Project Helpline

REPORT

“LIBRARY
MANAGEMENT
SYSTEM”

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 TABLE OF CONTENTS
Contents Page No.
1. Introduction 6
1.1 Objective 7
2. Project Overview 10
3. Study & Drawbacks of Existing System 14
4. System Analysis 16
5. Hardware & Software Requirements 17
6. Code Efficiency 23
7. Feasibility Study 28
8. System Requirement specification 30
9. Opportunity Statement 31
10. Usage Analysis 32
11. Summary of Project 33
12. Project Plan 35
13. Data Flow Diagram 36
14. Logic Diagram 38
15. ER Diagram 43
16. Source Code 50
17. Report Generation 88
18. Description of Modules 94
19. Security Features 96
20. Optimization 97
21. Testing 98
22 Post Implementation Maintenance & Review 101
23. Scope of Improvement 103
24. Conclusion 103
25. Refrences 104

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 INTRODUCTION

The library management deals in management of records. The records include books which

are required by different students accordingly. Maintaining these records manually becomes

difficult thus we are proving such system a computerized backend.

In this system each member is provided with a member code and all the records are

maintained in a table along with the member’s code. Any information can be accessed

according to member-code anytime from the table and also at the time of issuing books.

The Automated System Have Following Benefits OverManual System

 Data handling: It captures the information from different sources, presents it

systematically and organizes its storage for efficient retrieval.

 Quality control: Paper work would totally be eliminated in the new system as

failure data is directly fed into system.

 System reliability: System is very reliable as no skipping, missing of data is

possible.

 Maintenance: No data mismatching is possible due to various checks

incorporated in the system.

 Accuracy: The data provided by the system will be accurate as all Processing

steps are algorithmic and computer based.

 Centralized Storage: The data is Processed and stored at central location.

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  Security: The data is processed and stored using .net framework based

application. Hence all the security features related to .net framework are used.

SAILENT FEATURES OF NEW PROJECT

Integrated approach to the package helps in minimizing manual approach.

 User friendly package.

 Timing and retrieval efficiency.

 In-built validation checks to ensure accuracy.

 Elimination of paper work.

 Suitable help/error message for better user interface.

 Updated information.

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 OBJECTIVES

With the growing information technology industry, automation of their system and

management is desired by all kind of commercial enterprises. As the name suggest

Library Management System will deal in the entire requirement needed for managing

the activities of College Library. It will deal with the process of maintaining data about

the books and many other things as well as transactions which are taking place in the

library with respect to the Issue, Cataloguing, Searching and Return of the books.

Library Management System maintains the record of books in the library, issue,

purchasing and return process of the books in the library. Here we are primarily

concerned with management of books of library. In this project we identify the need for

computer based Library Management Systems.

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 Hence this covers the following issues:

 Maintains data about the books of the library.

 Arranging data in logical order for easy maintenance.

 Collection of data about books which are issued and requirement for purchasing.

 To provide various search options to know the availability of books in the Library.

 Data about books which are lost.

 Generation of various reports according to the management request i.e. Cataloguing,

Searching etc.

Library is a growing organism that requires constant positive changes to meet the need of

its user. The invention of computer has brought in a rapid change in the society.

Therefore, automation has become the need of the hour. Library automation not only

improves the image of the library staff but also provides additional services to the users

with the existing staff. The impact of automation on the library is quite obvious; it creates

new environment where each function redefines the traditional organizational structure

and transforms it into new institutional entries. In this unit a brief overview is given about

library automation.

Automation is defined as a technique, a process, or a system which operates

automatically. According to the Encyclopedia of Library and Information Science,

“Automation is the technology concerned with a design and development of the process

and systems that minimize the necessity of human intervention in their operation.

Swihart Stanley S and Hefley Beryl F have defined the term ‘library automation’ as “the

processing of certain routine clerical function in the library with the assistance of

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computer or other mechanized or semi automatic equipment”. It may also be defined as a

process of mechanization of all the housekeeping operation of a library which is

repetitive in nature. The housekeeping operation includes acquisition, cataloguing,

circulation, serial control, references and administration work.

Automation is a technique to make a system automated, i.e. self active. For this the

electronic machines are used to automate the libraries. By automation, libraries activities

such as acquisition, circulation, serial control, information retrieval, cataloguing and

indexing can be mechanized by using library software’s.

The Library Automation means:-

 Computerization of the entire house keeping operation of the library.

 Operate a computerization library management system.

 Offer new services based on the technologies and also integrate the traditional

library operations in the era.

Scope

This application can be used by any Library to automate the process of manually

maintaining the records related to the subject of purchasing of books, selecting and

ordering items for the collection and maintaining the accounts, Creating records for

material held in the collection and providing access to the catalogue-Via an Online Public

Access Catalogue (OPAC).

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 PROJECT OVERVIEW

To develop an automated Library Management System for Aravali International School,

Faridabad.As I am working over there as a teacher.

The Intelligent and Supportive system for Library deals in management of records.

Records include books required by students accordingly. Maintaining these records

manually becomes difficult. Automated systems help in maintaining these records easily.

Thus a lot of time can be saved and correct information about the borrower can be

accessed.

Goals

To ensure the following:

 Ease of maintenance of records of books the books according to unique accession

code.
 Ease of maintenance of records of the borrowers according to unique borrower ID
 To calculate Fine amount of the overdue books.
 To change the fine amount.
 To add more categories of the books in library.
 Searching of books according to ID, Title and Authors.
 To check no. of books issued by a borrower.
 To find no. of books due at a particular date.
 To find books which are overdue.
 Report generation.
 Ease of use.
 Ease of management.
 Ease of upgrade.
 Saving the valuable time of the library.

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  All of the above while keeping the system scalable.
 To reduce paperwork.
 Reduced operational time.
 Increased accuracy and reliability.
 Increased operational efficiency.
 Viewing and maintaining stock level.
 Data security.
ADVANTAGES
The VISUAL BASIc 6.0 based circulation system has the following advantages:
Efficient and effective charge and discharge systems.
Able to record and access pertinent user information.
Automatic maintenance of accurate, up-to- date circulation record.
Efficient hold and recall functions.
Automatic production of over dues, recalls, and holds notices and bills.
Automatic calculation of fines.
Able to handle course reserves.
Member’s queries on the availability of books can be answered
quickly.
‘Books detail’ form will give the sorted list of books by several
options like book number, author, title, subject etc.
Certain operation like, registration (add new record). Cancellation of
membership, weeding out of books by deletion, charging (issuing) and
discharging (return) have restricted access in order to prevent any
malpractice.
Which book is lost, and whose cards are lost and fine calculation etc.
information can be known quickly from the transaction form
Searching becomes easy.

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 METHODOLOGY

To develop the Library Management System Software, There we are decided the three

Different layers-Presentation Layer, Logical Layer and Database Layer. In Presentation

Layer to design the interface of the software. In Logical Layer to decide and write the

program for to performing the library task execution under the decide module. In

Database layer to analysis and design the database of the Module.

 Carry out web-based surveys of ILS curricula, as they relate to coverage of LMSs

and related topics, and of ILS professionals, to determine their workplace needs

for education in this specific area

 Invite selected respondents from to test the teaching materials being developed

for the range of hosted LMSs

 Carry out a literature review of both the developing demands on LMSs in terms of

the search facilities they offer and on practical methods of teaching basic interface

design, and develop new teaching materials, using as testers people selected from.

 Evaluate, by means of post-test questionnaires for developers and course

participants.

In this to collect the information for the exits Library System. To study about the

introduction, Problem of the system. To analyze the aim of the project. To collects the

actual information about the library from the original record of the organization. To

decide the step of the solution of analyze problem using the decided methodology and

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technology of the project. To design the interface of the project using the design interface

software (Visual basic 6.0). Designed interface is user-friendly.

Features of Library Management System:

 Only basic knowledge of computers is required for operation of Library

Management System. As it has user-friendly application interface.

 Library Management System is Customizable and User Configurable.

 An inbuilt settings module makes Library Management System flexibility to cater

to diverse organizational needs

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STUDY & DRAWBACKS OF EXISTING SYSTEM

On studying the existing system and holding student interviews, it was found that a

normal system records failures. The complexities involved in the existing system as

studied by us are as follows:

 Timing and retrieving problem:

Retrieval of information is time consuming, because of large volume of

data. Thus if it is required to trace a particular record, a large number of

records need to be scanned.

 Redundancy:

In existing system the data is maintained on lib cards. This often leads to

considerable redundancy in the stored data, thus leading to wastage of

storage space.

 Problem of updating:

In the existing system since every thing is stored on a card, it is quite

difficult and time consuming to update the card once a weak.

 Material wastage:

Too many lib cards are wasted in the manual system, daily many efforts

and sources are required to give the information.

 Non-reliability:

The system is not reliable, as chances of skipping of any card from

hundreds of cards are very large. As sometimes information maintained

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 through cards may be lost, mishandling of cards may also occur

sometimes.

 Maintenance of data:

Maintenance of data is very difficult. As daily many books are to be issued, so it takes

time to search and trace the lib cards according to one’s requirements when required.

DRAWBACKS OF EXISTING SYSTEM

After studying the existing system we come across certain drawbacks, which are

discussed below:-

1) The records stored manually can be altered by unauthorized person

2) Searching any information is difficult, since all the cards are to be checked.

3) Generation of fine on late return is difficult to calculate.

4) Problem arises if any of the records get misplaced.

5) Overload on staff members.

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 SYSTEM ANALYSIS
 Organizational: “Library Management” is organizational in nature. The Core

component in “LMS” is User module, which is based upon the various other

modules.

 Interaction: Each component of the system interacts with the one or other
component of the system. Like, generation of various report formats interacts

with the Subscribers Data.

 Interdependence: Components of the “Library Management” are linked

together in a planned way to achieve the objective.

 All the modules of the system are developed using modular and object

oriented approach, so that the further improvement or modification of the

modules is not a big problem.

Elements of System Analysis

There are four basic elements used in “Library Management” considering system

analysis. Brief description of each has been given below:

 Outputs: Our objective is to achieve the complete automation of “Library

management”first gal is to completely automate the

 Training schedule of caining of students i.e. registration of the students,

assigning projects to students.

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  Inputs: Right now the inputs of “LMS” are student’s details, area details and
daily updates. Utmost care is taken in the form of validations while user is

inputting the data so that incorrect or improper information cannot be able to

enter in the system.




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HARDWARE & SOFTWARE REQUIREMENTS
Tools/Platform

S/W and H/W requirements

Hardware Requirements

Processor : Pentium IV 2GHz and Above

RAM : 2GB RAM

Monitor : 15” Color Monitor

Keyboard

Mouse

Software Requirements

Operating system : Windows XP /or upgrade

Developing Tool : Visual Basic 6.0

Database : MS Access

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FRONT END

Visual programming tools are complete programming environments. It allows

programmers to build a GUI program using the various on-screen controls such as

buttons, text, menus, boxes etc. These controls are placed on a form and then the

processing details related with each control are filled in.

In the business world, competitive strategies have become the order of the day to improve

quality, cut costs and provide a high response customer service base. Most organizations

today need to be market driven and do a lot of value addition to their products and

services. This naturally calls for rational decision making, which requires information.

Information Technology or IT provides that effective channel to support and implement

this strategy. Client/Server is the technology that empowers the desktop, thus setting a

trend for the way successful organizations will use technology in the next decade.

Visual Basic (front end)

Information that is readily available and easily accessible is the key to achieving a

globally competitive spirit. Client/Server computing is what will make this happen. The

Visual Basic 6.0 is one of the few Programming Languages that takes us on a tour of

exactly what a Client/Server systems is all about, its benefits, specialized features and

how the technology can be used to its full potential.

Visual Basic VB in short, VB has been developed by Microsoft Corporation, the makers

of the widely used Operating Systems (Windows 95 / 98 / NT XP). It helps to create user

friendly applications. Microsoft’s Visual Basic is a powerful programming language for

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Client/Server development. Microsoft’s Visual Basic Release 6.0 takes development to

an unprecedented level of scalability and productivity, allowing application developers to

create highly functional, highly scaleable, enterprise-wide applications.

Visual Basic incorporates an integrated set of builders for creating forms, reports and

database objects. Visual Basic sets new standards for ease-of-use and productivity in the

development of Client/Server and web applications through the use of the following:

Event Driven

Event Driven means, the user generates a stream of events each time he/she clicks with

the mouse or presses a key on the keyboard.

Object Orientation

This means that you can compartmentalize different aspects of your application as objects

and develop and test those objects independently of the application.

Windows Application Development System

Visual Basic application will look and behave like other Windows program users might

work with.

The Visual Basic interface consists of a powerful and easy-to-use combination of object

browsers, tabbed dialog boxes, property palettes and a WYSIWYG (what you see is what

you get) GUI interface.

Extending Visual Basic applications with client and server-based logic is easy using the

ActiveX Data Object (ADO). The ADO is a fast, high-level interface into the OLE DB

application-programming interface. ADO’s benefits include next-generation, data access

specification with the ease of an interface.

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ACCESS

Access is the database software in the Microsoft Office Suite. It allows you to order,

manage, and search large amounts of information.

Opening and closing Access.

Lets look at the two basic ways of initiating Access.

From the Start button , normally situated at the bottom left corner

of the screen. Situate the mouse over the Start button, click, and a menu will unfold.

On situating the pointer over Programs, a list of all the programs installed on your

computer will appear; look at Microsoft Office, then Microsoft Access, click, and the

program will initiate.

From the Access2003 button on your desktop .

You can now initiate Access2003 to try everything we explain to you.

To close Access2003, you can use any of the following methods:

Click on the Close button

depress the keys ALT+F4 .

Click on the File menu and then choose Exit option.

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 SUMMARY OF PROJECT

LIBRARY MANAGEMENT SYSTEM is one of the crucial assets of the organization.

So up keeping and up gradation of their skills is one of the major operations to be carried

out in any organization. To focus on this aspect, some organizations have a separate

department which undertakes library development activity. Department of Information

Technology has various departments and its tedious job to provide books and skill up

gradation of existing students is solved when an automated system has to in-placed

instead of our existing manual system. To cope up this the department has manual system

which keeps track of the regular issuing of books being arranged for different categories

of B.Tech students and employees But this manual system too have some limitations

such as

- Lack in security

- Difficulty in handling of various types of information

- Lack of automated management capability

To overcome these problems we propose an automated system which will

automate a process of development of human resource in the form of a software package

which will named as LIBRARY MANAGEMENT SYSTEM.

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21
 LOGIC DIAGRAM

Administrator
Login

Updates books Updates student

database (Add, View, database (Add, Search,
Search, Delete) Delete)

Checks for erring

students

Prints any document

as required

Logout

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 FLOW CHART FOR
MEMBER CREATION FORM LIBRARY MANAGEMENT SYSTEM

Start

Read data
from member
database

False

STOP
Check
ID-No.

Tru

DISPLAY
DETAILS FROM
MEMBER

EXIT

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 FLOW CHART
O – LEVEL
(CONTENT LEVEL)

Give
More requirements Pay Fine

Delete Books
Getting Issue
Books
Missing Details

LIBRARY

MANAGEMEN Borrower
ADMIN
T SYSYTEM
View
Add Books Catalogue
Details
Return Books
Update Catalogue

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 FLOW CHART FOR BOOK ENTRY PROGRAM

Start
Start

Accept
Read
Accession
Accession
Number
Number

Read Details From

False
Book Database
Check
STOP
accession
number.

Copies = N Copies

True

Display
Accession _No, Book Display details
Title, Book Author from book
database

Stop Exit

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FLOW CHART FOR TRANSACTION

Start

Accept
transaction
number.

Transact no. =
Trans_no+1

If
Current No
date>due
date

Calculate fine A If
Renew
al the
book
Y
E
Delete from
S
transact file

Trans_
N status=
Exit Issue

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 ER – DIAGRAM
Yr_Publish

Edition
Title No_Copy

Category

Admin Add/ Book_Catalogue

Update Table
User

Access_ Publisher
No

Borrower_id
Mi

Add/ Borrower_record
Member Table

Last_Name First_Name

Fine

Issue
Add Subjects

Reserve
Last_Name Charge

Subject

Add
Titles

Author Price
Title

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 FUNCTIONS

Circulation is one of the most visible jobs in the library and involves three

sections of the library and involves three sections of the library.

The circulation desk or point of charging out library materials.

The book stacks (closed or open) where the library materials are housed.

A circulation records section where clerical routines, such as filling,

compiling statistical reports, preparing over dues, and computing fines, are

carried out.

The following functionalities are available with in circulation module

Handles circulation activities such as:

o Issue/check outs;

o Returns/checks ins;

o Reservations;

o Renewals;

o Recall process;&

o Report loss of item process Reports;

Manages library materials- circulation type, location and status: patron

database patron type, profiles privileges: and other transactions such as

computation and payment of overdue fines, lost books, etc.

Information about the member.

Efficient and effective charge and discharge function.

Able to record and access pertinent user information.

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 Automatic maintenance of accurate, up-to-date circulation records.

Efficient hold and recall functions.

Automatic production of over dues, recall, and hold notices and bills.

Automatic calculation of fines.

Flexibility in handling increases in collection size, number of users, and

number of transaction.

Modules to cover the general library functions of:

 Acquisitions–Selecting and ordering items for the collection and maintaining
the accounts.
 Cataloguing–Creating records for material held in the collection.
 Providing access to the catalogue-Via an Online Public Access Catalogue
(OPAC). This is an Online Computerized Catalogue through which library
materials are processed and retrieved.

Logic Model

Logic models are narrative or graphical depictions of processes in real life that

communicate the underlying assumptions upon which an activity is expected to lead to a

specific result. Logic models illustrate a sequence of cause-and-effect relationships-a

systems approach to communicate the path toward a desired result.

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 Inputs

1. Library Management System for maintained the record of books to must have input

data from the end user.

2. To enter the record of new books.

3. Prepare the cataloguing as input data is requirement of activity of College Library.

4. To provide various search options to know the availability of books in the Library.

5. To search the data in database.

6. To enter the cost, discount of the relative book.

Process Logic

In Library Management System has Perform the various type of processing. These are

following:

1. Selecting and ordering items for the collection and maintaining the accounts.

2. Creating records for material held in the collection.

3. Search the registered books and members-Via an Online Public Access Catalogue

(OPAC).

4. Calculate the actual cost of book.

5. Report of available books.

6. To view the requirements of library.

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Book Catalog Table

Field Name Type Constrains

Access_no Text Not Null
Category Text Primary Key
Title Text Not Null
Edition Text Not Null
Author Text Not Null
Publisher Text Not Null
Yr_publish Text Not Null
No_copy Number Not Null
Available_copy Number Not Null
Borrow_copy Number Not Null

Borrower record Table

Field Name Type Constrains

borrower_id Text Primary Key
First Name Text Not Null
Last Name Text Not Null
mi Text Not Null
status Text Not Null
course Text Not Null
Add Text Not Null
contact Text Not Null

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Fine Table

Field Name Type Constrains

Member ID Text Not Null
Fine Out Number Number
Pay Date Date/Time Not Null

Global Variable Table

Field Name Type Constrains

Total Issue Books Number Not Null
Renewal Counters Number Not Null
Max Fine Ball Number Not Null
Membership Duration Number Not Null
Membership Fee Number Not Null
Renewal Fee Number Not Null

Current Borrow Table

Field Name Type Constrains

db_no Text Primary Key
Access_no Text Not Null
Category Text Not Null
Title Text Not Null
Edition Text Not Null
Author Text Not Null
Publisher Text Not Null
Yr_publish Date/Time Not Null
Borrow_date Date/Time Not Null
Due_date Text Not Null
Borrower_id Text Not Null

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Requirements Table

Field Name Type Constrains

ID Text Primary Ket
TITLE Number Not Null
AUTHOR Number Not Null
PUBLISHER Number Not Null
NOOFBOOKS Number Not Null

User Table

Field Name Type Constrains

Username Text Primary
Password Text Not Null

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34
 REPORT GENERATION
Booksmaster list

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Borrower’s master list

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Currently borrowed books

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Due books

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Overduebooks

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 CONCLUSION

As we have decided this project, we are sure the problems in the existed system would

overcome. The “LIBRARY MANAGEMENT SYSTEM” process is computerized to

reduce human errors and to increase the efficiency. The main focus of this project is to

lessen human efforts. The maintenance of the records is made efficient, as all the records

are stored in the ACCESS database, through which data can be retrieved easily. The

navigation control will be provided in all the forms to navigate through the large amount

of records. If the numbers of records are very large then user has to just type in the search

string and user gets the results immediately. The editing is also made simpler.

The problems, which existed in the earlier system, have been removed to a large extent.

And it is expected that this project will go a long way in satisfying user’s requirements.

The computerization of the Library Supportive System will not only improves the

efficiency but will also reduce human stress thereby indirectly improving human

recourses.

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 REFRENCES

Fouty, Kathleen G.

Implementing an automated circulation system.

New york: neal-schumann

Publisher, inc.1994.

Cohn, John M., kelsey, Ann L., and Fiels, Keith Michael.

Planning for automation.

New york: neal-schumann publisher, inc. 1992.

TEREESA HENNIG,ROB COOPER, GEOFFREY L. GRIFFITH.

access 2007 programmer’s reference.

Wrox publisher.

PERRY(Grey) and HETTIHEWA (Sanjava)sams.

TEACH YOURSELF VISUAL BASIC 6 IN 24

HOURS. TECHMEDIA, NEW DELHI.

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