Embracing the Cloud: Real Life Examples of Library

Cloud Implementation

February 8, 2012

Speakers: Erik Mitchell, Lynne Jacobsen,and Charlene McGuire

http://www.niso.org/news/events/2012/nisowebinars/embracing_the_cloud/

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PEPPERDINE UNIVERSITY LIBRARIES

MOVE TO THE CLOUD

NISO Webinar

February 8, 2012

Lynne Jacobsen

Associate University Librarian for

Information Resources, Collections, and

Scholarly Communication

PEPPERDINEUNIVERSITY PROFILEOver 7,500 students5 schoolsIndependent private Christian university12 locationsOver 500,000 volumesOver 175,000 ebooksOver 30 historic surfboards in special collections

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

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

OUR LAST MIGRATION

Conducted an OCLC batch reclamation 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

AN OPPORTUNITY TO STREAMLINE POLICIES

Reduced the number of loan periods

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

IN GENERAL, WHAT CHANGED?

Acquisitions and cataloging are blended

Maintain one catalog instead of two

Accept cataloging copy

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

WHAT’S DIFFERENT? With one motion

during receiving—

Barcode is added

Call number from bib record populates field

Item is marked as received

Holdings are automatically updated in OCLC (LHRs are created)

Copy cataloging and receiving are combined

Edit records in Connexion only when critically important

With shelf-ready service, books go out fast

For us, invoicing is separate from receiving

More time for cataloging ETDs and special collections

We no longer export bibliographic records to a local system, edit records, conduct authority control, or

update holdings in a local system

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

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

ARE ANY FUNCTIONS MISSING?

Functions not yet ready, but coming soon—

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

SOME ADVANTAGES OF BEING IN THE CLOUD

Can work from a laptop from anywhere (in the stacks, at home, overseas)

Logins are person-specific

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

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!

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

THANK YOU!

PAYSON LIBRARY

MALIBU

Pepperdine University LibrariesLynne JacobsenLynne.jacobsen@pepperdine.edu

Embracing the Cloud

Southwest Kansas Library SystemSWKLS

Charlene McGuire, Technology Consultantcmcguire@swkls.org

February 8, 2012

SWKLS Territory•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 Swiftnet Consortium•Smallest served population: 56•Largest served population: 20,525

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.

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

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

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

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

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

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

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

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

Requirements

• A reliable, high speed Internet connection

• At least 1 circulation computer

• Barcode scanner

Examples

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