Library Automation: Planning Library Automation: Planning and Implementationand Implementation

ByByBhupendra Ratha, LecturerBhupendra Ratha, Lecturer

School of Library and Information Science School of Library and Information Science Devi Ahilya University, IndoreDevi Ahilya University, Indore

Email: Email: bhu261@gmail.combhu261@gmail.com

Library Automation: PlanningLibrary Automation: Planning

Planning is a systematic process to create or Planning is a systematic process to create or development of any specific project. development of any specific project.

In the sense of library automation planning, a In the sense of library automation planning, a thorough study of the library’s existing system thorough study of the library’s existing system as well as the library’s vision is necessary to as well as the library’s vision is necessary to enable you to prepare a good technology plan enable you to prepare a good technology plan and project proposal.and project proposal.

Who should be planned of library Who should be planned of library automation?automation?

Library authorityLibrary authority

Library committeeLibrary committee Librarian or library staffLibrarian or library staff Computer Specialist or EngineerComputer Specialist or Engineer

Steps of Planning for Library Steps of Planning for Library AutomationAutomation

Objectives or visionObjectives or vision Present status of libraryPresent status of library Requirement gapeRequirement gape FeasibilityFeasibility Technology planTechnology plan Project proposalProject proposal Approval of proposed projectApproval of proposed project

Objectives or VisionObjectives or Vision

A vision is a dream. It is a vivid picture A vision is a dream. It is a vivid picture of what you would like your library to of what you would like your library to become in the near future. It is based on become in the near future. It is based on the mission of your library, the needs of the mission of your library, the needs of your users and on the trends in library your users and on the trends in library service. A vision provides direction and service. A vision provides direction and a philosophy for the library.a philosophy for the library.

Present status of LibraryPresent status of Library A systems study is conducted to assess the A systems study is conducted to assess the

library’s status and needs. It involves all the library’s status and needs. It involves all the following issues;following issues;

1.1. Nature of Library and its purposeNature of Library and its purpose2.2. Total collection of libraryTotal collection of library3.3. Number of usersNumber of users4.4. Daily circulationDaily circulation5.5. Numbers of multi lingual documentsNumbers of multi lingual documents6.6. Information serviceInformation service7.7. Available staffAvailable staff8.8. Working process of libraryWorking process of library9.9. Users needUsers need

Sources of dataSources of data

StatisticsStatisticsStaff profileStaff profilePatron profilePatron profilePolicies and proceduresPolicies and proceduresFunctional specificationsFunctional specifications

Requirement gapeRequirement gape

By comparing the actual status with the By comparing the actual status with the objectives of the project, the systems objectives of the project, the systems requirements can be determined.requirements can be determined.

FeasibilityFeasibility Immediately after the analysis and design for Immediately after the analysis and design for

the system has been completed, a feasibility the system has been completed, a feasibility study must be conducted. It is designed to study must be conducted. It is designed to answer:answer:– Is the proposed system possible? Is the proposed system possible? – Is it necessary? Is it necessary? – What other options are available? What other options are available? – Is it affordable? Is it affordable? The end product of a feasibility study is a The end product of a feasibility study is a report to management.report to management.

Technological planTechnological planThe technological plan should be a written documentThe technological plan should be a written document

Contains: Contains: – Vision, Goals and ObjectivesVision, Goals and Objectives

– Components of the project in terms of needs to achieve Components of the project in terms of needs to achieve the vision the vision

– Specifications for your system requirements, Specifications for your system requirements,

– Financial estimates, Financial estimates,

– Action plan and Action plan and

– Time table for the project.Time table for the project.

Project ProposalProject Proposal

Project proposal should be based on the Project proposal should be based on the technology plan.technology plan.

Project proposal should be prepared for Project proposal should be prepared for presentation to funding agencies.presentation to funding agencies.

Request For ProposalRequest For Proposal RFP is a formal request for a bid from suppliers of library systems. RFP is a formal request for a bid from suppliers of library systems.

The RFP is a comprehensive document that provides the vendor The RFP is a comprehensive document that provides the vendor with the outline, purpose, scope, description, minimum with the outline, purpose, scope, description, minimum requirements, etc. for the system.requirements, etc. for the system.

Some steps for prepared of RFP are following;Some steps for prepared of RFP are following;1.1. Writing RFPWriting RFP2.2. ApprovalApproval3.3. Request quotationRequest quotation4.4. Receiving proposal from vendors Receiving proposal from vendors 5.5. Evaluating proposalsEvaluating proposals6.6. Preparing a short list of vendorsPreparing a short list of vendors7.7. Requesting a demo of the systemRequesting a demo of the system8.8. Purchasing the systemPurchasing the system9.9. Preparing the contract Preparing the contract 10.10. Delivery and installation of systemDelivery and installation of system11.11. Evaluation of installed systemEvaluation of installed system

Selection of HardwareSelection of Hardware1.1. Pentium -4Pentium -42.2. 64 MB RAM64 MB RAM3.3. 4 GD hard disk 4 GD hard disk 4.4. 150 MB cartridge tape drive 150 MB cartridge tape drive 5.5. Floppy drive Floppy drive 6.6. CD drive CD drive 7.7. USB Card or pinUSB Card or pin8.8. BGA- color monitorBGA- color monitor9.9. 8 port intelligent i/o card8 port intelligent i/o card10.10. Internal modemInternal modem11.11. Cables: Fiber optics, Coaxial and Twisted pairCables: Fiber optics, Coaxial and Twisted pair12.12. Scanner, PrinterScanner, Printer13.13. Barcode scanner, Sensor systemBarcode scanner, Sensor system14.14. Telephone connectionTelephone connection

Selection of SoftwareSelection of Software To determine the best package for our library, To determine the best package for our library,

analyze and identify our needs and match it analyze and identify our needs and match it with the features and functions of integrated with the features and functions of integrated library systems. library systems.

At present lot of library software's are At present lot of library software's are available in the market. In which we can available in the market. In which we can choose any software that will be fulfilled the choose any software that will be fulfilled the vision or objectives of library automation.vision or objectives of library automation.

Library Automation: Implementation Library Automation: Implementation Implementation includes all activities after management Implementation includes all activities after management

has decided to automate the library and approved the plan.has decided to automate the library and approved the plan. After purchasing our system we must make it operational. After purchasing our system we must make it operational.

Thus even before we purchase our system, we must design Thus even before we purchase our system, we must design implementation strategies, which should include;implementation strategies, which should include;

1.1. Allocating resourcesAllocating resources2.2. Implementation for hardwareImplementation for hardware3.3. Implementation for softwareImplementation for software4.4. Data conversionData conversion5.5. Implementation for System maintenanceImplementation for System maintenance6.6. TrainingTraining7.7. Making changes as necessaryMaking changes as necessary

Allocating resourcesAllocating resources Resources include the hardware, the network, the data, the Resources include the hardware, the network, the data, the

staff, etc. staff, etc. The layout of the network must be designed. The layout of the network must be designed. Identify each service point and put the necessary hardware Identify each service point and put the necessary hardware

in place. For example, you must have a computer at the in place. For example, you must have a computer at the circulation desk to be able to carry out the circulation circulation desk to be able to carry out the circulation function. The same is true for acquisitions, accessioning, function. The same is true for acquisitions, accessioning, cataloging, serials control, reference, etc. For every cataloging, serials control, reference, etc. For every service offered there should be a computer available. In service offered there should be a computer available. In certain cases these functions can share hardware.certain cases these functions can share hardware.

You must also identify a place for the server. You must also identify a place for the server. Shared services like printing, scanning could be done on Shared services like printing, scanning could be done on

the network or if desired in a common service center.the network or if desired in a common service center.

Cont..Cont..

Cataloging

File Server: DatabaseCirculation

Acquisition Serials Management

OPAC

Reference

OPACOPACOPAC

A Local Area Network

Implementation For HardwareImplementation For Hardware

Time to time checking of all the computer stationsTime to time checking of all the computer stations Checking of all the hardware accessories such as Checking of all the hardware accessories such as

cables, power supply connections, printer, scanner, cables, power supply connections, printer, scanner, etc. etc.

Checking of furniture and other machineries Checking of furniture and other machineries

Implementation For Software Implementation For Software Determine the problems related with the software's Determine the problems related with the software's

and moving them.and moving them. Time to time testing and measurement of all the Time to time testing and measurement of all the

modules of software. modules of software. Improvement and changes in library softwareImprovement and changes in library software

Data ConversionData Conversion Data conversion of manual records to Data conversion of manual records to

computer readable form.computer readable form. Data conversion of computer record to Data conversion of computer record to

computer readable form.computer readable form. Checking the formatting of bibliographical Checking the formatting of bibliographical

description of documents.description of documents. Standardization of data according to MARC-II Standardization of data according to MARC-II

or Z39.50or Z39.50

Implementation for System Implementation for System MaintenanceMaintenance

Environmental care: Environmental care:

1.1. Sunlight, Sunlight,

2.2. Air, Air,

3.3. Water, Water,

4.4. DustDust

Data security: Data security: 1.1. HackersHackers2.2. VirusesViruses3.3. Malicious insidersMalicious insiders4.4. othersothers

TrainingTraining Staff training Staff training Users trainingUsers training

Making Changes as NecessaryMaking Changes as Necessary

Difficulties in Implementing Library Difficulties in Implementing Library AutomationAutomation

Lack of staff preparation for automation Lack of staff preparation for automation projectproject

Data conversionData conversion Lack of resources and expertiseLack of resources and expertise Turns out to be more expensiveTurns out to be more expensive Lack of administrative supportLack of administrative support

Key Factors for Successful Key Factors for Successful implementationimplementation

Support from administrationSupport from administration Staff competenceStaff competence Consideration of user requirementsConsideration of user requirements Presence of infrastructure Presence of infrastructure Available dataAvailable data Excellent managerial skill from coordinator of Excellent managerial skill from coordinator of

the projectthe project User interfaceUser interface