SIMS_Library_Support_Request_Final

Library Enhancement & Operational Support Plan Koha development • OPAC improvement • Barcode quality • New-batch readiness SIMS Library | Management Discussion | 1 OBJECTIVE Create complete, standardised new Koha records, improve access to library resources and maintain routine library services. CURRENT REFERENCE BASELINE 3,133 books are recorded in the old Koha version. These records will be used as reference while creating proper new entries. MANAGEMENT SUPPORT REQUESTED Printer procurement, Mr. Ravi’s help with routine distribution, Wi-Fi access and dedicated time for focused technical work. Prepared by: Librarian | Samundra Institute of Maritime Studies (SIMS) Purpose: present the work plan first, followed by specific requests for management support.1. Work Plan: Tasks to Be Completed All tasks are listed on this page; CIP audit preparation is a separate workstream from book entry. SIMS Library | Management Discussion | 2 1. OPAC design Design and test a clear, user-friendly Koha OPAC page. 2. Physical book verification Check each physical book and consult old Koha records for reference. 3. Cataloguing Apply cataloguing rules and create accurate bibliographic records in the new Koha. 4. Item entry Enter accession number, item type, barcode and shelving location. 5. Cover image Upload a suitable online book-cover image; photograph the book if unavailable. 6. Authorised digital PDF Download an authorised digital book PDF when available and link/record it appropriately. 7. Barcode processing Print, attach and scan-test labels; match each label to its book record. 8. New Koha entries Create proper, complete and standardised new entries using old Koha as reference. 9. New-batch procurement Arrange books, bags, stationery, drawing materials and other approved requirements. 10. Routine library services Continue circulation, reference, periodicals, reporting and stock control. 11. CIP audit preparation — separate Prepare audit-related records, evidence and documentation under a separate workstream.2. Koha Book-Processing Workflow Recommended sequence for processing each physical book and checking the new record. SIMS Library | Management Discussion | 3 1. Identify Physical book + old Koha reference search 2. Catalogue Apply cataloguing rules and enter bibliographic data 3. Item entry Accession number, item type and location 4. Cover image Upload online image or photograph the book 5. Authorised PDF Download only when authorised; link or record appropriately 6. Barcode Print, attach and scan-test the label 7. Verify Match physical book, label and new Koha record Quality check Avoid duplicate records; verify accession numbers, locations and barcode readability. CIP audit Separate from book entry: maintain the required audit evidence and documentation.3. Sample Library OPAC & Benefits Reference image supplied for the proposed SIMS OPAC direction; final design will use SIMS branding and Koha capabilities. SIMS Library | Management Discussion | 4 BENEFITS FOR CADETS Find books faster, check availability before visiting shelves, and discover relevant digital resources. BENEFITS FOR STAFF Reduce routine catalogue enquiries, improve resource discovery and make library support more efficient. PROPOSED OPAC FEATURES Catalogue search, new arrivals, IMO publications, e-books, journals and useful library links.4. Why Support Is Needed Technical development must be balanced with ongoing library services and time-sensitive batch requirements. SIMS Library | Management Discussion | 5 FOCUSED TECHNICAL WORK Cataloguing, item entry, image preparation, authorised PDF handling and barcode checks require concentration and careful verification. BARCODE DURABILITY Existing barcode output fades over time, risking failed scans and repeated label printing. PARALLEL RESPONSIBILITIES Procurement, vendor follow-up, stationery distribution, circulation and periodical duties continue alongside project work. REFERENCE ACCESS Wi-Fi access is needed to consult the old Koha version while creating proper new entries in the new Koha.5. Support Requested from Senior Management Specific decisions and assistance requested. SIMS Library | Management Discussion | 6 A. PRINTER PROCUREMENT Approve evaluation and purchase of a suitable printer/label solution based on barcode durability, label compatibility, scanning reliability and running cost. B. MR. RAVI — DISTRIBUTION SUPPORT Assist with approved material requests, issuing stationery, acknowledgements, stock arrangement and low-stock reporting. Librarian retains procurement control and verification. C. WI-FI ACCESS Provide Wi-Fi access on the new laptop to consult the old Koha version for reference while creating new records in the new Koha. D. DEDICATED WORK TIME Allocate uninterrupted time for cataloguing, item entry, cover images, authorised digital PDFs, barcode processing and OPAC work; agree priorities for overlapping tasks. Requested outcome: approval for the support and necessary arrangements to proceed.6. Proposed Progress Reporting A concise periodic update will show progress, evidence and pending decisions. SIMS Library | Management Discussion | 7 WORKSTREAM MEASURE EVIDENCE New Koha entries New records created and verified Koha reports + physical checks OPAC Design, links tested and approval Testing checklist Barcode quality Labels printed, scan failures and reprints Sample scan test New-batch procurement Requests, POs, received and pending items POs, GRNs, vendor follow-up Stationery distribution Issues recorded, acknowledgements and low stock Issue register CIP audit preparation Audit documentation and evidence status Audit checklist and records APPROVAL REQUESTED Printer evaluation, Mr. Ravi’s distribution assistance, Wi-Fi access and dedicated time for Koha and OPAC work.