The College Library System

Published Date: 02 Nov 2017

The project is to develop a library management system for a college, switching from its current manual operation to a computerised system also known as library automation, thus easing off the library activities such as book acquisition, cataloguing, circulation, stock verification, and all other functions more efficiently in terms of time and manpower, by associating book-id with shelf id for example, we can identify the exact location of the material we are searching.

The report will consist of the phases required to complete the project from analysis, design, testing and implementation of a web based system which is supported by HTML, PHP, MySQL, and APACHE.

1.1 Introduction:

Since computer and communication technologies have made inroad into libraries, each era brought new challenges for libraries. As a result of our new generation, libraries got automated, enhanced collection by adopting electronic publications, extended activities by developing portal/websites in order to disseminate information which is otherwise not possible. Consequently, with emergence of new systems, researchers tried to understand what users want to use, why do they want to use, how do they search and how do they put the result into use. The purpose was to develop better interface, efficient data organization. Initial attempts to external views of user’s requirements gave way to a new approach looking at the whole process through users' eyes and then attempting to develop a system which would be akin to users' thought process. Thus users became the centre for such research. A wide range of theories covering effective, cognitive and social aspects of users have been used. (Dervin, B.,and Nilan, M. 1986).

A library is a collection of information, sources, resources and services; it is organised for use and maintained by staff members. In a more traditional sense, a library is a collection of books. (Finkenzeller and Waddington, 2000).

A library is an institution which accumulates the knowledge and transmits the same to the public and the succeeding generations and exploration of the new knowledge. Libraries are the backbone of education and hence it requires an efficient organisation to serve its readers and dissemination of knowledge.( Sharma and Singh, 2005)

Today library can be managed manually or automatically using the bar-code systems. In the manual management, the librarian maintain all the data(entry of books), but this method is very time consuming and if volume of the library is too large, then there is required number of hours also to search the particular book. Bar-codes provide identification of items which ease library management process.

1.2 Problem Statement of the current system.

The problem that the actual system is facing is caused by the current manual system to handle the overall daily activities of the library. The manual system does not necessarily mean that there is no use of computers, but rather mean that most of the activities has to be done by manually, typing the data into the system database and also poor structure of the database itself. Examples like when lending and recovering books from borrowers, looking for the whereabouts of books in the library, looking if the books needed by the borrower is available or not, overdue of books loan and lending, etc. Thus makes it hard to serve student effectively.

Due to the current system, these are the problems that arise:

i. Time consuming

Borrowers have to wait longer so that the borrower’s details and books details are registered on the system.

ii. Costs of manpower

To do all the input of data, shelves housekeeping, dealing with borrowers, the library need to hire more library assistant.

iii. Poor Database structure

Difficult to trace books whereabouts and availability.

Information about books is not properly maintained.

Report generation is very slow.

iv. Reliability

Borrowers have to rely solely on library staff to search for book’s availability.

Borrowers need to call or be physically at the library to extend their book loans.

Borrowers need the library staff to reserve a book.

The system is prone to human error, like misfiles of records

1.3 Rationale and Benefit

1.3.1 Rationale (justification) of the system

The library is one of the oldest types of institutions in our society. It is in the midst of rapid change in recent times. The changes reflect those going on in other institutions and also in the society as a whole. Human civilisation has so far experienced three waves of social change, the age of agriculture, the age of industrialisation and the age of information. Most modern libraries are 'hybrid' libraries characterised by print and electronic collections, manual and ICT (information and communication technology) based services. Hence, they must move beyond their traditional role as custodians of books and integrate new methods of storage and transmission of information into an already existing structure. Modern libraries must link the users with the information they seek. Today's users expect more from libraries than ever before. Nothing can better emphasize the need for change. Every organization needs to change with time. The cycle of change is never-ending. So librarians need to accustom themselves to it. Librarians need to handle change effectively to survive and thrive in today's environment. The future for libraries can be an exciting and challenging one for those libraries that are both able and open to change. (Crawford, J. 2000)

1.3.2 Benefit of the system

i. Time saving

Access and retrieval of information becomes more efficient and faster for both staff and users of the system.

ii. Cost effective

On the staff point of view, less library assistant is needed to handle daily tasks, and on the user’s point of view, everything can be done at the speed of a click like book searching, reservation, extension of borrowed books, penalty payment, etc.

iii. Flexibility of use

Staff and users can access the system anywhere and anytime they wish to even when the library is closed, as long as they have access to the internet.

iv. Storage capacity

With the new system, a well organized and structured database eases the access of data and all data are kept at designated location in the system.

v. Security

Access to data are controlled and monitored. Users have restricted access to some data, admin staff has access to some authorized data and chief librarian has complete access to all data.

Less likelihood of loss of data.

vi. Accuracy

Less error is produced like misfiling of borrowers details, and all books can be classified and search as per title, or author, or subject.

1.4 Aims and Objectives

1.4.1 Aims

The aim of this project is to do research, design, develop and implement a web based library management system that a college can use to help its users to interact and do basic search of books and services.

1.4.2 Objectives

The objective of the project is more users centric, in the sense that it will allow borrowers to interact with the library webpage do their own personal tasks, and on the staffing side the system will monitor and control the transactions of the library, like maintain records of books activities such as books issued, books returned, get list of books by a particular author or a particular subject area, list of books currently checked out by a particular borrower, and inventory maintenance..(Own work from project report, LSC semester 5).

1.4.2.1 Research Objectives

Analysing the current library system

Perform a feasibility study to see if the proposed system should be created

Research on the tools and education needed to achieve the proposed system

Analyse the current database system

1.4.2.1 Practical Objectives

Find out the user requirement

Create a logical design of the system using UML (Unified Modelling Language)

UML diagrams

ERD(Entity relationship Diagram)

Build the system as per design generated

Make sure that the system is running without errors

Create user manual

Implement the new system

Chapter 2

Literature Review

We live in an information society where the development of information technology and telecommunication network is accompanied by a corresponding increase in knowledge with a rapid growing flow of information. This new information environment requires new skills in searching, processing and using information. In this changing scenario library is no longer a store house of knowledge, now it becomes an access facilitator without walls collection, giving access to relevant information. And, the role of the library and information professionals in this new environment has been completely changed. They play an intermediary role to supply right information to the users at the right time. (CLMS 2012)

With the introduction of new technologies in libraries, traditional techniques and tools have been replaced by the new ones. Most of the libraries have started providing an Online Public Access Catalogue (OPAC), Internet and digital documents. Many of them have created their homepages on the Web form where users can have access to a variety of services from their workplaces or homes. The transition of the traditional library to digital library is well reflected in a number of digitization projects going on at the national and global levels. The libraries have started digitizing their resources and making these available over the World Wide Web and providing online services to the users.

The dawn of Information technology and its invasion almost in all areas has added new dimensions to library system by providing avenues to create global network of libraries, offer reference and various other services much better and faster, to open a floodgate of digital preservation and save contents of documents that were on the verge of extinction, to improve house-keeping operations, to make library system professionals computer literate, and so on. Above all Information Technology has helped to heighten the status of library system professionals.

Chapter 3

Chapter 4

Methodology

Chapter 5

Design

Chapter 6

Implementation

Chapter 7

Testing

Chapter 8

Evaluation

Chapter 9

Personal

Chapter 10

Conclusion

Chapter 11