You may not
exactly feel like
Tom Cruise…but
you can
accomplish this
mission!!
Library Automation = Integrated
Library System (ILS)
What do you need to
know before
purchasing a new ILS
for a small library?
#1 - No
Fear
Allowed!
You don’t have
to understand
how an engine
works to
purchase or
operate a car
#2 - Decide what modules you need
for your ILS
OPAC
Cataloging
Circulation
Acquisitions
Material Booking
Reports
#3 - Decide what is most
important module to your
library
There is NO perfect ILS software
Working with the vendors
• Multiple vendor demonstrations
• Asking for bids from vendors
• Reviewing bids - understanding
the contents
• Selecting a vendor
#4 – Reading Reviews –
A Critical step
Expert review of all ILS Library Journal article
every April by Marshall Breeding
Latest for 2009 Investing in The Future:
Automation Marketplace 2009
http://www.libraryjournal.com/article/CA6645
868.html?industryid=47136
#5 - Creating a reasonable
timeline to complete the Journey
Policies (or parameters)
Barcodes
Hardware purchase or ASP
Data Migration
Consulting services
Training
Going live
Certain policies (or parameters) will
be requested by vendor
• Library
• Material types
• Locations (or Collections)
• Reading level
• Genre
Who needs the location noted?
Library Staff
Patrons
Location Policies
• Tell patron where an item may be
found in the library
• Dewey Decimal or LC System
• Why don’t book stores use Dewey
Decimal?
ILS Location Policy
• OPACs – locations noted?
• Dewey Decimal and/or a real
location noted in software?
#6 -
So if OPAC is most
important…
Make time to evaluate and
match your library’s signage
to the location information
on your OPAC
Barcodes
Evaluating your barcodes
• How many digits does your
current barcode have?
• Is the whole barcode in your data
or just in the display?
More about barcodes
• 14 digit is the standard
• Smart barcodes or dumb (also
called random or generic)
barcodes best for you?
• Location of barcodes and why
• Codabar or Code 39 desirable
Barcode format
Digits:
1
Meaning: Item or
patron
(3 for
items
and
2 for
patrons)
2345
6 7 8 9 10 11 12 13 14
Institution Item or Patron
number
Identification Number
Check
Digit
#7 – So if you need time to
re-barcode your items – add it to
your timeline
Data Migration
What are YOU moving to your new
ILS?
The World of Data
Minimum = 2 record types
Bibliographic
User
MARC Bibliographic Record
.010. |a73005229
.100. 10|aStevens, Joseph L.
.245. 10|aImpact of Federal legislation
and programs on private land in urban
and metropolitan development|c[by]
Joseph L. Stevens.
.260. 0 |aNew York,|bPraeger|c[1972]
MARC Record (cont.)
.300. |a2 v.|c25 cm.
.490. 0 |aPraeger special studies in U.S.
economic, social, and political issues
.504. |aBibliography: p. 191-232.
.650. 0|aHousing|zUnited States|xLaw.
.650. 0|aCity planning and redevelopment
law|zUnited States
.
MARC Record (cont.)
.949. |aKF5729 .S7|vVOL 1|wLC
|c1|3131000011800|lSTACKS|mMA
IN|tBOOK|u4/12/89
.949. |aKF5729 .S7|vVOL 2
|wLC|c1|i32131000011801|lSTACKS
|mMAIN|tBOOK|u4/12/89
User Record Formats
•
•
•
•
•
•
•
FORM=LDUSER
.USER_ID. |a1324567
.USER_ALT_ID. |a123-45-6789
.USER_ROUTING_FLAG. |aY
.USER_TITLE. |aMs.
.USER_NAME. |aBlair, Mary.
.USER_LIBRARY. |aEastwood
UserRecord
RecordFormats
Format (cont.)
User
(cont.)
•
•
•
•
•
•
•
.USER_PROFILE. |aADULT-RES
.USER_ACCESS. |aPUBLIC
.USER_ENVIRONMENT. |aGENERIC
.USER_CATEGORY1. |aFemale
.USER_CATEGORY2. |aADULT
.USER_PIN. |aMLB
.USER_CLAIMS_RET. |a3
UserUser
Record
Formats
(cont.)
Record
Formats
• .USER_MAILINGADDR. |a1
• .USER_ADDR1_BEGIN.
• .STREET. |a632 Petaluma Avenue
• .CITY/STATE. |aBirmingham, AL
• .ZIP. |a35210
• .HOMEPHONE. |a338-6887
• .USER_ADDR1_END.
UserUser
Record
Formats
(cont.)
Record
Formats
• USER_ADDR2_BEGIN.
• .WORKPHONE. |a555-1212
• .USER_ADDR2_END.
• .USER_BIRTH_DATE. |a19620930
• .USER_XINFO_BEGIN.
• .NOTE. |aVolunteers for SRP
• .USER_XINFO_END.
#8 – Do not assume - Make sure all
data is in your listed in your contract
•
•
•
•
•
•
•
Bibliographic (title)
Item
User (patron)
Charges
Bills
Vendor
Serial Checkin
What are the advantages of SaaS,
ASP, or vendor hosted ILS?
Comp
• Backups – Daily, weekly, monthly?
• Trouble shoot hardware problems?
Perform upgrades to new releases?
Replace hardware as needed?
Compute
• ASP – Application Service
Provider
• SaaS- Software as a Service
• Vendor hosted ILS
#10 – Pitfalls to Avoid
Written Plan
detailing all
tasks
Weed
Profusely
Take all the
training offered
by vendor
14 digit
barcodes
All data
listed
Signage
Your ILS is only a tool
Good Luck on your Journey!