LAMAR COUNTY LIBRARY SYSTEM Technology Plan 7/1/2011 6/30/2014

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1 1) General information, mission statement and goals of library system. a) General Information Lamar County Library System was established in October 1997 after separating from the Pine Forest Regional Library System. At that time, LCLS was made up of three branches located in the incorporated cities of Sumrall, Lumberton, and Purvis, which is also the county seat. In October 2003, a fourth branch was added to LCLS in the Lamar County community of Oak Grove. LCLS serves a relatively rural population of approximately 46,000 citizens, which covers over 500 square miles. This population statistic is taken from the 2006 Population Projection from the U.S. Census Bureau. This statistic does not reflect the influx of people into the county following Hurricane Katrina. LCLS manages a collection of approximately 50,000 items, including books, audiovisual materials, magazines, and home-schooling educational materials. Additionally, computers and Internet access, along with 58 online research databases (made available statewide through funding from the Mississippi Legislature) are provided. Additional databases are provided by the Lamar County Library System. Library programming events provided to the Lamar County community by LCLS include, but are not limited to, story times, summer reading programs, book clubs, meet the author events, workshops, and exhibits. LCLS is governed by a five-member administrative board of trustees appointed by the County Board of Supervisors representing each of the five county districts. Primary funding is provided by the County from its general funds. Other sources of funding include grants, patron fines and fees, donations, and bank interest. b) Mission and goals of library system s service plan i) The purpose of the Lamar County Library System is to make available to all people within Lamar County books and other material which will assist and encourage them to: (1) continually educate themselves; (2) become better citizens of home and community; (3) be aware of progress in all fields; (4) improve occupational skills; (5) reach their creative potential; (6) appreciate more fully the arts and literature; and (7) use leisure time in such a manner as to promote their personal and social well being. ii) In order to achieve these goals, the service plan objectives for the Lamar County Library System are to: (1) house and preserve in organized collections, books and other related educational materials in order that patrons may be enlightened and enriched; (2) serve our communities as a center of reliable information; (3) provide information and research to local government officials; Page 1 of 10

2 (4) preserve and provide local historical material as may be required, and as space and funding allow; (5) provide patrons with all views on controversial subjects; (6) provide support for educational, civic and cultural groups, and organizations; (7) provide the opportunity, materials, equipment, and electronic access for patrons of all ages to continually educate themselves; (8) continuously examine and identify community needs, to provide programs of service to meet those needs, and to willingly cooperate with other agencies, organizations, and institutions to jointly provide programs to meet the community s needs; and (9) provide, through the use of literature, music, and other art forms, an opportunity for recreational activities. iii) Goals requiring technology based solutions are: (1) to provide outstanding library services that are barrier free for users of all ages, regardless of ethnic background, educational level, economic status, or physical condition; (2) to extend, expand, and enhance library services while ensuring that all users have equitable access to information; (3) to ensure access to information sources throughout the nation and around the world; (4) to provide patrons and staff the fastest and most beneficial Internet access possible; (5) to enhance the Library System s online catalog to be a more useful resource for patrons; (6) to offer workshops to library users in response to community and technology demands; (7) to provide ongoing staff development; (8) to create more efficient internal library procedures; and (9) to support a networked and virtually seamless digital environment. 2) Current library technology overview. a) Overview on how long technology has been used in the library system Since LCLS s inception in 1997, technology has supported cataloging, acquisitions, interlibrary loans, and circulation functions. In 2004, WAN/LANs were implemented to provide speedy and convenient access to online forms and documents to all staff, while also facilitating routine backups of data. During LCLS s first year of service, each branch had one public access computer to provide Internet access. Staff had no Internet access at all. Since 1997, staff has had full access to the Internet in order to complete the diverse demands of their jobs as well as to assist the public. These stations were thin-client based, and served patrons with a variety of Microsoft Office applications, as well as full access to the Internet. Over the years the demand for public access computing, as well as changes in technology, have led the library to increase the number of public access terminals, all of which were thin-client based. As more thin-clients were added, the network slowed down. Page 2 of 10

3 In 2006 two major changes occurred that forced the library to reconsider the direction we were taking in terms of technology. Firstly, the RFP4000 and the sunset on the MISS-IN network forced us to reconsider thin-client technology because of the nature of the MPLS network structure. Secondly, the Bill and Melinda Gates Foundation grants gave us the opportunity to replace all existing thin-client terminals with personal computers. We were unhappy with the functionality of the thin-client network, and these two opportunities allowed us to completely revamp our network. It also allowed us to better serve our patrons. b) How the technology plan was developed and who was involved in the process The technology plan was developed based on user needs. User needs were identified with the use of patron surveys, informal dialog with patrons, patron comment forms, and staff observation. Additional ideas for patron services were identified by networking with other library directors and librarians across the state. Biweekly branch manager meetings provided a forum for discussion on perceived technology-related service needs. Periodic meetings with the Library System s network/systems consultant inform the Director and the Head of Technical Services regarding current technology that would further meet stated needs and service ideas. c) How technology is used to help fulfill mission and goals Technology helps fulfill the Library System s mission and goals by more effectively supporting the internal operations of LCLS and the provision of services to library patrons. Technology improves services in terms of speed, convenience, efficiency, quality, and the variety of available resources. 3) Review and evaluation. a) How frequently the plan is updated This plan will be informally and continuously reviewed by the Director and annually on a more formal basis. b) People responsible for updating the plan Library Director, Head of Technical Services, and LCLS Board of Trustees. c) How the plan will be evaluated Possible means for evaluating current and future technology needs and implementation, hardware reliability, functionality, and related budget are various analyses; surveys; staff and patron observation; patron comment forms; staff meetings and focus groups. d) How the library will know that the plan was successful in meeting the service goals Success will be measured by observing the change in quality of library programming, public services, and staff work directly impacted by new technologies. Feedback from community needs assessments, such as surveys filled out by patrons and patron focus groups, would also serve as measurement tools for success in meeting service goals. Page 3 of 10

4 e) How will mid-course adjustments be made in response to new developments and opportunities as they arise All library management staff and consultants at the Lamar County Library System look for developing trends and opportunities that might be beneficial to the Library System as a whole. This information is added as agenda items to biweekly branch managers meetings, Headquarter s meetings, and consultant and LCLS Board of Trustees meetings. Typically, the network/systems consultant is relied on to advise the Library System of the best technology-based method to obtain the desired service-based result. Once ideas are discussed by a cross-section of library-related individuals and assessed by the consultant, the Director will determine the best course of action, if any. If action is chosen, the LCLS Board of Trustees is informed for approval. 4) Technology plans. a) Technologies currently used in the daily functions of the library system i) Lamar County Library System currently uses networked personal computers authenticated through a domain controller server. ii) The Library System uses SirsiDynix Symphony Library Management System as its integrated library management software. Symphony employs an n-tier client/server, multi-tiered architecture. Library staff use Symphony to manage cataloging, authority control, and circulation data. Library patrons use Unicorn s public catalog interface, elibrary, to access the Library System s holdings, the Web, and other library services, such as materials requests, reference queries, and patron profile management. iii) Scanners, fax machines, and color laser printers facilitate in-house business operations, such as circulation, purchasing, promotional materials production, public relations, and marketing. b) Strengths and weaknesses of the Library System s current technology environment i) Strengths: (1) LCLS has a PC-based environment with a domain controller to manage and secure the network. (2) LCLS has a relationship with the technology consulting group Techlinks. The engineer assigned to us has expert knowledge in pc and server management and network engineering. (3) Currently our network functionality is acceptable. (4) Purchase of software such as DeepFreeze allows us to manage computers successfully while allowing patrons full functional use of the pc. (5) Purchase of Ghost allows in-house staff to re-image computers when problems do arise, giving computers a longer functional life. (6) Implementation of Comprise s SAM computer access management system allows automated access to public computers. ii) Weaknesses: (1) Internet access speeds of 1.5 MB per second is quickly becoming inadequate. (2) There are some staff members who only have working knowledge of the software systems we use, including Microsoft Office. Page 4 of 10

5 (3) Most LCLS staff have a limited knowledge of library automation systems. (4) There is adequate in-house system resources in terms of staffing and knowledge-base, to support existing technology and future upgrades and planning. However, we believe that we do need access to a technology specialist for special projects or when problems outside of in-house expertise arise. Our needs are well-met by using an outside consultant 5) Staff Development. a) Assessment of staff training needs i) All staff have adequate working knowledge of the computer systems and software used in day to day operations. ii) More than half of the staff members have deeper-level understanding of the software used in day to day operations. iii) Staff have access to a wealth of online and face-to-face training opportunities involving the software used. b) Staff development strategies i) Staff have access to multiple training opportunities with regard to software and are encouraged to develop skills. ii) Staff are expected to share tips and information gleaned from workshops with fellow employees through in-service sessions. iii) Monthly staff days are utilized to allow for face-to-face training with the LCLS system administrator and training coordinators when needed. 6) Telecommunications services. a) Assessment/inventory of technology services and products currently used and those scheduled to be acquired within three years i) Telephone numbers: 14. This number is adequate now and for the next three years. The city of Lumberton directly pays half of the AT&T phone charges for the Lumberton branch phone line, while the County pays for the other three branches plus half of the Lumberton line. Funding for most telephone service is not part of the Library System s operational budget. Three additional phone lines were added as dedicated lines into the AT&T leased routers in the event of a network outage. These lines are paid for by the Lamar County Library System. A business cell phone provides mobile cellular usage. ii) Telephone sets: 14. This quantity is adequate for now and the next three years. iii) Modem Lines: 3. Modem lines for troubleshooting access to routers. iv) FAX machines: 5. Five FAX machines are adequate for LCLS. No plans are in place to increase this number. v) Data Circuits:5. vi) Cellular phones and pagers: 1. One cellular phone was added due to overages on Director s personal cell phone doing library business. This phone also serves as a back-up line for emergencies and land line phone outages. vii) Estimated costs: Costs for above items are directly funded by Lamar County, and in the case of the Lumberton Public Library s phone service, half will be funded by the city of Lumberton. Page 5 of 10

6 b) Video and teleconference plans No video or teleconference plans are in place for this plan period. Web conferencing seems to be the trend, and Lamar County Library System may utilize this service offered by the Mississippi Library Commission. Most companies who wish to work with us through web conferencing provide the web conference interface. Currently, the library branches are in close enough proximity that face-to-face meetings are still desirable. c) Database subscriptions The Lamar County Library System currently has access to 58 online databases through MAGNOLIA, a statewide consortium funded by the Mississippi Legislature. This access should continue through this planning cycle. The Lamar County Library System also provides access to one database purchased with local funds and has plans to evaluate other products for consideration. The Library has also purchased an online story book service called Tumblebooks. Additional database subscriptions under consideration: Access to online Chilton s manuals Access to Newsbank 7) Hardware and software products. a) Assessment/inventory of technology services and products currently used and those scheduled to be acquired within three years i) Routers: 9. 5 routers leased through AT&T as part of the RFP4000 MPLS bundling schedule serve as our connection. 4 DHCP wireless routers are also housed in each branch. Library will placed wireless access points in three library branches for library-owned wireless machines so that only patron-owned mobile devices will access through the DHCP wireless routers. ii) Switches: 13. iii) Hubs: 0. iv) PC(s) connected: 52. Gates Grant Howard computers that were purchased in late 2006 are now being replaced with new Acer computers. Aside from the 34 public access computers, there are 18 PCs being used as circulation terminals or staff workstations. v) Laptop computers:10. 7 Laptops serve as public access computers to be used in the library. We chose to add some laptops because of space concerns in the libraries. 3 laptops serve as staff computers. vi) Servers: 4. The automated library system, Sirsi s Unicorn server and the Brain file server/domain controller are run on a Windows 2008 platform. The SAM computer management system is housed on a server running Windows Server vii) Network Print Servers: 10. viii) Software: (1) Windows XP Professional: 33. (2) Windows 7 Professional: 10. (3) Windows Vista: 1. Page 6 of 10

7 (4) Windows 2003 Server: 1. (5) Windows 2008 Server: 2. b) Equipment Rotation Plans In 2006 Lamar County Library System replaced all public access thin-client machines with brand new Howard brand personal computers. Routers were also replaced at this time with leased routers from AT&T. The Howard computers have exceeded warranty and as they begin to stop functioning, we are replacing those machines with new Acer computers. To date, the rotation plan is as follows: i) Maximize the use of each piece of hardware/software before it is considered for discard by re-imaging computers and using other hardware until it ceases to function ii) Budget money in every cycle to rotate out malfunctioning hardware after every attempt is made to rehabilitate. iii) As hardware reaches the point that it cannot be rehabilitated, it is replaced with new hardware. iv) In most cases, new personal computers purchased with operational funds are placed at staff workstations and those computers will be rotated out to serve as public computers. This is being done because staff workstations run much larger applications than the public access computers, which typically only need to run Internet Explorer and Microsoft Office. As it stands, we expect to get at least five years use from the new PCs being added to the network. In the Summer of 2014 we will begin to evaluate the condition of the PCs. When we determine PCs need to be replaced, we will stagger replacement of the computers for convenience and to spread the costs out over the budget year. c) Recent upgrades: servers, automated systems, desktops, applications i) Servers: The Brain is a brand new server running Windows Server This machine serves as our domain controller and file server. The Symphony Server, which houses our automated library system, is also brand new, but is running Windows Server 2003 as required by SirsiDynix. The SAM server is our previous Unicorn server and it has been reformatted to house SAM and is running Windows Server 2003 as required by SAM. ii) Desktops: Public access PCs on the Library network are either more than three years old and running Windows XP Professional or are new and running Windows 7. All circulation and staff computers are less than three years old and are running Windows XP Professional or Windows 7 Professional. iii) Application upgrades: The Library has upgraded to Microsoft Office 2007 and will maintain that software until staff and patrons deem an upgrade is necessary. Page 7 of 10

8 b) Maintenance and Licensing agreements i) SirsiDynix Software Maintenance Agreement (automated library system) ii) AT&T router maintenance included in MPLS Bundle iii) Trend Micro OfficeScan, Corporate Edition iv) Real VNC v) DeepFreeze vi) Ghost vii) Comprise s SAM 2) Network connections and Internet services. a) Assessment/inventory of technology services and products currently used, and those scheduled to be acquired within three years i) 5 T1 Data lines provided by AT&T (MPLS)-currently T1 is adequate for library operations. ii) The network is slowing and LCLS is considering options to increase speed without significantly increasing costs. MetroE is one service being considered. b) Services provided through the Mississippi Library Commission s Network Services: i) Help Desk Support ii) Vendor liaison services iii) Technical Consultation iv) Technical Assessments v) Web Site Hosting vi) IP addresses vii) Accounts viii) Web ix) Anti-Virus screening of s x) Training to public libraries on desktop, operating systems, and security Lamar County Library System has contracted out the design of our website, which is now hosted on another domain. The former web address now redirects to the new site located at LCLS is also transitioning to web-based , but will continue to have the web-based download from the pop server at MLC. The addresses associated with the.lamar.lib.ms.us will be phased out over time. c) Data connectivity LCLS has implemented a wireless network environment for public and staff computing. The staff work on a secured wireless network while the public has access to a separate, unsecured public network. LCLS acquired wireless access points for library branches to segregate library-owned PCs from patron-owned devices accessing through the wireless DHCP routers at all four branches. Page 8 of 10

9 d) Alternative ISP plans LCLS plans to continue with AT&T s MPLS network as it is part of the RFP4000 state contract. Consideration may be made to use Techlinks as our ISP contingent upon Techlinks becoming an E-Rate eligible vendor, pricing and other considerations. 3) Staff and vendor support. a) Level of current staff computer and networking skills and usage Current staff s level of networking and computer skills and usage is quite varied and somewhat limited. Most staff have a working understanding that fulfills their ability to accomplish intermediate computing functions required for day to day operations. As new technologies arise and as upgrades are implemented, staff are trained on those new systems by vendors, outside training consultants or in-house by coworkers. b) Level of staff development that will be needed over the next three years Over the next three years, the following levels of staff will require additional technology-related professional development: i) Branch Managers (1) Basic PC troubleshooting (2) Training on new software applications used to conduct business ii) Head of Technical Services (1) system administration (2) knowledge of Symphony upgrade releases iii) Director (1) Computing and networking trends (2) system administration (3) financial software systems (4) basic PC troubleshooting c) Identify resources for enhancing staff skills i) In-house training ii) Vendor training on proprietary systems iii) Attendance at SirsDynix users meetings, roundtables and conferences iv) Off-site workshops sponsored by ITS (Mississippi Department of Information Technology Services) v) Online workshops such as those provided through LE@DS and others vi) Training sponsored and supported by partnering with other libraries in the area vii) Reference manuals for specific software d) Identify current vendor support i) SirsiDynix for Symphony Library Management System ii) Mississippi Library Commission Network Services Bureau for problems with state contract iii) Teklinks for network consulting and applications engineering services iv) Comprise for SAM support Page 9 of 10

10 e) Identify needed vendor support for the next three years The same vendor support will be required for the next three years. 4) Funding and development of a budget. a) What portion of the library system s budget is allocated to technology? Nine percent (9%) of LCLS s budget is allocated to technology. b) Projected expenditures for each year of the technology plan, broken down by major expense categories Expense Category FY11 FY12 FY13 Telecommunications 34,920 34,920 34,920 Hardware Purchases 7,000 4,200 4,000 Software Purchases 950 1,000 1,500 Hardware/Software Maintenance 15,900 16,323 16,758 Consultant Services 8,500 5,000 5,000 Staff Development 2,800 3,500 3,500 Totals $67,270 $64,943 $65,678 c) Sources to be used for these expenditures Sources to be used for these expenditures will be the annual operating budget and any grant opportunities available. d) The difference between actual costs and discount E-rate costs Expense Category FY11 FY12 FY13 Actual Cost E-rate Cost Actual Cost E-rate Cost Actual Cost E-rate Cost Telecommunications 34,920 6,286 34,920 6,286 34,920 6,286 Hardware Purchases 7,000 7,000 4,200 4,200 4,000 4,000 Software Purchases ,000 1,000 1,500 1,500 Hardware/Software Maintenance 15,900 15,900 16,323 16,323 16,758 16,758 Consultant Services 8,500 8,500 5,000 5,000 5,000 5,000 Staff Development 2,800 2,800 3,500 3,500 3,500 3,500 Totals $67,270 $41,436 $64,943 $36,309 $62,100 $37,044 Page 10 of 10