LIS 210 Library Application Software Packages PDF

COURSE GUIDE LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES Course Team Dr. Muhammad Musa Hayatu (Course Writer) – A.B.U. Zaria Prof. Stephen Osafon Nwaifo (Course Editor) - Delsu NATIONAL OPEN UNIVERSITY OF NIGERIA LIS 210 COURSE GUIDE © 2022 by NOUN Press National Open University of Nigeria Headquarters University Village Plot 91, Cadastral Zone NnamdiAzikiwe Expressway Jabi, Abuja Lagos Office 14/16 Ahmadu Bello Way Victoria Island, Lagos e-mail: [email protected] URL: www.nou.edu.ng All rights reserved. No part of this book may be reproduced, in any form or by any means, without permission in writing from the publisher. Printed 2022 ISBN: 978-978-058-205-0 ii LIS 210 COURSE GUIDE CONTENTS Introduction…………………………………………… iv Course Aims………………………………………….. iv Course Objectives…………………………………….. iv Working Through this Course………………………… v Assessment……………………………………………. v Study Unit…………………………………………….. vi iii LIS 210 COURSE GUIDE INTRODUCTION LIS 210: LIBRARY APPLICATION SOFTWARE PACKAGES 2C LIS 210 Library Application Software Packages is a core course with 2 credit unit which will last for one semester. It is a compulsory course for all undergraduates in the Department of Library and Information Science at the university. It is also suitable courseware for library students who wish to acquire the needed knowledge and skills on Library Application Software Packages and how best to use these application software packages to carrying library activities or operations. The course examined the definition of concepts; functions of library application software packages; types of library application software packages; basic structures of typical application software packages for library and information work; library application software packages skills and competencies requirements; acquisition and management of library application software packages; application of library software packages to library and information work; hands-on practical sessions on library application software packages in computer laboratory/ libraries and information centres. COURSE AIMS This course aims to introduce you to the general knowledge on Library Application Software Packages and how best to use these application software packages in carrying out library activities or operation. These include computer system, library housekeeping operations library application software, competence skills and criteria for selecting integrated library systems. The course consists of four modules with fourteen units of study. In this course, you will also learn the components of a computer, library housekeeping operations such as library automation, retrospective conversion and institutional repositories. You will also learn about Integrated Library System (ILS), Criteria for Selecting Integrated Library System; Skills and Competencies including the current and future trends in the development of Integrated Library Systems COURSE OBJECTIVES To achieve the above aims, some course objectives must be considered. Each unit in this study material has specific objectives which will guide you in checking on your progress while you do your study. By the end of this course you will be able to:  Identify the Components of a Computer  Define Library Application Software Packages iv LIS 210 COURSE GUIDE  List and explain the Library Housekeeping operations  Discuss the Library Automation  Define the term Retrospective Conversion  Explain the term Institutional Repositories  Identify and explain the concept of an Integrated Library System  Identify other core technology competencies that will enable the effective utilization of the Integrated Library System in use  Identify criteria for selecting the software  Discuss the criteria for selecting Integrated Library System in use  Understand the preliminary Steps for Evaluation of Integrated Library System.  Discuss the parameters for Evaluation of Integrated Library System  Explain current and future trends in the development of Integrated Library. WORKING THROUGH THIS COURSE To complete this course, you have to study the four modules and fourteen study units carefully, do all practical exercises and assessments attached to each unit of study. Read the recommended books and other materials available to you. Always participate in the online facilitation and facilitation going on in your study centre. Each unit of study has an introduction, intended learning outcomes (objectives) you should achieve at the end of the study, a conclusion and summary informing you in a nutshell what you studied in the unit. Above all, there is a self – assessment exercise at the end of every unit to evaluate what you have learnt. You are advised to download the courseware into your device so that you can study it whenever you are offline. ASSESSMENT There are two main forms of assessments namely; formative and the summative. The formative assessments are conducted at the end of every unit of study. The formative assessments will enable you to evaluate your learning output. The university uses the summative assessments to evaluate your academic performance in the courseware you studied at the end of each session or semester. The summative assessment is a Computer-Based Test (CBT) made up of objectives and sub-objective questions. There are 3 continuous assessments, 10% each and final examinations are based on 70%. You are required to take all the computer-based tests and the final examination to the final grade for this course. v LIS 210 COURSE GUIDE STUDY UNITS Module 1 Components of a Computer System Unit 1 Components of a Computer Unit 2 Hardware Unit 3 Software Unit 4 Software Packages Module 2 Library Housekeeping Operations Unit 1 Housekeeping operations Unit 2 Library Automation Unit 3 Retrospective Conversion Unit 4 Institutional Repositories Module 3 Library Application Software Packages Unit 1 Library Application Software Packages Unit 2 Integrated Library System (ILs) and Library Housekeeping Unit 3 The Integrated Library Systems in Use Module 4 Competences/Skills and Criteria for Selecting Integrated Library System Unit 1 Integrated library System Skills and Competences Unit 2 Criteria for Selecting and Evaluation of Integrated Library Systems Unit 3 Current and Future trends in the development of Integrated Library Systems vi MAIN COURSE CONTENTS Module 1 Components of a Computer System…………. 1 Unit 1 Components of a Computer………………………… 1 Unit 2 Hardware…………………………………………… 8 Unit 3 Software …………………………………………… 15 Unit 4 Software Packages…………………………………. 21 Module 2 Library Housekeeping Operations………….. 29 Unit 1 Housekeeping operations………………………….. 29 Unit 2 Library Automation………………………………… 35 Unit 3 Retrospective Conversion…………………………. 39 Unit 4 Institutional Repositories…………………………. 44 Module 3 Library Application Software Packages…… 50 Unit 1 Library Application Software Packages…………… 50 Unit 2 Integrated Library System (ILs) and Library Housekeeping……………………………………… 55 Unit 3 The Integrated Library Systems in Use…………… 65 Module 4 Competences/Skills and Criteria for Selecting Integrated Library System…………………… 76 Unit 1 Integrated library System Skills and Competences…. 76 Unit 2 Criteria for Selecting and Evaluation of Integrated Library Systems…………………………………….. 82 Unit 3 Current and Future trends in the development of Integrated Library Systems………………………… 92 LIS 210 MODULE 1 MODULE 1 COMPONENTS OF A COMPUTER SYSTEM INTRODUCTION In this module, the Components of a computer system will be discussed. This will prepare and introduce you to the basic concepts associated with the computer. This prepares students for the application of these concepts in the library. Unit 1 Components of a Computer Unit 2 Hardware Unit 3 Software Unit 4 Software Packages UNIT 1 COMPONENTS OF A COMPUTER Unit Structure 1.0 Introduction 2.0 Intended Learning Outcomes (ILOs) 3.0 Main Content 3.1 Definition of Computer 3.2 Functional Units of a Computer 3.3 Characteristics of a Computer 4.0 Conclusion 5.0 Summary 6.0 Tutor-Marked Assessment 7.0 References/Further Reading 1.0 INTRODUCTION Welcome to this unit, in this unit you will be introduced to the computer system, the functional units of a computer and the characteristics of a computer. The computer is the platform from which libraries can launch their application software packages. 2.0 INTENDED LEARNING OUTCOMES (ILOs) By the end of this unit, you will be able to:  identify a computer system.  identify the functional units of a computer.  discuss the major characteristics of a computer. 1 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES 3.0 MAIN CONTENT 3.1 Definition of Computer A computer is an electronic device, operating under the control of instructions stored in its memory that can accept data (input), process the data according to specified rules, produce information (output), and store the information for future use. It is also a programmable machine designed to perform arithmetic and logical operations automatically and sequentially on the input given by the user and gives the desired output after processing. It is an electronic and programmable machine operating under the control of instructions (that are arithmetic and logical operations) stored in its memory, it accepts these instructions as input/data, manipulates these data, and produces the results as output or store them in its memory. A computer is an electronic data processing device, which accepts and stores data input, processes the data input, and generates the output in a required format. A Computer system is a basic, complete and functional computer, including all the Hardware and Software required to make it functional for a user. It is a set of integrated devices that input, output, process, and store data and information. They are currently built around at least one digital processing device. This device does all the processing of the instructions the system receives from the user. The computer system is made up of hardware and software. This computer cannot perform their task without the use of the hardware, software systems and peopleware. The peopleware is a human being who operates the computer to make it perform its functions. COMPUTER DEVICES AND THEIR TYPES Devices Types Pointing Device Mouse, touchpad, touch screen, multi- touch screen, pen input, motion sensor, graphics tablet, interactive smartboard, and fingerprint scanner Game Controller Joystick, gamepad, and steering wheel. Audio Input Device Microphone and midi keyboard. Bluetooth Peripheral Keyboard, mouse, headset, gamepad, printer. 2 LIS 210 MODULE 1 Visual and Imaging Webcam, digital camera, digital Device camcorder, TV capture card, biometric scanner, and barcode reader. Network Device Ethernet hardware and Bluetooth/wireless hardware. 3.2 Functional Units of a Computer System A computer system consists of mainly four basic units; namely input unit, storage unit, central processing unit and output unit. The following are the functional units of the computer system: 1. Input Unit 2. Storage Unit 3. Processing Unit 4. Output Unit Source:http://ecomputernotes.com/fundamental/introduction-to- computer/draw-the-block-diagram-of-computer-and-explain-its-various- components 3.2.1 Input Unit This unit is used for entering data and programs into the computer system by the user for processing. Some of the common input devices include Computer Keyboard: A computer keyboard looks like a conventional typewriter keyboard but has more keys than the typewriter keyboard. To use the keyboard in inputting data make always rest your fingers on the 3 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES keys. The computer keyboard is divided into four parts namely: function keys, alphanumeric keys, Numeric Keys and Control keys. The function keys have twelve keys arranged in a row at the top of the keyboard. The F1 to F12 which are used in programs as shortcuts keys in performing the frequent task. The alphanumeric keys in a keyboard contain numbers and alphabets in the keypad. The cursor control keys indicate to you where you are pointing to in any document. The numeric keyboard is divided into five rows namely signs, top, base, middle and bottom. Mouse: It is a pointer in the computer screen used in navigating or moving around in the computer screen. The mouse is also a cursor control device which appears as a small size palm box. The mouse has two buttons with a wheel in between the two buttons, one on the left hand and one on the right hand. Microphone: It an input device used in adding sound to a computer system. It captures audio by converting sound waves into an electronic signal. It will help to input audio into your computer system. Barcode Reader: It is one of the commonly used handheld scanners which is used in libraries for numbering of books and in shopping stores to evaluate goods Joystick: It an input device used in controlling video games and graphics applications on a computer. 3.2.2 Storage Unit The storage unit is used for storing data and instructions before and after processing. 3.2.3 Processing Unit The task of performing operations like arithmetic and logical operations is called processing. The Central Processing Unit (CPU) takes data and instructions from the storage unit and makes all sorts of calculations based on the instructions given and the type of data provided. It is then sent back to the storage unit. The Central Processing Unit (CPU) includes Arithmetic logic unit (ALU) and control unit (CU)  Arithmetic Logic Unit: All calculations and comparisons, based on the instructions provided, are carried out within the ALU. It performs arithmetic functions like addition, subtraction, multiplication, division and also logical operations like greater than, less than and equal to etc. 4 LIS 210 MODULE 1  Control Unit: Controlling of all operations like input, processing and output are performed by the control unit. It takes care of step by step processing of all operations inside the computer. 3.2.4 Output Unit This unit is used to send data out of the system. Some output devices are: Monitor: It displays images and text on a computer screen for you to read. Printer: You use the printer to produce a hard copy of the information, images and data stored inside the computer system. Printers are divided into two types Impact and non-impact printers Speaker: Speaker is an output device in a computer system that produces sound and makes music to be audible to the users. 3.3 Characteristics of a Computer The following are the characteristics of a computer that makes them very powerful electronic machines. 1. Speed: Computer is a very fast and accurate device. Since electronic pulses travel at incredible speed and they are electronic device its internal speed is virtually instantaneous. A microcomputer can process millions of instructions per seconds over and over again without any mistake. 2. Accuracy: Computers physical circuits rarely make errors, if the data and instruction are correctly fed. Most errors which occur in computers are either hardware error or human error. 3. Storage: Computers have a large amount of memory to hold a very large amount of data, we can store a large amount of data information in the secondary storage device. 4. Programmability: A computer is programmable; i. e. what computer does depend on the lines of instruction (Program) it is using. 5. Diligence: Computer is free from problems like lack of concentration, and confusions etc. The computer is never confused like humans and it can perform instruction again and again without failing or getting bored. 5 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES 6. Versatility: We can perform many different types of tasks on a computer, one moment it might be busy in calculating the statistical date for annual performance evaluation of a business organization and next moment it might be working on inventory control. 7. Power of remembrance: Unlike humans, the computer can store things for an unlimited period. It has great remembering power. 4.0 CONCLUSION In this unit, you have learnt the definition of a computer. You have also learnt the functional units of a computer and the characteristics of a computer. 5.0 SUMMARY The functional parts of the computer that you learnt in this unit are input, storage unit, processing unit and the output unit. You also learnt the various functions each unit performs in the processing of data. Finally, you learnt that the major characteristics of a computer are that Computer is a very fast and accurate device, stores a very large amount of data, the computer is never confused etc. 6.0 TUTOR-MARKED ASSESSMENT 1. Define the term computer system? 2. List the functional units of a computer? 3. Discuss the major characteristics of a computer? 7.0 REFERENCES/FURTHER READING Adejola, A.P (2011). Computer Science for Undergraduate and Professional. Abuja: Daladi Press Ltd. Messmer, H. P. (2001). The indispensable PC hardware book. Addison- Wesley Longman Publishing Co. Inc. https://www.amazon.com/Indispensable-PC-Hardware-Book- 3rd/dp/0201403994. Rajaraman, V., & Adabala, N. (2014). Fundamentals of Computers - 6th ed. New Delhi, India: PHI Learning Pvt Ltd. Book. Ltd. https://www.abebooks.com/products/isbn/9788120350670?cm_s p=rec-_-vhr_1-_-plp&reftag=vhr_1. 6 LIS 210 MODULE 1 Sinha, P. K., & Sinha, P. (2010). Computer Fundamentals. Introduction to C programming language BPB publications. http://www.lncollegebu.org/library/pdf/1429847795.pdf 7 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES UNIT 2 HARDWARE COMPONENTS OF A COMPUTER CONTENTS 1.0 Introduction 2.0 Intended Learning Outcomes (ILOs) 3.0 Main Content 3.1 Concept of Hardware 3.2 Categories of Computer Hardware 3.3 Peripheral Devices 4.0 Conclusion 5.0 Summary 6.0 Tutor-Marked Assessment 7.0 References/Further Reading 1.0 INTRODUCTION Welcome to this unit, you have learnt about what a computer is and the components of the computer which included software and hardware components. In this unit, you will be learning what makes up the Hardware components of the computer, the categories of computer hardware and peripheral devices. 2.0 INTENDED LEARNING OUTCOMES (ILOs) By the end of this unit, you will be able to:  define the term hardware.  identify the categories of computer hardware.  identify peripheral devices that are connected to the computer. 3.0 MAIN CONTENT 3.1 Concept of Hardware A computer system is an integrated set of hardware and software designed to process data and produces a meaningful result. Every computer performs the basic functions of input, processing, storage, output, and transmission of data. Instructions and data are entered, processed into results that are stored for later use, and output in a useful format. Computers are connected to a larger network system for transmission of data and information. 8 LIS 210 MODULE 1 CATEGORIES OF COMPUTER HARDWARE COMPONENT The Computer Hardware: Adopted From http://www.bngkolkata.com/web/wpcontent/uploads/2015/08/081615_0 346_TheHardware1.jpg Computer hardware is organized according to these basic functions. The system unit focuses on processing. Whereas a variety of peripheral devices facilitate input, output, storage, and communication. Computer Hardware also referred to as the machinery or the equipment of the computer, is physical elements of a computer. The hardware components of a computer system are the electronic and mechanical parts. The major hardware components of a computer system are:  Processor(CPU)  Main memory  Secondary memory  Input devices  Output devices For typical desktop computers, the processor, main memory, secondary memory, power supply, and supporting hardware are housed in a metal case. Many of the components are connected to the main circuit board of the computer, called the motherboard. The power supply supplies power for most of the components. Various input devices (such as the keyboard) 9 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES and output devices (such as the monitor) are attached through connectors at the rear of the case. 3.2 Computer Hardware Components These Hardware components are further classified into four distinct categories. 1. Input devices: For raw data input. 2. Processing devices: To process raw data instructions into information. 3. Output devices: To disseminate data and information. 4. Memory /Storage devices: For data and information retention. 3.2.1 Input Devices Components which are used to input raw data are categorized under input devices. They aid in feeding data such as text, images, and audiovisual recordings. They even aid in file transfers between computers. The keyboard is probably the most commonly used input device. Other input devices include: Input Devices of a Computer System https://ictlounge.com/Images/Manual%20Input%20Devices.gif. 3.2.2 Processing Devices Processing is the core function of a computer. It is the stage where raw data is transformed into information. Once data has been processed, it can be used for useful purposes. Components that manipulate data into information are categorized under processing. The microprocessor is the major device in this category. It works closely with primary memory during its operations. Data is stored temporarily in processor cache and primary memory during the processing period. The microprocessor is an 10 LIS 210 MODULE 1 electronic device about a one-inch square, covered in plastic. Inside the square is an even smaller square of silicon-containing millions of tiny electrical parts. A microprocessor may contain 100 million transistors. It does the fundamental computing within the system, and directly or indirectly controls all the other components. Computer Memory is divided into three important units, which work together to accomplish its function. The units are:  The control unit: It manages and supervises the operations of the processor and other components that are crucial in data manipulation.  Arithmetic and logic unit: The ALU is responsible for all arithmetic and logic operations like addition, multiplication, subtraction, division, and comparison logic operations.  Register and cache: These are storage locations inside the processor that respond to the instructions of the control unit by moving relevant data around during processing. 3.2.3 Output Devices Hardware components that disseminate and display both data and information are classified under the output category. The output is the culmination of a cycle which starts with the input of raw data and processing. An output device is used to send data out of the system. Some output devices are: 1. Monitor, 2. Printer, 3. Speakers. Output devices are sub-categorized under softcopy and hardcopy output. Softcopy output includes the intangible experience. The user derives visual satisfaction by reading a message through display components or listens to audio files through speakers. On the other hand, hardcopy output devices are tangible, like printouts of paper and 3D models. 3.2.4 Memory/Storage Devices Components that retain/store data are classified under memory/storage devices. Storage is sub-divided under primary and secondary memory and which also volatile or nonvolatile. Primary memory usually refers to Random-Access Memory (RAM) but can also refer to all memory that works in tandem with the processor. RAM is volatile, meaning that it retains data only when the computer is powered up. So the primary memory is a volatile storage device because it needs a constant power supply to keep the data and information stored 11 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES on them active in the computer system. The central processing unit (CPU) or accelerated processing unit (APU) reads instructions stored in this memory and executes them as required. Secondary memory is labelled as such because data stored within secondary storage media (usually disk drives) do not communicate directly with the microprocessor. Any data stored in such media is first transferred to a RAM device for processing to take place. This type of memory is also non-volatile since it permits long time storage as opposed to volatile memory. The examples of Secondary memory are: Hard drive: the hard drive houses the hard disk. You should not remove the hard disk from the hard drive pack in the computer system because it is an internal storage device with a large capacity for storage in your system. Solid-State Drive: Stores the files, programs just as the hard disk drive Universal Serial Bus (USB) drives: Use in storing and copying data, documents, files and folders from and into computer systems. Secure Digital (SD) card: The SD cards are your memory cards which can be used in mobile phones, digital cameras, and handheld computers. Files, music, movies and other information can be copied into SD card from or to computer-aided technologies. Compact Disk (CD)): It is a storage device used in recording audio music, transferring information or data into or from the computer system. Digital Versatile Disc (DVD): It is an external storage device use in storing digital data such as software programs, files and is used in storing and viewing video plays or movies. Floppy diskette: It is a storage device in a computer system but has disappeared in many computers because it has small and unreliable storage capacity. 3.3 Peripherals A peripheral is a device that can be attached to the computer processor. Peripheral devices can be external, such as a mouse, keyboard, printer, monitor or scanner. Peripheral devices can also be internal, such as a CD- ROM drive, DVD-R drive or modem. A peripheral device is defined as a computer device, such as a keyboard or printer, which is not part of the essential computer (i.e., the memory and microprocessor). These 12 LIS 210 MODULE 1 auxiliary devices are intended to be connected to the computer and used. Peripherals comprise the most significant component in any computer system for three reasons. Firstly, it is the most visible part of the hardware, as peripherals provide the interface between the human user and the system. Secondly, it constitutes a significant portion of the total cost of the system, and thirdly, it is often a significant contributor to the performance constraints of the system. Peripheral devices are usually classified as: 1. Input Devices, 2. Backing storage devices (Output Device). 3.3.1 Input Devices Input can take a variety of forms; from commands, you enter from the keyboard to data from another computer or device. A device that feeds data into a computer processor is called an input device. Examples of common input devices are keyboards, mouse, joystick, microphone and scanner. 3.3.2 Backing Storage Devices Output can also appear in a variety of forms - text, video, graphics, and so on. A device that shows data from a computer processor is an output device. Examples of common output devices are monitors, laser printers, inkjet printers, speakers and headphones. The Backing storage devices are devices that hold and retain data in a computer. These devices allow the user to save data more permanently than RAM so that data is not lost and may be used at a later time. Examples of common backing storage devices are hard disk drive, floppy disk drive, CD-RW drive, flash memory and DVD-RAM drives. 4.0 CONCLUSION In this unit, you learnt the hardware components of the computer system that is made up of the processor, Main Memory, Secondary memory, input and output devices. You also learnt about the categorization of these components into input, processing, storage and output devices. This unit concluded with you learning about peripherals, these are auxiliary devices attached to the computer system. 13 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES 5.0 SUMMARY The hardware components of the computer system provide the platform on which Library Application Software Packages are installed. You will be interacting with these components when you use library application software packages. For more study log into this link: https://www.youtube.com/watch?v=CTNtf-oGLgY on Input Devices: Keyboard, Mouse, Joystick: Tutorial. 6.0 TUTOR-MARKED ASSESSMENT 1. What is computer hardware? 2. List five computer hardware you know? 3. Explain the peripheral devices that are connected to the computer? 7.0 REFERENCES/ FURTHER READING Adebayo, P. A. (2011). Computer science for undergraduates and professionals 1. Abuja: Danladi Press Ltd, 52 -77. Chakraborty, A. (2018) Input Devices Keyboard, Mouse, Joystick Tutorials Point India Private Limited https://www.youtube.com/watch?v=CTNtf-oGLgY Parson, J. J and Oja, D. (2004) New perspectives on computer concepts- 7th ed.USA: Course Technology Thomson learning inc, 1 – 223. Messmer, H. P. (2001). The indispensable PC hardware book. Addison- Wesley Longman Publishing Co. Inc. 1296. https://www.amazon.com/Indispensable-PC-Hardware-Book 3rd/dp/0201403994. Sangma, S. K. (2013). Computers in academic libraries, India: Academic Libraries Centrum. 197 – 241. https://www.abebooks.com/book- search/author/s-k-sangma/. Ravichandran, D. (2008). Introduction to computers and communication. New Delhi: Tata McGraw- Publishing Company Ltd. 67 -145. 14 LIS 210 MODULE 1 UNIT 3 SOFTWARE COMPONENTS OF A COMPUTER CONTENTS 1.0 Introduction 2.0 Intended Learning Outcomes (ILOs) 3.0 Main Content 3.1 Definition of Software 3.2 Types of Software 3.3 Categories of Application Software 4.0 Conclusion 5.0 Summary 6.0 Tutor-Marked Assignment 7.0 References/Further Reading 1.0 INTRODUCTION Welcome to this unit, you have learnt about the computer hardware and its components in unit 2. In this unit, you will be introduced to the concepts of software, types of software and the categories of software that is used in different organizations. The software provides the interface between the computer and its users by availing the user with the capabilities of the computer in solving the user's problems 2.0 INTENDED LEARNING OUTCOMES (ILOs) By the end of this unit, you will be able to:  define the concept of software.  identify the different types of software (System software and application Software).  explain the different categories of Application Software 3.0 MAIN CONTENT 3.1 Concept of Software The software also called Computer Software is any set of logical instructions that tells the computer what to do to accomplish user-oriented tasks. In telling the computer what to do, the software brings together other resources of the computer like other programs, procedures, rules, data and associated documentation that is needed by the user to accomplish tasks. The software contains a clear and complete description of each user- oriented task in terms of available operations and resources of the 15 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES computer that will be needed to carry out the tasks. The software contains a set of programs for a computer. Each program is a complete specification of the processing to be performed on the data supplied to the computer by the user. The software could either be a single program or a set of programs. Several of these programs integrated form software. The software, therefore, is a generic term for organized collections of programs. There are two types of Computer namely; Software; System and Application Software. 3.2 Types of Software There are three types of Computer Software in use are: a. System Software and b. Application Software c. Utility Software. 3.2.1 System Software System Software is computer software designed to operate the computer hardware to provide basic functionality and to provide a platform for running application software. It refers to the operating system and all utility programs that manage computer resources at a low level. The system software is responsible for controlling, integrating, and managing the individual hardware components of a computer system. This is done that other software and the users of the system see it as a functional unit without having to be concerned with the low-level details; such as transferring data from memory to disk, or rendering text onto a display. Generally, system software consists of an operating system and some fundamental utilities such as disk formatters, file managers, display managers, text editors, user authentication (login) and management tools, and networking and device control software. 16 LIS 210 MODULE 1 The followings are examples of the system software in a computer system  Personal computer disk operating system (PC/M)  UNIX and XENIX used for computer networking  Microsoft Disk Operating System (MSDOS)  Control Program for Microprocessor (CP/M)  Window Operating System which aids or allows the running of more than one application program at a time.  Digital Research Disk operating System(DR DOS)  LINUX  ADD 3.2.2. Application Software SOURCE:http://courses.cs.vt.edu/csonline/OS/Lessons/Introduction /onion-skin-diagram.gif. Application software is used to accomplish specific tasks other than just running the computer system. Application software may consist of a single program, such as an image viewer; a small collection of programs (often called a software package) that work closely together to accomplish a task, such as a spreadsheet or text processing system; a larger collection (often called a software suite). The application software is related but independent programs and packages that have a common user interface or shared data format, such as Microsoft Office, which consists of a closely integrated word processor, spread sheet, database, etc. The software system, such as a database management system, is a collection of fundamental programs that may provide some service to a variety of other independent applications. 17 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES 3.3 Different Categories of Application Software Application software is also known as end-user software as this software used by end-users to complete their task. There are two types of application software as follows: 1. Basic Application Software 2. Specialized Application Software 3.3.1 Basic Application Software Basic Application software is general purpose applications that are widely used in every disciplines and occupation. These applications are also known as productivity applications. They perform utility operations. Examples of these general-purpose applications include: Word processing software: This application is used to create text-based documents like organizational memos, letters, faxes Newsletters, manuals, and brochures. They enable users to edit documents interactively. This is done by enabling user redraft and merge chunks of existing documents, without the need for extensive retyping. Most of the popular programs contain features such as spell checks, outlining, and choice of fonts, line drawing and page layout facilities. Word processing software permits the user to manipulate the text. Examples of Word processing software includes Microsoft Word, Corel WordPerfect, Apple Pages, OpenOffice Writer and. Spreadsheet Software: these are interactive applications that organize, analyze, and graph numeric data in a tabular form. The application operates on data represented as cells of an array, organized in rows and columns. Examples of spreadsheet software include Microsoft Excel, Apple Numbers, Open Office Calc. Database Applications: these are sets of applications that enable users to store, modify and extract information from a database (Collection of related records in different tables). These applications typically support querying of the records contained in the tables of the database using structured high-level query languages. Examples of Database Applications include Integrated Library Software, Computerized inventory systems Education Application Software: These include packages like DBASE ATI, Word perfect ATI, Learn Dos and Typing Tutor use in learning about computer hardware and software. 18 LIS 210 MODULE 1 Game Application software: This application software that enables you to play a game with your computer. Examples of this software package are Golf, Snooker, Test-drive, Football, etc. Communication Application Software: The software permits you to use the computer as a communication gadget. Examples of such computer software packages are Ms-com, Net-com and Net Ware etc. 3.3.2 Specialized Application Software Specialized Application Software is programs that more narrowly focused on specific disciplines and occupations. They are also known as special- purpose applications. They allow us to perform advanced computing tasks. Examples include Web design, graphics, audio and video editing, artificial intelligence, and cell phone apps. 3.3.3 Utility Software The utility software in a computer system is packages that stores in the hardware of a computer. It helps in diagnosing computer problems, detecting, removing and preventing the virus from contaminating the system. Examples of such software packages are: a. Anti – Virus tools or the security of the files and application examples are AVG and Microsoft security essentials b. PC tools c. Norton Disk Doctor (NDD) d. Doctor Solomon etc. e. Data recovery to help gets back lost data. Examples include iCare Data Recovery, Recuva, and EaseUs Data Recovery Wizard f. File Compression to optimize disk space such as WinRAR, Winzip, and 7-Zip. g. Hardware diagnostic services examples are Hard Disk Sentinel, Memtest, and Performance Monitor h. Firewall for protection against external threats, e.g., Windows Firewall. 4.0 CONCLUSION In this unit, you learnt about the software component of the computer. You learnt about the types of software; the system software, application software and utility software. You also learnt about the different categories of Application software. 19 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES 5.0 SUMMARY This unit introduced you to the concept of software. Since this course is about Library application software packages, you were introduced to the concept of application software. This will hopefully serve as an introduction to application packages. 6.0 TUTOR-MARKED ASSESSMENT 1. Explain the different types of software? 2. What is an Application Software? 3. Discuss the various types of application software? 4. Outline the different categories of specialised Application Software? 7.0 REFERENCES/ FURTHER READING Adejola, A. P. (2009). Application of information communication technology: a practical approach to the management information system and data processing. Abuja: Danladi Press Ltd. 12 -18. Messmer, H. P. (2001). The indispensable PC hardware book. Addison- Wesley Longman Publishing Co. Inc, Mugivane, F. I (2014). Introduction to the computer. Westlands Nairobi: Advantech Office Supplies Limited, 1 -162 https://agrieconomics.uonbi.ac.ke/sites/default/files/cavs/agricult ure/agriecon/AEB%20101%20INTRODUCTION%20TO%20CO MPUTERS.pdf Patterson, D. A., & Hennesey, J. L. (2016). Computer Organization and Design ARM Edition: The Hardware Software Interface. Morgan Kaufmann. Parson, J. J and Oja, D. (2004) New perspectives on computer concepts- 7th ed.USA: Course Technology Thomson learning inc, 1 – 223. Sangma, S. K. (2013). Computers in academic libraries, India: Academic Libraries Centrum. 1 – 241. https://www.abebooks.com/book- search/author/s-k-sangma/ Ravichandran, D. (2008). Introduction to computers and communication. New Delhi: Tata McGraw- Publishing Company Ltd. 67 -145. 20 LIS 210 MODULE 1 UNIT 4 SOFTWARE PACKAGES CONTENTS 1.0 Introduction 2.0 Intended Learning Outcomes (ILOs) 3.0 Main Content 3.1 Definition of Software Packages 3.2 Areas of Application 3.3 Advantages of Software Packages 3.4 Disadvantages of Software Packages 4.0 Conclusion 5.0 Summary 6.0 Tutor-Marked Assignment 7.0 References/Further Reading 1.0 INTRODUCTION Welcome to this unit, in this unit you will be introduced to the concepts of software Packages, the different areas to apply software packages in different spheres of life, their advantages and disadvantages. Software packages bundle different application software to ease the performance of a specific task. 2.0 INTENDED LEARNING OUTCOMES (ILOs) By the end of this unit, you will be able to:  define the term software packages  examine the criteria for selection of Library software  identify areas software packages can be applied  discuss the advantages of software packages  discuss the disadvantages of software packages. 3.0 MAIN CONTENT 3.1 Definition of Software Packages Software packages are a set of related applications/programs that provide solutions to various types of task. These software packages are sometimes called Suites. They bundle together different applications under a common user interface for users to be able to learn and use each application in the package. Microsoft Office and OpenOffice.org are some common examples. They bundle together a word processor, a spreadsheet, a presentation application, and a database application in one 21 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES package and are sold as a unit. They are simply multiple applications or code modules that work together to meet various goals and objectives. Software packages are commercially supplied products which typically provide solutions to a particular range of software development or applications problems. Software packages/suites and integrated software packages are often mistakenly used synonymously. The difference is that while a software package/suite is a collection of individual programs bundled together and are made available as a unit, integrated software is a collection of programs that work similarly. The majority of software packages share the following characteristics:  They are frequently leased or licensed, rather than sold.  They are usually provided in object code form and are restricted to certain computer systems for use.  User documentation is provided with the package.  Maintenance of the package is separately priced, but a warranty period is often provided.  Training is provided, perhaps separately priced.  Updates to the package are expected.  Installation of the package is sometimes provided by the vendor. 3.2 Criteria for Selection of Library Software Criteria to consider as a librarian before selection a software package for your Library are as follows; a) Need assessment of the library and the need of the community the library is meant to serve. b) The credibility of the manufacturer/developers of the software package. c) Availability of local technical support for solving troubleshooting, updating and installation of the software. d) Frequency of upgrading and updating to incorporate innovations, e) Users Interface/Users friendly and easy to operate. f) Cost-effectiveness, will your library enable to finance the operation or is it free g) System analysis: Configuration capacities (RAM and Hard disk space) and compatibilities with computers, 3.3 Areas of Application of Software Packages Software Packages are used are 1. Business 2. Medical Field, 22 LIS 210 MODULE 1 3. Homes, and 4. The library. 3.3.1 Business Almost every business uses computers to complete daily tasks. From making contact with clients to inputting data for reports, computers allow businesses a more efficient way to manage affairs when compared to traditional paper and manila folders. Computers allow businesses to create websites, stunning ads and complete marketing campaigns. Marketing videos can be edited and custom ads created in-house with the use of specialized software. 3.3.2 Medical field Computers have become an essential part of every hospital. From doing basic things such as storing the details of patients, to more specific applications such as open-heart surgeries, X-rays, clinical tests, etc. Computers in the hospital also play a vital role in numerous specific purposes, apart from the administration, accounting, billing, and appointments. They help doctors in performing surgeries, especially laparoscopic surgeries, where they insert operation tools and a small camera through a small incision made at the location of the surgery, and perform the operation with computers and monitors to guide them. 3.3.3 Homes At homes, software packages are used in a variety of ways. Computers in Homes provide training, technical support, computers and home Internet to students' families in participating in low-docile schools. The computer can be used to manage the home budget. The user can easily calculate expenses and income. Software packages can list all expenses in one column and income in another column. Software packages can apply any calculation on these columns to plan the home budget. 3.3.4 The Library The software packages on the Computers in the library store documents as soft copy for students’/faculty members use. Others provide online magazines, journals, brochures, research articles. Other software packages that records of the books/record of the books maintained using special library software, they also keep records of the issues and returns of the books. 23 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES 3.4 Advantages of Software Packages The following are some of the advantages of software packages: 1. Timely Availability A software package has already been developed and is usually available immediately. When compared to the development of a system, this availability can be a significant advantage. Considerable lead time is required to develop software; perhaps 24 months or more for a large system. Also, schedule slips are typical of custom development. The benefits realized by having a package operational during this period rather than utilizing a current system while awaiting completion of development can often be the largest advantage of package acquisition. 2. More predictable Cost Cost is a significant advantage of software packages. Costs are visible and known, as the vendor has an established and quoted price. Purchasing a software package usually consists of purchasing a license to use the package on a limited rights basis. For example, the purchase of a package may be limited to one computer for a specified price, with a reduced price scale available for installation on additional computers. There are fewer hidden or unexpected costs, so the problems associated with estimating the costs of custom developments (which often experience overruns) are eliminated. 3. Lower Cost The cost of a software package is usually lower since the vendor spreads the cost of developing the package over an expected sales volume. Custom development costs, on the other hand, are borne entirely by one organization. Also, "cost of developing package training material and document is spread among package users while the user of custom-developed software must bear the entire cost. Maintenance of off-the-shelf software packages is usually obtained through the purchase of a contract to provide a specified level of service. Frequently, the cost of an initial year's maintenance service will be included in the purchase price. This lessens the workload of the in-house maintenance staff, resulting in another cost-saving. 4. Documentation A set of user documentation is provided by the vendor with the package and can be previewed before purchase. This documentation has evolved with use by other customers and is often professionally done. Documentation of custom-developed 24 LIS 210 MODULE 1 software is notoriously poor, usually done at the last moment, and often not oriented toward the user. Good documentation is a significant advantage, as the acceptance of a system by users is often greatly influenced by how well the documentation aids them in its operation. 5. Reliability packages tend to be more reliable than custom-developed software. They are usually well tested and have been used by other organizations. Custom-developed Systems must go through extensive testing before they may be used reliably, and even they often contain latent errors which may not be detected until after months or years of use. 6. Vendor Support Depending on the purchase contract, the package delivery may consist of either tape or accompanying documentation or actual vendor installation. The provisions of the purchase contract will directly determine the level of support provided with delivery. If delivery is by mail, the site staff must be capable of "bringing the system up," and training staff personnel in its proper usage. In cases where the vendor provides installation support, the vendor provides a training staff that delivers and installs the package and trains resident personnel. Often, this results in excellent service at a nominal cost. Traditionally, there is a warranty period after the vendor staff leaves the facility. During this period, the vendor staff is on call to answer questions and fix any bugs that might be encountered. 7. Existing User base The fact that a software package has an existing user base can be of immeasurable advantage. Current users can be surveyed about the quality and suitability of documentation, maintenance, training, and vendor reliability. Also, on-site demonstrations of a system may be arranged, enabling potential users to judge whether the system meets their needs in terms of special features and the less quantifiable area of "user-friendliness. "As a direct result of the growth of software packages, there is often a wide variety of hardware implementations for a package. Unless a hardware configuration is quite unusual, it should not hinder the implementation of an appropriate package. Thus, the main criterion upon which the selection of a package should be based is how well the functional capabilities of the package meet user requirements. 25 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES 3.5 Disadvantages of Software Packages The following are some of the disadvantages of software packages: 1. Functional Requirements a software package is not without pitfalls and hazards. Statement of user requirements in a form that can result in the selection of an optimal package is a difficult, multi-step procedure. Only after the user requirements have been stated and matched to achieve the best fit to a package can success be insured. Ensuring that a package meets the specific requirements of an organization is critical to its successful implementation. In contrast, a developed system can be built to the specific requirements of an organization. 2. Flexibility , laws, policies and procedures constantly change and a software package must be adaptable to these changes. The flexibility which, if anticipated, can readily be built into a custom developed system, must be insured in a purchased product. This need can be handled in two ways. First, the vendor can be held responsible for making necessary changes. Most vendors will do this for a fee or may issue updates based on known changes in federal or state regulations and laws as part of their service. Second, the purchasing organization may assume responsibility for making changes. Usually, however, a software package is purchased in a form that does not easily permit changes. This form is called object code (as opposed to source code). If a user insists on changes, the vendor may withdraw all support for future package modification and void them maintenance contract. In many cases, this situation is being resolved by the marketplace. With a more competitive market and more reputable vendors, there is a wider selection of packages, packages are more adaptable and vendors are more willing to work with a customer. 3. Vendor reliability It is important when selecting a package to ensure that the vendor is well established and committed to the product. This problem is not as relevant to in-house custom developments since an in-house development staff is readily available for support. 4. Conversion A problem that can occur with the installation of a new software package is an underestimation of the magnitude of adjustment to the conversion or transition to a new package. The euphoria that commonly sets in after the package is selected and purchased contributes to the masking of the sheer magnitude of the 26 LIS 210 MODULE 1 conversion and learning tasks. Needless to say, this euphoria rapidly evaporates when the purchased package fails to perform to expectations. Using perspective in the selection and acquisition process usually prevents underestimation of the amount of effort required to get the job done. 5. User Acceptance A commonly encountered obstacle along the path of a successful installation is user acceptance and adaptation to the new way of performing old tasks. Although the package selected may appear to management as a best fit, lower-level staff members may be required to significantly alter specific task routines. Usually, when a software package is purchased, the users are required to arrange current operational procedures so they are compatible with the new software. The skill with which the package was selected determines the level of effort required for installation of the pack is. Most commercially available packages allow some flexibility in functional definitions; however, the user must expect and adapt to changes in current procedures that may be required. Sometimes, because of the change of routine, staff members will openly exhibit resentment and hostility to the new procedures. One way to avoid resentment is to provide a proper introduction of the capabilities of the package by emphasizing the improved efficiency and elimination of dull, tedious tasks. Unfulfilled expectations of package performance and inadequate vendor support are the most commonly encountered problems. Usually, unfulfilled expectations are due to a lack of planning by the customer. Careful consideration of vendor reliability and support before package purchase can be a decisive factor in the success of package implementation. 4.0 CONCLUSION Software packages are a set of related applications/programs that provide solutions to various types of the task being carried out with computer systems. In this unit, you learnt about software packages. In buying a software package the user requirements have to be stated and matched to the available software package to achieve the best needs of the user. These software packages are used in business, medical field and the libraries. You finally learnt the advantages and disadvantages of using software packages. 27 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES 5.0 SUMMARY This unit you learnt about the concept of software packages and the areas where these software packages can be applied among which is in the library, business, medical field, and homes. 6.0 SELF - ASSESSMENT EXERCISE 1. Define the term Software Packages? 2. Outline the areas software packages can be applied? 3. Discuss the advantages of software packages? 4. Discuss the three disadvantages of software packages? 7.0 REFERENCES/FURTHER READING. Adejola, A. P. (2009). Application of information communication technology: a practical approach to the management information system and data processing. Abuja: Danladi Press Ltd. 12 -18. Messmer, H. P. (2001). The indispensable PC hardware book. Addison-Wesley Longman Publishing Co. Inc, Mugivane, F. I (2014). Introduction to the computer. Westlands Nairobi: Advantech Office Supplies Limited, 1 -162 https://agrieconomics.uonbi.ac.ke/sites/default/files/cavs/agricult ure/agriecon/AEB%20101%20INTRODUCTION%20TO%20CO MPUTERS.pdf Patterson, D. A., & Hennesey, J. L. (2016). Computer Organization and Design ARM Edition: The Hardware Software Interface. Morgan Kaufmann. Parson, J. J and Oja, D. (2004) New perspectives on computer concepts- 7th ed.USA: Course Technology Thomson learning inc, 1 – 223. Ravichandran, D. (2008). Introduction to computers and communication. New Delhi: Tata McGraw- Publishing Company Ltd. 67 -145. Sanders, G. L., Ghandforoush, P., & Austin, L. M. (1983). A model for the evaluation of computer software packages. Computer & Industrial Engineering 7 (4), 309-315 28 LIS 210 MODULE 2 MODULE 2 LIBRARY HOUSEKEEPING OPERATIONS INTRODUCTION In this module, Library Housekeeping operations will be discussed. These are the routine operations that are performed daily in the libraries. They are the operations that Library software is meant to automate. This will prepare and introduce you to these concepts because they will be used through this course material. Unit 1 Housekeeping operations Unit 2 Library Automation Unit 3 Retrospective Conversion Unit 4 Institutional Repositories UNIT 1 LIBRARY HOUSEKEEPING OPERATIONS CONTENTS 1.0 Introduction 2.0 Intended Learning Outcomes (ILOs) 3.0 Main Content 3.1 Definition of Library Housekeeping operations 3.2 Types of Library Operations/Routines 4.0 Conclusion 5.0 Summary 6.0 Self – Assessment Exercise 7.0 References/Further Reading. 1.0 INTRODUCTION gone through the first module where you studied computer components namely the hardware and the software packages used in the computer for processing of data, storage and retrieving of information from the computer system. This unit will introduce you to the library housekeeping routine operations and daily tasks. In this unit, you will be introduced to Library housekeeping operations and the different types of these operations. These operations are performed by librarians and they are usually repetitive. 29 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES 2.0 INTENDED LEARNING OUTCOMES (ILOs) By the end of this unit, you will be able to  Define the term library housekeeping operations  Identify the different types of housekeeping operations carried out in a library. 3.0 MAIN CONTENT 3.1 Concept of Library Housekeeping Operations one of the basic requirements of a library however big or small is that they perform some minimum number of basic operations. These operations are conventionally referred to as 'House-keeping Operations'. They are Acquisitions, Serials Control, Cataloguing and Circulation. The performance of a library largely depends upon the organisation of its housekeeping functions and its operations. Their operations are highly labour intensive routine clerical activities performed by human beings. With the advent of Information and Communication Technologies (ICT) automation of housekeeping operations has become the priority of most of the libraries. This is mainly because automation of housekeeping operations helps libraries to minimise human efforts and repetitive tasks, redefine library workflows, prepare staff to multitask library operations and make staff more productive in library work. Automation of library housekeeping operations is considered especially a critical area from which future benefits will emerge. 3.2 Types of Library Housekeeping Operations The following are the major Library Housekeeping operations: 1. Acquisition 2. Serial Control 3. Cataloguing Control 4. Circulation Control 3.2.1 Acquisition The acquisition encompasses all aspects of the procurement of all types of library materials whether by gift or exchange, from the request stage through the transfer of materials to cataloguing. Acquisition of documents is one of the basic functions associated with any library. A library must acquire and provide all the relevant documents to its users within its budgetary limitations. An acquisition subsystem performs four basic 30 LIS 210 MODULE 2 operations. They are selection, ordering, receiving and accessioning of documents. i. Selection: Selection of documents for library users is a very responsible job and should be based on definite principles and accepted norms. For a given library the book budget is limited and it should be spent judiciously to provide services to an optimum number of library users. Therefore, book selection becomes necessary. There are several tools (such as bibliographies, publisher's catalogues, etc.) which will be useful to library staff in the selection process. Requests from library users and suggestions from library authority are also considered for selection purposes. Such selections of documents need the approval of the competent authority before they are ordered for purchase in the library. ii. Ordering: This procedure starts with pre-order searching, especially to avoid duplicate orders. In the next stage, purchase orders are generated and placed either directly to the respective publishers or the list of vendors duly approved by the competent authority. Additionally, generation of reminders for overdue items and cancellation of orders also comes under the purview of the ordering procedure. iii. Receiving Documents and invoices or bills usually arrive together. Bills are checked with the order list before processing for payment. Newly arrived books are tallied with the bills and the order list to check whether the books received are as per the order and the author, title, edition, imprints and price are correct before accessioning. It is essential to ensure that books are not defective in any way before accessioning. iv. Accessioning A stock register is maintained by libraries in which all the documents purchased or received in exchange or as a gift are recorded. Each document is provided with a consecutive serial number. The register is called Accession Register and the serial number to each document is referred to as Accession Number of the document. Accession register is one of the important records of the library. All the above-mentioned procedures and related activities of the acquisition subsystem can be mechanized through 'library management software'. In such a system these basic activities are linked with the files of publishers, suppliers, budget and fund accounting, currency, etc. These files are maintained in computer-readable form and are utilized appropriately. 31 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES 3.2.2 Serial Control Serial Control refers to those tasks which support the procurement and management of serials collection in a library. The term 'Serials' denotes those publications which are issued in successive parts regularly, usually, but not necessarily, at regularly scheduled intervals and usually having numerical or chronological designation. Serials in general and periodicals, in particular, are essential for research and development (R&D) activities. These are the primary means of communication for the exchange of scientific information. 3.2.3 Cataloguing Control Cataloguing system is a traditional and fundamental activity practised among libraries world over. Cataloguing systems, whether manual or automated, encompass two interrelated activities: descriptive cataloguing and the production of the library catalogue. Automation support to cataloguing has benefited both thee aspects. As an intellectual activity requiring considerable decision making, descriptive cataloguing is time- consuming. As a result, many libraries experience cataloguing backlogs which impede the flow of materials into the library. This will result in library catalogues not representing the collections fully and accurately. As a labour-intensive activity requiring special training and sometimes considerable experience, descriptive cataloguing, can prove expensive, so much so that the cost of cataloguing of a given item may approach or even exceed the value of the item itself. To avoid this, libraries keep inexpensive and not-so-important materials that are not catalogued. In an attempt to simplify the decision making, save time and reduce the cost associated with the descriptive cataloguing, libraries have historically relied upon a practice called "cataloguing with copy"'. In “cataloguing with copy” which is published library catalogue and bibliographies of descriptive catalogue information prepared by the other libraries. Even with this, labour intensive work is not eliminated. Many libraries have to modify the cataloguing information to conform to local practice. 3.2.4 Circulation Control Circulation, by definition, encompasses all aspects of patron loan processing and management, including closed reserves, holds, material booking and in-library use of the collection. Circulation is a central and highly visible function of a typical library. Circulation, which is often compared with inventory control, involves a great deal of record-keeping and correspondingly consumes staff time. It is highly essential that the records have to be accurate and all information has to be updated immediately after each transaction. 32 LIS 210 MODULE 2 Most libraries lend books and other library materials to be read elsewhere by users. This is convenient for the users; this increases the use made of library collections and reduces the demand for reading space within the library building. This function requires some sort of record-keeping of what has been lent and to whom. The reasons for keeping loan records are:  to minimise the loss of library materials; and  to help library staff to answer users’ queries about the location of items not on the shelves. variety of systems for record-keeping of loans has come into being based on needs. These are known as circulation systems. These involve some common jobs for successful implementation such as enrolment of members, issue and return of library documents, reservation of documents, renewal of documents, maintenance of documents and records, maintenance of statistics, inter-library loan, issuing of gate pass, etc. 4.0 CONCLUSION In this unit, you learnt about library housekeeping operations like Acquisition of information resources, serial control, cataloguing control, circulation control. These are the operations that need to be automated with library application software packages. 5.0 SUMMARY This unit introduced you to library housekeeping operations. These are the daily routine activities that librarians carry out. With the advent of Information and communication technology, these operations constitute the different tasks that library software are packaged to automate. 5.0 SELF – ASSESSMENT EXERCISE 1. Define the term library housekeeping operations? 2. List and explain the different types of housekeeping operations carried out in a library? 3. What are the major stages involved in the acquisition of information resources in a library? 4. Define the term cataloguing system? 7.0 REFERENCES/ FURTHER READING Bhardwaj, R. k., & Shukla, R. K. (2000). A practical approach to library automation. Library Progress International 20 (1), 1-9. 33 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES Dhawan, S. M. (2017). Unit-3 Housekeeping Operation. IGNOU. http://egyankosh.ac.in//handle/123456789/34867. Kumar, R. (2016). Library automation. Library Waves-A Biannual Peer Reviewed Journal, 2(1), 36-41. Iyengar, T. S. K. (1986). Application of computers to Housekeeping operations in libraries. SRELS Journal of Information Management, 23(2), 103-125. Sharma, C.D. (1988). Advances in Library and Information Science. Jaipur: R.B.S.A.Publishers. 34 LIS 210 MODULE 2 UNIT 2 LIBRARY AUTOMATION CONTENTS 1.0 Introduction 2.0 Intended Learning Outcomes (ILOs) 3.0 Main Content 3.1 Library Automation 3.2 Types of Library Automation 4.0 Conclusion 5.0 Summary 6.0 Self – Assessment Exercise 7.0 References/Further Reading 1.0 INTRODUCTION Welcome to this unit, in the last unit you learnt about library housekeeping operations. In this unit will introduce you to the concept of library automation which helps in improving library housekeeping operations. This unit will also introduce you to the different types of library automation. 2.0 INTENDED LEARNING OUTCOMES (ILOs) By the end of this unit, you will be able to:  Explain the concept of Library Automation  Discuss the different types of Library Automation. 3.0 MAIN CONTENT 3.1 Library Automation Library automation is the general term that is used when Information Communications, Technologies (ICT) are used to replace manual systems in the library. It is the use of Information Communications Technologies (ICT) in the libraries and information centers in performing manual library operations/routines. Library automation helps libraries in the optimal utilization of resources, increased operational efficiencies and network access to systems and resources on the Web, resource sharing, better quality library services and improved user experience in using libraries and library services. Library automation covers several different areas of library work. These include: (i) housekeeping operations, (ii) information retrieval 35 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES (iii) digital asset management, (iv) networking libraries, (v) Internet and Web-based services, (vi) Electronic library resources on CD-ROM and the Web, (vii) digitization operations, (viii) remote access to libraries and library resources and (ix) Office automation. Library automation refers to the computerization of the entire library housekeeping operations like acquisition, cataloguing, circulation & serials control. It also encompasses the handling of a large quantity of data and information more efficiently and quickly with the help of computers and other modern information technologies. The term 'Library Automation' in the past was used to refer to the mechanization of the traditional library operations like acquisition, serial control, and cataloguing and circulation control. Today, it is used to refer computerization of not only traditional library activities but also such related activities as information organization, information storage, retrieval and usage. 3.2 Types of Automation There are three major ways to automate the libraries namely; 1. Using in-house library management software; 2. Using commercial library management software and 3. Using open source software. 3.2.1 In-house Software Some of the software is developed by local expertise. Many organizations or colleges have used their skills and efforts in developing library management software. These types of software's name or their index or any information are not available or it is unpublished work. There are so many reasons behind in-house software being replaced by commercial software. The main reasons are mobility of Information Technology (IT) expert towards the IT industry and changing technology was affected to update LMS versions and reducing prices as compare to old prices. 3.2.2 Commercial Software This commercial software is also introduced with good features, more security and advanced technology. The cost of the software, updating charges, service problems and benefits taken by the library, instead of paid amount is creating headache to the organizations. 36 LIS 210 MODULE 2 3.2.3 Open Source Software Open source software has two basic properties, the first one is `Source Code` or programme and another is, it is illegal to convert an open source software into a proprietary version or commercial version. Open source software is similar to a peer review, which is used for the progress of LMS. The open source model replaces central control with collaborative networks of contributors. Every contributor can build on the work that has been done by others in the network, to reduce the period in reinventing the wheel 4.0 CONCLUSION In this unit, you learnt about library automation, which is the use of ICTs in performing library housekeeping operations that you learnt about in the preceding unit. You also learnt the different types of library automation methods. 5.0 SUMMARY This unit introduced you to library automation. This is the use of Library software in performing the daily routine activities that librarians carry out in the library. There are different types of automation namely Using in- house library management software; using commercial library management software and using open source software. 6.0 SELF – ASSESSMENT EXERCISE 1. Explain the concept of Library Automation? 2. Outline some of the areas where Library automation can be used to carry out work in the.library? 3. Discuss the different types of Library Automation 7.0 REFERENCES/ FURTHER READING Bhardwaj, r. k., & Shukla, R. K. (2000). A practical approach to library automation. Library Progress (International) 20 (1), 1-9. Deshpande, J. (2015) Library automation. International Journal of Science and Research (IJSR) 4 (3)1501 - 2. https://www.ijsr.net/archive/v4i3/SUB152317.pdf Dhawan, S. M. (2017). Unit-3 Housekeeping Operation. IGNOU. http://egyankosh.ac.in//handle/123456789/34867 Kumar, R. (2016). Library Automation. Library Waves-A Biannual Peer Reviewed Journal, 2(1), 36-41. 37 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES Mudogo Mutula, S. (2012), Library automation in sub-Saharan Africa: a case study of the University of Botswana" Program: Electronic Library and Information Systems, 46 (3), 292- 307. https://doi.org/10.1108/00330331211244832 38 LIS 210 MODULE 2 UNIT 3 RETROSPECTIVE CONVERSION CONTENTS 1.0 Introduction 2.0 Intended Learning Outcomes (ILOs) 3.0 Main Content 3.1 Definition of Retrospective Conversion 3.2 Types of Retrospective Conversion 3.3 Standards for Retrospective Conversion 4.0 Conclusion 5.0 Summary 6.0 Self – Assessment Exercise 7.0 References/Further Reading 1.0 INTRODUCTION Welcome to this unit, in the last unit you learnt about library automation. You may be wondering how the library can carry out these operations when the existing bibliographic records are in printed format. This unit will introduce you to how automation can be carried out through the concept of retrospective conversion. This unit will also introduce you to the different types of retrospective conversion and standards for retrospective conversion. 2.0 INTENDED LEARNING OUTCOMES (ILOs) By the end of this unit, you will be able to:  Define the concept of Retrospective conversion  Identify the different methods of retrospective conversion  Outline the standards for retrospective conversion. 3.0 MAIN CONTENT 3.1 Concept of Retrospective Conversion Retrospective conversion is the conversion of the library's existing bibliographic records from manual to machine-readable format according to specified policies and standards. Retrospective conversion means the conversion of the existing records in manually produced catalogues into machine-readable form. Retrospective conversion is a major component of the library automation process. Retrospective conversion in library and information center means “changing already existing catalogue from existing traditional form to a machine-readable form. 39 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES It is also the process of converting the database of library holdings in the form of bibliographic records from non-machine-readable form to machine-readable. The conversion of a database of library holdings from non-machine-readable form to machine-readable form is a pre-requisite to implementing an automated system. This database would become the foundation for other library activities such as online public access catalogue (OPAC), circulation, catalogue maintenance, resource sharing, etc. These records provide the means of generating statistics and other information that is needed to improve the existing services and introduction of a new one. 3.2 Methods of Retrospective Conversion The following are methods of undertaking Retrospective Conversion: 1. In-House Conversion 2. Outsourced In-House Conversion 3. Outsourced Off-site Conversion 3.2.1 In-House Conversion In in-house conversion, the conversion is completed by the existing library staff that leads to high quality and control, as the staff understands the users’ needs, quality requirements, and the objectives of the conversion well. This option is the simplest option which can be utilized by libraries. The process is quite wherein the data from the shelf-list card is captured into the machine-readable form in the computer system to create a database of records. 3.2.2 Outsourced In-House Conversion In outsourced in-house conversion, the conversion is completed by outside contracted persons within the library premises. 3.2.3 Outsourced Off-site Conversion In outsourced off-site conversion, the process is completed by an agency away from the library or information center. The advantage of it is only that the process is completed within the time frame with less impact on the library’s routine work. 3.3 Standards for Retrospective Conversion In undertaking any Retrospective conversion project, it is very essential to adopt the standards. The libraries undertaking the retro-conversion work must take into account the standards like the record format and the 40 LIS 210 MODULE 2 structure, descriptive and subject cataloguing standards, classification schemes, and also the authority control. The standards for retrospective conversion include; 1. Cataloguing Level 2. Use of AACR II 3. Use of MARC Format 4. Use of Subject Access System 5. Use of Classification Systems 6. Use of Authority Control Tools 3.3.1 Cataloguing Level Since different libraries adopt different levels of cataloguing, libraries must have as a complete bibliographic record as possible since it would facilitate better and effective searching by the end-user. The modern information retrieval systems can be better utilized with sophisticated searching techniques if the bibliographic records carry more information. Furthermore, the records with brief bibliographic information already created in the libraries could be further upgraded to the fuller bibliographic records during the retro-conversion work. 3.3.2 Use of AACR II AACRII is the widely used cataloguing code and libraries must adopt it to bring uniformity to catalogued record. During the process of retrospective conversion, if the resources are catalogued using the pre- AACRII format, the cost of re-cataloguing will be enormous, it is better to download and upgrade the catalogued records from the online systems like Library of Congress which provides access to millions of records free of charge. 3.3.3 Use of MARC Format In this present day of shrinking library budgets, resource sharing is the order of the day. Machine Readable Cataloguing (MARC) provides the standard format to exchange machine-readable bibliographic information across various library systems. The records created during the retrospective conversion should conform to the global MARC standards to facilitate the flow of information from one system to the other. 3.3.4 Use of Subject Access System In a retrospective conversion, Subject Access is one of the main components of a bibliographic entity. A large number of libraries are providing the subject access to the resource with the help of subject tools 41 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES like subject headings, a thesaurus or a keyword system. It should be seen during the retrospective conversion that the subject access terms derived are from the standard vocabulary to define the subject of the item being catalogued. Library of Congress Subject Headings (LCSI-I) is the most commonly used list of headings libraries. The special thesaurus like INSPEC, MESH (Medical subject headings) may also be used for the special disciplines. 3.3.5 Use of Classification Systems The use of Classification systems in a library catalogue during the retrospective conversion is library-specific only. But it is better than the resources available in the libraries should be easily accessible by the users and the classification systems should be user-friendly. 3.3.6 Use of Authority Control Tools A large number of Authority control tools can be utilized during the retrospective conversion. The most widely used authority control tools include the Library of Congress Name Authorities, Library of Congress Subject Authority file. The authority control files can be utilized to reduce the process of having to edit records. It is always advisable for libraries to decide whether they are going to use authority control before the commencement of the retrospective conversion project. 4.0 CONCLUSION In this unit, you learnt about retrospective conversion, this is the conversion of the bibliographic records from manual to machine-readable form. You also learnt about the different types of retrospective conversion and the standards to be considered during retrospective conversion projects. 5.0 SUMMARY This unit introduced you to retrospective conversion. This is the first step when a library is planning library automation. The unit also introduced you to the different types of retrospective conversion and the standards for retrospective conversion. 6.0 SELF ASSESSMENT EXERCISE 1. What do you understand by the term Retrospective conversion? 2. Discuss the different methods of retrospective conversion? 3. What are the standards for retrospective conversion? 42 LIS 210 MODULE 2 7.0 REFERENCES/ FURTHER READING American Library Association, (1994). Automation for School Libraries: How to do it from those who have done it edited by Thurman-Day, T. Chicago: 138.https://www.goodreads.com/book/show/3555497- automation-for-school-libraries Anyaogu, U.( 2018).Retrospective conversion of bibliographic records: KOHA experience of annials library. Library Philosophy and Practice (e-journal). 1901. http://digitalcommons.unl.edu/libphilprac/1901 Bharat, K. D. (2004). Retrospective Conversion: Guidelines for Libraries and Information Centers. 2nd International CALIBER-2004, New Delhi, 11-13. Kumar, R. (2016). Library Automation. Library Waves-A Biannual Peer Reviewed Journal, 2(1), 36-41. , F. (2011) The retrospective conversion of card catalogue: a case study of Kenneth Dike Library, University of Ibadan, Nigeria. International Research Journal of Library, Information and Archival Studies 1(4):105-113. Available at http://www.interesjournals.org/IRJLIAS. 43 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES UNIT 4 REPOSITORIES CONTENTS 1.0 Introduction 2.0 Intended Learning Outcomes (ILOs) 3.0 Main Content 3.1 Types of Repositories 3.2 Types of Content of Repositories 4.0 Conclusion 5.0 Summary 6.0 Self – Assessment Exercise 7.0 References/Further Reading 1.0 INTRODUCTION You have visited some libraries and observed some of the reading materials available in the library collections. In this unit, you will be introduced to the concept of repositories, different types of repositories and the types of contents that are housed in institutional repositories. 2.0 INTENDED LEARNING OUTCOMES (ILOs) By the end of this unit, you will be able to:  Define the concept of Repositories.  Identify the different types of repositories.  Explain the types of content that are housed in institutional repositories. 3.0 MAIN CONTENT 3.1 Concept of Repositories A repository is a place where things are kept or stored for safekeeping, or a person to whom a secret is entrusted into. It can be a central location of files which are controlled by a system. Repositories can take many forms, and all sorts of websites and databases could be considered to be repositories. A digital repository is a means of managing, storing and providing access to digital content. Typically, content in an institutional repository includes research outputs such as journal articles or research data, e‐theses, learning and teaching materials, and administrative data. Some repositories only store particular items (such as theses or journal papers), whilst others seek to gather any credible scholarly work produced by the institution; limited only by each author's retained rights from publishers. Putting digital content into an institutional repository enables 44 LIS 210 MODULE 2 institutions to manage and preserve it, and therefore derive maximum value from it. 3.2 Types of Repositories A repository can support research, teaching, learning, and administrative processes. One of the advantages of a repository is that each piece of content can be described in some detail via the input of associated 'metadata'. The following are types of Repositories: 1. Digital Repositories 2. Institutional Repositories 3. Open Access Repositories 3.1.1 Digital Repositories A formal digital repository is where digital content, or assets, are stored and managed to facilitate searching and retrieval for later use. A repository supports mechanisms to import, export, identify, store, preserve and retrieve digital assets. It is also increasingly being recognized that repository use can be encouraged through additional services to encourage community sharing and exchange of both practice and content. The type of content held in a repository can have a significant impact on the way it is designed, managed and used. There are some very active communities working around different types of the repository ‐ each of which has its history, culture and terminology. 3.1.2. Institutional Repositories Repositories can be many shapes and sizes, from small specialist collections to national or international services. The institutional repositories are repositories managed by Higher Education Institutions, at the departmental or institutional level, which implies a certain level of commitment and intention to embed repository use and management into everyday work. Many institutional repositories initially focused on research outputs and some still limit their collections to this type of content. Others have started to widen the original remit to include learning and teaching materials. Whilst institutional Virtual Learning Environments have, to some extent acted as stores for learning and teaching materials, they tend not to support the search and retrieval functions required for a repository. Making this content more open, even within the institution, presents challenges for institutions with a commitment to open up their resources. 45 LIS 210 LIBRARY APPLICATION SOFTWARE PACKAGES 3.1.3. Open Access Repositories Repositories are increasingly being made more 'open' to make content accessible to wider user groups, sometimes at a global level. Not all repositories are open: some are designed to support sharing within a specific group and are sometimes described as 'closed'. These repositories often require authentication and some have varying levels of access and 'degrees of openness'. "Open access" is a term that is used in a specific sense and most often used to collections of research papers. The concept of open access repositories is closely linked to open access research papers, but the idea has wider currency and is linked to concepts of open educational resources (OERs) and open content licensing. 3.2 Content Types of Repositories Repositories may include a wide range of content for a variety of purposes and users. The focus of each repository, and, therefore, what content it will store, will depend upon the policy decisions made by each institution or administrator. The following are some of the content types that are stored on institutional repositories: 1. Publications 2. Theses & Dissertations 3. Resources used to support teaching and learning 4. Audio Visual Items 5. Data 6. Grey Literature 3.2.1 Publications Any information that is made available to users in the following forms:  Articles ‐ Articles in journals, magazines, newspapers. Not necessarily peer‐reviewed. Maybe an electronic-only medium, such as an online journal or news website.  Books ‐ Complete books or conference volumes.  Book Sections ‐ Separately‐authored chapters or sections in books.  Conference or Workshop Items ‐ Papers, posters, speeches, lectures or presentations given at a conference, workshop or another event. 46 LIS 210 MODULE 2 3.2.2 Theses & Dissertations Student theses and dissertations submitted to an institution as part of the requirements for a degree, including:  Doctoral Theses ‐ PhD  Masters Theses & Dissertations ‐ MSc, MA, MBA, etc  Bachelors Dissertations ‐ BSc, BA, etc 3.2.3 Resources used to support teaching and learning These include all the information resources that are used for teaching and learning.  Curricula and syllabuses  Course validation documents  Course materials ‐ learning resources, lecture notes, learning exercises  A

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