Things to keep in mind while selecting library software
Libraries are a place where people go to quench their thirst for knowledge. It is important that a library is organized and simplified so that its visitors do not have to waste time on searching the books they want to read or get issued. They must also not need any assistance in finding the book of their choice.
To streamline and make the process easier, library management software was introduced. Here, we will be discussing about this software and managing the library information.
A very important thing that is must in every library is a system that saves precious reading time of the visitors. This is facilitated by quickly guiding the reader to the book he needs. And this information must not be limited to just books but must extend to all the reading materials. These can be anything from journals, dissertations, project reports, thesis, maps, articles, charts, DVDs, CDs, audio cassettes, scanned images, e-journals, video cassettes, audio and video files and every other type that is there in the library.
Some of the things that ought to be present in a good library to make it function efficiently are listed below:
Bar Code
A library must have software which is able to read bar codes. Without this software, the library cannot be called automated. The bar code reading software helps in keeping track of all the books that are coming in or going out. Most of the library software does not have this feature. One must therefore check before buying the software that it has this feature.
Multimedia Management
The modern libraries, unlike conventional ones, have various educational materials other than books like CDs, audios, DVDs and video cassettes. Therefore, it is important that the library has management applications that include all these too.
Printing Applications
The software must facilitate printing of member I-cards and maintaining the borrowing history of each member. It must also keep track of the books issued and returned by each member.
Technical Support
The software must be accompanied with the technical support services. This is important as the software may run into trouble anytime. This means that a lot of time will be wasted and the whole functioning of the library will be hampered. In case of technical support assistance, the problem can be solved quickly, thereby ensuring the smooth running of the library.
Compatibility
The software being used in the library must be compatible with all other software like Microsoft Office, SQL which stands for Structured query language and DBMS.
Library Automation: Why and How?
- G.K. Manjunath
Introduction:
Library automation which started in late 70s in few special libraries has now reached most of the university libraries. It is yet to take off in college libraries in India owing to various problems. This paper tries to identify the barriers, analyze the convenient steps in automating the library and the technology available.
Library automation which started in late 70s in few special libraries has now reached most of the university libraries. It is yet to take off in college libraries in India owing to various problems. This paper tries to identify the barriers, analyze the convenient steps in automating the library and the technology available.
Why library automation:
Even though this question seems to be very fundamental it is essential to emphasize this aspect as the library automation is yet to take off in majority of the Indian libraries. Secondly, while justifying need for library automation more than cost-effectiveness the benefits derived by the library users become the major consideration. Since library does not happen to be an economic entity such benefits need to be looked at in a different perspective. To appreciate the advantages it becomes necessary to highlight the different levels of library automation. For convenience it can be visualized at four levels:
Even though this question seems to be very fundamental it is essential to emphasize this aspect as the library automation is yet to take off in majority of the Indian libraries. Secondly, while justifying need for library automation more than cost-effectiveness the benefits derived by the library users become the major consideration. Since library does not happen to be an economic entity such benefits need to be looked at in a different perspective. To appreciate the advantages it becomes necessary to highlight the different levels of library automation. For convenience it can be visualized at four levels:
- Library cataloging system
- House keeping operations and networking
- Development of CD-ROM library / products
- E-mail system and internet
The library catalogue or index to the collection forms the base for most of the library activities such as acquisition, reference, bibliographic service, inter-library loan etc. The users of library card catalogue will appreciate how fast is the retrieval, search and printing in automated environment. If the same system is available in network environment, users can have simultaneous access to the same database. From the library staff point of view the cumbersome job of printing the cards and their subsequent filing gets eliminated. Also, it conserves space and saves stationary.
The second level automation will be to use a software which can handle all the house keeping operations of the library such as acquisition, circulation and serial control thus creating a network within the library or becoming part of the existing network of the institution. Networking of computers within an organization helps the users to browse the cataloguing system from any of the workstation/ terminal.
A very handy technology available for library is the CD-ROM products which can be considered at the third level. The development of CD-ROM collection not only conserves space but also provides multi-user access in network environment. There are many self-tutorial CD-ROMS available with multi-media effect. Libraries facing high incidence of mutilation of materials will benefit from such electronic products. Also people doing empirical research can download data and directly take it to other software platform for analysis and making graphical presentation.
Other technology which libraries can make use of is the e-mail system. This not only reduces the recurring expenditure but also be effective and fast. Sending reminders for non-receipt of journals by e-mail has proved to be very cost-effective. In addition to this, sharing of resources among libraries become easy. Few public domain e-mail software are available and there will be no additional expenditure incurred.
Another technology which has revolutionized the information world is the development of internet. Subscribers of internet, in addition to getting access to various public domain databases and services, will also get free e-mail and fax facility. Some publishers have started giving content pages of journals and libraries having subscription to such journals can also have full text of the articles. Many academic and research institutes have given free access to their working papers.
Barriers of library automation:
Following could be the few possible barriers of library automation:
Following could be the few possible barriers of library automation:
i . Fear of adverse impact on employment
ii . Apprehension that the technology could be too expensive
iii . The library staff have to undergo extensive training.
iv. Lack of support from the management, may be owing to budget constraints
v. Fifth reason could be retrospective conversion of data.
ii . Apprehension that the technology could be too expensive
iii . The library staff have to undergo extensive training.
iv. Lack of support from the management, may be owing to budget constraints
v. Fifth reason could be retrospective conversion of data.
If we analyze the various jobs such as book acquisition, technical processing, circulation and reference service one can conclude that human interference is necessary at each and every step. The only area where substantial manpower can be saved is the cataloguing. The data entered at the time of ordering can be used for cataloging with some updation would eliminate multiple card preparation and subsequent filing. The manpower thus saved can be utilized in retrospective conversion and later on for analytical cataloguing or introducing new services. Therefore, there will be no adverse impact on employment.
The in-house training for handling the software is usually provided by the developers and one can choose the software which can suit their budget. The job becomes easy as most of the institutions have systems department with computer professionals maintaining the network.
lack of support from the management, may be owing to budget constraints, will be one of the barriers. Here the role of librarians becomes crucial in convincing the management that the users of libraries will also be the major beneficiaries of automation. Also, the skill and initiative play a major role in convincing the management
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The fifth reason could be retrospective conversion of data. As mentioned earlier the manpower saved could be utilized for retrospective conversion and later on for analytical cataloguing. However, most of the libraries have taken time bound project for this purpose.
Selection of library software:
As mentioned earlier, if a library wants to make a beginning; CDS/ISIS is best suited as it involves minimum investment on both hardware and software. Once a database with bibliographic details is developed, the same data can be used for circulation activities. Here the selection of software becomes crucial because CDS/ISIS can efficiently handle only the cataloguing system. Following criteria might help the librarians to select the right software for other housekeeping operations:
As mentioned earlier, if a library wants to make a beginning; CDS/ISIS is best suited as it involves minimum investment on both hardware and software. Once a database with bibliographic details is developed, the same data can be used for circulation activities. Here the selection of software becomes crucial because CDS/ISIS can efficiently handle only the cataloguing system. Following criteria might help the librarians to select the right software for other housekeeping operations:
- Who are the developers, whether an institution, or reputed company or few individuals. The preference is for institution and second preference is for the reputed company. One has to be skeptical about the software developed by individuals as there will be no continuity
- How many times the software has been revised since the time of its first launch.
- How many parameters are available for each module. More the parameters better will be the flexibility and needs no or minimum customization.
- Whether the software has facility to import bibliographic data.
- Training and guidance after installation
- Whether available on major operating systems.
- Whether it can be interfaced with the e-mail system of the campus network.
- How many installations it has got in the country, since when and major clients.
- Whether it can offer OPAC and different rights to different logins
