Automation of Library Collection and Asset Management

Digitalization of the library collection and assets

The project for automating the management of the library collection and assets of the Velyka Oleksandrivka Library started at the end of 2025. The main objective was to move library accounting to a modern digital platform with the ability to expand the system over time and gradually introduce new identification technologies.

After analyzing the project requirements and existing processes, the multifunctional WebRozum platform in its EAM configuration was selected as the technological foundation. The chosen solution made it possible to combine several tasks within one information environment: the library’s public website, the electronic catalog, and the internal management of the library collection and assets.

A single platform for the public website and internal operations

One of the key features of the project is the use of a common platform for both the public-facing part of the library and its internal accounting processes.

The public website provides readers with information about the library, books, authors, news, and events, while the internal part of the system is used by staff to organize and manage the library collection and other assets.

This approach avoids creating separate isolated systems and instead allows the library to gradually build a unified digital information environment.

Library collection management

The system supports individual accounting of library items using inventory numbers and automatic identification technologies.

At the first stage, the barcode was selected as the main machine-readable identifier. This makes it possible to start digitalization without significantly complicating the infrastructure and to use widely available equipment for labeling and code scanning.

At the same time, the system architecture provides for future expansion and the use of RFID tags for inventory automation, search, and other operations with the library collection.

Equipment for the initial stage of automation

At the first stage of library automation, it is not necessary to invest immediately in expensive RFID equipment. Basic labeling and operational accounting tasks can be handled with a relatively simple and affordable equipment set.

An office-class thermal transfer label printer and a wired barcode scanner are sufficient for the initial implementation.

This equipment set makes it possible to:

• print labels for books and other material assets;
• apply a barcode to each label;
• include a link or QR code to the web passport;
• print a human-readable inventory number;
• quickly find and identify items using a barcode scanner;
• speed up check-in and check-out operations;
• carry out inventory checks;
• prepare inventory lists and other accounting documents.

This approach makes it possible to start library digitalization with minimal investment in equipment while creating a foundation for a future transition to RFID technologies without rebuilding the entire accounting system.

Barcode identification remains a fully functional accounting tool and can continue to be used on a permanent basis, while RFID can be introduced only for operations where higher inventory speed, bulk reading, or automated collection search provides a clear advantage.

Book web passport

In addition to the internal accounting identifier, a digital representation of each book can be made available to readers through the web interface.

The web passport links a physical copy of a book to information about it in the system and makes selected data accessible directly through the library website.

As a result, identification is used not only for internal accounting, but also as a tool for developing the electronic catalog and digital services for readers.

Library asset management

The EAM WebRozum platform allows the project to go beyond book collection management and use the same system for other library assets.

This makes it possible to bring books and other physical objects into a common digital environment using unified principles of inventory identification, labeling, and electronic data management.

The challenge of building the electronic catalog

One of the most labor-intensive parts of the project was the initial population of the information system with book data.

For each publication, a significant amount of information has to be created and structured: title, author information, short and extended descriptions, as well as other data required for the electronic catalog and public presentation of the book.

For a large library collection, fully manual data entry requires significant staff time and can become one of the main factors limiting the speed of digitalization.

Use of artificial intelligence

To simplify and accelerate information processing, modules for automated data handling using artificial intelligence technologies were added to the system.

AI is used as an assistive tool for preparing and structuring information for the electronic catalog, including work with titles, short descriptions, and extended descriptions of books.

The main purpose of this automation is to reduce routine manual work and accelerate the transfer of the library collection into the digital system, while preserving the ability for staff to review and correct the generated information.

Library automation makes it possible to combine the electronic catalog, individual accounting of each book copy, collection inventory, and asset management within a single information system. The use of barcodes, web passports, and RFID creates a foundation for further development of digital library services and faster work with the collection.

Phased project development

The project is being developed in stages. At the first stage, the main focus is on building the digital catalog, implementing individual item accounting, barcode identification, and developing the public website.

At the same time, the selected architecture makes it possible to add new technologies and functions later without rebuilding the entire system from scratch.

In the future, the system can be expanded toward more advanced inventory automation, RFID deployment, broader asset management, and further development of digital services for library users.

The library as a unified digital environment

A key feature of the project is that digitalization is considered not simply as a replacement of paper records with electronic ones.

The public website, book catalog, item-level accounting, identification, web passports, and asset management are gradually being combined into a single information environment that helps library staff manage the collection while also giving readers access to information about books, authors, and library activities.

This approach creates a foundation for the library’s gradual development — from basic electronic accounting to a modern digital system for managing the library collection and assets.

Customer: Velyka Oleksandrivka Library.

Project start: 2025.

Platform: EAM WebRozum.

Main technologies: inventory management, barcode identification, web passports, RFID-ready architecture, artificial intelligence, web technologies.

Main tasks: library collection management, asset management, electronic catalog development, automation of book data preparation, and development of the library’s public website.

Project development: gradual digitalization of the collection, expansion of the electronic catalog, inventory automation, and further implementation of automatic identification technologies.

Main project areas: library collection · book inventory · asset management · electronic catalog · barcode identification · web passports · RFID · EAM WebRozum · artificial intelligence · automated data processing · library digitalization · public website