Report on Automation of Library at Kendriya Vidyalaya Pattom Thiruvananthapuram

By
S. L. Faisal B.Surendran (Librarians) July 2008

Introdu tion
Automating a school library is the process which restructures its functions and reinvents its services. y !eeping a database as the basis" automation converge new technologies of information storage and retrieval with traditional house!eeping operations. An automated school library can serve the teaching and learning community more effectively. A reduction in the time needed for routine operations can be utili#ed to give customi#ed services to the users. $he process of library automation has a short history in our country. %t needs proper planning and active implementation. &endriya 'idyalaya (attom initiated the automation of its library to cope with the ever changing needs of the students and staff. $he moderni#ation of the library media centre helps the students to become s!illed information users and life long learners. ! "efinin# Library automation Library automation may be defined as the application of computers to perform traditional library house !eeping activities such as ac)uisition" circulation" cataloguing" and reference and serials control. Automation is used to reduce the amount of staff time devoted to repetitive (and often less challenging) activities that must be done in any properly functioning library. %t is to be remember that" various library operations are automated" not the library as such. !.! $istory of Library automation (unched cards were invented by *ollerith in +880 and used in tabulating the ,census data. $he library at the ,niversity of $e.as was perhaps the first to use punched cards in +/01 for circulation control. $he Library of congress used the unit record machines for the production of catalogues in +/20. 3any libraries in the ,followed the system for automating their activities. Library automation entered into its second era in +/10s with the advent of computers. $he notable ventures were 345LA6-" 3A67" etc. ,ntil the early +//0s" 8automating the library9 involved generally the same features as those in place since the advent of machine readable cataloguing record in the late +/10s.Libraries created integrated te.t based systems using micro:mini computers in which traditional library house!eeping operations were computeri#ed using the library;s database as the foundation. %n the last decade" library automation has undergone a transformation that reflects changing definitions of library service in general and access to resources in particular. $he introduction of global networ!ing such as internet" cheap availability of technology and new media technologies made information more accessible.

$oday;s integrated library systems must not only provide modules which automate traditional library functions but also capable of connecting through the local systems into systems of other information or !nowledge suppliers" databases and internet. !.% S hool library automation

-chool libraries started automation in the <est in +/10;s. 3any schools in the ,and 4uropean countries automated their library operations in a large scale in +/80s with the advent of microcomputers. =owadays they are integrated with modern information networ!s which allow the students to access up>to>date information with ease. !.& Indian s enario

%n+/12 %=-5?7 e.perimented the preparation of a ,nion 7atalogue of scientific serials. $he 5ocumentation 6esearch and $raining 7entre (56$7) introduced Docfinder (a computer used for finding documents) in +/18. $he library automation in %ndia was a slow process and got momentum in +/80s.6esearch and technical institutions were the forerunners and academic libraries followed them. =ew professional library management software pac!ages entered in to the %ndian mar!et and some %ndian companies also tried to ma!e it with %ndian flavour. -ome libraries run by (ublic -chools became automated in late +/80s. 3ore schools entered in the foray in +//0s with more funds and infrastructure. $he schools in @ovt. sector those had good libraries had been following the conventional library concepts and never loo!ed for automation due to lac! of funds. =ew millennium witnessed tremendous developments in %nformation and 7ommunication $echnologies (%7$)" and the concepts of school libraries changed from mere storehouses of boo!s to well>organi#ed library media centers with variety of services (online and offline). -ome educational institutions were the torchbearers" but most of them are lagging miles behind. !.' Libraries in Kendriya Vidyalayas 7 -4 published a handboo! titled 8Organising School libraries: Guidelines in+//A. ased on it" &endriya 'idyalaya -angathan has been giving periodical recommendations for the development of its libraries. &'- charted out a Library (olicy in 200A detailing the aim" functions and services of school libraries. %n @ovt. sector" &' libraries stay at the top with enough infrastructure and professionally trained librarians. Awareness of the importance of libraries in the academic achievement of the students ma!e the administrators thin! about restructuring the libraries with new technologies for information storage and retrieval. Library automation is the foundation on which all other activities placed. %t has been considered as the starting point of a library;s first meeting with technology.

!.( Library of Kendriya Vidyalaya Pattom $he 'idyalaya started functioning in the year +/1B. =ow it has 0B00 students and +22 staff members studying and wor!ing in two shifts. $he library has a collection of 2+"1B2 boo!s and more than B0 multimedia 75s as on 0+:0B:2008. %t subscribes 12 periodicals and 01 newspapers. $here is one librarian for each shift and the library functions from 0A a.m. to 01 p.m. 7lass libraries function for classes % to '" which cater +200 students of primary section. $he main library is open to students form classes '% to C%%. %n total" the library serves around +/00students and +22 staff members of the 'idyalaya. $he library provides a host of services" which include reference" circulation" current awareness" reader;s club" e.hibitions and displays" competitions" information literacy programmes and online resources (%nternet and 75>6?3 searching). !.) Automation of the Library at KV Pattom etter service to the users has been the main priority. 5uring library periods" the students were not getting enough time to search issue or return of boo!s. -ince" the librarian is the single staff of the library" he:she couldn;t help students timely in finding re)uired information and provide other services such as reference" current awareness" teaching of information s!ills" online search etc. 7ollection management was also a problem. $he varied holdings in the library were to be properly classified" catalogued and shelved. $hen only the users could find them easily. $he accessioning of the materials had been ta!en a lot of time. Annual stoc! verification was a tiresome process since it needed closing the library and literally ending its operations. %ncorporating new technologies to cope with the ever>changing needs of the users such as ?nline cataloguesD automated circulation" serials control" networ!ing and resource sharing tended the library to opt automation as the first step. % Automation* +b,e tives $he main obEectives of the library automation areF (i) (ii) (iii) (iv) (v) (vi) $o improve control over collectionD $o have an effective control over the entire operationD $o improve the e.isting servicesD $o share effectively the resources among various libraries in a regionD $o avoid duplication of wor!D $o use the services of the e.isting staff effectively. B

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Pro ess des ription $he main steps in the process of library automation areF i) (reparing for automation ii) -ystem -election (software and hardware) iii) (reparing the collection for the automating system iv) %mplementing the Automated system ii) =etwor!ing iii) ?(A7 viii) -taff training and user education i.) 4valuation .) (lanning for the future

%.!.! Preparin# for Automation (reparing for an automated library system needs system evaluation and planning before implementation. %.!.!.! Appraisal of urrent status -tatistics regarding total number of stoc!" accession of materials" daily issue and return" time ta!en for routine activities" services given" its effectiveness" etc were studied to find a true picture of the current status of the library and identified the problems facing by the users. %.!.!.% -eed Assessment 6outine library activities such as issue and return of the boo!s ta!e a lion;s share of the total time of the library. $he librarians were not getting enough time to do added services. -o" for ac)uiring re)uired time for a functional library" automation was necessary. 7ontrol over the stoc! was not ade)uate. Annual stoc! verification and generation of monthly library statistics were not up to the standards. An automated system will ma!e the things better. Ginding a boo! from the stac! room was time ta!en. $here were no standard classification or cataloguing schemes. oo!s were arranged unscientifically. 7ard catalogues were absent and the users had to go through all the collection to find the wanted one. $here was no system to find whether the boo! was present" issued" if yes" to whom it was issued or when will it return. %.!.!.& .ost evaluation $he cost contained in every library activity was higher in the case of a manual system. $he human cost was many times greater than an automated environment. %n the long run" the cost of wor! done by a librarian in manual system for routine activities will become less and that can be utili#ed in giving programmed or individuali#ed information services.

2.+.+.B Bud#et allo ation Library automation needs a huge initial investment. Administrators should be informed about the urgency and usefulness of the process. $he fund for the process was earmar!ed in the annual budget and e.tracted from the library allotment. -ince it was a onetime investment" it will not hamper the routine boo! and periodical accession in coming years. %.!.!.( Administrative support -trong administrative bac!ing is essential for the process. $he (rincipal of the 'idyalaya" 5r. 7icy 6oy 3athew" with her pragmatic vision and !een support has been acting as the main factor for success. 2.+.2 System Sele tion /soft0are and hard0are1 -electing the right integrated library management software pac!age is very important. $he strength of the automation is mainly depended on the )uality of the system software. A number of software are available in the mar!et. -ome have special school library modules. Gor the selection certain things should be remembered. %.!.%.! Sele tion riteria i) ,ser friendliness ii) (ortability iii) After service iv) 7ost v) (roper documentation %.!.%.% Libsoft Library 2ana#ement Soft0are $he library selected 8Libsoft9 %ntegrated Library 3anagement software from 3:s. Libsoft -olutions" a company based in $rivandrum. Libsoft is a <indows based library management software. %t is a portable system. $he minimum system configuration needed is (entium %%" 1B 3 6A3" 200 3 free space and a 75 5rive (2BC or above). $his can manage the entire library functions such as accession" technical processing (classification and cataloguing) circulation" serials control" inde.ing and ?(A7. %t is a multi user and easy to use software. $he software wor!s on two interfaces" Librarian and 3ser /Information retrieval1. $he Librarian %nterface is password protected against unauthori#ed use. $his interface is for the administrator (Librarian) who does the wor! of accession of boo!s" periodicals and multimedia" 7lassification" 7ataloguing" 3embership and 7irculation. $he librarian can add" modify or delete the details of the document from the database on which all the house !eeping operations are conducted. $he lassifi ation scheme followed is 5ewey 5ecimal 7lassification" (557) 4dition 2+.<e can select the class numbers from the inbuilt database. 1

%f we need printed 7atalogue cards (shelf card" Author card" $itle card and -ubEect card)" the atalo#uin# feature will help us. $he statisti s section generates statistics about the collection and members. .ir ulation (issue" return" renewal and reservation) can be done easily by entering or reading (using barcode reader) the accession number and or the member number. 2embership details such as Admission number" =ame" 7lass:5ivision:7ategory" Address" -e." 5ate of birth" (hone number" 4>mail are entered in to the member database. $he ,ser interface (Information Retrieval interfa e) provides the access to the online catalogue (?(A7). $he user can search the catalogue by its" author" title" subEect" series" call number" accession number" imprint" etc. %.!.%.& Advanta#es of lo al soft0are $he main advantage of using local software is the promptness in service. -ince it is based in &erala" the service is available at any time. 3any libraries (school" college and research institutions) in the state have been using the software for years. $he pricing was reasonable. %t was easy to use. -imple user interface and searching facilities are helpful for students. ?ver all the software was ade)uate for the 'idyalaya library. %.!.%.' .ost analysis $he software costs was 6s.00"000:> (Library 3anagement software>6s.22"000:> and barcode generating software>6s.2"000:>). %.!.%.( $ard0are ?ne computer system is used as the server and one as ?(A7 for the users. A laser printer have been using for printing of labels. $he retrospective conversion wor! needed two computers. arcode reader ((-7 Huic! scan 1200) was selected as input device for reading boo!s and identity cards. ?ther materials such as self>adhesive labels and cello tapes were also procured.

2.+.0 Preparin# the olle tion for the automatin# system $o start the technical processing (retrospective conversion)" the materials (boo!s" multimedia and periodicals) for the process had to be selected and prepared.

%.!.&.! Boo4s $he criteria followed in the selection of boo!s were its usefulness" relevance and physical condition. -ome old boo!s on history" geography and mathematics were useful and relevant. oo!s those were physically mutilated and destroyed by termites were e.cluded. 'ery old te.tboo!s were not selected although some copies were retained for reference. %n total" +B"000 boo!s were earmar!ed for technical processing. %.!.&.% Periodi als All the periodicals were included in the selection. %.!.&.% 2ultimedia -ubEect and encyclopedic multimedia 75>6?3s were selected for the process. %.!.' Implementin# the Automated system $he implementation phase consists of retrospe tive onversion5 database of members5 operations5 statisti s #eneration and trainin# for staff and users. %.!.&.& Retrospe tive onversion $he process of converting the bibliographic or documentary details of the e.isting stoc! into the machine>readable form is !nown as retrospective conversion. $his technical processing consists of ibliographical data entry and physical processing. $he steps in ibliographical data entry areF %.!.&.&.! .lassifi ation %n library classification" materials are classified according to the subEect of their content. $he classification system used and being followed is "e0ey "e imal .lassifi ation5 6dition %!(the most favoured scheme around the world). *ere" the subEects are primarily classified into ten main divisions (Girst summary). 4ach division is again classified into ten subdivisions and again into ten" according to the depth of the subEects (-econd and $hird summaries). -chool libraries re)uired a division of subEects up to the ma.imum of third summary. $he class numbers given on 7 -4 guidelines for libraries were used as reference. Gor easy identification" indicators were given to documents such as" 6 (reference)" $ (te.tboo!)" * (*indi) and - (-ans!rit). %.!.&.&.% .atalo#uin# Although the software has the facility of printing card catalogues" there not raised any need of that" since we are using the ?nline (ublic Access 7atalogue (?(A7). %.!.&.&.& Inde7in# %n the case of boo!s all the entry fields are inde.ed and searchable. <here as in the case of periodicals inde.ing terms were feed into the database.

%.!.&.&.' Bar odin# %n an automated environment every document should be uni)ue and searchable.%t is done through bar coding. arcoding facilitates the searching" circulation and systematic shelfing of the concerned document. After entering all the details regarding the documents into the database" barcodes are printed on adhesive labels according to the accession number of the document. Gor this process we used one barcode software and laser printer. %.!.&.&.( Labellin# $he barcode label was pasted on the lower bottom of the title page of the boo!. $his has been read by the barcode reader during circulation and stoc! verification. $he second label that pasted on the lower bottom side of the spine of the boo! is called spine label. %t contains 7all number (class number and boo! number)" Accession number and library code. After pasting" these labels were covered with cello tapes for more protection. %.!.&.&.) Shelf arran#ement $he processed boo!s were arranged on the shelves in the stac! room according to their call numbers. %f more than one boo!s are present with the same call numbers" they were arranged based on the alphabetical order within the call number. %.!.&.&.8 9hy outsour in#: 6etrospective conversion needs !nowledge of boo!s" library classification" and cataloguing" inde.ing and logical arrangement of documents.$he processing of a document consists if its selection" identifying the class number" bibliographic data entry" inde.ing" preparation and printing of labels" stic!ing these on the document and shelf arrangement. -chool Library is a single staffed institution and since the librarian is always engaged with his:her routine duties" it is impossible to do the technical processing during the school hours. 3a.imum fifty boo!s can be processed by a professional in one day. <e have earmar!ed +B"000 boo!s for the process and it will ta!e years to complete the wor! if the librarian was deputed. -o" outsourcing was the only option. $he professionals from the software company did the wor!. $hey completed it by three months. ?nce" the e.isting stoc! has been processed" the librarian can do the retrospective conversion of new additions time to time. %.!.&.&.; Problems fa ed $he process needed recalling of all the boo!s issued to students and teachers. 6eminders were send to defaulters and the initial response was wea!. $he (rincipal;s timely and strict intervention changed the situation. 6outine library activities were not suspended. 7lass library boo!s were recalled and returned after the wor!. $he technical processing was done during the school hours. -upport from the student;s side for shelf arrangement was helpful. /

%.!.&.' "atabase of 3sers $he preparation of the user;s database using the library management software was critical. Just li!e a boo! which has its uni)ue accession number" a member should also have his:her uni)ue identification. -ince" the only uni)ue number for the student was the Admission =umber" it was selected. $he number was bar>coded and engrossed on his:her library cum school identity card. %.!.&.( Student<s=Staff Identity .ards $he school identity cards have been also used as the library membership cards. ?ne side of the card contains the barcoded admission number of the student along with instructions. ?n staff identity cards" the serial number of the staff has been bar>coded" along with his:her personal particulars. %.!.&.) .ir ulation ontrol $he user has to bring the identity cards to the library at the time of issue" return" renewal and reservation. %.!.&.).! Issue = Return of Boo4s <hen a user comes to the circulation counter along with the selected boo! from the shelf" the barcode reader reads his:her identity card. $hen the system will show the details of the member such as name" class I div." category" boo!s previously issued or to be returned along with the dates. $hen the boo!;s details are automatically entered by the barcode reader by reading the barcode label on the title page of the boo!. $he process of issue is completed by stamping the due date on the due date slip. <hen the boo! is returned" its barcode label is read by the barcode reader and details such as due date" fine details etc. are appeared. $he librarian can now Jreturn; the boo! by selecting the re)uired graphic options. %.!.&.).% Rene0al and Reservation @iving the membership:accession number at the circulation section" users can do renewal of the boo!s for an e.tended period. oo!s can be reserved by submitting the %dentity cards. %.!.&.).& Fine $he Jloan period; should be fi.ed at the beginning of the operation (e.g.one:two wee!s).$hen the system will automatically give the overdue details" when the member returns the boo!. %.!.&.8 Serials ontrol $he details of the periodicals subscribed by the library were entered into the database such as title" periodicity" subEect" imprint" and vol.:issue numbers" date of publication and date of receipt. %t is searchable by ?(A7. $he system will automatically generate the missing issues" so that the librarian can send reminders.

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%.!.&.; 2ultimedia $he collection details of 75s" A75s" '75s" 5'5s" etc are feeded into the database. $itle" producer" imprint" subEect" language" format and duration of the media are entered. arcode labels (accession number) are pasted on the 75>6?3- so that" they can be circulated. %.!.&.> Library Statisti s (eriodical library statistics shows the functional effectiveness of the stoc! and services. $he main statistics that can be generated from the systems areF i) 3onthly stoc! details (subEect>wise" format>wise) ii) 3ember information (students and staff) iii) <ee!ly:3onthly circulation details (class>wise" member>wise) iv) 6enew:reservation details v) ?verdue and fine details vi) List of new additions vii) 5etails of written off and condemned documents %.!.&.!?Sto 4 verifi ation Annual stoc! verification can be done with ease by reading the barcodes of the boo!s and comparing it with the basic database. 2.+.B -et0or4in# $he main system where the software has loaded and the data entry has been ta!ing place was !ept as server. %t has been protected with passwords.$he remaining systems in the library including ?(A7s and the computer system in the principal;s room were networ!ed locally. (roper monitoring and maintenance of the networ! is necessary. ,pdating of the database should be done when new documents are added. 2.+.2 +PA. /+nline Publi A ess .atalo#ue1 $he ?nline (ublic Access 7atalogue" popularly !nown as ?(A7 is the user interface of the automated system. $he user gets all information regarding the holdings of the library here. %.!.(.! Sear hin# +PA. -earching the ?(A7 is very easy. Girst the user selects the document" which may be a boo! or a Eournal or multimedia from the @"o ument9 field. oo! is the default document.

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$he field name can be changed as A A-o5 .allA-o5 Autor5 Title5 Sub,e t5 Series etc. $hen the user has to put the !eywords in to the 8Loo4 For9 bo. which may be author" title" subEect" series" imprint" year" edition" accession number" call number" etc. %f the search is by author the fieldname may be changed in to Author and if it is by title5 change it to @TitleB Gor e.ample" if we are loo!ing for boo!s written by Agatha 7hristie" Eust type .hriste5 A#atha in the 8Loo4 For9 bo. and clic! 8S6AR.$9. $he field name is 8All9" means every document which contains the term @.hristie5 A#atha9 in any field will appear.

4nglish names are written as surname first where as %ndic names are written as it is. An option of @Boolean Sear h9 is also given for indepth search. y clic!ing 8"6TAIL6" VI699" we get the detailed information of the document.

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$he circulation details of the document are also given.

%.!.(.!.! Findin# the boo4C0or4 flo0 $he user noted down the 7all =o. of the re)uired boo! form the database. $hen he:she goes to the stac! room where boo!s are shelved according to their call numbers. -helf guides are there to help to find the concerned shelf number. Grom the shelf the user pic!s the boo! and brings it to the circulation counter for issue. %.!.(.% Ba 4Cup $he bac! up has been ta!en in fi.ed intervals. $he database is copied on 75>6?3s as to avoid une.pected system crashes and data losses. 2.+.1 Staff trainin# and 3ser edu ation $he librarian should be well trained in the overall management and maintenance of the automated system. *e will get initial training from the software vendor and has to continuously update it according to the changing user needs and technology. %n this case the librarians got training from the company. $raining sessions on the automated library system (mainly" ?(A7 search" finding the boo!" circulation" etc.) are conducted for the users. $hese s!ill development programmes can be organi#ed during the library periods. Gor staff members special time slots should be planned. +0

2.+.A 6valuation $he system must be evaluated for its currency and effectiveness periodically. ,ser studies can be conducted to assess the effectiveness of services. 6eal time oral interviews with the users and observation techni)ues can be used. $he shortcomings should be identified and clearing measures be ta!en. A suggestion boo! may be !ept in the library to e.press user;s views. 2.+.8 Plannin# for the Future Library is a growing organism. As the technology changes in the field of information storage and retrieval" the user needs are also changing. $here should be planned Library programmes which will incorporate the future needs. Automation of the library will help us to set new targets. i) Interlibrary loan and resour e sharin# Automation helps to !now the availability of a document in the library through its online catalogue. -o" if more libraries become automated the search for a document became easier. $he re)uired document which is not present in one library can be loaned from other libraries controlled by interlibrary loan policies. $he resources such as documents" services and staff can be shared in an automated environment more easily. ii) -et0or4 of Kendriya Vidyalaya Libraries /KVL-6T1 <hen the &' libraries of a cluster or region become automated they can be networ!ed using LA= or <A= iii) Lin4 0ith -ational or Re#ional Library -et0or4s =ational library networ!s such as =%--A$" =%7=4$ and regional networ!s such as 54L=4$" 7AL% =4$ etc can be lin!ed with &'L=4$. $hin!.com can act as a technology and resource partner. iv) 9eb interfa e $he activation of <eb?(A7 will facilitate the search of library ?(A7 through %nternet. $he user can renew and reserve a boo! through online. %.% i) ii) iii) iv) v) vi) Advanta#es of Library Automation %t provides users with timely access to library materials %t eliminates routine tas!s or performs them more efficiently %t reduces the amount of time spent on material ac)uisition" serials management" budget administration and record !eeping. %t supports new means of information retrieval by introducing patrons to global information %t allows patrons to use search strategies that e.ceed those that can be used with card catalogue %t allows patrons to search library;s collection from locations outside the library;s walls. +B

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%t motivates users" e)uips them with problem solving and information retrieval s!ills" and provides them with life long learning e.periences.

.on lusion Library automation is the process which needs proper planning" timely implementation and periodical evaluation. $he librarian with the administrators has to set the priorities after analy#ing the current status and future re)uirements. -election of the suitable integrated library management pac!age according to the needs of the users and the library is important. 6etrospective conversion" ?(A7" circulation and serials control" etc. should be conducted with care. -taff training and user education are !eys to the success of the process. Library automation invites pragmatic approach. *ere" those institutions which freed their visions from the traditional shac!les of financial insecurities and fears of ma!ing proper decisions can only set the pace of Eourney to e.cellence. Academic achievement of a student is closely related to his:her ability to find" evaluate and use the re)uired information according to the curriculum needs. An automated school library with a variety of resources and user oriented services can lead them to the goals.

Referen e
+. 7ohn" John 3. et al.D (lanning for library automationF a practical handboo!" Library Association (ublishing" London"+//A 2. Jashu (atel and &rishan &umarD Libraries and librarianship in %ndia" @reenwood (ress" London" 200B 0. 6avichandra 6ao" % &D Library automation" 4d.2" <iley 4astern Limited" =ew 5elhi" +//2

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