22 Case Study of BHU Library Automation using SOUL Software

Hosamani H G

I.   Objectives

The objectives of this case study are to:

•    To share our experiences of dealing with the process of automation of a traditional library using manual means to the automated library at the BHU;

•    To explain the automation process as well as choices of ILMS at BHU;

•    Various challenges faced during process of automation; and

•    To share experiences of BHU that represent various technical problems and challenges that  are likely to be faced by academic libraries while executing automation projects.

II.    Learning Outcomes 

On completion of this lesson, learners would learn through case study of library automation at Banaras Hindu University using SOUL Software. The learner would also study the experiences of dealing with the process of automation of a traditional library, i.e. Banaras Hindu University. They would also learn processes involved in academic libraries while executing automation projects.

III.    Module Structure 

1.   Introduction

2.   Brief History of Library

3.   Collection Development

4.   Automation of Library

4.1   Hardware

4.2   Software

4.2.1 Selection of Software

4.2.1.1 SOUL 2.0

4.2.1.1.1 Architecture

5.   SOUL Software Modules

5.2   Catalogue Module

5.3   Serials Control Module

5.4   Circulation Module

5.5   OPAC

5.6   Administration Module

6.   Data Conversion

7.   Services

8.   Future Planning

9.   Summary

10.   References

1.   Introduction 

Over last forty years, the use of computers, information and communication technology has made the biggest changes in the library services. The existence of library system in India is as old as the country itself. The libraries in India have a long history, starting with the chained and closed access libraries of earlier times to the present day hybrid, digital and virtual libraries that use the latest technology for offering information services through various means (Mahajan, 2005).Most of the library automation projects in India started with free and easy availability of software called Computerized Documentation Services/Integrated Set of Information Systems (CDS/ISIS)developed by UNESCO in 1985 and distributed by the National Information System on Science and Technology (NISSAT) with support for training. Soon after, several integrated library management software started appearing in the Indian market that were developed by commercial enterprises and as a result of institutional efforts by organization such as DESIDOC, INSDOC, INFLIBNET, etc. These software can be categorized as commercial software (i.e. LibSys, NewGenLib, VTLS, Alice for Windows, Liberty and SLIM++), software with organizational support (i.e. SOUL, SANJAY, DELMS, e-Granthalaya) and open source software such as KOHA, NewGenLib, Evergreen and ABCD, etc. From the experience of using CDS/ISIS, etc. some of the Indian libraries and information centers developed their own software. One such example was the Defense Library Management System (DELMS) developed by DESIDOC during 1988 using COBOL under a multi-user environment and implemented at the Defense Science Library (DSL). Another package was Catman, developed by the Indian National Scientific Documentation Centre (INSDOC) and implemented at the National Science Library (NSL) in INSDOC, now known as NISCAIR. The Sanjay package was developed for small libraries by DESIDOC under a NISSAT project to popularize CDS/ISIS and to develop a model- automated library by implementing it at Technology Bhawan Library in DST (Rai and Kumar, 2011).However, libraries and librarians keep facing challenge of acquiring the best and most suitable software for automation of their libraries in India.

Academic libraries like university libraries and college libraries are making consistent efforts to automate libraries using allocated budget, so as to provide automated services such as OPAC, circulation, serial control, etc. Banaras Hindu University was one of the first universities in India to start automation project way back in 1996 with creation of database of theses and serial with the help of CDS/ISIS software.

2.   Brief History of Library 

The BHU Library system, the largest University Library System in the country, originated from collection donated by Prof. P.K. Telang in 1917 at Central Hindu College, Kamachha. It was shifted in 1921 to the Central Hall of the Arts College (now Faculty of Arts) and then in 1941 to its present majestic building built with the munificent donation from Maharaja Sayajirao Gaekwad of Baroda. The founder librarian was renowned historian Sir Jadunath Sarkar.

Banaras Hindu University Library System consist of a Central Library (Sayaji Rao Gaekwad Library), a college library, South campus library, three school libraries, four institute libraries, eight faculty libraries and more than thirty departmental libraries. At present, the university library system is serving more than 30,000 students, 1,700 teachers and about 5,500 non-teaching staff members. Besides, the library is also open for outside users for consultation. The United Nation and Government Publication Section is unique section of the Central Library which provides its services to users from UP, Bihar, and Madhya Pradesh. Manuscript and Rare Document Section is recognized as the Manuscript Conservation Centre of National Manuscript Mission which have manuscripts of national importance on Indian culture, religion, spirituality and mysticism, Indian art, ancient history, etc. in different scripts.

3.   Collection Development 

The Banaras Hindu University Library has a unique collection of Manuscripts, Books, Theses, Periodicals and Journals (hard copies and on-line) ranging almost all   disciplines   from   Ancient   Indian   Culture,   Philosophy,   Religion,   Arts, Humanities to Modern Science and Technology. BHU Library system has more than 15 lakhs volumes of documents, which include the following as per annual report 2013-14:

Document Type	No. of Document
Books	10,60,269
Journals (Bound Vols.)	1,57,062
Current Journals	529
Online Journals	11,893
E-Books	1,10,884
Theses	16,459
Manuscripts	7,227
UN& Govt. Collections	35000 (approx)

Table 1: Collection @ BHU Library System (from BHU Annual Report 2013- 14)

4.   Automation of Library

The library operations, which involve functions such as charging and discharging of books, acquisition of materials, cataloging and classification including typing of catalogue cards, and filling of cards in cabinets, were being done manually. The whole operation was quite tedious for both library staff and users because of huge collection of documents distributed across several departmental libraries, it was very difficult to locate and find the required documents by the users. In spite of the challenges automation brings, its benefits outweigh its initial discomfort. It is a known fact that automation enables easy access to library materials, and allows staff to dedicate their time to serve users and facilitate a multitude of tasks such as acquisition,  cataloging,  circulation,  and  reference  (Egunjobi,  2012).In  1996, Central Library decided to automate its system to provide quick search facility to the users. At that time, CDS/ISIS was the only software that was freely available, easily customizable, and was promoted by the Deptt. of Scientific and Industrial Research (DSIR) under NISSAT initiative.

4.1   Hardware 

The BHU Central Library is equipped with optical fiber-based network, which provides high speed Internet and Intranet connectivity. At present, the whole premises of the Central Library is enabled with Wi-Fi and Ethernet connected to campus wide BHU network and Internet with broadband leased line connectivity from NKN with a speed of 1 Gbps to connect the devices in all corners of the library building. Department and faculty libraries also have Internet connectivity through BHU network. The hardware used in the Central Library are given below in Table 2:

Devices	Quantity	Specifications
Personal Computers	500+	2GB RAM, 140-500GB HD drive, 2.6 GHz processor, Windows 7 OS
Printers	50+
Scanners	10
Server	4	8GB RAM, 2.13 GHz X2 Intel Xeon ® CPU, 64 bit system type, 140GB ROM, 16TB Storage
Connectivity	9	48 portCISCO Switches interconnected with fiber optic cables connected through a Core Switch and Cisco Firewall to BHU Network.
Barcode Machine	5	Sato Thermal Printer
Barcode Scanner	5

Table 2: Hardware @ BHU Central Library 

4.2   Software

Software for University Libraries (SOUL) is state-of-the-art integrated library management software designed and developed by the INFLIBNET Centre, based on requirements of college and university libraries. It is user-friendly software developed to work under client-server environment. The software is compliant to international standards for bibliographic formats, networking and circulation protocols. Different standards and software used by Central Library to provide automated services to the user are as follows in table 3.

Software& Standards	Name	Specification
Operating System	Windows Server 2008, Windows 7	Windows Server 2008 is used as server for Soul software while Windows 7 is used on client machines.
RDBMS	MS-SQL server
Protocol	NCIP 2.0	NISO Circulation Interchange Protocol published as ANSI/NISO Z39.83 in 2002. It was then revised in 2008 as version NCIP 2.0.
Standards	CCF, AACR2, MARC21, MARCXML, ISO2709	Communication format, cataloguing rule, machine readable catalogue format, information exchange format
Library Management Software	SOUL 2.0	State-of-the-art integrated library management software designed and developed by the INFLIBNET Centre
Barcode Software	Bartender Enterprise Edition	Bartender enterprise edition software is the client server architecture based software used for generation of barcode for document, book card and user id.

Table 3: Software and Standards @ BHU Library4.2.1 Selection of Software

The BHU Central Library started using CDS/ISIS software from 1996 onwards for creating databases of theses and serials. CDS / ISIS software was highly efficient for handling small bibliographic databases, storage and search and browse facilities. The database of 10,000 theses and 2,500 serials was created using CDS/ISIS. In 2001, SOUL software developed by INFLIBNET was installed in the SayajiRao Gaekwad Central Library of Banaras Hindu University for creation of database of books. However, due to some technical problems, data entry work could not be started. After that, NewGenLib Software was installed in 2005 as commercial software, which was used up to 2010. Database of about 4,00,000 documents were created using NewGenLib, yet computerized circulation of the documents could not be started due to technical problems. Central Library faced a lot of problems with NewGenLib due to lack of service and support. As such, the Library decided to switch over to some other software. After prolonged discussions and deliberations amongst senior library staff, the BHU Library decided to purchase LibSys software for automating its library. Order for LibSys software was placed in May 2010 and was installed in February 2011. The LibSys took a lot of time to transfer the data from NewGenLib to LibSys. However, the data could not be transferred correctly and completely from NewGenLib to LibSys. BHU Central Library faced a lot of problems with LibSys too. As per our observation, once an organization start using LibSys, it gets dependent on it and it becomes very difficult to switch over to any other software since LibSys does not provide data transfer utility. Moreover, the data in LibSys is stored in a non- proprietary format without using a standard DBMS. Due to high cost, limiting features, and costly maintenance of LibSys, BHU library decided to switch over again to SOUL since BHU Library had bitter experience of working with commercial software. Therefore, Library opted SOUL, which is non-commercial and low-cost software developed by INFLIBNET Centre having low maintenance costs, advance features, and co-operative attitude of personnel from the INFLIBNET Centre.

4.2.1.1 SOUL 2.0 

SOUL 2.0 has provisions for all library operations including acquisitions, cataloguing, serial control, circulation modules and OPAC. It is suitable for academic institutions, especially university libraries, as it facilitates design and processes used in academic libraries. The SOUL software was ranked first amongst ten ILMS in terms of features and functionalities that it supports. The ILMS packages were ranked on the basis of their salient features and functionalities. SOUL software was ranked 1stwith 90 points, followed by Libmanwhich ranked 2ndwith 84 points and LibSyswas ranked 3rdwith 83 points (Lihitkarand Lihitkar, 2011).While NewGenLib and LibSys are designed as general library management software, Soul is designed specifically to cater to the needs of Indian academic libraries. As such, SOUL is more suitable for university and college libraries with minimum customization. Soul is available at a nominal cost in comparison of commercial software. It provides more freedom to users for generating reports of their choice and format along with template and query parameters that are quite helpful for academic libraries.

4.2.1.1.1 Architecture 

The fundamental architecture used for providing the services to the different libraries and users through SOUL software is as follows:

Fig.1: SOUL Server at Central Library

The SOUL server is set-up and installed at the Computer Unit of the Central Library of BHU, which provides access to the institute libraries, department libraries, faculty libraries and users through clients installed on PCs in Client– Server architecture. Client software is installed at each workstation, which allows entering of bibliographic records of documents, updating of records, generation of reports, printing of barcode, printing of catalogue cards, and circulation of documents. Users can access the OPAC from the Central Library as well as from other libraries through their clients as well as through web interface. Bibliographic transaction and related records from different libraries are saved on the server in different databases whereas integrated search results are provided to the users with indication about availability of documents and its location. This integrated search approach is of immense value for the users because it saves the time and manpower. The department library, institute library and faculty libraries are given privileges to access and alter the records in database of their particular libraries for different purposes. They cannot, however, alter the records of other libraries while the staff of Central Library has privilege to enter, maintain, and modify the data of the any library due to central processing of documents at university level. Table 4 describes the statistics of the libraries using SOUL in BHU Library System:

Library	Number	Name
Institution library	04	Institute of Agricultural Sciences, Institute of Environmental Science and Sustainable Development, Mahila Maha Vidyalaya
Department Library	22	AIHC, Ceramic Engineering,Chemical Engineering, Chemistry, Computer Science, Electronics Engineering, Environmental Science, Geography, Geology, Geophysics, Hindi, Journalism, Law, Management, Mathematics, Metallurgical Engineering, Mining, Philosophy, Physics, Pharmaceutical Engineering, Zoology
Faculty library	03	Social Science, Arts, Management, Medical Sciences
Others	04	BKB, CSEID, CWSD, Computer Centre

Table4: Libraries using SOUL

5.   SOUL Software Modules

5.1   Acquisition Module

Acquisition is a complex process that includes vendor management, request of documents, approval, grant management, ordering, reminder, book receipt, accessioning, invoice processing, payment processing, refund claims, account maintenance, report generation, etc. In BHU Library, acquisition process is used for all the processes mentioned above. Sub-modules for gratis item, direct approval, and accessioning are frequently used for the acquisition process of the documents. Some of the problems are being taken up for appropriate solution with developers at INFLIBNET.

5.2   Catalogue Module 

The Catalogue Module provides the following three options of cataloguing books that are already available in its stock, acquired or gifted to a library:

i.   “Title in Process” for book acquired through acquisition module;

ii.  “Direct entry” using Predefined Entry Sheets / Template-base Data Entry sheets/ or “Customizable Data Entry Sheets”; and

iii.  “Export/ Import” for bulk bibliographical records.

“Title in Process” and “Predefined Entry Sheets” are frequently used to enter bibliographic data of books, theses and journals by technical Processing Section for both English and Hindi language documents. Deskjet and other ordinary printers generate Barcode for documents, book card, label and spine through this module. Due to poor quality of the Deskjet printed barcode, BHU library prefers to generate barcode with the help of Bartender software and Thermal printers. Since SOUL software did not have capabilities to handle Colon Classification, software was customized for BHU to handle Colon Classification enabling class number based search. Due to frequent power cut and breakdown, Central Library decided to print the catalogue card for each record. A new sub-module was designed to print catalogue card in the cataloguing module which is quite effective. The SOUL software was customized for BHU to facilitate effective handling of data entry for theses and journals.

Table 5 illustrates the data of the imported records and entries done since January 2012.

Work done	Count
Unique title imported from NewGenLib	4,00,000 +
Records imported from NewGenLib	5,50,000 +
Total unique records	4,50,000 +
Total records	7,00,000 +

Table 5: Total No. of Bibliographic Records at BHU

5.3   Serials Control Module

Suggestion, record keeping, serial control, order placing, receiving of ordering, invoicing, reminder, payment processing, etc., are the major activities which are done by BHU Library using SOUL software. Bibliographic details of more than 500 unique titles of print journals are entered in SOUL. However, problems were encountered in retrieving the data properly. SOUL Development Team of the INFLIBNET Centre resolved some of these problems and others are being attended to. Some of the problems that need rectification include subscription order format, provision for journals with seasonal frequency, i.e. winter, summer, fall, etc. problem in generation of schedule of journals whose frequency is fortnightly, managing life membership, pricing issues, generation schedule of serials in check- in module while moving from Subscription Module to Check-in Module leaving Payment Module, etc. These problems are being attended to.

5.4   Circulation Module 

Circulation Module provides for membership record keeping, membership transaction management, reservation of books, circulation maintenance and stock verification. The member registration and member ID generation is the fully computerized process at BHU Library. The SOUL software is being used for circulation of documents since 2012. No dues list generation, calculation of overdue charges and other report generation works are also done using SOUL software. Members can see their status online through OPAC and WebOPAC module. Reminder to users for overdue books can be sent through SOUL software, however, it requires third party integration for SMS alerts. Table 6 provides the statistics of the work being done at BHU using Circulation Module of the SOUL software.

Work done	Count
Member registered	26,500 +
Overdue charges collected	6,50,000 +
Books Issued	1,12,000 +
Books returned	1,04,000 +

Table 6: Data of Circulation Module

5.5   OPAC

SOUL software provides a robust Online Public Access Catalogue with simple and advanced search facility using author, title, corporate body, conference name, subject headings, keywords, class number, series name, accession number or combination of any of two or more fields of bibliographic records. Major functions provided in the module are Simple Search, Boolean Search, Advanced Boolean Search, Displaying and Downloading of records in MS Excel, PDF or MARCXML, SOUL software also supports search for the items that are under acquisition process in the library. It also provides facility to arrange the search result in different orders such as alphabetical i.e. A to Z or Z to A, ascending and descending order for numerical fields, classified order for call number search, etc., which is of immense value for quick search. WebOPAC is provided in Intranet and Internet in BHU.

5.6   Administration Module 

Administrative Module is the master of all modules, which has provision to administrate all the modules and system settings. This module consists of three major sub modules i.e. User Settings, System Settings and Masters. The User Settings provides for setting privilege to the users while system settings are used to administer the rule, regulations, security measures and policies to run the system in proper way. Masters are acquisition master, catalogue master, circulation master, serial master, and general master. These masters are used to set the privilege and settings to the sections. Features of these modules are grouping of users based on the policy, transaction rights over the systems, transaction level security to users, various configuration settings such as labels, e-mail and other parameters related to the software use, and common master databases being used in most of the modules.

6.     Data Conversion 

In January 2012, more than 4.5 lakhs unique titles were successfully imported from NewGenLib to the SOUL software. However, more than 6,000 unique titles entered in LibSys during its trial were lost due to unavailability of export interface in LibSys software. At present, more than 5 lakhs unique titles and more than 7 lakhs records including multiple copies have been successfully ported into the database of SOUL software by Central Library and different allied libraries jointly. These records can be accessed through OPAC and WebOPAC with data on exact location of the document. At present, Acquisition Section, Technical Section, Circulation Section, and Periodical Section of Central Library and Rajiv Gandhi South Campus Library are made functional using SOUL software while automation work of Bharat Kala Bhawan, Mahila MahaVidyalaya Library, Departmental Libraries, faculty libraries are under process. Table 7 illustrates the data transferred in SOUL.

Library	Count
Central Library	350000 +
MahilaMahaVidyalaya	37000 +
Faculty of Management Sciences	9000 +
Bharat Kala Bhawan	25000 +
Philosophy	15000 +

Table 7: Data transferred to SOUL

7.   Services

SOUL software is used at BHU Library System to provide following services:

i.  Computerized Issue/ Return: Automatic charging and discharging of the documents are done through SOUL software which is fast and accurate.

ii. Automatic Calculation of Overdue charge: Accurate overdue charges are calculated automatically by the software which is collected by the staff at the time of return of the document.

iii. OPAC/ WebOPAC: Holdings of the BHU Library System can be searched with the help of OPAC and WebOPAC. Member status can be searched with the help of member OPAC.

iv. CAS & SDI: Current Awareness Service and Selective Dissemination of Information Service can also be provided with the help of SOUL software. BHU Library provides these services on demand from the users.

v. New Arrival List: The List of new arrivals can be generated with the help of SOUL software. BHU Library provides this service on demand from the users.

vi. Reports: SOUL software provides facility to generate various types of report with the help of different modules. These reports are of immense value for the users and staff. Bibliography on a specific subject can be prepared easily using SOUL software.

8.   Future Planning 

BHU Library System is looking for the next generation of library automation software. The BHU Library is looking forward to implementation of self-charging /discharging system, anti-theft mechanism, m-OPAC and availability of dedicated WebOPAC for institute and faculty libraries which have its own server. Implementation of RFID is the solution of both self-charging/ discharging system and anti- theft mechanism. As BHU Library has dedicated mobile site, it is the demand of the time that there should be a fast, simple, and easily accessible OPAC, i.e. m-OPAC designed especially for the mobile users.

9.   Summary 

There is no doubt that library automation enhances the operations and services of the library. Automation can effectively improve the library’s relevance to the academic community. It also observed that library staff enjoys working in an automated environment and the patrons enjoy services rendered using an OPAC instead of card catalogue. Library automation, however, requires adequate planning as well as availability of technical support (Egunjobi, 2012). Many challenges are faced by BHU Library during its automation project such as lack of expertise, frequent advancement in the technology, continuing upgrades of hardware and software, lack of updated and standard software, local variation generally used in traditional libraries, frequent power cut, staff reluctance to use new technology, staff anxiety and lack of desire to change of software, lack of proper training to staff to apply new standards in old library, greater expectancy of user from OPAC, unsatisfactory search results and its rendering. In spite of these limitations, students, faculty and staffs are enjoying services offered by the automation library such as fast search of the holdings, correct location of the document, speed and accuracy in circulation due to implementation of barcode technology, catalogue anywhere through WebOPAC, etc.

10.   References

1. Egunjobi, R.A. and Awoyemi, R.A.(2012),“Library automation with Koha”,Library Hi Tech News,Number 3, pp. 12-15
2. Lihitkar, R.S. and Lihitkar, Shalini R. (2011), “Ranking of selected library software packages in India”,Library Hi Tech News, Number 4, pp. 8- 17
3. Mahajan, P. (2005), “Academic libraries in India: a present day scenario”, Library Philosophy and Practice, Vol. 8 No. 1, pp. 1-3.
4. Rai,Namrata and Kumar, Shailendra (2011), “Comparative features ofintegrated library managementsoftware systems availablein Delhi”, The Electronic Library, Vol. 29 No. 1,pp. 121-146
5. http://www.inflibnet.ac.in/soul/(Retrieved and accessed: 25/08/2014)
6. http://en.wikipedia.org/wiki/Software( Retrieved and accessed: 25/08/2014)