Library automation refers to the use of technology to manage library operations and services. The Automation of the Library of Indian Insititute of Advanced Study, Shimla started in 2009, with an aim to automate the traditional library system to make it more efficient, accessible, and user-friendly for both library staff and Library users.
The project was started by Mr. Prem Chand, Librarian IIAS, and my job was to facilitate physical verification of the collection of 2,40,000 Books, Generate barcodes for each accession number, and Updation of data in LibSys4, and report analyses. Barcoding helped the fast acquisition and easy circulation of library books. With Automation, various processes such as the acquisition of books, cataloging, circulation, and inventory management were seamlessly integrated and the project concluded with the upgradation of Servers and client computers.
Goals:
- To automate the cataloging, circulation, and patron access to resources.
- To improve the efficiency and accuracy of library operations.
- To provide better access to information for patrons.
- To Improve the speed and accuracy of book searching, issuing, and returning.
- To Streamline library operations by automating manual tasks and reducing paper-based processes.
- To Provide patrons with easy access to the library’s catalog and allow them to place holds, renew books, and view their borrowing history online.
- To Enhance library staff’s ability to manage the collection, track usage, and generate reports.
- To Improve the overall user experience by providing a modern and intuitive interface.
Scope:
- Development of a web-based platform to provide online access to the library’s catalog and services.
- Integration of a barcode scanner to manage book issue and return.
- Implementation of an automated email notification system to remind patrons of due dates and holds.
- Development of a user-friendly interface for library staff to manage the collection, track usage, and generate reports.
- Implementation of a security system to ensure the confidentiality of patron information.
Timeline: The project took nearly 8-12 months to complete, including testing, staff training, and user acceptance.
Project Methodology:
Assessment: A thorough analysis of the current state of library operations was conducted, including staff and user needs, budget, and technology infrastructure.
System Selection: The library was using LibSys4 for library management, After stock verification and barcoding of the library books the system was well integrated with the library’s existing technology infrastructure.
Implementation: The Barcode printers and barcode scanners were installed in the library and the setup was integrated with the LibSys4 library management system and staff were trained to use it effectively.
Data Correction and Validation: The library’s existing catalog and patron information were verified with the physical inventory of the library.
User Education: The system was put online over the internet and library staff along with users were educated to use the Online Public Access Catalog (OPAC), to perform searches and locate the right resource in the library.
Ongoing Maintenance: The system is regularly updated with new features and bug fixes, and staff and user support are provided.
Project Results:
Improved efficiency and accuracy of library operations, including cataloging and circulation.
Better access to information for patrons through the integration of the catalog with the library website and online resources. Reduced manual workload and costs, as many tasks are now automated.
Conclusion:
The implementation of the barcodes and integration with LibSys4 in IIAS Library has been successful in achieving the project goals. The library has seen improved efficiency, accuracy, and access to information for users, as well as cost savings through the automation of manual tasks. The ongoing maintenance of the system will ensure its continued success in meeting the needs of staff and patrons.
