Mis system of Bhai kan Singh Nabha Library Punjabi University Patiala

Bhai khan Singh Nabha Library Established in Punjabi University Patiala with 40,000 books, 215 E books and 10,000 electronic journal.upto 2010 most of work is do manually in which consume lot of time and not efficient. Managing this no. of books and journal is not possible manually because no. of books issued and received daily so with changing environment and need of era they establish the management information system which controls the inventory of books technically.

Management information system

Management information system is

An integrated user machine system For providing information To support the oprations,management analysis and decision making In an organization

The system utilized

Computer hardware and software Manual procedure Model for analysis planning control and decision making and A database

On the basis of above definition MIS system in library is established. Key function/activities performed in library are following

Formation of Library card Issue of books Receiving of books Maintaining the the inventory of books

For performing above daily activities library divided in five sections. Which are followings?

Buying/Acquisition section Technical section Circulation section Journal and periodic section Queries section

Buying section : Buying section deal with buying of books and journal books are recommended by teachers of other department either by email or by giving application in library. Then librarian sees which books are necessary for whole library.

Technical section : work of technical section is to sticking bar code and RFID no means work out classification and category code is assigned .NO. Is unique one category book is assigned standard name in starting and then a no. is assigned in series.

Circulation section : once all the newly buying books assigned no ,bar code no and RFID code book are circulated in library and placed in racks

Journal section : task of journal section is maintained journal and magazines in library this task is almost performed manually. only record and amount of money spent on them are updated in computer

Queries section :its normally if a person want to know any thing they can ask to staff member which is always ready to help them

Process of buying and maintaining books

In this way they maintained newly purchased books in library

Key component of MIS system used in library

Libsys (library system)

OderReceiveCirculation

LibSys (library system)   Libsys is integrated multiuser library management software that caters to the needs of an advanced library and information professionals. It provides a tree structure system with each system comprising of several sub-systems having unmatchable depth in functionality. In Bhai Khan Singh Nabha Library they used libsys for main taining inventory, issuing book, returning process and all information about book as well as members accounts. It is most important part of MIS system which is based on LINUX technology. The Libsys is run on the QUARD CORE server .All the subsystems are attached to each other and main server by local area networking.

It has a powerful and user-friendly WEB-OPAC along with Windows-based OPAC.which help users to find out books and their account information like no of books they get issued ,their due date, amount of fine etc.

The LibSys systems has following components:

Acquisition System Cataloguing System Circulation System

Acquisition System

It deals with approval and ordering of library materials, monitoring their receipt, invoice processing and accessioning. It also maintains expenditure and budget analyses under a variety of accounts/heads.

The Acquisition process consists of:

Selecting materials for a library; Placing orders for the supply of books to be purchased; Processing materials received as gifts; Arranging for exchange of books; Receiving the books in the library; Accessioning them; and Passing the bill for payment for the books purchased.

Cataloguing System

It is part of technical department. once technical department receive the books from acquisition department they give the books a classification No. classification is colon classification scheme given by father of scientific library Alphobe Ranga Nathand Other than data entry facility, the system has the additional facility to accept data in standard machine readable formats AACR2 which stand for Anglo-American Cataloguing Rules then system generate a card based onAACR2format which is stored in libsys

This makes import/export of bibliographic data in standard exchange formats possible.

Circulation System

It maintains up-to-date membership records as well as the latest status of the collection meant for circulation. It facilitates printing of bar-coded ID cards, along with an optional facility to attach member's photograph. It performs all the functions related to circulation, providing suitable checks at every stage. It also takes care of infrequent but routine functions such as bindery record management, books on display in the library, latest additions to the library, etc.

RFID Transponder:

RFID tag is most important link in RFID System of library. It has ability to store information related to specific book on which it is attached Data in a tag may provide an identification of book, proof of ownership. RFID consistent of an integrated circuit and antenna combined to form a transponder. RFID collect the energy to operate from a radio frequency field emitted by reader device. It is thin, flexible and thus can be laminated between paper and plastic with special method to attach to books. Following is example of RFID tag used in library books

Counter Station is a staff assisted station on services such as issuing books to students. It uses a RFID automated touch screen machine attached with RFID glass sensor when a patron place a book on RFID sensor Machine automatically pick the data about the

books after that librarian scan the membership card by Bar cod System, then press ok and machine generate a receipt of issuing book, which clearly mention issuing date time and due date to return the book . All this data is updated automatically on the account of patron. RFID scanner

glass

Bar code Automated Machine

RFID scanner glass

Automated Machine screen preview

MIS processing of counter station

Input Processing output

Input:

Books placed on RFID scanner student membership card

Processing:

RFID scanner read information about book and transmits it to the automated Machine with libsys software

Bar code machine scan patron id no.

Output

Issue the book generate a issuing slip

KEY BENEFITS: Provide Value Added Customer Service instead of manual daily routine Perform media check-in/-out for those patrons who choose not to use

the self service system Time saving process Fast process

Collect your book return slip here

Book dropper is located in side the library for returning the books at any time .it does not required any man power for returning the books .patron just drop the book inside it and it cancel the book from patrons account automatically show a screen of returning book from account of patron and give automated slip for returning proof .Whole process is completed with the help of linking between the RFID system management and host computer. System Generated slip has information of date, time of returning and fine if any.

Key Benefits:

Ability to return book during off hour

Books are immediately return and patrons account automatically updated so patron can issue another book immediately

Display the return status and printing slip

SHELF MANGEMENT

Shelf management solution makes locating and identifying items on shelf by librarian it make librarian task to easy and also save time of librarian in locating a book. It comprises basically a scanner and abase station.

Solution is designed to cover three main recruitments

Search for individual book requested

Inventory check of whole library stock

Search for the books which are miss helved

All the function are performed by sweeping the portable scanner across the spine of books on the shelf to together their identity

Key benefits

Change inventory system

1. No more book handling 2. Accuracy : books identification number registered in shelf management reader the

data is then downloaded to central system3. Fastest inventory : 20 books per second4. Notification :books to be pulled are up loaded to reader for identification

User friendly:

Light weight

Wand allow easy reading of high and low shelves

Save time and resources

75% reduction in man power required

Anti theft detection

RFID EAS Gates is the anti-theft part of the Library RFID Management System using the same RFID tags embedded in the library items. Each lane is able to track items of about 1 meter and would trigger the alarm system when an unissued item passed through them. The alarm will sound and lights on the gate will flash as patron passes through with the unissued library book. The EAS Anti-Theft Gates is used to detect RFID tag that is equipped with EAS (Electronic Article Surveillance). It can detect the RFID tags within 1 meter range without interference of magnetic items, upon detecting of Armed RFID tags, the alarm will sound on the gate. It has option to trigger a Camera to record patrons who trigger the alarm to the Surveillance Station.

Theft detection is an integral feature of the chip within the tag. It is a stand-alone technology, which operates independently of the library database.

FEATURES:

Detect EAS Armed RFID tags Multi-item detection Able to integrate camera with the gate (Option) Gale to integrate with Surveillance Station (Option)

KEY BENEFITS:

Single technology is required for both inventory and theft management of the library.

Library staff is alerted immediately when un-borrowed items pass through the theft detection gates.

Would-be thieves are deterred by the physical presence of the gates. Number of patrons passing through the gates is captured by a counter on the gates

Alarm volume can be easily controlled.