Automating Your Library
By: Diane Volzer
There are 10 basic steps that can take you from software selection to grand re-opening. Here is a quick introduction to how to automate your school library.
1. Decide which functions to automate.
Automation isn't "all or none." Choose whether to automate:
* Administration
* Inventory
* Circulation
* Self-service circulation
* Patron catalog/OPAC
* Web-accessible patron catalog/WEBPAC
2. Research and select automation software.
Make a plan to organize your research, and choose programs to evaluate.
Note that some automation software is most suitable to large public libraries, college libraries, or school districts; other programs may cost less and be a better fit for your school.
You should also try the programs and talk to references. Finally, understand price structure as well as one-time and annual costs.
3. Furnish work area.
Install electrical outlets. Obtain Internet/Intranet access as needed. Arrange furniture for both work area and patron catalog search station. Purchase administrative computer, laser printer, and scanner. Purchase patron catalog computer and printer, if desired.
4. Install automation software and hardware.
If you want assistance and don't have a technician on staff, perhaps a parent volunteer would donate professional expertise.
Read through documentation, usually found on the software company's Web site. Install automation software at circulation desk. Connect scanner and printer at circulation desk. Install software at catalog search station. Connect patron printer at search station,if desired. Test all software and hardware. Determine how you will back-up data; create a system and stick to it!
5. Weed the collection.
Weeding makes space for valuable items to create an appealing, relevant, and up-to-date collection.
Evaluate the collection. Maintain a "wish list" for new materials as you weed. Remove materials no longer needed. Replace lost and worn materials. Repair damaged but usable materials.
6. Enter materials.
Each item in your collection needs a "record" in the software. There are several methods to use.
Original cataloging is a method in which you hand enter/type bibliographic information printed in the material
Copy cataloging is a method in which you find records from libraries accessible via Internet. Copy cataloging software/features make this process more efficient than original cataloging.
Recon is a method in which you send a shelf list and catalog cards to a vendor for processing for a per-item fee.
7. Process materials.
Add card and pocket (if needed). Label spine. Apply barcodes and protectors.
8. Create circulation procedures.
First, determine the patron types (faculty, parent, first grader, etc.). Make circulation rules for each patron type and material type (book, CD, etc).
Choose a circulation method: unautomated, fully automated or a hybrid. With a hybrid, p atrons sign and leave cards. Later, the library staff or volunteers use the cards by entering the borrower's name then scanning the card's barcode. This is a good option for libraries without a full-time staff member.
Set up a self-service station (with drop-box for signed pocket cards if needed). Some software programs offer a special interface just for patrons to check out materials; access to sensitive administrative functions is blocked.
9. Enter patron information.
Decide how to enter patron information. A class list at the beginning of the year? Importing from school administration software? Print library cards if desired.
10. Promote your new, improved library!
Publicize creatively! Automation can help you increase interest in and use of your library resources. Hold an open house for faculty and another for parents. If your catalog is available on the Web, place clear instructions on your Web site and in the student handbook.
Diane Volzer is the communications director for Surpass Software, www.SurpassSoftware.com .
Product Roundup
Concourse from Rediker Software
Rediker Software's School Office Suite offers Concourse, a popular library software program that complements and integrates with their renowned PK-12 school management software, Administrator's Plus. Offering a full-featured library management program, Concourse automates library tasks, yet is simple to use. From circulation, cataloging, searching and inventory to labels and reports, Concourse offers an amazing range of features to make managing your school library more efficient than ever before. Integration with Administrators Plus allows your student demographic information to appear automatically in Concourse.
www.rediker.com
Surpass
Surpass automates administration, circulation, cataloging, and patron catalog. Integrating Surpass ID card printers and Surpass Self-Check kiosk maximizes the use of your Surpass automation software. Surpass can even catalog both your church and church school libraries, allowing you to select which collection is searchable from each patron search station. Some Surpass products, such as the popular Surpass Copycat cataloging software, work with any automation system.
www.SurpassSoftware.com
ResourceMate 3.0
ResourceMate 3.0 is a solution to cataloging, searching and circulating your library. ResourceMate is ideal for small to medium libraries, and it is targeted at value. It's functional and powerful enough for libraries with tens of thousands of items, yet affordable for smaller collections that seek outstanding features. ResourceMate offers features that help you with cataloging, searching, and circulating features. All versions include the popular Import from Internet / ISBN Retrieval feature.
www.resourcemate.com
