Library Automation

UNIT 6 SOFTWARE PACKAGES: FEATURES

Structure
6.0 Objectives

6.1 Introduction

6.2 Evolution of Library Automation Software

6.3 General Functions of Library Automation Software

6.4 Requirements for Library Automation Software

6.4.1 System Requirements
6.4.2 Functional Requirements

6.5 Implementation of Library Automation Software

6.6 Library Automation Software Packages Available in India

6.6.1 Softwares of Foreign Origin
6.6.2 Softwares Developed over Foreign Packages
6.6.3 Softwares of Indian Origin

6.7 Evaluation of Library Automation Software

6.7.1 Criteria for Evaluation
6.7.2 Comparison of Automation Packages

6.8 Trends and Future Directions

6.9 Summary
6.10 Answers to Self Check Exercises

6.11 Keywords

6.12 References and Further Reading

6.0 OBJECTIVES
After going through this Unit you will be able to:

understand functions and requirements of library automation packages;

evaluate a library automation package; and

know features of library automation packages available in India and trace their path
of development.

6.1 INTRODUCTION
Software is defined as a set of related computer programs (stored set of instructions) that
governs the operation of computer system and makes the hardware run. The software
for a computer system may be classified as system software (e.g. Operating System)
and application software. System software is responsible for the overall management of
the computer resources whereas application software is designed to perform certain
118 tasks and thereby make computers able to perform different predefined jobs. Library
automation software, as application software, performs day-to-day library activities through Software Packages:
Features
human interventions. Library automation packages are developed in view of the two
most essential activities of any library – housekeeping and information retrieval.

An automated library is one where a computer system is used to manage the library’s key
functions such as acquisitions, serials control, cataloguing, circulation and the public access
catalogue. There are basically three strategies that can be followed for automation or
mechanisation of library operations:

Adopting a piecemeal approach, converting individual operations one at a time.

Going directly for a fully automated system.

Working towards an integrated, computerised system progressively, using a ‘planned

installation’ approach.

Library Management Systems (LMSs) are now established as an essential tool in the
support of effective customer service, stock management and management of library
services. These are based on knowledge and experience of library professionals over the
centuries. The rapid growth in the use of hardware, software, connectivity, and reduced
costs has resulted in the development of LMSs. Current LMSs are integrated systems,
based on relational database architecture. In such systems, files are interlinked so that
deletions, additions and other changes in one file automatically activate appropriate changes
in related files. The market for LMSs is now a mature one in India. Almost all special
libraries and larger academic libraries in India have either adopted a computer-based
system or planning actively to go for library automation.

6.2 EVOLUTION OF LIBRARY AUTOMATION

SOFTWARE
Software upgradation is a continuous process. LMSs are no exception. A critical study of
development of LMSs were the years suggests the developments that LMSs may be
divided into four generations on the basis of sophistication of their capabilities, facilities
for integration and interconnectivity. The LMSs developed in all parts of the world from
mid 1970s to till date may be fitted into one of these four periods.

The first generation LMSs were module-based systems with no or very little
integration between modules. Circulation module and cataloguing module were the
priority for these systems and were developed to run on specific hardware platform
and proprietary operating systems.

The second generation LMSs became portable between various platforms with the
introduction of UNIX and DOS based systems. The LMSs of this generation offered
links between systems for specific functions and were command driven or menu
driven systems.

The third generation LMSs were fully integrated systems based upon relational
database structures. They were based on a range of standards, which was a significant
step towards open system interconnection. Colour and GUI features, such as
windows, icons, menus and direct manipulation have become standards and norms
in this generation. They operate in client-server setup.

The fourth generations LMSs are based on web architecture and facilitate
access to other servers over the Internet. These systems allow accessing
multiple information sources from single window user interface and support
digital archiving. 119
Library Automation Thus, the progress of LMSs through the generations has provided us an effective and
straightforward user interface, which supports access to multiple sources and services
from one multimedia interface. Moreover, the latest LMSs allow customised report
generation and manipulation of data and investigate various scenarios and therefore they
have all the potential to be a decision support tool. A comparison of features and
functionalities of LMSs in four different generations is given in Table 6.1.

Table 6.1: Comparison of the Features of Four Generations of LMSs

Sl. Features 1st Generation 2nd Generation 3rd 4th Generation

No. Generation

1 Programming Low level COBOL, 4 GL OOPS

Language language PASCAL, C

2 Operating System In house Proprietary, UNIX, UNIX, Windows,

MSDOS Windows, Linux

3 DBMS Non-standard Hierarchical Entity Relation Object oriented

and Network model model
model

4 Import/Export None Limited Standard Fully integrated

and seamless

5 Communication Limited Some interface Standard Full connectivity

across Internet

6 Portability Machine Machine Multi-vendor Multi-vendor and

dependent independent Platform
and hardware but Platform independent
specific dependent

7 Reports Fixed format Fixed format Customised Customised report

and limited and unlimited report generation
fields fields generation with e mail
interface

8 Colour None None Available Fully available

with Multimedia

9 Capacity of Limited Improved Unlimited Unlimited

record holding

10 Module None Bridges Seamless Seamless

Integration

11 Architecture Stand-alone Shared Client-Server Web-centric/

Distributed

12 Interface Command Menu driven Icon driven Icon driven with

driven (CUI) (CUI) (GUI) Web and
Multimedia

13 User Support Single user Limited Unlimited Unlimited number

number of number of of users
users users

14 Multi-lingual None Limited Standard Full support

support/ (through through
UNICODE Hardware UNICODE
support)
120
Self Check Exercise Software Packages:
Features
1) Compare 3rd and 4th generation automation packages.
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of the Unit.
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6.3 GENERAL FUNCTIONS OF LIBRARY

AUTOMATION SOFTWARE
Software may be viewed as digital version of human skills. LMSs are based on skills,
knowledge and experiences acquired by library professionals on the jobs. These (LMSs)
are used as intelligent tools for performing housekeeping operations, information retrieval
and MIS (Management Information System) activities. The whole array of functions carried
out by a modern LMS is given in Figure 6.1.

LMS Application

Operational Administrative
Sub-system Sub-system

Housekeeping Information Reports Statistics MIS

Operations Retrieval

Acquisition
OPAC Predefined Document Planning
Reports related
Cataloguing
Web-OPAC User related
Decision
Circulation Customized Making
Reports
Integrated Staff related
II.L Access

Serials Control

Maintenance
Figure 6.1: Functions Carried out by LMS
LMSs support selection, ordering, acquisition, processing, circulation, serials control,
information services and also extend help in library administration, planning and in the
decision making process, as a management tool. 121
Library Automation The LMSs presently follow a modular approach for the house keeping operations. Generally,
the whole package is divided in modules for each operational subsystem. Modules are
divided into sub modules and each sub module supports various facilities to carry out
tasks related to the library housekeeping operations and information services.
Self Check Exercise
2) Enumerate the role of LMS in library housekeeping.
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of the Unit.
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6.4 REQUIREMENTS FOR LIBRARY

AUTOMATION SOFTWARE
A library automation package or LMS should fulfill the expectations of library
users, staff and authorities in terms of application to all the library activities and
services, user-friendliness, flexibility for customisation, of the software and other
relevant aspects. Libraries would like to develop or purchase a LMS that fulfills
these requirements. The basic requirements for any modern library automation
package to satisfy such expectations can be grouped under two broad heads –
general system requirements and functional requirements.

6.4.1 System Requirements

These are applicable to all modules of any modern LMS and should include but not
limited to the following features:

The LMS must be fully integrated, using a single, common catalogue database for
all types of bibliographical data covering different types of documents and a common
interface across all modules

The LMS should have capability of supporting multiple branches or independent
libraries, with one central computer configuration sharing a common database

The LMS must accommodate unlimited number of records, users and organisation-
specific parameters (e.g. loan period rules, fine calculation criteria, hold parameters,
etc.)

The package should include following fully developed and operational facilities at
multiple customer sites:

Information gateway
Circulation control

Bibliographic and inventory control
Acquisition management

Authority control
Serials control

Public access catalogue
Electronic Data Interchange (EDI)

122

Web catalogue interface
Reservation and materials booking

Information gateway
Circulation control Software Packages:
Features
(telnet, www, Z 39.50, proxy
Customised generation of reports
server, external access, customised and usage statistics
web portal)

Outreach services

One step administrative parameters
setting
Digital media archive system

Z 39.50 sever (minimum version 3
Fund accounting
and bath profile level compliant)
Inter library loan

Z 39.50 OPAC and staff client
Bills and fines

Z 39.50 copy cataloguing client
Multimedia files

MARC 21 bibliographic and
Interoperability and crosswalk
authority record import/export utility

LMS must provide continuous backup in suitable media (as per the choice of libraries)
so that all transactions can be recovered to the point of failure

LMS must be compliant with the following standards:

Z 39.2 or ISO 2709 information
Z39.50 information retrieval
interchange format service (client and server
version 3)

MARC 21, UNCODE (UTF-8 OR
EDIFACT (EDI standard)
UTF-16)

IEEE 802.2 and 802.3 Ethernet

Z39.71 holdings statements
HTTP, TCP/IP, Telnet, FTP, SMTP

The LMS should be based on web-centric architecture and extend support for a
range of multi-user and multitasking operating systems and RDBMSs

The LMS must be compliant with UNICODE standard for multilingual support and
RFID for inventory management and self-issue/return facility

Vendor/Developing group should provide training to enable library staff to

become familiar with system functions and operation, should supply full and
current system documentation in hard copy and in machine-readable form suitable
for online distribution and the LMS should include extensive online help for users
and staff

LMS must support multiple hardware architecture in terms of server, network

infrastructure, PC-workstations and peripheral devices

LMS must be supported with regular maintenance and on-call service, periodical
software upgrades, continuous R & D, trouble-shooting of third-party software such
as database package and the library automation package, distribution of problem
fixes/patches and emergency services for system failures and disaster recoveries

The package must provide security to prevent accidental or unauthorised modification

of records through the establishment of access privileges unique to each user on the
system and restriction of specific functions to specific users

LMS should provide graphical user interface including, but not limited to, extensive
online help, user self-service and personalisation features. The software should be
supported with PC-based alternative that will allow circulation to continue in the
event of system failure, communication failure and downtime required
for maintenance. 123
Library Automation 6.4.2 Functional Requirements
These are the minimum essential features to be supported by each functional unit or
module of any modern LMS:
Authority Control
The LMS must have the following capabilities:

Support for MARC authority format for personal, corporate and topical name
headings in a name authority file; title, uniform title and series entries in a title
authority file and subject headings in a subject authority file

Provision for generation of SEE, SEE ALSO references and NT-BT-RT relationships
network from authority records and link these references to matching access points
in OPAC;

Must allow any bibliographic field to be authority controlled, should include facilities
to search, retrieve, and display print and global editing of authority records by
authorised operators; and

Must include provision for multiple thesauri with the ability to produce a list of all
citations with authority file violations.
Bibliographic Control
The master bibliographic record of the LMS should extend support for:

MARC 21 bibliographic and authority record formats;

MARC record loader that can accept records input from various sources and from
various media like tape diskette or over network;

Global editing utility that find and replace data within specified fields;

Data format validation during input of bibliographic information ;

MARC 21 format for holding and display of holdings on the basis of ANSI Z39.44
serials holdings display format;

Import and export of bibliographic data through Z39.50 complaint catalogue; and

Interoperability and crosswalk through incorporation of XML, RDF and metadata
schemas (e.g. Dublin Core Metadata).
Online Public Access Catalogue (OPAC)

OPAC must be fully integrated with other modules and accessible through web-
based client

OPAC should provide browse indexes for author, title, and series and browse index
combining all four indexes

It should allow combined, specific and field level searching for all formats along
with phrase searching, nested searching and truncated searching

It must enable searching by using Boolean operators (OR, XOR, NOT, AND),
positional operators (SAME, WITH, NEAR, ADJ) and relational operators (‘greater
than’, ‘less than’, ‘equal to’, etc.) within and across all fields

It should provide facility to see processing status (fully catalogued, in process, lost,
withdrawn etc.) and circulation status (in transit, reserve, recalled, on-hold etc.)

OPAC should support full, brief, standard and customized display of records including
124 relevancy ranking of search results

OPAC should also support bulletin board, information desk, gateway services (to Software Packages:
Features
access external databases) and patron self-service options (e.g. holds, renewals
etc.)

OPAC must track users’ preference and interests, organised into a list of favourities.
These favourites shall be included in a user’s personal online account

Circulation Control

The circulation control activities of any modern LMS must be supported with the following
facilities:

Entry of borrower and item identification by scanner, RFID reader or keyboard

entry;

A template for users registration and automatic display of patron data;

Automatic blocks for membership expiration, exceeding loan threshold, renewal

threshold and fine threshold, placement of hold on any title or item in the
database;

Automatic calculation of loan period in hours, days, weeks or months;

Generation of notices/reminders to users of overdue items and printing of gatepass

for issued items. Automatic calculation of fines and other charges, recording of
payment and generation of receipts;

Generation of variety of pre-defined and user defined reports and usage statistics;
and

Fully operational interlibrary loan module, patron initiated transaction and mechanised
inventory control (barcode, RFID, smart card etc.).

Acquisition Control

A fully integrated acquisition module of any modern LMS should support the following
activities/functions:

All traditional acquisition activities like pre-order searching, ordering, claiming,

cancellation of order, receipt processing, processing payment, fund accounting, vendor
accounting, currency control, statistics and report compilation, etc. Linkage between
acquisitions, cataloguing and circulation modules must be seamless;

Accommodation of a variety of materials, including but not limited to monograph,

series, serials, newspapers, cumulative indexes, loose leaf materials, supplements,
reports and statutes, musical scores, electronic resources, etc;

Processing of a variety of materials, including but not limited to print, microfilm,

microfiche, film, videotape, audiocassette, CD---ROM, magnetic tape, DVD---ROM,
etc.;

Recording, storing and display of bibliographic information, acquisition type (order,

gift, approval etc.), status (ordered, received, etc.,), invoice and accounting information,
vendor information, requestor information, subject code, etc.;

Budget-based fund accounting with categorised fund allocation;

Generation of vendor performance statistics and other reports; 125

Library Automation
Accommodation of different order types such as firm order, prepayment, exchange,
membership, gift, on approval, blanket order, standing order, subscription, continuation,
deposit account, etc; and

Production of various customised and predefined reports as MIS activities.

Serials Control

The module should have all the basic capabilities like ordering, cheek-in, claiming,
routing, vouchering, fund accounting, union listing, bindery preparation and report
generation.

It should provide the ability to search for serials records by title, ISSN, publisher,
vendor, purchase order, uniform title, editor, conference title, keywords etc.

Serials control module should have provision for article indexing, online acquisition,
e-journal directory service and recording of holding information.

It should support both predictive and non-predictive mode of check-in and auto-
generation of claims for non-receipted issues.

The module should support routing of journal issues and production of various lists
and reports.

Digital Media Archive System (DMA)

The aim of DMA subsystem is to support search, retrieval and viewing of multiple media
formats from client machines by using a web browser. It should be able to provide the
following facilities:

To browse and search (full text and metadata based) contents of text and images in
ASCII, HTML, SGML, PDF, TIFF, JPEG, GIF, BMP, PCX, DCX etc. formats,
audio and video clips and streaming audio and video;

To link itself with library OPAC through electronic access field (MARC/UNIMARC
856 field);

To receive and register published documents from an electronic document

management system;

To help a user to import one or more files from the user’s system and associate
them with a metadata schema within the archive;

To support metadata harvesting by using Open Archive Initiative (OAI)/ Protocol

for Metadata Harvesting (PMH);

To extend support for various Document Object Identifier (DOI) schemes; and

To accommodate remote document submission system.

System Administration
The administrator or super user should control the overall administration of LMS through
a highly secured module for managing the following activities:

Access control for individual user, for each module and for each function;

System security to prevent unauthorised access to databases;

Standard implementation and setting of system parameters; and

126

Keep a log of each transaction, which alters the database.
Self Check Exercise Software Packages:
Features
3) What is digital media archiving?
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of the Unit.
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6.5 IMPLEMENTATION OF LIBRARY

AUTOMATION SOFT WARE
Library automation is a complex process and should be planned astutely. The entire process
of library automation may be divided into the following steps:

Software selection
Defining procedures for

Hardware selection
Bibliographical data entry

Site preparation
Administrative data entry

General training
Financial data entry

Customisation
Commissioning
It is quite obvious that implementation of these steps requires background study or analysis
of the library system. It is a precondition to utilise library automation package for effective
results. A library will not be able to take full advantage of automation until and unless its
manual functions are streamlined and justified. Therefore, the procedures and tasks (see
Unit 05 of this block) followed in different sections should be analysed in terms of the
following factors:

Special features of the library system
Number of daily transactions
(issue/return/reservation)

Local variations (their validity and
usefulness) and available manpower
Availability of multilingual
documents

Limitations of the existing system

Nature and objective of the library
Need of information services
(CAS/SDI, etc.)

Total number of collection

Annual acquisition and procedures
Future plan (in terms of
followed for acquisition networking and consortia)

Number of periodicals scrutinised

Number of users and their categories
Library managers must develop an implementation plan for the library automation project
on the basis of above facts, prior to the installation of any equipment and the LMS. The
plan shall be incorporated upon written approval of the authority. The plan must include,
but is not limited to, the following aspects: 127
Library Automation
Identification of all the required
Timeline for all the required tasks
tasks

An indication of which person/group
A software installation requirements is
responsible for completion of checklist
each task

A training requirements checklist

Expected start and completion dates
Training courses and courseoutlines,
for each task

Description of post-implementation

A site preparation requirements
checklist

Performance testing checklist

Self Check Exercise

4) Identify factors to be considered for successful implementation of library automation.
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of the Unit.

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6.6 LIBRARY AUTOMATION SOFTWARE

PACKAGES AVAILABLE IN INDIA
The automation of library activities in India started in full swing with the introduction of
CDS/ISIS. The CDS/ISIS is a menu-driven generalised information storage and retrieval
system designed by a team of experts under UNESCO/PGI programme. It is specifically
meant for the structured non-numerical databases. In India, NISSAT with the help of
other professional bodies organised a number of training courses on application of CDS/
ISIS (DOS & Windows versions) in information organisation activities. As a result, a
large pool of trained manpower developed in the country. Partially, some organisations
developed their own LMSs e.g. DESIDOC developed DLMS (Defence Library
Management System), INSDOC came out with CATMAN (Catalogue Management)
and SANJAY was developed by DESIDOC under NISSAT project by augmenting CDS/
ISIS (Version 2.3) for library management activities. The LMSs presently available in
India may be ranked in 2nd, 3rd and in between 3rd and 4th generation on the basis of their
features as listed in the table 6.1. As far as the origin and the application domain are
concerned, the LMSs available in India may be placed under three fundamental groups –
LMSs of foreign origin, LMSs developed over LMSs or textual database management
systems of foreign origin and LMSs of Indian origin. This grouping may again be sharpened
by dividing the packages on the basis of size of library systems i.e. large libraries,
medium range libraries system and small range libraries system. The grouping of LMSs
is given in table 6.2. As it is not possible to discuss every LMS listed in the table, only a
few LMSs are selected from each group for discussion on the basis of their popularity
128 and features.
 Table 6.2: Grouping of LMSs Available in India Software Packages:
Features

Application Domain
Origin
Large System Medium Range System Small System

LMSs of foreign Alice for WINDOWS KOHA Not Available

origin BASISplus & TECHLIB
plus VIRTUA ILS

LMSs developed NG-TLMS.NET WINSANJAY LAMP

over LMS of (over TLMS package) (Over CDS/ISIS) (Over CDS/ISIS)
foreign origin

LMSs of Indian LIBSUITE AUTOLIB ARCHIVES

origin LIBSYS DLMS CATMAN
MECSYS GRANTHALAYA E-GRANTHALAYA
NEWGENLIB Krvger Library GOLDEN LIBRA
NEXLIB Manager LIBMAN
SLIM 21 LIBRA LIBRARY-
SOUL LIBRARIAN MANAGER
SUCHIKA LISTPLUS LIBRIS
TULIPS NETLIB LIBSOFT
ULYSIS NIRMALS LOAN-SOFT
WILISYS SLIM ++ SALIM

6.6.1 Softwares of Foreign Origin

This group includes library automation packages developed by foreign or multinational
vendors and distributed in India either through approved agents or value-added
resellers. The discussion covers four most popular packages of foreign origin.

ALICE FOR WINDOWS

This LMS developed by Softlink International, Australia, is a global software package and
is marketed worldwide through a number of agencies based in America, Australia, Britain,
Iceland, India, Malaysia, New Zealand and Singapore. This software is marketed under
the name of Embla in Iceland, Alice elsewhere in Europe, OASIS in South East Asia and
Australia and Annie in America and other parts of the world. Recently Softlink International
decided to call the software Alice for Windows all over the world to maintain consistency
in nomenclature. The main features of Alice are as follows:

It has four distinct versions – Public library version, Special library version, Academic
library version and School library version

The package is modular and modules are grouped into one of the three sets:

Standard Set: Includes Management; Reports and Utilities; Circulation; OPAC

Advanced Set: In addition to Standard Set it includes Acquisition; Periodicals;
Journal Indexing; Multimedia; Web Inquiry

Special Set: In addition to Standard and Advanced set it includes Reservation;
Interlibrary loan; Patron self checking; Rapid retrospective conversion;
Multilingual features; Self circulation; Union catalogue

The LMS is backed by a number of support services which include onsite training
programmes, continued R&D, feedback system through user groups, free
newsletters, etc.

Besides traditional library materials, it can be used to manage slides, audio and
videocassettes, paper clippings, maps, charts, electronic documents and www sites. 129
Library Automation Location of documents in library could also be seen with the help of the library map.
It is possible to maintain consistency in recording of items through the use of authority
files. Alice has a capacity of holding 99 lakhs records.

It supports a total of eleven search criteria to search the database from any
machine (UNIX/MAC/ Apple, etc.) through Internet or Intranet. It helps to
generate customized reports in addition to 800 preformatted reports available with
Standard Set.

It supports barcode technology and has in built communication function. As special
features, the LMS provides data protection functions, rapid retro-conversion facility
and online tutorial and help system.
BASISPLUS AND TECHLIBPLUS
BASISplus and TECHLIBplus are products of Information Dimensions Inc. (IDI), USA
and National Informatics Centre (NIC), New Delhi. NIC is the value-added reseller of
the packages in India. BASISplus is a client-server relational database system for text
and mixed object documents. It adheres to the fundamental principles of open systems
including interoperability, portability and scalability. The database engine provides user
authentication, document access control, concurrency control, deadlock protection and
recovery. The features of the LMS are as below:

Relational DBMS
Component-level retrieval and image

Client-server architecture management

Active data dictionary
Networking (LAN & WAN)

Enhanced security feature
Seamless Internet support

Complete backup and restore
Open Application Programming
capabilities Interface (API) to support client

Power search facility access to server databases

Full text retrieval
GUI based easy user interface for

Mixed object management retrieval, display and data entry

Thesaurus and controlled vocabulary
Intelligent search assistance and

Screen customisation thesaurus manager

Document converters
Allows user to import and export

Immediate and Deferred updating many word processor file formats
(online and batch)

Content based retrieval
TECHLIBplus is a comprehensive library automation package developed over BASISplus
and customised to perform all the operations and activities of a fully electronic library.
TECHLIBplus supports OPAC, Catalogue maintenance, Circulation, Serials management,
Acquisition, Processing and MARC cataloguing. The LMS provides direct access to
information in Current Contents.
KOHA
Koha is an integrated library management system that was originally developed by Katipo
Communications Limited of Wellington, New Zealand for the Horowhenua Library Trust
(HLT), a regional library system located in Levin near Wellington. In 1999, Katipo proposed
developing a new system for HLT using open source tools (Perl, MySQL, and Apache)
that would run under Linux and use Telnet to communicate with the branches. The software
was in production on 3 January 2000, and released under the GPL for other people to use
in July 2000. There has been a high level of interest in Koha internationally, and it is
currently being used in New Zealand, Australia, Canada, United States, India, Thailand,
United Kingdom, and France. Many of the libraries presently using Koha are small and
medium sized, mainly school, college, public and special libraries. Koha has just been
130 implemented at the Nelsonville Public Library in Ohio. The Koha project has attracted
the attention of the developers in a number of different countries, with release Version Software Packages:
Features
1.2.2 being coordinated from Canada and the current stable release, Version 2.0.0 (available
both for Linux and Windows), from France. The major features of Koha are:

General: Free to download, no license fees, fast, web centric, fully customisable,
environmental friendly (one can recycle those old PCs), establishing an international
community of users and developers giving libraries the freedom to do it themselves
or work directly with the system builders, generating an international spirit of co-
operation and collaboration, easy staff training, supports both Windows and Linux
platform, uses freeware companions like Apache as web server, MySql as backend
RDBMS and PERL as scripting language, supports web OPAC and web interface
for staff, branches access main server via ordinary phone lines and modems, can run
on PC grade or server grade hardware

Circulation: Issues (including rentals), renewals, returns and fines; uses barcode
scanners or keyboard; can generate a list of over dues for a phone reminder system

Acquisitions: Multiple book budgets and suppliers, real time budget information

Catalogue updates fast and slick, support for MARC 21 and UNIMARC

Searching by keyword, author, title, subject, class number or combinations and

customised search interface to suit need of individual libraries

Memberships - One-stop-shop with all member information on one page

User-driven reservation facility from OPAC interface (Do-it-yourself reserves in

the Library or via the Internet)

OPAC in the library or via the Internet and stock rotation through branch libraries

Work in progress: Z39.50 searching, virtual bookshelves, French and German versions,
NCIP self checking, port to other operating systems so that it will run natively, new
themes, additional book information (e.g., covers), web based reports, Mozilla chromed
OPAC integrated with Greenstone Digital Library System, integration with Internet
“gateway” system and bill to patron card, printing spine labels

In most cases, Koha users either undertake the development themselves and contribute
the changes back to the project, or they commission a developer to undertake specific
enhancements

The Koha project uses a number of channels to allow members of its community to
communicate with each other — there is a general mailing list, as well as separate
ones for developers, Windows users, French-speaking Koha users/developers, and
German-speaking Koha users/developers. In addition, the developers use Internet
Relay Chat (IRC) for real-time scheduled meetings and conversations

Allows multilingual cataloguing and supports Unicode

Incorporated Functional Requirements for Bibliographic Records (FRBR) partially

VIRTUA ILS

Virtua ILS (Integrated Library System) is a sophisticated, internationalised library automation

solution that addresses the full spectrum of library activities. This LMS is designed and
developed by VTLS Inc., Virginia, USA. It uses off-the-Shelf UNIX hardware and the
Oracle RDBMS to guarantee continued availability and support. The important features
of this world-class software are enumerated below:

It is a fully parameterised software i.e., libraries can configure the setting to achieve
maximum flexibility 131
Library Automation
Supports national and international standards for data interchange

Basic system includes modules for OPAC, circulation, reserves, cataloguing,

acquisition, serials control and reporting

Basic system may be supplemented by companion products like RFID, MARC

data processing suite, ILL manager and patron self-cheek system

Provides support for excellent security options at different levels of access

Supports UNICODE and thereby enables the input and display of different languages
in their native scripts. In fact, Virtua ILS ensures a true multi-lingual catalogue
database

Helps in designing web-enabled digital media archiving and supports development

of digital library database (delivery options include CD---ROM, DLT, DVD and
DAT)

Provides ‘security bit’ enabled RFID solution to serve both inventory and theft
deterrence functions

Provides comprehensive customisation parameters (over 1000) for global settings

and each subsystem (OPAC, cataloguing, circulation, acquisition, serials control,
etc.)

Provides extensive and precise control over user activities and helps creation of
rich and customised web interface for various collection components for each patron
class

Ensures management of multiple libraries or branches across a library

Supports multilingual authority control, and networked multimedia database

management and seamless access to multiple databases through Z39.50 client

Incorporated FRBR model in the design of bibliographic databases

6.6.2 Softwares Developed over Foreign Packages

This group includes automation packages in which some applications are built on the top
of either foreign automation packages or general text retrieval packages. The discussion
here covers three automation packages of which two are based on CDS/ISIS.

LAMP

Library Automation and Management Package (LAMP) is a freeware and available for
downloading from Internet at no cost. The package, developed jointly by Netherlands
Library Association, Pakistan-Library Association and UNESCO, is based on CDS/ISIS
(version 3.07). This MS-DOS-based package is well suited for small libraries like school
and college libraries. The package contains five main modules with sub-modules under
each. Facilities are grouped under each sub-module. The features of LAMP include
the following:

Supports creation of authority files for books and serials (supplier authority, name
authority, subject authority, etc.)

Supports use of LCSH subject headings in subject authority file

The Acquisition module supports all the major tasks related to books and serials
132 acquisition like - creation of budget, purchase order authority file and purchase
 order data entry; Generation of purchase order; receiving of books and serials; display Software Packages:
Features
of order status; reminders to suppliers; Payment and reordering
• Cataloguing module supports data entry for monographs and serials, catalogue card
generation, creation of bibliographies, Binding and write off functions
• Circulation Indu has the facilities like creation of member database, edit/updating of
member database, Issue and return of books and serials, renewal and reservation,
checking of availability of documents and checking of outstanding documents,
generation of statistics on issued items and library members
• Supports a number of other utilities like a generation of gate pass, shelf-card,
accession registers, production of various statistical reports, global editing and
replacement, etc.

NG-TLMS.net
NG-TLMS.net is state of the art library automation software based on TLMS (Total
Library Management Service). TLMS has developed in Germany by TRANCE
group. The route of development for this LMS is TLMS -> NGTLMS -> NGTLMS.net.
NG-TLMS.net is designed on the top of TLMS by WebOPAC Applications Pvt. Ltd.
It is SQL-backed client-server system, based on Microsoft’s .NET platform. It
supports CCF, USMARC, Indian UNIMARC (as recommended by Central Secretariat
Library, New Delhi) and Z39.50. The NG-TLMS.net supports the following activities
and facilities:

Printing of accession register; AACR II card generation; article scan management;
authority files creation; auto cataloguing from web sites; auto export & import; Auto
keyword generation; automatic barcode generation; letterhead creation; dropdown
matching, etc.

Barcode based issue & return and serials control; auto status generation for progress
of processing of documents; bulletin board facility; Kardex generation for serials
control; complete Intranet support; automatic claim generation for overdue and missing
journal issues

RTF, Dial-up networking, e mail and printing of gate pass; ID card generation; arrival
list generation; multi-lingual support, web access of OPAC; power search facility;
Fine calculation and receipt generation; reservation of books; retrospective data
conversion; SDI service; search refining; security enhancement; statistics & graphs;
stock verification

UNIMARC input sheet generation; UNIMARC cataloguing; virtual library creation;
Z39.50 client & server; UNICODE support (all languages of the world are supported)

Web centric architecture i,e, requires only installation on server. Client uses browser
to access all information

No restrictions on the number of records; acquisition module includes accounting
software and is optional; basic software covers all areas e.g., OPAC, cataloguing
and circulation; all Indian Languages supported

Includes facilities for - WebOPAC, Internet and Intranet via browser, union cataloguing
supported in distributed and replication environments, US MARC 21, UNIMARC,
CCF and Z39.50 and can be installed by relatively less experienced computer users.
WINSANJAY
This LMS is originated from SANJAY. SANJAY is based on CDS/ISIS (version 2.3). It
was developed by DESIDOC under a NISSAT project to meet the requirements of library
management activities. It includes a set of 35 Pascal programs and 25 special menus.
The features of WINSANJAY are as follows – 133
Library Automation
Windows-based and more user friendly than WINISIS and CDS/ISIS for library
house keeping operations. Suitable for medium range libraries

Effective interlinking of databases (it is a great achievement because WINISIS or
CDS/ISIS does not support relational database design model). Interlinks book
databases, member databases, vendor databases and budget databases

Maintenance module restricts the access right to a limited set of users and thereby
provides security measures and user module helps library staff to carry out daily
routine in circulation, acquisition and online catalogue functions.
6.6.3 Softwares of Indian Origin
This group includes packages designed and developed by Indian vendors and software
agents. The features of nine automation packages are discussed here. Packages are
selected for discussion on the basis of their customer base and popularity and arranged
alphabetically.
AUTOLIB
Autolib is fully integrated multi-user software on Windows environment, designed to
automate various activities of university libraries, college libraries, public libraries and
special libraries. The software is developed by AutoLib Software Systems, Chennai and
the product range includes the following LMS:

MS-Access with VB version
MS-SQL server with VB & Web
version

MS-Access with VB & W version

MS-SQL server with VB version
MS-SQL server with VB (public
library version)
This LMS is module based system and designed and developed by a team of library and
information specialists, system analysts, software professionals, network specialists and
database designers. The features of AutoLib are given below:
General features: Module based; user friendly; GUI environment; based on client server
architecture, uses Visual Basic 6.0 as front end and MS-SQL V.7.0 RDBMS as back
end; uses TSQL query Language, module level security; Z39.50 protocol support; export/
import of data in ISO 2709 format, cataloguing of digital resources, implementation of
AACR, CCF, Dublin Core, TCP/IP and dial-up network support, web based reports,
menu based operations, incorporated mandatory fields of CCF, powerful search facility/
Query builder, printing various reports in several formats, Simple data entry, User ID and
password protection, Online help/documentation, Continuous product upgradation,
Customer support & maintenance.
Minimum Hardware & Software Requirements: Server configuration- Pentium II/III 64
MB RAM/4.2 GB HD, 32x CD-Drive/1.44 FDD, network accessories, SVGA monitor,
Windows NT Server 4.0 and SQL Server 7.0. Client configuration - Pentium II with 32
MB RAM/4.2 GB HD Windows NT workstation/Windows 9x.
Modules: Cataloguing, OPAC/Advanced OPAC, Transaction (Circulation) Management,
Book ordering/Acquisition control, Journal/Serials Control, System Administration, Report
Management, Article Indexing, Digital library, Web OPAC.
Functional features: 1) Database Management --- Data entry/Updating of database for
user, author, publishers, suppliers, member, book, journal issues & back volumes,
article report, thesis, standard, non-book materials, budget, subject, department etc.;
2) OPAC--- Powerful and versatile search facility, simple search for beginners, query
builders for advanced users, Query windows for complicated search, Boolean search,
field level search (single field/multiple fields, author / title / keyword / subject, accession
No / class No., journal name / article name etc); 3) Circulation – Transaction, Issue,
134 return, renewal of books, Journals, back volumes, recall, reservation, cancellation,
reminders, reports); 4) Serials Control - Subscription of new journals, Renewal of journals, Software Packages:
Features
receipts of new issues, Reminders for missing issues, Invoice processing, Payments,
browsing issues, Reports generation, 5) Acquisition Control--- Duplicate checking, Indent
processing for new books, Book ordering, Reminders, Receipts of books, Invoice processing,
payment, Budget management; 6) System Administration module- User ID & encrypted
password protection, Module level Security, Budget management, Stock verification, Global
updating, Fixing due dates, Overdue charges etc., Holiday maintenance, Reports, New
additions, Catalogue (main/author/title), Accession register/bibliography, List of books by
author/ title/ publisher/year, subject/call number (by any order), Books by unique titles,
Frequently issued books, frequently accessed books, Books issued/returned/reserved,
Receipt for fine amount/ deposit/ loss of book, etc, List of user/publisher/supplier/
departments, No-due certificates, stock verification report, Budget details, Orders, Journal
list, Journal subscription /order report/missing issues; 7) Article Indexing – provides for
creating journal article database, Allows to create author index and keyword index, Searching
and retrieval of journal articles, Allows to create index and abstracts, Allows to publish
CAS bulletin, Allows to generate contents pages; 8) Digital Library module - cataloguing
multimedia digital resources such as text, images, audio file, video clippings, etc, Allows to
catalogue based on Dublin Core standard, Also provides for to handling various file formats
such as .bmp, .jpeg, pdf, .doc, .avi, etc.
E-GRANTHALAYA
This LMS was developed by National Informatics Centre (NIC), Bangalore centre to suit
the requirements of small and medium sized libraries. It is an easy-to-use software package
and supports all the routine library operations. The general and special features of the
LMS are as follows:

The package includes functional modules for administration, serials control, acquisition,
circulation, OPAC, reports and index

Generates customised reports and statistics of library usage

OPAC allows simple and advance search option, supports web-enabled searching

The package has bilingual capabilities and can be customised to suit all Indian languages
supported by ISM 2000 developed by C-DAC, provides options to control access
through login and password and supports quit-in privileges for users and staff

Supports both standalone and networked operation mode. Recommended sever
configuration is Pentium III processor, 128 MB RAM and 4.3 GB Hard disk

Requires Windows NT/Windows 2000 for server and Windows 98/XP/2000 for client
machines and uses MS SQL sever as backend database

Requires ISM2000/Leap office 2000 as bilingual tool

GRANTHALAYA

This CUI based (DOS and UNIX) modular LMS was developed in FoxPro by INSDOC
(now NISCAIR) for medium range libraries. It includes all the modules required for day-
to-day library operations. The package has seven modules – Library administration; Query;
Circulation; Acquisition; Serials Control; Technical Processing and Data Administration.
The salient features of the LMS are:

Based on object oriented design
Provides online help through screen

Supports CCF and ISO 2709 for messages
import & export
Generates a dictionary for various

Supports Boolean operators and data elements for easy searching
range searching
135
Library Automation LIBSUITE
This LMS, developed by SOFT-AID Computer Ltd., Pune, is based on web-centric
architecture and designed to work with different media. LIBSUITE is based on three-
tire web centric architecture in which server machine uses Windows NT/2000 and Internet
Information Sever (IIS) – as web server. The database server relies on Oracle 8i and
clients use web interface for accessing the server through Internet or Intranet. LIBSUITE
extensively uses latest technologies like Active Server Pages (ASP) and Component
Object Modeling (COM). The web-centric architecture ensures that any machine with a
web browser can be a client. It also ensures working independent of operating systems in
client machines. The significant features are:

It provides all the standard modules and supports customised report generation and
standard protocols like Z 39.50

The package bundles the fully featured modules – Acquisition, Cataloguing, Circulation,
Queries, Serials Control, setup and maintenance

Cataloguing module, apart from supporting regular activities manages multi-format
materials, generates entire status i.e., total number of books, number of books issued
and number of books on the shelf.

Circulation module supports all the required operations including ILL and generation
of photograph of the member in circulation, panel

System administration module supports controls over the access, creation of authority
entries and setting of parameters for cataloguing, circulation etc.

Supports stock verification and global addition and deletion

Acquisition module supports all media and production of accession register

Web-centric architecture ensures use of any machine as client as it does not require
the installation of client-side software

Provides easy user interface and ensures seamless navigation through Internet and
Intranet and ensures login and password - based access as security measure

Includes various utilities like calculator and calendar
LIBSYS
LIBSYS is a fully integrated multi-user LMS based on client-server model and supports
open system architecture, web-based access and GUI. This indigenous software package
is designed and developed by LibSys Corporation, New Delhi. LIBSYS has seven basic
modules – Acquisition; Cataloguing; Circulation; Serials; OPAC; Web-OPAC and Article
Indexing. The leading features of different LIBSYS products such as LIBSYS 4.0, LS-
Premia, LS-Digital, LSmart and LSEase are enumerated below:

Based on client-server model and TCP/IP for communication and networking

Provides ANSI Z39.50 compliant web access for making the server accessible
through Internet/Intranet

Supports web-OPAC for accessing bibliographic databases through Internet/Intranet

Supports standard bibliographic formats like MARC 21, UNIMARC, CCF, etc.

Includes images and multimedia interfaces with LIBSYS search engine

Supports barcode technology for membership card production and circulation

136
Offers SDI, CAS, fine calculation, e-mail reminders, etc. and utilities

Provides flexibility in choosing operating platforms (UNIX, Windows NT, Novell Software Packages:
Features
NetWare) and backend RDBMS (SQL sever, Oracle)

Supports Web-OPAC through PERL/CGI access mechanism

Offers a range of products suitable for different types of libraries e.g. LSEase is an
affordable solution for small and medium sized libraries.

Provides RFID technology (in cooperation with TAGSYS – the largest smart card
solution provider) for inventory management and for smart card technology integration
for identification of individuals

LSPremia provides full UNICODE support and management of multi-site libraries

Offers digital resource management system through LS-Digital suite (It supports
resource structure definition, scanning, PDF conversion, multimedia database
management and metadata based searching and retrieval)

NEWGENLIB

NewGenLib is the result of collaboration between a charitable trust called Kesavan Institute
of Information and Knowledge Management (KIIKM), Hyderabad and Venus Solutions
Pvt. Ltd. The features of this LMS are:

Completely web based and adheres to international standards, supports web services
and allows networking of unlimited number of libraries, database and operating system
independent and uses open-source, n-tier, and Java-based technologies for scalability,
reliability and efficiency

Includes seven modules: Cataloguing, Circulation, Acquisition, Serials management,

OPAC, Network Configuration, Administration and Setup. The package is available
as single user (small library) version, multiuser-single library LAN/Intranet version,
Multiuser-single library Web version, Multiuser-multi-library consortium version

NewGenLib adheres to international standards like MARC21, ISO2709

(communication format), and AACR-2R. Cataloguing databases is based on well
proven database design to adhere to MARC and also supports Unicode 3.0 and
UTF-16 encoding format by which it can support all the possible languages (if available
in unicode 3.0 code charts)

Supports functionalities like Import of MARC data from sources such as OCLC
and freely available web-based resources, extensive use of setup parameters in
configuring the software to suit specific needs, e.g., in management of fines, Multi-
user and multiple security levels, automated email facility integrated into different
functions of the software to ensure efficient communication between library and
users, vendors etc., module-specific querying in all modules

Acquisition supports - online requests by users, firm orders, on-approval purchases,

standing orders, solicited gifts, unsolicited gifts, exchange-triggered acquisitions, web
service interfaces to supply sources such as amazon.com, Management information
reporting to enable better decisions in acquisitions management

Cataloguing supports data-entry using MARC tags, fields, sub-fields, etc., or simple
label and form-based data-entry; Import of MARC records from sources such as
OCLC or from free MARC download sites on the web; access to authority files
during data entry and catalogue database searching, catalogue record attachments
enabling access to related data, e.g., multimedia, web-based resources, scanned
images, and full text digital documents, Provision of a search engine to search full
text documents, Plug-ins for specialized thesauri, Automatic validation etc.
137
Library Automation
Network functionalities supports sharing of hardware, server and application software
between the host and one or more associate libraries. It helps users of branch libraries
- to download metadata or the full text of records, where records are available, into
their desktops; in acquisition of new publications from the host library, To access
their circulation records, To access electronic journals across all the libraries in the
network, To improve services to both the end user and the library staff

OPAC module supports - browser-based access to the library’s catalogue database;

Extensive search, retrieval, display, print, download and formatting options for patrons
(customized, text format (brief), text format (Full), MARC tagged, ISO 2709, MARC-
XML, Dublin core) Patrons can request new additions, access the circulation data,
make reservations and go to the web via the OPAC. Patrons can trigger interlibrary
loans, interact with library staff via instant messages/email

Circulation, apart from traditional functions, supports setting up of a wide range of

circulation options, fines, user privileges, etc.; needed in different library environments,
Rapid charging, discharging, renewal and reservation operations; built-in traps for
delinquent users, reservations, etc.; on-the-fly circulation, Interlibrary transactions,
binding management, MIS support for better management of collection and assistance
in stock verification

Serials Control module includes facilities like Integrated management of serials

subscriptions, registration, cataloguing and binding, rapid registration of incoming
serials issues using a kardex-like interface, Batch and on-demand claiming for missing
issues, support for union catalogues, ?MIS reporting for better serials management.

NEXLIB

This window based LMS was designed and developed by NexEvolve Logic Solutions
Pvt. Ltd. It provides a simple point-and-click navigation interface backed by a powerful
database engine capable of maintaining millions of records. Nexlib provides all the basic
utilities required for the management of libraries, namely, Acquisition, Cataloguing,
Circulation, Serials Control and OPAC. The important features of NexLib are as follows:

Acquisition module is fully integrated with the cataloguing module. It can manage a
variety of library materials and also fund accounting

Cataloguing module helps to define location of items by floor, shelf number etc.

The entire circulation task can be carried out from one screen

Provides facility to create unlimited number of user types and member data can be
transferred from any existing user information system

OPAC can be accessed through any standard web browser

Generates over 50 pre-defined reports related to library MIS

Ensures easy-to-use library staff interfaces

Full-featured serials control with the support for variety of formats and advanced
search option for OPAC

Digital Media Archive (DMA) module for the management of full text articles,
newspaper reports, images, etc.

DMA allows incorporation of standard metadata schemas and metadata-based

retrieval.

NexLib is a platform-specific LMS and depends on Microsoft products. The hardware

138 and third party software requirements are as follows: Sever should be Pentium III or
 higher with minimum of 256 MB RAM and preinstalled with windows 2000 sever. Software Packages:
Features
Client machine should be Pentium II or higher with 128 MB RAM and preinstalled
with windows 98/NT/2000/XP.

Follows client/sever architecture and security of library database access is based on

Windows NT model

Supports MS Access, MSSQL or Oracle 8i as backend RDBMS and uses Visual

Basic (VB) as scripting language.

SLIM 21

SLIM (System for Library Information Management), a software suite from Algorhythms
Consultants Pvt. Ltd., Pune is a module-based LMS that offers wide range of functionality
for library management. SLIM 21 is the latest product of the series that succeeded SLIM,
SLIM++, SLIMEX and SLIMLX. SLIM 21 supports multiple operating systems and
backend databases. The relevant features of SLIM 21 are: as follows

SLIM21 is a module-based system. The basic modules are Acquisition, Cataloguing,

Circulation, Serials Control, OPAC and Article Indexing.

Enterprise module of SLIM21 supports usage statistics, current awareness service

(CAS Publish), web aware OPAC (WAOPAC), web proposals for new books,
interlibrary loan (ILL) and selective dissemination of information (SDI)

Supports export/import through MARC/CCF/ISO-2709 standards and downloading

of bibliographic data from online databases through DB Bridge module and Z39.50

Generates customized reports on screen/printers/RTF or as text/PDF/HTML files

with auto e-mailing facility

Unicode based LMS that supports multi-script sequencing for Indian scripts

Generates shelving order for documents as per colon classification, supports smart
card/ RFID based circulation and touch chip (biometric) interface for user authenticity

Creates library map for easy location of items

Provides user-friendly online help and reference manual

Supports digital library environment and transformation of bibliographic data into

XML, XHTML and DCMES

Supports both standalone and network architecture. Minimum requirement for sever
machine is P-4 processor and 256 MB RAM with Windows XP/2000 as OS and
SQL sever as backend RDBMS. Client machine may be any P-2 machine with
window 9x/2000/ME/XP or NT workstation.

SOUL
The story of SOUL (Software for University Libraries) started with the development of
ILMS (Integrated Library Management Software) by INFLIBNET in collaboration with
DESIDOC. Two versions of ILMS (DOS and UNIX) were developed for university
libraries in India. But with the introduction of GUI-based system and other revolutionary
changes in the field of computer software, INFLIBNET decided to develop a state-of-
the art, user-friendly, Window-based system that will contain all the features/facilities
available with other LMSs in the market. As a result INFLIBNET came out with a LMS
called ‘SOUL’. The package was first demonstrated in February 1999 during CALIBER-
99 at Nagpur. SOUL uses RDBMS on Windows NT operating system as backend to
store and retrieve data. The SOUL has six modules – Acquisition; Cataloguing; Circulation; 139
Library Automation Serials Control; OPAC and Administration. The modules have further been divided into
sub-modules to take care of various functions normally handled by the university libraries.
The features of SOUL are:

Window-based user-friendly system
Multi-user software with no
with extensive help messages at limitation for simultaneous access
affordable cost
User-friendly OPAC with

Client-server architecture-based web access facility
system allowing scalability to users

Uses RDBMS to organise data

Supports bibliographic standards like
Available in two versions – The
CCF and AACR II and ISO 2709 for university library version and the
export & import facility college library version

Provides facility to create, view &
print records in regional languages

Supports LAN & WAN environment
Self Check Exercise
5) Compare features of any two LMSs of Indian origin.
Note: i) Write your answer in the space given below.
ii) Check your answer with the answers given at the end of the Unit.
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6.7 EVALUATION OF LIBRARY AUTOMATION

SOFTWARE
The selection of library management software is a complex and time-consuming one.
Apart from thorough knowledge of the library system, sub-systems, procedures, activities
and tasks, it requires the knowledge of LMSs features and trends in the development of
ICT. The selection process should be based on seven basic steps – Evaluation, Comparison,
Demonstration of package, Feedback from authority, staff & users, Preliminary selection,
Modification and Customisation and Final selection. The process of evaluation should be
based on some predefined criteria. After evaluation against checklist, the LMS should be
compared with other packages on the basis of services, utilities and features.

6.7.1 Criteria for Evaluation

The following factors should be taken into consideration at the time of evaluation of any
library automation package
Vendor validity: The reputation of software development group or the vendor is very
important. The following questions should be raised to judge the validity -
a) Is the vendor also the software developer, or is the vendor a distributor or agent for
140 the software developer?
b) Is there an international presence or is the company localised? Software Packages:
Features
c) How long has the software developer been in the library systems industry?
d) How long has the library software you are interested in been in the market?
e) Who uses this software? (Look for someone in close proximity and contact him or
her with questions. If possible, make an on-site visit to see the product in action.)
Services Availability Checklist: The services and utilities of any LMS should be checked
for the availability of following core, enhanced and value-added services –

Core services: Acquisition, Cataloguing, Circulation, OPAC, Serials control,
Bibliographic format support, Data exchange format support, Article indexing, Retro
-conversion, Standard reports and System administration

Enhanced services: Customised report generation, GUI-based user interface,
Reservation facility, Interlibrary loan module, Multi-lingual support, Union catalogue,
Authority file support and controlled voabulary, Online help, Online tutorial, Power
search facility, Internet support, Intranet support, Web access OPAC, Multimedia
interface, Barcode support and Backup utility

Value-added services: Patron self service through RFID and Smart card (self-
circulation, self reservation, etc.), Online user training/orientation, Stock verification
facility, Members photo ID card generation, Barcode generation, Fine calculation &
receipt generation, Gate pass generation, Bulletin board services & e-mail reports,
Electronic SDI, CAS support, Digital media archiving support
Functional Checklist: The following general features are part of software module testing,
and each should be tested or conducted during the evaluation process:

Searching Capabilities (All modules)
Fines and Fees (Circulation)

Data Entry and Editing (All
Notice Production (Circulation)
modules)

Holds (Circulation)

Bibliographic/Item File and
Recalls (Circulation)
Maintenance

Patron File (Circulation)

Bibliographic Interface Software
Reserves (Circulation

Authority Control
Portable Back-up Units

Inventory (Circulation)
Report Writer

Check-out (Circulation)
Acquisitions

Renewal (Circulation)
Serials

Circulation/Management Reports
Electronic Databases
(Circulation)

Gateways

Check-in (Circulation)
Network Operations

Z39.50 Server
Self-Registration

Inter-Library Loan
Statistics Generation

Web Accessibility
Export and Import of data

Integrated Archiving
Fund Accounting

Data conversion and backup utility: The ability of the package in terms of support for
data conversion from other library systems and adherence to the international bibliographic 141
Library Automation data standards and protocols should be checked extensively. In this age of shared
cataloguing systems and web integration, the LMS should also support metadata schemas
and interoperability issues like XML, RDF and OAI/PMH. Backup facility in suitable
media is also to be checked in view of data recovery at the time of need.

Training, Documentation and Customer support: The vendor must provide the following:

Adequate training without fees for supervisor and operators:

To manage and operate the system on a day-to-day basis

To run file backup operations, software utilities and cataloguing utilities

To troubleshoot and solve simple problems and load software enhancements

received from the vendor

Complete documentation (in hard copy and machine-readable form) must be available
with the package along with regular documentation updates and release notes
available for local printing or downloading via www.

The package must have support from the software vendor for hardware and software
maintenance, data conversion, emergency and on-call support and disaster
management.

Hardware and Third Party Software Requirements: The vendor should provide a
complete list of hardware requirements (processor type and RAM) for sever and client
machines, operating system requirements and backend RDBMS (with version details)
requirements. Evaluation should be based on total cost for minimum hardware and third
party software requirements of the package.

Performance testing: Any LMS should be evaluated by checking some performance

testing like transaction throughput capacity and response time, hardware functionality,
module functionality, conversion testing, database loading, index building, etc.

6.7.2 Comparison of Automation Packages

A comparative study of LMSs selected on the basis of abovementioned checkpoints
may be done by taking into account five aspects – hardware requirements, intrinsic
features of packages, available services and facilities, customer support services and
price.

Hardware and backend software requirement for LMSs: Any LMS is application
software, which requires some system software and hardware support for proper
functioning. Thus, the selection of LMS should be done on the basis of careful
analysis of the basic hardware and software requirements for the package.

Intrinsic features of LMSs: The factors like data storage techniques, programming
language(s) used in the development of software, database structure, file organisation
etc., must also be taken into consideration for the comparative study because these
factors will determine very important issues of maintenance, upgradation and
customisation in future.

Services and facilities available with LMSs: The suitability and superiority of any
LMS depends on the available services, facilities and coverage of library/information
activities in various modules. The whole range of services available in selected
LMSs may be divided into three groups – Core services, Enhanced services and
Value added services, as stated earlier

Core Services: These are the basic services necessary for day-to-day library
activities and must be available with LMSs. These services may be tabulated
142 for the comparative study as follows:
 Table 6.3: Core Services in a Library Software Packages:
Features
SL. Core Services Score
No. (1 presence of service,
0 absence of service)
1 Acquisition
2 Cataloguing
3 Circulation
4 OPAC
5 Serials Control
6 Bibliographic Format Support
7 Data Exchange Format Support
8 Article Indexing
9 Retroconversion
10 Standard Reports/Administration
Total Score

Enhanced Services: These are the additional set of services, which will make the
work of a librarian easy, smooth and seamless, and at the same time these will help
users in efficient information retrieval, cross-domain searching and easy navigation.
Table 6.4: Enhanced Services in a Library
SL. Enhanced Services Score
No. (1 presence of service,
0 absence of service)
1 Customised Report Generation
2 GUI-based User Interface and Colour
3 Reservation Facility
4 Interlibrary Loan Module
5 Multilingual Support
6 Union Catalogue
7 Authority File Support and Controlled Vocabulary
8 Online Help
9 Online Tutorial
10 Power Search Facility
11 Internet Support
12 Intranet Support
13 Web Access OPAC
14 Multimedia Interface
15 Barcode Support / RFID Support
16 Backup in suitable media
17 Z 39.50 Client and Server (Target)
Total Score

Value Added Services: These are the essential work and services of library
management and generally not included within the scope of a LMS. But with the
development in hardware, software and connectivity, LMSs are presently trying to
provide software solution for this type of work and services.
143
Library Automation Table 6.5: Value-Added Services in a Library
SL. Value Added Services Score
No. (1 presence of service,
0 absence of service)

1 Patron Self-Service (Self-Circulation, Self

Reservation, etc.)
2 Online User Training/Orientation
3 Stock Verification Facility (RFID)
4 Members Photo ID Card Generation
5 Barcode Generation
6 Fine Calculation & Receipt Generation
7 Gate pass Generation
8 Bulletin Board Services & E Mail Reports
9 Electronic SDI, CAS & CAL Support
10 Digital Camera Support
Total Score

Customer Support Services: The support services from the software developers/
agent at the right time and at the right place is a critical factor to be kept in mind at
the time of selection of any LMS.
Table 6.6: Customer Support Services in a Library
Sl. Customer Support Services Score
No. (1 presence of service,
0 absence of service)

1 On Call & On Site Support

2 Continued R & D and Software Updating
3 Live Internet Support and Updates
4 Training
5 User Group and Newsletter Services
Total Score

Price: Last but not least, we have to take the price of the packages also into
consideration for cost-benefit analysis of available services in the short-listed LMSs.
This factor plays an important role in our country because financial crunch is a
regular feature in Indian libraries and information centres. As a general trend,
commercial LMSs are costlier than the packages developed by government
organisations. The price of the software rises with the number of value-added services
and enhanced services incorporated in the software. In general, the pricing model of
commercial LMSs may be divided into three options – Basic version (Price range:
Rs. 10,000/- to 1,00,000/-), Standard version (Price range: Rs. 1,00,000/- to 5,00,000/
-) and Full version (Price range: Rs. 5,00,000 onwards). The basic version supports
limited collection size and does not have networking features. The standard version
supports unlimited collection size and limited number of network users. The full
version supports unlimited collection size and unlimited users. Moreover, commercial
144 LMS developers also claim additional charges for customisation, onsite training,
 data conversion (from other DBMS), software updates (after warranty period) and Software Packages:
Features
post warranty annual maintenance charges.

Self Check Exercise

6) Discuss the process of evaluation for LMSs.

Note: i) Write your answer in the space given below.

ii) Check your answer with the answers given at the end of the Unit.

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6.8 TRENDS AND FUTURE DIRECTIONS

The rapid developments of ICT have changed the libraries over the last few decades.
The library systems all over the world are going through a process of transformation to
address the effects and implications of technological change. In response to the needs of
the hour, library automation packages are gradually upgraded to satisfy diversified demands
of library authority, staff and users by incorporating various epoch-making features. Some
of these features are selected for discussion here on the basis of their importance and
utilities in library management.

Unicode: Unicode enables the input and display of different languages of the world in
their native scripts. Unicode compliant LMSs are able to dynamically change language at
any point without affecting other system users. For example, a librarian could catalogue a
record in English, and then change languages to enter record in Hindi, Bengali, Tamil,
Marathi, etc. Unicode is a character representation standard like ASCII. ASCII is one
byte (8 bits) code and can represent only 28 i.e., 256 characters, where as Unicode is two
byte code (16 bits) and can represent 216 i.e., around 65,000 characters. As a result
Unicode standard can represent all the scripts of the world including some obsolete scripts
like Bramhi and Kharosti. Unicode provides two encoding formats – UTF-16 (default)
and UTF-8 and the present standard (Unicode 4.0) can represent 50,000 characters. A
Fully functional multi-lingual system requires the Unicode support by operating system,
programming languages, application software like DBMS and word processors. Unicode
support for LMS is essential in a multilingual country like India.

Z39.50 Information Retrieval Protocol: The growth of shared cataloguing and

cooperative cataloguing initiatives allow capturing of bibliographic data from remote library
servers over the Internet. It reduces unit cost of cataloguing and saves a lot of time for
individual libraries. However, the major problem is of variation in software and hardware.
Library professionals have to learn the specific features of each system. The more the
electronic resources grow, the more will be the confusion on how to access information
from diverse databases. ANSI/NISO Z39.50 standard was developed to share the
bibliographical information electronically and to overcome the problems of database
searching with different search languages. Z39.50 is a session-oriented program-to-
program open communication protocol based on client-server computing model. LMS
incorporated with Z39.50 copy-cataloguing client (called origin in the standard) submits a
search request to any Z39.50 server (called target), which then processes the request 145
Library Automation and returns the result in desired standard. LMS will then place the captured record in the
catalogue editor for manipulation.
Web-centric Architecture: Web-centric LMSs allow web-based access for staff and
users and thereby ensures searching, browsing, data entry and system administration
from anywhere anytime against user authentication. In such a system, there is no
requirement to install client-side software in client computers. Any machine with standard
web browser may be used as client for accessing library database. This architecture
applies Common Gateway Interface (CGI) and Hypertext Transfer Protocol (HTTP) to
ensure platform-independent access to library services. It also helps to overcome space
and time barriers.
Integrated Access Interface: Integrated access interface refers to the ability of LMSs
to combine multitude of resources and media type in a single and seamless search
mechanism. Such interface should support hypermedia environment to include the following
facilities services:

Library catalogue

Collection acquired in digital form

Collection digitized in-house

E-journals and e-books

Purchase a datasets on CD ROMs

Subject gateways

Other library’s OPAC

Bulletin board, Listserv & discussion forum

Information desk

Community information

Manuscripts and local history collection

FRBR-based Bibliographic Data Model: FRBR stands for Functional Requirements

for Bibliographic Records. It is a conceptual model, proposed and designed by IFLA
(International Federation for Library Associations and Institutions for the management
of bibliographic databases. The model uses entity-analysis techniques to identify entity,
attributes and relationships in the bibliographic universe. It also identifies the relevance of
each attribute and relationship to the generic tasks performed by users of bibliographic
data. Packages are incorporating FRBR model for the design of central catalogue database
(See Unit 6 under Block 2 of MLIS 03).

Interoperability and Crosswalk: Interoperability means the ability of multiple systems

(with different hardware and software platforms and data structure interface) to exchange
data with minimal loss of content functionality. A crosswalk is a mapping of the elements,
semantics and syntax from one metadata schema to those of another. It allows metadata
created by one community to be used by another group that employs a different metadata
standard. Interoperability and crosswalk ensure exchange of bibliographic data among
heterogeneous systems across the globe. LMSs are now supporting various standards
and protocols like Z39.50, OAI/PMH, METS (Metadata Encoding and Transmission
Standard) and MARC-XML to achieve interoperability.

RFID and Smart Card Based Inventory Control: Radio Frequency Identification
(RFID) is the technology that is slated to replace barcodes in library applications. The
RFID tags are placed in books and usually covered with the sticker. RFID reader and
antenna are often integrated into patron self-checkout machines or inventory readers.
146 The reader powers the antenna to generate RF field to decode information stored on the
chip. Reader sends information to the central server, which in turn communicates with Software Packages:
Features
the library automation software. LMSs are incorporating RFID technology for performing
self-issue and return, stock verification, theft detection, identification of misplaced books
and inventory counts. RFID compliant LMS increases staff productivity and ensures
foolproof security. Smart card technology is used in libraries to manage public access
resources. It makes the process user-friendly for librarians as well as for patrons. It
supports self-checkout, payment of fees and fines and use of public access resources
through using one smart card by patrons. The system also provides excellent privacy,
security options and personalisation of services for library users. RFID solution works
through four parts:

RFID Tags ---- Flexible, paper-thin smart labels that are applied directly to library
documents RFID tag contains a tiny chip, which is both readable and writable and
can store information to identify items in library collection. In library applications, it
also stores a security bit and if needed, information to support sorting systems.

Antenna ---- A conduit between RFID tags and the coupler. RFID antennas emit
radio waves that activate RFID tags as they pass through the activation field. After
a tag is activated, it can send information to or receive information from the coupler.

Coupler ----The link between RFID tags and the PC. The coupler can send information
in two directions: It can read information from a tag and send it to the PC (read
mode), or it can read information from the PC and send it to an RFID tag (write
mode).

PC ---- The link between the coupler and the library automation system. Library
automation vendors have already developed software that runs on PC to provide an
interface between the RFID hardware and library automation system.

Fig. 6.2: RFID Components

Open Source Solutions: Open Source Software (OSS) is software for which the source
code is freely available. It means that anyone can access the source code and make
changes. Such facilities are not available with proprietary or closed source programs.
Some examples of open source software are ---- Linux operating system, Mozila web
browser, MySQL RDBMS, Apache web server and PERL. The open source movement
has its roots in the 1970s and is continuing to grow in popularity. A number of integrated
library automation packages are available as OSS for downloading and use in libraries all
over the world, such as KOHA, MyLibrary, Avantika, etc. Generally, these packages are
based on LAMP architecture i.e., Linux operating system, Apache web server MySQL
RDBMS and PERL/PHP as scripting language. Many libraries, faced with budgetary
crunches and the resultant lack of technological resources, have opted for open source
solutions. The advantages of using OSS for library management are:

Open source systems, when licensed in the typical “general license” manner, cost
nothing (or next to nothing) to use - whether they have one or one thousand users.
Thus use of OSS offers substantial cost savings for library institutions. 147
Library Automation
Open source product support is not locked in to a single vendor. The community of
developers for a particular open source product tends to be a powerful support
structure because of the pride in ownership. Also, anyone can go into business to
provide support for software for which the very source code is freely available.
Thus, even if a library buys an open source system from one vendor, it might choose
to buy technical support from another company or to arrange for technical support
from a third-party at the time of purchase. On top of this flexibility, any library with
technical staff capable of understanding source code might find that its own staff
might provide better internal support because the staff could have a better
understanding of how the systems work

The entire library community might share the responsibility of solving information
systems accessibility issues and OSS can be highly customized to meet individual
library needs

Self Check Exercise

7) What are the uses of RFID in automated libraries?

Note: i) Write your answer in the space given below.

ii) Check your answer with the answers given at the end of the Unit.
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6.9 SUMMARY
Automation helps to greatly improve the efficiency of the library operations and services
through the capabilities extended by ICT in general and LMSs in particular. The process
of library automation centres on the automation package or the library management
software. Modern packages are integrated in nature and offer all the facilities essential
for day-to-day library management. Automation packages available in India are basically
of three types – packages of foreign origin, foreign LHS packages on which applications
are developed, and packages developed in India. These packages are modular in structure
and most of them support all the housekeeping operations, OPAC, Web-OPAC, digital
media archiving, Z39.50 based copy cataloguing and modern data capture devices like
RFID, smart card, etc. The process of selection of LMS should be based on some well-
defined criteria because implementation of LMS is a big investment in terms of money,
time and manpower. The concept of computer-based solutions to the range of increasingly
difficult problems that libraries were experiencing became potentially attractive to library
professionals. ICT seemed to offer librarians the prospect of more efficient processing,
improved services to library users, saving money and facilitating resource sharing and
inter library cooperation.

6.10 ANSWERS TO SELF CHECK EXERCISES

1) The process of development of library automation packages is characterised by four
distinct phases or generations. Automation packages of different generations may
be compared against some well-defined criteria. The packages belonging to 3rd and
148 4th generation share many common features such as use of backend RDBMS, multi-
 vendor portability, support for import and export of data, graphical user interface and Software Packages:
Features
support for unlimited number of documents and users. Apart from all these features,
a 4th generation LMS also facilitates multi-lingual support through Unicode, web
architecture, multimedia databases and platform-independent access.

2) Library housekeeping operations were highly labour intensive and basically routine
clerical chores performed slowly and expensively by human beings, until recently.
But automation of housekeeping operations is quite helpful for minimizing human
clerical routines and thereby making library staff more productive. LMS may be
viewed as an intelligent tool in this regard. A library automation package acts as an
integrated solution tool to perform related activities in housekeeping such as receiving
suggestions, ordering and acquisition, processing, circulation, serials control, ILL,
etc. Packages generally follow modular organization of related housekeeping tasks
and offer single window control panel for setting up parameters and creation of
master databases.

3) Digital media archiving supports storing and controlled indexing of locally digitized
resources available in different forms and formats. It allows easy and integrated
access to full text resources from client machines. The advantages of such a system
include – full text and field level searching OPAC integrated access remote submission
of digital documents personalized information environment; single interface for local
and global resources, and so on.

4) Library automation is a complex job and the following factors should be taken into
account before implementing automation of a library – objectives of the library,
analysis of the existing system, number of users & staff, number of books, bound
volumes of periodicals & other documents, number of currently subscribed journals,
circulation workload, available financial and human resources and future plan of
the library.

5) Library automation packages of Indian origin are quite matured now. These packages
cover all the essential library services along with various modern aspects of library
automation like Z39.50 copy cataloguing, interoperability & cross-walk, RFID support,
Unicode support etc. A comparative study of the features of two Indian namely
LMSs SOUL and LibSys, in terms of the essential enhanced and value added services
other relevant factors and features, reveals that both the packages cover all the core
services related to library management. In the area of enhanced services, LibSys
supports Z39.50 copy cataloguing, Unicode, RFID, Web-OPAC and web-centric
architecture. These facilities are not available with SOUL. The customer support of
LibSys is also better than SOUL but SOUL is available at affordable cost whereas
LibSys products are priced exorbitantly.

6) Selection of a library automation package is a complex task. The process of selection

should start with evaluation of packages against some well-defined checklists or
criteria. These criteria should include – vendor viability (to judge reputation, customer
base of the software and post installation services); availability services (to determine
coverage in terms of core services, enhanced services and value added services);
utility of the facilities under each module) availability of effective training and
documentation (manual) including to check availability of staff training, manuals and
online updates as bundled offer); Hardware and third party software requirements
(to know the configuration requirements for server and client machines, operating
system and RDBMS) and the throughput and operational response time of the
software).

7) RFID based circulation is meant for the self-issue and self-return facility in an
automated library. Apart from self-issue facility, it also supports stock verification,
theft detection, and identification of misplaced books and inventory counts. 149
Library Automation
6.11 KEYWORDS
Authority Record : A collection of information about one name, uniform
title, or topical term heading. An authority record can
contain the established form of heading, see from
references, see also from references, and notes.
FRBR : A conceptual data model for bibliographic database
design and management. The model, proposed by IFLA
in 1998, is based on entity-analysis techniques.
Integrated Library : An automated library system in which data entered in
System: one module by other modules can be to eliminate data
redundancy.
ISO-2709 : An international standard for bibliographic information
interchange on magnetic tape, developed in 1981. Most
of the content designator schemes are based on this
standard.
Master Database : A main file of information that acts as the core database.
Entries made once in the master file are available for
data entry work in related files.
Module : Functions specific to a particular system capability such
as the online public access catalog, cataloging,
acquisition, serial control, circulation, etc.
Open Source Software : Open source software is typically created and
maintained by developers crossing institutional and
national boundaries, collaborating by using internet-
based communications and development tools. The
products are usually free or sometimes through a license
(GPL).
RFID : RFID stands for Radio Frequency IDentification. RFID
system comprises three components: a tag, a reader
and an antenna. The tag is paper-thin chip, which stores
vital bibliographic data. Reader decodes the information
contained in the chip and sends to the server through
antenna. This technology is now used extensively by
LMSs for patron self-checking function.
Tag 856 : A field in UNIMARC and MARC 21 bibliographic
format to accommodate electronic location and access
related to a bibliographical item. The field is optional
and repeatable.
Third party Software : These are products manufactured or developed by a
corporate entity independent from vendor and provided
by vendor on a non-exclusive licensing or other
distribution agreement with the third party
manufacturer.
Unicode : Unicode is a two byte oriented code that can represent
a total of 216 characters i,e, 65,536 characters. This
standard is designed by Unicode Consortium and offers
an ideal solution to deal with multilingual processing
work.
150
 Software Packages:
6.12 REFERENCES AND FURTHER READING Features

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Journal of Documentation. 58(3), 258-283.
Fisher, S. and Rowley, J. (1994). Management Information and Library Management
Systems: An Overview. The Electronic Library. 12(2), 149-117.
Haseltine, R. (1994). New Perspectives on Library Management System. Program 28(2),
53-61.
IFLA. (2004). IFLA Digital Reference Guidelines. Available at: www.ifla.org (Accessed
on 06.05.04).
Levitan, K. B. (1982). Information Resources as ‘Goods’ in the Life Cycle of Information
Production. JASIS. 33(1), 44-54.
Mishra, R.K. (1999). Library Software Selection: An Analysis. IASLIC Bulletin. 44(3),
125-132.
Mukhopadhyay, P.S. (2001) The Progress of Library Management Software: An Indian
Scenario. Vidyasagar University Journal of Library Science. 6, 51-69.
Murray, I.R. (1997). Assessing the Effect of New Generation Library Management
Systems. Program. 31(4), 313-327.
Reynold, D. (1985). Library Automation: Issues and Applications. London: Bowker.
Rowley, J. (1998). The Electronic Library. London: Library Association Publishing.
P. 313-320.
Tedd, L. A. (1987). Introduction to Computer Based Library Systems. London: Heyde.
U.S. National Commission on Libraries and Information Science Home Page. Available
at : http://www.nclis.gov. (accessed on 22.02.04).
Yates, R. (1996). Library Automation: The Way Forward? Program. 30(3), 239-53.
http://www.libraryhq.com/ (accessed on 02.03.04).
http://www.ala.org/ (accessed on 09.12.03).
http://www.koha.org (accessed on 12.02.04).
http://www.biblio-tech.com (accessed on 22.12.03).
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http://www.ilsr.com/ (accessed on 22.11.03).
http://www.infolibrarian.com (accessed on 02.03.04).
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