Role of Information Technology in Library Automation and

Networking
Somvir1,Sudha Kaushik2
1
P.D.M. College of Engineering, Sarai Aurangabad, Bahadurgarh
E-mail: somvirrathee@yahoo.co.in
2
P.D.M. College of Engineering, Sarai Aurangabad, Bahadurgarh
E-mail: sudhakaushik2@yahoo.co.in

Abstract- The aim of this paper is to introduce the impact of information technology in the
academic library. Library automation, networking and digitalization of academic libraries are
still in their formative stages. Networking system at the national and local levels are described,
which are silent features of INFLIBNET, CALIBNET, DELNET, BONET, NICNET. Indexing of
documents, Abstracting, Preparation of thesaurus, compilation of union catalogue, bibliography,
inter library loan, reproduction of documents and searching and providing relevant information
etc. are explained. The conclusion is that the use of Information technology in Libraries helps to
give better services to the end user and the stock of knowledge is used in a better way for the
development of academic activities. Some case studies are given in brief.

INTRODUCTION the information resources. Presently the term

An academic library is a library which serves
an institution of higher learning and support
the research of the university faculty and
students with aims to improve qualitative
services to users. Latest achievements in the
field of information technology have
compelled libraries to embrace automation as
the facilitates provided by automated libraries
go for beyond the activities of traditional
libraries. In developed countries
computerization of libraries started in 1940s.
The first use of computer in library and
information centers in India was reported in
1965 at INSDOC, now known as NISCAIR,
New Delhi. Some of the well known library
softwares of foreign origin are Alice for
Windows, Libsys and Virtua etc. Other
Library software packages developed in India
SOUL, Granthalaya, Maitreyi, Sanjay,
DELMS, Librarian, WYLYSIS, LIBSUIT
etc. few of them have been developed by the
Govt. organizations, while other by private
software companies. Networking is the
linkages of working procedures for exchange
“computer network” is used in place of
“resource sharing”. Resource sharing is
defined as a mode of operations, whereby
information resources are shared by a number
of participants. Digitalization is an essential
and expanding medium for
providing online access to journal articles,
databases, project, images and more.

IMPACT OF INFORMATION
TECHNOLOGY IN ACADEMIC
LIBRARIES
Over the past two decades, computer-based
technologies have effected the products and
services the academic libraries. The
application of Information Technology has
had a profound impact on the way library
resources are being used. Academic libraries
and research libraries in India need to
coordinate their information requirements
and plan for resource sharing. The roles of
Information Technology in Libraries are:
- Enabler

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- Provides opportunities to share,
collaborate…
- Efficient delivery of information
- Aim is on effective & focused use of
technology
- The introduction of technology should
enhance the learning environment.

AUTOMATION IN ACADEMIC
LIBRARIES
The UGC developed SOUL software for the
automation of university libraries. The
scientific and technical libraries working
under R&D institutions (CSIR, ICMR,
ICAR, and DRDO) have taken the lead in
library automation. Several training programs
and software development projects are
running by these libraries, which have played
an important role in increasing awareness of
the use of the new technologies.
Unfortunately, the academic libraries have
made little progress in this direction. The
reasons for the slow pace of automation in
academic libraries are the following:
- Academic libraries function in a relatively
less autonomous environment in India.
- The academic libraries are a comparatively
smaller unit within a larger setup.
- Libraries have to compete for scarce
resources.
- The lack of highly qualified faculty,
technical and research staff.
- Academic libraries are not under as much
pressure to improve their services as are
scientific and technical libraries.
 Library Software
The last few years have witnessed some
useful initiatives in the development of
library automation software. BHEL R&D,
SAIL, ICRISAT, INSDOC, NIC, DESIDOC,
and IIT Kanpur have succeeded in this
sphere. SOUL, Alice for Windows, LIBSYS,
Virtua. Sanjay, MAITAYEE, and TULIPS
are software packages used by various
libraries.
Libsys
Libsys is popular software in India having
more than 1000 installations in different type
of libraries. It has a contract with the British
Council Division Divisions of South Asia, to
provide automation and related services for
its libraries. It is an integrated library
management software developed in C and
C++. Although the software is based on its
own bibliographic database, It is available for
systems using ORACLE and SQL Server as
back-end RDBMS. It provides full graphic
user interface front end for the Windows
client. It runs on a wide spectrum of
hardware and operating systems, including
UNIX, Linux, and Windows NT Operating
System on the server side and having any
version of Windows at the client server side.
Thus in choosing operating platform, users
find greater flexibility in comparison to other
softwares.
Libsys is built around its own centralized
bibliographic database based on MARC
format supporting various types of materials
in print as well as non-print form. The
cataloguing data entry also accepts data in
standard machine readable formats such as
USMARC, OCLC etc., thus facilitating
import and export of bibliographic data in
both MARC and non-MARC formats.
Catalogue maintenance utility allows changes
in any bibliographic data including data
removal facility. Moreover, this software also
provides title entry for retrospective
conversion following simple procure. The
various modules of Libsys are as follows:
# Acquisition # Serial Control
# Cataloguing # Article Indexing
# Circulation # Online Public Access
Catalogue (OPAC)
Alice for Windows
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Alice for Windows, an integrated library
automation software package is the product
of Sofrlink, a Brisbane based Australian
company. AFW is using for library
automation with over 13000 installations
world wide, including about 150 in India.
It is worth mentioning here that out of the
above fields, GMD, barcode, accession date
and loan category fields are mandatory to be
recorded to navigate further. The class
number field of a catalogue entry may make
use of any of the two classification system,
i.e. Dewey decimal classification or Library
of congress classification scheme. Notably,
Alice supports USMARC format. Entering
the title of any resource triggers automatic
duplicate-checking that brings the closest
match, provided the title is not present in the
database. AFW caters for cataloguing
multiple copies of individual titles which
may be shelved at one or multiple locations.
A wide variety of materials may be
catalogued including video recordings, sound
recordings, bits maps, equipment World
Wide Web sites, electronic documents, etc.
AFW facilitates automatic generation of
keywords for every significant word in the
title and edition fields, if desire. The facility
for creation of keywords manually also exists
which can be used particularly when title is
misleading or ambiguous.
Images such as photographs, diagrams, maps
and text can also be attached to catalogue
records for display in enquiry (OPAC). See
and See also references may be added into
the subject authority file. It is also possible to
automatically generate. See references from
any multiple-word subject heading. For
example, when the subject heading
“Medieval History” is created, the cross
reference History-Medieval will be created
automatically. This means that resources with
this subject heading will be retrieved via the
word, ‘Medieval’ as well as ‘History’,
Provision of ‘Stop word list’ helps in
defining which words to ignore while
automatically generating keywords from title,
notes and edition. The stop list is updated as
and when required.
AFW has the following modules:
# Acquisition # Subject Authority
# Management # Web enquiry
# Circulation # Book hire
# Periodicals # Multilingual
# Journal Indexing # Patron self checking
# Multimedia
In contrast to AFW, Libsys can generate a list
of recent arrivals, special bibliographies for
the purpose of providing current awareness
service (CAS) and selective dissemination of
information (SDI). Another feature of Libsys
is its ability to construct an inbuilt thesaurus
for the benefit of users as well as library
staff.

NETWORKING IN LIBRARIES
Networking is the term that is used some
what indiscriminately to refer to variety of
cooperative activities whether or not any
actual physical network supports system.
Presently, the term “computer network” is
used in place of “resource sharing” or
cooperative systems. Resource sharing or
networking is the mode of operation to share
information resources by a number of
participants having the same objectives in
mind. Thus the user of one library can get
his/her information by another library if the
local library fails to serve his needs
The aim of networking is to achieve
maximum results with minimum input. This
is clearly consonant with the nature of our
economy. Networking is inevitable in all
types of libraries. The benefits which accrue
from resource sharing are the following:
- Preparation of the cataloguing
data/catalogue cards for publications
available in network libraries;
- Provision of bibliographies;
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- Optimum utilization of rare collections;
- Cooperative exchange and distribution and
storage of documents;
- Savings - of both technical work and
collections;
- Reduction in the cost of library services, in
the long run;
India has made rapid achievements in recent
decades in the field of telecommunications
via satellite and microwave links.
Networking systems have been developing
fast at local, state, national, regional, and
international levels all over the world since
the 1980s. Libraries have to plan their
acquisitions keeping in mind to avoid the
duplication of the collection. In the past few
years, considerable progress has taken place
in the planning and building of library and
information networks. As a result, four major
networks — INFLIBNET, DELNET,
CALIBNET, BONET — have started
functioning in libraries.
 INFLIBNET
INFLIBNET started functioning in 1988 with
the aim of optimizing the utilization of
resources and avoiding their duplication.
INFLIBNET has proposed to network 200
universities, 7,200 colleges, and over 200
research organizations attached to scientific,
agricultural, medical, social science, and
defence organizations. It would be a
multiservice network aiming at providing
catalogue–based services, access to databases
and document supply services, and facilities
for computer mediating. The main objectives
of the INFLIBNET are:
- To evolve a national network,
interconnecting various libraries and the
information centres and create database of
projects, institution and specialist for
proving online information services.
- To provide reliable access to document
collection, bibliography, factual data
numerical database and document delivery
services
- To establish gateways for online accessing
of information.
- To implement computerization of operation
and services in libraries and information
centre.
- To facilitate scientific communication
amongst scientists, engineers, researchers,
social scientist, academics, faculties and
students.
- To encourage co-operation among libraries
and information centers.
- To develop suitable professional manpower
and evolve standards and uniform
guidelines in technologies
These are some of the salient features of
INFLIBNET:
- Contribute to pooling, sharing, and
optimizing resources.
- Modernize libraries and information
centres.
- It is estimated that in India, Rs. 150 crores
per annum are being spent towards books
and journals by libraries concerned with
higher education, and yet the needs of the
users cannot be met fully.
- Help the libraries to develop unique
collections and avoid duplication in
procuring costly books and journals.
- Help the libraries to improve their
efficiency and establish instant contact with
other libraries in the country.
- Operate at different levels — national,
regional, sectoral, and local.
- Help the libraries to update and arrange
their catalogues.
- There will be a national centre for
managing, overseeing, and coordinating
affairs of the networks, and four regional
centres (north, south, west, and east) to
maintain union catalogues of library
holdings.
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 DELNET
In 1991 DELNET began its operation with
the introduction of e–mail service, and has
since then linked 35 libraries in the Delhi
area. Participating libraries are using
different software, such as CDS/ISIS,
LIBSYS, CFS, DELMS, MINISIS, and
dbase-LC–MARC. These libraries have
saved a considerable amount by avoiding
duplication of journals and other reading
materials. The DELNET database has
become one of the major bibliographic
databases in India. The network adopted
Common Communication Format (CCF),
developed by UNESCO, and AACR–2 as the
code for developing cataloguing. More
libraries in Delhi are joining DELNET and
making inquiries about online access to the
Union catalogue. The British Council and
NIC have helped DELNET in providing
necessary assistance. The DELNET
Newsletter, first published in January 1994,
provides information about its activities.
DELNET plans to provide automation
facilities in the following areas:
1. Acquisition and fund accounting
2. Serial Control
3. Book and General Maintenance
4. Circulation
5. Creation and maintenance of
Bibliographic database
6. Inter Library User services
7. Document copy and transfer facilities
8. access to national and international
database
9. Union Catalogue
10. CAS and SDI
11. Authority Data
12. Subject Profiles
13. Abstracts
 CALIBNET
This network links 38 science and technology
libraries in the Calcutta metropolitan area.
The plan focuses on the introduction of
automated systems into the participating
libraries before networking them. Each
library will have to automate its book
acquisition, cataloguing, serials control, fund
accounting, user services and circulation
control. Libraries participating in the
CALIBNET will use AACR–2 for
bibliographic description.
 BONET
BONET was inaugurated on 6 November
1992 at the National Centre for Software
Technology (NCST), Bombay. BONET is the
latest project sponsored by NISSAT. The
network has the following objectives:
- To build a low cost library information
system, which can possibly be used as a
model for future expansion.
- To promote cooperation among libraries in
Bombay with emphasis on interlibrary
activities.
- To impart training related to library
computerization and the networking of
Bombay libraries.
 NICNET
NICNET has been set up to link government
departments for decision optimization. With
the successful implementation of data
communication between NICNET at Delhi
and RJE station based on microcomputer at
Ahmedabad through Apple Satellite, linking
computer in 16 major state capitals in India
to NICNET via the INSAT-IB satellite. This
would facilitate. This would facilitate the
development of interactive database with
query systems for the central and state
governments.

CONSTRAINTS OF NETWORKING
There are several constraints in the
networking of Indian libraries. Higher
education authorities still have a dilemma as
to whether or not resource sharing is possible
through networking. The potentialities of
INFLIBNET are still not known to many
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academic libraries. Besides, UGC has failed Sr. Traditional Digital
to provide appropriate funds to academic No. Library Library
libraries for computer software and hardware. Collection Collection
Therefore, if INFLIBNET is to be of any help 1. Book E-Books
to the libraries, it surely has to provide funds 2. Journals E-Journals
for capital investment in software and 3. Bound Volume Journal
hardware. These are the problems faced by Archival
the libraries: 4. Reference Digital Tools
- Information infrastructure is not up to date Collection
- Lack of trained manpower; 5. Slides Images
- Lack of funds 6. Scientific DVDs
- Lack of compatibility, standardization and Movies
motivation 7. Photo Album Image
- Lack of effective networking and Collection
communication technology; 8. Newspaper E-Newspaper
- Lack of foreign exchange for importing Clippings clipping (PDF,
proper hardware; and, PS, DOC
- Technological backwardness, with a wide Format)
gap between India and developed countries.
Indexing is “an organized series of access

DIGITALIZATION OF LIBRARY points which lead from information known to
The digital libraries may be defined as the the user to additional previously unknown
new way of carrying out the function of information”. It is also a systematic guide to
libraries encompassing new type of the intellectual contact and physical location
information resources, new approaches of of knowledge record. The three languages
acquisition, new methods of storage and forms have been identified are authority lists,
preservations, new approaches to free indexing languages and natural language
classification, cataloguing, intensive use of indexing.
electronic systems and networks and
dramatic shifts in intellectual organizational Thesaurus is a terminology control device
and electronic practice. Digital library system which helps the users to formulate their
providing a community of users with questions precisely and also acts as an aid to
coherent access to a large, organized the indexer in assigning the referred
responsibility of information and knowledge. description to the subject of the documents.
Traditional libraries are limited by storage Source thesaurus, Adjunct thesaurus and
space; digital libraries have the potential to Cumulative thesaurus are the different
store much more information, simply because varieties of the thesaurus. The thesaurus may
digital information requires very little be alphabetic, classified or graphic display.
physical space to contain it. As such, the cost Computer programs can be used in producing
of maintaining a digital library is much lower a thesaurus and presenting it in a number of
than that of a traditional library. output formats. Terms may be added any
time. When a term is deleted from the
The collection development and selection thesaurus, the programs well checked all the
policies changed to provide better services. terms reciprocals and delete all references to
this term automatically.

6
Abstracting service is providing current and
retrospective literature chosen fields with
abstract as well as citations of articles and
papers appearing in current journals, reports,
conference papers and proceedings.
Abstraction is the process or result of
generalization by reducing the information
content of a concept or an observable
phenomenon, typically in order to retain only
information which is relevant for a particular
purpose. For example, abstracting a leather
soccer ball to a ball retains only the
information on general ball attributes and
behavior. Similarly, abstracting happiness to
an emotional state reduces the amount of
information conveyed about the emotional
state. Computer scientists use abstraction to
understand and solve problems and
communicate their solutions with the
computer in some particular computer
language.
Bibliographic service is used to control the
different varieties, complexity and vastness
of information. The entries in a bibliography
may be arranged alphabetically author wise
or chronologically for small quantity and for
large quantity entries may be arranged
classified order or under subject headings in
alphabetically or systematic order. For
recording bibliographic information there are
several national and international standards
are: IS 2381-1963: Recommendations of
Bibliographical reference, R77-1958:
bibliographical reference - Essential
Elements, R690-1968: Bibliographical
Reference – Essential and Supplementary
Elements.
Reproduction of documents includes supply
of photocopy of document. Usually supply of
photocopy is made for journal articles,
conference papers, brief reports etc., this
service is given only on the individual basis
to avoid copyright violations.
Inter library loan service in a network
environment can be carried out by sending
request through e mail. The receiver locates
the relevant material if it is available and
send the required information to the requester
thorough e mail, courier or fax.
Union catalogue service provides the union
catalogue of books, monographs, serials and
Non book materials held at different libraries
in the country and information regarding the
specific library or libraries where required
information is available.
Searching play very important role in search
activities. Every search activity entails a
considerable amount of time, painstaking
labour and good deal of expenditure. OPAC
is very popular searching technique.

Conclusion
In India automation and networking of
academic libraries are still in their formative
stages. INFLIBNET, DELNET, and other
metropolitan networks are providing training
facilities. The Indian Library Association,
IASLIC, and NISSAT have jointly helped
academic libraries in the choice of software
and hardware, and in manpower training.
Every year, INFLIBNET organizes a
conference — CALIBER (Convention of
Automation in Libraries) — to discuss issues
related to the computerization of academic
libraries. In the first convention of
CALIBER, held at Ahmedabad in February
1994, the Chairman of INFLIBNET,
Professor Yashpal, said that the government
of India should provide more funds for the
speedy networking of higher education and
research and libraries. UGC should provide
funds for hardware and software to accelerate
the pace of library automation and
networking. Unfortunately, technological
advances do not percolate to the grass roots
level, and so the rural community is denied
the benefits of progress. The plans prepared
7
by the decision–making bodies should be Institute for Semi–Arid Tropics
more realistic, so that they can easily be IIT — Indian Institute of Technology
achieved. Therefore, efforts should be made INFLIBNET — Information Library
to remove the barriers, so that India makes Network
rapid strides in the field of information INSDOC — Indian National Scientific
technology in automation and networking in Document Centre
libraries. NISSAT — National Information System for
Science and Technology

Reference: OPAC — Online Public Access Catalogue
Kumar, Krishnan, and Shailendra Kumar, R&D — Research and Development
1989. “An Overview of Computer Activities SAIL— Steel Authority of India Limited
in Library and Information Science in India UGC — University Grants Commission
in the Year 1988,” Library Herald, volume
28 (October), pp. 118–123.
Sharma, Pandey (S.K.), 1993. “Library
Computerization : Theory and Practice”
(New Delhi : Ess Ess)
Sehgal, R.L., 2004. ‘An Introduction to
Library Netowrk” (New Delhi : Ess Ess)
Dhiman, A.K., “Academic Libraries” (New
Delhi : Ess Ess)
Lal, C., 2009. “ Library and Modern
Technologies” (New Delhi : Ess Ess)
http://www.softlinkasia.com
http://www.niscair.res.in
http://www.libsys.co.in
http://www.indianjournal.com

List of Abbreviations and Acronyms Used

BHEL — Bharat Heavy Electricals Limited
BONET — Bombay Library Network
CALIBNET — Calcutta Library Network
CSIR — Council of Scientific and Industrial
Research
DELNET — Delhi Library Network
DESIDOC — Defence Scientific
Documentation Centre
DRDO — Defence Research Development
Organisation
IASLIC — Indian Association of Special
Libraries and Information Centres
ICAR — Indian Council of Agricultural
Research
ICMR — Indian Council of Medical
Research
ICRISAT — International Crops Research