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Use of Information Communication Technology (ICT) and Library

Operation: An Overview
Bhoi, Narendra Kumar
Junior Research Fellow
DRTC, ISI, Bangalore
narendrakumarbhoi@[Link]

Abstract: This paper discusses the different dimension of the ICTs. It gives an awareness of
technology in library and why there is a need to understand the use of ICT in the library for
rendering enhanced library services and information to users. The current study highlights the
areas where ICT can be applied. Basically, the paper explains different technologies and their
use in the library operation. How library services are prompted with the use of technology like
RemoteXs, RFID Technology, QR Code, etc. have discoursed in the study. The present study
discusses various library operations using library automation. In this paper, the benefits of
institutional repositories have been discussed for archiving the library resources. The very
purpose of this study is to express the usefulness of the different ICT for quickest and
approachable information dissemination.
Keywords: Information Communication Technology (ICT); Housekeeping Operation; Library
Service; Library Automation; Library Operation; QR Code; RFID Technology; Social Media;
Digital Libraries

1. Introduction

The vital activities of libraries comprise collection development, reference

services management, document delivery service, access to organised collections held
by the library and assist users in information search and retrieval (Husain & Nazim,
2015; Cholin, 2005; Malhan, 2006). There is the basic essentiality of information
technology to manage the huge collection of library. It is indispensable to use modern
technology to make library services faster. Libraries are facing a new generation of
online users who are technologically savvy and integrate information access and use in
all spheres of their lives to an unprecedented degree (Thomas & McDonald, 2005).
Gradually, generation is changing with the time and the present generation’s library
users are too passionate with the technology. It is well known that all the success
depends upon the satisfaction of the library users. So, in the present scenario the
quickest library service is more approachable through the world‐wide web and internet
(Berners‐Lee, Cailliau, Groff, & Pollermann, 1992). To provide information to the
‘right users’ at ‘any time’, from ‘anywhere’ in the ‘right way’ (Fischer, 2012) is
possible using web based technological settings.

Tremendous development has been seen in the field of Library & Information
Science due to the faster growth in technology. In past few decades, with the use of
internet and technology, the library work has become very fast. To satisfy the needs of
library users, speed and accuracy is the most two important dimension. Basically,
Information and Communication Technology (ICT) enhances the workflow of the
library which helps reducing manual work, with this, it proliferates the library services.
One of the most prominent advantages of ICT is to provide ICT-based information
services to meet the users' demands (Woodward, 2009). Emerging ICTs have changed
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traditional libraries into knowledge centres and librarians function more like consulting
information engineers or knowledge managers (Sampath Kumar & Biradar, 2010). The
modern technology has carried momentous changes in different aspects of library

Proceedings: International Conference on Future Libraries: From Promises to Practices 2017

 management. From housekeeping operation to users management, have been largely
achieved through the applications of internet and library software. Basically, ICT is
used in libraries, efforts to provide various services, such as - access to OPAC, library
databases, automated circulation of library materials, etc. Hence, ICT services have
greatly impacted on each sphere of academic library activity as well as giving an
opportunity to provide value-added information services and access to a wide variety
of digital-based information resources to its users (Ghuloum, 2012). Now-a-days,
information technology (IT) is widely used in different sectors; it is also extensively
adopted in the field of library and information services to reduce costs, enhance
operational efficiency, and most importantly to improve service quality and customer
experience (Law, Leung, & Buhalis, 2009).

2. Literature Review

Recent advances in IT have not only increased tremendously the ability to

access, store and process information within the library but also have brought
significant changes in the concept, organisation, functioning and management of
library and information systems (Peyala, 2011). The IT revolution has facilitated the
processes of searching for and recovering information; ICT improves the efficiency of
organizational management processes and provides new ways of improving the
capacity of response to its users (López, Peón, & Ordás, 2009). Use of ICT
applications can assist in creating, storing, transferring and using tacit and explicit
knowledge (Okumus, 2013). Buarki, Hepworth, & Murray (2011) have carried out a
study on “ICT skills and employability needs at the LIS programme Kuwait: a
literature review". In study, authors reviewed an enormous number of ICT related
literature. They have concentrated on information and communication skills (ICT) of
library and information science students in global LIS education and compare them
with those skills needed by the job market in Kuwait. They found that, “ICT skills
have been recognised as essential qualities for LIS graduates’ employment”. Therefore,
at present days, ICTs skills have become the prerequisite and central attention to judge
a candidate for the employment. Anunobi & Edoka (2010) have discussed how
university library plays a pivotal role as an information providing system; it supports
teaching, learning, and research with information materials of various types. Amongst
the different information materials, serials or periodicals are most obligatory mainly
for faculties and researchers. Earlier, the serials operation was manual; but with the
development of ICT the acquisition of serials or periodicals became easy as well as its
retrieval. In line with the above perspective, users’ curiosity for seeking information
changed from print to e-resources. Haneefa (2007) investigated the application of
information and communication technologies (ICT) in special libraries in Kerala,
India. In the study, it is found that the library catalogue was the utmost popular area for
automation. The investigation revealed that, inadequate ICT infrastructure as the major
cause of users’ dissatisfaction. The study has recommended to enhance library
automation and to focus on effective and efficient application of ICT. Chandrakar &
Arora (2010) provided the Indian approach on the use of information technology on
copy cataloguing from different trusted sources such as IndCat, and catalogue of
Library of Congress. So, the overall review illustrate that, the appropriate use of ICT in
library is much essential. It is also consider that the proper infrastructure and ICT-
enabled environment can provide better and faster services to users.
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Proceedings: International Conference on Future Libraries: From Promises to Practices 2017

3. Objectives

The objectives of the present study are as follows:

• To provide an awareness of the transcendent use of ICT for quick library

operation
• To guide the library professional regarding various workflow of housekeeping
operation using ICT
• To provide a pathway on the different features of ICT for web cataloguing and
classification
• To create consciousness among library professional and users on the use of
OPAC and WebOPAC as a single search platform to library resources

4. Use of ICT Tools

The emergence of the information revolution as championed by information

and communication technology (ICT) has enabled libraries to devise viable strategies
for improved service delivery (Igwe, 2010). Library uses various technologies to
provide information to its users. Followings are the some of the ICT tools which are
basically used for different communication purposes:

4.1 Communication Technology:Email is the most effective way of formal

communication; it is the best system to exchange the messages and
information in electronic format. Revolutionary changes have been seen in
communication, because different types of information such as personal
message, letter, article, computer programming files, pictures, sound, etc.
are being possible to send or receive from any corner of the world within
some fraction of second. At present, this is the most useful tool for different
types of communication (personal, official communication, etc.). This tool
can be used to provide the required information at the right time. At
present, Libraries are using this live tool to serve the library users; through
this, renewal or return (check-in) of library materials is basically asked. It
can also be considered as a medium for faster information.
• Voice mail is the new and innovative emergence of mail technology. We can
also say it as an alternative to email technology. It helps to send the mail
immediately through the voice.
• Telephone is used for personal contact of the users. Generally, users ask their
queries regarding the resources and availability of the reading room. Even, they
use the telephone for advance booking of carrels for reading and research
purpose.
• Fax (short for facsimile and sometimes called telecopying) is described by
Rouse (2006) as “the telephonic transmission of scanned-in printed material
(text or images), usually to a telephone number associated with a printer or
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other output device. The original document is scanned with a fax machine,
which treats the contents (text or images) as a single fixed graphic image,

Proceedings: International Conference on Future Libraries: From Promises to Practices 2017

 converting it into a bitmap. In this digital form, the information is transmitted
as electrical signals through the telephone system. The receiving fax machine
reconverts the coded image and prints a paper copy of the document”. This
technology helps us for providing various services, such as to send official
letter, communicate with the vendors, etc.
• Videoconferencing (or video conference) is explained as a “means to conduct
a conference between two or more participants at different sites by using
computer networks to transmit audio and video data. For example, a point-to-
point (two-person) video conferencing system works much like a video
telephone. Each participant has a video camera, microphone, and speakers
mounted on his or her computer. As the two participants speak to one another,
their voices are carried over the network and delivered to the other's speakers,
and whatever images appear in front of the video camera appear in a window
on the other participant's monitor (Beal, n.d.)”. This tools is used for the
various purpose of the library activities, such as to conduct user orientation for
students available at remote places. Basically, when students are out of the
campus and they study in other universities under the student exchange
programme, that time, it is essential to use this technology to guide them about
the use of resources.
• Internet: This is the most important component of ICT. It is basically a
network of networks that performs the connectivity among the computers.
Internet provides the medium for communication using different online tools.
4.2 Remote Control Technology: Remote control provides a platform to work with a
remotely located computer system. It is a great development in the field of technology.
By using this technology, one can easily implement any kind of services sitting far
away from the destination. This ICT is generally used for remote control, online
meeting, desktop sharing, web conference and file transfer from one computer to
others. One example of remote control software is TeamViewer.
• RemoteXs Technology: Eclat Engineering Pvt. Ltd. (n.d.) defined RemoteXs
as a “single-window Platform to access all subscribed e-resources anytime
anywhere. It has an ability to provide secure access to scattered e-Resources of
the institution, bringing them under one umbrella, along with subscribed e-
Journals, eBooks, and all other e-Content. This technology has empowered
institutions in systematically imbibing research values among faculty and
students and take right steps in creating a knowledge-base of their own”. This
technology is very much helpful, where students are outside the campus and
wanted to use their institution’s resources for research and learning.
4.3. Social Media: Social media like Facebook, Twitter, Blogs, etc. have become the
central focus for quickest information dissemination. Most of the libraries are using
these social media for the promotion or marketing of their e-resources. Basically,
Blogs are used to disseminate short communication of library, whereas Facebook has
become most useful ICT tool for every kind of information dissemination. Now,
Facebook live plays a very significant role for telecast the current ongoing programme.
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Proceedings: International Conference on Future Libraries: From Promises to Practices 2017

5. Library Security: The technology has a great contribution in the security of library
through computer after having been civilized various technological processes. It can
provide great security for the reading material of the library. This security arrangement
is provided by applying RFID technique.
5.1 RFID Tehnology: New technology has changed the way of library transaction
(check-in and check-out). Libraries are providing ICT-based library services to
increase the possible ways of fast and user-friendly services. One of the best invention
of technology for library is the ‘Radio Frequency Identification’ (RFID). Nowadays,
libraries are adopting RFID technology to provide enriched and efficient library
services. This technology achieves the fourth law of library science, (i.e. ‘save the time
of the users’) by providing quick and effective services (Ranganathan, 1931).
5.2 Closed-Circuit Television (CCTV): CCTV stands for Closed Circuit Television
and also known as video surveillance (Kumar & Svensson, 2015). This technology
plays an important role in the library management. Through the help of CCTV
librarian can supervise the whole activities of libraries. It helps to look after the staffs
as well as the users.
6. Quick Response (QR) Code Technology:Walsh (2009) has discussed as “QR
codes can be used to encode various sorts of data when used for mobiles, most
typically text; uniform resource locators (URLs); phone numbers (prompting your
phone to call the number); text message and number (prompting your phone to text the
number); and contact details (vcard). The QR readers most reliably work with the text
and URL options, particularly as some of the providers of the software also provide
hosting services. In hosted solutions, QR codes generated through their software link to
a re-direction link on their site, providing data on traffic from a particular code to their
customers”. Xu (2014) has described the method as “generating a single QR Code is
simple. There are many free QR Code generators available online, such as Kaywa,
Qrstuff, Goqr, Qurify, Delivr and Invx. Google offers two convenient tools to create an
individual QR Code. Google URL Shortener allows one to shorten a long URL, and at
the same time, it generates an accompanying QR Code for the shortened link. The
accompanying QR Code can be downloaded by simply adding .qr at the end of the
shortened link. Another tool is Google Chrome QR Code extension, which enables a
user to create a QR Code while visiting a Web site. Many online QR Code tools, like
Qrstuff, allow batch creating QR Codes, but they usually require users to pay
subscription fee”. QR code is very simple to use; at present days, it is indispensable to
use for quick retrieval of library materials.
7. Digital Library: The base of digital library is computer and computer network
because the reading material cannot be processed in the digital material without the
computer and even no published books can be modified to digital form. In digital
libraries the entire reading material like PDF, HTML, Audio, video, and services etc.
also depend on computer and network.
• Archiving, Preservation and Digital Repository: It is a very difficult task in
the libraries to preserve and archive manuscripts and ancient write ups and
make those secure for future use. This work is being carried out with the help
of computer, scanners and storage device, with the help of computer published
writes ups can be modified to digital form and then can be stored in the form of
computer hard disk and other media like CDROM, DVD etc.
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 Digital Repository software goals to provide a managed environment to store and
retrieve digital objects, such as documents, images, audio/video clippings and their
metadata. Repository software usually includes tools to allow curators and users to
exploit the stored objects and their metadata. Variety kind of digital repositories are
being created today to serve the different communities information needs. To create a
digital repository one needs digital repository software (Sastry & Reddy, 2010). There
are many software to build digital repositories like Dspace, Eprints, Greenstone, etc.
Dspace is much popular among the institutional repository software because of its
simple workflow and consistency. It provides a best platform to archive the digital
content. User community can be benefited using the institutional repository for
research and learning.
8. Resource Sharing:ICT can be used for resource sharing among libraries and
information centres. It provides a great prospect for sharing both the human and
material resources of a library with others library. The role of technology is very much
significant for cooperative acquisition, cooperative processing (cataloguing and
classification), exchange of information materials (e-resources), joint publication,
networking, joint training of personnel, interchange of staff for seminars, and
workshops (Igwe, 2010).
9. Use of Library Automation Software: Library automation is the excellent way of
reducing the human involvement for library services. The aims of the current
automation technology is to provide maximum services in minimum time and lowest
cost. Library automation is the application of ICTs to library operations and services.
Many library automation softwares are available for library operation such as Libsys,
Koha, SLIM21, etc. The functions of the software are to automate the library systems
which covers acquisition, cataloguing, circulation, serials management, stock
verification, etc. ICT is used in various library housekeeping operations as well as for
different library activities and services. The details use of ICTs are as follows:
9.1 Acquisition: With the help of web, acquisition work has become very much
simplified. Order placing, duplication checking, price checking etc. are done very
effectively using ICT technique. Receiving suggestions or demands and placing the
order for purchasing library materials have become easy through the online. As
publishers and vendors are available through the website, such as Amazon, Flipkart,
Infibeam, etc. the quantity of workload has reduced and due to this the time can be
saved and make it applicable to the other services. Invoices can be downloaded from
the Websites that make service faster and avoids postal delay. E-mail helps in sending
reminders to the publishers, vendors and even to the borrowers of the books
(Antherjanam & Sheeja, 2008).
9.2 Cataloguing:There has always been awareness among librarians that without
cataloguing and classification, the goal of making materials and information resources
available would have been difficult. The advent and use of ICT has made it possible
for remote libraries to access the huge databases of big libraries in developed countries
for the purpose of adopting or adapting their bibliographic data for their own library
use; and indeed the online catalogues have transformed the landscape of cataloguing
and classification (Adeleke & Olorunsola, 2010). With the help of Internet and
different web-sources, the cataloguing and classification work has been stress-free. The
organisation like Library of Congress has made the work possible to classify or
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catalogue a resources in the minimal time. The LC online catalogue is a database of

records representing the vast collection of materials held by the Library of Congress.

Proceedings: International Conference on Future Libraries: From Promises to Practices 2017

The online catalogue provides cross‐references, notes and circulation status, as well as
information about library materials still in the acquisition stage. LC catalogue records’
information of different resources (books, serials, manuscripts, cartographic materials,
computer files, sound recordings, music, etc.) are publicly available and it can be
easily used for importing or copying data. All the functions of cataloguing have
become possible through the use of library automation software. Importing
bibliographic records from trusted online sites such as ‘OCLC World Cat’, ‘Trove -
National Library of Australia’ have reduced a huge amount of time for cataloguing.
Importing metadata through MARC format has made easy to the process of
cataloguing and make it available as soon as possible to the users. Resources such as
book, microfiche, audio, videocassettes, CDs, pamphlets, and theses etc. are
catalogued through importing bibliographic records; required fields are edited
manually as per the library requirement. Automation software gives update to the user
about the progress of the library materials. After the processing of books or any
requested materials, the automatic reminder is sent to the users about the availability of
books.
9.3 Classification:With the technological development, the classification work has
been possible through online tool. There are many online catalogue records available
from where one can get the whole bibliographic record of the library resources. Along
with the record, we can also get the classification number in the catalogue record.
British Library catalogue, Trove-National Library of Australia’s catalogue, Library of
Congress’s online catalogue can be used to search the catalogue record and data can be
copied for own catalogue preparation. These libraries provide classification details in
their catalogue record, but there are also some online resources where library
resources/materials can be classified. OCLC classify, LOC classification web and
WebDewey are the examples of online classification tools.
9.4 Serial Control: Serials or periodicals are the backbone of the library. Automated
serials management gives quickest information access about the particular resources.
Below mentioned tasks can be accomplished through the software for serial control:
• Current holdings status
• Tracing missing volume and issue
• Preparation of budget for periodical subscription
• Preparation of periodicals list and its verification
• Online Letters to publishers, vendors, etc.
• Processing of online electronic magazines and receiving copies of the periodicals
• Preparation of New arrivals
9.5 Circulation:The use of electronic gadgets such as computer, barcode scanner and
the library management software helps to perform circulation routine operations in an
easiest and quickest way. After the invention of barcode technology, library transaction
has become faster. Nowadays, for any type of communication we depends on the
internet, email, telephone, etc. These technologies are also used in the library for the
day to day activities of the circulation. Basically, the following duties are performed in
the circulation by using ICT:
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Proceedings: International Conference on Future Libraries: From Promises to Practices 2017

 • Issue, returns
• Overdue reminder
• Renewal
• Reservation of books/documents
• Membership registration
• User guides
• Daily check-in and check-out statistics

9.6 Stock-taking/Verification: The use of the computer in stock verification is the

most important. The verification of the stock is carried out with the storage of library
through the database in the computer. Stock available in the library is scanned through
RFID reader/barcode scanner and data are collected. These collected data are
compared with the available data in automation software. In this way, how many books
have lost we can find out.

10. ICT and Library Services:The following library services can be rendered using
information and communication technology (ICT):
10.1 On-Line Public Access Catalogue (OPAC):ICT has revolutionized the practice
of cataloguing in the library. Using OPAC users can see the holdings of the library
collections. It reduces the cost of maintaining a library catalogue. It also eliminates pen
and paperwork, along with it helps in the preparation of union-catalogue. OPAC is the
easiest way to get the information of collection, weekly new arrivals and other recent
addition to the libraries.
10.2 Reference/ ILL Service:By using computer and internet technology, the
reference service has become very simple. Various types of information resources like
the encyclopedia, directories, dictionaries, databases, online library catalogues, maps,
biographies, patents and online information resources are available on the internet
which can be used to provide required information to the users.
In the reference section, queries are answered through the telephone. For ready
reference service, library staff uses Internet and E-mail facility. The computer has
provided a great promptness to reference section. The role of technology in reference
services are as follows:
• Library staffs fulfill the demands of the users through various electronic
resources like database, library catalogue database, directories etc.
• In reference service, services are also provided to the users regarding information
available on the internet after getting delivered through the computer.
10.3 Reprographic Service:Reprographic technology is used for the reproduction of
the documents. Using technology, the photocopy and the reproduction of the
documents has become very easy and accessible. In this technology, printed documents
are converted into digital form, then photocopy is prepared. For the same, computer
scanner and software is required. This service is provided to library users for
photocopy of some pages of books, journal articles or other materials.
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Proceedings: International Conference on Future Libraries: From Promises to Practices 2017

10.4 Selective Dissemination of Information (SDI) Services: Hensley (1963) stated
“SDI involves the use of the computer to select from a flow of new documents, those
of interest to each of a number of users. This process may be thought of as the inverse
of information retrieval. In information retrieval, a user precipitates a search of a file of
documents. In SDI a document precipitates the search of a standing file of user
interests”. Through the computer, the profile and document of user are prepared and
aligned. As per the need of the users or area of interest, various online databases,
electronic resources and other materials are viewed and selected; finally required
information is sent to library users.
10.5 Document Delivery Service: It is difficult for the library to procure every type of
resources published across the globe because of financial constraints. So, the exchange
of library resources such as books, journals, etc. among the libraries are very much
essential. To overcome these problems computer and the internet have got a great
contribution in DDS. Through this medium first document are converted into digital
form after that these can be received at any place by users through electronic mail.
Besides, the storage reading material like electronic periodicals, documents etc. can be
disseminated to users on demand.
10.6 Bibliographic Service: Through the computer, bibliographic services have
become convenient. Nowadays, libraries and publishers are providing bibliographic
service to the library users. Bibliographic software such as EndNote, RefWorks, Zotero
and Mendely are very much helpful to compile the list of references for the research
work.
10.7 Translation Service: Mechanical translation is carried out with the help of ICT.
For this purpose, various online tools like Bablefish translator and Google translator
can be used to make translation from foreign languages to English and vice-versa.
10.8 Database Search Guide: At present, databases have become the central focus for
exploration of varieties of the research problem. Researchers are using databases
hugely for their research work. Searching and retrieving the online resources or data
from the database has become very easy in the ICT environment. Generally, libraries
provide the database searching guidance through the library website. The search
guidance helps to researchers and faculties for their research and learning.

11. Conclusion

Effective application of information technology in library transmits users’

satisfaction. The present scenario demands the updated technology for the faster and
approachable library services. Gradually, new technologies are developed,
consequently there is the need to develop our skills and capacity to provide enhanced
library services. Library resources must be used at a large amount. The successfulness
of a library and the library professional always depends on the quality of the service.
The emergence of ICT is the new paradigm to extend the level of library operation and
services. So, it is inevitable for the library professionals to be updated with the
technology for the own existence.

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