Library Management System Capstone Project

March 1, 2019 Projects

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Library Management System Capstone Project
INTRODUCTION

Now a day, through the advancement of modern technology, there are a lot of fast and reliable
alternatives for research. However, library still pays a vital role on the students and researcher’s life.
Library is still considered the most accurate place for information. Undeniably, people especially those
who are not having internet connections, and even electricity, rely solely on books. Libraries also supply
information not found on World Wide Web. Library still remain the cheapest and the most accessible
place for research. Gathering of information still plays a very important role when it comes to gathering of
information.

This system is being conceptualized in order for the librarian to access all the books that was barrowed
by the student in the school. And we also know that now days in this generation we are used to live with
technology and we implement this system. After an interview with the help of the students, we have
observed the following problems that exist in the library when barrowing and returning of books, the in
charge manually takes down information like name and date year which uses a pen and takes time to
finish.

Project Context
A library management system is software that will handle basic and systematic organization of function in
the library. The system would provide basic set of features to add/update student’s information,
add/update books information, search for books and manage check-in/check-out processes.

In this application we can maintain the records of students and books and enable to determine how many
books are issued and likewise determine the available books in the library.

Purpose & Description

(An automated library system for a school keeps all books and periodicals in the library and their check –
out status. The library system also interfaces with an external relational database which stores
information about the library users (students and staff), including whether they have any library items
checked out; library users can access the catalog and recall books and periodicals, library employees
have the same access as well as additional capabilities (e.g. listing the status of an item). The importance
of automated library system is to improve the performance of the social library with regard to the
management and the proper flow of information in the library. Through the use of an automated library
system the existing manual library system of National High School will be converted into fast, usable,
secured and accurate computer-assisted library system.

OBJECTIVES
This study specifically aims to develop a library system to improve transaction to students. To provide
detailed summary reports on demand stock with Include monitoring of items range.

SCOPE AND LIMITATION

It can update previous books; Admin user can search a book by its book title, book number and author.
All files, are secured it has only one user level and Admin. It has full access for all. Admin it can add and
detect overdue borrowed books. It can add books, it can change files, It can add and delete new category
books, then it can print report for borrowers book and borrowed books and has a print preview capacity,
has a notepad and calculator, shortcut button.

CHAPTER II
REVIEW OF RELATED LITERATURE AND STUDIES
This chapter includes related literature and studies with regards to Library Management System. Below
are following Foreign and Local Related Literature and Studies.

A computerized library system for a school keeps track of all books and periodicals in the library and their
check-out status. The library system also interfaces with an external relational database which stores
information about the library users (students, faculty, and staff), including whether they have any library
items checked out. Library users can access the catalog and recall books and periodicals. Library
employees have the same access as well as additional capabilities (e.g., listing the status of an item).
(www.cs.missouri.edu)

Foreign Related Literature

Central Library

The central Library which is called as mkce central Library, is one of the best equipped library in terms of
facilities, books, back volumes, journals and non-book materials like CD’s, Audio cassettes etc… is
functioning in mkce Campus in Thalavapalayam, Karur.

The Library started its service on 2000 as a part of mkce.The fully computerized Library Information
Systems helps the staff and students tremendously in day-to-day operations.

The Library uses LIPS-i-NET software system with barcode scanning facility. Every document in the
Library bears a barcode tag that is used for its circulation.

Similarly, all categories of users have a bar-coded identity card.

This puts it on par with the best modern libraries in keeping track of issues and returns in a foolproof
manner. An Online Public Access Catalogue (OPAC) is available in the Library for searching of Library
resources.

The Library follows open access system, encouraging the user to browse freely in the stack area.(
http://www.mkce.ac)

Integrated Library Systems. ERIC Digest.

An automated library system usually consists of a number of functional modules, such as acquisitions,
circulation, cataloging, serials, and an OPAC (Online Public Access Catalog). An “integrated” library
system is an automated system, as described above, in which all of the functional modules share a
common bibliographic database. The National Library of Medicine used the term “integrated” in referring
to a system in which all automated library functions are processed against a single, master bibliographic
file (Goldstein & Dick, 1980). Genaway (1984) expanded the definition and described the integrated
online library system (IOLS) as “a library system that uses a common machine-readable database and
has two or more subsystems operational and accessible online” (p.4).

In a system which is not integrated, there might be a bibliographic record in the catalog for a book and, if
that book were to be checked out, there would be another bibliographic record for it in a circulation file. In
an integrated system, there would be one bibliographic record for a book, probably created when the
book was ordered, then expanded when it was cataloged. If that book were to be checked out, the patron
record for the borrower would be attached to the bibliographic record, but there would not be a duplicate
bibliographic record for the book in a circulation file. There are some systems which have duplicate
bibliographic records but which are considered to be integrated because changes to bibliographic records
are automatically propagated. For example, a change made to a bibliographic record in the acquisitions
file would automatically be made to the duplicate bibliographic record in the catalog. In these quasi-
integrated systems, movement between the modules and their duplicate files is facilitated by some type of
linking mechanism. (http://www.mkce.ac)
Advantages of an Integrated System
An integrated system is superior in several ways to one which is not integrated. The duplication of effort
to create and maintain multiple copies of bibliographic records is eliminated in an integrated system.
Opportunities for errors are reduced when records are entered only once, and changes are automatically
propagated throughout the system. Library staff and patrons can have access to all pertinent information
at one location. For example, in an integrated system, a patron can view a bibliographic record in the
online catalog and also see that the book has been checked out and when it is due back to the library. Of
course, privacy of borrowers can be protected by preventing patrons from viewing borrower information.
Also, patrons can tell by looking at the online catalog, in an integrated system, that a book has been
ordered, but not yet received. In a system which is not integrated, that information would be available to
library staff only through the acquisitions module. (http://www.mkce.ac)
Implementation and Management issues
Just as important as, or perhaps more important than, selecting the right system is the process of
implementing that system in the library and dealing with the associated management issues. As
described above, one of the main features and advantages of an integrated system is the sharing of
 bibliographic records among the various system modules. This single feature can have far reaching
implications for the management of the library. Some organizational changes which have accompanied
the implementation of integrated systems include:

1. new patterns of communication among library staff, especially between technical services staff and
public services staff;
2. increases in responsibility and decision making among lower level staff; and
3. increased requirements for all staff to acquire technical knowledge and skills.
Many libraries have redesigned their operations to take maximum advantage of the new
technology. (http://www.mkce.ac)
Future Trends in Integrated Library Systems
The definition of an integrated system is beginning to change from a system which shares bibliographic
records among local functions and modules to a system which exchanges information with many other
systems outside of the library. Technological developments, such as client/server architectures and
standardized protocols for passing information from one system to another, are facilitating this integration
of outside information sources into local systems. For example, an online ordering system might allow a
librarian to search a publisher’s bibliographic database, select records of books to be purchased, and
download those records from the publisher’s database into the library catalog. Also, some libraries with
expanded integrated systems offer patrons access, through their local OPACs, to other bibliographic and
non-bibliographic databases both inside and outside the library and to OPACs of other
libraries. (http://www.mkce.ac)
Automation for the School Library Media Center. ERIC Digest.
The thousands of school library media centers (LMCs) across the country that have automated their
collection management operations have found that performance of routine tasks by staff and access to
information by students and faculty have become a great deal faster and easier. Automation often begins
with microcomputer-based circulation and online catalog systems, but the available capabilities and the
potential for expansion extend far beyond these basic functions. This digest will focus on initial
considerations for implementing an automated facility. (http://www.mkce.ac)
Basic Options
Automated systems are available for four basic management functions:

The CIRCULATION SYSTEM tracks the status of all LMC materials that circulate. It allows fast entry of
borrowed items and easy identification of overdue accounts through records of all patrons. It prints
overdue notices and establishes waiting or hold lists.

The ONLINE CATALOG provides instant access to catalog records as well as inventory data and brief
acquisitions records via powerful interactive searching and help capabilities. It allows browsing as well as
keyword searches on author, title, subject and other fields such as notes and copyright. Boolean logic can
be used for complex searches. Searching is assisted by help menus, prompts, mouse pointing devices,
and visual or audio tutors. The online catalog may contain other types of databases, such as journal
indexes, and it may allow remote access from classroom, office, or home. The online catalog also
contains a cataloging component to assist in developing MARC (machine-readable cataloging) records.
The ACQUISITIONS SYSTEM manages ordering functions, from entering order data through claiming
items ordered but not received. It maintains financial records and publisher lists. It allows instant entry of
records for newly acquired books with catalog records on disk or bar codes (sometimes these catalog
records are part of the catalog module). Brief acquisitions records may be downloaded into the circulation
system.

SERIALS CHECK-IN maintains records of journals, magazines, and other items received periodically. It
tracks publication dates, maintains financial records, and generates claim notices for late items.

The software for these systems is designed for ease of data entry and flexibility in searching. Once the
databases are set up, LMC staff can quickly enter updates and generate inventories and reports on
collection use, overdues, and budgets. (http://www.mkce.ac)
Local Related Literature
DLSU Library System Services

The Systems Services (SS) unit is responsible for the development, implementation, and maintenance of
the computerization and information technology plans and programs of the DLSU Library. It oversees the
day-to-day administration of the different computer hardware and software facilities, operations and
applications that are essential in the delivery of automated library services. It works closely with the
Information Technology Center (ITC) of the university in the provision of computer and network facilities
and services that respond to IT requirement of the library. (http://www.mmsu.edu)
University Library System (ULS)
Background Information

The establishment of the University Library System since 1980 is one of the most significant
achievements of the Universities development programs. Today, the library has improved tremendously in
terms of organization, quality of personnel, materials, facilities and services. It is some kind of a
phenomenon none like it before in this part of the country definitely contributing awe and respect to the
stature an aura of excellence of the University. Such trend of development is clearly, though not yet
sufficiently, in accordance with the obsession of no other than former President of the Republic,
Ferdinand E. Marcos when he said:

“It is true that there are other systems of information or carriers or vehicles, but the traditional and most
permanent one is the library with its shelves of books and audio-visual materials. We, in the third world
believe that development cannot be achieved without parallel development of libraries and information
systems.”

The library system contributes to the attainment of the goals of MMSU by providing the reference and
reading materials required in the various phases of the programs implemented by the University. It is a
place for work and study, thus, it becomes a part of the way of life of the universities constituents and the
members of the general public who use its services. (http://www.mmsu.edu)
Foreign Related Studies
Feasibility Study for an Automated Library System
This study was initiated by the Newfoundland Public Library Services (NPLS) to assess the feasibility of
automation for the library services and to determine the viability of an integrated automated library system
for the NPLS. The study addresses the needs of NPLS in terms of library automation; benefits to be
achieved through the introduction of automation; automation requirements and costs; cost of automation
in relation to potential cost savings; staffing requirements for automation; and a recommended approach
to automation. The report focuses on the following areas: (1) needs analysis (headquarters, technical
services department, provincial reference and resource library, St. John’s City (Newfoundland, Canada)
libraries, regional libraries, books-by-mail); (2) functional requirements for the application software; (3)
system options (technical requirements, software options, microcomputer equipment, estimated costs);
(4) database creation and management (existing machine-readable records, options for catalogue
maintenance with the integrated library systems, issues affecting the decision, estimated costs); (5)
management of an automated library system (staffing, training, estimated costs); (6) the costs and
benefits of library automation (quality of service to NPLS clientele, networking, efficiency, accuracy and
timeliness of library routines, management information, cost-benefit analysis); Conclusions and
recommendations are provided in addition to tables and appendices related to the topical issues
addressed in this report. (http://www.eric.ed.gov)

Linux Can Change the Face of Automated Library Information Systems

MLA Abstract 2005 (Case Report) Title: Linux Can Change the Face of Automated Library Information
Systems Authors/Affiliation: Janis Teal, AHIP, Deputy Director for Library Services, The University of New
Mexico Health Sciences Library and Informatics Center; Greg Gaillard, Deputy Director for Technology
Support, The University of New Mexico Health Sciences Library and Informatics Center Objective: This
poster will report on how the University of New Mexico Health Sciences Library and Informatics Center
(UNM HSLIC) faced the dilemma of replacing an antiquated library information systems (LIS) server in a
cost-effective manner that would make use of $10,000 available funding, improve system functionality
and performance, and decrease overall system costs. Setting: HSLIC is a medium-sized academic health
sciences library running Innovative Interfaces, Inc. (III) LIS software. In 2003 the LIS (with 180,000
catalog records) was running on a 7-year old DEC Unix system with unsupported hardware, a CPU with
inadequate response time, and full disk drives. Method: Recognizing the need to upgrade the system, the
Deputy Directors analyzed several options: 1) combining systems with the main campus libraries; 2)
purchasing a new Compaq Alpha server at $20,000; or 3) implementing a Linux-based LIS running on
Intel ‘commodity’ hardware. We selected option 3 and, at the conclusion of the project, became the first
library in the United States to implement III LIS software on a Linux server. HSLIC employees in both
library services and technology support consulted with III staff throughout the process of configuring the
server, updating the III software, and migrating records. Main Results: 1) The project successfully
upgraded hardware, the operating system, and application software to current III standards. 2) There was
a significant increase in performance and functionality. 3) This implementation was accomplished at 1/3
the cost of using a non-Intel server platform. 4) The Linux-based Intel system represents significantly
decreased hardware capital and maintenance costs. 5) There is no longer a need for the library to have
in-house DEC Unix expertise, an intangible but significant cost savings. 6) Additional intangible cost
savings are expected in the future when, in contrast to standard server hardware, the new hardware
running Linux can be repurposed after the current system is upgraded. Conclusion: A small to mid-sized
library can effectively run a Linux/Intel LIS system at demonstrably lower cost than doing so on
 proprietary RISC*-based software/hardware. *Reduced Instruction Set Computing.
(https://repository.unm.edu)

Advancing Your Library’s Web-Based Services. ERIC Digest.

Libraries will be utilizing the Web to provide services to an increasingly sophisticated and demanding
computer user. The mission of the Cleveland Public Library (CPL) is “to be the best urban library system
in the country by providing access to the worldwide information that people and organizations need in a
timely, convenient, and equitable manner.” The institutional values that influenced the development of the
mission put the emphasis on information and people. The best way to ensure that the access and
outcome of information services is timely, convenient and equitable is to develop Web-based services
that mirror and improve traditional in-house and telephone services. This clear understanding of the Web
as a service delivery method and not just as a digital brochure results in a project development path
leading to both self-services and live, librarian mediated services offered online and 24×7.

A successful project incorporates the following steps in this path:

1. Clarify the core values and mission.

2. Build a team of entrepreneurial staff.
3. Scan the online environment for ideas.
4. Set a course and a timeline.
5. Find library and community partners.
6. Market and build customer relations.
At the core of planning for Web-based services is the goal of replicating and enhancing traditional library
services in an online environment. Not surprisingly, a survey of 1,500 library users conducted in May,
2002 at the CPL branches and main library confirmed that circulation, reference, services for young
people, and readers’ advisory were the most popular draws to the local library. A well-rounded, service-
oriented approach to developing a library’s Web presence requires attention to all four of our patrons’
priorities. (http://www.mmsu.edu)
Circulation
As the online services of our for-profit competitors grow, so do our patrons’ expectations. Our clientele
demands the same tools from the library’s Web site that they benefit from on commercial Web sites. Our
patrons shop, bank, invest, and communicate via the Internet. They make little distinction between what
they can do in commerce and what they would like to do via their library Web site. To meet patron
expectations, the Cleveland Public Library has introduced a package of online self-help services allowing
patrons to better manage their borrowing.

The Web catalog, shared among 31 library systems in Northeast Ohio with reciprocal borrowing
agreements (the CLEVNET Consortium), allows for self-initiated requests. The MyAccount feature allows
patrons to manage their own accounts. Online renewal has been the most popular aspect of this feature,
and in fact it rivals the circulation of the busiest CPL branch with a circulation of over 375,000 in its first
nine months. In addition, patrons can delete requests and review outstanding fines. This is timely and
convenient for patrons, and it saves a great deal of staff time and attention.
Accounting for more savings is the NetNotice e-mail notification service. Patrons sign up through a Web
form to obtain their pickup and overdue notices via e-mail. They can also register to automatically receive
their MyAccount information in an e-mail message every week on a designated day. The e-mail message
includes the online renewal functionality for those e-mail programs that support it.

Statistics show that, had it not been for one-half million online renewals, the library’s circulation would
have decreased in 2001. Future opportunities to enhance library services include the ability to register for
and obtain a library card number online as well as to pay fines and fees via a credit card using a secure
Web interface. With so many resources available to the online user, it is contradictory to require a patron
to be physically present in a library to obtain the authority to use them. The library card number is the
gateway to 110 remote databases and thousands of e-books. Another service in the works is home
delivery of requested library materials. Currently patrons can choose from 96 possible pickup locations in
Northeastern Ohio. Soon, they will be able to choose delivery to their home or office.
(http://www.mmsu.edu)
Reference Services
Cleveland Public Library and the CLEVNET consortium created and launched a live Web reference
service on June 11, 2001. KnowItNow24X7 is a remarkable achievement using an efficient and effective
project management process. The 20-year consortium relationship of the 31 CLEVNET libraries is based
on a shared automation system that CPL owns and manages. CLEVNET libraries, and our contracted
overnight service provider have answered over 17,000 questions.

Cleveland Public Library was prepared to take many of the financial and technological risks associated
with this aggressive and innovative project, but the combined creativity, staff talent and commitment
made the project a success. Although CLEVNET is the first to have launched a 24×7 public library live
Web reference service, many such services quickly followed, including 24/7 (Metropolitan Cooperative
Library System in California), Smarty Pants (Denver), and Q&A NJ (New Jersey).

KnowItNow24X7 librarians utilize the complete resources of the Internet and the CLEVNET subscriptions
to over 110 online databases. They can even scan documents available in print collections and send
them to the patron via Adobe Capture. It is essential that the public have access to the full range of
resources. Live Web reference offers the opportunity to demonstrate Internet searching strategies,
introduce subscription databases, and showcase unique materials in the collection.

The Cleveland Law Library is a CLEVNET member. This association enables KnowItNow24X7 users to
access both the special collection and the staff of professional law librarians when the information needs
are beyond the scope of traditional public library service. Since legal and medical information are
traditionally problematic areas for public library reference staff, establishing a partnership with Metro
Health Systems, Cuyahoga County’s public hospital, presented an exciting enhancement to live
information. Nursing staff already trained to answer a 24×7 phone line embraced the KnowItNow24X7
service and are ideal partners for public librarians. (http://www.ericdigests.org)

Local Related Studies

University Library Modernization
 Library automation enabled the electronic Union Catalog of the UPD network of 33 libraries, including the
Extension program in Pampanga and the Main Library with more than 800,000 records, accessible within
the campus and through the World Wide Web. These libraries already have barcoders, barcode labels
and keepers, magnetic strips, sensitizers-desensitizers and gate for Circulation purposes, and as part of
their library security system. A number of records were converted from paper to digital format. The former
system used by the University Library prior to the present MAELISA. Also converted from paper files were
58,536 bibliographic records of five Filipiniana and Special Collections: (1) Book analytics, i.e.
biographies, illustrations, plays, short stories and speeches contained in books; (2) Unclassified
Monographic Records including art works and personal collections of Teodoro Agoncillo, Roberto
Concepcion, Oscar Evangelista, Guillermo Guevara, Eliseo Pajaro, Estrella Solidum, Emanuel Soriano
and Abelardo & Trinidad Subido; (3) Positive prints of the Harnish Collection; (4) Posters File; (5)
Vernacular Collection including Bikolano, Cebuano, Pampango and Tagalog.
(http://uplibrarybulletin.files.wordpress.com)

Chapter III
Project Conception
Automated Library System is an application that will perform routine library activities. In addition, the
automated library system can provide electronic list of books, manage inventory and can generate report
related to transactions in the library. The automated library system has also a database utility feature
which allows the end-user to create a back-up of records in case of hardware error and virus infection and
a restore utility that enable to restore the previously backed-up data.

Problem Statement
In this study, the Proponents planned to propose a computerized Library system for Singcang High
School. Specifically it seeks to answer the following questions:

1. What are the problems and difficulties do encounter by the user in managing their present system?
2. What are the problems do the personnel encountered by handling records and files?
3. What are the advantages of the proposed computerized library system compared to the current
manual system?
The Project Scope
There are three main operations in the system, borrowing of books; returning of books and encoding of
newly acquired books. In borrowing of books the end-user will encode and save the information about the
borrower’s information and the items being borrowed; in returning of books the end-user will encode and
save the information of the borrower’s information and the items being borrowed; in encoding of new
acquired books the end-user will simply encode the title of the book, number of copies acquired, volume
no., and accession number and the record will be saved in the database.

Business Constraints
Human Issues
Librarian/Staff. The result of this study will help the staff of the library to make their work more efficient.
Students. The proposed system will help the students provide fast and accurate responses to their
queries.
Financial Issues
The expenses will be handled by the School Administrators of the Singcang High School.

Technology Constraints
Hardware Recommendation
The following are the recommended hardware requirements for the proposed system.

CD ROM Drive : Samsung CD-ROM S+1 152A

Disk Drive : Maxtor 80GB IDE/PATA
Keyboard : Standard Keyboard
Mouse : Ps/2 compatible
Microprocessor : Intel Pentium 4 1.8 GHz
Monitor : Samsung 591S 15″ CRT monitor
System Memory : 512 Mb
Printer : HP Deskjet F41180
Project Documentation & Communication
The following are the tools use for documentation and communication process of the proposed system.

Interview
An Interview is defined as a meeting of two people face to face to confer about something or an act of
questioning to receive a desired answer that is necessary in solving a specific problem. This is where
data gathering occurs by asking questions for much needed information from the interviewee verbally and
directly.

Observation
This technique is used when the researcher cannot secure adequate or valid data through the use of the
questionnaire or some other technique. It is considered to be the most direct means of studying people in
so far as their behavior is concerned. Observation of a current operating procedure is another data
gathering tool seeing the system in action gives you additional perspective and better understanding of
system procedures