Best Practices

The Benefits of a Library Automation System

Shara Blackmore

A library is more than just a collection of books and resources; it’s a valuable source of information that enriches lives and provides resources for personal, academic and professional growth. It provides patrons with a relaxed and organized environment where they can develop research and learning skills.

Automating the library with a centralized software program ensures organization and efficiency by integrating all the common tasks into one system. It will help you use your time efficiently with maximized productivity by combining cataloguing, circulation, searching and reporting all into one software program.

For Your School Library

Automating the school library has many benefits for librarians, teachers, students and parents. Cataloguing features such as the ability to import existing data files, or using online databases for cataloguing promote efficient data entry. With automated circulation features, such as barcoding items and patrons, there is no need for circulation cards and manual check in/check out processes as the software program will maintain that information and also provide reports for overdue items.

The library can reinforce the classroom curriculum by providing supplemental resources and also help develop important research skills for the students. As well, it can keep track of textbooks and any type of resource material in the classroom or school. Students today are very computer knowledgeable and familiar with researching online and using computer programs in every area of their lives. Providing an automated searching system in the library for researching projects or personal enjoyment will encourage students to continue developing their technical skills.

For Your Community Library

Simply put, any type of organization that has a collection of resources should use an automated computer program to organize their library. Library automation offers many opportunities to improve services and support the goals of community programs, such as: adult learning, family and children’s programs, and religious or cultural centers.

Having catalogued and categorized resources and materials in an automated program will help people within your library or center find information that they need quickly and easily. By automating the available resources, you will provide an organized and relaxed atmosphere where people from your community will feel comfortable and safe gathering together.

The size of the library collection doesn’t matter! Every resource is valuable; regardless of whether it has been purchased or donated. The cost benefits of automating the collection far outweigh costs associated with purchasing a software program and other supplies. Cataloguing all the resources in the library collection not only provides an easy method for searching the library, it also keeps track of all the valuable resources that have been purchased or donated.

Issues to Consider

Choosing a software program to automate your library is an important decision. Keep the decision as easy as possible by defining what features and factors are important to you and your library.

Questions to consider:
• What is the budget and timeline for the library?
• How large is the library collection and what is the future growth potential?
• What functions are most important in an automated program and in what priority?
• What computer equipment is available and what are the system requirements of the software program?
• What support will you have with staff and volunteers?
• Do you need a stand-alone computer system or a shared network application?

Features to consider in a software program:
• Ease of use
• Internet capabilities with cataloguing and searching
• Available reports
• Barcoding items and patrons for circulation
• Maintenance and Support availability and costs
• Software capacity
• Searching tools, including Keyword searching

By automating your library collection, you will be able to create an organized and functional library that will have a significant impact on your organization. Librarian tasks will simplify leaving more time to assist patrons and students, items and resources will be easily found, and the circulation status will be maintained and recorded in the program ensuring accuracy.

Regardless of the type of organization or size of collection, the purpose of a library or a resource room is to learn. Learning in an organized atmosphere promotes productivity, ensuring that the educational and developmental process is a success.

Shara Blackmore is the customer support and administration manager at Jaywil Software. For over 15 years, ResourceMate®, as developed by Jaywil Software, has helped organizations establish efficient libraries with a cost-effective solution. www.resourcemate.com.

Our reputation for excellent customer service and knowledgeable support makes us a trusted company with our customers located in every State and Province in North America, and in over 130 countries worldwide.