Are you considering a new library management software? If you're struggling to work around the limitations of your current software or exploring new options, we've created a guide to support you in the procurement process. Whether writing a business case as a small library or placing a formal request as a large one, you’ll want a lasting solution. At Catalyst, Rōpū kohinga understands that each collection is unique, and this blog post is to help you make the best choice for your library.
Identify your goals
Firstly, identify your library’s goals and the functionality you need. For instance, you may be a small library looking to speed up internal processes. Perhaps, you just want easy-to-use library software.
Once you’ve set goals, consider factors such as your:
- collection size
- user base
- scope of services
- budget
- future changes.
Plus, consider what you require for the following:
- In what way do you want your collection catalogued and displayed?
- How do you want to process your acquisitions?
- What reporting functionality do you require?
- What systems do you need your library software to integrate with?
- Are there cultural considerations around what you are storing?
- Do you want to store your collection data to be protected under your own country’s regulations? Or are you happy for your data to be stored offshore?
From having a good understanding of your library’s needs, you can begin searching for the right software to support your goals and set you up for long-term success.
Choose a library management software that works where your users are
Secondly, when researching library software, ensure it has the flexibility to work for a diverse range of users. Review options that are both mobile-friendly and fully web-based. Consider whether interfaces are translatable and meet web accessibility standards.
Web-based solutions
Web-based library services platforms offer many benefits, including:
- Avoiding the constraints of desktop-based systems that limit how many devices can be used at once and where, and what hardware is required to run the software.
- The ability to log in and access the library system on any device through a standard browser, with no need to install software locally. This means library staff can maintain their access to the system when working from home, roaming the library with a tablet, or while on the go.
- Complying with modern technology standards, so it’s more reliable and easier to maintain. For example, the ability to use REST APIs and OAI-PMH ensures interoperability with the library software and other systems, compared to workarounds with legacy code. Koha library software is an example of a fully web-based software that library users can access on their phones, and integrate with other technologies as needed.
Mobile-friendly features
With responsive library software, users have the option of self-service and a customised experience. For instance, users can:
- scan books themselves
- check their holds, loans, charges, search, and checkout history
- choose if they'd like a paper issue slip, SMS (text message) or email
- if they're at a university, they can set up notices for recalls
- submit purchase suggestions to the library
- and more.
Ensure the protection of your data
Thirdly, secure library software is essential to safeguarding your library users’ privacy and personal data. There are a few areas to consider putting this into practice.
1. Understanding data sovereignty
Around the world, each country has different laws and regulations around privacy and the storage and processing of data. So, when you use a cloud service, it's essential to understand and make an informed decision about where your data is stored. Your data is subject to the laws of the country or region where the data is stored. If you're working with an overseas provider, you need to confirm what laws your data is under. For example, there's a risk of your data being handed over to international authorities due to specific laws and acts your provider must follow.
As a library, you need to protect your library users from unauthorised access and the risk of losing or compromising data. So, if you don't know where your data is stored, the first step is to find out. If you’re contemplating moving your library to the cloud, you can work with a New Zealand cloud supplier(external link). When your data is in New Zealand, it's protected and held under NZ laws.
Plus, consider the level of access you have to your data. Some vendors only offer ‘data lock-in’ which means you can’t access your data freely – you may have to ask, or even pay, your vendor to give you access.
2. Using two-factor authentication (2FA)
Two-factor authentication is an additional security layer to the login process, so your password isn’t your only defence. If your library management software doesn’t have the option or another security layer, review potential plugins or add-ons that provide the functionality. Otherwise, only review library software that has the functionality.
Choose a scalable, flexible and customisable solution
Select library software that can grow with you. To choose a scalable solution consider the following:
- Language options. Can your library users browse in their language of choice? Koha library software, for example, has a plugin that makes over 1,200 Australian Indigenous language codes available for library staff when cataloguing records. Review solutions that offer similar capabilities. Choose a library management system that is customisable to your specific needs.
- A customisable experience. Is your library system easy to use and does it match your branding? If your in-house team can’t customise the layout, look, and feel of what the library users see, your vendor should be able to implement the changes you need.
- Flexible hosting. Consider how you’d like to host your library management software and the benefits of each option. For example, hosting on cloud(external link) empowers you to scale up and down as needed and an experienced hosting partner should facilitate a frictionless process.
Prioritise seamless integrations
No matter how small or large your library is, there are key systems like your library website, library management system, self-checkout stations, subscribed content, and email system that must work together. When reviewing library software, ensure it seamlessly integrates with your systems such as a discovery layer and content vendors. If you don’t have the in-house expertise partner with a vendor who can manage integrations for you.
Choose the right price
One of the final factors in making a decision is the price of the library management system. You’ll want one that supports your goals and requirements while matching your budget. An open source library management system could be your best bet. Open source has the benefits of being customisable to your needs and free of licensing costs. Plus, you benefit from other libraries and organisations contributing their approved changes back to the main codebase. Importantly, you get a working system from day one, that you can continue to build on and enhance in response to a changing user landscape. If you don’t have the in-house technical expertise, you can partner with a vendor for maintenance, support, and customisations to enable your goals.
Look for proactive support
Each library is unique and has different needs, even if you compare two small libraries to each other. Because of this, the solution you select should be easily configured to suit your library’s unique requirements. Furthermore, the vendor you work with should be transparent around timeframes and what is involved for any customisations or additions to your library software. Moreover, consider if you need a system with no vendor lock-in. The benefit of having no vendor lock-in means you have the freedom to prioritise a solution that will most sustainably support your library.
Library software solutions
Find a future-proof solution in Koha Library Software
Koha is the most installed library management system globally and is used for big and small libraries from all sectors. As Koha library software is open source, approved additions are shared globally, so you benefit from the work of the community and vice versa.
Koha meets all the functional requirements of a library and provides flexibility to library users.
Examples of Koha’s flexibility
In Koha, users can:
- bulk issue items instead of one at a time
- choose to browse in their language of choice
- create easy citations for assessments
- set up custom alerts about opening hours
- create resource lists
- configure when they want notices for returns
- share data from Koha to other web-pages such as a website or learning management system.
Rōpū Kohinga
For over 15 years, Catalyst has partnered with libraries and organisations globally to care for their physical and digital collections. Rōpū kohinga can work with your library to ensure your records and collections are managed and accessed sustainably and securely. Rōpū kohinga provides trusted technology solutions for your physical and digital collections. We can support you with collections software to manage a range of requirements.
- Koha: a fully-featured and flexible library management system that easily integrates with Discovery platforms and other systems as required.
- DSpace: provides digital asset management to curate your collection. DSpace is widely used as an institutional repository in higher education settings.
- Islandora: is a digital preservation and content management solution that enables the management of diverse digital formats. Plus, Islandora provides seamless digital asset management to curate your collection.
- VuFind: is a customisable discovery engine that combines search across your collections, streamlining access to your resources.
Choosing the right library management software will shape your library service now and for the foreseeable future. You need a solution that ticks all your boxes, supports growth, provides scalability and security. Rōpū kohinga is a long-time contributor to Koha library software and the team has a wealth of experience with a range of collections software. No matter your collection size, we can work with you to find the best solution to support you. Contact us to discuss support options and library management system solutions.