BY 

ASHOK KUMAR UPADHYAY

Dept. of Library and Information Science 

Aligarh Muslim University, India

Structure of the ThesisChapter – 1. Introduction

about retrospective conversion, origin of the research problem, selection of the problem, definition of the terms, objectives of the problem, scope and limitations of the study, need and importance of the study, research design and methodology.

Chapter – 2. Retrospective conversionabout library automation, overall picture of retroconversion, history, its need, importance and process.

Chapter – 3. Review of related literature• review of studies conducted abroad as well as

in India

Chapter – 4. Profile of Libraries • introduction about the libraries under study,

-its collection, users, staff and services etc.

Chapter – 5. Research Methodology• statement of the problem,• hypotheses, methodology, • sample population, • variable taken, • pilot study, • tools used for the study and data analysis

method.

Chapter – 6. Data Analysis and Interpretation• the analysis and interpretation of data

-collected through questionnaire.

Chapter – 7. Conclusion, findings and suggestions

• conclusion, • findings, • tenability of hypothesis and • suggestions for further research.

Introduction

The word “Retro” indicates that the process is only for already existing records,

“Conversion” = the form and format of the records changing something from one form to another.

Thus, retroconversion in library and information center means “changing already existing catalogue from existing traditional form to a machine-readable form”.

Definitions of RetroconversionALA Glossary of Library & Information

Science: “the process of converting the database of a

library holdings from non-machine-readable form to machine-readable form and that are not converted during day to day process”

Harrold’s Librarian’s Glossary: “retrospective conversion (information

retrieval) is a partial or complete conversion of an existing catalogue into machine-readable form as opposed to converting records created currently”.

Selection of the Problem

The problem is: “Retroconversion of Documents in Central

Secretariat Library, Zakir Husain Library, JMI, Nehru Memorial Museum and Library, New Delhi: An Evaluative Study”.

The problem deals with: criteria, priorities, guidelines, policy matter,

hardware and software requirements, in-house training of library personnel, cost effectiveness in outsourcings, impact on user services and satisfactory level of users etc.

Objectives of the Study• To find out the status of retroconversion in

selected libraries.To find out the methods of retroconversion.To study the hardware and software

requirement for the retroconversion.To study how best to accomplish the job of

retroconversion.• To study the requirement and cost of

manpower for retroconversion project.To study the impact of retroconversion on

library staff, users and library system as a whole.

•To identify the training needs of staff for the process of retroconversion.•To study the skilled manpower available.•To study how retroconversion reduces the time for searching of a document.•To measure the user perception about the retroconversion

Hypotheses

1. Most of the selected libraries are doing outsourcing retroconversion

2. Most of the staff members of libraries are trained for retroconversion.

3. Most of the users are aware of library computerization in the library.

4. Most of the libraries have done reclassification and recataloguing of retroconverted materials.

5. Most of the users face problem in using OPAC in the library.

Methodology Questionnaire Design:1.Questionnaire for the

librarians/Directors2.Questionnaire for user groups.

Sample and Population Design Library Wise Distribution of Sample

CSL ZHL, JMI NMML TotalSample Distributed

400 300 175 875

Returned 370(92.50%)

275(91.67%)

165 (95.29%)

810(92.57%)

Rejected 10(2.50%)

10(3.33%)

13(7.43%)

33 (3.77%)

Sample Selected

360 (90%)

265 (88.33%)

152 (86.86%)

777 (88.80%)

Data collection procedure

Personal visit to three libraries Questionnaires administrated among users Informal interviewObservation method

Data Analysis Method

Used MS-Excel to organized and tabulate the data

Used simple statistical methods, tables and percentage

Major Findings 1. Retroconversion process:

- CSL completed retroconversion during 2002 - 2005- ZHL started in 1998 and still continuing - NMML completed during 2003 - 2006.

2. CSL and NMML completed the retroconversion through outsourced agency,

ZHL is still continuing retroconversion process through their own staff.

3 CSL, ZHL and NMML appointed supervisory staff for the supervision of retroconversion work.

4 CSL, ZHL and NMML have provided training to their staff members for retroconversion process.

5 CSL and ZHL are using Libsys 4.0 software, and NMML Libsys 6.0 software for retroconversion work.

6. Operating system used for retroconversion:

CSL = UNIX ZHL = LINUX,NMML = WINDOW 98

7. Budget allocated CSL = Rs.1.15 crore, NMML = Rs 75 lakhs, ZHL (Not Available)

8. Sources of budget

9. Number of converted records

10. Exchange format,

CSL 7, 54,084 lakhs

ZHL 3.44 lakhs (appro)

NMML 1.83 lakhs. (appro)

CSL Ministry of Culture, Govt. of India

ZHL Ministry of Culture, Govt. of India

NMML UGC, New Delhi

CSL UNIMARC Exchange format

ZHL MARC exchange format.

NMML UNIMARC Exchange format

11. Classification & cataloguing Scheme used:CSL DDC 21st ed

AACR- II NMML DDC 21st ed AACR- II ZHL DDC 22nd ed.

AACR- II

12, Reclassification and recataloguing

ZHL Reclassified Recatalogued

NMML Reclassified Recatalogued

CSL No reclassification No recataloguing

13. Subject heading CSL Library of Congress List of Subject Heading

(LCSH) NMML Library of Congress List of Subject Heading

(LCSH) ZHL Sear’s List of Subject Heading

14. Retroconversion ProcessCSL through books, ZHL through manual cardNMML through data sheet prepared by

project staff

15. All the three libraries have OPAC facility - Only ZHL provides WEB OPAC

Findings: Users’ perspective

16. Awareness about computerizationZHL 258 (97.36%) CSL 345 (95.83%) NMML 141 (92.76%)

17. Use of Online Catalogue

18. Training for using OPAC

Frequently Never used

ZHL 227 (85.66%)

03 (1.13%)

CSL 285 (79.17%)

03 (0.83%)

NMML 87 (57.24%)

02 (1.32%)Trained Not

TrainedZHL 17 (6.42%) 248

(93.58%)CSL 49

(13.61%)311 (86.39%)

NMML 77 (50.66%)

75 (49.34%)

19. Majority of the users do not face any problem in using OPAC

20. Favorite search option for documents: CSL = Author (67.22%) ZHL = Subject (95.09%) NNML = Title (96.05%)

21. Most of the respondents feel the need of trained library staff to acquire relevant information in the libraries.

22. Maximum number of respondents of the libraries are satisfied with OPAC in their libraries.

23. Maximum number of respondents are aware of automated circulation service, online

journal service, SDI service.

24. Majority of users do not use E-CAS and E-Reference Service provided by the library

TENABILITY OF HYPOTHESES

HYPOTHESIS-I

Most of the selected libraries are doing outsourcing retroconversion.

The findings of the study exhibit that, out of three libraries the two libraries, CSL and NMML, i.e., (66.67%) of the selected libraries have done retroconversion with the help of outsourced agency.

So the hypothesis is proved to be true.

HYPOTHESIS-II

Most of the staff members of libraries are trained for retroconversion.

The findings of the study reveals that all staff members of the three libraries, i.e., (100%). are trained for retroconversion.

So the hypothesis is proved to be true.

HYPOTHESIS-III

Most of the users are aware of library computerization in the library.

Most of the users of ZHL, (97.36%), CSL (95.83%) and NMML (92.76%) are aware of library computerization.

So the hypothesis is proved to be true

HYPOTHESIS-IV

Most of the libraries have done reclassification and cataloguing for retroconversion work.

Study reveals that, two libraries, ZHL and NMML (66.67%) have done reclassification and recataloguing for the retroversion.

So the hypothesis is proved to be true.

HYPOTHESIS-V

Most of the users face problem in using OPAC in the library.

The study evinces that minimum number of users face problems in using OPAC, i.e., (ZHL:7.17%, NMML:7.89% & CSL:19.44%).

So the hypothesis is proved to be null.

SUGGESTIONS

Retroconversion of catalogue being a massive work, should be carried out as crash programme in a time-bound manner. As library staff remains busy with routine jobs of the library, outsourcing is the better solution for retroconverstion.

A separate fund exclusively for retroconversion work needs to be allocated for the speedy implementation.

Computer training should be provided and make mandatory for all the professional library staff. In- house training programme should be conducted.

In-service training at regular intervals should be conducted to keep staff abreast with the latest technology.