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Integrated Library Systems (ILS) Checklist

This is a guide to assist your school to make informed decisions and is not intended to be comprehensive.

Name of Vendor: _______________________________________________________________________________________ Date: __________________________

Name of Library System: ________________________________________________________________________________________________________________

 

Vendor’s Profile

Yes

No

Comments

Company background and experience

 

 

 

Other schools using the system

 

 

 

Demonstration available online

 

 

 

School or on-site demo available

 

 

 

 

Technical specifications (technical architecture)

Yes

No

Comments

Operating system

Software compatible with school’s ICT platform

 

 

 

 

Web based system is hosted on a reliable remote server

 

 

 

 

Minimum specifications for Server and Client supplied and checked

 

 

 

Networking capabilities

Software operates in Area Networks

 

 

 

 

Supports Structured Query Language (SQL) to aid database communication

 

 

 

 

OPAC can be accessed across the school network including LMS and Web

 

 

 

 

Software supports multiple users using different modules

 

 

 

 

System supports Mobile Learning technology

 

 

 

Backups

Backup and restore of data is well documented and intuitive

 

 

 

 

Web based systems are fully maintained by vendor on remote server

 

 

 

 

Automatic and initiated backup process

 

 

 

Standards

MARC compliant – importing, exporting and conversion of MARC data

 

 

 

 

Z39.50 compliant – SMS and LMS compatible

 

 

 

Web module

Web module available

 

 

 

 

Functions from the web include WebOPAC, Homepage etc

 

 

 

 

Able to customise screens, e.g. colour, font, school logo etc.

 

 

 

 

Supports URLs and hyperlinks from bibliographic records for author, subject etc

 

 

 

 

Port Forwarding/Mapping for secure offsite access of OPAC via school website

 

 

 

 

Support services

Yes

No

Comments

Contract

Period covered

 

 

 

 

Ongoing costs

 

 

 

Documentation

User manual provided (online and print) — screen shots, indexed, easy to use

 

 

 

Training

Phone

 

 

 

 

Email

 

 

 

 

Online, on-site

 

 

 

 

User groups — local meetings, vendor attendance

 

 

 

 

Customer focused staff (check with other schools)

 

 

 

Helpdesk

Phone

 

 

 

 

Email

 

 

 

 

Website

 

 

 

 

Hours, costs, response time

 

 

 

 

Customer focused staff (check with other schools)

 

 

 

System development

Vendor notification and implementation of new functionality as appropriate

 

 

 

 

Vendor support for upgrades

 

 

 

 

Costs (also listed in individual sections)

Yes

No

Comments

Contract

Period covered

 

 

 

Support

Contract – current and ongoing costs

 

 

 

 

Training – current and ongoing costs

 

 

 

 

Helpdesk – current and ongoing costs

 

 

 

 

Consortium arrangements– e.g. shared catalogues, databases etc

 

 

 

Hardware

Existing school hardware meets the vendor’s recommended standards

 

 

 

 

Library hardware updates included in school ICT upgrades and maintenance

 

 

 

 

Library workstation hardware meets the vendor’s recommended standards

 

 

 

 

Library workstation includes barcode reader/scanner with USB connection

 

 

 

 

Library workstation includes printer for spine labels, barcodes, reports etc

 

 

 

 

Dedicated Search/OPAC workstation/s are available for student use in the Library

 

 

 

Software

Existing school software meets the vendor’s recommended standards

 

 

 

 

Library software/online access updates included in school ICT upgrades and maintenance

 

 

 

 

ILS modules include cataloguing, circulation, acquisitions, periodicals, (web)OPAC

 

 

 

 

Itemised costs for basic system and other modules

 

 

 

 

Users per licence

 

 

 

 

Licensing for more than one installation

 

 

 

Software Support

Includes or excludes upgrades

 

 

 

 

Data migration between old and new system

 

 

 

ICT Funding

ICT budget allocation current and on-going

 

 

 

 

Installation

Yes

No

Comments

Hardware

Existing hardware meets the vendor’s recommended standards

 

 

 

 

Library hardware updates included in school ICT upgrades and maintenance

 

 

 

 

Library workstation hardware meets the vendor’s recommended standards

 

 

 

 

Dedicated Search/OPAC workstation/s are available for student use in the Library

 

 

 

 

Processing speed required – acceptable speed of record recall

 

 

 

 

Compatible with barcode reader/scanner, printer

 

 

 

 

Supports multiple users using different modules

 

 

 

Software

Existing school software meets the vendor’s recommended standards

 

 

 

 

Library software and online access updates included in school ICT upgrades and maintenance

 

 

 

 

Runs on school’s current ICT operating system

 

 

 

 

Compatible with school’s SMS and LMS

 

 

 

 

ILS modules include cataloguing, circulation, acquisitions, OPAC and Web

 

 

 

 

Dedicated Search/OPAC workstation/s set to access Library Home or OPAC

 

 

 

 

Library has a dedicated page within school LMS and/or website which includes OPAC access

 

 

 

 

Access control (security)

Yes

No

Comments

User identity

Levels of security prevent unauthorised access or misuse of the system

 

 

 

Passwords

Password access for various user groups, e.g. staff, students, librarians

 

 

 

 

Password access for administration modules, e.g. cataloguing, circulation

 

 

 

 

Logoff (Exit) password for OPAC

 

 

 

 

Required to change password regularly

 

 

 

Offsite access

Port Forwarding/Mapping for secure offsite access of OPAC via school website

 

 

 

 

Usability

Yes

No

Comments

Prompts

Prompts for missing data for required fields

 

 

 

Clipboard

Allows copying and pasting across the system

 

 

 

Usability

Graphical User Interface (GUI) screens are friendly and intuitive

 

 

 

 

Easy to use, intuitive screens, prompts, icons and navigation aids

 

 

 

 

Able to move between different screens and functions intuitively

 

 

 

 

Allows multiple windows to be open simultaneously and easily accessed

 

 

 

 

Provides pre-programmed function keys

 

 

 

 

Module: OPAC (Online Public Access Catalog | Web OPAC)

Yes

No

Comments

Searching

Clear and intuitive

 

 

 

 

Help screens – interactive, easy to find and searchable

 

 

 

 

Searching across all fields e.g. Keyword, Author, Title, Subject Heading

 

 

 

 

Boolean (i.e. using AND, OR, NOT to link and exclude terms)

 

 

 

 

Truncated searches – able to shorten the search term

 

 

 

 

Basic and advanced searches

 

 

 

Displays

Search results with visual prompts to depict format, location and availability

 

 

 

 

Records in full and brief formats

 

 

 

 

Records with visual prompts including book covers, location maps and availability

 

 

 

 

Number of copies of a resource

 

 

 

 

Status of resources: e.g. on order, on loan

 

 

 

 

Date due for borrowed resources

 

 

 

 

Results can be ranked by relevance e.g. author, title, year, classification, format

 

 

 

 

Hyperlinks to Authority fields, URLs

 

 

 

Usability

Web page option for library news etc

 

 

 

 

Graphical User Interface (GUI) screens are friendly and intuitive

 

 

 

 

Choice of search interface e.g. Junior, Senior, Teacher

 

 

 

 

Search and display screens intuitive and easy to navigate

 

 

 

 

Context-dependent help relates to where you are in the database

 

 

 

 

Search options include field-based and text-string options

 

 

 

 

Flexible search options include relevance ranking

 

 

 

 

Author name, Series and Subject Headings are hyperlinked to create lists of same

 

 

 

 

Downloading of search results

 

 

 

 

Catalogued multimedia and internet resources can be linked to and viewed

 

 

 

 

Personal list creation, borrower profile and review options

 

 

 

 

Online reserve, review and feedback options

 

 

 

 

Results and online resources can be accessed quickly without multiple logins

 

 

 

 

Web and other online resources open in new window

 

 

 

 

Module: Cataloguing (data entry)

Yes

No

Comments

 

Cataloguing process includes both manual and rapid entry options

 

 

 

Import MARC files

Z39.50 standard allows for direct and transparent transfer of catalogue record data

 

 

 

 

Schools Catalogue Information Service (SCIS) data transfer

 

 

 

 

Record Manager data transfer

 

 

 

 

Other cataloguing service data transfer

 

 

 

 

Imports bibliographic records with no loss of content including Notes when available

 

 

 

 

Authority files maintained globally e.g. Authors’ Names, Series and Subject Headings

 

 

 

Exporting records

Easily exported from the system

 

 

 

 

Data not locked to prevent data migration

 

 

 

 

Cost of data migration between old and new system

 

 

 

 

Data is fully MARC compliant and not system dependent

 

 

 

 

Able to convert non-MARC to MARC

 

 

 

Usability

Cataloguing module is easy to find and open

 

 

 

 

Graphical User Interface (GUI) screens are friendly and intuitive

 

 

 

 

Cataloguing fields visible and intuitive to edit and save

 

 

 

 

Support for non-Roman scripts and macrons for Māori words

 

 

 

 

Ability to edit all imported data

 

 

 

 

Ability to edit all Catalogue fields for direct cataloguing

 

 

 

 

Ability to generate and print own barcodes and spine labels

 

 

 

 

Ability to display records in MARC format

 

 

 

 

Module: Circulation (issues and returns)

Yes

No

Comments

 

Includes all relevant fields for borrower information (student, staff, etc)