Introduction to the Integrated Library System (ILS)

Integrated Library Systems (ILS)
An Introduction
*Some Slide Content has been borrowed with permission from Dr. William Helling, School of Library Information Science, Indiana University Chris Kiess, MLS School of Library Science, Indiana University

Consider: A Flashback to the eighties

There Were/Was No…
WWW (as we know it)
Widespread PC ownership
Cell phones
DVDs, Voicemail, Texting, Facebook, etc.
Information at our fingertips

What if you had to find information quickly in 1986?

Without using the Internet, Find Me:
The last score for the Blackhawks game
The weather hi and low for tomorrow in Indy
Who won the 1971 Indy 500
The phone # for the Dominoes on W 10 th
Drink special at Bugg’s Temple on 10 th St.

Finding this information in 1986 might take an hour or longer

What does this have to do with the ILS?
Today’s ILS places an emphasis on more than simply the library collection
The explosion of information has changed the role of the library and what it makes available
The ILS has become closely tied to the web and the library’s web page – a place to find information without entering the library or even talking to a librarian.

Most of All: In 1986, you probably would have called the library, an operator (on a pay phone) or looked at the daily paper if you wanted this information quickly.

ILS  Library Connection
Is the function of the ILS strictly to catalog, store and track library materials only?
If it is not, we must consider the new role the library plays in organizations, institutions and societies
Defining the library becomes important to defining the role and function of the ILS

The User
In this course, I will place heavy emphasis on the user – something we have only recently began considering in libraries.
Ask yourself: Why would a user want to use your library?

A Few Scenarios
I am at the local bookstore and would like to know if the $50 book I am holding is available at a lower rate or from the local library. If so, where is the closest copy located?
A mobile device could give me a number of options and locate the closest copy at the library for free available in the time of a short drive.

Scenarios Cont.
I am a local historical landmark and would like to know what “local” information is available – not the bird’s eye view from Wikipedia or the web – in depth information.
This could be facilitated through leveraging existing web sources and tapping into those resources.

Scenarios Cont.
I searched the library catalog for a book they did not have. I need it today and want to know where I can borrow or buy it in town.
Can the ILS facilitate this?

Scenarios Cont.
I am doing research and want to go beyond just my local library resources or holdings. I want reputable and good web resources included in my results for a given subject.
Can the ILS facilitate this? Probably. But, it requires modification of cataloging and collection development procedures.

Very Brief History of Libraries
Ancient Libraries: Mesopotamian Clay Tablets, Biblical Scrolls (e.g. Dead Sea Scrolls)
Ancient geographer Strabo said Aristotle "was the first to put together a collection of books and to have taught the kings in Egypt how to arrange a library." (Alexandria)
Renaissance - Renewed interest in intellectual pursuits
America - first library Harvard (1638)
Ben Franklin - The Library Company of Philadelphia (1731)

Knowledge & Information
20th Century and prior - Relied on authority of books, serials and scholarly publications (print)
Late 20th Century and Beyond - “E-sources” change the landscape
Reference materials generally change annually while e-sources are transient/changing
If the traditional library (and ILS) used to organize intellectual content and that content changes, what else changes?

What is a Library Today?
Just books? Or what is it today?
Organization of Intellectual Content for the Purposes of Research through Acquisition and Dissemination

ILS Architecture Today

Evolution of ILS
Library automation dates back to 1940 ’s
Batch processing
Mid 1960 ’s first significant activity
Online operations
Telecommunications capability
LC begins to develop standards and formats that allow distribution of MARC
Late 1960 ’s
Mainframe computers
Access to all files by a variety of approaches
Software developed in house

Evolution of ILS Cont.
Late 1960, early 1970 ’s costs of computing power began to come down
More libraries could afford hardware for automation
1970 ’s Commercial firms take advantage of emergence of the cost effective minicomputer
1975 Microcomputers are introduced
Leads to further expansion of automation

Evolution of ILS Cont.
1980 ’s Automation
ILS vendors emerge - NOTIS
1985 Fax and OPACs
1990 ’s Internet
Philosophy changed, we no longer cataloged only what we own but what we have access to
Outsourcing

ILS Purpose
Automation
Acquire Information
Store & Organize Information
Disseminate Information
Track all of the above activities
*Information is an inclusive term denoting all materials/formats

Automation Fixed (or redundant) processes developed and carried out by a machine to eliminate tedious processes formerly carried out by humans.

Automation Cont. Advantages Disadvantages Default settings Templates Reduce Redundancy Reduce Error Reduction of Labor Costs Access Algorithms: Decision Making Time Economy – eliminate manual work Volume General Efficiency Reports generated Unintended consequences Cost Maintenance Training/Skill to Operate Upgrades Selection Migration Labor costs for advanced upkeep

ILS Today & Challenges
New Formats - New Domain
Competition
Fewer ILS vendors
OCLC
Economics and Cost
Design and Functionality

ILS Components
OPAC
Circulation
Reserves
Cataloging
Acquisitions
Serials
*Note: Link Resolvers and Federated search solutions are not part of a traditional ILS. They are supplementary.

Displays Electronic Bibliographic Catalog of Library Holdings with an interface for both the user and administrator
Advantages:
Access points/Search Capabilities (By keyword, subject, author, title)
Administration = less labor
Command & Control
Records, Search Logs, Stats
Online, Off-Campus, 24/7 Access (and by more than one person at a time)
OPAC

Circulation
Module that allows tracking of borrowed materials and indicates items ’ change in status
Holds, ILL, Reserves
Important for patron satisfaction/service
Would you own a business and never track the inventory?

Circulation Cont.
HOLDING INFORMATION for ITEMS
ID number
loan-period category
call number
location of item
media type circulation status
current borrower's ID
last borrower's ID
date of last circulation activity
circulation life
circulation YTD
BORROWER INFORMATION
name , address , phone number
date registered
expiration date
date of last circulation activity
borrowing category
identifying number (SSN, license number?)
number of items in circulation
notes
demographic information
reading history

Circulation Cont. When should a check-out transaction be blocked? the borrower has overdues the borrower has fines the borrower has exceeded the check-out limit the borrower has an invalid ID the borrower is trying to check out reserved or held items the borrower is trying to check out an item that is already charged

Circulation Cont. What types of circulation reports would you expect to be able to produce for a library? borrower lists with attached data (e.g., address, phone number, etc.) long overdues lists of items held by a borrower circulation life of an item circulation YTD of an item claims returned

Cataloging A module that allows the description of items within a library ’s holdings using industry standards with the end goal of enabling search and retrieval. Tools needed to create, edit, and refine the information that describes your collections.

Cataloging Cont. A cataloguing component should . . . have its work reflected "real time" in the OPAC be standards-compliant have import/export features permit access to an authority file allow searching of remote databases allow creation of item templates allow editing of imported records

Acquisitions Module allowing and supporting the ordering, receiving and invoicing of materials. Ultimately, acquisitions modules support a number of budgeting aspects in modern libraries.

Acquisitions Cont. Manual systems can't create the financial and statistical information needed for planning and management. Automated systems reduce labor-intensive clerical duties and speed up paperwork. Electronic Data Interface EDI for orders, payment, claims Fiscal Year Rollover or Close functions In an automated system, the OPAC can reflect acquisition activity. What are the obvious advantages of automated acquisitions over manual acquisitions?

Serials A module allowing the procurement (and often supporting cataloging), receiving and claiming of items that are published regularly (most times).

Serials Cont.
Serials Modules Allow:
Management and tracking
Integrated w/cataloging module
Sophisticated modules allow check-in and claims tracking
Irregular schedules in many serials alleviated through automation
Automated routing (via routing slips)
At-a-Glance status for titles
Reports
Who can explain the importance of the serials module in practical terms?

Reports
Management reports capabilities across multiple modules
Transaction data, such as:
circulation numbers, vendor and fund activity, authentication information, collection development data, and online catalog usage.
Customizable
Why are reports important?
*Not always considered a “Module” to the ILS.

Discussion
Can a library survive without an ILS?
What does the ILS add?
What gaps does an ILS not fill?
What are the current challenges to the ILS and development of new versions?
What are the challenges in your libraries and in your experience?

Questions?

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Introduction to the Integrated Library System (ILS)

by Chris Kiess on Jan 16, 2011

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Introduction to the Integrated Library System (ILS) — Webinar Transcript