You may not exactly feel like Tom Cruise…but

you can accomplish this

mission!!

Library Automation = Integrated Library System (ILS)

What do you need to know before

purchasing a new ILS for a small library?

#1 - No Fear Allowed!

You don’t have to understand how an engine

works to purchase or

operate a car

#2 - Decide what modules you need for your ILS

OPAC CatalogingCirculationAcquisitionsMaterial BookingReports

There is NO perfect ILS software

#3 - Decide what is most important module to your

library

Working with the vendors

• Multiple vendor demonstrations

• Asking for bids from vendors

• Reviewing bids - understanding the contents

• Selecting a vendor

#4 – Reading Reviews – A Critical step

Expert review of all ILS Library Journal article every April by Marshall Breeding

Latest for 2009 Investing in The Future: Automation Marketplace 2009

http://www.libraryjournal.com/article/CA6645868.html?industryid=47136

Policies (or parameters)BarcodesHardware purchase or ASPData MigrationConsulting servicesTrainingGoing live

#5 - Creating a reasonabletimeline to complete the Journey

Certain policies (or parameters) will be requested by vendor

• Library•Material types • Locations (or Collections)• Reading level• Genre

Who needs the location noted?

Library Staff Patrons

• Tell patron where an item may be found in the library

• Dewey Decimal or LC System

• Why don’t book stores use Dewey Decimal?

Location Policies

ILS Location Policy

• OPACs – locations noted?

• Dewey Decimal and/or a real location noted in software?

#6 - So if OPAC is most important…

Make time to evaluate and match your library’s signage to the location information on your OPAC

Barcodes

Evaluating your barcodes

• How many digits does your current barcode have?

• Is the whole barcode in your data or just in the display?

More about barcodes

• 14 digit is the standard• Smart barcodes or dumb (also

called random or generic) barcodes best for you?• Location of barcodes and why• Codabar or Code 39 desirable

Barcode format

Digits: 1 2 3 4 5 6 7 8 9 10 11 12 13 14

Meaning: Item or patron (3 for items and2 for patrons)

Institution number

Item or Patron Identification Number

Check Digit

#7 – So if you need time to re-barcode your items – add

it to your timeline

What are YOU moving to your new ILS? ?

What are YOU moving to your new ILS? ?

Data Migration

The World of Data

Minimum = 2 record types

Bibliographic User

MARC Bibliographic Record

.010. |a73005229

.100. 10|aStevens, Joseph L.

.245. 10|aImpact of Federal legislation and programs on private land in urban and metropolitan development|c[by] Joseph L. Stevens.

.260. 0 |aNew York,|bPraeger|c[1972]

MARC Record (cont.)

.300. |a2 v.|c25 cm.

.490. 0 |aPraeger special studies in U.S. economic, social, and political issues

.504. |aBibliography: p. 191-232.

.650. 0|aHousing|zUnited States|xLaw.

.650. 0|aCity planning and redevelopment law|zUnited States

.

MARC Record (cont.)

.949. |aKF5729 .S7|vVOL 1|wLC |c1|3131000011800|lSTACKS|mMAIN|tBOOK|u4/12/89

.949. |aKF5729 .S7|vVOL 2 |wLC|c1|i32131000011801|lSTACKS|mMAIN|tBOOK|u4/12/89

User Record Formats

• FORM=LDUSER• .USER_ID. |a1324567• .USER_ALT_ID. |a123-45-6789 • .USER_ROUTING_FLAG. |aY• .USER_TITLE. |aMs.• .USER_NAME. |aBlair, Mary.• .USER_LIBRARY. |aEastwood

• FORM=LDUSER• .USER_ID. |a1324567• .USER_ALT_ID. |a123-45-6789 • .USER_ROUTING_FLAG. |aY• .USER_TITLE. |aMs.• .USER_NAME. |aBlair, Mary.• .USER_LIBRARY. |aEastwood

User Record Format (cont.)

• .USER_PROFILE. |aADULT-RES• .USER_ACCESS. |aPUBLIC• .USER_ENVIRONMENT. |aGENERIC• .USER_CATEGORY1. |aFemale• .USER_CATEGORY2. |aADULT • .USER_PIN. |aMLB• .USER_CLAIMS_RET. |a3

• .USER_PROFILE. |aADULT-RES• .USER_ACCESS. |aPUBLIC• .USER_ENVIRONMENT. |aGENERIC• .USER_CATEGORY1. |aFemale• .USER_CATEGORY2. |aADULT • .USER_PIN. |aMLB• .USER_CLAIMS_RET. |a3

User Record Formats (cont.)

• .USER_MAILINGADDR. |a1• .USER_ADDR1_BEGIN.• .STREET. |a632 Petaluma Avenue• .CITY/STATE. |aBirmingham, AL• .ZIP. |a35210• .HOMEPHONE. |a338-6887• .USER_ADDR1_END.

• .USER_MAILINGADDR. |a1• .USER_ADDR1_BEGIN.• .STREET. |a632 Petaluma Avenue• .CITY/STATE. |aBirmingham, AL• .ZIP. |a35210• .HOMEPHONE. |a338-6887• .USER_ADDR1_END.

User Record FormatsUser Record Formats (cont.)

User Record FormatsUser Record Formats (cont.)

• USER_ADDR2_BEGIN.• .WORKPHONE. |a555-1212• .USER_ADDR2_END.• .USER_BIRTH_DATE. |a19620930• .USER_XINFO_BEGIN.• .NOTE. |aVolunteers for SRP• .USER_XINFO_END.

• USER_ADDR2_BEGIN.• .WORKPHONE. |a555-1212• .USER_ADDR2_END.• .USER_BIRTH_DATE. |a19620930• .USER_XINFO_BEGIN.• .NOTE. |aVolunteers for SRP• .USER_XINFO_END.

#8 – Do not assume - Make sure all data is in your listed in your contract

• Bibliographic (title)• Item• User (patron)• Charges• Bills• Vendor• Serial Checkin

What are the advantages of SaaS, ASP, or vendor hosted ILS?

• Backups – Daily, weekly, monthly?

• Trouble shoot hardware problems?

Comp

Perform upgrades to new releases?

Replace hardware as needed?

• ASP – Application Service Provider• SaaS- Software as a Service• Vendor hosted ILS

Compute

#10 – Pitfalls to Avoid

Written Plan detailing all tasks

Take all the training offered

by vendor

Weed Profusely

14 digit barcodes

Signage

All data listed

Your ILS is only a tool

Good Luck on your Journey!