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MINISTRY OF GENERAL EDUCATION

DIRECTORATE OF TEACHER EDUCATION AND SPECIALIZED SERVICES

ZAMBIA LIBRARY SERVICE

REPORT ON AUTOMATION OF LIBRARY MANAGEMENT SYSTEM
AND RE-ORGANISATION OF ZAMBIA NATIONAL COMMISSION
FOR UNESCO DOCUMENTATION CENTRE

Mr. Darius Chibbalo COMPILED BY
Senior Library Officer
Mrs. Debrah Mwango-Banda
Assistant Library Officer

1.0 INTRODUCTION

This is a report on automation and reorganization of Zambia National Commission for
UNESCO Documentation Centre. The exercise was conducted by Zambia Library
Service (ZLS) in 2017.

The Zambia National Commission for UNESCO (ZNC-UNESCO) is mandated to link
UNESCO programmes and projects, through the Ministry of General Education to other
government ministries, institutions, civil society and individuals operating in any of the
UNESCO’s five areas of competence, namely education, natural sciences, social and
human sciences, culture, and communication and information.

In view of the above, the programme gave an opportunity to the library staff at the
UNESCO documentation center to migrate from the traditional library management to
an automated Library management system(ALMS).

The library staff also received orientation and training in the management of KOHA
open source library Management system software that was installed.

2.0 OFFICERS INVOLVED

i. Darius Chibbalo –Senior Library Officer - ZLS
ii. Banda Debrah–Assistant Library - ZLS
iii. Chitalu Kabamba Barbara –Documentation Officer -UNESCO
iv. Ronja Wutzler -intern- UNESCO
v. Katharina Ludwig – intern - UNESCO

3.0 OBJECTIVES

 To enhance and capacity build Information Communication Technology (ICTs)
skills in the managers of the UNESCO Documentation centre.

 To automate and re-organize the documentation centre as well as to standardize
it with modern library standards in the country.

 To re-arrange the face of the documentation centre.
 To catalogue and classify library materials.
 To weed out outdated library materials and build a relevant collection.

4.0 IMPLEMENTATION
4.0.1 REARRANGEMENT OF DOCUMENTATION CENTER

This exercise involved re-arrangement of shelves and general cleaning of the
documentation center. Zambia Library Service donated four shelves, two office desks,
two tables and 280 books to UNESCO Documentation Centre.

4.0.2 WEEDING AND COLLECTION DEVELOPMENT

Weeding was done by the removal of library materials (books, periodicals, journals,
encyclopedias, videos etc.), which did not meet the general objective of UNESCO,
from a library collection. This was done in a planned and systematic way.

The deselecting process is an ongoing part of collection development, this is a
deliberate and thoughtful activity that will keep the library current and vital.

The weeding process targeted documents that were published between late 1970s
to 1980s.This was done with the full participation and approval of the documentation
centre librarian.

4.0.3 BOOK PROCESSING :CATALOGUING AND CLASSIFICATION

Library collections house a wide variety of materials on many different topics and
in many different formats. The challenge in making these items readily available
for use by library users is letting those patrons know what is in the library
collection.

This is the reason for cataloguing and classification of library materials. Therefore
cataloguing can be defined as a library procedure by which a book or other item
is identified and described by recording such items as author, title, publisher and
place of publication. Classification on the other hand provides a means of
bringing all books on the same subject together in a place. Therefore cataloguing
and classification can be described as the index to all library collections.

Cataloguing and Classification make retrieval of library materials easy for users.A
total of 1,523 books were classified and 451 books catalogued into the library
management system.

4.0.4 ACCESSIONING
This is a process of assigning unique running numbers to the library collection.
This helps the library conduct an audit or stock take of what is lost and not lost in
the library. A total of 1,523books were accessioned in both the hard copy register
and the electronic accessions register database that was created during the
course of the works at UNESCO.

4.0.5 SPINE LABELS

Spine labeling is a process that involves the typing and printing of the classification
number that is stuck on the spine of the book and later shelved according the
classification system used by a library.

The UNESCO documentation center uses the Dewey decimal classification scheme
(DDC) which is widely and commonly used by all kinds of libraries in Zambia and
around the world.

5.0 . AUTOMATION OF DOCUMATION CENTRE WITH LIBRARY MANGEMENT
SYSTEM

The latest version of KOHA 16.05 was successfully installed on one computer which will
act as a server and on another computer which is the access point for the library users
to enable them to search for books available in the Documentation centers’ collection.
Koha is an integrated library systems (ILS) software that is multi-functional and enables
libraries to manage, catalogue and circulate their materials to patrons.

This software has been adopted by thousands of libraries worldwide because of its
capability of handling library management systems in an automated way.

5.0.1 PRACTICALS OK LIBRARY MANAGEMENT SYSTEM (KOHA) MODULES.
The training involved practical sessions–which involved orientation and training into the
modern library management system. The sessions included lessons on the KOHA
modules.

5.0.2 Circulation Module
Circulation module enables the library staff to check out (borrow out) and check in
(return) books and other library materials in an automated way. The accession numbers
assigned to library materials are typed and printed using a barcode printer then stuck on
the inside front page of the book. This enables the books to be quickly scanned by the
librarian when checking (in) and (out) by using keyword, title and call number. This

enhances efficiency when serving users. In addition, the librarian is able to set
circulation fines for library patrons.

5.0.3 Patrons Module
The patrons’ module enables the librarian to upload patrons (library members) in bulk,
upload patrons’ images individually or in bulk, create patron membership cards, and
search for patrons by phone number, email address, name and more. The librarian can
add custom searchable fields to the patrons’ records as well as set rules to prevent
check out of books or any other materials that are not supposed to be borrowed such as
the references materials like dictionaries, atlases and many others.

5.0.4 Cataloging Module
The cataloguing module allows library staff to add bibliographic records on to the
system adhering to cataloguing and Resource Descriptor Access (RDA) rules. The
librarian also create spine and barcode labels, create public list of latest materials that
have just been added to the library collection.

5.0.5 Reports Module
This module gives complete access to all data stored in Koha. By using this module, the
librarian is able to generate reports on, for example how many books a user has
borrowed from beginning to end of a membership period, which books are on demand
and those that have never been borrowed by users.

5.0.6 Acquisitions Module
The acquisitions module allows the library staff to enter budgets, keep track of the book
vendors information enabling the librarian to be able to order books directly from the
vendors. Additionally, it enables to keep track of library purchases and accept purchase
suggestions.

5.0.7 Serials Module
The serials module enables library staff to make subscriptions for serials. A serial is any
publication or book that is published in parts or volumes. The software enables the
librarian to receive latest issues directly from publishers.

5.0.8 Administration Module
The administration module gives full access to the administrative functions with over
400 system preferences to make Koha run according to the immediate library needs.
This is the control centre of lhe installed Library Management System.Therfore, all
library management practices are directly administered by the administration module.

6.0 CONCLUSION
The KOHA Library Management System intergrates library activities and operations
such as acquisitions, cataloguing, circulation, checking in and checking out , and serials
management. Prior to computerization, UNESCO library tasks were performed manually
and independently from one another. Cataloguers manually catalogued items and
indexed them with the card catalog system in which all bibliographic data was kept on a
card and users signed for books out manually. Therefore, with the successful
installation of Koha at the UNESCO documentation centre. The KOHA library
management system suits all the demands of a modern and well-functional library. As

acknowledged by libraries all around the world, it is unbeatable a necessary asset for
every up-to-date library. Library operations and activities such as cataloguing,
circulation, acquisition and serials management have been electronically integrated and
are networked. Prior to automation, library tasks were performed manually and
independently from one another.

However with the successful installation of Koha at the Zambia National Commission
for UNESCO documentation centre work of the librarians is now made easier because
they are able to deliver prompt and adequate services to the clients as well adapt to the
changing environment through the use modern and current software to manage library
routines and activities.

6.0 RECOMMENDATIONS

a) Zambia Library Service will continue to support the newly transformed
documentation center to meet the information needs and objectives of the
organization.

b) Zambia Library service shall continue supporting the documentation center in
terms of training and information material whenever possible.

c) ZLS will continues to constantly Constant monitor on how the documentation
centre will be utilizing the provided information.

d) The commission is yet to receive two computers for the users so the training
team should be available to assist with the installation.

e) Zambia library Service recommends that the Commission should be affiliating to
ZLS in order for it to benefit from book donation.

f) The commission should procure standandard library furniture and equipment as
suggested earlier in this programme.

g) There is need for a meeting in order to handover the automated library at a date
to be proposed by management.



Memo

To: Senior Librarian – Technical Services

From: Senior Library Officer- Technical Services ZLS
Date: 31st May,2017.

REPORT ON AUTOMATION OF LIBRARY MANAGEMENT SYSTEM AND
RE-ORGANISATION OF ZAMBIA NATIONAL COMMISSION FOR UNESCO
DOCUMENTATION CENTRE

_________________________________________________________________

Submission of Report on automation and reorganization of Zambia National
Commission for UNESCO Documentation Centre.
The Zambia National Commission for UNESCO (ZNC-UNESCO) is mandated to link
UNESCO programmes and projects, through the Ministry of General Education to other
government ministries, institutions, civil society and individuals operating in any of the
UNESCO’s five areas of competence, namely education, natural sciences, social and
human sciences, culture, and communication and information.
In view of the above,the programme gave an opportunity to the library staff at the
UNESCO documentation center to migrate from the traditional library management to
an automated Library manage system.
The library staff also received orientation and training in the management of KOHA
open source library Management system software that was installed.
I submit for your information and further guidance.

Chibbalo Darius

Memo

To: Chief Librarian

From: Senior Librarian- Technical Services ZLS

Date: 31st May,2017.

REPORT ON AUTOMATION OF LIBRARY MANAGEMENT SYSTEM AND
RE-ORGANISATION OF ZAMBIA NATIONAL COMMISSION FOR UNESCO
DOCUMENTATION CENTRE

_________________________________________________________________

Submission of Report on automation and reorganization of Zambia National
Commission for UNESCO Documentation Centre.
The Zambia National Commission for UNESCO (ZNC-UNESCO) is mandated to link
UNESCO programmes and projects, through the Ministry of General Education to other
government ministries, institutions, civil society and individuals operating in any of the
UNESCO’s five areas of competence, namely education, natural sciences, social and
human sciences, culture, and communication and information.
In view of the above,the programme gave an opportunity to the library staff at the
UNESCO documentation center to migrate from the traditional library management to
an automated Library manage system.
The library staff also received orientation and training in the management of KOHA
open source library Management system software that was installed.
I submit for your information and further guidance.

Amedy B. Mpomwa

Memo

To: Assistant Director – Specialised Services

From: Chief Librarian

Date: 31st May,2017.

REPORT ON AUTOMATION OF LIBRARY MANAGEMENT SYSTEM AND
RE-ORGANISATION OF ZAMBIA NATIONAL COMMISSION FOR UNESCO
DOCUMENTATION CENTRE

_________________________________________________________________

Submission of Report on Automation and reorganization of Zambia National
Commission for UNESCO Documentation Centre.
The Zambia National Commission for UNESCO (ZNC-UNESCO) is mandated to link
UNESCO programmes and projects, through the Ministry of General Education to other
government ministries, institutions, civil society and individuals operating in any of the
UNESCO’s five areas of competence, namely education, natural sciences, social and
human sciences, culture, and communication and information.
In view of the above,the programme gave an opportunity to the library staff at the
UNESCO documentation center to migrate from the traditional library management to
an automated Library manage system.
The library staff also received orientation and training in the management of KOHA
open source library Management system software that was installed.
I submit for your information and further guidance.

R.K. Bwato

Memo

To: Director – TESS
From: Assistant Director – Specialised Services
Date: 31st May,2017.

REPORT ON AUTOMATION OF LIBRARY MANAGEMENT SYSTEM AND
RE-ORGANISATION OF ZAMBIA NATIONAL COMMISSION FOR UNESCO
DOCUMENTATION CENTRE

_________________________________________________________________

Submission of Report on automation and reorganization of Zambia National
Commission for UNESCO Documentation Centre.
The Zambia National Commission for UNESCO (ZNC-UNESCO) is mandated to link
UNESCO programmes and projects, through the Ministry of General Education to other
government ministries, institutions, civil society and individuals operating in any of the
UNESCO’s five areas of competence, namely education, natural sciences, social and
human sciences, culture, and communication and information.
In view of the above,the programme gave an opportunity to the library staff at the
UNESCO documentation center to migrate from the traditional library management to
an automated Library manage system.
The library staff also received orientation and training in the management of KOHA
open source library Management system software that was installed.
I submit for your information and further guidance.

Peter Kasaji

Memo

To: Permanent Secretary
From: Director – TESS
Date: 31st May,2017.

REPORT ON AUTOMATION OF LIBRARY MANAGEMENT SYSTEM AND
RE-ORGANISATION OF ZAMBIA NATIONAL COMMISSION FOR UNESCO
DOCUMENTATION CENTRE

_________________________________________________________________

Submission of Report on Automation and reorganization of Zambia National
Commission for UNESCO Documentation Centre.
The Zambia National Commission for UNESCO (ZNC-UNESCO) is mandated to link
UNESCO programmes and projects, through the Ministry of General Education to other
government ministries, institutions, civil society and individuals operating in any of the
UNESCO’s five areas of competence, namely education, natural sciences, social and
human sciences, culture, and communication and information.
In view of the above,the programme gave an opportunity to the library staff at the
UNESCO documentation center to migrate from the traditional library management to
an automated Library manage system.
The library staff also received orientation and training in the management of KOHA
open source library Management system software that was installed.
I submit for your information and further guidance.

Muyangwa Kamutumwa