CHAPTER 5 OVERVIEW OF LIBRARY SOFTWARES WITH FEATURES OF THEIR OPACS UNDER STUDY

Transcription

1 CHAPTER 5 OERIEW OF LIBRARY SOFTWARES WITH FEATURES OF THEIR OPACS UNDER STUDY 5.0 Introduction Library is a store house of knowledge and information contained in the documents acquired by it. At present, the number of documents and readers is increasing gradually in the libraries. Due to the growth of documents and users, library operations, routine activities and transactions are also increasing. But the libraries are not in a position to increase their staff because of specified budget allocated to them. The existing staff has to cope up with work load and as a result, the quality and efficiency of work output gets affected. This has also an impact on the library image, reputation and success. To sort out these problems, many libraries across the world started adopting the automation of their operations. In the beginning, certain mechanical tools were used to automate the routines, but today 'automation' mainly means using modem technology i.e. Information Technology (IT), which includes computers and communication technology. Now, libraries are using computers for house keeping operations, routine activities, management information and library services. Several libraries in developed countries like UK and USA started adopting computers for their activities during early sixties but library automation got momentum in early seventies. Now almost all developed countries are using computers in their libraries and hence, libraries have improved their efficiency. By observing the success of automation in developed countries, almost all the libraries in developing countries started using computers. Similarly, university libraries in developing countries like India also started the adoption of automation for house keeping operations and other activities. Easy availability of computer hardware and software and facilities of communication technologies encouraged university libraries in India to automate their functions. To boost computerization of libraries in India. INFLIBNET was established by the UGC. It provided financial, technological and manpower support for the 97

2 introduction of computers to university and college libraries. Automation of university libraries has almost been completed, at the same time some libraries are still going through this process. 5.1 Need for library automation The number of library users is increasing due to the growth in student strength and expansion of educational programmes in the universities. To meet their needs and requirement, the libraries are adding new documents in their collection. As a result, library authority is facing the difficulty to manage and provide efficient, prompt and effective services to its users satisfactorily. University libraries realized the necessity and impact of computers for various operations to improve their services and other activities. Tedd stated two main reasons for automation of libraries. They are: i) To provide better services at lesser or no great a cost, and ii) To give added benefits at lesser cost. Rowley stated that the pressure for computerization may be due to any of the following reasons: i) Increased workload ii) iii) iv) Need for greater efficiency New services Cooperation and centralization.* 2 With the computer system, the data may be arranged and manipulated as per requirement. By introducing new services and coping with increased workload, the higher productivity is possible. Library automation can help speed up the existing transaction and manage extra workload without increasing the staff. At the initial stage, there is a need for considerable investment to implement a computer-based system, but its utilization is for a longer period of time. If the number of operations and the speed is taken into consideration, probably it may work out cheaper. It may improve the existing services as well as new services such as preparation of bibliographies and Current Awareness Service (CAS) which can be made available to users by manipulating and Tedd, L. (1984). An introduction to computer-based library systems (2nd Ed.). Chichester: John Wiley, pp Rowley, J, E. (1980). Computers for libraries. London: Clive Bingley, pp

3 rearranging the existing data with a little extra effort. It can help to increase the image of libraries providing efficient services and quick response to user s queries. Statistics can be provided with computer system accurately and quickly about the activities and services of libraries. It helps to take better decisions for libraries, to improve their dayto-day activities, collection development and services. All these facts strongly support the need for computers in libraries. The use of computers may be best alternative to improve the existing as well as new services in terms of their efficiency and effectiveness and to boost the image. Computers are beneficial to both professionals and users. Libraries have adopted the computer systems as they create a new atmosphere in the libraries. This new environment provides an opportunity for the libraries to perform their functions with new vigour. The use of computers for various functions has been described below Acquisition The library has to maintain and use various records in acquisition section. The following are the major functions of the acquisition section: Selection Ordering Receiving Claiming Fund accounting and payment Reports and statistics Manual system faces the problem of maintaining huge data and files, records, book orders, etc. which involves routine jobs. It has difficulties of tracking orders and determining when the claims should be produced. Each activity involves more than one operation. For example, identification of book needs to search several tools and so it becomes difficult for the library staff to identify the bibliographic details of the documents. Automated acquisition reduces the amount of paper handling and generates the information which is useful and essential to the libraries in taking appropriate decisions at various stages of acquisition operation. By using computers, collection of above information is an easy job to a large extent, and now the library staff can have the information within a short time. A search for the bibliographic details of books in automated system will take only few minutes. This information is very useful and essential for acquisition. While in manual method, this information may be searched for 99

4 longer time. In automated system, there is a wide range of access points available to search one or more data files and thus, there is also flexibility in the function. Fund accounting becomes very easy by using computer system. Computer systems maintain the funds automatically when the payment signal is indicated to the system after the approval of the payment from competent authority. Other operations such as updating and manipulation of recording and generation of reminders have been made possible easily. Now, in almost all library management systems, the acquisition system has integration with cataloguing, circulation, and OP AC Cataloguing Cataloguing activity is considered as one of the primary and basic functions. It is working tool for using the library collection properly. To prepare a catalogue, one needs the knowledge of cataloguing rules and with the help of rules the books are described in the entry. A main entry is prepared for each book and the required number of additional entries is also prepared. For duplicate checking, one has to search public catalogue for longer time. After preparation of entries/cards, these cards have to be "3 drafted, checked, typed, proof read, sorted and filed. All these activities are of labour intensive and time consuming process and hence the library needs automation of cataloguing process. Automated catalogue is the most efficient tool in retrieving information about the documents in a library easily and promptly. Computerised cataloguing serves the purpose of duplicate checking without time consuming. Once the catalogue record of holdings is created on the system, the documents can be searched, retrieved and rearranged in desired way. Bibliographic information from acquisition files can be imported for cataloguing process. There is no need to enter the data separately for added entries. If the library opts to generate catalogue cards, it is easy to create the same as per requirement. Today, bibliographic records can be transferred using Z39.50 protocol available in library software from some other libraries such as Library of Congress Circulation Circulation is an important area which needs to be automated in university libraries, because of the nature of job that prevails in the circulation. It performs the charging/issuing and discharging/retuming of documents, reservations, statistics, 3 Rao, L. N. (1993). Planning and implementation of automated circulation system of Osmania University library system. Unpublished doctoral thesis, Osmania University, Hyderabad. 100

5 sending of reminders for the overdue material, etc. In manual mode, it involves maximum time of staff to issue or return books. It involves a great deal of records keeping and corresponding staff time. It is very essential that the records must be accurate and updated regularly. By using computer system, the records will be accurate with a minimum possibility for errors and can be updated without consuming much time. At the same time, these records provide management with accurate information. It will improve the services and staffs time can be saved. Today barcode system and RFID system may be applied to library softwares, but implementation of these systems varies from library to library according to their policies and requirements for issue and return of books. The book is brought in contact with both these systems for issuing or returning it to the user. For issuing an item, the membership identification number and item identification number are identified by the systems to record the transaction automatically Serials control Serials management is an integral part of library operations. University libraries subscribe to a large number of Indian and foreign periodicals. Serials management requires labour intensive works, and high degree of attention and details. Frequency of the periodicals is variable. Even if the frequency is the same, the expected time may be inconsistent. Libraries spend considerable time on placing orders and generating reminders for individual issue not received by them. Therefore, they encounter the problems to manage the periodical section. The application of automation can solve the problems encountered by them to a great extent. Automation system has made the functions of periodical section easier, more prompt and accurate. Now, several library softwares are providing the facilities like ordering, checking in, claiming, funds accounting, and reports for serials control. It provides a facility for searching either by title, ISSN or corporate body. It also provides the facility of full OPAC searching of serials. It automatically identifies the issues to be claimed and also indicates when an item is ready to be sent for binding Public catalogue In manual method, public catalogues are made available in various forms such as card catalogue, book catalogue, register card, etc. Now, a document can be searched through computer system. Computerized catalogue has been termed as Online Public Rao, L. N Op.cit. 101

6 Access catalogue (OPAC). Now-a-days OPAC is generally integrated with acquisition, cataloguing, serial and circulation module in integrated management systems. A document can be searched with more approaches and methods that were not possible in manual method. In manual methods, the user has to spend considerable time in searching for a document. The OPAC also provides several additional search capabilities and facilities to the users. 5.2 Library software The rapid developments in the field of computer and communication technology have provided the opportunities to develop library softwares which are required to automate the functions and services of libraries. Today, a number of library softwares are available commercially and some softwares are also available free of cost. The selection of relevant library software is an important step in library automation process. In present library scenario, a number of foreign as well as indigenous library software packages are available in Indian market. But Indian libraries are adopting library softwares according to their basic requirements and availability of funds/grants. An overview of the three library softwares under study has been described below: 5.3 Techlib Plus software PUC is using Techlib Plus software. It is an integrated modular system that automates management function for libraries and information centres. It is Unix-based system and developed by Information Dimensions Inc, Dublin, Ohio. The system handles not only acquisition, catalogue searching and circulation functions for books and other materials but also handles serials tracking and control functions such as ordering, renewing, and receiving, claiming, routing and binding. ersatile options allow library administrators to choose the functionality best suited for their library's needs. The system provides the flexibility to change the wording in menus and messages and to add menu option of their own. Each Techlib Plus component and module is made of several types of records. These related types of records are linked via common fields to fully describe a particular aspect of the system. Because the record relationships are critical to system operation and software rules ensure the proper maintenance of these relationships. The modules of Techlib Plus are given below: 102

7 5.3.1 Acquisition module Acquisition module of Techlib Plus performs the acquisition processes. It automates the order processing, receiving, claims and cancellations and fund tracking processes that an acquisition system comprises. Before ordering an item, library staff can match the item by selecting the catalogue/acquisition maintenance screen. The purchase order is created on purchase order maintenance screen. When an ordered item is received, this module allows performing the tasks associated with the receiving item. When an order is not received, the system has the option to perform the activities associated with claiming. Library personnel can claim purchase orders and can handle claims for returns, and refund checks. Re-orders can be processed as a part of the claiming procedure. Invoice maintenance screen handles the receipt and payment of invoices. Fund tracking gives the capability to maintain funds which are allocated Cataloguing module Cataloguing database is made up of many types of records. Records are used to organise related information about a specific document. This module creates various records in a single database. It displays various screens for different records such as book catalogue maintenance screen, serial catalogue maintenance screen, MARC catalogue maintenance screen and copy maintenance. Data can be entered to database through the above mentioned screens. Catalogue record appears on the half of the screen and copy record details appear on the bottom half. The top half of the screen has multiple pages and the pages can be moved forward or backward. Each catalogue record has a unique identifier named catalogue number, which is created automatically by entering information into the module. Catalogue record and copy record is interlinked with this catalogue number. The copy record contains the details about specific copy of a document. This module offers the facility to produce for printing catalogue cards as well as draft cards Circulation module Circulation module performs the check in and check out functions. It also performs renewals of documents, displays users' information record and creates reports. For performing check in and check out function, user information record (user membership record) is created using the 'user information add action. The check out process needs to match the information required on the user information record before the check out. When the check out is complete, a confirmation message appears. Checked out book can be renewed bv the svstern. To check in the document, the check * 103

8 in action from toolbar is selected from check out screen. It can be done by either typing item number or by scanning barcode. Overdue notices can be prepared to notify users to return the documents retained beyond their due date. arious reports can be generated on daily or monthly basis to assist in reviewing circulation information and to make further policies regarding acquisition Serials Module Serials module of Techlib Plus manages serials that are received in the library. It has the following functions: Subscription maintenance Serials processing Check in multiple volumes/issues of a title received Claim an issue Adjust a prediction record for an issue Create report Subscription maintenance function allows adding new subscriptions, and maintaining and renewing existing subscriptions. Once the subscriptions are entered and the issues are predicted, the system will track actively. The renewal action represents the renew subscription screen to renew a subscription. Serial processing includes checking in single or multiple issues, claiming and making subscription adjustment. It allows the search for issues of a title that have arrived in the library so one can record (check in) their arrival in the database. The serials processing can be used to claim any issue. When an expected issue is not checked in on time, the system automatically generates the claim forms for subscription set to automate claim mode. arious reports, such as subscription ordered, subscription received, subscription claimed, subscription overdue, new subscription and subscription renewal are generated to review and manage serials processes OPAC module OPAC component of the Techlib Plus is to conduct the searches for the users to locate the documents. Searches can be performed through two modes, screen mode and command mode. Screen mode functions like the basic/simple search (Figure 5.1). One can search for library materials by typing information on this screen and the search can be performed for an item by a certain author, a certain title, a particular subject, or an item by call number. One can type word or words in search box that one wishes to 104

9 search the item by the above mentioned access points. There is no need to know the author's complete name and complete title in order to do a search. The search can be conducted by keyword to perform a general search for all authors, titles or subjects. By using command mode one can perform advanced search (Figure 5.2) using Boolean OR, AND and NOT operators and sort the results and much more. Once a search is completed in both screen mode and command mode, the screen displays a list of the search result(s) and one can look at the details of individual copy. The search can be limited by the type of material. OPAC also provides the information about whether the document is available in the library or checked out. Full bibliographic information can be displayed by selecting the record desired. Online help is available on both screen mode and command mode. Figure 5.1 Simple Search of Techlib Plus OPAC 105

10 Figure 5.2 Advanced Search of Techlib Plus OPAC 5.4 LibSys software PUP has installed LibSys software. It is an integrated library management system and developed by LibSys Corporation, Gurgaon. It is the most popular library software in India and has been installed in more than 1000 different types of libraries. LibSys provides full graphic user interface front end for the Windows client. It is designed to run on various platforms such as Windows (95/98/NT/2000/XP), UNIX, Linux, Nowell Lan, etc. It is built around its own bibliographic database following ANSI Z format and support variable field length for different types of documents. It supports client-server environment. For entering the LibSys system, one needs a valid user identity and a password. It needs additional authorization/identification to access various modules. There are six modules such as acquisitions system, circulation system, cataloguing system, serial system, OPAC and article index in LibSys software. The main modules of LibSys have been discussed below: 106

11 5.4.1 Acquisition module The acquisition module deals with ordering of library materials and monitoring their receipt, invoice processing, accessioning and budget analysis under a variety of account headings. There are various ways of ordering a book. One of the ways of ordering the documents is to select them from the titles received from various vendors/suppliers from time to time as on approval basis. Another way is to order book to the vendors. The acquisition process starts by entering a title in the system with available bibliographic and procurement data. On entering data for the receiving procedure, the accession number may be generated automatically, and it may be modified. The invoice can be processed for payment by tallying price unit of each title. The system creates requisition record to be sent to account department containing a set of completed invoices to initiate their payment process. arious reports may be generated for various purposes Cataloguing module The cataloguing module maintains the bibliographic database of different types of documents kept in the library. The data stored through acquisition system may be used or modified and additional data may be entered into the system. If the title is new, the bibliographic data screen opens where bibliographic details of the title are to be filled. New copy for the title which is already catalogued in the system is added, it asks to enter accession number and other required information. The system ensures that duplicate accession numbers are not entered. It has the option to generate catalogue card for the titles added to the library and the same could be prepared according to AACR. The system has provision for authority files maintaining files of authors, publishers and subject headings; these are required to ensure uniformity and standardization of search words. The files may be built with the library s own database or it may be imported from an accepted authority for example, Library of Congress List of Subject headings Circulation module It performs all the functions related to circulation providing suitable checks at every stage. It maintains up-to-date membership record. The check out function may be 5 LibSys Corporation (2005). LibSys: Acquisition system user 's guide. New Delhi: LibSys Corporation, pp LibSys Corporation (2005). LibSys: Circulation system user's guide. New Delhi: LibSys Corporation, pp

12 operated by scanning barcodes of member identification number and of documents and it also provides the option to enter the same manually. Like the check out function, the check in function is also very easy; the system accepts accession number of an item manually or by wending the barcodes. Renewal of the item is possible by selecting the renewal function by entering accession number. The system allows to reserve the document. The overdue notices can be generated for the members who have the documents after due date. There is a provision to generate the notices to inform the concerned members that the documents reserved by them are now available in the library. The system generates the reports of the documents checked out and checked in by various subjects, fine collected, titles reserved, membership, etc Serial module This module provides the control of subscription of periodical and subsequent monitoring of scheduled arrival of individual issues. It maintains the records of the budget sanctioned for serials under different categories, the amount spent, and thus providing complete budgetary control. The subscription process for new serial is initiated by entering its title and other details on new subscription option. The order procedure to renew subscription is the same as for new subscription. There is a simple procedure to record issues of serials received from time to time depending on their frequencies. An invoice received from a vendor/publisher is initiated by the system by entering its details and identifying the individual serials that are billed in it. The monitoring of each issue is possible in the system. The notices can be generated and may be mailed directly to the vendor or publisher when periodicals are not received on the time. The reports required for serials management can be produced for taking policy making decisions OP AC module o Bibliographic database can be accessed by users through this module. It provides extensive searching for the bibliographic database. It offers browsing search, simple search, advanced Search and additional Search (Figure 5.3, 5.4 and 5.5). It also provides browsing search which can be performed by author, title, subject, and publication and user can enter the information from any of these access points. In 7 LibSys Corporation (2005). LibSys: Cataloguing system user's guide. New Delhi: LibSys Corporation, pp LibSys Corporation (2005). LibSys: Serial system user's guide. New Delhi: LibSys Corporation, pp

13 simple search, user enters word(s) via all the access points available therein. Advanced search offers searching using multiple bibliographic fields. Boolean operators may be applied to narrow down or broaden the search for both of these searches. Another interface named additional search is available to develop complex search strategies using word(s) from various searchable fields. Combination searches can be made with a combination of keywords from any access point and advanced search and additional search come under this type of searches. The sorting of the searched results is possible by author, title and subject. The searched output can be refined/limited by type of document, year of publication and a range of publication years. Figure 5.3 Simple Search of LibSvs OPAC 109

14 Figure 5.4 Advanced Search of LibSvs OPAC 6 SEARCH ( NEU ARRIALS ADANCED Enter Word(s} or phrase Database BooksAACR2 Any Field OR OR Any Field OR OR Any Field OR Specify Yearfs) of Publication, If Any All - Year: SEARCH i ICLEAR Figure 5.5 Additional Search of LibSvs OPAC Enter Wordfs) or phrase tahacp Author [ Books AACR2 OR Title " Subject] OR OR Any Field Specify Year(s) of Publication, If Any ah - Year: SEARCH f CLEAR 110 OR

15 5.5 WINISIS software As mentioned in Chapter 4, GNDU is using WINISIS software after customizing this software. WINISIS is Windows version of CDS/ISIS (Computerized Information Service/Integrated Scientific Information System). It is widely used as information storage and retrieval software all over the world. It was developed by UNESCO to meet the automation requirements of the libraries and information centres, particularly in developing countries. Originally it was developed microcomputer version of CDS/ISIS in 1985 and was disseminated to over institutions in various countries. The first Window version was distributed for testing in WINISIS includes all the features and capabilities of the MS-DOS version of CDS/ISIS. It can run under all Windows versions without problems. The most important feature of WINISIS is its capability to handle an unlimited number of databases: each of which may consist of completely different data element sets. It performs various operations of a library like bibliographic databases for inhouse collection such as books, theses, manuscripts, etc. and automating acquisition procedure, circulation control, serial control, serial holdings, cataloguing, OPAC, etc. It can be installed on a network. Library staff has the freedom to design a number of databases according to their specific requirements. The major functions provided by WINISIS are given below: Define databases containing the required data elements; Enter new record into a given database; Modify, correct or delete existing records; Build automatically and maintain fast access files for each database in order to maximize retrieval speed; Retrieve records through search options; Display the records according to requirements; Sort the records in any sequence desired; Print partial or full record/catalogues; and Develop specialized application using the WINISIS integrated programming facility; 9 New features of the WINISIS system. (2009). Retrieved on April 2009 from tis pub impro euide 1.htm 111

16 Having designed a database, one can enter data into database through data entry worksheets. WINISIS worksheets simply define a collection of fields to be filled out. Creation and modification of data entry is very simple. It is not necessary to fill in every field, but only those fields may be filled which are relevant to the item. Database of WINISIS is a file of related data which is structured and organized. In WINISIS terms, a record corresponds to a document and it is made up of a number of the fields such as author, title, subject heading, date of publication, etc. Data elements are stored in fields, each of which is assigned a numeric tag indicative of its contents. It has the feature of variable length text fields. Another feature of bibliographic data is the need for repeatable fields. WINISIS has a facility of subfields to represent different parts of data elements to be separately organized and manipulated. It also uses inverted files to enable faster searching of the database. An inverted file is just another name for the index. In this file, it is possible to index each field in a number of ways using different indexing techniques. A further feature of this software is flexibility of the screen and printed displays; this is achieved by a sophisticated algebra like formatting language. It includes features to work in a multi-access environment.10-1 WINISIS offers searching facility for the records; this searching facility serves the purpose of the OPAC for WINISIS. It mainly offers two options for searching the records i.e. simple search and advanced/expert search (Figure 5.6, and 5.7). One can search an item from all fields through simple search or can select a particular field. One can enter more than one search element and can choose the Boolean operators to combine the terms. Advanced search allows experienced users to formulate sophisticated queries. This type of search also offers some advanced search facilities. Truncation facility is also available. There is also a provision for saving a search and search results. Buxton, A., & Hopkinson, A. (2001). The CDS/ISIS for Windows handbook. Paris: UNESCO/CL, pp UNESCO, Information Society Division, Sector of Communication and Information (2004). The CDS/ISIS for Windws: Reference manual (ersion 1.5) p. 112

17 Figure 5.6 Simple Search of WINISIS OPAC Figure 5.7 Advanced Search of WINISIS OPAC Bhai Gurdas Library NAME OF PERSON(S) Title [Publisher v Date of publication Category Agriculture a Architecture Arts ; Chemistry Commerce, communication & tran Computer sc., knowledge & syst Economics Engineering History v Display results by pages of Reset Search 113 Guide I [JO v records Table of content

18 5.6 Features of OPACs in library softwares under study Table 5.1 represents the features available in the OPACs of the three library softwares under investigation. To survey the features of OPACs, a check list is developed. This checklist is prepared on the basis of the checklist developed by Babu 1 y and O Brien, but some modifications are made in the checklist. The checklist covers interface, search capabilities and facilities of the OPACs. In the table, a tick mark indicates the existence of a particular feature in the OP AC. The features found in the three OPACs have been discussed below: Table 5.1 Features of OPACs Features TechlibPlus LibSys WINISIS Types of searches a) Simple/basic, b) Advance/expert/complex c) Boolean search d) Truncation e) Phrase searching f) Browsing capability g) Word adjacent search h) Proximity search Access points a) Author b) Title c) Subject heading d) Keyword e) Keyword in author f) Keyword in title g) Keyword in subject h) Combined search such as author/title, author/keyword i) Call/Class number j) Series k) Accession no./barcode no. l) ISBN /ISSN m) Supports cross references Search strategy a) Displays search strategy b) Provides examples under each type of search 12 Babu, B. R., & O Brien, A. (2000). Web OPAC interfaces: an overview. The Electronic Library, 18(5), pp

19 Features TechlibPIus LibSys WINISIS d) Save the search strategy Search limits a) Provision for search limit by: i) Year ii) Language iii) Type of publication, etc. b) Facility for sorting records by title, author, subject, etc. d) Ranks output by relevance Bibliographic display a) Provision for bibliographic displays: i) Short display ii) Full display iii) Both (i) & (ii) b) Provision to customise display screen c) Limiting the number of records per display Entry structure a) Support for MARC format b) Provision for catalogue card form display c) Both MARC format and library structured entry format Output provision a) Export/download of retrieved results b) Provision for the transmission of retrieved records through c) Provision for: i) Save retrieved results ii) Print retrieved results User assistance/help a) On-screen help b) Provision of online tutorial c) Provision of a list of search types \ d) Provision of procedural prompts or guidance to indicate next steps during a search e) Spell check facility/software f) Null retrieval produces v a message 115

20 Features TechlibPlus LibSys WINISIS g) Requires little intervention by the staff Services/facilities a) Interface with the circulation system b) Provision for the options such as: i) Document check out ii) ILL iii) Renewal iv) Reservation v) Any other c) External links i) Link to electronic sources ii) Access to Z39.50 d) Provision of online mailboxes for users suggestion and comments e) Provision for copy location General a) Provision for log-on/user password b) Customisation of the features \ as per the library requirement c) Has time out features, if desired d) Facility for updating/adapting new versions e) Explains the comments and coverage in the OPAC f) Exit/log-off instructions Other features a) Linguistics capabilities i) Facility to accommodate multilingual libraries b) Capability to suppress indexing/searching i) Initial articles ( a, an, etc.) ii) Special characters (Inverted commas, colons, etc.) c) New arrivals d) Patrons e) Separate option for journals f) Separate search interfaces for novice and experienced/expert users I I I \ 116

21 i. Types/methods of searches Simple/basic search and advanced/expert search are indispensable search features provided by the OPACs. OPACs of all the three university libraries offer these searching facilities. Search methods such as Boolean search, truncation search and phrase search are covered in all OPACs to enhance the search capabilities. Only LibSys provided browse searching using author, title, and subject. While browsing is an effective approach to searching that requires less effort and knowledge on the part of the user. ii. Access points All surveyed OPACs offer access points by author, title, subject, and combined search for searching information/documents. Keyword search is made possible through title, author and subject in all OPACs studied. Call number search has been observed in Techlib Plus and LibSys. Only LibSys provides ISBN and Accession number access points. The OPACs examined showed inconsistencies in providing the access points. But all the OPACs covered the basic access points. iii. Search strategy A search strategy displays the method to devise an effective search statement to find a larger amount of relevant information quickly. The OPACs have different search strategy tools such as a display of search strategy, provision of examples under each type of search and display of search history. The study found that only LibSys have "displays search strategy ". Provision for examples under each type of search for formulating a search was neglected in the three OPACs. iv. Search limit The provision of a search limit gives an essential means for making the search meaningful and successful. The study found that Techlib Plus does not provide search limit by year of publication, whereas the other two softwares provide this facility. All OPACs offer search limits by the type/form of publications, while language limiting is not found in any of the three OPACs. Sorting record is now becoming more prevalent. Each of three OPACs offers facility for sorting the retrieved documents by author, title, and subject. v. Bibliographic display and entry' structure Bibliographic display of retrieval records in the OPACs serves different purposes. All the three OPACs have provision for both short and long bibliographic displays. Besides Techlib Plus, other softwares have provision to customize display 117

22 screen as well as to limit the number of records per display. Each OPAC provides provision for library structured entry format. MARC format is backbone for exchange of bibliographic data electronically, only LibSys OPAC has facility for MARC format. vi. Output provision It has been seen in the study that LibSys and WINISIS have the provision for export/download of retrieval results as well as transmission of retrieved records through , while Techlib Plus have no provision for the same. Save retrieved results' and print retrieved results facilities have been observed in all the three OPACs. vii. User Assistance/on-screen help All OPACs examined provide user assistance/on-screen help to the user on their search interfaces. Only LibSys software has provision of a list of search types. All OPACs surveyed lack provision of online tutorial, procedural prompts or guidance to indicate next steps during a search and spell check facility/software that help users execute the search and utilize the search capabilities effectively. All the three OPACs offer the provision of a message for null retrieval of information. Each OPAC requires little intervention by staff to search it. viii. Services/ facilities Every OPAC offers an interface with circulation system but there are variations in the facilities available therein. All OPACs have provision to display the document checked out or not. Except LibSys OPAC, the other OPACs have no option for inter library loan, renewal and reservation. Both Techlib Plus and LibSys OPACs display the location of copy. It has been found that LibSys is only software in the study which has the facility of providing hyperlinks to electronic sources and access to Z39.50 protocol. The Z39.50 protocol enables catalogues to search in remote OPACs. It has also been observed that none of the OPACs have provision of mailboxes for user s comments or suggestions, ix. General points Except WINISIS, the other two softwares have provision for log-on/user password and only Techlib Plus provides exit/log-off instruction feature. It has been observed that LibSys offers the facility for time out feature, if desired. Facility for updating/adapting new version is available in both LibSys and WINISIS softwares. The customization of the features is possible as per the library requirements in all the three OPACS. 118

23 x. Other features In addition to the above features, the OPACs have some other features such as new arrivals, linguistic capabilities, capability to suppress initial articles and special characters, patron, separate search options for joumal/serials and separate search interface for novice and experienced/expert users. Techlib Plus and LibSys have capability to accommodate multilingual libraries. Only LibSys OPAC has provision for new arrivals, separate search option for journals and provision for patrons to see the information regarding the books on loan, over dues, etc. All OPACs have capability to suppress initial articles and special characters. No OPAC system made provision to indicate the search interface separately for novice and experienced/expert users. 5.7 Summing up The survey shows that no OPAC has all features and facilities that are shown in the checklist. There are variations in the available features of the three OPACs. Except LibSys, the provision of MARC format and Z39.50 protocol is not found in the other two OPACs. Providing access to full-text internal and external resources is another feature that is also present only in LibSys OPAC. Spell error checking facility/software as an important feature of the OPACs, is not observed in any of the systems. None of the OPACs provided the search options separately for novice and experienced/expert users. Although all these OPACs offer basic facilities, but the evaluation of the checklist features indicates that some shortcomings still exist in them. Thus, the features and facilities of these OPACs need to be strengthened to execute the search effectively. 119

24