INTERNATIONAL JOURNAL OF LATEST TECHNOLOGY IN ENGINEERING,  
MANAGEMENT & APPLIED SCIENCE (IJLTEMAS)  
ISSN 2278-2540 | DOI: 10.51583/IJLTEMAS | Volume XV, Issue VI, June 2026  
Efficient Record-Keeping: A GUI-Based Python Library  
Management System  
Barabad, Marcmiel C., Baldeo, Redrick John C., Jatol, Richmond O., Hilario, Squall Leonhart B.,  
Caubang, Angel C., Paleracio, Angelica D., Engr. Fabro, Meshelle N.  
Adviser / Instructor, Eulogio “Amang” Rodriguez Institute of Science and Technology (EARIST)  
Nagtahan, Manila, Philippines  
DOI: https://doi.org/10.51583/IJLTEMAS.2026.150600032  
Received: 07 June 2026; Accepted: 12 June 2026; Published: 03 July 2026  
ABSTRACT  
Manual library record-keeping often leads to misplaced records, slow book searching, inaccurate borrower  
tracking, and difficulty in monitoring available and borrowed books. To address these problems, this study  
developed Efficient Record-Keeping: A GUI-Based Python Library Management System, a desktop-based  
application designed to help manage library book records and borrowing transactions in a faster, more organized,  
and more accurate way. The system was developed using Python as the main programming language, a graphical  
user interface for user interaction, and SQLite as the database management system for permanent record storage.  
The system includes essential library management features such as adding book records, viewing available  
books, searching book information, editing book details, deleting records, borrowing books, returning books,  
and generating reports. Through database integration, book and borrower records remain saved even after the  
program is closed. The system also reduces manual work by allowing users to retrieve records quickly and update  
book status efficiently. Overall, the developed Library Management System provides a practical and user-  
friendly solution for improving library record-keeping, book monitoring, and borrowing management.  
Keywords: Library Management System, Python, SQLite, Graphical User Interface, Book Records, Borrowing  
Management, Record-Keeping  
INTRODUCTION  
Background of the Study  
Libraries are a crucial foundation in education, particularly in research, homework’s and other academic  
activities. Libraries provide books, references, and space for the student to study. While it helps highly in  
education, Libraries are hard to maintain using traditional methods for borrowing books, tracking inventory, and  
students' information. However this problem can easily be solved by integrating technology and the use of  
automated systems.  
Traditional operations in libraries highly rely on logbooks or physical records to track and monitor books and  
students in the library. Without the use of technology and automated systems libraries can be inefficient and  
prone to inaccurate information. These limitations slow overall transaction tracking and reduce the productivity  
affecting the quality of library services for both students and staff.  
Libraries play an important role in supporting learning, research, and access to information. They serve as  
organized spaces where books and other learning materials are stored, borrowed, returned, and monitored.  
However, many small libraries and school-based libraries still rely on manual record-keeping methods such as  
logbooks, index cards, printed lists, and handwritten borrower records. Although these methods may work for a  
limited number of books, they can become inefficient as the number of library materials and borrowers increases.  
Manual library management can lead to several problems. Book records may be misplaced, borrower information  
may be incomplete, and tracking borrowed or returned books may take a long time. Library staff may also  
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experience difficulty in searching for specific books, updating book details, checking availability, and preparing  
reports. These problems can affect the efficiency of library operations and may cause delays for both library staff  
and users.  
With the help of computerized systems, library management can become faster, more accurate, and more  
organized. A computerized Library Management System allows users to store book records digitally, search  
information quickly, update book details, monitor borrowed books, and generate reports. It reduces the need for  
repetitive manual work and helps prevent common record-keeping errors.  
This study focuses on the development of Efficient Record-Keeping: A GUI-Based Python Library  
Management System. The system is designed to help library staff manage book records and borrowing  
transactions through a simple graphical user interface. It uses Python for system development and SQLite for  
database storage. Through the graphical interface, users can add, view, search, edit, delete, borrow, and return  
book records without using complicated commands.  
The use of SQLite allows the system to store records permanently. This means that book records and borrowing  
information remain available even after the application is closed. The system also helps improve record accuracy  
because library information is stored in an organized database rather than scattered manual records.  
Overall, the system was developed to provide an efficient and user-friendly solution for library record  
management. It aims to improve book monitoring, reduce manual errors, speed up record retrieval, and support  
better library operations through a computerized and database-connected application.  
Statement of the Problem  
This study aims to develop a GUI-based Python Library Management System that can improve the efficiency  
and accuracy of library record-keeping.  
Specifically, this study seeks to answer the following questions:  
1. How can the system automate the process of managing library book records?  
2. How can the system help users search, edit, delete, borrow, and return book records efficiently?  
3. How can database integration improve the storage and retrieval of library records?  
4. How can a graphical user interface improve the usability of the system for library staff?  
5. How can the system reduce common errors found in manual library record-keeping?  
OBJECTIVES OF THE STUDY  
General Objective  
The general objective of this study is to develop Efficient Record-Keeping: A GUI-Based Python Library  
Management System that can help manage library book records and borrowing transactions in a more  
organized, accurate, and efficient way.  
Specific Objectives  
Specifically, this study aims to:  
1. Design a system flow for managing library records and borrowing transactions.  
2. Develop the system using Python programming language.  
3. Create a user-friendly graphical user interface for easier system navigation.  
4. Integrate an SQLite database for permanent storage of book and borrower records.  
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5. Provide library management functions such as adding, viewing, searching, editing, deleting, borrowing,  
and returning books.  
6. Improve the speed and accuracy of library record retrieval.  
7. Generate reports that help monitor library records and book status.  
8. Test the functionality of the system to ensure that it performs according to its intended purpose.  
Significance of the Study  
This study is significant because it provides a computerized solution for improving library record-keeping and  
book management.  
Library Staff. The system can help library staff manage book records more efficiently. It allows them to add,  
search, update, delete, and monitor book records without relying on manual logbooks.  
Students and Library Users. Students and other library users may benefit from faster book searching and  
borrowing transactions. The system helps reduce delays in checking book availability and borrower records.  
School or Institution. The system can help the school or institution improve the organization and monitoring  
of library materials. It supports better record accuracy and more efficient library operations.  
Future Researchers and Developers. This study can serve as a reference for future developers who want to  
create or improve similar library management systems using Python, GUI development, and database  
integration.  
SCOPE AND LIMITATIONS  
This study focuses on the development of a desktop-based Library Management System using Python and  
SQLite. The system includes basic library management functions such as adding book records, viewing records,  
searching books, editing book information, deleting records, borrowing books, returning books, and generating  
reports.  
The system is intended for academic and small library use. It is designed to run locally on a computer and does  
not require internet access. However, it does not yet support advanced features such as online access, cloud  
storage, barcode scanning, mobile application support, multi-user network access, email notifications, or  
automatic overdue penalty computation.  
Future improvements may include user login authentication, barcode scanner support, due-date reminders,  
borrower account management, cloud backup, and web-based access.  
REVIEW OF RELEVANT THEORY, STUDIES, AND LITERATURE  
This chapter presents the theories, studies, and literature relevant to the development of Efficient Record-  
Keeping: A GUI-Based Python Library Management System. It discusses library management principles,  
database systems, computerized record-keeping, graphical user interface applications, Python programming, and  
previous studies on library management systems. These concepts provide the foundation for understanding the  
importance of developing a computerized system to manage library records efficiently.  
Library Management Systems  
Library Management Systems (LMS) are designed to automate and streamline the handling of books, borrowing  
transactions, and member records. Traditionally, libraries relied on manual methods such as ledger books and  
index cards, which often led to misplaced records, delayed transactions, and difficulty in tracking borrowed  
books. A well-developed LMS enables libraries to store, search, and manage book information systematically  
while also monitoring borrowing and return activities.  
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According to Koohang et al. (2017), effective LMS solutions allow staff to manage book cataloging, member  
registration, borrowing, and returning efficiently. A GUI-based LMS reduces human error, improves  
accessibility of records, and speeds up transaction processing.  
Computerized management systems  
Computerized management systems are highly used in handling records, processing data, and improving  
operational efficiency. In contrast to manual record-keeping, computerized systems provide faster data entry,  
easier access to information, and reduced human error. In a Library Management System, a computerized system  
allows users to browse books, borrow books, record books, and add books to the library system. Moreover, the  
system allows users to track and review transactions which significantly makes library operations faster and  
efficient. According to Mardiyati et al. (2025) A web-based book inventory management system is crucial in  
reducing administrative workload which improves inventory accuracy and enhances users' experience in school  
libraries. Furthermore Lathifuddin et al. (2026) Library management system simplifies and digitalizes library  
operations, reducing inefficiencies and enhancing user experience.  
Database Management System (SQLite)  
A Database Management System (DBMS) is essential in software applications for storing, organizing, and  
retrieving data efficiently. SQLite is a widely used embedded relational database because it is lightweight,  
serverless, and easy to integrate into applications without requiring complex setup.  
According to Urwin (2024) explained that SQLite is a self-contained database engine that stores data in a single  
file, making it highly portable and suitable for small-scale and standalone applications. Its simplicity allows  
developers to focus more on application logic rather than database configuration.  
According to GeeksforGeeks (2025) further described SQLite as a fast, reliable, and zero-configuration database  
system commonly used in mobile and desktop applications. It is also widely supported in programming  
languages such as Python, making it ideal for student-developed systems like library management projects.  
However, despite its advantages, SQLite has architectural limitations, such as limited concurrency support and  
reduced performance in large-scale multi-user networks. Because of this, it is more suitable for small to medium  
applications where simplicity and local data storage are prioritized. Overall, the literature shows that SQLite is  
an effective database solution for GUI-based library management systems due to its portability, efficiency, and  
ease of integration.  
Library Management System  
According to Singh (2024), The Library Management System (LMS) is a computerized application developed  
to streamline and manage the fundamental operations of a library efficiently. Its primary purpose is to provide a  
user-friendly platform that automates the administration of library resources, member records, and transaction  
processes, thereby enhancing operational efficiency and minimizing the manual workload of library personnel.  
The proposed system is capable of performing several essential library functions, including book cataloging,  
member registration, book borrowing, book return processing, and due date monitoring. It also contains modules  
that facilitate the addition of new books to the library collection, modification of existing book details, and  
removal of outdated or unavailable materials from the database. In terms of member management, the system  
enables the registration of users, updating of personal information, and monitoring of borrowing records and  
transaction histories.  
Furthermore, the Library Management System incorporates an advanced search feature that allows users to  
locate books efficiently using various search parameters such as title, author, genre, and International Standard  
Book Number (ISBN). The system also supports the generation of comprehensive reports related to library  
utilization, overdue materials, and member activities. These reports can assist library administrators in decision-  
making processes and in improving the overall quality of library services.  
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GUI-Based Applications  
Graphical User Interface (GUI)-based applications play a pivotal role in optimizing the efficiency and usability  
of modern library management systems. Compared to conventional manual methods or command-line interfaces,  
these applications offer an interactive, user-friendly environment for managing library records, thereby  
streamlining operations such as borrowing, searching, and updating data while minimizing operational errors  
(Valdez, 2022).  
According to Kumar and Singh (2022) observed that traditional, manual library systems are inherently inefficient  
and highly susceptible to human error. They emphasized that computerized systems significantly enhance  
cataloging, searching, and data management, which ultimately improves overall system reliability.  
Furthermore, interface design directly influences system performance and user reception. Siregar and Wahyuni  
(2023) demonstrated that well-organized interfaces optimize navigation and elevate the user experience. In  
alignment with these findings, According to Lwoga and Sangeda (2021) asserted that usability, functionality,  
and reliability serve as critical determinants of user satisfaction and system adoption, noting that poorly designed  
interfaces often discourage engagement even if the system is feature-rich.  
According to Ariyanti and Supriyanto (2023) further highlighted that implementing proper UI and UX design  
principles minimizes user friction and learning curves. This is supported by Valdez (2022), who emphasized that  
factors such as learnability and operational efficiency directly govern how effectively users interact with library  
software. Additionally, the capacity for system adaptability is crucial; Rijal (2024) noted that interface  
customization—such as that seen in platforms like KOHA—empowers librarians to maximize system features  
and tailor the software to specific institutional needs.  
Overall, the existing literature underscores that GUI-based library management systems drastically reduce  
manual workloads, enhance record accuracy, and improve user satisfaction. However, a significant gap remains:  
current research heavily favors web-based systems, leaving a notable scarcity of literature regarding desktop-  
based GUI applications. This creates a distinct opportunity for further development and exploration utilizing  
local, Python-based desktop frameworks.  
Automation of the System  
Existing studies on library management systems are highly productive for education. According to Jaiswal and  
Pandey (2024), Library Automation reduces manual process and errors, allowing the staff to focus on user  
engagement and service improvement, while improving the accuracy of information.  
The system can automate and organize library operations by using a GUI-based application. By using GUI-based  
applications, the researchers can replace the manual processes with digital tools that are much easier, faster, and  
much more accurate to use.  
However, these systems impose challenges according to Dagogo (2024), Library Automation in the 21st century  
faces challenges like insufficient funding, and technology. But proper planning, and management support can  
improve efficiency and maintain a quality system.  
Input Validation and Error Handling  
Input validation ensures that only correct and complete information is stored in the database. For library  
management, validation can prevent duplicate book IDs, invalid member numbers, incorrect return dates, or  
missing fields. Error handling further enhances reliability by notifying users of invalid entries without crashing  
the system. According to Birajdar (2025), robust input validation is crucial in LMS to maintain accurate library  
records and prevent data corruption.  
Related Studies  
Several studies have explored computerized library management systems:  
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1. Koohang et al. (2017) developed a GUI-based LMS that automated cataloging and borrowing processes,  
reducing manual workload and improving record accuracy.  
2. Dewan et al. (2020) implemented a Python-based LMS with SQLite database for a school library,  
enabling real-time book availability tracking and automated report generation.  
3. Hossain et al. (2019) designed an LMS with VS Code interface, emphasizing user-friendly navigation  
and effective record-keeping for both books and members.  
These studies highlight that computerized LMS solutions improve efficiency, reduce errors, and allow  
administrators to monitor library operations effectively.  
Synthesis of Reviewed Literature  
The reviewed literature emphasizes the importance of integrating database management, Python  
programming, GUI design, and input validation to create an efficient and reliable Library Management  
System. Manual methods are prone to errors and inefficiencies, whereas computerized systems streamline  
operations, improve accessibility, and maintain accurate records.  
Based on previous studies and LMS principles, the proposed system in this study focuses on:  
Storing book and borrower information in an SQLite database  
Automating borrowing and return processes  
Providing search, edit, and delete functionality  
Implementing GUI for easy navigation  
Applying input validation to prevent incorrect entries  
Generating reports for monitoring book status and library transactions  
This framework ensures a practical, user-friendly, and efficient solution for managing library records in an  
educational setting.  
This chapter presents the research design, system development process, system design, database design, tools  
and technologies used, system features, testing procedure, and evaluation method used in the development of  
Efficient Record-Keeping: A GUI-Based Python Library Management System. It explains how the system  
was planned, designed, developed, tested, and implemented to provide an efficient and user-friendly platform  
for managing library book records and borrowing transactions.  
METHODOLOGY  
Research Design  
The researchers used a system development approach in creating the Library Management System. The system  
aims to provide an organized and efficient way of managing and organizing through a graphical user interface  
(GUI). Python programming language was used for the development of the application. The researchers utilized  
Figma to design the components of the GUI. While SQLite database was integrated into the system to provide  
an accessible digital library management system for users.  
The Library Management System was designed to carry out important library operations, including adding  
books, borrowing books, updating book information, deleting books, and viewing book records. To maintain  
accuracy and dependability, input validation and error-handling features were incorporated into the system. The  
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researchers followed a systematic development approach consisting of planning, designing, coding, testing, and  
implementation to ensure the successful development of the system.  
This study employed a system development approach, which is suitable for developing a functional desktop-  
based library management system. This approach focuses on planning, designing, developing, testing, and  
implementing a system to solve a real-world problem, in this case, manual library record-keeping.  
The system was developed to address common problems in manual library operations, such as misplaced book  
records, slow searching, inaccurate borrower tracking, and difficulty in generating reports. The study aimed to  
provide a computerized solution that ensures accurate record management, efficient borrowing and returning,  
and reliable reporting.  
The system was developed using Python for programming logic, a graphical user interface for user interaction,  
and SQLite as the database management system for permanent storage.  
System Development Process  
The development of the Library Management System followed a series of structured phases to ensure the  
system’s efficiency, reliability, and user-friendliness.  
Planning  
During the planning stage, the researchers identified the problems in manual library management, including  
misplaced records, difficulty tracking borrowed books, and inefficient record retrieval. They also determined the  
main system requirements, including book record management, borrower management, borrowing and return  
processing, search functionality, editing and deleting records, and report generation.  
System Design  
System design involved creating flowcharts and interface mockups to guide the development process. The design  
defined the main system modules, including:  
Book Management Module – for adding, viewing, editing, and deleting book records.  
Borrower Management Module – for registering library users.  
Borrow/Return Module – for processing book loans and returns while updating availability.  
Search and Reports Module – for searching books and generating transaction summaries.  
Exit/Logout Module – for safely closing the application.  
The system was designed to use a GUI interface to make navigation and record management intuitive for library  
staff.  
Development  
In this phase, the researchers carried out the actual coding and implementation of the system. The application  
was developed using the Python programming language together with the Figma library for the graphical user  
interface. Furthermore, a SQLite database was integrated to manage the storage and retrieval of library records  
efficiently. Essential functions such as Add, View, Edit, Delete, Search, Borrow, and Report generation were  
successfully incorporated into the system.  
Database Integration  
An SQLite database was integrated into the system for permanent storage of library records. The database stores  
the following tables:  
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books – stores book ID, title, author, year, category, and availability status.  
borrowers – stores borrower ID, name, and contact information.  
transactions – records book loans and returns with dates.  
activity_log – records all administrative actions such as adding, editing, deleting books or transactions.  
The database ensures that all records remain saved even when the system is closed. Python’s built-in sqlite3  
library was used to execute SQL commands such as INSERT, SELECT, UPDATE, and DELETE.  
Testing  
Functional testing was conducted to verify that all features worked correctly. This included testing:  
Adding, editing, and deleting book records.  
Borrowing and returning books.  
Searching for books by title, author, or category.  
Generating borrowing and transaction reports.  
Input validation to prevent invalid or incomplete entries.  
Errors and issues identified during testing were corrected through debugging to ensure reliability.  
Implementation  
After testing, the final system was implemented as a desktop-based Library Management System. The system  
allows library staff to manage book records, borrower information, borrowing and return transactions, and  
generate reports efficiently. Its GUI ensures ease of use, while SQLite provides permanent and reliable data  
storage.  
Systems Design  
Figure 1. Waterfall Model of the System  
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This figure illustrates the Waterfall Model followed in developing the Library Management System. It depicts  
the sequential phases of system development, including requirements gathering, system design, development,  
testing, deployment, and maintenance, providing a structured approach to ensure the system meets user  
requirements and operates effectively.  
Figure 2. Flowchart of the System  
This figure illustrates the operational flow of the Library Management System. It begins with administrator login  
validation, proceeds to the main dashboard, and allows access to modules for student management, book  
management, borrowing, viewing records, and database operations. The flowchart shows the sequential logic of  
each module, including record checks, confirmations, database updates, and logout, providing a clear overview  
of system processes.  
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Figure 3. Library Management System Dashboard (GUI)  
This figure shows the graphical user interface of the Library Management System dashboard. It provides an  
overview of the library’s current status, including total books, available books, borrowed books, total students,  
active loans, and overdue items. The dashboard also displays recent activity such as book borrowings and returns,  
allowing administrators to monitor library operations efficiently.  
Figure 4. Database Interface and Records in the Library Management System  
This figure shows the Library Management System running in the Python terminal with the SQLite database  
connected. It displays stored book records, including book ID, title, author, and availability status. This interface  
demonstrates how the system retrieves and presents database records, supporting efficient record-keeping and  
management.  
System Features  
The developed system includes the following features:  
Add Book Record – register new books with details such as title, author, year, and category.  
View Book Records – display all books in a structured table.  
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Edit/Delete Book Records – update or remove book information as needed.  
Borrow/Return Processing – manage book lending and returning while updating availability.  
Search Function – find books by title, author, or category.  
Report Generation – generate transaction summaries and book availability reports.  
Activity Logging – record all administrative actions for accountability.  
Exit/Logout – safely close the application and maintain data integrity.  
Tools and Technology Used  
The development of the Library Management System utilized the following tools and technologies:  
Programming Language: Python – Used for system logic, database interaction, and implementing the  
functionalities of the application.  
GUI Framework: PyQt5 – Employed to create an interactive and user-friendly graphical interface.  
UI/UX Design: Figma – Utilized for designing the system interface layout and improving user  
experience.  
Database: SQLite3 – Chosen for lightweight, file-based, and permanent storage of book and borrower  
records, as well as transaction logs.  
Development Tools: VS Code – Used as the integrated development environment (IDE) for writing,  
debugging, and testing the Python code.  
This combination of technologies ensures a robust, functional, and visually appealing library management  
system with efficient database storage and user interaction.  
Testing Procedure  
Testing was conducted using functional testing methods. Each module was tested to verify that it produces the  
expected outcome. Both valid and invalid inputs were tested to ensure robustness, including:  
Blank or incomplete entries.  
Duplicate book or borrower IDs.  
Invalid date formats for borrow/return transactions.  
Attempting to borrow unavailable books.  
Evaluation of the System  
The system was evaluated based on:  
Functionality – ability to manage books, borrowers, and transactions effectively.  
Accuracy – correctness of book records, borrower details, and transaction records.  
Usability – ease of navigation and clarity of the GUI.  
Reliability – proper data storage and retrieval from SQLite.  
Efficiency – speed of operations such as search, borrow, return, and report generation.  
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Summary  
The methodology of this study followed a system development approach consisting of planning, system design,  
development, database integration, functional testing, and implementation. The Library Management System  
was developed using Python, and SQLite, with OOP principles for better code structure.  
Through this methodology, the researchers created a functional, user-friendly system that efficiently manages  
library records, book availability, borrowing and return transactions, and report generation. The system  
demonstrates the practical application of Python programming, GUI development, database management, and  
input validation in improving library operations.  
RESULTS AND DISCUSSION  
This chapter presents the results and discussion of the developed Efficient Record-Keeping: A GUI-Based  
Python Library Management System. It highlights the system overview, graphical interface, key modules,  
functional testing, and the overall performance of the library management system.  
System Overview  
The Library Management System is a desktop-based application developed to assist users in efficiently  
organizing, monitoring, and managing library records and transactions. The system was designed to address the  
need for a more organized, accurate, and accessible method of handling library operations without relying on  
manual record-keeping procedures.  
The application operates through a menu-driven Graphical User Interface (GUI) created using Figma and is  
integrated with a SQLite relational database for reliable data storage and management. Upon launching the  
program, the system automatically retrieves existing library records from the database, allowing users to access  
information immediately without additional configuration.  
The main objective of the system is to enhance the efficiency, accuracy, and organization of library management  
processes. This is achieved through input validation features that minimize encoding errors, systematic  
categorization of records, and report generation capabilities that provide users with a clear overview of library  
activities.  
Overall, the Library Management System provides a comprehensive platform for managing library operations,  
including adding, viewing, editing, deletion, searching, and report books within a unified and user-friendly  
interface.  
System Features and Results  
Add Book Records  
The Add Book Records feature allows the user to enter new books into the system database efficiently. This  
function stores important book details such as title, author, genre, ISBN, and publication year. It helps maintain  
an organized and updated collection of library resources. The system validates the entered information to reduce  
errors and duplication of records. Users can easily expand the inventory whenever new books are acquired by  
the library. This feature improves the accuracy of record management and minimizes manual documentation. It  
also ensures that all newly added books are accessible within the system for future transactions. Overall, the Add  
Book Records feature contributes to a more systematic and efficient library management process.  
The Add Book module allows the user to enter a new book record, including details such as title, author, year,  
category, and availability status.  
Result: The system successfully saved all valid book records in the SQLite database. Input validation prevented  
incomplete or duplicate entries from being saved. This ensured accurate and organized book records.  
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View Book Records  
The View Records feature enables users to access and examine all stored book records in the database. It provides  
a comprehensive display of available books and related transaction details. This function allows users to quickly  
search and retrieve information when needed. Users can monitor the availability and status of books more  
efficiently through this feature. It also supports better organization of library resources by presenting records in  
a structured format. The feature minimizes the time required to locate specific information manually.  
Additionally, it improves decision-making by providing accurate and updated data regarding library materials.  
Overall, the View Records feature enhances accessibility and convenience in managing library information.  
The View module displays all stored books in a structured table format. Users can see book titles, authors,  
categories, years, and availability status.  
Result: All stored book records were displayed correctly. Users could efficiently review the library’s collection,  
improving record accessibility compared to manual logbooks.  
Editing Book Records  
The Editing Book Records feature allows authorized users to modify existing book information in the system.  
This function ensures that all records remain accurate and up to date. Users can edit details such as book title,  
author, genre, publication year, and publication information whenever necessary. The feature helps maintain  
consistency and reliability within the database. It also prevents the accumulation of outdated or incorrect  
information in the system. By allowing updates, the system can adapt to changes in the library inventory more  
effectively. This function contributes to improved record accuracy and efficient management of resources.  
Overall, the Editing  
Book Records feature supports the continuous maintenance of a reliable library database.  
Delete Book Record  
The Delete Book Record feature enables users to remove unnecessary or outdated book records from the system  
database. This function is useful for managing books that are damaged, lost, or no longer available in the library.  
It helps maintain the accuracy and relevance of stored information. The feature also prevents clutter and  
duplication within the database. Authorized users can securely delete records while ensuring proper management  
of library data. This process contributes to a more organized and efficient record-keeping system. Additionally,  
it improves the overall performance of the application by eliminating inactive records. Overall, the Delete Book  
Record feature supports effective database maintenance and resource management.  
Borrow Book Record  
The Borrow Book Record feature manages the process of issuing books to users. It records essential transaction  
details such as borrower information, borrowed books, issue dates, and return deadlines. This feature ensures  
proper monitoring of borrowed materials within the library system. It helps librarians track book circulation  
more accurately and efficiently. The system also minimizes the risk of lost or unreturned books through  
organized transaction records. Borrowing information can be retrieved easily whenever needed for verification  
purposes. This function improves accountability among borrowers and library staff. Overall, the Borrow Book  
Record feature enhances the efficiency and reliability of library transaction management.  
Exit System  
The Exit System feature enables users to safely close the Library Management System application. This function  
ensures that all ongoing transactions and records are properly saved before termination. It helps prevent data loss  
and protects the integrity of the database. Users can conveniently end their session after completing library  
operations. The feature also contributes to system security by preventing unauthorized access when the  
application is no longer in use. Proper system termination supports the stable performance of the software.  
Additionally, it provides users with a simple and efficient way to exit the application. Overall, the Exit System  
feature promotes safe and reliable system operation.  
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Search Function  
The search module allows the user to find a book by title, author, or category.  
Result: Search results displayed the correct book(s) matching the query. This made retrieving specific records  
faster and more accurate than scanning through manual logs.  
Report Generation  
The Report module generates summaries of book availability, borrowing, and return transactions.  
Result: Reports accurately reflected the stored database records, providing useful information for library  
management and decision-making.  
System Interface  
The Library Management System utilizes a sidebar-based navigation interface developed using Figma. The  
navigation panel is positioned on the left side of the application window, allowing users to conveniently access  
major system modules such as Dashboard, Manage Books, Borrowings, and Students. This layout improves  
accessibility, organization, and ease of navigation within the system. Additionally, the interface was designed to  
provide a clean, user-friendly, and efficient environment for managing library operations. The development and  
implementation of the Library Management System were successful. Student data and books, as well as  
borrowing records, can be managed efficiently using the system. It was found that the system is capable of  
accurately documenting transactions, storing, retrieving, and updating data. Through automation and by limiting  
mistakes on part of the human component, the system proved to increase both the accuracy and effectiveness of  
library processes. Monitoring and obtaining information through a unified database became easier. Overall, the  
objectives of the system in providing an efficient and reliable way of managing the resources were met.  
Add Book Records  
Figure 5. Add Book Interface of the Library Management System  
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This figure shows the Add Book interface of the Library Management System. The interface allows the  
administrator to input new book details such as accession number, title, author, genre, ISBN, and year published.  
This feature ensures accurate entry of book information into the database and updates the system inventory upon  
submission  
View Records  
Figure 6. View Book Records Interface of the Library Management System  
This figure shows the View Book Records interface of the Library Management System. It allows administrators  
to see all registered books in a structured table format, including details such as book title, author, year, ISBN,  
and status. This feature helps library staff monitor available and borrowed books efficiently.  
Editing Book Record  
Figure 7. Edit Book Interface of the Library Management System  
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This figure shows the Edit Book interface of the Library Management System. It allows administrators to update  
the details of an existing book, including title, author, genre, ISBN, year published, and availability status. This  
feature ensures that book information in the database remains accurate and up-to-date.  
Delete Book Record  
Figure 8. Delete Book Interface of the Library Management System  
This figure shows the Delete Book interface, where the system prompts the administrator to confirm the  
permanent removal of a book record from the archive. This confirmation step ensures that deletions are  
intentional and prevents accidental loss of book data.  
Borrow Book Record  
Figure 9. Borrow Book Interface of the Library Management System  
This figure shows the Borrow Book interface where the administrator or library staff can record the borrowing  
transaction. It allows selecting a student and a book, automatically checks availability, and saves the borrowing  
details in the system. This interface helps track borrowed books and updates their status efficiently.  
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Exit System  
Figure 10. Exit System Interface of the Library Management System  
This figure shows the Exit System interface, which allows the administrator to safely close the Library  
Management System. It ensures that all data is saved, database connections are properly closed, and no records  
are lost during the exit process.  
System Testing Results  
Table 1.  
Test Case  
What Was Done  
Expected Result  
Actual Result  
Status  
Invalid  
Credentials  
Login  
Entered  
username  
password  
wrong  
or  
System  
display  
Username  
Password”  
should  
“Invalid  
System  
error message  
displayed  
PASS  
or  
Empty  
(Login/Add  
Record)  
Field  
Left a required  
field empty  
System  
prompt  
complete  
fields  
should  
System  
warning message  
displayed  
PASS  
PASS  
user  
to  
required  
Add Record  
Entered  
valid  
Record should be  
Record  
saved  
book details  
saved  
database  
in  
the  
successfully in the  
database  
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Delete Record  
Search Record  
Borrow Book  
Removed a book  
record  
Book  
removed from the  
database  
should  
be  
Record successfully  
removed from the  
database  
PASS  
PASS  
PASS  
Searched by title,  
System  
retrieve  
record(s)  
should  
matching  
Matching  
displayed  
records  
author,  
or  
category  
Borrowed a book  
System  
record  
should  
borrowing  
Borrowing  
transaction  
details and update  
book status  
recorded and book  
status updated  
Return Book  
Invalid Input  
Returned  
borrowed book  
a
Book  
should be updated  
availability  
Return transaction  
recorded and book  
status updated  
PASS  
PASS  
PASS  
PASS  
Entered  
characters or data  
type  
invalid  
System  
display  
message  
should  
error  
Error  
message  
an  
displayed  
Duplicate  
ID/ISBN Entry  
Entered a book  
with  
ID/ISBN  
System should show  
duplicate  
warning  
Duplicate  
record  
existing  
record  
warning displayed  
Borrow  
Unavailable  
Book  
Attempted  
to  
System  
block transaction  
should  
Transaction  
borrow a book  
that is already  
borrowed  
blocked  
warning  
with  
Edit  
Record  
Book  
Updated existing  
book details  
Changes  
reflect  
database  
should  
Changes  
successfully  
saved  
report  
PASS  
PASS  
in  
the  
Generate  
Report  
Requested  
a
Report  
match  
should  
database  
Correct  
generated  
summary report  
records  
All test cases passed successfully, showing that the system performs its intended functions reliably.  
DISCUSSION OF FINDINGS  
The results demonstrate that the Library Management System successfully addressed issues inherent in manual  
record-keeping. The system allows library staff to manage book records efficiently, accurately track borrowed  
and returned books, and generate reports with minimal errors.  
Database integration with SQLite ensures that records are saved permanently and organized in tables for efficient  
access. Input validation prevents incorrect entries, reducing errors in book and borrower records.  
The GUI enhances usability by providing an intuitive interface that simplifies navigation and operation. Staff  
can perform key tasks such as adding, searching, editing, and deleting records without prior technical training.  
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Overall, the system improves library operations by increasing accuracy, reducing manual workload, improving  
record accessibility, and enabling quick retrieval of information for decision-making and reporting.  
CONCLUSIONS AND RECOMMENDATIONS  
Conclusions  
Based on the development, testing, and evaluation of the Library Management System, the researchers  
concluded that the system successfully achieved its main objective of providing a functional, GUI-based desktop  
application to manage library book records and borrowing transactions efficiently.  
The system effectively addressed the challenges of manual record-keeping, including misplaced records, delayed  
book searching, inaccurate borrower tracking, and difficulties in monitoring book availability. Through the use  
of Python, VS Code, and SQLite, the system provides an organized and reliable method for storing and retrieving  
book and borrower information.  
The system successfully implemented key functionalities, including:  
Adding, viewing, editing, and deleting book records  
Borrowing and returning books with automatic status updates  
Searching for books by title, author, or category  
Generating transaction reports and summaries  
Input validation to prevent incorrect or incomplete entries  
Functional testing confirmed that the system worked as intended. All test cases passed, demonstrating that the  
system reliably processed transactions, updated inventory status, handled invalid inputs, and preserved database  
integrity.  
The graphical user interface contributed to system usability, allowing library staff to interact with the system  
intuitively without requiring technical knowledge of databases or programming. Overall, the system is a practical  
and user-friendly solution for improving the efficiency, accuracy, and organization of library record  
management.  
Recommendations  
Based on the findings and observed limitations, the following recommendations are proposed to improve the  
Library Management System:  
1. User Authentication: Implement user login and role-based access to differentiate between  
administrators, library staff, and general users for enhanced security.  
2. Barcode Integration: Integrate barcode scanning to speed up book check-in and check-out processes.  
3. Report Enhancements: Include advanced reporting features such as daily, weekly, and monthly  
summaries, with export options to PDF or Excel.  
4. Overdue Tracking: Add a module to track overdue books and generate notifications or reminders for  
borrowers.  
5. Cloud Backup: Implement cloud-based data backup to prevent data loss and allow remote access to  
records.  
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6. Multi-User Support: Enable multi-user network access so that several library staff members can operate  
the system simultaneously.  
7. Mobile Accessibility: Develop a mobile version or responsive interface for easier access in libraries with  
limited desktop stations.  
8. User Interface Improvements: Enhance the GUI design with modern themes, clearer navigation, and  
visual feedback for actions.  
9. Advanced Search: Implement filtering and sorting features to allow searches by multiple criteria, such  
as availability status, category, or borrower.  
10. Usability Testing: Conduct further usability studies with actual library staff to gather feedback and refine  
system features for real-world application.  
In conclusion, while the Library Management System currently meets its intended goals and performs all  
essential functions, future enhancements could improve usability, accessibility, security, and reporting, making  
it a more robust and comprehensive tool for modern library management.  
ACKNOWLEDGEMENT  
The researchers would like to express their heartfelt appreciation to Engr. Meshelle N. Fabro, PCpE, for her  
dedicated mentorship, professional guidance, and expert supervision throughout the completion of this study.  
Her valuable insights, constructive suggestions, and continuous encouragement significantly contributed to the  
successful development and improvement of this research.  
The researchers also extend their sincere gratitude to the Eulogio “Amang” Rodriguez Institute of Science  
and Technology (EARIST), particularly the Department of Computer Engineering, together with its faculty  
members, for providing the academic knowledge, technical resources, and institutional support necessary for the  
accomplishment of this project. The institution’s commitment to excellence in education, innovation, and  
research played an essential role in the success of this study.  
Special thanks are also given to the families and friends of the researchers for their unwavering support, patience,  
understanding, and motivation. Their encouragement served as a source of inspiration and strength throughout  
the challenges encountered during the research process.  
Above all, the researchers offer their deepest gratitude to Almighty God for the wisdom, guidance, strength, and  
perseverance bestowed upon them throughout this endeavor. This work is humbly dedicated to His glory,  
acknowledging that every achievement was made possible through His grace and blessings.  
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MANAGEMENT & APPLIED SCIENCE (IJLTEMAS)  
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ABOUT THE AUTHORS  
Redrick John C. Baldeo is a Computer Engineering (CPE) student at the Eulogio “Amang” Rodriguez Institute  
of Science and Technology and a member of the Library Management System development team. He contributed  
to the design and development of the system by implementing Python-based functionalities, assisting in database  
management, participating in system testing, and helping improve the system’s overall performance and  
usability. Passionate about technology and innovation, he continuously seeks opportunities to expand his  
knowledge in software development, database systems, and computer engineering. He is particularly focused on  
enhancing his problem-solving and teamwork skills, recognizing their importance in developing effective  
solutions and collaborating successfully in technical projects. Through dedication, continuous learning, and  
hands-on experience, he aspires to become a competent, innovative, and successful computer engineer in the  
future.  
Marcmiel C. Barabad is a Computer Engineering (CPE) student at Eulogio “Amang” Rodriguez Institute of  
Science and Technology (EARIST) and a member of the Library System Management development team. He  
contributed to maintaining the project's structure and ensuring the overall functionality of the Library  
Management System.  
Driven by his goal of becoming a Network Engineer, he is committed to continuously expanding his knowledge  
of networking, mechatronics, and computer systems. Despite the challenges he faces in studying mathematics,  
he remains focused and determined to master its concepts, recognizing its importance in developing logical and  
analytical thinking. He believes that wisdom is gained through experience and that failure is an essential part of  
growth and learning.  
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He is also a TESDA ICT-CSS NC II certificate holder, reflecting his dedication and passion into developing  
practical technical skills and immersing himself in the field of information technology.  
Angel C. Caubang is a Computer Engineering (CPE) student and one of the developers of the Library  
Management System. As a recipient of a Research Award in the Information and Communications Technology  
(ICT) strand during senior high school, she developed a strong foundation in technology and innovation. Driven  
by her passion for computing, She continues to pursue advanced knowledge and skills in the field through her  
Computer Engineering studies. Her contributions to the project include system development, testing, and  
documentation, helping ensure the successful implementation of the Library Management System.  
Squall Leonhart B. Hilario is a Computer Engineering (CPE) student in Eulogio "Amang" Rodriguez Institute  
of Science and Technology. He is involved in the creation of the Library Management System. He contributed  
to software development, troubleshooting, and system enhancement, ensuring that the application met the  
project's objectives. Driven to develop his knowledge and practical skills, he continuously strives to improve his  
competence in the field of computer engineering. He has a strong interest in understanding how technological  
devices operate and often examines and disassembles them to gain deeper insights into their functions. With his  
passion for learning and determination, he aims to build a successful career in computer engineering.  
Richmond O. Jatol is a Computer Engineering (CPE) student at the Eulogio “Amang” Rodriguez Institute of  
Science and Technology (EARIST) and a member of the Library Management System development team, he  
contributed to the project by designing, developing, and managing the system’s database, helping enhance its  
organization, efficiency, and overall functionality. Passionate about technology and system development, he  
continuously works to expand his knowledge and technical expertise in computer engineering. Despite academic  
challenges, he remains dedicated to strengthening his analytical thinking, problem-solving, and programming  
skills. Through perseverance, continuous learning, and self-improvement, he aims to become a competent and  
accomplished computer engineer capable of developing innovative solutions that contribute to the advancement  
of technology.  
Angelica D. Paleracio is a Computer Engineering (CPE) student who contributed to the development of the  
Library Management System. She participated in project planning, documentation, and system evaluation,  
helping ensure the effectiveness and quality of the final product.  
Engr. Meshelle N. Fabro is a licensed Professional Computer Engineer and educator at the Eulogio “Amang”  
Rodriguez Institute of Science and Technology (EARIST). She is currently pursuing a Master of Science in  
Computer Engineering at Bulacan State University and has professional industry experience as a Technical  
Engineer at Hewlett-Packard (HP) and an IT Engineer at IBM.She is also a TESDA CSS NC II and Trainers  
Methodology Level I (TM1) holder, demonstrating her commitment to technical excellence and competency-  
based education. Passionate about teaching and innovation, she is dedicated to guiding Computer Engineering  
students in becoming industry-ready, competent, and highly skilled individuals equipped for the evolving  
demands of the technology industry.  
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