Library Operations – An Overview

A library is where documents or records are maintained for reference or borrowing. A librarian or an in-charge manages all the operations of the library. The documents maintained in the library may include engineering documents, technical documents, contracts, closed job/work order details, maintenance manuals, service bulletins, service advisory, drawings etc. The library in-charge may also need to communicate to various agencies like suppliers, OEMs and publishers for ordering / receiving the documents and their new revisions.

The “Library Operations” business component enables the library in-charge to manage the library operations like registering new documents and new revisions of existing documents, maintain document related details and their distribution information along with partner correspondence details. Also, on receipt of the document, it enables the recipients to acknowledge the document distributed to them .

The documents that are registered in the library through the “Register Documents” activity are distributed to the members of the standard distribution list (identified for that document). The members of the standard distribution list are defined in the “Library” business component. The “Distribute / Maintain Document” activity enables maintaining the details as well as distribution records of the various registered documents.

The “Acknowledge Document Distribution” activity facilitates acknowledgement for the distributed documents, so that the distributed technical documents can be tracked down easily.

The “Maintain Partner Correspondence” page enables maintaining correspondence between the library and all its partners such as suppliers, customers, publishers, OEMs, or even members and employees of same organization, etc for regular supply and updates on manuals, contracts, closed jobs’ letters, SBs, SLAs, and other documents.

Most of the documents coming in the library keeps on getting revised, or updated, from their source or publishers. So, in order to keep up-to-date with the changing trends and requirements, the documents stored in the library should also be updated, regularly, with their latest versions. The “Register Document Revision” activity facilitates registering the subsequent revisions of an existing document and maintaining its distribution information.

Getting familiar with the activities