1
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
2
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
3
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.
4
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.
5
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
6
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.
7
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
8
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.
9
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.
10
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
11
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.
12
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.
13
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.
14
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.
15
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
16
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
Top Related