IMC401 Group Assignment

FACULTY OF INFORMATION MANAGEMENT
UNIVERSITI TEKNOLOGI MARA
PUNCAK PERDANA CAMPUS

BACHELOR OF INFORMATION SCIENCE (HONS.)
RECORDS MANAGEMENT

IMC401 (FOUNDATION OF INFORMATION AND COMMUNICATION
TECHNOLOGY)

GROUP ASSIGNMENT:
LIBRARY MANAGEMENT

PREPARED BY:

FARAH NURWARDINA BINTI ZAIHAN (2021885808)

JESSECA LAING (2021822724)

MICHELLE AGUILERRA BINTI JAIKAL (2021494106)

NUR FARAH AYUNI BINTI NORIZLANIN (2021476442)

PREPARED FOR:
MISS NORZURAIZA RINA BINTI AHMAD

CLASS:
IM1H

SUBMISSION DATE:
13th February 2022

LIBRARY MANAGEMENT IMC401

ACKNOWLEDGEMENT

In the beginning, we would like to express our praise and thank Allah SWT, the
Almighty God for awarding our strength and good health through the process of completing
this assignment. The blessing of His eases our research journey of fulfilling this assignment
and we eventually managed to accomplish this assignment with His will. With the dedication
and contribution from each of the group members, Farah Nurwardina Binti Zaihan, Jesseca
Laing, Michelle Aguilerra Binti Jaikal, and Nur Farah Ayuni Binti Norizlanin. We strive hard
to create a decent assignment.

Over and above that, the deepest appreciation we address to our lecturer for IMC401,
Foundation of Information and Communication Technology of IM1H at Puncak Perdana
campus, Miss Norzuraiza Rina Binti Ahmad, for the guidance and encouragement in finishing
this assignment and for teaching us in this course. Her determination to inspire me contributed
to and assisted in the coordination of our project, primarily in the preparation of this report.

Finally and most importantly, thank you to everyone who has been engaged in the
process and preparation for this project, whether actively or passively.

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TABLE OF CONTENT i

Acknowledgement ii
1
Table Of Content 2

1.0 Introduction 4
5
2.0 Situational Analysis 5
5
3.0 Application or usage of computer and devices in Library Management 5
in the University in Malaysia 5
3.1 Describe the situation before and after using the computer 6
3.1.1 Before using computer 6
i) Registration 6
ii) Reports On Borrowing and Lending 6
iii) Cataloguing
3.1.2 After using computer 7
i) Registration 7
ii) Reports On Borrowing and Lending 9
iii) Cataloguing 11
3.2 Identify the benefit or the negative effect of application or usage
of computer and devices in Library Management at University
3.2.1 The Positive Effect
3.2.2 The Negative Effect
3.3 Photo and Image with description

4.0 Conclusion and Recommendation 13
5.0 References 14

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1.0 INTRODUCTION

In this era of globalization, the term ICT has become one of the main terms that have
been used in almost everything. What is ICT? Initially, ICT is an acronym for Information and
Communication Technology but that is broad enough to include all the different aspects of
what the acronym stands for. ICT is the infrastructure and components that enable modern
computing. Although ICT and IT (information technology) are occasionally used identically,
ICT is typically used to refer to a larger, more complete list of all components connected to the
computer and digital technologies than IT.

The working definition of ICT for the current study focuses on the tools used by the
libraries to enhance library services consisting of hardware, software, networks, and media for
collection, storage, processing, transmission, and presentation of information (voice, data, text,
images). Year after year, the digital form of library information resources and services
develops, allowing for the emergence of digital libraries. Information workers and computer
science researchers are two major communities that contribute to this innovation (Arms, 2000).

Essentially, it demonstrates that the computer is the most important factor in the
development of information and communication technology. The method results in the creation
of a digital library environment that is entirely computer-based. The availability of a digital
library has facilitated electronic access to knowledge and made it more appealing. Users will
be able to easily discover the information they require thanks to the usage of interactive
multimedia in libraries.

However, the emergence of digital technology, according to Sturges, Illife, and
Dearnley (2001), has created certain dangers in several areas, particularly in terms of personal
privacy. In terms of privacy, the library should have a policy in place to demonstrate the
library's concern. In reality, data security is crucial in any library setting, particularly in the
digital library. It assists library management in being aware of and concerned about the security
of users' personal information. Access control helps in the security of data and the accuracy of
the information in the library system.

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2.0 SITUATIONAL ANALYSIS

The Coronavirus disease (COVID-19) pandemic is Malaysia's worst infectious illness
outbreak since the 1918 Spanish Flu, which killed 34,644 persons, or 1% of the country's
population at the time. Coronavirus disease (COVID-19) is an infectious disease caused by the
SARS-CoV-2 virus. On January 25, 2020, the then-Minister of Health, Datuk Seri Dzulkefly
Ahmad, issued a press statement announcing Malaysia's first case of COVID-19 infection. On
January 23, 2020, he confirmed the first case of 2019-nCov (now known as COVID-19), which
included three Chinese citizens who entered Malaysia via Johor from Singapore (Pfordten and
Razak Ahmad, 2020). The outbreak kept rising and spreads rapidly across the world. To slow
down the COVID-19 epidemic, all sectors are needed to cooperate with the government's
announcement to stay at home and adopt new norms. Schools and higher education institutions
have been urged to suspend and switch to online learning as soon as possible.

Malaysian libraries, both public and private, quickly responded to help the government
overcome the COVID-19 outbreak. From April 16, 2020, until the commencement of Phase 5,
Perpustakaan Negara Malaysia (PNM), or Malaysia's National Library, announced its complete
shutdown, which included all of their community and village libraries. PNM has u-Pustaka
(http://www.u-library.gov.my), a digital collection of 13.2 million materials, to meet the
information requirements of Malaysians across the MCO. u-Pustaka is a collection of PNM's
electronic resources that serves as an information hub. PNM utilizes Facebook as a means of
communication with Malaysians.

Libraries must adapt to the new method of engagement with their users in a rational
way. Face-to-face engagement is no longer allowed; thus, all of these libraries communicate
with their visitors via a variety of digital tools. Because there is a developing interest in digital
resources, they must encourage the use of their digital libraries and other relevant technologies.
Libraries that currently have a social media presence are actively engaging with their
consumers 24 hours a day, seven days a week. WhatsApp and emails are becoming widely
used communication tools. Libraries are also offering amnesty on borrowed printed books,
which means that there are no charges for late returns.

Since practically all Malaysian schools are closed during the MCO, school librarians
are also working from home. They conduct online book discussions and e-NILAM courses,
which are part of the Malaysian Ministry of Education's campaign to encourage students to
read in elementary and secondary schools. Individually, school librarians use a variety of social

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media and communication platforms to encourage reading. They also keep their schools'
NILAM records up to date.

Throughout the Movement Control Order or MCO, librarians are working from home.
They are bringing their existing services online whenever possible. The University of Malaya
Library in Kuala Lumpur features a chat facility and uses several social media platforms to
interact with its users. Chat with Librarian is a similar service offered by the Universiti
Teknologi MARA Library in Puncak Alam. The Ask USIM Library service at the Universiti
Sains Islam Malaysia Library in Nilai allows the consumer to reach the library via WhatsApp.
The Ask a Librarian service is conducted by the Universiti Putra Malaysia Library in Serdang
via their mobile application.

The Universiti Teknologi Malaysia Library has launched a Telegram channel where
users may ask inquiries regarding the library's services and resources. A virtual reference
librarian service is available at Universiti Malaysia Terengganu. The COVID-19 Evidence
Retrieval Service was recently launched by the University of Malaya Faculty of Medicine in
collaboration with the University of Malaya Library (CERS). Any clinicians with questions
about COVID-19 can contact a group of medical professionals, librarians, doctors, and medical
students. Queries are addressed through WhatsApp, and the answers to all of the inquiries are
saved in a data bank that is open to everyone. Other academic libraries, both public and private,
provide comparable systems that allow librarians and users to connect online.

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3.0 APPLICATION OR USAGE OF COMPUTERS AND DEVICES IN LIBRARY
MANAGEMENT SYSTEM IN UNIVERSITY IN MALAYSIA.

The speed of technology has always brought the most significant changes in the
country. The rise of information and communication technology (ICT) encompassing
computers, software, telecommunications, and the internet, has had a significant impact on the
process of reform in the world of education. The large impact that these new technologies have
on the way society functions have prompted many to claim that we have entered a new era
known as the ‘Third Industrial Revolution which is impacted by electronic devices, particularly
in the sphere of education and more broadly, in all fields. Using the accurate and correct
application of computers and software to find information easily students can access
information through the internet and also, they can get information by logging in to the online
library.

The facilities provided for students are to make it easier for them to obtain information
in lessons and their assignments performed by university students. In higher education, that is,
in universities, most university students use computers or laptops to do the assignments or do
research related to their learning. They can search information by using various software to
facilitate their work by only using their personal computer at home without having to go to the
library (Stuart Ferguson,2013).

The library is categorized as an infrastructure of the school, university, and any other
educational institution. The library at a university is one of the very important university
facilities. Libraries can support the teaching and learning process both directly and indirectly.
In general, libraries have a meaning as a place in which collecting activity, processing, and
dissemination (service) of all kinds of information occur, both printed and recorded in various
media such as books, magazines, letters news, films, tapes, tape recorders, videos, computers,
and others (ByMyEdu,2019).

By using the computers, students can find books in an instant, issue or reissue books
quickly, and manage all the data efficiently and orderly using this library management system.
The purpose of a library management system is to provide instant and accurate data regarding
any type of book, thereby saving a lot of time and effort. Students can do research just by
surfing the internet or logging into the library online using the application provided by the
university. (Picture examples can be found in figure 4). Not only students who use the online
library, but teachers and lecturers use the same way to get information about their learning by
using computers and laptops. As the technology continues to develop and become an integral

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part of student life, the library management systems universities implement will be key to their
usage.

3.1 Describe the Situation Before and After Using The Computer.
3.1.1 Before Using Computer
i) Registration
Before Covid-19 became a global pandemic in March 2020, libraries
hold handwritten materials, and students can go to the library physically to find
information about their learning. Face-to-face consultation services are for
students so that they can easier get any pieces of information about their
assignments or learning. Students will register before entering the library
entrance counter. Library staff can ensure that students register before entering
the library so that there are no problems related to information retrieval.
ii) Reports On Borrowing and Lending
Before pandemic, library staff will write the reports of who borrowed
and lent the book from the library in libraries book records. All records will be
identified in the book.
iii) Cataloguing
Before pandemic, students or admin use the book or card form to find
out the bibliographic records. For book, form is the printed book-like form. It is
the oldest type used in American libraries. It does not permit to reflect the
changes in the library collection easily, while the card form is the most form
found worldwide. This form used a standard 7.5 x 12.5 cm card to make each
entry. These cards are then entered with Author, Subject, Title, and Call Number
Information.

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3.1.2 After Using Computer
i) Registration

Students can register themselves and after registration, they will get a
student id. After login student can view their dashboard and students can also
view the listed books in the library. Students can update their profiles. Students
can also change and recover their passwords.
ii) Reports On Borrowing Lending

When students want to borrow the book, a student must go to the public
or their school website and look for the “eBooks” section of the page. If required
select OverDrive as the service that the students like to use to browse books.
Find the book that students want and click the Borrow. When students return a
borrowed book, the entry for his borrowing action must be updated with the data
returned. Also, for book entry, the number of available copies of the boo must
be incremented.
iii) Cataloguing

Using the computer which is an online catalog is the most recent form
of the catalog where the bibliographic records are stored in the computer
memory. They are printed on the display or screen on request from the students
or admin. It is the most flexible to addition, deletion, and modification of entries
at any time. The users can access it and retrieve information easily from a
location that is remote to a library. Online Public Access Catalog (OPAC) is an
online database a library or a group of libraries manage.

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3.2 The Positive and The Negative Effects Usage of Computer in Library
Management System

3.2.1 The Positive Effect

In addition to promoting the advancement of modernization, the use of
computer technology improves the modernization and intelligence levels of
library management systems. Library Management System is now widely
regarded as one of the best library management software applications. It is a
fully automated library administration system that can alternatively be
described as a modern and integrated alternative to the classic library
management system. As a result, the library management system not just
benefits librarians, but also benefits library visitors.

Firstly, the ability to save time and money is one of the benefits of library
management software. It aids in the reduction of paper usage while also
assisting in the elimination of paper-based procedures. This can also assist
librarians and library users in lowering activity costs and maximizing time spent
in the library. As a result, the library will be self-contained in terms of records
and papers.

Besides, library management systems assist in keeping all of the
library’s information safe and secure. Librarians can detect errors caused by
paper-based procedures that can be avoided with a good library management
system. As a result, all of the library’s information will be more protected and
solid. The Library Management System, on the other hand, can only be accessed
by approved workers.

Aside from that, library management systems rely on electronic
technology to run the library, and no setup is required. For the approved
personnel to log in with the required qualifications, an educational foundation
only requires a workspace, tab, and web connection. This could make it easy for
them to keep track of the library and avoid any issues. As an example, electronic
use would assist them in conducting a targeted search for any information about
the book, as well as in entering and registering any new volumes in the library.

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In addition, records management is also supported by library
management systems. It is critical to complete a survey in the library to ensure
that the book is in good shape. The librarian will be able to determine the date,
time, and identity of persons who used or rented those books using the record
they have. In a similar stage, the Library Management System records the fine
received from the student, which is easier to inform the library office.

Finally, library management systems can aid in the development of
proficiency. The Library Management system enables all authorized personnel
to keep accurate records of all book details such as author, release, duplication,
issue and return dates, and various fines. This approach can help to improve
library management efficiency even further.

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3.2.2 The Negative Effects

There have been several advantages stated. Library management
systems, on the other side, can have downsides for libraries.

Firstly, start-up costs for library management systems can be rather
costly. Library administration, as we all know, makes extensive use of
electronic devices such as laptops, tablets, scanners, and other such devices.
This equipment consumes a lot of electricity and will result in a lot of money
spent to pay for it. There is a lot of very expensive technological equipment on
the market. As a result, the library’s finances may be affected.

Next, a high-bandwidth network is also required for the transmission of
multimedia resources in digital libraries. Work at the library can take ages to
transfer multimedia content due to bandwidth network system problems. It will
cause the library’s work to be disrupted. It will also irritate students who seek
to transmit multimedia resources. This is a waste of time, particularly for
university students who need to finish their tasks.

Moreover, computer infections are also a risk with library management
systems. Whenever an operating system is infected with malware, a great deal
of information or material that has been stored on the computer is lost. It will
be more difficult for librarians to locate data that has already been recorded on
the computer as a result of this. Not just that, but any publications that have been
damaged but cannot be found will be a huge loss for the library.

Fourthly, a high-speed internet connection is required for online
systems. Disruptions to the internet will occur at any time. Students who come
to the library to use the internet will have their work disrupted as a result of this.
It is also would make library personnel who rely on the internet to access any
information about the library’s books irritated. Furthermore, excessive internet
use will result in internet blocking.

Last but not least, a library management system can quickly become out-
of-date and its data inaccessible as a result of technological advancements. On
numerous levels, rapid advancements in software applications represent a
problem for digital preservation. It can trigger library management systems’

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safety because outdated software is much more vulnerable to security flaws.
While software may continue to be used for several years after it has been
abandoned, files that rely on it may become more inaccessible.

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3.3 PICTURE RELATED TO LIBRARY MANAGEMENT SYSTEMS

FIGURE 1: Integrating ICT in Library Management: Design and Development of an
Automated Library Management System for Cavendish University Uganda. (EXAMPLE)

FIGURE 2: Areas of ICT application in Libraries – Library and Information Science
Network.

FIGURE 3: Example of E-Library

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FIGURE 4: Shows Libraries Online (PTAR)

FIGURE 5: Digital Library Management Software – Library Management Systems.

FIGURE 6: Traditional vs Modern Library
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4.0 RECOMMENDATION AND CONCLUSION
In conclusion, the library management system is a piece of software or ICT usage in
the library that manages every aspect of a library's operations. It helps librarians keep track of
new books as well as books that members have borrowed and their due dates. This technology
automates every aspect of your library's operations. Implementing library management system
software is the best way to keep, organize, and handle a large number of books systematically.
To keep track of library records, a library management system is utilized. It keeps track of the
number of books in the library, how many books are issued, how many books are returned or
renewed, and how much late fine money is owed. The usage of ICT in Library Management is
very important nowadays, especially in school and university.
Library Management System also can be called a modern and integrated solution to the
traditional way of running a library. Before modern libraries exist, we have a traditional library
that emphasizes the storage and preservation of physical items, particularly books and
periodicals those in which librarians were a custodian of the library. As time goes by, libraries
are slowly changing from traditional to modern. Today, it can be said that Library Management
Software or modern libraries are some of the best library management software on the market.
It is a completely automated library management system that supports full cataloging,
circulation, and acquisition system for the library. So, the library management system not only
provides many advantages for librarians but also provides many conveniences for the people
who visit the library.
For recommendation, as a student, we’re hoping that Malaysia will provide a lot of
ICTS in libraries in the future. ICT in libraries may help students easier to complete their
assignments. Other than that, it can also help those who have internet or laptop devices problem
to complete their work. Next, the library also can help create library users panel features. For
example, allows them to create their account by providing some basic details and letting them
access or log in their hours at the library. Malaysian libraries also need to adopt quality
management practices to deliver qualified service, by putting customer focus, leadership, and
information data and analysis as the main factors.
Last but not least, the library management system is very important for us nowadays
especially for the kids in the future. However, the traditional library system also can’t be
forgotten because sometimes it will be very useful for us. For example, the library keeps all the
library data as a hardcopy file so that if the data in the computer software system has a problem
it can be used. As library users, we need to always appreciate and use the library very well.
The library helps us a lot by solving our school, college, work tasks, and others.

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5.0 REFERENCE

Arms, W.Y. (2000). Digital Libraries, London: The MIT Press. Coronavirus disease
(COVID-19). (2020, January 10). World Health Organization. Retrieved
January 26, 2022, from https://www.who.int/health-topics/coronavirus#tab=tab_1

Elibrary software, The advantages of Library Management Systems.
Retrieved January 25, 2022, from
https://www.elibrarysoftware.com/advantages librarymanagement-system.html

Giles, J. (2020, March 10). What is ICT? What is the Meaning or Definition of ICT?
Michalsons.
Retrieved January 25, 2022, from https://www.michalsons.com/blog/what-is-ict/2525

Hashim, J. H., Adman, M. A., Hashim, Z., Mohd Radi, M. F., & Soo, C. K. (2021).
COVID19 Epidemic in Malaysia: Epidemic Progression, Challenges, and Response.
Frontiers in Public Health, 9. https://doi.org/10.3389/fpubh.2021.560592

ICT Application in LIS, Traditional library vs modern library (PICTURE)
Retrieved by February 2nd, 2022, from
http://angqweya.blogspot.com/2017/03/traditionallibraries-vs-modern-john.html?m=1

Importance of Library management system. (2019, June 14). EDU. Retrieved February
11, 2021, from
https://www.myeducomm.com/blog/importance-of-library-management-system/

India Mart images, Elibrary/digital library management systems, (PICTURE)
Retrieved February 2nd, 2022, from https://images.app.goo.gl/Vo9R93AGWbLfzK8e6

Jibia, M.S., Mubaraka, C.M., & Michael, O. (2013). Integrating ICT in Library Management:
Design and Development of an Automated Library Management System for Cavendish
University Uganda. Innovative Systems Design and Engineering, 4, 1-11.

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Library And Information Science Academic Blog, Areas of ICT Application in Libraries
(PICTURE)
Retrieved February 2nd, 2022, from
https://www.lisbdnetwork.com/areas-of-ict-application-inlibraries/

Library Management Software, Digital Library Management Software. (PICTURE)
Retrieved by February 2nd, 2022, from
https://www.elibrarysoftware.com/digital-librarymanagement-software.html

Mohd Roni, Nurul Azurah & Mohd Napiah, Mohd Kamal & Hassan, Basri. (2011). Impact of
ICT on Privacy and Personal Data Protection in Two Malaysian Academic
Libraries/Nurul Azurah Mohd Roni, Mohd Kamal Mohd Napiah, and Basri Hassan.
Pavlenko, D. (2017, October 18). Information and Communication Technology (ICT):
Meaning, Important. YOUniversityTV.
Retrieved January 25, 2022, from
https://www.youniversitytv.com/college-tips/informationand-communication-
technology-ict-meaningimportan/

NextGen Ideas websites, The disadvantages of Library Management Systems.
Retrieved January 26, 2022, from
https://nids.co.ke/disadvantages-of-library-managementsystem/

Pratt, M. K. (2019, July 26). ICT (information and communications technology, or
technologies). SearchCIO. Retrieved January 25, 2022, from
https://www.techtarget.com/searchcio/definition/ICTinformation-and-
communications-technology-or-technologies

Public Library management cataloguing. (2016, January). Tutorials Point. Retrieved February
11, 2021, from
https://www.tutorialspoint.com/public_library_management/index.htm#:~:text=Public
%20Library%20Management%20deals%20with,well%20as%20public%20library%2
0legislation.

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Semantic Scholar, Integrating ICT in Library Management: Design and Development of an
Automated Library Management System for Cavendish University Uganda.
(EXAMPLE), (PICTURE),
Retrieved February 2nd, 2022, from
https://www.semanticscholar.org/paper/Integrating-ICT-in-Library-
Management%3A-Design-and-Jibia-
Mubaraka/46d1202f45b519f2711039ef20b5051bcf5be4c1

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