The document discusses the implementation of cloud technology in libraries, highlighting Pepperdine University's successful transition to a hosted Integrated Library System (ILS) for improving workflows and reducing costs. Key advantages include improved catalog searching, better resource management, and significant operational savings, along with challenges faced by smaller libraries when transitioning to cloud solutions. The webinar also emphasizes the importance of change management and user involvement in the successful adoption of such technologies.

1. http://www.niso.org/news/events/2012/nisowebinars/embracing_the_cloud
/
Embracing the Cloud:
Real Life Examples of Library
Cloud Implementation
February 8, 2012
Speakers: Erik Mitchell, Lynne Jacobsen,
and Charlene McGuire

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30. PEPPERDINE UNIVERSITY
LIBRARIES MOVE
TO THE CLOUD
NISO Webinar
February 8, 2012
Lynne Jacobsen
Associate University
Librarian for Information
Resources, Collections,
and Scholarly
Communication

31. PEPPERDINE
UNIVERSITY
PROFILE
Over 7,500 students
5 schools
Independent
private Christian
university
12 locations
Over 500,000
volumes
Over 175,000
ebooks
Over 30 historic
surfboards in special
collections

32. REASONS FOR MOVING TO THE
CLOUD
 Server needed replacing
 Moving to outsourced hosted solutions
 Lower the total cost of ownership
 Enable more efficient workflows in all
areas
 Offer a better catalog with Google-like
searching and Web 2.0 features
 Improve interoperability between various
library systems and services
 Find a better way to manage e-resources

33. WHY OCLC WMS?
 Great relationship with OCLC, quality products,
shared data, impressive roadmap
 WorldCat Local catalog –better discovery with
increased circulation and ILL (tripled)
 Outsourced hosting—no more hardware/software
upgrades to manage
 Significant savings in total cost of ownership—$50,000
annually
 Many efficiencies in technical services and in the use
of shared data
 Integration with ILLiad, CONTENTdm, and other
services
 Potential for 3rd party apps –making technology work
to save time

34. OUR LAST  Conducted an OCLC batch reclamation
MIGRATION project
 Updated MARC holdings data in our
local system
 Standardized OCLC number formatting
(MARC 035 tag)
 Item and holdings records were merged
into Local Holdings Records (LHRs)
 Migrated only current circulation data
 Patron data was loaded from
PeopleSoft
 No acquisitions data was migrated

35. AN
Reduced the number of loan
OPPORTUNITY periods
TO STREAMLINE
POLICIES Reduced the number of patron
groups
Standardized policies across
all branches
Improved services by offering:
 Longer loan periods
 No more fines
On-shelf holds
Courtesy notices

36.  Acquisitions and cataloging are blended
IN GENERAL,
 Maintain one catalog instead of two
WHAT  Accept cataloging copy
CHANGED?  Use vendor services
 Staff can now work on other tasks
 One staff reassigned to ILL for 40% of
her job; one staff doing admin and
original cataloging; one position
created for collection development
 A cultural shift occurred in several areas
 Change is constant
 Less control = freedom
 Catalog searching now from broad to
narrow utilizing facets

37. WHAT’S DIFFERENT?
 With one motion  Copy cataloging and
during receiving— receiving are combined
 Barcode is added  Edit records in Connexion
only when critically
 Call number from important
bib record
populates field  With shelf-ready service,
books go out fast
 Item is marked as
received  For us, invoicing is
separate from receiving
 Holdings are
automatically  More time for cataloging
updated in OCLC ETDs and special
(LHRs are collections
created)
We no longer export bibliographic records to a local system,
edit records, conduct authority control, or update holdings in
a local system

38. CIRCULATION CHANGES
 Reserves are much
improved
 All reserve items are
fully cataloged
 Holds are handled
differently
 No longer check
items in twice
 Student workers are
easily trained on
WMS

39. E-RESOURCE MANAGEMENT
 Migrated holdings to the Knowledge
Base (KB) from OCLC Link Manager
 E-journal titles are automatically
updated in the KB by Pubget
 The KB then automatically updates
holdings in WorldCat
 We can add and delete titles as well
as collections in the KB
 E-book subscriptions are also
maintained in the KB
 Links automatically appear for held
titles
 Just started adding license data

40. ARE ANY  Functions not yet ready, but coming
FUNCTIONS soon—
MISSING?  Robust reporting
 EDI invoicing
 Serial pattern data
 Serial claiming
 Call number browsing
 Inventory processing
 Catalog query from ILLiad
 Batch spine label printing
 Single sign-on capability

41. SOME
 Can work from a laptop from anywhere
ADVANTAGES (in the stacks, at home, overseas)
OF BEING IN  Logins are person-specific
THE CLOUD  No longer log into specific modules
 Permissions are set for each user
 Use a real-time pull list
 No more clients, servers, or updates to
manage

42. CHANGE MANAGEMENT
 Manage the extent and
frequency of change
 Communicate what we
are doing and why
 Get people involved—
ask for their input
 Plan—Prepare—Train
 Avoid conflicting
messages
 Ensure quick success
 Celebrate often!

43. IN CONCLUSION—
 We would do it again
 We enjoyed being a
beta test site
 We’ve started
forgetting how we used
to do things
 WMS begins to fade
into the background as
we concentrate on
collections and services
 We look forward to all
that webscale can offer

44. THANK YOU!
PAYSON LIBRARY
MALIBU
Pepperdine University Libraries
Lynne Jacobsen
Lynne.jacobsen@pepperdine.edu

45. Southwest Kansas Library System
SWKLS
Charlene McGuire, Technology Consultant
cmcguire@swkls.org
February 8, 2012

46. •21 Counties (SWKLS
is the only tech
support for 18 of
these counties)
•Over 17,000 square
miles
•Furthest library is a
280 mile round-trip
•36 Libraries in
SwiftnetConsortium
•Smallest served
population: 56
•Largest served
population: 20,525

47. Where We Started
• 2006: The State Library of Kansas challenged
public libraries to create a statewide online card
catalog with real time holding information and
self-initiated interlibrary loan. The goal was to
have at least 80% of public libraries in KS
automated.
• SWKLS had 27 libraries on stand-alone ILS and 9
libraries who were good candidates to automate.
Only 12 of the 27 libraries had catalogs
accessible on the web. Only 1 library had an ILS
that could connect to a statewide system.

48. Challenges
Major obstacles to small libraries
• Difficulty in maintaining a server
• Cost of equipment and software
• Time to implement, maintain, and wait
for help to arrive when needed

49. Solution
Hosted ILS: The Server
• The vendor provides the server
• The vendor maintains the software
• The vendor installs all upgrades
• The vendor performs database backups

50. Solution
Hosted ILS: The Software
• There is no client software to load or maintain
on multiple workstations
• Updates are instantly and seamlessly available
at each location
• No local IT configuration is required
• Eliminates server software upgrades and
troubleshooting
• Customizations work with each new release

51. Solution
Hosted ILS: The Cost
• Again there is no costly server to buy,
maintain, and backup
• Minimizes IT cost of visits to take care
of hardware and software issues
• Shared costs of consortium saves
money

52. Solution
Hosted ILS: The Time
• Time not needed to install updates
• Time not needed to backup files
• Time is not wasted waiting for IT support
to arrive when there is a problem
• Most issues can be handled online from
any Internet accessible computer

53. Patron Benefits
• Access to library holdings from the web anywhere,
any time
• Ability to see what materials are currently checked
out and when they are due back
• Ability to renew items on the web if allowed by the
library
• Ability to see if item is on the shelf and place reserves
• Ability to see what neighboring libraries have on the
shelf
• Schools can see what materials the local public library
has in its collection

54. Patron Benefits
• Ability to search local, regional, and state
catalog as well as Kansas provided
databases in one search (Google style)
• Vendor authenticates federated searches
• Vendor authenticates time management
systems

55. Drawbacks
• Need a reliable, high speed Internet
connection
• When the Internet is down, the ILS is
down (vendor does provide a standalone
circulation module for such occasions)
• Yearly hosting fees must be paid or
records removed

56. Requirements
• A reliable, high speed Internet connection
• At least 1 circulation computer
• Barcode scanner

57. Examples
http://swkls-verso.auto-
graphics.com/iluminar/home.asp#Iluminar