Library Automation Q & A
By: Brian Watson

Let’s take a look at some questions that school librarians have been asking regarding the options available with library automation.

Q: Can I start simple or do I have to bar code everything and have computers available for searching?
A: When librarians think of automation, it is easy to think of bar codes and search stations. The reality is that you don’t have to start with all of that if you don’t want to (or don’t have the time or money).

Q: I am assuming I have to enter all of the resources before it will be of any use. Is that true?
A: This scenario is nice, but, depending on how you enter your items, it can be a long process. It is possible to only enter new items as you acquire them or enter items as they are checked out. There is more on this in the next section. The computer and the software that you use are intended to be a tool to help you with your responsibilities.

Q: I want to generate overdue notices in the simplest way possible. Can it be done?
A: Try this – when you sit down, sometime after the class has left, with the collection of sign-out cards from the newly checked-out items, add the basic information for that item (title, author) before checking it out using your software. Should that item go overdue, you have enough basic information to generate an overdue notice to give or e-mail to the patron. When the item is checked in, you may want to add some other important information while you have the physical item in your hand. Adding the ISBN at this time would definitely be helpful for a lookup by ISBN either then or at a later time.

As more items are circulated, you continue to accumulate your database. Right away, your software has helped you generate overdue notices while building your collection, a few items at a time.

Q: I do want to get all my resources entered before using the software. What are my options?
A: Do you already have the items entered in an electronic format such as a spreadsheet, database or an older software package?  If so, some software packages are able to import from these common formats. Vendors usually offer a data conversion process as well for those formats or situations that may not be as straightforward.

If you are just starting your library and haven’t even purchased any items, most books suppliers can also include MARC records for a small fee per item. If your software can import a MARC file, the information will automatically be entered for you.
Some vendors offer a service where you send a list of the ISBN numbers from your items. They can return bibliographic information that you can then import into your software. Contact the software vendor about this kind of a service.

If your software has an ability to search sources on the Internet, entering your items one at a time may work quite fine for you without any additional expenses.

Q: If I don’t set up search computers, how will patrons find out about my resources?
A: Over the years, a number of customers have told us how printed listings suit their audience very well. They tell us that they keep a listing by title, author, category, and subject in a binder. Yes, from time to time, they have to reprint their listing, but people can easily look and find what they are looking for. No knowledge of how to use a card catalog, no need for extra computers.

Q: We can only afford one computer. Will people be able to tamper with the information I have entered?
A: Password security can prevent people from tampering with your hard work. If the patron search module is separate from the maintenance module, patrons can search your collection without ever coming close to the ability to change your entered information. Previously, I also mentioned the value of printed listings, which is a great way to present your collection without the need for computer-based searching.

Q: If I am ready to bar code, are there any other benefits besides quicker circulation processing?
A: Quicker circulation processing is the first benefit of bar coding your library. If your items are bar coded, it is also much easier to perform your year-end inventory to determine items not checked out that have now gone missing. If you do inventory on an annual basis, this time saving alone can make bar coding worthwhile.

Q: If my items are bar coded, does every student have to have a bar-coded card with them to be able to check out items?
A: Even though your items might be bar coded, most check-out screens will allow you to enter the first few letters of the patron’s last name to choose them for item check out.  Some schools have applied bar-code labels to a class list for easy scanning. This ensures the patron bar code is always available to the librarian.

I hope these examples have given you an idea of the many ways that library software can help you manage the resources for which you are responsible. Flexible software will be able to help you out wherever you are in the automation process, regardless of the level of automation you want to achieve.

Brian Watson is the president of Jaywil Software Dev. Inc., the developers of ResourceMate library software, www.resourcemate.com.