bggi library article
TRANSCRIPT
Automation of Sukham Memorial Central Library of Bhai Gurdas Technical Educational Trust by using NEWLIBSOFT: A case study
BY
Tarvinder Singh Handa*
*Librarian, Sukham Memorial Central Library, Bhai Gurdas Group of Institutions, SangrurMb. Ph: 098720-41405, E-Mail: [email protected]
Abstract
The advent of new technologies has changed the nature of modern libraries. In fact, automation has become
an indispensable part of modern library’s information system development, organization, management and
services. The present article attempts to discuss the concept of library automation and its implementation. It
provides a case study of automation process undertaken at Sukham Memorial Central Library of Bhai
Gurdas Technical Educational Trust by using NEWLibsoft. The paper also discusses the features and
functions of software, requisite hardware and software, facilities offered to users and future objective.
1. Introduction
The use of computers has tremendously changed the face of libraries and information centers. Due to the
adoption of new technological devices, changing nature of their information storage, retrieval and services,
these have become multimedia centers1. The process started in India in middle 1950’s and till 1980’s, the
concept of automation was centered around the use of computers for house keeping operations and
information services by the individual libraries2. In the age of information explosion, increased user
demands labor intensive nature of work, changing concepts of documents became responsible for the
automation of libraries3. Today, Integrated Library Management Systems are largely used in performing key
functions of libraries such as acquisition, cataloging, circulation control, serials control etc. This has helped
enable the libraries to reach out to masses and provide their services without any human intervention and in
a cost effective way.
2. Library Automation
Automation is a process of mechanizing library house keeping operations by using computer based system
to perform activities such as acquisition, circulation, cataloging, reference and serial control 4. It is the most
sophisticated device invented by humans for processing enormous amount of raw material into meaningful
form of information with accuracy, reliability and speed5.
3. Bhai Gurdas Technical Educational Trust
The trust came into being, keeping in view higher technical education need of students of backward regions
of Sangrur, in the year 2000. The trust is named after the great Sikh scholar Bhai Gurdas ji. What started off
as only a management institute soon took a shape of huge educational campus with subsequent start of an
engineering institute in the year 2002 and a polytechnic college. The vivacious campus is spread across an
area of 45 acres and stands tall at Sangrur-Patiala National Highway. The campus houses three institutes:
1. Bhai Gurdas Institute of Engineering and Technology (BGIET).
2. Bhai Gurdas Institute of Management and Technology (BGIMT).
3. Bhai Gurdas Polytechnic College (BGPC).
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Bhai Gurdas Group of Institutions’ rock-solid reputation for quality is further reinforced by the association
with various international universities like, Wayne State University, USA, Asian Institute of Technology
(AIT), Bangkok; Washburn University and Indiana Wesleyan Online University under the ‘students and
faculty exchange’ program.
4. Sukham Memorial Central Library: an introduction and overview
A Library is the heart of an educational institute which breathes knowledge and information into the minds
of students and scholars6. The central library, established on 19 th September 2009, is a visionary concept of
Bhai Gurdas Technical Educational Trust. It is built and named after in the memory of the late beloved
daughter of Shri Hakam Singh Jawandha, Chairman of the trust.
The Central Library is a three story building spanning across an area of whopping 36000 sq. feet, along with
separate library facility for each Institute of Bhai Gurdas Group i.e. Engineering, Management and
Polytechnic College. The aesthetically designed, fully air-conditioned library was founded keeping in view
the modern day education demands and it contains various sections Viz. Circulation, Periodical, Reference
and a separate e-Journals Lab for online journals and e-Books. Special seating arrangement has been made
for students who want to study Library as well as their personal reading material and is kept open even after
college hours.
The Central Library has a team of highly qualified professional, semi-professional and Non-Professional
staff. The team of library staff consists of one senior librarian, two librarians, four assistant librarians, four
library assistants, and four library restorers.
4.1 Collection Development
Library currently stocks nearly 40,000 text and reference books which include 20,000 books of Engineering
College Library, 13,000 books of Management Institute Library and 7,000 of Polytechnic Library. It also
subscribes to 200 Journals of National and International repute. I addition to this, it contains 560 bound
volumes, 2000 Training and Project reports, 10 Audio-Visual material, 1000 CDs and DVDs, etc.
4.2 Library Services
The Central Library is currently providing following services to its users:
1 Circulation
2 Reference Service
3 Current Awareness Service
4 Reprographic Service
5 Audio-Visual Service
6 OPAC
7 Intranet and Internet
8 CD-Rom Database
9 Inter Library Loan
10 Online Journals of INDEST-AICTE Consortium which include 520 titles
5. Automation of Central Library by using NEWLibsoft
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Prior to the establishment of Central Library, all the libraries of three Institutions were already automated
using NEWLibsoft, an Integrated Library Automation Software. But the scenario was totally different when
these three libraries were housed in a single building. There was a challenge how these three individual
Libraries would be operated independently under one roof. Early assumptions were made to operate them
individually by setting up different circulation counters at considerable places. But the idea soon proved
futile as it demanded a lot of human resource as well as hefty chunk of money.
Library Committee Meetings were conducted and experts were consulted how to overcome this challenge.
The concerned software expert was called at and demand was put forth to make necessary changes in the
already existing software. Later discussions also took place and a detailed chart was prepared related to
amendments which followed further discussions. Finally all the labor turned into fruit and new modules
were prepared to ensure that a single server shall control all the activities of three different libraries.
5.1 NEWLibsoft: An Introduction NEWLibsoft is a powerful multi-user and simple to use windows based Library Management Solution for all
kinds of Institutional Libraries. You do not have to be a computer expert to use NEWLibsoft. It is designed to
assist / help in the management of institute library in a simplified and comprehensive manner. It provides
extensive feature for backing up and restoring data. Data is secure and available at all times. NEWLibsoft is
powered to handle large volume data with speed data access. It helps you to efficiently manage your work
faster. It has been developed for a central library which houses two or more libraries in the same building
having their own collection and operating differently using a single server.NEWLibsoft facilitates robust reporting engine for generation of all basic and advanced reports. One can
select from the comprehensive list of reports and quickly generate reports for daily and periodic needs.
5.2 Key Features
It also supports the Barcode.
In-built feature of Barcode Generation
It generates Catalogue Card According to AACR-II format.
In-built feature of Membership Card Generation.
It shows the photograph of the member during issue/return.
Barcoding based ‘Gate Entry’ module. A siren blows in case of suspended students.
It also provides a facility of SDI service and newspaper payment summary according to day-wise price.
Calendar-wise presentation of newspaper and journal which ensure total serial control.
Users can see table of contents of a book as well as articles published in a periodical.
Multiple selection criteria for report. Report can be had on screen/printer and imported in word, excel,
HTML etc.
Internet support (In-built browser)
It has very effective multi-level password security (both back end as well as front end).
It has a special module of Gate Entry that will record in/out time of users and display the defaulter
students record.
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5.3 Different Modules with Detail
5.3.1 Master Menu: This includes the following:
Authority File: This menu is used to generate the master database for branch, class, department and
designation. Select the Type from option box and type the information and click ‘Save’ button. To
update or delete a record, double click in the grid to edit the record.
Holiday Master: The holiday master serves many purposes, most importantly it saves list of
holidays that will come in future. This module is required to give students/staff an advantage in
issue/return of documents at appropriate time as the system calculates the due dates to return a
particular document based on list of holidays provided in the list. The user can also select the
weekdays declared off. All fine calculations are therefore based on the system calculated
logical due date.
This Menu is defined to generate the holiday master of the current year. Type the holiday name and date
and click ‘Save’ button. To add all Sundays, Mondays & Saturdays of the current year, click the
concerned buttons.
Replace Information: Select the related option box, type the wrong information to which you want to
replace and type information with replace and then click replace all buttons.
Replace Class: Select the previous class in the left side and select the next class in the right to
which you want to replace and then click ‘replace all’ button.
Set Currency Rates: Equivalent currency rates master can be store in this module. e.g.
equivalent rate of $, Pond, DM etc.
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Set Fine Rates: In this module, user can create the issue period categories like overnight, 8-
days, 14-days, full session etc. Click ‘Add’ button to create a category and click save button.
Set Default Issue Period: User can set a category of default issue Period for circulation module to save
the time of drop down selection.
Book Master Issue / Return: Using this menu, a user can list the issue record of a particular
member, particular accession number issued by a particular user between two dates according
to issue date, return date and due date.
Periodical Master Issue / Return: This module is similar to ‘Master Books’ issue/return.
Set Member Photograph: This module is used for insertion, modification & deletion of
student/staff photograph path.
5.3.2 Administration Menu
Security: This menu is used to create user, delete user & modify user as well as their rights. To create
user, click ‘Add’ button type user name, password, confirms password and domain form drop down.
You can also define the users’ rights.
Log File: Administrator can checkout timings (In/Out time) of the library staff member who are
working in this software. Select the Date and click check button.
Gate Inquiry: Administrator can checkout users who visited the library between two dates as well as
how many out going books are checked at the door.
Accession Register: Can display the Accession Register on the Screen.
Delete Accession Numbers: Through this module administrator can delete a book by accession no.
Type the accession no. and press enter. After that click delete button.
Alteration in Periodical and Newspapers: Through this administrator can modify and delete any
periodical as well as newspaper information.
Repair Database: Logout all users who are using this software and itself. Then again login and go this
menu and press Repair button. Otherwise database may be corrupted
5.3.3 Get Started
Start the software by clicking on concerned icon on the desktop.
Enter the user name and user password. User name and password both are case sensitive. Only
authorized users can login in this software.
Then, click ‘START’ button to open Main Menu.
Program will start and main menu will open.
5.3.4 Administration/Security Module
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NEWLibsoft Library Software Package is divided into three levels i.e. Administrator Level, Library Staff
Level and User Level.
User Level: At this level, any user of the library could be allowed to perform certain operations like
making suggestion for procurement of a document, OPAC, Book Search, Boolean Search, Serial
Search, Non Book Material Search, Previous Question Paper Search etc.
Library Staff Level: Only authorized and specialized staff member could be allowed to perform certain
library functions connecting with running of library.
Administrator Level: Supervisor/Librarian can Create, delete and set rights of a user. At this level
supervisor can see how many times the users use the software package and any modification made by
them. NEWLibsoft has an in-built security feature. The user and his/her password is verified before
allowing access to the concerned module. After getting access, the authorized person could perform
only those functions he/she is allowed the Supervisor/Administrator.
Add User: Click ‘Add User’ button. Type user name, password, confirm password and select the
domain level from (Supervisor / Library Staff / Student).
5.3.5 Acquisition Module
To work in acquisition module click acquisition option either from Tool Bar or Menu Bar as shown in
picture:
Requisition for Purchase Library Documents: Library in itself is a complete department itself. The
Purchase Module thus helps to maintain the records of all Purchase Requisition made within the library.
The authorized users can then approve the request. The approved request can be then sent as purchase
order and hence the documents received are recorded .The whole procedure require user to enter
information only at initial stages
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Set Status of Approved Books:- Search the control no. and edit the record. If the title is approved then
write or select ‘Y’ in Status Box. In case the title is not approved, select ‘N’ in status Box. After that
Press Update Button.
Vendors: - Through this option you can add, delete, modify, search, and get printouts of the
Vendors, Suppliers, Binders and Publishers etc.
Received Books: Search the control no. and edit the record. Type receiving date and quantity. After that
Press ‘Update’ Button.
5.3.6 Accessioning Module
This Module forms the backbone of the whole application as without the proper maintenance of different
Accession Registers no library can run smoothly. This module stores the Books in different registers. Till
now the right to create register has not been given to user as any modification can result to serious data loss
with in an application. The system can easily generate accession numbers in case of multiple copies saving
the user’s time and energy to enter same data again and again. Moreover the user can either select the
existing titles/authors/publishers etc from the combo box provided or can type new. Any key press in these
combo boxes will take the control the closet item matching that character key thus saving the time to search.
Select the option in which you want to work. For new entry click ‘ADD-NEW’ button. In case of
sequential entry, the software will generate Accession Number automatically and in random case,
accession no. will be entered manually. Type the Title and Author, then click Book-Code Button and
Press Enter Key (Compulsory) Otherwise next text boxes will not be enabled. Fill all the fields precisely
before save.
If a particular title is already available in the Library database then you have to select thes same title
from drop down menu and it is must to select first t author by drop down menu. The Bibliographical
detail will appear on the screen as entered earlier. Fillup all the fields shown in the figure below and
Press ‘SAVE’ Button.
To Modify any Record (Accession No.), Click ‘Edit’ Button and change the fields you want the modify,
Then Press ‘Update’ button.
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To delete an accession number, select the Administration Menu then click on “Delete an Acc. No.
Menu”. A screen will be open. Type accession number and press enter. Related accession number will
be shown in the list box. Then clik delete button. Press delete in range button to delete multiple records.
5.3.7 Non-Book Material: If your library has non-Book Material, then you can accession them. User can
add, delete, modify, search and get printouts of non-book material.
5.3.8 Project / Thesis / Training Report: Through this module, you can accession the Project / Thesis /
Training Report. User can Add, Delete, Modify, Search & get Printouts from this module.
5.3.9 Stock Verification: This module helps you with inventory management of the library. Presently it
serves the purpose to stock verify the books only. We just need to type in accession number and press enter.
The accession number entered will be checked if that book is either issued to some one or not and also
check for its current status. Its current status has to be issuable otherwise the system will generate a warning
message asking for user permission to whether to accept this entry or not.
Once you have entered all the books for stock verification click on calculate lost books. The system will
then calculate lost books based on its database. It saves the work load of library staff to physically verify
books. For next time if you feel to start a new verification just press start a new verification.
6. Services Provided to Members Using NEWLibsoft
Users of all the three respective libraries get the following facilities:
6.1 Student/Staff Membership: Library users who are members of a particular library form its lifeline. The
central library registers users by providing unique ID Number to each user. The module thus helps to keep
track of its members with both staff and students. In the same module it keeps necessary information to keep
limit details of every member against each register and against each type of document depending upon the
case of different register and document.
6.2 Circulation: Issue/Return facility is provided to all the authorized members. Three different exe files
have been prepared for running software and carrying out circulation process of three libraries of different
institutions i.e. BGIET.exe (for Bhai Gurdas Institute of Engineering and Technology). The name of
institute will flash on in the circulation module you are working with. Similarly, to differentiate the
collection of all the three libraries, the alphabets P and M are added before the respective collection
of Polytechnic and Management College. Bar-coding of books of all libraries is done in same way.
Each student of all the three Institutions gets 3 books issued for a period of fourteen days. They can
however return any book within the time span and get another desired book issued. Similarly faculty and
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staff members get 10 books, 2 books for full semester and remaining 8 for 30 days on circular basis. The
Document issued can either be a book/non book/thesis/periodical.
The procedure to issue/return a document is same. In case of issue one has to enter unique user ID and press
enter and then just enter accession number. If the accession number is found to be valid the system will
further ask “Do You Want to Issue This Book?” Just press enter and book is issued. Tell me honestly if that
was so simple as before.
6.3 Combined OPAC (Online Public Access Catalogue): No application is complete if it cannot cater to
every user needs and is very limited in information retrieval. Once you have different types of documents in
your library they all should be easily accessible to members of library that is application should support a
convenient medium to search them. This is where OPAC comes into play.
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The Central Library provides a centralized OPAC to its users where all the students, no matter what Institute
they belong to, can search Books/Serials/Non Book Material/Thesis and Project Reports/Question Papers
etc. The central Library OPAC supports Boolean system for searching documents.
6.4 No Dues: Type the membership number and press Enter. Name, photograph & Books issued to that the
student would be displayed on the Screen. Even the title, author and the cost of the books can also be seen.
By clicking the Fine button, Overall fine will be calculated automatically.
Print out of final status of dues can be taken and served to the concerned member.
6.5 Special Reports: Through reports module, users of all the three libraries can derive variety of
information according to their varied needs. Currently following key reports can be viewed on screen:
6.5.1 Student/Staff History: Information pertaining to personal status of both students and staff can be
viewed in two different modules. It includes the total books issued to a particular Member as well as
summary of overdue books.
6.5.2 Accession Number History: Information regarding any particular accession number or between
ranges can be viewed. This includes subject-wise, author-wise and publisher-wise summary of books.
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6.5.3 Main Reports: Users can pick and choose any option be it accession number, author-wise, title-wise
or publisher-wise, to get bibliographic information available in their subject field through access to complete
accession register.
6.5.4 Serial Reports: Information about a particular serial can be derived by any user. This includes
pending issues, subject-wise summary and annual summary of a serial document.
Information regarding all the above mentioned reports can be imported to any files and subsequent printout
taken.
6.6 Combined Check-in/Checkout: NEWLibsoft provides a foolproof measure for the unauthorized exit of
library material. Items being carried out are checked using a barcode reader. The process is carried out, for
all the users of three different libraries, on a single window.
Similar to the circulation process, the alphabets P and M are applied to Polytechnic and
Management College Library’s accession number and concerned button gets automatically
activated. Issued status will be shown for an authorized exit of student otherwise a siren blows
out in case the document is not issued or being carried out illegally.
7. Future Objective and Conclusion
The future objective includes digitizing of library holdings and providing users of Central Library a single
platform where students of all the three institutions may fetch the desired document in digital form by
sitting on personal computer. What seemed hard how to operate three libraries differently using single
software, in the beginning, soon proved as simple as switching on a fan. The venture is first one of its kind
in Punjab by any organization or trust running group of institutions and having a central library for all
institutes. The libraries of three different Institutions are being operated successfully using a single server
and that too without losing their individuality. The students as well as staff have shown their utmost
satisfaction towards the venture. Moreover, the idea of rendering affective and efficient library services in
cost effective manner has been achieved.
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Minimum Hardware/Software Requirements
1. Multi User 2. Single User
Pentium III or Celeron Pentium III or Celeron
128 MB RAM or more depending on number of users 64 MB RAM
20 GB HDD, CD-ROM Drive 10 GB HDD, CD-ROM Drive
10/100 MBPS LAN Card, Color Monitor resolution 800x600 Color SVGA Monitor, Scanner
UPS with at least 2 hour backup Window 95/98/NT/2000 OS
Server: Windows NT/2000 server
Node: Windows 95/98/2000 OS
References:
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Science. Vol.33, Jan- Apr, 1994, pp. 24-28.
2. Charry M K, Library Automation in Kakatiya University: A Case Study in Modernization in
Libraries. IN Seminar Papers 33rd All India Librarians Conference, Bharatidasan University,
Thiruchirapalli, Dec 28-31, 1987, pp. 237–250.
3. Sridhar M S, Managing Modernization of Library Services using IT in Library and Information
Science: Parameter and Perspectives (Concept Publishing Co.: New Delhi), 1997. pp. 70-89.
4. Roy N, Computerization in the Universities in India: A Perception and Reflection. University News.
38 (31), July 31, 2000. pp. 9-11.
5. Rama Reddy E, Automation and Networking Experience of IGM Library. University of Hyderabad.
University News, May 27, 1996, pp. 17-20.
6. Misra V N and Phadke D N, “Information Technology and Libraries” In Computer Application in
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