Systems Librarian: Public Library Automation Systems

Increasing demand for the Internet and computer services in public libraries

HP Multi-User 441 Public Internet Kiosks

The majority of low-income residents can not afford to pay for basic services; as a result information technology is out of their reach. With computers, public can type résumés, conduct business, communicate with friends, families and other cultures, and find job opportunities.

The competency in the use of information technology is increasingly recognized and valued as a basic skill and fundamental competency, ranking closely behind basic literacy and numeracy. Progress in technology and communication is changing the way we all live: how we work and do business; how we lead and govern, follow and participate as employees, members and citizens; how we educate our children, study, do research and train ourselves; how we are entertained, etc.

These are characteristics of an emerging information society, and present new challenges and opportunities for public libraries in these communities. We need to ensure that all our communities, especially the previously disadvantaged have access to computer technology and are able to enjoy the benefits of the information economy. 

In 2006 the first HP Multi-User 441 was installed and made available to the public. The first rollout had Linux (Mandrake Linux to be specific) operating system loaded. Open source was the initial plan but unfortunately Linux support was a problem and therefore HP Multi-User 441 Kiosks operating systems are running on Windows XP Professional. Currently there are 67 of the Kiosks in the libraries (that gives a total of 268 internet workstations in the 43 libraries). Internet access is available at no charge, and users are not required to be members of the library to have access. Tariffs are applied for printouts made.

The users computing experience
The four individual users on the HP 441 is essentially the same as it is for a single user on a standalone computer. On the HP 441, each user can simultaneously and independently run MS Office applications (Word, PowerPoint, Excel), Web browsing (surfing), e-mail, etc., with no negative effect on performance. The four individual users can send print jobs to a printer just as a single user PC can.

Hardware and Software
The HP Multi-User 441 Desktop Solution is a hardware solution that enables four people; each with a monitor, keyboard and mouse; to work simultaneously and independently on one CPU. This is a cheaper option for making internet accessible to the public as you save costs on hardware (eliminating three out of four CPUs), operating system and applications software (only need to purchase one licence therefore avoiding expensive software licenses).

How does the HP 441 compare to thin clients:

• the HP 441 is more cost-effective than thin clients
• thin client technology requires a powerful server, special networking equipment and technical expertise
• the HP 441 is better designed for graphics-intensive and multimedia applications, and users can still access and use applications locally even if the server or network is down
• the HP 441 is also more flexible than thin clients (it can be set up as a standalone system)
  

Challenges:

• Limited space in libraries
• Internet bandwidth (Connectivity) is slow and frustrating users
• Staff assistance (not enough library staff to help/train user’s full time)

 http://www.systemslibrarian.co.za/

Value of public libraries
Library as a physical facility continues to be much valued and will remain so for the foreseeable future. The role of public library as a centre for getting knowledge and information, for recreation purposes or as a social institution, remains paramount. Therefore, books will continue to be the main resource in our libraries though the internet and e-resources need to be integrated into our scheme of things since they have advantages because of quick search and dissemination.

The value of public libraries is, in one way, dependent on how well they perform their role, in other words, how well public library services meet the needs of their communities and how the impact they make is valued by the citizens and the communities they serve. Public libraries are being reinvented. They are increasingly seen as the shared ground in an increasingly diverse society, a place where the whole community can feel a connection. They also provide the vital link to our digital future.

The digital age

Public libraries were once feared to be headed for obsolescence as the digital age made massive amounts of information accessible from a home computer. But now, in addition to helping patrons/users find the latest Stephen King novel, libraries have adapted  and prospered by offering perks like free internet access, computer skills classes and assistance in navigating the flood of resources on the Internet.

But for many, it’s all about the Internet, which has turned out to be an advantage for public libraries. While most people surf online at home, most don’t have Internet access. Serving that population should be part of a public library’s critical mission.

WiFi in South African public libraries!

Most public libraries in South Africa currently have internet access for their users/patrons. History dictates, South Africa has followed the developments of the European and American libraries for many years. Even though a few years behind other public libraries in the world…public libraries in South Africa should investigate the viability of implementing free wireless internet access in their libraries.

Advantages of WiFi

• No Maintenance (hardware and software).
• No risk of theft (no PC workstations or kiosks).
• No waiting for public internet PC or Kiosk.
• No enforced time limits (connect for as long as you like).
• Less staff impact (enforced register, regulate time limits, user assistance).
• User/patron downloads and save files permanently to their laptop/notebook.
• Better utilization of floor space

Limitations of WiFi
Signal strength varies within the Library.

Why should public libraries provid this service?

The library’s goal is to provide access to informational, educational, and recreational resources and to make efficient use of technology; a wireless network fits well with that goal. It also has the advantage of freeing up public use computers for others to use.

Libraries are a key part in the growth and development of new knowledge and understanding. Information technology and networking now make it possible to manipulate and move information with ease; to package information in ways that can excite and enrich. We are already seeing the Internet being adopted by public librarians as a resource alongside CD-Rom. Free wireless internet connection allowing patrons to use their laptops/notebooks.

What is WiFi?

WiFi is radio wave technology which allows an appropriately equipped device to access the Internet from within a public library without physically connecting to a network via Ethernet or a phone line.

What do I need?

You need a laptop/notebook equipped with an IEEE compatible wireless network card. Most laptops/notebooks have wireless cards built-in, for others you can purchase a compatible card to plug into your computer. Just launch your web browser to establish a connection to the WiFi Network. Your browser’s homepage will appear and you may begin surfing immediately.
(You’ll also need a charged battery. Some of the library’s study tables are near electrical outlets, but not all)

Can I print from the wireless networks?

No. There are no printers configured on the wireless network. To print you should save your documents and print when you get home or e-mail it to yourself.

Can library staff assist with the setup & configuration?

The library provides and maintains this wireless network as a public service. Patrons are responsible for the setup and configuration of their own (WiFi) laptop/notebook. Library staff should not assist in setting up laptop/notebook to work with the wireless network.

Does South Africa have any WiFi hotspots?

Most business have WiFi but it is only used in-house for their employees

It would be wrong to imply that open source is set to replace proprietary vendors, but today the issue is more whether open source can provide a viable alternative.

Currently with so many public libraries having funding difficulties and budgetary constraints, it is important for libraries to find ways to accomplish as much as they can with the money they have. Using open source software is one tool that libraries can use to make their rand stretch.

Although a library may have to spend some money on training staff in how to utilize open source technologies, or occasionally hiring a consultant to implement projects, overall it can save library money on software costs, licensing fees.

Open source software for libraries with options for all types of systems is available and should be considered as a possible alternative.

I will only examine two open source integrated library systems:
Evergreen and Koha

Evergreen:

• This software is being developed and maintained by the Georgia Public Library Service (in the United States).
• Evergreen has not been in development as long as Koha.
• Evergreen has a stand-alone staff client (although it is technically online for the most part).
• Evergreen is made to run on virtually any number of servers (from a single server to theoretically hundreds)
• Evergreen is pretty complex in that it involves several perl dependencies, specialized Apache configuration, Jabber, and various other things.
• Evergreen has some features in the works that haven’t been completed yet (such as Acquisitions, Serials, etc.).  

Koha:

• Koha was developed in 1999 by a small team of programmers working for a consulting company in New Zealand to address the needs of a small library branch on the island because their vendor-supplied integrated library software that was outmoded and not Y2K compliant.
• Koha has a 100% web based interface for both staff and public.
• Koha, is mostly scripts and MySQL.

Both of the above mentioned systems are compliant with MARC21 and UNIMARC. Both Evergreen’s source code and Koha has also been released under an open source license, making it available for other libraries to use and adapt/modify.

Advantages to Using Open Source Software

• Although there may be some distribution and setup costs, open source software is essentially free. The cost of acquiring and implementing open source solutions may be less than traditional proprietary software. Consider what you paid your vendors in the last maintenance contract and compare that to the “free” cost of the open source software. There are still costs associated with open source software.
• Paying a vendor to help you support an open source product may be a possibility and will still give you the flexibility to move your software and support to another vendor should the need arise.
• Gives libraries more control over their software. Open source software is often much easier to customize than commercial software because the source code is readily available and therefore can be adapted to perfectly suit the users needs. No limitations in terms of their flexibility and capacity to be tailored exactly to your needs.
• Open source is generally more stable than proprietary software. After all, when any programmer can read, redistribute, and modify source code, there are more eyes to spot bugs and provide fixes. Open source is a peer-reviewed software; by opening up the source code, bugs are quickly identified because several programmers critique and develop a project.  This process is in contrast to proprietary software “in which the source code remains the developer’s closely guarded private property”.
• Open source systems are often developed using open tools such as PHP and Perl preventing you from being locked-in with specific vendors or software packages. There is also more support available for open tools.
• There are also companies that you can hire to help support open source products.

Challenges when Using Open Source Software

• The vendor provides the stability of a controlled software development environment to support and enhance the integrated library software, and can define a suitable service and support contract.
• It is very difficult for an organization to simply move to open source software. Perhaps the library does not have the in-house expertise to support the product, or they have the expertise but not the time to devote that some open source solutions require. Only the large libraries with extensive technical staff to support the integrated library software open source software. Higher level of technical knowledge is required to install and maintain open source software.
• Those new to open source software may find the software frustrating. It may be the first time that there is no support phone number to call when you run into problems. Users who migrate to open source applications face a steep learning curve.
• Implementation and development may be slow as staff learn and adjust to the open source model.
• You may find there are customizations needed to adapt the open source to suit your needs.
• You will need to use whatever documentation and other types of help that are available, documentation is not extensive.
• Libraries considering open source should be aware of the staff time and expertise required to be part of an integrated library open source software project.
• In a similar vein, new versions or changes to software may be slow in coming, as the community of programmers working on open source do so on a voluntary basis.

Many times when looking at proprietary software, we get an evaluation version that does not include all of the features turned on or made available. Or the vendor comes and does a demonstration of canned examples designed to accentuate what works and avoids what features do not work. Even trial versions of the software may be populated with demonstration data, so it is difficult to see what will happen when that is replaced with in-house data and workflow. 

Each open source solution should be carefully evaluated to determine whether it will integrate with the current technical infrastructure. If it requires additional hardware or other integration tools you are not prepared to add, then the product will not be a good choice. If the product cannot be easily altered to fit into your current environment or extended to add features you require, it may not be an appropriate option.

You should also determine if it uses the same standards the other systems use. Just as you would evaluate the purchase of proprietary software, open source software should be evaluated and benchmarked in the same way.

Conclusion

Implementing integrated library system open source software such as Evergreen or Koha will certainly be hard work, but it has been shown that an in-house team can successfully compete with commercial vendors in the library automation sphere. Much of the project’s success can be attributed to the close working relationship between developers and end user.
In a time when libraries of all types and sizes are continually looking for the best ways to address budget cuts while still providing services that meets the expectations of their patrons/users, open source solutions are becoming more of a viable alternative than they were in the past.

At this point in time, commercial vendors don’t have to worry about losing customers to open source projects like Koha and Evergreen, but this won’t always be the case. The fact remains that proprietary software is currently a better option for libraries in South Africa today.

The roles and skills for systems librarian in public libraries under service
oriented circumstances in South Africa

Traditionally, librarianship has been aligned with the collecting, organizing, archiving, disseminating, and sometimes evaluation of data and information. Libraries are not about books. They are about information and knowledge.

In the past librarianship has been associated with books only because books were the primary manifestations of information. In today’s world, information manifests itself in many more mediums. Most notable is the electronic medium.

If libraries are to continue with their self-imposed mission, then there will be a continuing need for systems librarians. Systems librarianship is the art and science of combining the principles of librarianship with the abilities of computing technology. A Systems Librarian’s position differs from other professional librarian positions in that the incumbent must possess thorough knowledge of computer applications used in a library setting.  

Life as a systems librarian

The work of a Systems Librarian involves responsibility for managing the information technology used in a library. This position combines the principles of librarianship with the abilities of computing technology. 

The skills and activities of a Systems Librarian

Typical work activities: 

• A desire to explore new technologies as needed and keep abreast of new developments in information systems technology. 
• Confer with library managers and other library staff in defining the nature and scope of proposed automation projects. 
• Demonstrate ability to think critically, analyze problems, develop and implement creative solutions. 
• Provide effective management and control over library computer hardware and software installations and operations through the administration of the Automation and Technical Services Division. 
• Assists in the formulation and implementation of policies and procedures, particularly in the area of systems development. 
• Establish long term needs for information systems, and plan strategy for developing systems and acquiring hardware to meet application needs. 
• Ensure confidentiality and reliability of organizational data, proprietary information, and intellectual property. 
• Ensure all library automation is compliant with library specific standards. 
• Coordinate activity with multiple vendors for optimum service to the library public. 
• Consult with ICT department on library automation planning and recommend expenditure of library automation budget. 
• Work with ICT Department on user problems related to personal computer (desktop computers), network infrastructure, and related equipment. 
• Support ICT Help Desk operations and projects. 
• Retain inventory records of library hardware and software. 
• Monthly reports, grants, and prepare budget requests regarding information technology in the library.  

Knowledge, skills, abilities and personal characteristics: 

• Comprehensive knowledge of modern principles and practices of library science. 
• Thorough knowledge of modern library organizations, procedures, policies, aims and services. 
• Thorough knowledge of the applications of computer technology to library operation. 
• Thorough knowledge of planning, design, implementation and use of automated systems in a library environment. 
• Knowledge of personal computer (desktop computers) systems, software development, various operating systems, and application of library automation software. 
• Familiarity with standards appropriate to library applications such as MARC21 (machine readable cataloguing), HTML, Z39.50, etc. 
• Ability to develop web related applications to create personal or library web pages and content. 
• Ability to analyze various software packages and hardware configurations to determine which will meet the demands of the organization. 
• Ability to concurrently manage multiple projects, administer systems, troubleshoot computing problems, plan and manage change in the library’s computing environment and act as liaison with other information technology professionals. 
• Ability to be a creative leader committed to the exploration, design and implementation of innovative digital library collections and services. 
• Ability to plan, coordinate and supervise the work of others. 
• Ability to work effectively with teams, committees, and working groups. 
• Ability to maintain effective working relationships with other agencies, outside vendors, division staff, and representatives of other departments. 
• Ability to coordinate and conduct staff training for development of skills in the use of automated systems and computer-based products and services. 
• Good organizational, interpersonal, oral (make effective oral presentations) and written communication skills. 
• Ability to prepare instructional and procedural materials/manuals for staff use of the Library System’s automated resources.   

The age in which we live in is changing at a rate unseen in previous times. This change, in my opinion, is being driven by computers and new communications technologies. Some throw their arms up in frustration with the advent of this change. In a quest to keep informed, a systems librarian should be a reader of IT related books, serials and have access to the internet.
 

Lifelong Learning: 

Learning can be achieved in many ways. Informed systems librarians, as mentioned earlier, make a habit of keeping up with developments in fields relevant to their library’s environment and potential. Smart systems librarians take advantage of a mix of on and offline opportunities, which can include relevant reading, online tutorials, web logs and announcement lists, formal coursework, and on-the-job education. Every professional activity is an opportunity for learning.

The more knowledge a systems librarian acquires, the stronger his background in both technology and librarianship, the more value he will be to the institution/council. 

As in any other computer related field, things change frequently, and there is more to know than any one person could be expected to know. You need to be able to teach yourself new things, very quickly. The skills and philosophy underpinning the field, however, draw upon the foundations of librarianship itself; a library background is essential to the effectiveness of any systems librarian. 

http://www.systemslibrarian.co.za/ 

There are great disparities with regards to integrated library systems (ILS) and information and communication technology (ICT) in the 9 Provinces public libraries. In South African the public library services in the Gauteng  Province have the most IT resources in public libraries and therefore are the leader in automation of public libraries and information and communication technology (ICT) infrastructure in South Africa.

http://www.systemslibrarian.co.za/

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