What is Library Automation

							                               WHAT IS AUTOMATION?

                                               BY

                                 DR. FADEKEMI OYEWUSI

                          ABADINA MEDIA RESOURCE CENTRE

                                  UNIVERSITY OF IBADAN

What is Library Automation?

Introduction

Library automation can be defined simply as the use of computer and networking technologies in
the library. Library automation is a course that a library constantly applies to new technology by
taking the computer as the core to replace manual operations and to extend its functions so that
the library can meet the needs of user.

Library automation may also be defined as the application of computers to perform traditional
library house keeping activities such as acquisition, 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.

Automation is an important sign to a modernized library. Library automation can't be realised
without these factors: a computer system (including hardware, system software and application
software, network, divided LAN and VAN, and databases) which accords with all standards of
documentation and information. Another important factor is high quality staff that are able to
accept and understand how to use and maintain automation systems.

Areas of Library Automation:

      Automation of library functions
      Use of electronic resources within the library (e.g. CD-ROMs)
      Accessing remote electronic resources (e.g. the Internet)
      Office automation (e.g. word-processing, spreadsheets, databases, etc.)
      Patron services (e.g. computer laboratory, multimedia center)

Objectives of Library Automation:

      To improve the level of service and quality of output

      To fulfill needs that cannot be achieved by manual system:
          o Sharing of resources
          o Information that appears only in electronic format (e.g. CD-ROM, Internet
               resources, databases, etc.

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Automation of Library Functions




Demonstration

Examine the CBN library functions available in a library automation system.




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Human Factors of Library Automation

"The greatest marvel of technology is that if it breaks down, we can fix it; if it has flaws, we can
debug it; if it doesn't work at all, we can ignore it; and if it works well , we can make it work
better. No one has as yet figured out a way to debug the human factor. It is the most
complicated aspect of any technological system, yet it's the one that gets the least attention, is
least discussed, the least researched, and perhaps the least understood." -- Fine (1982, p. 209). In
Information technology : critical choices for library decision makers / edited by Allen Kent and
Thomas J. Galvin. New York : M. Dekker, 1982.

Automation Costs

      Planning and consulting costs
      Purchase of the system - hardware and software
      Purchase of network-specific hardware, software, and cabling
      Internet connection costs
      Conversion of manual records into machine-readable form
      Access, and subscriptions where appropriate, to external databases and systems
      Ongoing operating costs
      Maintenance of system hardware and software
      Training of library personnel

Library Automation Steps

Planning is time-consuming, but it is usually cost-effective because time spent planning reduces
the amount of time required for system implementation. Steps involved are:

Step 1: Understanding existing library services and technology

      Identifying existing services and functions provided by the library
      Identifying existing technology being used in the library
      Collecting and organizing basic statistical data

Step 2: Assessing needs and setting priorities

      Who should be involved in planning?
      Needs assessment
      Identifying approaches to satisfy the needs
      Setting priorities
      Developing a preliminary budget

Step 3: Translating needs and priorities into specifications

      Designing specifications
      Preparing and distributing the Request for Proposal (RFP)


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Step 4: Evaluating proposals and selecting a system

      Making the first cut
      Seeing system demonstrations
      Analyzing vendor responses
      Costs
      Obtaining responses from vendor's clients
      Making the final cut

Step 5: Putting your system into place

      Contract negotiations
      Hardware and software installation
      Training

Step 6: Retrospective conversion and barcoding

Automation Options

      Acquiring software to run on a computer already in place
      Pursuing in-house software development
      Acquiring a turnkey system for the library
      Acquiring a turnkey system for a consortium of libraries
      Joining an existing bibliographic utility or service bureau
      Relying on the data-processing facilities and staff of the library's parent organization

Bibliographic Standards

Why bibliographic standards?

      Bibliographic standards are well-established and accepted
      To maintain the portability of data
      To enable resource sharing

Major Bibliographic Standards

Descriptive Cataloging

      Anglo-American Cataloging Rules 2nd Edition Revised (AACR2rev)

Classification schemes

      Dewey Decimal Classification (DDC)
      Library of Congress Classification (LCC)
      Lai's Classification


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Subject heading schemes

      Library of Congress Subject Headings
      Sears List of Subject Headings

Metadata standards

      MARC                  (MAchine                Readable    Cataloging)
       National variation of MARC: MARC 21, UKMARC, AUSMARC, CN-MARC (for
       China Mainland), Chinese-MARC (for Taiwan), UNIMARC, etc.

      Dublin    Core     (15     elements   for   describing    document-like     objects)
       Related emerging standards: XML (for Data Markup), RDF (for Resource Description)

Character sets

      Big5, GB 2312-80, EACC, CCCII, Shift JIS

      Unicode
       UCS2, UTF-8, etc.

Protocol for Information Retrieval

      ANSI Z39.50 Information Retrieval Protocol

MARC

What is a MARC record? A MARC record is a MAchine-Readable Cataloging record.

Machine-readable: "Machine-readable" means that one particular type of machine, a computer,
can read and interpret the data in the cataloging record.

Cataloging record: "Cataloging record" means a bibliographic record, or the information
traditionally shown on a catalog card. The record includes:

      a description of the item
      main entry and added entries
      subject headings
      the classification or call number
      others

Demonstration

Download a MARC 21 record from the Web. What are your observations?



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Library Automation System Selection Guidelines

1. The library automation software must be developed and designed based on the best practices
that are internationally adopted in the library profession. These include:

      Adoption of MARC-based bibliographic record. Record can be imported, created,
       updated and exported using the MARC 21 and ISO 2709 standards.
      Bibliographic and item information must be stored separately in two different types of
       record so that more than one item records can be attached to one bibliographic record.
      Support of internationally adopted library standards, including ISBD, AACR2, subject
       heading scheme, classification scheme, etc.
      Automation of library operations and activities, including circulation, public catalog
       searching, cataloging, ordering, serials control, and reporting.

2. The library automation software must be supported by a team that processes library experience
and qualification. This is essential to ensure that the team understands the library requirements
and at the same time is able to provide professional advices to the libraries.

3. The software vendor (or developer) must have long-term commitment on the further
development of the software. Particularly:

      The vendor should be quick to integrate emerging library standards and new technology
       to the software. These include: Web and Internet based access to the library catalog,
       XML and Dublin Core technology, Unicode, etc.
      The vendor must be financially stable.
      The vendor must be specialized in library applications
      The vendor must have periodical upgrade release with new enhancements.

Hints for Viewing System Demonstrations

      Request that high priority modules be demonstrated first.

      Request the display of a tagged full MARC record in the Cataloging Module

      Be alert for, and note, functions or operations that cannot be demonstrated.

      Ask if the version that is being demonstrated, for each module, is the same as the version
       in current release, i.e. what you would be getting if you brought the system. Also ask if
       the modules demonstrated are included in the price quoted in the RFP.

      Watch for cumbersome or awkward operations within or between functions.

      Request that, in addition to the pre-planned demonstration scenarios, a few specific
       searches, operations, etc., be performed that are analogous to real situations in your
       library. Ask each vendor to perform the same specific operations so that there will be a
       common basis of comparison.

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      Take note of specifics about the system's functionality that you judge to be particularly
       strong, as well as those that appear weak.

      Telecommunications problems with dial-ups and/or lack of expertise on the part of the
       demonstrator may hamper the effectiveness of the demonstration. Note this separately
       from any functionality weaknesses.

Bibliographic Data Conversion

      Direct keying from shelflist

      Matching and extraction of records from a bibliographic database, for examples:

              OCLC (http://www.oclc.org/)

      Converting from non-MARC format to MARC

Barcoding the Collection

Bar coding is the process by which a barcode label is attached to an item in the library's
collection.

Barcodes serve as a computerized accession number - a unique identifier that links a specific
book, journal issue, compact disc, etc., to the item record that describes it.

Methods of barcoding the library collection:

      Smart barcodes - Barcode number is pre-assigned to a particular item record. The library
       software prints this barcode together with call number and/title of the item. Library staff
       find that specific item on shelf and put the barcode label on it.
      Dump barcodes - Barcode number on the barcode label is not related to any item until
       that number is manually entered into the item record by the library staff. This is usually
       done by scanning in the number using a barcode reader.

Training

      Involve staff members at all levels in planning activities.

      Make effective use of vendor-provided training and make sure you receive enough of it to
       meet your needs.

      Identify any separate training programs, who will be trained, and individuals who will be
       responsible for any ongoing training in the area.

      Use training tips to make in-house training effective.


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     Develop a plan for training users.

System Management Cycle




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Typical Library System Configuration




One File Server

      to hold the library system and database
      for access by workstations via the Intranet or the Internet

One to Two Public Workstations

      for users to access the Online Public Access Catalog (OPAC), CD-ROM network, and/or
       the Internet

One Circulation Workstation

      for library staff to check-in and check-out items, etc.

One Staff Workstation

      for cataloging, acquisitions, reporting, etc.




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Typical Configuration

Note: For an organisation like CBN the configuration would be higher. This would be
determined by IT experts.

Server

      Pentium PC (e.g. Pentium III 500MHz)
      Sufficient RAM for serving the network (e.g. 512MB)
      Large and fast hard disk (e.g. 20GB)
      Network card
      Operating system: Windows 2000 Server
      Backup Device (e.g. DAT tape drive)
      Optional: networked CD-ROM drives

Workstation

      Pentium PC (e.g. Pentium II 500 MHz)
      256MB RAM
      9GB hard disk
      Network card
      Operating system: Windows 98 or Windows 2000 Professional
      Optional: CD-ROM drive and sound card




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The Internet

The Internet is a computer network made up of thousands of networks worldwide.




The Internet spreads across the globe into over 200 countries and territories. All computers on
the Internet communicate with one another using the Transmission Control Protocol/Internet
Protocol suite, abbreviated to TCP/IP. Computers on the Internet use a client/server architecture.
This means that the remote server machine provides files and services to the user's local client
machine.




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Connecting to the Internet




What are the challenges of using the Internet? Discussion groups-10mins

What is a Digital Library?

With the advances in information technology and the popularity of the Internet, more and more
reference resources, which were once available only in books and journals, are now widely
available electronically on the network. Libraries are no longer bound within their walls. Not
only the library has the option to access a wide range of databases, but also the alternative to
digitize their resources and mount them on the network to provide broader access of its
collection.

Synonyms:

      Library Without Walls
      Networked Library

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      Virtual Library
      Electronic Library
      Digital Library

A library is considered as a digital library if it provides

      access to digital information by using a variety of networks, including the Internet
      services in an automated environment

A digital library usually has:

      Library automation system
      Web server acting as gateway to digital resources
      Subscriptions to various web-based resources
      CD-ROM network
      Electronic document delivery
      Collections of electronic journals and electronic books
      Digital libraries projects
      Internet resources selection
      etc.

Two other meanings of digital libraries:

      Digital Libraries, as a discipline, refers to the researches on the theories and technologies
       for the building digital libraries.
      Digital Library Projects refer to the digitization of library materials for access through the
       network.

CD-ROM Networking

Why networking CD-ROMs?

      multiple users
      concurrent access

Methods of networking CD-ROMs within a LAN:

      Sharing a CD-ROM drive on a computer for network access




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   Attaching CD-ROM towers to a file server




   CD-ROM server




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      Copying CD-ROMs to hard disk

Issues on software installation

      installation on demand vs pre-installation
      installing on the file server vs install on each workstation
      network version of the software
      menuing interface

Remote access

      Terminal service
      Web-based remote access client

Challenges of Library Automation

These are some of the problems faced by Nigerian libraries:

      Information infrastructure is not up to date and there is a lack of trained manpower;
      Lack of effective networking and communication technology;
      Tardy implementation of proposed networks;
      Lack of uninterrupted power supply;
      Lack of foreign exchange for importing proper hardware; and,
      Technological backwardness, with a wide gap between Nigeria and developed countries

       ***Mention others: Discuss

Reference

Lam       K.      T.     2001        School     Library       Automation.   Retrieved    from
http://ihome.ust.hk/~lblkt/libauto/libauto.html


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