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Librarian’s Toolbox
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Steps for Library Automation Courtesy Northeast Texas Library System (NETLS)
The process of selecting and implementing a library automation system should be though of as a major project. Librarians considering implementing or migrating to a new integrated automation system must plan well in advance of the expected implementation date. The list below is only for general information.
Librarians who embark on an integrated automation system project should research automation thoroughly. Materials on library automation are available at the NETLS Web site.
It not necessary or desirable to complete the steps below in the order they are listed. Some of the steps may be completed simultaneously.
Create a timeline. Consider all the processes and tasks that need to be completed after researching your automation project and determine how long each part of the project will take to complete. Include things such as budget requests and grant writing, weeding, bar-coding the collection, needs assessment, automation system analysis, implementation and training schedule. Make sure the training occurs after the system has been implemented and is ready to be used. Employees tend to forget their training if they cannot use the new system right away.
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Weed your collection. Plan to take the time to weed your collection before automation. There is no need to spend money on catalog records for items that should be withdrawn from the collection. This is one planning step that can actually save you money. If your collection has not been bar-coded, consider bar coding the collection when weeding. This step avoids handling the materials twice.
Determine the number of titles in your collection. Include all materials, fiction, non-fiction, A/V, serials, reference titles and CDs.
Determine the types of materials you circulate or plan to circulate.
Determine your service population.
Determine the type of patron you serve and consider diversity. Will your electronic catalog need to include a foreign language option?
What is your monthly circulation? Your vendor may ask you this question in order to understand a little about your library.
Do you have electronic catalog records for your collection? If you have been using an automated system, you probably already have electronic records of your catalog. These can be migrated to your new integrated automation system. The vendor you choose will be able to accommodate that process.
If you do not have electronic catalog records for your collection, you will need to plan for retroconversion of all the titles in your library. The best practice for retro conversion is to outsource the project to a company that specializes in creating electronic records for integrated automation systems. All records should be standardized as full marc records. For a data conversion vendor list, go to LYPonline or click here.
Creating electronic records for your library in-house can be more costly and time-consuming than outsourcing the project. Also, creating your own records can delay the implementation of the integrated automation system for several years, resulting in many records becoming obsolete by the time the integrated automation system has been implemented. Volunteer cataloging is not recommended for creating electronic records.
Which automation system to buy? First consider whether you want your system to exist in your building and to be maintained locally or if you want your system to be off-site and maintained by non library personnel. On site systems will require a backup tape to run each night and a library staff person to insert the tape. Also, a local computer technician should be available for troubleshooting. Off-site systems are more convenient since all maintained is done without the need for a local computer technician and backups are included in the maintenance. However, off-site systems require a high speed Internet connection that is always dependable. Information about choosing vendors is available at the NETLS professional collection from the NETLS Web site.
Create list of vendors. Usually, librarians should obtain a list of automation vendors and narrow down that list to vendors that are best at serving your library type and that seem most appropriate. Check LYPonline for a complete list.
Schedule software demonstration. After reducing the list to about 3-4 companies, ask them for a presentation of their software. Create a list of things you want them to show you so you can compare each software and its capabilities.
Check references. Ask each vendor for a client list so you can contact those libraries for their opinion on how that system has worked for them.
Visit other libraries. Visit libraries that are using the software that you are considering.
Plan your budget. Plan for your project by obtaining quotes for all costs, including retrospective conversion, data migration, licensing and software and equipment needs (such as bar code scanners, receipt printers, laser printers, PCs and servers). Create a request for information form letter that provides a snapshot of your community, including the number of titles and volumes in your collection, service population, monthly circulation, the number of libraries or buildings where service is provided, the square footage of each building, and number of full-time and part time employees. This should give the vendor a general idea of the size of your library. Vendor prices are related to the size of the library. Then, ask for a rough quote that is not legally binding from your vendor for their integrated automation system. This will help you when planning your budget.
Implement and publicize. When the system is ready for the public, be sure to market the new library service and include as much publicity as you can. Many libraries have a grand opening to celebrate the new service to the public. |
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