CHAPTER TWO
REVIEW OF RELATED LITERATURE
2.0 Overview
This chapter reviews literature related to the development and implementation of
Library Management Systems (LMS). It examines concepts, opinions, and ideas
presented by different authors and experts regarding library automation and
information management systems. The chapter also discusses previous systems
developed in the field of library management and analyzes their strengths and
limitations. In addition, a gap analysis is presented to identify the weaknesses of
existing systems and explain how the proposed Library Management System for
Somali National University (SNU), Abudwak Campus, intends to address those gaps.
Finally, the chapter provides a summary of the reviewed literature and its relevance
to the study.
2.1 Concepts, Opinions, or Ideas from Authors/Experts
A Library Management System (LMS) is an information system designed to
automate and manage library operations such as cataloguing, circulation, user
registration, inventory control, and reporting. According to Borgman (2015),
modern library systems improve the accessibility and organization of information
resources while reducing manual workload and operational errors. The author
explains that automation enables libraries to provide faster and more reliable
services to users.
Koha Development Team (2020) describes an LMS as a digital platform that
supports librarians in organizing books, tracking borrowed materials, and
maintaining accurate records. The authors argue that automation is essential in
modern academic institutions because it improves efficiency and allows users to
access information resources quickly through online catalogues and search tools.
Pressman (2014) explains that computerized information systems improve
organizational performance by reducing human errors and increasing data
accuracy. In library environments, automated systems help librarians monitor book
circulation, generate reports, and maintain centralized databases. The author
further notes that web-based systems provide real-time access to information,
which enhances communication between administrators and users.
According to Breeding (2024), open-source Library Management Systems such as
Koha have become popular in universities because they are flexible, affordable, and
customizable. These systems support features such as online public access
catalogues (OPAC), automated circulation, fine management, and reporting tools.
The author emphasizes that open-source solutions are especially important for
developing countries where financial resources are limited.
The International Federation of Library Associations and Institutions (IFLA, 2023)
states that digital transformation has changed the role of academic libraries
globally. Libraries are no longer limited to storing printed materials; they now
provide access to digital resources, online databases, and electronic learning
materials. The organization highlights that library automation improves service
delivery, supports research activities, and increases user satisfaction.
Laudon and Laudon (2021) explain that information systems help organizations
collect, process, and analyze data for effective planning and management. In library
systems, reporting and analytics tools help administrators monitor resource usage,
identify popular materials, and improve resource allocation.
Sommerville (2016) states that a system should be designed in a way that is easy to
learn and use. A user-friendly LMS improves the interaction between students,
librarians, and the system itself. Features such as simple navigation, fast searching,
and clear reporting increase user satisfaction and system effectiveness.
Stair and Reynolds (2018) explain that centralized databases improve data
consistency and reduce duplication of records. Secure systems protect user
information and ensure the reliability of stored data. In a library environment,
secure databases help prevent loss of records and improve accountability.
Shelly and Rosenblatt (2017) explain that web-based applications allow users to
access services through internet browsers without installing special software. Such
systems are flexible and accessible from different locations, making them suitable
for universities and institutions with multiple users.
2.2 Previous Work / Existing Systems
Several Library Management Systems have been developed and implemented
worldwide to improve library operations and service delivery. These systems vary
in design, features, and implementation methods depending on institutional needs.
Koha is one of the most widely used open-source Library Management Systems. It
provides features such as cataloguing, circulation management, online public access
catalogues (OPAC), user registration, and report generation. According to Breeding
(2024), the flexibility and low operational cost of Koha make it suitable for
universities in developing countries. However, the system may require technical
expertise during installation and maintenance.
DSpace is another system mainly designed for managing digital repositories and
academic research materials. DSpace allows institutions to store, preserve, and
share electronic resources such as theses, dissertations, and research papers.
Although the system supports digital resource management effectively, it is less
focused on borrowing and circulation functions.
Evergreen is another open-source library system used in public and academic
libraries. The system supports book tracking, cataloguing, acquisitions, and
circulation management. Evergreen is known for its scalability and ability to
manage large collections. However, some studies indicate that its interface may be
difficult for new users.
Commercial systems such as Libsys and Virtua are also widely used in developed
countries. These systems provide advanced features including digital integration,
automated reporting, and inventory control. However, their high licensing and
maintenance costs limit their adoption in many African universities.
In Africa, many universities have started adopting digital library systems to improve
efficiency and access to information. A study conducted by Chisanga and Moyo
(2024) in Zambia showed that automated library systems reduced book loss and
improved record management in universities that implemented digital solutions.
However, the study also found that lack of infrastructure, poor internet connectivity,
and limited staff training affected successful implementation.
Research conducted by Mhlongo et al. (2025) on African academic libraries revealed
that some institutions still depend on manual systems due to financial constraints
and shortage of ICT professionals. The study noted that manual systems lead to
delays in book tracking, inaccurate records, and poor reporting mechanisms.
In Somalia, the adoption of Library Management Systems is still developing. Some
universities have introduced partial digital systems for cataloguing and electronic
learning materials, while many libraries continue using manual registers and
handwritten records. Existing systems often lack centralized databases, automated
tracking, and advanced reporting capabilities.
2.3 Gap Analysis and Direction
The reviewed literature and existing systems reveal several important gaps that
justify the development of the proposed Library Management System for Somali
National University, Abudwak Campus.
Many existing systems are designed for institutions with strong ICT infrastructure
and skilled technical personnel. Systems such as Koha and Evergreen require
technical expertise for installation, customization, and maintenance. However, many
universities in developing countries, including Somalia, face shortages of trained ICT
staff and limited technical resources.
Commercial library systems are expensive and difficult to maintain for institutions
with limited budgets. Licensing costs, software updates, and maintenance expenses
make these systems less practical for universities like SNU Abudwak Campus.
Some existing systems focus mainly on digital repositories and electronic resources
while providing limited support for daily circulation activities such as borrowing,
returning, due-date monitoring, and fine management.
Another gap identified is the lack of localized systems designed specifically for
Somali academic institutions. Many available systems are developed based on the
needs of foreign universities and may not fully address local operational challenges.
To address these gaps, the proposed system aims to develop a simple, user-friendly,
and affordable web-based Library Management System specifically designed for
Somali National University, Abudwak Campus. The proposed system will focus on
automated book cataloguing, user registration, borrowing and returning tracking,
due-date monitoring, reporting, and centralized database management.
The system will be developed using PHP and MySQL for the backend, while HTML,
CSS, JavaScript, and Bootstrap will be used for the frontend. These technologies are
affordable, widely available, and suitable for institutions with limited resources.
2.4 Chapter Summary
This chapter reviewed literature related to Library Management Systems and
examined different concepts, opinions, and ideas presented by authors and experts.
The review showed that Library Management Systems are important tools for
improving efficiency, reducing manual workload, increasing accuracy, and
supporting teaching, learning, and research activities in academic institutions.
The chapter also discussed several existing systems such as Koha, DSpace,
Evergreen, Libsys, and Virtua. These systems provide important features including
cataloguing, circulation management, online access, reporting, and inventory
tracking. However, the review identified several limitations such as high costs,
technical complexity, infrastructure challenges, and lack of localization for Somali
institutions.
The gap analysis highlighted the need for a simple, affordable, and user-friendly
Library Management System specifically designed for Somali National University,
Abudwak Campus. The proposed system aims to automate library operations,
improve record management, reduce book loss, and enhance service delivery for
students and librarians.
Overall, the reviewed literature provides a strong foundation for the development of
the proposed Library Management System and supports the importance of
automation in modern academic libraries.