WXGB6105: Technologies for Information Management

7^th entry

Discuss on the needs of evaluating a library software before you decide to purchase it for your library – what do you look for when you do the evaluation?

The need to evaluate library software and criteria of evaluation

The necessity to evaluate library software before deciding to purchase it for my library is essential so that it will best meet and fit the needs of automating the library operations. I would need to know and do the following:

• What are the needs of my library? To analyze and identify those needs in order to find and select the best software package that suits my library.
• What types of library software are available in the market and the modules offered by each? And make a list of the available software packages for evaluation. Find out which software packages are popular and frequently used. One good source of information would be from “Library Technology Guides.”, however, local vendors would be sourced and considered.
• To study and make comparisons of their advantages and disadvantages from the list.
• To examine the modules offered by suppliers/vendors and to match them to my library’s needs.

Several critical factors that deserve consideration and analysis include:

• The cost of the hardware and software.
• The technical requirements, technical support services and the maintenance of the system.
• Is training provided by vendors/suppliers and how would it be conducted?
• Are there good user manual and documentation (printed materials)? Is the documentation available in other languages besides English, if needed, for example in Bahasa Malaysia or Chinese? Are the instructions clear and easy to follow?
• Security features such as password protected log-in for staff and patrons.
• Does the cost of the package and contract agreement include future systems upgrade?
• Is the system able to operate on various platforms such as Windows XP, Vista, etc?
• Is the system easy to use and are the features tried and tested?  
• Database used,  would it be easy for conversion to another system in future if there is a change in system used?
• The flexibility of the system in handling records that comes in variable length; is it flexible?
• Will it generate reports required by the library?
• The standards supported by the systems.
• To be alert on the limitations of the systems.

The credibility of vendors/suppliers and their performance would also need consideration. For this, I could find out from the libraries that use the system or even visit the libraries.  Reading up on reviews about the library software would also help me in the selection process of the package besides all of the above considerations and factors for evaluating the software. The next step would be short-listing vendors/suppliers selected and to send them RFP.

What to look for when evaluating library software?

The various modules for evaluation before purchase are (from lecture notes):

v     Acquisition

v     Cataloguing

v     Search and retrieval

v     Circulation

v     Serials control

For the evaluation of the five modules, I would develop a checklist for each module of each product, for example System A, System B and System C as follows:

Checklist of availability of features of acquisition module

	System A	System B	System C
Functions:
Receipt of request
Check for duplicates
Orders verification
Orders (reminders, cancellation)
Invoice processing and payment
Accession nos.
Reports:
Requests
Status of orders

Checklist of availability of features of cataloguing module

	System A	System B	System C
Functions:
Maintenance (titles-in-process, update holdings, subjects, and call numbers)
Data transfer to circulation and OPAC
Classification scheme/standard
User services and products such as SDI and bibliographies
Indexing (file, new records)
Stopword list
Editing/deleting or change of indexes
Reports:
New records
Catalog cards
Barcode labels
Call numbers for spine labels

Checklist of availability of features of information storage and retrieval module

	System A	System B	System C
Functions:
Searching tools, strategy (index or sequential, non-indexed, Boolean, proximity, truncated, range)
Indexing (how?, ways?)
Data output (format, etc)
Reports:
Lists of reference
Search results/output

Checklist of availability of features of circulation module

	System A	System B	System C
Functions:
Membership records
Transaction records (check-outs, check-ins, renewals)
Book reservations, overdue books
Calculation of fines and fines collected daily
Collection updates such as lost books, damaged and withdrawn items)
Inter library loan
User communication such as overdue items and collection of requests
Reports:
Membership lists (in various categories for example, staff or students)
Library membership card
Transaction history
Lost books list
Fines report

Checklist of availability of features of serials control module

	System A	System B	System C
Functions:
Subscription records
Orders (new or renewal)
Issues received
Monitoring claims of missing issues
Records of bound periodicals
Reports:
List of periodical holdings

To conclude this entry, suffice to say that before implementing library automation or changing to a new system, I would have to carry out careful and thorough study and planning before buying any library software. It is like “look before you leap”, otherwise the consequences can be costly.

References:

Library Technology Guides. 

         http://www.librarytechnology.org/?SID=20090325816253662&Username=&time            out=1237958682 (accessed March 8, 2011).

Noorhidawati Abdullah. “System implementation: ILS evaluation, site preparation & 
         retrospective conversion” Lecture, University of Malaya, Kuala Lumpur, March 8, 
         2011.