How to Automate your Small Maine Library

1
How to Automate your Small Maine Library

• April 3, 2008
• Maine State Library

2
Introductions and Snapshot of each Library

• Bryant E. Moore School (Ellsworth)
• Charles C. Knowlton School (Ellsworth)
• Davis Memorial Library (Limington)
• Lubec Memorial Library
• Orrs Island Public Library
• Peabody Memorial Library (Jonesport )
• Phillips Public Library
• South Thomaston Public Library
• Stewart Public Library (North Anson )

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The Must Read

• How to Automate a Small Library by Ellyssa Kroski
• http//me.webjunction.org/do/DisplayContent?id131
  25

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Basic Steps in the Automation Process

• Pre-planning and discussions among staff,
  trustees and others
• Why do you want to automate?
• What are you trying to accomplish?
• Set a Timetable (Build in some flexibility
  Different for each library)

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Basic Steps in the Automation Process

• Learn the Lingodont be intimidated by it!

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What does this all mean?

• ILS
• MARC
• Z39.50
• Retrospective conversion
• Data conversion
• OPAC

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Acronyms and Library AutomationVocabulary

• ILS Integrated Library System software
• MARC -MAchine-Readable Cataloging - Developed by
  the Library of Congress, MARC is a standard way
  of putting the description of a book or other
  item into a machine readable (computer) record to
  permit sharing with another machine (computer).

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What does a MARC record look like?

• http//www.loc.gov/marc/umb/um11to12.html
• Leader 01041cam 2200265 a 4500 Control No. 001
  89048230 Control No. ID 003 DLC DTLT 005
  19911106082810.9 Fixed Data 008 891101s1990 maua
  j 001 0 eng LCCN 010 a 89048230 ISBN 020
  a 0316107514 c 12.95 ISBN 020 a
  0316107506 (pbk.) c 5.95 (6.95 Can.) Cat.
  Source 040 a DLC c DLC d DLC LC Call No.
  050 00 a GV943.25 b .B74 1990 Dewey No. 082 00
  a 796.334/2 2 20 MEPers Name 100 1 a
  Brenner, Richard J., d 1941- Title 245 10 a
  Make the team. p Soccer b a heads up guide to
  super soccer! / c Richard J. Brenner. Variant
  Title 246 30 a Heads up guide to super soccer
  Edition 250 a 1st ed. Publication 260 a
  Boston b Little, Brown, c c1990. Phys Desc
  300 a 127 p. b ill. c 19 cm. Note
  General 500 a "A Sports illustrated for kids
  book." Note Summary 520 a Instructions for
  improving soccer skills. Discusses dribbling,
  heading, playmaking, defense, conditioning,
  mental attitude, how to handle problems with
  coaches, parents, and other players, and the
  history of soccer. Subj Topical 650 0 a Soccer
  v Juvenile literature. Subj Topical 650 1 a
  Soccer.

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Yikes !

• But dont worry

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This makes an online catalog record look like
this

• TITLE Make the team. Soccer a heads up guide
  to super soccer! / Richard J. Brenner.
• ADDED TITLE Heads up guide to super soccer
• AUTHOR Brenner, Richard J., 1941-
• PUBLISHED 1st ed. Boston Little, Brown, c1990.
• MATERIAL 127 p. ill. 19 cm.
• NOTE "A Sports illustrated for kids book.
• NOTE Instructions for improving soccer skills.
  Discusses dribbling, heading, playmaking,
  defense, conditioning, mental attitude, how to
  handle problems with coaches, parents, and other
  players, and the history of soccer.
• SUBJECT Soccer--Juvenile literature.Soccer.
• Copies Available GV943.25 .B74 1990

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MARC Records

• Well talk more about the importance of MARC
  format later

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Acronyms and Library AutomationVocabulary

• Z39.50 - a standard that defines how computers
  search in library catalogues. The Library of
  Congress is the Maintenance Agency and
  Registration Authority for this standard.

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What is Z39.50 and what does it do?

• Z39.50 is designed to enable communication
  between computer systems such as those used to
  manage library catalogues.
• It is just a set of rules and standards that
  allow communication between different systems.
• Youll see Z39.50 compliant listed in
  automation software brochures.

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Retrospective Conversion/Data Conversion

• The process of converting information from a
  traditional card catalog to an electronic format.

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OPAC

• Online Public Access Catalog. An electronic "card
  catalog" with access through computers.
• Example - http//www.selah.k12.wa.us/jc/library/vi
  sualopac.ppt

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Library Terms - glossary/dictionary

• The Information Professional's Glossary
  http//www.sir.arizona.edu/resources/glossary.html
  
• Trustees Glossary
• http//www.odl.state.ok.us/servlibs/l-files/gloss
  ary.htm
• Online Dictionary for Library and Information
  Science
• http//lu.com/odlis/odlis_m.cfm

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Do a little research

• Talk to other libraries about what they use.
  Find libraries about your same size.
• Note 100 public libraries do not have an
  automation system in Maine so you are not alone!
• School libraries what systems do other schools
  in the district use? Other schools like you?
• Different criteria for OPACs for younger children
• Post to MELIBS
• Use the web

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After some planning and discussion

• Retrospective Conversion/Data Conversion
• Do you have printed a card catalog
• Shelf list
• Basically, it is the process of converting paper
  book/material records to a computerized format.

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Retrospective Conversion/Data Conversion

• Get it done or do it yourself?
• Software Vendor or a third party vendor it gets
  done quickly but costs .40 - .50 per book/item.
  
• So a collection of 5,000 books may cost 2,500,
  10,000 books will cost 5,000
• AV material records cost more

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Retrospective Conversion/Data Conversion

• Alternatives to paying for conversion
• Do it yourself this is very labor intensive
  volunteers must be trained it can take years.
• Start with new books and purchase records from
  your book vendor. Baker and Taylor supplies MARC
  records for an additional fee.
• See http//www.btol.com/public_products.cfm

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The Importance of MARC Records

• A MARC record is a precise description of an
  item, which makes it very useful in automated
  systems and shared catalog systems.

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The Importance of MARC Records

• It allows any system to use the same record--so,
  no matter what automated system you choose, the
  MARC record can be read by the system, and it
  will know exactly how and where to find the
  author and the title, etc.

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The Importance of MARC Records

• It allows the records of many different libraries
  to come together in a union catalog. At the same
  time that it provides standard format, it allows
  for flexibility for individual libraries--you can
  add your own holdings information, call number,
  notations, etc.
• Deb Hensler will talk about MaineCat and SOLAR
  later today

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Retrospective Conversion/Data Conversion

• Reducing costs how?
• Weeding dont we hate to throw away books?
• What is the cost to keep, shelve and create a
  MARC record for a book that hasnt left the
  library in 5-20 years?

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What to do with weeded books?

• Books sales
• Sell online
• Paperback swaps (online and locally)
• See handout in your folder by John Clark -
  Innovative Ways Of Getting Rid Of Books

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Retrospective Conversion/Data Conversion

• Cataloging as you go or on the fly
• My conversion experience at St. Josephs
  College

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Selecting Automation Software

• You should know what you need and want based on
  your planning process and discussions
• Basics Circulation and Catalog
• Beyond basics Reports, serials, Access to your
  catalog via the web,

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Selecting Automation Software

• What to look for
• Real MARC record creation
• Access to MARC records to match, download, and
  import
• Catalog (online and web-based)
• Circulation ease of use
• Can you download a trial? Watch a web
  demonstration?
• Do you want an Inventory feature (and need
  hardware to do that?)

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Selecting Automation Software

• What to look for
• Reports (for statistical purposes, over due
  books, etc.)
• Do you want to print your own barcodes
• Backups is this built in? How is it done?
  IMPORTANT!!
• Tech Support
• Annual fees for support/software updates Very
  important
• Other modules (Serials management, etc.)

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Selecting Automation Software

• Trend Web/off-site hosting
• Trend Open Source

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What else do I have to buy?

• Hardware the traditional way
• Server and server software (client/server)
• Server up-front high costs, maintenance and
  tech expertise needed locally client licenses
  needed?

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What else do I have to buy?

• Hardware the new way
• Remote hosting higher yearly costs for
  subscription backups and installation done by
  vendor
• All browser based platform independent (PC or
  Mac)

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Web/off-site hosting

• No investment in a server
• No super techie expertise needed at the local
  level
• Higher per year costs
• Lower initial costs

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Client/Server

• Most systems require server software
• They wont run on XP.
• You need to purchase something like Microsoft
  Small Business Server 2003 Standard Edition
• Usually 600
• Tech Soup - 31
• Issues with servers, software and installation

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Additional Costs

• Barcodes
• Barcode scanner(s)
• Patron cards
• Backup tapes (or other media)
• Slip printers

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Open Source

• What is Open Source software?
• What is Open Source ILS
• The software is free you can do it all on your
  own
• Is that a good idea?
• Use Open Source but pay a company for help,
  installation, service

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Open Source

• Open Source and remote hosting?
• LibLime (KOHA) and OPALS

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Prices and software information

• Under 500
• Library World - 365.00 per year (includes online
  support)-web-based no server
• ResourceMate initial cost 395-595 yearly fee
  of 90

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Prices and software information

• Under 500
• Library World - 365.00 per year (includes online
  support)-web-based no server
• ResourceMate initial cost 395-595 yearly fee
  of 90

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Prices and software information

• Under 1000
• Mandarin M3 620
• OPALS - Annual hosting and support 750
• LibLime - annual contract fee is based on the
  number of records about 900 annually
  probably less for smaller collections

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Prices and software information

• Over 1000
• LibLime - annual contract fee is based on the
  number of records so more money to maintain
  more books
• Surpass
• Alexandria
• Atriuum

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Visiting some website

• Free downloads
• Online demos
• Scheduled demonstrations

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Automate ME Vendor List

• The following vendors presented on March 31, 2008
  at the Automate ME workshop.
• Alexandria
• Atriuum
• CyberTools
• Follett
• LibLime (KOHA, Evergreen, other Open Source)
• LibraryWorld
• Mandarin
• Minerva/Solar
• OPALS (Open Source)
• Surpass

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Solar and MaineCat

• Deb Hensler
• Maine InfoNet and Minerva

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Wrap up

• Questions ?
• Needs ?