Page 35 - DLIS007_LIBRARY AUTOMATION

Library Automation

Notes Suggestion, recommendations and selection of library collection:
Duplication checking, library holding checking.
A vender selection.

Preparation of order, cancellations of order lists with terms and conditions of the
supply. Checking of overdue orders.
Record of items on order.

Record of received and non-received items and receipt to the vender.
Items verification with order file and invoice.
Inspection of items by the concerned department.
Prepare for payment after accessioning.

Prepare budget and maintain accounts and statistics subject wise etc.
Final report. Items, subjects wise, chronologically, booksellers report etc.
Creation of bibliographic databases has become one of the essential and key activities of
library automation. The search process on a computerized database has many advantages
over search from a catalogue by manual methods in term of speed, and accuracy. Any
library or information can create first a set of machine readable records of its holdings,
based on a structured format, or using a database package like the CDS/ISIS.
2. Data Entry: Database is required for each:

Books
Clients/members
Serials
Audio-visual

CD-ROMs, Floppies
Gifted items
Maps, Reports etc.
3. Classification and Cataloguing: Cataloguing includes the job of describing, recording
and displaying details of the holdings of the library. Computers are used to aid in the
production, maintenance and updating of catalogues. The quality of the catalogue depends
ultimately on the cataloguer. In other words, initial input data is still the cataloguer’s
work.
Bibliographic details are gathered from relevant sources or from the acquisitions system.
Usually there is one main or master file for the holdings of the library, and a temporary
file for cumulating the additional records, because printing the master file is done only
once in a while.
After initial input of the records, the computer can perform simple tests on the record
structure, and errors can be located and checked. Again, if a basic record structure of a
package format as that of the CDS/ISIS is used, entry of data becomes a very simple
process. The computer can be asked to generate added entries, if required, which can later
be sorted into the main file. Separate listings for authors, subject and key points of access
can be created. A postings file and an inverted index help the computer search and display
record relevant to a specific query. It thus, includes:

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