Automation final

Library Automation
Presented to: Dr. Ijaz Miraj
Presented by: Muhammad Tufail
Khan
Aneela Zahid
Theoretical Foundation of Library Science
MPhil in Library & Information Science

Contents:
 What is Automaton?
 What is Library Automaton?
 History of Library Automaton
 History of Library Automaton in Pakistan
• Need for Library Automation
• Library software
• Library Management System
• A library with an integrated library system
• General Features of an ILS
– Cataloging Module
– OPAC
» Developments in OPACs
– Circulation Module
– Acquisitions Module
– Serials Control Module
– Add-on Module

Contents: Continue…
• Library Automation Standards
– MARC
• Introduction to MARC Record:
• Sources of MARC Records:
• Structure of MARC Records:
• MARC Advantages:
• MARC Disadvantages:
– Z39.50 Protocol:
• Library Automation: The Steps
• Technology Plan
• Selection and acquisition of ILMS
• Implementation
• Conclusion
• Reference

What is Automation?
The dictionary defines automation as
“the technique of making an apparatus, a process, or a system
operate automatically.”
Automation as “ the creation and application of technology to
monitor and control the production and delivery of products and
services.”
So we say;
Automation is the use of machines, control systems and
information technologies to optimize productivity in the
production of goods and delivery of services

What is Library Automation?
Library automation is the general term for information and communications
technologies (ICT) that are used to replace manual systems in the library.
Definition: The use of automatic machines or processing devices in
libraries. The automation may be applied to library administrative
activities, office procedures, and delivery of library services to users.
An automated library is one where a computer system is used to
manage one or several of the library's key functions such as
acquisitions, serials control, cataloging, circulation and the public
access catalog.

History of Library Automation:
In 1588:
The invention of the French "Book Wheel" allowed scholars to rotate
between books by stepping on a pedal that turned a book table.
“The bookwheel, an
alternative version of
the revolving
bookstand, is a device
designed to allow one
person to read a
variety of heavy books
in one location with
ease. The books are
rotated vertically
.This device was
invented by Italian
military engineer
Agostino Ramelli in

History of Library Automation: Continue…
The Beginnings of Library Automation: 1930-1960
In 1930:
It could be said that library automation development began in the 1930's
when punch card equipment was implemented for use in library
circulation and acquisitions.
“A punched card,
punch card, IBM
card, or Hollerith
card is a piece of
stiff paper that
contains digital
information
represented by the
presence or
absence of holes in
predefined

In 1945:
Bush(1945) wrote about a hypothetical "memex" system which he
described as a mechanical library that would allow a user to view
stored information from several different access points and look at
several items simultaneously. His ideas are well known as the basis
for hypertext.
In 60’s & 70’s :
This lead to an explosion of library automation in the 60's and 70's.
Library Automation Officially is Underway: 1960-1980:
In 1961, a significant invention by both Robert Noyce of Intel and Jack
Kirby of Texas Instruments, working independently, was the
integrated circuit. All the components of an electronic circuit were
placed onto a single "chip" of silicon.

Between 1965 and 1968:
LOC began the MARC I
In 1980:
The use of microcomputers during the 1980's expanded tremendously
into the homes, schools, libraries and offices of many Americans. On-
line Public Access Catalogs began to be used extensively the 1980's.
The introduction of CD-ROMs in the late 80s has changed the way
libraries operate.
In 1990:
The world wide web which had it's official start date as April of 1993 is
becoming the fastest growing new provider of information. Expert
systems and knowledge systems have become available in the 90s as
both software and hardware capabilities have improved.
In 21st
century:
“IT + IM = IR”
Information Technology + Information Management =
Institutional Repository

History of Library Automation in
Pakistan :
in 1968, Library automation in Pakistan began with the creation of a Data
Processing Unit at PASTIC in order to meet the demand of
mechanization of information.
In 1970, There was almost a complete silence in this regard. in 1980,
incorporation of information science into several courses. Examples of
these courses are: Information Storage and Retrieval; Data Processing
in Libraries; and Information Network, Data Bank and Systems (Karachi
University, 1981).
in the mid-1980s, The first library in Pakistan “Central Library of Sindh
Agriculture University” to make use of modern technology. The system
comprised a Commodore CBM 8032, with dual drive floppy disk and dot
matrix printer . At a similar time, the National Agriculture Research
Centre (NARC) made use of computer-based techniques in its
information dissemination activities.

History of Library Automation in
Pakistan : Continue…
By early 1986,
Lahore University of Management Sciences (LUMS) and North-Western
Frontier Province (NWFP) Agricultural University was in the process
of being computerized.
The concept of network and networking started gaining ground in the
shape of the LABELNET project. in 1989, CD-ROM searching was
introduced for the first time at the National Agriculture Research
Centre.
The Pakistan Library Association, with the financial assistance of the
Netherlands Library Development Project (Pakistan), established
computer training centers in all four provincial capitals and in
Islamabad for the training of working librarians.

Need for Library Automation
• Increased operational efficiencies
• Relieve professional staff from clerical chores so that they are
available for user-oriented services
• Improve the quality, speed and effectiveness of services
• Improve access to remote users
• Improve access to resources on other networks and systems
including the Web
• Improve the management of their physical and financial resources,
• Facilitate wider access to information for their clients,
• Facilitate wider dissemination of their information products and
services
• Enable their participation in resource-sharing
library networks, and
• Enable rapid communication with other libraries
(including outreach libraries) and professional peers.

Library software:
What is software? Basically, software is the program that runs the
computer to produce the required results. It is, in fact, the most
important component of the automation process. Someone said, “A
computer without software is similar to a man without his brain, or a
library with neither books nor librarians”. When we talk about library
software, we mean the software needed for library housekeeping
routines and information retrieval services.
Examples of Library software's;
• dBase
• Foxpro
• INMAGIC
• CDS/ISIS
• Kitabdar
• Pak Library Software
• LAMP
• Koha

Library Management System:
A library management system, also known as an automated library system is
software that has been developed to handle basic housekeeping functions of
a library.
– Single function.
– Integrated

A library with an integrated library system
Cataloging
File Server:
Database
Circulation
Acquisition Serials
Management
OPAC
Reference
OPAC
OPACOPAC

General Features of an ILS:
Functional modules
 – basic modules - cataloging, OPAC and circulation -
 - Add on- acquisition, serial control, interlibrary loan (ILL), and
Web OPAC
Operating systems
 Window, Ubuntu, Fedora, Linux, Sun Systems etc.
Database systems
 - Oracle, Informix, MySQL, MS Access etc…
Network architecture
 –client-server architecture that uses Transmission Control
Protocol / Internet Protocol (TCP/IP) to communicate across
networks (LANs and WANs)
User interface
 –graphical user interface (GUI) is the norm for current systems
because users find it easier to work with and it allows a wide
range of tasks to be accomplished with a click of a mouse
Library automation standards
 –library industry standards such as MARC and Z39.50

Cataloging Module:
Used for the creation, storage, retrieval and management of
bibliographic records and/or indexes.
Defines the record format used in the database and provides for
authority control author, subject headings etc.
Usually there are two different interfaces for search and retrieval of the
electronic catalog :
 For catalogers that allows them to maintain the library database
(the main cataloging module),
 For users that allows them to search and display the results – the
Online Public Access Catalog (OPAC)

OPAC:
Cataloging activities using an ILS produce an electronic catalog. The
means of access to the catalog for users which is limited to search and
display is called an Online Public Access Catalog or OPAC. An OPAC is
usually offered as an add-on module that is integral with the
cataloging module. The specific search and display features of an
OPAC vary from system to system.

Recent developments in
ICT have enabled
libraries to publish
their catalogs on the
Web making them
accessible locally (on
site) and/or remotely
through the Web as a
Web OPAC.
Bibliographic
database
Web server
PC’s in LAN
PC’s connected
to Internet
Web OPAC
OPAC
Developments in OPACs:

1) Handles circulation activities such as: lending, return, renewal, and
place on hold
2) Manages library materials - circulation type, location and status;
patron database - patron type, profiles, privileges; and other
transactions such as computation and payment of overdue fines, lost
books, etc.
3) May have added value functions like: import, export, and backup and
restore functions for the databases; inventory; report generation; and
support for MARC, Z39.50, ILL standards.
Circulation Module:

Acquisitions Module:
1) Automates the acquisition process - ordering, receiving, claiming
materials from suppliers, and returns, and cancellations of materials
2) Used to maintain statistics, and in some cases manage accounting
activities.
3) Acquisition can be done online if system is linked to an external
network.

Serials Control Module:
1) Manages placing, canceling, claiming of orders; returning defective,
unwanted and unordered material; and accounting and statistical
information
2) Provides a system for recording issues and keeping track of
undelivered issues by generating claim reports.
3) May permit serial ordering online.

Add-on Module:
Usually offer additional functions and features as optional to the basic
functions or as an integral part of a module. Examples are Report
generation, Short loan transactions, import / export of records from /
to MARC formats, Web OPAC, Z39.50 client and/or server services, and
security systems linked to or integrated with the cataloging /
circulation module.

Library Automation Standards :
The standards adopted by the library industry and community that
facilitate data interchange between libraries and institutions, and
which are supported by most systems are MARC (Machine Readable
Cataloguing) standards and Z39.50, the information search and
retrieve protocol standard

MARC:
The Machine-Readable Cataloging (MARC) formats are standards used
for the representation of bibliographic and related information for
books and other library materials in machine-readable form and
their communication to and from other computers.
Need for MARC :
1) The MARC standard allows libraries to share bibliographic resources
with other libraries that also use it.
2) It also enables libraries to easily migrate to commercially available
library automation systems, a majority of which support only the
MARC standard
3) A bibliographic record in MARC format will allow the application
system or library automation system to:
– format the information correctly for printing a set of catalog
cards or for displaying the information on a computer screen
– search for and retrieve certain types of information within
specific fields

Introduction to MARC Record:
• History
- Developed in the 1960s by the Library of Congress
- Led to the foundation of national online catalogs such as OCLC
and RLIN.
• Uses
– Flexible tool to describe books, serials, maps, non-book materials,
computer files, etc.
– Standardized format permits sharing records

Sources of MARC Records:
• Bibliographic utilities
– OCLC (Online Library Computer Catalogue)
– RLIN (Research Libraries Information Network)
• Vendor supplied/purchased
– U.S.G.P.O (United States Government Printing Office)
– OCLC PromptCat (Now merged in WorldCat*)
• Z39.50 sources
– Library of Congress

Structure of MARC Records:
• All share the same structure
• Each has a
 Leader
 Directory
 Field
Leader :
1) The first section in a MARC record
2) Contains coded information about the record (not the resource)
3) Many elements are not displayed

Directory:
1) The second section in a MARC record
2) Lists the tag, length, and starting character position of each field in the
MARC record
3) Is machine-generated and is not displayed, nor can it be altered
manually

Fields:
• Logically divide information about the resource being described
– Title
– Author
– Publication, etc.
• Fields are defined by the MARC21 Standard

Field Tags:
Tags
– 3 character positions
– Only numeric
– Used as field names
100 1_ ‡a Grahame, Kenneth,
245 14 ‡a The wind in the willows

Indicators:
– 2 character positions
– Useful for computer manipulation
– Not defined for all fields
– Primarily numeric (and blank = undefined)
– Must be read/assigned as individual values
100 1_ ‡a Grahame, Kenneth, ‡d 1859- 1932.
245 14 ‡a The wind in the willows / ‡c by Kenneth
Grahame.

Subfields:
Subfields
– Further divides the MARC field
– Marked by delimiters combined with a subfield code
– Not defined for some fields
100 1_ ‡a Grahame, Kenneth, ‡
245 14 ‡a The wind in the willows

Frequently Seen Field Tags:
• 100 Personal Name Main Entry (Author)
• 245 Title Statement
• 260 Publication Information
• 300 Physical Description
• 440 Series
• 500 General Notes
• 504 Bibliography
• 520 Summary Note
• 650 Topical Subject
• 700 Personal Name Added Entry
• 710 Corporate Body Added Entry

MARC Record:
007680000000001930004500008003900000019001500039019001
300054090000800067245017400075260003600249300003000285
500007600315650002500391650002700416650002400443700003
000467700002700497949005000524880831s1974 ur a jW 0000
f eng00â505001173610â8818005900 ^nTAL30âTales of the
Amber Sea^bfairy tales of the peoples of Estonia, Latvia, and Lithuania
êcompiled and retold in English by Irina Zheleznovaê illustrated by
Anatoly Bilyukin00âMoscowbRaduga Publishers c197400 â259
p.bcol. ill.c22 cm.00âEnglish language ed. originally published by
Progress Publishers, 1974.00âFairy taleszEstonia00âFairy talesz
Lithuania00âFairy taleszLatvia11âZheleznovahIrina L'vovna11
âBilyukinhAnatolyyill ^b71964487cFOLKlIHmORD p0s398.209474
TALzi

MARC Advantages:
• Timely – more accurate records of updates and changes. Maintenance is
taken care of by regular reloading of records.
• Automated – the size and ‘turbulence’ of databases make it time
consuming to maintain records manually.
• Increased use of product – improved access through the catalogue
maximizes the investment in the service.
• Greater efficiencies for document delivery and reference staff
through a comprehensive integrated catalogue.

MARC Disadvantages:
• Record structure is difficult for a human to ‘read’
• Record structure is difficult to program
• Requires difficult control characters
• Large files (say over 20 Mb) are difficult to manipulate

Z39.50 Protocol:
Z39.50 is generally defined as the information search and retrieve
protocol standard used primarily by library and information related
systems.
The standard specifies a client/server-based protocol for searching and
retrieving information from remote databases simultaneously using a
single interface.

Library Automation: The Steps
1) Technology Plan
2) Selection and acquisition of ILMS
3) Implementation

Technology Plan and Project Proposal:
In planning and implementing library automation, a thorough
study of the library’s existing system as well as the library’s
vision is necessary to enable you to prepare a good technology
plan and project proposal.
Steps:
1) Vision
2) Present status
3) Requirement: Gaps
4) Feasibility
5) Technology Plan
6) Project proposal

Continue…
Vision:
A vision is a dream. It is a vivid picture of what you would like your
library to become in the near future. It is based on the mission of your
library, the needs of your users and on the trends in library service. A
vision provides direction and a philosophy for the library.
Determining Present Status :
It involves gathering data about the library’s operations, facilities,
collections, procedures, staff expertise, etc.
Data Source;
•Statistics
•Staff profile
•Patron profile
•Policies and procedures
•Functional specifications

Continue…
Determine your Requirements:
By comparing the actual status with the objectives
of the project, the systems requirements can
be determined.
Feasibility study:
It is designed to answer:
– Is the proposed system possible?
– Is it necessary?
– What other options are available?
– Is it affordable?
Technology Plan:
Written document Contains: Vision, Goals and Objectives, Components of
the project in terms of needs to achieve the vision , Specifications for
your system requirements, Financial estimates, Action plan and Time
table for the project.

Continue…
Technology Plan:
Proposals are-
a. based on the technology plan.
b. prepared for presentation to funding agencies, hence they must be
affordable for the funding agency
They must follow the format of the funding agency and they must be
within the thrust of the funding agency.

Selection and Acquisition of ILMS:
Methods of Library Automation:
To determine the best package for your library, analyze and identify your
needs and match it with the features and functions of integrated library
systems.

Steps in selecting an integrated library
system:
• Analyze and identify your needs
• Develop criteria for evaluation based on your needs assessment
• Read relevant reviews of library automation systems and related
technologies and standards
• Prepare a short list of library software packages, their features,
functional modules available, and standards supported
• Ask libraries for an honest evaluation of their library management
system
• If possible, visit local libraries or institutions using a library
management system
• Ask vendors for a demo version to try out, or if available download
from their site on the Net
• Determine and compare initial and total cost of each library system

Implementation and Integration of
ILMS:
Implementation includes all activities after management has decided to
automate the library and approved the plan.
• Strategic Plan
• Data Conversion
• Pilot/test run
• Full Implementation
• Post Implementation Review

Interrelationships of key factors in the operations of a
library
Suppliers of
information:
Jobbers
Publishers
Authors
The Library:
Management
Content Collection)
Services
Staff
Infrastructure
Networking activities
Users:
Needs
Knowledge
Skill

Conclusion:
In conclusion, it might be stated that library automation is in its infancy in
Pakistan. No serious efforts have been made in the field of library
software in a proper manner. With only six or seven years’ experience
in library automation, very few people have been trained well in
library computerization. There is a lack of resourceful persons in the
country. It is the duty of our professional associations and library
schools to solve the problems of library software and its appropriate
training in the country. A MARC format for Pakistan should be
developed. None of this can be done without the help of government.
The Government should aid libraries and supervise their struggles for
library automation

Reference:
• Haider, S. J. (1998). Library automation in Pakistan. International
Information & Library Review, 30, 51-69.
• Malik, K. M. (1996). The status of library automation in Pakistan.
Library Review, 45(6), 36-42.
• Mahmood, K. (1999). The development of computerised library
services in Pakistan. Asian Libraries, 8(9), 307-328.
• http://infolab.stanford.edu/pub/voy/museum/pictures/display/2-2-
ElecKeyPunch.htm
• http://www.scaruffi.com/svhistory/sv/chap82.html
• http://www.oclc.org/au/en/promptcat/default.htm

Automation final

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