Page 179 - DLIS007_LIBRARY AUTOMATION

Library Automation

Notes The procedures to be followed can be described systematically;
Circulation can be separated from other library operations;
The bibliographic information used in such systems need not be extensive; and

Information may be captured in a variety of ways.
The broad groups of activities necessary to manage automated circulation are discussed in the
following sections.

9.6.1 Membership Management

This sub-module is basically meant to create and update membership records in a library. The
work of this sub-module starts with the creation of master database, which contains details
about member categories, institutes, departments, courses/designations and so on. Member
enrolment and generation of outputs follow this step.

Master Database Creation and Maintenance Facility

It includes the creation of various master files necessary for membership management in particular
and circulation management in general. The tasks of this subgroup are:

Category and Privileges Determination: This will enable to assign category code, duration,
membership charges if any, and to determine various privileges associated with the
respective membership categories. The privileges include types of borrowing items, their
issue and reserve periods along with overdue charges.

Institute File Creation: It enables to create a master file of institutions by entering institute
code, name of the institute and address.
Departments/Divisions File Creation: It allows adding a department under institute by
entering department code and its name, address etc. Some packages also allow creating
course/designation master file under each department. This option is particularly helpful
for academic libraries.
Calendar: It is meant for developing library calendar by entering list of holidays as per
the calendar of events of the parent institute. It helps to automatically shift the date of
return on a working day, if it falls on a closed holiday. This will also take care of calculating
overdue charges accordingly.

Member Enrolment Facility: This facility is meant to create and update membership records
in a library. It includes:
New Membership Record Creation: It is to enrol members to the library by entering
members personal information viz. last name, first name and middle name, type of
membership (selected from master database), membership status, category of
member, name of department/division, institute and course (if applicable) and
contact number, address etc. Membership code may be generated automatically or
entered manually into the database. Member ID will be used at various places like
identity card, reminder and document transactions.

Modification of Membership Record: It is required for editing or updating a member’s
record using members ID or code.

Deletion of Membership: This facility will enable the library staff to delete membership
either group wise or single at the end of membership period. This step requires the
clearance of all dues for each individual member of the group.

174 LOVELY PROFESSIONAL UNIVERSITY