Abstract

BRAC University library (BRACU library) implemented a number of projects using open source software DSpace, Koha, VuFind, and Drupal, and several initiatives to meet the demand of the changing needs of teaching, learning, and research communities. This paper provides a summary of our experiences that focus on some of the key issues we have had to consider, the choices we made and the challenges we addressed during the implementation of the library technologies, and finally setting up a next-generation library. This paper also describes how BRACU library helps to build capacities of library professionals and assists other universities in Bangladesh embarking on similar projects.

BRAC University is one of the committed private universities in Bangladesh to offer education of international standard in the country. Hence, the university needs a modern library to support academic and research activities. The vision of BRACU library was to develop a 21st century world-class Knowledge Resource Centre and provide innovative services and collections to the teaching, learning, and research communities of the University. The library employs the latest technologies to improve services and to provide fast and easy access to information. It meets its goals by integrating appropriate technologies with skilled and experienced staff committed to customer service (Afroz 2010).  In the past few years, BRACU library has implemented a number of projects towards its vision and consequently its staff  has acquired considerable expertise for their own use, to help other libraries build capacities, and assist other universities in Bangladesh embarking on similar projects, such as Integrated Library System using Koha (http://library.bracu.ac.bd/opac), Institutional Repository using DSpace (http://dspace.bracu.ac.bd), Discovery Tool using VuFind (http://library.bracu.ac.bd/vufind), Content Management System using Drupal (http://library.bracu.ac.bd ), BRACU Library’s Mobile Interface (http://library.bracu.ac.bd/m), etc.

Despite modernizing own library, BRACU library conducted several workshops and training programmes to increase capacity building for library professionals. The following sections describe the background, method of implementation, outcome, and challenges of the above mentioned projects.

Institutional Repositories (IRs) have become a very common service offered by academic libraries around the worlds (COAR 2013). IRs are part of the open access movement to make scholarly information more accessible via the web. Once an IR is operating efficiently, it can increase the visibility of an institution’s scholarship, thus, paving the way for greater collaboration among researchers outside the institution (Winter and Bowen-Chang, 2010). BRACU library has set up an institutional repository (http://dspace.bracu.ac.bd) (Figure 1) to preserve and communicate the intellectual output created by the scholars of BRACU.

Today’s digital environment demonstrates that the development of IRs is no longer an option for libraries, but an obligation to capitalize on the technology to make collections and information more accessible (Winter and Bowen-Chang, 2010). We were interested in developing an IR and finding out ways to effectively communicate and manage the intellectual property created by the scholars of BRACU. The idea to set up an IR was discussed and approved in the library committee meeting held in 2006, when INASP (www.insap.info)showed an interest to offer a grant to introduce Digital Library Services. The project was completed in one year (2007–08).

Selection of software is the most important aspect of the creation of open access IR path (Organ 2007). There are various open source software available for setting up an IR, including DSpace, Greenstone, Eprints, and Fedora. Finally, DSpace was chosen as it is an open source digital repository software platform jointly developed by MIT and Hewlett-Packard (http://dspace.org), it has the largest community of users and developers worldwide, and it has the ability to manage and preserve all types of digital content.

After selection, DSpace was downloaded and installed on the repository server in October 2007. The library team successfully implemented OAI-PMH and handle server. It has proved to be an excellent choice in terms of the flexibility and functionality it offers. Also, maintaining the software has required minimal staff time over the course of the year (Barwick 2007). Different features, such as RSS feeds, statistics, etc., were added. The version we are using now is 3.1.

Two members of the project team had participated in a training workshop on DSpace software from September 3–5, 2007, arranged by the Development Library Network, India.

A steering committee and a project team provided the advisory and technical support to implement, review, and monitor the progress of the entire work. Several presentations were given to acquaint the academics and researchers of the university with the IR.

At the time of formulating policies, the IR team was not able to decide on what kind of contents can be included in the repository. Finally, the management decided to focus on archiving the following items.

1. Theses and dissertations


2. Journal articles


3. Conference papers


4. Conference proceedings


5. Research reports


6. Annual reports


7. Departmental technical reports and working papers

At the beginning, the IR team had to take decision regarding Metadata. DSpace relies on a qualified version of the Dublin Core Schema. The IR team identified the fields necessary for different types of material. Finally, we decided to use Library of Congress Subject Headings (LCSH) to the records.

The most complex part of the project was getting the contents from the departments. An IR is just a set of empty shelves without content (Foster and Gibbons, 2005). Content Recruitment is a crucial aspect in the establishment of an IR. Mark and Shearer (2006) identified a number of reasons why content management is a challenge for establishment an IR. One reason is that the faculty members lack awareness regarding the existence of IR and another one is regarding copyright and intellectual property issues. At present, content collection and submission is done by the library, but in future individual submission would be preferred. The copyright issue was partially or completely solved by using SHERPA (www.sherpa.ac.uk/romeo.php?all=yes), by connecting publishers directly with a standard email. The IR team realized from the beginning that it needs support from academic staff and key administrators to make the project a success. Several presentations were given to individual groups and various promotional materials were developed to promote awareness about the resources.

The main outcome of the project is a successful system, which delivers a sustainable way of managing, preserving and disseminating university’s research outputs to faculty, researchers, students, and to the wider community. These assets are searchable, discoverable, deliverable, and sustainable.

Koha is a promising full featured open source integrated library system (ILS) created in 1999 by Katipo Communications for the Horowhenua Library Trust in New Zealand. Koha is currently being used by thousands of libraries all over the world. It includes modules for circulation, cataloging, acquisitions, serials, reserves, patron management, branch relationships, and more. Koha has web-based interfaces. Koha is built using library ILS standards, uses the OPAC (online public access catalogue) interface, and has no vendor-lock. It is distributed under the free open source general public license (GPL). It supports MARC 21 and UNIMARC support, Z39.50. It also has a provision for online reservations and renewals (Kamble, Raj, and Sangeeta, 2012)

In 2008, we wanted to replace the previous system with an integrated library system to enhance services as well as to facilitate internal processing activities. This project commenced in March 2009, and was completed in February 2010. The project was funded from Elsevier Foundation and INASP (Figure 3).

The main purpose of the project was to implement a complete library automation system using Koha, to develop ourselves as local resource, and to build capacity in other libraries. Other intentions of the project were to convert data from the existing library systems into international standard format (MARC 21).

BRAC University’s old library system BULMS (BRAC University Library Management System) was implemented in 2001. It was developed by a local vendor, but the system was not adequate with today’s modern library standards and was not quite robust to meet the needs of our library patrons. The movement towards open source ILS came into existence during a time in the library automation industry when libraries found themselves frustrated with traditional vendors (Breeding 2009). In 2007, library committee made a decision to replace the old system BULMS. A student of computer science department was assigned to explore the open source software for BRACU library. She worked with the librarian to develop the following list of library requirements:

After evaluating both open source and commercial software packages, such as PMB, PhpMyLibrary, OpenBiblio, Emilda, Evergreen, and Millennium, we decided to use open source Koha. During the investigation of the student from computer science, it was found that most of the open source library management software are either in developing stage or do not have full functional modules. Koha alone satisfied the key functional requirements of a library management system and supported the essential modules, such as cataloguing, circulation, serials, and OPAC that BRACU library requires. Müller (2012) ranked Koha ILS the most complete FOSS ILS because it performs a number of functions, including routing periodicals, inventory control, authorities, generation of notices to customers, and order tracking. Finally, a project proposal entitled ‘Creating an Integrated Library System (ILS) at BRAC University using Open Source Software Koha’ was submitted by BRACU librarian for funding to Elsevier Foundation, UK in 2008. BRAC University was one of the four universities selected by Elsevier in 2009 from among 165 applicants from different countries to receive funding for this project. INASP provided funds for MARC 21 training.

1. Open and standard source


2. System upgrades—new or enhanced modules


3. Web interface


4. MARC support


5. Z39.50


6. Report generation


7. Acquisition management—tracking vendor files, budget, order, receiving, claiming, etc.


8. Circulation control—check in/out, reserve, holds processing, etc.


9. Serials control— check-in, routing, claiming, binding, etc.


10. ILL management


11. Barcode input and generator


12. Entire software is customizable


13. Active development status and worldwide user community, etc.

After evaluating both open source and commercial software packages, such as PMB, PhpMyLibrary, OpenBiblio, Emilda, Evergreen, and Millennium, we decided to use open source Koha. During the investigation of the student from computer science, it was found that most of the open source library management software are either in developing stage or do not have full functional modules. Koha alone satisfied the key functional requirements of a library management system and supported the essential modules, such as cataloguing, circulation, serials, and OPAC that BRACU library requires. Müller (2012) ranked Koha ILS the most complete FOSS ILS because it performs a number of functions, including routing periodicals, inventory control, authorities, generation of notices to customers, and order tracking. Finally, a project proposal entitled ‘Creating an Integrated Library System (ILS) at BRAC University using Open Source Software Koha’ was submitted by BRACU librarian for funding to Elsevier Foundation, UK in 2008. BRAC University was one of the four universities selected by Elsevier in 2009 from among 165 applicants from different countries to receive funding for this project. INASP provided funds for MARC 21 training.

A 12-month Project Implementation Plan included system set up, data entry following MARC 21, technical training, functional customization, interface configuration, full system customization, acceptance testing, barcode processing and barcode replacing, and user training. The project was completed according to the work plan of project proposal. To ensure that the implementation has the required support at all levels and that relevant experts were involved to give advice and guidance, a steering committee was formed in March 2009. Four full-time staff for cataloguing MARC 21 data and two part- time ILS technical staff were appointed for this project. Two training programmes on Koha and MARC 21 were conducted for the library staff, which was funded by INASP. Necessary changes in the existing library policy in accordance with the newly established ILS were approved by the library committee.

In April 2009, Koha 3.0.0 (the stable release at that time) was downloaded and development work was started immediately. The Koha system was customized according to BRACU library policy and needs. There were a number of bugs and errors in different versions and the management had to wait for new release for bug fixes. At present the version 3.8.01is in use.

The most crucial part of this project was the data entry using MARC 21 standard. Ideally the data should have been imported from the previous system, but this was not possible owing to technical incompatibilities with the BULMS (the old system of BRACU Library). The data was in a non-standardized format and it required significant ‘cleaning’ to make it fit for import into the new system Koha. So, it was decided that instead of cleaning and editing it is better to do the fresh cataloguing of publications. However, the library had, over the years of the project period, been doing data entry of all publications (75 per cent publications have been completed). Another challenge of the project was to change the mindset of users. The librarian made several presentations to individual groups to overcome this problem. Various promotional materials were prepared to promote awareness regarding the new services, including brochure, bookmarks, etc. An important lesson learnt that the library could not operate an ILS project without a dedicated system librarian based in the library itself.

This decision led to the recruitment of a system librarian. Technical documentation for installation and customization of Koha was not always perfect. So the library management had to depend on Koha’s general mailing list, Koha developer’s mailing list, and sometimes Real Time Chat IRC channel. Two manuals on Koha installation and configuration, and a manual for MARC 21 were prepared.

Koha provided an opportunity for library staff to enhance their duty performances up to the international standards. Library patrons of BRAC University can now perform online catalogue search, renewals, hold and look at enriched contents from Amazon.com such as book jacket images, reader reviews, and can also select full chapters (Afroz 2010).

In 2010 BRACU Library successfully implemented next generation discovery tool VuFind. In today’s library environment, patrons prefer a single interface of discovery for all resources instead of searching multiple interfaces. VuFind’s goal is to enable a library to offer access to all of its resources in one single search-and-browse system (Nagy, Dierkes, and Olsen 2007).

According to Nagy (2007), “The release of VuFind has come at a perfect time. Libraries currently recognize the need to offer their patrons a better tool to search and browse through all of their resources. Many resources—journals, e-books, digital library records—are changing to online-only access”. VuFind has entered the scene at a critical moment in the evolution of library technologies (Breeding, 2007).

Like most other libraries, BRAC University Ayesha Abed Library has a growing number of local collections, i.e., traditional print, electronic journals and databases, and digital repository. Each has its own user interface. It is very difficult and time consuming for users to search each resource one at a time.  The Open Source Discovery Tool VuFind has enabled BRAC University library to offer access and discover all the BRACU resources (catalogue records, digital library items, institutional repository, databases, and e-journals) in one single search and browse system. Library users have praised VuFind for its Web 2.0 feel and features (Tagging, RSS feeds, book covers from Google, citation management (apa and mla), faceted results, “more like this suggestions”, save to favourites, social networking tools, etc.)

In 2009 BRACU decided to use VuFind and submitted a project proposal to INASP for financial assistance. After receiving funds from INASP, the project was implemented from May to December 2010 (Figure 4).

VuFind is an open source search and discovery interface. It is currently being used at numerous academic libraries and it has received a Mellon Award for Technology Collaboration. The main objective of using VuFind was to make it easier for patrons to discover and use the wealth of information resources available at BRACU library.

The nine-month project included formation of advisory committee, recruitment of staff, VuFind installation, customization and configuration, acquiring server and other necessary equipment, integration of ILS (Koha) with VuFind, integration of institutional repository with VuFind, integration of e-resources and databases, documentation, and conducting training on VuFind.

One full-time staff and one part-time staff were appointed for this project. In June 2010, VuFind project team successfully installed VuFind 1.0. In version 1.0, harvesting metadata from DSpace was not possible. Later, version 1.0.1 was installed in August 2010 after release. Now, the version we are using is 2.2.1.

One manual for VuFind installation and configuration, and another manual for integration VuFind with Koha, DSpace, and e-journals were prepared. At the end of the project, a two-day training programme on next-generation open source discovery tool VuFind was conducted on January 5–6, 2011 for the library professionals in Bangladesh.

BRAC University is the first university who has implemented VuFind in Bangladesh, has integrated Koha and DSpace with VuFind, and has built a Koha-VuFind Driver. Any institute, who wants to implement VuFind or any other open-source discovery platform, is likely to be benefited from the experiences of this discovery tool project of BRACU.

Several challenges were faced during the implementation of VuFind, but the most complex part of this project was integration of Koha and DSpace with VuFind.

4.3.1 Building VuFind-Koha driver

After communicating with the developers through mailing list, we came to know that there was no connector to connect VuFind with Koha. Previously, a connector was built to index record from zebra to solr, but it failed to adapt with recent versions of Koha. Initially a connector code was written and then the improved version was completed with some enhancements.

 4.3.2 Integration of DSpace

The full functionality for integrating institutional repository did not come with latest stable release 1.0.1 in that time. Integrating this resource required importing some accumulating modules from current development trunk. After communicating with VuFind developers and as per instructions from Demian Katz, Library Technology Development Specialist of Villanova University, a harvester was written to collect metadata from institutional repository. The initial harvester was developed and metadata was successfully harvested from DSpace. But this module needed some re-factoring to make the process more flexible and robust. In August 2010, the final harvester was included in the latest development trunk and then it was integrated into the system.

4.3.3 Integration of e-resources and databases

All the e-journals were collected in .xls and .csv files and were converted into MARC using MarcEdit software. A separate record driver for e-journals was written to define the display format and change the view orderings.

Several customization were completed during the project period, such as adding Google book cover image, Amazon review and Google preview, adding icons for format types, adding email option, and customizing Faceted search option.

In 2011, the library implemented Radio Frequency Identification (RFID). RFID is a technology used for tracking and identification of library items in the circulation management, inventory control, and in the security processes of libraries.

The main objective of RFID was to improve the quality of service and to improve the efficiency of operations. Integration of RFID ensures considerable security and adequate facilitates for librarians to provide more value added services to users in digital environment and work comfortably for a digital future.

In 2012, BRACU library has successfully completed its Drupal-based library website (http://library.bracu.ac.bd). Drupal is a content management system (CMS) — a software package that enables the user “to easily publish, manage, and organize a wide variety of content on a website.” The new website (Figure 5) developed by BRACU library reflects the library’s forward-thinking vision and commitment to the growing needs of its users.

In 2011, after completion of VuFind project, BRACU library was looking for a developer who could combine OPAC and website, and create a website for BRACU library. Unfortunately, that did not work out as expected and finally it was decided to do in-house development using a content management system (CMS).  Consequently, several CMSs were explored. There were many options, but we narrowed down to two — Drupal and Joomla, and finally Drupal was chosen because Drupal has the largest number of library dedicated modules compared to Joomla (which has 3) and Plone (which has none) (Tofan 2010) and it is currently being used by numerous academic libraries in the world including Stanford, Toronto, Columbia, Cornell, Washington, Simon Fraser, Calgary, and Minnesota University. Drupal has the capability to help academic libraries in resource discovery, promotion, education, and advancement (Tofan 2010). Drupal is a flexible, stable, and secure website as compared to other CMS. Once we made a decision to use Drupal, a template was selected and the development of homepage started.

In 2011 we made the decision to go with Drupal. We explored  some renowned academic library websites and some frequently used features for library website, such as library hours, calendars (containing library events, library instruction, etc.), tabbed search boxes (homepage entry point to library resources – catalogue, articles, databases, e-journals, videos, reserves, special collections, institutional research), a promotional space for featured and/or trialed resources, new and/or popular books, library news and events blog, integration with social media (twitter, facebook, RSS feed), requests for feedback on library services or resources, showcase of book jackets, new services, special announcements, site search, etc., were identified (Tofan, 2010).  At BRACU library we decided to implement the same features for development of the library website using Drupal.

Due to lack of previous experience, we followed the online tutorials in the beginning and consulted with information provided in online forums and books related to website development based on Drupal. Some of the modules used earlier had minor bugs that needed to be fixed and this required an in-depth knowledge of the Drupal cores. We also needed to develop modules and drivers to align the Drupal site alongwith the library management system Koha. We had some decision issues on what keyword should be used in the site, for example, my account, ask a librarian, etc., for which we had to check how other internationally renowned academic library websites are using the terms. This also helped us in figuring out the key components that need to be focussed on the front page of the website. Drupal version used for our library is 7.8.

After completion of this project, BRACU library conducted a one-day workshop on Using Open Source Content Management System Drupal to build Library Websites on October 7, 2012. A total of 45 library professionals from 35 public and private universities, and research institutes participated in the workshop. The workshop was financed by INASP.

In 2013, BRACU library successfully completed mobile library website project (http://library.bracu.ac.bd/m), which includes information, such as library hours, new events and news archive, links to My Account and My Athens login, library’s catalogue, repository items, and links to important features of our library site (Figure 6). Mobile applications can support learning by making library resources more ubiquitous by bringing new users to the library through increased accessibility to the resources libraries offer, and by creating new ways to enhance connections between patrons and libraries (Griggs, Bridges, and Rempel 2009).

BRACU library team is constantly evaluating the mobile resources and is adding new features continuously to the platform on a regular basis.

Having implemented the projects, BRACU library team gained the experience and skills to lead digital information initiatives in Bangladesh. The library conducted several training programmes as part of the professional development and capacity building initiative in Bangladesh.

It is perceived that librarians, especially academic librarians in Bangladesh, are facing professional challenges due to the rapid technological changes with the development of information technologies (Mathew, Baby, and Pillai 2010). Professional development training is a means of addressing these challenges but, more importantly, it is a tool to enable staff to update their skills continually, essential in a continuous changing environment (Oldroyd 2004). Having identified the challenges faced by the 21st century academic librarian due to changes in roles from traditional to digital resources (Ross and Sennyey 2008), BRACU  library has conducted several workshops and training programmes on Koha, MARC 21, DSpace, VuFind, Drupal, etc., for increasing capacity building for library professionals working in other university libraries (public and private) and to prepare the next generation of librarians in Bangladesh. A total of 328 librarians have been trained from 2007–13 (Table 1).

Despite professional development training, BRACU library team assisted a good number of private and public universities directly to implement digital library initiatives in Bangladesh as part of capacity building. Table 2 presents a list of such institutions.

The projects implemented by BRACU library may be categorized as first, second, and third generation of digital library development (Greenstein, 2002). These are shown in Table 3.

The BRACU library introduced the modern library technologies to improve services and to provide fast, easy, and maximum access to information resources that support teaching, learning, and research community. However, like most university libraries in developing countries, BRACU library faced problems to manage adequate funds from own organization for implementation of the projects. Due to this limitation, BRACU library had to go with Open Source Software and sought alternative sources of funding mainly from international donors and received funds from INASP (DSpace, VuFind, and MARC 21) and Elsevier foundation (Koha). BRAC University is the first among other universities in Bangladesh to implement Koha, DSpace, VuFind, Drupal, and RFID. Successful capacity-building programme by providing professional development training and helping other universities by setting up their own technologies is a great achievement of BRACU library team. These universities are now able to help other universities to establish and introduce modern library technologies. Finally, there is a hope for networking of university libraries in Bangladesh in the near future.

Many thanks to BRAC University library team for their tremendous effort and time they contributed during implementation of the projects.

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