Scribd
Upload
31 views

Introduction To Integrated Library Systems: Lesson 5. How Do You Implement An Integrated Library System?

This document discusses how to implement an integrated library system. It covers: 1. Designing implementation strategies before purchase, including allocating resources, setting timetables, and training staff. 2. The importance of data conversion and making the catalog available. 3. The impact of an integrated library system on the library, its staff, and users, including improved efficiency and access to shared resources through networking. 4. Potential difficulties in implementation like lack of staff preparation, data conversion challenges, and insufficient resources. Proper planning and consideration of key factors is important for successful adoption of an integrated system.

Uploaded by

Musa Mohammad
Copyright
© © All Rights Reserved
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
31 views

Introduction To Integrated Library Systems: Lesson 5. How Do You Implement An Integrated Library System?

This document discusses how to implement an integrated library system. It covers: 1. Designing implementation strategies before purchase, including allocating resources, setting timetables, and training staff. 2. The importance of data conversion and making the catalog available. 3. The impact of an integrated library system on the library, its staff, and users, including improved efficiency and access to shared resources through networking. 4. Potential difficulties in implementation like lack of staff preparation, data conversion challenges, and insufficient resources. Proper planning and consideration of key factors is important for successful adoption of an integrated system.

Uploaded by

Musa Mohammad
Copyright
© © All Rights Reserved
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
You are on page 1/ 19

Introduction to

Integrated Library
Systems
Lesson 5. How do you implement an
integrated library system?

UNESCO ICTLIP Module 2. Lesso


n5

Rationale
Implementation includes all
activities after management has
decided to automate the library
and approved the plan. This
Lesson will focus on these
activities, their interactions with
the components of an integrated
library system, and on how they
affect the whole library system.
UNESCO ICTLIP Modu

Scope

What implementation strategies should be


designed before the purchase of a system?
What is data conversion?
What is the importance of allocating resources?
What factors to consider in purchasing
hardware?
Why is setting a timetable important?
What is the impact of an ILS on the library, its
staff and users?
What are the difficulties in implementing an
integrated library system?
UNESCO ICTLIP Modu

Learning outcomes
By the end of the Lesson you should be able to:
Design implementation strategies
Plan for data conversion and making the catalog
available
Set a timetable of activities
Appreciate the importance of strategic planning
Realize the impact of ILS on the library, on its
staff and users
Identify the benefits and difficulties of using ILS

UNESCO ICTLIP Modu

Implementation and
integration
After purchasing your system you must make it
operational. Thus even before you purchase your
system, you must design implementation
strategies. These include allocating resources,
setting timetables, assigning responsibilities,
developing evaluation criteria to measure progress
and making changes as necessary. It also
includes training of staff and data conversion.
Questions such as where, how and when must be
answered. The implementation must be in line
with the strategic plan prepared for the project.
UNESCO ICTLIP Modu

Implementation and
integration
Category - Questions

Management - How are you going to manage the components


of the ILS (Hardware, Software, Data, Network, Staff, Users)?
Hardware - Who will set up and maintain your hardware?
Network?
Software - How do you use the software? Are you going to
customize it?
Data - How are you going to convert the card files to digital
files? The electronic catalog files into your new system?
Training - How will you train your staff? How will you involve
the staff? How will you train the users?
Promotion activities - How do you make the catalog and other
services known and available to the staff?
Other - What else must be done?

UNESCO ICTLIP Modu

Data conversion

If you decide to do it in-house, you must develop a


strategic plan for the data conversion. You must
conduct an inventory to avoid including bibliographic
records for lost and discarded items in the database.
After the inventory, you have to set a deadline for the
completion of the data conversion. On the basis of the
period allowed for the data conversion, you can now
calculate the number of staff and computers you will
need for the data conversion if you are going to key in
the information and / or download the information from
CD-ROM cataloging resources databases or the
Internet. Timetables must be set, hardware and
software acquired, and supplies and staff identified and
assigned.

UNESCO ICTLIP Modu

Activity
5-1
Task: You are required to convert 100,000 records

on cards to MARC within six months (5 days a


week) at eight hours a day.
Given: You have a CD-ROM cataloging resource
database where you can download 30 records per
hour with a hit rate of 60 %, your keying rate for
records not found is 5 records per hour, and your
editing rate is 10 minutes per record whether
downloaded or keyed in.
Find: How many staff and computers will you need
to finish the job?

UNESCO ICTLIP Modu

Allocating
resources

Resources include the hardware, the network, the data,


the staff, etc. The layout of the network must be
designed. Identify each service point and put the
necessary hardware in place. For example, you must
have a computer at the circulation desk to be able to
carry out the circulation function. The same is true for
cataloging, acquisitions, serials control, reference, etc.
For every service offered there should be a computer
available. In certain cases these functions can share
hardware. You must also identify a place for the server.
Shared services like printing, scanning could be done
on the network or if desired in a common service center.

UNESCO ICTLIP Modu

Set timetables

A timetable of activities is also necessary for


you to be able to finish the implementation
plan. An action plan will help you in setting your
timeframe. Table 1-2 is an example of an
action plan that you can use.

UNESCO ICTLIP Modu

10

Source of funds

Implementing an ILS requires recurring


sources of funds for training staff and
users, maintenance of hardware and
software, purchase of supplies such as
barcodes, label keepers, magnetic strips,
barcode readers, back up tapes, etc.
These expenses must be budgeted for
annually.
UNESCO ICTLIP Modu

11

Strategic planning
for new planning
cycle

After systems installation and


evaluation, it is time to plan for the next
development cycle.

UNESCO ICTLIP Modu

12

What is the impact


of ILS on the
library?

A library automates to improve efficiency. ILS


help achieve that goal by creating and recording
bibliographic information in electronic form that
allows easy processing and tracking of records
from the time it is encoded as a possible order
until it is circulated and finally retired. Integration
minimizes human error caused by multiple
entries of a title for various uses. ILS provide for
one time entry of the catalog record that can then
be used for all the other functions.
UNESCO ICTLIP Modu

13

What is the impact


of ILS on the
library?
Libraries
with ILS benefit more from the system

when they join networks because they can share


the resources of other libraries. The OPACS of
participating libraries can be made searchable from
any network member. Items found in the member
libraries through mutual agreement could be
borrowed through ILL. Copy cataloging or a union
catalog will relieve the librarians from cataloging
material already catalogued by another library in the
network where each library need only add on its
respective barcodes / accession numbers and
location codes.
UNESCO ICTLIP Modu

14

What is the impact


of ILS on library
staff?

Library staff who have been prepared for


automation usually have no problem in adjusting
to the new system. Those who have not been
prepared may encounter technological and
emotional problems. Very few, however, normally
want to revert to the manual system even if they
have encountered many difficulties during
implementation. On the whole, however, library
staff in all the subsystems (acquisition,
cataloging, circulation, reference, ILL, reserve)
benefit from integrated library systems.
UNESCO ICTLIP Modu

15

What is the impact


of ILS on library
users?

Library users generally welcome integrated


library systems. Many users are ICT literate and
are prepared for automation. They specially like
the search capability because they find it faster
and more efficient than manual searching. They
also like the web OPAC because they can
search it without having to visit the library from
their offices or even homes.

UNESCO ICTLIP Modu

16

What difficulties are


encountered in
implementing
ILS?
Whether the system implemented is integrated or not, similar

problems are encountered.


lack of staff preparation for the automation project
data conversion
lack of resources and expertise
delay of implementation due to bureaucracy
For the successful implementation of an integrated library system
all key factors must be in place: support from administration, staff
competence, consideration of user requirements, presence of the
infrastructure (hardware, software, network), available data,
excellent managerial skill from the coordinator of the project, end
user interfaces.

UNESCO ICTLIP Modu

17

The Library:
Suppliers of information:
Jobbers
Publishers
Authors

Management
Content (Collection)
Services
Staff
Infrastructure
Networking activities

Users:
Needs
Knowledge
Skill

Interrelationships of key factors in the operations of a library

UNESCO ICTLIP Modu

18

Activity
5-2
List the benefits and difficulties in
implementing integrated library systems.
You can use the information from the
discussions, the articles you have read,
and personal experiences if any, as the
basis of your list.

UNESCO ICTLIP Modu

19

You might also like