Library Automation What?

Library Automation Systems:  eTrue Story

One of the most complex dynamics of a library is getting to know the library automation software.  Library automation systems are databases which mean they are complicated in nature and aimed at a sophisticated user.  In the Great Falls Public School district, we use the Alexandria automated system.  Here’s an overview of Alexandria:

1. What is it used for?

a. We use Alexandria in numerous ways.  From the client (student) perspective, we use it to check books out to them and check the books back in, to send out late notices, to charge missing fines, and to put holds on books.  From the librarian point of view, we use it for all of the above and much more including creating class barcodes for checkout, weeding, inventory, material barcodes, item look up, adding and deleting patrons, and creating reports.

2. What are the strengths and weaknesses of Alexandria?

a. Strengths: This is a robust system with lots of bells and whistles.  The library can manipulate policies, add to and remove capabilities, and create almost any report needed.  It can almost be as simple as you want it to be according to the way you use it.

b. Weaknesses:  There are many glitches and needs for updates.  All of the sudden you will see charges against patrons when there weren’t any before.  Sometimes strange messages will pop up during check in time, slowing check in time immensely. The system is so complex; it’s challenging to figure out how to manipulate it to your own needs.  

3. Why does the product work well or not work well for your particular library?

a. I think I’m too new to make a complete judgment, but from my perspective this product works well as long as you are given the product training needed to really get the most out of it.  I definitely have a ways to go to completely understand how to get the most out of Alexandria.  I do struggle with the glitches that come along because I then have to try to figure out a way to combat them and I don’t know the system well enough to do that in an acceptable amount of time.

4. What kind of statistical reports does the product allow you to generate (circ stats, collection evaluation, etc.)? How do you use the reports?

a. I don’t know completely, but there are a ton of reports you can generate.  I recently pulled circulation stats as I started the weeding process.  I looked at all of the items which had not been checked out since we started using Alexandria (a downfall to changing systems is you don’t have the past data to work with) and then determined if they should stay on the shelf or not.  At the end of the year, I will print a weeding report to keep a hard copy of what was done.  I will have to run an inventory report by the end of April or Mid-May.  One report I’m trying to figure out is to find out which patrons have never turned in a book late, but I haven’t figured out how to run that yet.  I know if you use an accelerated reading program you are able to run reading level reports as well.

5. How often do you recommend evaluating this product and possibly changing systems?

a. I recommend evaluation a new product after 2 years of use and then re-evaluating every 3 years unless there are major issues.  This year we discussed moving to an open source automated system due to the cost of maintaining our Alexandria maintenance agreement, but the cons outweighed the pros so we are tabling that until next year.  Librarians have to really think about the long-term effects of changing systems.  You lose a lot of data and it can be a nightmare to set up a new system.  You really want to do your homework because changing frequently would be inadvisable. 

This is just another side to the weighty role of the library media specialist.