A technology plan describes the ways the library will use technology to accomplish its mission. The plan should be holistic in nature, providing guidelines for hardware, software, security, maintenance, and access for all the technology in use at the library. The library board should be kept informed and approve the written plan. A technology plan template and additional resources can be found on the Technology section of the KDLA website.
The technology plan should take the following factors into account:
- A schedule and allocation of funds for replacing or upgrading computer equipment at least every 5 years.
- The appropriate disposal of surplus equipment.
- All software in use by the library, including the Integrated Library System (ILS), email, and office or productivity applications.
- Disaster preparedness and recovery.
- Maintenance for all existing systems, equipment, and contracts.
- Voice communication – including in-house phone/VOIP phone service and mobile phones for appropriate staff or Outreach.
- Security – including virtual, physical access, and security systems/cameras.
- Backups of essential data.
IT Management
Management of information technology varies, based upon local needs and available resources. Generally, larger libraries may employ an entire department of IT professionals; medium-size libraries may have a single staff person totally devoted to IT; and for smaller libraries, IT duties may be parceled out to staff that do not fill an IT role. Some libraries, regardless of size, contract with an IT service provider for support or to fully manage the library's systems.
If you are considering an IT service provider contract, it is important to consider:
- The availability of support - time of day, day of week, and number of hours allotted. Is the support provided by phone, virtually, and/or in person?
- Software or hardware coverage – does your contract include assistance in selecting, purchasing, and/or installing hardware and software?
- Extent of coverage – does the contract involve all systems and hardware owned by the library, or are individual components omitted?
Your Regional Library Consultant can assist you through this process.
Security
Appropriate measures should be taken to safeguard the technology in use at the library, both physically and digitally. Wherever possible, it is best practice to implement the Principle of Least Privilege: a user, machine, or piece of software should only have access to the necessary information and resources to accomplish its purpose, with restrictions in place to prevent access to information or resources that are not essential. In a typical situation, the lead IT staff member and/or the library director will have the highest level of administrative privilege.
In the physical space, sensitive equipment should be stored securely in staff areas. If possible, a dedicated, climate-controlled area for servers, hubs, routers, and other backbone hardware is preferred. This space should be limited to appropriate staff and kept secured at all times. Staff terminals used for daily operations should be located in staff-only areas. Equipment used by staff for circulation, reference, or other public-facing services should be securely attached or remain in the possession of staff, and it should be positioned to prevent public access or view.
Digital security considerations include:
- Antivirus and firewall software.
- Restore software for public machines.
- Authentication processes, including individual staff accounts and appropriate passwords for email and other account-based services used by the library.
- Regular software updates to ensure the latest security patches are installed.
- Regular backups of the data stored onsite.
- Compliance with all applicable laws and statutes related to the protection of patrons' personal information, including KRS 61.931-934.
E-rate
E-rate, or Education rate, is a federal program designed to ensure schools and libraries have access to affordable, high-speed broadband to support digital learning and robust connectivity. Many libraries find the discounts offered through E-rate essential for providing the level of service necessary to meet the needs of their patrons. If pursuing these discounts, libraries should include E-rate as a consideration in their technology plan and prepare for the process and requirements of the program.
Visit KDLA's E-rate webpage for more information and assistance, or contact:
Lauren Abner
State E-rate Coordinator
502-564-1728
lauren.abner@ky.gov