Why Institutes Should Invest in a Library Management System

Why Institutes Should Invest in a Library Management System

  • Arya Vishwaroop
    Arya Vishwaroop

Introduction

A library management system is software designed for the purpose of managing all the functions of a library. It helps librarians maintain a detailed database of new books as well as the books that were borrowed by the members of the library and their due dates. Such an intricate system completely automates all the library’s activities. Arguably, the best way to organize, maintain, and handle several books systematically without so much as lifting a finger is to implement library management system software.

A library management system is used for maintaining accurate library records by keeping track of:

  • The records of the number of books in the library
  • How many books are issued
  • How many books have been returned or renewed or late fine charges, etc.

With the library management system, it is much easier to find books in an instant, issue and/or reissue books quickly, and manage all the data in an efficient and orderly manner. It can offer accurate instant data with respect to any type of book, thereby saving a whole lot of time and effort.

Advantages of Having a Library Management System

There are several advantages of having a computerized or rather digital library management system, a few of which are given below

Simple & Easy to Use

The Library Management system is simple to use, user-friendly, and can be integrated easily with the existing system. The benefits of a library management system are:

  • Provide online and offline storage
  • Automated backups, and
  • Can be easily upgraded to enhance and simplify the learning process

Increased Library Engagement

One of the main problems with library management in the traditional sense is the timings. The students can only gain access to the library during the working hours of the school. This is inconvenient for the students as they only have a certain timeframe in which they can access the library as well as for the librarians because it creates more rush during those times. This tediousness and frustration of the job can be avoided by offering students 24/7 access to the resources of the library from anywhere at any time with the help of the library management system. It allows the librarian maintain different types of eBooks, journals, photos, books, videos, and can go as far as to create events. This means that the library will effectively be accessible at all times which will be easier on the librarians as a major portion of their work will be taken care of by the software, and on the students, because it makes borrowing and accessing content from the library extremely easy and convenient.

Efficient Cloud Data Management

Since all the resources of the library are stored on the cloud because of the library’s nature of being online, there needs to be an efficient cloud data management system to maintain and automate the library management system. Deploying library databases seamlessly for the purpose of making it easy for the institution to benefit from secure cloud services is now much easier than ever before. The efficiency of the automation of several library tasks which includes acquisition, serials management, circulation, reference, and cataloging is also made easier and more efficient.

High Security

School and college libraries can benefit from the use of library management systems with role-based secure access, reliability, scalable infrastructure, and high performance to make sure that there is seamless access to the library databases from any time anywhere.

Easy Access From All Over the World

One of the most poignant points of having a library management system is the convenience that comes with it. It offers access to search the schedules,  library catalog, books, and resources from anywhere, at any given time from any device, be it smartphones, tablets, or laptops.

Much Narrower Margin of Error

Since the whole process of library management can be partially or fully automated with the help of library software, the process becomes more user-friendly, and powerful and can allow for easy entry of data, making the overall operations of the library almost completely free from errors.

Innovation

With library software, the whole dynamic of a library itself is changing drastically. Students can write articles, do their research, upload photos and videos, send messages, and manage emails, which can also help them keep in touch with the librarian as well as other students via chat, social media, discussion forums, and so on.

Fully Customizable

Another important point that makes library software such as this stand out is the fact that it is completely customizable and adaptable to the needs of the educational institution it is employed in to offer fast, reliable data.

Cost-Effective

Embracing technologies that are relevant to the times and using them to maximize efficiency in the library can make the process of library management quite cost-effective and a viable choice for educational institutions. When traditional library spaces are replaced by the cloud, mobile and digital libraries take their place, and they eliminate paper-based processes and maintenance overheads, improve productivity, reduce operation costs, and save time.

Components of Library Management Software

Different educational institutions have different requirements with respect to why they need a library management system. Here are some of the most common ones, that  covers almost all of the reasons imaginable:

Book Purchase

One of the most frustrating aspects of maintaining a library is when new books are added and damaged ones are removed. The librarian is tasked with the role of adding the book to the database and making it a part of the library, but with the software, as soon as a set of books is bought, it can automatically add the book to the database.

Purchase Management

Invoicing and indexing the books in the library, especially when it comes to new books, is very smooth and seamless with assistive library software. This further helps in maintaining the budget and identifying expenses.

Patron Management

This aspect of library management software enables the librarians to create and maintain the database of readers in the absence of any complexity. They can track the books that they have taken and the due dates of their submission. They can also execute the process of lending, renewal, and returning of books.

MIS Reports

Management Information System helps in managing the large databases of libraries with hardly any error. This is a vital requirement for the effective management of libraries and the management software can help institutes generate the MIS reports with just a few clicks.

Functions of Library Management Software

There are mainly five important functions of management systems like the ones used in the management of libraries.

Planning

The first and most vital component of the entire library management system, the goals, and objectives that help the users understand their applicability to their own business needs to be planned out with respect to the library management system. Educational institutions can use the management system software effectively for their online classes when they know what their uses are. Depending on this, future strategies will be created and executed.

Commanding

The library software can assist in the selection of resources for the library. It can be used to assess job roles and select employees who are best suited for the role. It can provide library managers with a rather accurate evaluation of the performance of their employees. The software can help conduct appraisals which can, in turn, contribute to the overall growth of the school or college as a whole.

Organizing

The next function of the library management system is decentralization and departmentalization. Even though it may sound fancy and laced in jargon, it simply means the tasks of the library would be divided on the basis of the departments. After this step, the software would bring all tasks to one platform so that the entire administration process becomes centralized.

Coordinating

One of the most essential tasks for library managers is the coordination of the various departments with people to bring them on one single platform, which can now be done by the management software. It is able to facilitate communication between various departments which can, in turn, help keep the workforce to stay motivated to work in unison and achieve the goals of the company.

Controlling

Finally, the software can assist in the effective control and management of the workflow. Just like in the case of a lot of operations being automated, it is easier to apply those control techniques that it can contribute to reducing errors.

Conclusion

With several areas of school management becoming increasingly online, it is only natural that library management would make that shift too. As can be seen, there are a lot of advantages to having such an intricate system for managing a library/libraries over traditional methods in the digital space. There are several other school management software solutions available today such as fee management software attendance management software, institute ERP, school LMS, Transport management system, hostel management system, etc.