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Koha ILMS Implantations at Pakistan Army HQ Central Library�An experience from Pakistan

Sher Afzal Khan

|Country Ambassador DSpace Pakistan | HEC, NUST, PIPS Approved trainer of OSS |Lead Consultant

Website: Https://Kohapakistan.Org/ | Www.fullstack.Com.Pk

Email: Kohapaksitan@gmail.Com

Blog: Https://Blog.Fullstack.Com.Pk/

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Introductions

This Study appraised the implementation of Koha in Pakistan Army HQ Central Library and went further to enumerate and discuss the challenges faced in the implementation, i.e. Installation, Project management, customization, data migration, Computer Server Issues, LAN and WAN issues, Security Issues and customization of the software according to the need of this special library. The lesson learnt and the experience gained would stand to implement a similar kind of project in any organization.

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Pakistan Army HQ Central Library

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About the Pakistan Army HQ Central Library

The Library was established in 1947. This is the biggest Library of Pakistan Army with 100000 physical collections, 400000 e books, Archive from 1958 and rare books on Military history, patriation, Strategic Studies, Islamic Study and general Books. The Library is a must visit by thousands of military personnel serving at GHQ and Rawalpindi Cantonment. It has a large collection of books, magazines, chronicles and papers.
Completely meets the thirst of knowledge of huge ensemble of serving and retired Soldiers in Rawalpindi and Islamabad. It’s a three stories building with equip modern libraries facilities. There are different sections in the library i.e. common reading hall, digital library, audio video section, Special person sections, presentation hall, Offices and individual study and research cubicles.

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Automation History of ACL

The Pakistan Army HQ Central Library has started automation and migration of data works by using the koha integrated library management software on April 2021. Before the Koha the Library used in house Library Management Software. The Software was locally develop and was not fill full the current day requirement of Library. After a compressive study and research the Library Management Finally chose Koha ILMS and for the Implantations the project was awarded to Koha Pakistan and Full Stack Solutions which is one of the TOP Complete Library Solutions provider in Pakistan.

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Needs for New ILMS

There were several problems faced due to existing software for routine works of the library and user based services. Some of the major problems are:

Lack of Web OPAC module for browser based searching throughout the Organization.
Lack of good configuring features to set circulation privileges for various type of users
Lacking more features and flexibility related to fine management, Alerts, reservations of books, advance search and other day to day library operation.
Lack in User friendly and non-standard Cataloguing module.
Lack of features related to Bar-code and User ID card generations and configurations.
Integration with RFID, Email Notification, Automated Circulation, Shelving location, International Standard cataloging, User Management and different other issues with the existing software.

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Why ACL Chose Koha ILMS?

Koha is the world’s best open source library automation software, used by over 5,000 + Academic, public, and special libraries around the world. In Pakistan, libraries of esteemed institutions such as Pakistan Army Central Library, Bahria University, Air University, IIUI, POF, National & Provincial Assemblies, TMUC, SMIU and others (150 +) are using this software.

Koha is the first free software library automation package. In use worldwide, its development is steered by a growing community of users collaborating to achieve their technology goals. Koha’s feature set continues to evolve and expand to meet the needs of its user base (Koha, 2019). Koha is Multi-Lingual Support, Web-based, Multi Brach Concept, Serials Management, Fine, Acquisitions, Offline and online Circulation, Z39.5 Protocol, Copy Cataloging, Reports and many others International standard modules for all kind of Libraries. Due to the aforementioned modules and functions the ACL goes Live with Koha ILMS.

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Project Working plan

A working plan was developed for the Koha installation successfully at ACL. The data was approximate 100000 of books and 15000 of Active users and migrations from OLD LMS to Koha through the Marc Standard protocol was carried out accordingly. Different systematic and project management techniques were adopted for the project. The Implantations work was started in April 2021 and it was scheduled to complete within 6 months. Following work plan was developed to implementing this project successfully:

Installation of Latest Version of Koha on Latest Server machine
Data migration from old LMS to Koha ILMS ( thorough Marc edit Software)
Data migrations of Patrons, Circulations,
Operational of all modules as per the International Standard
A Comprehensive hands on Training programme to the library and IT staff

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Project Working plan

The major challenge was to gain reasonable knowledge of the Local developed LMS system architecture and install Koha on LINUX server machine.
The latest LINUX server machine was design and develop in order to installed Koha. We face different issues while installations and making the Linux server i.e. compatibility of Ubuntu, Server configuration as per the organization needs and networking.
A testing server was made in order to test the data and all other technical work for the period of one month.
Configurations, Administration and management was done according to the requirement of the software and library.

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Installation & Customization of Koha ILMS on Server Machine

The Installations of Koha in a traditional way is a complex job. During installations you will face many problems, bugs and errors. To solve this issue I have developed a LIVE DVD of Koha complete installations for LIS community. The ISO Image of this Live DVD is available online on Koha Pakistan webpage and every one can download and implement the koha with easy steps.
The Case of ACL was totally different and for the installations first we made the Latest version of Linux Server Machines and then installed the koha through command line. After the Successfully installations the next part of the project data migrations from OLD LMS to Koha was started which was a very challengeable task.

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Data Migrations from Old LMS to Koha

The next step was to migrate the Books, User and Circulations data from old system to Koha ILMS.
Data migrations is more crucial and some time it may complicated. In general, koha software supported to MARC format for migration of data.
The old system data was critically examined and we successfully export all the data to excel. The data was refine and some more filed were added as per the library requirements. The data was successfully converted to Marc through Marc edit software and then import to the Koha ILMS.

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Training of staff

According to Legbena (1990) a critical element to achieving success after an implementation program is to educate the users to effectively utilize the software.
defined user education as a process of making library patrons learn how to make effective and efficient use of library resources and information through the acquisition of skills in identification, location, search, retrieval and exploitation of information.
A comprehensive 30 days hands on training programmes were organized to educate how to use koha, Circulations modules, cataloging, Serial, Cataloging, Offline Circulations, OPAC and other important modules were explain through hands on practice sessions.

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Summary/ Major Finding

There is no doubt that automation of library activities enhances the library operations and services. Converting Old outdated system with new and latest one is very cortical.
The Army Central Library Succeeded in the migrations of data from old system to the Koha ILMS. Koha is an international standard open source software and has those functionalities which can fulfill the library automation need of the all kind of libraries.
Other librarians can easily implement Koha in their libraries. The data conversion of Old system to koha will be help other librarian to implement koha in their libraries Integration with RFID is now easy for those who already use koha in their libraries

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Implications/Conclusions �

Different studies have revel that Koha software is suitable for automation of all kinds of Libraries effectively. The lesson learnt and the experience gained could further be explored, documented and communicated to implement a similar kind of system at various places. This is a big project in the military institutions libraries and it will help other librarians to implement Koha in a practical way to their libraries. I have done this project within 06 month and the data was migrated from Old to new system. This practice will influence librarians to learn Koha and implement it in their libraries. Libraries might be able to plan a similar project with some of the migration outsourced. The Author would be glad to talk to libraries considering migrating to Koha across the country

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Others Successful Projects (Military)

Pakistan Army HQ Central Library
Command and Staff College Quetta (Army Oldest Institute in Pakistan
Garrison Library Sialkot Pakistan Army
Pakistan Air Force Academy Nowshera
Garrison Cadet College Kohat - Library
The Lawrence College Murree
The POF Public Library Wah Cantt
School Of Artillery [Cantt], Nowshera
GHQ Law DTE Library (Project is under process)

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Our Successful Projects/Contributions for the adoptions of Koha Since 2008

We have done 50 + Koha Successful implantations in Pakistan and aboard
Developed Live DVDs (03 Versions) for LIS community for the adoption of Koha ILMS
Successfully organized 03 Koha Conferences within Pakistan
Successfully organized Kohacon2021 International Conference in Pakistan which is the 1^st time International conference of koha in Pakistan
Established a vibrant koha community which is called Koha Pakistan
Conducted more than 100+ training workshop
We also create a Facebook page( Koha ILS and Dspace IR Community Pakistan, E-mail Groups in order to address all trouble shooting , problems, and best experience.

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Kohacon2021 in Pakistan

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