LALINC/LOUIS
Strategic Plan
2013-2016
October 10, 2014
Update to the LALINC Membership
Approved on June 20, 2013 by LALINC Executive Board
Table of Contents
Committee Charge………………………………………………………………..……………… 3
Committee……………………………………………………………………………………………. 3
Background…………………………………………………………………………………………… 4
Vision Statement…………………………………………………………………………………… 6
Mission Statement………………………………………………………………………………… 6
Strengths………………………………………………………………………………………………. 6
Weaknesses…………………………………………………………………………………………… 6
Opportunities………………………………………………………………………………………… 7
Threats………………………………………………………………………………………………….. 7
Strategic Goals………………………………………………………………………………………. 8
Administrative/Structural…………………………………………………………. 8
Budget/Financial………………………………………………………………………. 13
Services/Personnel…………………………………………………………………… 15
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COMMITTEE CHARGE
In July 2012 the LALINC Executive Board charged the LALINC/LOUIS Strategic Planning Committee with
the following task:
Prepare a three to five year plan for the Consortium to include a vision statement and to
address the following areas: Administration/Structure, Budget/Financial, and Services/Personnel
The LALINC/LOUIS Strategic Planning Committee was requested to conduct sharing sessions with
stakeholders at LUC, the Fall 2012 LALINC Directors Meeting, and at any other activity it deems
necessary. The committee was asked to complete the plan and present a report to the LALINC Executive
Board in June 2013.
Sara Zimmerman, LOUIS Executive Director, called the LALINC/LOUIS Strategic Planning Committee to its
first meeting, which took place September 7, 2012 in Baton Rouge. The Committee met periodically
throughout the Spring of 2013.
COMMITTEE MEMBERS
Jennifer Cargill, Dean of Libraries, Louisiana State University and A & M College – retired February 28,
2013
Joanie Chavis, Dean for Learning Resources and Associate Professor, Baton Rouge Community College
James Duggan, Director of the Law Library and Associate Professor, Tulane University
Sharon Mader, Dean of Library Services, University of New Orleans
Shatiqua Mosby-Wilson, Director of Library Services, Southern University at New Orleans
Cathy Sicard, Assistant Director, LOUIS
Elaine Smyth, Interim Dean of Libraries, Louisiana State University and A & M College – joined March 1,
2013
Sheri Thompson, IT Communication & Planning Officer, LSU
Charles Triche, Dean of University Libraries, University of Louisiana at Lafayette
Sara Zimmerman, Executive Director, LOUIS
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BACKGROUND
For more than twenty years, LOUIS: The Louisiana Library Network has been a collaboration among
Louisiana’s academic libraries and the foundation on which Louisiana academic libraries build to support
research, teaching and learning. The need for LOUIS’s services has always been extensive, but it has
become even more critical during this current period of diminished funding for higher education.
LOUIS was established in 1992 as a consortium to provide equal access to library services and
information resources to all publicly funded academic libraries, to maximize the purchasing power of the
consortium, and to share expertise in support of research, teaching and learning on each campus. LOUIS
is governed by the Louisiana Academic Library Information Network Consortium (LALINC) Executive
Board, which is made up of the deans and directors of the LOUIS member libraries.
LOUIS supports all academic libraries in the state’s higher education systems, including the University of
Louisiana System, the Louisiana Community and Technical College System, the Southern University
System, the Louisiana State University System, the Louisiana Academic Independent Colleges and
University Network, and LUMCON. In addition, LOUIS works closely with the State Library of Louisiana,
parish libraries, state archives and museums, and private museums.
LOUIS’s central support staff, located in Information Technology Services at LSU, installs, upgrades,
configures, consults, supports, and negotiates prices for the services, technologies, and resources
approved by the LALINC Executive Board. With over 125 years’ combined experience, LOUIS staff
members have an unequaled level of institutional knowledge and expertise, which equates to fast and
efficient problem solving and implementation of new solutions and services.
LOUIS saves money for the taxpayers of Louisiana. In 2013 alone, LOUIS used its consortia power to save
more than $28 million, by purchasing for $3.95 million services and resources for Louisiana’s academic
libraries that would have cost more than $33.5 million if purchased by individual institutions. Since 1992,
LOUIS has saved the state of Louisiana over $200 million.
LOUIS currently faces serious budget challenges. Until 2010, the Board of Regents provided 70% of
LOUIS’s budget and members contributed 30%. Today, membership fees account for 88% of LOUIS's
budget, with Board of Regents support at 12%.
Following the switch from majority state support to majority member support, LOUIS’s executive
director requested that the LALINC Executive Board develop a comprehensive strategic plan to provide
direction for the next three to five years. In response, LALINC formed a Strategic Planning Committee
(SPC) and Sheri Thompson, IT Communication and Planning Officer at LSU, was engaged to facilitate the
strategic planning process. The following strategic planning sessions were scheduled throughout the
state to ensure opportunities for all who wanted to participate.
-
LOUIS Users Conference (LUC) (4 sessions held in Port Allen, LA)
LALINC Council Meeting (1 session held in Ruston, LA)
Regional Meeting (2 sessions held in New Orleans, LA)
Regional Meeting (1 session held in Lafayette, LA)
Regional Meeting (1 session held in Natchitoches, LA)
Regional Meeting (1 session held in Ruston, LA)
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The input gathered from these facilitated sessions was used as a basis for the Strategic Planning
Committee to develop this LALINC/LOUIS Strategic Plan.
In the Strategic Plan, “LOUIS” refers to the LOUIS consortium as a whole. “LOUIS staff” refers to the
employees working directly for and paid by the LOUIS consortium.
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STRATEGIC PLAN
VISION STATEMENT
LOUIS strives to
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ensure that Louisiana’s academic libraries are the premier source for authoritative information
to support the research, teaching, and learning needs of their communities;
foster an environment of communication, cooperation and collaboration within the state;
identify, evaluate, and implement state-of-the-art information technologies; and
be a leader in providing library information services and a model of collaboration.
MISSION STATEMENT
The mission of LOUIS is to manage and operate the Louisiana Online University Information System
as stipulated by the Louisiana Academic Library Information Network Consortium. To achieve this
mission, LOUIS will provide library automation services; provide access to and delivery of electronic
information; provide a network of training opportunities for library staff; promote cooperation and
communication among multi-type libraries; research and implement new information technologies;
and maximize the purchasing power of Louisiana academic libraries.
STRENGTHS
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LOUIS, through its relationships with the various partners, leverages state purchases to
maximize return on investment. In 2012 alone, LOUIS purchased approximately $33.5M of
services and resources for $3.95M. Since the 1990s, LOUIS has cumulatively saved the state over
$200M.
LOUIS is the basis for essential academic library services, resources, systems and support that
are critical to institutional accreditation. These necessities are delivered equally to all members.
LOUIS’s staff members have significant years of experience. Senior staff has been with LOUIS
since the consortium’s inception. Member libraries rely on the cumulative knowledge and
expertise of the LOUIS staff to provide high level technological expertise not available at their
individual institutions.
The success of the consortium depends on collaboration among LOUIS members. The synergy
effects more than libraries and is most evident with the creation of the Louisiana Optical
Network Initiative (LONI), which was modeled after LOUIS.
WEAKNESSES
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LOUIS has already faced one funding crisis (in 2010) and had to adjust its funding model quickly
in order to continue. LOUIS depends on member funds collected annually. There is no long-term
funding mechanism or capital outlay fiscal plan.
LOUIS staff turnovers and retirements will mean the loss of decades of cumulative knowledge
and experience. While attempts are being made to effectively transfer knowledge and
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document processes through the knowledge base, significant knowledge, as well as nontransferrable experience, remains vulnerable.
LOUIS has relied heavily on standing LALINC committees, with broad and non-specific charges.
This committee structure has not worked well to provide timely information and
recommendations needed by the Executive Board and the LOUIS staff.
LOUIS branding efforts, designed to ensure a broad understanding of and support for LOUIS’s
essential role in serving Louisiana’s academic institutions, have been hindered by confusion
about its relationship to LALINC.
OPPORTUNITIES
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The ongoing budget crisis and emphasis on fiscal conservatism offers an opportunity for LALINC
and LOUIS staff to promote public awareness of the cost savings, as well as the essential
services, that LOUIS provides to the state’s citizens.
The current emphasis on collaboration across the state’s institutions offers an opportunity for
LALINC and LOUIS staff to seek out and promote new collaborations that serve LOUIS’s core
mission, including those that involve partners outside the consortium, such as the State Library
and parish libraries.
The explosive growth of distance education and e-learning initiatives offers an opportunity to
explore how LOUIS can participate in and support online education as a means of enhancing
services and increasing available funding.
THREATS
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Continued funding cuts to member institutions could mean that some members will be unable
to pay the required dues. The loss of even one member institution would result in increased
financial burdens to the remaining participants, even as they undergo additional cuts, creating a
downward spiral that could threaten LOUIS’s existence.
The consortium must remain focused on serving its members and providing a sustainable level
of service based on available financial resources. Mission creep -- demands for services outside
the focus or beyond the capabilities of the consortium and staff -- can erode service levels.
Hiring of new employees in the future may be hindered by funding issues and state and campus
policies. Loss of existing staff, at the consortium level and within the libraries, can erode service
levels.
The LSU System organizational changes may impact the consortium.
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STRATEGIC GOALS
Administrative/Structural
GOAL 1: Optimize development of collaborations and delivery of services and resources by creating an
effective and efficient administrative structure.
Objective 1.1: Review strategies and technologies used for communication to and among members
Action item: Charge a Communications Task Force (CTF) to survey membership, conduct a literature
review and make recommendations regarding the use of alternatives to email (such as blogs, wikis,
SharePoint, Community Moodle) in order to enhance communication within LOUIS.
Actors: LALINC Executive Board and the appointed task force.
Timeline: Appoint task force by July 15, 2013; CTF to report by January 15, 2014; LOUIS staff and
members implement recommendations no later than July, 2014. Resurvey for satisfaction with changes
in January, 2015.
Desired output/outcome: Increase in satisfaction with communication technologies used.
October 2014 Update:
Actors: The CTF was created. Megan Lowe, ULM, Chair
Timeline: A final report was submitted June 2014. The report is on the LOUS webpage under Completed
Task Forces.
Recommendations: It is the recommendation of this committee that LOUIS expand its presence in social
media and continue its use of listservs. This committee also recommends that LOUIS examine SharePoint
as a possibility and consider it in the light of existing systems and concerns.
In Q3 2013, LOUIS implemented a newly designed webpage with new functionality
o A Calendar of Events was added to the LOUIS webpage
o Established a “Get Connected” link on the webpage listing relevant options for members
Social Media enhancements
o Expanded presence on Facebook, Twitter, LinkedIn, Wikipedia
o Ability to schedule news releases to Twitter and Facebook
o Setup Twitter feed on LOUIS website to keep a rolling timeline of activities and updates
Discussion lists (Listservs) are listed under Get Connected
o LOUIS manages nine discussion lists. To review please use the link below.
 https://sites01.lsu.edu/wp/louis/lists/
o Emails from LOUIS indicate to which discussion lists the email was sent
o Created a topic “What are some tips I should know when posting to the list(s)?” to help
target specific audiences, promote feedback, etc. This section will be updated as we
come across other issues/concerns.
o Ability to sign on to lists using a form instead of Listserv commands via email
o Access to a web interface to search archives, manage subscriptions, and post to lists
(instructions provided on the website)
Surveyed membership and reinstated newsletter
o Published in electronic format that uses email and web posts
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Objective 1.2: Promote learning opportunities and exchanges among staff and members.
Action item: Continue and expand “Learning with LOUIS” (LwL) and other webinars, sponsoring at least
four learning opportunities per fiscal year. Conduct evaluations after each LwL session and assess
effectiveness and attendance annually, modifying content and presentation to respond to feedback.
Actors: LOUIS staff, members, and partners.
Timeline: Ongoing.
Desired output/outcome: Participation of at least 100 people from member institutions in learning and
training opportunities each year; LOUIS will provide annual report to Board.
October 2014 Update:
LwL was implemented in March 2013.
o One per month since March 2013. Due to demand, the plan remains to offer 1 per
month.
o No webinar in May 2013
o Two webinars in July 2014
o 18 LwL / 537 attended
o September & October 2014 are scheduled
o Topic list generated for webinars following October 2014; scheduling to begin shortly
o All are recorded and available in the LOUIS Knowledge Base and on the LOUIS webpage:
 https://sites01.lsu.edu/wp/louis/lwl/
SirsiDynix Mentor Series was licensed and implemented.
o There are 8 id’s available for checkout
o There are 85 self-paced courses available
o To date, 22 sites have participated
o To date, 140 courses have been accessed
A North and South Symphony meeting was implemented. Based on interest, attendance and
questions, LOUIS will review to see if it is necessary to continue this meeting.
o 11 sites / 26 people attended
A North and South ILLiad meeting continues to be well attended. This will continue but be
reviewed to insure the meeting is useful to participants.
o 12 sites / 40 people attended
Two Boot Camp workshops were held to cover information related to LOUIS supported
initiatives is available on an as needed bases.
o Boot Camp Basics: 13 sites / 20 people attended
 BRCC (2), BPCC (2), Centenary (1), Delgado (2) Delta (2), GSU (1), LSU (2), Tech
(1), Nicholls (1), Northshore (1), NSU (1), SLU (2), Southern Law (1), ULM (1)
o Boot Camp Refresher: 17 sites / 26 attended
 BRCC (2), BPCC (2), Centenary (1), Delgado (2) Delta (2), GSU (1), LSU (2), LSU
Law (1), Tech (1), Nicholls (1), Northshore (1), NSU (1), RPCC (2), SLU (2), SU (2),
SUSLA (1), Southern Law (1), ULM (1)
o Site boot camps: Southeastern LA University (2)
Site Visits – since July 2013, LOUIS staff have visited 23 sites
o NTCC(2), SUS, LSUS, Grambling, LaTech, Centenary(2), BPCC(2), LSUS, Delgado, SLCC,
FTCC, Nicholls, BRCC, SLU, SUBR, PBRC, Delta CC, ULM
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o
Xavier University & Our Lady of Holy Cross College each had multiple sites visits due to
implementation of SirsiDynix Symphony
Training
o 13 training sessions / 241 attended
o 19 Bomgar sessions
LOUIS Users Conference 2013
o 59 sessions (45 breakout, 5 plenary, 9 sharing)
o 207 registered
LOUIS webpage
o To date, 42,357 visits across all pages
Objective 1.3: Cultivate public awareness of the role of LOUIS and the benefits it provides.
Action item: Issue press releases 6 times per year about LOUIS activities and LOUIS-provided services
and resources, targeting faculty and staff newsletters at member institutions, student newspapers, local
and regional media outlets, and national professional organizations.
Actors: LALINC Executive Board members and LOUIS staff members.
Timeline: Ongoing.
Desired output/outcome: Publication/coverage of LOUIS in at least 6 media outlets during FY 2013-2014.
October 2014 Update
There were numerous media releases issued to date
o Northshore Technical Community College issued a press release on joining LOUIS
o Centenary College issued a press release on joining LOUIS:
http://www.centenary.edu/attachments/library/newsletter/newsletter_fall2013.pdf
o The Advocate ran a newspaper article on LOUIS: http://bit.ly/1kc8tMq
o LSU Public Relations issued a release October 8, 2013 on the LOUIS Users conference
o LA Board of Regents issued a media advisory on the 2013 LOUIS Users Conference
o Commissioner of Higher Education, Jim Purcell, was the Keynote speaker at 2013 LOUIS
Users Conference http://regents.louisiana.gov/wp-content/uploads/2013/12/MediaAdvisory-LOUIS-Conference.pdf
o EBSCO issued a release on LOUIS implementing Discovery for members at a state and
national level
 http://regents.louisiana.gov/wp-content/uploads/2014/03/Press-ReleaseLOUIS-LA-press-Jan-2014-Final-Final-3.pdf
 http://www.ebscohost.com/newsroom/stories/louisiana-library-networkselects-ebsco-discovery-service
 http://www.librarytechnology.org/diglibfulldisplay.pl?SID=20140204326873779&RC=18863&code=pr&Row=2
 http://www.prweb.com/releases/EDS/LOUIS/prweb11518222.htm
o Xavier University issued a press release on joining LOUIS July 15, 2014
o LOUIS Executive Director was interviewed by Library Journal and quoted in the article:
http://www.thedigitalshift.com/2014/05/metadata/ebsco-opens-metadata-third-partydiscovery-services/
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o
LOUIS Executive Director was interviewed for a piece by EBSCO on Discovery and full
text linking: http://discovery.ebsco.com/pulse/article/a-modern-approach-to-discoveryand-full-text-linking-library-choice-user-ex
o SirsiDynix issued a press release on the growth of the LOUIS/SD community:
http://www.sirsidynix.com/press/louis-adds-multiple-symphony-customers-to-itscommunity
In addition to media releases, LOUIS staff uses Twitter, Facebook and LinkedIn to highlight
noteworthy activities and information.
Action item: Create and update annually LOUIS advocacy fact sheets with graphics that are suitable for
different audiences, including Chief Academic Officers of member institutions, members of higher
education state governing boards, business leaders, legislators, faculty members, students, and the
general public. Make them available via LOUIS’s website.
Actors: LALINC Executive Board members and LOUIS staff members.
Timeline: Create at least 1 by Sept. 1; complete additional sheets by Jan. 1, 2014. Update annually by
May 1 each year.
Desired output/outcome: Ready availability of information for LOUIS advocates to use in communicating
with any of the state’s stakeholders in higher education.
October 2014 Update:
A Participation Summary Report for each LOUIS member was created that lists the amount the
member pays via LOUIS and the amount the member would pay if providing the same services
and resources outside of LOUIS. All services and resources obtained via LOUIS are listed.
To access a libraries’ Participation Summary Report: http://bit.ly/1cX1iDc
Action item: Implement and expand awareness campaign for LOUIS branding using materials provided
by partners.
Actors: LALINC members and LOUIS staff.
Timeline: Ongoing.
Desired output/outcome: Track promotional items produced and where they were used; LOUIS will
provide annual report to Board.
October 2014 Update:
A new webpage label “Resources/Public Relations” has the following:
o New brochure in print and electronic
o LOUIS Partnership Window cling
o Student bookmarks
o Radio spot – taped and typed
o Updated LOUIS logo
In addition to the webpage, the following material is made available at all time and at various venues.
Members’ participation Summary Report
LOUIS Brochure
LOUIS Lagniappe Newsletter
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Venues/meetings/conferences targeted:
Louisiana Library Legislative Day
Board of Regents
LSU Systems Office
Member libraries
LOUIS Users Conference
Louisiana Book Festival
Louisiana Library Association Conference
Louisiana Library Association Academic Section
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Budget/Financial
GOAL 2: Create a sustainable financial model.
Objective 2.1: Develop a business plan to provide sustainable funding for services, resources, systems
and support.
Action item: Contact the Dean of the LSU Ourso School of Business to seek assistance in creating a
business plan.
Actors: Elaine Smyth (LSU), Rebecca Kelley (LSU), and Sara Zimmerman (LOUIS).
Timeline: May 2013.
Desired output/outcome: Usable business plan in place by Jan. 1, 2014.
October 2014 Update:
Finding a business school, within the LOUIS member’s campuses, proved more difficult than
anticipated. Therefore, two consultants were contacted and submitted proposals: SSA
Consulting, Baton Rouge, LA and LUMA Consulting, Seattle, WA. LUMA Consulting was chosen
by the LALINC Executive Board for two reasons. First, the proposal seemed to fit the needs of
the LOUIS consortium. Second, LUMA had worked with SOLINET as they developed a new
business model for Lyrasis. The library industry insight was given weight.
Actors: Contracted with LUMA Consulting – John Smith
Timeline: September 2014 Report due December 2014
Ancillary Action item added by LOUIS Executive Director: Meet with Board of Regent’s staff to discuss
options for more funding.
Actors: LALINC Executive Board, LOUIS staff, LSU Chief Information Officer
This group met with Regents staff August 14, 2014 at River Parish Community College. Outcome
is that the Executive Board will be invited to a Regent Development meeting in January 2015.
Details to follow.
GOAL 2: Create a sustainable financial model.
Objective 2.2: Collaborate on grant and other funding and partnership opportunities.
Action item: Appoint a Funding Task Force to investigate foundations, state, and federal agencies that
might provide funding for LOUIS activities and resources.
Actors: LALINC Executive Board and FTF members.
Timeline: FTF to provide a report and list of funding opportunities at the Fall Membership meeting, or
sooner.
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Desired output/outcome: Identification of at least 3 viable funding opportunities leading to submission
of at least 1 grant application before July 1, 2014.
October 2014 Progress Update:
Actors: Task Force in place. Rob Bremer, Nicholls, and John Conover, LUMCON, Co-Chairs
Action: Report from Co-Chairs: “Awaiting direction from/through the LALINC Executive Board as to such
additional programming, resources, and the like, that all LALINC libraries can use, so the Task Force can
proceed, through LOUIS. To seek available grant and other funding for those needs. “
Timeline: open
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Services/Personnel
GOAL 3: Offer services, resources, systems and support that address and fulfill current and evolving
needs and expectations of members.
Objective 3.1: Ensure that the services and staff meet the current and evolving needs and
expectations of members.
Action item: Appoint an Assessment Task Force (ATF) to develop and conduct annual assessments of
needs and expectations of LOUIS members.
Actors: LALINC Executive Board and ATF members
Timeline: Conduct first assessment during fall 2013.
Desired output/outcome: Up-to-date assessment data available for use in planning by LOUIS staff and
LALINC Executive Board.
October 2014 Progress Update:
Actors: ATF in place. Mike Olson, Loyola, Chair, resigned from Loyola in summer 2014. Timothy Stamm,
Dean, Delgado Library, has volunteered to continue as Chair. The task force will reconvene shortly.
Timeline: Report due at Spring LALINC meeting.
Ancillary Item added by LOUIS Executive Director: Acknowledge additional Task Forces and Interest
Groups.
Actors: LOUIS consortium members’ staff and LOUIS staff
Timeline: 2013 – 2014; Ongoing
Desired output/outcome: Recommendations for improved services and support for the consortium.
Since 2013, thirteen task forces have been installed to work on various issues that concern all
LALINC/LOUIS members. Seven have completed their charge; six are active. New task forces are
called upon as the need presents itself. The work of these task forces is vital as it engages
LALINC/LOUIS members from all over the state, it tackles common issues, and it makes
recommendation for the betterment of the consortium. All task force reports can be found on
the LOUIS webpage.
Active task forces in place are:
o Assessment
o Committee on Committees
o Grants
o Nursing e-Resources
o Statistics
o Resource Sharing (LALINC card)
Completed task forces are:
o Brochure
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o
o
o
o
o
o
Communication
LALINC Bylaws
Membership Fee
Public Relations
Strategic Planning
Usage Consolidation
The Committee on Committees Task Force recommended that the three standing committees
become interest groups with dedicated lists. Each interest group has two moderators to post
and encourage discussion. The interest groups have been active and continue to engage the
community on common issues. Each interest group reports at the Spring and Fall LALINC
meetings. The three interest groups are:
o
o
o
LALINC Technology
LAINC Collections & E-Resources
Information Literacy
Objective 3.2: Continue to build, enhance, maintain and share a knowledge base pertaining to
systems and procedures in order to promote continuity and efficiency.
Action item: Assign one new LOUIS staff member and two System Administrators at LOUIS member
libraries to systematically review the existing Knowledgebase and solicit additions, enhancements, edits,
and corrections from knowledgeable LOUIS staff and members.
Actors: Staff assigned by LOUIS Executive Director and LALINC Exec. Board.
Timeline: Ongoing, assess progress in January 2014 and set specific goals for future review.
Desired output/outcome: Assessment indicates a complete and useful Knowledgebase for staff and
knowledge continuity.
October 2014 Update:
LOUIS migrated to a new incident and knowledge base (KB) software suite called Footprints by
Numara in summer 2012. Prior to this time, LOUIS kept all knowledge base articles in a locally
supported database. During the migration to Footprints, every single LOUIS KB article was
reviewed for accuracy and currency; therefore, there are no documents older than 2 years in
the LOUIS knowledge base and all are up-to-date. Approximately 181 KB articles have been
modified or created since July 2013.
As of this report, there are 648 KB articles which span roughly 35 specific areas of support. Of
these, 327 are for authorized consumption (meaning only library staff with login privileges).
There is an additional 321 KB articles for use by LOUIS staff only. All articles cover a range of
solutions including fixes, how-to’s, internal discussion/decisions, trouble shooting, FAQ’s, etc.
All articles are in a constant state of review due to high use by the approximately 120 authorized
librarians and library staff, and LOUIS personnel. The LOUIS KB is the first place to look for
answers and help and encourages knowledge documentation, teaching, and sharing. In addition
to the LOUIS KB, members are encouraged to also use support portals from all vendors but
specifically from SirsiDynix, EBSCO, OCLC Atlas ILLiad, OCLC CONTENTdm, and OCLC EZproxy.
Page 15 of 19
Ancillary Item added by LOUIS Executive Director: Review current Integrated Library System (ILS)
initiative, project future growth, costs, impact on constituents, and ability to integrate with other
software to produce a Library Services Platform (LSP).
Actors: LOUIS Staff
Timeline: 2013 – 2014; Ongoing
Desired output/outcome: A recommendation to the LALINC Membership on the future course of the ILS
initiative; continued review of environment.
LOUIS staff support many services needed for the three main initiatives of LALINC (ILS/LSP, ILL,
ER). By far the most time intensive service to support is the ILS/LSP. While not explicitly
required in this Strategic Plan, LOUIS staff determined it was incumbent in their roles as
stewards of this initiative to evaluate evolving trends in the industry to document and help
determine the future of the ILS initiative.
The consortium moved to SirsiDynix (SD) software in 2001 and has since renewed the contract
with SD yearly until 2009. At that time a multi-year contract was requested in order to lock in
and budget for the annual increase. 2014 is the last year of the most recent five year contract.
The LOUIS staff felt the ILS initiative was at a pivotal point in 2013 as the SirsiDynix (SD) 5 year
contract was coming to an end. Under this contract, LOUIS staff centrally supports the
Symphony ILS for 34 Louisiana college and university member libraries and are adding new
members yearly. LOUIS staff considered the many factors that would impact a decision to renew
with SD and for how long. Those factors included, but are not limited to, the needs of member
libraries and their users, the plethora of new technologies, current ILS maintenance costs,
shrinking library budgets and staff, the forthcoming BLUEcloud suite from SD, EBSCO’s Discovery
suite, institutional knowledge invested in the current ILS, and the current hardware, database
platform, and operating system infrastructure.
At the Spring 2013 LALINC Membership Meeting, LOUIS explained the situation and presented
information learned from discussions with SD, the SD community of users, and the LSU ITS
support staff. LOUIS also provided the newly negotiated terms of a proposed multi-year contract
with SD which included significantly lower annual maintenance increases. Various options were
then discussed, including signing another long-term contract with SD with lower annual
increases, signing a single year contract with greater increases each year, or writing an RFI to
survey the ILS marketplace for a replacement product.
Considering all factors, the LALINC membership made the decision to sign another five-year
contract with SD running Symphony under the currently locally hosted ISAM database
environment. During these 5 years, efforts will be focused on building upon partnerships with
SD and EBSCO, the Discovery partner, with an emphasis on making the most of the integration
being developed between these partners, in order to craft the best Library Services Platform
(LSP) for LOUIS libraries and their end-users. Also during this time, the current hardware,
database platform, and operating system infrastructure will be reviewed continually to ensure a
reliable, cost-effective, efficient, and fully functional system. A task force will be requested to
evaluate progress at the midpoint of the contract in order to determine the best course for the
future.
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Objective 3.3: Employ best practices for infrastructure, architecture and security.
Action item: Continue to conduct internal assessments of how current practices measure up to industry
standards.
Actors: LOUIS staff and LSU Information Technology staff
Timeline: Ongoing.
Desired output/outcome: Evidence that LOUIS is consistently utilizing best practices and meeting
national standards with regard to infrastructure, architecture and security; LOUIS will provide annual
report to Board.
October 2014 Update:
Actors: Cathy Sicard
Timeline: Complete.
Report is attached titled: “Employ Best Practices for Infrastructure, Architecture and Security
2014-2015”
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Employ Best Practices for Infrastructure, Architecture and Security
2014-2015
The LOUIS staff, in conjunction with LSU ITS and various partners, regularly review and update software,
hardware, policies and procedures to ensure that best practices are followed in regards to
infrastructure, architecture, and security for all initiatives: ILS, Electronic Resources, and Interlibrary
Loan.
LSU Information Technology Services is the host organization for LOUIS, and it employs its own
infrastructure, architecture and security policies and practices which are reviewed biennially. The LOUIS
initiatives are complemented by, and benefit from, these LSU ITS policies and practices. For a full report
of this environment, please review “FITS Flagship Information Technology Strategy 2020”, August 1,
2014: www.lsu.edu/fits2020
The following provides further specifics related to each LOUIS initiative.
ILS:
The ILS initiative delivers the SirsiDynix Symphony Integrated Library System (ILS) to member libraries.
The ILS system is hosted and managed by the LOUIS central staff. The hardware, software, and
configurations are implemented in a way to ensure scalability, reliability, and security. Regular reviews
of the hardware, operating system (AIX) and platform (ISAM), and supporting staff in LOUIS and LSU ITS
are evaluated to validate that this configuration is still the most efficient and economical infrastructure
to meet the needs of the consortium.
As part of the Symphony ILS support, LOUIS uses the following products and services to monitor, backup
and secure the environment: IBM’s Tivoli Storage Manager, WinSCP, SecureCRT, Big Brother, SSL
Certificates, and AIX hosts files, and user access control. These products and features ensure protection
of the data, reliable backups, and encrypted data transfers across networks. The LSU ITS data center
houses the ILS Production, Training and Beta servers. This data center is staffed 24x7 with access
granted to a limited number of authorized personnel. The data is even further protected via campus
network firewall software which is monitored and maintained by LSU ITS. A disaster recovery process,
tested each year, is in place to allow for a nearly seamless switch over to a Hotsite server housed in
north Louisiana.
In regards to the Symphony suite of products, SirsiDynix has completed the accreditation process for the
US National Institute of Standards and Technology (NIST) Special Publication (SP) 800-53 standard,
comparable to the International Standards Organization (ISO) 27000 Series standard for particular
systems and the supporting SirsiDynix network architecture, security devices, organizational policies and
procedures, data management, change management, personnel security, disaster recovery, audit
management, risk assessment, and incident response plans, and management of third party
relationships for those systems. Redacted copies of the audit report documentation may be provided
upon client request.
An important service from the central staff is to implement backup policies and procedures in case of
emergencies or hardware failure for the SirsiDynix Symphony Integrated Library System (ILS). There is
redundancy built into the backup procedures. Each night, all data is copied to an offside data warehouse
and an offsite “hotsite” at Louisiana Tech University in Ruston, LA. Since 2007, disaster recovery
procedures have been implemented, fine-tuned, and streamlined. The disaster recovery is tested every
other year. With each test, the process is further streamlined. The LOUIS staff go through all the actions
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that would be required if a disaster rendered the production Symphony server on the LSU campus in
Baton Rouge inaccessible. The testing process allows for a switch over of the ILS software and all
databases for each LOUIS site from the production server in Baton Rouge to a “hotsite” server on the
Louisiana Tech campus in Ruston. The "hotsite" server is then used for the duration of the test. Library
staff are able to do their normal work on the “hotsite” server without making any adjustment to
WorkFlows or e-Library. As well, faculty and students continue their use of the system without
interruption. On the final day of testing, data is copied from the “hotsite” server to the production
server, and normal use of the production server in Baton Rouge resumes.
The disaster recovery plan is especially important considering that LOUIS member institutions are
located across the entire state. A disaster in one part of the state, may not affect the rest of the state. In
those cases, the disaster recovery plan ensures minimal disruption to those not affected by the disaster.
Electronic Resources:
For the electronic resources initiative, the LOUIS staff continually reviews and updates IP addresses
provided to vendors to ensure that on-campus access to electronic resources is granted appropriately.
Off-campus access is accessible via EZproxy, the industry leading middleware solution for remote user
authentication. Most member libraries host their own EZproxy, or they have purchased a hosted
version from OCLC. LOUIS maintains a locally hosted version to assist a small subset of institutions that
are unable to purchase their own subscription. This hosted version runs on a virtual server in LSU ITS.
Interlibrary Loan:
The interlibrary loan initiative delivers member libraries a hosted instance of the Atlas System’s ILLiad
software. Atlas Systems ensures the following regarding their hosted infrastructure, architecture and
security: automated monitors are set up to notify Atlas staff when services are down or disk space is
nearing capacity; on-call staff respond to any notifications outside of normal business hours; the SQL
Database is backed up to a local file on a regular basis; configuration files, and web pages (including pdf
files) are backed up to a RAID and tape library and tapes are stored off-site; servers are located in a
bunker-style facility operated by a commercial internet service provider; all servers have a direct
connection to the ISP’s internet backbone; physical access to Atlas hosted servers is limited to Atlas
support staff and multiple levels of security are in place; server and network security are restricted by IP
address; servers are further protected behind firewall and anti-virus software; SSL is used to securely
transfer confidential user information to the Web Server; anonymous FTP access is disabled; and
emergency generators maintain power in the event of a power outage.
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