Selecting Automation Software
By: Diane Volzer

Card catalog drawers are fast becoming relics in today's church libraries. In their place, you'll find computer stations and barcode scanners. Most public libraries and schools are already automated, so the system won't even be new to many of your members.   

Is your church library ready for the increased efficiency an automation system offers?  Any size church library will benefit from a computerized patron catalog and instant cataloging with records downloaded from the Internet.

Understand Library Automation
Automating your library simply means using computer software to help you with the day-to-day tasks in your library. Automation software aids in administration, circulation, cataloging and patron catalog. 

The quality of a library automation program is measured by how well it suits the needs of busy librarians and their patrons. When shopping for automation software, evaluate each program's efficiency, ease-of-use, functionality and future expandability. 

Automation software features a computerized catalog (OPAC), which may be available throughout your facility and/or via Internet. The software also maintains patron, materials and circulation records in a specialized database; automated reports organize collection and circulation information quickly and easily. Inventory is greatly streamlined in the automated library, as you simply scan the barcode of each item. 

Librarian Should Lead the Evaluation Process
Though a church administrator may provide budgetary guidance and a technical advisor should review system requirements, the head librarian (often a volunteer) should lead the automation software evaluation process. The church librarian is the person who will most use the software and who has the most knowledge of how libraries function.

Encourage your librarian in his or her task to evaluate software. It's easy to become overwhelmed; look for products especially suited to churches and deal with companies understanding of volunteers who may have little experience with computers or even with libraries in general. 

Trust your librarian to select a program that is a good value. This isn't always the program with the lowest price tag. Your librarian will know when paying more for a product will save in efficiency and annual costs in the long run. 

Be sure to enlist the aid of a technology advisor. This might be someone on the church staff or a church member with computer expertise. Have him or her review system requirements and technical support features before you commit to a purchase.   

Choose Software to Evaluate
Make a list of programs to evaluate by talking to colleagues and looking over company materials and Web sites. Search "church library automation" and similar terms. Note that some of the most inexpensive automation software is not MARC based, meaning it lacks the ability to store bibliographic data in the universally standard MARC format.  

Church library automation systems need MARC capability to grow with your church and collection, to be compatible with other systems for exchanging records, and to allow for future upgrades and migrations, such as to another vendor. 

Most church libraries will need what is called a stand-alone (or distributed) automation system. Generally, one computer is for library staff use and one or more others provide the patron catalog (OPAC). Intranet or Internet may offer your catalog throughout your facility or from home.

During your research, you may see references to centralized software. Usually these solutions are for groups of schools and public libraries that want to share a common catalog and enable inter-library book loaning. These expensive, advanced systems are rarely used in the church library setting. 

If your church shares facilities with a school or preschool, investigate the possibility of using the same program to house both the school and church library catalogs. If needed, searchable catalogs can be preset to search only one collection at each site. 

New and other small libraries may qualify for small-library discounts. Look for products that are easy to upgrade as your collection grows.

Have a Plan
Have a plan to evaluate each software program you choose to examine. A written questionnaire and checklists will ensure you evaluate each program equally. After looking at several programs, it's easy to confuse specific features. Clear notes will keep you on track.

Use the Free Trial
Always try automation software before investing in it. If you aren't already automated, use the sample materials and patron database provided by the vendor to set up a "library" on your desktop.

If you are already automated and seeking to advance or change your system, you may choose to import your own MARC-based database.

Use the software as you would during a normal day in your library. Often you can tell how intuitive a program is within the first hour of evaluation. Check for a help button or menu. See if the file explains the tasks you can perform on a given screen in a clear manner.

Determine if the software suits the ability levels of library volunteers. If your volunteers have little library experience, look for software with an easy-to-use interface that is not cluttered with "advanced" features you'll never use. Though the software may be powerful, it's counterproductive if the extra features confuse those using the software.

Also, examine the catalog from a church member's point of view. If you have lots of young children in your congregation, look for visual searching and book covers in the catalog. For adults and older students, note features such as publishing book reviews, posting recommended reading lists, saving search results and reserving materials online.
 
Administration, Circulation and Cataloging
Practice entering new patron (member) records and deleting old ones. Look for keyboard shortcuts. Note how many keystrokes and/or mouse clicks it takes to complete common tasks. Use the software to check books in and out, renew items and configure a new circulation rule. Make sure that it's simple to look up a patron record to see what they currently have checked out or to print a list showing the history of what they've already read. 

Run a few reports and notices. Make sure you can sort the report differently and change notice text. Be sure to evaluate how easy it is to run overdue notices and print them or send them via e-mail. Sending overdue notices via e-mail is a great option for church libraries.

Also, good automation packages allow you to simply scan or type an ISBN to find a matching MARC record on the Internet. This is called copy cataloging and may be a built-in feature or available at an added cost.

OPAC

1. First, decide if your church library will use an OPAC. Some libraries automate circulation and other functions, but continue to maintain card drawers for patron use. If this applies to you, be sure to select an automation system that still supports the printing of cards. You don't want to have to use separate software for this job because it will require entering the book information twice. Other libraries, usually very small ones, may not offer a patron catalog at all because patrons simply browse the shelves. 

In either case, you'll want to select an automation system that allows you to add an OPAC later as your library grows.  Or you may choose to utilize an OPAC just for the librarian's use at the circulation desk to assist patrons with finding materials and maintain card drawers for patron use.

If you'll be offering an OPAC for your patrons, look for features that communicate information about your library to patrons such as news bulletins, calendars and a library map. Check for quick links to bibliographies, recommended reading lists and popular titles. Evaluate the appeal of visual search graphics. Determine if enhanced content (such as book jackets and author notes) is available.

Ask About Support
Be sure to understand technical support and training options. Look for flexibility in contacting support: e-mail, user groups and, of course, telephone. Find out if there is an official channel for submitting customer suggestions. Be sure support includes basic software updates with new features. 

Talk to References
Ask other users if the program was easy to learn for both church members and library volunteers. Find out if it is stable or "crashes" frequently. Ask for an evaluation of documentation and online help features. Have the user describe an experience requesting technical support.

Plan for Tomorrow
Though you may not need certain automation products now, you may want to include them in a long-range plan. Take note of what "extras" each vendor offers.  

For example, it's common for a library to automate then offer a Web catalog in a future year. Also, you may want to choose a system with patron self-service capability if your library is sometimes open when unmanned. A system with a dedicated full-screen self-service module is a great option if this applies to your library.

Understand Pricing
Price structures can vary considerably. First, look over price sheets to get a general idea of the software's cost. Next, discuss your needs with a salesperson, who then will provide you with a custom quote. 

Understand each company's price structure to assure you know what your estimate includes. For example, note that companies may or may not include a period of support in the price of the software, require subscriptions for certain services, or charge extra for advanced features. Some vendors offer a payment plan.  

It's especially important to distinguish one-time costs (the software) from annual costs (such technical support). 

Initial Costs
To price automating your library, find out how much computers, installation and cabling, and Internet access (if needed) will cost. Most automation software is purchased independent of hardware, with the exception of circulation scanners, receipt printers, self-check kiosks, and other hardware specific to automation.

Your initial purchase should include the software, appropriate licensing, your first year of support, enhancement subscriptions, and other services, plus several months' worth of supplies (such as barcode labels and ID card sleeves).

If you are an established library and have a physical card catalog, you may choose to pay extra for retrospective conversion (often called simply "recon"). This means you send your shelf list and catalog cards to the automation company for conversion to MARC records to import into your new software. If retrospective conversion isn't in your budget, it is helpful to invest in a cataloging program that downloads free MARC records from the Internet.  

Licensing
Software usually includes single-user licensing. To provide your catalog on several computer stations in your library, you'll need to purchase appropriate licensing. You'll also need special licensing to offer your catalog online or via Intranet. Often a site-license is offered and will take care of your licensing needs in one basic charge.

Annual Costs
Support contracts and enhanced content usually are sold by subscription. Some cataloging software is subscription-only or "pay per record." Be sure your budget will likely be able to maintain the automation system you choose.

Though the task to find an automation solution may seem daunting at times, you'll find it is well worth the effort. Seek out salespeople who talk to you at your level and are open about their products and pricing. Ask questions, read thoroughly and give the software a good workout during your free trial. 

Above all, begin your planning early to ensure your library will be well-prepared for growth in the future. 

Diane Volzer is the communications director of Surpass Software, www.SurpassSoftware.com.  

Sidebar
Connecting With the Church Library Community

Several organizations provide general support, local workshops, online forums/discussion groups, regional and national conferences, and printed resources for church librarians. Membership is inexpensive and well worth the benefits received. 

Many of these organizations provide member newsletters several times a year that feature library promotion ideas, church library profiles, and extensive book reviews.  hese organizations are also a good source of reference information for church libraries.

Association of Seventh-day Adventist Librarians (ASDAL): www.asdal.org

Australian Church Library Association (ACLA): www.acla.asn.au

Catholic Library Association (CLA): www.cathla.org

Church & Synagogue Library Association (CSLA): www.cslainfo.org

Church Library Association of Ontario (CLAO): www.churchlibraries.ca

Congregational Libraries Association of British Columbia (CLABC): www.cablelan.net/frose/clabchome.html

Evangelistic Church Library Association (ECLA): www.eclalibraries.org

National Church Library Association (NCLA): www.churchlibraries.org

Pacific Northwest Association of Church Libraries (PNACL): www.pnacl.org

Wisconsin Evangelical Lutheran Synod-Church Librarians Organization (WELS-CLO): www.wels.net/clo

Product Roundup: Libraries and Bookstores

Book Systems
Book Systems creates a powerful library management software for church libraries.  Concourse, eZcat, and Concourse OPAC have helped countless librarians and volunteers automate their church libraries and maximize their resources. Concourse was designed with levels that allow churches to start small and add more features as the library needs them. Features include:
* Circulation
* Inventory
* Searching
* Reporting
* Cataloging of MARC 21 records
* Creating barcode labels 
www.booksys.com

Bookstore Manager
The heart of Bookstore Manager's system is their Retail Management Solutions—RMS software. It's offered in tiered versions to better meet the needs of all size stores. All versions are powered by their Christian Books & More database. Their products work the way your church store does, and additional accessories are available that help with:
* Inventory cycle counts
* Internet credit card transactions
* Cafe' operation's point-of-sale needs
Bookstore Manager has a head for your business needs, but a heart for your ministry.
www.bookstoremanager.com/church

ResourceMate 3.0
ResourceMate 3.0 is a solution to cataloging, searching and circulating your library. ResourceMate is ideal for small to medium libraries, and it is targeted at value. It's functional and powerful enough for libraries with tens of thousands of items, yet affordable for smaller collections that seek outstanding features. ResourceMate offers features that help you:
* Cataloging
* Searching
* Circulating features
All versions include the popular Import from Internet / ISBN Retrieval feature.
www.resourcemate.com

RCL Software
Media Library Manager from RCL Software is a complete library system for a church's library ministry. This program will allow a church library to:
* Catalog all resources
* Maintain circulation
* Track circulation history for the resource and the user.
There is user level security, barcode scanning capabilities, plus much more. There are no limitations to the number of resources that can be entered.
www.rclsoftware.com