Vikram Sarabhai Library

Indian Institute of Management Ahmedabad

Dr. H. Anil Kumar
Librarian, IIM Ahmedabad

INDIAN INSTITUTE OF MANAGEMENT AHMEDABAD (IIMA)

Set up by the Government of

India in collaboration with
the Government of Gujarat
and Indian industry as an
autonomous institution in
1961

The Major programmes:

2 yr. PGP in Management (MBA)

2 yr. PGP in ABM (MBA)
1 yr. PGPX (MBA)
FPM (Ph.D.)
FDP for teachers in universities and colleges
Management Development Programmes (MDPs)
Armed Force Programme

Partner Institutes

VIKRAM SARABHAI LIBRARY

The library is named after the

Institutes founder, Dr. Vikram
Sarabhai, World renowned
physicist and founder Director
and was set up in 1962.

Vision / Mission of VSL

To facilitate the teaching

/learning, research, training
and consulting needs of the
faculty, students and staff of
IIMA
7

Subjects covered
General collection books
Economics
Social Sciences
Research Methods
Mathematics/Statistics
Management -General
Business Ethics
Business Policy
Entrepreneurship
Finance
Leadership
Marketing/Advertising
OB & HRM
PQM
Public relations & Other subjects.

Library Resources
Books
Bound Volumes of Periodicals
Foreign Journals
Indian Journals
Electronic Databases
Working Papers
Thesis
Student Projects
Newspaper
CDs / Videos

1,78,864
42,004
424
643
70
2,257
274
1,712
32
2,145

Circulation Desk

Reuters Terminal

Newspapers

New Arrivals (Every Monday)

CD/DVD Collection

Current General Magazines

Cyber Lab

Self operated photocopier

Faculty Publications

Reference Books (Second Floor)

Print Journals (Second Floor)

Compact Shelves (Second Floor)

Individual Carrels (Each Floor)

Discussion Desk @ Ground Floor

Stack Area by Floor

Ground Floor: Government Publications
1st Floor:

001 to 338.920

2nd Floor:

338.9 to 658.477 + Reference books and

Current Periodicals

3rd Floor:

658.5 to 999 and A I Bound Volumes

4th Floor:

I Z Bound Volumes
24

Books Arrangement on the Shelves

Spine labels

Call Number

Call Number

Date Slip

Book Card on Last Page

Issue Date
Due Date
Member No.
Signature

Reference Books (R)

Call Number

Faculty Publication (FP)

Call Number

Children Collections
Call Number

Journal Bound Volumes

Journal Bound Volumes

Volume, Issue,
Month & Year

Bound Newspapers

Economic Times
&
Financial Times

Bound Newspapers

Bound Newspapers

March 28, 1966

(Bombay)

Library Services
Circulation / Reservation /Reprography
Reference Services
Current Awareness Service
Information Research Assistance
Inter Library Loan Services - Networking
and resource sharing
Compilation of Bibliographies
News Archive
Visitors orientation
Remote login
37

Users Category

No. of Members

Faculty / Visiting Faculty

91 / 34

Retired Faculty / Staff

06 / 04

Alumni Member
Officers / Staff / Res. Staff
Research Staff / Academic Associates
PGP1 / PGP2
FPM
ABM1 / ABM2

57
27/158/12
49/63
407/382
102
45 / 37

Armed Forces Programme

65

PGPX

85

FDP

41

PGP Exchange Students

74

External Members
Total

316
2055

Borrowing privileges

Category

Resources

Duration

Faculty

UL

16 weeks

PGP

08

14 days

PGPX

08

14 days

FDP

06

30 days

FPM

20

16 Weeks

AFP

06

30 days
39

Library Timings

Issue-Return Hours
Monday-Friday
8.45 AM to 10.00 PM

Saturday & Sunday

9.00 AM to 5.45 PM

Library Hours
24 x 7

The Library remains closed on 4 Public Holidays in a year.

40

IT @ VSL

The library has been automated using Koha

VSL is wi-fi enabled
Collection is bar-coded
D-space for IR
Website using Joomla
Remote login solution

External Regular Membership

Type
Deposit in Rs.
5,000
Alumni (PGPs* / FPM,
FDP**, AFP**), / Former
10,000
Employees, Board
members (present and
past), Academic Visitors
(recommended by faculty)

Loan limit
2 Books for 30 days

Annual Fee in Rs.

NIL

5 Books for 30 days

Individuals working in
academic institutions /
non-profit / government
organisations, MDP
Alumni

5,000

2 Books for 30 days

1,000

10,000

5 Books for 30 days

Individuals working in
for-profit sector

5,000

2 Books for 30 days

10,000

5 Books for 30 days

Institutions (academic /
government / non-profit)

20,000

4 Books for 30 days

10,000

Institutions (Corporate /
for-profit)

50,000

4 Books for 30 days

20,000

4,000

42

External Reading only Membership

1 Week

1 Month

3 Months

6 Months 1 Year

Persons working in academic /

non-profit / government
institutions, MDP alumni

Rs. 100

Rs. 200

Rs. 400

Rs. 600

Persons working in for-profit

organisations

Rs. 400

Rs. 800

Rs. 1200

Rs. 2,000 Rs. 4,000

Rs. 1,000

Visitors Record from April 2012 to March 2013

Apr-12

May-12

Jun-12

Jul-12

Aug-12

Sep-12

Oct-12

Nov-12

Dec-12

Jan-13

Feb-13

Mar-13

2897

2933

6971

11676

10536

11109

10556

7611

9883

9786

10705

10832

14000

VISITORS

12000
10000
8000
6000
4000
2000
0
Apr-12

May-12

Jun-12

Jul-12

Aug-12

Sep-12

Oct-12

Nov-12

Dec-12

Jan-13

Feb-13

Mar-13

Library Visitors Record April 2012 to March 2013

Month
Apr-12
May-12
Jun-12
Jul-12
Aug-12
Sep-12
Oct-12
Nov-12
Dec-12
Jan-13
Feb-13
Mar-13

Per day
97
95
232
377
351
370
341
262
319
326
382
349

Visitors Per day

400
350
300
250
200
150
100
50
0

Per day

Inter Library Loan Section

Month
April
May
June
July
August
September
October
November
December
January
February
March
Total

Internal
Queries
64
41
53
32
34
28
35
23
26
10
40
42
428

External Queries Total Queries

59
123
35
76
45
98
36
68
37
71
52
80
41
76
92
115
59
85
71
81
66
106
59
101
652
1080

www.iimahd.ernet.in/library/

www.iimahd.ernet.in/library/

Online Catalogue
(http://vslopac.iimahd.ernet.in)

Enter your search Keyword or

Categories like Title, Author, etc

Login with
Username & Password

Reading List (Public &

Private)

Issue, Return
Summary

Personal Summary

Book Purchase
Suggestions

Enter your search

Different Item types

Title details

Availability
of book

Call No.

Online Resources

IIMA in News

IR At IIMA

IR@VSL

Enter your Keyword and Click Go

Publication, Thesis & Dissertation, Working Papers

Faculty/Author
Name

NICMAN

NICMAN

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Implementing KOHA
Vikram Sarabhai Library Experience

Why did we do it?

User pressure
Book recommendation
Searching
Web 2.0

Needed to upgrade
Looked at different options
Upgrade Libsys
VTLS, Liberty, etc
OSS

Zeroed onto OSS and Koha

Long process

Identified support provider

Discussions on planning and next steps
Manpower planning
Strategy
Migrate the data
Validate the existing records decided to do it on Koha
List the requirements

Process
Migration with help of IT staff
All staff involved in drawing up the flow chart for each division

Books (recommendation, acquisition, processing, etc

Periodicals
Circulation
OPAC
Administration

Learning
Involve all staff
Identify support organisation
Teach and train the service provider
Change in mindset and approach to a new ILS
Time is always short and implementation always
takes more time (uncertainities)
Compromise on things that are staff centric and
no compromise on user centric needs
It is a real challenge!

VSL | IIM Ahmedabad

The first step: Data Migration

Export Data from LibSys Software
Export all Bibliographical Data from Import/Export
feature
Export all Data from Accession Register Report
Export all Data from Invoice Register Report

Data Migration
Make three excel files from imported data i.e.
LibSys Import/Export file
LibSys Accession Register
LibSys Invoice Register

Make one master excel file from these three

files with MARC tag as heading.

MARC tags for Excel fields / columns

Title 245$a | Author 100$a | ISBN 020$a
Call No 082$a$b | etc.

VSL | IIM Ahmedabad

Data conversion in MARC format

Convert Master excel file in to CSV format
Convert CSV format in to MARC using MARC
edit software
(http://people.oregonstate.edu/~reeset/marc
edit/html/index.php)

Data Import into KOHA

MARC to KOHA 3.8
KOHA > Tools -> Staged MARC record
Management

Things to keep in mind

Distinct digital space for Users
Distinct digital space for Staff
Good communication between system and
user
Admin convenience in managing the work
Flexibility in reports

Staff Interface

Online Purchase Suggestion

Purchase Suggestion with Status

Online Suggestion Management Staff Interface

Online Suggestion Management

Customization in KOHA
GOC rates with History

Customization in KOHA
Order Name & Mode of Acquisition

Customization in KOHA
Late order Reminder (Print & Mail)

Customization in KOHA
Place the new order (Discount, Misc. cost &
Item Type, i.e., Books or Serial)

VSL | IIM Ahmedabad

Customization in KOHA
New Order & Cancelled Order (Print & Email Option)

Customization in KOHA
Circulation Module Patron Card Printing

Customization in KOHA
Circulation Module Patron Card Design

Customization in KOHA
Circulation Module Fines Pay Fine
Payment Notes

Advantage of Koha over existing system

Sr. No.

LibSys

KOHA

Manual Patron Entry

Bulk upload

Manual Patron Image

Bulk upload

Manual overdue alert

Automatic schedule generation

Users cant check their profile information

User can view their check-out details with history,

outstanding fines with history, online renewal etc.

Outstanding (ongoing) fine report is not possible

in single report

Create through SQL report

Offline circulation is not possible

Possible in koha through firefox add-on (KOC)

Holiday reminder is not possible in OPAC

Possible in koha

Customization in KOHA
Report Module (SQL Base)
Variety of reports as per your requirements

KOHA OPAC
New Arrivals - Display

KOHA OPAC

OPAC with Advanced Search

User Lists

Popular Books

User @ VSL

User @ VSL

User @ VSL

Vikram Sarabhai Library

Thanks