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How to Automate your Small Maine Library April 3, 2008 Maine State Library 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

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how to automate your small maine library

How to Automate your Small Maine Library

April 3, 2008

Maine State Library

introductions and snapshot of each library

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 )

the must read
The “Must” Read
  • How to Automate a Small Library by Ellyssa Kroski

http://me.webjunction.org/do/DisplayContent?id=13125

basic steps in the automation process
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)
basic steps in the automation process5
Basic Steps in the Automation Process
  • Learn the Lingo…don’t be intimidated by it!
what does this all mean
What does this all mean?
  • ILS
  • MARC
  • Z39.50
  • Retrospective conversion
  • Data conversion
  • OPAC
acronyms and library automation vocabulary
Acronyms and Library Automation“Vocabulary”
  • ILS–IntegratedLibrarySystemsoftware
  • MARC-MAchine-ReadableCataloging-DevelopedbytheLibraryofCongress,MARCisastandardwayofputtingthedescriptionofabookorotheritemintoamachinereadable(computer)recordtopermitsharingwithanothermachine(computer).
what does a marc record look like
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 ME:Pers 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.

yikes
Yikes !

But don’t worry…

this makes an online catalog record look like this
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

marc records
MARC Records
  • We’ll talk more about the importance of MARC format later
acronyms and library automation vocabulary12
Acronyms and Library Automation“Vocabulary”
  • Z39.50-astandardthatdefineshowcomputerssearchinlibrarycatalogues.TheLibraryofCongressistheMaintenanceAgencyandRegistrationAuthorityforthisstandard.
what is z39 50 and what does it do
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.
  • You’ll see “Z39.50 compliant” listed in automation software brochures.
retrospective conversion data conversion
Retrospective Conversion/Data Conversion
  • The process of converting information from a traditional card catalog to an electronic format.
slide15
OPAC
  • Online Public Access Catalog. An electronic "card catalog" with access through computers.
  • Example - http://www.selah.k12.wa.us/jc/library/visualopac.ppt
library terms glossary dictionary
Library Terms - glossary/dictionary
  • The Information Professional's Glossaryhttp://www.sir.arizona.edu/resources/glossary.html
  • Trustees Glossary

http://www.odl.state.ok.us/servlibs/l-files/glossary.htm

  • Online Dictionary for Library and Information Science

http://lu.com/odlis/odlis_m.cfm

do a little research
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
after some planning and discussion
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.
retrospective conversion data conversion19
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
retrospective conversion data conversion20
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
the importance of marc records
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.
the importance of marc records22
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.
the importance of marc records23
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
retrospective conversion data conversion24
Retrospective Conversion/Data Conversion
  • Reducing costs – how?
  • Weeding – don’t we hate to throw away books?
  • What is the “cost” to keep, shelve and create a MARC record for a book that hasn’t left the library in 5-20 years?
what to do with weeded books
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
retrospective conversion data conversion26
Retrospective Conversion/Data Conversion
  • Cataloging “as you go” or on the fly
  • My “conversion” experience at St. Joseph’s College
selecting automation software
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, …
selecting automation software28
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?)
selecting automation software29
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.)
selecting automation software30
Selecting Automation Software
  • Trend – Web/off-site hosting
  • Trend – Open Source
what else do i have to buy
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?
what else do i have to buy32
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)
web off site hosting
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
client server
Client/Server
  • Most systems require server software
  • They won’t 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
additional costs
Additional Costs
  • Barcodes
  • Barcode scanner(s)
  • Patron cards
  • Backup tapes (or other media)
  • Slip printers
open source
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…
open source37
Open Source
  • Open Source and remote hosting?
  • LibLime (KOHA) and OPALS
prices and software information
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
prices and software information39
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
prices and software information40
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
prices and software information41
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
visiting some website
Visiting some website
  • Free downloads
  • Online demos
  • Scheduled demonstrations
automate me vendor list
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
solar and mainecat
Solar and MaineCat
  • Deb Hensler
  • Maine InfoNet and Minerva
wrap up
Wrap up…
  • Questions ?
  • Needs ?