LIS 214: LIBRARY SOFTWARE PACKAGES -LECTURE NOTES

LIS 214: LIBRARY SOFTWARE PACKAGES

Lecture Notes: 2 UNITS

BY

Prof. Ezra Shiloba Gbaje

Department of Library and Information Science
Federal University Lokoja
e-Mail: [email protected]

2023

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 LIS 214: LIBRARY SOFTWARE PACKAGES -LECTURE NOTES

Concept of software
Software is a set of instructions, data or programs used to operate a computer and execute specific
tasks. Software tells a computer how to function. It’s a generic term used to refer to an array of
programs, applications, and systems that enable computers and electronic devices to perform
specific tasks and deliver valuable functionalities. In this lecture, we will explore the concept of
software, its types, its importance in various domains particularly in library and information
centers. A has also been define as software is any set of logical instructions that tells the computer
or device what to do to accomplish user-oriented tasks. At the core of the software is logic and the
principle of Input -à Process -à Output. In telling the computer what to do, the software
brings together other resources of the computer like other programs, procedures, rules, data and
associated documentation that is needed by the user to accomplish tasks.

The software contains a clear and complete description of each user-oriented task in terms of
available operations and resources of the computer that will be needed to carry out the tasks. Each
program contains a complete specification of the processing to be performed on the data supplied
to the computer by the user. The software could either be a single program or a set of programs.
Software is the driving force behind the digital revolution, powering computers, mobile devices,
and electronic systems across all industries and sectors. From system software that manages
hardware resources to application software tailored to specific tasks and domains, the world of
software enables automation, enhances productivity, fosters innovation, and facilitates seamless
connectivity. Embracing software solutions empowers individuals and organizations to leverage
the full potential of the digital era.

Types of software (System and Application software).

Several of these programs integrated form software. Software can be categorized into two main
types

a. System Software: System software helps the user, hardware, and application software interact
and function with each other. System software acts as a mediator or middle layer between the
user and the hardware. It’s essential in managing the whole computer system -when a computer

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is first turned on, it’s the system software that is initially loaded into memory. Unlike
application software, system software isn’t used by end users. Instead, it runs in the background
of a device.

System Software refers to the operating system and all utility programs that manage computer
resources at a low level. The system software is responsible for controlling, integrating, and
managing the individual hardware components of a computer system. This is done that other
software and the users of the system see it as a functional unit without having to be concerned with
the low-level details; such as transferring data from memory to disk, or rendering text onto a
display. Generally, system software consists of an operating system and some fundamental utilities
such as disk formatters, file managers, display managers, text editors. System software can be said
to be any type of computer program that is designed to run a computer's hardware and application
programs. System software is of three main types:
1. Operating system: An Operating System acts as a communication bridge (interface)
between the user and computer hardware. The purpose of an operating system is to
provide a platform on which a user can execute programs in a convenient and efficient
manner. OS manages the allocation of computer hardware. The coordination of the
hardware must be appropriate to ensure the correct working of the computer system and
to prevent user programs from interfering with the proper working of the system.
Examples are Windows OS, Linux, Unix, MacOS, Ubuntu
2. Language processor: The computer does not understand any language other than strings
of zeros and ones(machine language). A language processor is a software program
designed or used to perform tasks such as processing program code to machine code.
Language processors includes:
a. Interpreter: This directly executes instructions written in a programming or scripting
language without previously converting them to an object code or machine code.
Examples of interpreted languages are Perl, Python, PHP and JavaScript. For
interpreted programs, the source code is needed to run the program every time.
b. Compiler: Compiler is a language processor that reads the complete source program
written in high-level language as a whole in one go and translates it into an equivalent
program in machine language is called a Compiler. Example: C, C++, C#, Java. In a
compiler, the source code is translated to object code successfully if it is free of
errors. The compiler specifies the errors at the end of the compilation with line
numbers when there are any errors in the source code. The errors must be removed
before the compiler can successfully recompile the source code again. For compiler
program the source code is not needed to run the program every time.
c. The Assembler is a Software that converts an assembly language code to machine
code. It takes basic Computer commands and converts them into Binary Code that
Computer’s Processor can use to perform its Basic Operations. The machine language
only consists of 0s and 1s therefore, it is difficult to write a program in it.
3. Utility software: The Utility Software is system software that helps to maintain the proper
and smooth functioning of a Computer System. Utility Software performs certain tasks like
virus detection, installation, and uninstallation, data backup, deletion of unwanted files,
etc. Some examples are antivirus software, file management tools, compression tools, disk
management tools, etc.

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b. Application Software: Application software is designed to fulfill specific user requirements and
provide functionalities tailored to various domains. Application software helps an end user
complete tasks such as doing research, taking notes, setting an alarm, designing graphics, or
keeping an account log. Application software lies above the system software and is different from
system software in that it’s designed for the end use and is specific in its functionality. Application
software is installed and operated based on the user’s needs. Examples include word processors,
spreadsheets, graphic design tools, web browsers, multimedia players, and productivity
applications. Application software can further be categorized into general-purpose applications
(suitable for multiple tasks) and specialized applications (developed for specific industries or
niche purposes).

Application software may consist of a single program, such as an image viewer; a small collection
of programs (often called a software package) that work closely together to accomplish a task,
such as a spreadsheet or text processing system; a larger collection (often called a software suite).
The application software can be related but independent programs and packages that have a
common user interface or shared data format, such as Microsoft Office, which consists of a closely
integrated word processor, spread sheet, database, etc. The software suite, such as a database
management system, is a collection of fundamental programs that may provide some service to a
variety of other independent applications.

Software Application Packages

Software packages are a set of related applications/programs that provide solutions to various
types of tasks. These software packages are sometimes called Suites. They bundle together
different applications under a common user interface for users to be able to learn and use each
application in the package. Application software can be categorize into:
a. Desktop Applications: Installed on a computer or laptop. Examples include Word
processors, spreadsheet software, graphic design tools, video editing software.
b. Web Applications: Accessed through web browsers. Examples include email services,
social media platforms, online banking systems, e-commerce websites.
c. Mobile Applications: Installed on smartphones or tablets. Examples include: Gaming
apps, social networking apps, navigation apps, fitness trackers.
d. Enterprise Applications: Designed for organizations to manage their internal processes.
Example includes Customer relationship management (CRM) software, enterprise
resource planning (ERP) systems, project management tools
e. Specialized Applications: Tailored for specific industries or purposes. Examples includes
Library management Software, Medical record systems, architectural design software,
scientific simulations, virtual reality applications.

Furthermore software can be classify into the following types

a. Database packages: A database refers to a collection of logically related information
organized so that it can be easily accessible, managed, and updated. Databases are
generally accessed electronically from a computer system and are usually controlled
by a database management system (DBMS). There are many advantages of databases
ð Reduced data redundancy

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ð Reduced updating errors and increased consistency

ð Greater data integrity and independence from application programs
ð Improved data access to users through the use of host and query languages
ð Improved data security
ð Reduced data entry, storage, and retrieval costs
ð Databases can handle large amounts of data as well as multiple types of data.
ð Accessing data in a multitude of ways by multiple different users this is called multi-
access. This allows multiple authorized users to have access to the same data.

Some of the most popular databases are Oracle Database, Access, Sybase and MySQL
b. Spreadsheet packages
A spreadsheet is a computer application that is designed to add, display, analyze,
organize, and manipulate data arranged in rows and columns. It is the most popular
application for accounting, analytics, data presentation, etc. Or in other words,
spreadsheets are scalable grid-based files that are used to organize data and perform
calculations. Spreadsheet use the tool’s features and formulas to help make sense of
data. Data in a spreadsheet is organized in a series of rows and columns and can be
searched, sorted, calculated and used in a variety of charts and graphs.The true power
of the spreadsheet is its ability to handle complex mathematical calculations and
automatically recalculate totals as the underlying data in the sheet changes. This is
especially useful for "What-if" analysis and forecasting.
Microsoft Excel, Google sheets, Apache open office, LibreOffice, etc are some
spreadsheet software. Among all these software, Microsoft Excel is the most commonly
used spreadsheet tool and it is available for Windows, macOS, Android, etc.

c. Word Processing Packages

A word processing program is a software program that includes tools for entering,
editing, and formatting text. The electronic files created using Word are called
documents. Tthe benefits of using Word is that document files can be stored in a
variety of places on your computer, or in the cloud using one drive, and easily shared
with others via disks, emails, or online file storage. Microsoft Word allows users to
accomplish the following tasks.
• Type and edit text.
• Copy and move text from one location to another in the document, or to other
documents.
• Format text and paragraphs with fonts, colors, pictures, tables, and many other tools.
• Design pages for specific purposes- from personal letters to sophisticated memos and
reports.
• Enhance documents for readability with pictures, charts, graphics, etc.
• Use mail merge features to quickly and easily send customized communications to
customers.
• Share documents securely to others.
Example of word processing packages include: Word Perfect, Microsoft office, wordpad,
Notepad

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d. Desktop publishing packages:

Publishing is the process of producing publications such as newspapers, cards, pamphlets,

pictures, calendars, book etc that has special text and graphic layouts and design.
Desktop Publishing (DTP) is the creation of electronic forms of information such as
documents, presentations, brochures, books, or even website content using computer
programs. DTP has evolved to be an important component of creating and disseminating
information as it allows an amalgamation of various tasks that are generally performed
independently at printing presses such as layouts, typesetting, graphic design, etc.With
desktop publishing software and hardware you can:

• Design print communications such as brochures, fliers, ads, and posters, catalogs,
directories, and annual reports.
• Design logos, business cards, and letterhead.
• Design and publish newsletters, magazines, and newspapers.
• Design books
• Make digital scrapbooks and print or digital photo albums.

Example of desktop publishing application softwre includes: Adobe PageMaker, Adobe

Photoshop, CoreDraw, Microsoft Publisher, Ventura etc

d. Presentation graphics packages

Presentation software allows users to organize the most important information into a
series of slides. During presentation, these slides will be projected to a screen so the
audience can see them. Slides will contain text and illustrations. So you are going to
summarize your 40-page plan in a small amount of text and illustrations that fits on a few
slides. Your text and illustrations can be created from scratch within the presentation
software, but it is common to bring in text from a word processing application and
images from illustration and photo editing software. There are a number of different types
of presentation software. One of the most widely used ones is PowerPoint, which is part
of Microsoft Office. The software has three main components:

• Text editor for inputting and formatting text

• Facility for inserting graphics and other multimedia files
• Slideshow system for displaying the content

e. Computer- aided design(CAD) packages

Computer-aided design software (CAD software) refers to a type of software program
used by designers and engineers to create two-dimensional and three-dimensional models
of physical components. CAD software has all but replaced the t-squares and protractors
used by the designers of yesterday in a process known as manual drafting, the
traditional ''pencil on paper'' approach to engineering and design. Used by engineers,
architects, and construction managers, CAD has replaced manual drafting. It helps users
creating designs in either 2D or 3D so that they can visualize the construction.
CAD software enables

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• Efficiency in the quality of design

• Increase in the Engineer’s productivity
• Improve record keeping through better documentation and communication
One of the earliest primary tools in computer aided design has evolved over the past few
decades. It is called AutoCAD. FreeCAD, OpenSCAD, Fusion 360°

Importance of Software
Software plays a pivotal role in shaping our digital experiences and powering a wide range of
industries and sectors. Its significance can be summarized as follows:
a. Enables Task Automation: Software automates manual tasks, streamlining operations,
and increasing efficiency. It eliminates the need for repetitive actions, allowing users
to focus on higher-value activities
b. Enhances Productivity: Software applications provide tools and functionalities that
enhance productivity in personal, professional, and organizational contexts. They
enable efficient data processing, information retrieval, communication, collaboration,
and decision-making.
c. Drives Innovation: Software enables the creation of innovative solutions and services
that push the boundaries of what is possible. It fuels technological advancements and
drives digital transformation across industries, leading to improved processes,
products, and experiences.
d. Facilitates Connectivity and Communication: Software applications, particularly
those related to communication and networking, connect people across the globe.
From email clients and social media platforms to video conferencing tools, software
enables seamless interactions and collaborations.
e. Enables Customization and Personalization: Software applications allow users to
customize settings, preferences, and interfaces according to their specific needs and
preferences. This flexibility enhances user experiences and promotes individual
productivity.
f. Supports Decision-Making: Software provides access to vast amounts of data and
analytics, aiding informed decision-making in various domains. Business intelligence
tools, data analysis software, and forecasting applications are examples of software
that supports decision-making processes.
g. Powers Technological Advancements: Software underpins advancements in fields
such as artificial intelligence, machine learning, virtual reality, and blockchain. These
technologies rely on sophisticated software algorithms and systems to deliver their
capabilities

Exercise
List any 5 Software Application and discuss how it can be used in the library

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Library Application Software

Library software packages are specialized computer applications designed to automate and
streamline various library operations and services. These software solutions enhance the
efficiency and effectiveness of library management, enabling librarians to provide better services
to their patrons.

Libraries utilize a variety of software applications to streamline their operations, improve user
experiences, and manage their resources efficiently. Here are some of the key software used in
libraries:

1. Integrated Library Systems (ILS): Integrated Library Systems, also known as Library
Management Systems, are comprehensive software solutions designed to manage the core
library functions. They typically include modules for cataloging and classification,
circulation management, acquisitions, serials management, and reporting. ILS software
helps librarians efficiently organize and track library materials, manage patron records,
handle checkouts and returns, and generate reports.
2. Discovery Platforms: Discovery platforms or library catalogs provide users with a user-
friendly interface to search and discover library resources. These platforms integrate with
the library's ILS to offer a unified search experience across various formats, including
books, e-books, journals, audiovisual materials, and digital resources. Discovery platforms
often feature advanced search options, filters, and personalized recommendations,
enhancing the user experience.
3. Digital Asset Management Systems (DAMS): DAMS software is used by libraries to
manage and provide access to digital resources such as e-books, e-journals, digitized
collections, multimedia files, and institutional repositories. DAMS platforms enable
librarians to organize, store, and preserve digital content while ensuring appropriate access
controls, metadata management, and rights management.
4. Reference Management Software: Reference management software assists librarians and
researchers in organizing and citing bibliographic references. These tools allow users to
import, organize, and annotate references from various sources, generate citations and
bibliographies in different citation styles, and collaborate on research projects. Popular
reference management software includes EndNote, Zotero, and Mendeley.
5. Open Access Platforms: Open Access (OA) platforms enable libraries to showcase and
provide open access to scholarly publications and research outputs. These platforms
facilitate the dissemination of knowledge by offering a repository for researchers to publish
and access scholarly articles, conference papers, preprints, and other scholarly content
freely.
6. Interlibrary Loan (ILL) Management Systems: Interlibrary Loan software streamlines the
process of borrowing and lending materials between libraries. These systems facilitate
requesting, tracking, and delivering resources from other libraries, ensuring that library
users can access materials not available within their own library's collection. These systems
streamline the ILL process, enabling efficient communication, resource sharing, and
tracking of interlibrary loan requests.

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7. Digital Preservation Systems: Digital preservation software ensures the long-term

preservation and accessibility of digital assets and cultural heritage materials. These systems
employ strategies such as metadata management, file format conversion, backup and
recovery, and quality assurance to safeguard digital content from technological obsolescence
and data loss.
8. Analytical and Reporting Tools: Analytical and reporting software provides libraries with
insights into usage statistics, collection management, user behavior, and other key
performance indicators. These tools assist librarians in making data-driven decisions related
to resource allocation, collection development, and user services improvement.
9. Content Management Systems (CMS): Content Management Systems are used by libraries
to create and manage their websites, blogs, and digital content. These platforms enable
librarians to update and organize website content, create online exhibits, and provide
information about library services and resources.
10. Communication and Collaboration Tools: Libraries utilize various communication and
collaboration software, such as email clients, instant messaging applications, project
management tools, and virtual meeting platforms, to facilitate internal communication
among library staff, coordinate workflows, and engage with library users.

Open Source and Proprietary Library Automation Software

Proprietary (Closed) Software

Proprietary software is distributed under a licensing agreement to authorized users with private
modification, copying and republishing restrictions. The cost of proprietary software will vary
from a few thousand to a few hundred thousand dollars, depending on the complexity of the system
required. This cost is made up of a base fee for software, integration and services and annual
licensing/support fees. This cost may be prohibitive for some; however what the user is paying for
is a more customized product from a trusted brand that includes higher levels of security and
functionality, continuous innovation, a greater ability to scale, ongoing training and support and a
lower requirement for technical skills. In order to support these elements and maintain high
availability websites, a mechanism must be in place to recoup the costs.

Proprietary software providers do not allow users to view or alter the source code. While this
may be viewed as a disadvantage to some, it ensures the security and reliability of the software.
Furthermore, many proprietary software providers customize software for specific users to
provide more flexibility while investing in R&D in order to regularly offer new products and
upgrades. Proprietary software is viewed as more secure because it is developed in a controlled
environment by a concentrated team with a common direction. Moreover, the source code may
be viewed and edited by this team alone, and is heavily audited, eliminating the risk of back door
Trojans and reducing the risk of any bugs or issues with the software.

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Open source software

Open source software has captured the attention of information technology users from across the
spectrum. Libraries have adopted open source software because it offers the promise of easily
adaptable library automation that are generally free or low cost. Price of the library software is
very high; most of the libraries are not in a position to buy high priced commercial software due
to severe budget constraints. Biswas et al. (2008) has mentioned various advantages of open source
like unrestricted use; free of cost; community involvement in development and maintenance of
software; competence compared to other commercial softwares; and the issues of copyright etc.
The obvious recognized reason for the organizations like libraries to choose open source software
for automation purposes is ‘no cost’. There is no restriction but everyone can use, study, modify
and distribute the open source software, regardless of a person’s position, wealth, social conditions
etc. The social aspect of the open source software is tremendous. The development and
maintenance of this type of software can be done with community-based activities. Anybody can
contribute the social group engaged in its development. Wrosch (2007) states, that Open source
software projects encourage innovation and collaboration of community members. Peer group
members are very much involved in these activities. It is also the reason in favour of open source
software as it is interoperable, customizable according to the needs and standards. The most
judicious reason in favour of the use of open source software is the legal aspect. The licenses are
committed to users’ freedom of use, modify and redistribution of the programme. According to
Kumar(2007), reasons for libraries choosing open source software includes:

i. Cost: Organisations like libraries are likely to choose open source software for
automation purposes because it is free. Price of library software’s are very high, most of
the libraries are not in a position to buy high priced proprietary software due to severe
budget cuts and lack of funds.
ii. Political aspects: Open source software allow everyone to use , study, modify and
distribute the software, regardless of a person’s status, wealth, social background etc.
iii. Economical aspects: Upfront costs of commercial software not included in the open
source software cost. With open source software, users get full version of the product, no
time limited trials. Commercial software require huge investment at the initial stage and
additional payment needs if the user wishes to update the software and users have no
ownership on the software, it only allows work with the application.
iv. Social aspects: Development and maintenance of open source software is a community
based activity; anybody can join and contribute the social group. Through this, open
source software projects encourage innovation and collaboration of community members.
v. Technical aspects: In the case of reliability and functions, it is proved that open source
software can compete their proprietary software rivals. In addition open source software
is interoperable, customizable according to the needs and

Open source upgrades are available freely and not tied to annual fees and upgrade costs (Wrosch,
2007). These products are attractive (Weber, 2006) and frequently developed with a Web 2.0
interface making them easier to use on the front and back ends (Goodman, 2010). Open source
software can be downloaded and tried in their entirety rather than depending on short vendor
provided demos with which the library staff may be left wondering if the product will provide all
that it advertised (Wrosch 2007).

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Libraries in Nigerian are not adequately funded enough to afford library software in the market,
this is in addition to the shrinking budgets due to the economic downturn of the last couple of
years. This leaves the library no choice but to adopt the open source software solution. Since its
origin in collaboration between individual volunteers, open source software has seen tremendous
success, both in terms of the commercial and technical strengths of the produced software. Open
source software has received much attention from developing countries for two reasons: the
software itself may be cheaper to use and support than proprietary software applications; and free
software may be a novel way for developing countries to leap-frog into the global information
economy. The advantages of free software are largely in the freedoms it provides, rather than its
cost. Still, it is usually the case that organisations are attracted to free software by its low cost
and then, with greater familiarity, appreciate its other benefits. Free software is not necessarily
free of charge. You can sell free software, but since you can’t stop your buyers from reselling or
giving it away at no charge, simple economics shows that any free software package is likely to
be available, somewhere, for a price of zero. This is the price for the software itself; of course
there is a cost to the CDs on which it is distributed, printed manuals or if you get everything off
the Internet, your communication costs. These costs are all very close to zero. Moreover, they
apply only once. After you have one copy of a free software package you can redistribute it
infinitely, thus the marginal cost is zero.

Assignment
Distinguish between proprietary Software and Open Source Software

Library Management Software

Library Management Software: Library Management Software (LMS) are largely used in house
keeping operations, like acquisition, cataloguing, circulation control(patrons who have borrowed,
books borrowed), serials control. An ILS usually comprises a relational database, software to
interact with that database, and two graphical user interfaces (one for patrons, one for staff).
Library management software include: Koha, Evergreen, NewgenLib. LIS systems are designed
to help libraries achieve the following:

ii. increase internal operational efficiency: This include the process of acquisition,
cataloging(copy cataloging), classification etc
iii. provide access to a library's collection: This is done through Online Public Access (OPAC)
iv. provide access to external resources: This is achieve through the use adoption of Union
Catalog

In addition a library management system is used to maintain library records and provides the
following answers to queries such as.
i. the number of books in the library,
ii. how many books are checked out

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iii. generate list of books in the library

iv. how many books have been returned or renewed
v. How many books are over-due
vi. List of patrons who have borrowed books
vii. Location of materials

ILSs are considered to be the central nervous system of library automation and typically include
several discrete but inter-related modules: Acquisitions (for ordering materials); Cataloguing (for
generating and managing MARC records); the OPAC (which users utilize to search the catalog);
Circulation; and Reserves. The systems are quite complex and bring together a wide variety of
records for use in a single transaction. For example, a patron checking out a book might use
authority records (the authorized headings that can be used for creating bibliographic
records), bibliographic records (i.e. author, series, title, subject headings fields), copy records (one
record for each copy of an item in circulation; copy number, location, etc.) and item records (e.g.
barcode number, call number, etc.). When a user checks out an item, the ILS links the patron record
with the item record, which will keep track of when it is due or past due, the status of the item, etc

Acquisition

Circulation

Bibliography
Book OPAC
Database
Database

Serial
Patron
Database

Reporting

Purpose of Integrated Library Systems

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Integrated Library systems range from simple inventory programs to complex, interconnected components.
An ILS usually has back end or Administrative functions for keeping track of internal operations. The other
half of the ILS includes retrieval components through a discovery layer which provides access to collections
and catalogs, and circulation. The major components of an ILS system are acquisitions, cataloguing, serials,
and the catalogue itself. Internal components may include reporting functions, and management of
interlibrary loan requests and reference queries.

1. Administrative (or Back End) ILS Operations

The back-end function manages the underlying processes, databases, and operations that
support the library's workflows, cataloging, circulation, acquisitions, and reporting.

a. ACQUISITIONS: Integrated Library Systems include components for acquisitions: ordering,

receipt, and forwarding of materials purchased on standing order or subscription. Materials may
include print monographs and serials and physical audiovisual materials, in addition to an ever-
growing array of digital materials. items. Reporting functions help keep track of costs, workflow,
and items that are late or lost.
b. SERIALS: Serials are those items that are received by the information center on a regular
pattern; daily, weekly, monthly, bi-monthly, quarterly, and even yearly. Serials are usually
numbered in a sequential manner and accumulate quickly. Serials include newspapers, magazines
and journals, reports, and monographs. They may be produced and distributed on paper,
microfilm, microfiche, and in electronic and digital forms. Serials may be reports, calendars,
catalogues, and even indices. Serials modules integrate acquisitions with a claiming system and a
retrieval or access system. The ILS streamlines the process from ordering to shelving and use.
The back-end system includes ordering, receiving, and claiming serials from publishers and
subscription servicers.
c. CATALOGUING: The cataloging system includes, or provides links to, all records pertaining
to each item. Archival collections, corporate records, audiovisual materials, scanned items, and,
of course, monographs are all cataloged and the records are entered. Catalogue records may be
MARC (Machine Readable Cataloging) or EAD (Encoded Archival Description) records;
Information professionals and researchers can then access the catalog and retrieve requested
information. Library management system facilitate copy cataloguing.
Copy Cataloguing
d. Copy cataloguing involves the adaptation of a pre-existing bibliographic record from
other bibliographic databases, to fit the characteristics of the item in hand with
modifications to correct obvious errors and minor adjustments to reflect locally accepted
catalogue practice. Copy cataloguing could also be described as the process of copying
bibliographic records from a source database(s) such as, Online Computer Library Center
(OCLC) WorldCat, and the National Library of Congress has increased librarians’
efficiency by eliminating duplication of effort. One library creates a bibliographic record
for an item such as a book and many other libraries can copy or migrate the data into their
local online catalogue, thus saving each individual library the work of cataloguing the
item and entering the data into the system. Copy cataloging is important for several
reasons:

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i. Efficiency and Time-saving: Copy cataloging saves significant time and effort for
librarians. Rather than creating a new cataloging record, they can utilize an already
established record, making the cataloging process faster and more efficient. This allows
librarians to focus on other essential tasks such as collection development, user services,
and information literacy.
ii. Consistency and Standardization: Copy cataloging ensures consistency and
standardization in cataloging practices. By importing cataloging records from trusted
sources or established databases, libraries can maintain uniformity in metadata, subject
headings, classification schemes, and other cataloging elements. Consistent cataloging
facilitates resource discovery and retrieval, providing a seamless user experience.
iii. Quality Control: Copy cataloging allows libraries to benefit from the expertise and efforts
of other institutions. By relying on cataloging records created by reputable libraries or
organizations, libraries can ensure high-quality cataloging data. These records have
already undergone quality control processes, including verification of bibliographic
information, subject analysis, and authority control.
iv. Resource Sharing and Interlibrary Loan (ILL): Copy cataloging supports resource sharing
and interlibrary loan services. When libraries borrow or lend materials through
interlibrary loan, having consistent and standardized cataloging records simplifies the
process. Copy cataloging enables quick and accurate identification of materials, making it
easier for libraries to locate and request items from other institutions.
v. Access to Bibliographic Metadata: Copy cataloging provides access to comprehensive
bibliographic metadata for library materials. By importing cataloging records, libraries
can ensure that their catalog includes rich and detailed information about each item,
including title, author, publication details, subject headings, summaries, and additional
notes. This metadata assists users in discovering and evaluating resources effectively.
vi. Collaboration and Collaboration: Copy cataloging promotes collaboration among
libraries and institutions. Libraries can share their cataloging expertise and resources by
contributing cataloging records to shared databases or consortial networks. This
collaborative approach allows libraries to benefit from the collective knowledge and
efforts of the library community, fostering resource sharing and cooperative cataloging
initiatives.

2. Front-end of ILS
In a Library Management System (LMS), the front-end and back-end functions refer to
different aspects of the system's operations.

e. ONLINE PUBLIC ACCESS CATALOGS or OPACs: The OPAC contains records of all
the holdings of an institution. They are traditionally accessible through author, title,
subject, and call number queries, as well as keyword or natural language queries. Some
OPACs have a browse function that is visible once a query is made. The browse function
is most commonly used for searching subject headings and authors.
f. CIRCULATION, LOANS, and USE: Circulation modules are integral for keeping track
of resources within information centers and cultural institutions. Traditional circulation
operations and programs include patron records; location of the item (which is
traditionally in the catalog module); use records that connect catalogue records of items

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that are borrowed with the borrower or patron; requests for returns of circulating items;
sending overdue notices; tracking requests to borrow or renew items; and interlibrary
loan of physical materials or duplication and scanning requests. Many circulation systems
include internal circulation records for items that are used in-house in special collections,
museum collections, and archives, removed from shelves but not from the room or
building; requests and downloads of digital and electronic resources; and for exhibition or
display. Some institutions will use the internal circulation system to indicate when
materials are temporarily off the shelf for preservation, digitization, repair, or binding.

Here are some key characteristics of the front-end function:

a. User Interface: The front-end presents an intuitive and user-friendly interface that allows
users to interact with the LMS. This includes accessing the library catalog, searching for
resources, viewing account information, and managing personal preferences.
b. Search and Discovery: The front-end provides search capabilities to library users, enabling
them to explore and discover library materials. It typically offers advanced search options,
filters, and sorting features to help users find specific resources based on their needs.
c. Patron Services: The front-end supports various patron services, such as user account
management, including registration, login, and password management. It also allows
patrons to place holds or requests on items, renew materials, view borrowing history, and
pay fines.
d. Self-Service Options: Front-end functionalities often include self-service options that
empower library users to perform certain tasks independently. This may include self-
checkout stations, online reservations, document delivery requests, or accessing digital
resources remotely.
e. Notifications and Communication: The front-end of an LMS facilitates communication
between the library and its users. It allows users to receive notifications about due dates,
holds, overdue items, or library events. It may also enable users to communicate with
library staff through messaging features or online support.

Exercise

1. Discuss how Library Management System has impacted the Management of Library

2. Distinguish between the front-end function and back-end function of a Library

Management Systems

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Retrospective Conversion for Library Management System

Retrospective conversion is the process of converting existing card catalogs or other non-electronic
cataloging systems into machine-readable formats. It involves retrospectively creating electronic
cataloging records for library materials that were previously only available in a non-digital form.
The need for retrospective conversion arises when libraries transition from manual cataloging
systems, such as card catalogs or printed bibliographies, to computerized library management
systems or online catalogs (e.g., Integrated Library Systems or Library Management Systems).
Retrospective conversion allows libraries to integrate their legacy cataloging records into the new
electronic system, making the catalog more accessible, searchable, and efficient.

Retrospective conversion offers several benefits to libraries. It allows for the consolidation of
cataloging data into a single, searchable system, enabling efficient resource discovery and
retrieval. It enhances the usability of the catalog, enabling users to access a comprehensive
collection of materials, including both newly acquired and existing items. Additionally,
retrospective conversion streamlines cataloging workflows, reduces manual effort, and facilitates
more accurate and consistent metadata management.

Retrospective conversion includes the following steps:

a. Inventory and Assessment: Libraries assess their existing cataloging holdings and
determine the scope and extent of the retrospective conversion project.
b. Record Extraction: Bibliographic information from the manual catalog cards is extracted
and transcribed into electronic records.
c. Data Entry and Editing: The extracted information is entered into a computerized
cataloging system, and any necessary editing or formatting is performed to ensure
consistency and adherence to cataloging standards.
d. Authority Control and Enrichment: The converted records may undergo authority control
processes to ensure accurate and standardized access points, such as consistent subject
headings and controlled vocabulary.
e. Metadata Enhancement: Libraries may enrich the converted records by adding additional
metadata elements, such as summaries, table of contents, or enhanced subject indexing, to
enhance discoverability and user experience.
f. Quality Control: The converted records undergo thorough quality control checks to ensure
accuracy, completeness, and adherence to cataloging standards. g. Migration and
Integration: The converted records are integrated into the library's electronic cataloging
system, making them accessible alongside newly created digital records.

However, it's important to note that retrospective conversion is a complex and time-consuming
process that requires skilled catalogers and appropriate resources. Libraries must carefully plan
and allocate resources to ensure the successful completion of the conversion project.

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Digitization of Non-Digital Materials

Digitization involves the process of making non-digitally created materials available in digital
format. Digitization refers to all of the steps involved in the process of making collections of
materials available in digital format. Digitization as the process of making an electronic version
of a 'real world' object or event, enabling the object to be stored, displayed and manipulated on a
computer, and disseminated over networks and/or the World Wide Web. The physical or analogue
object is 'captured' by some device such as a scanner, digital camera or recorder, which converts
the analogue features of the object to numerical values, enabling them to be 'read' electronically.
In other words, the digital object can only be a version of the real. The digitization process involves
selection of collection/materials based on the collection development policy of the institutions,
scanning material, transcribing, creating markup and index, creating metadata, quality control by
subject specialist, processing images, uploading to the web, preservation and maintaining archival
media and online collections.

Throughout the digitization process, libraries must consider copyright and intellectual property
rights to ensure compliance and obtain necessary permissions for materials that are protected. They
may also involve collaboration with external partners, digitization vendors, or crowdsourcing
initiatives to expand their digitization capabilities and reach.

Digitization in libraries enables broader access to rare and unique materials, preservation of fragile
or deteriorating items, and the creation of digital collections that support research, education, and
cultural heritage preservation.

Hardware Systems Requirements for Digitization

In order to digitized information materials special equipment and software are required, some of
which includes:

i. Computers. The configuration of computer hardware and the structure of software are
constantly changing, to cope with the changing needs of the time. Fortunately, the
computers in the market currently are fast enough to handle almost any scanning and other
digitization tasks. The minimum configuration of for computer hardware needed for
digitization project is as follows:
o Core I3
o 4GB RAM
o Large hard drive (1TB+ Gigabytes)
o Large Storage Device
o Flat Large Monitor (17 inch or larger) and 128 MB Video Card or better

While discussing specification of computers it is importance to bear in mind the Moore’s

Law. Which is a computing term which originated around 1970; the simplified version of
this law states that processor speeds, or overall processing power for computers will
double every two years.

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ii. Flatbed scanner vary widely by model and manufacturer. Like computers, many basic
scanners available in the market have enough quality to do scanning for digitization
exercise. A large bed scanner (13 x 17 is a normal size) is desirable for digitizing large
special collections materials. Look for a scanner with a minimum of 600 dpi optical
resolution as opposed to interpolated resolution.
iii. Book Scanner: A book scanning machine is an equipment specifically designed for bound
book scanning. Usually, this overhead book scanner features a high-quality linear camera
and a high-end lighting system. The book scanning device can be manual or fully automatic.
A manual book scanner means the operator manually flips pages and captures each scan. An
automatic book scanner flips page automatically and also captures each scan the same way.
It means less involvement for the operator. A book scanning machine is use it to scan a book
without damaging it. The resolution of the book or textbook scanner needs to be at least
300dpi. The book scanning software to provide all the features for high-quality digitization
of bound books. It should provide book scanning to PDF, TIFF, Jpeg or other image files.

iii. Digital Cameras. Digital camera is used to take snapshot of special documents or objects
that cannot be scanned to be saved in an appropriate file format for easy access and
storage especially in computer systems, databases and other network system platforms.
Digital cameras with high resolution above 7.1 mega pixels

Digital Repository Software

In order to fulfill the Library's mandate to collect, preserve and make accessible the scholarly and
professional literature irrespective of format, digital repositories application software was develop.
Theses software serves as an online solution for collecting, preserving, and disseminating the
scholarship of universities, colleges, and other research institutions. The repository software serve
as a platform for libraries to publish and showcase the entire breadth of an institution's scholarship
including articles, books, theses, dissertations, journals, video, audio, and other multimedia.
Digital Repository Software include: Dspace (www.dspace.org); Digital Common
(https://www.bepress.com/products/digital-commons/ ); Eprint (http://www.eprints.org/uk/);
Fedora (http://fedorarepository.org/ )

The primary records keeping functions of a digital repository software must include capturing
digital objects, adding their metadata, categorizing, locating, and identifying and controlling
record disposition requirements, including management of the storage, retrieval, and disposition
of the records; regardless of the repository.

Software for E-book Management

There are plenty of e-books available in the internet. With e-book there is no need of physical
space and hence the problem of shelving or re-shelving doesn't arise. E-books cannot be damaged
or mutilated; stock taking or missing will not be a problem. The most important advantage is that,
the same book can be used by many at a time. If the ebooks are made available through library the
portal, users need not have to visit the library to access books. People usually store their e-books
as files in computer or storage devices. When, the collection of books grows, retrieval and

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classification becomes a nightmare. Hence an application which can be used for managing the e-
book collection is paramount. Important among them are eBook Library Software, KooBits, Blio,
Alpha eBooks Manager, All My Books, Calibre, GutenPy. These applications are used to create
cataloge, read e-book etc.

Criteria for selection of Library Application software

When selecting a library application software, it is crucial to consider various criteria to ensure
that the chosen solution meets the specific needs and requirements of the library. The following
are some of the criteria for consideration before the selection for any library application software;
i. Need assessment of the library and the need of the community the library is meant to
serve.
ii. Functionality: Evaluate the features and functionalities offered by the software.
Consider whether it provides comprehensive cataloging and classification
capabilities, circulation management, digital resource management, interlibrary loan
support, reporting and analytics, patron self-service options, and any other
functionalities essential for your library's operations
iii. Scalability: Assess the scalability of the software to accommodate the library's growth
and changing needs over time. Consider factors such as the maximum number of
users, the ability to handle a growing collection, and the software's capacity to
support additional branches or locations if applicable.
iv. Integration: Determine the software's compatibility and integration capabilities with
existing systems and technologies used by the library. Ensure that it can seamlessly
integrate with the library's integrated library system (ILS), discovery platforms,
authentication systems, and other relevant software solutions to ensure smooth data
flow and streamline workflows.
v. Ease of Use: User-friendliness is essential for both library staff and patrons. The
software should have an intuitive and user-friendly interface that requires minimal
training to navigate and operate. Conduct demos or trials to assess the software's
usability and gather feedback from potential end-users.
vi. Technical Support and Updates: Evaluate the level of technical support provided by
the software vendor. Determine the availability and responsiveness of their support
team, the channels through which support is provided (e.g., email, phone, live chat),
and whether they offer ongoing software updates, bug fixes, and feature
enhancements.
vii. Data Security and Privacy: Consider the software's security measures to protect
sensitive patron information, transaction data, and other library records. Ensure that
the software complies with relevant data protection regulations and standards. Inquire
about encryption protocols, data backup processes, and access controls to safeguard
data integrity and privacy.
viii. Cost and Value for Money: Assess the software's pricing structure and licensing
options to determine if it aligns with the library's budget and financial resources.
Consider not only the initial implementation costs but also ongoing maintenance fees,
support charges, and any additional expenses associated with the software. Compare
the features, functionalities, and long-term benefits of different software solutions to
ensure value for money.

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ix. Vendor Reputation and Experience: Research the reputation and track record of the
software vendor. Consider their experience in the library industry, client testimonials,
customer reviews, and references from other libraries using their software. A reliable
vendor with a strong reputation increases the likelihood of a successful
implementation and ongoing support.
x. Future Development and Roadmap: Inquire about the software vendor's future
development plans and product roadmap. Ensure that they are committed to
continuous improvement, innovation, and keeping pace with emerging technologies
and trends in the library field. A vendor that invests in the software's development
and regularly releases updates demonstrates their dedication to meeting evolving
library needs.

Exercises

Identify the main features of Library Management Software and digital repository applications

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