The process of selecting and implementing a library automation system should be though of as a major project. Librarians considering implementing or migrating to a new integrated automation system must plan well in advance of the expected implementation date. The list below is only for general information. Librarians who embark on an integrated automation system project should research automation thoroughly. Materials on library automation are available at the NETLS web site at http://www.netls.org/ATHCGI/athweb.pl It not necessary or desirable to complete the steps below in the order they are listed. Some of the steps may be completed simultaneously.
1.
Create a timeline. Consider all the processes and tasks that need
to be completed after researching your automation project and determine how
long each part of the project will take to complete. Include things such
as budget requests and grant writing, weeding, bar-coding the collection, needs
assessment, automation system analysis, implementation and training schedule.
Make sure the training occurs after the system has been implemented and is ready
to be used. Employees tend to forget their training if they cannot use the new
system right away.
2.
Weed your collection.
Plan to take the time to weed your collection before automation. There is no
need to spend money on catalog records for items that should be withdrawn from
the collection. This is one planning step that can actually save you money. If
your collection has not been bar-coded, consider bar coding the collection when
weeding. This step avoids handling the materials twice.
3.
Determine the number of titles in your collection. Include all
materials, fiction, non-fiction, A/V, serials, reference titles and CD’s.
4.
Determine the types of materials you circulate or plan to circulate.
5.
Determine your service population.
6.
Determine the type of patron you serve and consider diversity. Will you
electronic catalog need to include a foreign language option?
7.
What is your monthly circulation? Your vendor may ask you this question
in order to understand a little about your library.
8.
Do you have electronic catalog records for your collection? If you have
been using an automated system, you probably already have electronic records of
your catalog. These can be migrated to your new integrated automation system.
The vendor you choose will be able to accommodate that process.
9.
If you do not have electronic catalog records for your collection, you
will need to plan for retro conversion of all the titles in your library.
9a. The best practice for retro conversion is to outsource the project to a
company that specializes in creating electronic records for integrated
automation systems. All records should be standardized as full marc records.
For a data conversion vendor list, go to
http://www.tsl.state.tx.us/ld/pubs/conversion/index.html
9b. Creating electronic records for your library in-house can be more costly
and time-consuming than outsourcing the project. Also, creating your own
records can delay the implementation of the integrated automation system for
several years, resulting in many records becoming obsolete by the time the
integrated automation system has been implemented. Volunteer cataloging is not
recommended for creating electronic records.
10.
Which automation system to buy? First consider whether you want your
system to exist in your building and to be maintained locally or if you want
your system to be off-site and maintained by non library personnel. On site
systems will require a backup tape to run each night and a library staff person
to insert the tape. Also, a local computer technician should be available for
troubleshooting. Off-site systems are more convenient since all maintained is
done without the need for a local computer technician and backups are included
in the maintenance. However, off-site systems require a high speed Internet
connection that is always dependable. Information about choosing vendors is
available at the NETLS professional collection from the NETLS web site at
http://www.netls.org/ATHCGI/athweb.pl
For further information about choosing vendors, contact the NETLS Technology
Consultant.
11.
Usually, librarians should obtain a list of automation vendors and narrow
down that list to vendors that are best at serving your library type and that
seem most appropriate.
12.
After reducing the list down to about 3-4 companies, ask them for a
presentation of their software. Create a list of things you want them to show
you so you can compare each software and its capabilities.
13.
Ask each vendor for a client list so you can contact those libraries for
their opinion on how that system has worked for them.
14.
Visit other libraries that are using the software that you are interested
in using.
15.
Plan your budget. Plan for your project by obtaining quotes for all
costs, including retrospective conversion, data migration, licensing and
software and equipment needs (such as bar code scanners, receipt printers, laser
printers, PC’s and servers). Create a request for information form letter that
provides a snapshot of your community, including the number of titles and
volumes in your collection, service population, monthly circulation, the number
of libraries or buildings where service is provided, the square footage of each
building, and number of full-time and part time employees. This should give the
vendor a general idea of the size of your library. Vendor prices are related to
the size of the library. Then, ask for a rough quote that is not legally binding
from your vendor for their integrated automation system. This will help you
when planning your budget.
16. Implementation and publicize. When the system is ready for the public, be sure to market the new library service and include as much publicity as you can. Many libraries have a grand opening to celebrate the new service to the public.
This page last edited 04/07/2008