Microsoft Excel as a Collection Management and Search Tool in Small Libraries

Abstract

This study entitled “Microsoft Excel as a Collection Management and Search Tool in Small Libraries” is on the usefulness of Microsoft Excel on collection management, integration and search tool in small libraries. The research indicates creating, organizing, and implementing the system for management and retrieval of the library’s collection/ inventory via computer application software Microsoft Excel is user friendly as well as saves time, money and manpower. The specific objectives are as to analyze the present status of automation in libraries specially higher secondary and bachelor level colleges, to assess existing automation system, to give detail knowledge about the application software viz. MS-Excel functions, to find-out users opinion about existing library database and to find out the strength and weakness of this application software.

In this study, 52 related literatures were consulted about the library; small library, information technology, electronic resources, softwares, collection management system, search tool, Microsoft Excel & its uses etc. In focus of study brief descriptions on technological development in library, computer introduced in libraries of Nepal, automation barriers, Microsoft Windows and Office, Microsoft Excel 2003, introduction of respondent colleges, collection management and search tool were described. In research methodology, descriptive as well as exploratory research design was followed. The data were primary and secondary in qualitative and quantitative format. Questionnaire, interview and observation method has obtained to take the primary data and two types of questionnaires were prepared, one for librarians of each sampled library (i.e. 16 respondents) and other for users (faculties, students and staffs; i.e. 40 respondents) of those libraries. The scope of this study has been limited to randomly selected 9 higher secondary and bachelor level colleges in Kathmandu valley; Campion Academy, Campion College, Campion Kathmandu College, Ace Institute of Management, Ace Higher Secondary School, Ace A-Level, Moonlight Higher Secondary School, Nesfield International College and Saurya International H.S. & College libraries where the researcher have tried to expose their collection management system and search tools used. Visiting libraries, making their users and library staffs familiar with the study and preparing them to answer those questionnaires was some attempts made for study within one month of period. All the research work and data covers the time period from January to March 2011.This study is limited with the time and resources too. The responded 56 questionnaires from all the sampled libraries and users of those libraries were organized, tabulated and analyzed. 23 tables and 10 figures were included in tabulation and analyzed section. The last chapter is about summary, conclusion and recommendation.

Majority of libraries were established in the past ten years. All the libraries have got computers and Excel worksheets are primarily used as accession register and secondarily for search as well as for collection strength. All the libraries were interested in library automation in some extent. They were in conclusion that library automation is the necessity in the present day, as it can enhance and improve the functions and services of the libraries very much compared to computer application. However, their barriers like inadequate budget, lack of managerial interest, and dearth of technical manpower were also observed. Though this thesis, Microsoft Excel, provides insight into the integration of a collection management and searching system and would be useful to those involved in that field viz; small libraries who are looking to follow suit.