Managing Systems as a Librarian

USING OUR LIBRARIAN COMPETENCIES
IN MANAGING SYSTEMS
Presented by Nicole C. Engard
VP of Education, ByWater Solutions
2nd Edition Author w/ Rachel Singer Gordon
Contact: nengard@gmail.com
The book: http://tasl.web2learning.net
Saturday, June 8, 13

Outline
Introductions
What is a Systems Librarian?
Who is the Systems Librarian?
What does the Systems Librarian do?
Competencies
Tips for Training
Networks and Learning
Systems Librarian Tools

Who am I?
Nicole Engard
ByWater Solutions
VP of Education
I love sharing knowledge
with colleagues
Right now my favorite software
tool is Zotero (www.zotero.org)
I am a dog lover!

Who Are You?
Name
Library/Organization
Job title
Are you a systems librarian (regardless of your title)?
Reason for attending today
Current favorite software (doesn’t have to be library related)
Are you a Dog or Cat person? (or any other animal?)

SYSTEMS LIBRARIANS
What makes a librarian a systems librarian?

What is a Systems Librarian?
The systems librarian is a unique breed. The position
requires someone who no only understands libraries and
computers but someone who can put both ﬁelds into
context.
Ingersoll, Patricia, and John Culshaw. 2004. Managing information technology: a
handbook for systems librarians. Westport, Conn: Libraries Unlimited.
All you need is the ability to read books, the desire to learn,
and the time to do it.
Morgan, Eric Lease. “Technical skills of librarianship.” LITA Blog, August 7, 2005.
http://litablog.org/2005/08/technical-skills-of-librarianship/.

Possible Job Titles
Information systems librarian
Library webmaster
Digital services librarian
Manager of library systems
Lead library systems analyst
E-services librarian
Head of information technology
Instruction and liaison librarian
Library systems and digital
collections administrator
Systems manager/reference
librarian
Virtual branch and innovative
tech manager
Metadata librarian
Assistant director of technical
services for library systems
Systems manager
Informatics librarian
Web services librarian
Integrated digital systems librarian
Head of application development
and management
Library systems liaison officer

What Does the Systems
Librarian do?
Regardless of how the systems librarian came to be
he/she manages any one or more of the library’s
systems
Web site
ILS / OPAC
Public and Staff PCs
Library content applications
Library Hardware

“The systems librarian is responsible for emerging technologies,
website development, and systems maintenance.”
“Responsible for the support and assessment of the library’s expanding web-
based services. As part of the Library Technology Services team, work with
web development, desktop support and other staff to continually maintain
and improve these services, now the primary points of patron contact with
the library. Manage the core resource discovery and integrated library
systems as well as innovative open source and locally developed services in
order to maximize access to academic information for students, faculty and
staff. Lead user testing and other assessment of technology services to
ensure that they meet current patron needs and usability expectations.
Recent graduates are encouraged to apply.”
Systems Librarian Job Ads

“[A]n Information Systems Librarian to perform in-house
installation, maintenance, testing and troubleshooting of
library’s information technology infrastructure.”
“The Technical Services and Systems Librarian manages all
aspects of acquisitions, cataloging, and library systems. This
includes but is not limited to acquiring needed resources in a
timely and economic manner, performing cataloging for a variety
of formats and serving as the database administrator for the
library’s Innovative Interfaces Inc. Millennium software.”

“Coordinates, the effective delivery of library services and
applications by overseeing the design, installation, maintenance,
documentation, security, upgrading, and troubleshooting of
library application platforms, servers, and databases.”
“Serves as the lead administrator for major library application
platforms, such as the Library’s Integrated Library System,
mobile app, and other major application platforms. Works
closely with the Public Services and Collections to ensure
planning, implementation, and coordination of Library services
and applications.”

“The individual selected will plan, direct, and evaluate the
implementation and administration of all library hardware and
software. This position will also include research and promotion
of emerging technologies that will enhance awareness of mobile
devices and applications for both staff and the public.”
“Implement and manage our e-resources, Integrated Library
System (ILS), and web 2.0 based projects. We are looking for an
individual up to date with the rapidly changing digital
environment with excellent teamwork and communication
skills.”

What’s Your Job Ad?
If you are a systems librarian what did you job
ad - or what does your job description - say?

Who is the Systems Librarian?
The Accidental Systems Librarian is the one who applied
to work in Technical Services/Cataloging (just as an
example) and was good with computers (either designing
websites or just troubleshooting issues) so they were
asked to help with the new ILS and then the library
website and then ....
The Systems Librarian is someone who studied (or has
specific experience with) libraries and systems. This person
applied for the role and manages the library’s systems as a
chosen career.

Which Are You?
If you currently work in systems - how did you
get there? Did you apply? or get there
‘accidentally’?

COMPETENCIES
Using existing knowledge in managing systems & what you should learn

Communication
“[Y]ou most likely will be the only one doing anything related
to technology, and your biggest asset will be an ability to
translate techno-speak to library-speak.”
Eileen Lutzow, Charleston Southern University
“I use reference interview skills all the time to get more
information out of the folks who are truly geeky, and to help
people troubleshoot the problems they are reporting. I also
use my web-searching skills often to find answers to thorny
problems.”
Margaret Hazel, Eugene Public Library

Research
Use the ability to find the more reliable research resource in
picking the right software
Evaluate the software
Test the software
Research what others are saying about the software
Choosing the most comfortable software solution is like going to
Google for all of your answers

Organization
Cataloging skills can be translated in to
organizing systems data
Bibliography skills can be used to document
and organize systems
Information literacy can help with finding and
organizing information regarding systems

Training
Reference or public services competencies will assist in
training your staff and your patrons
Use the skills you learned while helping people use your
library databases when training them to use other
technologies
Document commonly asked questions for later use with
skills learned in making subject guides

Systems Competencies
Things to learn to understand systems better:
Database languages like MySQL or PostgreSQL go a long way
Programming languages like PHP or Perl can help if you
manage an open source CMS or ILS
Network basics can help with understanding how computers
communication with and connect to each other
Linux server management basics help with the understanding
of servers and basic troubleshooting actions

Systems/Databases
A system is just a set of instructions
Advanced searching skills assist in
understanding database structures
Traditional cataloging skills give us a unique
insight in to deciphering confusing looking data
Knowledge of the various types of metadata
schemas helps with the organization of data

Database Example: MySQL
CREATE TABLE branches (
branchcode varchar(10) NOT NULL default ‘’,
branchname mediumtext NOT NULL,
branchaddress1 mediumtext,
branchphone mediumtext,
branchfax mediumtext,
branchemail mediumtext,
UNIQUE KEY branchcode (branchcode)
);

Reading MySQL
This table’s name is ‘branches’ and it stores the information
about libraries or branches in the Koha ILS
Each field is easy to identify because of its name (ex. branchname
is the library name)
A field with a number in parens after it is a field that is limited in
size
For example varchar(10) means the field can have no more
than 10 characters in it
Lastly, we see that ‘branchcode’ is the unique key or unique
identifier in the table

Inserting Data in MySQL
Using the branches table enter a branch’s info
INSERT INTO branches (branchcode,
branchname, branchaddress1, branchaddress2,
branchphone, branchemail) VALUES (‘LIB’, ‘ My
Library’, ‘ 123 Library Road’, ‘ San Diego, CA’,
‘ 555.555.1234’, ‘info@library.com’);

Querying MySQL
To query a single table you will structure your query like this:
SELECT column_names
FROM table_name
[WHERE ...conditions]
[ORDER BY ...conditions];
Statements in brackets are optional
You can also select everything in a table by using an * in place of
column_names

Querying MySQL
Using the branches table let’s query the data
This query will pull out only the Branch Names and Emails and
put them in ascending order by name
SELECT branchname, branchemail
FROM branches
ORDER BY branchname ASC;

Never Stop Learning
WebJunction (www.webjunction.org/catalog) is an online community that
focuses in part on training librarians.
SLA Click University (http://www.sla.org/learn/) offers courses to SLA
members on all topics related to our libraries.
MIT OpenCourseWare (http://ocw.mit.edu) offers freely accessible course
materials from MIT, covering topics from Management, to Computer Science, to
Literature, to Technology.
Lynda.com (http://www.lynda.com) offers online software training videos for
members. TechSoup for Libraries (www.techsoupforlibraries.org) offers a
growing collection of resources, articles, and webinars for librarians interested in
new technologies.
W3Schools Online (www.w3schools.com) is the place to go for free tutorials and
quizzes on web development topics.

OPEN SOURCE SOFTWARE
What it means to libraries and library systems

Open Source Software
Open source software is software that users have the ability to
run, distribute, study and modify for any purpose.
Often comes with a built in support system in the form of the
development and user community.
No vendor lock in
No license fees
Release early/Release often
Peer review
Better security
More transparency
Community/Collaboration
Freedom to innovate

Open Source FUD
FUD = Fear, Uncertainty and Doubt
Open source is insecure
I need too much staff to use/support open source
I have to be a developer to use open source
There isn’t an open source application to do that

Considering Open Source
Evaluate software equally - Proprietary and Open
Source side by side
Get reviews from trusted colleagues
Always demo the software by performing the
operations you’ll need to do in a production
environment
Do not write off open source just because of FUD

NETWORKING & LEARNING
Keeping up is the key to staying sane as a systems librarian

Networks and Networks
Systems & Technical Services librarians often get caught up in
managing data, library systems and networks that they forget to
communicate with their outside networks
Use social and professional networks for assistance, tips or just
to share stories
Keep up to date with what other libraries are doing by
watching what systems librarians are sharing online and in
print.
Join systems related mailing list & online groups.

Mailing Lists
Code4Lib (also on IRC)
https://listserv.nd.edu/cgi-bin/wa?SUBED1=CODE4LIB&A=1
LITA-L
http://lists.ala.org/wws/arc/lita-l
SLA IT Division - Systems Section
http://it.sla.org/sections/information-systems/
SYSLIB-L
https://iulist.indiana.edu/sympa/arc/syslib-l
Web4Lib
http://web4lib.org

Information Sources
TechRepublic (www.techrepublic.com) includes technology news,
tutorials, articles and software suggestions that can be very handy.
O’Reilly Media’s (http://oreilly.com) solid print titles and thorough
technical information mean that it has useful offerings for all library
technical personnel.
Popular technology blogs like Lifehacker (www.lifehacker.com) and
Engadget (www.engadget.com) are good resources for finding tips and new
software applications.
Library Technology Guides (http://librarytechnology.org) and Lib-Web-
Cats (www.librarytechnology.org/libwebcats/) are great sources for library
systems information and news. The annual reports on automation systems
are very helpful when considering migrating to a new system.

EVALUATING SOFTWARE
Effective software evaluation techniques

RFPs
If an RFP is necessary keep in mind these tips:
Do not reuse the RFP you used 3-5 years ago and just add new
lines
A RFP for an ILS that asks for a web-based OPAC shows
that you didn’t take the time to update your RFP
Keep it simple/descriptive
Don’t ask if the ILS has a reserves module without defining
what you mean by ‘reserves’ and what you want it to do

Demo
Get a demo by the vendor or an expert with the product (if there
is no support vendor)
Also ask for a way for you to test drive the software without the
vendor
Vendors can manipulate the demo by showing you just what
they know looks impressive, your tests will be more thorough
and relevant to your library

Pros & Cons
Create a spreadsheet or a checklist of sorts so you can compare
the software side by side
Always always talk to others using the software - for an ILS
specifically use Lib-Web-Cats to find others using the software -
don’t depend solely on the references shared by the vendor
Do not depend on feature lists in marketing materials or on the
web, create your own list based on what you’ve seen and heard
from others in your network and realize that different software
doesn’t always have a parallel feature list

SYSTEMS LIBRARIAN TOOLS
Resources for an efficient Systems Librarian

Operating System
Troubleshooting
Windows:
http://www.microsoft.com/security/default.aspx
http://www.annoyances.org
Mac:
http://www.apple.com/support/
http://reviews.cnet.com/macfixit/
Open Source:
http://planet.ubuntu.com
http://www.oss4lib.org/mailing-list

Finding Software
TechSoup for Libraries (www.techsoupforlibraries.org)
offers software, training, articles and more to help with
technology in libraries
Microsoft for Non Profits (www.microsoft.com/NGO)
offers free and discounted software for non profits
FOSS4Lib (http://foss4lib.org) is a place to find open
source software specific to libraries and documentation on
releases and who’s using what

SYSTEMS SOFTWARE
Software every systems librarian should know about

Virtual Machine
VirtualBox (http://virtualbox.org) is an open source
virtual machine application that will work on any
operating system. It will allow you to try out new
operating systems or demo software without installing
it on your primary machine. It also allows you to easily
support a multi-operating system environment without
having multiple physical machines.

Help Desks
Request Tracker (http://www.bestpractical.com/rt/) is an open
source web-based help desk that will allow your staff and
patrons to submit help tickets so you can easily track issues in
the library and keep a knowledgebase for future reference.
osTicket (http://osticket.com) is another open source
ticketing system for your help desk.
Spark (www.igniterealtime.org/projects/spark/) is an open
source live chat/support solution that you can add to your
library website/intranet.

Screensharing / Remote Login
Teamviewer (http://www.teamviewer.com) free application for
remote log in to another PC and screen sharing.
PcAnywhere (http://www.symantec.com/pcanywhere) remote
desktop access for help desk/troubleshooting.
LogMeIn (https://secure.logmein.com) suite of tools for logging in to
remote devices.
RealVNC (http://www.realvnc.com/products/free/4.1/) is remote
control software which allows you to view and fully interact with one
computer desktop using a simple program on another computer
desktop anywhere on the Internet.

Security
Clean Slate from Fortres (http://www.fortresgrand.com/
products/cls/cls.htm) protects public computer disk drives by
clearing them of unwanted files (as well as other security
measures).
Deep Freeze (http://www.faronics.com/enterprise/deep-
freeze/) “freezes” your computer’s configuration.
Clonezilla (http://clonezilla.org) is an open source computer
cloning application.

Firefox
Firefox is arguably the most secure web browser, throw in some plugins and
settings and you can make it even better on your public machines:
Private Browsing (http://support.mozilla.org/en-US/kb/Private-
Browsing)
AdBlock Plus (https://addons.mozilla.org/en-US/firefox/addon/
adblock-plus/)
NoScript (https://addons.mozilla.org/en-US/firefox/addon/noscript/)
FlashBlock (https://addons.mozilla.org/en-US/firefox/addon/
flashblock/)
More: https://addons.mozilla.org/en-US/firefox/extensions/privacy-
security/

Day-to-Day
Scribus (http://www.scribus.net/canvas/Scribus) is an open
source desktop publishing application for publication of signs
and handouts.
Jing (http://www.techsmith.com/jing.html) is a free tool for
screenshots and screencasting.
SpiceWorks (http://www.spiceworks.com/free-pc-network-
inventory-software/) is a PC inventory tool to help you keep up
with software that is installed in the library.

General Web Based
LimeSurvey (http://www.limesurvey.org) host surveys on your
own web server and query you staff and patrons about new
technologies (or any library service).
Moodle (http://moodle.org) is an open source course
management system for hosting technical training materials for
your staff and patrons.
Google Analytics (http://analytics.google.com) keeps track of
web access statistics so you can gauge the use of your online
services.

Content Management
WordPress (http://wordpress.org)
Scriblio (http://scriblio.net/download/)
Wordpress Librarians (facebook.com/groups/wordpress.librarians/)
Drupal (http://drupal.org)
SOPAC (http://thesocialopac.net)
Drupal4Lib (http://listserv.uic.edu/archives/drupal4lib.html)
Joomla (http://joomla.org)

Public PC Management
Libki (http://libki.org) is an open source kiosk management
application. Install it on your server and on the client machines to
manage patron access to public machines. Designed specifically with
libraries in mind.
Cybera (cybera.sourceforge.net/site/co/home_en.html) is an open
source cyber cafe application that can be (and has been) manipulated to
manage PCs in a library setting.
Epoptes (www.epoptes.org) is an open source computer lab
management and monitoring tool. It allows for screen broadcasting and
monitoring, remote command execution, message sending, imposing
restrictions like screen locking and/or sound muting the clients.

Resource Sharing/Storing
Delicious (http://delicious.com) is a great way to share (or save
for later) articles, tools, applications and more. You can also
create a network of trusted colleagues to learn from.
Zotero (http://zotero.org) is a useful tool for creating
bibliographies for your training workshops, for yourself or for
administration when you’re arguing for new types of software.
Evernote (http://evernote.com) is a handy way to keep, organize
and share (if you want to) your local knowledge and common
commands you need to run on your library systems.

Screencasting
Video tutorials are a great way to train to employees and the
public:
Screencast-o-matic: http://screencast-o-matic.com
Camstudio: http://camstudio.org
Camtasia: http://techsmith.com/camtasia.html
Screenflow: http://telestream.net/screenflow/
Jing: http://techsmith.com/jing.html

FINAL TIPS
Tips and things to remember

Never Forget
It’s okay to ask for help!
Use social networks
Use presentation and video sharing sites to ﬁnd answers
You’re not alone
Delegate tasks amongst your staff
Train colleagues to handle the simple issues (changing printer
toner)

Take Time to Learn
Don’t get stuck in a rut!
Take time each week to learn something new
Plan for free time to try playing with new technologies
Just because it works doesn’t mean it’s the best solution
Don’t stop looking to see what else is out there
New things are always released

To Read
Engard, Nicole C., and Rachel Singer-Gordon. The Accidental Systems
Librarian. 2nd ed. Medford, NJ: Information Today, Inc., 2012. http://
tasl.web2learning.net.
Ingersoll, Patricia. Managing Information Technology : a Handbook for Systems
Librarians. Westport Conn.: Libraries Unlimited, 2004.
Mathews, Janie M., and Harold Pardue. “The Presence of IT Skill Sets in
Librarian Position Announcements.” College & Research Libraries 70, no. 3
(May 2009): 250 –257.
Patton, Stephen. “The Deliberate Systems Librarian.” Info Career Trends,
November 3, 2008. http://www.lisjobs.com/career_trends/?p=486.
Resnick, Taryn, Ana Ugaz, and Nancy Burford. “E-resource Helpdesk into
Virtual Reference: Identifying Core Competencies.” Reference Services Review
38, no. 3 (2010): 347–359.

AVAILABLE IN THE SLA BOOKSTORE
Buy it today for 30% off online:
books.infotoday.com/books/AccSysLib.shtml

Presented by Nicole C. Engard
VP of Education, ByWater Solutions
2nd Edition Author w/ Rachel Singer Gordon
Contact: nengard@gmail.com
The book: http://tasl.web2learning.net
USING OUR LIBRARIAN COMPETENCIES
IN MANAGING SYSTEMS

Managing Systems as a Librarian

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