Chapter Three:

Library Management System

• It is also known as an automated library system is software that has
been developed to handle basic housekeeping functions of a library.
– Single function
– Integrated
• Realizing the important role that the library management system will
play in planning and implementing library automation projects, it is
necessary to educate ourselves and know more about these systems
 Single function
• UNESCO’s CDS/ISIS, a powerful information and storage
retrieval software is used to create electronic catalogs and
indexes and to provide OPAC to library users.
• Provides only single function for the users.
Library with single function
 Integrated library system
• When the library management system shares a common
database to perform all the basic functions of a library, the
system is integrated.
A library with an integrated library system
 General features of an ILS
• Functional modules
– basic modules - cataloging, OPAC and circulation -
- Add on- acquisition, serial control, interlibrary loan (ILL),
and Web OPAC
• Operating systems
• Database systems
 - Oracle, Informix, MS SQL, MS Access
 General features of an ILS
• Network architecture
–client-server architecture that uses TCP-IP to communicate
across networks (LANs and WANs)
• User interface
–graphical user interface (GUI) is the norm for current systems
because users find it easier to work with and it allows a wide
range of tasks to be accomplished with a click of a mouse
• Library automation standards
–library industry standards such as MARC and Z39.50
Discuss in group what is the process of:
Acquisition module ?
Serials Control module?
Cataloging module?
Circulation module?
OPAC module?
 Acquisition module
• Acquisition is the first step in a library’s operations.
• It is through acquisition that an item is added in the library’s
collection, and it is the collection which gives importance to a
library
• Automates the acquisition process - ordering, receiving, claiming
materials from suppliers, and returns, and cancellations of
materials
• Used to maintain statistics, and in some cases manage accounting
activities.
• Acquisition can be done online if system is linked to an external
network
 Serials Control Module
• Manages placing, canceling, claiming of orders; returning defective,
unwanted and unordered material; and accounting and statistical
information
• Provides a system for recording issues and keeping track of undelivered
issues by generating claim reports.
• May permit serial ordering online
 Cataloging module
• Cataloging or Cataloguing or Library Cataloging is the process of
creating and maintaining bibliographic and authority records in the
library catalog, the database of books, serials, sound recordings, moving
images, cartographic materials, computer files, e-resources etc. that are
owned by a library.
• Used for the creation, storage, retrieval and management of bibliographic
records and/or indexes.
• Defines the record format used in the database and provides for authority
control author, subject headings
• The catalog may be in tangible form, such as a card catalog or in
electronic form, such as online public access catalog (OPAC).
 Cont …
• Usually there are two different interfaces for search and
retrieval of the electronic catalog :
For catalogers that allows them to maintain the library
database (the main cataloging module),
For users that allows them to search and display the results –
the Online Public Access Catalog (OPAC)
 Circulation module
• Library Circulation is the function of lending library materials
(books, serials, sound recordings, moving images, cartographic
materials, etc. that are owned by a library) to the users of the
library.
• Includes:
– checking out library materials to library users,
– renewing the borrowed items,
– reserving checked out items for the patron,
– checking in materials returned,
 Cont…
– checking the materials for damage at the time of return,
– if found damaged then giving that to responsible staff for repair and when repair
is not possible then replacement,
– renewal of materials,
– receiving payment of fines for damaged and overdue materials and payment for
subscription to the library and other charges,
– maintaining order in the stacks by re-shelving the library materials by call
number given by classification system, such as Library of Congress Classification
(LCC) or Dewey Decimal Classification (DDC) system
• In modern libraries circulation activities is performed through the circulation module
to the used library software, Integrated Library System (ILS), or Learning
Management System (LMS).
 OAPC module
• is a specialized database that lists books, videos, sound recordings, and
other media formats in the library.
• it provides the location of each item, its call number, the floor where it is
shelved, and its availability.
• It help you to locate:
– circulating books with information on a subject, person, or an idea
– circulating books on related topics
– circulating books with retrospective information
– reference books that will refine your topic
– reference books that provide themes, timelines, and subjects
 Interlibrary-loan module
• The inter-library loans service allows the borrowing and
lending of library materials between related institutions.
• It is the cooperative arrangement among libraries that allows
books and other materials from one library to be loaned out to a
patron from another library
• It helps for wider access to online content, increased
partnerships between institutions, improved resource sharing,
and improved content delivery.
 ILS Standards
• MARC21
– The MARC 21 formats are standards for the representation and
communication of bibliographic and related information in machine-
readable form.
– A MARC record involves three elements: the record structure,
the content designation, and the data content of the record.
• Z39.50
• Z39.50 is an international industry standard that specifies a client/server
protocol for searching and retrieving information from remote databases.
THE END !!!