KENYATTA UNIVERSITY

SCHOOL OF EDUCATION
DEPARTMENNT OF LIBRARY AND INFORMATION SCIENCE

NAME: APOLL BILLY

REG. NO: E08/3481/2014
UNIT CODE: ISC 408
UNIT TITLE: INFORMATION SOURCES AND SYSTEM

TASK: DISCUSS THE VALUE OF INFORMATION SYSTEM IN

LIBRARY MANAGEMENT
Information system is an organized set of components designed and operated to collect, store,
process and transmit data in order to deliver information for action.

In his studies, Turban, Mclean and Wetherbe (2004) define Information system as a set of
interrelated components that collect, process, store, analyzes, and disseminates information to
support decision making and control in an organization.

According to Duff and Assad (1980), information systems is defined as a collection of people,
procedures, a base of data and (sometimes) hardware and software that collects, processes, stores
and communicates data for transaction processing at operational level and information to support
Management decision making.
Information systems support business in their operations, management, and decision making and
providing general information.

For example

A University library keeps record of all borrowed materials. This data may later be used to show
which part of the collection is heavily used and by what category of users. The library
management therefore may use the data to know which part of the collection needs
strengthening. Also it can be used to show when the circulation section of the library is busy and
hence plan when staff should take leave.

Example of information system in library

Information storage and retrieval system-These are designed to store data and
information, which may be retrieved in response to certain queries for instance library
service and bulletin boards.
Command and control system- They monitor some given signal and predetermined
responses when they are detected for example military or security system.
Transactions system-Designed to process transactions and produce and output.
Office Information systems-Support and help coordinate knowledge work in an office
environment by handling office documents, correspondences and messages.
 Value of information system in library management

Facilitate the lending process. Information systems help to facilitate the lending process
by keeping records of items lent and borrowers’ information details.

An information system reinforces users’ loyalty and satisfaction as it provides fast and
reliable library services.

An information system makes everyday library tasks more efficient. This means more
work can be done in less time therefore, decrease operational cost. This also minimizes
paper work and manuals tasks, thus allowing library personnel to concentrate on other
things such as interaction with users.

Information systems help in electronic cataloguing. Library users can trace desired books
electronically without going through shelves. 

Cataloging Improvements. Information system improve cataloging for example

automated cataloging standards, such as MARC (Machine Readable Cataloging), allow
for quicker cataloging of library items. Not only does this allow the librarian more time to
dedicate to improving customer service, but it also makes the sharing of materials from
location to location much easier and much more affordable.

Information system Improve Customer Service. Information system in the library helps to
take some of the workload off of librarians and other staff members in the areas of
acquisitions, cataloging and circulation, which in turn allows them to better serve their
patrons. This extra time can lead to more programs being facilitated in the library and
make library staff available to answer reference questions and help people who having
trouble researching or finding the right information.

Communication Systems. Part of management is gathering and distributing information,

and information systems can make this process more efficient by allowing managers to
communicate rapidly. Email is quick and effective, but managers can use information
systems even more efficiently by storing documents in folders that they share with the
employees who need the information. This type of communication lets employees
collaborate in a systematic way. Each employee can communicate additional information
by making changes that the system tracks. The manager collects the inputs and sends the
newly revised document to his target audience.
Decision-Making. The library information system helps the library to make better
decisions by delivering all the information they need and by modeling the results of their
decisions. A decision involves choosing a course of action from several alternatives and
carrying out the corresponding tasks. When you have accurate, up-to-date information,
you can make the choice with confidence. If more than one choice looks appealing, you
can use the information system to run different scenarios. For each possibility, the system
can calculate key indicators such as sales, costs, and profits to help you determine which
alternative gives the most beneficial result.
Record Keeping. Library needs records of its activities for financial and regulatory
purposes as well as for finding the causes of problems and taking corrective action. The
information system stores documents and revision histories, communication records and
operational data. The trick to exploiting this recording capability is organizing the data
and using the system to process and present it as useful historical information. Library
management uses this information to prepare cost estimates and forecasts and to analyze
how their actions affect the key library indicators.
 REFERENCES

Duff, W.M. and Asad, M.C. (1980), Information Management: An Executive Approach, Oxford

University Press, London, p. 243. 

Hutchinson, S.E. (1994).Computers and information systems. Burr Ridge llinois:Irwin.

Tedd,L.A.(1981) An introduction to computer based library systems. London.Heyden.

Turban E., Mclean, E. & Wetherbe J. (2004).1nformation technology for management:

Transforming organizations in the digital economy. (4th ed.) New Delhi, India: Wiley.