Library Automation

UNIT 2 LIBRARY AUTOMATION

PROCESSES
Structure
2.0 Objectives
2.1 Introduction
2.2 Library Workflow: System Approach
2.2.1 Subsystems and Workflows
2.2.2 Analysis of Tasks
2.2.3 Automation of Workflow
2.3 Acquisition Subsystem in ILS
2.3.1 Functional Requirements for Acquisition in ILS
2.3.2 Workflow of Automated Acquisition
2.3.3 Products and Advantages
2.4 Document Processing Subsystem in ILS
2.4.1 Functional Requirements for Document Processing in ILS
2.4.2 Workflow of Automated Document Processing
2.4.3 Products and Advantages
2.5 Serials Control Subsystem in ILS
2.5.1 Functional Requirements for Serials Control in ILS
2.5.2 Workflow of Automated Serials Control
2.5.3 Products and Advantages
2.6 Circulation Subsystem in ILS
2.6.1 Functional Requirements for Circulation in ILS
2.6.2 Workflow of Automated Circulation
2.6.3 Products and Advantages
2.7 System Administration
2.8 Summary
2.9 Answers to Self Check Exercises
2.10 Keywords
2.11 References and Further Reading

2.0 OBJECTIVES
After going through this Unit, you will be able to:
• understand typical workflows of library subsystems amenable for automation;
• know how to analyse housekeeping operations systematically;
• identify the requirements, processes and advantages of automating library
workflow; and
• realise issues related to administration of library automation processes.

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 Library Automation
2.1 INTRODUCTION Processes

You already know what and why of library automation from Unit 1. This Unit
aims to introduce you with the processes related to library automation in an
integrated environment. You can also see here the application of procedural model
of library automation in analysing tasks related to different subsystems of a library.
One of the major objectives of library automation is to automate the regular
workflow of library system i.e. library housekeeping operations. An ILS performs
library housekeeping operation through software modules integrated seamlessly.
These modules are also called subsystems under ILS. A typical ILS includes
acquisition subsystem, document processing subsystem, serials control subsystems
and circulation subsystem as core modules. The other managerial activities like
export/import, backup/restoration, parameters setting, configuration settings etc.
are performed through administrative module.

2.2 LIBRARY WORKFLOW: SYSTEM APPROACH

Automation of library housekeeping system requires the analysis of workflow
and activities into their atomic structure. This process is called system analysis.
You already know about Procedural Model of library automation proposed by
ASLIB (now Association of Information Managers, UK). The sub-section 1.3.3
of Unit 1 covers procedural model of library automation at length. This model
acts as a base for system analysis of library housekeeping operations. The
procedural model proposes two basic subsystems, four operational subsystems,
three levels, eighteen procedures, six activities and fifteen basic tasks as library
workflow irrespective of the type and size of libraries (see Text box 1 and Table
1 in sub-section 1.3.3 of Unit 1). The summary table is given below.

Table 2.1: Library workflow

Library System
Four Operational Subsystems (Acquisition, Processing, Use,
Maintenance)
Eighteen procedures (Acquisition: Select, Order,
Receive, Accession; Processing: Classify, Catalogue,
Label, Shelve; Use: Locate, List, Issue, Reserve,
Return, ILL, Photocopy; Maintenance: Bind, Replace,
Discard)
Six activities (Initiate, Authorise, Activate,
Record, Report, Cancel)
Fifteen tasks (pass, receive, discard, place,
remove, search, duplicate, attach, separate,
move, sort, read, verify, enter and decide)

2.2.1 Subsystems and Workflows

This section covers the workflow of the subsystems of integrated library system.
A) Acquisition Subsystem
The acquisition of documents is a prerequisite for libraries. A library should
acquire and provide all the relevant documents to its users so that the basic 51
Library Automation functions of the library are fulfilled. An acquisition subsystem shall perform
four basic procedures – Select, Order, Receive and Accession. The scopes
of these procedures are as follows:

Procedures in Acquisition Subsystem

Select
Selection of documents for library users is a very responsible job and should
be based on definite principles. It is done with the help of selection tools
(such as bibliographies, publishers’ catalogues, trade catalogues etc.) and
requests/suggestions from library users/authority. Selection of documents
to be procured in the library is followed by the formal sanction of the
competent authority/library committee.

Order
This procedure starts with pre-order searching, especially to avoid duplicate
orders. In the next stage purchase orders are generated and placed either
directly to the respective publishers or to the listed vendors/book sellers.
Additionally, generation of reminders for overdue items and cancellation of
orders also comes under the purview of ordering procedure.

Receive
Documents and invoices or bills usually arrive together. Bills are checked
with the order list before processing for payment. Newly arrived books are
tallied with the bills and the order list to check the author, title, edition,
imprints and price before accessioning.

Accession
A stock register is maintained by libraries in which all the documents
purchased or received in exchange or as gift are entered. Each document is
provided with a consecutive serial number. The register is called Accession
register and the serial number of the document is referred as Accession
Number.

All the above-mentioned procedures and related activities of the acquisition

subsystem can be mechanised through library management software. In such
a system these basic activities are linked with the files of publishers, suppliers,
budget & fund accounting, currency etc. to achieve the benefit of integrated
library system.

B) Processing Subsystem
The processing procedure is the pivot round which all the housekeeping
operations revolve in a library. It helps in the transformation of a library
collection into serviceable resources. The procedures under this subdivision
are classification, cataloguing, labeling and shelving.

Procedures in Processing Subsystem

Classify
The followings are the major classification schemes, which are used in
various libraries of the world: Dewey Decimal Classification Scheme (DDC),
Universal Decimal Classification Scheme (UDC), Library of Congress
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Classification (LC), Colon Classification (CC), and Subject Classification Library Automation
Processes
(SC) etc. Classification is a mental process and demands intellectual exercises
from classifier. As a result, automatic synthesis of class numbers requires
the application of Artificial Intelligence (AI) techniques in development of
software. The present edition of DDC is also available in CDROM and
known as WebDewey.

Catalogue
Cataloguing is the prime method of providing access to the collection.
Cataloguing procedure starts with technical reading of the document to be
catalogued by studying title, sub-title, alternate title, author, editor, edition,
reprint, imprint, dedication, preface, table of contents, collation, series,
bibliographies etc. In case of manual cataloguing, the cataloguer makes
separate cards for author, title, subject, cross-references and analytical entries
by following any standard catalogue code (such as AACR II, CCC etc.) and
file them as per the rules laid down by the library. Computerised cataloguing
begins with entering bibliographical data in a pre-designed worksheet. The
worksheet or data sheet is very similar to data entry form and is based on
any standard content designators scheme (such as MARC 21 Bibliographic
Format, CCF/B, UNIMARC etc.). Finally bibliographical data recorded in
the worksheets are entered into the computer to produce machine-readable
catalogue file and OPAC. Computer-based cataloguing supports importing
of bibliographical datasets for the library resources either from centralised
cataloguing services or from other libraries and exporting of bibliographical
data of its own collection to other library systems. This facility reduces unit
cost of cataloguing and ensures standardisation in cataloguing. The recent
trend of cataloguing is to utilise Z39.50 protocol to download bibliographical
data from other libraries and to provide global access to its own collection
through Web-OPAC.

Label

It is the work of pasting various labels on different parts of a document. The

following labels are generally pasted in books:
Spine label: This is done to make call number (a combination of class number
and book number) properly visible to the users when the book is shelved.
The size of the label is in the range of 1.25’’ × 1.25”.
Ownership slip/mark: These are generally pasted on the inner side of the
front cover at left hand top most corner. Ownership marks are put at various
parts of a document by rubber stamps. The size of slip is 3” × 2.5”.
Date slip: It is pasted on the top most portion of the front or back flyleaf of
each book. The size of date slip is 5” × 3”.
Book pocket: On the bottom of the inner right side of the front or back
cardboard cover a book pocket is pasted.
Book card: One printed/hand-written book card of size 5” × 3” is put in the
book pocket of each book.

In a computerised environment, various labels are printed by using library

management software. In case of barcode based computerised circulation,
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Library Automation accession numbers of documents are converted into barcodes and printouts
of barcodes are pasted on the inner back cover of documents.

Shelve
Shelving is the arrangement of documents on the shelves to fulfill the fourth
law of library science – Save time of the reader. Generally books are arranged
on the shelves in a classified manner as per the call number. Bound
periodicals are generally shelved alphabetically by title and then by volume
numbers. Although shelving works are generally manual in nature, RFID-
enabled ILS helps in identifying misplaced documents in shelves and thereby
supports stock rectification.

C) Circulation Subsystem
Circulation service is quite common to libraries of different types. Most
libraries lend books and other library materials to be read elsewhere by
users. This is convenient for the users, increases the use made of libraries’
collection and reduces demand for reading space within library building.
This function requires some sort of record keeping arrangement of what has
been lent and to whom. There are two good reasons for keeping loan records:
i) to reduce the loss of library materials; and ii) to help library staff to answer
users’ queries about the location of items not on the shelves.

Procedures in Circulation Subsystem

A rich variety of systems of record keeping of loans have arisen out of such
needs and these are known as circulation systems. These include some
common jobs for successful operations such as enrollment of members,
issue and return of library documents, reservation of documents, renewal of
documents, maintenance of documents and records, maintenance of statistics,
interlibrary loan, issuing of gate pass, calculation and collection of fines for
overdue documents etc. In a computer based circulation system, the machine-
readable file consists of records for all items on loan from the library is
updated periodically with new records. This file is called “transaction file”
and it takes required data from other two files – “document file” and
“borrower file”. Modern library management software support barcode based
circulation system. In such a system a barcode reader scans barcoded
accession number of a document and the barcode in turn acts as a pointer to
the document file. It helps to minimise labour and error in data entry
operation. The concept of RFID (Radio Frequency IDentification) based
circulation system is emerging rapidly in developed countries. It comprises
three components: a tag, a reader and an antenna. The tag contains important
bibliographical data. The reader decoded the information stored on the chip
after receiving it through the antenna and sent data to the central server to
communicate library automation system. RFID technology supports patron
self-checkout machines and has the ability to conduct inventory counts
without removing a single book from the shelve. As a whole, RFID improves
library workflow, staff productivity and customer service with these
attributes.

D) Serials Control Subsystem

Serials in general and periodicals in particular are essential for research and
54 development (R & D) activities. These are the primary means of
 communication for the exchange of scientific information. The periodicals Library Automation
Processes
or journals subscribed by libraries can be grouped into these categories: i)
Indexing/Abstracting periodicals; ii) Periodicals containing news items; and
iii) Periodicals containing full-text research articles and technical papers.
Acquisition of serials/periodicals in a library is different from book ordering
system. In contrast to books, the libraries regularly subscribe periodicals
against advance payment. The modes of subscription of periodicals in a
library are as follows – Through local vendors/subscription agents, Through
foreign vendors/subscription agents, Direct from the publishers, As gift or
Complementary, Through membership and In exchange.

Procedures in Serials Control Subsystem

The workflow of any serials control system, manual or mechanised, can be
listed as below:
• Selection of serials
• Selection of subscription mode
• Formulation of terms of procurement
• Selection of vendors
• Order
• Advance payment
• Receiving and registration of serials issues in kardex
• Sending reminders in case of non-receipted issues
• Adjustment of advance payment for missing issues
• Preparation of list of subscribed journals, new arrivals and serials
holdings for consultation by users
• Binding and accessioning of back volumes of serials
• Article indexing (optional).
In an automated system all these tasks are performed by library management
software efficiently. It reduces workload of library staff. Automated serials
control systems may be predictive or non-predictive. Predictive systems
predict the arrival of individual journal issues and can generate reminders
in case of non-receipted issues. Prediction means the ability to inform that a
named issue of a named journal will arrive in the library within a stated
time interval. Modern library management software supports predictive mode
of serials control with the facilities of on-line acquisition and access to
journals through publishers’ portals or library consortia (like UGC Infonet
in university libraries in India, N-LIST in colleges under UGC, India and
INDEST for IITs, NITs and IIMs). In case of consortia-based access to
journals, a library does not perform activities like acquisition, processing
and shelving rather optimise user access to the on-line journals. The access
interface may be a simple list (by publisher or by journal title) or may be a
complex portal with facility for federated searching.
E) Maintenance Subsystem
If we don’t take proper care to organise and administer the library documents
regularly, these documents would become unserviceable resources
immediately. The workflow of the maintenance division/section includes
four major jobs. 55
Library Automation Procedures in Maintenance Subsystem
Shelf Rectification : It is to shelve misplaced documents in proper locations.
Bind : It is to preserve library resources for posterior and
present use.
Replace : It is to replace a lost document by the library.
Discard/Withdrawn : It is to weed out out-dated and torn & soiled documents
from the library for making enough space for usable
stock.
The integrated library automation environment requires information on lost,
damaged, missing and withdrawn documents as well as documents sent for
binding. These datasets are to be entered to generate and display appropriate
messages for the library users and staff against specific tasks in different modules.
This is also required to generate reports on lost books, missing books, books
sent for binding etc. for the library administration.

2.2.2 Analysis of Tasks

The subsystems and the procedures for their managing subsystems require a set
of tasks to be performed. In an automated library system a task is the collective
functions of the elements for the accomplishment of the module at the next higher
level. Tasks within each activity, just as the activities themselves, may not all be
necessary to each procedure.
Table 2.2: Task analysis in workflow
LIBRARY SYSTEM
SYSTEM
SUBSYSTEM ACQUISITION SUBSYSTEM
PROCEDURE ORDER
ACTIVITIES
INITIATE AUTHORISE ACTIVATE RECORD CANCEL
What Author, Title, Signature of Library/Branch Administra-tive Order Number,
information? Sub-title, Approval Library, Date of data, Bibliogra- and Date
Edition, Place, Order, Order phic data Vendor, Book
Publishers, Date, number, Name details
ISBN etc. of Vendor and
Bibliographical
details etc.

Where from? Bibliographies, Competent Book Selection Order form/ Order File/
Index, Authority Tools, MIS Order letter Computer
Requisition, Database
Suggestions
After Select Before After After After
When?
Procedure Activation Authorisation Activation Activation
Library Asst./ Librarian/ Library Asst./ Library Asst./ Library
Who? Technical Section-In- Technical Library Asst.
Asst. Charge Asst clerk
Receiving Enter Signature Enter data/ Filing the Copy Deletion from
How? copy of information on of Order form/ Database/
Bibliographies, Order form/ Saving in Removal from
Suggestion slip Computer Computer File
Database and
Generate Order
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The analysis of tasks to perform activities within procedures may be done through Library Automation
Processes
a set of five primary questions: What information is needed for the activity?
Where is the information obtained? When is it required? Who requires it? How
is it used? These five questions should be asked to carry out possible activities
under each procedure (see Table 2.2). It provides depth to the framework provided
by the procedural model. An example of this approach may be shown (in Table
2.2) in the context of five possible activities of book order procedure in acquisition
subsystem.

2.2.3 Automation of Workflow

The subsystems and workflows as discussed in previous two sections are
completely amenable to computerisation. An Integrated Library System (ILS)
manages all the subsystems of a library such as acquisitions, cataloguing,
circulation, serials control and administration. These jobs are done by library
professionals through librarian/administrator interface of ILS with proper
authentication (login and password). The Fig. 2.1 shows modules in Koha (an
open source ILS) for managing acquisition, cataloguing (bibliographic data and
authority data), circulation (including member/patron management), serials
control, system administration (including report generation, export/import,
backup/restoration etc.).

Fig. 2.1: Modules for managing subsystems and workflow in Koha

The ILS also provides a discovery interface (commonly known as the Online
Public Access Catalog or “OPAC”) that enables patrons to search for resources.
OPAC includes simple and advanced search interfaces with supports for member
login (to check reading history, borrowed books, fines, suggestions etc.). Most
of the ILSs now provide Web-OPAC (accessible through web browser) and these
are now compatible with social networking tools (such as facebook, twitter etc.)
and information mashup to integrate external datasets (like book cover image,
book reviews etc.) with local library materials. (see Fig. 2.2).

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Library Automation

Fig. 2.2: End user interface in Koha with social networking tools

In ILS, system administrator can define privileges (known as privilege control)

for each staff of the library. Privilege control ensures responsibility for each staff
and also secures integrity of ILS.

Fig. 2.3: Privilege control in Koha

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For example only designated circulation staff of the library (with authentication Library Automation
Processes
can enter into circulation module for issue, return and collecting overdue charges;
similarly one staff (with login and password known only to him/her) can perform
acquisition activities. Moreover (see privilege control granularity in Koha in
Fig. 2.3) super-user of the ILS can control/enter in every modules. Only chief
librarian should know the login/password of super-librarian. The integrated
functions of ILS ensure streamlining of library operations, and the data ILS
manages gives rich information through information Mashup (the concept
discussed in unit 1 of this block).

Self Check Exercises

Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
1) Give an overview of library workflow.
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2) What is serials control? Enumerate activities in serials control.
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3) What is system analysis? Discuss its role in library automation.
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2.3 ACQUISITION SUBSYSTEM IN ILS

Acquisition module of an ILS handle administrative, financial and bibliographical
data related to the documents to be procured in libraries. An integrated library
management system will transfer necessary bibliographical data (such as author,
title, ISBN, edition) of newly procured documents to the cataloguing module of
the package as and when those are marked received in the acquisition module.
Integrated library system thereby avoids unnecessary duplication of data or data
redundancy and achieves economy in terms of time, manpower and money. This
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Library Automation section discusses acquisition procedures under three heads – functional
requirements, acquisition workflow and advantages of automated acquisition
subsystem.

2.3.1 Functional Requirements for Acquisition in ILS

You already know that the ordering and acquisition process involves some basic
routine clerical operations (as discussed in Unit 1 of this block), which are
applicable to all categories of library. As a result, the procedures related to
acquisition subsystem have benefited from computerisation. Generally,
acquisition subsystem concentrates on monographs and other documents
(available in many formats) excluding periodical publications. The basic activities
of automated acquisition subsystem are: 1) To receive records of items to be
acquired; 2) To check whether items requested are already in the library or on
order; 3) To print orders or dispatch order electronically to supplier/publishers;
4) To check when orders are overdue; 5) To follow up overdue order; 6) To
maintain a file of records of items on order; 7) To note the arrival of ordered
items; 8) To process for payment; 9) To maintain book fund statistics and accounts;
10) To generate printed and electronic listing of various reports; 11) To control
currency conversions; and 12) To maintain vendor performance reports and
statistics. Apart from these basic activities, acquisition module of ILS should
also provide support to – 1) Accommodate a variety of materials, including but
not limited to – monographs, monograph in series, annual and cumulative indexes,
loose leaf materials, supplements, reports, musical scores; 2) Accommodate and
identify items in a variety of formats, including but not limited to – print,
microform, film, videotape, audio cassette, CDROM, magnetic tape etc.; 3)
Record, store and display bibliographic information, acquisition type (order, gift,
approval etc.), status (reported, received etc.), library/branch/copy/fund
information, invoice information, vendor information, accounting information,
requester information etc.; 4) Extend facilities for unlimited number of funds/
budget head, vendors, orders, claims and transactions; 5) Accommodate different
types of order – regular order, membership, approval, blanket order, deposit
account etc.; 6) Global standards related to document acquisition such as
EDIFACT; and 7) Generate reports and statistics related to acquisition activities.

The next sections discuss three groups of activities related to acquisition. These
are – pre-acquisition work, acquisition work and generation of outputs.

2.3.2 Workflow of Automated Acquisition

The acquisition workflow may be studied under two heads – pre-acquisition
work and acquisition activities. Acquisition module of an ILS requires some
essential works that need to be done before proceeding with actual acquisition
work. These are termed as pre-acquisition work and may be identified as:
• Pre-acquisition Works
The general activities of this group are:
A.1) Creation of master file for supplier
The acquisition module must incorporate a vendor/supplier file supporting
an unlimited number of vendor records including at least the following
information — vendor name, address, code, phone, fax, e-mail ID, contact
60 person, vendor discount etc.
A.2) Currency conversion Library Automation
Processes
This facility is required to assist in procuring foreign documents priced
in various currencies of the world (e.g. US Dollar, Euro, UK Pound etc.).
The conversion of foreign currencies into Indian rupees is necessary for
fund accounting and payment on the basis of the current exchange rates.

A.3) Budget process control

One of the major functions of library ordering and acquisitions subsystem
is to record and to control expenditure from the library’s accounts. Funds
are committed for spending when orders are placed and are actually spent
when the items are received in the library. Fund accounting helps to keep
track of library’s annual book budget and its allocation. The fund
accounting aspect of a typical acquisition module in a library automation
package includes four basic steps:

• Creation of budget heads

In this step various budget heads are created as per the prevailing practice
in the library (e.g. book procurement fund, serial subscription fund,
electronic resource procurement fund etc.). Each budget head is described
in details and accessed through a code for easy recall as and when required.

• Main budget allocation

This is related to allocate the amount to the main budget along with
other necessary information such as financial period, budget head, opening
balance and total amount allocated or sanctioned amount. This minimum
dataset is to be entered before activation of the budget process in the
acquisition module.

• Budget allocation in different heads

This step is for receiving the amount in different budget heads.

• Budget division
Sometimes it is necessary to divide a budget head into several sub-heads
(e.g. a book procurement head may further be subdivided into reference
books and text books). This step allows a user to divide the budget into
sub-heads or even divide the budget sub-heads further.

A.4) Creation of letter formats

An automated acquisition sub system should generate and print various
letter formats such as approval letter, purchase order, cancellation of order,
reminder letter, intimation letter, payment letter etc. In this step templates
of respective letters are created and maintained by the user.

A.5) Creation of member database

This step is to create and maintain a member system. It is required to link
and integrate suggestions given by the users (for procuring various
materials) with the member database. Creation of member database is
based on some master entries. These are – Category and associated
privileges, Name of the affiliated institute, Departments/Branches/
Divisions/Sections under the institute, Name of member, Member code
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Library Automation etc. New members can be added after these steps. Member codes are
either generated automatically or may be entered manually as per the
practice of the library.

• Acquisition Works
Actual acquisition work starts after completion of pre-acquisition works.
The flow of acquisition works for document procurement in computerised
libraries irrespective of type or size may be divided into four logically
related groups – 1) Document related work; 2) Order processing; 3)
Accessioning; and 4) Payment.

Group I tasks
Acquisition work starts with collection of information related to documents to
be procured. Library staff initiates acquisition with entering bibliographical
information and information about requesters from the suggestion slips and books
submitted by the suppliers on approval. Bibliographical data given by the
requesters in suggestion slips require to be verified by consulting book selection
tools. The online databases of virtual bookstores (like Amazon or BookFinder)
may also be utilised for checking bibliographical information of recently published
documents. Bibliographical details of documents received by libraries in ex-
gratis are also entered into the database. A library normally receives a large number
of suggestions and documents for ordering. Library staff shortlist these requests
depending on need, availability of fund etc. by clicking the appropriate option(s)
available in the package. Finally a report is generated for all the short-listed
suggestions and documents indicating number of copies required, budget code,
budget head and unit price of the items requested. The library committee approves
the list officially and on the basis of the final approval list library staff either
select or reject the short listed titles. Books on direct approval and gratis items
do not have to go through approval process from library committee or any such
authoritative body.

Group I Group II Group III Group IV

Processing of Preorder Receiving Processing
data related to Searching & and of Payments
suggestions and Order Processing Accessioning
Deals with
books on approval
Deals with Deals with
- Invoice
Deals with - Preorder - Receiving of processing
- New suggestions searching items - Advance
- Updating of - Creation of order - Accessioning payment
suggestions - Order placement - Intimation - Release of
- Books on approval and print order - Barcode payment
- Direct approval - Cancellation of generation - Process for
- Selection for order payment records
approval - Intimation of - Budget
- Check for order status commitment
duplicates - Reminders
- Approval - Budget
- Gratis items commitment
- Intimation of - Report
request status generation
- Reports for approval

Fig. 2.4: Workflow of acquisition work

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Group II tasks Library Automation
Processes
The first step of this group is to select listed vendors (available from master
files) for placing orders of approved documents. Order letters are then printed as
per the format created in the pre-acquisition stage indicating name of supplier
with address, reference number, terms and conditions and expected date of
delivery etc. This group also includes the tasks of reordering, reminder generation
(for a particular order or to a particular supplier/publisher) and report generation
(for ordered items, overdue orders, budget commitment etc.).

Group III tasks

This group includes the works of receiving and accessioning of ordered
documents. In case of barcode based circulation system barcode labels for
accessioned items are also generated in this sub-module of the package. The
requester or department may be informed about the arrival of requested documents
in the library through the generation of intimation letter.

Group IV tasks
The work of this group starts with the processing of invoices submitted by the
suppliers along with the documents by entering necessary elements into the
database. Release of payment is the next step in which letters/reports containing
all the necessary administrative and financial details are generated against supplier
or order number or invoice number for requesting appropriate authority (generally
Finance Section) to release payment to the supplier. After release of payment,
the financial details of payment are entered and stored into the database.

2.3.3 Products and Advantages

Computerised acquisition subsystem includes three basic operations – input,
processing and output. Data entering and processing tasks in various pre-
acquisition and acquisition works are primarily act as input data. The datasets
are processed and integrated with other modules of the ILS and finally generated
various outputs in the form of list, reports, letters and statistics. Table 3 in the
next page lists all the possible reports from acquisition module of ILS. The
advantages of computerised acquisition subsystems in an integrated automated
environment are manifolds. Such systems can perform following activities:
• Generate financial and statistical reports in the desired format automatically
to help planning and management of libraries;
• Ensure quicker and cheaper data processing;
• Contribute in the development of integrated library system by integrating
with document processing module (to transfer bibliographic data) and
member module (for helping online requisitions/suggestions from members);
• Reduce the workload of processing section by transferring manifestation
and item related information related with documents received (modern ILS
supports MARC 21 based item processing framework mainly through 9xx
series on te basis of FRBR model);
• Minimise routine clerical operations and related paper works;
• Lead towards better management and more productive use of library staff;
• Support real time fund accounting and help to introduce new user services;
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Library Automation • Produce number of reports, letters, statistics and list to support MIS activities
of libraries;
• Interact with other library systems/networks to download bibliographical
data of items on order on the basis of global standards related to electronic
fund transfer; and
• Communicate different outputs of acquisition works electronically to
members, suppliers, publishers etc.
Table 2.3: Reports from Computerised acquisition subsystem
• List/Report of item(s) requested • List/Report of overdue item
• List/Report of item(s) from supplier/ • List/Report of item(s) actually ordered
publisher • Reports of budget commitment
• Item(s) selected for approval • List/Reports of item ordered against
• Item(s) approved by the authority/library advance payment
committee • List/Reports of item(s) received
• Item(s) rejected in the approval process against orders
• List of gratis item(s) received by library • Letters of intimation (on arrival of
• Report on request status documents)
• Printout or softcopy of letters for • Printout of accession register
approval • Printout of barcode labels
• Printout or softcopy of order letters & • List of supplier/publishers
query letters • List of currency and exchange rates
• Printout or softcopy of reminder letters • Budget with commitments
• Printout or softcopy order cancellation • Report of detailed annual budget of
letters library
• Printout or softcopy of reordering • Report on amount received in different
• Letters for adjustment of advance budget heads
payment • Report/statistics of vender
• Letters to bank for foreign exchange rate performance
• Report on order status • List of recent additions
• List/Reports of item(s) selected for order • Generation of book cards (in case of
integrated ordering and cataloguing
system)

Self Check Exercises

Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
4) What do you mean by Pre-acquisition work?
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5) Point out the major advantages of automated acquisition subsystem.
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64
 Library Automation
2.4 DOCUMENT PROCESSING SUBSYSTEM IN Processes

ILS
In automated document processing environment, resource description or
cataloguing is possibly the most important task of library automation work. It
requires standardisation and should be supported by carefully crafted decision
table(s). The cataloguing module of ILS gives us freedom to choose MARC
standards (UNIMARC and MARC 21) or Non-MARC standards (like Common
Communication Format or your own standard). However, MARC 21
bibliographic format is now considered as the global de facto standard. MARC
21 family of standards (a family of five coordinated standards such as
bibliographic standard, authority standard, community information standard
holding format and classification format) are now selected as content designator
in most of the ILSs. There are two reasons for it. First, MARC 21 standards are
updated continuously, available through Web, and emerging as open standards.
Secondly, these are now becoming almost the de facto global standards in the
domain of library automation as these are adopted by the national libraries in
different parts of the world. Cataloguing module of an ILS should also be
supported by an array of internationally agreed upon standards and facilities like
– FRBR, FRAD, pickup lists, authorised value lists, standard lists, export-import
through ISO-2709 or MARC-XML etc. This section discusses automated
document processing subsystem under three major heads – 1) Functional
requirements, 2) Workflow, and 3) Advantages and products.

2.4.1 Functional Requirements for Document Processing in ILS

The functional requirements of cataloguing module of an ILS (as suggested by
Mukhopadhyay, 2006) include areas like authority data, bibliographical data,
distributed cataloguing, OPAC, reports, backup and restoration, export and import,
and multilingual data process and retrieval.
Authority Control
The ILS must support following facilities for mangaing authority data:
• 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 (particularly
1xx, 6xx and 7xx groups in MARC 21 bibliographic format) and should
include facilities to search, retrieve, and display print and global editing of
authority records by authorised operators;
• Must include provision for multiple thesauri with the ability to produce a
list of all citations with authority file violations; and
• Provision to link local catalogue data with global linked open authority data
like VIAF (a service merging authority data from 25 national libraries
available from viaf.org).
65
Library Automation

Fig. 2.5: MARC 21 authority data entry framework (name authority) in Koha ILS

Bibliographic Control and Interoperability

The bibliographic record management capabilities of an ILS should extend support
for –
• MARC 21 bibliographic and authority framework for processing
bibliographic data including multilingual data processing support (Unicode
character set processing ability);
• 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 data;
• MARC 21 format for holding and display of holding on the basis of ANSI
Z39.44 serials holdings display format;
• Import of bibliographic data through Z39.50 complaint distributed
cataloguing interface; and
• Interoperability and crosswalk through incorporation of XML, RDF and
metadata schemas (e.g. Dublin Core Metadata);

Some tags and subfields of bibliographic framework(s) require support for

achieving standardisation in data entry activities. For example, the Leader fields
(24 character fixed length field) in MARC 21 is necessary for different document
types and the process of entering data for different character positions is quite
complex. For example, the following tags and subfields of MARC 21
bibliographic format require support of pickup lists, code lists, standard lists etc.
during data entry activities:

66
Field Description Type of Support Library Automation
Processes
Leader 24 characters fixed-length field Pickup list for character positions
005 Date and time of latest transaction Automated entry of date and time
from system
006 Books – (00-17) – Fixed-length field Pickup list for character positions
007 Text - (00-01) Pickup list for character positions
008 Fixed-length data elements Pickup list for character positions
040 Cataloguing Source Pickup of library code (as per MARC)
041 Language Code Code list support (as per MARC)

Fig. 2.6: Support to manage Leader field (24 character positions) in Koha ILS

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;
• Should support searching different forms of authorities;
• 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
including provision for Fussy searching;
• 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 customised display of records
including relevancy ranking of search results;

67
Library Automation • OPAC should also support bulletin board, information desk and gateway
services (to access external databases) along with patron self-service options
(e.g. holds, renewals etc.); and
• OPAC must track users’ preference and interests, organised into a list of
favourities and support interactive, participative and collaborative platform
through web 2.0 tools like RSS, social networking tools, user tagging,
document rating etc.
Distributed cataloguing
• Must be Z39.50 complaint cataloguing system [ANSI/NISO Z39.50 (1995)
or ISO 239.50 (1998)];
• Should enable to capture bibliographic and authority records from any Z39.50
server through Z39.50 client; and
• Should allow local manipulation (change of call number etc) of captured
data.

Fig. 2.7: Z39.50 client to support distributed cataloguing in Koha ILS

Reports and backup requirements

• Must produce a count of all records added, edited by a specific operator or
over a specified time period;
• Must generate lists, statistics and counts of items added or tabulated by call
number, item categories, item location, holding library etc.;
• Must produce a list of all citations with authority file violations; and
• Must support backup of all cataloguing records in suitable media (magnetic,
optical etc.) and easy recovery of records at the time of need.

2.4.2 Workflow of Automated Document Processing

The workflow of document processing subsystem involves two major jobs –
bibliographic data management and authority data management. Bibliographic
68 data are managed in two basic modes – 1) cataloguing data entry for newly
acquired library materials processed in acquisition module; and 2) cataloguing Library Automation
Processes
data entry for existing library materials not processed through acquisition module
(also known as Retrospective Conversion or ReCon). The works of cataloguing
module of an ILS are –
• Authority data management
1) Authority data entry
• Name authority
• Subject authority
• Title authority
2) Authority data linking
• Bibliographic data management
– For newly acquired document
– For existing old stock
Bibliographic Data Entry for Cataloguing
This facility of the catalogue module of automation packages is utilised for
updating and standardisation of bibliographical data elements of newly procured
documents and entering bibliographical data of existing old stock of the library.
Easy and structured data entry form design on the basis of standard content
designator scheme is important for local creation of records. An integrated
automation package use the same record for cataloguing function as is used in
the acquisition module. In the catalogue module the record is standardised through
entering additional data elements and rendering of access points with the help of
authority file. The transformation of bibliographical data elements of existing
stock of any library into machine-readable form is called Retrospective
Conversion or simply RECON. The work of RECON starts with recording of
bibliographical data elements on a worksheet. The worksheet is designed as per
the internal data format of the automation package. These internal bibliographic
data formats are based on internationally adopted standard content designator
schemes such as MARC 21, UNIMARC or CCF. Finally bibliographical data of
each document as recorded on the worksheet is entered into the catalogue database.
The data entry work may be done by the library staff or the job may be dome
through outsourcing. In some cases library may procure validated MARC 21
bibliographic data from the following sources –

1) Existing library catalogue in machine readable from

Bibliographic data in standard formats (MARC, UNIMARC, USMARC,
CCF, MARC 21) are available in many libraries for merging into the
catalogue database of newly installed LMS through import (ISO-2709 based
exchange of bibliographic data).

2) Union catalogue
Library networks at the global level (like OCLC, RLN) and national level
(like INFLIBNET and DELNET in India) provides union catalogue of
member libraries in machine readable form. Union files of the stock of
several libraries, or another shared database may be imported, converted
into local standard format and finally merged into the catalogue database.

69
Library Automation 3) Commercially available files of MARC records
In this process records from external databases may be added from tape, or
by downloading directly from the files through network. A further option is
to acquire records on CDROM or DVDROM and to download records from
optical media. For example Harvard University, US recently uploaded all
bibliographic records in MARC 21 format (2 million book records) for other
libraries.

4) Z39.50 server
Computerised cataloguing provides a unique advantage of loading and
merging of bibliographic and authority records from external databases.
There are thousands of Z39.50 servers from where selective downloading
of validated bibliographic data may be done at the local level (see Fig. 7).
This feature of an automated system leads to a reduction in cataloguing
effort and a consequent saving in the unit cost of cataloguing. This mode of
shared cataloguing is popularly termed as copy cataloguing and implemented
in ILSs through Z39.50 standard developed by ANSI/NISO.

Authority Data Entry for Cataloguing

A library catalogue supports two basic functions – finding function and collocation
function. Bibliographic datasets support finding function and authority datasets
support collocation function. Therefore, authority file is essential to control from
of index terms or headings, such as author headings, or subject index terms for
better retrieval efficiency. Authority data management has two basic routes –
internal dataset creation and external dataset application. Records in this file
may be created locally by using a standard authority data framework standard
like MARC 21 authority data format (see Fig. 2.5) or drawn from externally
available files such as the name and subject authority files of the Library of
Congress or other agencies. Library automation packages provide facility to create
and maintain authority file in the catalogue module. This file is acting as a master
database, where entry is to be made once. This gets reflected in various modules
of the package. The master file containing authority entries can be consulted

70 Fig. 2.8: Authority data types in Koha ILS

during cataloguing, possibly by display in a separate window and new headings Library Automation
Processes
are immediately added to the authority file with an opportunity to review or
authorised locally or remotely. For example, Fig. 2.8 shows the authority data
entry options in Koha ILS. Selection of authority data type will display
corresponding authority data entry framework (as Fig. 2.5 shows name authority
data entry format) for processing work.

Alternatively libraries may take advantages of cooperative authority datasets like

LoC authority data, NACO, SACO and VIAF –

Name Authority Cooperative Program (NACO)

It is one of the components of the Program for Cooperative Cataloging (PCC)
that was initiated in 1995 by the Cooperative Cataloging Council (CCC) in the
USA (PCC, 1998). The NACO program enables participants to add name authority
records to the national name authority file, which is hosted at the Library of
Congress and downloading of authority data from the server.

Subject Authority Cooperative (SACO)

The SACO program allows cataloguers to propose new and updated authority
records for inclusion in Library of Congress Subject Headings (LCSH) and the
LC/SACO Authority File. SACO is also working under Program for Cooperative
Cataloging (PCC).

LoC Authority Data Service

Library of Congress Authority datasets allows to browse and view authority
headings for subject, name, title and name/title combinations for bibliographic
and other materials available in LoC. It also facilitates downloading authority
records in USMARC/MARC 21 format for use in a local library system. This
service is offered by LoC free of charge.

Virtual International Authority File (VIAF)

VIAF is a new, international service designed to provide convenient access to
the world’s major name authority files from 25 national libraries under the
leadership of OCLC (limited in the initial stages of the service to names for
persons). Its creators envision the VIAF as a Linked Open Data (LOD) for linking
in local services like ILSs. An ILS can link VIAF automatically from authority
data entry interface through application program interface.

2.4.3 Products and Advantages

OPAC is possibly the most visible product of document processing subsystem
of an ILS. But it is not the only one. This subsystem produces different other
forms of library catalogue like Card catalogue (main entry and added entries),
Printed book catalogue, Microform and Computer output on microform. ILS
supports the generation of various reports, lists and labels that are required for
the management of catalogue section such as Reports with a count of all records
added, modified or edited by a specific operator or over a specific period of
time; Reports that produce statistical account of items added and tabulated by
call number, item categories, item location etc.; Lists of items catalogued by
class number, subject heading, collection type, language etc.; Spine labels, shelf
catalogue, book cards etc.. This module of ILS also generates information products
71
Library Automation that form the basis of a number of user services such as bibliographic service,
current awareness service etc. These are typically – List of books received in the
library (during a particular period, on a particular subject, by a particular author
or by a particular author on a particular subject in a particular period) and
Bibliographies of documents received by the library in standard format or as per
the format specified by users. Modern OPACs are changing from monologue to
dialogue based service by the applications of Web 2.0 tools, federated search
mechanism and discovery services (see section 1.7 of Unit 1 in this block).

The application of advance level ICT in the management of library processes

leads to a significant change in the nature and role of catalogue records. The
impact of these changes has contributed towards standardisation of entry format,
resource sharing and efficient access to documents and their contents. For example
Web-OPAC overcomes two fundamental barriers of access to information – time
and space (anyone can search from anywhere at any time). In an integrated set up
circulation module and acquisition control programs utilise cataloguing records.
Similarly catalogue module uses bibliographical data elements of records created
in acquisition procedure and also utilises transaction records from circulation
control to notify users about the availability of a selected document. The other
advantages of automated document processing (as identified by Mukhopadhyay,
2006) are –
• Computerised cataloguing ensures greater standardisation in catalogue
records;
• It reduces routine clerical operations required for maintenance of catalogue;
• It supports interchange of catalogue records and thereby ensures reduction
in unit cost of cataloguing;
• It supports seamless access to not only library resources but also web
resources, OPACs of other libraries, online databases and a variety of
information services including subject gateways through federated search
mechanism and thereby ensues a single-window access interface for users;
• It provides opportunities to take output in a number of forms and formats;
• It enables users to retrieve relevant records through the application of variety
of search techniques and search operators and to display the retrieved records
in desired formats; and
• It helps library staff to generate variety of information services.

Self Check Exercises

Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
6) What is distributed cataloguing? How can it help libraries?
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72
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7) Discuss the MARC 21 family of standards. Library Automation
Processes
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2.5 SERIALS CONTROL SUBSYSTEM IN ILS

International Serials Data System (ISDS) defined serial as a publication issued
in successive parts and intended to be continued indefinitely. Serials include
periodicals, newspapers, annuals, proceedings, transactions etc. and are
differentiated from monographs by their ongoing or continuing nature. Serials
management subsystem of an ILS has to deal with the features unique in serials
control such as – Periodicals are procured through various subscription modes
and by gift or exchange; Successive issues are received at regular or irregular
intervals and it is necessary to ensure that successive issues arrive when they
have been published; Subscriptions to periodicals must be renewed recurrently;
Catalogue data that describe serials must be extensive and should be supported
by formats exclusively designed for serials; Serials change their titles, are
published under variant titles and may change their frequency of publication,
therefore, references must be inserted to link associated periodical titles; Precise
control over the binding of successive issues is very important (alternatively
called as backvolume management); Indexes, special issues and supplements
must be controlled for effective retrieval; and Article-indexing is an added
advantage for serials control module.

2.5.1 Functional Requirements for Serials Control in ILS

In view of the foregoing, you can now understand that the serials control
subsystem of ILS which attempts to provide mechanical means for checking in
serials issues, issuing claims, handling binding and other such functions has to
be designed very carefully because of the complex nature of serials management.
The serials control module of ILS should meet following functional requirements
(Mukhopadhyay, 2006):
• New subscription
• Renewal of subscription
• Cancellation of subscription
• Budget control
Department/unit-wise budget
• Invoice processing
Invoice for individual issues, or for annual (or other period) subscription
• Recording the receipt of journal issues
Formula for generating expected issues (predictive mode of serials control)
• Managing (sending claims for) missing issues
Sending reminders
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Library Automation • Support for domain-specific bibliographic format like MARC 21
• Needs to be able to cope with “special editions”, supplements, and indexes
• Should also be able to cope intelligently with name changes (of publication,
publisher) and merges or splits (i.e., one journal becomes two, or two join
together)
• Binding control
• Accessioning bound volumes
Barcoding of accession numbers
• Complete holding information for individual title
• Report generation
• Listing the periodical for browsing
Hyper linking the e-journals from publisher’s sites or consortia sites
• Editing and updating of records
• Searching in OPAC
By title
By publisher
By distributor
Sorting by date or volume/issue number
• Printing of holdings of periodicals and supporting Routing of periodicals
• Options for display holdings and receiving of serials in Web-OPAC
• Table of contents and other personalised information services
• Article indexing (The serials control module should support indexing of
journal articles by author, title, and subject keywords)
• Union list and union catalogue (In union catalog the complete holdings
information is given along with all its missing issues, discontinuation in
subscription, changes in title etc.).

2.5.2 Workflow of Automated Serials Control

The basic workflow of serials control subsystem in ILS may be grouped into
four subdivisions – 1) Creation and maintenance of the master database; 2)
Subscription and acquisition; 3) Cataloguing and article indexing; and 4)
Circulation and binding. These four basic groups of activities include series of
tasks. Obviously, the procedures, activities and tasks related to serials control
requires frequent and repetitive record addition or amendment. Computerisation
is an attractive proposition for serials control because of this reason.

Group I: Creation and Maintenance of Master Database

In serials control module of an ILS, master databases play important role. Any
number of addition, modification and deletion is possible in the master database
and these changes are automatically reflected in all the sub-modules under that
module. It reduces data entry work and ensures standardisation. A typical serials
control module includes:

74
Title master Library Automation
Processes
In this file bibliographical details of new serials are entered (on the basis of
standard comprehensive data format like MARC 21 bibliographic format) after
the selection and approval process.

Country master
This file contains name of countries and their corresponding codes for entering
country of publication data in sub-modules of serials control. Country code is
generally based on ISO-3166 where each country is represented by two unique
characters e.g. the code of India is in as per ISO-3166.

Language master
Now in most of the cases MARC 21 geographic area code (GAC) is used for the
purpose. But this file may also contain entries for languages and their three digit
codes as per the ISDS manual and CCF manual.

Supplier/Publisher/Binder master
This master file contains details of all local and foreign subscription agents,
publisher of serials and binders along with their corresponding codes. These
codes are generally created locally.

The above mentioned master files are essential and the other important master
tables are – 1) Subject master (holds lists of subject descriptors); 2) Frequency
master (holds codes for serials frequencies); 3) Budget master (holds financial
data necessary for serials acquisition); 4) Currency master (contains currency
description, codes and exchange rate for foreign currencies); 5) Delivering mode
master (contains different modes of delivery of serials by publishers and vendors);
6) Physical media master (holds forms, formats and media for serials in coded
form); 7) Binding type master (contains different modes of binding (e.g. standard,
lather binding, cloth and rexin binding etc.) and their corresponding codes); 8)
Letter master (includes formats for every type of letters required for the generation
of outputs such as order letter, cancellation of order letter, reminder letters etc.).

Group II: Subscription and Acquisition

The tasks of this group may be organised into three groups and may be represented
diagrammatically as below:

Subscription & Acquisition

Selection Payment Acquisition

Includes
• > Selection of new Includes
Includes
title > Receiving and
> Advance payment
• > Renewal selection registration
> Adjustment of advance
• > Approval list > Claiming of
payment
preparation non-receipted issues
> Refund
• > Approval

75
Library Automation All together, there are 12 basic works in this group of works related to serials
control given in the sequence – 1) Selection of serials for new subscription; 2)
Renewal or discontinuation of existing journals/serials; 3) Selection of delivery
mode; 4) Selection of subscription mode; 5) Formulation of terms of procurement;
6) Selection of vendors; 7) Approval from authority; 8) Ordering and renewal;
9) Payment; 10) Receiving and registration; 11) Reminder generation; and 12)
Adjustment of advance payment for non-receipted issues.

Group III: Cataloguing and Article Indexing

The major jobs of this group are –
Cataloguing
Cataloguing formats for serials are fundamentally similar to those of monographs.
But the content and format of serials bibliographic records varies considerably
between systems. Some catalogues are based on ISBD(s) and others on ISDS
formats. Some cataloguing systems use local formats and some use standard
format like MARC 21, CCF/B, UNIMARC etc. You may consult the Table 4 in
next page for a set of minimum essential tags and subfields related to serials
from MARC 21 bibliographic format.

Article indexing
Article indexing option is generally requires by libraries in research institutes.
Indexing of articles (also called papers) from journal issues is an optional facility
of serials control subsystem. Generally, publishers of primary periodicals produce
annual and other sorts of indexes regularly. Apart from such products, libraries
also subscribe to number of indexing and abstracting journals related to the areas
of their interest. As a result, article indexing is only necessary when available
indexing and abstracting services do not cover the core journals on discipline of
interest.
Leader 24 characters fixed-length field
00X group Control Fields
005 Date and time of latest transaction (NR)
006 Serials – (00-17) – Fixed-length field (R)
008 Fixed-length data elements – General information (NR)

0X0 group Number and Code Fields

022 ISSN (R) [##; $a (NR)]
040 Cataloguing Source (NR) [##; $a (NR)]
041 Language Code (NR) [0/1_; $a (NR)]
042 Authentication Code (NR) [##; $a (R)]
043 Geographic Code (NR) [##; $a (R)]
082 DDC (R) [0#; $a (R), $b (NR), $2 (NR)]

2XX group Title Related Fields

210 Abbreviated Title (R) [0#; $a (NR)]
222 Key Title (R) [#0; $a (NR)]
245 Title Statement (NR) [00; $a (NR), $c (NR)]
246 Varying Form of Title [14; $a (NR)]
260 Publication, Distribution etc. [##; $a (R), $b (R)]
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3XX group Physical Description etc. Fields Library Automation
Processes
300 Physical Description (R) [##; $a (R), $b (NR), $c (R)]
310 Current Publication Frequency [##; $a (NR)]
362 Dates of Publication etc. [1#; $a (NR)]

5XX group Note Fields

500 General Note (R) [##; $a (NR)]

6XX group Subject Access Fields

650 Subject Added Entry-Topical Term (R) [#0; $a (NR), $v (R), $s (R)]
653 Index Term – Uncontrolled (R) [##; $a (R)]

7XX group Added Entry Fields

710 Added Entry – Corporate Name (R) [1#; $a (NR), $b (R)]
770 Supplement/Special Issue Entry (R) [0#; $a (NR), $t (NR), $x (NR), $w (R)]
780 Preceding Entry (R) [0-0/7; $a (NR), $t (NR), $x (NR), $w (R)]
780 Succeeding Entry (R) [0-0/8; $a (NR), $t (NR), $x (NR), $w (R)]

841-88X group Holdings, Location, etc. Fields

850 Holding Institution (R) [##; $a (R)]
852 Location/Call Number (R) [##; $a (NR), $b (R), $c (R)]
856 Electronic Location and Access (R) [##; $u (NR), $s (R)]

Table 4: Data elements (minimum) for serials on the basis of MARC 21 bibliographic
format (R=Repeatable field and NR= Non-repeatable fields)
Group IV: Circulation and Binding
This group includes following jobs –
Circulation
Circulation of serials is often referred as Routing of journals. Circulation pattern
of serials differs largely from that of books. But if serials are available for ordinary
loan, then the same circulation control system will suffice as for monographs.
However, serials are generally reserved for reference use only. In special libraries,
the short time loan options for journals are common because of the specific need
of users. If the number of transactions per day is large enough then such transaction
system may be computerised. Such computerised facility must have a list of
serials taken, a list of users and their addresses, and transaction interface with
options for the generation of required output.

Binding
Back volume management is an important job in serials control. It is a valuable
feature of computer based serials control subsystems to inform the library staff
of volumes that have been completed and are now ready for binding. It is a very
helpful feature to assist in work scheduling and to spread the binding load to
give an even distribution of work in the binding throughout the year. After binding
of back volume of a journal, accessioning is done for the bounded volume and
then holding information for the concerned journal is changed / modified in the
bibliographic database of journals.
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Library Automation 2.5.3 Products and Advantages
The output of products of an automated serials control subsystem may be grouped
into three basic categories – OPAC (gives search option for journals, journal
articles and journal holdings), Reports and lists (provides status reports and MIS
reports for decision making) and information products (such as table-of-contents
and other altering services including SDI). OPAC of an ILS allows searching
serials by Title (Current title, Complete holdings, Key title, Linked title, Variant
title), Subject (Broad subject heading, Subject divisions, descriptors and class
number), Publisher, Title history (Title split, Title merge, Title change, Title
holdings), ISSN and Free text. Several reports, letters and statistics can be
generated by the automated serials control system such as List of suggestions,
List of approved titles, List of titles ordered, List of issues received, List of non-
receipted issues, List of missing issues etc. In serials control module of an ILS
information products are originated either from article indexing activities or serials
catalogue database and produced on demand such as List of recent arrival for
issues of a group of journals (as selected by users), List of journal available on a
particular discipline, Discipline-wise holding list of serials, Table of contents
service of a group of journals (as per user selection), Compilation of on demand
subject bibliographies, CAS and SDI services in online and offline mode etc.

Serials management is a complex process. This subsystem involves frequent

and repetitive record addition or amendment. Computerisation is an attractive
proposition for serials control because of this reason and it leads to following
advantages –
• Generates various reports in required formats for MIS activities as decision
support tool for serials control (requires for addition, deletion and
continuation of journals);
• Ensures timely reminders generation for missing issues and better binding
control for completed volumes;
• Offers easy and simple solutions for fund accounting, payment management
and budget control, a critical requirement for serials control;
• Facilitates creation and maintenance of article indexing database and thereby
generates number of user services on demand;
• It helps library staff in quick production of serials holdings and list of recent
arrivals in many forms;
• Facilitates online access to the serials database from anywhere at any time
in any format;
• Predicts the arrival of journal issues and generates schedules for receiving
journal issues;

Self Check Exercises

Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
8) Discuss Kardex management in serials control module of an ILS.
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78
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9) What is a predictive mode of serials control? Discuss its advantages in library Library Automation
Processes
automation?
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2.6 CIRCULATION SUBSYSTEM IN ILS

Circulation module of ILSs are effective tool for managing issue, return, renew,
reservation and fine calculation easily and quickly. A circulation subsystem in
ILS records loan transactions to specify – What material is in the library stock or
readily accessible on ILL; Which material is in loan, and from whom or where it
can be retrieved and When materials on loan will next be available in library for
other users. In ILS, the transaction or loan database is the core of circulation
subsystem. This database comprises a series of records, one for each transaction.
Each record includes a brief dataset that specifies details of the document (through
document number such as accession number), details of the user (through
membership code) and transaction details (e.g. date of issue & date of return are
extracted from the system date, and due date is calculated automatically). In an
integrated setup, the bibliographical details (e.g. author, title edition, place and
year of publication) of documents on loan are extracted from the catalogue
database and the membership database is utilised for collecting user information.
Accession numbers of documents are used as the key data elements in first case,
whereas membership codes act as pointer to the member database in the second
instance. Data-capturing is generally based on barcodes (to encode/decode both
accession number for books and member ID from member card) but the use of
RFID technologies in circulation are increasing significantly even in libraries of
developing countries.

2.6.1 Functional Requirements for Circulation in ILS

Computerised circulation subsystems generally perform a group of functions
utilising three basic categories of information – Information about the borrower;
Information about the resources being borrowed; and Information about the loan
transaction. An automated circulation system should provide facilities for
managing the above mentioned three categories of information including
following support services – 1) To locate circulating items (on loan, reserved by
user, at binding, being reprocessed); 2) To identify items on loan (to a particular
borrower, to a specific class of borrowers; 3) To record ‘personal reserves’ for
items on loan but desired by another borrower and to issue alerting notice to the
library staff on return of the reserved item by a borrower; 4) To print recall
notices (for returning overdue items, for renewing of items); 5) To arrange renewal
of loan; 6) To notify to the library staff of overdue items and printing of overdue
notices; 7) To calculate fines or overdue charges for generating (printout of fine
notices, receipts of fines records, printout of fine receipts); 8) To generate statistical
reports (document related, user related, top ten items by popularity, top ten user
by circulation activity etc); 9) To extend provision for handling special categories
79
Library Automation of borrowers and special types of materials; 10) To generate and print gate pass
and due date slips; 11) To act as decision support system for better circulation
management; 12) To support various data capturing devices e.g. barcode readers,
smart card and RFID equipments; and 13) To extend facilities for ILL and
maintenance activities.

2.6.2 Workflow of Automated Circulation

The workflow of automated circulation subsystem starts with defining library
circulation rules. Modern ILSs supports branch management system in circulation.
It means if a library has branches, each branch may have their own circulation
rules and one circulation module will serve all the branches on the basis of
circulation rules of that branch. Circulation rules match patron category with
item types by defining number of checkouts, loan days, fine amount, grace period,
number of renewals, number of reservations etc.

Fig. 2.9: Circulation rules setting option in Koha ILS

The other broad groups of activities for the workflow of automated circulation
are:

Membership Management
This sub-module is basically meant to crate and update membership records in a
library. The works of this sub-module are – 1) Master database creation and
maintenance facility; 2) Member category and privileges management; 3) Institute
80
profile and profiles of Departments/Divisions under the institute; 4) Calendar to Library Automation
Processes
record weekdays and closed days for library; 5) Member enrollment facility
including modification/deletion/renewal of membership; 6) Output generation
facility.

Transaction Management
Transaction sub-module includes all the day-to-day activities of circulation section
of a library vis. issue, return, renewal, reservation, reminders for overdue books,
searching document availability and listing of items issued to a member.

Reminder Generation
This facility is meant for generating reminders for overdue documents – To a
group of members, To individual members, For a particular due date, To all
members. The format and text of reminder letter may be modified by using this
facility or by using the master database.

Fiscal Management
It provides option to manage outstanding dues against a member. It also includes
generation of payment receipt. Fine amount may be waiver by authorised staff.
This facility should also allow printing of fine statement if a member wants to
have a statement of fines.

Inter Library Loan (ILL)

Inter library loan method simply means that documents of a library can be issued
to the members of other libraries. ILL activities of an ILS are - ILL membership
management; ILL transactions management; and ILL supervision.

Maintenance
Maintenance is generally attached with circulation module for recording
information about lost documents, documents sent for binding, damaged
documents, missing documents and documents withdrawn from library.

2.6.3 Products and Advantages

The typical products or outputs from automated circulation subsystem in an ILS
are –
• List of library members (list of members can be printed either by name or by
member code and can be sorted on any required sequence or order);
• Items issued over a period (list of documents issued on a particular date or
date range);
• Items returned over a period (list of documents returned on a particular date
or date range);
• Items reserved over a period (list of documents reserved on a particular date
or date range);
• Member ID card (Member ID card with name of the member, membership
code, department, institute, category, branch and year may be printed by
utilising appropriate facility); Fig. 2.10 shows the member card generation
utility in Koha ILS. You can observe the ability of the ILS to convert member
ID into corresponding barcode.
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Library Automation

Fig. 2.10: Bar-coded member card generation in Koha ILS

• Reminder letters and notifications (preformatted reminder letters for overdue

document(s) is a regular task of circulation section);
• Item’s transaction history (transaction history of any particular document);
• Membership expiry list (list of memberships expiring on a particular date or
date range);
• Member history (list of documents issued and returned by a member during
his/her membership period);
• Fiscal report (details of the fines collected by the library on a particular date
or date range);
• Library usage (usage by deferent category of library members or by usage of
different types of library materials);
• Most frequently issued items (list of most frequently issued documents);
• Most frequent member (list of most frequent users by circulation activities).
The other important products are –
• List of items issued to a member;
• ‘No dues’ certificate;
• ILL reports (arrival intimation, reminder, list of items on ILL, overdue charges
and payment receipts);
• Transaction details undertaken by a staff working at circulation;
• List of lost, missing or damaged documents;
• List of lost documents for which amount recovered;
• List of documents sent to binding;
• Order letter for binding;
• List of withdrawn items.
The main advantage of automated circulation subsystem is the ability of library
staff in extensive control of stock. Transaction records can be entered and saved
82
into the main database through a terminal. The central transaction database is Library Automation
Processes
updated immediately and subsequent consultation of the database will
communicate the current situation. Some of the important issues may be
enumerated as – Fines can be calculated on demand; Reservation and other
modification to document records can be made instantly; Automatic identification
of over borrowing and problem borrowers; Error-free data capturing through
barcode, RFID and smart card technology; Provision of self-checking or self-
issue option through web interface; Back up provision and exchange of circulation
records on the basis of NCIP (NISO Circulation Interchange Protocol) standard.

Self Check Exercises

Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
10) “Automated circulation is fairly successful right from the eighties”– elucidate.
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11) Explain the use of RFID in automated circulation.
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2.7 SYSTEM ADMINISTRATION

System administration of ILS is not regular and repetitive in nature but the working
of each modules of ILS activated after configuration of each module as per the
requirements of library through system administration interface. System
administration involves two sets of works – 1) Setting of initial configuration
for each module; and 2) Adjustment of configuration settings from time-to-time
to match requirements of library. Post-installation configuration of an ILS is
required to make the default installation of ILS library specific. Only super user
of ILS can set the administrative parameters. The typical system administration
jobs are listed herewith –
General parameters
• Date format: Selection of “metric,” “us,” or “iso” date format for entire ILS
(“us” = mm/dd/yyyy; “metric” = dd/mm/yyyy; “iso” = yyyy/mm/dd);
• Tax parameter: Setting of tax (generally in percentage) for acquisition of
documents; 83
Library Automation • Parameters for Authorities: Involves decisions regarding Authority Display
Hierarchy and Authority separator;
• Default character encoding: Selection of character encoding standard for
whole ILS, usually Unicode for multilingual data;
• Theme selection: Selection of themes for appearance for both librarian and
user interfaces;
• Branch management: Option for setting managing parameters for library
branches.
Cataloguing parameters
• Allows settings of the following parameters for cataloguing activities –
default dispaly format for retrieved documents, default data format (MARC,
UNIMARC etc.), Auto/manual barcode generation, Filing rules etc.
Circulation parameters
• Allows parameters setting related to maximum outstanding fine amount,
maximum reservations allowed, patron image display, notification for
borrower expiry, generation of gate pass etc.
OPAC parameters
• Supports setting for the following parameters related to OPAC – enhanced
content linking (like Amason etc), suggestions by users from OPAC, virtual
shelf management.
Library Branches: Options for setting library code, name, address, IP address,
domain name etc.
Library Funds: Setting of budget heads for different library materials as per the
decision of the authority;
Currencies: Define the currencies library deal with exchange rates.
Item Types: Setting “categories” into which library items are divided.
Borrower Categories: Setting definition for the types of users of library and
how they will be given privileges.
Issuing Rules: Controls aspects related to the circulation of library materials.
Authorised values for bibliographic format: Options for setting list of
authorised values for different tags and sub-fields of selected bibliographic format.
Bibliographic framework: Scope for customising of data entry framework by
selecting require tags and sub-fields.
Printers: Setting of printers (or several printers) that is attached to ILS server.
Stop words: Provision to list all of the words library staff wish to ignore by ILS
when performing catalogue searches or building the keyword index.
Z39.50 Servers: Adding Z39.50 servers library want ILS to search.
Export/Import: Settings for performing export/import activities by following
standards like ISO-2709 and MARC-XML.
Backup/Restoration: Regular backing up databases and restoration at the time
of emergency.
84
Self Check Exercises Library Automation
Processes
Note: i) Write your answers in the space given below.
ii) Check your answers with the answers given at the end of this Unit.
12) What do you mean by system administration? List some major jobs covered
by this module.
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2.8 SUMMARY
This Unit starts with a theoretical discussion on system analysis and shows the
application of procedural model to analyse tasks related to housekeeping
operations under different sections of a library. It discusses library automation
processes in integrated setup under four major subsystems namely acquisition
subsystem, document processing subsystem, serials control subsystem and
circulation subsystem. Each subsystem includes three major heads of discussion
uniformly. The heads of discussion are functional requirements for the subsystem,
workflow of the subsystem and advantages of automating the subsystem including
typical products of the automated subsystem. Functional requirements section
argues what an ILS should support and workflow section discusses how an ILS
may be utilised for automating the subsystem. This unit ends with a discussion
on system administration jobs related to library automation.

2.9 ANSWERS TO SELF CHECK EXERCISES

1) Library workflow or housekeeping operations are basic functions of any
type or size of library. The works include acquiring, processing and
preserving of library documents. The circulation of documents and
maintenance of library stack is other important works of library
housekeeping. These works are done through various divisions/sections of
a library namely acquisition, processing, circulation, serials control and
maintenance. These are basically routine and recurring works. Mechanisation
of such works may be done through the application of ICT tools e.g. computer
hardware and software (called ILS).

2) Serials control is concerned with the management of operations of journal

section of a library. These are subscription, renewal, order, payment, cheek-
in or receiving, reminder, binding and accessioning of bound volumes. Such
activities lead to various information products and user services.

3) System analysis is technique for the analysis of components of a organisation

and its works into atomic structure. Library is a complex system and consists
of various subsystems and components. ASLIB, on the basis of system
analysis techniques, identified a set of eighteen procedures related with
85
Library Automation different subsystems. The same study also identified six common activities
for all the eighteen procedures. These are – initiate, authorise, activate, record,
report and cancel. All of these activities may not be applicable for each
procedure. These procedures and activities are common to each type or size
of library. An ILS should cover procedures, activities and tasks related to
each subsystem of a library. Therefore, system analysis is a powerful tool
for implementing an ILS.

4) Acquisition module of any ILS requires some essential works that need to
be done before proceeding with actual acquisition work. These are termed
as pre-acquisition works. This set of activities include – creation of master
file for vendors/publishers/suppliers, creation and maintenance of currency
conversion table, budget allocations under different heads, setting pre-defined
letters for ordering etc, member creation and privilege setting.

5) Acquisition module of an ILS reduces a great deal of routine clerical chores

in acquisition, supports online data entry and Electronic Data Interchange
(EDI), generates reminders for overdue orders and sends them automatically
over communication channel, provides real-time fund accounting, transfers
bibliographical data of newly acquired items entered in the acquisition
module to catalogue module for necessary modifications and up-gradation.
Such a system helps to introduce new user services and cheaper data
processing. It generates reports, statistics and lists required for the better
library management and planning of efficient library services. Another
advantage of automated acquisition system is to provide ready answers
against queries related to the status of requests or orders.

6) Distributed cataloguing is a form of shared cataloguing and cooperative

cataloguing. It allows online capturing of bibliographic data from remote
library servers over the Internet. It reduces unit cost of cataloguing and
saves lot of time for individual libraries. However, the major problem is of
variation in data formats, software and hardware. ANSI/NISO Z39.50
standard was developed to support distributed cataloguing 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. ILS 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 process the request and returns
the result in desired standard. ILS will then place the captured record in the
catalogue editor for changing and modifying bibliographic data in local
library.

7) MARC 21 is a family of five coordinated formats developed 1999 through

conciliation of major national MARC formats like USMARC, UKMARC,
CANMARC etc. The five standards are namely - MARC 21 format for
authority data, bibliographic data, classification data, community information
and holdings data. MARC 21 is mainly a development over USMARC, and
has become the de facto bibliographic standard in the area of computerised
cataloguing since the beginning of 21st century.

8) Kardex management basically deals with loose issue management of journals

in a library. It is also known as Cheek-in operation. It involves works related
86
 to the receiving and registering of individual parts or issues of serials in Library Automation
Processes
library. It is necessary to make a careful note of the arrival of every issue of
all periodicals along with special issues, indexes or other accompanying
materials. Reminder generation for non-receipted issues depends largely
upon this function.

9) Predictive mode of serials control means the ability of the ILS to predict the
arrival of individual issue of a journal and to generate reminders
automatically in case of non-receipted issues or parts within a stated time
interval. An automated serials control subsystem may be predictive or non-
predictive. A predictive serials control system saves labour, energy, time
and money and ensures timely delivery/release of reminders for due issues
of journals.

10) Circulation work of a library involves a group of operations that are specific,
repetitive and systematic. As a result automated circulation systems have
been fairly successful from the early days of library automation. Such systems
require minimum set of essential data for carrying out circulation activities
and data may be captured in a variety of ways. In an academic library, where
users are generally large in number, this automated subsystem saves time of
the users in great way.

11) Automated circulation subsystems are now-a-days RFID-enabled for many

reasons. Libraries apply RFID (Radio Frequency IDentification) technology
to manage un-manned self-service counters for issue and return of
documents. An RFID system comprises three components: a tag, a reader
and an antenna. The tag is paper-thin chip, which stores necessary
bibliographic data. The tag is to be placed on the inside cover of the
corresponding document. RFID reader and antenna are often integrated into
patron self-checkout machines or inventory readers. The reader powers the
antenna to generate RF field to decode information stored on the chip. Reader
sent information to the central server, which in turn communicates with the
ILS. RFID, apart from self-issue facility, also supports stock verification,
theft detection (through EAS gate), and identification of misplaced books
and inventory counts.

12) The administrator or super user should control the overall administration of
ILS through a highly secured module for managing 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 keep a log of each transaction, which alters
the database. The other important jobs of system administration are privileges
control, branch management, backup and restoration and System configuration.

2.10 KEYWORDS
Backup : Storage of records in magnetic or optical media for
recovery of data at the time of need.
Barcode : A barcode is simply a computer readable tag that is
used to identify individual items and patrons that are
related to a specific library database.
87
Library Automation Boolean Operators : The words AND, OR, and NOT used to combine
concepts or search terms when searching a database
for information.
Budget Allocation : It is the distribution of total library budget into various
budget heads and subheads.
Charging : It is the act of ‘issuing’ a document and to record the
loan transaction.
Check-in : The act of receiving and recording arrival of individual
parts of serials.
Common : The CCF was developed by the General Information
Communication Programme (PGI) of UNESCO in order to facilitate
Format (CCF) exchange of bibliographic data between organisations,
and first published in 1984. It is a highly compatible
format that provides a structure in which records may
be entered to the system; a format best suited to long-
term storage; a format to facilitate retrieval and a
format for display.
Data field : In a record, a meaningful collection of one or more
related characters treated as a unit. In bibliographic
records, these are variable length portion containing
a particular category of data.
Directory : A table of entries, each of which gives the tag, length,
and location within the record, segment identifier and
occurrence identifier of one data field.
Discharging : The act of cancelling the records of documents on loan
after their return.
Indicator digit : The first two characters of each data field, supplying
further information about the contents of the field.
Intranet : The network that uses Internet technologies (TCP/IP
and others) for local connectivity and is available only
to the members of the network.
ISDS : An acronym for International Serials Data System. An
international network of operational centers
(established in 1973 within the framework of UNISIST
programme), which are jointly responsible for the
creation and maintenance of computer-based
databank, and facilitates retrieval of scientific and
technical information in serials.
ISO-2709 : An international standard for bibliographic information
interchange on magnetic tape, developed in 1981.
Most of the content designator schemes constitute a
specific implementation of this standard.
ISSN : Acronym for International Standard Serial Number –
an internationally accepted code for the identification
of serials publications. It consists of seven Arabic
digits with an eighth that serves to verify the number
88 in computer processing.
Mandatory field : A data field, which should appear in the record when Library Automation
Processes
the relevant information appears on the item.
MARC 21 : MARC 21 is a family of five coordinated formats namely
MARC 21 format for authority data, bibliographic data,
classification data, community information and
holdings data. MARC 21 is a development over
USMARC, and has become the de facto bibliographic
standard in the area of computerised cataloguing.
Merging of Title : It refers to combine two or more journals into a single
journal under one title.
Record : A collection of information, in one or more fields,
about an entity.
Repeatable field : A data field, which may appear more than once in the
same segment.
Repeatable sub-field : A subfield, which may appear more than once in a
single occurrence of the data field to which it belongs.
Reservation : A request for a specific book or other circulating items
to be reserved for a member as soon as it becomes
available on completion of processing, or on its return
from the binder or another member.
Routing : The systematic circulation of periodicals or other
printed material among the staff or members of a
library in accordance with their interests in order to
keep them informed of new developments.
SDI : Abbreviation for Selective Dissemination of Information
Systems. It is an automated system of information
retrieval utilising a computer for disseminating relevant
information to users. An interest profile depicting and
defining each area of interest is compiled for each user;
it consists of terms, which are likely to appear in
relevant documents.
Splitting of Title : The breaking of a single journal into two or more
different journal titles.
Standing Order : An order to supply each succeeding issue of a serial
publication or subsequent volumes of a work published
in a number of volumes issued intermittently.
Sub-field : A separately identified part of a data field containing
a data element.
Sub-field identifier : Two characters immediately preceding and identifying
a subfield. First character is called subfield flag and
the second character is termed as subfield code.
System Analysis : A powerful technique for the analysis of an
organisation and its work.
Tag : A three characters code appearing in the directory,
associated with a data field and used to identify it.
89
Library Automation Union Catalogue : A catalogue of the various departments of a library, or
a number of libraries, indicating their locations. Union
catalogue of serials includes the complete holding of
serials available in member libraries.
Withdrawal : The process of cancelling records in respect of
documents that have been withdrawn from the stock
of a library.

2.11 REFERENCES AND FURTHER READING

Cohn, John, M., Kelsey, Ann L and Fiels, Keith Michael. Planning for automation:
a how to-do-it manual for librarians. New York: Neal-Schuman,1992. Print
David, L. T. Introduction to integrated library systems. Bangkok: Information
and Informatics Unit, UNESCO Bangkok ,Thailand, 2001. Print
Dempsey, L. Distributed library and information systems: the significance of
Z39.50. Managing Information 1.6, (1994), pp. 41-42.
Haravu, L. J. Library automation: design, principles and practices. New Delhi:
Allied Publishers Private Limited,2004. Print
Hodgson, Cynthia. The RFP writer’s guide to standards for library systems.
Bethesda, Maryland: National Information Standards Organisation, 2002. < http:/
/www.niso.org>
Morgan, E. L. Open Source Software in Libraries (2002). <http://
dewey.library.nd.edu/morgan/musings/ossnlibraries.php>
Mukhopadhyay, P. The progress of Library Management Software: an Indian
scenario. Vidyasagar University Journal of Library Science. 6(2001), pp.51-69.
Mukhopadhyay, P. Library housekeeping operations – BLII- 001, Block 1, Unit
11 of CICTAL course, IGNOU (2005).
Mukhopadhyay, P. Library automation – housekeeping operations (pp.85-117),
Unit 5, MLII-104 (ICT Applications – Part I), IGNOU, (2006).
Mukhopadhyay, P. Library automation through Koha. Kolkata: Prova Prakashani,
2008. Print
Rayward, W.B. A History of Computer Applications in Libraries: Prolegomena.
IEEE Annals of the History of Computing, April-June (2002), pp. 4-15.
Reynold, D. Library automation: issues and applications. London: Bowker, 1985.
Print
Rowley, J. The electronic library. London: Library Association Publishing, 1998.
Print
Swan, James. Automating small libraries. Ft. Atkinson, Wis.: Highsmith Press,
1996. Print
Wilson, K. Introducing the next generation of library management systems. Serials
Review, 38.2 (2012).pp. 110-123.

90