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Library Automation Software

by Faulkner Staff

Copyright 2020, Faulkner Information Services.
All Rights Reserved.

Docid: 00018817

Publication Date: 2002

Report Type: TUTORIAL

Preview

Library automation software provides library personnel and patrons with
an efficient
means of managing diverse multi-media collections, including both
paper-based
and electronic assets. The market for library automation software
seems to
have reached a level of maturity that ensures the capabilities for
digitizing
collections has become increasingly attractive and useful. This report
outlines
the current state of library automation software and provides detailed
recommendations to help libraries evaluate their automation needs.

Report Contents:

• Executive Summary
• Description
• Current View
• Outlook
• Recommendations
• Web Links

Executive Summary

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Library
automation software provides library personnel and patrons with an
efficient means
of managing diverse multi-media collections, including both paper-based
and
electronic assets. The major providers of library automation solutions,
such as
SirsiDynix, ProQuest, and Ex Libris, concentrate on
integrated library system (ILS)
software. ILS software coordinates numerous library functions,
including: 

• Acquisitions
• Cataloging
• Circulation
• InterLibrary Loan (ILL)
• Online Public Access Catalog (OPAC)
• Patron Management
• Serials

Library
automation tools are becoming more and more of a commodity so many
library
automation vendors are working to provide the additional functionality
that
libraries of all types demand. The library automation space is generally
divided into five sectors:

• Academic or university libraries
• Special libraries, such as medical, law, and business
• School libraries, serving primary and secondary students
• Public libraries
• Library consortia or library networks

Description

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Before the advent of library automation systems, personnel manually performed
library tasks. These duties were cumbersome and disparate. For example,
materials were placed using paper slips and individual sources were catalogued
separate index cards via the card catalog system. Library automation systems
change all of this, making it easy to keep track of books and materials issued
and returned, bills sent and paid, etc. 

When properly
implemented, library automation software can free staff from repetitive
tasks,
and provide patrons with higher levels of service. Today, library
automation
software is often purchased in the form of an integrated library system (ILS).
"Library automation systems are not necessarily exciting technologies, but
they are workhorse applications that must support the complex tasks of
acquiring, describing and providing access to materials and services. They
represent substantial investment, and their effectiveness is tested daily in the
library."¹

To avoid large
upfront investments, libraries often choose to implement an automation
system
in phases, adopting modules as they are needed. This gradual approach
also helps ease the burden on library personnel and patrons who must
familiarize themselves with the new system. Table 1 depicts the major ILS
functions.

An integrated
library system consists of modules that operate both independently and in
conjunction,
connecting library personnel, patrons, and external resources, like other
libraries. 

Part of the
demand placed on ILS systems is the ability to deal with diverse and
ever-changing collections. To accomplish this, many libraries look to
Open Source ILS systems that allow for a high-degree of customization. One desirable
key component of Open Source ILS systems is support for that system.
Although Open Source systems are much more customizable than out-of-the-box
solutions,
those same systems can be intimidating to library staff without the proper
training and technical capabilities to maintain that system. Although Open
Source Library Management systems have become much more commonplace, it is
this lack of technical know-how that leads many libraries to chose a
proprietary ILS system over an Open
Source ILS system.

Many
proprietary ILS software vendors, especially mature vendors, also offer a
variety of additional layers of functionality that make it possible for
libraries to further customize their system. This layering makes some of
the
proprietary ILS software systems more attractive to libraries that are
expanding their digital collection management or putting a new system in
place.
This option is especially attractive to libraries that already have ILS
systems
in place and would like to expand their management capabilities.

Current View

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In the 1970s,
libraries began taking advantage of advances in computing and technology
to
share resources. Often, they developed their own system in-house. In the
1980s,
these libraries began turning to large providers for comprehensive,
turnkey
systems to perform library functions Over the past few years, libraries
have
begun looking to library automation software and systems to help them
connect
systems, resources, and patrons, often in the form of Open Source systems
that
are highly customizable to their specific needs.

Using the Internet and other networks provides higher
service
levels and ease of use, as well as integrating storage and information
retrieval functions into their automated computing systems. This includes
improving user interfaces to better reflect the nature of information
retrieval
that patrons are accustomed to using on the Web. 

Consolidation in the Marketplace

The market has seen some consolidation over the past few years as some
companies have merged to blend product offerings and reach more customers. In
2015, ProQuest acquired competitor Ex Libris – the acquired company now does
business under the name "Ex Libris, a ProQuest Company." In January
2020, Ex Libris went on to acquire a third competitor, Innovative, a fellow
library automation provider. Innovative is now a business unit of Ex Libris.
Such mergers enable companies to offer strengthened portfolios to clientele
although many of these organizations have been in the business for years. 

Balancing Digital and Paper Collections

A
challenge facing all libraries is the growing collection of digital media
that
must be integrated into classification systems. To meet this challenge,
many libraries have allocated a larger percentage
of their budget to technological systems, often to the detriment of
tracking
and maintaining traditional media. The greatest challenge here is ensuring
spending is balanced between collection management, acquisitions, and
digital
management. Many vendors in today’s market are beginning to realize this
need
for balance, although the solutions that are available at this time often
have
to be combined to ensure that balance occurs.

“Since
the last time you looked seriously at [integrated library] systems, the
fundamental nature of your collection has changed,” Jane Burke, VP of
market
development for ProQuest, said at the “Intota: The
Transformational Library Services Platform” event during the American
Library
Association’s 2015 Midwinter Meeting in Chicago. “The last time we built a
generation of systems, it was all about managing print collections…. We’ve
reached a tipping point where collections are predominantly electronic….”²

Thorough Training

Thorough
training is vital to the successful implementation of an automated
system. In particular, libraries should solicit opinions from their
patrons concerning the type of training required. Options include some
combination of the following:

• Public classes
• Online tutorials
• Posted notices
• Library service guides

Outlook

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Cloud-Based

The cloud offers great options for libraries, including streamlined data
management across multiple locations or libraries; improved communications; and
overall better performance. Additionally, cloud-based library automation enables
users the freedom to access information from their own devices in any
location. 

Security

Libraries have to consider that their data is always at risk of cyber threats
such as ransomware attacks. In January 2020, California’s Contra Costa County
Library system was affected by ransomware – all 26 community library branches
were under attack and services were unavailable. This is just one example of how
libraries can be threatened if adequate security is not in place. As security threats increase and cyber thieves use
more sophisticated techniques, all computerized systems need to keep up.
Automation software technologies should be using encryption in various
capacities – servers, connections, and databases – to prevent the loss of
information. 

Integrated
Search Capabilities

Given the
challenges that libraries currently face with connecting digital and
physical
collections, another area that is likely to see growth is in
search
products that allow patrons to explore databases that connect both digital
and
physical media. The challenge with these databases is connecting existing
physical catalogs with ever-expanding digital collections. Several vendors
have
these search capabilities available, but it is not yet clear if any single
search capability will rise above the others.

Recommendations

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Different
libraries have different automation needs. For example:

• Academic libraries often operate around the clock.
• Special libraries, such as medical or law libraries, process an
  enormous volume of periodicals.
• Public libraries are pressed to provide large numbers of high-speed
  Internet terminals.

It is
therefore imperative that libraries carefully evaluate their particular
needs
before selecting an automation solution.

• Evaluate current operations to determine needs.
• Clearly outline expectations and goals.
• Plan for growth.
• Evaluate the physical site to determine if modifications are needed
  (increased network security and expanded electrical configurations).
• Set timeline for implementation.
• Interview staff and assess their concerns.
• Interview staff at automated libraries to get recommendations.
• Interview vendors about product scope and functionality.
• Ensure that technical support is provided with the product.
• Ensure communication between computer professionals and library
  professionals throughout the implementation process.
• Provide thorough training for all employees.
• Assign maintenance responsibilities.

When
evaluating providers, consider the following:

• Years in business.
• Reputation.
• Size and experience of technical support staff.
• Scope and variety of offerings.
• Ease of use of offerings.
• Number of installed sites.
• Current client satisfaction levels.
• Implementation support (especially if migrating from a legacy system).
• Quality of staff- and patron-oriented documentation. 
• Security capabilities to protect against threats like ransomware and data
  breaches.

Often,
providers will offer libraries demonstration disks to help them evaluate
product functionality and ease of use. Take advantage of these demos
before choosing a library automation software solution.

Reference

¹ Marshall Breeding. "Library Systems Report 2019." American
Libraries Magazine. May 1, 2019.
² Matt Enis. “Managing Multiplicity: Library Systems
Landscape 2015.” Library Journal.
April 7, 2015.

Web Links

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• Ex Libris Group: https://www.exlibrisgroup.com/
• ProQuest: https://www.proquest.com/
• SirsiDynix: https://www.sirsidynix.com/

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