UNIT-2 LIBRARY AUTOMATION

Library Automation: Meaning, Purpose, Need & Advantages

Library Automation refers to the use of computers and other information technologies to perform
traditional library activities such as cataloguing, circulation, serials control, and acquisitions. It
involves the integration of various library functions and services using specialized software to
manage and organize information resources, enabling more efficient and effective library operations.
Library work consists of a number of inter-related activities, the data generated being useful in
different sections. Manual work involves repetition of work in different activities. The aim of
automation thus is to integrate these activities and minimize repetition of work. Integrated library
software’s have appeared as packages to serve these needs.

Purposes of Library Automation:

1. Efficiency: Automation streamlines routine library tasks, reducing manual effort and errors. This
efficiency allows librarians to focus on more complex and value-added services.

2. Enhanced Access: Automated systems enable quicker retrieval of information, allowing users to
easily search and access library resources.

3. Resource Sharing: Automation facilitates resource sharing among libraries, allowing users to
access materials from multiple libraries through inter-library loan services.

4. Data Management: Automated systems provide better control and management of library data,
including the creation and maintenance of digital catalogues.

5. User Services: Automation enhances user services by providing features like online catalogues
(OPAC), self-checkout, and remote access to resources.

6. Statistical Reports: Automation allows for the generation of statistical reports on various library
activities, aiding in decision-making and planning.

Needs for Library Automation:

1. Increased Volume of Work: With the growing volume of library materials and users, automation
becomes essential to manage the increased workload efficiently.

2. Accuracy: Automation reduces the chances of errors in cataloguing, circulation, and other library
operations, ensuring accurate and reliable services.
3. Timely Service: Automation allows for quicker processing of materials, ensuring that library
users have timely access to resources.

4. User Expectations: Modern library users expect quick, easy, and remote access to library
resources, which can only be provided through automated systems.

5. Efficient Resource Management: Libraries have diverse resources requiring effective

management. Automation simplifies resource management tasks such as cataloguing, circulation,
inventory control, and interlibrary loan.

6. Elimination of duplication of jobs: Library automation aims to eliminate duplication of jobs and
repetitive tasks. By automating processes like cataloguing, inventory management, and circulation,
libraries can reduce redundancy in workflows and avoid unnecessary duplication of efforts.

7.Improve the management of library resources: Automated systems can track and manage
acquisitions, track usage, and assist in collection development decisions. This ensures that libraries
can effectively manage and maintain their collections.

Advantages of Library Automation:

1. Improved Efficiency: Streamlines processes like cataloguing, circulation, and acquisitions, saving
time and reducing manual effort.

2. Enhanced User Experience: Offers self-service options and 24/7 online access to catalogue,
renewals, and reservations.

3. Accurate Record Keeping: Minimizes errors and provides real-time updates on inventory and
user transactions.

4. Better Resource Management: Improves inventory control and acquisition planning with
detailed data.

5. Enhanced Data Analytics: Provides insights on usage patterns and collection management.

6. Cost-Effectiveness: Reduces staffing and operational costs over time.

7. Improved Security: Ensures data protection and prevents unauthorized access or theft.

8. Interlibrary Cooperation: Facilitates resource sharing and centralized management.

9. Support for Digital Resources: Integrates and manages digital content like e-books and online
databases.

10. Scalability and Flexibility: Easily adaptable for libraries of all sizes and types.
LIBRARY SOFTWARE PACKAGES
Library Software Packages are specialized computer programs designed to assist in the management
and organization of library resources and services. The different types of Library Software Packages
are – Integrated Library Management System (ILMS), Digital Library Software, Digital Repository
Software, Content Management System, etc.
Integrated Library Management System (ILMS)
An integrated library management system (ILMS) is a software platform that helps libraries manage
their collections and operations more efficiently. It typically includes modules
for cataloguing, circulation, acquisitions, serials management, and other library functions. An ILMS
enables libraries to streamline their workflows, reduce errors, and improve access to information for
patrons. For example, a cataloguing module allows librarians to create and manage bibliographic
records for books, journals, and other materials. A circulation module handles checkouts, returns,
and renewals of library materials, while an acquisitions module manages the ordering and receiving
of new materials. ILMSs also provide tools for reporting and analysis, allowing librarians to track
usage patterns, identify popular materials, and make data-driven decisions about collection
development and other library services.
Examples of some very popular ILMS are:
• Software for University Libraries (SOUL)
• Koha
• e-Granthalaya

SOUL (Software for University Libraries)

SOUL (Software for University Libraries) is an integrated library management software designed
and developed by the INFLIBNET Centre, an autonomous Inter-University Centre of the University
Grants Commission (UGC) of India. SOUL is used for automating and managing various library
functions and services, enabling libraries to operate more efficiently and serve their users better. It is
designed to cater to the needs of academic, research, and special libraries. The first version of
software i.e. SOUL 1.0 was released in 2000. The SOUL 2.0 software was released in January 2009
and the latest version of the software i.e. SOUL 3.0 released in February 2021.

Modules of SOUL Software:

1. Acquisition Module:
• Manages the process of acquiring books, journals, and other materials.
 • Tracks the status of orders, budgets, and expenditures.
• Maintains records of suppliers and publishers.
2. Cataloguing Module:
• Facilitates the creation and maintenance of bibliographic records.
• Supports MARC 21 and UNIMARC standards for cataloguing.
• Allows import and export of bibliographic data.
3. Circulation Module:
• Manages the issue, return, and renewal of library materials.
• Handles reservations, overdue fines, and inter-library loans.
• Provides user account management, including membership and transaction history
4. Serial Control Module:
• Manages the subscription, renewal, and receipt of journals and serials.
• Maintains records of current and back issues.
• Supports claim generation for missing issues.
5. OPAC (Online Public Access Catalogue) Module:
• Provides an online interface for users to search and access the library’s collection.
• Supports advanced search options, including author, title, subject, and keyword searches.
• Allows users to check the availability of items and view their transaction history.
6. Administration Module:
• Manages system settings, user roles, and access rights.
• Provides tools for data backup, restoration, and system security.
• Monitors system performance and generates administrative reports.

Koha

Koha is an open-source Integrated Library Management System (ILMS), developed by Katipo

Communications in 1999 for the Horowhenua Library Trust in New Zealand. It is web-based, which
means it can be accessed from any device with an internet connection, and it supports multiple
languages, making it suitable for libraries of various sizes worldwide. Koha is known for its
flexibility, user-friendly interface, and active community support, allowing libraries to customize the
software according to their needs.

Different Modules of Koha:

1. Cataloguing Module:
 o Allows for the creation, modification, and deletion of bibliographic records. Supports
MARC21 and other cataloguing standards.
o Facilitates easy searching, adding, and editing of catalogue items, with tools for importing
and exporting records.
2. Circulation Module:
o Manages lending and returning of materials, renewals, holds, and reservations.
o Tracks user transactions, overdue items, and fines. Provides self-checkout and check-in
options.
3. Acquisitions Module:
o Handles the ordering, receiving, and invoicing of new materials. Manages budgets,
suppliers, and acquisitions workflows.
o Generates reports on spending, vendor performance, and acquisition trends.
4. Serials Management Module:
o Manages subscriptions to periodicals, journals, and other serial publications.
o Tracks issues, renewals, and claims for missing issues, along with alerting for expected
arrivals.
5. OPAC (Online Public Access Catalogue) Module:
o Provides a user-friendly, web-based catalogue for library users to search, browse, reserve,
and renew library materials.
o Allows for customization of the interface, integration with digital resources, and user
account management.
6. Administration Module:
o Handles system configuration, user roles, permissions, and library settings.
o Manages parameters like library branches, opening hours, item types, and fines.

HOUSEKEEPING OPERATIONS OF A LIBRARY

Housekeeping operations of a library refer to the routine, day-to-day tasks and activities necessary to
maintain the library's functions and services efficiently. These operations are done in the background
which ensures that the library remains organized, its materials are properly managed, and users have
a seamless experience accessing resources. Examples: - Acquisition, Classification, Cataloguing,
Circulation, etc.

WEB OPAC

Web OPAC is a library Catalogue on the Web or internet. It is a web-based interface that allows
library users to search, browse, and access the library's catalogue of resources over the internet.
Unlike traditional OPACs that were only accessible within the library's premises, Web OPAC can be
accessed from any location, providing greater convenience and flexibility for users.

RFID

RFID (Radio Frequency Identification) is a wireless technology used for automatic identification and
data capture. In a library setting, RFID technology is used to manage and track library materials,
streamline operations, and enhance security and user services.

Key Components of RFID Technology:

i) RFID Tags
ii) RFID Readers
iii) RFID Antennas
iv) RFID Software

BARCODE TECHNOLOGY

Barcode technology uses a machine-readable image of black and white bars to encode information
about a product or item. Barcodes offer several advantages, including improved efficiency
and accuracy in data entry, reduced human errors, faster transactions, enhanced
inventory management, and better tracking and traceability of products and assets.
They have become integral to modern business processes, facilitating streamlined
operations and better decision-making based on real-time data. In a library context,
barcodes are used to uniquely identify each item in the library's collection, such as books,
periodicals, CDs, and DVDs, as well as user library cards.

Uses of Barcodes in Libraries: -

 1. Efficient Item Identification: Every library item, a book, DVD, or journal, is assigned a
unique barcode. This barcode acts as a digital fingerprint, enabling quick and accurate
identification of each item in the library’s collection. Barcode scanners can swiftly read these
barcodes, facilitating efficient circulation management and reducing errors in item tracking.
2. Automated Borrowing and Check-in: Barcodes revolutionize the borrowing and check-in
processes, making them faster and more streamlined. Patrons must present their library cards
containing barcodes and the items they wish to borrow or return. Barcode scanners swiftly
capture the information, eliminating the need for manual data entry and reducing wait times
for library users.
3. Automated Borrowing and Check-in: Barcodes revolutionize the borrowing and check-in
processes, making them faster and more streamlined. Patrons must present their library cards
containing barcodes and the items they wish to borrow or return. Barcode scanners swiftly
capture the information, eliminating the need for manual data entry and reducing wait times
for library users.
4. Cataloguing and Metadata Management: Barcodes are integrated into cataloguing records
as standardized identifiers for library items. They provide a unique reference point and
simplify cataloguing processes. By scanning the barcode, library staff can quickly retrieve
and update relevant metadata, ensuring accurate and consistent information within the
library’s catalogue.
5. Streamlined Interlibrary Loan and Document Delivery: Interlibrary
loan and document delivery services rely on efficiently tracking and
handling materials between libraries. Barcodes simplify this process by
providing unique identifiers for requested items. When an item is
borrowed from another library, its barcode is scanned to capture its
details, ensuring accurate tracking and efficient management throughout
the lending process.

1 Mark
Q1. What are the basic housekeeping operations of a library?

Ans:- Acquisition, Classification, Cataloguing, Circulation and Serial Control.

Q2. Name one open-source library management software.

Ans. Koha

Q3. Who developed Koha?

Ans:- Katipo Communications

Q4. Who developed and designed the SOUL (Software for University Libraries)?

Ans:- INFLIBNET Centre, Ahmedabad.

Q5. Mention the latest version of SOUL and its year of release.

Ans:- SOUL 3.0 released in February 2021

Q6. Write the name of the library management software developed by National Informatics
Centre (NIC).

Ans:- e-Granthalaya

Q7. Write the full form of OPAC.

Ans: - Online Public Access Catalogue

Q8. Write the full form of RFID?

Ans. Radio Frequency Identification.

Q9. What are main components of RFID technology?

Ans:- RFID Tags, RFID Readers, RFID Antennas and RFID Software

Q10. What is QR code.

Ans:- A quick response (QR) code is a type of barcode that stores information and can be read by a
digital device.