Automation of Technical Section in B G S Institute of Technology Central Library with the Help of Ne

IDL - International Digital Library Of Education & Research Volume 1, Issue 2, Mar 2017

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Automation of Technical Section in B G S Institute of Technology Central Library with the Help of NewGenLib Commercial Version 3.1.2: A Study Dr. K.N. Shivakumaraswamy Chief Librarian B G S Institute of Technology B G Nagara, Nagamangala (Tq) Mandya (Dist) – 571448 E-mail: bgsitlibrarian@gmail.com

Dr. Narendra B.K. Principal B G S Institute of Technology B G Nagara, Nagamangala (Tq) Mandya (Dist) – 571448 E-mail: principalbgsit@rediffmail.com

Abstract: Technical section is a main

and accession number on the date label

subsystem of library automation. Libraries

along with the call number and copy

have using latest technologies in engineering

number. B G S Institute of Technology

college libraries, In technical services,

central library started the automation from

cooperative acquisition, joint cataloguing

technical

and

union

development with the help of NewGenLib

catalogues are aspects that are shared. We

3.1.2. It is very user friendly library

are using 22nd edition Dewey Decimal

automation management software.

classification,

and

shared

Classification (DDC) for assigning call number for the book with the help of DDC

processing

database

Keywords: Technical Section, Functions, Sub-System, B G S Institute of Technology,

in our central library. Pasting the spine and date labels in the book and noting the call

and

Central

Library,

NewGenLib 3.1.2.

number and copy number on the spine label IDL - International Digital Library

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geographic areas, uniform titles and

1. Introduction:

so on are consistently entered.

Technical section in B G S I T In addition to the above-

central library has several features which are important for the user to understand in order

mentioned

tasks,

make effective use of the functionalities in

processing

processing various types of documentary

system could include the attachment

materials (Books, Serials, Theses, etc.), new

of digital content such as full text of

forms such as CD-ROMs, Web pages,

document, audio clip, image, etc.

Audio and Video materials.

similarly, it is possible to provide

in

a

technical

computer-based

one or more links to web-based By technical processing is meant: 



resources via URLs. The users who

The creation of metadata records for

searches the online public access

information objects (Books, Serials,

catalogue (OPAC) then has access

CD-ROMs, etc.),

not only to metadata but also to digital content as well as other

The classification of the materials

related web resources, NewGenLib

using one or other standard scheme

has these capabilities.

of classification such as Dewey



Decimal Classification (DDC).

2.

The subject indexing of the materials

Technical Processing Module

using the library of congress subject

Capabilities



headings (LCSH) or similar list of

compliant.

In

other

words, records can be entered and

NewGenLib uses the LCSH. 

NewGenLib

All metadata (catalogue) records are MARK-21

subject headings, by the default

of

viewed

as

MARK-21formatted

The use of authority files to ensure

records

that names of persons, institutions,

cataloguing template used to enter

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irrespective

of

the

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International e-Journal For Education And Research-2017

data.

We

recommend

that

the

searching for the record whose as an

MARK-2R standard to be followed

ISO-2709 file which is then imported

for main entry and other entries,

into

although in a computer-based system

template.

the difference between main entry



or

other

NewGenLib

A library could configure its own

and other entries is dimmed as all

MARC-21 data sources and use

approaches

these to import catalogue data. The

to

searching

the

catalogue are possible.

only stipulation is that the source

It is possible to describe information

must allow the export of their

objects at three levels of detail:

MARC-21 catalogue records in the

minimal, mid-level and the full level

ISO-2709 format. This will allow

permitted by the MARC-21 standard.

any library that uses NewGenLib to

The templates are simple template

download

for minimal level cataloguing of

NewGenLib library that has its

monographs, the general template

OPAC on the web.

which allows a mid-level of detail in





one



data

from

another

All types of materials supported by

description for all types of materials,

MARC-21

and the MARC-21 template which

described. This includes newer forms

allows full MARC cataloguing.

such as web pages, audio files,

Copy Cataloguing, i.e., downloading

projected media, computer files, etc.

of

catalogue

record

data

from



are

possible

to

be

IT is possible to create records for

authoritative MARC-21 data sources

chapters in books, articles in serials

such as the library of Congress

and conference papers .All such

(LOC) is possible. This is achieves

analytical entries are logically linked

by connecting to the LOC catalog

to the host item (monograph, serial,

search page, http://catalog,loc.gov.,

etc.). In other words, if several

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

chapters of a book are required to be

records are integrated with the other

described, there will be only one

metadata and become searchable via

metadata records of the different

the OPAC. The digital content of

chapters.

these records are also accessible to

Metadata records could have one or

OPAC users.

more digital attachments, e.g., full



Similarly, it is possible for a library

text of documents, images, etc., such

to harvest metadata from other OAI-

attachments become accessible via

PMH

the OPAC.

records

The

character

encoding

used

internally by NewGenLib

is

Unicode and UTF-8. This allows





archives. become

Such

harvested

part

of

the

NewGenLib database and therefore searchable via the OPAC. 

Records specifically added to the

data entry, storage and retrieval in

open archive are also harvestable by

non –Roman script languages. This

other

is accomplished by using virtual

centers using simple http commands.

keyboards for non-Roman script

In other words a library using simple

languages.

http commands. In other words a

IT is possible for libraries to create

library using NewGenLib could act

digital archives of their institution’s

both as data provider as well as a

contribution (e.g., faculty papers,

service provider in the open Access

theses, preprints of articles, chapters

movement

in books).The metadata of these

libraries

and

information

3. Background of studies

records are possible to be harvested using the OAI-PMH Protocol (Open Access

Initiative

for

Metadata

There are quite a few references on this topic which are presented here systematically.

Harvesting). In NewGenLib all such

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Geddes (1967) attempts to answer

sufficient amount of staff available to

the question, how can the gap between needs

implement automation, as well as examples

of library users and resources of libraries be

of the barriers college libraries are facing in

closed co-operative efforts which result in

India. Khor & et.al (2015) discuss these

centralization of processing and sharing of

issues of concept is used to verify the

resources has been one answer. The study

performance of integration between different

shows how data processing solved the

detection technologies including barcode,

problem of increased service demands in the

high

library

frequency

system,

where

business-type

frequency

(HF)

(UHF)

and radio

ultra

high

frequency

functions have been automated within the

identification (RFID) as well as Integrated

library and discussed. Werking (1991)

Library Management Utility (ILMU) and

examine library automation in the Bowdoin

Koha

List group of liberal arts colleges. The study

technology and the proprietary library

obtained information about, automation

system have been used in many libraries.

modules in place and when they had been

The current study proves that the integration

installed, financing of automation and its

of the UHF RFID technology and the Koha

impacts on the library budgets; and library

open-source ILS, which is named as Total

directors' views on library automation and

Open-Source Library Automation Solution,

the nature of the college library. Bansode &

can be a novel solution and can serve as a

Periera (2008) focuses on research about

guide for other libraries. In the current phase

the

libraries,

of library data management system, it is

particular attention is given to the status of

common to integrate various technologies in

library automation in college libraries in this

improving the efficiency of the library

section of India. Topics include how many

system. Bachhav (2016) examine the status

libraries have undergone automation, which

of library automation and major constraints

areas are automated, whether there exists a

faced by libraries while automating. The

automation

of

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ILSs.

Author

says

HF

RFID

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study found that college libraries are still in the state of infancy with

regard to

5. Sub-Systems Technical Section

of

Automated

automation and all of the libraries use local

1) Primary Catalogue

commercial software for automation. The

2) Search Catalogue

study concludes with recommendations that

3) Import Catalogue Records

would enhance and ensure effective and

4) From Acquisition

efficient use of the ICTs (Information and

5) From Serial Management

communication

6) Utilities

Technology)

enabling

libraries to provide their clients better

5.1. Primary Catalogue

service.

As a general rule, it is advisable to resort to

4. Objectives of the Study

copy cataloguing using an authoritative

The main research objectives are:

MARK-21 data source such as the LOC.

1) To study the functions of the

connected to the internet either directly or

technical section.

2) To

know

the

This will require that the catalogues PC is

sub-systems

of

technical section.

via his institution. Copy cataloguing ensures that record in the libraries database are complete,

3) To find out the how to work technical section.

accurate

and

consistent

(especially if the authority file of the data source is also used). However, some items

the

that the library wishes to catalogue may not

NewGenLib 3.1.2., technical section.

be available in the database of the MARC

4) To

know

the

how

useful

data source. In such a case, the library will 5) To find out the any difficulties in the module of technical section.

have to resort to primary or original cataloguing, i.e., entering the data directly into one or other NewGenLib template. In

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what follows how to do primary or original

General template is described.

cataloguing using Simple Template and

Fig.1. Simple & General Template of Primary Catalogue

5.1.1. Primary Catalogue with Simple Template The simple template is useful when a

Also,

this

template

is

used

by

cataloguers who are not trained in using MARK-21

cataloguing.

created

using

However

minimal level of cataloguing is resorted

records

the

simple

to this template is mainly for the

template will still be stored as MARK-

cataloguing of monographs and should

21 records.

not be used for other material types.

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Fig.2. Simple Template Primary Catalogue To use the simple template, click

template. Click simple template, soon

technical processing in the main menu

you will be shown the master details tab

bar and place your cursor on the primary

of the simple template. This tab is

cataloguing menu option. You will see

common to all template and is shown in

three

the figure below.

general

sub-options: template

simple and

template, MARK-21

5.1.2. Simple Template Primary Catalogue Mode-Bibliographic Details

conference

document

is

being

catalogued and it is known that the full text of the conference paper are available

The electronic location text field

at a particular web site, the URL of this

allows a cataloguer to enter details of an

web site can be entered in this field. The

associated electronic location of the item

electronic location details of an imported

being catalogued. For instance, if a

MARK-21 record are automatically populated in this field.

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Fig.3.Simple Template Primary Catalogue Mode-Bibliographic Details

5.2. Search Catalogue

public access catalogue (OPAC). The search

Important option under the technical

the catalogue database (and in the file

processing module is the search catalogue

process also search one or more authority

function. This is the librarians search

files) click the search catalogue option under

interface and complements the search

the technical processing main menu. You

functionality that is available in the online

will see the screen shown below.

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Fig.4.Searching result

5.2.1.

Search

Catalogue

–

Information of the Record

record in the views tab of the search page.

This is shown below.

Finally to execute the search, click

Only brief details are shown in the search results page. Click the view details

the search button you will soon see the search

results

page

shown

below.

button to see different views of the retrieved

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Fig.5. Search Catalogue – Information of the Record The text format (Full) display is shown

of Congress (LOC). National Agricultural

above. Other views are possible to be seen

library etc. in fact the library can configure

by clicking the tabs for these. The view may

one or more MARC data sources from

be saved by clicking the save button. The

where they plan to import catalogue records.

save file dialog appears in which you can

The only requirement is that the source must

enter a file name into which the view is

export their MARK-21 data in ISO-2709

saved.

format.

The copy cataloguing function in

5.3. Import Catalogue Records An important feature of NewGenLib

invoked by clicking the import catalogue

the

records menu option. The screen shown

possibility to import into one or other

below opens when this option is clicked. A

template, cataloguing data directly from a

drop down box shows all the data sources

MARK-21 data source such as the Library

configured with one of the made as the

technical

processing

module

is

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.

Fig.6. Import ISO 2709 Formatted MARK Record

5.3.1. How to Work with Import

MARK data source and click the go

Catalogue Records Screen

button. This will take you to the search page of the data source on the

To import a catalogue record directly

wed, for instance, if you chose LOC

into one of the catalogue templates simple,

as the data source, you will be

general or MARK-21 proceed as follows:

directed to the home page of the site,





Select the MARK-21 data source

http://catalog.loc.gov. Click the basic

from the drop down box labeled

search link to see the screen below

.

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Fig.7. LOC Screen Shot 

You can see the many search options

hyperlinked

are possible to be used, chose any of

display table.

these 



in

the

results

You can new verify if indeed the

Enter the appropriate text in the

item you wish to catalogue is the

search text box for the item you plan

same as the one on display.

to catalogue and click the being



search button or press the enter key. 

title

If this is the case, scroll down the page and you will see the LOC

You will soon see a table of results

catalogues download dialog show

to see fuller details, click the

below.

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Fig.8. LOC Catalog’s Download 



Select the MARK-21/UTF-8 as

ISO-2709 record and you will

the download format and click

see that the long string is

the save button

highlighted. 

You will now see a long string of characters on your monitor. This

then press the C key on your

is

keyboard. This will copy the

the

MARK-21

catalogue

ISO-2709

record in ISO-2709 format. 

Now hold down the Ctrl key and

into

the

clipboard.

Now hold down the Ctrl key and 

then press the A key on your

Return to the NewGenLib import catalogue record screen and now

keyboard, this will select the IDL - International Digital Library

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

click the import button. This will import the record into the text

first button, view, when clicked

area labeled ISO-2709 formatted

will show you the imported

MARK record. You will also see

record as a MARK-21 records.

brief details of the import record



in the table labeled Records.

Next to the view button is an icon for edit, click this and soon

You may also click the paste icon

you will see an embedded

and the data stored in the

window (shown below) asking

clipboard is copied to the text

you to choose a template in

area. 

In the bottom of the screen the

which to edit the imported

You are now ready to use the

records

imported record in any one of the templates of NewGenLib. 

.

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Fig.9. Dialog to Choose a Cataloguing Template

5.4. From Acquisition: Option in Technical Processing

The screen below shows the main menu

technical processing related tasks using

option that are available in this module.

these functions are explained in detail in

Each of this menu options and sub-options,

what

follows.

their purpose and how to accomplish IDL - International Digital Library

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Fig.10. Option in Technical Processing

5.5.1. Items Ready for Technical

processing are accessed by clicking the

Processing

menu option, Items ready for technical

Items acquired via the acquisitions module

and

are

ready

for

technical

processing. You will see the data entry screen shown below when you click this menu option.

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Fig.11. Items Ready for Technical Processing other library services and directing library

8. Conclusion

automation This study is a novel approach in the field of library and information science in India.

There

automation

are of

few

of

technical

studies

on

section

in

engineering college libraries in India. The study reveals that that, responsible technical section work involving the supervision of library technical services. Work involves the responsibility for supervising the library’s technical services staff, coordinating with

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activities.

Work

include

providing reference and user’s service work, special projects, database management, and training staff. Technology has continue on library operations and services, the trends in technology will certainly find their way into large academic libraries in India, set up.

Because, the libraries must satisfy the expectations of their end users to sustain their goal, objective and existence in present techno-oriented world.it is essential for

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modern library automation system to take

UHF RFID proof of concept (POC) with

advantage of the connectivity that networks

open-source

provide the interaction between the user and

Malaysia (USM) Libraries. Program, 49(2),

the

135-150.

library

are

becoming

computer-

mediated. Automation of technical section is very important task in engineering college libraries, time saving, and many more

ILS

at

University

Sains

Werking, R. H. (1991). Automation in college libraries. College

& Research

Libraries, 52(2), 117-123.

functions are done through NewGenLib Library Management software Commercial Version 3.1.2.

7. References Bachhav (2016). Automation of College Libraries in Maharashtra: A Survey of Nasik District College Libraries. SRELS Journal of Information Management, 53(3), 243-247.

Bansode, S. Y., & Periera, S. (2008). A Survey of Library Automation in College Libraries in Goa State, India. Library Philosophy & Practice, 1-7.

Geddes, A. (1967). Library automation: an essential of service. ALA Bulletin, 61(6), 642-646.

Khor, J., Ismail, W., Rashid, M. M., Ismail, A. W., Omar, M. Q., & Zanal, F. M. (2015).

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