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.
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:
1. Library cataloging system
2. House keeping operations and networking
3. Development of CD-ROM library / products
4. 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:
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.
Let us examine each of the points. 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.
There is an apprehension that the technology, both hardware and software would
be expensive and unaffordable. The cost of hardware and software depends on the
level of automation. From the user point of view cataloguing system is most
important and also forms the base for other library activities. Keeping these two
points in view UNESCO developed a PC based software titled 'CDS/ISIS' and is
available at a very nominal price to all the libraries in developing countries. For
details librarians may contact ATIRA/NISSAT.
This software which works on a simple IBM compatible PC/XT is also available
on UNIX and NOVELL platform. Recently the WINDOWS version has also been
released. This software can export data in ISO 2709 format and therefore at later
stage if one decides to go in for some other software, data transfer poses no
problem. INFLIBNET has developed a public domain library software titled
'ILMS' which is available on DOS AND UNIX platform. With the recent
government policy the PCs and other accessories have become affordable. The cost
of different hardware has been listed in the annexure I.
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. However,
training for CDS/ISIS is available at INSDOC, INFLIBNET and DRTC. For
further information on training programmes one can contact NISSAT. The training
of library staff also depends on the level of automation. If one decides to go only
for cataloguing a minimum training of one or two weeks duration will enable the
librarians to develop a database and maintain it. With this basic training one can
easily transfer the same data on a server/main machine in a network environment.
The job becomes easy as most of the institutions have systems department with
computer professionals maintaining the network.
Fourthly 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.
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:
1. 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
2. How many times the software has been revised since the time of its first
launch.
3. How many parameters are available for each module. More the parameters
better will be the flexibility and needs no or minimum customization.
4. Whether the software has facility to import bibliographic data available in
ISO2709 format and similarly export of data in this format
5. Training and guidance after installation
6. Whether available on major operating systems.
7. Whether it is web interfaceble
8. Whether it can be interfaced with the e-mail system of the campus network.
9. Whether it has taken care of Y2K compliant
10.How many installations it has got in the country, since when and major
clients.
11.Whether it can offer OPAC and different rights to different logins
Conclusion:
This paper attempts to give some idea for beginners in library automation. Even
though wide range of technology/products are available, it is necessary for
librarians to keep a watch on the developments and to choose appropriate
technology depending on the needs. Also, it is very important for librarians to
interact with computer professionals as the library automation at all levels needs
good co-ordination among both these professionals.
Acknowledgements:
I thankfully acknowledge the assistance and suggestions given by the computer
and library staff of IGIDR in preparing this paper.
ANNEXURE- I
PARTICULARS APPROXIMATE COST
(In Rupees)
1. HARDWARE FOR STAND ALONE SYSTEM 30000-50000
Pentium with 128mb RAM
20GB HD ; 1.44mb FDD
833 mhz; CD Drive
Color Monitor, Multimedia
PRINTER 16000=00
132 Column line printer
BACKUP SYSTEM 15000=00
Cartridge backup of 1GB
STABILIZER 1KV 2500=00
2. HARDWARE/OPERATING SYSTEM/SHAREWARE FOR 50000=00
NETWORKING
Server (Pentium)
Same as item no. 1
1.4 ghz; 256mb RAM; (IBM)
40 GB HD; CD-ROM Drive
Hub (8 PORTS)
UNIX ,NOVELL or NT (for 128 users) 150000=00
Ethernet CARD 3000=00
UPS (30 Minutes) 100000=00
Cabling 50000=00
Cat 5 (Rate per mt) 2000=00
Fiber Optic (Rate per mt) 35000=00
*Telephone 50=00
*Subscription to VSNL 500=00
E-mail + Internet (500 hours) 3000=00
Modem 15000=00
52 kpbs 7000=00
32 kpbs 6000=00
28 kpbs 4000=00
LANBIT FISC CDm Server OR 150000=00
Snap Server
AMC (approx 8% TO 10% OF THE HARDWARE COST)
Note. The prices indicated were taken at the time of publication of this paper.
ANNEXURE- II
Expansion of abbreviations and addresses:
ATIRA -AHMEDABAD TEXTILE INDUSTRIAL RESEARCH ASSOCIATION
3rd floor
POST Ambawadi Vistaar
Ahmedabad - 380 015
E-mail: [email protected]
CDS/ISIS -COMPUTERISED DOCOUMENTATION SERVICES/INTEGRATED SET OF INFORMATION
SYSTEM
DRTC -DOCUMENTATION RESEARCH AND TRAINING CENTRE
INDIAN STATISTICAL INSTITUTE
8TH MILE, MYSORE ROAD
RVCE POST
BANGALORE-560 059
Phone : 080-8430975;8600809
Fax : 080-8430265
E-mail :
[email protected] ILMS -INTEGRATED LIBRARY MANAGEMENT SOFTWARE
INFLIBNET -INFORMATION AND LIBRARY NETWORK CENTRE
INFLIBNET CENTRE
NEAR GUJRAT UNIVERSITY GUEST HOUSE
POST BOX NO. 4116
NAVRANGPURA
AHMEDABAD-380 009
Phone : 079-6308528;6305971
Fax : 079-6300990
E-mail :
[email protected]
INSDOC - INDIAN NATIONAL SCEINTIFIC DOCUMENTATION CENTRE
EDUCATION AND TRAINING DIVISION (ETTG)
14, SATSANG VIHAR MARG
SPECIAL INSTITUTIONAL AREA
NEW DELHI-110 067
Phone : 011-6863521
Fax : 011-6862228
E-mail : [email protected]
NISSAT - NATIONAL INFORMATION SYSTEM FOR SCIENCE AND TECHNOLOGY
DEPARTMENT OF SCIENFIC AND INDUSTRIAL RESEARCH
TECHNOLOGY BHAVAN
NEW MEHRAULI ROAD
NEW DELHI-110 016
Phone: 011-6962819
UNESCO - UNITED NATIONS EDUCATIONAL, SCIENTIFIC AND CULTURAL ORGANIZATION
7, PLACE DE FONTENOY
75352 PARIS 07 SP
FRANCE
