Library Automation Software Streamlines Your Media Center
By: Diane Volzer
Card catalog drawers are fast becoming relics in today’s Christian school libraries. In their place, you’ll find computer stations and barcode scanners. Most public libraries are already automated, so the system won’t even be new to many of your students.
Is your library ready for the increased efficiency an automation system offers? Any size library will benefit from a computerized patron catalog, overdue notices sent via e-mail, and instant cataloging with records downloaded from the Internet.
Understanding Library Automation
Automating your library simply means using computer software to help you with the day-to-day tasks in your library. Automation software aids in administration, cataloging circulation and patron catalog.
The quality of a library automation program is measured by how well it suits the needs of busy librarians and their patrons. When shopping for automation software, evaluate each program’s efficiency, ease-of-use, functionality and future expandability.
Automation software features a computerized catalog (OPAC), which may be available throughout your facility and/or via Internet. The software also maintains patron, materials and circulation records in a specialized database; automated reports organize collection and circulation information quickly and easily. Inventory is greatly streamlined in the automated library, as you simply scan the barcode of each item.
A good automation program supports your school’s curriculum. Make sure reports are customizable to provide you with specific collection information you need to assure your materials match your needs. Shop for software that integrates with your reading incentive program. Another beneficial feature is the ability to print ID cards for use in the library and throughout your school.
Choosing Software to Evaluate
Make a list of programs to evaluate by talking to colleagues and looking over company materials and Web sites. Search for “Christian school library automation” and similar terms. Note that some of the most inexpensive automation software is not MARC based, meaning it lacks the ability to store bibliographic data in the universally standard MARC format.
School automation systems need MARC capability to grow with your school and collection, to be compatible with other systems for exchanging records, and to allow for future upgrades and migrations, even to another vendor.
If your library will share a central (union) catalog with several other schools, look for centralized automation. This is the most expensive and complex form of automating, yet it can provide powerful sharing features and flexibility for a group of schools.
Most Christian school libraries will need a stand-alone (distributed) automation system. Generally, one computer is for library staff use and several others provide the patron catalog (OPAC). Intranet or Internet may offer your catalog throughout the school or from home.
If your school shares facilities with a church, investigate the possibility of using the same program to house both the school and church library catalogs. If needed, searchable catalogs can be preset to search only one collection at each site.
New libraries may qualify for small-library discounts. Look for products that are easy to upgrade as your collection grows.
Have a plan to evaluate each software program you choose to examine. A written questionnaire and checklists will ensure you evaluate each program equally. After looking at several programs, it’s easy to confuse specific features. Clear notes will keep you on track.
Try It Out
Always try automation software before investing in it. If you aren’t already automated, use the sample materials and patron database provided by the vendor to set up a “library” on your desktop.
If you are already automated and seeking to advance or change your system, you may choose to import your own database.
Use the software as you would during a normal day in your library. Often, you can tell how intuitive a program is within the first hour of evaluation. Check for a help button or menu. See if the file explains the tasks you can perform on a given screen in a clear manner.
Look for basic and advanced features. Observe whether the program interface is customizable.
Also, examine the catalog from a patron’s point of view. If you have young students, look for visual searching and book covers in the catalog. For older students, note features such as saving search results and reserving materials online.
Administration, Circulation and Cataloging
Practice importing bibliographic data (MARC records). Look for keyboard shortcuts. Note how many keystrokes and/or mouse clicks it takes to complete common tasks. Use the software to collect a fine, configure a new circulation rule, renew items, and add and delete a patron.
Run a few reports and notices. Make sure you can sort the report differently and change notice text.
Also, good automation packages allow you to simply scan or type an ISBN to find a matching MARC record on the Internet. This is called copy cataloging and may be a built-in feature or available at an added cost.
OPAC (catalog)
Look for features that communicate your library to patrons such as news bulletins, calendars and a library map. Check for quick links to bibliographies, recommended reading lists and popular titles. Evaluate the appeal of visual search graphics. Be sure your reading program integrates into the catalog and determine if enhanced content (such as book jackets and author notes) is available.
Ask About Support
Be sure to understand technical support and training options. Look for flexibility in contacting support: e-mail, user groups, and, of course, telephone. Find out if there is an official channel for submitting customer suggestions. Be sure that support includes basic software updates with new features.
Talk to References
Ask other users if the program was easy to learn for both patrons and library staff. Find out if it is stable or “crashes” frequently. Ask for an evaluation of documentation and online help features. Have the user describe an experience requesting technical support.
Plan for Tomorrow
Though you may not need certain automation products now, you may want to include them in a long-range plan. Take note of what “extras” each vendor offers.
Understand Pricing
Price structures can vary considerably. First, look over price sheets to get a general idea of the software’s cost. Next, discuss your needs with a salesperson, who will provide you with a custom quote.
Understand each company’s price structure to assure you know what your estimate includes. For example, note that companies may or may not include a period of support in the price of the software, require subscriptions for certain services, or charge extra for advanced features. Some vendors offer a payment plan.
It’s especially important to distinguish one-time costs (the software) from annual costs (such as content enhancement subscriptions).
Initial Costs
To price automating your library, find out how much computers, installation and cabling, and Internet access (if needed) will cost. Most automation software is purchased independent of hardware, with the exception of circulation scanners, ID badge printers, receipt printers, self-check kiosks and other hardware specific to automation.
Your initial automation software purchase will include the software, appropriate licensing, your first year of support, enhancement subscriptions, printed documentation, and several months worth of supplies (such as barcode labels and ID card sleeves).
If you are an established library and have a physical card catalog, you may choose to pay extra for retrospective conversion (often called simply “recon”). This means you send your shelf list and catalog cards to the automation company for conversion to MARC records to download into your new software. If retrospective conversion isn’t in your budget, it is helpful to invest in a cataloging program that downloads free MARC records from the Internet.
Licensing
Software usually includes single-user licensing. To provide your catalog on several computer stations in your library, you’ll need to purchase appropriate licensing. You will also need special licensing to offer your catalog online or via Intranet. Often, a site license is offered and will take care of your licensing needs in one basic charge.
Annual Costs
Support contracts, online databases and enhanced content usually are sold by subscription. Some cataloging software is subscription-only or “pay per record.” Be sure your budget will be able to maintain the automation system you choose.
Finally, know that automated libraries are now the standard. Begin your planning early to ensure your library will be well-prepared for growth in the future.
Diane Volzer is the communications director of Surpass Software, www.SurpassSoftware.com.
