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Inventory System Essay

This chapter contains the Introduction and the Problem Definition specifically the Statement of the Problem, System Objectives and System Scope and Limitation within the Problem Definition.

Introduction In our generation, almost all of our transactions are in database management system which is a set of programs that enables us to store, modify, and extract information from a database, it also provides us(users) with tools to add, delete, access, modify and analyze data stored in one location. There are many different types of Data Base Management Systems, ranging from small systems that run on personal computers to huge systems that run on mainframes. One of which is what we call the library computer system. A library computer system is the software used to catalog, track circulation (where appropriate) and inventory a library’s assets. It is intended for home, church, private enterprise or other small to medium sized collections. Larger libraries will typically use an integrated library system to manage the more complex activities such as acquisitions, interlibrary loan, and the licensing of online resources.

The International Baptist College started as a learning center in 1973 as a missionary extension of International Baptist Church of Mandaluyong. The International Baptist College is located on Arayat Street in between the main thorough fares of Boni Avenue and EDSA in Mandaluyong City. The school then from time to time was being developed and now has the permit to offer a Nursery, Elementary, High School and College programs. The IBC uses a manual system in their library called the card catalog which is a register of all bibliographic items found in a library or group of libraries, such as a network of libraries at several locations that is being typewritten or handwritten in a Cataloging Principles format. Because of it, the librarian has a hard time in updating book records; a large amount of time is being consumed in monitoring and checking the availability of books and slow process of borrowing, finding and returning of books.

Problem Definition Statement of the Problem With the increasing demand for more books and library materials in the IBC that will support the information needs, the task required in managing there library is becoming more complicated. Some books are being misplaced because of unorganized arrangement. The process of creating the inventory was quiet difficult and time consuming.

Specific statement of the Problem: 1) What are the difficulties being encountered by the librarian, students and the faculty staff of the IBC in within their Library? 2) Why do the School needs a computerized library system? 3) What are the expectations in the proposed library system? 4) How will the proposed library system improve the delivery of service to the students, the librarian and the faculty? System Objectives The researchers aim is to come up with a system that will provide the students and the faculty staffs an easy way of finding and borrowing books and to help the librarian in monitoring the inventory of the books and library materials.

Specific Objectives: 1) Provide solutions to the problems and difficulties encountered by the librarian, the students and the faculty staff of IBC. 2) To determine the possible benefits of a computerize/integrated library system. 3) To find the expectations of the librarian, the students and the faculty staff as the users in the proposed system and accomplish these expectations. 4) To find out how can the proposed system improve the delivery of service to the librarian, the students and the faculty staff of IBC.

System Scope and Limitation The scope of the proposed system centers on making the system as computer based to improve the process of searching, borrowing and returning of books and library materials. The Students and Faculty Staff have a limited access in the library system. They can only view the book’s information including its availability. If they wish to borrow the book, they still need to go to the librarian and present their Student’s and/or Faculty ID same as returning the book.

The librarian however has a full access in the library system. He/she can update the records in books, library materials and student’s/faculty staff inventory. It includes the adding, deleting and editing of records, the process of borrowing, printing of reports needed by the management, and the computation of the overdue days and penalties of the returned books. He/she can also view the databases according to his/her choice. On the other hand, the system has the limitations of: it cannot other offenses like causing damage to books and library materials and it does not issue a receipt for overdue books.


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