Library Automation and Housekeeping Operations

December 31, 2024

Library Software is essential part of every Library.In this Modern era how can a librarian think of running a library without implementing Library Software.It helps in productivity and efficiency of work.The Library collections grows with the time and difficult to manage manually.So Library software is required to help users find the required documents on time.User especially those who are researchers are very busy and if visits library and not able to find then he is not going to visit again.Library Software helps in all sections of library to keep it update.Almost all Library Software have the same modules which help the librarian and user to retrieve information.

Modules of Library Automation Software :

1.Acquisition –

The Acquisition modules deal with selection and ordering of library materials.It also provides bills for payment and helps in analysis of budget.The following functions mentioned below :

Initiate Titles for ordering- Users request for ordering the Titles of documents to Librarian.Then Librarian checks for the recommended title that how many copies are that are available in the library.If it is available ,then there is no need to renter data for additional copies.
Approval Process - Librarian have to generate list of each title for approval and how many copies approved.Budget analysis done at the time of approval.
Placing Order - After approval of management, the order is placed.The print order can be generated through this module or can be sent online through email.Amendment or Cancellation of order can be done through this module.
Receiving - Now you can record the details of items received.
Invoice Processing - Generate invoice for the order of received materials.Now you can change unit price, discount, exchange rates if any foreign material is procured.Accession number is generated. You are kept updated of order status, Titles ordered,Received and accessioned.You can update your funds.
Payments Requisition - Generate requisition for account section, for making payment to vendor.
Order Follow Up - For left titles or entire order reminder is done.
Reports - Generate reports for purchase order, budget analysis, list of titles ordered,list of new arrivals, etc.

Cataloguing system :

Maintaining In Process File - This lists titles entered through Acquisition system but yet to be catalogued.
catalogued Production - Bibliographic data may be imported or entered.Bibliographic data can be updated for various materials.Data entered directly also not coming from Acquisition system.Editing features or downloading facility of data.
Catalogue maintenance -data removal.
Thesaurus construction- for generating keywords
Bar code Printing - Facilities to generate bar codes
Authority Files - for the authors, publishers, subject headings and keyword
Holding Summary and Updates-
Catalogue Cards- print catalogue cards
Spine Slips - Print class number.

Circulation Section -

Issue and Return - issue,renewal,return,reserve,hold of documents.Use of barcode and RFID facility.
Membership Records Keeping - Membership updates done.Generate ID card with barcode.Issue of duplicate card.
Over due and Follow up reminders - Generate over due reminders.
Stock Verification - Generates list of collection of library.
Transaction Log - maintains a record of the transactions on daily basis.