Library Management Software

1. ILMS Profile

Following are the performance points of ILMS :

ILMS is an integrated Library Management software covering all the functions of a library in the following areas :

· Acquisition / Ordering
· Cataloguing
· Circulation
· Serials control
· OPAC or Online searching for bibliographic information
· WEB OPAC


Built around its own centralised bibliographic database, ILMS follows MARC and supports both print and non-print materials. ILMS has different formats to describe adequately each material type using different fields with variable field lengths. It facilitates import/export of data in standard exchange format such as MARC as well as in non-MARC format.

ILMS supports word-based free text searching using Boolean operators. An efficient proprietory indexing feature substantially improves response time while searching for bibliographic information. The bibliographic database searching is integrated with the circulation and acquisition operations. Interfaces using Z39.50 protocol, are fully supported by ILMS.

ILMS provides online validation of input data prior to updating the database. Prompts and suitable messages are flashed when data does not tally and look-up tables provide help as and when required.

ILMS assures security by allowing access only through passwords if so required. Security is provided for the user as well as for the library staff. For the staff, access can be controlled both at the system and at function levels

In circulation operations, bar-code technology may be employed for identification of both borrowers and materials. ILMS is already being used with bar-code scanners for circulation. It also permits self check-out facility.

ILMS is a powerful software written in `Visual Basic' having a very user-friendly interface during operations. Although ILMS is based on its own bibliographic database, it is available for systems using ORACLE / SQL Server as back-end RDBMS. Full GUI (Graphic User Interface) front end is provided for the Windows client.

ILMS supports various electronic resources thus making it a modern system with virtual library implementation.

Image and multimedia files can be integrated with ILMS search engine. They may be browsed in multi-windows interface with standard window features. The formats handled include Bitmap (.BMP), TIFF (.TIF), Wave (.WAV), Midi (.MID), Audiovisual interface (.AVI), etc.

Incorporating new developments in Information Technology is the norm at ILMS. It supports a wide spectrum of hardware / software platforms in Client-Server environment.

ILMS is a field-proven software with more than 20 sites in wide range of organisations. 

The Java/'Perl' based interface in ILMS Web OPAC provides an effective gateway to Internet and Intranet. The Z39.50 compliance in ILMS ensures keeping pace with developments in the international market place. 

For its LSNet (ILMS network) activities, ILMS is providing the solution of a Union Catalogue to its users. Software is currently available to link these Union catalogues online. This facility of ILMS could make networking of libraries effective and promote the sharing of resources.

2. Salient Features ILMS

· Client-Server model
· Windows GUI compliant Client
· Pull Down menus (menu bar)
· Icons (tool bar)
· Buttons
· Scroll Bars
· List Boxes
· Property Sheets
· Windows components.
· Supports TCP/IP for communication and networking 
· ANSI Z39.50 compliant Search engine (The Information Retrieval protocol accepted worldwide)
· Web OPAC (Java and perl based ILMS Client) to enable access of Bibliographic Databases through Intranet 
· Images and Multi-media interface with ILMS Search Engine (Various formats include Bitmap, TIFF, Wave, Midi, Audiovisual interface, etc.)
· Y2K compliant making it as comfortable in the second millennium as it was in the first!
· Flexibility in choosing operating platforms. ILMS supports Unix, Windows XP/NT/2000 and Novell Netware in Client-Server environment using TCP/IP protocol.

Server Options : 

· Pentium based ( Windows XP/2000/NT / Windows 98 / ME)
· Alpha 
· HP-9000 (HP-UX)
· RS/6000 from IBM (AIX)
· Sun Sparc (SOLARIS)
· SG (IRIX)
· Intel Server Paltform

Client Platforms :
· Windows 95/98/NT/XP/2000
· X-Windows 
· Thin client (Java enabled)
· Web client

RDBMS Options 

ILMS doesn't need an RDBMS as it uses proprietary database. However, available is the option of ILMS with SQL Server, or ORACLE or access as back-end RDBMS as per user choice.

3. Acquisition System

In ILMS The Acquisition system basically deals with selection and ordering of books and other library materials such as reprints of articles, audio-visual tapes, maps, Video cassettes etc and their subsequent procurement including processing of bills for payment. It provides a precise budget analysis at any point of time. Its major functions are :

Initiate Titles for Ordering - Titles may either be requested by patrons or received on approval from vendors or initiated by the library.

· Checks for duplication of title
· No need to reenter data for ordering additional copies or new edition of existing titles.

Approval Process - Involves printing of approval lists and subsequent updating of the status of each title as 'Approved' or 'Rejected'.

· Flexibility in including specific titles in an approval list
· Amendments in approval list prior to its printing
· Budget and expenditure analysis 

Placing Order - Firm orders for titles, including for materials received earlier 'on approval'.

· Prints purchase orders for direct mailing or for electronic transmission to the vendor.
· Flexibility to include specific approved titles in an order, or of a single publisher or vendor.
· Amendment / Cancellation of order. 
· Facility to specify special delivery instructions. 
· Handles standing orders for annual publications.
· Provides for pre-paid orders.

Receiving - Procedure to record the details of items received.
· Maintains, for subsequent accessioning, an in-process file of items received 'on approval' and items ordered.
Invoice Processing - Includes accessioning of items. 
· Permits more than one invoice for an order
· Allows changes in unit price, discount, exchange rate etc.
· Maintains exchange rates of various user-defined currencies
· Accession number can either be generated automatically by the system or it can be a user defined number
· Keeps uptodate status of orders w.r.t. titles ordered, received, accessioned
· Updates funds accounts online 
· Separate procedure for accessioning items received gratis, in exchange and deposited by state law.
· Option to accession before invoicing; or accession and invoice together; or invoice prior to accessioning 
· Option to generate bar code labels of required size for circulating materials to simplify lending operations.

Payments Requisition - Provides an effective procedure for getting sanctions from the Accounts section for making payment to vendors. 

Order Follow-up - For specific
Online Queries - Acquisition related queries include :

· Titles in the process of acquisition
· Pending orders, overdue orders and, for the specific order, details of titles ordered, titles received, pending titles, its invoices.
· List of invoices with the library and invoices with the Accounts section and, for a specific invoice, details of items accessioned against it and payment details, if any.
· List by vendors; giving titles received 'on approval', pending titles against firm orders, orders placed, invoices received.
· Budget analysis of titles in the acquisition process.
· Order details by Accession no.
· New arrivals

Reports - Various reports generated by the acquisition system include :
· Approval request form
· Purchase order 
· Overdue/Follow-up notice
· Budget and expenditure analysis
· Payment requisition report
· Payment cheque delivery notices
· List of titles on order 
· Accession register 
· Bill register
· List of recent arrivals, etc.

4. Cataloguing System

ILMS is built around its own centralized Bibliographic database based on MARC format supporting different types of materials, print and non-print. It makes available the various catalogues/indexes online for instant reference and thus enables searching on subjects and keywords. The powerful data entry facility also accepts data in standard machine readable formats such as USMARC, OCLC, etc. thereby facilitating import and export of bibliographic information. The capabilities of ILMS cataloguing system include :

Maintenance of an In-process File - This lists titles entered through the Acquisition system but yet to be catalogued.

· The In-process file gets updated automatically on cataloguing each title

Catalogue Production - Bibliographic data may be imported or entered in well designed screens for various user-defined types of materials.

· Bibliographic data can be updated and cataloguing details (AACR-2 based)added for titles accessioned in Acquisition without having to reenter data.
· Data may be entered directly for titles not coming through Acquisition.
· Editing features for data entry, along with downloading facility from networks or import from CD-ROM, etc.
· No limit on field sizes.
· Data import/export possible in both standard exchange formats (MARC) and non-standard format (ASCI text file).
· Images and multi-media files of a document are integrated with ILMS search engine.
· Option for different MARC formats

Catalogue Maintenance - Allows changes in bibliographic data including data removal facility. 

Resource Sharing - Z39.50 compliant feature of ILMS search engine makes possible connectivity on networks and sharing of resources.

Thesaurus Construction - This capability is used in searching for synonyms, as well as, broader and narrower terms.

Authority Files - An interface to maintain authority files for authors, publishers, subject headings and keywords to safeguard uniformity of data.

Holding Updates - Provision to specify copies for reference or for circulation 

· Addition of new copies
· Transferring from reference to circulation and vice-versa
· Withdrawal or deaccessioning of copies.

Holdings Summary - A feature of great value in collection development, the summary can be generated in user-defined ranges of Call numbers.

· Gives separate count of titles and volumes
· Reflects the strength and weakness of particular subject areas.

Catalogue Cards - Prints complete set of 3x5 cards as per AACR-2 standards.

Current Awareness Services - Targeted to cater even to specialized interests of patrons.

· List of recent arrivals
· Special bibliographies
· SDI facility

Lists may either be alphabetical under author or title; or classified under subjects with further option to use codes for deeper classification.


5. Circulation System

The Circulation System of ILMS maintains a) uptodate membership records and b) the latest status of the collection meant for circulation. It performs all the functions related to circulation providing suitable checks at every stage. It takes care of infrequent, but routine functions such as bindery record management, display of recent additions, and so on. Various functions in circulation include :

Front Desk Operations - Include checkouts, renewals, returns, reserves/holds.

· Operations handled efficiently with least possible data entry
· Suitable blocks both on member and item
· Override facility on blocks based on passwords
· Use of bar code technology
· Option to display photograph of the member (inbuilt image option)

Membership Record-Keeping - Registration record and membership updates.

· Option to photograph from digital camera and generate an ID card of required size with photograph and bar code number corresponding to that of the member.
· Lost or stolen cards, invalidated immediately.
· Issuance of duplicate membership cards.
· Delinquent members record with user-defined reasons to indicate delinquency.
· Institutional borrower records for inter-library loans

Collection Updates - Collection records meant for circulation created automatically while cataloguing.

· Keeps track of lost, missing, damaged, written-off, withdrawn items
· Monitoring of items on display and in bindery

Overdue Follow-up and Recalls - Generates overdue reminders and makes possible recalling checked out material before the due date.

· Number of reminders and period between reminders based on membership category, may be user-defined.
· Online printing of recall notice for a specific title


Inter-library Loans - Makes it easy to keep record of both inward and outward loans of accessioned material to and from other libraries and institutions.


Stock Verification - Generates lists of the collection in the library and items currently checked out. For the purpose of stock verification, there is a simple procedure to record the materials present on shelf or otherwise verified, thus getting the list of materials not accounted for.

Flexible Operations - Fully parametrically driven operations. No schemes are pre-set or unalterable.

· Option to use bar code wands to scan member ID and item ID
· Operations based on membership category and material type
· Due dates given after taking into account user-defined working-days-pattern and the holidays calendar

Management Reporting - Both routine and exceptional reports, which can be of great help in decision making, can be generated.

· List of highly reserved titles and comparison with present no. of copies in collection for planning future acquisition
· Title/Borrower-wise statistics in relation to the no. of checkouts.
· List of delinquent members with pertinent reasons for declaring them so.
· Non-circulating materials list useful in weeding the collection periodically.
· Overall circulation statistics broken down further yearly/monthly/hourly, by subjects and borrower category.

Online Queries : There are comprehensive querying facilities based on both borrowers and collections. Circulation statistics can be generated yearly/monthly/daily both by subject and membership category. 

Reports : The system provides for the following reports : 


· Overdue, Collect, and Recall notices
· List of 'no responses'
· List of highly reserved titles
· List of non-circulating material
· Checkouts to a borrower
· Stock verification list
· Delinquency records
· Statistics of no. of checkouts by specific title/borrower
· Statistics by subject / borrower category
· Orders to the Bindery


Transactions Log - Maintains a record of all the circulation related transactions. These may either be viewed on screen or printed.


6. Serial System
The Serial system of ILMS provides control of journal subscriptions and subsequent monitoring of the scheduled arrival of individual issues. It maintains the record of budget sanctioned for serials under different categories, amounts encumbered and expended, thus providing complete budgetary control. This system also handles periodicals received on gratis or in exchange. Its various functions include :

Subscription - New serials initiated, go through the approval process and ordering.

· Checks for duplication.
· Prints approval lists and provides for updation of 'Approved' or 'Rejected' titles.
· Prints Purchase Orders for direct mailing.
· Provides for monitoring the status of each serial until the first issue is received.
· Accepts subscription details as and when they become available.

Subscription Renewal - initiates approval process for subscription renewals, followed by ordering.

· Renewal Request Form printed either by Department / Centre or Library, based on subscription expiry date.
· Status of each serial updated as 'Approved' or 'Rejected'.
· Separate orders for renewals and additional serials.
· Accepts subscription details and updates.

Subscription Extension - Resulting from claims on missing issues and numbers.

· Extension specified as a) period extended upto, or b) number of issues not received, or c) last volume/issue number

Invoice Processing - both for new subscription and subscription renewal.

· Allows more than one invoice for an order.
· Allows changes in subscription, period, and volumes etc. 
· Accepts supplementary invoices for any title.
· Accepts and updates subscriptions details.

Receiving Issues - A tedious and repetitive function performed in the simplest manner.

· Well designed screens requiring entry of minimum possible data 

· Recording of issues by volume/issue number or date, whichever is applicable for the serial
· Facility to record receipt of regular issues, various indexes, special issues and additional issues 
· Makes note of damaged and faulty issues for subsequent replacement


Claims Monitoring - makes possible timely follow-up of 'not received', overdue and damaged journal numbers.

Reminders printed automatically based on the periodicity of each serial 
Takes into account feedback received from vendor or publisher about delayed, out-of-print, out-of-stock and already mailed issues
Irregular issues monitored by entering expected schedule of publication
Online printing of reminder/follow-up notice for a specific issue/number of any serial

Bindery Management - Alerts when a serial is ready for binding and provides for its continued monitoring through the bindery and back.

Generates volume completion report to initiate the binding process.
Flexibility in generating the bindery order.
Keeps track of volumes sent to bindery and their return.

Bound Volumes Record - Permits updation of the complete serials collection of a library.

Routing and Circulation - User-defined routing of issues registered, along with circulation of bound volumes and loose issues.

Routing of an issue immediately on arrival may be defined, before it is displayed or circulated.
Integrated with the circulation module
Overdue reminders

Online Queries : Serials-related queries are :

By title - new serials, renewed serials, serials presently being received, and subscribed serials, giving the current status of each title. 
By vendor - giving current serials, status of orders placed with the vendor and list of invoices received with the current status.
By department - list of serials and expenditure analysis by Department or Section.
Searches on titles and subjects 
Titles in bindery
Recent arrivals

Reports : Reports generated by the Serial System include :


Approval request form
New subscription order
Subscription renewal order
Notices for 'not received', 'overdue', 'soiled/damaged' issues
Routing Slip
Missing issues list
List of duplicate issues
List of completed volumes
Bindery order
Accession register (for bound volume collection)
Current arrivals
Classified and specialised indexes and lists of serials, as required.
Budget & Expenditure analysis 


7. OPAC
Patrons in the library can search the bibliographic data base and find specific information online. The search facility also tells the availability of each item for circulation, including current status of individual copies of a title and reserve status. It also shows titles on order displaying current status in acquisition. The scope of these services include :

Online Catalogues : Following catalogues are available online -
Title Catalogue
Author Catalogue
Subject Catalogue
Classified Catalogue
KWIC Index
Publisher
Conference Place 


Boolean Searches : The boolean searches can be made on words from any of the bibliographic data. The use of the logical connectors 'OR', 'AND', and 'AND NOT' is allowed. The search is facilitated by using -

Truncation 
Use of parentheses 
Proximity connectors (same as provided by 'DIALOG')

There is an option to conduct searches on specific bibliographic fields or on all the fields. The search can be limited by specific publishing period or/and document type. The search results can either be viewed on screen or printed or down loaded on a diskette.

Current Serials : To provide online information on holdings of current journals including recent issues received.

Recent Additions : Makes available new additions to the library.

Electronic Mail : Option for automatic generation of e-mail for various notices, SDI, circulars, etc.

Multiple Databases : ILMS supports defining multiple databases based on types of documents for searching in OPAC.

Web OPAC : Java and Perl based ILMS Clients provide OPAC interface through Web browsers.

Images / Full text Retrievals : Images of full text or specific portion of a document can be browsed in multi-windows interface.

Multi-media interface : Multi-media files of a document can be activated just by clicking of a mouse button. 

Other services from OPAC Client : Updating subject interest profile for SDI by users themselves; request for acquisition of a document; while browsing / searching various catalogues, facility to develop request online for putting a specific title on reserve, etc.


8. WEB OPAC
ILMS provides Web browser based access to OPAC through the following : -

a) Perl cgi scripts
b) Java applet
c) Java servlet 


ILMS presents an advanced GUI for browsing online catalogues. Following facilities are available : -

Simple search
Advance search
Additional search
Browse
Journals

New Arrivals
Patrons


The search results are displayed in a list of titles with author, publication year and call no. For a selected title, complete details along with the number and status of copies are given. There are options to see linked resources such as images, audio, etc, as also to put on reserve. Searches may be narrowed by specifying a period of publication and restricting them to particular types of documents.

Simple search : Enter word(s) from any of the searchable fields such as author, title, subject, etc. The search could be restricted to a specific field with option to form a phrase or use 'OR' 'AND' operators between words.

Advance search : This interface allows for development of complex search strategies using boolean operators 'OR', 'AND', and 'AND NOT' between keywords in various fields.

Additional search : Another interface to develop search strategies using word(s) from various searcheable fields with an implied ''AND'' operator.

Browse : Alphabetic lists of author, title, subject, publisher and conference place may be browsed. By entering the initial characters of the required word, the list or catalogue scrolls till it positions the string at the beginning of the display screen.

Journals : The serials list may be browsed, and on selecting a journal, holdings in both bound volumes and loose issues are displayed.

New Arrivals : A list of recent additions to the library collection, both books and journals, may be seen.

Patrons : Patrons are provided facilities to list the items they have checked out, the titles they have reserved, request for acquisition of new titles and change their password.

9. Multi Lingual Support

ILMS has been developed with user interface in English along with option for multi lingual support as per user choice. The choice of various languages is available through setup and during the configuration of the software the language can be selected as per requirement.