When all the internal activities of the library are organized mainly through computers, the system is called automated library system. The main internal functions of a library are access control, cataloguing, transaction control, journalingand periodical control. Also currently considered are automated library systems for information retrieval, automated and semi-automated digitization, networking, etc. In addition to computers, telecommunications and networking have assumed a very important role in automated library systems. Invented by Hollerith in 1880, the punch card was one of the main tools of automation in various fields. Perhaps the University of Texas first started using punch cards to control their transactions in 1936.
Over time, library services were introduced to cope with increased demand and staffed by unprofessional and less professional staff. Computers, Information Engineering, Internet and Information Technology have revolutionized the field of data collection, analysis, storage, retrieval and serving.
Automated journal and periodical control systems / Automated Serial Control are discussed below:
With the help of automated journal and periodical control system, acquisition processing of the library’s journals and periodicals can be done easily and quickly. Automated journal and journal control systems, however, are quite different from normal book acquisition or purchase order systems. Journals and magazines are not published at all like books. They are published continuously at different time intervals. For example – weekly, bi-weekly, monthly, fortnightly, semi-annually, annually, etc. Because of these complexities, journal and periodical control differs from book acquisition control systems. Naturally, journals and periodicals are purchased more regularly than books and require several additional fields in their catalogs.
The simplest journal and periodical control system is to create a list of information in terms of each title. From this, subject-wise or other information-wise lists are available. This system uses pre-punched cards to keep track of the probable arrival times of all titles in the library. This card contains short title or section, a number a date and various information related to receipt. Each card is hand-arranged in the card cabinet. When a particular issue of a journal arrives in the library, it is matched with an arrival card. The card is then picked up and placed in a separate file or cabinet. The card data is then retained in the computer for a certain period of time. Thus, a reminder or claim certificate is sent to the publisher or vendor for any card lying in the bank.
Typically, computer systems do not have a card reader. So in this computer system, the arrival cards are stored on DVD or CD ROM after processing.
Functions of Automated Journal and periodical Control System:
Basically, the main function of this system is to control and maintain inventory of journals and periodicals.
To do this job properly, this system performs the following duties:.
A. Collecting data of journals and newspapers;
B. placing purchase orders for new journals and periodicals;
C. Revamping of existing journals and periodicals;
D. To stop the purchase of some journals and newspapers if necessary if there is no customer demand;
E. Proper documentation of any volume when it reaches the library;
f. Sending reminders of need;
G. Sending public demand certificate of any newspaper number required;
H. Taking necessary steps to recover the lost issues of the magazine;
I. List of journal and newspaper arrivals, arrivals or cancellations in the library at specific times and various information related to recent location;
J. Accounting for financial deposit costs;
K .Making appropriations for the next financial year .
For the automatic journal and journal control system to function properly, roughly four files, such as the purchase order file, financial file, retention file, and vendor or supplier files, are required.
How many levels do you have to go through to build such a system?
Level 1: Design a worksheet to fill in various information related to the purchase order.
Level 2: The worksheet data is then sent to a temporary file. This file contains purchase order clauses. Each record in this file creates a data segment with a tag number. e.g. -for titles
050 $a Yasick Bulletin #
$a =subfield indicator #=field separator
Many records together make up a group. Each group is made up of two subgroups. The first subgroup consists of the first sub-group contains the minimum required data set and the second sub-group contains the number, issue and possible date of receipt of the journal or paper.
Level 3: Final purchase order letter is sent to the supplier by processing the above groups.
All these methods can be listed sequentially and expressed as follows:
A. Read the data parts of the first subgroup of the first group;
B. Stores them in specific memory blocks for purchase instructions;
C. Read the serial number and probable date of receipt from the second sub-group of the first group;
D. Store purchase instructions in memory specific to them;
E. Write purchase order records in the purchase order file;
F. Create all purchase order records. For example, if a block contains 12 numbers, then 12 purchase order records must be recorded; or repeat steps (d) to (e) above;
G. Do procedure after procedure in this way until all group documents are processed.
Level 4: Purchase orders as needed. Processing of files, such as – 1. Sending reminders;
2. Sending the claim certificate;
3. Creation of container files, etc.
Level – 5: Processing of content files.
Level 6: Processing of budget files and purchase order files for compilation of financial reports.
Controlling the acquisition of journals and periodicals is an expensive and complicated process for any library. Any journal or newspaper is published at different intervals. Their prices also increase subsequently. Journals and periodicals are non-refundable if lost or undelivered by the library. Due to these reasons, journal and magazine management is now being done with the help of automated systems so that the entire process can be done very quickly and efficiently to satisfy the users.
