WAZIRI UMARU FEDERAL POLYTECHNIC BIRNIN KEBBI

SEMINAR PRESENTATION

ON

ONLINE LIBRARY MANAGEMENT SYSTEM

BY

HHHHHH IBRAHIM

MATRIC NO. NCS/EP/17/0293

IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR THE

AWARD OF NATIONAL DIPLOMA, IN SCIENCE COMPUTER

SCIENCES WAZIRI UMARU FEDERAL POLYTECHNIC, BIRNIN

KEBBI, KEBBI STATE

SEPTEMBER, 2019
ABSTRACT

Library Management System is an application which refers to library systems which are generally small
or medium in size. It is used by librarian to manage the library record various transactions like issue of
books, return of books, addition of new books, addition of new students etc. Books and student
maintenance modules are also included in this system which would keep track of the students using the
library and also a detailed description about the books a library contains.. In addition, report module is
also included in Library Management System. If user’s position is admin, the user is able to generate
different kinds of reports like lists of students registered, list of books, issue and return reports. All these
modules are able to help librarian to manage the library.
1.1 INTRODUCTION

A library is the collection of books and informational materials made available to people for reading,
study or make reference. The central mission of a library is to collect organize, preserve and to provide
knowledge and information.

Now, we are in the world of ever increasing technology that is faced with many challenges. This
demands for the for the introduction of automated computer based system that can incorporate, check and
control, which are capable of detecting and dealing with exceptional errors that can be handled manually.
As a result of the increase in the volume of the books in the library, coupled with corresponding in the
number of borrowed books, suitable access that will easy means of retrieving records in the database is
required, Hence the need for a library record management system.

A library, as defined by the Special Libraries Association Bureau, ASLIB (1987) is a collection of
information material maintained by an individual, corporation, association, government agency or any
other organized group and primarily devoted to a special subject and offering specialized services.

Generally, institutions like schools (nursery, primary, secondary and tertiary), banks, business
organizations, e.t.c have libraries attached to them. The library automation, research and consulting
association (LARC) published a survey of automated systems in U.S libraries in 1971. Out of 5006
reporting libraries, almost 1400 computer applications were operational and well over half of these
computer systems involved libraries have been handling functions of acquisition, cataloguing, circulation
and serial processes.

1.2 STATEMENT OF PROBLEM

The present manual system as operated by the Abdullahi Fodiyo Library has a lot of problems. Some of
these problems include:

Frequent theft, mutilation and lost of library books as a result of inefficient method of record keeping.

Lack of up-to-date information on materials, specifically when a book is changed from open shelf to
reserve section or even to other libraries within the complex.

The manual system is time consuming, especially when it comes to the issue of searching for a particular
book to be given out on loan.
1.3 AIMS AND OBJECTIVES

The main objective of this research seminar is to provide a system capable of reducing or eliminating the
difficulties faced in the library. Among other things, the system is expected to:

a.) Provide an effective method of record keeping of library materials,

specifically books.

b.) Provide up-to-date information on books that are charged out on loan.

c.) Provide an efficient way of shelving books so as to reduce the time taken

to trace a particular book in the library.

1.4 SIGNIFICANCE OF THE STUDY

The significance of this research seminar is to help the library management have a system of borrowing
and return of materials which is efficient and effective and a faster method of locating resources and
assessing availability of materials.

1.5 SCOPE AND LIMITATION

 The document only covers the requirements specifications for the Library Management System.
This document does not provide any other information about Library Management System
 This document does not provide any other references to the other component of the Library
Management System.
 All the dependencies are also included in this document.
 The system is developed to cope up with the current issues and problems of library.
 This project is basically updating the manual library system into a software based application so
that the user cans details of their account availability of books etc.
 After computerized system is implemented less human force will be required to maintain the
library thus reducing the overall cost.
1.6 MOTIVATION OF THE STUDY

The system must only allow user with valid id and password to enter the system .The system performs
authorization process which decides what user level can access to. -The user must be able to logout after
they finished using system.

 System must be able to search the database based on select search type. User can request for book
etc.
 System must be able to update number of books and able to enter issue and return date
information.
 If the book is not returned by the user and he or she lost the book fine must be given by him or
her.
 A user can issue a book up to a limited number.

LITERATURE REVIEW

The library is the symbolic heart or nerve center of academic life in any university. Rubin (1998)
observes that colleges are waking up to the fact that the work of every professor and every department
depends on the library, because it is the place where students can learn to move beyond lectures and
textbooks and investigate for themselves. Changes in teaching methods require the academic library to
supplement the single text book and enrichment the curriculum. Fargo (1998) notes that the library has an
even more vital relationship to the academic community than before, and that books and other resources
do not merely accompany academic activities, but are the fabric of those activities.

Libraries create policies to ensure that library resources are used effectively. Policies are
mechanisms for ensuring that individuals are treated fairly and equitably and that individuals' interests are
managed for the greater good (Bryson 1999). Policies are guides to decision making and they ensure that
organizational decisions are in line with the organizational philosophy (Clark 1999). Nwalo (2002)
observes that policies are common in all industrial and service organizations.

Professional librarians exercise independent judgment in the course of providing library service. This
implies that librarians adhere policies, but may also deviate from policies when professional judgment
indicates that they should. Service to library patrons cannot be overemphasized (Akinbode 2002).
Readers' services, which include lending materials, is a major service that attracts many people to the
library. Users of academic libraries are free to borrow materials for home use. The level, extent, and
number depend on the library's policies. Loan periods are also a matter of policy. Some users do not
return materials when they are due.

2.2 INFORMATION SYSTEM

Information systems are implemented within an organization for the purpose of improving the
effectiveness and efficiency of that organization. Capabilities of the information system and
characteristics of the organization, its work systems, its people, and its development and implementation
methodologies together determine the extent to which that purpose is achieved

Computer Information System(s) (CIS) is often a track within the computer science field studying
computers and algorithmic processes, including their principles, their software & hardware designs, their
applications, and their impact on society. Overall, an Information System discipline emphasizes
functionality over design (Archibald, 2006).

2.3 FILES MAINTAINED

The following are the files maintained by the circulation unit of the library.

a.) LIBRARY BORROWING FILE: This is a file used to keep records of books borrowed to and from
other university libraries. The data fields include Names of the two universities, Title of book(s),
Author(s), Accession number, classification number, Total number of books borrowed into or out of the
library and Date

b.) STAFF DAILY REPORT: This file is also used to keep records of all complaints and queries to and
from a staff. The data fields include: Name, number, division, date and designation.

c.) BOOKS ON BINDERY FILES: This file is also used to keep records of all books that are on bindery.
The data fields include: Title, author, accession number, classification number,, number of books and
date.

d.) BORROWERS APPLICATION FILE: This file is also used to keep records of all applications written
by borrowers for lost of library books due to fire hazards or theft and reports from police or fire service.
The data fields include: Title of book(s) lost, accession number, date due for return.

e.) SPECIAL OVERNIGHT LOAN FILE: This file is also used to keep records of reserved books
borrowed out on special request ( Strictly for staff from 8:00 pm to 8:00 am). The fields include include:
Name of staff, Number, Department, Faculty, Title of book, Author, Accession number and date.

f.) BOOKS RECOVERED FILE: This file is also used to keep records of all books recovered. Such
books include stolen books, books damaged and asked to purchase new ones and so forth. The data fields
include: Name of borrower, Registration number, Faculty, Department, Title of book, Author, Accession
number, Total charges and date.

g.) CORRESPONDENCE FILE: This file contains records of all correspondence in terms of notices,
applications, requests, e.t.c from the library and higher authority and users. The data fields includes: date,
From:, To:, and subject( i.e. title of the text)

2.4 BENEFITS OF AN ONLINE LIBRARY

While there's something to be said about the allure of actually walking into a library, seeing racks upon
racks of good reading and smelling the irresistible scent of a multitude of books, an online library can
benefit many people in ways that a physical library full of hard copy books just can't compare with.

 Convenient Hours : An online library is open 24 hours a day, 7 days a week. No longer do you have
to head online to check library hours or try to rush that book back before the due date; with an online
library, you get 24/7 access to your favorite titles, all from the comfort of your own home (or the
coffee shop, wherever you happen to be browsing from).

 Access from Anywhere : An online library can be accessed anywhere in the world by anyone with a
computer. Patrons of an online library aren't confined to a set geographical area, which means that
the library can serve countless more people--basically, anyone who has a computer, Internet access
and the correct URL for the online library can take advantage of its many offerings.

 Multiple Users : Books in an online library can be checked out by multiple users at the same time.
Say goodbye to wait lists on popular titles; with an online library, digital copies of today's hottest
books can be checked out by numerous people at once. No lines, no waiting, just a few clicks and
you're reading that book you've been dying to check out.

2.5 ADVANTAGES OF THE DIGITAL LIBRARY

 A digital library is not confined to a particular location or so called building it is virtually
distributed all over the world. The user can get his/ her information on his own computer screen
by using the Internet. Actually it is a network of multimedia system, which provides fingertip
access. The spoken words or the graphical display of a digital library is again having a different
impact from the words that are printed. In the new environment owing a document will not be
problem for the library because the user will pay for its uses.

1. No physical boundary: The user of a digital library need not to go to the library physically,
people from all over the world could gain access to the same information, as long as an Internet
connection is available.

2. Round the clock availability: Digital libraries can be accessed at any time. 24 hours a day
and 365 days of the year

3. Multiple accesses: The same resources can be used at the same time by a number of users.

4. Structured approach: Digital library provides access to much richer content in a more
structured manner i.e. we can easily move from the catalog to the particular book then to a
particular chapter and so on.

5. Information retrieval: The user is able to use any search term bellowing to the word or
phrase of the entire collection. Digital library will provide very user friendly interfaces, giving
click able access to its resources.

6. Preservation and conservation: An exact copy of the original can be made any number of
times without any degradation in quality.

7. Space: Whereas traditional libraries are limited by storage space. digital libraries have the
potential to store much more information, simply because digital information requires very little
physical space to contain them. When the library had no space for extension digitization is the
only solution.

8. Networking: A particular digital library can provide the link to any other resources of other
digital library very easily thus a seamlessly integrated resource sharing can be achieved.
9. Cost: The cost of maintaining a digital library is much lower than that of a traditional library.
A traditional library must spend large sums of money paying for staff, book maintains, rent, and
additional books. Digital libraries do away with these fees.

2.6 DISADVANTAGES OF THE DIGITAL LIBRARY

The computer viruses, lack of standardization for digitized information, quick degrading
properties of digitized material, different display standard of digital product and its associated
problem, health hazard nature of the radiation from monitor etc. makes digital libraries at times
handicap.

1. Copyright: Digitization violates the copy right law as the thought content of one author can
be freely transfer by other without his acknowledgement. So One difficulty to overcome for
digital libraries is the way to distribute information. How does a digital library distribute
information at will while protecting the copyright of the author?

2. Speed of access: As more and more computer are connected to the Internet its speed of access
reasonably decreasing. If new technology will not evolve to solve the problem then in near future
Internet will be full of error messages.

3. Initial cost is high: The infrastructure cost of digital library i.e. the cost of hardware,
software; leasing communication circuit is generally very high.

4. Band width: Digital library will need high band for transfer of multimedia resources but the
band width is decreasing day by day due to its over utilization.

5. Efficiency: With the much larger volume of digital information, finding the right material for
a specific task becomes increasingly difficult.

6. Environment: Digital libraries cannot reproduce the environment of a traditional library.

Many people also find reading printed material to be easier than reading material on a computer
screen.
7. Preservation: Due to technological developments, a digital library can rapidly become out-of-
date and its data may become inaccessible.

SUMMARY

In summary, this library record management system is design to reduce the stress and the difficulties
encountered in the manual processing system. This seminar will make the realization of avoiding long
queue of users in the library possible.

This system will be capable of controlling the database, i.e ADD, DELETE, UPDATE or SEARCH for a
particular record in the database.

CONCLUSION

One of the exciting things about interactive information and retrieval system is that they are user oriented
and friendly. However, the idea of designing and implanting a new efficient computerized system is to aid
the borrowing system requirement in particular and the entire library record management requirement in
general to achieve the desired result in a less time and ease and comport. If any of the objective is missed,
the new system could said to be waste in terms of resource and time, the blame will be pass on the
analyst.

REFERENCE
Allen kent e ’al (1978): Online revolution in libraries Gert, Janet “Selection for the preservation in
the digital age.” Library resources and technical services, 44(2) (2000): 97-104

Cain, Mark .” Managing technology: Being a library of record in the digital age” Journal of academic
librarianship 29: 3 (2003)

De Stepano, Paule (2001) : Selection for digital conversion in academic libraries college and research
liobraries 62(1) 370-379

Student Hand Book (revised 2008) Usmanu Danfodiyo University, Sokoto.