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A Java based University Library Management System

Article  in  International Journal of Computer Applications · March 2018

DOI: 10.5120/ijca2018916707

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 International Journal of Computer Applications (0975 – 8887)
Volume 180 – No.29, March 2018

A Java based University Library Management System

Asaduzzaman Noor Md. Sharif Hossen

Programmer Lecturer
Integrated Software Development Team Department of Information and Communication
Southeast University, Bangladesh Technology
Comilla University, Bangladesh

ABSTRACT backup database. Second module helps students to find out

In the era of modernization, everything is accomplished or books by searching by title, author’s name, subject, publication,
series, ISBN/ISSN, etc. In the last module, librarian can issue and
thought to be accessed through internet so that do not need to
fine for books received after due date. The developed library
waste time and face any inconvenience. Using internet, the management system has a nice functionality to upload and
democratization of knowledge has been easier. The concept of download online book and resources. From this library
sharing knowledge is centralized in a digital library, which plays management system, any educational institute can easily set all
a vital role in the dissemination of knowledge and spiritual required library settings like as late fee amount, maximum
civilization. The level of maintaining a library is closely related borrowed books, maximum borrowed time etc. Besides, the
to the quality of teaching in Universities. With the increasing of system will auto generate students late fee, book availability,
number of students in Universities, maintaining a library using book place, top books etc.
the old management methods is too much complex and time
consuming and hardly possible to adapt to the development of Another important feature is to provide portability of the
times. To overcome this situation appeared in most of the middle software. This feature indicates, “write once” and “run anywhere”
of the application on multiple platforms [5]. In the development
level countries like Bangladesh, authors develop an automated
of this software, Java is used as the development tool considering
digital library management system. The main features of this
its various advantages [6], [7], [8], e.g., platform independence,
software are user interactive graphical representation (using bar polymorphism, automatic garbage collection etc. Hence,
diagram and pie chart) of the total number of books requested, NetBeans IDE is used with version 8.2 [9]. Besides, authors use
books uploaded, yearly books count etc. Besides, notifications MySQL database server and FTP (File Transfer Protocol) server
and reports are viewed instantly for corresponding users. for storing data and transferring files respectively.
Another thing is that using this software, user could find out
books searching by any one of these: title, author’s name, Using this software, librarian could easily generate reports and
subject, publication, series, ISBN/ISSN, etc. That is, the take quick decisions on any transaction of books about the
developed automated library management software would meet availability of resources [10]. The rest of this paper is structured
the needs of the growing students and teachers demand. as follows. Section 2 shows the database design including
relationship schema. Section 3 presents the systematic procedures
to setup and run this application. In Section 4, conclusions and
Keywords future works are presented.
Library management system; Application; Software; Java
2. DATABASE DESIGN
1. INTRODUCTION In this software development, MySQL is used as the database
In most universities, there are well-equipped libraries with server. A database is a collection of interrelated data stored with
excellent infrastructure facilities having a large collection of minimum redundancy to serve many users quickly and
books. Compared to public libraries, university libraries have a effectively. The general objective is to make information access
large collection on science and engineering where readers get easy, quick, inexpensive and flexible for performing overall all
scope for gathering vast knowledge on respective fields. Because operations by users. In addition, following considerations are
of the dispersion of knowledge, this collection increases rapidly taken during the development: controlled redundancy, data
day by day [1]. Although there are many existing software tools, independence, accuracy, and integrating more information at low
most of those are not proper user interactive and have some cost, recovery from failure, privacy and security, performance,
limitations for accessing the books. Besides, most universities in ease of learning and use [11].
mid-level countries like Bangladesh still are using traditional way
to manage their library, which prevents faster searching for a Figure 1 describes the use case of user’s roles. There are three
book, and faster report generation. This leads to develop an types of users, namely, Admin, Librarian and Student. Admin
online digital library management system [2]. A good interactive can add, edit and view the librarian. He/she can see academic
interface was available and users could obtain a fresh and setting and update MySQL database, FTP (File Transfer
different feeling [3]. Proper security has been maintained in the Protocol) details. He is able to generate the full database backup
proposed system because only authorized users could access this and able to update admin and librarian’s password. Librarian can
application by doing the registration. Users need to have online add, edit and modify Students and Books related tasks. He is
connection and an email account [4] to register and use this able to manage borrowers and book’s transaction. Students are
software. able to view and search books to borrow. The overall process of
Library management system has three modules, which are Admin this software tools is shown in the following diagram, which
Module, Librarian Module, and Student Module. First module describes the functionality of each user.
assists administrator to register shelf and category, change book
status, issue library card, configure to registered users, and

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Volume 180 – No.29, March 2018

Fig. 1. Use Case Diagram

Figure 2 describes the relationship schema of the library ‘book_request’, ‘soft_book’, and ‘borrow_list’. Besides, the
management system. Here, the tables ‘library_student’, details of each transaction, notification and notices updated by
‘library_librarian’, and ‘book_collection’ contain respectively the admin or librarian are stored respectively in
details of the students, the librarians, and the books. Similarly, ‘transaction_history’, ‘notification’, and ‘notice’ tables. Finally,
the details of the requested, newly uploaded, and borrowed the settings related information are stored in ‘library_settings’
books are stored respectively in the tables, namely, table.

Fig. 2. Relationship Schema

3. IMPLEMENTATION 3.1 Admin Module

In this library management system, there are three types of users’ At the beginning of this application, system will show the login
roles: Admin, Librarian and Student. Here, Admin is the main page as shown in Figures 3 and 4. Here, firstly, the system needs
role of this system who can set up the main function. Then the academic information like as academic name, address, phone,
librarian can manage books and students. Finally, students can email, logo, holder name and a unique name (as shown in Figure
access to see book information and track their borrowed books, 3). Secondly, few steps for MySQL database connection, FTP,
etc. and messenger details are required (not shown here). Finally, the

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Volume 180 – No.29, March 2018

system will ask for a license key, software status (available for directory. Then, the system will automatically send a
other users or not) and demo data (to test the software) which is confirmation email with the institution’s unique name and admin
shown in Figure 4. If all the information are correctly given, then password.
it will install the software and create a configuration file in a

Fig. 3. Installation Phase I

Fig. 4. Installation Phase II

After successful connection, login panel will be appeared, where Figure 5) will be appeared. From right options panel, a user can
unique name and password are required (not shown here to make choose admin option. There are also six kinds of themes featured
short). A user could change the password later. If login for outlooking.
credentials are correct, then admin home page (as shown in

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Volume 180 – No.29, March 2018

Fig. 5. Admin Home Page

In the right options of the above figure, Admin can add a new charts show book request and upload statistics while histogram
librarian, edit existing librarian profile and password, and see shows Book Count and Student Count statistics depending on
librarian details. In the Library Report section, a user can see year as shown in Figure 6.
graphical representation of the summary of library, where pie

Fig. 6. Library Home Page and Statistical Reports

In addition, admin can update academic information with logo messenger activation. Full database can be backup into a SQL
using Academic Settings section, which can change file using Generate Backup section. All kinds of notice can be
automatically for all users as shown in Figure 7. In Library found in Notice Board section. Password can also be changed.
Settings section, admin can update library rules like as late fee
amount, maximum borrowed book count, book borrowed time,
maximum uploaded books, and request at a time count. Admin
can also change MySQL database location, FTP information,

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Volume 180 – No.29, March 2018

Fig. 7. Academic Setting

3.2 Librarian Module
In this case, user as a librarian need to select the institution
unique name and press install button. Then librarian will login
with the username and password in login panel (not shown here).

Fig. 8. Librarian Installation

If login credentials are correct in Figure 8, then the librarians’ admin option where a summary of library statistics and
home page will be appeared as shown in Figure 9. He can choose notifications about books and notice will be shown.

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Volume 180 – No.29, March 2018

Fig. 9. Librarian Panel

In Manage Student section, there are 3-tabs namely, ‘Add this student cannot borrow book, upload and request for books. A
Student’, ‘Edit Student’ and ‘Student Details’. From ‘Add warning will be shown in student’s profile and student’s main
Student’ tab, a new user can be added. If all information is valid, page. From ‘Edit Student’ tab, an existing user profile can be
then a new student will be added into database. From ‘Student edited. If all the information are valid, then user profile will be
Details’ tab, an existing user profile will be shown. Librarian can updated.
be also set as Active/Inactive. If a student is set as inactive, then

Fig. 10. Managing Student

In Manage Book section, there are also 3-tab panes, namely, ‘Add From ‘List of books’ tab, all book information will be appeared in
New Book’, ‘Edit Book’ and ‘List of Books’. Using ‘Add New a table. Using ‘Edit Book’ tab, an existing book including all
Book’ tab, a new book can be added. Here, Accession number is information can be updated. If all the information are valid, then
a book id, which is unique. ISBN number is also unique for each it will update book information. In Search Book section, there are
books. If an ISBN already added, then Book Title, Author, also 3-tab panes for searching books in different categories,
Edition will automatically be shown. Otherwise, all the namely ‘Search by Accession Number’, ‘Search by ISBN’, and
information can be added. Book location can also be added, ‘Search by Book Name’ for searching books by using accession
which helps to find the book location easily. Book availability in number, ISBN, and book names respectively. In Manage
the library is easily informed to users. The status, Reserve Book Borrower section, 3-tab panes are ‘Borrow Book’, ‘Borrower
means this book is available in library but cannot be borrowed. List’, and ‘Return Book’. In Book Request section, librarian can

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Volume 180 – No.29, March 2018

see the books, which students want to read. Librarian can also book by students. From Messenger option, a librarian can
change the status of this request. In Report option, a librarian can communicate with another librarian if online. There needs to run
generate report in three different categories for Students, Books another software for running messenger as a server. Notice Board
and Transactions as shown in Figure 11. In Soft Book option, a is similar to Admin Panel. Here, Librarian also can post and view
librarian can see the list of soft book uploaded in the server. In notices posted by admin and librarian. Librarian can update own
Upload Book option, a librarian can upload soft book into server. profile in Edit Profile section and change own password or
In addition, he/she can accept, reject or pending uploaded soft student’s password on request.

Fig. 11. Report Panel

3.3 Student Transaction and top three books. Book Report is similar to
To maintain the role of a student, first a user needs to install this librarian, where all book information can be generated. In
management system in student mood. If login credentials are addition, it is possible to add ISBN and BookShelf wise filter. In
correct, then student’s home page as shown in Figure 12 will be Tansaction History, students can generate date wise transaction
appeared. From right panel, a user choose admin option where a of books with details for login user. In ‘Most Borrowed Book’
summary of the library statistics and notifications about books tab, students can see the top three books, which are borrowing
and notices will be shown. Here, students can see their profile most. In Soft Book option, student can see the list of soft book
information, all book list with book information, and search uploaded in server by this student. In Upload Book option,
books. Borrow List section will show the list of books which student can upload soft book into server, which needs for
borrowed by login user. Book Request section has two tabs, one approval of librarian for showing into all student list. From
is for adding the book request and other is for book request list. Messenger option, students can communicate with each other on
In ‘Add Request’, student can add the book request, which needs online as shown in Figure 13. From View Notice, students can
to add in library. In ‘Your Request’ tab, students can see the see the notice posted by admin and librarian. In Edit Profile,
requests sent and their status. In Report option, students can students can edit their own profiles. Students can update their
generate reports in three different categories for Book, Book own passwords using Change Password option.

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Volume 180 – No.29, March 2018

Fig. 12. Student Panel

Fig. 13. Messenger

3.4 Other View on any operating system having Java virtual machine. From a
When a user enter wrong credentials, then he/she will see a red proper analysis of positive points and constraints, it can be
error. By clicking on “red error forgot password page”, user could concluded that this is a highly efficient GUI based software. This
notice a notification, i.e., “Enter Valid Email Address”. Pressing library management system is working properly and meeting to
verify button, he/she could send an email with new password. all user requirements according to the educational institutions.
In near future, mobile-based applications rather than web based
4. CONCLUSION AND FUTURE WORKS and desktop, will be developed. Besides, this software will be
In this paper, an online Java based user interactive database extended by adding more features after getting feedbacks from
management system is successfully developed, which is much the customers.
applicable to University libraries. Using this software any user
without having any knowledge of Java could easily be able to 5. REFERENCES
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