1. ~ 0 ~
LIBRARY AUTOMATION IN KENDRIYA VIDYALAYA
SANGATHAN: A COMPREHENSIVE STUDY
By
PRASANTA KUMAR MEHER
(100144177)
A Dissertation
SUMBITTED IN PARTIAL FULFILLMENT OF THE
REQUIREMENT FOR THE AWARD OF MASTER’S DEGREE
IN
LIBRARY AND INFORMATION SCIENCE
(MLIS)
2010
Supervisor
Sri Manoj Rana
Faculty of Library and Information Science
School of Social Sciences
Indira Gandhi National Open University
Maidan Garhi, New Delhi-110068

2. ~ i ~
Appendix II
Proforma for Approval of Project Proposal (MLIP-002)
_________________________________________________

3. ~ ii ~
Certificate of Originality
This is to certify that the Project Report titled “LIBRARY
AUTOMATION IN KENDRIYA VIDYALAYA SANGATHAN: A
COMPREHENSIVE STUDY” submitted to Indira Gandhi National
Open University in partial fulfillment of the requirement for the
award of Master’s Degree in Library and Information Science
(MLIS) is an original work carried out by Mr. Prasanta Kumar
Meher.
(Enrolment Number: 100144177)
The matter embodied in this Project is a genuine work done by the
student and has not been submitted whether to this University or
to any other University/Institute for the fulfillment of the
requirement of any course of study.
Signature of the Student Signature of the Supervisor
Name: PRASANTA KUMAR MEHER Name: MANOJ RANA
Enrolment Number: 100144177 Designation: Assistant Librarian
Place: Shillong Name Institution/ Organization:
Date: 25th October, 2010 North Eastern Hill
University
Date: 25th October, 2010

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Acknowledgements
The first and foremost, I express my hearty gratitude to my Guide
and Counsellor Sri Manoj Rana, Assistant Librarian, NEHU Central
Library, for his untiring constant help. By his guidance and inspiration, I
was able to submit my project report on “Library Automation in Kendriya
Vidyalaya Sangathan: A Comprehensive Study.” I am deeply indebted to
him for his affectionate guidance throughout the course of this work.
I acknowledge my sincere thanks to Principals of Kendriya
Vidyalayas, who gave me permission to collect relevant data from their
Vidyalayas. I would like to express my warmest thanks to Librarians of
Kendriya Vidyalayas, who provided necessary information for this work.
I am happy to express my thanks to Sri Manish Kumar Singh,
Librarian, Kendriya Vidyalaya, NEHU, Shillong, who has provided
assistance in connection with collection of data.
I am indebted to my parents for their keen interest and
encouragement in my work. I am privileged to thank all my friends for
helping me whenever necessary and for giving me moral support.
Shillong
The 25th
October, 2010 (PRASANTA KUMAR MEHER)

5. ~ iv ~
APPROVED PROJECT SYNOPSIS
INTRODUCTION
Kendriya Vidyalaya Sangathan (KVS) is the world’s largest
widespread organization in the area of school education under
Ministry of HRD, Government of India. KVS is a premier
organization in India administrating 981 schools known as
“Kendriya Vidyalayas” with 10,33,516 students as on 30th
September 2009. Since inception in 1965, the Kendriya Vidyalayas
have come to be known as centers of excellence in the field of
secondary and senior secondary education. Every Kendriya
Vidyalaya has a library with a full-time qualified professional
(librarian) for the growth and development of information system
in the organization so that the library can serve as the center of
information for the Vidyalaya and provide easy access to national
and global knowledge to all staff and students.
Library automation refers to the use of computers to automate
the typical library housekeeping operations. Library automation
which started in late 70s in few special libraries has now reached
most of the university libraries. It is yet to take off in college and
school libraries in India. After 1990 large scale development has
been taken place in the area of library automation. But the school
libraries are not so forward in this respect.

6. ~ v ~
The Problem
The information and retrieval system in India is giving more
emphasis on library automation system in the field of higher
education and less emphasis on school level. The school children
are the future of our country. The teaching learning system is
being modernized in which KVS plays a vital role by implementing
different policies. In this context the information retrieval system
also should be modernized. Having a good library policy with
provision for library automation, KVS is lacking automated library
system is a sorrowful task. A two section Kendriya Vidyalaya has a
capacity of around 1000 students and 60 staff members.
Managing a library by a single library professional to satisfy such
a huge number of users is obviously a difficult task. The need of
library automation in KVS cannot be ignored. But due to so many
constraints and problems the organization is unable to make their
library automated. The present problem involves the study of
problems and constraints in initiating library automation in KVS.
SCOPE
This research is limited to study the academics, administrative,
financial, geographical, behavioral, technical and social problems
related to automation of library in different housekeeping
operations, resource sharing, networking by selecting 50 Kendriya
Vidyalayas of Guwahati, Kolkata and Bhubaneswar region which
will take a time period of about two months.

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OBJECTIVES
Realising the importance of library automation, its utility and role
in KVs libraries, the study has been undertaken. The following
objectives laid down in carrying out this study:
 To study the existing structure of library automation in KVS
libraries.
 To find out the reasons of financial, administrative,
technical, geographical and social problems in library
automation in Kendriya Vidyalaya Sangathan.
METHODOLOGY
The key success of a research work depends on a good
methodology. In this dissertation work the Questionnaire method
will be followed. The sequential steps for conducting the work are
as follows:
 Selection of 50 Kendriya Vidyalaya Libraries with the help of
KVS website and KVS Annual Report.
 Preparation of questionnaire.
 Sending the questionnaires to concerned KVs through email.
 Collecting information about school library automation and
KVS library automation from websites and references.
 Receiving the responses from the selected libraries.
 Analysis of collected information.
 Finding conclusion and suggestions.
 Writing project report.

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NATURE OF DATA
The data to be collected will be both from primary and secondary
sources.
SAMPLE
SELECTION OF THE KENDRIYA VIDYALAYA LIBRARIES
Systematic Random sampling will be used for the selection of the
Kendriya Vidyalaya libraries. The names of all the Kendriya
Vidyalayas of Bhubaneswar, Kolkata and Guwahati region will be
collected from KVS website and KVS annual report and 50
Kendriya Vidyalayas will be selected randomly.
COLLECTION METHOD
ADMINISTRATION OF QUESTIONNAIRE
The required information will be collected through a questionnaire
which will be sent and received through email and by post where
email facilities are not available. The questionnaire will comprise of
objective, descriptive, multiple choices, multiple answers, open
ended and close ended questions. The questions will be designed
to know the constraints and problems for initiating library
automation in concerned libraries and the suggestions to improve
the situation.
ANALYSIS OF DATA
The data analysis will be done with the help of:
 MS- Excel
 SPSS ( Statistical package for Social science)

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TENTATIVE CHAPTERISATION
The present dissertation report will be comprised of following
tentative chapterisation:
 Introduction
 The Problem
 Scope
 Objectives
 Hypothesis
 Operational Definitions
 Review of Literature
 Methodology
 Research Design
 Data Collection
 Analysis of Data
 Discussion
 Conclusion and Suggestions
LIMITATIONS
The research in the present study is a sample consideration of
only 50 Kendriya Vidyalaya Libraries taking 3 regions which forms
a boundary factor of this study. There are 981 KVs with 18 regions
in India. The research may not give an idea about other regions as
per the whole of KVS in India is concerned. However in future, this
limitation can be eradicated by undertaking a research work in all
the Kendriya Vidyalaya libraries of India.

10. ~ ix ~
LIST OF ABBREVIATIONS
Sl. No.
01 KVS Kendriya Vidyalaya Sangathan
02 KVs Kendriya Vidyalayas
03 NCERT National Council of Educational Research
and Training
04 SCERT State Council of Educational Research
and Training
04 DDC Dewy Decimal Classification
06 INSDOC Indian National Scientific Documentation
Centre
07 ICT Information and Communication
Technology
08 CBSE Central Board of Secondary Education
09 UNESCO United Nations Educational, Scientific
and Cultural Organisation
10 IFLA International Federation of Library
Association
11 KLA Kerala Library Association
12 ZIET Zonal Institute of Education and Training

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LIST OF TABLES
Table No. Description Page No.
01 Region wise Number of KVs 38
02 Details of Data Collection 40
03 Holidays for KVs Librarians 66
04 User group in KVs Libraries 67
05 Qualifications of Librarians 69
06 Number of Collections in KVs Libraries 70
07 Use of Computer in Library
Housekeeping Operations 71
08 Circulation Procedures 72
09 Average Number of Documents
Circulated Regularly 73
10 Problems in Initiating Library
Automation 78
11 Choice of Automation Software
by Librarians 79
12 Budget Allocation for Different
Activities 84
13 Availability of Hardware 85
14 Various Versions of E-Granthalaya 92
LIST OF CHARTS
Chart No. Description Page No.
01 Number Users in KV Libraries 67
02 Number of Documents in
KV Libraries 70
03 Choice of Automation Software 75

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CONTENTS
Page No.
Approved Project Proposal Proforma i
Certificate of Originality ii
Acknowledgements iii
Approved Project Synopsis iv-viii
List of Abbreviations ix
List of Tables x
List of Charts x
Page No.
Chapter 1 – Introduction 1 - 30
1.1 Introduction 2
1.2 Kendriya Vidyalaya Sangathan 3
1.3 School Library 4
1.4 KVS Library Policy 7
1.5 Library Automation 20
1.5.1 Library Automation:
Aims and Objectives 20
1.5.2 History of Library Automation 21
1.5.3 Indian scenario 22
1.6 Perspectives On School Library Automation 23
1.6.1 Importance of Library Automation 24
1.6.2 Benefits of Automating School Library 24
1.7 Statement of Problem 29
1.8 Conclusion 30

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Page No.
Chapter 2 - Objective & Research Methodology 31 - 40
2.1 Introduction 32
2.2 Need 33
2.3 Objective 34
2.4 Scope 35
2.5 Research Methodology 36
2.5.1 Questionnaire 36
2.5.2 Literature Survey 37
2.6 Data Collection 37
2.6.1 Sampling 37
2.6.2 Data Collection through e-mail 38
2.6.3 Telephonic Collection of Data 39
2.6.4 Personal Contact 39
2.7 Limitations 40
Chapter 3 – Review of Related Literature 41 - 60
3.1 Introduction 42
3.2 Study Conducted in Abroad 42
3.2.1 UNESCO/IFLA Workshop on Information
Literacy Education and School Library
Services 43
3.2.2 School Library Automation in Malaysian
Chinese Secondary Schools:
A National Survey 44
3.3 Study Conducted in India 46
3.3.1 CBSE and School Library Automation
: a Book Review 46
3.3.2 Report of the National Seminar on School
Libraries & the Educational System 51
3.3.3 Library Automation in Kendriya Vidyalaya,
Pattom 53
3.4 Relevance of the present study 60

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Page No.
Chapter 4 - Analysis and Interpretation 63 - 85
4.1 Introduction 64
4.2 Requirement of Library Automation in KVS 64
4.2.1 Provision of Library Automation 65
4.2.2 Library Timings 65
4.2.3 Users 66
4.2.4 Staffs 68
4.2.5 Collections 70
4.2.6 Library Housekeeping Operations 71
4.2.7 Library Services 74
4.3 Library Automation Software 74
4.4 Automation and Library Personnel 76
4.5 Expenditure and Maintenance 77
4.6 Financial System and Library Automation 77
4.7 Problems in Initiating Library Automation 78
4.8 Library Budget for Automation 84
4.9 Availability of Hardware 85
Chapter 5 – Suggestions and Recommendations 86 - 98
5.1 Introduction 87
5.2 Planning for Automation 87
5.3 Hardware and Software Selection 89
5.4 Use of E-GRANTHALAYA 91
5.5 Understanding Importance of Automation 95
5.6 Qualification and Training 96
5.7 Financial Support for Automation 96
5.8 Administration and Management 97
5.9 Role of KVS 97
5.10 Conclusion 98
REFERENCES & BIBLIOGRAPHY 99 - 100
APPENDIX 101-107
INDEX 108-109

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Chapter 1
Introduction
1.9 Introduction
1.10 Kendriya Vidyalaya Sangathan
1.11 School Library
1.12 KVS Library Policy
1.13 Library Automation
1.5.4 Library Automation:
Aims and Objectives
1.5.5 History of Library Automation
1.5.6 Indian scenario
1.14 Perspectives On School Library Automation
1.6.1 Importance of Library Automation
1.6.2 Benefits of Automating School Library
1.15 Statement of Problem
1.16 Conclusion

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1.1 Introduction
Report of the National Seminar on School Libraries and
the Educational System held on 19th & 20th November 1998, at
Trivandrum gives emphasis on “promotion of reading habits
among children and organizing school library”. The habit of
reading has to be inculcated in children at a very young stage, the
most impressionable period in their life. This calls for the active
functioning of school libraries right from the primary school level.
The word ‘library’ is rich in tradition, meaning, and usage. The
definitions of ‘school library’ given by various library scientists and
associations reflect this heritage. Throughout the world the Library
of a school is considered as part and parcel of the academic set-
up. It is created and maintained to serve and support the
educational activities of the school. The recommendations of
numerous commissions and committees established by the
Government of India and various other states for the improvement
of school education can bring in desired results provided the
school has the full complement of library resources, personnel,
and necessary infrastructure. So far the school library has not
been given its rightful place in the scheme of things. Nevertheless,
it can play a very important role and help the school in achieving
the educational objectives. If we recognize the value and
importance of informal system of education, then library method
of self-education is sure to get its due place. It is high time for the

17. ~ 3 ~
country to phase out the use of out–moded curricular models,
instructional practices and evaluation methods. Libraries have to
be equipped with new resources, technology and professional
manpower in order to promote self-study habit among children. In
order to transform school libraries into learning resource centres,
they should be scientifically organized by qualified professional
and modern technologies so that the libraries may become
accessible and usable to the children. Library is a growing
organism. As the technology changes in the field of information
storage and retrieval, the user needs are also changing. There
should be planned Library programmes which will incorporate the
future needs. Automation of the library helps to set new targets.
School Library Automation is one of the inseparable modern
technologies used for teaching learning process.
1.2 Kendriya Vidyalaya Sangathan
Kendriya Vidyalaya Sangathan (KVS) is the world’s
largest widespread organization in the area of school education
under Ministry of HRD, Government of India. KENDRIYA
VIDYALAYA SANGATHAN is a premier organization in India
administering 1073 schools as on 01.09.2010 known as "Kendriya
Vidyalayas" with 10,30,654 students as on 31.03.2010 and 48,596

18. ~ 4 ~
employees (including outsourced) on rolls as on 01.08.2010. Since
inception in 1965, the Kendriya Vidyalayas (Central Schools) have
come to be known as centres of excellence in the field of secondary
and senior secondary education promoting national integration
and a sense of "Indianness" among the children while ensuring
their total personality development and academic excellence. Every
Kendriya Vidyalaya has a library with a full-time qualified
professional (Librarian) for the growth and development of
information system in the organization so that the library can
serve as the center of information for the Vidyalaya and provide
easy access to national and global knowledge to all staff and
students.
1.3 School Library
In 2003, IFLA and UNESCO co-organized a Regional
Workshop on School Library Services in Southeast Asia. At the
end of the workshop, the participants recommended that, inter
alia, information literacy be integrated into the curriculum and
teaching-learning practices of appropriate subject areas and that
the organizers strive to have school libraries recognized as players
and stakeholders in the promotion of reading and literacy.

19. ~ 5 ~
The school Library provides information, inculcates ideas, and
develops knowledge that is so essential to functioning successfully
in today’s information and knowledge based society. It is
fundamental to school library to equip students with lifelong
learning skills and develop in them creative thinking and
imagination, and enabling them to live as ideal and responsible
citizens.
Thus, the school library must be made the hub of all the
activities planned and executed in school. It can be used by
students to prepare for their next class period, home examination,
general education, information, competitions, recreation and
inspiration. To cater to the wide varieties of demands of students
and teachers it has to judiciously select and procure the
prescribed/recommended text-books and other reading material
from different sources, technically process it by making use of a
standard scheme of classification, catalogue it to provide various
access points, organise the collection on scientific lines, circulate
the documents and disseminate the information in the manner
most liked by the students and teachers. In addition, the school
library has to serve as a resource centre as well.
In Europe and other developed countries of the world a
greater emphasis is laid on the library method of teaching. The

20. ~ 6 ~
School Library Staff support the use of books and other
information services which range from the fictional to
documentary, from print to electronic within the four walls of the
library as well as outside. This is all done to enthuse the young
minds of pupil to unfold their self and discover their potential. A
lot of assignments are given to the pupil for which they have to sit
and work in the library itself. This method of teaching makes them
skillful and discriminating users of library resources and services.
School libraries should be designed, managed and
operated in such a way to assist the teachers and taught to
achieve their educational goals. In India, however, school libraries
present a very dismal picture, because not even the most
elementary requirements are met. According to Third All India
Educational Survey on Library, Laboratory and Science equipment
facilities in schools, conducted and published by NCERT (1981),
there were 5,89,031 schools. Out of these schools, only 41.80%
have library facilities. The percentage of school libraries is being
increased from day to day and it is highest in Kendriya Vidyalaya
Sangathan. Every Kendriya Vidyalaya has a well equipped school
library. It plays a vital role in dissemination of information and
development of teaching learning system in Kendriya Vidyalayas.

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1.4 KVS Library Policy
KVS charted out a Library Policy in 2007 detailing the aim,
functions and services of school libraries. For the smooth running
of the school library, the library policy gives following
recommendations.
1.4.1 Library Charter
Every Kendriya Vidyalaya will have a library. The objectives of the
library are to:
 Be the knowledge hub of the school and disseminate
knowledge as widely as possible.
 Facilitate creation of new knowledge.
 Facilitate optimal use of knowledge by all staff and
students.
 Ensure easy access to the facilities available to all staff
and students.
 Encourage and foster reading habit among staff and
students.
 Effectively participate in the teaching-learning
programmes of the school.

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In order to achieve these objectives the library will undertake to:-
 Serve as the center of information for the Vidyalaya and
provide easy access to national and global knowledge to
all staff and students.
 Offer an inviting and attractive physical space with
proper seating arrangements and other amenities.
 Ensure that staff and students are treated with courtesy
and offered all assistance in their pursuit of knowledge.
 Offer proactive services to all users.
 Optimize its potential to provide access to information
and knowledge to all by proper display,
categorization/classification of resource materials.
 Help all the users to develop the skills to make optimum
use of all the facilities.
 Undertake activities to foster an interest in books and
increase involvement in the library.
 Improve the collection and services on a continuing basis
in consultation with users/stakeholders.
 Workout a progamme in consultation with teachers for
the effective use of all types of library materials.
 To work effectively and efficiently by undertaking every
activity in a professional manner.

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1.4.2 General guidelines for the library
1. The library must maintain a well-rounded core collection
including reference materials to satisfy the regular needs
of the staff and students. The core collection would
consist of several copies of textbooks, reference materials
related to each subject, costly essential books which
would include encyclopedias, maps, atlas, rare books on
particular topics/subjects or exclusive editions of general
books.
2. Besides the core collection other general (fiction and
nonfiction) books for regular issue should be available in
the library.
3. The core collection may be supplemented through
networks, e-resources etc to provide better qualitative
and quantitative services.
4. Library collections are dynamic resources and therefore,
there should be constant review and renewal of material
to ensure that the collections are relevant to the
users/stakeholders.
5. Weeding out of books should be a regular feature and
should be carried out with the approval of the competent
authority, at least once in a year

24. ~ 10 ~
6. Categorizing/classifying and indexing of books should be
invariably done keeping in mind the objective of the
library.
7. The library should follow open access system.
1.4.3 Size of library collection.
1. The core collection of the library should take into account
the size of the Vidyalaya and subjects offered besides
covering project based activities, career guidance,
counseling etc.
2. Books should be available in both English and Hindi.
3. Besides the core collection, other general books put
together should be at the rate of 5 books per student
subject to a minimum of 1500 books for newly opened
schools. This collection should be well thought out. Low
cost and age relevant editions of classics and fictions
should be preferred for the general section of the school
library.
4. Book purchase should be a continuous process and some
percentage of the total Vidyalaya budget should be
earmarked for collection development on a recurring
basis. Out of this budget, 50% should compulsorily be
earmarked for elementary classes (i.e. up to class VIII)

25. ~ 11 ~
5. To encourage more teacher participation in the library, a
teacher may be allowed to purchase books (which are not
available in the library) up to Rs.500 per year. The cost
of the book/books should be reimbursed to the teacher
after the books are deposited in the library along with the
bill. However, this kind of purchase would be limited to
only a certain amount that would be decided by the
Library Committee. It must be verified that these are not
sample copies provided by publishers.
6. During annual stock taking, weeding out of collection
should also be carried out.
7. For newly opened Vidyalayas a one-time budget would be
provided for setting up the basic collection.
8. Besides books, libraries should subscribe to useful
magazines, periodicals and journals.
1.4.4 Services to be provided by the library.
1. Issue of books for home use – Each student would be
issued two books at a time for a period of one week. Staff
members, including Principal, would be issued maximum
five books at a time for a maximum period of one
fortnight. Failure to return books on time would
compulsorily lead to penalty of Re.1 per day for all
(students & staff).

26. ~ 12 ~
2. A recall system for overdue books should be introduced.
This could be achieved by sending an overdue note to the
concerned student through the Class Teacher. In case of
staff the note can be sent through the school office.
3. Reissue of books by a user may be allowed maximum
twice more after first issue.
4. Newly purchased books should not be issued to any user
for at least one month but should be displayed separately
as new arrivals.
5. Issue of subject reference books – Only subject reference
books from reference section would be issued for home
use on those days when the successive day is a holiday.
The book will have to be returned on the next working
day. Dictionaries, Encyclopedias etc would not be issued.
6. One set of textbooks may be issued to teachers for the
subject being taught by them for the whole session.
7. In case a user loses a book he/she would have to either
replace the book or deposit three times the price of the
book in the library.
8. Each user would be provided with library cards for issue
of books.
9. Magazines and periodicals may also be issued for a week
only. However, it must be ensured that at least two

27. ~ 13 ~
previous issues are available in the library. A separate
register should be maintained for this purpose.
10. Reading facilities in the Library - There should be
comfortable seating arrangement with proper lighting in
the library. The library would be open on all working
days and the entire duration of school hours.
11. Each section will have two library periods per week.
Classes VI to XII will go to the library during this period.
For primary classes the teacher supervising the library
period will give books from class library to the students.
One teacher, who would help in maintaining discipline in
the library as well as assist the librarian, will accompany
the students of class VI and above to the library.
However, the arrangement for library class may differ
from school to school depending on the number of
sections per class. In very large schools one period of
class library can be introduced. Notwithstanding this the
number of library periods would be two per section out of
which one period will be in the library. The class library
period can be utilized for other library related activity
also for which the class teacher would be incharge.
12. The librarian should also identify two students in each
section who would assist in library activities.

28. ~ 14 ~
13. Librarian should facilitate in the use of the library by
acting as intermediary between the users and the
collection.
14. Computer and Internet access - the library should have a
computer, which would be used for storing information of
the collection, record of books issued, digitalized books
and provide internet access.
1.4.5 Organization of the Library
1. A proper system of cataloguing and classification of the
collection should be done to provide easy access and also
to keep account of the books. Dewey Decimal
Classification (DDC) system should be used for this
purpose.
2. Computerization of the library should be carried out.
3. Books should be arranged in locked shelves but open
access system should be followed.
4. The library should subscribe at least 10
periodicals/journals/magazines. These should be
attractively displayed on magazine racks. Newspapers
should be displayed on stands. Old
periodical/magazines/newspapers should be arranged
date wise and preserved for at least 6 months.

29. ~ 15 ~
5. The display boards in the library should show the jacket
covers of latest books, interesting information on various
topics, besides writings of students and teachers.
6. The library should also carry out a number of activities
like:-
i. Display of latest books, magazines & periodicals.
ii. Book reviews
iii. Organization of book fairs (at school or cluster
level by involving other nearby schools).
iv. Career guidance and counseling corner.
v. Themes for the week and display of related
material.
vi. Compilation of material from
newspapers/magazines etc for various topics like
environment, science and technology etc.
vii. Organization of Book Quiz.
viii. Prizes to students who have borrowed the
maximum number of books.
ix. Establishing of book clubs.
7. The library should invariably display the following
information:
i. Total no. of books
ii. No. of text books

30. ~ 16 ~
iii. No. of Reference books.
iv. No. of general( fiction and nonfiction) books
v. Subject wise list of books
vi. Class wise list of fiction and non-fiction available in
the library.
vii. No. of periodicals/magazines available along with their
names and periodicity.
1.4.6 Management of Library
1. The librarian will manage the library and the
duties of the librarian will include all that has
been stated in the previous sections.
2. There shall be a library committee, headed by
the Principal and at least 03 teacher members
who have a genuine love for books. The teachers
should be one each from Primary, Secondary
and Sr. Secondary classes. The committee
would also include two students to be selected
by the Principal from Classes VII to XII. The
Librarian would be the Member-Secretary of the
Committee. The Committee will select books for
the library keeping in view the natural interests
and needs of the children, their age group and
intelligence. There should also be continuous
renewal of books for which meetings should be

31. ~ 17 ~
held on half yearly basis. The Library Committee
can invite other teachers/students to the
meetings for their advice/suggestion. This
committee shall meet as often as possible but at
least once in a month.
3. Besides recommending books for the library the
Library Committee will also recommend suitable
budgetary provision for the library; develop a
general programme of library service to suit the
interest and requirement of different sections of
users; review library rules and formulate new
rules for the library; make recommendations for
proper functioning of the library.
4. All teachers and students can recommend
books for the library for which a suggestion box
should be kept in the library. Suggestions
received through this box shall be placed for
consideration of Library Committee.
5. Besides books for children, the Committee will
also select books for teachers on various
subjects apart from Academics.
6. For Primary classes (I to V), class library will be
set up. These libraries will be under the charge
of class teachers. The class teacher will get

32. ~ 18 ~
books from the main library, which will be in
accordance with the standard and interest of
the age group of the children of the class
concerned. They should be attractively
displayed in lockable shelves and kept in the
class. The teacher will issue books to the
children during library period. After these books
have been read, another set would be issued
from the main library.
7. The primary teacher would maintain a register
regarding issue of books to the students so that
he/she can keep track of the books read and
students are not given books they have already
read.
8. The selection of books for the class libraries will
also be done by a committee comprising of
principal, librarian, class teacher, two other
teachers and two students who will be
nominated by the Principal.
9. The class teacher will ensure that every pupil in
the class maintains a notebook in which the
name of the book read, its author and a brief
account of the content is recorded.

33. ~ 19 ~
10. Non-compliance of the instructions given above
will be considered to be a dereliction of duty for
which suitable action may be initiated against
the concerned
Principal/Librarian/Teacher/H.M.
1.4.7 Monitoring and Evaluation of collection and Services.
Statistics should be maintained on the following so
that they can be used for monitoring and evaluation.
1. No. of users.
2. No and percentage of collection issued on any given
day.
3. Number of books issued during a stated period.
4. Average books issued per user per unit time.
5. Number of recommendations received for purchase
of books per year.
6. Class wise list of activities conducted in a year
along with number of participants.
7. Number of new books added per year.
8. Number of old books weeded out.

34. ~ 20 ~
1.5 Library Automation
Library automation may be defined as the application of
computers to perform traditional library housekeeping activities
such as acquisition, circulation, cataloguing, reference and serials
control etc.
Automation is used to reduce the amount of staff time
devoted to repetitive (and often less challenging) activities that
must be done in any properly functioning library. It is to be
remembered here that, various library operations can automated,
not the library as such.
1.5.1 Library Automation: Aims and objectives
(a) To improve control over collection;
(b) To have an effective control over the entire operation;
(c) To improve the existing services;
(d) To share effectively the resources among various libraries in a
region;
(e) To avoid duplication of work;
(f) To use the services of the existing staff effectively.

35. ~ 21 ~
1.5.2 History of Library automation
Punched cards were invented by Hollerith in 1880 and
used in tabulating the US census data. The library at the
University of Texas was perhaps the first to use punched cards in
1936 for circulation control. The Library of congress used the unit
record machines for the production of catalogues in 1950. Many
libraries in the US followed the system for automating their
activities. Library automation entered into its second era in 1960s
with the advent of computers. The notable ventures were
MEDLARS, MARC, etc. Until the early 1990s, “automating the
library” involved generally the same features as those in place
since the advent of machine readable cataloguing record in the
late 1960s. Libraries created integrated text based systems using
micro/mini computers in which traditional library housekeeping
operations were computerized using the library’s database as the
foundation. In the last decade, library automation has undergone
a transformation that reflects changing definitions of library
service in general and access to resources in particular. The
introduction of global networking such as internet, cheap
availability of technology and new media technologies made
information more accessible. Today’s integrated library systems
must not only provide modules which automate traditional library

36. ~ 22 ~
functions but also capable of connecting through the local
suppliers, databases and internet.
In an automated Library operation environment, staff
and computer share responsibility for performing work. The
computer is merely a tool, albeit a marvelous one, enabling
libraries to do something more readily, more accurately or less
expensively than the manual methods. Completely automatic or
automated library operations, in which no human intervention
and control are necessary, do not exist and are not likely to exist
until the former half of the next decade.
1.5.3 Indian scenario
In1962 INSDOC experimented the preparation of a Union
Catalogue of scientific serials. The Documentation Research and
Training Centre (DRTC) introduced Docfinder (a computer used for
finding documents) in 1968. The library automation in India was a
slow process and got momentum in 1980s.Research and technical
institutions were the forerunners and academic libraries followed
them. New professional library management software packages
entered in to the Indian market and some Indian companies also
tried to make it with Indian flavor. Some libraries run by Public
Schools became automated in late 1980s. More schools entered in
the foray in 1990s with more funds and infrastructure. The

37. ~ 23 ~
schools in Government sector those had good libraries had been
following the conventional library concepts and never looked for
automation due to lack of funds. New millennium witnessed
tremendous developments in Information and Communication
Technologies (ICT), and the concepts of school libraries changed
from mere storehouses of books to well-organized library media
centers with variety of services (online and offline). Some
educational institutions were the torchbearers, but most of them
are lagging miles behind.
1.6 Perspectives on School Library Automation
Automating a school library is the process which
restructures its functions and reinvents its services. By keeping a
database as the basis, automation converge new technologies of
information storage and retrieval with traditional housekeeping
operations. An automated school library can serve the teaching
and learning community more effectively. A reduction in the time
needed for routine operations can be utilized to give customized
services to the users. The process of library automation has a
short history in our country. It needs proper planning and active
implementation.

38. ~ 24 ~
1.6.1 Importance of Library Automation
The two main importance are benefits to the library
users i.e., students, and teachers and efficient & cost-effective
operation. The reasons are:
 More time to work with students and staff.
 Speed up searching operation of books and information for
students and teachers.
 Better access to the collection—higher achievement.
 More in tune with how students interface with other
information sources.
 students need to be prepared for the world outside school.
 Allows easier sharing of resources with other libraries.
 Enhances consistency in the collection, streamlines
circulation.
 Time savings of clerical tasks.
 Ease of maintenance, statistics, overdue.
1.6.2 Benefits of Automating the School Library
 Library automation is beneficial to students, librarians,
faculty members, administrators and parents for various
reasons. The library is the resource center that supports
and enhances the curriculum for the school. Students can

39. ~ 25 ~
expand their horizons more effectively with an automated
library. Teachers can reinforce their classroom instruction
with assignments that guide students to research
opportunities within the school library. An automated
library helps administrators complete accreditation
requirements for the school. Parents can feel good about the
school library being available to their students anytime the
students want to access it via a Web browser. Everyone
benefits when the school library is automated.
 Students are computer savvy today. Their dexterity at
playing computer games provides a continuing excitement
for them. The library is part of their experience at school. It
should be automated to permit the students to be excited
about finding and using materials that enhance their
studies. Schools that have automated their libraries report
that students actually check out two to three times more
items after automation than they did before automation.
Why? One reason is that searches are easy and quick for
students. Another reason is that links to other materials via
subject headings and authors enable the students to go to
other items of interest with one or two clicks of the mouse.
Searches can be sorted instantly by author’s names, title,
copyright year and other ways with a single mouse click
also. Another reason is that visual searches are possible for

40. ~ 26 ~
the youngest users and visual search is helpful for remedial
learners.
 Still another reason is that the catalogue card electronically
displayed helps the student know details about it when
tested on standardized tests.
 More important, though, is that electronic access to the
catalogue data describing library items gives many more
points of access for finding materials because summaries,
notes and keywords are indexed searches. Many
sophisticated systems index keywords automatically from
words within titles, subject headings, notes and summary
fields. Excluded from the list are articles, prepositions and
conjunctions; but all other terms are automatically indexed
and accessible through searches. Search strategies range
from basic to complex, allowing experienced users to move
to more specific searches while encouraging users who need
pictures to begin the learning process. To summarize in a
few words how automation in the library affects students, an
automated library is seen as vibrant and alive. Automation
can make the library an awesome place. Librarians
appreciate automation because of its ease of use. Items can
be catalogued using vendor-supplied catalogue records. The
Internet provides a vehicle for using electronic search of
massive databases and adding professional cataloguing into

41. ~ 27 ~
the library database with the scan of a barcode and/or with
very few keystrokes. Librarians can circulate items with ease
and have an accurate account for each student’s activities.
Interaction with students is enhanced when the library is
automated. Hosting the library to the Web, for access
wherever teachers, students and parents have access to a
Web browser, is a wonderful benefit that occurs for little
cost and with practically no additional work for the
librarian. Networked library software provides for access in
each classroom if so desired, as well as via the Web for
access to the contents of the library beyond the school’s
walls. The cost of automating the library is less expensive
than maintaining a traditional card catalogue. When one
counts the cost of the expensive cabinet in which the
processed catalogue cards are stored, the cost of cards, and
the time and tedium of filing such cards, automation is cost-
effective in the long term. Additionally, library automation is
easier than the maintenance of a card catalogue and
provides many more access points to the information than
the traditional cards arrangement can provide. An online
catalogue makes the printing, filing and expense of cards
obsolete. Also, librarians can involve themselves with the
students in more meaningful ways because so much of the
tedium of maintaining a catalogue is removed when

42. ~ 28 ~
automation is implemented. Faculty members can
appreciate an automated library because library resources
can become an expanded collection of materials for students
to use. Research projects from materials owned by the
school become the basis for term papers, along with online
resources that the school can offer. The Web access to items
in the library collection can facilitate faculty members in
their preparation of class activities. Knowing the resources
that are available in the library helps faculty members
provide meaningful topics for research and evaluate topics of
interest to students. Requesting specific additional materials
to bolster the library holdings can be more easily and
accurately provided from faculty input to the librarian.
Faculty and students benefit when the library is automated.
 Administrators with a well-organized automated library have
additional “bragging rights” when competing for students.
Reports can be generated in a timely manner. Specific
information is readily available for planning and budget
purposes. Benefactors will respond to specific requests when
needs are identified with respect to library holdings.
Accreditation requirements are more easily met when the
library is automated. Reports can be generated to support
accreditation goals and outcomes. Parents can feel good
about having their children enrolled in a school where the

43. ~ 29 ~
school library can be available to them and their children
anytime the students want to access it via a Web browser. In
short, automation of the school library is a good investment
and benefits the entire school population.
1.7 Statement of Problem
The information and retrieval system in India is giving
more emphasis on library automation system in the field of higher
education and less emphasis on school level. The school children
are the future of our country. The teaching learning system is
being modernized in which KVS plays a vital role by implementing
different policies. In this context the information retrieval system
also should be modernized. Having a good library policy with
provision for library automation, KVS is lacking automated library
system is a sorrowful task. A two section Kendriya Vidyalaya has a
capacity of around 1000 students and 60 staff members. All
Vidyalayas have a Library period in their Time Table for all classes.
Students go to the Library during this period to get the books
issued or returned. The time available with the Librarian for each
group is so little that he hardly gets any time to do anything else
other than normal ‘issue and return’ of books.
Managing a library by a single library professional to
satisfy such a huge number of users is obviously a difficult task.

44. ~ 30 ~
So the need of library automation in KVS cannot be ignored. But
due to so many constraints and problems the organization is
unable to make their library automated. The present problem
involves a comprehensive study of library automation in Kendriya
Vidyalayas with problems and constraints in initiating library
automation.
1.8 Conclusion
CBSE published a handbook titled “Organising School
libraries: Guidelines” in1997. Based on it, Kendriya Vidyalaya
Sangathan has been giving periodical recommendations for the
development of its libraries. In Govt. sector, KV libraries stay at
the top with enough infrastructure and professionally trained
librarians. Awareness of the importance of libraries in the
academic achievement of the students make the administrators
think about restructuring the libraries with new technologies for
information storage and retrieval. Library automation is the
foundation on which all other activities placed. It has been
considered as the starting point of a library’s first meeting with
technology. The comprehensive study about this will surely give a
direction not only to the Indian school libraries but also through
the world.

45. ~ 31 ~
Chapter-2
OBJECTIVE
AND
RESEARCH METHODOLOGY
2.8 Introduction
2.9 Need
2.10 Objective
2.11 Scope
2.12 Research Methodology
2.5.3 Questionnaire
2.5.4 Literature Survey
2.13 Data Collection
2.6.5 Sampling
2.6.6 Data Collection through e-mail
2.6.7 Telephonic Collection of Data
2.6.8 Personal Contact
2.14 Limitations

46. ~ 32 ~
2.1 Introduction
A survey research is undertaken to study and describe
the ground realities or current state-of-art of a situation, group of
person or institutions. A library survey is interpreted as systematic
collection of data concerning libraries, their activities, operations,
services, staff, use and users at a given time or over a given period.
Surveys are by nature large, over viewing and spread over to a
sizeable population/subjects or area. For example study of
circulation system of a library is not a survey, but if extended to
all the libraries of a whole city or region will by definition
constitute a survey.
In any research while sample technique is recognised as
part of research methodology, the techniques need to be applied
systematically in order to achieve the desired result. The main
objective of sample survey is to be kept in mind while framing the
questionnaire and while choosing the sample. The responses
expected for the questionnaire are to be direct, precise and
relevant to the objectives of the sample survey. So a sound
objective and methodology should be adopted for proper analysis
and interpretation of the data collected.
The present study is a survey research to understand the
status, requirements, problems and constraints of library

47. ~ 33 ~
automation in schools of KVS which will give a better direction for
improvement.
2.2 Need
Ranganathan’s fifth law of library science says that
“Library is a growing organism.” In this sense the style, techniques
and process of information must not be ignored. In the education
of young child, the printed and other audio-visual resources are
essential and needed in abundance. These resources are the basic
tools, which are required for the effective teaching and learning.
Our educational planners and administrators have rightly stressed
the point of view of quality education. It is through the library that
the material needed by teachers and students can be supplied
efficiently and economically and its adequacy and quality assured.
Merely stocking the reading material in schools is not enough.
Care must be taken to get these materials properly organised and
make the same easily available for students and teachers. All
schools, irrespective of the number of students registered, should
be provided with a library organised on modern lines and
supervised by a qualified trained librarian. The provision of
adequate supporting staff is very much essential in achieving
excellence in library and information services.

48. ~ 34 ~
So many schools have a library period in their time table
for all classes. Students go to the library during this period to get
the books issued or returned. The time available with the librarian
for each group is so little that the librarian hardly gets any time to
do anything else other than normal ‘issue and return’ of books. To
manage the library with in stipulated period of time, help of new
technologies are most essential in which automation plays a vital
role. The need of this study arises to know, up to what extent
Kendriya Vidyalaya libraries are perfect in utilising this
technology.
2.3 Objectives
Realising the importance of library automation, its
utility and role in Kendriya Vidyalayas libraries, the study has
been undertaken. The following objectives are laid down in
carrying out this study:
 To study the existing structure of library automation in KVS
libraries.
 To know acquaintance of Kendriya Vidyalayas libraries with
emerging modern technologies.

49. ~ 35 ~
 To know requirements of library automation in Kendriya
Vidyalayas libraries.
 To find out the reasons of financial, administrative,
technical, geographical, social and other problems in
initiating library automation in Kendriya Vidyalayas.
 To suggest methods and measures to improve the situation.
2.4 Scope
Though this research is a comprehensive study, it is not
only limited to study the requirements of library automation, but
also it reflects about the status of automated and non-automated
libraries with respect to Kendriya Vidyalayas. The other aspects
like academics, administrative, financial, geographical, behavioral,
technical and social problems related to automation of library in
different housekeeping operations, resource sharing and
networking have also been considered for study.
As per the area of research is concerned, 50 Kendriya
Vidyalayas of Guwahati, Kolkata and Bhubaneswar region are
taken for the study. These include the Kendriya Vidyalayas located

50. ~ 36 ~
in the state of Assam, Meghalaya, Arunachal Pradesh, Sikkim,
West Bengal and Orissa.
The time period for conduction of this research work is
two and half months. Out of which one month has been spent for
data collection, one month for analysis and interpretation and 15
days for preparing the report.
As per the limitation of this research is concerned the
research is a sample consideration of only 50 Kendriya Vidyalaya
Libraries taking 3 regions which forms a boundary factor of this
study. There are more than 1000 Kendriya Vidyalayas with 18
regions in India. The research may not give an idea about other
regions as per the whole of KVS in India is concerned. However in
future, this limitation can be eradicated by undertaking a research
work in all the Kendriya Vidyalaya libraries of India.
2.5 Research Methodology
To achieve the objectives of the study, two
methodological approaches have been adopted. These methods
are:
 Questionnaire
 Literature Survey
2.5.1 Questionnaire
A series of questionnaire was prepared to collect the data
based on the objectives of the study. The questionnaire comprises

51. ~ 37 ~
direct, precise and objective types questions based on the various
aspects of requirement on library automation, conditions of
automated libraries, steps taken by non automated libraries with
problems and constraints in introducing library automation.
2.5.2 Literature Survey
In literature survey, investigation is made through
different documentary sources available in libraries, related
websites and personal discussion with the persons related to this
field. A number of published and unpublished sources are read
and reviewed to carry out the study. It enabled the researchers to
locate the starting point from where to begin this searching
programme.
2.6 Data Collection
To get the best and the authentic result, reliable and first
hand data is required in research. Keeping this in view the
following procedures have been adopted.
2.6.1 Sampling
India is a big country. The Kendriya Vidyalayas are
spread all over the India in each district head quarters and
important areas. Also there are more than 1000 Kendriya

52. ~ 38 ~
Vidyalayas in our country which are divided in 18 regions. As a
result it was not possible to collect the data from each and every
library of Kendriya Vidyalayas. As such, sample of about 50
Kendriya Vidyalaya libraries have been taken into consideration
for collection of data. The Vidyalayas are selected in a random
selection way. These Kendriya Vidyalayas belong to Guwahati,
Kolkata and Bhubaneswar regions. From each region almost 40%
Kendriya Vidyalaya libraries were selected. The statistical
representation of sample is as follows:
Table-01
Region wise Number of KVs
Region States covered Total
number
of KVs
Number
of
selected
KVs
Percentage
of selected
KVs
Guwahati Meghalaya,
Assam,
Arunachal
Pradesh
42 18 42.8%
Kolkata West Bengal 55 19 34.5%
Bhubaneswar Orissa 30 13 43.3%
2.6.2 Data Collection through e-mail
The typed questionnaires in MS-Word format were sent
to the selected Kendriya Vidyalayas and the librarians concerned,
through e-mail. But the researcher was able to get only 12 replies

53. ~ 39 ~
through e-mail. The reason being the internet facilities in some
KVs were poor; some KVs did not care about the mail and some
KVs denied giving reply.
2.6.3 Telephonic Collection of Data
As the data collected through e-mail was not sufficient
for the researcher to carry out the study, the librarians were
contacted personally through telephone. In this procedure 18
librarians took their interest and provided the data and valuable
suggestions.
2.6.4 Personal Contact
In order to get some relevant information, data was
collected personally by the researcher through personal contact
with the librarians of some nearest Kendriya Vidyalayas. This
method enables the researcher in making some possible
suggestions for the future development of automation system in
KVS. With this method, the researcher was able to collect data
from 4 Kendriya Vidyalayas.

54. ~ 40 ~
The details of data collection are as follows:
Table-02
Details of Data Collection
Sl
No
Particulars Number of KV
libraries
1 Total Questionnaire sent through e-mail 50
2 Received through e-mail 12
3 Information received through telephone 18
4 Personally collected by visiting the
libraries
04
5 Information not received 16
2.7 Limitations
The coverage area of this research is sample
consideration of only 50 Kendriya Vidyalaya libraries taking 3
regions in consideration. However there are more than 1000 KVs
and 18 regions in India. So the research may not show an idea
about other regions as per the whole KVS is concerned. But the
library rules and regulations in all the KVs throughout India are
indifferent. So this study may give a concrete idea. However in
future, this limitation can be eradicated by undertaking a research
work in all the KVs libraries of India.

55. ~ 41 ~
Chapter 3
Review
of
Related Literature
3.4 Introduction
3.5 Study Conducted in Abroad
3.2.3 UNESCO/IFLA Workshop on Information
Literacy Education and School Library
Services
3.2.4 School Library Automation in Malaysian
Chinese Secondary Schools:
A National Survey
3.6 Study Conducted in India
3.4.1 CBSE and School Library Automation
: a Book Review
3.4.2 Report of the National Seminar on School
Libraries & the Educational System
3.4.3 Library Automation in Kendriya Vidyalaya,
Pattom
3.5 Relevance of the present study

56. ~ 42 ~
3.1 Introduction
A review of related literature and existing study is
commonly a part of the ground clearing and preparatory work
undertaken in initial stage of any research work. It provides a
background for the study, identifies gaps, highlighting some
important works already done. It can be done through two forms,
namely, direct and indirect. Direct literature includes educational
literatures i.e. periodicals, journals, books, thesis, yearbooks,
Government publications etc., indirect literature includes guides
to educational literature i.e. abstracts, bibliographical references,
encyclopedias etc.
The review of literature enables the researcher to define
the limits of the study field. It helps the researcher to delimit and
define his problem. It helps the researcher up-to-date knowledge
about the works of which others have done and this helps to state
the objectives clearly.
3.1 Study Conducted in Abroad
The researcher tried to find out the related studies
conducted outside India, which helped him a lot to understand the
problem in global level and conduct the study. Here two studies
are discussed i.e. one is a workshop and another is a survey

57. ~ 43 ~
research. The findings which relate and give direction to this work
are discussed below.
3.2.1 UNESCO/IFLA Workshop on Information Literacy
Education and School Library Services
UNESCO in combination with IFLA organized a
workshop on Information Literacy and School Library Services on
19-22 September 2005 at Bangkok. The report of the workshop
gives an idea about school library services and information
literacy. The findings of the workshop are as follows:
At first, the seminar gives emphasis on training of
teachers and librarians to develop the service situation of the
school libraries. The librarians will have to be properly trained to
apply new technologies in libraries.
Secondly, the seminar gives an idea about status of
library automation in different schools. In one country about 40%
of schools do not have libraries/resource centre. Where there is a
school library or a resource centre, its budget tends to be very
small. Some schools have computers but they are mostly outside
the library, others have computer labs in the school libraries.
Connectivity to the Internet is not widespread and student access
is limited. Other hardware found in some school libraries includes
slide projector, film projector, VCR, VCD/DVD, audio
player/recorder, television, overhead projector, and LCD. Some

58. ~ 44 ~
equipments are provided by the Government, others are donated
to the schools. Some schools procured at their own.
Thirdly, it focuses on professional training to school
library staffs. Professional training of library staff paints a grim
picture and huge variations. As per the findings of the seminar the
school library staffs are not receiving requisite professional
training.
3.2.2 School Library Automation In Malaysian Chinese
Secondary Schools: A National Survey
This survey was undertaken to determine the current
status of library automation in Malaysian Chinese Secondary
Schools (MCSSs), which comprise the Independent Chinese
Secondary Schools (ICSS) and the National-type Secondary School
(NTSS). The major findings of the survey are as follows:
1. The study found that circulation is the function mostly
automated by libraries, followed by cataloguing. Other
housekeeping operations are not given priority for automation.
2. The research has also identified important factors in
determining the systems used, and areas need for future planning
initiatives in implementing library automation.
3. It also showed that some libraries that automate circulation
function do not automate cataloguing in addition to its circulation;

59. ~ 45 ~
some have cataloguing, acquisition or other modules but do not
have OPAC module. It was found that these libraries only develop
a simple library catalogue in a form of an electronic database, and
they do not treat this as their cataloguing function being
automated.
3. School libraries treat library automation simply as a more
effective way of managing their library collections rather than
creating a better awareness of IT utilization among the educational
community they serve. To nurture an “information rich society”,
much effort is still needed. Ideally, the foundation of information
literacy must be laid in the schools, particularly centred on the
school libraries.
5. There are still school libraries that do not have a broader view
towards library automation. They view library automation as “not
needed for them at present and in future” due to their small
collection size and school population
6. The findings of the study could also provide information for
policy makers to identify what needs to be done as far as library
automation is concerned.
7. The findings could also assist non-automated schools in the
process of choosing, planning and implementing their library
automation. This includes which systems to choose or what
software is available in the market.

60. ~ 46 ~
8. This study shows that although management’s decision is the
most important factor in implementing library automation work.
Among teacher librarians, it is easy to justify the necessity of an
automated system; however administrators are not aware of the
value of library automation.
3.3 Study Conducted in India.
Not only in the global level, the researcher also tried to
find out the related studies conducted in India. Three important
studies are taken into consideration. First is the review of a book,
second is the report of a seminar and the last one is the review of
the automation system of a Kendriya Vidyalaya library
3.3.1 CBSE and School Library Automation: a Book Review
CBSE published a handbook titled “Organising School
libraries: Guidelines” especially for libraries of Kendriya
Vidyalayas. Chapter 10 of this book focuses on school library
automation. The chapter describes the requirements, advantages,
procedures and cost effectiveness of library automation and some
library automation softwares. The book describes some measure
areas of automation as follows:

61. ~ 47 ~
Advantages of school library automation:
Automation of library leads to labour saving, cost
effective, increases efficiency in speed and operation, ease and
accuracy in data handling, great speed and promptness in
operation, elimination of duplication and great manipulation is
possible.
Impact of automation:
As a result of application of Computer and Information
Communication Technologies and reprographic devices, a great
change can be taken place in school libraries which will lead to
transformation in the area of information processing, storage and
retrieval. Application and use of computers is an established norm
in bibliographical information handling in advanced countries, but
in India the pace of development in libraries is visibly slow.
Nevertheless the things are changing for good and more and more
libraries are turning for automation.
The book describes the areas, which need immediate automation.
These areas are as follows:
1. Database activity such as: creation of local database, online
access to remote databases and downloading of information
2. Library operations like cataloguing, indexing, circulation,
acquisition, inventories and serials control etc.
3. Data communication and networking such as e-mail, message
system, teleconferencing etc.

62. ~ 48 ~
4. Management Information system like computing, statistical
manipulation, tabulations, simulations etc.
5. Other applications like e-publishing, document delivery,
translation.
At last, the book describes some important automation softwares
which are useful for school libraries. From this a librarian can get
an idea to choose the software as per the desire and suitability.
Some important softwares described in the book are:
1. ALICE FOR WINDOWS
Alice for Windows is library automation management
software. The Features of this software include:
 Complete range of library functions using discrete modules.
 Compatible with IBM computers.
 It runs on standalone with Windows 95, Windows 98 and
Windows NT Workstation/Server. Also it runs on LAN with
Windows NT platform.
2. CDS/ISIS
The CDS/ISIS is a PC based bibliographic package
developed by UNESCO. This software works on a simple PC/XT
and is also available on UNIX and NOVELL platform. The Windows
Version has also been released.

63. ~ 49 ~
3. GYANODAYA
It is Library Management Software developed by
National Institute of Financial Management under Ministry of
Finance, Government of India. The features of this software are:
 Installable on any machine that can host Windows 98 or
Windows NT.
 Package is self-installing.
 Installation may be done on client server platform or on a
single machine.
 Carries on all normal and essential library operations such
as
cataloguing, issue/return, reservation of book, serials control,
budgeting, reporting, rapid entry system for book/article entry,
enrolling members, authority tables with indexing, OPAC,
stock taking facility etc.
 The software is multilingual and occupies a total 112 MB
space on CD.
4. NETTLIB/VIDYUT
It includes all the known features that are essential for
a modern library i.e. administration, acquisition, cataloguing,
circulation, issue/return, membership, article indexing, serials
control, export/import of data, OPAC.

64. ~ 50 ~
Its features are:
 Efficient and user friendly
 Adherence to international standards
 Bar coding generating facility
 Multilingual
 Web enabling of required services
 Unlimited capacity
5. New Genlib
It is a Web-based library automation and information
retrieval system, uses single integrated database making for non-
redundant data storage, efficient data transaction process and
searching. The functional modules included are: acquisition,
cataloguing, circulation, serials control, OPAC, e-mail and instant
messaging integrated in different modules of the software to
ensure efficient communication between library, users and
vendors.
6. SOUL
It has been developed by Information & Library
Network Centre of UGC. It is designed using client server
architecture, which imparts extra strength to storage capacity,
multiple accesses to single database, various levels of security,
backup and storage facilities etc. The software comprises the
modules like: acquisition, cataloguing, circulation, OPAC, serials
control, administration.

65. ~ 51 ~
3.3.2 Report of the National Seminar on School Libraries &
the Educational System
The two days national seminar on school libraries held
at Trivandrum on 19th and 20th November 1998 gives emphasis on
promotion of reading habits among children and organizing school
libraries.
The important findings and resolutions of the seminar
are as follows:
1. The habit of reading has to be inculcated in children at a very
young stage, the most impressionable period in their life. This calls
for the active functioning of school libraries right from the primary
school level.
2. It is high time for the country to phase out the use of out moded
curricular models, instructional practices and evaluation methods.
Libraries have to be equipped with new resources, technology and
professional manpower in order to promote self-study habit among
children.
3. In order to transform school libraries into learning resource
centres, they should be scientifically organized by qualified
professional so that the libraries may become accessible and
usable to the children.
4. The seminar recommends the setting up of a high power
committee at the national level by the Government of India for

66. ~ 52 ~
studying the problems of school libraries and come out with
proposals for a model library system.
5. Parent Teacher Association (PTA) as agencies vitally interested
in the educational advancement and development of the students,
should take special interest in strengthening school libraries. Also
Parents and Teachers should be convinced of the virtues of
reading.
6. The Seminar resolves to urge the Government to take immediate
steps to appoint professional librarians in the Higher Secondary
Schools and High Schools.
7. The Seminar strongly recommends to the Government to
provide library services at the +2 level by starting new libraries
and strengthening the existing ones in schools by laying down
norms in the matter of physical facilities, collection, services, staff
etc. in accordance with the NCERT guidelines.
8. The Seminar welcomes the blue print prepared by SCERT,
Trivandrum for improving the lot of school libraries in the State.
But library association and library experts in the academic library
sector of the state should be associated with the planning process
and its implementation.
9. Government in the states and union territories should evolve
standards for the school libraries. The seminar also urges the
Bureau of Indian Standards (BIS) to take the lead in the

67. ~ 53 ~
formulation of school library standards, taking into consideration
of the new IT oriented information environment.
10. Separate library hours should be set apart for students to use
the libraries under the guidance of teachers both for curricular
and extracurricular reading.
11. A policy for weeding out obsolete and unwanted books to make
room for new books added should be evolved.
12. The libraries attached to District Institutes of Education and
Training (DIETs) also have to be organized on scientific lines for
conducting fully fledged orientation programmes for school
librarians.
13. The seminar also strongly recommended to the Government to
take urgent steps to revamp school libraries by using Internet.
14. Avenues of co-operation between school libraries & public
libraries to fill the inadequacies, wherever necessary should be
explored.
3.3.3 Library Automation in Kendriya Vidyalaya, Pattom
Kendriya Vidyalaya, Pattom is situated in
Thiruvananthapuram which is a fully automated library among
Kendriya Vidyalayas in India. To get a better idea on library
automation procedure in Kendriya Vidyalayas, the researcher
intended to review automation procedure of this Vidyalaya. After a

68. ~ 54 ~
review on the automation procedure of this Vidyalaya, the
following findings are found out.
Better service to the users is the main priority of a
automated library. Incorporating new technologies to cope with the
ever-changing needs of the users such as online catalogues,
automated circulation, serials control, networking and resource
sharing tends a library to opt automation as the first step.
Process of Automation
A library follows 9 main steps for automation which are as follows:
i) Preparing for automation
ii) System Selection (software and hardware)
iii) Preparing the collection for the automating system
iv) Implementing the Automated system
v) Networking
vi) OPAC
vii) Staff training and user education
viii) Evaluation
ix) Planning for the future
i) Preparing for Automation
Preparing for an automated library system needs
system evaluation and planning before implementation.
Appraisal of current status
Statistics regarding total number of stock, accession of
materials, daily issue and return, time taken for routine activities,

69. ~ 55 ~
services given, its effectiveness, etc are taken into consideration to
find a true picture of the current status of the library and identify
the problems facing by the users.
Cost evaluation
The cost contained in every library activity is higher in
the case of a manual system. The human cost is many times
greater than an automated environment.
Budget allocation
Library automation needs a huge initial investment.
Administrators should be informed about the urgency and
usefulness of the process. The fund for the process is earmarked
in the annual budget and extracted from the library allotment.
Administrative support
Strong administrative backing is essential for the
process. The school authority should have a pragmatic vision and
keen support which act as the main factor for success.
ii) System Selection (software and hardware)
Selecting the right integrated library management
software package is very important. The strength of the
automation is mainly depended on the quality of the system
software. A number of software are available in the market. Some
have special school library modules. For the selection certain
things should be remembered.

70. ~ 56 ~
Selection criteria
i) User friendliness
ii) Portability
iii) After service
iv) Cost
v) Proper documentation
iii) Preparing the collection for the automating system
To start the technical processing (retrospective
conversion), the materials (books, multimedia and periodicals) for
the process are to be selected and prepared.
Books
The criteria followed in the selection of books are its
usefulness, relevance and physical condition
Periodicals
All the periodicals are included in the selection.
Multimedia
Subject and encyclopedic multimedia CD-ROMs are
selected for the process.
iv) Implementing the Automated System
The implementation phase consists of
 Retrospective conversion
 Database of members

71. ~ 57 ~
 Operations
 Statistics generation
 Training for staff and users.
v) Networking
The main system where the software are loaded and
the data entry are taken place is kept as server. It has been
protected with passwords. The remaining systems in the library
including OPACs and the computer system in the Principal’s room
are networked locally. Proper monitoring and maintenance of the
network is necessary. Updating of the database should be done
when new documents are added.
vi) OPAC (Online Public Access Catalogue)
The Online Public Access Catalogue, popularly
known as OPAC is the user interface of the automated system. The
user gets all information regarding the holdings of the library here.
The OPAC system in Kendriya Vidyalaya, Pattom is well
maintained and the users are being given instructions from time
to time for the better use.

72. ~ 58 ~
vii) Staff training and User education
The librarian should be well trained in the overall
management and maintenance of the automated system. He/She
will get initial training from the software vendor and has to
continuously update it according to the changing user needs and
technology. In this case the librarians should be given training
from the company. Training sessions on the automated library
system (mainly, OPAC search, finding the book, circulation, etc.)
are conducted for the users. These skill development programmes
can be organized during the library periods. For staff members
special time slots should be planned.
viii) Evaluation
The system must be evaluated for its currency and
effectiveness periodically. User studies can be conducted to assess
the effectiveness of services. Real time oral interviews with the
users and observation techniques can be used. The shortcomings
should be identified and clearing measures be taken. A suggestion
book may be kept in the library to express user’s views.
ix) Planning for the Future
Library is a growing organism. As the technology
changes in the field of information storage and retrieval, the user
needs are also changing. There should be planned Library

73. ~ 59 ~
programmes which will incorporate the future needs. Automation
of the library will help to set new targets.
Interlibrary loan and resource sharing
Automation helps to know the availability of a
document in the library through its online catalogue. So, if more
libraries become automated the search for a document became
easier. The required document which is not present in one library
can be loaned from other libraries controlled by interlibrary loan
policies. The resources such as documents, services and staff can
be shared in an automated environment more easily.
Network of Kendriya Vidyalaya Libraries (KVLNET)
When the KV libraries of a cluster or region become
automated they can be networked using LAN or WAN. National
library networks such as NISSAT, NICNET and regional networks
such as DELNET, CALIBNET etc can be linked with KVLNET.
Think.com can act as a technology and resource partner. The
activation of Web-OPAC will facilitate the search of library OPAC
through Internet. The user can renew and reserve a book through
online.

74. ~ 60 ~
3.4 Relevance of the present study
Out of the above discussed studies, “the status of school library
automation in Malaysian Chinese secondary schools: a national
survey” is a survey research from which the researcher got a lot of
idea for the conduction of the present research. Other studies
conducted in abroad and India give a basic idea to the researcher
to initiate and select the scope of the present study. The following
views of above literature review are given priority for the initiation
and conduction of the present study.
 The status of the library automation, infrastructure and
professional training in different schools outside India which
are valuable findings of the UNESCO/IFLA workshop on
information literacy education and school library services.
 To what extent the automation procedure is used and
accepted by different schools outside India, as described in
“the status of school library automation in Malaysian
Chinese secondary schools: a national survey”
 Provisions given for school library automation in the book
“Organising School libraries: Guidelines” published by
CBSE.
 The area that given priority for the setting up of automated
school libraries in Indian states, which is a major finding of
the “report of the national seminar on school libraries & the
educational system”

75. ~ 61 ~
 The procedures of school library automation undertaken by
Kendriya Vidyalaya, Pattom, Thiruvananthapuram, which is
taken as a unique example.
The earlier studies of related literatures revealed
that the library automation in the field of school education has
been existed more theoretically and less practically in majority
number of schools. These works show the procedures of library
automation, the tools and techniques required for it and theories
behind the library automation. So many policies and findings have
been made by organizing different seminars and publishing books.
Most of the above studies are recommending different techniques
for the development of school library services. Also a number of
other studies have been made for the improvement of the
technology development in school libraries. But the question
arises, up to how far the school libraries are utilizing their
recommendations. There is a great difference between giving
theoretical recommendations and applying them practically. The
relevance of the present study is finding out the practical situation
of the school libraries in utilizing above recommendations,
especially in the field of library automation. The researcher’s
objectives of this study are accompanied with the objectives of the
above studies.

76. ~ 62 ~
The status of these related works naturally brings out
in our mind, the following questions.
 How the related literature concern with the present study?
 How far the findings of these studies are different from the
present study and what could be the reason?
 How far the findings of present study are relevant the
objectives of the study.
The present study is a comprehensive study of
library automation in the field of school libraries, especially in
Kendriya Vidyalayas. The main factors studied are namely
requirements, status, administrative, financial, services and
problems related with school library automation in KVS.

77. ~ 63 ~
Chapter-4
Analysis
And
Interpretation
4.10 Introduction
4.11 Requirement of Library Automation in KVS
4.2.8 Provision of Library Automation
4.2.9 Library Timings
4.2.10 Users
4.2.11 Staffs
4.2.12 Collections
4.2.13 Library Housekeeping Operations
4.2.14 Library Services
4.12 Library Automation Software
4.13 Automation and Library Personnel
4.14 Expenditure and Maintenance
4.15 Financial System and Library Automation
4.16 Problems in Initiating Library Automation
4.17 Library Budget for Automation
4.18 Availability of Hardware

78. ~ 64 ~
4.1 Introduction
The effectiveness of any research mainly depends on the
techniques and methods followed in conducting the investigation.
A good research is characterized by the sound methodology and
procedures which is useful for the purpose of generalization of the
facts.
Resulting upon the collection of data there arise a need
to organize, analyse and interpret the same followed by
formulation of conclusion and generalization to get a true picture
out of the raw information collected.
The data thus collected has been analysed on the basis
of the questions forwarded.
4.2 Requirement of Library Automation.
Before implementation of any new tool or technique in a
system, it is important to know how it is useful. Initiation of
library automation may spend useful time and resource of the
organization and staff. So, to study the automation system of a
library, it is important to know the relevance of library automation
for the same library. A library, whether automated or non
automated, it comprises some activities which are related with
automation works directly or indirectly. Here the researcher has

79. ~ 65 ~
studied some activities of KVS libraries which reflect an overall
understanding about the requirement of library automation in
Kendriya Vidyalayas.
4.2.1 Provision of Library Automation.
A provision is made for a system, when the organization
feels its necessity. To know what provision is there for the library
automation, the researcher gone through the KVS library policy.
Also with the help of questionnaire he wanted to know about the
knowledge of librarian on this provision.
The library policy of KVS, encourage the librarians to
automate the library. Out of 34 respondents, all the respondents
show there positive attitude towards this provision. The provision
for library automation is same for all Kendriya Vidyalayas.
4.2.2 Library Timings
The library timings are in accordance with the school
timings. The libraries remain open on all days except gazetted
holidays, Sunday, second Saturday, school break and vacation.
The daily library timing is from 8:00AM to 2:10PM i.e. 6hours 10
minutes in a day. Also in some school it opens at 7:30 AM and
closes at 1:40PM. The duration of working hour for libraries in all

80. ~ 66 ~
schools is same. The breaks and vacation for the libraries are as
follows:
Table-03
Holidays for KVs Librarians
S.N. Holidays Number of
Days
1 Summer Break/Winter Break 10 days
2 Autumn Break 10 days
3 Summer/Winter Vacation 50days
Out of 365 days in a year, the library remains open for
about 200 to 220 days. Managing a library in limited period of
time is surely a difficult task. To manage the time as well as to
save the time of the user manual works should be avoided. Due to
limitation of time the necessity of library automation is realised to
do the works speedily and accurately.
4.2.3 Users
The users of the libraries are the students, teachers,
principal, office staff and other members of the Vidyalaya
concerned. The libraries do not allow people, not belonging to KVS.
The students are the main user group, especially for
whom the school libraries are established. The number of students

81. ~ 67 ~
varies in different schools. The variation of student strength in
different schools is as follows.
The above chart shows that, majority number of schools
i.e. 44% schools have the user strength between 501 and 1000.
As per the data collected, the total number of library
users of 34 Kendriya Vidyalayas is 33037. The average numbers of
different groups of users are as follows:
Table-04
User group in KVs Libraries
S.N. User Groups Average Number
1 Students 926
2 Teachers 42
3 Others 3
CHART-1
Total Number of KVs=34

82. ~ 68 ~
It means a single library gives services to an average
number of about 1000 users. Out of 1000 members about 926 are
students and others are teachers and staff of the Vidyalaya. The
user groups may be divided as primary students, secondary
students, higher secondary students, teachers and non-teaching
staff. The librarian of the school has to satisfy such a huge
number of users by supplying required information.
4.2.4 Staff
The library is managed by a single staff member i.e. the
Librarian. As per the CBSE school library provision the library
should have a senior librarian, a assistant librarian and a library
attendant. But no school is equipped with this facility. The
librarian himself/herself has to do all the works to manage the
library.
As per the qualification of the librarian is concerned, the
minimum qualification is graduation with bachelor degree in
library science (as per the recruitment rule in KVS). Every
Kendriya Vidyalaya library has a librarian not below the rank of
this qualification. As per the data collection the qualifications of
Librarians are as follows:

83. ~ 69 ~
Table-05
Qualifications of Librarians
S.N. Qualification of Librarians Number of KVs
1 Graduation 13
2 Post Graduation/ Above 21
3 Bachelor Degree in Library Science 18
4 Masters Degree in Library Science 16
5 NET/JRF/SLET 2
6 Computer Knowledge 34
From the above table it is clear that, all the librarians
are well qualified to run a school library smoothly. Also they have
knowledge of computer application. This knowledge of computer
application is a desirous qualification during the time of
recruitment of librarians. The library classes are organized in
school period system. The duration of a single period is 35
minutes. The librarians take about 6-7 periods in a day. Giving
library services within stipulated period of time is a difficult task.
Except the library periods, the librarians have to do so many other
school duties such as: escorting the students, organizing school
activities etc.
From the section 4.2.3 and 4.2.4 it is clear that a single
library staff has to satisfy about 1000 users in a limited period of
time. Automation of library is required to decrease the work load of
the librarians.

84. ~ 70 ~
4.2.5 Collections
The collections of the KV libraries include mainly books,
magazines and newspapers, CDs, DVDs etc. The following chart
shows the percentage of schools bearing different range of
documents.
The average number of collection of books, Magazines
and Newspapers are as follows.
Table-06
Number of Collections in KVs Libraries
S.N. Documents Average
Numbers
1 Books 7162
2 Magazines 17
3 Newspapers 7
NUMBER OF DOCUMENTS IN KV LIBRARIES
CHART-2
CHART-2
Total Number of KVs=34

85. ~ 71 ~
It means, a single library staff manage all the works
related to documents, acquisition, their circulation, preservation,
budgeting etc.
4.2.6 Library Housekeeping Operations
A library has to conduct a number of housekeeping
operations for the proper information dissemination. From the
literature survey, questionnaire and personal visiting to KV
libraries it came to know that most of the libraries are managing
the housekeeping operations manually instead of doing with
computer. The number of libraries using computer for different
housekeeping operations are as follows:
Table-07
Use of Computer in Library Housekeeping Operations
S.N. Housekeeping
Operations
Number of
Libraries
Percentage
1 Acquisition 18 52%
2 Circulation 6 18%
3 Classification and
Cataloguing
0 0%
4 Stock Verification 24 71%
5 Budgeting 25 73%

86. ~ 72 ~
About 52% of libraries are using computer for
acquisition of the books. For the most of the libraries, the motive
behind this acquisition is just to keep a record of all the
documents either on MS-word or MS-excel format. It may be
helping the librarian during stock verification of books only.
Acquisition of magazines, journals and newspapers are not being
done in this process.
Circulation is a main function of housekeeping
operation. Library automation is most necessary for the circulation
works. Automated circulation system decreases the work load of
the library professionals. In school library, due to diversity in user
groups the librarians may face problems to supply different
information to different user groups. For the circulation of the
books most of the librarians are using either card system or
register system. The procedures of circulation are as follows:
Table-08
Circulation Procedures
S.N. Circulation Procedure Number of
School
Percentage
1 Card System 17 50%
2 Register System 15 44%
3 Automated Circulation 02 6%

87. ~ 73 ~
Being an organisation of modern era, most of the
Kendriya Vidyalayas are using non automated circulation system
is a sorrowful task. The librarians are facing a lot of work burdens
for this. Only 6% of the schools are using automated circulation
system. The researcher interacts with them telephonically and
came to know that the librarians entering the data manually in the
computer for the issue and return of the documents. No barcode
system is followed. Hence, these libraries are also not fully
automated. Issue and return of the books in manual way spend a
lot of time of the librarians. The average number of the books
circulated regularly is given below.
Table-09
Average Number of Documents Circulated Regularly
S.N. Circulation Average Number
per day.
1 Books issued 108
2 Books Returned 98
In the card system and register system of circulation, the
librarians face a lot of problem to maintain the records. Issuing
books to primary students in this process is very difficult, as they
do not understand the value of the book card or library card.
As per the classification and cataloguing are concerned,
the libraries are not facilitate with these. Even in the automated

88. ~ 74 ~
libraries, the OPAC system is also not followed due to presence of
a single computer.
Use of stock verification is being done by computer in
about 71% of the Kendriya Vidyalayas. For the annual stock
verification they enter the accession number of the books in MS-
excel format which help them to check the books present and lost.
Budgeting is being done in computer just to keep data about this.
4.2.7 Library Services
The researcher wanted to know about two main library
services i.e. resource sharing and inter library loan. No library is
following these services for the welfare of the users. The other
library services like current awareness service, selective
dissemination of information, reprography services etc. are far
from the thinking of the librarians. Only the library service
followed is internet service, which is not opened for all users. The
internet service is utilised by the librarians for browsing and
downloading different information. The students in this stage
should be introduced about all these services.
4.3 Library Automation Software
There a number of library automation software available
in market. The softwares like LIBSYS, AUTOLYB, E-

89. ~ 75 ~
GRANTHALAYA, NEXLIB, SOUL and LIBSUITE may be used for
the school library. The researcher asked about the software, the
librarians wanted to use. The choice of the librarians is given in
following chart.
Choice of Automation Software
CHART - 3
From the data collected it is observed that most of the
librarians are trying to use E-Granthalaya for its free availability.
The two automated libraries are using this software where as other
15 libraries likely to initiate the automation system through this
software. No library is using costly automation software like
LIBSYS. Out of 34 librarians, 27 librarians showed their interests
to use E-Granthalaya for automating their libraries.
E-Granthalaya: A digital agenda for library automation
and networking, the dynamic library management and networking
Total Number of Librarians=34

90. ~ 76 ~
software from NIC is entering the KVs in a big way. There was a
two day hands on training programme on the software at the in
service course going on at KVS ZIET Mysore. KV librarians have
been looking for uniform software for all the KVs in the country for
the last many years and if the E-Granthalaya can fulfill the
requirements, it will revolutionise the libraries and boost up its
prospects as global learning points in the near future.
4.4 Automation and Library Personnel
For the automation of the library, the library personnel
should be well acquainted with the procedure of the automation.
They must have knowledge on library automation software. As the
libraries are managed with a single staff the automation is most
essential to run all housekeeping operations smoothly. The
librarians working in these libraries are well qualified and they
have enough knowledge on library automation. Some librarians
have also experience on working with the software like LIBSYS.
From the collected data the researcher came to know that all the
librarians are interested for the library automation.

91. ~ 77 ~
4.5 Expenditure and Maintenance
The school concerned is responsible for the expenditure
and maintenance of the automation of library. As compare with
the school financial level, some automation software costs more.
So the KVS and the school management like to use free
automation software like E-Granthalaya. The researcher interacts
with 2 librarians of automated libraries and came to know that as
the E-Granthalaya is free of cost, the financial system does not
interfere for its maintenance.
4.6 Financial system and Library Automation
Out of 34 respondents only 6 responded that the school
financial system becomes an obstacle for the library automation.
In other 82% of the Vidyalayas have positive attitude towards this.
Some Vidyalayas have sent quotation to purchase costly
automation software. The sorrowful task is that in the annual
budget of the library, no place is there for the funds to library
automation. The school budget mainly focuses on the expenditure
for books and journals. But after initiation of the library
automation, the budget will have a place for the expenditure on
the automation.

92. ~ 78 ~
4.7 Problems in Initiating Library Automation
Having a provision of library automation in KVS library
policy; having a great interest of the librarians; having a good
support of the school management, the Kendriya Vidyalaya
Libraries are not fully automated. It seems there are some
problems and obstacles behind this. So the researcher wanted to
know about the problems and constraints in initiating library
automation. The respondents stated their problems as follows:
Table-10
Problems in Initiating Library Automation
S.n. Problems in initiating
library automation
Number of
schools
Percentage
1 Software selection 9 26%
2 Hardware selection 10 29%
3 General training 25 74%
4 Lack of interest of KVS 4 11%
5 Organisation feels that
automation is not required
2 5%
6 Financial problem 6 18%
7 KVS does not provide
automation software
27 79%
8 Remote areas 12 35%
9 Extra duties to librarians 24 71%

93. ~ 79 ~
4.7.1. Software Selection
Selection of useful software for the school library
automation is becoming a difficult task for about 26% of the
librarians. The reason is that, good and popular software costs
more and some librarians do not want to use free software due to
their less facility.
The librarians were asked about the software they want
to use for the automation. Most of the librarians want to use the
free or cheap software. The responses of the librarians are:
Table-11
Choice of Automation Software by Librarians
S.N. Automation Software Number of
librarians want to
use.
1 LIBSYS and others 7
2 E-GRANTHALAYA 27
Out of 34 librarians 27 librarians want to use E-
Granthalaya for automating there library. It is because of flexibility
of this software. Some librarians have initiated automation with
this software. But due to low processor, old form of operating
system and unavailability of internet in the library, they are
unable to proceed forward.

94. ~ 80 ~
4.7.2. Hardware Selection
In some libraries the supplied computers have less
memory capacity. Some libraries are having the computers with
64mb RAM and P3 or P4 processors. They have also very old form
of operating system like Window-98. Now-a-days, for most of the
automation software the hardware and software required are
minimum 1GB RAM, Window XP, VISTA or above. Out of 2
automated libraries, one library is using E-Granthalaya. But due
to low capacity of RAM, the OPAC system is not available in the
library.
4.7.3. General Training
About 75% of the respondents complain about lack of
general training for the library automation. The procedure of
teaching learning system is same in all Kendriya Vidyalayas. The
library policy is applicable and obeyed by all schools of the
Sangathan. The KVS should organise general training for the
librarians to initiate library automation. The librarians have
attended in an average of 3 trainings and 1 seminar during their
service period, which is very less for the professional development
of the librarians. The trainings and seminars gives less focus on
library automation and more focus on the other activities of the
libraries.

95. ~ 81 ~
4.7.4. Lack of Interest of KVS.
Only 11% of the respondents showed lack of interest for
initiation of library automation. According to them KVS has given
provision of library automation in library policy, but it does not
give emphasis on practical difficulties of the library automation.
4.7.5. Organisation feels that Automation is not required.
In some Kendriya Vidyalayas the Principals are not
acquainted with the term library automation. They feel that
automation means use of computer in library. They do not
understand about the procedure, functions and requirements of
library automation. They also feel that the duties of the librarian
are confined to issue and return of the books. Therefore they do
not take interest for automating the library. Only 5% of the
librarians responded about this complain.
4.7.6. Financial Problem
Financial problem for library automation includes fund
allocation of funds for the automation in library budget,
expenditure for maintenance of automation system etc. Most of
the librarians did not complain about this. About 18% of the
libraries have financial problems for initiating library automation.