8th entry
Discuss on how Open Source Integrated Library Systems affect Library Functions and Librarian Roles.
Open source technologies refer to software that users can use freely, including customizing, sharing and distributing them, customizing being possible with the source code that comes with the product. In their definition of open source, Jaffe and Careaga (2007, 2) described it as:
Open source resources are shared without cost, provided with the means
to customize and enhance them, and are managed through a licensing process
that protects the rights of the creators and their collaborators while allowing
users broad access.
The collaborative manner in which the open source software is used promotes knowledge sharing, speedy debugging and contributes to the development and improvement of the software.
In 2008, Breeding (2008, 16) reported that there were four open source ILS products that were used by many libraries, which were Koha, Evergreen, OPALS and NewGenLib. In another report on an international survey of library automation by Marshall Breeding (2011), he found some of the most popular open source ILS products used were Apollo (used only in small public libraries), OPALS, Koha, Polaris, Agent VERSO, Millennium, Library.Solution and Evergreen. Some open source ILS was abandoned while some gained wider usage.
How it affects library functions and librarian roles
A major difference between a proprietary and an open source ILS is that users can easily access information about its functional features. For a proprietary system, a library would have to issue an RFP to a vendor in order to find out the available functions and features. Not so for an open system where a library can download the software freely and explore its features. A librarian would have the advantage of accessing information of open source ILS freely and assessing its functions and features against the library’s needs when considering a change in system used.
- Resource Sharing
Open source ILS allows libraries to combine their resources through a consortium. Through this method, libraries can offer more resources for their patrons. Joint automated systems allows users to know what is available in other libraries and also facilitates inter library loan. A library can depend on other libraries’ collection strength, thus building and strengthening its own specific collection area. However, resource sharing through consortium posed some challenges to participating libraries. Individual libraries would have a much bigger collection to manage with higher transaction activities. Individual libraries would also be faced with the challenge of having to keep their own identities while at the same time abiding to the policies of resource sharing. It’s a much more complex organizational structure than a single library (Breeding 2008, 27).
- Online Catalog
Online catalog allows users to search the library’s collections and view the full information of an item and the status of the item. The online catalog of the proprietary automated library system used where I work enables users to search for the library’s collection only, example, a search on “adult education” would show the following result list of available materials:
In order to view the full information and the status of a specific item (whether available, borrowed or expired, circulation section or reference), the user would have to click on the item concerned which would yield the following page as follows:
The system used is meant for access to print collections only, in a single library.
However, for libraries that have print and electronic collections, the above system would not work and a better interface would be needed to provide access to a broader content, which is available in open source ILS. Breeding (2008), 27) observed that “Koha and Evergreen bear many similarities to the standalone discovery interface products.” They “make use of faceted browsing, default to relevance sorting of results,” and aesthetically designed user interface. Some of the online catalog features include basic search, advanced search, brief display list, full record display, MARC display, book jacket display, download/save records, e-mail records, etc. With these, libraries would be able to better meet users’ need in browse and search. Librarians may have to conduct training to teach users of the use of online catalog.
- Circulation
The basic functions in circulation include check-outs, check-ins, renewals, record fines, and create new records of patrons. However, different library types have different requirements in the circulation module. For example, academic libraries put items on reserve and change the loan duration according to the needs of a course whereas public libraries are faced with higher volumes of circulation transactions. As observed by Breeding (2008, 28-29), open source ILS are able to meet these different requirements. Besides the basic transactional functions, open source ILS (specific examples of Koha, Evergreen, OPALS and NewGenLib) are able to perform “place items on hold”, “tally in-house use:, “circulation of noncataloged items” and “academic course reserves (short-term loans)”. At the time of his (Breeding 2008) writing, the academic reserves were under development for Koha and Evergreen. These additional functions would greatly help libraries and librarians manage circulation activities, and increase efficiency in managing the items on reserves.
- Cataloging
Open source ILS cataloging functions include create bibliographic records, support for MARC 21, import MARC records with Z39.50, add holdings, harvest records with OAI-PMH, authority control, produce spine and pocket labels, export MARC records, MARC record validation and built-in documentation for MARC (Breeding 2008, 28-29). As compared to the proprietary automation system that my library currently use, open source ILS offers more functions (such as import and export MARC records, harvest records with OAI-PMH and MARC related functions) that would greatly improve the library’s efficiency in cataloging.
- Acquisitions
Acquisition functions, among others, include receiving and selecting recommended items, prepare order notes, generating claims, maintaining accounts, accessioning items and keeping statistics. Large libraries would need to be able to allow automated transfer of data to their suppliers incorporating standard for EDI (electronic data interchange), and with other financial systems. Functions in open source ILS such as fund management, vendor file, invoice processing (EDI), and approve/process payments would help libraries and librarians in financial management.
- Serials Control
Serials control includes periodicals, journals, magazines, bulletins and etc. Managing them can be quite an arduous task for a librarian because it involves keeping track of subscriptions, missing issues and claims. Some open source ILS serials control functions such as create subscription record, modify subscription, check-in issues, generate claims for missing issues, binding management and support for MARC-21 formats for holdings would greatly facilitate a librarian in better management of the serials control. With these automated functions, time spent on keeping track of subscriptions, missing issues, etc would be reduced, thus freeing the librarian to attend to other library activities and increase productivity.
References:
Breeding, Marshall
44(8): 16-31.
Breeding, Marshall
Library Technology Guides.
(accessed April 1, 2011).
Jaffe, Lee David and Greg Careaga. 2007. Standing up for open source. Library
Philosophy and Practice. LPP Special Issue on Libraries and Google.
http://digitalcommons.unl.edu/libphilprac/127/ (accessed April 2, 2011).
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