Library Automation: Why and How?

- G.K. Manjunath

Introduction: 
Library automation which started in late 70s in few special libraries has now
reached most of the university libraries. It is yet to take off in college libraries in
India owing to various problems. This paper tries to identify the barriers, analyze
the convenient steps in automating the library and the technology available.

Why library automation: 

Even though this question seems to be very fundamental it is essential to
emphasize this aspect as the library automation is yet to take off in majority of the
Indian libraries. Secondly, while justifying need for library automation more than
cost-effectiveness the benefits derived by the library users become the major
consideration. Since library does not happen to be an economic entity such benefits
need to be looked at in a different perspective. To appreciate the advantages it
becomes necessary to highlight the different levels of library automation. For
convenience it can be visualized at four levels:

1.                          Library cataloging system

2.                          House keeping operations and networking
3.                          Development of CD-ROM library / products
4.                          E-mail system and internet

The library catalogue or index to the collection forms the base for most of the
library activities such as acquisition, reference, bibliographic service, inter-library
loan etc. The users of library card catalogue will appreciate how fast is the
retrieval, search and printing in automated environment. If the same system is
available in network environment, users can have simultaneous access to the same
database. From the library staff point of view the cumbersome job of printing the
cards and their subsequent filing gets eliminated. Also, it conserves space and
saves stationary.

The second level automation will be to use a software which can handle all the
house keeping operations of the library such as acquisition, circulation and serial
control thus creating a network within the library or becoming part of the existing
network of the institution. Networking of computers within an organization helps
the users to browse the cataloguing system from any of the workstation/ terminal.

A very handy technology available for library is the CD-ROM products which can
be considered at the third level. The development of CD-ROM collection not only
conserves space but also provides multi-user access in network environment. There
are many self-tutorial CD-ROMS available with multi-media effect. Libraries
facing high incidence of mutilation of materials will benefit from such electronic
products. Also people doing empirical research can download data and directly
take it to other software platform for analysis and making graphical presentation.

Other technology which libraries can make use of is the e-mail system. This not
only reduces the recurring expenditure but also be effective and fast. Sending
reminders for non-receipt of journals by e-mail has proved to be very cost-
effective. In addition to this, sharing of resources among libraries become easy.
Few public domain e-mail software are available and there will be no additional
expenditure incurred.

Another technology which has revolutionized the information world is the

development of internet. Subscribers of internet, in addition to getting access to
various public domain databases and services, will also get free e-mail and fax
facility. Some publishers have started giving content pages of journals and libraries
having subscription to such journals can also have full text of the articles. Many
academic and research institutes have given free access to their working papers.

Barriers of library automation: 

Following could be the few possible barriers of library automation:

i . Fear of adverse impact on employment 

ii . Apprehension that the technology could be too expensive 
iii . The library staff have to undergo extensive training. 
iv. Lack of support from the management, may be owing to budget constraints 
v. Fifth reason could be retrospective conversion of data.

Let us examine each of the points. If we analyze the various jobs such as book
acquisition, technical processing, circulation and reference service one can
conclude that human interference is necessary at each and every step. The only
area where substantial manpower can be saved is the cataloguing. The data entered
at the time of ordering can be used for cataloging with some updation would
eliminate multiple card preparation and subsequent filing. The manpower thus
saved can be utilized in retrospective conversion and later on for analytical
cataloguing or introducing new services. Therefore, there will be no adverse
impact on employment.

There is an apprehension that the technology, both hardware and software would
be expensive and unaffordable. The cost of hardware and software depends on the
level of automation. From the user point of view cataloguing system is most
important and also forms the base for other library activities. Keeping these two
points in view UNESCO developed a PC based software titled 'CDS/ISIS' and is
available at a very nominal price to all the libraries in developing countries. For
details librarians may contact ATIRA/NISSAT.
This software which works on a simple IBM compatible PC/XT is also available
on UNIX and NOVELL platform. Recently the WINDOWS version has also been
released. This software can export data in ISO 2709 format and therefore at later
stage if one decides to go in for some other software, data transfer poses no
problem. INFLIBNET has developed a public domain library software titled
'ILMS' which is available on DOS AND UNIX platform. With the recent
government policy the PCs and other accessories have become affordable. The cost
of different hardware has been listed in the annexure I.

The in-house training for handling the software is usually provided by the
developers and one can choose the software which can suit their budget. However,
training for CDS/ISIS is available at INSDOC, INFLIBNET and DRTC. For
further information on training programmes one can contact NISSAT. The training
of library staff also depends on the level of automation. If one decides to go only
for cataloguing a minimum training of one or two weeks duration will enable the
librarians to develop a database and maintain it. With this basic training one can
easily transfer the same data on a server/main machine in a network environment.
The job becomes easy as most of the institutions have systems department with
computer professionals maintaining the network.

Fourthly lack of support from the management, may be owing to budget

constraints, will be one of the barriers. Here the role of librarians becomes crucial
in convincing the management that the users of libraries will also be the major
beneficiaries of automation. Also, the skill and initiative play a major role in
convincing the management.

The fifth reason could be retrospective conversion of data. As mentioned earlier

the manpower saved could be utilized for retrospective conversion and later on for
analytical cataloguing. However, most of the libraries have taken time bound
project for this purpose.

Selection of library software: 

As mentioned earlier, if a library wants to make a beginning; CDS/ISIS is best
suited as it involves minimum investment on both hardware and software. Once a
database with bibliographic details is developed, the same data can be used for
circulation activities. Here the selection of software becomes crucial because
CDS/ISIS can efficiently handle only the cataloguing system. Following criteria
might help the librarians to select the right software for other housekeeping
operations:

1. Who are the developers, whether an institution, or reputed company or few

individuals. The preference is for institution and second preference is for the
reputed company. One has to be skeptical about the software developed by
individuals as there will be no continuity
 2. How many times the software has been revised since the time of its first
launch.
3. How many parameters are available for each module. More the parameters
better will be the flexibility and needs no or minimum customization.
4. Whether the software has facility to import bibliographic data available in
ISO2709 format and similarly export of  data in this format
5. Training and guidance after installation
6. Whether available on major operating systems.
7. Whether it is web interfaceble
8. Whether it can be interfaced with the e-mail system of the campus network.
9. Whether it has taken care of Y2K compliant
10.How many installations it has got in the country, since when and major
clients.
11.Whether it can offer OPAC and different rights to different logins

Conclusion: 
This paper attempts to give some idea for beginners in library automation. Even
though wide range of technology/products are available, it is necessary for
librarians to keep a watch on the developments and to choose appropriate
technology depending on the needs. Also, it is very important for librarians to
interact with computer professionals as the library automation at all levels needs
good co-ordination among both these professionals.

Acknowledgements: 
I thankfully acknowledge the assistance and suggestions given by the computer
and library staff of IGIDR in preparing this paper.

ANNEXURE- I

PARTICULARS APPROXIMATE COST 

(In Rupees)

1. HARDWARE FOR STAND ALONE SYSTEM  30000-50000

Pentium with 128mb RAM 
20GB HD ; 1.44mb FDD  
833 mhz; CD Drive 
Color Monitor, Multimedia 

PRINTER   16000=00
132 Column line printer 

BACKUP SYSTEM   15000=00

Cartridge backup of 1GB 

STABILIZER 1KV  2500=00

2. HARDWARE/OPERATING SYSTEM/SHAREWARE FOR 50000=00 
NETWORKING    
Server (Pentium)    
Same as item no. 1    
1.4 ghz; 256mb RAM; (IBM)     
40 GB HD; CD-ROM Drive   
Hub (8 PORTS) 
UNIX ,NOVELL or NT (for 128 users)  150000=00  
Ethernet CARD  3000=00 
UPS (30 Minutes)  100000=00 
Cabling  50000=00 
Cat 5 (Rate per mt)  2000=00 
Fiber Optic (Rate per mt)  35000=00 
*Telephone  50=00  
*Subscription to VSNL  500=00  
E-mail + Internet (500 hours)  3000=00 
Modem  15000=00 
52 kpbs  7000=00 
32 kpbs  6000=00 
28 kpbs  4000=00

LANBIT FISC CDm Server OR   150000=00

Snap Server

AMC  (approx 8% TO 10% OF THE HARDWARE COST)

Note. The prices indicated were taken at the time of publication of this paper.

ANNEXURE- II

Expansion of abbreviations and addresses:

ATIRA     -AHMEDABAD TEXTILE INDUSTRIAL RESEARCH ASSOCIATION

3rd floor
POST Ambawadi Vistaar
Ahmedabad - 380 015

E-mail: atira@ad1.vsnl.net.in

CDS/ISIS -COMPUTERISED DOCOUMENTATION SERVICES/INTEGRATED SET OF INFORMATION

SYSTEM 
 
DRTC      -DOCUMENTATION RESEARCH AND TRAINING CENTRE
                  INDIAN STATISTICAL INSTITUTE
                  8TH MILE, MYSORE ROAD
                  RVCE POST
                  BANGALORE-560 059
                  Phone : 080-8430975;8600809
                  Fax      : 080-8430265
             E-mail  : ard@isisbang.ac.in
ILMS             -INTEGRATED LIBRARY MANAGEMENT SOFTWARE 
 
INFLIBNET -INFORMATION AND LIBRARY NETWORK CENTRE
                       INFLIBNET CENTRE
                       NEAR GUJRAT UNIVERSITY GUEST HOUSE
                       POST BOX NO. 4116
                       NAVRANGPURA
                       AHMEDABAD-380 009
                      Phone : 079-6308528;6305971
                      Fax : 079-6300990
                      E-mail : tvm@inflibnet.ernet.in

 
INSDOC - INDIAN NATIONAL SCEINTIFIC DOCUMENTATION CENTRE
                   EDUCATION AND TRAINING DIVISION (ETTG)
                   14, SATSANG VIHAR MARG
                   SPECIAL INSTITUTIONAL AREA
                   NEW DELHI-110 067
                   Phone : 011-6863521
                   Fax : 011-6862228
                   E-mail : mcs@del3.vsnl.net.in

 
NISSAT - NATIONAL INFORMATION SYSTEM FOR SCIENCE AND TECHNOLOGY
                  DEPARTMENT OF SCIENFIC AND INDUSTRIAL RESEARCH
                  TECHNOLOGY BHAVAN
                  NEW MEHRAULI ROAD
                  NEW DELHI-110 016
                  Phone: 011-6962819

 
UNESCO - UNITED NATIONS EDUCATIONAL, SCIENTIFIC AND CULTURAL ORGANIZATION
                    7, PLACE DE FONTENOY
                    75352 PARIS 07 SP
                    FRANCE