LIBRARY AUTOMATION.pptx

An overview of Library Automation

1. An overview of Library Automation DR.P.PADMA ASSISTANT PROFESSOR DEPT.OF LIBRARY AND INFORMATION SCIENCE

2. INTRODUCTION The main aim of any library is to provide access to proper information, to the right users in as possible as short time. In an environment of information explosion due to growing demands of the user and shrinking of financial resources, library is not able to obtain all the reading materials on demand. The only way to over come these problem is resources sharing through networking. The development of library services in higher learning is a complex process to cover up advances of disciplines. Strategic planning for acquisition, use of information managements techniques, use of new technologies and regular updating

3. Contd New technologies library provides several new materials, media and mode of storing and communicating the information. Library Automation reduces the drudgery of repeated manual efforts in library routine. By use of library automation collection, Storage, Administration, Processing, Preservation and communication etc. In an broad sense a Library network should share resources Networking is necessitated keeping in view of the following facts: Tremendous growth of literature Increasing cost of documents. Declining library budget Technological advancement Customers need satisfaction

4. Meaning of automation The word “automation” has been derived from Greek word “ automose ” means something, which has power of spontaneous motion or self-movement. The term “automation” was first introduced by D.S. Harder in 1936, who was then with General Motor Company in the U.S. He used the term automation to mean automatic handling of parts between progressive production processes. Automation is the creation and application of technology to monitor and control the production and delivery of products and services.

5. Automation:definition Automation is a process of using the machineries for easily working and saving the human power and time. The main purpose of library automation is to free the librarians and library staff and to allow them to contribute more meaningfully to spread of knowledge and information. Automation is a process of using the machineries for easy working and saving the human power and time . Library automation may be defined as the application of automatic and semiautomatic data processing machines (computers) to perform traditional library housekeeping activities such as acquisition, circulation, cataloguing and reference and serials control

6. What is library automation The term ‘Library Automation‘ is being used extensively in library science to mean the application of computer to perform some of the traditional library activities such as acquisition, cataloguing, circulation, stock verification etc. Library automation can be defined simply as the use of computer and networking technologies in the library. In simple language when we use of machineries for collection , processing, storage and retrieval of information and do an other works of library with the help of machineries that called library automation. Library automation may be defined as the application and semiautomatic data processing machines to perform traditional library housekeeping activities.

7. Historical background Automation of the library has passed through several developments, which can be divided into three parts or phases: First phase called the Experimental and the period was 1930-1960, The second phase called the Local system and the period was 1960-1970 and The third phase called the Co-operative System and the period was 1970- onwards.

8. Experimental Phase(1930-1960) The first application of automatic data processing equipment’s in libraries can be traced back to 1936 when the University of Texas adapted a mechanical system for its circulation function. In the first half of the 20th century, i.e. in the early 1960s library automation began especially in the U.S.A. after the World War II. During this period, many libraries in North America and in the U.K began to experiment processing of information by using computers. Many techniques were introduced in the universities and national libraries. Several of these systems were like tabulators, sorters; punched cards were used for circulation i.e. for providing books on loan, serial control, acquisition, cataloguing etc

9. CONTD. In the U.K. the Public Libraries of Camden and West Sussex and the University libraries of Newcastle and Southampton were involved in the Experimental phase. Many systems such as edge-notched cards, optical coincidence, punched cards, and early computers developed during this phase failed due to the following reasons. Computer technology at that time was inadequate. Librarians were not sufficiently definitive in their requirements of the computer based system. Computer people thought that they knew the librarians’ requirements of the computer based system. It was thought that all the individual systems in a library should be simultaneously converted to computer based

10. LOCAL SYSTEM PHASE(1960-1970) This period applied general purpose digital computer for retrieval of information. In this era, the computers were applied offline. During this period, many librarians made use of the computer as a tool in the organization of many of the library’s procedures. Most of these systems were developed locally, either in an academic library, special library or public library. In this phase focus was mostly on acquisition, cataloguing and circulation process. During this phase, OPAC i.e. Online Public Access Catalogue was in an experimental stage in the U.S.A. During this phase, Machine Readable Catalogue i.e. MARC came into existence in year 1963 at the Library of Congress, U.S.A for providing standardization in automation. In 1967, the Ohio College Library Centre (OCLC) was set up which is an online system which marked the beginning of cooperative systems and union catalogue. In 1969, the Library of Congress started distribution of records in the new MARC II format.

11. COOPERATIVE SYSTEM PHASE (1970-) In the 1970s there has been an increase in library cooperation and resource sharing by libraries developing computer based systems. In this phase, designing of online systems and conversion of batch systems into online mode was done and also 71 the growth of library network and databases were seen in these Phase. Here magnetic tapes and floppy disks were used for storing information. In the 1980s there was in intensive use of online systems networks, optical disks, CD-ROMs etc. In this period, microcomputers came to be used in libraries. Late on through Internet and library networks, all processes of libraries were integrated

12. GROWTH OF LIBRARY AUTOMATION Year 1940-1949: Applications of semi-mechanical including edge-notched cards, optical coincidence, peek-a-boo cards. Year 1950-1959: Use of punched cards, data processing equipment’s, early computers and micro image searching systems. Year 1960-1969: Experiments in library networking. Application of general purpose digital computers, feasibility studies of online interactive and advance micro image systems. Year 1970-1979: Designs of online systems and conversions of batch systems into online mode, growth of library network and databases. Year 1980-1989: Online systems, networks, mini and microcomputers , optical disks, CD-ROMs, FAX etc were used intensively. Year 1990s: Use of internet and library networks aims towards higher levels of computer application such as recording through electronic media, artificial intelligence etc

13. NEED and Objectives FOR LIBRARY AUTOMATION The need for automation is emphasized because of the following factors: Traditional methods for handling the information are inadequate. Out is bulk and growth rate of information. Difficult to update the information due to voluminous increase and rise in the degree of specialization involved. Techniques are suggested for applying computers with its advantages of speed, vast storage capacity and accuracy to library works. The need for cooperation and resource sharing and hope achieving some saving through automation made to switch over to automation Operational advantages Offers flexibility in information search

14. Contd. Standardization of library procedures Speeds up processing of information and its retrieval Greater accuracy, efficiency, consistency and improved work control. Reduces repetitive clerical work. Permits easy of bibliographic control checking and updating Overcome geographical and other barriers to communication. Permits improved budget control ( Jagadesha and Mahesh 1998)

15. Essentials for Library automation The essential things for the automation of a library are A good collection Finances Suitable computer hardware User friendly computer software Staff training User training  

16. Approaches to Library Automation For automating a library, the decision to select or reject a particular setup hardware and software has to be taken on several considerations and the actual requirements of the library. Each library differs from the other in terms of the following parameters Size of library collection Number of users Level and interest of users Actual number of transactions per day Range and variety of services- their quality and complexity

17. Size of library collection The kind of document backup and storage device needed will depend largely on the size of its collection. The options before a library ranges from going in for PCs with hard disk drives - whose storage capacity now is around 4-8 gb or for other higher-end systems with hard disc capacity ranging from 20-40 gbs and higher RAMs. For archival storage there are a wide range of secondary storage options available such :is - CD ROM backup, cartridge tape drive, DVD ROM (Digital Video/ Versatile Disc), and DATs. The size of a library collection will have an overall effect on the system selected for all other services of a library. In a sense, the huge document collection may not only result in the selection of a system with adequate hard disc and back up capacity, but also related services like cataloguing will have to be selected and developed keeping in mind the size and in turn an increased RAM speed for quick access and transactions .

18. Number of users The library has an option of going in for a few stand alone systems if they are catering to a limited number of users in a small setup, or connecting stand alone into a network, or if the users are distributed, say within a campus, and need to access the library almost 24 hours then the library may decide to go in for a server with terminals distributed around the campus.

19. Number of transactions The more the number of transactions expected in a day, the higher should be the RAM speed and the speed of the backup storage devices. Transaction could be records of books processed, number of serials registered, number of books/ periodicals issued, reminders to borrowers or vendors. etc. so that the system will act as a supporting and speed enhancing device rather than hindering the activities.

20. Range and variety of services The library needs to identify the services it is planning to provide. This will have a direct impact on the system to be selected. For example, whether the library is planning to provide say, current additions to the library and other current awareness services. When a wide range and complex variety of services of very high quality in terms of speed, timeliness, accuracy and reliability are planned by a library, they will have to decide on tried and tested systems - both hardware and software-which is known for its quality durability and speed.

21. ADVANTAGES OF LIBRARY AUTOMATION There are several advantages of Library Automation a machine readable catalogue prepared at the time of acquisition may be required respectively for number of purposes. Automation has the following advantages. Professional staff need not spend much time to do the routine library work. Eliminates human errors while performing routine library works. Improved control covers library collection. Increased computer awareness among users. Cataloguing is faster, instant access to nonrecords . Excellent control over circulation. Ease and accuracy in data handling. Labour saving. Great manipulation possible. Great speed and promptness in operation. elimination of duplication.

22. BARRIERS OF LIBRARY AUTOMATION Fear of adverse impact on employment Apprehension that the technology could be too expensive The library staff to undergo extensive training Lack of support from the management, may be owing to budget constraints Retrospective conversion of data

23. BASIC REQUIRMENTS FOR LIBRARY AUTOMATION Adequate collection Financial support Hardware Software Network Trained staff User training Maintenance and development Adequate power backup

24. ESSENTIAL REQUIRMENTS FOR LIBRARY AUTOMATION HARDWARE Hardware is the primary requirement for library automation; different types of hardware are available in the market. A hardware specification depends on: Available budget. Size of the data to store. Usage load. Required speed. Features to upgrade when it required. Availability of servicing (maintenance). Compatible with operating system, what we are going to use. Warranty period.

25. CONTD.. SOFTWARE Operating System Selection of operating system depends on Hardware compatibility Further supporting from operating system developers To be user friendly Upgrade facility (service packs) Library automation software Supporting software’s for library automation software.

26. LIBRARY AUTOMATION SYSTEM We need two types of library automation software . They are Commercial and Open source library automation software

27. COMMERCIAL SOFTWARE Commercial Software is the one that is developed specifically for sale. Commercial software is any software or program that is designed and developed for licensing or sale to end users or that serves a commercial purpose. Commercial software was once considered to e proprietary software, but now a number of free and open -source software applications are licensed or sold to end users. Off-the shelf software programs , such as games or those sold in computer specialty stores or even music stores and grocery stores, are some examples of commercial software. Microsoft products such as the Windows Operating System and MS-Office are some of the most well known examples of commercial software

28. CONTD.. These commercial softwares are also introduced with good features, more security and advanced technology but the cost of the software, updating charges, AMC charges, service problems and benefits taken by library, instead of paid amount is creating headache to the organizations. There are so many commercial softwares developing in India, some of these are, developing in India to fulfill the changing needs of library automation. Defence Library Management AutoLib Libris EasyLib Libex.Net SLIM Nalanda SOUL NexLib

29. ADVANTAGES OF COMMERCIAL SOFTWARE Easy to acquire Programs for specific tasks(You can do anything Commercial software companies are great(Security and the good functioning will always will always be guaranteed) Best Interface(Much pleasant and comfortable because the design and graphic issues are much better that free software) Greater compatibility Greater Hardware compatibility

30. DISADVANTAGES OF COMMERCIAL SOFTWARE No Multiplatform programs Cannot copy Impossible to modify Restrictions for use Higher cost in commercial software Technical support Proprietary software

31. OPEN SOURCE SOFTWARE(OSS) Now a days open source softwares are very popular in society. The programme applications are available through internet to the common peoples. Open-source software is software that is distributed with source code that may be read or modified by users . Open source software is software with source code that anyone can inspect, modify, and enhance. "Source code" is the part of software that most computer users don't ever see; it's the code computer programmers can manipulate to change how a piece of software—a "program" or "application"—works.

32. Open source software has two basic properties, the first one is `Source Code` or programme and another is, it is illegal to convert an open source software into proprietary version or commercial version. Open source software is similar to a peer review, which is used to the progress of LMS. The open source model replaces central control with collaborative networks of contributors. Every contributor can build on the work that has been done by others in the network, to reduce time span reinventing the wheel‘. The following table shows some open source library management softwares . Koha NewGenLib e- Granthalaya PMB Evergreen Source

33. CONTD.. The open source software should meet the following criteria: The program must be freely distributed Source code must be included with the program Anyone must be able to modify the source code Modified versions of the source code may be redistributed Most popular open source software WordPress Mozilla Firefox web browser

34. ADVANTAGES OF OSS Helps librarians to be self-dependent. Librarians can change the software according to the requirements of their library and library users. It helps libraries to manage their libraries in a cost effective manner. Open source solutions generally require no licensing fees. The only expenditure on outsourcing support for media and documentation. There‘s no need for license compliance. Once you obtain the OSS you can install it as many times and in as many locations as you need. Open source support is freely available and accessible through the internet via the Internet.

35. Technical support is available for open source. Open source software is self-governing and suitable for any type of small as well as big library. OSS gives opportunity to upgrades the skills of the librarians who implement and supports to the immense variety of constantly developing information products and services. Escape from AMCs and Vendor Lock: Open source exists as a declaration of freedom of choice, in addition to AMCs, there is lack of portability and the inability to customize software to meet specific needs. Continuous quality improvement of Software: Evidence and research indicate that open source software is good stuff. The peer review process and community standards, plus the fact that source code is out there for the world to see, tend to drive excellence in design and efficiency in coding

36. LIMITATIONS OF USING OSS Required more training to operate it. For any up-gradation or changes required outsourcing support. It provides more authority to users and fully web based applications may dependent on Internet. Initial investment for automation programme is very high. Library staff has to undergo intensive training on automation. The professionals are initially psychologically traced. Other departments of the organizations need to be systematic for successful running of the programme. Retrospective conversion of data for big libraries. Recurring expenditures needs to be bear positively approved by the authority. Regular update of the software package

37. Difference between Open Source Software and commercial software Open source software is the computer software developed either by an individual, group or an organization to meet certain requirements and it is available openly for general public for any modifications based on its developing body’s interest Commercial software is the computer software where only the person, team, or organization that created it can modify also they have exclusive right over the software. Anyone needs to use it has to pay for it valid and authorized license.

38. The cost of open source software is free. The cost of commercial software varies from moderate to expensive. Open source provides limited technical support. Commercial software provides guaranteed technical support. Open source software is available under free licensing. Commercial software is available under high licensing cost.

39. In open source software users need to rely on community support. In commercial software users get dedicated support from the vendor. In open source software installation and updates are administered by the user. In open source software installation and updates are administered by the software vendor.

40. Limited hands on training and online resources are available for open source software application training. On site and Online trainings are available from the commercial software vendor side for software application training. Here in open source software users can customize. But in commercial software mainly vendor offers customization .

41. In this rapid community response helps in fixing the bugs and malfunctions. In this mainly the vendor is responsible for fixing the malfunctions. In open source software the source code is public. In commercial software the source code is protected.

42. The source of funds of open source software mainly depends on donations and support. The source of fond of commercial software depends on its software sale / product licensing. Firefox, OpenOffice, Zimbra, VCL media player, Thunderbird are some examples of open source software. Windows Operating System, MS Office, SAP, Oracle, Adobe Photoshop are some examples of commercial software.

43. DIGITAL LIBRARY MANAGEMENT SOFTWARES(DLMS) DSpace EPrints Fedora Commons Greenstone Drupal Source

44. CONCLUSION Now a day Library Automation has become the buzz word in library profession and has become a bare necessity for any libraries. An automated library can provide better library services to their users and can maintain the library more properly which a manual library can’t do. The record keeping activities and various report generation becomes very easy in an automated library system. But the success of any library automation programme depends upon its proper planning and execution. Hence library professionals need to take right initiatives in right direction.