St. Johns County Public Library System Technology Plan

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1 St. Johns County Public Library System Technology Plan Written by Jae Bass, Technical Services Administrator in order to meet requirements of the Universal Service Discount Program Created: May 2009 Approved by SJCPLS Library Advisory Board May

2 ST. JOHNS COUNTY PUBLIC LIBRARY SYSTEM Table of Contents A. Mission Statement B. Goals and Objectives C. Technology Assessment D. Professional Development Strategy E. Evaluation Process F. Budget projections A. MISSION STATEMENT Technology Plan 7/1/2009-6/30/2012 The St. Johns County Public Library System welcomes residents of all ages and offers opportunities to continue lifelong learning; to nurture a love of reading; to find, evaluate and utilize information in a variety of formats; and to enjoy a community gathering place. B. GOALS AND OBJECTIVES Goal 1: Ensure timely, equitable, and efficient acquisition of library materials Objective: Determine and implement effective procedures for ordering materials Activity: Maintain written Collection Development Policy and procedures for staff and volunteers Activity: Coordinate selection of appropriate material, formats, and quantities for purchase Activity: Review existing procedures to prioritize the acquisition of high demand materials Activity: Utilize electronic ordering processes and review effectiveness Activity: Run various collection analysis reports to determine and support collection development Objective: Determine, implement and review effective procedures for tracking acquisitions status Activity: Prioritize processing of all items upon receipt Activity: Identify and purge nonreceivable or canceled purchase requests Activity: Coordinate with library staff to identify new materials with holds for priority acquisition Goal 2: Ensure the timely, equitable and efficient cataloging of library materials Objective: Determine, implement and review effective procedures for the cataloging of library materials Activity: Maintain written guidelines for MARC record profile Activity: Maintain written guidelines for Integrated Library Software bibliographic index structure Activity: Maintain necessary bibliographic files to ensure appropriate cataloging and retrieval of records Activity: Standardize editing of MARC records in accordance with accepted cataloging, classification and subject heading formats for local use Objective: Provide standardized and user friendly access to library materials 2

3 Activity: Outsource system Authority files (author, title, series) and update the existing bibliographic database Activity: Review and revise index structure of bibliographic database as needed Activity: Coordinate with Public Services staff to review and revise Integrated Library Software display screen formats Activity: Provide appropriate holdings collection coding to ensure access to library materials Objective: Provide cost-effective methods of cataloging library materials Activity: Continue the outsourcing of cataloging by material format utilizing cost benefit analysis Activity: Evaluate, test, and implement automated cataloging products which prove effective at reducing per unit cataloging labor hours and operate at optimal efficiency Activity: Coordinate with outsourcing vendors to create and maintain system profiles to be used for the processing of materials and viable MARC records Objective: Provide training for staff and volunteers to perform various cataloging functions Activity: Identify training methods and modules for new and updated cataloging tools as they are acquired Activity: Schedule Technical Services staff and volunteers for training on existing and new cataloging tools on a regular basis Activity: Schedule Technical Services staff to attend workshops, seminars, and training sessions as funding permits Activity: Train all Technical Services staff to perform cataloging for all library material formats Goal 3: Ensure the timely, equitable and efficient processing of library materials Objective: Determine, implement and review cost effective and efficient procedures for the processing of all library material formats Activity: Maintain written procedures for use by staff and volunteers for the processing of all library formats Activity: Maintain system profile reports used by outsource vendors for library purchases Activity: Identify formats which lend themselves to outsourcing Activity: Assign and train public services staff to process donated materials and add holdings Objective: Provide training for Technical Services to train Public Services staff and volunteers on the proper processing of library materials Activity: Maintain Train the trainer program for teaching staff and volunteers how to process materials Activity: Provide Technical Services staff to coordinate and review branch processed library items Objective: Coordinate the deletion and repair of library materials with Public Services staff Activity: Maintain procedures for the deletion and repair of library materials Activity: Coordinate with Public Services staff for the deletion or repair of all formats of library material Activity: Outsource the repair of library materials as budget and time allows Goal 4: Ensure the timely, equitable and efficient processing of Interlibrary Loan (ILL) transactions 3

4 Objective: Provide an efficient means of ILL service to all Library card holders Activity: Review and revise written procedures for staff and volunteers for the processing of ILL requests Activity: Maintain OCLC - ILL Internet based interface Activity: Maintain database files to track ILL loans for statistical and copyright purposes Activity: Provide an Internet ILL request form that can be used by patrons directly without staff intervention Activity: Utilize the library s automated circulation system to efficiently track loaned materials Activity: Evaluate new ILL technologies through continued research and consultation and implement methods that will enhance service to patrons Objective: Delineate and coordinate responsibilities between Technical Services and Public Services for patron and institutional ILL requests Activity: Train staff in Technical Services and Public Services to verify ILL citations and match points using Internet resources Goal 5: Provide efficient library services through the use of an automated system, which integrates various functions and databases Objective: Maintain the functions currently available on the Library s Integrated Library Software Activity: Review, revise and update system settings for all functions Activity: Run system utility and diagnostic programs Activity: Utilize ADHOC report structure or SQL function for system reports and statistical tabulations Activity: Identify obsolete or inaccurate database files and purge on a regular basis Activity: Coordinate system Debt-Collect reports and functions in conjunction with Unique Management Collection Services Objective: Plan for automated library system upgrades Activity: Maintain internet based public access catalog and patron self-service options Activity: Evaluate new services and products offered by the Integrated Library Software vendor Activity: Maintain automated calling system for overdue material and Holds notification Activity: Schedule and implement regular upgrades as needed to the library s ILS. Objective: Provide training and opportunities to attend workshops for Technical Services staff who work with the automated library services Activity: Identify and budget for training or workshop opportunities that will assist staff to operate, maintain and plan for the future growth of Library Automation systems Activity: Schedule and budget for technology training and workshops for Technical Services Administrator and staff members. Goal 6: Coordinate all computer-based access to library materials and information services Objective: Identify material and information resources that are the best provided to library users by computers or internet whether in the library or remotely on a computer or portable device Activity: Maintain methodology by which computer and internet resources are identified Activity: Evaluate subscriptions to online reference databases and information sources and maintain system statistics 4

5 Activity: Utilize review process to determine whether the identified resources are compatible with existing computer systems and fit within budget allocations Activity: Evaluate and implement applicable open source software solutions for staff and public usage Activity: Identify alternate sources of funding to support technology related programs and services Objective: Identify and recommend hardware systems and configurations necessary to provide material access and information services to the public in a cost efficient and user-friendly manner Activity: Coordinate the evaluation of software with required hardware Activity: Assess recommended hardware configurations by researching and investigating the experiences of other libraries Activity: Determine cost efficiencies of introducing new hardware configurations and technologies and incorporate results in the decision making process Objective: Coordinate all maintenance and development of the library website at Activity: Utilize appropriate web development software, including open source tools, and budget for ongoing upgrades and additional software and web development tools Activity: Work closely with county Information Systems staff to meet and adhere to countywide web standards, ADA and other legal requirements Activity: Work with Public Services staff representing circulation, reference, youth, administration, and outreach to provide input for and review of website page content, links, and information Activity: Establish and maintain user profiles through the Drupal Content Management system that enable trained staff to submit web updates to specific pages of the website Activity: Utilize appropriate Web 2.0 Tools such as social bookmarking, blogging, and social networking that enhance user access Goal 7: Maximize the available resources to optimize service to library patrons Objective: Foster patron use of library technologies Activity: Coordinate and deliver online tutorials and help pages via the library s website Activity: Develop and coordinate the library system s presence on selected online social networks, such as Facebook and Twitter, in accordance with the county guidelines. Activity: Develop and coordinate appropriate promotional and informational videos and photos in accordance with county guidelines. Objective: Assist staff in acquiring technology core competencies Activity: Deliver core competency training for staff at all levels Activity: Assess staff training needs through surveying and feedback tools and update core competencies as needed Activity: Provide resources and recommendations to enable staff to effectively use computer technologies Activity: Identify and provide information about advanced technology training opportunities for staff and volunteers as needed Objective: Provide ongoing written policies and procedures for systems support Activity: Maintain written hardware and software support manual for public services staff 5

6 Activity: Provide basic technology information to new employees Activity: Maintain written policy for accepting computer hardware donations Objective: Coordinate purchase, maintenance, repair and replacement of library technology equipment and services Activity: Evaluate telecommunications services, functions and features and work with Information Systems staff on library telecommunications Activity: Maintain access to subscription databases to remote patrons by use of remote patron authentication software Activity: Continue to provide separate public internet networks at all locations, including open wireless access Activity: Maintain and coordinate support for adaptive technologies such as ADA software and Video Relay Services at library branches Activity: Maintain exemplary standard of available Internet connected computer workstations as defined in the Florida Library Associations Standards for Public Libraries latest revision. C. TECHNOLOGY ASSESSMENT The St. Johns County Public Library System will formulate its Technology Plan using input and information from the county s Information Systems staff, Library staff and the Northeast Florida Library Information Network (NEFLIN). This brings together the needs of the Library with technological expertise from Information Systems and the experiences of other Florida libraries. The Library s Technology Plan will be in compliance with county wide technology planning. The Library has catalog, circulation, acquisitions, cataloging, and administration modules provided by SirsiDynix. The Library s Horizon Integrated Library Software and Online Catalog operate on two Dell servers running Windows 2003 Server. The County s Information Systems Department houses and maintains the servers for the Library. One server is dedicated to circulation, cataloging, acquisitions, and administration modules. The second server runs the library s online catalog software, HIP (Horizon Information Portal) and Remote Patron Authentication module. Two additional workstations are housed at the Southeast Branch Library. One of these is a Windows 2000 Pro PC that runs the library s telephone notification system utilizing two analog telephone lines. The other, running Windows Server 2003, operates Web Reporter, which offers Technical Services staff access to various reports and statistics. The Library has one hundred and twenty two (122) workstations dedicated to the public for free and open Internet access. Forty-four (44) of the Internet workstations are located in the Children s and YA areas of their respective Library. In addition, there are fifty three (53) laptop PC s, equipped with wireless network cards, available for short-term use within the respective libraries. The public PC s and laptops all have virus protection software and Microsoft Office 2000 (or higher) installed. Finally, twenty one (21) additional computers are dedicated to the use of the library s online public access catalog. All Library branch locations have free and open wifi access. To provide security to the staff network, all public computers and wifi access points connect to Internet via high speed cable or DSL circuit that are separate and distinct from the County s network. The library utilizes Envisionware PC Reservation and LPT1 software for Time and Print Management of Public Access computers. PC Reservation allows patrons to sign up for computers with staff or on their own. Due to budget cuts over the last two years as well as increases in patron printing, patrons are now charged 15 cents per page to print. This has greatly decreased excessive printing and has helped to offset paper and ink costs. Staff currently has ninety-nine (99) Internet accessible workstations for their use. All public and staff workstations have dedicated or networked printer access. Public printers are primarily networked laser using black ink only. Staff have some color printers but primarily use black ink only. All staff workstations 6

7 connected to the Information Systems WAN have virus detection software and Microsoft Office 2000 Professional or higher installed. Administrative office workstations also access the County s Finance and Budget Systems through the County s WAN. The Library s six current locations: Southeast, Main, Bartram Trail, Hastings, Ponte Vedra Beach and Anastasia Island Branch Libraries are connected to the County s WAN with a minimum of full T-1 circuits for staff computers. In addition, the library has two bookmobiles with staff laptops that connect to the county server using wireless aircards through a secure VPN connection. The Technical Services Department uses OCLC Connexion for cataloging and Interlibrary Loan services by access through the Internet. Throughout each Library facility, there is a minimum of Cat-5 or higher wiring and all necessary electrical capacity, routers, ports, switches, fiber optic cable, access points and hubs to support any upgrades or additional workstations and servers in the next three years. Staff and public workstations will be multi-functional and include Internet access and word processing, spreadsheet, database, and presentation software with operable disc, USB, and CD-Rom drives and virus detection software. The Library will utilize a minimum of full T-1 circuits (or their equivalents) at its locations with a yearly evaluation for more bandwidth for staff computers. All public computer access will be provided via Cable, DSL or equivalent circuits to allow public Internet access that does not enter the County s network. Throughout each Library facility, there is Cat-5 or higher wiring and all necessary electrical capacity, routers, ports, switches, access points and hubs to support any upgrades or additional workstations and servers in the next three years. Wireless Internet access services include the use of a patron s own portable wireless device, the circulation of Library-owned laptops for use within the Library branches, and the circulation of wireless network interface cards that can be installed on a patron s own laptop. In addition, network ports will be activated throughout each Library to allow patrons to connect their own laptops to the public network with an ethernet cable. The Library s telephony is coordinated through the county s Information Systems Department and functions in conjunction with the entire county. The Library currently has 84 Cisco IP phones for staff use and 4 Cisco IP phones for public use. There are also three (3) cellular telephones for outreach and courier services, and two (2) laptop aircards for bookmobile and outreach services. The current quantity of phones and aircards is sufficient for services provided and will be evaluated regularly for possible increases. The Library through its annual budget process will endeavor to replace 10% of its PC s each year. PC s that are replaced will be evaluated as to usefulness and a determination will be made by the Library and the County s Information Systems Department whether the equipment can be used elsewhere for less demanding applications. This plan will produce a predictable budget and keep hardware available for the staff and the public to access the Internet or perform computer dependent work. Network servers, related wiring and telecommunications hardware, and a firewall (installed inside the County s network) give Library facilities the capacity for the foreseeable future including any planned upgrades or expansion of peripheral devices. Network servers will be evaluated regularly to ensure that there is sufficient capacity and memory to support Library functions. Server memory upgrades will be made as needed and server replacement will be planned through the Library s annual budget process and coordinated in conjunction with the Information Systems Department. Dependent upon need, some staff printers will be color inkjet types. As with the PC s, replaced equipment will be evaluated for usefulness in other applications. 7

8 The St. Johns County Public Library System uses the following subscription databases for both staff and the public: Ancestry Library Edition (in-house only) Automotive Repair Reference Center Biography Resource Center First Search Gale Business Reference Center Gale database suite provided by the State of Florida to all public libraries Learning Express Library LitFinder NetLibrary (downloadable e-books and e-audio) NewsBank Novelist Opposing Viewpoints Reference USA Science Resource Center SIRS Researcher and Discoverer Tumblebooks World Book Student, Kids & Spanish Online services will include subscription databases, Internet and Intranet information sources which the library will update on a regular basis (i.e., home page on the Internet, customized bibliographies). The Library s online catalog, including access by the patron to their Library record and the ability to request or renew materials or make reference queries, and other information sources are available via the Internet. Patron services, including overdue and holds notification, will be made via an automated telephone or e- mail system, as appropriate. Information related databases for patron use will be provided via the Internet, through independent and direct information sources, gateway, wireless transmission, or the most appropriate telecommunications technology at the time. The Library will employ time and print management software at all locations to manage public Internet use most effectively and allow patrons to self register for Internet sessions. In addition, marketing and promotion of the Library System s technology resources is essential to providing technology resources to the public and we will continue to promote the benefits of library technology through the library s website, online social networks such as Facebook and Twitter, brochures, articles, workshops, and outreach D. PROFESSIONAL DEVELOPMENT STRATEGY Technology training is recognized as a critical factor to the successful implementation of any new technology. Ongoing technology training is provided to all staff through NEFLIN, both online and at training facilities. All staff are encouraged to participate in training to enhance their skills and knowledge of library technologies. Core competency training has been implemented and will continue for new and existing staff. This training program was created to help staff achieve either a basic or intermediate core competency in computer and information literacy. Training will be provided through in-house programs and NEFLIN primarily. Independent study of emerging technologies is encouraged and acknowledged. 8

9 E. EVALUATION PROCESS The St. Johns County Public Library System will continuously monitor technology services provided, including telephony, databases, electronic collections, web services and design, and ILS review and will determine the need for changes, upgrades, or improvements in technology and communications. The Library will implement comprehensive statistical gathering and client measurement methods to analyze the effectiveness of its technology. The methods will include the continued use of a web analytics program and the counting of other PC-based applications (both number of persons and number of uses), surveys and feedback via the Library web page and ongoing suggestion boxes within each Library s branch web page, electronic and in-house suggestion boxes, and other means as appropriate. The quantitative data gathered will be used to measure the Library s technology use against comparable data. It is the intent of the Library to select Internet databases using the same criteria as for the selection of any library material. Collection selection and development criteria should be consistent across all formats. Therefore, timeliness, price and accessibility will be considered with all information services procurement. The increased use of electronic books will also impact collection development. The Library has built a significant collection of e-books and e-audiobooks and will continue to add to this collection. Once again, the format of materials and availability of electronic book readers and portable media devices will be a major consideration when making collection development decisions. Qualitative data will be used to enhance information services and for the planning of equipment purchases with recommended features, software and for the identification of training needs. Staff training and equipment needs will be addressed directly to staff for their input throughout the year and especially in the annual budget preparation process. F. BUDGET Budget Categories Fiscal Year New Equipment $ 2,000 5,000 5,000 Replacement Equipment $10,000 10,000 15,000 Software Maintenance $40,000 45,000 50,000 Staff $325, , ,000 Telecommunications $45,000 50,000 55,000 Training $5,000 5,000 8,000 Annual Total $427, , ,000 9

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