An integrated library system (ILS) provides the automated, technological backbone for much of a library's operations. Many systems are created with a modular design, dividing access based upon staff roles. Some examples of these modules include circulation, cataloging, acquisition, and outreach. This allows circulation staff to connect to the live collection database, patron database, inter-library loan tools, and material circulation tracking; provides cataloging staff with the necessary tools to create item records, add metadata, and process items being added to or removed from the collection; and so on. The exact set up for staff roles and responsibilities in the ILS varies, based upon staff size, workflows, and the needs of the organization. The data fields in each section can usually be customized based on library need. It is important to have a single, designated administrator for the ILS system, who manages access and customization.
Patron Database and Catalog
The patron database is the central location for all records pertaining to registered library users. This includes anyone who has obtained a physical or digital library card or identifier. The primary role for this data is to facilitate access to library collections and resources. As such, the scope of data collected should be limited to what is essential for these services.
Points to consider:
- Physical registration cards – if used, determine how these are securely stored or destroyed when the information is transferred to the database.
- Maintenance – purge inactive accounts.
- Compliance with all laws and regulations pertaining to confidential information and security breaches.
The library's catalog tracks and describes most, if not all, of the material owned by the library. This material may take many forms – books, hotspots, DVDs, circulating kits – and have various loan instructions or periods. Associated metadata, MARC records, and authorities are entered and stored within the catalog module. ILS software typically provides for customized circulation rules, with the ability to set circulation status, location, loan period, restrictions by card type, and more at an item level. Consistent methodology, attention to accuracy, and regular maintenance will ensure your collections are discoverable and organized within the catalog.
OPAC and Mobile Access
The Open Public Access Catalog (OPAC) is the digital interface library patrons use to discover library collections. The OPAC should provide a robust searching tool, with the ability to search multiple fields and utilize filters and sorting. The OPAC is usually linked through the library's website for 24/7 access, alongside dedicated terminals on site. Users may also access their personal account information and renew or reserve items. ILS typically provide staff the tools to create digital displays and highlighted collections, as well as connected information for items in the collection, such as reviews and extended author information. At a basic level, item records retrieved in the OPAC should display descriptive information, location, and availability.
Most ILS offer a mobile app companion to the OPAC. The app gives patrons access to the catalog and their user accounts in a mobile-friendly format, and may include additional features, such as an events calendar or library news section. The ILS app may be standard for all libraries serviced by the same vendor – displaying local information – or, depending on the vendor, an added fee or subscription may be paid for a customizable app with added features.
Changing Your ILS
Changing the library's ILS is a significant project and a decision that should not be made lightly. Most vendors require a multi-year contract, locking the library to the chosen ILS for an extended period. Library administrators should carefully consider the needs of the library, feedback from staff, and potential benefits for library users before a decision to switch systems is made.
Some specific points to consider:
- Decision making process – board input, staff input, committee, etc.
- Upfront and ongoing costs, including potential costs for data migration.
- The state of existing data and how fields will be mapped for transfer.
- Impact on staff workflows.
- Learning curve for public access, and how to market the new system.
- New or lost features.
- Interoperability with other library services, especially digital collections.
- Hosting – local or cloud-based.
- Available support, training, and ongoing development.
The decision to migrate ILS is a complex challenge. Your Regional Library Consultant can assist you in identifying and carefully considering options.