Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
CHAPTER I
AGENCY PROFILE
The Marikina City Library started as a Municipal Library. It was organized on
August 11, 1956 under the headship of the so called “Education Mayor” Mayor Gil
Estanislao Fernando (Father of Chairman Bayani F. Fernando) joint auspices of the
Municipal Government of Marikina and the Bureau of Public Libraries, now the National
Library, under the direct supervision of the Provincial Librarian.
From 1956 to 1961, the Library occupied the small space at the Municipal
Session Hall. The Municipal Government provided the salary of the librarian, office
supplies and equipment. An amount of P200 was given for its initial subscription. The
Municipal Library started with 300 volumes of books allocated by the Bureau of Public
Libraries and with the basic furniture such as book shelves, small table and 4 chairs
donated by the civic minded citizens of Marikina.
Its growth was improved through the generous support of the Municipal
Government of Marikina which appropriated its funds. With the deep concern for the
improvement of the said institution, the Municipal Government passed Resolution No.
18 on March 10 1962, reserving a lot for the Library building at Lot no. 100-B at Sta.
Elena. Moreover, the Municipal Council of Marikina asked for a pork barrel fund from
the National Government, approved under Republic Act Nos. 2093 (P5,000) and 3101
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
(P5,000) for a Library building with a counterpart fund of P10,000 to be provided for by
the Municipal Government.
The Library was transferred to a new building on August 16, 1962. The
inauguration, November 25, 1962, coincided with the celebration of the National Book
Week. Because of the accessibility of the new location, the number of library users
greatly increased as well as the collection of the informative materials found in the
Library. Aware of the invaluable service that the Library was giving to the community,
the Municipal Library in cooperation with the Barrio Council and through the help of the
Provincial Librarian and Bureau of Public Libraries established Barrio Libraries namely
J. Dela Peña, Barangka, Concepcion, Parang and Nangka to foster social development
of the people in the barrios.
As years went by, the big population increase of Marikina presented a need for a
bigger library. Through the cooperation and assistance of the Philippine National Bank
(PNB), Marikina Branch, and the support of the Marikina Municipal Government, a
bigger Library building was constructed on the same site on November 28, 1988. It was
finished on August 1989 and the Library was housed on the second floor of the building.
Under the Leadership of Mayor MARIA LOURDES C. FERNANDO a bigger and
conducive for learning Library was planned. The new site (up to the present 2007) is on
the West Grand Stand, Marikina Sports Park Shoe Avenue, Marikina City. The transfer
was made March 19, 2005 and the “New Library” was eventually inaugurated on May
20, 2005.
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
At present, the Library occupies a total of 700.62 sqm. It consists of the following
sections: The Children’s Section, Special Collection Section (NSO publications, Shoe
Industry, Local History, and National Center for Disabled Person Publication), Periodical
Section, Teen’s Section, Recreational Section, Law Section, Filipiniana Section,
Reference Section, General Collection Section, and the Computer Section. It also has
an Audio-visual Room (173.22 sqm.) which can accommodate as many as 80 persons
per seating.
The goals of the company are as follows:
To serve as an information and knowledge center of the community.
To provide sufficient and substantial updated information for the informal
education of the people.
To augment the research and information needs of students, teachers and other
professionals in the locality.
To provide opportunity for self-improvement.
To gather, organize and preserve the local historical documents.
To bring the library closer to the community.
Maintain an ideal atmosphere conducive to serious learning and easy
assimilation of ideas.
Be an ideal setting for learning activities being the seat of Knowledge, Progress
and Success.
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
VISION
We aspire to become a premier public library imbued with sound values
and a strong commitment to lifelong learning and information literacy.
MISSION
Continually develop, sustain, preserve, and make available and accessible
to the public the vast resources of the Marikina City Library.
OBJECTIVES
1. To serve as a repository of information, knowledge, and library services in the
community.
2. To provide sufficient, substantial, and relevant information to the public as a
way of supplementing their knowledge, literacy, and self-development.
3. To meet the research and information needs of students, teachers,
researchers, and the like.
4. To offer outreach and literacy assistance to individuals and groups in need of
services such as job and educational information and educational programs.
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
CHAPTER II
EXISTING SYSTEM
History of the Existing System
From the establishment of the City Library, An Open-Shelf System is used by the
City Library in organizing the books by using a Dewey decimal classification system.
The Dewey decimal system serves to be the arrangement of the books in the library. It
is very useful for finding or searching of books. The library serves all residents of the
community and neighboring cities and towns.
The Marikina City Library’s service will not be denied or abridged because of
religious, racial, social, economic, or political status or because of emotional, mental or
physical condition, age or sexual orientation. Meanwhile, with regards to the day to day
transactions in the Marikina City Library, has been recording the books that they have in
a manual system.
To be exact it, the current system in the library is a paper based system. This
manual system includes the recording of the issuance of books to the borrower on a
record sheet.
How the existing system operates:
The students enter the library for either reading a book or borrowing a book for
some period of time, First the students must register enter information about himself, it
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
includes the name, address and the educational status, then he search for the book first
using card catalog and filling up a call slip.
According to the departments in the library, he will send the call slip to the
librarian to borrow the book. Then the librarian takes the call slip to find the book, after
searching and getting the book it will take the information about the and the write it in a
documents that is exists for that purpose, the librarian write the name of the book.
There are a different operations that is not related to the students such as the
process of stocktaking that is held every end of the year, in which the librarian must
prepare a statistics about the books in the library to ensure that no books missed or
wear out, if so a new books is bought according to the missed books or the orders of the
stuff members and students (the most required books).
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
System Run Chart
Diagram 2. System Run Chart of the Existing System
In this diagram, the Librarian encodes the details of the book to be borrowed; this
includes the book title, the book author and the call number of the book. After the
manual encoding of the details, the librarian saves the borrower/s’ files which can be
found at their library records. The records will keep track on the library’s assets for
monitoring and updating purposes.
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Verification
Encode and update
Book inventory monitoring
Book inventory report
Folder
Updated report
Folder
Verified book details
Folder
Library File Storage
Folder
Library File Storage
Folder
Verified Report
Folder
Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
Data Flow Diagram
Library file storage
The diagram above shows the data flow diagram of Marikina City Library. It starts
from the filling of the call slip of the borrower. The call slip that includes the books and
borrowers’ details will be send to the librarian. The librarian will receive the call slip and
processed it for verification. The verified book information will be encoded to the
library’s file storage. The recorded information will now be kept by the librarian for
tracking and the book or library material will be given to the borrower.
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Borrower Librarian
Book request form
Valid book request
Send Details to Librarian
Verified Book details
Processed Details
Library Material
Book and borrowers’ details
Verify the status of materials
Encode the Details
Diagram 3. Data Flow Diagram of the Existing System
Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
CHAPTER III
STATEMENT OF THE PROBLEM
General Problem
The study aims to make an automated library system specifically for the Marikina
City Library. The general problem of this study is the anarchy in the facilitation of the
processes and operations in the library using the manual system. Current system is
manual maintenance of all the entities and transaction of the library is a paper based
system. Maintaining a manual system like what they currently have wastes a lot of time
and effort, and it may be subjected to constrain in operations and information errors.
Though many library systems are now practicing and operating by the use of automated
library system, there are still some libraries that operating manually by group of people.
In this case The Marikina City Library is included.
In such situations many people involved in the process of managing the library
such a way that to keep records regarding the books & students (borrowers), check the
books manually, keep records on issued books etc. All these things have to be carried
out manually and if the library is large in content handling is also a problem. This
problem slow down the processes that must be done every day, it also makes massive
problems especially to the students and to the librarian as well. On the other hand
keeping large amount of maintenance workers may cost a lot and it will not be efficient
for a library. Therefore there should be a reliable way to manage the library system.
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
Specific Problems
1. What are the reasons of producing an unguaranteed accurate report in the
library?
2. What could be the cause of the lack of immediate information modification and
retrieval in the current system, specifically with the availability of books in the
library?
3. What are the processes present in the current system that results to the lost of
information needed by the operations of the library?
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
CHAPTER IV
THE ANALYSIS OF THE PROBLEM
From the process of the existing system, it shows that the manual operation
arises from the problems of slowing down of the processes that must be done every
day. Using manual system for a library has a great impact on the way it processes and
operates its day to day transactions. It also makes massive problems to the transactions
between the borrower and to the librarian.
From the current system that Marikina City Library has, it leads to the different
problems, from the access of information, security of the information and preparation of
reports; it becomes really difficult in a manual system. Even after hard work, if one staff
was able to prepare it then it is not guaranteed that the prepared report is accurate and
up to date. “Nothing is permanent “everything changes, as time passes on the same
stands true with the system, which is subjected.
One can imagine how difficult it is to alter some information written on the piece
of paper. One way to alter is just cut off and throws away the paper and rewrite the
same information with minor changes on the fresh sheet of paper. Another way is erase
the previous information.
The librarian or library staffs have to make transactions with number of book at a
number of times. There are always chances of recording information about the same
book number of times. This is “redundancy”. Redundancy invites inconsistency. In case
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
some information about a member or book is maintained twice or more than twice in
future, if modification done at one place then how they be able to decide which of the
various information about the same is correct.
The lack of immediate retrieval and security of the information brought by the
manual system is evidently present to a paper based system like the Marikina City
Library. The retrieval and quick inquiries in the information about the availability of
Books is slow. It is caused by the unorganized paper based system; it is hard to sort
information in a large number of files.
Addition to that, Information is not information, if it is unordered. To make data
useful the library needs to store it on various basis like on the basis of Book code, Title
id, subject id, etc., but imagine how to store information in a manual system.
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
CHAPTER V
FORMULATION OF RECOMENDATION
Alternative Course of Action 1
An Automated Information System for Marikina City Library
The automated information system will carry out such operations in the library
that will sufficiently alter the problems faced by the library’s current system. Having the
system, it will Immediately retrieve needed information for a specific transaction, a
better storage facility ,better sorting of efficient report , quick sorting of information,
preparation of efficient report, accuracy of data such as no redundancy hence no
inconsistency and Prompt updating of information.
The operations present are the issuance and returning of books in the
library. In the issuance of the book, the information needed by the librarian
will just have to be encoded in the system and save it as a record in the
library. Whenever the librarian needs the records it can be easily accessed.
In terms of returning of books, the librarian can easily update the status of
the book that had been returned. By that, the status of the book/s is now
available for borrowing by another person again.
It is also a creation of a secured and accessible system whereby the
system can be accessed only by the authenticated user using the password
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
protection mechanisms. The system can be used to store large volumes of
books and student data.
From the system itself, the librarian or the library in charge will use the
system for the transactions of the borrower/s and the library staff. The
system proposed can also be use to easily monitor the status of the books
provided with the personal information of the borrower/s.
Alternative Course of Action 2
An Online Library Information System
The online information library system is consisting of a website for the process of
the operations in the library. This will be system that will benefit the Marikina City Library
staffs and the borrowers as well. The creation of the online system is a useful system
and website for the part of the borrower. It is for the reason that, the inquiries of the
book that they tend to borrow can be made straight to the website exclusively made for
the Marikina City Library. The borrower can search the book in the shelf of the library
and get an immediate result if the book is available for use or not.
Asides from the quick access of the books inquiries, it is also convenient since
the borrower won’t have to spend a time and money in going to the library’s premises.
For the security and updating of the information in the online system, it is less prone to
problems, since the access for administration of the website is strictly made for the
people in charge of the website.
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
Alternative Course of Action 3
Computerized File Storage System
In this computerized system, it will be dealing with the use of computer software
such as the Microsoft office specifically Excel in keeping the records of the information
of the books needed by the librarian and the borrower. The librarian can store
information indicating the relevant data needed such as the book title, call number and
the personal information of the borrower. This system is useful since it can create a
back up for all the data stored without the constrain of losing some encoded files.
What makes it effective also is the fact that it is economically feasible. The library
will not be spending a huge amount of money in creating a system like an automated
system and for the payment for the I.T specialist who will be in-charge of creating and
facilitating the system created for the library’s operations. The library staff who can
handle a simple excel operation can operate and be in-charge of that activity.
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
CHAPTER VI
VALIDATION OF RECOMMENDATION
Alternative Course of Action 1Alternative Course of Action 2Alternative Course of Action 3
An Automated Information system for Marikina City Library
The Automated Information system will be used for the replacement of the
manual system of Marikina City Library. A system that will alter the current problems
faced by the operations in the library and will improve the processes present by the use
of a computerized system. It is a computerized system that uses a various collection of
computer technologies such as computer machines, printers, programming language,
database system and so on.
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Automated Information System for Marikina City Library
Angeles/ Marqueses/ Santos
The new system will provide the librarian with an effective way to control all the
library operations, an easy way to control and managing borrowing and return books
and Ability to perform stocktaking with minimum amount of effort.
This recommended system will perform necessary task of the librarian such as
the issuance of the books to the borrower. It will keep track to the materials in the library
which are available for use and those that are not.
The accuracy of the information will take place since there will be spaces
provided for the information needed to be stored in the system. The security of those
files and the system itself is also implemented due to the exclusive username and
password for the administrator of the system.
This will also serves to be the file storage system of the library for the issuance
information by the borrower that will ensure the security of the books. From all the
alternative actions enumerated, it is the most effective since it will be use by any
appointed personnel to use this kind of system.
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