Information systems are the software and hardware systems that support data-intensive applications. An information system is a collection of methods, practices, algorithms and methodologies that transforms data into information and knowledge desired by and useful for the individual and the group users in organizations and other entities. This system can involve a combination of work practices, information, people and technologies organized to accomplish goals in an organization. All businesses today utilize some form of a technological information system in their company.
Using an automated system to record and process business transactions is essential to running a profitable company and responding to market fluctuations. However, information systems are best for just collecting and reporting company information; management must still review and use the information for achieving company goals. As information systems have enabled more diverse human activities, they have exerted a profound influence over society. These systems have quickened the pace of daily activities, affected the structure and mix of organizations, changed the type of products bought, and influenced the nature of work.
Information and knowledge have become vital economic resources. Yet, along with opportunities, the dependence on information systems has brought new threats. Intensive industry innovation and academic research continually develop new opportunities while aiming to contain the threats. A management information system (MIS) is set of internal controls that aid company management in running a business on a daily basis. The MIS is not just a computer information system that gathers information, but an overall decision-making tool used by management.
The information reported by the MIS will help management find areas that need improvement in their company. How this information is used to correct business operations relies on the style of management used in a business. Using a de-centralized management style allows for corrections to be made by the front-line manager; this allows for a great deal of autonomy in management positions. Centralized management styles rely on top-level managers to correct business operations. NEED FOR INFORMATION SYSTEMS IN LIBRARIES.
Information systems are electronic databases that manage large amounts of information, often for a business or large organization. You might not initially associate information systems with libraries, as libraries at first glance seem like buildings filled with paper books. However, many libraries use information systems to help them complete various tasks. There are a few key advantages for libraries that use information systems. Keeping Stock •One of the challenges for any library, especially large ones, is keeping track of all the books, CDs, DVDs, maps and other materials.
Information systems can be used to put an indentifying code on each material that allows a librarian to look up where a material is, who took it out, and when. If a book is missing, the information system can help the librarians find it. Building a Collection •Whenever a librarian is choosing which materials to buy to add to the library’s collection, he must research what, if any, similar materials already exist. Information systems allow librarians to access easily information about what materials the library already owns on a particular subject or time period.
This expedites the purchasing process. Customer Service oA library can use information systems to make it easier for customers to offer comments on how the library can change or improve. Customers can send an email or fill out an online form and an information system can collect all the comments and send them to the right person. This not only helps keep track of customer opinions, it also allows the librarian to receive a daily or weekly comments email rather than deal with multiple messages per day. Money Management oWhile books at libraries are usually free, libraries run on money.
Information systems, including simple systems like spreadsheets, help libraries manage their budgets and plan their finances for the future. Large libraries with endowments rely even more on information systems to keep track of their investments and expected dividends. Traditionally, libraries have been aligned with the collecting, organizing, archiving, disseminating, and sometimes evaluation of data and information. Libraries are not about books. They are about information and knowledge. In the past libraries has been associated with books only because books were the primary manifestations of information.
In today’s world, information manifests itself in many more mediums. Most notable is the electronic medium. Integrated library system, or ILS, is another enterprise resource planning system for a library. One word, ‘INTERNET’ has completely changed the way Libraries operate. Today’s libraries are having a paradigm shift towards web-based e-resources. The conventional bibliographic resources are now fast supplemented by the e-resources. It is huge task for librarians to maintain a supply chain that moves shoulder to shoulder with a global information generation rate that doubles at every 20 months.
Management Information Systems (MIS) have emerged as a solution to this capacity expansion requirement of Academic Libraries. According to McClure (1990), Management information systems are tools designed to improve management decisions. •Integrated Library System Modules module = a portion of a program that carries out a specific function Acquisitions: select, order, budget, receive, pay for materials; claim or cancel orders that were not received. Cataloging: create records which describe and classify materials Serials: describe and check-in serials (periodicals, magazines, journals) •5.
Integrated Library System Modules (pg. 2) 4. Circulation: record the check-in and check-out of materials to patrons 5. Interlibrary Loans: lend and borrow materials from other libraries 6. OPAC (Online Public Access Catalog): display materials to patrons The Main Functions of a Library Knowledge is for all, but to be indeed for all, it should be accessible for all those who seek it regardless of their mother tongue. Consequently, libraries as the organizers and heralds of this knowledge, adding value to it by cataloguing and classifying, should, in turn, be Universal; i. e. provide equality of access for all.
Today, Information Technology has converted the world into a global village and libraries, as part of this age, should make use of these technological advancements in achieving the Universality goal and quenching the generation’s thirst for knowledge. This means that traditional libraries should change into well-equipped interconnected digital libraries Libraries should be so organized and the staff so trained that they become relevant to user communities (including special groups) in every respect. Primary Functions of Integrated Library Systems 1)Ordering and receiving materials.
2)Recording financial information 3)Storing information about the library’s collection of materials 4)Recording the borrowing of materials . The objective of an MIS based Library is to be an effective library through: (1) Providing convenience and justice to its readers. (2) Attract non-readers to become readers. FEASIBILITY STUDY Key Features 1Tracks number of books and subscribers in a library 2Add manage books categories 3Manage and edit books 4Search books by name 5Add book details with category, price and purchase date 6Maintains book issue date, return date and overdue days.
7Maintains employee details who borrows the books Benefits 1User friendly interface 2Subscribers can easily check availability of books, CD’s, DVD’s in a library 3Reporting of overdue books 4Cost effective 5Efficiency in speed and operation 6Elimination of duplication of Books, CD’s and DVD’s 7Security of Library 8Better inventory preservation because of less handling by staff 9Time saving 10Easily locate books, CD’s and DVD’s on racks SOFTWARES USED IN LIBRARIES VOYAGER: Voyager is broken down into different modules that are focused on helping with certain tasks commonly done in a library.
The modules are the main way that library workers interact with the system. They are implemented as custom Microsoft Windows programs that talk to a centralized server and database. The modules are as follows: 1. Circulation – The primary use of this module is charge and discharge items to library patrons. It allows for the creation and maintenance of patron records, fine processing and request processing of library items. 2. Media Scheduling – (optional) lets people reserve videos and media equipment ahead of time as well as equipment maintenance.
The types of items allowed to be reserved are only limited by what library staff have added to it. 3. Web Voyage – This is the web based interface for use by patrons to search, renew items, and request items from the libraries collection. 4. Access Reports – Not officially a module, Voyager does allows for an ODBC connection to its main database. This allows library staff to create custom Statistic and usage reports. 5. Reporter – One of the purposes of this module is to generate email and print notifications to patrons informing them of, recalls, overdue items, courtesy notices and fines.
Reporter also generates exception reports, which are violations of system policy, Transaction reports, and some statistics, which are used by library staff. 6. Cataloging – This is the main module used by Library Technical Services department. It is used to create and edit records for all the items in a libraries collection. 7. Acquisitions – Lets staff track orders and assign money to funds and ledgers. 8. Call Slip – (optional) Allows patrons to request items to be transferred between different units in a library system. 9. Self Check – provides and interface for “Self Check” stations.
10. Voyager Inter-library Loan (ILL)- (Optional) Allows library patrons to request items from other institutions. 11. System Admin – Used to add system users, set up circulation locations, and policies as well as setting up location calendars. Alexandria: Alexandria efficiently manages modern libraries, freeing up administrators, technology coordinators, and librarians for more important tasks. Library Automation Software – Benefits to IT Managers… You are tasked to do more with less, and you need library automation software that can answer the call.
Alexandria will enable you to: •Relieve the support load of your staff. In addition to ease-of-use and stability, Alexandria’s unmatched technical support team is available any time you need them via phone 24 hours a day, 7 days a week, 365 days a year, providing end-user support directly to your users, and IT support to you when necessary. •Minimize the resource drain of multiple servers at multiple sites. Alexandria gives you the ability to update/upgrade and backup your entire district from one primary location. •Eliminate upgrade and backup hassles.
Alexandria’s update, upgrades, and critical data backups are all done automatically within the software. Library Automation Software – Benefits to Administrators… Alexandria library automation software allows you to efficiently manage your varied library education and management responsibilities with the following unique capabilities: •Improve reading scores. Alexandria’s built in Lexile capabilities actually improve reading scores •Universal access from home. With Alexandria, there is secure access to your library—24 hours a day.
•Relieve the resource drain of extra support staff just to manage your library automation software. Alexandria’s automatic updates, 24/7/365 technical support, and renowned ease-of-use allow you to re-deploy valuable resources to more important areas. •Alexandria is the only library system that provides a live 24/7 help line for any librarian or tech person in your facility who needs assistance. e-Granthalaya e-Granthalaya is a library automation software from National, Department of Electronics & Information Technology, Ministry of Communications and Information Technology, Government of India.
The software has been designed by a team of experts from software as well as Library and Information Science discipline. Using this software the libraries can automate in-house activities as well as user services. The software can be implemented either in stand-alone or in client-server mode where database and WebOPAC are installed on the server PC while the data entry program is installed on client PCs. The software provides LAN/Web based data entry solutions for a cluster of libraries where a centralized/Common database can be created with Union Catalog output.
The software provides Web OPAC interface to publish the library catalog over Internet/Intranet. The software runs on Windows paltform Only, UNICODE Compliant, thus, supports data entry in local language.. Distribution Policy The software is provided at zero cost libraries. The support, training, Data Entry, Maintenance, Migration, etc are provided on Payment basis by the NIC/NICSI Empanelment Agency. System Requirements Hardware: the computer itself, (CPU), and all of its support equipments. Among the support equipments are input and output devices, storage devices and communications devices Connectivity: LAN/Internet Connectivity.
BarCode Printer (Any Model/Make) with Barcode Reader Software Components 1. Database (MS SQL Server 2005/2008) – on Server PC (Windows 2003/2008) 2. Web OPAC – on Server PC 3. Data entry program – on client PCs For the details and information with regards to our project , the following libraries have been visited THE AMERICAN LIBRARY The American Library, Mumbai is one of the divisions of the American Center, which carries out a variety of activities aimed at promoting a better understanding of the policies, values, institutions, and culture of the United States.
The American Library, Mumbai provides you with a wide range of current, accurate and authoritative information from a vast selection of print and electronic resources using state-of-the-art technology. The American Library collection focuses primarily on U. S. foreign policy, business and economics, management, law and legislation, human rights, environment, and life and culture in the U. S. It maintains a collection of approximately 13,000 volumes of books, government publications, and think tank reports. It has 89 U. S. magazines and 3 newspapers titles in hardcopy.
They provide timely, reliable and comparative information on a variety of topics ranging from American politics, culture, history, economy as well as international relations and global issues. With books, journals, English language learning materials along with DVDs, newspapers, U. S. government publications, there is something for everyone. Even the young reader will find more than 1,000 titles of fiction and non-fiction at the American Library. This library uses Voyager as its software . It is a centralized network . oVoyager automates many of the processes necessary for libraries to function smoothly, such as circulation.
o Voyager is capable of managing a variety of formats, such as print and online resources. oIt addresses recent concerns for patron information privacy and privacy related to circulation history oGives more options on user/patron service (e. g. alerts for pending transactions for a patron) oImproved search tools for staff and patrons, including enhancements for subject headings searching (controlled vocab), where patron doesn’t have to know starting words or word order of headings to look them up oAcquisitions: select, order, budget, receive, pay for materials; claim or cancel orders that were not received.
oCataloguing: create records which describe and classify materials oSerials: describe and check-in serials (periodicals, magazines, journals) MMRDA LIBRARY Mumbai Metropolitan Region Development Authority commonly abbreviated as MMRDA, is a body of the Government of Maharashtra that is responsible for the infrastructure development of the Mumbai Metropolitan Region. MMRDA was set up on the 26th January, 1975 under the Mumbai Metropolitan Region Development Authority Act, 1974 Government of Maharashtra as an apex body for planning and co-ordination of development activities in the Region.
The MMRDA comprises 17 members and is chaired by the Minister for Urban Development in Maharashtra Prithviraj Chavan (who is also the current Chief Minister of Maharashtra). It is also the richest state owned organisations in india. on the similar lines to this, recently government of maharashtra has announced to establish pmrda and nmrda for pune and nasik respectively.
Mmrda uses e granthalaya. It consists of an isolated network design omulti-lingual version supports data entry in all the 10 Indian Scripts/languages oHigh security for library data and members’ accounts oFine calculation for late receipt or lost or damage of items oEasy way to take Database Backup and Restore the database oTimely reminders will be given for the periodical subscription of items oImproved circulation and tracking oEasy access to all information BIBLIGRAPHY The American Library MMRDA library http://egranthalaya. nic. in/ http://www. exlibrisgroup. com/category/Voyager.