Automation of Technical Section in B G S Institute of Technology Central Library With The Help of NewGenLib Commercial Version 3.1.2: A Study

IDL - International Digital Library Of
Education & Research

Volume 1, Issue 2, Mar 2017 Available at: www.dbpublications.org
International e-Journal For Education And Research-2017
Automation of Technical Section in B G S

Institute of Technology Central Library with
the Help of NewGenLib Commercial Version
3.1.2: A Study
Dr. K.N. Shivakumaraswamy Dr. Narendra B.K.
Chief Librarian Principal
B G S Institute of Technology B G S Institute of Technology
B G Nagara, Nagamangala (Tq) B G Nagara, Nagamangala (Tq) Mandya
Mandya (Dist) 571448 (Dist) 571448
E-mail: bgsitlibrarian@gmail.com E-mail: principalbgsit@rediffmail.com
Abstract: Technical section is a main and accession number on the date label
subsystem of library automation. Libraries along with the call number and copy
have using latest technologies in engineering number. B G S Institute of Technology
college libraries, In technical services, central library started the automation from
cooperative acquisition, joint cataloguing technical processing and database
and classification, and shared union development with the help of NewGenLib
catalogues are aspects that are shared. We 3.1.2. It is very user friendly library
are using 22nd edition Dewey Decimal automation management software.
Classification (DDC) for assigning call
Keywords: Technical Section, Functions,
number for the book with the help of DDC
Sub-System, B G S Institute of Technology,
in our central library. Pasting the spine and
Central Library,
date labels in the book and noting the call
NewGenLib 3.1.2.
number and copy number on the spine label
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1. Introduction: geographic areas, uniform titles and

so on are consistently entered.
Technical section in B G S I T
central library has several features which are In addition to the above-
important for the user to understand in order mentioned tasks, technical
make effective use of the functionalities in processing in a computer-based
processing various types of documentary system could include the attachment
materials (Books, Serials, Theses, etc.), new of digital content such as full text of
forms such as CD-ROMs, Web pages, document, audio clip, image, etc.
Audio and Video materials. similarly, it is possible to provide

one or more links to web-based
By technical processing is meant:
resources via URLs. The users who
The creation of metadata records for searches the online public access
information objects (Books, Serials, catalogue (OPAC) then has access
CD-ROMs, etc.), not only to metadata but also to
digital content as well as other
The classification of the materials
related web resources, NewGenLib
using one or other standard scheme
has these capabilities.
of classification such as Dewey
Decimal Classification (DDC). 2. Capabilities of NewGenLib
The subject indexing of the materials Technical Processing Module

using the library of congress subject
All metadata (catalogue) records are
headings (LCSH) or similar list of
MARK-21 compliant. In other
subject headings, by the default
words, records can be entered and
NewGenLib uses the LCSH.
viewed as MARK-21formatted
The use of authority files to ensure records irrespective of the
that names of persons, institutions, cataloguing template used to enter

data. We recommend that the searching for the record whose as an

MARK-2R standard to be followed ISO-2709 file which is then imported
for main entry and other entries, into one or other NewGenLib
although in a computer-based system template.
the difference between main entry A library could configure its own
and other entries is dimmed as all MARC-21 data sources and use
approaches to searching the these to import catalogue data. The
catalogue are possible. only stipulation is that the source
It is possible to describe information must allow the export of their
objects at three levels of detail: MARC-21 catalogue records in the
minimal, mid-level and the full level ISO-2709 format. This will allow
permitted by the MARC-21 standard. any library that uses NewGenLib to
The templates are simple template download data from another
for minimal level cataloguing of NewGenLib library that has its
monographs, the general template OPAC on the web.
which allows a mid-level of detail in All types of materials supported by
description for all types of materials, MARC-21 are possible to be
and the MARC-21 template which described. This includes newer forms
allows full MARC cataloguing. such as web pages, audio files,
Copy Cataloguing, i.e., downloading projected media, computer files, etc.
of catalogue record data from IT is possible to create records for
authoritative MARC-21 data sources chapters in books, articles in serials
such as the library of Congress and conference papers .All such
(LOC) is possible. This is achieves analytical entries are logically linked
by connecting to the LOC catalog to the host item (monograph, serial,
search page, http://catalog,loc.gov., etc.). In other words, if several

chapters of a book are required to be records are integrated with the other
described, there will be only one metadata and become searchable via
metadata records of the different the OPAC. The digital content of
chapters. these records are also accessible to
Metadata records could have one or OPAC users.
more digital attachments, e.g., full Similarly, it is possible for a library
text of documents, images, etc., such to harvest metadata from other OAI-
attachments become accessible via PMH archives. Such harvested
the OPAC. records become part of the
The character encoding used NewGenLib database and therefore
internally by NewGenLib is searchable via the OPAC.
Unicode and UTF-8. This allows Records specifically added to the
data entry, storage and retrieval in open archive are also harvestable by
non Roman script languages. This other libraries and information
is accomplished by using virtual centers using simple http commands.
keyboards for non-Roman script In other words a library using simple
languages. http commands. In other words a
IT is possible for libraries to create library using NewGenLib could act
digital archives of their institutions both as data provider as well as a
contribution (e.g., faculty papers, service provider in the open Access
theses, preprints of articles, chapters movement
in books).The metadata of these
3. Background of studies
records are possible to be harvested
There are quite a few references on
using the OAI-PMH Protocol (Open
this topic which are presented here
Access Initiative for Metadata systematically.
Harvesting). In NewGenLib all such

Geddes (1967) attempts to answer sufficient amount of staff available to

the question, how can the gap between needs implement automation, as well as examples
of library users and resources of libraries be of the barriers college libraries are facing in
closed co-operative efforts which result in India. Khor & et.al (2015) discuss these
centralization of processing and sharing of issues of concept is used to verify the
resources has been one answer. The study performance of integration between different
shows how data processing solved the detection technologies including barcode,
problem of increased service demands in the high frequency (HF) and ultra high
library system, where business-type frequency (UHF) radio frequency
functions have been automated within the identification (RFID) as well as Integrated
library and discussed. Werking (1991) Library Management Utility (ILMU) and
examine library automation in the Bowdoin Koha ILSs. Author says HF RFID
List group of liberal arts colleges. The study technology and the proprietary library
obtained information about, automation system have been used in many libraries.
modules in place and when they had been The current study proves that the integration
installed, financing of automation and its of the UHF RFID technology and the Koha
impacts on the library budgets; and library open-source ILS, which is named as Total
directors' views on library automation and Open-Source Library Automation Solution,
the nature of the college library. Bansode & can be a novel solution and can serve as a
Periera (2008) focuses on research about guide for other libraries. In the current phase
the automation of academic libraries, of library data management system, it is
particular attention is given to the status of common to integrate various technologies in
library automation in college libraries in this improving the efficiency of the library
section of India. Topics include how many system. Bachhav (2016) examine the status
libraries have undergone automation, which of library automation and major constraints
areas are automated, whether there exists a faced by libraries while automating. The

study found that college libraries are still in 5. Sub-Systems of Automated

the state of infancy with regard to Technical Section
automation and all of the libraries use local 1) Primary Catalogue
commercial software for automation. The 2) Search Catalogue
study concludes with recommendations that 3) Import Catalogue Records
would enhance and ensure effective and 4) From Acquisition
efficient use of the ICTs (Information and 5) From Serial Management
communication Technology) enabling 6) Utilities
libraries to provide their clients better
service.
5.1. Primary Catalogue
As a general rule, it is advisable to resort to
4. Objectives of the Study copy cataloguing using an authoritative
The main research objectives are: MARK-21 data source such as the LOC.
1) To study the functions of the This will require that the catalogues PC is
technical section. connected to the internet either directly or
via his institution. Copy cataloguing ensures
2) To know the sub-systems of
that record in the libraries database are
technical section.
complete, accurate and consistent
3) To find out the how to work (especially if the authority file of the data
technical section. source is also used). However, some items
4) To know the how useful the that the library wishes to catalogue may not
NewGenLib 3.1.2., technical section. be available in the database of the MARC

data source. In such a case, the library will
5) To find out the any difficulties in the
have to resort to primary or original
module of technical section.
cataloguing, i.e., entering the data directly
into one or other NewGenLib template. In

what follows how to do primary or original General template is described.

cataloguing using Simple Template and
Fig.1. Simple & General Template of Primary Catalogue
5.1.1. Primary Catalogue with Also, this template is used by

Simple Template cataloguers who are not trained in using
The simple template is useful when a MARK-21 cataloguing. However
minimal level of cataloguing is resorted records created using the simple
to this template is mainly for the template will still be stored as MARK-
cataloguing of monographs and should 21 records.
not be used for other material types.

Fig.2. Simple Template Primary Catalogue

To use the simple template, click template. Click simple template, soon
technical processing in the main menu you will be shown the master details tab
bar and place your cursor on the primary of the simple template. This tab is
cataloguing menu option. You will see common to all template and is shown in
three sub-options: simple template, the figure below.
general template and MARK-21
5.1.2. Simple Template Primary conference document is being
Catalogue Mode-Bibliographic catalogued and it is known that the full
Details text of the conference paper are available
The electronic location text field at a particular web site, the URL of this
allows a cataloguer to enter details of an web site can be entered in this field. The
associated electronic location of the item electronic location details of an imported
being catalogued. For instance, if a MARK-21 record are automatically
populated in this field.

Fig.3.Simple Template Primary Catalogue Mode-Bibliographic Details
5.2. Search Catalogue public access catalogue (OPAC). The search
Important option under the technical the catalogue database (and in the file
processing module is the search catalogue process also search one or more authority
function. This is the librarians search files) click the search catalogue option under
interface and complements the search the technical processing main menu. You
functionality that is available in the online will see the screen shown below.

Fig.4.Searching result
5.2.1. Search Catalogue record in the views tab of the search page.
Information of the Record This is shown below.

Finally to execute the search, click
Only brief details are shown in the the search button you will soon see the
search results page. Click the view details search results page shown below.
button to see different views of the retrieved
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Fig.5. Search Catalogue Information of the Record
The text format (Full) display is shown of Congress (LOC). National Agricultural
above. Other views are possible to be seen library etc. in fact the library can configure
by clicking the tabs for these. The view may one or more MARC data sources from
be saved by clicking the save button. The where they plan to import catalogue records.
save file dialog appears in which you can The only requirement is that the source must
enter a file name into which the view is export their MARK-21 data in ISO-2709
saved. format.
5.3. Import Catalogue Records The copy cataloguing function in
An important feature of NewGenLib invoked by clicking the import catalogue
technical processing module is the records menu option. The screen shown
possibility to import into one or other below opens when this option is clicked. A
template, cataloguing data directly from a drop down box shows all the data sources
MARK-21 data source such as the Library configured with one of the made as the
default source

Fig.6. Import ISO 2709 Formatted MARK Record
5.3.1. How to Work with Import MARK data source and click the go
Catalogue Records Screen button. This will take you to the

search page of the data source on the
To import a catalogue record directly wed, for instance, if you chose LOC
into one of the catalogue templates simple, as the data source, you will be
general or MARK-21 proceed as follows: directed to the home page of the site,
Select the MARK-21 data source http://catalog.loc.gov. Click the basic
from the drop down box labeled search link to see the screen below

Fig.7. LOC Screen Shot
You can see the many search options hyperlinked title in the results
are possible to be used, chose any of display table.
these
You can new verify if indeed the
Enter the appropriate text in the item you wish to catalogue is the
search text box for the item you plan same as the one on display.
to catalogue and click the being
If this is the case, scroll down the
search button or press the enter key.
page and you will see the LOC
You will soon see a table of results catalogues download dialog show
to see fuller details, click the below.

Fig.8. LOC Catalogs Download
Select the MARK-21/UTF-8 as ISO-2709 record and you will

the download format and click see that the long string is
the save button highlighted.
You will now see a long string of Now hold down the Ctrl key and
characters on your monitor. This then press the C key on your
is the MARK-21 catalogue keyboard. This will copy the
record in ISO-2709 format. ISO-2709 record into the
clipboard.
Now hold down the Ctrl key and
then press the A key on your Return to the NewGenLib import
keyboard, this will select the catalogue record screen and now

click the import button. This will In the bottom of the screen the
import the record into the text first button, view, when clicked
area labeled ISO-2709 formatted will show you the imported
MARK record. You will also see record as a MARK-21 records.
brief details of the import record
Next to the view button is an
in the table labeled Records.
icon for edit, click this and soon
You may also click the paste icon
you will see an embedded
and the data stored in the
window (shown below) asking
clipboard is copied to the text
you to choose a template in
area.
which to edit the imported
You are now ready to use the records
imported record in any one of the
templates of NewGenLib.

Fig.9. Dialog to Choose a Cataloguing Template
5.4. From Acquisition: Option in Technical Processing
The screen below shows the main menu technical processing related tasks using
option that are available in this module. these functions are explained in detail in
Each of this menu options and sub-options, what follows.
their purpose and how to accomplish

Fig.10. Option in Technical Processing
5.5.1. Items Ready for Technical processing are accessed by clicking the
Processing menu option, Items ready for technical

processing. You will see the data entry
Items acquired via the acquisitions
screen shown below when you click this
module and are ready for technical
menu option.

Fig.11. Items Ready for Technical Processing
8. Conclusion other library services and directing library

automation activities. Work include
This study is a novel approach in the
providing reference and users service work,
field of library and information science in
special projects, database management, and
India. There are few of studies on
training staff. Technology has continue on
automation of technical section in
library operations and services, the trends in
engineering college libraries in India. The
technology will certainly find their way into
study reveals that that, responsible technical
large academic libraries in India, set up.
section work involving the supervision of
Because, the libraries must satisfy the
library technical services. Work involves the
expectations of their end users to sustain
responsibility for supervising the librarys
their goal, objective and existence in present
technical services staff, coordinating with
techno-oriented world.it is essential for

modern library automation system to take UHF RFID proof of concept (POC) with
advantage of the connectivity that networks open-source ILS at University Sains
provide the interaction between the user and Malaysia (USM) Libraries. Program, 49(2),
the library are becoming computer- 135-150.
mediated. Automation of technical section is
Werking, R. H. (1991). Automation in
very important task in engineering college
college libraries. College & Research
libraries, time saving, and many more
Libraries, 52(2), 117-123.
functions are done through NewGenLib
Library Management software Commercial
Version 3.1.2.
7. References
Bachhav (2016). Automation of College

Libraries in Maharashtra: A Survey of Nasik
District College Libraries. SRELS Journal of
Information Management, 53(3), 243-247.
Bansode, S. Y., & Periera, S. (2008). A

Survey of Library Automation in College
Libraries in Goa State, India. Library
Philosophy & Practice, 1-7.
Geddes, A. (1967). Library automation: an

essential of service. ALA Bulletin, 61(6),
642-646.
Khor, J., Ismail, W., Rashid, M. M., Ismail,

A. W., Omar, M. Q., & Zanal, F. M. (2015).

Automation of Technical Section in B G S Institute of Technology Central Library With The Help of NewGenLib Commercial Version 3.1.2: A Study

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International e-Journal For Education And Research-2017