Proposal for Digital Library Management Solution for (client)

Technical Proposal on
Digital Library
Management Solution
for

(Client)

Page 1 of 35
Proposal for Digital Library Management Solution for (client)

Seller Restrictions
This data shall not be disclosed and shall not be duplicated, used, or
disclosed in whole or in part for any purpose. If a contract is awarded to HCL
as a result of or in connection with the submission of this data, the client or
prospective client shall have the right to duplicate, use, or disclose this data
to the extent provided in the contract. This restriction does not limit the
client’s or prospective client’s right to use the information contained in the
proposal if it is obtained from another source without restriction. The data
subject to this restriction is contained in all marked sheets.

Page 2 of 35
Proposal for Digital Library Management Solution for (client)

HCL PROFILE

HCL Infosystems Limited is one of the pioneers in the Indian IT market, with
its origins in 1976. For over quarter of a century, HCL has developed and
implemented solutions for multiple market segments, across a range of
technologies in India. HCL has been in the forefront in introducing new
technologies and solutions, now HCL is amongst the top 20 business houses
in India with 9000+ employees spread across 38 countries and revenue of
around 1 billion US dollars.

HCL Infosystems Ltd. is the Internet Infrastructure initiative of the HCL group,
India’s premier information technology group. Through the pioneering
presence of the HCL group companies the vast experience of the markets,
HCL Infosystems has propelled itself to the path of “Total Technology
Integration”.

HCL Infosystems has established state-of-the-art ATM / Frame-Relay IP based

network infrastructure across 43 cities in the country and offers an entire
range of managed services. Its portfolio of services includes Virtual Private
Networks (VPNs), Broadband Internet access; Hosting Co-location Services;
Designing and deploying Disaster Recovery solutions and Business

Page 3 of 35
Proposal for Digital Library Management Solution for (client)

Continuity solutions; Application services; Managed Security services and

NOC services.

All these services are delivered with a Turnkey approach that includes
delivering Infosystems’s core services, third party hardware and network
provisioning, maintenance activities and project management.

HCL Infosystems comes with the promise of delivering the committed Quality
of Service backed by significant investments in infrastructure, network
management solutions and its round the clock centralized Customer support
call center. This holds even more when we consider the leverage Infosystems
draws from its parent company’s unparalleled experience in networking.

HCL’s FOCUS ON LIBRARY MANAGEMENT SOLUTION

For Library Management Solution HCL Infosystems Limited is providing one of

the finest Library Management Software in the global market designed on all
international E-Library standards like MARC – 21 Standards, Web OPAC,
UNICODE Technology for conversion into the local language, Menu Driven
Interface, RFID Enabled etc. apart from its state of art Library Management
Software HCL is providing RFID based Library Management Solution which
enable HCL to create a 100% automated and resourceful library.

HCL’s IMAGING FOCUS

For Imaging Solutions and Hardware / Equipment, HCL Infosystems has

partnered with the best in the industry. For its solutions, HCL is linked up with

Page 4 of 35
Proposal for Digital Library Management Solution for (client)

companies like TOSHIBA, KODAK, KONIKA MINOLTA etc. to bring to you truly
world class imaging solutions and hardware.

To be able to reach maximum number of (Client name), HCL Infosystems

sells through a network of direct and indirect channels spread throughout
India. The company is pioneer in the field of Office Automation, being the
first to introduce equipment like photocopiers and digital duplicators in India.
Therefore, its foray into the Imaging industry is but natural.

HCL’s Customer Support

We have the highest regard for Customer satisfaction, and towards this, we
have geared up ourselves with following aspects, which automatically rate
our service standards at the top across the country:

We organize customers meets all over the country to have the first hand
interaction, which will enable us to review our service standards and/or
enhance the same in order to achieve the same.

Page 5 of 35
Proposal for Digital Library Management Solution for (client)

We have the key-client concept, where in we constantly monitor the upkeep

of our products, being used for achieving highest level of service standards.
The parameters governed by this (viz. Up-time, Preventive Maintenance
Schedule etc.) are appraised by specialized team at the regional office and
Head office. Further, these clients are provided with an Up Time Certificate
authenticated by the respective user department and these are sent by the
President & CEO himself.

We have across the country –

Number of Machines 50,000 (All products including

photocopier)
10,000 (Telecom products alone)
Number of Software 1,000
Solutions
Number of Professionals 14,000
Number of Trained 5,000
Engineers
Number of Offices 170 cities
Number of Service Centres 360
Customer Satisfaction 9 out of 10*
ISO Certification ISO 9001:2000 & ISO 14001:2004

* Survey done by

Due to these aspects given above we are able to scale the ladder of success
which reaches us to the summit where we can shake hands with all our
customer with the proud of being the organization which exceeds our
customer satisfaction level.

Page 6 of 35
Proposal for Digital Library Management Solution for (client)

We wish to stress that with HCL’s leadership in customer support, we can

offer the best possible communication support and service to you any where
in India with the service standards as mentioned above.

The best in the “Corporate Users expectation and Satisfaction Survey

2003” - Voice & Data Magazine.

HCL has been ranked No.5 among India’s Top 5 groups impacting the
dynamics of the IT Industry - DataQuest

“The Most Responsive Company, 2005”– IT Hardware Category by the

Economic Times - Avaya Global Connect

India Presence

Page 7 of 35
Proposal for Digital Library Management Solution for (client)

Digital Imaging Solutions

If your institution houses special collections, you face the formidable
challenge of increasing the level of access to your materials without
degrading the original works. By building a digital library, your institution can
meet this challenge, and at the same time, address long-term preservation
goals and accomplish other institutional objectives.

Page 8 of 35
Proposal for Digital Library Management Solution for (client)

HCL specializes in high-quality digital imaging solutions for libraries, archives

and museums. Our turnkey solutions marry the latest imaging technologies
to creative methods. Our services address all aspects of digital library
creation, including archival scanning, post-scan image processing, metadata
capture and, above all, experienced project management.

Archival Quality Scanning

For those institutions with commitment to creating a quality digital library,
HCL offers an attractive solution. We boast a variety of options for document
preparation, color-calibrated scanning, quality control and image delivery.

 Print Scanning (Photographs)

 Film Scanning (Slides, Transparencies, Negatives, Microfilm)
 Digital Photography (Rare Books, Objects, Glass Plates)
 Large Format Scanning (Maps, Newspapers, Posters)
 Document Scanning (Manuscripts, Catalog Cards, Postcards,
Ephemera)
 Bound Material Scanning (Books, Journals, Reports)

HCL can scan almost anything -- photographs, slides, transparencies,

microfilm, maps, posters, manuscripts or catalog cards -- to name a few. For
rare books, objects and glass plates, we use digital photography instead of
scanning. We utilize professional production techniques and processes to
ensure high quality output not only for current use but also for long-term,
multipurpose use. Our archival quality scanning services are based on sound,
industry-recognized "best practices" for digital image reproduction. They are
further enhanced by our adherence to the internationally recognized ISO
9001 Quality Assurance Standard.

Page 9 of 35
Proposal for Digital Library Management Solution for (client)

Post-Scan Image Processing

The value of a diamond is based in large part, not on the original stone, but
on the cut and polish applied by a master jeweler. The same principle applies
to digitized images where selective post processing can turn an unrefined
scan into an enduring and valuable digital artifact for your institution. HCL
can process archival scans into pristine master source files by applying
expert color matching, dust and scratch removal, precise cropping,
watermarking and, if required, image restoration. In addition, HCL can create
a wide variety of derivative files to meet most application and Web-delivery
needs. Derivative images and archival source files can be delivered on CD,
DVD, DAT Tape, Exabyte Tape and other long-term storage media.

Metadata Capture, Indexing and Database Creation

Two aspects are critical to the success of a digital imaging project: 1) the
capture of descriptive data for the images and 2) the creation of useful
finding aids for search and retrieval.

HCL provides an exceptional array of value-added services to help your

organization with these labor-intensive processes. HCL can convert your
existing electronic databases to standard metadata formats, perform OCR or
manual data capture on paper-based source material and provide original
cataloging when necessary. We specialize in electronic conversion of library
catalog cards, archival finding aids and unique special collection metadata.
Our software allows import/export of c o n verted records into a variety of
formats including MARC, Dublin Core, delimited file, HTML and XML.

Project Management

Page 10 of 35
Proposal for Digital Library Management Solution for (client)

Every project begins with an analysis of the material and consultation with
your organization to determine output specifications, data mapping details
and custom fields for the data entry software interface. Throughout each
stage of production all work is tracked and accounted for. Jobs are logged
with careful notation of detail and then checked against customer
specifications to verify that the project is being accurately completed.

Experienced programmers incorporate project specifications into the

interface. All fields are systematically analyzed, ensuring data validity and
integrity. Our staff checks such variables as field length, data type,
mandatory fields, sequential numbering and, where applicable, associated
image linking. We can employ standard spell checking or, when necessary,
create a customized data dictionary. To ensure that the final data is of the
highest quality, work is entered and independently verified. The verification
process involves data being keyed and then processed by a quality control
operator, who performs a database-wide check for errors. All data is backed
up daily and stored in a secure location on-site under management control.
Source material is kept in a locked vault when not being used and is
promptly returned when work is completed. When requested, we
accommodate special material handling arrangements.

Collection available at (Client)

Library (Client name) being one of the important part of (Client name)
and has got ample of important books preserved with it which carry
important information and has got number of books which are hardly
available now a days.

Department has been performing some important activities like:

Page 11 of 35
Proposal for Digital Library Management Solution for (client)

 Preserving the various books and maps with it.

 Making available such books for research and study purposes.
Library being one of the departments where numbers of books are stored
and it is preserving the most important information about various subjects
preserved in the form of number of books and some of these books are rarely
available now a days. Thus it creates the historical importance for the
department. The Library currently faces the issues of:

– High Processing time for retrieval of documents

– High rate of documents deterioration.
– Lack of proper documents preservation and storage mechanisms.
– Inadequate security features
– Lack of Disaster Management facilities
– Keeping footprints of the Documents Access.

It aspires to meet following endeavours:

– An efficient Library Management Solution that enables Library in

maintaining and retrieving the books within no time.
– Digitization of the books.
– Centralized storage of all the documents.
– Access of single records to multiple locations through Network /
Web based Library Management Solution.
– Maintaining an audit trail for keeping track of all activities
performed on records.
– Meeting the problem of shortage of physical space and other
resources.

Page 12 of 35
Proposal for Digital Library Management Solution for (client)

It envisages the accomplishment of these through the study of its current

processes and suggesting suitable processes by using digitisation services.

These objectives are to be achieved through the following three components:

- Library Management Solution for managing the digitised data with

details of the books and other important details of Library.

Page 13 of 35
Proposal for Digital Library Management Solution for (client)

Problems faced by Library in Preservation of Books

(Client name) is preserving the Records like books in Almirahs. Condition of

these records is quite brittle and requires a special care. These records are
one of the important and most valuable records as it contain the valuable
information concerning with various subjects which is meant for maintaining
important information on the different subjects. But due to old age of
documents and its brittle condition it has become arduous to maintain the
documents in physical form with existing mode of preservation and
management. Since, in existing fashion these documents are more exposed
to the environment, which is affecting the condition of the documents in a
bad way. In addition security of the records is another major concern rising
before the department. Following are few important troubles and threats
faced by department for preservation and retrieval management of
documents:
 Department is running out of space.
 These records are outliving its age and are getting deteriorated due to
humidity, dust etc.
 Searching and timely retrieval of records is becoming impossible due to
high volume and unorganised preservation of records.
 Security of the records has become major concern for the department.
 Problem in keeping the track of records access.

Page 14 of 35
Proposal for Digital Library Management Solution for (client)

Project – Objectives and Requirements

Looking at the old and brittle condition of precious records, department has
taken the initiative of digitising these records making it available to the
applicants in electronic form and to preserve the physical records in an
organized and easily accessible form. Library Management System a part of
“Information Management” best described as “science of safe, secure and
organised retention of electronic data, images, media and documents such
that information contained therein is retrievable "on line" or physically
whenever and wherever needed.” Following are the objectives and
requirements for the digitisation of Records:
 Quick Retrieval of the Documents: Digitisation of the records will
enable department to retrieve these records within very little time that
reduces turn around time of the department for document retrieval and
thus department become able to reply to applicants within lower time
frame and with higher level of accurate results.
 Centralized Repository of Books: These books are available at
(Client name). Department is required to create a centralized
repository of these drawings and reports in order to make it available
to the entire department from single point of retrieval.
 Space Management: Department is handling a big volume of records
for which department requires huge space. Digitisation of records will
provide a great help in space management as after digitisation of
records these records can be made available to different applicants.
 To tackle the Poor Condition of Records: These Records have
already outlived their age and now due to the old age of the
documents those have become very much brittle and deteriorated.
Information written on them is getting faded everyday and slowly but
surely these documents are going to loose all the information written

Page 15 of 35
Proposal for Digital Library Management Solution for (client)

on them and heading towards the unreadable condition. By digitizing

them quality of the documents can be retained.
 Historical Importance: Department has stored the documents
covering a wide spectrum of information available in those documents
and which is priceless. Thus these records contain a historical
importance for department. But due to its brittle condition it has
became arduous to maintain the physical records. Digitisation has
become a sort of necessity for preservation of such records.
 Disaster Management: Disaster Management is another important
Objective of Digitisation Records. Apart from deteriorating condition of
documents there are other factors also that emerge as a threat for the
documents i.e. Natural Calamities, riots, strikes etc. these are the
factors which are beyond control and are not predictable even.
Digitisation of documents again helps in coping up with such
unpredictable factors as after digitising the documents it’s always easy
to keep a backup copy of the records at different location which is not
possible there with big lots of physical records.
 Manpower Management: In present situation it has become difficult
to manage manpower, which is linked with these records. As there are
very few manpower that are capable of retrieving the records which
are required for some particular information but with the digital
storage of records any or all officials can retrieve the records easily. So
the available manpower can be used in optimum manner.
 Controlled Access: These records contain the very important
information which is concerned with contains historical importance.
Therefore it is required to keep a check on the access of the records.
With Electronic Library Management System such checks can be easily
implemented by providing User name and passwords to authorized

Page 16 of 35
Proposal for Digital Library Management Solution for (client)

users of the records and unauthorized access to the records can be

controlled.
 Audit of the Document Access: Electronic Library Management
System will also enable the department to keep footprints of access of
the documents. Department can easily keep a track of all the activities
performed on the documents.
 Proper Preservation of the Physical Documents: During
digitisation process physical records can be treated and afterwards it
can be preserved in the bags made as per specific requirements of
those records. After digitisation it can be preserved in proper Record
Management Facility in order to increase the life of the physical
records.
 Become More IT Oriented: Implementing the Electronic Library
Management System is a step towards E-Governance by the
Department which will make department more IT Savvy and processes
will be more IT Oriented and systematic.

Page 17 of 35
Proposal for Digital Library Management Solution for (client)

Brief write-up about Vital – Digital Library

Management Software
For institutional repository solutions, the answer is VITAL!

VITAL is an institutional repository solution designed for universities, libraries,

museums, archives and information centers. This software is designed to
simplify the development of digital object repositories and to provide
seamless online search and retrieval of information for administrative staff,
contributing faculty and end-users. VITAL provides all types of institutions a
way to broaden access to valuable resources that were once only available at
a single location and to a finite number of patrons. By eliminating the
traditional limitations information seekers encounter, this technology grants
access to materials for all authorized end-users, from professional
researchers to recreational learners.

VITAL provides every feature-ingesting, storing, indexing, cataloguing,

searching and retrieving-required for handling large text and rich content
collections. VITAL takes advantage of technology standards such as XML, TEI,
EAD and Dublin Core to easily describe and index an assortment of electronic
resources. VITAL leverages the benefits of open-source solutions such as
Apache, MySQL, McKOI and FEDORA™. VITAL conforms to common Internet
data communications standards such as TCP/IP, HTTP, SOAP and FTP.
Additional standards utilized include WSDL Web Services, OAI-PMH, Dublin
Core, MARCXML, JHOVE, MIX (Metadata for Images in XML Schema), SRU/SRW
and Z39.50.

VITAL provides workflow extensions, management utilities, robust indexing,

advanced searching capabilities and specialized content displays to enhance
the functionality of the underlying object repository architecture. Using web

Page 18 of 35
Proposal for Digital Library Management Solution for (client)

services, VITAL provides a mechanism for your organization to create tools,

enhance the functionality provided by VTLS, or leverage the open-source
community for future applications. Together, the package is known as VITAL.
As the only product of its kind on the market, VITAL delivers a flexible and
highly customizable solution for managing the digital resources of any type
of information center.
Key benefits of VITAL include:

 Storage and management of any content format due to VITAL's repository

architecture
 Integration with existing systems through open, standards-based
protocols
 Search full-text content of PDF, DOC, RTF and other document formats
 Display high resolution imagery, multi-page documents and specialized
data formats
 Automatically capture preservation metadata and create long-term,
citable DOIs

Digitisation of legacy documents of Library, (Client name) is a Marathon

task. HCL is pleased to present this proposal for implementing its
Integrated Library Management Software (ILMS) and Digital Library
Solution (DL) for (Client name).

This proposal addresses all the necessary aspects of (Client name).

Our understanding of the business objectives and system requirements is

based on the various interactions and meeting held between (Client name)
and HCL, as well as our own experience in designing and building imaging-
based business applications.

Page 19 of 35
Proposal for Digital Library Management Solution for (client)

The aim of this solution is to enhance and address few key business
issues:
 Reduce the overall cost of holding Books, Generals Issued to be scanned
for reference reading, handling documents with out physical contact and
speed-up the process
 Improve service to the applicants / clients through improved Books,
Generals Issued to be scanned for reference, handling of documents with
out physical contact and information
 Architect and implement a solution, which is scaleable and will support
future growth
 Provide a flexible solution, which supports evolving methodologies
 Achieve document integrity
 Provide a stable document-handling environment
 Enable identification of processes that need improvement
 Providing a face-up Book Scanner to the department that enable
department to digitize the books without affecting its original quality.

Users of the system will be able to perform functions such as searches,

retrievals, indexing, viewing, printing, e-mailing, etc. directly from their PCs
as per the authorization given by the administration. This in turn would
enable dynamic information requests to be fulfilled expeditiously thereby
creating greater efficiency within the organization.

Page 20 of 35
Proposal for Digital Library Management Solution for (client)

Project Methodology for Digitization

Document Preparation/Quality Control

Preparing Materials for Scanning
• Analysis of shipment contents
 Naming convention, number of documents, size of documents, etc.
for each group
 Creation of spreadsheets to be used for tracking, production, QC,
file movement verification, handling considerations, and project
management.
 Special handling considerations (fragile, damaged, tight mylar
encasement, etc.) will be recorded in the log spreadsheets.
Documentation of the condition of the materials is done prior to
digitization and is done while documents remain encased in mylar.
This is to ensure that throughout the process of digitization,
operators are aware of the condition of the material. Any change in
the condition of the documents will be noted during the quality
control phase. A copy of this log will be sent to the project directors
as verification of the shipment delivered and to document the
condition of the materials upon receipt by VTLS.

Quality Control of Digitization

• Point of Scan
 Files containing filenames for each group will also contain the total
count for that unit. The physical structure for the scanning will be
mirrored in a directory structure at the scanning stations. File count
will be checked at the completion of each group and at the end of
an operator’s shift if reached prior to finishing a group. Scanning

Page 21 of 35
Proposal for Digital Library Management Solution for (client)

log spreadsheets will track production for each shift and will indicate
where scanning is to begin.
 A script will be run that will compare the filenames of the group to
the pre-recorded index of the group’s contents to ensure that no
images were misnamed or duplicated during the scanning process.
 Upon verification of the filenames, the files will be copied
programmatically to Image QC stations, which also mirror the
directory structure of the scanning stations. Again, physical count
of these directories will be done to ensure all of the images have
been retained during the movement process.
 Once this has been verified, Image QC will begin.
• Image Quality Control
 Filename verification
 Crop/rotate/deskew
 Color calibration and color matching
 Acceptance/Rejection for rescan. This phase of QC involves analysis
of targets and viewing 100% of the image at 100% zoom level to
ensure that the image is free of all types of digital imperfections.
Images are compared against original documents to verify that a
digital likeness of the original has been correctly obtained and to
ensure that the filename of the image matches the original score.
 Saving of the archival images
 QC log spreadsheets will be used to track this process. Rejected
images will be placed in queue for rescanning. A group will not be
considered complete until all of the rescans have passed the Image
QC process and are ready to be ‘archived’ as one completed unit.
 Once a group has passed the Image QC process, it will be moved to
a server for backup. The count is again checked and thumbnails will
be used to ensure that the file was not corrupted during the file

Page 22 of 35
Proposal for Digital Library Management Solution for (client)

movement and also as final verification of the Image QC processes

for rotation and cropping. This will occur for both the archival and
service images.

• Metadata Quality Control

 Following verification of the integrity of each file in the group moved
to the backup server, a programmatic pass will be made to verify
the embedded TIFF Header data elements (if required).

• Backups
 Once all QC phases are complete, two backups will be made and
verified and materials will be prepared for shipment. The second
backup will be kept at VTLS until we receive acknowledgement of
integrity of all files on the shipped media.

It should be noted also that during all phases listed above our operators wear
lint-free white cotton gloves and lab coats while handling materials. Also, to
protect the originals, all surfaces where original materials will be resting will
be covered with acid-free paper.

ACITIVITIES:

 Scanning the Documents using special scanners for all documents

without damaging and also without opening the binding.
 Images will be directed to one of 4 quality control stations for post-
processing and verification including the following:

 Curve correction
 Text box is cantered on page
 Correct resolution
 Correct color space
 Colour matching

Page 23 of 35
Proposal for Digital Library Management Solution for (client)

 Correct filename
 Verify that pages are in order
 Verify that all pages were scanned

 Images requiring digital restoration will be directed to an imaging

specialist for additional processing on a case-by-case basis.

 After the images pass through post-processing and quality control,

another backup is taken. At this point, the following image
derivatives will be created:

 TIFF file
 PDF file (to be used for reprints or POD)
 JPG File
 600 x 400 JPEG service image
 1” x 1” thumbnail

 The following technical metadata would be captured at point of

scan:

 Item ID
 Filename
 Collection
 Height (pixels) - of digital image
 Width (pixels) - of digital image
 Colorspace used
 Bit depth
 Mime type
 Resolution/Unit
 Camera used (body and digital back)

Page 24 of 35
Proposal for Digital Library Management Solution for (client)

 Lens used
 Lights used
 ICC profile
 Target ID
 Capture operator
 Capture date
 Capture machine (Mac)
 Quality control operator
 Quality control date
 Quality control machine
 Backup media name

Benefits to the Library from Scanning and

Digitisation of Documents / Resources

Following would be the impacts of the digitisation of records:

 Increased Accessibility
• Works are accessible to authorized personnel through Intranet or
Internet access from the World Wide Web thus providing equal access
to a widest range of users
• Works can be accessed by multiple users at one time independent of
their location, 24/7 365/1
• Works can be more readily incorporated into any other applications like
instructional and educational applications
 Increased functionality
• Users can simultaneously compare selected digital page images of
originals

Page 25 of 35
Proposal for Digital Library Management Solution for (client)

• Along with meta data creation digital images will be converted to

searchable files to enable searching and analysis of content within and
across works, independent of location
• Digital copies can be manipulated (enlarged and contrast changed) to
support some types of artifactual study
 Documents Security
• Along with the facilities like file encryption, Library Management
system and security features of storage device the digitised data will
remain secure.
 Saving on Real Estate Cost
• Digitisation of the documents will save the cost incurred by
department on prime real estate by moving the documents to a remote
location after digitisation.
 Audit Reports
• Department can keep the footprints of all the activities performed on
the documents.
 Output capability to other media
• Can create printed facsimiles in accordance with preservation
specifications to meet user needs
• Can generate computer output microfilm that meets preservation
specifications
• Can generate multiple digital copies without loss of quality
• Paper facsimiles can be generated easily at cost
 Benefit to Physical Records
• During digitisation the documents will get the treatment through which
age of physical documents will be increased
 Systematic and Purposeful Collaboration

Page 26 of 35
Proposal for Digital Library Management Solution for (client)

• Once the department has digitised its records then it can be easily
integrated into the virtual collections or other applications of other
departments that increases cross functional activities.
 Expanded scope for preservation activities
• It will be easier to share digital collections so cooperative/coordinated
preservation projects or programs will be more successful than other
efforts.

Some Important Features of the Offered Digital

Library Management Software
 Open Source – VTLS is spearheading the open source movement among
ILS vendors by basing one of its largest products, VITAL, on an open
source software package.
 XML Submission and Storage – Digital objects are stored as XML-encoded
files that conform to an extension of the METS schema.
 Versioning – The Fedora™ repository system includes the infrastructure to
support versioning of digital objects and their components.
 Datastreams – Objects in a repository may consist of content and
metadata that physically reside inside or outside the repository. Fedora™
supports content of any MIME type.
 Batch Utility – Fedora™ includes a Batch Utility as part of the Management
client that enables the mass creation and loading of data objects.
 OAI Metadata Harvesting Provider – The OAI Protocol for Metadata
Harvesting is a standard for sharing metadata across repositories. Every
Fedora™ digital object has a primary Dublin Core record that conforms to
the schema.

Page 27 of 35
Proposal for Digital Library Management Solution for (client)

 Access Control and Authentication – Provides access restrictions based on

IP address and HTTP Basic Authentication, with upcoming support for
Shibboleth and digital rights management as well.
 Searching – Selected system metadata fields are indexed along with the
primary Dublin Core record for each object. Fedora™ provides a search
interface for both full text and field specific queries across these metadata
fields.
 Instant access to digital content anytime, from anywhere, to anyone with
a browser
 Tools to facilitate the digitization of fragile materials, rare objects or
historical documents
 Simultaneous access to diverse content and metadata through Fedora™
digital objects.

Additional Salient features of the software:

Hardware/OS Requirements:

The broad functionalities required from the offered solution are as

follows:

Standards:
Architecture:
Client Software:
Client Software Standard:
Interface:
OPAC Search:

Import & Export of Data:

Import/ Export Standard:

Page 28 of 35
Proposal for Digital Library Management Solution for (client)

Reports & Statistics:

Import of bibliographical records:
Conversion:
Extended Marc Records (XBS):
Portal:
Thesis/DISSERTATION/PROJECT Submission:

General Hardware Requirements

Hardware Platform:

Backup and recovery:

Detailed Specifications for Integrated Digital Management System:

General Requirements:-

Web based Image Navigation

Extended Bibliographic Service (XBS)
Thesis Submission
WEB OPAC Customisation
Circulation System
Request Printing
Patron files
Patron Record
Interlibrary Loans
Standards
Cataloguing

Page 29 of 35
Proposal for Digital Library Management Solution for (client)

Import of bibliographical records

Conversion
Extended Marc Records
Authority Control
Data entry
Data Entry by scanning
Output

Page 30 of 35
Proposal for Digital Library Management Solution for (client)

Deliverables

Sr. Particulars Quantity

No.
Digital Library Management Solution
Scanner
Scanning and Cataloguing (Metadata)
Installation Charges

Hardware / OS Requirements for Virtua Library Management

Software:

 Hardware requirements are typically be RISC/INTEL based server with a

min of 200 GB HDD and 4GB RAM (RAID5)

 Operating System for server is any UNIX/LINUX while for the clients
Windows 95/98/2000/NT/XP.

 For Language support, Windows 2000/Windows XP (client version) is a

must to be installed on the client PCs.

Page 31 of 35
Proposal for Digital Library Management Solution for (client)

Page 32 of 35
Proposal for Digital Library Management Solution for (client)

Commercial Proposal for

Digital Library Management for
(Client)

Page 33 of 35
Proposal for Digital Library Management Solution for (client)

HCL here by submit its Commercial Proposal for Total Library Management
Solution to (Client name). Kindly find following as our Commercial proposal:

Commercial Offer for Library Management Software:

Sr. No. Particulars Quantity Price (Rs.)
1.

Terms & Conditions:

- Delivery: 6-8 weeks from the date of receipt of the PO and payment.
- Taxes: The above prices are exclusive of all local Taxes. The same will be
charged extra as applicable by HCL to (Client name).
- Warranty: There is a warranty on the solution purchased for one year
from the date purchased. Thereafter, the warranty will continue to get
extended on an annual basis as long as (Client name) continues to
renew the Annual Maintenance on an annual and timely basis from the
second year onwards.
- Validity of Prices: These prices are valid for 30 days.
- Force Majeure: HCL shall be under no liability whatsoever on the
occurrence of any Force Majeure event such as war, fire, arson, industrial
action, orders of government or other duly constituted authority, any
natural calamities or Act of God, etc.
- HCL provides the solution to (Client name) based on the above
understanding, In case any additional scope of work or legal licenses for
Digital Library or copyright act has to be taken care by (Client name)
only.
- HCL and (Client name) will come into a agreement to fulfil the scope and
when ever there is change in scope mutually will agree and the same in
the agreement as and when it arises.

Page 34 of 35
Proposal for Digital Library Management Solution for (client)

- Above pricing is for generic softwares. In case of any customisation in

software charges will be taken as per the degree of customization in the
software

Hope the above is in order.

Sincerely,

For HCL Infosystems Ltd.

Page 35 of 35