Library Automation: An Overview

Library Automation:An Overview

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Dr. TB Rajashekar Memorial Seminar onEmerging ICT skills for the Information Professionals 03rd November 2007

03rd November 2007

Dr. TB Rajashekar Memorial Seminar on

Emerging ICT skills for the Information Professionals

About this PresentationLibrary Automation History, Need, Advantages, DisadvantagesPlanning of Library AutomationModulesTechnologies for Check In\OUTPackages AvailableConclusion

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Library Automation

Library automation is the general term for information and communications technologies (ICT) that are used to replace manual systems in the library.

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History Library AutomationFirst generation:

Little integration between modulesMainly Circulation & CataloguingSpecific to Hardware & OS

Second generation:Various platforms (UNIX and DOS)Functions are Command driven or Menu based

Third generation:Fully Integrated Modules (using relational database structures)Various StandardsGUI Based features

Fourth generation:Client-server architectureAccess to other servers over the NetworksAllows to access multiple sources

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Need for Automation

User Time (Dr. SRR’s fourth law)

Man powerResource SharingSecurity (RFID)

Report Management

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Advantages of Library AutomationImprove the quality, speed and effectiveness of servicesRelieve professional staff from clerical workImprove access to remote usersFacilitate wider dissemination of information products and servicesResource-sharing among other library networks (Union Catalogues)

Enable rapid communication with other librariesImprove the management of physical and financial resources

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Disadvantages of Library Automation

Initial and recurring expensesContinuous staff trainingHardware and Software Obsolescence

But it is Worthwhile !!!!!

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Planning for AutomationNeeds MappingBest possible package Staff InvolvementBudget (Purchase, operation, maintenance, etc,.)

Hardware Requirement (Client/ Server, Printers, etc)

Platform (Operating System)

User awarenessMaintenance

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Selecting Automation packageUser friendlyPopularity of a packageWell designed screens, logically arranged functions with extensive help messagesMinimal trainingMulti-user and unlimited user accessMultilingual & Multimedia Support internationally known standards (MARC, AACR-2, Dublin core, Z.39 etc)

Training and Support (E-mail, Discussion Forums)

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ModulesAcquisitionCataloguingCirculationSerial ControlAdministrationOPACUser Services – SDI, CAS

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Structure of Automated Library

LAN

Cataloging

DatabaseCirculation

Serials Management

Administration

Reference

Acquisition

OPAC

Other ServicesSDI, CAS

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Functionalities of Acquisition

Suggestions management Ordering, cancellation and reminders Receiving Budget Management Master file management such as currency table, vendors, publishers, etc

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Functionalities of Cataloguing

Creation, Storage, Retrieval and management of bibliographic records and indexesImport/Export facility

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Functionalities of Circulation

Issue, Return, Renewal of DocumentsRecall, Reservation, Reservation CancellationReminders (Manually, e-mail)

ReportsDocuments – Issued/ Returned (Period, Subject, Doc type, etc.,)

Popular Documents (Max. issued)

Fine Amount CollectedFine Receipt

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Functionalities of Serial ControlSubscription of New JournalsRenewal of JournalsInvoice ProcessingPaymentsReceipts of New IssuesReminders for missing issuesBrowsing IssuesReports Generation

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Functionalities of OPACSimple & Advanced SearchingBoolean searchField Based Searching (Author, Subject, Source, etc.,)

BrowsingField BasedHierarchical

Personalized OPAC (My OPAC)SDI, CAS, Reservation, DDS, Outstanding Doc’s, Subject list, etc.,

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Functionalities of AdministrationUser ID & Encrypted Password ProtectionModule Level SecurityBudget ManagementStock VerificationMaster file Updation Fixing Due dates, Overdue Charges etc. Eligibility Holiday MaintenanceFeedback

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AdministrationVarious Reports

New Additions, Catalogue (Main/Author/Title)Accession Register/BibliographyList of books by Author/Title/Publisher/YearSubject/Call Number (by any order)Books by Unique Titles, Frequently issued booksBooks by - Subject wiseFrequently Accessed BooksBooks Issued/Returned/Reserved/ReminderReceipt for Fine Amount/Deposit/Loss of Book, etcList ( User/Publisher/Supplier/Departments)No-Due certificatesStock verification ReportBudget Details, OrdersJournal List ( Indian/Foreign/Payment/Gratis/Exchange)Journal Subscription /Order Report/Missing Issues

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Technologies Check In/Out

Bar Code System

RFID System

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Bar Coding

Barcode Printer

Labels (Numeric, Alphabetic, Alphanumeric)

Barcode Scanner

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RFID TechnologyRFID Tags

Coupler (Reader)

Gate Antenna

Antenna (Stock Verification)

Return Box

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Workflow of RFID System

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Comparison of RFID & Bar codingRFID BAR Code

Visibility Works in any direction, does not require line of sight

Directional, requires line of sight

Read range Between 4 and 80cm (1.5 – 31 inches) using passive tags, up to 100 meters using active tags

Typically 15 - 30cm

Read rate Up to 200 tags per second Limited to rate at which objects can be physically located in front of scanner

Data storage

Up to 4 KB using passive tags and 32KB using active tags

None

Durability Withstands harsh environments Prone to scratching and tearing

SecurityDifficult to Replicate (95% security) Simple to Replicate

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Advantages & Disadvantages of RFIDAdvantages

Fast track Circulation Operation Self check In/Out by usersSecurityTag LifeShelf Management becomes easierStock verification becomes Faster and Easier

DisadvantagesHigh CostRemoval of exposed tags by usersReader Collisions & Tag Collisions (techniques & algorithms to solve)

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Packages Available for AutomationCommercial Open Source Freeware

Autolib FireFlyEmildaEasylibsoftE-GranthalayaGyanodayaLibra 2000LibrarianLibrary ManagerLibsuiteLibsysNalandaNewGenLibNexLibRovan LMSSLIMSOUL and many more!!!!!

Glibms WebLisJava Book Catologging SystemKohaMylibrarian (For Schools)OpenBiblioOpen-ILSPhpMyLibrary

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KohaOpen source ILSAvailable at http://www.koha.orgMailing list at http://koha.org/mailing/Available for Windows & LinuxEasy to install and maintainA simple web based interface for Users and Library staff Search interface is easily customizable Complaint to all standards

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SOUL (Software for University Libraries)

Developed by INFLIBNETWindows based user friendly softwareWell designed screens, logically arranged functions with extensive help messages.Based on client server architectureDoes not need extensive trainingMulti-user accessProvides facility to create, view records in regional languages (multilingual)Supports internationally known standards CCF, AACR-2 etc.Nominal price (Includes Installation, onsite training, one year support, free future updates, multilingual software, manuals)

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LibsuiteCommercial Software developed by Soft-AidWeb enabledRuns on Windows platformBased on client server architecturePersonalized OPACSupports article indexing, CAS, SDIPowerful Search facilitiesCan attach digital documents (images, audio, video, etc)

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ConclusionFor the successful implementation of an integrated library system all key factors must be in place: support from administration, staff competence, consideration of user requirements, presence of the infrastructure (hardware, software, network), available data, excellent managerial skill from the coordinator of the project

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Library Automation: An Overview

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