A STUDY ON APPLICATION OF INFORMATION TECHNOLOGY IN LIBRARY ACTIVITIES AND SERVICES ABSTRACT

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1 Airo International research Journal October, 2015 Volume VI, ISSN: A STUDY ON APPLICATION OF INFORMATION TECHNOLOGY IN LIBRARY Sunil Kumar Ojha Dr. Ashwini Tiwari Research Scholar I/c, HOD, Department of LIS Dr.K.N.Modi University, Newai, Tonks, MDS University, Ajmer, Rajasthan Rajasthan. ABSTRACT The emergence of information technology has created greater opportunities in the libraries in the 21st century. The users demands are forcing the application of new technologies, new modes of access to knowledge resources and newtechniques of knowledge search etc. in the libraries. The professional librariansneed to enrich their knowledge with updated information on the pattern andworking of different types of library collection and services with utilization ofmodern IT tools. KEYWORDS: Library, Information Technology, Services INTRODUCTION The Internet and Web-based technologies have made it possible for libraries to provide access to their catalogues on the local intranets, extranets and sometimes via the Internet. This arrangement, especially when the OPAC is available on the Internet, makes it possible for library users to access the

2 facilities from anywhere in the world and for 24hrs a day, 7 days a week. This is possible because most library software systems now include Web-based interfaces to OPACs, as opposed to telnet-based access systems. Library users also find it easier to learn and use the OPACs from different library systems since they only have to know how to use one universal access client, the Web browser. In the manual library environment, libraries contributed library catalogue cards to a central union catalogue, which could only be accessed by visiting the library or institution where it was hosted. Later, the use of computers made it easier for libraries to create and share bibliographic records in digital format. However, early automated library systems were generally incompatible and made it impossible to interconnect library online catalogues because of different system designs, use of proprietary hardware and software, database structures, command languages, search engines, and communication standards or protocols. This meant that if libraries were to share bibliographic records, they still needed to contribute their records to a central online bibliographic database. Harbour (2004) made a comparative study on the flow charts of highly simplified example of a manual and automated acquisition and cataloguing system. He found that the number of steps in the 2

3 computerized process can be reduced by roughly half. Automated system eliminates five tasks such as typing order records; filing order records; typing catalogue cards; filing catalogue cards and updating budget figures. Yan and Gorman (2008) discussed the use of CD Rom technology in process of acquisition process in Australian academic library. The verification of bibliographic information is an essential function facilitated by CD-ROM technology. For instance, Books in Print Plus and Bookbank in CD-ROM format provide numerous searching points, including title, author, author-title, ISBN, series, publisher, place of publication, subject and publication year. According to Kumar (2010), computerization provides the following benefits in classification (i) Helps the classifications in the selection of isolate terms, grouping and arranging them in hierarchical sequence, (ii) Helps a classifier in synthesizing the class numbers, (iii) Saves time by avoiding reference to the schedules of scheme for classification on and often, (iv) The constructed class number can easily be used as a query language in typical retrieval system, and (v) Improves accuracy and speed in classification. RESEARCH WORK Abifarin (2010) surveyed the availability and use of information technologies in 30 Nigerian University libraries. He 3

4 stated that 10 (58.82%) out of 17 of the respondents recognized the benefits of information technology. He found that % of respondents indicate easier and quicker access to information, 52.94% improved communication and 47.06% improved productivity. Lawson (2012) reported that the OCLC Forest press has recently issued the Web version of the DDC in response to the users request for more frequent updates of the Dewey databases, hypertext linking and many other enhancement most effectively delivered in a browser based sitting. Brose (2010) discussed the retrospective conversion of manual catalogue of library of North Maharashtra University, Jalgaon. It also reveals the basics of RECIN that show the ways to achieve the work of machine readable catalogue of holdings of library. Rowley (2003) computerized cataloguing system offers many benefits such as (i) The catalogue record has becomes the central bibliographic record for the library management system as these records can also be used in other functions, (ii) Interchange of catalogue record has led to grater standardization, (iii) The availability of union catalogues has facilitated more effective inter library lending, co-operative resource sharing activates, (iv) No filing or other routine catalogue maintenance is required of catalogues, (v) Different catalogue formats can 4

5 be chosen for different catalogue locations, (vi) Extracts from the main catalogue database may be printed or consulted online and (vii) The cataloguing procedure has become more structured, with a significant proportion of stock being processed quickly. Ganpule and Waydande (2010) stated the circulation activity was considered on priority basis for computerization in IIT (Bombay) Library. Circulation being a major and most difficult activity that takes place on a large scale in library dealing with all the users, has a high visibility factor. Computerization of this activity would have immediate impact on the users, as the benefits of automation would immediately Ravichandra Rao (2011) stated that an automated serial control system should perform the following functions: Ordering: Ordering new journals; Renewal/discontinuation; Sending reminder; Receiving the journals, Reader Services; Preparation of a list of periodicals received; Preparation list of periodicals cancelled; Preparation of a list of holding; List of holding with their status (i.e., on shelf, in binding, in circulation etc.), and Management Services: Keeping track of amount spent on subscriptions, binding etc.; Estimation of the budget for the next year; Announcement of the missing serials for recording the same. be transferred to the users. 5

6 APPLICATION OF INFORMATION TECHNOLOGY IN LIBRARY ACTIVITIES AND SERVICES Information communication technology applicable in mainly applicable in following library activities and services: 1. Acquisition System The library has to maintain and use various records in the acquisition section. An acquisition librarian purchases material for a library, maintains accounts and budget. Manual acquisition system faces the problem of maintaining huge data and files, records, book orders etc. which involves routine jobs. Use of computers in acquisition section reduces the routine, clerical and repetitive tasks. This will help the professional staff for qualitative improvement of their work. 2. Classification Classification of documents involves work at two levels, first is preparation of classification scheme which is prepared by the classifications and other is classifying the documents. Classification process of synthesis of class number involves human intelligence and the human flair, which is not possible fully in case of computers. Computers can help us in reaching a point but ultimate decision has to be taken manually. Many experiments have been made in India at DRTC abroad. Dewey decimal classification is now available in computerized form, which helps 6

7 in synthesizing the class numbers. 3. Cataloguing Cataloguing is one of the important functions, which link users requirements to the documents in a library. Computerized catalogue is the most efficient tool in retrieving information about the documents in a library easily and quickly. Converting a manual catalogue to machine readable one is very expensive. Eniya (2011) reported that International Institute of Tropical Agriculture has used an integrated library software package for retrospective conversion of the card catalogue. The data conversion exercise reduced 1, 70,000 card catalogue entries to only 24,000 automated catalogue records having about 50 fields in each record. 4. Online Public Access Catalogues (OPACs) With the increasing use of computers, OPAC is replacing the traditional card catalogues and libraries no more need to maintain these traditional card or other forms of catalogues. OPAC has been a major development, which has been designed to be accessible to library collection, both in the reading rooms and externally over the telecom networks. Web OPAC is new concept popular in libraries these days, which serves as a gateway to resources not held by the respective library but also to OPAC and various resources of other libraries on 7

8 the Web, crossing all geographical boundaries. 5. Circulation Circulation procedure in a conventional system is very lengthy and consumes much of staff time in repetitive works. The use of technological devices such as computers, barcode scanners and its software in circulation helps in performing these routine operations easily and quickly. 6. Serial Control Serials include periodicals, newspapers, annuals, journals, requiring a separate control system. 7. Inter Library Loan Inter library loan system deals with the process of borrowing items from other libraries, computerized Inter Library loan system offers the following benefits: (i) improved ILL transaction control and management, (ii) Off line preparation and storage of messages, (iii) Elimination of filling searching, sorting and preparation of reports, (iv) memories, proceeding, Reduction of staff time required transaction etc. of societies and monographic series. Serials are distinguished from monographs by their ongoing nature. The continuing nature of serials subscriptions crates problems and makes it a complex process to process ILL request (v) Enter the requests and the computer will create the forms and keep\ track of all the details of all records, (vi) Easy to download and upload ILL records, (vii) Update ILL records automatically 8

9 by entering record numbers, (viii) Print downloaded ILL record using flexible formatting options, and (ix)maintains data, Generate forms and produce various reports. 8. Reference Services ICTs offer libraries an opportunity to provide Webbased versions of readers advisory services and reference services. 9. Networked Digital Information Resources Modern ICTs have made it possible for libraries to provide their users with access to provided by various publishers or suppliers. 10. Management information systems The major functions of MIS in libraries is to assist staff with the daily decision making process; to maintain better accountability and control of resources; to monitor budget allocations; to improve overall library effectiveness by focusing on outcomes; to generate internal and external reports; to improve long-term planning; and to facilitate performance measures activities (Lakos 1999). networked digital information resources, i.e. online databases, electronic scholarly journals, SIGNIFICANCE OF THE STUDY Libraries have been using encyclopedias, public information technology to government information, etc, automate a wide range of administrative and technical 9

10 processes, build databases, provide OPACs, participate in various networks and provide better services to their users. The use of IT for better management of information in all types of libraries has grown significantly in recent years. This wide spread use of IT in libraries has created a profound impact on all aspects of the present library environment. Modern information technologies are: Computers, CD-ROMs, DVDs, Databases, On-line information services, CD-ROM networking, Internet, Intranet, Traditionally, the LIS professionals have been doing all library operations manually and the curriculum of the library and information science courses in the country are not in consonance with the emerging requirements. Many librarians, therefore, are really in a dilemma where to start and how to proceed, to adopt the newly emerged situation. Today, state libraries of Punjab are functioning under constantly changing environment and face a variety of complex challenges like information explosion, ICT Multimedia technologies, revolution, network evolution, Electronic Journals, Internet Telephony, Bar code technology, , Electronic publishing, Cyberspace technology, World shrinking library budgets, escalating prices of documents, high level of user expectations and availability of information Wide Web and so on. 10

11 resources in diverse media and so on. Information technology offers a AICTE, Process hand book. (AICTE ACT) New Delhi, iiiiv. wide range of opportunities, which could provide solutions to most of these major challenges. SARKAR,NR. Ministry of education, New Delhi, Rapid advances in modern technologies have greatly improved the capabilities of storage, processing, retrieval, Rastogi,Md. Hand book of Engineering Education in India ((IIT). NewDelhi. Arora Publishing House repackaging, communicating,, sharing, and managing the explosive growth of information effectively and economically in libraries. REFERENCES Rastogi,Md.Hand book of Engineering Education in India(Regional Engineering Colleges) New Delhi. Arora Publishing House, AICTE, Process hand book. Rawat,P.P., Total Engineering Colleges &Kumar,T.Academic in India, New Delhi, Libraries. Delhi: Crest 118. Publication house, APSCHE, EAMCET User manual. List of 11

12 Engineering colleges in Gopinath, M.A. Andhra Hyderabad, V-VII. Pradesh, Librarianship in Library Management. IASLIC Bulletin. Kasturi& Sons. (Ed) The Hindus Specks on Libraries. (The UGC Committee report) Chennai, Knowlton. Steven. A. Library Resources & Technical Services. Volume 53, Issue 1, 15. Kumar,T.. Library and information technology, New Delhi : crest Publications, Krishna kumar. Library administration and management,new Delhi : Vikas Publication, Sharma, J.B. Professional Leadership in Library Science, New Delhi, Book Enclave. 12