IDL - International Digital Library Of Education & Research Volume 1, Issue 2, Mar 2017
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International e-Journal For Education And Research-2017
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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IDL - International Digital Library Of Education & Research Volume 1, Issue 2, Mar 2017
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International e-Journal For Education And Research-2017
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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IDL - International Digital Library Of Education & Research Volume 1, Issue 2, Mar 2017
Available at: www.dbpublications.org
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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IDL - International Digital Library Of Education & Research Volume 1, Issue 2, Mar 2017
Available at: www.dbpublications.org
International e-Journal For Education And Research-2017
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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IDL - International Digital Library Of Education & Research Volume 1, Issue 2, Mar 2017
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International e-Journal For Education And Research-2017
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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International e-Journal For Education And Research-2017
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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IDL - International Digital Library Of Education & Research Volume 1, Issue 2, Mar 2017
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International e-Journal For Education And Research-2017
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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International e-Journal For Education And Research-2017
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
IDL - International Digital Library
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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International e-Journal For Education And Research-2017
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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