Integrated Online Library Systems

INTEGRATED ONLINE LIBRARY SYSTEMS

Mary K. Dzurinko

LESSONS LEARNED

Technology

The face of the integrated online library systems (IOLS) industry has dramatically changed. Once used primarily as a bibliographic storage and retrieval system for catalog, circulation, serial, and acquisitions records, integrated online library systems today are considered part of the "knowledge" or "information" software network that manages an institution’s internal and external database resources. This trend presents information professionals with new challenges.

Conventional wisdom holds that an integrated library system should be replaced every five years. In the real world most systems are kept for a much longer period of time. What library or information center has the money, the time, the staff, or the expertise to take on a complete system installation project or to develop a local in-house system on such a timetable? It is very likely that few, if any at all, do. What does happen on a regular basis is that upgrades are installed and other software is used to access and link to resources such as the Internet, CD-ROM titles, internal files, and research databases. Thus, integration, which is the most valuable asset of an online system, is compromised, creating maintenance and functionality issues for database managers, library staff, and end users.

Integrated online library system vendors are also affected by rapidly changing technology. Check the number of vendors who have gone out of business in the past five years or have merged with competitors or non-library related software companies or have introduced completely new products. Periodic updates for systems developed in the 1980s and early 1990s do not necessarily enhance the functions of existing systems or system resources. Current information technology requires software that allows easy integration with local network resources and is designed to accommodate a library’s constantly changing needs and services. Because competition is so fierce, an integrated online library system must have unique features that make it stand out from the crowd such as cost, special niche market, or knowlegement management features.

The Internet has had a dramatic impact on the tools libraries use to index, supply, and deliver information. Intranets have an equal impact, a fact unfortunately not always recognized by information professionals and vendors. Intranets are a perfect medium to "manage knowledge and information." Both for-profit and non-profit institutions use intranets to share files and resources and to establish research and internal databases for use by all personnel. An institution’s library resources are a valuable and vital internal database; therefore, choice of an integrated online library system demands careful consideration. In fact, a library’s very existence and viability within an institution may very well depend on this choice.

New Systems

Not all integrated library systems are created equal. A truly integrated online library system is a relational database, containing bibliographic records for each title. All library functions are processed from these records and updates appear in real time. Systems lacking true integration contain records for each title in each module and data is separately into each module. However, most of these systems have some type of "behind the scenes " or "seamless" software which transfers data between some of the modules.

Institutions with large collections -- corporations, law firms, universities, public libraries, government agencies -- have had integrated systems in place for many years. When they decide to purchase a second or third generation system, they look for products that take full advantage of cutting edge technology and are flexible enough to handle multimedia, digital, and electronic resources.

Institutions with medium and small collections often have online systems, but usually not true integrated systems. Some use several types of library and database management software, especially for serial check-in and acquisitions tracking. These libraries find themselves searching for a system that allows true integration of library functions and the library’s integration with internal files and external resources.

There are many small and medium sized libraries (more than most people realize) that have no online library system at all. In a way they are the lucky ones. They can consider the past 20 years of IOLS tinkering, adaptation, and enhancement as a "beta test" period. They’ve missed the bad times and are the beneficiaries of all the new and developing technology. The products they purchase will allow the library’s internal functions (cataloging, OPAC, circulation, serials, acquisitions) and databases to smoothly integrate with the institution’s internal information management software.

THE "RIGHT STUFF"

The purpose of an IOLS library system is to process, share, and provide access to information in an efficient, useful, and timely manner. It is important to avoid any IOLS that places stumbling blocks in that process. How do smart consumers choose an integrated online library system that has the "right stuff" for their library?

They have a clear picture of their goals. Not only library’s, but also the institution’s goals play a part in the purchase. These goals determine whether a library purchases an off-the-shelf system, develops an in-house system, or purchases library software that complements existing local software. Additional considerations include local network integration, need for enhanced services and new resources, and staff, cost, and time resources.
They understand the functions of an integrated library system. No one can have too much knowledge about integrated systems, but many have too little knowledge. Consider: What are IOLS industry trends? What is an integrated library system? What types of systems are available? What are the differences and advantages of off-the-shelf and in-house developed systems. What are the "vanilla" or standard functions of all systems? What are the unique features of individual systems? What local functions can, should, will be integrated?
They evaluate vendors and their products. They take advantage of vendors’ eagerness to demonstrate systems, both at information association meetings and on-site. A wide range of publications regularly evaluates new and established systems and is accessible in hard copy and electronically.
They review systems with current users. Vendors are not objective about systems, but colleagues usually are. Reviewing systems with the staff in libraries that have experience with an installed system or with a similarly sized collection is valuable and potentially rewarding.
They carefully develop purchase, installation, and implementation plans. An online system is not an overnight purchase. Neither is installation or implementation of its functions. A timetable, detailing installation, implementation, completion dates, training schedules, and built-in unexpected delay time is an excellent way to keep a project on track. When plan revisions occur, as they always will, everyone can stay focused on the project objective. A consultant is a good resource to use during the planning and vendor research and evaluation phases.
They are aware of the software and hardware used within their institution.
They work closely with information technology department staff. The most effective way to torpedo the installation and implementation of an IOLS is to mishandle a library-IT relationship. The library and the IT department have distinct information functions; however, tension between them is very common. Some libraries resolve the problem by employing a staff person to manage the system and maintain the library database, working closely with IT personnel. Others, who depend on IT for database management, establish and maintain a co-operative and professional relationship with IT programmers and technicians.
They include the library staff in evaluation, purchase, and implementation decisions. Exclusion of the library staff in IOLS decisions is another effective way to stall a project. At some level, all staff members deal with end users. This experience is valuable when selecting the IOLS that will streamline internal workflow and enhance services and resources.

THE BASICS

Cost

Cost is one of the first considerations of most online library system purchasers. The budget is the bottom line. Think about it – no money, no purchase, no online system. No matter how attractive an IOLS is, purchasers concentrate on systems which fit into their budget.

Costs include not only the initial purchase price, but also license fees, system maintenance and upkeep, database manager training, user training, upgrade fees, physical facilities, database conversion and storage, information delivery, staff training, documentation, and users groups and conference fees.

A vendor contract should outline all system installation, licensing, conversion, and maintenance costs. Clearly outlined responsibility for each cost item in a contract insures that costs will not be underestimated or run over budget.

Systems prices vary. Off-the-shelf products can range from $400 to over $500,000. Systems developed In-house and those using software such as GroupWare may not cost much in actual dollars, but may incur higher staff costs. Careful research into a vendor’s prices and astute contract negotiation produce advantageous purchase prices.

"What do we Need?"

Equally important as cost are library needs, which must complement and enhance the larger information goals of the institution. (What a library wants is also important, but there is no perfect system that exactly fulfills a "want" wish list). Investigation of integrated systems is a perfect time for an information audit. Knowledge of the collection, user patterns, and awareness of the availability and cost of internal and external resources are valuable tools in defining these needs. Statistics come in very handy for needs assessments.

A needs list might include:

System upgrades – new or enhanced modules.
Research database development – access to internal and external reference databases.
Web access.
Report generation upgrades.
Relational database.
OPAC browser.
Acquisitions management – tracking vendor files, budget, order, receiving, claiming, etc.
Circulation control – check in/out, reserves, holds processing, etc.
Serials control – check-in, routing, claiming, binding, etc.
ILL management.
MARC interface.
Z39.50.
Enhanced access for the visually impaired.
Multi-language capability.
Authority control.
Thesaurus.
Record validation.
Context sensitive help.
Search engine upgrade.
Local hardware/software requirements.
Intranet development.
Enhanced information delivery.

Most libraries and information centers have some of these items on their lists, along with a variety of specifically local requirements.

NEXT ISSUE: OFF-THE-SHELF vs. IN-HOUSE DEVELOPED SYSTEMS

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