Best Practices

Managing Visitors in the Library

Librarica

All libraries sometimes have out of town visitors who need to use the library’s resources, and libraries in cities with a large number of tourists have many guest users on a daily basis.  Libraries must define policies for out of town visitors, who do not meet the requirements to obtain a library card.  These policies include the whether visitors are allowed to borrow books, use the library’s computers, use the library’s wireless network, and whether they are allowed to print. 

Guest users don’t live in the city in which the library is located; therefore, they do not pay taxes in that city to help pay for library resources.  Most libraries don’t allow visitors to obtain a library card or borrow books.  Some libraries do allow visitors to obtain a library card for a fee if they meet certain requirements such as living in a nearby city.  This helps the libraries offset the costs of providing services to frequent visitors.

Visitors often need to use the library’s computing resources to check email, do research about the local area, or check their flight status.  Most libraries offer free guest passes to allow visitors to use the computers.  The guest passes often contain restrictions such as shorter time limits which do not affect library card holders.  Some libraries sell guest passes to visitors to recoup the costs of visitors using their resources and to encourage all library patrons who are eligible to obtain library cards to do so.  

More libraries are offering wireless internet access for patrons who bring their laptops to the library.  While many libraries allow all users to use their wireless internet access without any restrictions, many libraries do require patrons to authenticate to gain access to the wireless network.  This is to enhance the security of the library’s wireless network and to collect wireless usage statistics.  If authentication is required and libraries wish to allow visitors access to the wireless network, libraries must provide visitors with guest passes to allow them to use the library’s wireless network. 

Libraries also need to track statistics related to the number of patrons and guests using their computing, wireless network, and printing resources.  Usage statistics help libraries write grant proposals and justify budget requirements and future expenditures.

A PC and print management software solution helps library staff manage guest users in their libraries.  It allows staff to issue guest passes to use the library’s computers and wireless network.  Staff can automatically offer different computer restrictions and time limits for visitors from those of library card holders.  While some libraries offer a free printing allotment to their library card holders, they may not want to give visitors the same free printing allotment.  A print management solution can automate free printing allotments for library card holders and guests. A PC and print management solutions also automatically tracks guest and library card holder computer usage, printing, and wireless usage statistics.  This makes managing library guests automated and simple for library staff.