Library Information System

A university library serves everyone who is a part of the university. Members of the library may borrow
books, audio books, periodicals (i.e. journals and magazines) and videos (DVDs, CDs and VHS Tapes).
Apart from students and members of faculty, academic secretaries, and all university’s administrative staff
also have access to the library. Some items are earmarked as reference books. These items are only
available for referring to inside the library premises, and are not available for borrowing.
Physical access to the university is facilitated via turnstile gates that open when an individual scans their
university ID card. The same card is used by the LIS to identify the member when s/he approaches the
counter to borrow item(s) from the library.

Borrow
A counter is located on every floor of the library where members can borrow or return items. A member of
the library staff manning the counter scans the member’s university ID card, and then scans the barcode
affixed on each of the item(s).
The LIS interacts with the SAP ERP System to uniquely identify a member. When the library staff member
scans the university ID, LIS requests for member information from the SAP System including name, member
type, photograph, etc.
LIS prints out a proof of issue on a sticky label which the staff member affixes on every item being
borrowed. The proof of issue includes information such as the member name, member ID, date when
borrowed, due date, item type and the item name. The member is now free to take the item(s) awa y with
him/her.
At the exit of the library, a member of library security staff physically verifies that each item being taken
outside the library has the proof of issue label affixed to it and that the due date is still in the future.
Once the borrow process is complete, an email is sent to the member’s email address informing him/her
about the item(s) borrowed. The email lists all the item(s) that the member has already previously
borrowed along with the due date for each item plus those item(s) (and due dates) that were borrowed in
the current transaction.
The number of items that a member can borrow depends on the member type. In fact, there is an overall
limit across all items for a given member type and then there are individual item limits too. For e.g.
Students may have up to 10 items checked out (i.e. borrowed) at any time, which is the overall limit for a
Student. In addition, Students have limits at the individual item types too - up to 5 books, 5 audio books, 8
periodicals and 2 research reports. Similarly, a faculty member may have an overall limit of 25 items, and
additionally, may have individual item limits. The rules are set up the chief librarian and can be revised from
time to time.

Returns
While a member can return items at any counter, a ‘returns only’ counter is located at the entrance of the
library outside the gates to facilitate quick returns. The library staff simply scans the barcode on the item
being returned to complete the returns process. The LIS recognizes the item from the barcode and updates
the records indicating that the item has been returned.
Each item would have a different due date depending on who borrower and the item being borrowed. For
e.g. a member of the faculty is allowed to retain a book for 6 weeks before it must either be returned or
renewed. A student is allowed to retain a book for 3 weeks before it must be either returned or renewed.

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However, a student must return an audio book before 3 weeks whereas a faculty has 4 weeks to either
return or renew an audio book. These rules are set by the chief librarian, and may be revised from time to
time.
LIS sends reminders to members about items they have borrowed as follows: every alternate day starting
ten days before the due date of the item, once a day beginning five days before the due date. The
reminders stop when the item is either renewed or returned. The reminder email includes all items that
become due on the same date (as opposed to separate reminder emails for each item)

Search
The library has several self-service kiosks spread across the library. Members may use these kiosks to
search items that they intend to borrow. LIS provides them with information about how many copies of
that item are available to be borrowed. For each copy that is already borrowed, LIS indicates the date when
the item would be returned.

Reservation
If all copies of an item are already borrowed, LIS allows the member to reserve the item by logging on to
the LIS with their account credentials (using the kiosk or their own PC), or by approaching a counter where
a library staff member reserves the item on behalf of the member.
LIS maintains a queue of members who have reserved that item. As soon as a copy of that item becomes
available, LIS sends an email to the next member in the queue indicating that the item is available and that
s/he must borrow the item within one calendar day. If the member fails to borrow the item before one
calendar day, LIS removes the member from the queue and informs (via email) the next member in the
queue indicating the item’s availability. During the period when an item is reserved for a member, LIS
prevents anyone other than that specific member from borrowing the item.

Renewals
A member may renew an item up to two days prior to the due date. However, an item may only be
renewed if it not reserved by anyone else.
Renewal may be done online (at the kiosk or member’s own PC), or by bringing the item to one of the
counters in the library. An item may be renewed a maximum of three times.
The staff member at the counter replaces the proof of issue to now indicate the new due date and the
number of renewals done. If the renewal is done online, the item would not obviously have a new label. In
this case, the next time the member visits the library along with the item, s/he may get the label replaced
at the counter. If this is not done, the security at the entrance would not allow the item to be taken out of
the library.

Authentication
Any user intending to access the LIS is required to first login. Authentication is performed by
communicating with the university’s central authentication system based on LDAP. After authentication,
LDAP passes the following information about the user to LIS: University ID and the user’s role (i.e. whether
the user is library staff, student, faculty, academic staff or a non-academic staff).

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