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Professionals may undertake the task of choosing an integrated library
management system (ILMS) only once or twice in their career (unless they are a
consultant). When I was at library school this was not specifically covered in
the curriculum. When I worked as a consultant I used to ask people how they
would buy a system, and most people said they would ask a friend'. This approach
may be appropriate if your friend works in the same type of library, but
obtaining references is only one part of the picture, and at worst you could end
up with a system unsuited to your library.
Purchasing an ILMS is an
important decision: if you make the right choice, your system should be in use
for at least five years if not 10 or more. So what should you take into account?
Define objectives: First of all ask yourself, Why am I buying an
ILMS?' Possible answers might be:
to replace an unsupported or out-of-date system
to bring in an integrated system to replace uncoordinated databases and
manual systems
to lower maintenance and training costs
to increase staff efficiency
to divert library staff from administrative tasks to front-desk services.
Also consider objectives from the wider business development
perspective to strengthen the business
case for your purchase:
To provide more management
information
to improve user service
to reduce administrative duplication and increase data consistency by
importing user data
to maximise return on existing technologies or services
to comply with regulatory audits
to contribute to risk management strategies.
Next, list functions
that you need in a new system and ones your present system doesn't offer or
doesn't do well.
Visit trade shows: Visit trade shows, such as
Online Information and the Library & Information Show and CILIP
Showcases, to get an idea of the different products available.
Consultation: Following good change management practice, consult
your staff early on in the whole process, including setting objectives and
listing functional requirements.
Involve IT: Involve IT early on
in the project and find out what technology constraints there might be.
Usability: There is absolutely no point in having a system that
ticks all the boxes on your specification, but is frustrating for user or
administrators
Assessing the Invitation to Tender: The ITT will
help you form a shortlist of products you want to look at in more detail.
Price. When considering price or costs, don't forget to consider
the initial costs as well as the ongoing costs, both visible and hidden.
Presentations: Invite the vendors of the shortlisted
products to give a presentation to a panel of decision-makers
including IT.
Trial: Would you buy a car without taking it for a
drive? Surprisingly many people buy an ILMS without trying it first.
Criteria for your final decision:
Agree criteria for your
final decision. These may include:
Meets overall objectives agreed at the outset
Good match to functional checklist/core specification
Matches technology constraints
U sability or ease of navigation
G ood vendor support record or customer retention record
V endor prepared to add enhancements
E ase of maintenance
L ow training overheads
L ow support overheads
C onfidence in product
For the full version of this report please
go to: - Evaluating
library software on the Bailey solutions website.
Penny
Bailey is Managing Director of Bailey Solutions Ltd and had a former career as a
library consultant, She recently won, with Brian Thomas of Fox Williams,
the Biall/Lexis Nexis Butterworths Award for Excellence for Best Use of
Technology in a Library Project for the Biall (British & Irish Association
of Law Libraries) website. You can contact Penny at
www.baileysolutions.co.uk.
Disclaimer: All information on this site is provided for informational purposes only! By no means is any
information presented herein intended to substitute for the advice provided to you by any health care or other professional
or organization.
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