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Library System Essay Sample

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Library System Essay Sample


Library is a place where people focus their attention in reading and making research which can help everyone gains knowledge. It is organized and maintained for the use of public body, institution, corporation, or private individual. The school library provides opportunities for the individuals with the focus on the intellectual content and information literacy to the learner. It contains books and other reference materials made available to the users for reading, studying and getting references.

The books and reference materials are arranged on shelves according to the classification system used for the convenience of the users. Placing similar materials in one location helps the users find multiple items on a given subject more efficiently than those some items scattered within the library.

The generation of computer age can be very useful in bridging the demand for library services and ability to provide these services. Deciding the most effective program for establishing an automated circulation system is a task that confronts librarian today.

There are major library problems experienced around the world. Aside from Philippines, India and other countries libraries suffer from lack of proper library facilities and facing the problem of poor services, and most importantly unorganized circulation system and process of retrieving data is not efficient. Local libraries also faced several problems these are lack of financial resources and high cost of computer accessories has reduced the trends in the adoption of automated library system in school libraries while such has limited access to a variety of information on stored data.

The thesis writers observed that the process of inquiring books and retrieving the borrowed and returned book were done manually in Santa Monica Institute. In this, the borrower spent more time in every process of circulating books in Santa Monica Institute. Thus, the thesis writers were interested to design and to develop the Automated Library Circulation System of Santa Monica Institute – Mabini library to improve its operation in order to provide effective services.

Literature Background

The evolution of technology has undoubtedly increased the variety of resources available in libraries today. It is especially fueling increased user demands and expectations for information resources and their timely delivery. The impact of the changing technology helps in designing library automation.

A.G. Nkhoma-Wamunza stated that “library automation is a process which involves linking computers electronically within and outside the institution, entering library resources in a database to create an Open Access Catalogue, which allows users to access and retrieve information in a timely manner.” It gained wide acceptance globally due to its many benefits potentials including improved performance efficiency and delivery of quality service in library. Library Circulation is one of those sections of the library that needs automation.

It comprises the activities around the lending of library books and other materials to users of a lending library. It provides lending services and facilities for return of loaned items. Renewal of materials and payment of fines are also handled at the circulation desk. Circulation staff may provide basic search and reference services, though more in-depth questions are usually referred to reference librarians.

Librarian is a person who works professionally in a library, and is usually trained in librarianship and experts of finding, organizing and interpreting information needed. They are the guardians of materials inside the library. The reference desk of the library is a public in service counter where professional librarians provide direction to the materials, advice on the collections and services, and expertise on the multiple kinds of information from multiple sources to the library users. Library user is the borrower of the library materials which can be brought at home / classroom. It can be a student, teacher, patron and even outsider who are greatly benefited on the proposed system.

School administration is an important part of our education system. Administrators face a variety of issues on a daily basis. Take a look at strategies and techniques used to combat those issues.

The UP College of Science Library System located at Diliman, Quezon city is one of the existing library system that uses online library system. It has many capabilities it allows to view information about the library and its services. The system also provides information about new titles, library hours and has link that will allow user to contact the library through e-mail. UP College Science is similar to the proposed system because it allows searching of books and other library materials. The library system is implemented to provide user fast and quick access of information.

Automated Library System referred as a cost effective and space saving alternative to common document shelving technologies, addressing the need for space efficiency, secure and automated document and records handling. ALS is a design and software solution focused on the reliability and maintainability. The solution, developed by team of experienced industry professionals is supported by comprehensive services including on-site maintenance, spare parts, modernization, upgrades and expansions. HK has been installing system utilizing this technology for the past forty years. ALS have been installed at institutions throughout North America.

Automated Library System for Navotas City Library (2010).They have two computers in the library without automated library system. The Automated System for Navotas City Library is to facilitate the inventor, lending and returning of books in electronic, systematic and orderly manners. In addition, it aims to cope with the trends of technology today for the library and to the library and to have a system that will attract more users to the library, therefore, appreciation on the library can contribute it to the information needed by the students, workers, and researchers especially to the people of Navotas City.

Bodiongan (2000). The researcher found that the process of retrieving data and information are not efficient. So the borrower takes time in finding information because the materials are not properly returned to the right arrangement. The process of retrieving and keeping records of the borrowers is time consuming due to low quality of the borrower’s card. The library has a huge collection of books so the borrower takes time in sorting information from the card catalogue. The library assistant takes time in searching the borrower’s records because there are some instances that some of the borrower’s card are not properly returned.

Curan (2011). In her study, the researcher observed that the process of inquiring books and retrieving the borrowed and returned book were done manually. In this, the borrower spent more time in every process of circulating books. The researcher conclude that the system has great help in minimizing the time consume in borrowing and retrieving data. The system provides accurate and secure keeping of data, and can generate report immediately.

Code of ethics of Library Association adopted at the 1939 Midwinter Meeting by the ALA Council; amended June 30, 1981; June 28, 1995; and January 22, 2008 states that “we protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted.”

Privacy is essential to the exercise of free speech, free thought, and free association. Identifiable information about users is confidential and the library keeps that information private and confidential on their behalf. This policy is intended to prevent the unauthorized use of our patrons’ personal information, and to protect the privacy of this information. Librarians are responsible for keeping the information’s security needed for the reference of the user and provide better service to the borrowers.

Section 10 Article XIV of the 1987 Constitution mandates that:

Science and technology are essential for national development and progress. The state shall give priority to research and development, invention, innovation, and their utilization; and to science and technology education, training and services. It shall support indigenous, appropriate and self- reliant scientific and technological capabilities, and their application to the country’s productive system and national life.

Technology plays great role for the improvement of an institution. The continuous growth of technology leads to many inventions for the improvement of the institution one of this is the Santa Monica Institute. Technology help provide system that would provide user better service in this institutions.

Section 12, Article XIV of the 1987 Constitution mandates stated: The state shall regulate the transfer and promote the adaptation of technology from all sources for the national benefit. It shall encourage the widest participation of private groups, local governments and community-based organizations in the generation and utilization of science and technology.

Through the use of technology, it can help the institution to improve process with the use of the proposed system that involves private groups to indentify the features that needs improvement to provide better service.

Section 13, Republic Act 8293 mandates stated:

The state shall protect and secure the exclusive rights of scientists, inventors, artists, and other gifted citizens to their intellectual property and creations, particularly when beneficial to the people, for such period as may be provided by law.

This states that the researchers should protect the right to defend the study and portability of data. In this study, the researchers should protect and secure the proposed system with the use of password to avoid the alteration of information.


Statement of the Problem

The main purpose of the study is to design and developed Santa Monica Institute Library Circulation System that would serve as a proposal to minimize time in searching books and generate reliable and accurate reports.

Specifically, the study answers the following questions:

1. What are the features of the system that needs improvement?

2. To what extent of the performance of the proposed system in terms of

3.1 Security;
3.2 Human Interface;
3.3 Requirements; and
3.4 Performance/ Reliability.

Significance of the study

The study would be beneficial to the following:

School Administration. This study could be used as basis in implementing library improvement and development.

Librarian. It enables her to respond to the borrower’s request immediately.

Borrowers. They are greatly benefitted because they can get immediate response on their requests.

Future Researchers. This study enhances the capability in making the system. It gives essence on how computerization really helps on developing one’s institution and on how library system operates. RESEARCH METHODOLOGY


The researcher used the Descriptive Survey and Experimental method with the use of a self-made questionnaire and software evaluation tool. The descriptive survey or questionnaire was used to determine the problems encountered by the librarian and library users, and the features of the existing system that needs improvement. The experimental method or the evaluation tool was used to ascertain the acceptability level of automated system.

Environment and Participants

The study was conducted in Santa Monica Institute, Poblacion 1, Mabini, Bohol.The school administration, librarian, borrowers were the respondents. The librarian will be the user of the proposed system.

Data Gathering Instruments

The researcher used two instruments, the self-made questionnaire and the evaluation tool.Self-made questionnaire is a guide used to interview the respondents to get information about the Library Circulation System. This was constructed based on the present transactions at Santa Monica Institute. The evaluation tool was employed to evaluate the performance of the proposed system. This tool was secured from the internet and related books. The tool was modified and respond to the needs of user and tasked to rate the items using a five-point Likert scale. The questionnaire and evaluation tool are attached in appendix B and C.

The researcher also used the context diagram, system flowchart, IPO (Input Process Output) and HIPO (Hierarchical Input – Process – Output) in designing the proposed software. These tools are necessary for the development of the system.


The thesis writers interviewed the librarian to have an idea, information and other important details about the flow of operation in the library.

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