

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are identified by tag numbers, which are essential for creating bibliographic data e.g.

100-Author, 245-title 260 Publisher 300 Physical descriptions 650 key words and so on.

Screenshot 1: Bibliographic Record

In Complab the following exclusive tags appear i.e. 256 Computer files; 516

Types of Computer Files or data note; 538 system details; 856 Electronic Location and

Access.

In Serials Bibliographic Record the important tags are – 022 tag for ISSN (the

same tag is used for ISBN in monographs); 310 tag for Current Publication-Frequency;

320 tag for former publication; 362 tag for dates of publication for sequential

designation; 550 for issuing body note; 780 preceding entry; 785 succeeding entry; 856

Electronic resources. The Serials Bibliographic Record are associated with Holdings

Records with them and linked by Bibliographic ID 001. The structure of holdings record

begins with – 001 – 008; Fixed Field Data Elements; and 852 Location; 853 Captions

and Patterns – Basic Bibliographic Unit; 754 Captions and Patterns – Supplementary

Material; 855 Indexes; 863 Enumeration and Chronology-Basic Bibliographic Unit; 866-

Textual Holdings.

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4. IGM LIBRARY – ACQUISITION PROCESS USING VIRTUA

Virtua provides many options for handling records, forms, accounts and user

permissions required for the acquisition processes as given below.

Types of purchase orders

Types of transmission of purchase orders

Payment types

Flexibility in ID numbers of Purchase Orders

Formatting texts for purchase orders, claims, Acknowledgement letters, and

payment vouchers

Workflow flexibility such as proceed to Receipt /Invoices/Payment/Exit

Adding required items such as special taxes, postal charges, sales taxes etc.

Sending claim for overdue orders

Maintenance of funds and transferring fund from one account to another

Library can define statuses and they can be updated at item level

When expenditure is exceeds in a fund account it can be met through transfer of

funds from source to another

User permissions can be regulated

4.1 Sample Acquisition Process:

The sample acquisition process using ‘Virtua’ is illustrated hereunder, with

reference to Indira Gandhi Memorial Library (IGM Library), University of Hyderabad.

4.1.1 Configuring the Module:

In addition to the customization of work forms for Bibliographic Records and

default setting of acquisition parameters in vendor records, certain other parameters have

to be set in the profiler at client level. Adding fiscal year, Updating Conversion Rates,

Fund Distribution Codes, receiving and cataloging options have to be done in Virtua

“Profiler” which will be accessed by all clients. Validation of records, Tags for editing,

setting default workforms can be done in the Cataloguing Options, Customizing by

editing and formatting the print program files can be undertaken at Client (PC) level.

Apart from creating Bibliographic Records, Vendor records and Accounts can be created

for complete acquisition process.

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The IGM Library has different types of funds recurring and Nonrecurring such as

X Plan Grant for a period of 5 years, UGC special Assistance Program (SAP), University

with potential for Excellence (UPE) Grant and various other grants under Departmental

projects for books. Whereas for serials the budget allocation is annual process comprising

grants such as Maintenance Grant, UPE and NBHM. The grants are coded with prefixes

of School, Departments and Type of grant to operate and tap the fund accounts to book

orders. Vendors with addresses are created to place orders with vendors and publishers.

4.1.2 Duplicate Checking:

Through search function duplication checking is done using different search

patterns such as author, title subject etc.

Screenshot 2: Acquisitions

4.1.3 Placing Orders:

After duplicate checking new bibliographic records for non existing items are

created through File option selecting create record sub function which allows saving

different workforms.

Subsequently the same work forms can be used to enter new records with the

click of the mouse. Once bibliographic record is created order can be placed through

“ADD ORDER” function. When the acquisition order is clicked the Add order window

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opens where the order ID is supplied or the system can provide one. The following

window appears for entering the order ID and choosing the vendor for placing orders.

Screenshot 3: Duplicate Checking through Search Function

Screenshot 4: Creation of Order Form

When the order form is retrieved, we can insert titles with drag and drop function. This

allows using multiple window operations.

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Screenshot 5: Order Form

The titles are added to the order form and titles are double clicked to book under

respective fund account where the funds are linked to the order is processed and sent to

the vendor through “Send Order” function. Due date for orders is fixed at vendor level

which helps to process reminders. Orders can be sent through E-Mail or through print

orders.

Editing Script for Print Files: These files format the report out put to maintain the

manual files for audit purpose during acquisition operations such as purchase orders,

cancel orders, claims and acknowledgement letters for the books received as gift

vouchers etc.

4.1.4 Invoicing:

The second phase of acquisitions deals with receipts and invoicing, which is done

in a sequential manner tapping the receipts function and updating it through the order ID

without any redundancy. The order record is retrieved and receipts are updated followed

by invoicing where provision is made for posting discounts, postal charges or all types of

miscellaneous charges, which is a unique and special feature of this software.

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Screenshot 6: Receiving and Invoicing

After invoicing there is a provision to proceed to payments just by pressing the enter key.

The Account structure and fund position is immediately effected to show balance once

the invoice is done. This feature enables us to maintain updated accounts and expenditure

analysis.

5. ACQUISITION PROCESS OF SERIALS IN VIRTUA

Acquisition process of serials varies from monographs and other kinds of

documents including serial publications such as advances, proceedings and annuals etc.

since each serial is unique among other titles of same publisher or different publishers.

Serial is a continued publication at specific intervals. Thus a single record carries

holdings of multiple years.

Subscription of serials needs renewals as there will be continuity in publishing

over the years.

The change of title; merging of a serial in another one; split of a serial into

multiple sections; ceasing of publication etc.

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Serial features are ever changing such as - physical format, publication,

periodicity, distributing agency.

Fluctuating prices, mailing charges, conversion rates, varying subscription

periods, renewals etc.

Pre-payments (advance payments) and receiving issues at different intervals

Registering the serial issues (Regular, Unpredicted, Special, Supplements and

Indexes) and transmitting Claims.

Bindery Operations, combining the journal issues for binding and printing the list.

Modifying the status into “Bound” and “Barcoding” the bound volumes/items.

Supporting Features:

Acquisition process is common for all the kinds of documents including serials. In

view of the distinct features of serials, Virtua also made additional provisions in serial

records as well as in the process of their acquisitions.

Screenshot 6: Serial Order with Enumeration (Subscription Period

MARC Format supports the serial records with distinguished tags related to it.

Serial records are in two forms: bibliographic record and holding record.

Orders Selecting Serial type.

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Vouchers in favor of prepayments or advance payment against the Pro-Forma

invoice and Bank guarantee (with relating to invoice function).

Invoicing and making payments without receiving the items.

Entering subscription periods for each serial title.

Automatic creation of holdings records.

Built in mechanism for making claims.

6. PROBLEMS ENCOUNTERED:

In spite of its special features the software has few shortcomings such as:

Data entry windows are not formatted. Records do not carry blank tags. Updating

the record with additional fields is possible only by adding tags to the record and

data has to be added to the record separately.

Records, parameters, configuration, posting/editing the data, data output are

distributed to Virtua Profiler and Infostation. This inconsistency creates

confusion.

Acquisition of all the material is similar i.e. Orders, Receipts, Invoices, Vouchers,

Accounts etc. Virtua ignores approvals, renewals at item level that are essential

functions in case of serials or serial publications.

Acquisition is a sequential process and has to be handled as a single operation for

e.g. orders are processed for any material in a single sequence. The ordering

process of other material is not distinguished in Virtua though it requires

distinction in handling. Conversion rates as per GOC and RBI cannot be

distinguished which is essential for serial acquisition operations. Some parameters

like Fiscal year, Fund codes, Distribution codes which requires differentiation

between serials and other kinds of documents, are not provided.

Discount which is an essential parameter during order process is ignored at

purchase order level but included only at the invoice level.

7. CONCLUSION:

Collection development and maintenance as per MARC standards have been

preferred in European countries to develop the format, to refine the processes and to

achieve the economy of time. The integrated processes related to various kinds of library

documents such as – acquisition, cataloguing, circulation, searching are closely linked in

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Virtua and also meets the latest needs for collection building and maintaining activities of

the University libraries.

Virtua Software is internationally accepted and in India. Though nearly 30

libraries in India are using it, its price is not within the reach of many libraries. The

updates of the software always take care of technological adaptations rather fulfilling the

requirements of the customer libraries. The most of its features need to be customized to

suit the Indian working conditions and processes and also support various regional

languages. Thus the software also needs to be updated in the light of problems

encountered by Indian libraries due to their manual processes or to overcome the

drawbacks of primitive kinds of software.

References

1. Kumar (PSG). Library and Users: theory and practice. 2004. B.R. Publishing

Corporation, Delhi.

2. Prasher (RG). Library ad Information Science.1977, Concept Publishing

Company, New Delhi Vol.1.

3. Sharma (C.K). Documentation Information Science and Automation. 1988. Y.K

Publishers, Agra.

4. Virtua Manual version 49.5

5. http://igmlnet.uohyd.ernet.in:8000