shoaib final.doc

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Lahore University of Management Sciences

(LUMS) Library)Internship Report

External Supervisor Dr. Muhammad Ramzan

Internal Supervisor

Presented by

Department ofLibrary & Information Science

University of the Punjab

Internship report (Lahore University of Management and Science)

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APPROVAL SHEET

External Supervisor:

Dr. Muhammad Ramzan Director LibraryLahore University of Management Sciences (LUMS)

President, Pakistan Library Association (Punjab)

Signature________________________

Internal Supervisor:

Department of Library & Information Science University of the Punjab Lahore

Signature________________________


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Acknowledgement

All praise for “ALMIGHTY ALLAH” whose uniqueness, oneness and

wholeness. Who gave me enough courage, knowledge and ability to

accomplish this report.

All respects are for his “HOLY PROPHET HAZRAT MUHAMMAD”

(peace be upon him) who enabled me to recognize oneness of our creator.

I am grateful to my honorable for her guidance, and their sympathetic and

considerate behavior towards me. I really praise the great efforts of my

instructors. Their constant encouragement made the successful

accomplishment of this report.

I would like to thank Dr. Muhammad Ramzan Director of LUMS library

who gave me a good guidance to accomplish my training.


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INTRODUCTION OF LUMS

The Lahore University of Management Sciences (LUMS) is a national university,

established by sponsors belonging to the country's leading private and public sector

corporations. The goal of the sponsors was to develop an institution, which would

provide rigorous academic and intellectual training and a viable alternative to education

comparable to leading universities around the world.

The National Management Foundation, the sponsoring body of the University,

was incorporated in November 1984 and was granted a charter by the Government of

Pakistan for establishing the University, in March 1987. Through this charter, the

University was given the legal right to establish degree-granting programs. The Board of

Trustees, the policy-making body of the University, comprises leading members of the

business community academia and representatives of the government. The principal

functions of the Board are to set broad policy guidelines and to review the operations of

the University. The Board of Governors, being the sponsor of LUMS, raises the

necessary funds for the University's operation and maintenance. Many board members

are representatives of the business community and form a crucial link between the

University and the business world.

After two decades of relentless effort, LUMS now has three schools: the Suleman

Dawood School of Business and the School of Arts and Sciences through which LUMS is

producing experts in Business Administration, Computer Sciences, Economics, Social

Sciences, Mathematics and other disciplines and the school of engineering. The various

academic programs presently offered, include MBA, BSc (Hons), BA-LLB, MS & PhD

in Computer Sciences, MSc in Economics, the Executive MBA and PhD in Mathematics.

It also provides executive development education through its Executive Administration

Centre (REDC)

In addition to the academic programs, LUMS also undertakes research work and

offers consultancy services. Research projects under the Centre for Management and

Economic Research (CMER) primarily deal with major economic and management

issues faced by Pakistan and the region. The Small and Medium Enterprise Centre

(SMEC) investigates the role that government policy and socio-political influences play


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in the development of small and medium enterprises. It also caters to the training and

development needs of small and medium scale enterprises.

Missions:

Develop high quality professionals and scholars who are committed to the pursuit

of excellence, and are endowed with vision, courage, and dedication.

Improve academic and management practices in the country through the

generation, assimilation, and dissemination of knowledge.

Make a significant and meaningful contribution towards the social and economic

betterment of Pakistan through development of its human resources.

Serve as an intellectual resource base in the region.

Goals:

Offer world-class academic programs.

Improvement and development of existing programs and offer new programs that

help to achieve our overall vision and mission.

Vision:

“We will be a pre-eminent academic institution, serving as a catalyst for

economic prosperity and social development with a focus on management of resources.”


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INTRODUCTION OF LUMS LIBRARY

This is a multi-disciplinary library serving the faculty, students, researchers and staff of

the university. It also offers external membership services for corporate organization,

institution, individual executives and researchers with certain conditions. The library has

a rich and diverse collection of materials, especially in terms of the breadth and depth of

coverage. The collection is ideally suited to encourage and support both scholarly

pursuits and practical research activities. It is using state-of-the-art technology systems.

Currently the library has comprehensive collection of 250,000 Volumes comprising

printed and no-printed materials including CD-ROMS and online databases, 90 thousand

printed material, 25 thousand online journals and 350 international journals and magazine

in printed form. The library is manned by qualified and experienced professionals, all

dedicated to provide high quality innovative service. The major areas of Lums library

collection are Computer Sciences, Computer engineering, Economics, Basic Sciences,

Business administration, management, Marketing, Language and literature, Arts, Fiction,

and government Documents.

Goal:

Library Goals is to excel in supporting the academic and scholarly endeavor of

our users, in their core instructional and research requirements through utilizing the best

possible resources, systems and services.


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Objectives:

To encourage and support the academic and research activities of LUMS faculty,

staff and students.

Providing a full range of services that include loans, online information searching,

reference services, inter-library loan, document delivery, photocopying, viewing

of audiovisual and microfilm materials, access to virtual collections & digital

resources, CD-ROM & online searching etc.

Got user satisfaction.

Mission of library:

The mission of LUMS library is to increase the awareness and use of

library resources.

Library Sections:

o Collection Development Section

o Reference section

o Multimedia Section

o Circulation section and Teaching Resource Center.

o Khalid Ishaque Wing


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Collection Development Department

The Collection Development Department or Acquisition Section is the LUMS Library’s

frontline in ensuring that library collection development goals are achieved. Since the

start of the library operations, the section has engaged itself in different activities to

upgrade the collection and stimulate the participation of its stakeholders in evaluating

materials for purchase.

Functions:

Removal (weeding) of materials no longer needed in the collection.

Planning for new collections.

Handling with faculty requests for resources.

Assigning accession numbers to all resources (which are arriving in Library).

Cataloguing and classification of material

Sending the list of new arrivals to all users (e.g. students, faculty members, etc.).

Bibliographic record checking.

Donation

Types of Purchases:

Basically there are two types of purchases:


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Local purchase from local vendors.

International purchase from international vendors.

In both categories, some vendors are only publisher, some are only suppliers, and some

are both. Name of some local and foreign suppliers and publishers are as follows:

Amazon

Elsevier

Springer Distribution

John Wiley & Sons Ltd.

McGraw-Hill Ryerson

Pakistan Law House

Some Universities also publish their publications e.g.,

Open University Press

Oxford University Press

University of Chicago Press

Types of Books

There are different types of books. Hard Back

Paper Back

Student Edition/ Low price Edition.

Normally first and second are seen. Hard back book is costly then a paper back book.

Although a book title is same in different material, there ISBN also different. Normally

an ISBN is most important in a book purchasing process.

Government annually issued a general rate for foreign purchases, which includes

overhead charges. In the case of direct purchase, current rate of foreign currency will be

charged. Library is responsible to pay extra expenses, e.g. shipping and handling charges.


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Selection of Items:

In LUMS Library most of the time those books and other items are purchased which are

recommended by Faculty. In some cases publishers send their catalogues in the library by

postal mail or through e-mail, then library staff selects some titles and get suggestions

from faculty members through formal meetings, and then they purchase those items.

Some times local publishers send the books in the library, then library arranged a meeting

with faculty members of relevant field then select those books. Faculty members also

have the option to purchase the books by self and then receive its payment from account

department against an envious and the book will be a property of library.

Process of Book Acquisition, cataloguing and classification:

The following steps are involved in this process:

Item is requested by faculty member

Bibliographic / duplication checking in system.

Check it in online library’s sources, if not available then,

Collect its complete information or record.

Import the record from Library of Congress Catalogue (LOC)

Send the e-mail to local book sellers.

In the case of not availability; collect the price information from different foreign

venders.

Evaluate the price of paperback and hardback copy of a book.

Select the source for the purchase of book.

Prepare an order according to the name of vender.

Order signed by concerned faculty member.

Signed by Director Library.

Order sends to publisher or supplier.

Publisher / supplier send the Performa envious of the item.

In case of standard payment:


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Vender will be send the items and there envious.

Receive the items in database

Develop accession report

Assigned accession number to these items and write these numbers on accession

report.

Write the accession numbers on books in accession stamp

Place a receiving stamp on accession report.

These documents in record.

In case of prepaid payment:

Firstly send the order and Performa envious (forwarded by vender) to account

department and collect a draft.

Then send this draft to vender.

The vender will send out the items and envious of those items.

Then receive the items in system, get there accession report from system.

Assigned a call number to every item and add the necessary information in the

system according to those items.

Prepare a new arrival list and send to all the users and uploaded on Library

website.

Display the new books on new arrival shelves.

Bibliographic Record checking of an Item:

Before ordering an item, the acquisition department would normally check if any copy of

item is in stock, if it has already been ordered, whether it is imprint and whether the

bibliographic details are correct. System makes it easy matter to check if item are in

stock, on order or in process. Duplication checking of new items can be checked

according to different ways:

By author

By title

By ISBN


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Copy cataloguing:

Copy cataloguing is the copying of existing catalogue record, a process made

comparatively easy once records stored in electronic format.

In LUMS Library records are selected from LOC (Library of Congress) catalogue. In

case of not availability records are selected from “Surpass” which consists on different

libraries’ catalogues.

Editing Catalogue Records:

One of the advantages of computerized cataloguing over manual system is the ease with

which records can be amended or deleted. It is possible for cataloguing staff to add,

amend or delete specific fields, subfields or character strings within a record, or to delete

a record entirely.

Creation and Dispatch of Orders:

In LUMS library system (VirTUA) suppliers and fund files have setup as local

parameters. A supplier file is separate from the order file, have contained data such as

names and addresses of suppliers. System has enabled the operator to link an order (in the

order file) to a particular supplier by entering the name not the full information.

The library also has maintained separate fund files, for example, each Department of

Lahore University of Management Sciences has its own library budget. For this purpose a

separate file has been established in advance which plays an important role in order

creation.

Receipt and Accounting:

When items are received, the acquisition staff process on invoices and payments.

The status of item would be changed from ‘On Order’ to ‘In Cataloguing’.


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A copy of accession report and order is available there.

Technical Section:

Technical section involved the processing of books via through manual entry or

by using the surpass software. Labeling and pasting of books are also including in this

section.

MANUAL ENTRY IN VIRTUA SOFTWARE

After using the surpass copy catalogue I learnt about the manual entry in VirTUA

software. I learnt how new entry of a book in VirTUA software was made. I added the

different tags in MARC format. MARC is an acronym for Machine-Readable Catalogue

or Cataloguing. It is not, however, a kind of catalogue nor a method of cataloguing but a

system by which data elements within bibliographic records are uniquely labeled for

computer handling. MARC is widely used by libraries and other information agencies to

exchange bibliographic and related information between systems. I added different tags

in marc form which are given below.

008 Field:

I learned that in this tag copy right date of book, place of publication and

language of the book was shown.

020 International Standard Book Number:

I have learned that Field 020 contains the International Standard Book Number (ISBN ),

the terms of availability. Each field 020 contains all the information relevant to one

ISBN.

090 Field:

This field is lums local field. In this field I entered the cutter no, classification no, source

of the book and copy right date.


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100 Main Entry - Personal Name:

I learned that Field 100 contains a personal name used as a main entry in a

bibliographic record. Main entry is assigned according to various cataloging rules (such

as AACR 2), usually to the person chiefly responsible for creation of the intellectual or

artistic content of a work.

245 Title Statement:

I learnt that Field 245 contains the title and statement of responsibility area of a

bibliographic record. The Title Statement field consists of the title proper (subfield $a)

and may also contain the general material designation (medium, entered in subfield $h),

remainder of title (subfield $b), other title information, the remainder of the title page

transcription/statement(s) of responsibility (subfield $c). The title proper includes the

short title and alternative title, the numerical designation of a part/section (subfield $n)

and the name of a part/section ($p).

246 Varying Form of Title:

Field 246 contains varying forms of the title associated with the item, whether

they are or are not on the item. These variant titles are recorded in field 246 only if they

differ substantially from the title statement in field 245 and if they contribute to the

further identification of the item.

250 Edition Statement:

The Field 250 contains information relating to the edition of a work. What constitutes an

edition statement is determined by applying various cataloging rules.

260 Publication, Distribution, Etc. (Imprint):

The field 260 contains the information of place of publication, publisher and copy

right date of the book.

300 Physical Description:

I learnt that Field 300 contains the physical description of the item which consists

of the extent of the item and its dimensions and that may also include other physical

details of the item and information concerning accompanying material. Preliminary


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pages, total pages of book, illustrations and the size of book in centimeter are shown in

this field.

440 Series Statement/Added Entry – Title:

Field 440 contains a series title statement

500 General Note:

This field is used for note regarding book.

541 Field:

This field is lums local field. Here I mentioned the source of the book e.g. if the

book was donated by someone here I mention that.

596 Field:

This is also lums local field. In this field i mentioned the main subject of the book.

600 Subject Added Entry - Personal Name:

In Field 600 personal name is used as a subject added entry

650 Subject Added Entry - Topical Term:

Field 650 contains a topical subject used as a subject added entry. Topical subject

added entries may consist of general subject terms including names of events or objects

651 Subject Added Entry - Geographic Name:

Field 651 contains a geographic name used as a subject added entry

700 Added Entry - Personal Name:

I have learnt that Field 700 contains a personal name used as an added entry.

Names of Compiler and translator are shown in this field.

With the uses of these tags I made the manual entries of books.


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Labeling and pasting:

Out time table was organized in such a way that after doing work in Virtua software we

have to do labeling pasting for two hours daily and according to my schedule, I

performed my job daily. Sir Shakil Ahmad was the head of this section and in this

section I learnt about pasting library stickers, putting accession stamp, pasting spine

labels, pasting bar codes, pasting library stamp, putting library stamp on books and also

verification of the books. I also learnt how to make an accession list of the books.

Circulation & Serials Section:

This section includes the issue & return; renew transaction of books and

checking fines. In the circulation department first of all my supervisor gave

me complete orientation of circulation department. LUMS Library is using

virtua circulation module for its activities. My circulation supervisor gave

me complete instructions about the different tools and techniques. During

my internship I spent approximately two hours at circulation desk. Here I

learnt issuing, returning and renewing of books. All of these activities were

performed in VirTUA software. F4 key is used for check in F5 key is used

for check out and F6 is used for renewing of book. I also learnt the process

of over dues and fines

I learnt the following activities.

Patron data entry in the VirTUA software


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Transaction procedure. Hold and paging request Interlibrary loan library (ILL) Issue and return of books. Maintenance of course reserve. Overdue notice of a patron. How to check out books. How to check in books. How to reserve books. How to print a fine slips of the student. How to reissued books Organizing LUMS record

Electronic Resources:

The library has access to a wide rang of electronic resources accessible through

the campus wide network and from the library terminals. Among these, the important

ones are

JSOTRE – http:// www.Jstore.org

Archive database with complete back-files over 700 core scholarly journals.

LEXIS NEXIS – http:// web.lexis-nexis.com

This database contains 3.5 billion public record and business, legal news. In

whole Pakistan only lums library purchase this database.

EBSCO host – http://serach.epnet.com

This database contains over 10,000 full text and 16,500 abstracts.

Questia Digital Library – http://www.questia.com


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World’s largest online collection of over 65,000 books and 375,000 journals

articles in humanities and social sciences. This database is also only available at lums.

Science Direct – http://www.sciencedirect.com/

This database contains more than 300 peer reviewed full text journals.

Duplication of books

The very first thing which I was learned in this section is how to check the

duplication of books. I used i-portal from the library website for checking the duplication

of books. Sir Shakil Ahmad gave me task to check the approximately 35 books daily. I

had searched the books from i-portal and if it was a duplicate book then I made duplicate

record in Virtua software.

Surpass Copy Catalogue Software

After the duplication of books I learnt the searching online catalogue from

Surpass software. With Surpass Copycat we can quickly and easily download free

MARC records for use with any library automation system. It's as easy as scanning the

ISBN/EAN barcode from the back of the book! Surpass Copycat is a z39.50 copy

cataloging client for use with Surpass or any library automation system. It provides the

list of over 200 libraries worldwide. Connect to and search multiple libraries with a single

search. I searched the books in surpass and made their book bag and export them in a

marc form and made editing in the catalogue according to the standard catalogue of lums

library. I also preformed the following task in surpass

1. View full MARC record before export

2. Edit the full MARC record before export

3. Add, edit, or delete fields or subfields before export

4. Add local holdings information such as call number before export

5. Add items from multiple searches to a temporary "book bag" while work

6. Full MARC view or card view

7. Add copies and copy information before export


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8. After editing in MARC form save the record in database.

Rearrange the collection of journal:

I managed the collection of journal according to the requirement of the library. During

this process I did back shelving.

Indexing of Periodicals:

I spent two days in indexing task. I arranged the journals in alphabetically order

and made the list of their names, their volume numbers, and their frequency.

Special Assignment:

During my internship I and my other class fellows were involved in the project of

law journals which was donated by Khalid Ishaque. Along with my group fellows Firstly,

I noted the accession no. of the journals then in virtua software I made editing in these

records, append the file of spine label and got print out of them. After getting print out I

pasted these spines labels on journals.

Khalid Ishaque Wing


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The library has received a rare donation of more than 1500000 books on law, philosophy,

psychology, religion, economics, management, history, Pakistan studies, and other areas

from the family of (late) Mr. Khalid Ishaque.

Mr. Khalid Ishaque was a well known bibliophile, lawyer, educationist, and a scholar. To

honor Mr.Khalid Ishaque, the library has named its first floor as “Khalid Ishaque Wing”.

Books on philosophy, psychology, religion, politics, law, and history have been housed in

this wing.

Khalid Ishaque Collection

Technical Work

Scanning


English 73,905

Arabic 12,901

Persian 1,289

Sindhi 336

Preserved 4,562

Total Collection

92,957

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OCR (Optical character recognitation)

Fumigation chamber

Digitalization

Word file convert to PDF

E-DDC

Magic Barcode

Debugging

Indexing

Multimedia Service

It provides to audiovisual material DVDs, CD-ROMs, and Videos. This section is

equipped with Cable TV, VCR, CD/DVD Players, Scanners, Microfilm reader, and

Wireless Head Phones. the library server F.T.P provides access to LUMS faculty

Members Video Lectures as well as research documents. Besides these. It has 2000 cd’s

most of the cd`s can we issue but some cd`s are not be issued. The data in this cd`s

LUMS events, lecture movies, etc.

In this section cable TV, Amply Fire, Audio video and MP3 system, micro fish, macro

film, etc


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Readers’ Service & system section:

This section provides access to a wide range of audiovisual material, CD-ROMs,

and microfilms. This section is equipped with VCR, CD/DVD players microfilm and

microfiche readers.

VPN (virtual Private Network)

Library provides remote access (off-the-campus) to its full-text online resources

through VPN. LUMS graduate, postgraduate students and faculty can access these

resources while they are out of campus by providing their LUMS network credentials.

CD Server

A CD-ROM server having 14 core databases mounted in is also available within

LUMS campus and can be access at Library CD Server.

Wi-Fi

Wireless connectivity to internet is available at both floors of the library. Patrons can

use their laptops/notebooks with build-in wireless adaptor to avail this server.

Library Portal

http://libraryportal.lums.edu.pk

The Library Portal provides access to library catalogue and campus-wide access to its

full-text resources. It also provides secure access to user accounts & activities,

patrons can view their library account and circulation activities through the Library

Portal. They can also renew or reserve the borrowed items.

Virtual Library

Virtual library provides an interactive interface to full text electronic and online

resources such as 130,000+ books, encyclopedias, almanacs, statistical databases, and

hundreds of journals.

Technical work Here I learnt


http://cdserver/

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Periodical Indexing

How to use E-Data Bases

D-space

Re naming

E journal indexing

JSTOR article updating

Local journal indexing

Reference Section:

The reference section provides efficient and reliable services through telephone, fax, E-

mail and in person. This section is specially meant for users. If any person who comes in

library has any query, he simply goes to the reference librarian. The reference section of

lums library uses the different online databases for searching the required item. The

reference section also performed the activities like press clipping, serial management,

indexing, compilation of BMIS.

A significant number of current reference sources are available in the

library. Various electronic databases including micro data sets produced by

various data gathering agencies are distinct feature of the collection. This

collection also contains dictionaries, encyclopedias, handbooks, yearbooks,

atlases and bibliographies

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Technical work

Press clipping DB text


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Dawn news paper, Business recorder, The news, The nation

External membership

It has two types Golden member ship and classical membership

MLB

Monthly library bulletin publish monthly basis

Searching

Searching company report on internet

Reference query

Telephonic query

Walk in Query (Physical query)

E-mail query

SHELVING AND SHELF READING


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Our internship time table was organized in this way that when we came in the library we

had to do shelf reading for one an hour. And according to the time table, I daily did shelf

reading shelving for one an hour. Sir Asif Altaf was my supervisor and he allotted to

me the history shelves for shelf reading and I performed my shelf reading in history

section. Here I learned that how the books were arranged accordingly DDC numbers and

their cutter numbers.

Conclusion:I had work in this library as internee. It was pleasant experience for me to work in LUMS

library. Our qualified supervisors taught me. They not only taught me about different

library activities but also about professional attitudes. I had tried my best to perform all

activities with fully honesty by the grace of Allah. I think this practice will help me in my

future professional life.

PURPOSE OF REPORT

This is the practicum report written at the completion of the Practicum Program. The

duration of this practicum was from 16th July to ……8th October. During the practicum

program I have to written a diary and signed by the section supervisor. And at the end I

have to submit the practicum report.
