More and more churches are choosing automation software to streamline the day-to-day tasks in their church libraries. Automating simply means using specialized software to help with cataloging, circulation, administration and card catalog. 

Cataloging
If your library is not automated, your library volunteers likely hand-type catalog cards and card pockets using bibliographic information found in books. It’s a tedious process, especially when there are many items to catalog at once. Automation software enables them instead to quickly “fill in the blanks” and let the software print out catalog cards and keep an easily accessible record on the computer.

Much cataloging information is available over the Internet. When you need to catalog an item, some automation programs will connect you to sources and then format the bibliographic information for you, catalog the record, and print a catalog card (if needed).

It’s also helpful to have donor information noted on the cataloged record of donated books. It’s an extra way to give recognition to donors or honorees.

Circulation
In place of written circulation logs and sign-out sheets, your software maintains detailed records of materials used. It’s easy to e-mail overdue notices and keep up with which materials are being used regularly. Computerized circulation records make it easy to help patrons when they ask questions like, “What was the name of the book about baptism I read last year?” Automated circulation records help you serve your church members more quickly and effectively.

Barcoding items in your library make both circulation and inventory much more efficient.  Simply scan items with a barcode scanner to check them in or out or count them for inventory. 

Administration
Automation software will keep a list of all of your church members and may include a photo to help you learn new library users quickly. You may even be able to import member information from your church management software.

Automation also provides you with a wealth of information about your collection.  Reporting features let you easily find out specific details that help you choose library materials better. It takes just a moment to answer questions such as: How frequently are novels checked out? Do we have enough books about missions? Should we buy an extra copy of the latest top-selling Christian non-fiction titles?

Patron Catalog
Many libraries also choose to do away with card catalog drawers and instead offer a patron catalog that is accessed via computer. Because most school and public libraries already offer this type of catalog, using the computerized catalog will be familiar to most of your church members. 

With a computerized catalog, library patrons type in names, titles, subjects or keywords to locate materials in your collection. Some automation software includes a visual searching feature that lets patrons browse booklists you’ve prepared or explore topical categories (such as “VBS resources” or “devotionals”).

When patrons find interesting materials in the catalog, the software lets them know if the title is available and may even provide a summary or photo of the book cover.   

Some programs have a feature to publish patron book reviews; your church members will be able to see what other church staff and members think of selections they’ve read.

Some churches offer their catalog via the church Web site. Providing your catalog over the Internet opens your collection to church members, and even to the community, if you wish. Patrons may search for materials and then check availability and reserve items before they come to the library.

Choosing to Automate
Church libraries of all sizes can benefit from automation software. Whatever the size of your library, look for a system that will grow with your library; for example, choose software that keeps your book records in the standard library format called MARC.  These records make it easier to share records and provide the most consistent cataloging.

Keep in mind that some automation software is designed for public libraries or schools and may have a more complex interface than you need. Look for a system directed toward churches and/or small libraries. 

Because most churches don’t have trained librarians, it’s essential to have software easy enough for volunteers with little library experience to learn and use. 

Top-quality automation software helps you promote the use of your library. Providing a library calendar and recommended reading lists submitted by staff, library volunteers and even church members can increase interest in your collection. Automation makes it easy to garner information for “Top 10” lists, new materials available, and resources related to holidays and church events. 

Of course, automation has to fit your budget. Keep in mind there are costs associated with the hardware, software and supplies you’ll need initially, as well with the support and supplies you’ll need each year.

Your budget may dictate that you automate your library in stages. Simply choose software that let’s you proceed at your own pace. Perhaps you would like to start by cataloging your collection. Later, you could add automated circulation. Over time, you could add a patron catalog and Web access to that catalog.

Your Library Is a Ministry
A creative church library ministry is a vital part of the life of your church. Resources you provide help children learn about their faith and provide the support members need as they seek to live strong Christian lives. 

Automation will help you increase interest in and use of your library materials.  Volunteers will appreciate the time savings and the ability to serve library patrons more efficiently. Automation software in a well-run library can truly contribute to the ministry of your church.

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