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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 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

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  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 )

  3. The “Must” Read • How to Automate a Small Library by Ellyssa Kroski http://me.webjunction.org/do/DisplayContent?id=13125

  4. 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)

  5. Basic Steps in the Automation Process • Learn the Lingo…don’t be intimidated by it!

  6. What does this all mean? • ILS • MARC • Z39.50 • Retrospective conversion • Data conversion • OPAC

  7. Acronyms and Library Automation“Vocabulary” • ILS–IntegratedLibrarySystemsoftware • MARC-MAchine-ReadableCataloging-DevelopedbytheLibraryofCongress,MARCisastandardwayofputtingthedescriptionofabookorotheritemintoamachinereadable(computer)recordtopermitsharingwithanothermachine(computer).

  8. 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.

  9. Yikes ! But don’t worry…

  10. 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

  11. MARC Records • We’ll talk more about the importance of MARC format later

  12. Acronyms and Library Automation“Vocabulary” • Z39.50-astandardthatdefineshowcomputerssearchinlibrarycatalogues.TheLibraryofCongressistheMaintenanceAgencyandRegistrationAuthorityforthisstandard.

  13. 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.

  14. Retrospective Conversion/Data Conversion • The process of converting information from a traditional card catalog to an electronic format.

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

  16. 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

  17. 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

  18. 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.

  19. 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

  20. 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

  21. 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.

  22. 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.

  23. 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

  24. 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?

  25. 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

  26. Retrospective Conversion/Data Conversion • Cataloging “as you go” or on the fly • My “conversion” experience at St. Joseph’s College

  27. 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, …

  28. 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?)

  29. 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.)

  30. Selecting Automation Software • Trend – Web/off-site hosting • Trend – Open Source

  31. 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?

  32. 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)

  33. 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

  34. 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

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

  36. 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…

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

  38. 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

  39. 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

  40. 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

  41. 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

  42. Visiting some website • Free downloads • Online demos • Scheduled demonstrations

  43. 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

  44. Solar and MaineCat • Deb Hensler • Maine InfoNet and Minerva

  45. Wrap up… • Questions ? • Needs ?

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