24 Case Study: LIBSYS
Ramesh C Gaur and Parveen Babbar
I. Objectives
• To learn about library automation software through the case study of a national university
• To study the experiences of dealing with the process of automation of a traditional library
• To obtain know how about various processes involved in academic libraries while executing automation projects.
II. Learning Outcomes
On completion of this lesson, learners would learn through the case study of library automation at Indira Gandhi National Open University using LibSys. Learners would also study the experiences of dealing with the process of automation of a traditional library i.e. Indira Gandhi National Open University. They would also learn processes involved in academic libraries while executing automation projects.
III. Module Structure
1. Introduction
2. Historical Development of Libsys Company
2.1 LSTech Ventures Pvt Ltd
3. Libsys Versions
4. Special Features
5. Libsys at Indira Gandhi National Open University
5.1 Implementation of Libsys Modules
6. Libsys 7
7. Summary
8. References
1. Introduction
LibSys was started with Info-Tek Consultants Pvt. Ltd, a New Delhi-based software company with a mission to retain as a market leader in the field of library automation. The company is engaged in providing software solutions since the year 1984. Its continuous growth has made LibSys a defacto standard with benchmark in libraries in India. The company has been flourishing with its global market not only in India but around the world. It has strengthened its popularity across the country as the most field-proven library system in a wide range of libraries from school to university libraries; public to special libraries and private to government libraries. The company is providing the unmatchable depth in functionality and features through the software solution provided. LibSys is multi-user library management software with integrated modular design that caters to the needs of information professionals in the field of library. The tree structure system is the design of the software which gives it a user friendly look and menu. Its each module system comprises of several sub- systems having unmatchable depth in operations and functionality.
The LibSys is a group of integrated multi-user library management systems. It runs on various platforms such as UNIX, NOVELL LAN, WINDOWS NT, WINDOWS XP etc. It is built around its indigenous bibliographic database following ANSI Z39.2 format and supports variable field lengths for different types of documents. It is a dominant software written in `C / C++’and ‘Java’ providing extremely user friendly interface. LibSys is based on its own Bibliographic database, but with changing time, it is also available for environment using ORACLE (or SQL Server or MySQL) as back-end RDBMS. Full Graphical User Interface (GUI) front-end is provided for the windows client.
The company is now known as LIBSYS Ltd. and is the leading provider in Library Management systems across India and offers solutions with product mix with new IT products such as Library automation system, RFID, Digital Resource Management System etc.
2. Historical Development of Libsys Company
1984–The Libsys company was incorporated with the software development projects for General Insurance and Reinsurance Business.
1988 – Libsys 3 version was released and first installation at NIC and DOE. 1995 – Libsys reached overseas with installation at Universidad Nacional, Costa Rica for Spanish Language. Similarly British Council adopted Libsys for India and South Asia.
2000 – Y2K migration and Client Server Libsys4 was released.
2003 – Lsmart RFID system was deployed at Bank of Baroda at Mumbai, India; LSDigital –Digital Resource Management System and LSPremia multisuite installed.
2008 – Libsys7 the state of art globally competitive Web base LMS was launched.
2010 – Company became a Limited company as Libsys Ltd. Launched LSAcademia, an ERP for academic institutes.
2.1 LSTech Ventures Pvt Ltd
LIBSYS Family is diversifying advantageously to serve new upcoming areas in Libraries, under a fully owned subsidiary LSTech Ventures Pvt. Ltd, the company is blooming with the new technologies.
i. LSAcademia – An Enterprise resource planning (ERP) based software product for automation of academic and educational campuses.
ii. Enterprise Learning System (ELS) – The Enterprise Learning System is for the employee development in relation to end to end implementation of a Learning Strategy, Talent Management and Knowledge Management.
iii. File Tracking System – File tracking system is based on RFID technology and maintains the visibility of moving files in or out of the sections, departments and campuses across.
iv. LibSys – Libsys is a library management system with five modules – Acquisition System, Cataloguing System, Circulation System, Serials System and OPAC.
3. Libsys Versions
i. LSEase – LSEase is the library management software with basic features and modules of Libsys giving prospects a low cost and high value based proposition. This version is based on the client-server structural design and architecture. LSEase gives users a blend of technology advantage and ease of use to its clients. LSEase involves minimal data entry and ease simple and trouble free data back-up. LSEase can run on any operating system and support for multi-media files. It has interactive, screen oriented and menu driven user interface and supports user defined security and protection levels with optional Web browser based architecture. LSEase is fully compliance with MARC21, Unicode, SRU/SRW and Z39.50
ii. LSAcademia – LSAcademia is a complete Enterprise resource planning (ERP), is business management software Solution to manage an Academic/ Institution Campus whether it is a school, college or an institute. It seamlessly puts together different administrative departments and ensures a smooth and integrated flow of information. LSAcademia provides a user friendly advanced, platform independent Graphical User Interface. LSAcademia is based on industry standard Browser interface. The software is robust interfacing and has the additional features like mobile interface, SMS facility, Emailing, Payment Gateway for e-money, Biometrics, RFID for security. LSAcademic also provides tailored, customized, integrated robust reporting system. The solution has ease of enrichment, maintenance, enhancement and further customization as per the user requirement.
iii. Libsys4 – Libsys4 is one of the very popular versions of Libsys which is provided on various platforms as per the need of the client. The Libsys4 is available on operating systems like UNIX, NOVELL LAN, WINDOWS NT, etc. LibSys4 has its own robust bibliographic database and follows ANSI Z39.2 format. The software version supports variable field lengths for different types of documents.
iv. Libsys7 – LIBSYS7 is a true realization of Lib 2.0, providing end to end library business functionality through its complete, inclusive seven modules. The Libsys7 provides platform independent Web based solution. It provides a very advanced OPAC for the user with Web 2.0 interface. LIBSYS7 also provides the competency with GWT based GUI with multitasking feature. The software version fully supports Unicode and provides federated Searching with customizable looks. It also supports user notification through mobile sms and web e-mail. The software is well integrated with RSS feeds and integrats with the platforms like Google Books, BookFinder, etc for the user enhancement. Libsys7 has additional interactive features like online reviews, resource ratings and simple basic online functionality for users like renewals, reservations etc. Libsys7 follows standard compliance including MARC21, SRU/SRW, Unicode, Z39.50, NCIP -NISO and SICI Barcode.
v. LSDigital – LSDigital is document digitization software provided by Libsys Ltd. The software is popularly used for the multi-functionality in libraries with the features of easy management, multi-access, storage space for the digitized document, compression of the document and the effective preservation. The software helps to deal with the documents like rare books, important research papers, significant and vital documents, archived newspapers, charts, map, and other numerous documents in the libraries. The software provides optical character reading and is designed to facilitate easy searching of text within the document. LSDigital is a absolute Digital Resource Management System (DRMS) having standard compliance with OAI for metadata harvesting and Dublin Core. The software provides embedded implicit integration with its database. It features full-text and bibliographic searching of documents through its robust OPAC with modern Web based functionalities. The software converts digitized data into format of user choice from portable document format (PDF) to word document (.doc) format. The software defines & organizes data structure / flow according to needs of the users as per the requirement. LSDigital supports and manipulates the pictures and images. The texting of the image and searching capabilities are provided by LSDigital. The software modules include Resource Structure, Scanning of the document, Version Maintenance, Conversion in various formats, Database Management, Maintenance, Searching and Retrievals of the documents at the user end.
4. Special Features
• LibSys provides three tiers, open-system architecture, since its inception of the software solution in the market. It has hosted multi-user system with Client-Server implementation. The latest in the chain is its web- based solution for the users of modern times.
• LibSys has a web OPAC which is robust and user-friendly. It is inbuilt in the software as windows-based OPAC and online web based OPAC.
• LibSys provides on-line validation of input data prior to updating the database. The software at all points in the modules prompts and flashes suitable messages when the data or the query does not match. The look- up table provides help to the users at every instance.
• LibSys handles Indian languages and scripts using its Intelligent Script Manager (ISM) and Graphics and Intelligence based Script Technology (GIST) of C-DAC. The software has also implemented UNICODE support which facilitates handling of all the International and Indian languages of the world.
• The software provision image, graphics and various multimedia files integration with LibSys search engine. These files can be browsed in multi-windows interface. LibSys can handle various file formats including Bitmap (.BMP), TIFF (.TIF), Wave (.WAV), Midi (.MID), Audio-visual Interface (.AVI), and many more.
• LibSys also provides virtual library features with handling of electronic and digital contents along with various multimedia files.
• Bar code labels facilitates printing and identification of books and other materials in the Libsys Software
• Searching for synonyms, broader and narrower terminology to help cataloguing is another special feature of Libsys. It has a thesaurus which can be easily used.
• Z39.50 compliant feature of LibSys helps in resource sharing and searching of the recourses. The Libsys software makes it connected to various networks and sharing of resources.
5. Libsys at Indira Gandhi National Open University
In 1990, IGNOU library implemented the automation through procurement of a integrated library management software LibSys. IGNOU Library decided to automate all the housekeeping operations through the software. At that time the Library and Documentation Division, IGNOU had nearly 13000 records available in CDS/ISIS, which were transported to LibSys on XENIX operating system. DOS operating system was acquired by the IGNOU just after one year in 1991 as the XENIX version had a limitation of capacity of the record holdings. The software was installed on PC-286 and later it was transferred to PC-386. In 1993 LibSys with UNIX operating system was procured and it was networked in all the sections of the IGNOU library using 12 terminals. Finally in year 1999 the Libsys4 was installed on RedHat system.
5.1 Implementation of Libsys Modules
The various modules of LibSys 4 used in IGNOU Library are:
i. Acquisition Module
ii. Cataloguing
iii. Circulation
iv. Serials
v. Articles- Article Indexing Module
vi. Open Access Catalogue (OPAC)
The Various modules are discussed in details:
i. Acquisition
The Acquisition System facilitates the acquisition process with the functionality of ordering of library materials, automated receipt of the documents, invoice processing and accessioning. Acquisition Module provides expenditure and budget analyses under an array of accounts and budget headings. Libsys provides the facility to add the data related to purchases, gifts and exchanges. The acquisition process in Libsys consists of:
• Selecting materials for a library;
• Placing orders for the supply of books to be purchased;
• Processing materials received as gifts;
• Arranging for exchange of books;
• Receiving the books in the library;
• Accessioning them; and
• Passing the bill for payment for the books purchased.
The various functions related to acquisition are:
• Checking titles for duplication
• Procuring approval for new fresh titles
• Order Placing
• Automated receiving of materials
• Invoicing and accessioning
• Requisition for payment
Fig.1: Acquisition
Libsys Acquisition module has queries option in which queries related to acquisition can be seen or printed like title, orders, invoices, vendors, budget heads, accession register, etc. The various reports can also be generated by the system, which includes approval form, purchase order, the titles on-order list, payment request, overdue notices, accession register, bill/invoice register, etc. The Libsys Acquisition module also maintains records for budget heads, vendors, exchange rates for various currencies, etc. Every module of Libsys has system setup. The System Setup function defines various default values to be used by the system for acquisition. Every module also has online search and in acquisition it facilitates searching through various indexes for author, title, classified, catalogue, subject, place and publisher. Information can also be retrieved by a search made onwards in title and a keyword search.
ii. Cataloguing
The Cataloguing System of Libsys provides automated cataloguing process similar to traditional cataloguing done in the libraries. Cataloguing process in the software makes available immediate listings under a range of searchable fields to suit the requirements of a current reference services needed by the users. The process enables data entry facility in standard machine readable formats like CCF (ISO-2709), MARC (ANSI-Z39.x), and other standard formats. The import and export of bibliographic data is also possible in the cataloguing module through the standard exchange formats thus meeting precise requirements of the particular library. The module also provides facilities to generate bibliographies, current awareness services and Selective Dissemination of Information for the users.
The Cataloguing process starts either by selecting titles-in-process which have gone through the acquisition process or by a new entry. The maintenance function allows for maintaining a title such as removing it, changing its accession number, merging the title in case of multiple copies, attaching multimedia files, etc. Existing holdings of a library can be entered into the database through the Retrospective Conversion function. Titles which are entered through this function will not be a part of the New Additions List. Data can be imported from other databases too.
Following are the functions of the Cataloguing System:
• Maintenance
• Online Searches
• Current Awareness
• Bibliography
• SDI
• Print Catalogue Cards
• Print Cards
• Reports
• System Setup
• House-keeping
• Data Import/Export
• Stock Verification
Fig.2: Cataloguing
Libsys Cataloguing System also facilitates boolean searches, updating the users of new additions to the library collections and information dissemination to users on the basis of their areas of interest and through the Online Searches, Current Awareness and SDI functions. This module permits printing of the cataloguing cards and report generation. The cataloguing module also facilitates Data Import/Export process, which is used to transfer the bibliographic data available in standard machine readable format such as MARC, ISO-2709, DIALOG, etc. to LibSys and vice-versa. Finally it also provides for inventory or stock verification of a library’s collection.
iii. Circulation
The Circulation System provides the function of membership with statistics relating to updated membership records. It also provides the collection of the library which is available for the circulation. It presents all the tasks related to circulation by providing appropriate checks at every stage. It also lists and initiates the sporadic, but routine functions relating to binding management, books display list, new additions to the library collection, etc. The various functions related to the Circulation System are:-
• Member Records
• Front desk Operations
• Collection Updates
• Reservations
• Recall/Follow-up
• Inter-Library loan
• Serials Circulation
• Fine Collection
• Management Reporting
The Circulation system provides for all the front-desk operations of a library and gives access to the titles that have been catalogued and indexed. These titles are ready for circulation among the library members. The details of all the library members are also maintained by this function. The Circulation System facilitates the registration of members, maintenance of their status, knowing about the status of titles in the library, maintenance of the database, inter library loan, collection of fine from members and online searches. Before starting the use of the Circulation System, some parameters can be set by the System Setup function of this module. The House-keeping function facilitates the smooth running of the system.
Fig.3: Circulation
iv. Serial
The Serial System provides control of serial/periodical subscriptions and consequent supervision of the scheduled receiving of individual issues in the library. The Serial Control Module also maintains the budget sanctioned for periodicals/serials under various categories, calculates and updates amount encumbered and expended to provide complete budgetary control. It maintains records of serial titles, vendors/publishers, budget-heads, currencies, exchange rates, etc. that are vital for the maintenance of the serials database. It also tracks serials which are received as gratis or in exchange. It has the major functions like
• Subscription
• Issues Management
• Articles Indexing
• Record Keeping
• Enquiries
• Reports
• System Set-Up
• House-Keeping
• Stock Verification
• Circulation
• Union Catalogue
• Online Searches
Fig.4: Serials
v. Article Indexing
The Article Indexing Module provides the capability to create and retain a independent articles database. It facilitates special services like SDIs, listing of current articles, bibliographies, etc. It permits the indexing of the contents of serials in a way that they are easily retrievable with the help of the Online Searches, Documentation or Bibliography options. The function of this module can be categorized as:
• Maintenance
• Retrievals
• Miscellaneous
• SDI
Fig.5 Articles
vi. Online Public Access Catalogue (OPAC)
The OPAC System is known as Online Public Access Catalogue. The OPAC provides the facility to access the bibliographic databases in a style similar to the printed indexes. The OPAC facilitates word-based, subject based or term based search facility using Boolean operators that can more narrow down a search to meet specific needs of the users. The search can be made for the following catalogues:
• Title
• Author
• Subject
• Classified
• KWIC Index
• Publisher
• Place of Publication
Fig.6: OPAC
The search facility also acquaints the user with the availability to search each item for circulation. It provides the present status of individual copies of a title to the users. It also facilitates reserving the copy if not available. It also shows titles on order displaying current status in acquisition. It also provides the list of new additions to the library, to the patrons. It gives the online information on holdings of current periodicals/serials received including the back volumes.
v. WEB-OPAC System
vii. WEB-OPAC System
Web OPAC provides an advanced graphical user interface to enable search of the library database. It uses standard Web browser available online and makes the patron search the catalogue from anywhere 24X7. The Web OPAC also provides list of new additions. It searches all the databases available like for books, CD-roms, articles database. Web OPAC also provides searching facility for Serials/ Periodicals holdings. It provides account login where the patron can login with his/her username and password and see the collection check-out against his name. They can also see his/her history of issue and return. The patron can also recommend the books online to the Librarian through Web OPAC.
Fig.7: Libsys Web OPAC@IGNOU
6. Libsys 7
Libsys 7 is a Web centric system based on LIBSYS providing access through industry standard Web Browsers. LIBSYS7 is quite comprehensive and covers functions in the following integrated modules. The value added feature of Libsys 7 from Libsys 4 includes
LIBSYS has following additional value added features:
• Browser based Web Client;
• GWT compliant Web Interface;
• Full Unicode Support (Indian and Foreign scnpts);
• Meta data (|YARC21 / Dublin Core);
• E- Resources Management;
• Z39.50; SRU/W compliance for Net Cataloguing;
• Use of preferred RDBMS (Oracle / SQL Server / MySQL/ PostgreSQL);
• OAI-PMH for harvesting OAI repositories;
• New Web OPAC Interface;
• Federated Search on Z39.50; SRU/w; LIBSYS databases;
• RSS Feeds for providing additional information to the users;
• OPAC Enrichment Services for enriched bibliographic information (TOC, Cover
• Image, summary, annotation, etc,) on library resources;
• Federated Searching;
• Users’ reviews/ rating of titles;
• Users’ feedback and recommendations;
• Library Bulletin Board;
• User defined Reports;
• Add-on option for NCIP compliance (NISO Circulation Interchange Protocol) for integration with RFID devices; and
• Add-on option for integration with ERP Systems.
Comparison between Libsys 7 and Libsys 4
Fig.8: Screen Shots of Libsys 7
Fig.9: Acquistion in Libsys7
Fig.10: Cataloguing in Libsys7
Fig.11: Circulation in Libsys7
Fig.13: Article Indexing in Libsys7
Fig.14: Administrative Setup in Libsys7
7. Summary
Libsys Ltd is providing a set of value-added services such as Automated Library Software, Digital Resource Management, Open Source GWT (Google Web Toolkit), and RFID (Radio Frequency Identification). LibSys is a advanced integrated multiuser library management software that caters to the needs of the librarians, library and information professionals and the users. The tree based structure system comprising of several sub-systems in the modules makes the software unmatchable with depth in operations and functionality. Recently Libsys has also introduced the LSearch App for mobile device which provides a quick, efficient and portable way of remaining connected to the library.
Fig.15: LSearch App for mobile device
- References
- Namrata Rai, Shailendra Kumar, (2011) “Comparative features of integrated library management software systems available in Delhi”, Electronic Library, The, Vol. 29 Iss: 1, pp.121 – 146
- Libsys Ltd www.libsys.co.in
- Harinarayana, N. S. (1997) Acquisitions through libsys: An experience. Library Science with a Slant to Documentation and Information Studies, 34 (4). pp. 163-172
- Neela Jagannathan. Library System and Information Services at the Indira Gandhi National Open University, AAOU ’98 – Asian Librarians’ Roundtable. Available at http://www.ouhk.edu.hk/~AAOUNet/round/neela.pdf