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 Mirror-Automated Library & Information Management System ...




"Mirror for library automation" is the prime mission of infometrics, a company engaged in providing education, training, consultancy and software. Its continuous growth for the last 08 years has made Mirror a defacto standard for libraries.


With an open system architecture since its inception and its continuous transition from a host multi-user system to Client-Server implementation makes Mirror an advanced multidimensional library and Information Management system. A powerful and user friendly Web-OPAC makes it an outstanding choice for a Library and Information Management system.

Mirror is an Integrated Library and Information Management Software covering almost all the functions of a library in the following areas:

·      Acquisition

·      Cataloguing

·      Circulation

·      Serials Management (Journal)

·      OPAC (Online Public Access Catalogue)

·      Searching (Integrated Search Engine)

·      Reporting

·      Digital Resources Management/Digital Library

Mirror supports both print and non-print materials. It has various formats to describe each material type, using different fields.

Mirror supports google like free text searching. The bibliographic database searching is integrated with the Circulation and Cataloguing operations.

In circulation operations, bar-code technology may be employed for identification of both borrowers and materials. Mirror implements security by allowing access through passwords. Security is provided for the user as well as for the library staff. For the staff, access can be controlled even at the function level. The PHP based interface in Mirror Web OPAC provides an effective gateway to Internet and Intranet.

Mirror is a powerful software written in `Visual Basic’ and 'PHP' providing extremely user-friendly interface during operations. It uses SQL Server as back-end RDBMS. Full Graphical User Interface (GUI) front-end is provided for the windows client.

Incorporating new developments in Information Technology is a norm at Mirror. It supports a wide spectrum of hardware / software platforms in Client-Server environment

Features & FUNCTIONS


-      Able to store unlimited bibliographical data of all types of library resources.

-      Able to store library members’ information with photographs and signature.

-      Automatic loan and refund register facility.

-      Supports bar-coded identification of library resources and library members.

-      Customizable criteria for loaning, refunding and fining as per administrator's own choice (i.e. number of books to be loaned to a user at a time, how long a member can keep a book to him, if needed automatic fine counting in case of failing to refund the book in time etc.).

-      Able to avoid duplicate bibliographic entry.

-      Able to input multiple copies of Book of a title at a time.

-      Able to print Barcode labels both for books and users.

-      Able to print Book Card & pocket, catalogue card and book labels.

-      Able to block particular user/defaulter.

-      Able to Print Clearance Letter to the user.

-      Able to generate list of defaulters and send letters to the defaulters automatically.

-      Online Public Access Catalogue (OPAC).

-      Able to input data from multiple workstations at the same time.

-      Able to input and display contents of books and abstracts of Articles of Journals.

-      Strong in built search engine (word based Google like free searching and operator based advanced searching).

-      Able to assign status of book (i.e. lost, damaged, withdrawn etc.) and generate management report accordingly.

-      Wide range of reporting facilities as per requirement of the user.

-      User friendly easy operation environment.

-      Flexibility for defining different new user and user groups, setting permissions for them.

-      Flexibility for defining membership durations, material type, entry type, different department and designation.

-      Flexibility for defining acquisition method and set language.

-      Different interface for administrator, operator and average user.

-      Authentication systems for different level of users & Administrator.

-      Full accessible computerized catalogue with multiple searching facilities.

-      Changeable password protection to the database.

-      100% installation and training support and proper working guarantee.

-      RFID (Radio Frequency Identification) compatible.

-      Client-Server model.

-      User-friendly Windows GUI.

-      Supports TCP/IP for Communication.

-      Effective data management on the desktop application module.

-      Flexible reporting and query.

-      Authorization and processing.

-      Data exchange and export options.

-      Data security and backup.

-      Caution Money & Security Money Deposit Option.

-      Accession Register Printing



Products & MODULES


Presently Mirror is available as following two products:

Mirror -pro: A standard product with full-fledged functionalities as usually required in universities, large academic institution, special libraries, public libraries, etc.

Mirror -light: A downsized product derived from Mirror-pro for corporate, colleges and school libraries where some special functionality may not be required. However Mirror-light adequately meets the requirement of a modern growing library.

Both Mirror-pro and Mirror-light can be implemented in Client-Server mode providing complete range of features expected from any advanced library system.

An effective workflow is provided through following integrated systems:-

4.1 Acquisition

4.2 Cataloguing

4.3 Circulation

4.4 Serials Management (Journal)

4.5 OPAC (Online Public Access Catalogue)

4.6 Searching (Integrated Search Engine)

4.7 Reporting

4.8 Digital Library

4.1 Acquisition

The Acquisition System of Mirror deals with selection and ordering of books and other library materials such as reprints of articles, micro-fiche, audio-visual tapes, maps, etc., and their subsequent procurement including processing of bills for payment. It also provides a precise budget analysis at any point of time. The data flow in acquisition system is accompanied by its various functions as follows:

Ø  Initiate Titles for Ordering - Titles may either be requested by patrons or received 'on approval' from vendors or initiated by the library.

  Checks for duplication of title.

  No need to re-enter data for ordering additional copies or new edition of an existing titles.

Ø  Approval Process - Involves printing of approval lists and subsequent updation of the status of each title as 'Approved' or 'Rejected'.

  Flexibility in including specific titles in an approval form.

  Amendments in approval list prior to its printing.

  Categorization of titles in approval list by subjects.

Ø  Placing Order - Both firm orders for titles requisitioned by staff and also material received earlier 'on approval'.

  Prints purchase orders for direct mailing or for electronic transmission to the vendor.

  Flexibility to include specific approved titles in an order, or of single publisher or vendor.

  Amendment / Cancellation of order.

  Facility to specify special delivery instructions.

Ø  Receiving - Procedure to record the details of items received

  Maintains, for subsequent accessioning, an in-process file of items received 'on approval' and items ordered.

Ø  Invoice Processing - Includes accessioning of items

  Permits more than one invoice for an order.

  Allows changes in unit price, discount, exchange rate, etc.

  Accession number can either be generated automatically by the system or it can be a user-defined number.

  Keeps up-to-date status of titles ordered, received, accessioned.

  Option to accession before invoicing; or accession and invoice together or invoice prior to accessioning.

  Option to generate bar code labels of required size for sticking on material.

Ø  Payments Requisition - Provides an effective procedure for getting sanctions from the Accounts section for making payment to vendors or generating requisition to account section for making payment directly to vendor.

Ø  Order Follow-Up - For specific titles on order, or for an entire order

  Periodic overdue notices/reminders.

  Online printing of follow-up notices.

Ø  Online Queries - Acquisition related enquiries include

  Titles in the process of acquisition.

  Pending orders, overdue orders and, for the specific order, details of titles ordered, titles received, pending titles, its invoice.

  List by vendors; giving titles received 'on approval', pending titles against firm orders, orders placed, invoices received.

  Order details by Accession number.

  New arrivals.

Ø  Reports - Various reports generated by the acquisition system include

  Approval request form

  Purchase order

  Overdue/Follow-up notice

  List of titles on order

  Accession register

  Bill register

  List of recent arrivals, etc

4.2 Cataloguing

Mirror is built around its own centralized bibliographic database based on MARC format supporting different types of materials, print and non-print. It makes the various catalogues/indexes available on-line for instant reference and thus enables searching on subjects and key words. The capabilities of Mirror cataloguing system include:

Ø  Catalogue Production - Bibliographic data may be imported or can be entered in well-designed screens for various user-defined types of materials.

  Data may be entered directly for titles not coming through Acquisition.

  No limit on field size.

Ø  Catalogue Maintenance - Allows changes in bibliographic data including data removal facility.

Ø  Bar Code Printing - Mirror has an in-built utility, which facilitates printing of Bar code labels for identification of books, Users and other materials.

Ø  Holdings Updates - Provision to specify copies for reference or for circulation.

  Addition of new copies.

  Transferring from reference to circulation and vice-versa.

  Withdrawals or de-accessioning of copies.

Ø  Holdings Summary - A feature of great value in collection development, the summary can be generated in user-defined ranges of call numbers.

  Gives separate count of titles and volumes.

  Reflects strength and weakness of particular subject area.

Ø  Catalogue Cards - Prints complete set of 3x5 cards as per AACR-2 standards.

Ø  Spine Slips - Containing Class no. and Accession no. of books and other materials.

Ø  Current Awareness Services - Targeted to cater even to specialized interests of patrons

  List of recent arrivals.

  Special bibliographies.

  SDI facility.

List may either be in alphabetical order by author, title or classified under subject with further option to use codes for deeper classification.

4.3 Circulation

The Circulation System of Mirror maintains up-to-date membership records and the latest status of the collection meant for circulation. It performs all the front desk operations related to lending, providing suitable checks at every stage. It takes care of infrequent, but routine functions such as bindery record management, display of recent additions, and so on. Various functions in circulation include:

Ø  Front Desk Operations - Include issues, renewals, returns, reserves/holds.

  Operations handled efficiently with least possible data entry

  Suitable blocks both on member and item

  Use of bar code

  Option to display photograph of the member

  Issuance of Clearance Letter(s) for user(s)

  User blocking/ restriction system

  Caution Money or Security Money deposit option

  Binding management

Ø  Membership Records Keeping - Registration record and membership updates.

  Option to photograph from digital camera and generate an ID card of required size with photograph and bar-code number corresponding to that of the member

  Lost or stolen cards are invalidated immediately

  Issuance of duplicate membership cards

  Delinquent member record with user defined reasons to indicate delinquency

  Institutional borrower records for inter-library loans

Ø  Collection Updates - Collection records meant for circulation created automatically while cataloguing.

  Keeps track of lost, damaged, written-off/withdrawn items

  Monitoring of items on display and in bindery

Ø  Overdue Follow-up and Recalls-Generates overdue reminders and makes possible recalling checked out material before the due date.

  Number of reminders and period between reminders based on membership category.

  Online printing of recall notice for a specific title.

Ø  Stock Verification - Generates list of the collection in the library and items currently checked out. For the purpose of stock verification, there is simple procedure to record the material present on shelf otherwise verified, thus, getting the list of material not accounted for.

Ø  Flexible Operations - Fully parametrically driven operations. No schemes are preset or unalterable.

  Allows effective use of barcode Technology for capturing member ID and item number.

  Operations based on membership categories and material types

  Due dates given after taking into account user defined working-days pattern and the holidays calendar

Ø  Management Reporting - Both routine and exceptional reports, which can be of great help in decision making, can be generated.

  List of highly reserved titles and comparison with present no. of copies in collection for planning future acquisition

  Title/Borrower-wise statistics in relation to the number of check-outs

  List of delinquent member with pertinent reasons for declaring them so

  Non-circulating material list for weeding out the collection periodically

  Overall circulating statistics broken down further yearly/monthly/hourly, by subjects and borrower category

Ø  Online Queries - There are comprehensive enquiry facilities based on both borrowers and collections. Circulation statistics can be generated both by subject and membership category.

Ø  Reports - The system provides for the following reports.

  Overdue, collect, and recall notices

  List of 'no responses'

  List of highly reserved titles

  List of non-circulating material

  Checkouts to a borrower

  Stock verification list

  Statistics on no. of issues by specific title/borrower

  Statistics by subject/borrower category

Ø  Transactions Log - Maintains a record of all the circulation related transactions, which may either be viewed on screen or printed.

4.4 Serial Management

The Serials System of Mirror provides control on journals subscription and subsequent monitoring of the scheduled arrival of individual issues. Its various functions include:

Ø  New Subscription - New serials initiated.

Ø  Receiving Issues - A tedious and repetitive function performed in the simplest manner.

  Well designed screens requiring entry of minimum possible data

  Recording of issues by volume/issue number or date, whichever applicable for the serial

  Facility to record receipt of regular issues, various indexes, special issues and additional issues

Ø  Bindery Management - Alerts when a serial is ready for binding and provides for its continued monitoring through the bindery and back.

  Generates volumes completion report to initiate binding process

  Flexibility in generating the bindery order

  Keeps track of volumes sent to bindery and their receipt on/when return

Ø  Bound Volumes Recording - Permits updating of the complete serials collection of a library.

Ø  Routing and Circulation - User-defined routing of issues registered, along with circulation of bound volumes and loose issues.

  Routing of an issue immediately on arrival may be defined, before it is displayed or circulated

  Integrated with the circulation module

  Overdue reminders

Ø  Reports - Reports generated by Serial System include

  List of completed volumes

  Bindery order

  Accession register (for bound volume collection)

  Current arrival

  Classified and specialized indexes and lists of serials, as required


4.5 OPAC (Online Public Access Catalogue)

Ø  Online Catalogues Searches - The Patrons in the library can search the bibliographic database and find specific information online. The search facility also apprises the user about the availability of each item for circulation, including current status of individual copies of a title and reserve status. It also shows titles on order displaying current status in acquisition.

Ø  Transaction History – The users can search their transaction history, overdue status, fines etc.

Ø  Recent Additions - Makes available new additions to the library.

Ø  Multiple Databases - Mirror supports defining multiple databases based on types of documents for searching in OPAC.

Ø  Other services from OPAC Client - Updating subject interest profile for SDI by users themselves; request for acquisition of a document; while browsing / searching various catalogues, facility to develop request online for putting a specific title on reserve, etc. Mirror provides advance GUI interface both on windows and browser based to accomplish above.

Ø  Online Requisition

Ø  Online Reservation

Ø  E-Tendering

4.6 Searching (Integrated Search Engine)

Mirror has Basic & Advanced Search facilities. It has word based Google like free text searching facilities. There is option to conduct searches on specific bibliographic fields or on all the fields. The search can be limited by specific document type. The search results may either be viewed on screen or printed or downloaded on a diskette.

4.7 Reporting

Both routine and exceptional reports, which can be of great help in decision-making, can be generated. The system provides the following reports.

  1. Summary Report of Available Book(s)/NBM(s)
  2. Report of Available Book(s)/NBM(s)
  3. Report of Damaged Book(s)/NBM(s)
  4. Report of Lost Book(s)/NBM(s)
  5. Report of Book(s)/NBM(s) to be Written off / Withdrawn
  6. Report of Total Written off / Withdrawn Book(s)/NBM(s)
  7. Report of Overdue Book(s)/NBM(s)
  8. Acknowledgement Receipt
  9. Purchase Report of Book(s)/NBM(s)
  10. Book transaction history for a certain period (i.e. total Book(s)/NBM(s) issued, returned, to be returned)
  11. Contents Service Report
  12. Abstract Service Report
  13. List of Journals
  14. List of Articles
  15. Report of Enrolled Users
  16. Summary Report of Enrolled Users
  17. List of Blocked Users
  18. List of Defaulters
  19. List of New Arrival Book(s)/NBM(s)
  20. Fine Collection Receipt
  21. Barcode printing both for Book(s)/NBM(s) and users
  22. Book Card, Pocket and Book Labels Printing
  23. Inventory Report/ Stock verification list
  24. Catalogue Card Printing
  25. Using history of a certain Book(s)/NBM(s)
  26. Book transaction history of a user for a certain period
  27. Overdue, collect, and recall notices/ Letters
  28. Checkouts to a borrower
  29. Maintains a record of all the circulation related transactions, which may either be viewed on screen or printed.

4.8 Digital Library

To store digital resources and provide Searching and Downloading facilities for eBooks, e-Journals, Reports, Thesis, Exam questions & solutions, Class lectures, meeting proceedings, Internship reports, souvenir, videos, audios, photograph etc. This module has the following facilities:

Ø  Define Category

Ø  Resource Upload

Ø  Digital Resource Search

Ø  OPAC (Online Public Access Catalogue)

·         Keyword Search

·         Advanced Search

·         Browsing

Ø  Reservation

Ø  New Arrival

Ø  Online Requisition

Ø  E-Tendering

Ø  Transaction History


Operating PLATFORM


Mirror supports a three-tier open system architecture, from host multi-user system and a Client-Server implementation, to a total web-based solution. Accordingly, there is a wide range of operating platforms to choose from.

Server Options:

Ø  Windows NT/ XP/Vista/ Windows 7/2000/2000 Server/2003

Client Options:

Ø  Standard Windows (XP/Vista/ Windows 7/2000)

RDBMS Options:

Ø  SQL Server as a back-end RDBMS with ODBC compatibility.




The Software architecture for the web along with the desktop application is as shown in figure 1 and figure 2.







Coding Conventions

Industry standard coding conventions will be followed which depends on the comprehension of the software system. The coding convention will be elaborated from the code maintenance point of view. Good coding techniques will be followed. The coding conventions are divided into three distinct sections:

Ø  Names – The naming scheme is one of the most influential aids to understanding the logical flow of an application. A name should tell “what” rather than “how” and should be long enough to be meaningful.

  Class Name – Name starts with capital letter and for every new word, the first character is represented using capital letter.

  Method Name – Name starts with small letter and for every new word, the first character is represented using capital letter.

Ø  Variables - The variables are named according to the followings:

  Appending computation qualifiers (Avg, Sum, Min, Max etc) to the end of a variable name where appropriate

  Boolean variables is named using Is which implies Yes/No or True/False values such as checkIsFound

Ø  Comments – Comments will be followed for all the internal logic and flow. During any updates of codes, date and time stamp will be preserved for the version control purpose.


Ø  For Desktop Application Modules:

  Front-end Tool: Visual Basic

  Report Tool: ActiveX Report

  Backend: SQL Server

Ø  For Web Application Modules:

  Front-end Tool: PHP and JavaScript

  Report Tool: HTML and JavaScript

  Backend: SQL Server

Installation and Deployment

Necessary transformation will be made from existing data model to the solution platform. The necessary prerequisite condition will be met and Software will be installed in the designated servers and workstations and will be tested with the data.

Quality Assurance Plan

The purpose of this Software Quality Assurance Plan (SQAP) is to define the techniques, procedures, and methodologies that will be used to assure timely delivery of the software that meets specified requirements within project resources.


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