Manage Library Resources

Manage Library Resources

Catalog books, manage circulation (issue/return), track fines, and process reservations.

Time: 2–5 minutes per transaction Module: OpenEduCat Library, OpenEduCat Library Enterprise Permissions: Librarian or Library Manager

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Prerequisites

• Library card types configured
• Book categories defined
• Publishers and authors set up
• Fine calculation rules defined
• Access to Library menu

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Overview

The Library Management system enables:

• Book cataloging with detailed metadata
• Media unit tracking (individual copies)
• Circulation management (issue/return)
• Fine calculation and collection
• Book reservation system
• Barcode scanning support
• Media renewal processing
• Student/faculty library cards
• Digital library integration

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Library Workflow

Book Catalog
     ↓
Media Units (Physical Copies)
     ↓
Library Card Assignment
     ↓
Issue Book → Return Book
     ↓          ↓
   (On time) (Overdue)
     ↓          ↓
   Close      Calculate Fine
              ↓
           Pay Fine
              ↓
           Close

State	Description
Available	Book ready for issue
Issued	Book checked out
Reserved	Book reserved
Overdue	Past return date
Lost	Book marked as lost

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Steps

1. Configure Book Categories

1. Navigate to Library → Configuration → Book Categories
2. Click New
3. Configure the category:

Field	Action
Name	Category name (e.g., “Computer Science”)
Code	Short code (e.g., “CS”)
Parent Category	Select parent (for hierarchy)
Description	Category description

4. Click Save

Example Categories:

• Fiction → Literature, Mystery, Science Fiction
• Non-Fiction → Biography, History, Science
• Academic → Computer Science, Engineering, Medicine
• Reference → Dictionaries, Encyclopedias

2. Add Publishers

1. Navigate to Library → Configuration → Publishers
2. Click New
3. Enter publisher details:

Field	Action
Name	Publisher name
Website	Publisher URL
Contact	Contact details

4. Click Save

3. Add Authors

1. Navigate to Library → Configuration → Authors
2. Click New
3. Enter author details:

Field	Action
Name	Author full name
Bio	Brief biography
Birth Date	Date of birth

4. Click Save

4. Create Book Catalog Entry

1. Navigate to Library → Books
2. Click New
3. Complete the book form:

Field	Action
Name	Book title
ISBN	International Standard Book Number
Authors	Select author(s)
Publisher	Select publisher
Edition	Edition number
Category	Select book category
Language	Book language
Tags	Add relevant tags
Description	Book summary
Internal Code	Library internal code

4. Upload book cover image
5. Click Save

5. Add Media Units (Copies)

For each physical copy:

1. Open the book record
2. Navigate to Media Units tab
3. Click Add a line
4. For each copy:

Field	Action
Barcode	Unique barcode number
Accession Number	Library accession code
Location	Shelf/rack location
Condition	Good, Fair, Poor
Purchase Date	When acquired
Price	Purchase price

5. Add line for each physical copy
6. Click Save

6. Configure Library Card Types

1. Navigate to Library → Configuration → Library Card Types
2. Click New
3. Configure the card type:

Field	Action
Name	Type name (e.g., “Student Card”)
Duration	Validity period (days)
Max Books	Maximum books allowed
Loan Duration	Issue period (days)
Renewal Limit	Maximum renewals
Fine per Day	Overdue fine rate

4. Click Save

Example Card Types:

Type	Max Books	Loan Days	Fine/Day
Student	3	14	$0.50
Faculty	10	30	$0.25
Research Scholar	15	60	$0.25

7. Issue Library Card

1. Navigate to Library → Library Cards
2. Click New
3. Configure the card:

Field	Action
Card Number	Auto-generated or manual
Card Type	Select type
Student/Faculty	Select member
Issue Date	Card issue date
Expiry Date	Auto-calculated

4. Click Save
5. Print card if needed

8. Issue a Book

1. Navigate to Library → Issue/Return or Media Issue Request
2. Click New issue
3. Complete the form:

Field	Action
Library Card	Select or scan card
Book	Select book title
Media Unit	Select specific copy
Issue Date	Defaults to today
Return Date	Auto-calculated from card type

4. Verify availability
5. Click Issue or Confirm
6. Media unit status changes to Issued

9. Return a Book

1. Navigate to Library → Issue/Return

2. Search by:

   • Card number
   • Book barcode
   • Student name

3. Open the issue record

4. Click Return

5. System checks:

   • Return date vs due date
   • Book condition
   • Fine calculation

6. If overdue, fine calculated automatically

7. Confirm return

8. Media unit status changes to Available

10. Process Fines

For overdue returns:

1. System calculates: Fine = Days Overdue × Fine Rate

2. Fine displayed on return screen

3. Options:

   • Collect fine immediately
   • Add to student account
   • Waive fine (with permission)

4. Record fine payment

5. Complete return process

11. Renew a Book

1. Open the issue record

2. Check renewal eligibility:

   • Renewals remaining
   • No reservations on book
   • No overdue fines

3. Click Renew

4. New return date calculated

5. Renewal count incremented

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Book Reservation

Reserve a Book

1. Student checks book availability

2. If all copies issued, can reserve

3. Navigate to Library → Reservations

4. Create reservation:

   • Select book
   • Select student
   • Set reservation date

5. When book returned, reserved student notified

Process Reservation

1. Book returned to library
2. System checks reservations
3. Sends notification to reserved student
4. Hold period starts (e.g., 3 days)
5. If not collected, reservation cancelled

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Field Reference

Book (op.library.book)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Book title
ISBN	isbn	Char	No	ISBN number
Authors	author_ids	Many2many	No	Book authors
Publisher	publisher_id	Many2one	No	Publisher
Edition	edition	Char	No	Edition info
Category	category_id	Many2one	No	Book category
Language	language	Char	No	Language
Tags	tag_ids	Many2many	No	Topic tags
Description	description	Text	No	Summary
Internal Code	internal_code	Char	No	Library code
Media Unit IDs	media_unit_ids	One2many	No	Physical copies

Media Unit (op.media.unit)

Field	Technical Name	Type	Required	Description
Book	book_id	Many2one	Yes	Parent book
Barcode	barcode	Char	No	Unique barcode
Accession Number	accession_number	Char	No	Accession code
Location	location	Char	No	Shelf location
Condition	condition	Selection	No	Physical state
Purchase Date	purchase_date	Date	No	Acquisition date
Price	price	Float	No	Purchase price
State	state	Selection	No	Current status

Library Card (op.library.card)

Field	Technical Name	Type	Required	Description
Number	number	Char	Yes	Card number
Card Type	card_type_id	Many2one	Yes	Type reference
Student	student_id	Many2one	No	Student member
Faculty	faculty_id	Many2one	No	Faculty member
Issue Date	issue_date	Date	No	Card issued
Expiry Date	expiry_date	Date	No	Card expiry
State	state	Selection	No	Card status

Media Issue Request (op.media.issue.request)

Field	Technical Name	Type	Required	Description
Library Card	library_card_id	Many2one	Yes	Member card
Media Unit	media_unit_id	Many2one	Yes	Issued copy
Issue Date	issue_date	Date	No	Issue date
Return Date	return_date	Date	No	Due date
Actual Return	actual_return_date	Date	No	When returned
Fine	fine	Float	No	Fine amount
State	state	Selection	No	Issue status
Renewal Count	renewal_count	Integer	No	Times renewed

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Barcode Scanning

Enable Barcode Support

1. Configure barcode format
2. Connect barcode scanner
3. Scanner inputs to barcode fields
4. Quick issue/return with scanning

Barcode Workflow

1. Scan library card → Member identified
2. Scan book barcode → Media unit selected
3. Confirm transaction → Issue/Return processed

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Views Available

View	Features
List	Books with availability
Form	Full book details
Kanban	Visual book cards
Calendar	Due date calendar
Pivot	Circulation statistics

Availability Dashboard

• Books available vs issued
• Overdue items count
• Reservation queue
• Fine collection summary

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Portal Features

Student Portal

Students can:

• Search book catalog
• Check book availability
• View borrowed books
• See due dates
• Request reservations
• View fine balance

Faculty Portal

Faculty can:

• Extended search features
• View borrowing history
• Request new acquisitions
• Reserve books

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Troubleshooting

Issue	Cause	Solution
Cannot issue	Max books reached	Return books first
Book shows unavailable	All copies issued	Check or reserve
Fine incorrect	Wrong fine rate	Verify card type settings
Renewal blocked	Reservation exists	Cancel or issue to reserver
Barcode not reading	Scanner configuration	Check scanner settings
Card expired	Past expiry date	Renew library card

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Best Practices

1. Complete cataloging: Enter full book metadata
2. Accurate locations: Update shelf locations
3. Regular inventory: Periodic stock verification
4. Timely reminders: Send due date notifications
5. Fine enforcement: Consistent fine collection
6. Card management: Track expiring cards

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Security Notes

Role	Capabilities
Librarian	Issue, return, manage catalog
Library Manager	Full CRUD including fines
Student	Search, view own issues (portal)
Faculty	Extended search, own issues (portal)

Record Rules

• Librarians manage circulation
• Students see only their own records
• Managers have full access

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Integration Features

Digital Library

With digital library module:

• E-book catalog
• Online reading
• Download limits
• Digital circulation

Fee Integration

• Library fines as fee items
• Invoice generation
• Payment tracking

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Related Tasks

• Configure Digital Library
• Manage Student Records
• Set Up Fine Policies