Digitization in the field of Library

Introduction :-
Library automation refers to use of computers, associated peripheral media
such as magnetic tapes, disks, optical media and utilization of computer based
products and by the help of these things best services will be provided in the
field of all type of library functions and operations . Presently all type of
activities will be done by computers and computers are capable of introducing
a great degree of automation in operations, functions since they are electronic,
programmable and are capable to control over the processes being performed.

The utilization of computer and related techniques make the provision
to provide the right information to right reader at the right time in a
right form in a right personal way.
Automation of library activities provides the best services very efficiently,
rapidly, effectively, adequately and economically. The modern libraries and
information centers facilitate free communication because access to
information has become a fundamental right for every users or human being.
Information / knowledge itself is of no value. It is the use of
information that makes it valuable. Put this information to work for user by
automation of library functions.

What is Library Automation :-
Library automation can be defined simply as the use of
computer and networking technologies in the library.

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 services and quality of output.
To fulfil needs that is very difficult to achieved by manual system:-

Sharing of resources.

Information that appears only in electronic format (e.g. CD-ROM,
Internet resources, databases, etc.

Human Factors of Library Automation :-
"The greatest wonder 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;
If it works well, we can make it work better.

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.

Risks in Automation :-
The most common causes of failure:
Loss of commitment

Vendor viability

Support of higher-level administrators

Computer center support

Inadequate resources

Organizational changes

Staff attitudes

Patron attitudes
Bibliographic Standards :-
The creation of a high-quality, machine-readable database provides the
cornerstone upon which all future automation efforts will rest. Vendors may
come and go hardware may become obsolete, software may be replaced but a
well-constructed, well-maintained database, with its accompanying local
holdings will be the library's transportable and viable link from system to
system.
Why bibliographic standards?
Bibliographic standards are well-established and accepted.
To maintain the portability of data.
To enable resource sharing.
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.
Develop a plan for training users.
Why do systems need to be upgraded? :-
The library is ready to add new functions.
The library has exceeded the capacity of the original system.
Current software must be upgraded because newer versions have been
issued and current versions are no lingered supported by the vendor.
Original hardware must be replaced and similar hardware is no longer
produced.
The vendor no longer supports the system or ceases operation.
Need and Purpose of Library Automation :-
Since the computer can be used in performing the various activities of the
library. Library Automation can serve as a remedy to all the existing things of
libraries. We can briefly note the following advantages of library automation:-

Self Survival in the New Environment: The user of any library
nowadays expects to use their computer literacy in the library environment. If
the library does not go for automation it is felt that it will not be able to cope
with this new generation of users.

Speeding up the Operation: The use of computer almost invariably
speeds up the flow of work within the system. New books, reports and other
materials can be entered in the software. It will help the inputting of data only
for a single time as the integrated nature of software helps and reduces
duplication of the all mentioned work. The searching of information can also be
performed speedily, which will save time of the library staff and the user.

Accuracy and Reliability: Automation significantly increases the
accuracy of files and records. Processing rules may be standardized and given
to the computer in the form of a program which can be used to verify the rules
for the new data are being followed.

Budget Saving: Automation will reduce the human action and save
physical space and cost on the stationary items.

Simultaneous and Decentralization Access: In an automated
environment multiple users can access the same information sources or
database. A user without consulting the library staff can also check whether a
book is out on loan or in reserve.

Storage, Retrieval and Protection of Information: Libraries are a
growing organization. So without the application of computer it may be very
difficult to handle the space problem of a library. Automation helps in storing
much information in reduced space with extensive provision of different access
points. The retrieval information will be relevant, fast and specific.

Exception Reporting and New Services: Automated system
automatically provides overdue notice, follow up notice, location of order,
editing of cataloguing activity, etc. The use of computer will also help us to
provide new services such as CAS / SDI, special purpose catalogue,

Automatic Statistics Generation: The use of computer in libraries
helps us to generate different kinds of statistics and reports within a minute
itself. The statistics are automatically prepared by the computers and are
more accurate and reliable than the manually generated one.

OPAC: The library catalogue forms the base of most of the library
activities such as circulation, reference service, literature search, inter-library
loan, etc. The introduction of library automation brings OPAC facility to the
library. The library staffs also gets relief from the cumbersome jobs of writing
and preparing card catalogues and their subsequent filling.

Resource Sharing: Resource sharing among libraries demands library
automation as the minimum requirement.

FACTORS FOR LIBRARY AUTOMATION :-
1. Growing Information and Shrinking Space
The enormous growth or information explosion of literature in each area,
subject in number and size and results fragmentation of literature and
increasing specialization in every field of knowledge. Due to this
information explosion the quantity, variety and complexity of information
are being increased rapidly in every field. Computer application can solve
this problem, as it is capable of storing huge bulk of information on tiny
storage mediums i.e. a CD-ROM can store the text of the complete set of
Encyclopaedia Britannica.
2. Cost hike of printed as well as electronic reading
materials and resource sharing
The rapidly enhancement price of information materials motivated the
library and information centers to share their resources. They realize that
the only way they could fulfil their client groups is by effective
cooperation between libraries, information centers and networks and by
sharing of all type of resources.
3. Enhancement in budget
As increasing the members of the library, cost of information materials,
services and growth of information or information explosion. The budget
of the libraries is also raised. That is also allowed us to automate the
library activities and make maximum utilization of the library funds.
AREAS AND SERVICES OF LIBRARY AUTOMATION :-
Library automation is generic term used to denote the various activities related
with the location, acquisition, storage, update, manipulation, processing,
repackaging or reproducing, dissemination or transmission or communication,
an improving the quality of products and services of library and information
centers. It enhance the speed, productivity, adequacy and efficiency of the
library professional staff and save the manpower to avoid some routine,
repetitive and clerical tasks such as filing, sorting, typing, duplication checking
etc. on which we can conserve costly professional manpower for technical
service' and readers service. The main activities and services of library
automation are given below.
1. Information resource building
There are some specific functions of an acquisition process. Suggestion,
recommendations and selection of library collection:-
Duplication checking, library holding checking.
A vender selection.
Preparation of order, cancellations of order lists with terms and
conditions of the supply. Checking of overdue orders.
Record of items on order.
Record of received and non-received items and receipt to the vender.
Items verification with order file and invoice.
Inspection of items by the concerned department.
Prepare for payment after accessioning.
Prepare budget and maintain accounts and statistics subject wise etc.
Final report. Items, subjects wise, chronologically, booksellers report etc.
2. Data Entry
Database is required for each data entry of these things -
Books
Clients/ members
Serials
Audio-visual
CD-ROMS, Floppies
Gifted items
Maps, Reports etc.
3. Classification and cataloguing
Catalogue card production.
On-line cataloguing.
Duplication checking of catalogue cards.
Production of duplicate catalogue cards.
Preparation of authority file subject heading list.
Shorting, checking and filing of catalogue cards.
Automatic generation of added entries (author, title, series etc.).
Generation of
Monthly accession list.
Developing centralized and on-line cataloguing.
4. Circulation control
Registration/ cancellation and make bound time for membership.
Issue, return, renews reservation of documents and produce the slip for
proof.
Charges for late, lost book, binding and production of penalty slip.
Maintenance of circulation, Statistics.
Inter library loan.
Use of bar code system.
Report statistics of circulation.
5. Serial control
Input essential serials data.
Order list of new serials.
Mode of payment, prepare for payment.
Receipt and updating the records.
Receipt to vendors or publishers.
Preparing the list of present holding, additions, missing, cancelled serials
Chronologically, subject-wise etc.
Renewal and cancellation of present subscriptions.
Sending reminders and follow-up of missing issues.
Binding control.
Accession register of bound serials.
Prepare budget and maintain accounts statistics such as subject wise,
binding etc.
6. Documentation and allied services
Indexing and abstracting of micro and macro documents.
Compilation of union catalogue.
Bibliographic control.
Current awareness services.
Literature search.
Selective dissemination of information.
News paper clippings.
7. Information retrieval
Database creation and maintenance, interactive searching, saving of in
house as.
Well as external databases.
Search and print outs of quires against specified requirement.
Such as about the books (issued, reserved, lost, overdue, weed-out),
members- ship, inter library loan, penalty charges, periodicals,
newspaper clippings, reports etc.
TRAINING AND ASSISTANCE FOR LIBRARY AUTOMATION :-
The training of the library staff in computer operation is of vital importance.
Every library staff member should be given a general orientation about
the computer system. Training should begin much before the computer
system is installed because the whole process depends on the library
staff. Mostly the supplier of the hardware and software provide training
on two levels, general aspects of system operation, and training on
specific areas of operation at a higher level, which is free of cost. This
training is very much practical because the staff will work with the
machine and if there be any trouble, it can be rectified. The training
should be in house training and in the actual work situations and these
training programme and planning must be a part of the vendor proposal
in the final agreement There may be external experts in hardware and
software application to make the training more knowledge-based job-
oriented. Training facilities for library automation are available in various
parts of the country at a low cost supported by NISSAT. There are many
organization and professional bodies, associations which are conducting
basic computer training as well as library oriented training programs.
They also guide them of software selection, hardware selection and
installation of software and operations of day to day library functions.
Other than the NISSAT there are many organizations which can provide
the help and assistance in library automation. These are INSDOC,
DESIOOC, DELNET, BONET, CALIBNET, PUNET, DRTC-Banglore,
INFLIBNET Ahmadabad etc.