Dhaka University Internship Report Of Nazmus Sakib

INTERNSHIP REPORT

Submitted for the Partial Fulfillment of B. A. (Honours) 8th Semester

Examination of 2014

Submitted By Examination Roll Number: 2816

Registration Number: 2010-215-793

Session: 2010-11

Department of Information Science and Library Management

University of Dhaka

2014

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Of Nazmus Sakib

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Internship Report Submitted to the Department of

Information Science and Library Management for the

Partial Fulfillment of B. A. (Honours) 8th Semester

Examination of 2014

i

Preface

An internship is a very good opportunity to gain practical knowledge about any real world concept.

Internship bridges the theory with the practice in any particular field of study. Thus it clarifies the

theoretical concept of the students which may not be possible only through class lectures and

follow up examinations. Internship gives the students a clear concept about what they learnt in the

theory and whether these are implemented in the real world situation accordingly or with

modifications. This real life experiences helps the students to make them eligible for the job

environment.

In this internship report I will describe my experiences during my internship period. The internship

report contains an overview of the internship institution and the activities, tasks and projects that

I have worked on during my internship. Writing this report, I also will describe and reflect my

learning objects and personal goals that I have set during my internship period.

The main objective of the Internship Report is to fulfill the partial requirements for course BISLM-

428 Internship in Libraries and Information Institutions of the B. A. (Honor’s) Degree in

Information Science and Library Management. It is the output of the one month long (30 working

days) internship in the Dhaka University Library.

After the completion of the internship program I have gathered enough experience about the

acquisition, processing and dissemination of library reading materials, managerial activities, stock

verification, library website, reference services, old manuscript preservation, etc. which I have

shared in different chapter of the report. There are also some observations from my point of view

which I think would be considerable to the authority for the betterment of the Dhaka University

Library.

ii

Acknowledgement

I am very much grateful to all the teachers of the Department of Information Science and Library

Management; University of Dhaka, for providing me the opportunity to take part into the

Internship Programme in the Dhaka University Library under the course BISLM 428 Internship in

Libraries and Information Institutions for the partial fulfillment of B. A. (Honor’s) 8th semester

examination of 2014. It was a great opportunity for me to have a practical experience about the

theoretical knowledge that has been disseminated by our meritorious teachers throughout the four

years integrated honor’s programme.

My deep appreciation is extended to the Acting Librarian of Dhaka University Library, Professor

Dr. S. M. Zabed Ahmed, who is also the Chairman of the Department of Information Science and

Library Management; University of Dhaka, and the other library officers and staffs for their co-

operations, suggestions and guidance to complete the internship programme.

I am indebted and thankful to my learned and revered supervisor Dr. Salma Chowdhuri for her

upbeat personality, kindness; encouraging support and willingness to help have tangibly and

greatly improve the quality of my Internship Report and brought up to its present status.

I owe my deepest gratitude to the authors whose work I have used in this report as I had to depend

on different national and international publications for the completion of the internship report.

iii

Table of Contents

Page Number Preface ii

Acknowledgement iii

Table of Contents iv

List of Tables v

List of Figures vi-vii

List of Abbreviations viii-ix

Chapter – I : Introduction 1-9

(a) Rationale of the study (b) Meaning of internship (c) Objectives of the study (d) Scope of the study (e) Methodology (f) Limitations of the study (g) Organizational structure of the report

Chapter – II : Overview of Dhaka University Library (DUL) 10-21

Chapter – III : Acquisition Section 22-26

Chapter – IV : Processing Section 27-37

Chapter – V : Circulation Section 38-47

Chapter – VI : Reference Section 48-52

Chapter – VII : Planning and Development Sections 53-56

Chapter – VII : Other Sections 57-68

Chapter – IX : Koha 69-108

Chapter – X : Recommendations and Conclusion 109-112

Reference : 113

iv

List of Tables

Table-1 : Persons Trained by the Certificate and Fulbright Courses

Table-2 : Brief Schedule of the Internship

Table-3 : Programme Schedule of the Internship

Table-4 : Dhaka University Library overview

Table-5 : Lending limit & amount

Table 6 : Fine details

Table 7 : Collection of reference section

Table 8 : List of journals

Table 9 : Equipment’s of reprography section

Table 10 : Koha history timeline

Table 11 : Comparison between Koha and other customized/commercial library software

v

List of Figures

Figure-1 : Schematic View of the Study

Figure 2 : Organizational Structure of the Report

Figure-3 : DUL Main Building

Figure-4 : DUL Science Library Building

Figure-5 : Accession Register

Figure-6 : Interface of the Acquisition Module

Figure-7 : Catalog Slip Format

Figure-8 : Other side of the Catalogue Slip Format

Figure-9 : Login Interface

Figure-10 : Main Entry

Figure-11 : Added Entry under Subject Heading

Figure-12 : Added Entry under Title

Figure-13 : Shelf List Entry

Figure 14 : Preparation of a Book Card

Figure 15 : Searching through OPAC

Figure 16 : Catalogue Search to input Data

Figure 17 : Process of input Data in automated catalogue

Figure 18 : Process of generating catalogue card

Figure 19 : DUL Book Card

Figure 20 : DUL Borrowers Card

Figure 21 : DUL Index Card

Figure 22 : A sample of DUL gate pass

Figure 23 : Circulation Module

Figure 24 : Issue Process in automated circulation

Figure 25 : Issue of a material in automated system

Figure-26 : Interface for Book Return

Figure-27 : Interface for Book Return

Figure-28 : Interface for the FAQ Service

Figure-29 : Interface of the Ask a Librarian Service

Figure-30 : Interface of GLAS software

Figure-31 : Interface of present OPAC in library website

Figure-32 : Book selection

Figure-33 : Spine Label

Figure 34 : Dhaka University Library Automation Model

Figure-35 : Interface of Dhaka University Institutional Repository

Figure-36 : User Interface of Dhaka University Journal

Figure-37 : DUL OPAC Search

Figure-38 : Old Manuscript

Figure-39 : Koha working process

Figure-40 : Cataloguing workflow

Figure-40 : Koha login screen

Figure-41 : Koha cataloging screen


vi


Figure-44 : Field 0

Figure-45 : Leader 000 Figure-46 : Fixed Length Data Elements

Figure-47 : Field 1

Figure-48 : Field 100 Figure-49 : Field 110

Figure-50 : Field 111

Figure-51 : Field 2




Figure-55 : Field 3



Figure-58 : Field 4


Figure-60 : Field 5



Figure-63 : Field 6 Figure-64 : Field 650

Figure-65 : Field 7




Figure-69 : Field 8


Figure-71 : Field 9 & 942

Figure-72 : Item Field

Figure-73 : Bibliographic Details Field

Figure-74 : Bibliographic Details Field

Figure-75 : Edit record field

Figure-76 : Edit item field

vii

List of Abbreviations

AACR2 - Anglo-American Cataloguing Rule

AGORA - Access to Global Online Research in Agriculture

ALA - American Library Association

AR - Accession Register

BA - Bachelor of Arts

BAS - Bangladesh Academy of Sciences

CAS - Current Awareness Service

CAD - Cash Against Delivery

CD - Compact Disc

DOAJ - Directory of Open Access Journal.

DDC - Dewey Decimal Classification

DVD - Digital Versatile Disc

DU - Dhaka University

DUCL - Dhaka University Central Library

DUL - Dhaka University Library

DULAP - Dhaka University Library automation Project

DULIS - Dhaka University Library Integrated System

GLAS - Graphical Library Automation System

HINARI - Health Inter Network Access to Research Initiative

ID card - Identification Card

INASPPERI - International Network for the Availability of Scientific Publications

Program for the Enhancement of Research Information

ISBD - International Standard Bibliographic Description

ISBN - International Standard Book Number

ISO - The International Organization for Standardization

ISSN - International Standard Serial Number

IT - Information Technology

JSTOR - Journal Storage

LAN - Local Area Network

L/C - Letter of Credit

http://www.aginternetwork.org/

viii

MARC - MAchine-Readable Cataloging

OPAC - Online Public Access Catalogue

SDI - Selective Dissemination of Information

SRU - Search/Retrieve via URL

TEC - Tender Evaluation Committee

UGC - University Grants Commission

UNDP - United Nation Development Program

1

Chapter-I

Introduction

2

Introduction:

“Education” and “Library” are two indivisible concepts fundamentally related to and co-existent

with each other. Library education means educating students to be qualified librarians or

information scientists through organized instruction and training. It represents a synthesis of

professional action and testifies to the importance, value and necessity of libraries for the present

and the future. According to UNESCO, the goal of library education is to develop professionals

who are qualified to establish, manage, operate and evaluate user-oriented information systems

and services (Large, 1987). In addition, the programme should to familiarize students with the

role of information scientists in the society and make them fully aware of sources of information

and develop skills for exploring these information resources.

Formal library education began in North America in 1887 with the first classes at the School of

Library Economy, Columbia University, under the direction of Melvil Dewey. In Bangladesh,

the library and information science education began in 1952 when its London-trained Librarian,

Mr. Fazal Elahi, introduced a three-month training course for the library staff at the Dhaka

University Library. The course was discontinued after only one session. Between 1955 and 1959,

four three-months subject-wise training courses were conducted with the help of Fulbright

scholars under the supervision of Mr. M. S. Khan, Librarian, Dhaka University Library. These

courses drew the attention of a satisfactory number of library staff and persons interested in

librarianship.

Year Name of Courses Number of Persons Trained

1952 First Certificate Course in Librarianship 03

Fulbright Courses 1955-1956 First 08 1956-1957 Second 35 1957-1958 Third 30 1958-1959 Third 34

Total: 110 Table-1: Persons Trained by the Certificate and Fulbright Courses

There was no training facility apart from the Fulbright courses available in Bangladesh until

October 1958, when the newly formed East Pakistan Library Association (EPLA-1956), now the

Library Association of Bangladesh (LAB), instituted a regular six-month Certificate Course in

librarianship. It was the precursor of regular library education at undergraduate level in

Bangladesh (Ahmed, 1993).

The accomplishment of the Fulbright courses convinced the university authority and ultimately

led to the introduction, in 1959, of a one-year Postgraduate Diploma Course in the Department of

Library Science at the University of Dhaka under the direction and guidance of its UK trained

librarian, Mr. M. S. Khan. This course was subsequently elevated to a Master’s Degree Course in

1962, M. Phil in 1976 and Ph. D Degree in 1979 (Ahmed, 1987).

During 1987-88, a three-year Bachelor of Arts (B. A.) with honor’s in Library and Information

Science began at the University of Dhaka (University of Dhaka, 1988). In 1997-98 session, the

Department of Information Science and Library Management abolished three-year B. A. honor’s

3

courses. At the same time, the University has introduced four-year honor’s courses at

undergraduate level leading to Bachelor of Information Science and Library Management

(BISLM) began with new syllabus designed to combine the fundamental ‘core subjects’ and

‘specialized subjects’ of modern librarianship with major adjustment of comparative subjects of

other disciplines. The department also introduced the semester system in both honor’s and

Masters Programme during the session 2006-07 and the syllabus was redesigned with various

aspects of modern librarianship. During this period the course BISLM 428 Internship in

Libraries and Information Institutions was introduced in the course curriculum for the 4th

year 8th semester students.

Rationale of this internship:

The internship program at Dhaka University Library (DUL) is designed by the department of

Information Science and Library Management to focus on the practical aspects of the library

functioning and services. This internship program will help students to relate their theoretical

knowledge with practical observations. It helps in acquiring practical experiences in different

sections of the library. Through this study the present status of the library and its overall

deficiencies could be identified and the possible solution may also be determined.

Meaning of internship:

The modern concept of internships essentially springs from the medieval apprenticeship.

Internship provides real world experience to those looking to explore or gain the relevant

knowledge and skills required to enter into a particular career field. Internships are relatively

short term in nature with the primary focus on getting some on the job training and taking what’s

learned in the classroom and applying it to the real world. Interns generally have a supervisor

who assigns specific tasks and evaluates the interns overall work.

The Random House Dictionary defines the word as:

“Any official or formal program to provide practical experience for beginners in an occupation

or profession.”

So, an internship is a work-related learning experience for individuals who wish to develop

hands on work experience in a certain occupational field. Most internships are temporary

assignments that last approximately a month up to a year.

Internship report:

Internship reports are reports which are written (and often presented) upon completion of an

internship. The goal of an internship report is to provide an overview of the assignment(s)

completed and lessons learned, and to reflect on the intern’s personal observations and

experiences of the working environment.

http://www.intstudy.com/link?article=130&target=http%3A%2F%2Fwww.thebigchoice.com%2FPlacements

4

Objectives of Internship:

The main objective of the study is to earn practical knowledge about the systems and services of

the Dhaka University Library through direct participation and/or observation in the different

sections of the library as an intern. This objective may further be clarified as follows:

Gain practical experience.

To present an overview of DUL.

Perform professional responsibilities in a tenure-track academic library setting

Develop critical awareness of professionalism in librarianship

Opportunity to work in career related or professional environment

To assess the existing condition of library resources and services.

To justify the extent of automation of the library functions by using an integrated

library system.

To evaluate the efficiency of the new library website.

To explore the procedure in practice for the acquisition of library materials with

special reference to books and journals.

To understand the process followed for the subscription and providing access to

online journals.

To discover the methods used in terms of processing of library reading materials.

To measure the effectiveness of both the manual and online catalogue searching.

To analyze, observe and evaluate the lending procedure, activities and fine details

maintained by the circulation desk.

To examine the existing condition of the reading room facilities and carrel service.

To estimate the adequacy and the quality of reference services provided to the library

users.

To investigate the existing condition of the library stack area.

To realize the rich manuscript collection of the library.

Observe the unique challenges of the research library environment

Provide career awareness for the students

Give the students the chance to evaluate, reflect upon and try a career field

Provide professional networking contacts

Develop self-confidence as they identify skills, abilities and talents

Scope of the Internship:

This study constitutes the experiences and observations of the candidate earned during the 30

working days in the different sections of the Dhaka University Central Library and the Science

Library Building as required for the partial fulfillment of the Bachelor of Arts (B. A.) honor’s

degree in Information Science and Library Management under the Faculty of Arts, University of

Dhaka. There are six working days in a week and the Saturday remains half while the Friday is

off.

5

The study basically covers the four main sections of the DUL:

Acquisition Section

Processing Section

Circulation Section

Reference Section

Besides these the study also covers the other sections as follows;

Accounts Section

Periodicals Section

Reader’s Service

Planning and Development Section

Science Library Building

Manuscript Section

Rare Book Section

Old Newspaper Section

Seminar Section

Muktijudho Cell

Resource Center for the Visually

Impaired Students

Cyber Centre

UN Collection

The programme schedule is given as under:

Schedule in Brief

Group-1 Group-2 Group-3

Days Time Venue Time Venue Time Venue

Sunday

to

Thursday

8:00 am to

12:00 pm

Science

Library

12:00 pm to

4:00 pm

Science

Library

4:00 pm

to

8:00 pm

Science

Library

Saturday 10:00 am to

1:00 pm

Science

Library

2:00 pm to

5:00 pm

Science

Library

5:00 pm

to

8:00 pm

Science

Library

Sunday

to

Thursday

12:00 pm to

2:00 pm

Central

Library

10:00 am to

12:00 pm

Central

Library

2:00 pm

to

4:00 pm

Central

Library

Table-2: Brief Schedule of the Internship

6

Schedule of Central Library

Date & Time Sections Group-1 Group-2 Group-3 Working

Days

15-24

December,2014

Planning &

Development

12:pm to

2:00 pm

10:00 pm to

12:00 pm

2:00 pm to

4:00 pm

10 days

28

December,2014

To

1 January, 2015

Processing

12:pm to

2:00 pm

10:00 pm to

12:00 pm

2:00 pm to

4:00 pm

5 Days

5-6

January, 2015

Acquisition 12:pm to

2:00 pm

10:00 pm to

12:00 pm

2:00 pm to

4:00 pm

2 Days

7-8

January, 2015

Manuscript 12:pm to

2:00 pm

10:00 pm to

12:00 pm

2:00 pm to

4:00 pm

2 Days

11-12

January, 2015

Reprography 12:pm to

2:00 pm

10:00 pm to

12:00 pm

2:00 pm to

4:00 pm

2 Days

13-14

January, 2015

Reader

Service

12:pm to

2:00 pm

10:00 pm to

12:00 pm

2:00 pm to

4:00 pm

2 Days

15 & 18

January, 2015

Accounts &

Administratio

n

12:pm to

2:00 pm

10:00 pm to

12:00 pm

2:00 pm to

4:00 pm

2 Days

19-20

January, 2015

Periodicals 12:pm to

2:00 pm

10:00 pm to

12:00 pm

2:00 pm to

4:00 pm

2 Days

Saturday, working in Science Library 4 Days

Total 30 Days

Table-3: Programme Schedule of the Internship

Methodology:

While selecting the methods one should consult both the previous similar type of studies as well

as with the experts in the area. This study is based on the methods mentioned as follows:

1. Study Design: The present study can be visualized as follows:

Figure-1: Schematic View of the Study

Recommendations and Conclusion

Organization of the Other Sections and Problems Encountered

Functional and Procedural Mapping of the Four Main Sections of Dhaka University Library

Literature Review and Background

Introduction and Methodology

7

2. Literature Review: Some literatures on the topic were studied and reviewed to examine

the status of library and information system of the Dhaka University Library. A

comprehensive bibliography of the available literature has been compiled, and given at

the end of the report.

3. Observation: I have applied observation method because this method is very important

to gather reliable data. Through this method I obtain the required data by directly

observing library personnel performing activities in their workplace.

4. Direct Participation: Direct participation in any work is very important to know and

learn about the actual work process. I have also gathered information directly by

participating in the work in different sections and worked with the library personnel

physically.

5. Personal Interview: The personal interview is generally recognized as the most

important and most often used fact-finding technique. I have collected information from

the concerned personnel through face-to-face interaction to clarify my concept about the

major library operations.

Limitations of the Study:

The study suffers from the following limitations:

1. Time: The internship program consists of 30 working days in the DUL which is very

short to explore the systems and services of the largest library of the country. Even the

time barrier restricts the candidate to prepare a detailed report.

2. Lack of Information: The major barrier to the candidate is the lack of adequate

confidential informational sources.

3. Co-operation: Another limitation of the study is the lack of co-operation from some of

the concerned employees of the library.

8

Organizational Structure of the Report:

The text of the internship report has been organized as a logical progression in the following

seven major chapter including preliminaries and bibliographies.

Figure 2: Organizational Structure of the Report

Chapter-X: Recommendations & Conclusion

Chapter-IX: Koha

Chapter-VIII: Other Sactions

Chapter-VII: Planing & Development Section

Chapter-VI: Reference Section

Chapter-V: Circulation Section

Chapter-IV: Processing section

Chapter-III: Acquisition Section

Chapter-II: Overview of DUL

Chapter-I: Introduction

9

Chapter – II :

Overview of Dhaka

University Library

(DUL)

10

Background of DUL:

Dhaka University was established in 1921 by an Act XVIII of 1920 which is properly known as

Dacca University Act. The library started functioning along with the functioning of the

university. Initially, the library started with a collection of 18,000 of books received from Dhaka

College and Dhaka Law College (Rahim 1981: 130). F.C Turner, the former Principal of Dhaka

College was the first Librarian of Dhaka University Library and Fakhruddin Ahmed succeeded

him in the post in 1922. By 1924 the library added 16,000 books at an expenditure of RS.

1, 50,000 /- . Annual grant to the library was amounted to RS. 34,000 /-.

The library was initiated with in 1921 with 877 students, 60 teachers of 12 departments under

three Faculties viz. Arts, Science and Law. Then the library was housed in the premises of Dhaka

Medical College and later it was transferred in the ground floor of a building situated at the

northern bank of a pond of Curzon Hall premises. The library was shifted to its new building in

the present Arts Faculty campus in 1964.

Library Collection: The Dhaka University Library collection is the largest university collection in Bangladesh. It is

also the largest library in many respects, namely in respect of collection, of user population and

of library professional as well as non-professional staff. The library has also the largest number

of manuscript collections.

At present the Dhaka University Library has 6, 39,133 volumes of books and bound journals,

over 30,000 rare and old manuscripts; and numerous microfilms, microfiches, CDs and DVDs.

There are 265 titles of journals amongst which foreign 173, local 22 and gratis are 70. Some rare

books and documents have also been collected in microform (microfilm and microfiche). The

teachers, researchers and students will be able to read and to download more than 22,000 online

journals of 46 publishers. The library is enriched with available reference materials such as

atlases, dictionaries, encyclopedias, annual reports, statistical year books and other publications.

At present the library serves about 35,000 individuals, comprising of faculty members, students,

researchers, staffs and approved members of other academic communities.

Functions of DUL:

The main aim of the DUL is the expansion of education and research in the field of Arts,

Sciences, Social Sciences, Commerce and Law. The function of the library may be broadly

grouped as (Tapp, 1999: 2):

(a) Acquisition (including selection, ordering and accessioning of materials),

(b) Processing (including cataloguing, classification, indexing, catalogue card,

book preparation, card preparation, etc.),

(c) Circulation (including issues and discharges, fines collection, readers service, book stock

maintenance),

11

(d) Reference services (including serial, thesis and dissertation, newspaper, UN

collection),

(e) Reprography services,

(f) Manuscript collections (including preservation, cataloguing and publishing),

(g) Administration (including management information gathering, staff

management, budgeting).

Library Layout:

All the activities of the library are performed from three separate buildings, viz.:

Administrative building

Main library building, and

Library building(Science Section)

Administrative Building:

The Administrative Building of the Dhaka University Library is situated just behind the Main

Library Building. It is a three storied building comprises the following sections in its different

floors.

In the ground floor of the administrative building the following sections are housed:

Old Newspaper Section Seminar Section Resource Centre (for the visually impaired students) Cyber Centre

The first floor comprises the section as mentioned here:

Acquisition Section Processing Section Periodical Section Binding Section Accounts Section Despatch

The second floor constitutes with the following sections:

Administration Manuscript Section Reprography Section

12

Main Library Building:

Figure-3: DUL Main Building

The ground floor of the main library building consists of the following major units:

Reader Service:

Circulation Counter and

Information Desk Reference Section Old and Bound Periodicals Unit Daily Newspaper Desk Rare Book Section Muktijudho Cell UN Collections

American Studies Corner Korea Corner Gazette Room Research Assistance Room Catalogue Card Cabinet Unit Token Counter Photocopy Unit

Planning and Development:

Automation Section

Server Room

Computer Room

Borrowers ID Card Room

Hardware Maintenance Room

The first and second floors of the library consist of the following units:

Student Reading Rooms Photocopy Units Book Stack Areas Carrels

The book stack area of the first floor of the main library includes books of thirteen disciplines viz. Sociology, Statistics, Political Science, Economics, Law, History, International Relations, Philosophy, Geography, Journalism, Anthropology, Social Welfare and Public Administration.

13

The book stack area of the second floor of the main library includes books of fourteen disciplines, viz. Information Science and Library Management, Psychology, Religion, Linguistics, Business Administration, English, Bengali, Islamic History and Culture, Arabic, Urdu and Persian, Sanskrit and Pali, Islamic Studies.

There are reading rooms in the first floor as well as in the second floor. Here 300 students can read at a time issuing books of above disciplines from the stack area. There is also a separate reading room for female students. There is a computer for students in the issue counter for

searching books. There are nine carrels for teachers and researchers in the stack area.

Science Library Building:

Though the science library is a part of the main library, it is located in a separate building near the science faculty campus. At the beginning, the science library was in the physics block of the Curzon Hall. But later on, the building proved to be very inconvenient, and a new building was created. The science library shifted to its new building in the early part of the year 1982. The Dhaka University Science Library is headed by one Deputy Librarian and is assisted by the other staff. All the works of acquisition and processing are however done by the main library.

Figure-4: DUL Science Library Building

There are 4 reading rooms in the first floor of the Science Library Building. Here 400 students can read at a time. The reading rooms are air-conditioned. There is also a reference room in the first floor of the building. Teachers, researchers and students can use theses and reference tools here. There are separate seating arrangements for teachers. Teachers, researchers, registered graduates, officers and employees can issue 10 books, 3 books, 1 book, 5 books, and 1 book respectively for 30 days. They can have necessary photocopies paying Tk. 0.50 for per exposure.

A complaint box is kept in every floor of the Main building and Science Building for readers. They can lodge any complaint in the box to redress the grievances. Those boxes are opened every week and necessary action taken accordingly. Besides, there is a senior officer in every floor who acts as a floor in charge. Readers can inform him about any sorts of problems for early

14

solution. If he fails, readers can ventilate the same to the librarian for taking necessary action. Science Library contains the books of 21 disciplines. The ground floor of the science library has the following unit:

Administration

Token Counter

Daily Newspaper Desk

Circulation Counter

Book Stack Area

Periodical Unit

Photocopy Unit

The first floor of the science library has the following units:

Reading Rooms (Male and Female) Confined Section Reference and Thesis

Policies and Rules of Dhaka University Library:

The policies and rules of the Dhaka University Library as per ordinance are mentioned as

follows:

1.

a) The use of the Library with all its Sections shall Ordinances be subject to Rules made by

the Syndicate on the recommendation of the Library Committee and the Academic

Council.

b) The Library Committee shall consist of the following:

i. The Vice-Chancellor, Dhaka University. Chairman

ii. The Pro-Vice-Chancellor, Dhaka University. Member

iii. The Dean of the Faculty of Arts, Dhaka University. Member

iv. The Dean of the Faculty of Commerce, Dhaka University. Member

v. The Dean of the Faculty of Science, Dhaka University. Member

vi. The Dean of the Faculty of Biological Sciences, Dhaka University. Member

vii. Three members of the Academic Council to be appointed by the

Academic Council for one year. Member

viii. The Librarian, Dhaka University. Member Secretary

2. The General Library shall be opened from 7.30 A. M. to 3. P. M. while the University is in

session and from 7.30 A. M. to 8. P. M. during vacations. It shall be wholly closed on

University holidays and will not be closed during the Annual Inspection. No books shall be

issued to students for use in the Reading Rooms within the last half-hour previous to daily

closing.

15

3. The Librarian is empowered to close the General Library or any section or Sections when he

thinks circumstances justify it; particular of every such case must be reported to the library

Committee at their next meeting.

4. Members of the classes hereinafter mentioned in Rule 10 (i-vi) may consult books in the

Reading Rooms intended for them.

5. Students of the University who have obtained the necessary admission card shall be entitled

to have not more than two books at one time for use in the Reading Rooms set apart for

them, but they shall not be allowed, except as hereinafter mentioned, to take books outside

the Library premises.

6. Students who have completed a course of study in the University and are eligible to appear

at any University or Government Competitive Examinations shall be permitted to use the

University Library under the same conditions as those applicable to regular students on

deposit of a sum of TK. 25.00 by the students in the Faculties of Arts, Social Sciences,

Commerce and Law and TK. 50.00 by the students of the Faculties of Science and

biological Sciences as caution money in each case provided that the Provost concerned

certifies that they are resident at Dhaka and are preparing for University or Government

Competitive Examinations.

Such students may also be allowed, with the sanction of the Librarian to take out books not

exceeding one at a time, for home use if the deposit TK. 25.00 or TK. 50 as the case may be

as Library Caution Money in addition to the sum of TK. 25.00 or TK. 50.00 mentioned

above.

Books so taken out must be returned within three days from the date of issue and defaulters

shall be liable to pay a fine of .25 paisa per volume for each week or part of a week beyond

the date of return and the may also forfeit the right of borrowing books at the discretion of

the Librarian.

7.

a) The Librarian is empowered to permit persons other than those previously mentioned,

to use the Library on such terms and conditions as he thinks fit subject to report by him

periodically to the Vic-Chancellor.

b) The maximum number of the external readers allowed to borrow books from the

Library is fixed at a number ranging from 20 to 25 per session. Such readers are

allowed to borrow only one book of which a second copy id available in the Library

against a Caution Money deposit of TK. 40.00 per volume for books on Arts, Social

Sciences, Commerce and Law subjects and TK. 50.00 per volume for those in Science

and Biological Sciences subjects.

8. Books which are rare or books of reference shall not be issued from the Library but they

may be consulted in the Library under such conditions as the Librarian may determine.

Costly books shall not be issued save with the special permission of the Library Committee.

A list of books falling under this Section shall be drawn up by the Library Committee after

report from the Librarian and Chairmen of Departments.

16

9. Persons other than members of the Syndicate and Officers and members of the Teaching

Staff of the University shall not have access to the shelves unless accompanied by a

University Teacher or a member of the Library staff.

10. Each member of the following classes shall have the privilege of taking out books from the

General Library subject to the conditions and restrictions as laid down below, or as may be

determined by the Library Committee in each case :

(i) Members of the Senate, the Syndicate and Officers of the University not more than 5

volumes at a time and members of the Teaching Staff of the University not more than 10

volumes at a time. The period of retention of books shall be of 14 days in cases of members

of the Senate, the Syndicate and Officers and 30 days in case of members of the Teaching

Staff. The Librarian may refuse to issue any further books till all overdue books are returned

or all charges cleared.

(ii) Research Student and Research Scholars shall be treated on the same basis for

membership of the Library. They shall be required to deposit caution money of TK. 50.00

each which will entitle them to borrow not more than four volumes at a time. The period of

retention of books shall be of 30 days.

(iii) Persons specially permitted by the Vive-Chancellor not more than two volumes at a

time for a period of 14 days.

(iv) Persons Graduates resident in Dhaka, on deposit of TK. 25.00 each shall be entitled to

borrow one volume at a time for a period of 14 days.

(v) Members of the University other than those mentioned above, at the discretion of the

Librarian, not more than 2 volumes at one time.

(vi) Research Assistant employed under various schemes and working in the University not

exceeding two volumes at a time for a period of 14 days.

(vii) 6 Honorary Teachers of the University not exceeding three volumes at a time for a

period of 30 days.

(viii) The Ministerial Staff of the University shall be Regulations accepted as members of

the Library on the recommendation of the Department or Head of Office. They shall be

required to deposit caution money of TK. 25.00 each, which will entitle them to borrow not

more than one volume at a time for a period of 14 days at the discretion of the Librarian.

Note: All deposits arc to be paid into the Accounts Office of the University and will be

refunded after deduction of any fine of charges outstanding against the depositor.

11. Chairmen of Departments in consultation with the Librarian may remove form the Library

for a period of one month books and maps that may be necessary for constant references in

connection with the work of Laboratories or demonstration in classes, such Chairmen being

personally of demonstration in classes, such Chairmen being personally responsible for the

safe custody of those books and maps. The number of books and maps that may be removed

at a time must not exceed twenty in any case.

17

12. Chairmen of Departments shall be allowed to countersign the issue of books, the number not

to exceed five volumes at a time, in order that they may be lent responsible for those books.

Such books are returnable within a week from the date of issue.

13. A borrower belonging to the Teaching Staff of the University shall ordinarily be entitled to

retain a book for 30 days. At the end of this period the book shall be returned to the Library

and if the same is not required by any other reader, it may be re-issued on the same day to

the same borrower for a further period of 30 days. If books become returnable on a holiday,

the may be returned on the date when the Library re-opens after the holiday. Books due for

return during a vacation may be returned within three days after the expiry of the vacation.

14. The rate of overdue charge from all classes of readers other than a student, a member of the

Syndicate or a person who in not a salaried person of the University or who has no Library

Caution Money at his credit for overdue books shall be fifty paisa for a week or part of a

week per volume. The overdue charge so imposed shall be realized from the salary of the

defaulter without further reference. In case of students the overdue charge shall be twenty-

five paisa for a week or part of a week per volume and shall be realized in cash by the

Accounts Office under intimation to the Library.

15. The non-return of a book by a member of the Syndicate or a person who is not a salaried

employee of the University or who has no Library Caution Money at his credit shall be

reported to the Syndicate for taking such action as may be deemed necessary in each case.

There should be uniform system, viz., the Card Charging system, of issuing books from the

General Library, excluding Reports and Periodicals which may be issued on printed

vouchers meant for the method of issuing books to persons specially permitted by the Vice-

Chancellor to use the University Library shall be decided by the Librarian as he thinks fit in

each case.

16. No student shall be permitted to sit for a University Examination unless he has returned,

prior to his taking the Admit Card from the Provost s Office, all books belonging to the

University Library which he has borrowed of if any such book has been lost or damaged,

paid the price demanded by the Librarian on account of such loss or damage. The Librarian

shall send a list of defaulting students to the Provosts concerned 14 days before the

commencement of their Examinations.

17. Reading room facilities shall be allowed to students due to appear in University

Examinations, after they have surrendered their Library Cards, against their University

Identity Cards.

18. Persons shall not be allowed to borrow books in more than one capacity.

19. The Librarian may refuse to lend out books except to the borrower in person stating the

reason for such refusal.

20. Manuscripts shall not be lent out of the Library without the special permission of the

Manuscript Committee.

21. No unbound part of periodicals or books not sufficiently protected by binding shall be

issued from the library except with the express permission of the Librarian. He may also

refuse to lend out books which are constantly required by teachers and students in

18

prosecution of academic work and research. Text books in constant demand by students

shall not be taken out of the Library by the teachers without the permission of the Librarian.

22. Each person other than a member of the syndicate, or an Officer or members of the

Teaching Staff of the University wishing to consult books in the Reading Rooms, must

insert in one of the slips provided for the purpose, his name and address (Hall, Registered

Number and Class in case of a student) as well as the call number and title of the book

required, and present the slip to the Issue Assistant in attendance. He will also deposit his

Library Card when the book is issued to him. The receipt slip shall be cancelled in the

presence of the borrower and his Library Card given back to him when the book in returned.

N. B. To prevent confusion, books are required to returned a few minutes before the close of

each hour by those who are about to leave the Library to attend classes.

23. No person entitled to take out books from the Library shall do so without up and handing to

the Issue Assistant in attendance his “borrower’s card provided for the purpose.

24. (a) Library Card of all readers other than those of the members of the Syndicate and Officers

and members of the Teaching Staff of the University shall be renewed every session.

(b) The charge for loss of a Token shall be realized from the person concerned at the rate of

TK. 8.00 only.

25. (a) Borrowers and readers are advised to inspect books issued to them at the time of issue

and to call the attention of the Library Assistant to any defects, marginal notes, act. The

borrower shall be liable to replace at his own expense any books lost or returned to the

Library, damaged or annotated by him. If the volume lost or injured forms part of a set and

cannot be replaced without the whole set being replaced, the borrower shall replace the

whole set. The damaged book or set in question shall then become the property of the

borrower.

(b) In case of inability of borrowers to replace books, the Librarian at his discretion may

realize three times the price of the book or books reported lost.

26. The Annual Inspection of the General Library shall begin from the 24th March (except in

years when that date falls on a weekly holiday or holidays when it shall begin on the next

opening day) and continue for 8 working days thereafter. All books on loan irrespective of

the date of borrowing must be returned of or before the 23rd March. The complete

verification of stock of the Library shall be completed in the years according to a scheme

provided for the purpose. (In the circumstances the question of closing the Library does not

arise as stock-taking will be done in sections by rotation over five years.)

Any person retaining one or more books after the commencement of the Annual Inspection

shall incur a fine of Taka one per book per day until such book or books are returned,

provided that the maximum fine levied under this Rule shall be Taka five. Fines so incurred

shall be reported to the Registrar.

27. (i) Before the Library the readers shall hand over their personal books, bags, sticks,

umbrellas, and parcels, opened or closed bags, attaches, portfolios, briefcases, newspapers

19

and loose garments etc. to the Library Attendant at the checking counter against numbered

tokens.

(ii) Bags and attaches are to be deposited retaining valuable materials like money and

golden ornaments, if any, with the entrants, otherwise Library workers will not be

responsible for losses of such valuable articles.

(iii) Deposited materials will have to be collected form the checking counter returning

respective tokens before 15 minutes of the closing of the Library of the same day. Library

Workers will not be responsible for safety of the article or articles not collected on the same

day.

(iv) Gate Pass is to be handed over to the Library Attendant at the gate while leaving the

Library. Library workers may check the readers thoroughly within the Library premises or

at the gate if required.

(v) Notes and exercise books may be allowed to be taken inside the Library subject to

checking at the gate at the time of departure. (vi) Books issued for study in the respective Reading Rooms shall not be removed to any

other Reading Rooms.

(vii) Male and Female students shall read in their respective Reading Rooms.

(viii) Smoking is strictly prohibited inside the Library.

(ix) Persons using the Reading Rooms shall abstain from smoking and conversation and any

other form of activity likely to disturb others and shall enter and leave the Library with as

little noise as possible.

28. The right of any reader to the use of the Library may be suspended or kept in abeyance by

the Library Committee for transgressing Library Rules.

20

Overview of Dhaka University Library:

Table-4: Dhaka University Library overview

Established 1921, 1 July (at the birth of Dhaka university)

Starting collection 18000 books (inherited form the library of

Dhaka college and Dhaka law college)

First librarian F.C. Turner

First professional

librarian

M.S. Khan

Present Collection The library has now 6,75,000 volume of books

and bound journals. Moreover, it has over

30,000 rare and old manuscripts, numerous

microfilms and microfiches

Opening Hours Saturday - Thursday : 08 AM – 09 PM

Friday : 03 PM – 08 PM

http://en.wikipedia.org/wiki/Microfilm

http://en.wikipedia.org/wiki/Microfiche

21

Chapter-III

Acquisition

Section

22

Acquisition Section:

This section is in the first floor of the administrative building. It is an important section of the

library. Books and journals of all Departments of the University are procured by this section and

after processing, copies of newly collected books are sent in the relevant departmental seminars

as per the request of the chairman. If a single copy is procured for any department, it cannot be

sent there, as there is no provision to send the single copy in any departmental seminar.

Harrod’s Librarians’ Glossary defined Acquisition as, “The process of obtaining books and other

documents for a library, documentation center or archive”.

The ALA Glossary of Library and Information Science defined Acquisition Department as, “The

administrative unit of a library which performs acquisition services”.

Objectives of Acquisition Section:

The main objectives of the acquisition section are as mentioned here:

1) A library should acquire and provide all the relevant reading materials to its clientele so

that the basic functions of the library are fulfilled.

2) A library should acquire all other books on the related topics. A University Library must

procure books on bordering subjects also so that comprehensive reading materials for

research and study are made available.

3) A library should contain all the reading materials pertaining to the history and culture of a

particular country, city, place or institution.

Techniques of Acquisition:

There exists three techniques for acquiring documents in the library and among them the last one

is currently not activated. These are as follows:

Purchase

Gifts or Donations

Exchange

Procedure for Acquisition:

In the Dhaka University Library the process of purchasing books is completed in two phases.

They are as follows:

Budget Allocation:

In every year an annual budget is allotted to procure the books and journals for all the

departments of the University, to pay salaries of all the staffs of the Library and to

maintain the development activities of Dhaka University Library. The budgetary amount

increases or decreases as per pecuniary situation of the University. Generally it increases

after certain intervals, after one years, two years or three years etc. The allocated total for

23

procurement of books and journals are re-allocated among the departments of Dhaka

University by the Deans convening meeting. Every department gets an amount of 25,000

taka each for the procurement of books and journals. Then the budget is re-allocated

considering the number of students of the departments and the price of books and

journals of the departments.

Process for Budget Allocation:

The allocation of budget for procuring books and journals goes by the following

steps:

Step-1: The budget is passed in the Dhaka University Senate.

Step-2: The Deans of the Faculties of Dhaka University allocates the budgets

among the Departments.

Step-3: Library Committee checks the budget and gives recommendations.

Step-4: Finance Committee checks the budget and gives recommendations.

Step-5: Dhaka University Syndicate checks the budget and gives the approval.

Budget Allocation for 2014-15 Fiscal Year:

In 2014-2015 fiscal year, the total budget for procurement of books and journals

(excluding the salary of the staffs) was 1, 12, 00,000 taka. Sixty percent of the budget is

allocated for the procurement of books and forty percent of the budget is allocated for the

subscription of online journals.

Procurement of Books:

The process for the procurement of books goes by the following steps:

Step-1: The acquisition section informs all the departments about the allocation

of budget and asks their demand for the procurement of books.

Step-2: The departments send their demand to the acquisition section.

Step-3: The acquisition section organizes the demands of the departments and

publishes notice as Invitation for Tenders in two national daily

newspapers, one in Bangla and the other in English.

Step-4: The interested vendors/suppliers cast their tender in the tender box

Within the time limit.

Step-5: The Technical Evaluation Committee evaluates and recommends the

best supplier on the basis of highest discount offered.

Step-6: The Finance Committee checks and recommends the best supplier.

Step-7: The University Syndicate checks and approves the best supplier.

Step-8: The Librarian issues appointment letter to the selected supplier.

Step-9: The supplier gives consent.

Step-10: The agreement is signed between the supplier and the University

Treasurer on three hundred taka stamp.

Step-11: Librarian supply booklist to the supplier for pro-forma invoice with

price evidence.

Step-12: Supplier submits pro-forma invoice to the acquisition section.

Step-13: Librarian issues work order to the supplier.

Step-14: Supplier supplies books and journals to the library.

24

Accession Register:

Accession Register is the basic record in the library about each document forming part of

its collection. Documents are numbered progressively as they are added to the stock and

entered in the register. Dhaka University Library maintains three types of Accession

Register as mentioned here:

Accession Register for Purchased Documents

Accession Register for Gifts

Accession Register for Journals

Accession register had maintain regularly from 1987. Till now 97 accession register are

used in Dhaka University Library. In an accession register 5000 book can be entered.

485000 book records are registered in accession register from 1987 to 2014.

Copy of the Ph. D and M. Phil. theses of the University students are gifted to the library

and are entered in the Accession Register for Gifts. A sample of the Accession Register

maintained by the DUL is showed here:

Accession

No. Author Title Place Publisher Year Size Pages Bdg. Cost Source Vol. Remarks

Figure-5: Accession Register

Automation of the Acquisition Section:

The functions of the Acquisition Section are now performed manually. At present the Dhaka

University Library is using an Integrated Library Automation System where there is a provision

for the automation of acquisition functions. So we can expect that the Acquisition Section will

start performing their functions in automated environment as soon as possible.

25

The Acquisition Module would be able to perform the following functions:

Budget Source

Budget Entry

Department Budget

Edit Book List

Add Book List

New Book Entry

Add Book Copy

Edit Source and Collection

Letter Number

Available Tasks

Report

Barcode

Upload Book Cover

Accession Register by Type

Figure-6: Interface of theAcquisitionModule

Suppliers of Documents in the Session 2014-15:

Dhaka University Library purchase documents from the following local agents:

Mollik Brothers

Paragon Enterprises Ltd.

Karim International

In order to purchase documents published in India, DUL deals with the following agents:

UBSPD

NCBA

The DUL purchase internationally published documents from a Singapore based international

agent Alkem. The books on Liberation War of Bangladesh are procured from the Ekushey Book

Fair. The locally published books are purchased through the Dhaka University Prokashona

Songstha.

Experiences in Acquisition Section:

From this section, the following experiences have been gathered-

How to reconcile the materials requirement of students, teachers and researchers.

How to publish tender for home and foreign vendors in media.

How to allocate budget for materials purchased.

How to maintain accession registrar and assign accession number in both manually

and digitally.

How to prepare and level barcode.

What is the process of Acquisition?

How to deal with Supplier.

How to pay through LC.

How to develop library collection.

26

Chapter-VI

Processing

Section

27

Processing Section:

One of the most important sections of a library or information institution is the processing

section which is referred as the technical section of the library. It is called the ‘heart of the

library’. It occupies a pivotal position round which all other activities take place. While the

acquisition section is responsible for building up a good collection, it is the technical section that

transforms the collection of documents into serviceable units.

The processing section of DUL stands on the southern side of first floor of administrative

building. Processed books are also sent from here in the relevant departmental seminar library as

per the request of the departmental heads. The books and other materials are processed in manual

and digitized way. From the annual reports of the Dhaka University it was revealed that in the

beginning books were not catalogued and were entered in a register. During the session of 1923-

24 “Sheaf Catalogue” was introduced. The sheaf catalogue still exists for books which were

received up to 1952. Books acquired after 1952 were entered into card catalogue, and the library

has been maintaining a dictionary catalogue. Since then the library books were catalogued

according to Anglo American Cataloguing Rules (AACR) of 1927-28 and now the library

follows AACR-II code. The Dewey Decimal Classification was introduced to classify books

during 1952-53 session and subsequently new arrival have been classified according to that

system.

Procedure for Processing the Documents:

The processing section processes all the books, journals, and M. Phil. and Ph. D. theses

papers.For cataloguing some tools are necessary, these are- AACR2, Sears’s list of subject

heading etc. In preparing catalogue the following functions are done-

Step-1: Documents are received from the Acquisition Section.

Step-2: Then the documents are assigned classification number.

Step-3: For each document a manual catalogue entry is prepared on a slip.

Step-4: Then the bibliographical data of the document are entered into a catalogue slip

format.

Step-5: The catalogue slip format is edited.

28

The sample of catalogue slip format is as follow:

Figure-7: Catalog Slip Format

Figure-8: Other side of the Catalogue Slip Format

Step-6: The title is searched through the OPAC to check if there is any previous copy to

Assign he correct copy number.

Step-7: The bibliographical data of the document is inputted into the computer.

29

Step-8: The inputted bibliographical data is edited and then saved.

To input the bibliographical data into the computer the cataloguer has to log into the Library

Automation Software by using User Name and Password. The sample of the interface for log in

is as follow:

Figure-9: Login Interface

Step-9: The catalogue card for the document is automatically generated. Three types of

entry i.e. Shelf List entry, Main Entry and Added Entry are generated. Totally

four catalogue cards are prepared for each document.

30

Here are some samples of the automatically generated catalogue card as follows:

Figure-10: Main Entry

Figure-11: Added Entry under Subject Heading

Figure-12: Added Entry under Title

31

Figure-13: Shelf List Entry

Step-10: The book card for each book is generated automatically.

Step-11: The Dictionary Catalogue and the Shelf Entry is searched to check if there is

any previous copy for the catalogued item.

Step-12: The catalogue card is filed in the catalogue cabinet in the alphabetical order

while the shelf list entry is filed in another cabinet in the classified order.

Preparation of Manual Catalogue:

DUL uses some rules in the case of manual catalogue so that the process of catalogue becomes

easy. The rules are given below:

Diagonal slash (/) after title followed by author’s name.

Space dash space (4 spaces) for edition, place and series.

Only dash space (3 spaces) if edition, place, series start from 1st indention.

1 space for both small Roman and Arabic numerals for ‘p’ of pagination.

1 space for cm. i.e. 27 cm.

A semicolon before height in cm. i.e. ill. ; 27 cm.

3 dots after the name of the 1st author in case of more than 3 authors, then the

phrase [et al.] meaning ‘and others’ in square brackets.

1 space after ‘p.’ for bibliography.

Since DU library follows AACR-2 so tracing is kept bottom the card.

If there is both publication data and copyright date, the publication date is used

and if there is no publication date, copyright date is used. In this aspect, latest

copyright date is received.

No dot (.) and no space for ‘c’ of copyright, i.e. c2007.

There is no use of Cutter figure here. Instead of it, the 1st two letter of author and

the 1st letter of title are used.

In the case of volume, there will be no pagination. Instead of pagination, there

will be volume.

32

There are three different colors for different faculties. These are-

White catalogue cards: Arts faculty

Blue catalogue cards: Science faculty

Yellow catalogue cards: Law faculty

Pink catalogue cards: Reference section

Based on the slip, there are four catalogue cards have been prepared-

i. Title card - 2 (one is for general user other is for the Additional list)

ii. Author card- 2 (one is for general user and other is for shelf list)

Preparing Book Card:

A book card is usually generated or prepared in the processing section but used in the circulation

desk. A book card is very essential for issuing book in manual system.

A book card sample is given below:

C. 1 471349

338.7491

DUC

Duncombe , Stephen.

Cultural resistance reader, 2002.

Date Due Name of borrower

Figure 14: Preparation of a Book Card

33

Automated Cataloguing:

Automated catalogue means catalogue that is prepared based on computer system .In this system

all bibliographical information is given into the system which follows AACR 2. User can search

book by author, title, key-word etc.

Since modern libraries are adapting automated system, DUL uses the following rules in the case

of automated catalogue:

Figure 15: Searching through OPAC

At first, the book has to search through the title or author or call no or accession number.

If there is missing the book, have to input again.

Again, if the book is inputted, but has to update the copy number, has to go old catalogue

edit option of software and then edit copy number.

34

Figure 16: Catalogue Search to input Data

In automated catalogue, have to fill up some information of books in computer. These

are: author name , title , imprint , control , subject , accession no , physical description ,

notes and summary . DU library will have to fill up the red marked box in software.

Otherwise the entry of catalogue will be cancelled.

Figure 17: Process of input Data in automated catalogue

35

If the process of fill up the information is appropriate then have to go last step note and

fill up information. Then click save button. If the process of saving is correct, the

computer will reply the message “Successfully done”.

Instead of preparing catalogue card manually, now the system automatically produce the

same catalogue that DUL use.

Figure 18: Process of generating catalogue card

Bibliographic Standards Used by the Processing Section:

The processing section of the Dhaka University Library maintains the following bibliographic

standards:

Dewey Decimal Classification (DDC), 23rd Edition.

Anglo American Cataloguing Rules-II (AACR-2)

Sears List of Subject Headings, 20th Edition.

MARC 21 format is not used now but there is a provision for using MARC 21

format in the software.

For building Author Mark the processing section does not follow any

internationally recognized method but takes two initial letters of the author’s

surname and one initial letter of the title. If the main entry is under the title, then the

author mark will be the three initial letters of the title.

36

The colors of the catalogue card of the documents are varied as follows:

White Catalogue Card for the books of Arts, Social Science and Business Studies

faculty.

Green Catalogue Card for the books of Science Faculties.

Yellow Catalogue Card for the books of Faculty of Law.

Red Catalogue Card for the Reference Materials of the Main Library.

Green Catalogue Card for the Reference Materials of the Science Library.

Experiences in Processing Section:

How the rules of AACR2 are implemented.

How to make a manual catalogue.

How to make a computer input.

What is way of copy checking

How to determine subject heading.

How to assign call number.

How to make catalogue card for different type of book.

How to edit data entry in computer.

How to prepare a book card.

How to make labeling.

37

Chapter-V

Circulation

Section

38

Circulation Section:

The ALA Glossary of Library and Information Science defined circulation desk as, “A counter

or desk where items from the library collection are charged and discharged”

Harrod’s Librarians’ Glossary defined circulation as, “The total number of books issued from a

library in a given period”.

One of the most important sections of any library is circulation section. It is a very crucial task.

So, the work of circulation has therefore to be planned and managed with efficiency. To check

and control the movement of documents, it is necessary to have a system for the same. A

circulation system helps a library user in the use of books and other library materials. All jobs

related to a method of borrowing books and returning them after use, creation and maintenance

of relevant records and files etc are referred as circulation work.

It is interesting to note that the “open access system” was introduced in 1934-35. It proved to be

successful as the volume of book issue increased tremendously and the library became very

popular. It had, however, to be withdrawn due to heavy loss of important books and valuable

journals. The library returned to the “closed access system” which is still continuing.

Functions of the Circulation Desk:

In the 1st and 2nd floor the circulation desk issues books to the students only through modified

Browne Charging System. The functions are enumerated as follow:

Step-1: The students search the catalogue manually or by computer and put the

bibliographical data on to a slip and give it to the circulation clerk.

Step-2: The circulation clerk searches the book in the stack area by its call number.

Step-3: If he gets the book then he brings it to the circulation desk and removes the book

card from the book pocket.

Step-4: Then he stamps the issue date, student’s card no. and hall name on the book card.

Step-5: Then he inserts the book card into the student’s library card and keeps it in the

drawer for particular hall and gives the book to the student for reading in the

reading room.

The following functions are required for returning the book to the circulation desk:

Step-1: Students returns the book to the circulation desk.

Step-2: The circulation clerk sort out the student’s library card and removes the book

card from it.

Step-3: Then he returns the students library card and keep the book card in the book

pocket and keep the book in a separate shelf for further issue.

Step-4: After one or two day the circulation clerk re-shelves the book to its accurate

place in the shelf.

39

Registration of Members:

First step in any circulation system is to register the patrons or users. Registration identifies

borrowers as a member of community or as an enrolled student, faculty of staff members. In

registration the information like name, address, designation, contact no. are included. In DUL,

the authority provides both manual and digital borrowers ID card to be used in circulation.

Prerequisite for Lending Materials:

Library card: It is permission of librarian to use DUL library.

Book card: This card is kept with book in which date of lending and returning is

written. Book card includes author, title, call number, accession number, volume

number, year of publication etc information of a book. A sample of DUL book card

is given in following:

Figure 19: DUL Book Card

40

Borrowers’ card: User keeps this card as record for how many books he has taken

when these will be return etc. This card includes call number, return date, receiving

date. This card is provided to teachers and researchers. A sample of DUL borrower

cad is given in the next page:

Figure 20: DUL Borrowers Card

Library /Index card: It is maintained by circulation desk as record of lending

book. Index card includes call number, return date, issue date, due date, remark.

This card is kept in the library for official purposes. A sample DUL index card has

been shown below:

41

Figure 21: DUL Index Card

Pass card: It is the permission to take issued books out by library authority.

Figure 22: A sample of DUL gate pass

Gate Pass

Dhaka University Library

(A Permission Letter to Issued Book )

It is permitted to…………………………………… to take issued book out the

………………………number of books.

Signature of Employed Staff

…………………………………………

…………………………………………

Accession number of Borrowed Books:

…………………………………………………………..

…………………………………………………………..

42

Lending of Books:

Circulation is an activity whereby library materials are lent to borrowers and records of such

loans are maintained. Lending is related with charging and discharging. In DUL the Browne

charging system is applied.

Designation Amount (in Copies) Limit (in Days)

Teachers 10 30

Researcher (M. Phil) 03 30

Students 02 14

Registered Graduate 01 30

All Officers 05 30

3rd & 4th Class Staffs 01 30

Table-5: Lending limit & amount

Recall Notice:

Recall notice is one the most important activities of circulation section. When library needed the

material that is borrowed by a user, this recall notice is send to the user.

Reminder Notice:

Reminder notice is sent to a user if he/she fails to return the book on due time.

Return, Renew, Reservation:

Each book is returned by the accession number of that book. By renewing book, user can extend

their date of return. When a book is already issued by one user but the book is needed by another

user, in that case the other user can make reservation of that book.

Fine:

Fine is generated for two reasons-

Lost of any book: If a user lost any issued book in that case-

He/she will has to buy the latest copy of that book for library

If that book is not available then he/she will have to pay triple amount of

the original price.

43

Delay in returning book:

Designation Fine (Per Week)

Teachers 0.50 Tk.

Researcher (M. Phil) 0.50 Tk.

Students 1st & 2nd (0.50 Tk.) 2nd& 3rd (1.00 Tk.) 5th (3.00Tk.)

Registered Graduate 0.50Tk.

All Officers 0.50Tk.

3rd & 4th Class Staffs 0.50Tk.

Table 6: Fine details

Automated Circulation:

In the recent year’s automated process have been used in the circulation section. In the central

library this automated facilities are only provided for the teachers and researchers. In the Science

library, circulation is done by following both manual and automated system. All the services of

circulation section are not provided yet.

Figure 23: Circulation Module

44

Automated issue Process:

Figure 24: Issue Process in automated circulation

Figure 25: Issue of a material in automated system

Book Searching

Log In

Issue (Circulation Module)

Enter User ID (using barcode reader)

Enter Book Barcode(using barcode reader)

Click issue button

45

The following functions are required for returning books to the circulation desk:

Step-1: The user came to the circulation desk along with the book and the Digital ID

card.

Step-2: The circulation clerk scans the User ID by a barcode scanner. As a result the

User Information is displayed in the computer monitor. This is done through the

Return function of the Circulation Module of the Library Automation Software.

If the user has not any Borrowers

ID card then the book is returned

by following Browne Charging

System as followed in the

circulation desk in the 1st and 2nd

floor of the Main Library which is

mentioned earlier.

Step-3: Then the barcode on the title

page of the book is scanned by

the Barcode Scanner. As a result

the book information is displayed

on the computer screen. The

accession number of the book can

also be inputted in the computer

through keyboard.

Figure-26: Interface for Book Return

Step-4: Now the staff presses the return button which results into an assurance message.

Then the staff presses the Ok button and the book is being returned.

Figure-27: Interface for Book Return

46

Step-5: The book card is also removed from the borrower card and it is given to the user.

Then the book card is inserted into the book pocket and the book is sent to the stack area

for re-shelving.

Other activities of Automated Circulation:

Through automated circulation the following functions are done more effectively and efficiently-

Return of issued item

Fine calculation

Current status of a user

Current status of a book

Overall transaction of the circulation section in a specific time.

Generate automatic reminder to the user etc.

Experiences in Circulation Section:

How to use book card, index card, borrower’s card

How to maintain issue system.

How to maintain receiving system.

How the fines are calculated and generated

How to know about new arrival.

What about the recall notice, reminder letter and reservation.

The overall book transaction system

Idea about booking and holding

Infrastructure and administrative problem.

47

Chapter-VI

Reference

Section

48

Reference Section:

Edwards (1957: 65) stated, “Reference work is not only, as the phrase suggests, the use of books

on the premises, as against borrowing them for home reading, but an individual and a personal

service to each reader, to enable him to obtain the information he requires with the greatest care,

and the least possible delay”.

Right contact is must in a library to find out the required documents. Right contact means contact

between the right reader and the right reader at the right time in the right personal way (Kumar;

1992). Reference service is the way of that right contact. Reference department refers to the

department of a library having books which may not be taken away but have been for

consultation in the library only.

Reference Section is situated in the south side of the ground floor of main building. The Daily

Newspaper desk is adjacent to the south side of the reference section.

Collection of Reference Section:

The reference materials that are available in Dhaka University Library (DUL) are discussed

below as a table with their information matter.

Collection Type Subject Matter

Dictionaries Words

Encyclopedias General information or overview of topic

Directories Names and addresses of people, organizations,

institutions and companies

Biography/ Biographical Dictionaries Profiles of people

Gazetteers or Atlases Places or maps

Almanacs Facts and statistics

Handbook & Manual Formula, tables, how to do something

Reviews or criticisms A person’s work

Historical tables, Chronologies,

Historical yearbooks

Dates, outlines, historical timelines

Indexes or abstracts Periodical Articles

Bibliographies or Guides to literature Books and other sources

Table 7: Collection of reference section

49

The type of reference materials includes the followings:

M. S. Theses

M. Phil. Theses

Ph. D. Theses

Dictionary

Encyclopedia

Atlas

Banglapedia

Services of Reference Section:

New arrival are stored in 3 shelves

Ready reference service is provided

Provides reading room facility

All sorts of basic reference tools are placed here.

Compilation of study-aid materials

Reference Services Provided in the DUL:

The Dhaka University Library provides the following kinds of reference services.

1. User Orientation:

Dhaka University Library offers user orientation programs. The library authority issues letter to

each and every department to send their newly admitted students for the user orientation. The

student adviser of the department sends a letter mentioning the date for user orientation. In 2014-

15 session, 1952 students from 20 departments among the 72 department’s responses positively

to the user orientation programme.

2. Frequently Asked Questions (FAQ) Service:

The user can avail the FAQ service by visiting the library website. The user should press the

FAQ button in the library home

page. Then he will get a new web

page with an organized set of

questions. He should click on to the

question that coincides with the

question raised in his mind and the

answer of the question will

automatically be displayed in the

screen just below the question.

Figure-28: Interface for the FAQ Service

50

3. Ask a Librarian:

Dhaka University Library also offers

Ask a Librarian service by exploiting its

newly launched website. In the library

home page there is a button for availing

the Ask a Librarian service. The user

should press it, and then a new web

page appears having four boxes for user

name, e-mail address, subject and

message. The user should fill the boxes

with required information and press the

Send e-mail button which will complete

the process of posing a query to the

librarian.

The chief librarian checks the e-mail

twice every day and gives answers to

the relevant questions through the e-

mail.

Figure-29: Interface of the Ask a Librarian Service

Experiences in Reference Section:

How to deal with the information seekers

How to provide ready reference service.

51

Chapter-VII

Planning and

Development

Sections

52

Planning & Development section:

Planning and development is a large field and it covers many tasks and services. It is in the

ground floor of the main building. This section has been working since 1998. Almost in every

other section this section works or provides services. Some types of activities are-initiating a

project, developing a project etc.

The activities of planning and development section are as follows:

- Affixing with all IT related activities

- Software, hardware and network maintenance

- Backlog catalog data entry and edit

- Bar-code label production of books and journals

- Issue of borrowers ID card

- Cyber center, internet facilities and on-line journal services

- Old newspapers, rare books and manuscripts digitization.

Automation Practice in Dhaka university library (DUCL):

In view of the vital role of automated system in the Libraries of modern age, it was genuinely felt

that a suitable system be acquired for automation purpose. To provide better and faster user

services in a convenient way, the Dhaka University Library has decided to automate its

operations and services. In 1998, the library started its automation program named as Dhaka

University Library Automation

Project (DULAP), funded by

UNDP and UGC (University

Grants Commission). The Dhaka

University Library has installed

proven library software GLAS

(Graphical Library Automation

System) equipped with a network

server and a number of PCs

distributed Circulation section in

a local area network (LAN) within

the different sectors of the library

and faculty buildings of the

university. The system is being used for creating bibliographic databases, controlling acquisition,

cataloguing and serials, effecting bar-coded circulation, reservation and recall systems, current

awareness services (CAS), selective dissemination of information (SDI) services and online

literature searches of the national and international data bases through CD-ROMs and also via

internet. It is a matter of great satisfaction that the system has shown commendable results and

the library users have widely appreciated it. The retrieval functions of the system have been

particularly useful in getting the desired material within the shortest possible time.

Figure-30: Interface of GLAS software

53

The University Authority has embarked on the computerization of the University of Dhaka

Library in a project called Dhaka University Library Automation Practice (DULAP1996). The

main activities and functions are:

Procurement of requisite hardware.

Procurement of internationally recognized library software.

Establishing a Local Area Networking (LAN) between the main library and the science

library.

Availing CD-ROMS (Compact disks-read only memory) facilities for users.

Recent years, Dhaka university library started new automation project to automate its different module in

library. It has already installed its activities in acquisition section, Cataloguing section, and Circulation

section. In upcoming days it will spread up its span to cover all activities in library. For initiatives of

automation section now Dhaka university catalogue database can be browsed in online as well as in

library. the link of Dhaka university library.

www.library.du.ac.bd

Figure-31: Interface of present OPAC in library website

54

Our activities in planning and development section:

Selecting book for binding and spine leveling :

Select book for binding and spine leveling is a function of the

planning and development section. The books which binding are

destroyed, are kept for binding. Books are also selected for attaching

spine level which spine level

Figure-32: Book selection

Spine label print:

Spine level is the place from which a user or service provider can trace the desired

documents or book. It is very helpful in finding out the required materials in a very short

time and without any complexity.

Figure-33: Spine Label

Experiences in Planning and Development section:

How to access to the online catalogue of Dhaka university library

How to access to the online catalogue on web environment

How to Edit the existed catalogue

how to search Catalogue efficiently

How to subscribe National and international journals

How to make a Barcode tag for book

How to make plan for library development

55

Chapter-VIII

Other

Sections

56

Other Sections

Apart from the above main sections, there are many other sections also in Dhaka University

Library from where we can get many services. The activities of these sections are described

below:

Automation Section:

Mechanization of library housekeeping operations predominantly by computerization is known

as library automation. The most commonly known housekeeping operations are acquisition,

serial control, cataloguing and circulation control. In recent times, even the related topics such as

information retrieval, semi-automatic/automatic indexing and networking of automated system

are also treated as part of library automation (Rao, 1996). Today “Library Automation” is by far

the most commonly used term to describe the mechanization of library activities using the

computer.

Background: To provide better and faster user services in a convenient way, the Dhaka University

Library has decided to

automate its operations

and services. In 1998,

the library started its

automation program

named as Dhaka

University Library

Automation Project

(DULAP), funded by

UNDP and UGC

(University Grants

Commission). The DU

library had installed a

proven library software

GLAS (Graphical

Library Automation

System) equipped with

a network server and a

number of PCs Figure 34: Dhaka University Library Automation Model

distributed in a Local Area Network (LAN) within the different sectors of the library and

faculty buildings of the university .In 2007, the work of catalogue data entry applied via

GLAS software. After then, the software Interim Solution was used for one year. After

57

that, new library software has started with the help of ‘Centre for Excellent’ of Dhaka

University. 4,050,000 books had given barcode number through this software. The name

of this software has selected DULIP (Dhaka University Library Software).

At present time, new customized software named DULIS (Dhaka University Library

Integrated System) has been installed in the library.

Activities of Automation Section:

Procurement of requisite hardware for the purpose of installing DULIS

Procurement of internationally recognized library base software.

Updating Dhaka University Library website.

Establishing a Local Area Network (LAN) among the different sections of the

Main Library and the Science Library.

Providing CD-ROM reading facilities for users

Generating barcode

Maintaining online resources: The following online resources have been

maintained by automated section-

A. Dhaka University Institutional Repository:

The goal of this repository is to increase the visibility, use and impact of the

university's research publications

by offering them to use through the

university's own digital archive.

The archive consists of full text

materials produced in the

university, such as theses,

internship reports, journal articles,

conference proceedings and

research materials produced by the

Departments/ Institutes/Research

centers of the University.

The Dhaka University Institutional

Repository is based on DSpace

which was developed by MIT and

Hewlett Packard to address the

preservation and dissemination

needs of MIT. It is Institutional

Repository software which is

written in JAVA and utilizes a

PostGreSQL database layer.

Figure-35: Interface of Dhaka University Institutional Repository

58

B. Dhaka University Journal:

In the Dhaka University there are several journals published by different faculties

and departments.

Publishing hard copy

journals seems to be

costly and the amount of

money allocated for this

purpose is not adequate.

As a result most of the

journals are not

published in regular

intervals. The goal of this

system is to increase the

visibility, use and impact

of the university's

scholarly articles by

University Journal

offering them to use

through the university's

Figure-36: User Interface of Dhaka

own online platform. The system consists of full text articles produced in the

university. Journals are kept in this site by the automation section through Quick

Submit plug-in.

C. OPAC:

One of the most Existing aspect of library automation today is transaction to

OPAC (Tyagi, 2001). In case of

using DUL OPAC, user can

search the desired information by

putting their desired query. The

keywords are relating to title,

author, subject, location, year and

call number begins with others.

The OPAC is used for searching

books, DVD, CDs, journals,

thesis, manuscript, music and

more. The search result shows

the all bibliographical items of

the resources.

Figure-37: DUL OPAC Search

59

Experience in the Automation Section:

How to add an article to Dhaka University Journal site through quick submit plug-

in. How to generate barcode.

What are criteria for selecting library software?

How to maintain LAN among different section.

Administrative Section:

All kinds of administrative activities are performed here. This section caters all the

administrative needs of the whole library.

Recruitment of 3rd class employees, 4th class employees.

Maintenance of all official records / documents, preparation of annual report both in

Bengali and English.

Convention of meetings of all committees, writing proceedings report, disciplinary

actions taken against the employees, sending recommendation to the higher authority for

promotion etc of all officers and employees are performed in this section.

Besides these, other relevant reports are sent to different offices and organizations

according to their needs through the Administrative section.

Accounts Section:

This section operates overall financial activities.

Accounts and records of all the pecuniary transactions of the library are maintained in

this section.

Different bills are prepared and sent to the office of the director of accounts for payment

of the same.

The salary bills of the staff of the library other than the officers are also prepared here

and sent to the office of the director of accounts for necessary arrangements of passing

the bill.

After passing, it is sent back to the librarian. Then the salary is distributed among the

staffs.

Manuscripts Section:

This section is in the 2nd floor of the administrative building. This section started its activities in

1925. This section is responsible for the proper preservation of the valuable old manuscripts and

also ensuring their systematic access to the authorized users. About 30, 000 old manuscripts are

kept here in a stack area where temperature and humidity are controlled respectively at 20-25 o C

and 65% by using air conditioner and dehumidifier. The manuscript section manages these

manuscripts by producing different types of bibliographical tools at different times.

60

For example;

An Alphabetical Index of Sanskrit

Manuscripts in the Dhaka University Library

Compiled by Mrs. Syeda Farida Parvin, Syed

Ali Akbor and Mrs. Shaheen Sultana in1996.

Descriptive Catalogue of Oriental Manuscripts

in the Dacca University Library; Part I

Persian, Urdu and Arabic Manuscripts. By A.

B. M. Habibullah, Professor of Islamic

History and Culture, University of Dacca, in

1968.

List of Manuscripts: - 2. Serial No. 1754-2776

(Bangla Manuscripts)

Figure-38: Old Manuscript

The following manuscripts in DUCL are very important:

Sharoda Tilok (1361 shokabdo)

Monosha Mongol- (Narayon Deb)

Lyli Mojnu – ( Doulot Ujir Bahram Khan )

Ahmed Sharif

Krishnodash

Deowan Hafiz

Manush Becha Kenar Dolil

Vagbot Puran.

Activities:

Maintenance and preservation of manuscripts.

Organizing seminar on manuscript preservation.

Create awareness about the importance of manuscripts among the users.

Collection of manuscripts.

Building a rich collection of manuscripts.

Keeping an index for searching the manuscripts.

Preservation of manuscripts in CD format for widely used

61

Journal Section:

Process of Journal Subscription

Step-1: Firstly a letter is send to each department asking if they have any

requirements for journals.

Step-2: Then the department chairman sends requests to the periodical section.

Step-3: The authority listing the titles of journals.

Step-4: An advertisement is published calling the tender

Step-5: Then the publisher or vendor submits their tender and library authority

selects the tender with highest discount.

Step-6: Then the work order is provided to the vendor.

Step-7: The last step is the billing procedure.

Preparation of list of Journals

A list of journals includes name of departments, publisher, place, month details, and

remarks.

SL.

No.

Name

of the

dept.

Publisher Place Month Remarks

1 2 3 4 5 6 7

Table 8: List of journals

Online Journals Subscription:

Now, there are total 225 journals amongst which 102 are available in online. There is a

free access to these. Online payment is paid by a consortium and BAS (Bangladesh

Academy of Science) deals with it. An amount of US $ 18,000.00 is paid to Bangladesh

Academy of Sciences (BAS) every year as subscription of Online Journals.

Bangladesh Academy of Sciences (BAS) collects these electronic resources through the

Programme for Enhancement of Research Information (PERI), a programme of

International Network for the Availability of Scientific Publications (INASP). This

initiative started from the year 2007. At present there is no local hosting of resources.

They are accessible from publisher’s web-sites.

List of Online Publishers for e-journals are as follows:

1. Acoustical Society of

America

2. American Astronomical

Society

3. American Chemical Society

(ACS)

4. American Institute of Physics

(AIP)

62

5. American Physical Society

(APS)

6. American Society for Civil

Engineers (ASCE)

7. American Society of

Agricultural and Biological

Engineers (ASABE)

8. Annual Review

9. Beech Tree Publishing

10. Cambridge University Press

– Cambridge Journals Online

11. The Cochrane Library

12. De Gruyter

13. EBSCO Host

14. Edinburg University Press

15. Geological Society

16. Institute for Operations

Research and Management

Sciences (INFORMS)

17. Institute of Electrical and

Electronics Engineers (IEEE)

Xplore

18. Institute of Physics (IOP

Publishing)

19. International Forestry Review

- Commonwealth Forestry

Association

20. Mary Ann Liebert

21. Nature Publishing Group

(NPG)

22. NRC Research Press Journals

Online

23. OSA - Optical Society of

America

24. Oxford University Press-

Oxford Journals

25. Palgrave Macmillan Journals

26. Policy Press

27. Project MUSE

28. Royal College of Physicians

29. Royal Society-Royal Society

Journals Online

30. SPIE Digital Library (Online

journals and conference

proceedings)

31. Springer

32. Symposium Journals

33. University of Chicago Press

34. Wiley-Blackwell - former

Inter-science content

35. Wiley-Blackwell - former

Synergy content

36. World Bank e-Library

37. Bangladesh Journals Online

38. Directory of Open Access

Journals

39. HINARI (Health Inter

Network Access to Research

Initiative)

40. AGORA (Access to Global

Online Research in

Agriculture)

41. OARE (Online Access to

Research in the Environment)

42. E-JDSweb

Rare Book Section:

Rare section is in the ground floor of the main building. This section is only for the teachers and

researchers and about 18 users can sit here at a time to carry out their study. They can neither

issue the rare books for their residential use nor can take photocopy of those books. They can

take photo of the rare books through the digital camera. There is a catalogue cabinet in the rare

book section through which the users can search the catalogue for rare books. This section has a

good collection of Ph. D and M Phil. theses which are entered in two separate department wise

register. There are also catalogue cards for the Ph. D and M Phil. theses. The number of titles for

Ph. D theses is 645 and for M Phil. theses are 542.

63

Collections:

This section holds collection of annual report , budget report , education report

Bangladesh Banking Report , Agricultural Report , M. Phil. and Ph. D. thesis , Population

Senses , District Gazette , Indian Gazette , Five year Plans and etc.

Muktijudha Cell : Books on the Liberation war, 1971 have been preserved in

this cell located closely to the West side of the rare section. In this section

students have no access. Only members of the academic staff and research

scholars can use the materials collected for them.

UNO Collection: This section is located just to the north of the rare section.

Only members of the academic staff and research scholars can use them.

American Studies Corner : American studies corner is housed in the extended

building close to the rare section on the east. While shifting the United States

Information centre in 1997 about 8500 reading resources were donated to the

University of Dhaka. These are most of the resources, which are kept in the

American Studies Corner.

Korean Corner: Recently, Dhaka University Library inaugurates “Korean

Corner". Honorable Vice Chancellor of Dhaka University Professor Dr. A A M S

Arefin Siddique launched it where Korean Ambassador Lee Yun-young was

present.

Binding Section:

Binding work is mainly done here. Normally books are bound here and from this, the old / torn

books, journals, manuscripts, photocopied books and newspapers etc of the library are bound

here by the employees of this section. Modern and sophisticated equipment’s should be installed

here for binding of books, journals, manuscripts etc in modern way.

Dispatch Section:

All the official letters are send and receive through this section. This section also receives the

gifted books and journals.

Old Newspaper Section:

This section has newspapers which were published in 1868 and onwards. All the newspapers

published from 1955 till date are preserved in both binding and microfilm formats. This section

has all the issues of Daily Azad which is the first daily newspaper of Bangladesh and some other

major dailies of present time. Forty teachers, researchers and students can read here at a time.

Teachers, researchers and students can get photocopies of required newspaper paying Tk. 0.80

for per exposure from the reprography section. If they require copies of bound volumes then the

reprography section use digital camera to take photos of the bound newspapers and then produce

printed copies and each copy costs Tk. 5.00 per exposure. But for the loose newspapers the

photocopy machine is used to produce duplicate copies.

A register is maintained for the bound volumes of old newspapers and it is based on the date of

issue of those newspapers. Users have to write their name, hall name, department name, and the

time of entrance serially in a separate register when they enter into the old newspaper section.

64

Activities: Old News Papers are preserved in this section. Forty teachers, researchers and

students can read here at a time from 7.30am to 9.00pm except Thursday and

Friday. On Thursday it is opened from 7.30am to5.00pm and on Friday from

3.00pm to 8.00pm.

Teachers, researchers and students can get photocopies of required news paper

paying Tk. 0.80 for per exposure but it is unfortunate that there is no photocopy

machine in this section.

Braille Resource Center:

A modern and International Standard Resource Center has been established in the ground floor

of the library administrative building in collaboration with the Sight savers International and

Dhaka University for visually impaired students.

Activities:

There are Braille books, 3 modern computers with special type of talking software,

modern Braille printers and other valuable materials in the Resource Center. Eight

visually impaired students can here at a time.

Reprography Section:

The reprography section is headed by deputy librarian MD. Nurun Nobi. This section has eleven

officers and staff, offering photocopying services.

Services:

This section provides microfilming and microfiche, photocopy facilities. They are to pay

TK. 0.80 (for per exposure) for photocopy, TK. 5/- for microfilm print (small size) and

TK. 10/- for microfilm print (big size). The money collected goes to University accounts.

Equipment’s:

The equipment’s of this section are described in table as follows-

Equipments No.

Photocopy Machine 10

Microfilm Camera 2

Microfiche Reader 3

Microfilm Reader 4

Portable Machine 2

Auto Processor 1

Total

22

Table 9: Equipment’s of reprography section

65

Seminar Section:

This section is in the ground floor of the administrative building.

Services:

The students of all the departments but the faculties of Science, Biological

Science, Pharmacy, Earth and Environmental Science and Engineering &

Technology can issue a book for 14 days from the seminar section.

The students of those departments can issue two books for 14 days from the

Science Section of the library.

It is opened for the students from 9.30 am to 4.30 pm without Thursday and

Friday. On Thursday, it is opened from 9.30 am to 1.00 pm and Friday is closed.

After the successful completion of courses of the University, the students

receive clearance from here.

Problems

Lack of new and up to date books.

Located in very backward place.

Periodical Section:

The periodical section is in the ground floor of Administrative building.

Services:

Here 40 readers can read periodicals at a time.

A photocopy unit is in the north-south corner of this floor.

Students and researchers can get their necessary photocopies by paying Tk.

1.60 for per exposure.

Teachers, researchers and students can read current journals in the magazine

floor.

66

Chapter-IX

KOHA

67

Koha

Koha is an open source Integrated Library System (ILS), used world-wide by libraries. It is the

first open source integrated library system software. The development of Koha started in New

Zealand in 1999-2000 by web development company called “Katipo”. Koha is developed using

technologies like Perl, HTML, CSS Javascript, Apache and MySQL. It runs on linux.

The name comes from a Māori term meaning gift or donation. Koha development is streeted by

the collaboration of a growing community of libraries around the world.

History: Koha was created in 1999 by Katipo Communications for the Horowhenua Library Trust in New

Zealand, and the first installation went live in January 2000.

From 2000, companies started providing commercial support for Koha, building to more than 20

today.

Koha history timeline:

Date Description

1999 HLT have a proprietary library system, with a y2k bug

1999 HLT send out RFP, no responses that would actually

work over dialup links

1999 HLT and Katipo look for Opensource ILS, can't find one

September 6, 1999 Work starts on Koha

September,October,December 1999 Katipo work with HLT to write an ILS.

1999 Olwen Williams does at lot of work on data conversion.

January 3, 2000 Koha goes live after many sleepless nights and a few

hundred commits

July, 2000 Koha written about in Library Life NZ

July 13, 2000 First post to the koha mailing list

July 21, 2000 Koha 1.00 put up for download

December 21, 2000 Koha is set up on sourceforge.net

April 1, 2004 Koha 2.0.0 released

June 25-28, 2005 Liblime present Koha at ALA

October 6, 2005 New www.koha.org website

March 23, 2008 Koha 3.0.0 Beta is released

August 11, 2008 Delhi public library announce they are going live with

Koha 3.0.0

January 15, 2010 PTFS announce intention to buy Liblime

September 4, 2014 Koha 3.14.10 released

Table 10: Koha history timeline

http://en.wikipedia.org/wiki/Open_source

http://en.wikipedia.org/wiki/Integrated_library_system

http://en.wikipedia.org/wiki/Special_library

http://en.wikipedia.org/wiki/M%C4%81ori_language

http://en.wikipedia.org/wiki/Koha_%28custom%29

http://en.wikipedia.org/w/index.php?title=Katipo_Communications&action=edit&redlink=1

http://en.wikipedia.org/w/index.php?title=Horowhenua_Library_Trust&action=edit&redlink=1

68

Koha at Dhaka University Library:

Koha is an open source integrated library software. Now, it is installed in Dhaka university

library. Koha is web-based ILS, with a SQL database (MySQL preferred) backend with

cataloguing data stored in MARC and accessible via Z39.50 or SRU. The user interface is very

configurable and adaptable and has been translated into many languages. Following version used

in Dhaka university library.

Koha version: 3.18.02.000

Why Koha used:

Though Dhaka university library used a customized software named “Dhaka University Library

Integrated Sysytem” (DULIS), library already installed koha software in science section. Later it

wiil be installed in central library. It is decided to use Koha software because it is free of cost and

more useful then other software. Koha satisfies all the functional requirements of a library

management system. It is full-featured MARC based integrated library system and is customized

to cater to the needs of libraries.

The following are the reasons for using Koha:

It is free of cost.

It gives the freedom to use, share and modify it according to user needs.

It is full-featured MARC based integrated library system.

It and is customized to cater to the needs of libraries.

Localization to any languages.

Used by more than thousend libraries world wide.

Full-featured ILS:

In use worldwide in libraries of all sizes, Koha is a true enterprise-class ILS with

comprehensive functionality including basic and advanced options. Koha includes

modules for circulation, cataloguing, acquisitions, serials, reservation, user management,

branch relationships and et.al.

Dual Database Design:

Koha uses a dual database design that utilizes the strengths of the two major industry-

standard database types (text-based and RDBMS). This design feature ensures that Koha

is scalable enough to meet the transaction load of any library, no matter what the size.

Library Standards Compliant:

Koha is built using library standards and protocols that ensure interoperatability between

Koha and other systems and technologies, while supporting existing workflows and tools.

Web-based Interfaces:

Koha’s OPAC, circulation management and self-checkout interfaces are all based on

standards compliant World Wide Web technologies—XHTML, CSS and Javascript

making Koha a truly platform-independent solution.

Free/Open Source:

Koha is distributed under the open-source General Public License.

http://en.wikipedia.org/wiki/MySQL

http://en.wikipedia.org/wiki/MARC_standards

http://en.wikipedia.org/wiki/Z39.50

http://en.wikipedia.org/wiki/Search/Retrieve_via_URL

http://en.wikipedia.org/wiki/User_interface

69

Comparision bettwen Koha and other customised/commercial library software:

S.N. Core Services Alice Libsys Soul VTLS Libsuite DULIS Koha

01 Acquisition 1 1 1 1 1 1 1

02 Cataloging 1 1 1 1 1 1 1

03 Circulation 1 1 1 1 1 1 1

04 OPAC 1 1 1 1 1 1 1

05 Serials 1 1 1 1 1 1 1

06 Biblio format 1 1 1 1 1 1 1

07 Data exchange 1 1 1 1 1 1 1

08 Standards 1 1 1 1 1 1 1

09

Cost(Approx.)

in tk

3.5

Lakh

4.5

Lakh

0.5

Lakh

8.0

Lakh

4.5

Lakh

22

Lakh

project

Open

Source

Table 11: Comparison between Koha and other customized/commercial library software

Features:

Follwing are the features of Koha software :

Various Web 2.0 facilities like tagging, comment, Social sharing and RSS feeds

Union catalog facility

Customizable search

Circulation and borrower management

Full acquisitions system including budgets and pricing information (including

supplier and currency conversion)

Simple acquisitions system for the smaller library

Ability to cope with any number of branches, patrons, patron categories, item

categories, items, currencies and other data

Serials system for magazines or newspapers

Reporting

Reading lists for members

Z39.50:

Z39.50 is an international standard client–server, application layer communications

protocol for searching and retrieving information from a database over

a TCP/IP computer network. It is covered by ANSI/NISO standard Z39.50,

and ISO standard 23950. The standard's maintenance agency is the Library of Congress.

Z39.50 is widely used in library environments and is often incorporated into integrated

library systems and personal bibliographic reference software. Interlibrary catalogue

searches for interlibrary loan are often implemented with Z39.50 queries.

http://en.wikipedia.org/wiki/Web_2.0

http://en.wikipedia.org/wiki/RSS_feeds

http://en.wikipedia.org/wiki/International_standard

http://en.wikipedia.org/wiki/Client%E2%80%93server

http://en.wikipedia.org/wiki/Application_layer

http://en.wikipedia.org/wiki/Communications_protocol

http://en.wikipedia.org/wiki/Communications_protocol

http://en.wikipedia.org/wiki/Database

http://en.wikipedia.org/wiki/TCP/IP

http://en.wikipedia.org/wiki/Computer_network

http://en.wikipedia.org/wiki/American_National_Standards_Institute

http://en.wikipedia.org/wiki/NISO

http://en.wikipedia.org/wiki/International_Organization_for_Standardization

http://en.wikipedia.org/wiki/Library_of_Congress

http://en.wikipedia.org/wiki/Library



http://en.wikipedia.org/wiki/Reference_management_software

http://en.wikipedia.org/wiki/Interlibrary_loan

70

Work on the Z39.50 protocol began in the 1970s, and led to successive versions in 1988,

1992, 1995 and 2003. The Contextual Query Language (formerly called the Common

Query Language) is based on Z39.50 semantics.

Indicator:

The use of indicators is explained in fields where they are used. Indicators are one-digit

numbers. Beginning with the 010 field, in every field -- following the tag -- are two

character positions, one for Indicator 1 and one for Indicator 2. The indicators are not

actually defined in all fields, however. And it is possible that a 2nd indicator will be used,

while the 1st indicator remains undefined (or vice versa). When an indicator is undefined,

the character position will be represented by the character # (for blank space).

Koha Standards:

The developers of the product have taken care to adhere strictly to international

standards.

Industry standards: Z39.50, UNIMARC, ISO2709, MARC21.

For technical standards: the OPAC is "valid XHTML ", and respects the standards

of accessibility.

Web standards recommended by the World Wide Web Consortium.

Koha Server Software:

Server operating system: Linux, OpenBSD, FreeBSD, MacOS X, or any other Unix.

Web server:Apache.

Programming language:Perl.

Database:MySQL.

Integrated Library software: Koha 3.18.02.000

http://en.wikipedia.org/wiki/Contextual_Query_Language

71

How Koha work:

Figure-39: Koha working process

72

Cataloguing workflow with Koha:

Figure-40: Cataloguing workflow

The procedure for cataloguing of a new book title or editing of existing book is presented in the

above flowchart.

Main steps for cataloguing in Koha:

Log in to Koha http:// 180.211.214.57:9090

This is the login screen

Figure-40: Koha login screen

http://unfao.koha-ptfs.eu:8080/

http://unfao.koha-ptfs.eu:8080/

73

Cataloguing workflow:

You should have an UserID and password assigned by the system administrator. The Login will

set a range of privileges and preference for you. After log in, click “cataloging” to start

cataloging.

Figure-41: Koha cataloging screen

Tasks for cataloguing a new book in Koha are given below:

There are two types of cataloguing:

Original cataloguing – by choosing "New record" to create a new bibliographic

record or

copy cataloguing using Z39.50 Search button and copy a record from external

source if catalogued.


74

Mapping considerations:

As we know library books or documents are catalogued at Dhaka University Library but the

books or documents that may have been already catalogued elsewhere. Dhaka University

Library use Z39.50 server and to import records in MARC21 for copy cataloguing by another

organizations. The records will be however used for collection description purpose, for search,

access and exchange (XML or RDF) with other applications.

Dhaka University Library agreed to accept the MARC21 mapping with little variation from the

MARC21 rules. It will be seen more as Koha internal MARC format providing a structure for

keeping in Koha the bibliographic records created during decades and exchanging them in any

other format requested. We have already mentioned in the initial stage that there are a lot of

ready tools for MARC21 management and conversion.

Cataloguing of a new record:


Each record is represented in a framework. The book format for Defult framework includes 9

pages with numerically ordered tags, default values, authority control files, indicators and fields

values.

75

Cataloguing guide:

Field – 0:

Figure-44: Field 0

000 – Leader:

Figure-45: Leader 000

76

Indicators and Subfield Codes:

Has no indicators or subfield codes; the data elements are positionally defined.

Character Positions

00-04 - Record length

05 - Record status

a - Increase in encoding level

c - Corrected or revised

d - Deleted

n - New

p - Increase in encoding level from

prepublication

06 - Type of record

a - Language material

c - Notated music

d - Manuscript notated music

e - Cartographic material

f - Manuscript cartographic material

g - Projected medium

i - Nonmusical sound recording

j - Musical sound recording

k - Two-dimensional nonprojectable

graphic

m - Computer file

o - Kit

p - Mixed materials

r - Three-dimensional artifact or naturally

occurring object

t - Manuscript language material

07 - Bibliographic level

a - Monographic component part

b - Serial component part

c - Collection

d - Subunit

i - Integrating resource

m - Monograph/Item

s - Serial

08 - Type of control

# - No

specified type a - Archival

77

09 - Character coding scheme

# - MARC-8 a - UCS/Unicode

10 - Indicator count

2 - Number of character positions used for

indicators

11 - Subfield code count

2 - Number of character positions used for a

subfield code

12-16 - Base address of data

[number] - Length of Leader and Directory

17 - Encoding level

# - Full level

1 - Full level, material not examined

2 - Less-than-full level, material not

examined

3 - Abbreviated level

4 - Core level

5 - Partial (preliminary) level

7 - Minimal level

8 - Prepublication level

u - Unknown

z - Not applicable

18 - Descriptive cataloging form

# - Non-ISBD

a - AACR 2

c - ISBD punctuation omitted

i - ISBD punctuation included

u - Unknown

19 - Multipart resource record level

# - Not specified or not applicable

a - Set

b - Part with independent title

c - Part with dependent title

78

20 - Length of the length-of-field portion

4 - Number of characters in the length-of-

field portion of a Directory entry

21 - Length of the starting-character-position portion

5 - Number of characters in the starting-

character-position portion of a Directory

entry

22 - Length of the implementation-defined portion

0 - Number of characters in the

implementation-defined portion of a

Directory entry

23 - Undefined

0 - Undefined

003-Control Number identifier:

003 - Control Number identifier

BD-DhuL

It should contain code of the library that assigned by library of congress.

FIELD DEFINITION AND SCOPE:

MARC code for the organization whose control number is contained in field 001 (Control

Number).

See Appendix I: Organization Code Sources for a listing of sources used in MARC 21

records.

Whenever the number in field 001 is changed, agencies must assure that the MARC code

in field 003 applies to the number found in the 001 field.

005-DATE AND TIME OF LATEST TRANSACTION:

005 - DATE AND TIME OF LATEST TRANSACTION–

20150123062101.0

http://www.loc.gov/marc/bibliographic/ecbdorg.html

http://213.175.223.106:8080/cgi-bin/koha/cataloguing/addbiblio.pl?biblionumber=450022



79

Click in the text box of the field to get the date of update automatically filled by the system.


Sixteen characters that indicate the date and time of the latest record transaction and serve as a

version identifier for the record. They are recorded according to Representation of Dates and

Times (ISO 8601). The date requires 8 numeric characters in the pattern yyyymmdd. The time

requires 8 numeric characters in the pattern hhmmss.f, expressed in terms of the 24-hour (00-23)

clock.

008 FIXED-LENGTH DATA ELEMENTS--GENERAL INFORMATION:

008 - FIXED-LENGTH DATA ELEMENTS--GENERAL INFORMATION

110812s2010 vra 001 0 eng

Figure-46: Fixed Leanth Data Elaments

Indicators and Subfield Codes:

Field has no indicators or subfield codes; the data elements are positionally defined by type of

material. Descriptions of the elements defined for field 008 positions 18-34 are in seven separate

sections corresponding to the following type of material configurations: Books (BK), Computer

Files (CF), Maps (MP), Music (MU), Continuing Resources (CR), Visual Materials (VM), and

Mixed Materials (MX). In this general section, validity of a particular field 008 data element is

indicated by V in the composite field 008 table.

Character Positions

All materials

00-05 - Date entered on file

06 - Type of date/Publication status

07-10 - Date 1

11-14 - Date 2

Music

18-19 - Form of composition

20 - Format of music

21 - Music parts

22 - Target audience

https://demo-admin.calyx.net.au/cgi-bin/koha/cataloguing/addbiblio.pl?biblionumber=0&z3950=1&breedingid=6224

https://demo-admin.calyx.net.au/cgi-bin/koha/cataloguing/addbiblio.pl?biblionumber=0&z3950=1&breedingid=6224

http://www.loc.gov/marc/bibliographic/bd008a.html

http://www.loc.gov/marc/bibliographic/bd008m.html

80

15-17 - Place of publication, production, or

execution

18-34 - [See one of the seven separate 008/18-34

configuration sections for these elements.]

35-37 - Language

38 - Modified record

39 - Cataloging source

Books

18-21 - Illustrations


23 - Form of item

24-27 - Nature of contents

28 - Government publication

29 - Conference publication

30 - Festschrift

31 - Index

32 - Undefined

33 - Literary form

34 - Biography

Computer Files

18-21 - Undefined


23 - Form of item

24-25 - Undefined

26 - Type of computer file

27 - Undefined


29-34 - Undefined

Maps

18-21 - Relief

22-23 - Projection

24 - Undefined

25 - Type of cartographic material

26-27 - Undefined


29 - Form of item

30 - Undefined

31 - Index

32 - Undefined

33-34 - Special format characteristics

23 - Form of item

24-29 - Accompanying matter

30-31 - Literary text for sound recordings

32 - Undefined

33 - Transposition and arrangement

34 - Undefined

Continuing Resources

18 - Frequency

19 - Regularity

20 - Undefined

21 - Type of continuing resource

22 - Form of original item

23 - Form of item

24 - Nature of entire work

25-27 - Nature of contents


29 - Conference publication

30-32 - Undefined

33 - Original alphabet or script of title

34 - Entry convention

Visual Materials

18-20 - Running time for motion pictures and

videorecordings

21 - Undefined


23-27 - Undefined


29 - Form of item

30-32 - Undefined

33 - Type of visual material

34 - Technique

Mixed Materials

18-22 - Undefined

23 - Form of item

24-34 - Undefined

http://www.loc.gov/marc/bibliographic/bd008b.html

http://www.loc.gov/marc/bibliographic/bd008c.html

http://www.loc.gov/marc/bibliographic/bd008p.html

http://www.loc.gov/marc/bibliographic/bd008s.html

http://www.loc.gov/marc/bibliographic/bd008v.html

http://www.loc.gov/marc/bibliographic/bd008x.html

81

020-INTERNATIONAL STANDARD BOOK NUMBER:

020-INTERNATIONAL STANDARD BOOK NUMBER

aInternational Standard Book Number

9780891181750


International Standard Book Number (ISBN) assigned to a monographic publication by

designated agencies in each country participating in the program. The field may include

terms of availability and canceled or invalid ISBNs, such as ISBNs with invalid check

digits or that are not applicable to the item being cataloged. It may be repeated for

multiple numbers associated with the item (e.g., ISBNs for the hard bound and paperback

manifestations; ISBNs for a set as a whole and for the individual parts in the set).

Each field contains all the information relevant to one ISBN, or if no ISBN exists,

relevant to the item being cataloged.

022 -INTERNATIONAL STANDARD SERIAL NUMBER:

022 - INTERNATIONAL STANDARD SERIAL NUMBER

aInternational Standard Serial Number

0065-4663


International Standard Serial Number (ISSN), a unique identification number assigned to

a continuing resource, and/or any incorrect or canceled ISSN.

040- CATALOGING SOURCE:

040 - CATALOGING SOURCE

aOriginal cataloguing agency

OCU

cTranscribing agency

OCU

dModifying agency

ICU

bLanguage of cataloging

eDescription conventions

http://180.211.214.57:9090/cgi-bin/koha/cataloguing/addbiblio.pl?biblionumber=0&z3950=1&frameworkcode=&breedingid=358735

















82


MARC code for or the name of the organization(s) that created the original bibliographic

record, assigned MARC content designation and transcribed the record into machine-

readable form, or modified (except for the addition of holdings symbols) an existing

MARC record. These data and the code in 008/39 (Cataloging source) specify the parties

responsible for the bibliographic record. See: MARC Code List for Organizations for a

listing of sources used in MARC 21 records.

082-DEWEY DECIMAL CLASSIFICATION NUMBER:

082 - DEWEY DECIMAL CLASSIFICATION NUMBER

2Edition identifier

a Decimal Classification number

bItem number

First Indicator Second Indicator

Type of edition

0 - Full edition

1 - Abridged edition

7 - Other edition specified in subfield $2

Source of classification number

# - No information provided

0 - Assigned by LC

4 - Assigned by agency other than LC

This field is not used now for Books but can receive a value from copy cataloguing.

http://www.loc.gov/marc/organizations/








83

Field – 1:

Figure-47: Field 1

Use authority list for Personal author (100 or 700), Corporate author (110 or 710: main or added

entry) or meeting name (111 or 711: main or added entry).

100 - MAIN ENTRY--PERSONAL NAME:

100 1

- MAIN ENTRY--PERSONAL NAME

Figure-48: Field 100




84


Personal name used as a main entry in a bibliographic record.

Main entry is assigned according to various cataloging rules, usually to the person chiefly

responsible for the work.


Type of personal name entry element

0 - Forename

1 - Surname

3 - Family name

Undefined

# - Undefined

110 -MAIN ENTRY--CORPORATE NAME

110 - MAIN ENTRY--CORPORATE NAME


FIELD DEFINITION AND SCOPE

Corporate name used as a main entry in a bibliographic record.

According to various cataloging rules, main entry under corporate name is assigned to

works that represent the collective thought of a body.

Conference and meeting names that are entered subordinately to a corporate body are

contained in this field rather than in field 111.


Type of corporate name entry element

0 - Inverted name

1 - Jurisdiction name

2 - Name in direct order

Undefined

# - Undefined




85

111 -MAIN ENTRY--MEETING NAME:

111 - MAIN ENTRY--MEETING NAME



Meeting or conference name used as a main entry in a bibliographic record.

According to various cataloging rules, main entry under a meeting name is assigned to works that contain proceedings, reports, etc.

Meetings entered subordinately to a corporate body that are used as main entries are recorded in field 110.


Type of meeting name entry element

0 - Inverted name



Undefined

# - Undefined




86

Field – 2:

Figure-51: Field 2

245 - TITLE STATEMENT:

245 0 0

- TITLE STATEMENT



Title and statement of responsibility area of the bibliographic description of a work.

Title Statement field consists of the title proper and may also contain the general material

designation (medium), remainder of title, other title information, the remainder of the title

page transcription, and statement(s) of responsibility. The title proper includes the short

title and alternative title, the numerical designation of a part/section and the name of a

part/section.




87

INDICATORS :

First Indicator Title added entry

0 - No added entry

1 - Added entry

Second Indicator Nonfiling characters

0 - No nonfiling characters

1-9 - Number of nonfiling characters

First Indicator - Title added entry Whether a title added entry is made.

0 - No added entry No title added entry is made, either because no title added entry is desired or

because the title added entry is not traced the same as the title in field 245.Value 0

is always used when a 1XX heading field is not present in the record.

1 - Added entry Desired title added entry is the same as the title in field 245.

Second Indicator - Nonfiling characters Number of character positions associated with a definite or indefinite article (e.g.,

Le, An) at the beginning of a title that are disregarded in sorting and filing

processes.

0 - No nonfiling characters No initial article character positions are disregarded.

1-9 - Number of nonfiling characters Title begins with a definite or indefinite article that is disregarded in sorting

and filing processes. Any diacritical mark, space or mark of punctuation

associated with the article and any space or mark of punctuation preceding the

first filing character after the article is included in the count of nonfiling

characters. Any diacritic, however, associated with the first filing character is

not included in the count of nonfiling characters.

250 - EDITION STATEMENT:

250 - EDITION STATEMENT






88


Information relating to the edition of a work as determined by applicable cataloging rules.

For mixed materials, field 250 is used to record statements relating to collections that

contain versions of works existing in two or more versions (or states) in single or

multiple copies (e.g., different drafts of a film script).

For continuing resources, this field is not used for sequential edition statements such as

1st- ed. This type of information is contained in field 362 (Dates of Publication and/or

Volume Designation).

INDICATORS :


Undefined

# - Undefined Undefined

# - Undefined

260 -PUBLICATION, DISTRIBUTION, ETC. (IMPRINT):

260 - PUBLICATION, DISTRIBUTION, ETC. (IMPRINT)



Information relating to the publication, printing, distribution, issue, release, or production

of a work.

For unpublished items or materials that are collectively controlled, this field may not be

included in a record or may contain only subfield $c (Date of publication, distribution,

etc.).

Information in field 260 is similar to information in field 264 (Production, Publication,

Distribution, Manufacture, and Copyright Notice). Field 260 is useful for cases where the

content standard or institutional policies used do not make a distinction between

functions





89

INDICATORS:


Sequence of publishing statements

# - Not applicable/No information

provided/Earliest available publisher

2 - Intervening publisher

3 - Current/latest publisher

Undefined

# - Undefined

First Indicator - Sequence of publishing statements Chronologically sequences multiple publishing statements for a resource.

2 - Intervening publisher

Used when the publisher or place of publication changes. Additional

publishing statements between the earliest and latest may also be recorded

with first indicator value 2.

3 - Current/latest publisher

Used when the publisher changes, or when the place of publication

associated with the earliest publisher changes. The current publishing

statement may be added with first indicator value 3. Data given in a

subsequent publishing statement can be changed to reflect the current

information when only the earliest and most current data is needed.

Second Indicator - Undefined

Undefined and contains a blank (#).

90

Field -3

Figure-55: Field 3

300 - PHYSICAL DESCRIPTION:

300 - PHYSICAL DESCRIPTION


FIELD DEFINITION AND SCOPE

Physical description of the described item, including its extent, dimensions, and such other

physical details as a description of any accompanying materials and unit type and size.

INDICATORS :


Undefined

# - Undefined Undefined

# - Undefined





91

365 - TRADE PRICE:

365 - TRADE PRICE



Current price of an item or the special export price of an item in any currency.

Intended primarily for use by the book trade to record the current price of an item.

INDICATORS :

First Indicator Undefined

# - Undefined

Second Indicator Undefined

# - Undefined





92

Field – 4:

Figure-58: Field 4

490- SERIES STATEMENT:

4900

- SERIES STATEMENT



Series statement for a series title.

Field 490 does not serve as a series added entry. When field 490 is used and a series

added entry is desired, both the series statement (field 490) and a corresponding series

added entry (fields 800-830) are recorded in the bibliographic record.

INDICATORS:

First Indicator Series tracing policy

0 - Series not traced

1 - Series traced


# - Undefined





93

First Indicator - Series tracing policy

Whether the series has no corresponding added entry (not traced) or has a corresponding

800-830 series added entry field.

0 - Series not traced

No series added entry is desired for the series.

1 - Series traced When value 1 is used, the appropriate field 800-830 is included in the

bibliographic record to provide the series added entry.

Second Indicator - Undefined Undefined and contains a blank (#).

Field – 5:

Figure-60: Field 5

500 - GENERAL NOTE:

500 - GENERAL NOTE



General information for which a specialized 5XX note field has not been defined





94

INDICATORS:


# - Undefined


# - Undefined

Both indicators are undefined; each contains a blank (#).

500-BIBLIOGRAPHY, ETC. NOTE:

500 - BIBLIOGRAPHY, ETC. NOTE



Information on the presence of one or more bibliographies, discographies, filmographies,

and/or other bibliographic references in a described item or in accompanying material.

For multipart items, including serials, the note may pertain to all parts or to a single part

or issue.

Notes referring to tables of cases, statutes, and regulations are not recorded in this field.

They are recorded in field 500 (General Note). When the presence of an index is also

mentioned in a bibliography note, field 504 is used. If a note mentions contents in

addition to the bibliography, and the bibliography is not deemed sufficiently extensive to

warrant a separate note, the note is recorded in field 500 (General Note). In cases of

doubt as to whether the note is bibliographical or not, field 504 is used rather than in field

500 (General Note).

INDICATORS:


# - Undefined


# - Undefined

Both indicator positions are undefined; each contains a blank (#).

https://demo-admin.calyx.net.au/cgi-bin/koha/cataloguing/addbiblio.pl?frameworkcode=

https://demo-admin.calyx.net.au/cgi-bin/koha/cataloguing/addbiblio.pl?frameworkcode=



95

Field – 6:

Figure-63: Field 6

650- SUBJECT ADDED ENTRY--TOPICAL TERM:

650 - SUBJECT ADDED ENTRY--TOPICAL TERM



Subject added entry in which the entry element is a topical term.

Topical subject added entries may consist of general subject terms including names of

events or objects. Subject added entries are assigned to a bibliographic record to provide

access according to generally accepted thesaurus-building rules (e.g., Library of

Congress Subject Headings (LCSH), Medical Subject Headings (MeSH)). Field 650 may

be used by any institution assigning subject headings based on the lists and authority files

identified in the second indicator position or in subfield $2 (Source of heading or term).





96

A title (e.g., Bible and atheism), a geographic name (e.g., Iran in the Koran), or the name

of a corporate body (e.g., Catholic Church and humanism) used in a phrase subject

heading are also recorded in field 650.

INDICATORS:


Level of subject


0 - No level specified

1 - Primary

2 - Secondary

Thesaurus

0 - Library of Congress Subject Headings

1 - LC subject headings for children's literature

2 - Medical Subject Headings

3 - National Agricultural Library subject

authority file

4 - Source not specified

5 - Canadian Subject Headings

6 - Répertoire de vedettes-matière

7 - Source specified in subfield $2

First Indicator - Level of subject

Used to distinguish primary and secondary descriptors.

0 - No level specified

Level of the subject term could be determined but is not specified.

1 – Primary

Main focus or subject content of the material.

2 – Secondary

Less important aspect of the content of the material.

Second Indicator – Thesaurus Subject heading system or thesaurus used in constructing the subject heading.

0 - Library of Congress Subject Headings

Subject added entry conforms to and is appropriate for use in the Library

of Congress Subject Headings (LCSH) and the Name authority files that

are maintained by the Library of Congress.

1 - LC subject headings for children's literature

Subject added entry conforms to the "AC Subject Headings" section of the

Library of Congress Subject Headings and is appropriate for use in the LC

Annotated Card Program.

2 - Medical Subject Headings

Subject added entry conforms to and is appropriate for use in the National

Library of Medicine authority files.

3 - National Agricultural Library subject authority file

Subject added entry conforms to and is appropriate for use in the National

Agricultural Library subject authority file.

4 - Source not specified

Subject added entry conforms to a controlled list that cannot be identified

by second indicator values 0-3, 5-6 or by a code in subfield $2. Field 653

97

(Index Term-Uncontrolled) is used to record terms that are not derived

from controlled subject heading lists.

5 - Canadian Subject Headings

Subject added entry conforms to and is appropriate for use in the

Canadian Subject Headings that is maintained by the Library and

Archives Canada.

6 - Répertoire de vedettes-matière

Subject added entry conforms to the Répertoire de vedettes-matière that is

maintained by the Bibliothèque de l'Université Laval.

7 - Source specified in subfield $2

Subject added entry conforms to a set of subject heading system/thesaurus

building rules. The identifying code is given in subfield $2.

Field- 7:

Figure-65: Field 7

98

700 - ADDED ENTRY--PERSONAL NAME:

700 1

- ADDED ENTRY--PERSONAL NAME



Added entry in which the entry element is a personal name.

Added entries are assigned according to various cataloging rules to give access to

the bibliographic record from personal name headings which may not be more

appropriately assigned as 600 (Subject Added Entry-Personal Name) or 800 (Series

Added Entry-Personal Name) fields.

INDICATORS:


Type of personal name entry element

0 - Forename

1 - Surname

3 - Family name

Type of added entry


2 - Analytical entry

First Indicator-

Use as 100.

Second Indicator - Type of added entry

Distinguishes between an analytical entry and no information provided.


Used when the added entry is not for an analytic or when no information is

provided as to whether the added entry is for an analytic.

2 - Analytical entry Item in hand contains the work that is represented by the added entry.

https://demo-admin.calyx.net.au/cgi-bin/koha/cataloguing/addbiblio.pl





99

710 - ADDED ENTRY-- CORPORATE NAME :

710 - ADDED ENTRY-- CORPORATE NAME



Added entry in which the entry element is a corporate name.


the bibliographic record from corporate name headings which may not be more

appropriately assigned as 610 (Subject Added Entry-Corporate Name) or 810 (Series

Added Entry-Corporate Name) fields.

INDICATORS:


Type of corporate name entry element

0 - Inverted name



Type of added entry



First Indicator-

Use as 110.







Item in hand contains the work that is represented by the added entry.








100

711 - ADDED ENTRY-- MEETING NAME:

711 - ADDED ENTRY-- MEETING NAME



Added entry in which the entry element is a meeting name.


the bibliographic record from meeting or conference name headings which may not

be more appropriately assigned as 611 (Subject Added Entry-Meeting Name) or 811

(Series Added Entry-Meeting Name) fields.

INDICATORS:


Type of meeting name entry element

0 - Inverted name



Type of added entry



First Indicator-

Use as 711.







Item being cataloged contains the work that is represented by the added

entry.








101

Field- 8:

Figure-69: Field 8

830 - SERIES ADDED ENTRY--UNIFORM TITLE:

830 - SERIES ADDED ENTRY--UNIFORM TITLE



Series added entry consisting of a series title alone.

An 830 field is usually justified by a series statement (field 490) or a general note

(field 500) relating to the series. For reproductions, it may be justified by a series

statement in subfield $f of field 533 (Reproduction Note).

http://intranet.bywatersolutions.com/cgi-bin/koha/cataloguing/addbiblio.pl?biblionumber=0&z3950=1&frameworkcode=&breedingid=9200








102

INDICATORS:


Undefined

# - Undefined

Nonfiling characters



Second Indicator - Nonfiling characters

Number of character positions associated with a definite or indefinite article (e.g.,

Le, An) at the beginning of a uniform title field that are disregarded in sorting and

filing processes.


No initial article character positions are disregarded.

Diacritical marks or special characters at the beginning of a uniform title field

that does not begin with an initial article are not counted as nonfiling characters.

An initial definite or indefinite article may also simply be deleted in the

formulation of the uniform title field. If the initial article is retained but is not to

be disregarded in sorting and filing processes, value 0 is used.


Non-zero value indicates that a title begins with a definite or indefinite

article that is disregarded in sorting and filing processes. Any diacritical

mark, space or mark of punctuation associated with the article and any

space or mark of punctuation preceding the first filing character after the

article is included in the count of nonfiling characters. Any diacritic,

however, associated with the first filing character is not included in the

count of nonfiling characters.

Common cataloging practice is to omit initial articles which are

disregarded in sorting and filing processes for uniform title fields, thus,

second indicator values 1-9 are unlikely to be used in field 830.

856 u is used for URL address.

856 x is used for Acquisition mode for electronic books.

856 y is used for the Link name as seen in the display.

856 z is used to represent restrictions, service type and holdings notes.

103

Field – 9:

942 - ADDED ENTRY ELEMENTS (KOHA)

Figure-71: Field 9 & 942

942 c is used for item status and can be used to display the record in OPAC.

Cataloguing items:

Item fields:

Figure-72: Item Field



104

At the very least, if you plan on circulating the item, the following fields should be entered for

new items:

2 - Source of classification

8 - Collection code

a - Permanent location

b - Current location

c - Shelving location

d - Date acquired

e - Source of acquisition

o - Full call number

p – Barcode

t - Copy number

y - Koha item type

Once you have finished click on the button add as there are 3 buttons for adding the item

Add Item will add just the one item

Add & Duplicate will add the item and fill in a new form with the same values for

your to alter

Add Multiple Copies will ask how many copies and will then add that number of

copies adding +1 to the barcode so each barcode is unique

Your added items will appear above the add form once submitted

Figure-73: Bibliographic Details Field

Your items will also appear below the bibliographic details on the bib record display.

105

Then click on Normal button and look up the bibliographic information.

Figure-74: Bibliographic Details Field

Tips

Editing record

Items can be edited in follwing ways.

Clicking 'Edit' and 'Edit record'

from the bibliographic record

Figure-75: Edit record field

Editing Items

Items can be edited in follwing ways.

Clicking 'Edit' and 'Edit Items'

from the bibliographic record

Figure-76: Edit item field

106

Chapter-X

Recommendations

and Conclusion

107

Recommendations

After one month long internship program several problem of DUL have been idenfied during the

factions and services. Based on the above observation it is suggested that the library authorities

should take into consideration the opinions expressed by the respondents. Since the birth of the

library the library has got almost all of its chief librarian from different disciplines except from

the Information Science and Library Management. They have tried their best for the betterment

of the library systems and services but above all they can not overcome their limitation of

lacking subject knowledge. It is a matter of hope to the user of the library that the current and

previous chief librarian of the library is from the Department of Information science and Library

management. They have already took some important measures such as recruitment of staffs

having background in Library and Information Science Therefore it is suggested that the library

authorities must take a note of these problems and make efforts to solve them for the satisfaction

of the users.. However on the basis of the responses in the Dhaka university library the following

recommendations are offered section wise:

Acquisition Section:

The role of acquisition section should be build a sound and balanced

collection. The acquisition should not merely for the stacking.

There should be allocation of adequate budget for the procurement of

books and other reading materials.

The accession register should be maintained automatically.

The procedure of purchasing books and other reading materials should be

made easy.

Professional skilled people should be appointed.

There should be specific policy for acquisition of library materials.

Processing Section:

As this section is called the heart of the library to proper functioning

skilled and professional staff should be appointed.

The processing section should make a decision to use either 22nd or 23rd

edition of DDC to avoid ambiguities.

They should follow the MARC 21 format.

Cutters’ figure should be followed in determining author mark.

Number of staff should be increased and traind on the use of bibliographic

standards.

108

Circulation Section:

Staffs with high communication skill should be appointed on circulation

desk.

Library policy should be followed strictly.

The overdue charges should be collected properly and strictly.

The circulation process should be smooth.

The automated circulation should be introduced for all.

Reference Section:

The library management should recruit qualified personnel for the post of

reference librarian.

The user orientation programme and Ask a Librarian should be provided

by this section.

The reference materials should be procured on the basis of user needs.

There should be provision of reference module in the library automation

software.

About Koha:

Staff should be well trained for maintaining the software.

Punctuation mark should be maintain properly.

Koha software should be immediately implemented.

Trainning nned to be arranged for staff’s to maintain the software.

Other Recommendations:

The automation project should integrate the functions of all the sections of

the library.

The library should be provided with qualified manpower having sufficient

knowledge on library professions, automation technologies and software

design.

The library should realize in case of new recruitment that the personnel

must have sufficient subject knowledge and IT skill.

To achieve the satisfactory level of services, library professional and staffs

need computer training to develop their skill in technologies

The space of the library should be extend so that a large number of

students can sit easily and continue their studies.

The library should develop new services and innovative user-centered

techniques to provide the old services to the users that will be able to

attract the users’ attention.

109

The library should develop full text databases for digitaized reading

materials to provide access to its user in its digital resources.

The library should offer internet browsing facilities for free.

Modern and sophisticated equipments should be installed in binding

section for binding of books, journals, etc. in modern way.

The library should concentrate to increase the facilities for the visually

impaired students.

The library personnel should be more cooperative and more positive in

their behavior to attract the users of the library.

The library personnel should be more cooperative and more positive in

their behavior to attract the users of the library.

Since the library has a good number of users who are conducting research

so it may develop computerized SDI services for the researcher.

The library should create awareness among the users to properly utilize its

online journals and be highly beneficent from it by maintaining the rules

for access.

Koha software should be introduced immediately.

The library should provide borrowers ID card to all its users in the limited

possible time and remove all legal barriers to it.

Overall, the Deans committee, the library committee, concerned people

and the government should come forward to develop this library in all

sections.

Conclusion

Dhaka University Library is the soul agent of the 35, 000 users; comprising of faculty members,

students, researchers, staffs of the university and approved members of other academic

communities. DUL is one of the biggest academic libraries in Asia sub continent. It is an

important institutional repository for the researcher as it contains valuable and rich collection. In

this internship we got an overview about the DUL system, services and practices. Through 30

working days, we gathered new knowledge and experience about different sections of the library

faced many problems. It is a great opportunity for the 4th year 8th semester students of the

Department of Information Science and Library Management to join in an internship programme

in the Dhaka University Library and earn practical knowledge about the library operations in

practice. This practical experience will help us a great deal when we will found us in the Library

and Information Science profession.

110

References:

• Mannan, S. M., & Begum, S. (2002). Development of Libraries in Bangladesh: Study of

the historical route. Nibondhomala (collection of research articles in Bengali) 11: 233.

• Islam. K. M. Saiful (1968). The role of libraries in education. The Eastern Librarian 3(1):

17-26.

• Ahmad, N. (1981). Education for librarianship in Bangladesh International Library

Review 13(1): 103-115.

• Ahmed, S. U. (1990). The library association of Bangladesh: Achievements of the past.

The Eastern Librarian 4(14-15): 25-29.

• Ahmed, S. U. (1994). Librarianship and the state of libraries in Bangladesh. Dhaka:

Luthfun Nessah Begum.

• Foote, J.B. (1995). Libraries and librarianship in Bangladesh. Third World Libraries

5(2): 59-66.

• Hossain, S. (1980). Library education in Bangladesh: Yesterday and today.Unesco

Journal of 1nformation Science, Librarianship and Archives Administration 2(3): l80-

183.

• Hossain, S. (1985).National plans for library development in Bangladesh: 1947 - 83.

Unpublished PhD thesis, University of Dhaka.

• Islam, M. S., & Chowdhury, M. A. K. (2006). Library and information science education

system in Bangladesh: An overall situation. In Khoo, C., Singh, D., & Chaudhry, A.S.

(Eds).Proceedings A-LIEP 2006: Asia-Pacific Conference on Library & Information

Education & Practice 2006, Singapore. pp. 358-363.

• Rahim, M.A (1981). History of the University of Dacca: University of Dacca, 1981,

P.13.

• Johnson, E. D. (1973).Communication: An introduction to the history of writing,

printing, books and libraries. Metuchen, NJ: Scarecrow.

• Kabir, A.M.F. (1987).The libraries of Bengal 1700-1947. London: Mansell.

• Sultana, Yasmin (1969). Dissertation on History of Dacca University Library.

Thesis. Dhaka University, p. 20-30.

• Wikipedia. <http://www.wikipedia.com>.

• Dhaka university library. <http://www.library.du.ac.bd>.

• Koha. <http://koha-community.org>

• MARC 21 Bibliographic. <http://www.loc.gov/marc/bibliographic/>

http://koha-community.org/

http://www.loc.gov/marc/bibliographic/