An integrated library system (ILS) is an enterprise resource planning system for a library used to track items owned, orders made, bills paid, and patrons who have borrowed.An ILS is usually comprised of a relational database, software to act on that database, and two graphical user interfaces (one for patrons, one for staff). Most ILS separate software functions into discrete programs called modules, which are then integrated into a unified interface. Examples of modules include: acquisitions (ordering, receiving, and invoicing materials), cataloging (classifying and indexing materials), circulation (lending materials to patrons and receiving them back), serials (tracking magazine and newspaper holdings), and the OPAC (public interface for users). Each patron and item has a unique ID in the database that allows the ILS to track its activity.
Larger libraries use ILS to order and acquire, receive and invoice, catalog, circulate, track and shelve materials. Smaller libraries, such as private homes or small organizations and institutions (e.g. churches and synagogues), often forgo the expense and maintenance required to run an ILS and instead use a simpler library computer system which has limited functions.
In recent years, general information retrieval systems have become more advanced. Search engines such as Google and online sellers such as Amazon have created user-friendly interactive systems which appear more attractive to users. Library communities are also making efforts to develop more sophisticated, user-friendly systems equipped with a federated search engines. A federated search engine can retrieve information from multiple subscription based databases (deep web), library holdings, and general web sources with one search query. Library communities are also increasingly looking into open source programs.
HistoryIntegrated library systems (ILS) were often known as library automation systems or automated systems in the 1970s and early 1980s. Before the advent of computers, libraries usually used a card catalog to index its holdings. Computers were used to automate the card catalog, thus the term automation system. Automation of the catalog saves the labor involved in re sorting the card catalog, keeping it up-to-date with respect to the collection, etc. Other tasks automated include checking out and checking in books, generating statistics and reports, acquisitions and subscriptions, indexing journal articles and linking to them, as well as tracking interlibrary loans.As the Internet grew, ILS vendors offered more functionality related to the Internet. Major ILS systems now offer web-based portals where library users can log in to view their account, renew their books, and be authenticated to use online databases.
Examples Open-sourceEvergreen - Evergreen is an open source, consortial-quality Integrated Library System (ILS), initially developed by the Georgia Public Library Service for PINES (Public Information Network for Electronic Services).Evergreen development began in 2004, when GPLS determined that no available ILS software could meet the needs of PINES. Evergreen 1.0 went live in September, 2006.
Koha - Koha is an integrated library system (ILS) and was the first open source ILS. Koha was created in 1999 by Katipo Communications for the Horowhenua Library Trust in New Zealand. The first installation went live in January of 2000.
Various Advantages of Information Management Systems as a Management Information System (MIS)The system provides information on the past, present and project future and on relevant events inside and outside the organization. It may be defined as a planned and integrated system for gathering relevant data, converting it in to right information and supplying the same to the concerned executives.
The main purpose of MIS is to provide the right information to the right people at the right time.
The Concept of management information systems originated in the 1960s and become the byword of almost all attempts to relate computer technology and systems to data processing in business. During the early 1960s, it became evident that the computer was being applied to the solution of business problem in a piecemeal fashion, focusing almost entirely on the computerization of clerical and record – keeping tasks.
The MIS concepts are vital to efficient and effective computer use in business of two major reasons:
• Serves as a systems framework for organizing business computer applications.
• Emphasizes the management orientation of electronics information processing in business.
• A management information system is an integrated man – machine systems that provides information to support the planning and control function of manager in an organization.
The output of an MIS is information that subs serves managerial functions. When a system provides information to persons who are not managers, then it will not be considered as part of an MIS. For .example, an organization often processes a lot of data which it is required by law to furnish to various government regulatory agencies. Such a system, while it may have interfaces with an MIS, would not be a part of it, Instances of such systems is salary disclosures and excise duty statements. By the same token to sophisticated computer – aided design system for engineering purposes would also not be a part of an MIS.
Generally, MIS deals with information that is systematically and routinely collected in accordance with a well-defined set of rules. Thus, and MIS is a part of the formal information network in an organization. Information that has major managerial planning significance is sometimes collected at golf courses. Such information is not part of MIS, however, one- shot market research data collected to gauge the potential of a new product does not come within the scope of an MIS by our definition because although such information may be very systematically collected it is not collected on a regular basis.
Normally, the information provided by an MIS helps the managers to make planning and control decisions. Now, we will see, what is planning and control. Every organization in order to function must perform certain operations. For Example, a car manufacturer has to perform certain manufacturing activities, a wholesaler has o provide water to its area of jurisdiction. All these are operations that need to be done. Besides, these operations, an organization must make plans for them. In other words it must decide on how many and what type of cars to make next month or what commissions to offer retailers or what pumping stations to install in the next five years.
Also an organization must control the operations in the light of the plans and targets developed in the planning process. The car manufacturer must know if manufacturing operations are in line with the targets and if not, he must make decisions to correct the deviation or revise his plans. Similarly the wholesaler will want to know the impacts that his commissions have had on sales and make decisions to correct adverse trends. The municipal corporation will need to control the tendering process and contractors who will execute the pumping station plans.
Generally, MIS is concerned with planning and control. Often there are elaborate systems for information that assists operations. For example, the car manufacturer will have a system for providing information to the workers on the shop floor about the job that needs to be done on a particular batch of material. There may be route sheets, which accompany the rate materials and components in their movement through various machines. This system per se provides only information to support operation. It has no managerial decision-making significance. It I not part of an MIS. If, however, the system does provide information on productivity, machine utilization or rejection rates, then we would say that the system is part of an MIS.
Generally MIS has all the ingredients that are employed in providing information support to manager to making planning and control decisions. Managers often use historical data on an organization’s activities as well as current status data make planning and control decisions. Such data comes from a data base which is contained in files maintained by the organization. This data base is an essential component of an MIS. Manual procedures that are used to collect and process information and computer hardware are obvious ingredients of an MIS. These also form part of the MIS. In summary , when we say that “ an MIS is an integrated man – machine systems that provided information to supports the planning and control function of managers in an origination . It does the following function.
- sub serves managerial function
- collects stores , evaluates information systematically and routinely
- supports planning and control decisions
- Includes files , hardware , software , software and operations research models.
MIS advantage1. It Facilitates planning: MIS improves the quality of plants by providing relevant information for sound decision – making. Due to increase in the size and complexity of organizations, managers have lost personal contact with the scene of operations.
2. In Minimizes information overload: MIS change the larger amount of data in to summarize form and there by avoids the confusion which may arise when managers are flooded with detailed facts.
3. MIS Encourages Decentralization: Decentralization of authority is possibly when there is a system for monitoring operations at lower levels. MIS is successfully used for measuring performance and making necessary change in the organizational plans and procedures.
4. It brings Co ordination: MIS facilities integration of specialized activities by keeping each department aware of the problem and requirements of other departments. It connects all decision centers in the organization.
5. It makes control easier: MIS serves as a link between managerial planning and control. It improves the ability of management to evaluate and improve performance. The used computers has increased the data processing and storage capabilities and reduced the cost.
6. MIS assembles, process, stores, Retrieves, evaluates and disseminates the information.
7. Collection, development and maintenance - Able to identify number of volumes, copies and titles available in the collection. Keep track of serials subscriptions with regard to receipt and claims of missing issues. Keep track of serials vendor’s performance so as to help in deciding whether to look for better services. Record and identify items received from source/s, important if items received are not satisfactory and need to be returned.
8. Circulation- Generates report comparing actual use of materials with types of materials requested or ordered. Generates circulation statistics, including interlibrary loan, that helps library managers in making informed and sound decision on collection development management such as relocation of little used items or weeding, justifying the additional purchase of a particular title by examining the patterns of reservation and loans and for budget allocation. Produces report on loan/check-in activities and by analyzing the report, to allocate staff for counter duties, shelving duties and to reinforce claims for more staff, overtime hours, and temporary staff. Analyze report on fines collected due to change in fines policies. Analyze circulation statistics report in order to adjust loan status or length of loan.
9. Acquisitions - Generates report identifying general trends in acquisitions of materials such as time needed to purchase items, cost trend among sources.
10. Technical services - Produces report on online bibliographic service costs (such as items searched, cost per time and vendors used), which will aid in fund management. Generates report on volume of items catalogued into the database, the average entry level, and the amount of time required from getting the materials to database entry to physical processing until placing materials on shelves to be used, the information from the report (when information is analyzed) of which will aid/justify in making decisions whether to get more staff.
11. Reference services - Produces report identifying areas used most by reference staff and patrons, extent of use of online databases and the frequency of use of CD reference source, all of which facilitates in the decision-making of collection development management.
12.Scheduling - Generates report identifying scheduling of use of facilities, materials reservations, equipments and audiovisuals and its demands, which assists library managers/librarian in ensuring optimum use of facilities or equipment or the purchase or addition of new facilities and equipment. Produces report identifying patron request not fulfilled, hence providing valuable information to library managers to improve library services to patrons.
ReferenceNoorhidawati Abdullah. “Building blocks of an integrated library management system” Lecture, University of Malaya, Kuala Lumpur.
Deddens, Marcia. 2002. Overview of Integrated Library Systems. http://net.educause.edu/ir/library/pdf/DEC0201.pdf
