Library systems
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Last updated 31-Aug-2007
Contents
There is currently no preferred supplier of library systems for the Department of Education and Training. Schools should use the normal DET purchasing procedures to select a library system.
Library systems in use in WA schools and contacts for those systems are listed on the CMIS website at
http://www.det.wa.edu.au/education/cmis/cat/mrr.htm
This page enables you to find out what systems other DET schools are using, which may be useful if you have queries regarding a particular system.
To assist schools in making their selection a checklist of points has been made available on the CMIS website.
http://www.det.wa.edu.au/education/cmis/cat/libsys.htm
If you are considering installing one of the new systems and want assistance with hardware queries you may find the Learning Technologies Contracts website useful.
http://intranet.det.wa.edu.au/groups/ict_schools/default.asp
Security
Access to most library systems is protected by one or more passwords. These need to be recorded in a safe place and changed regularly to prevent unauthorised access.
Library systems often allow for different levels of access to the system, including: people who need to complete circulation tasks, library officers who may only need to turn the machine on and off, through to teacher librarians who may need to make global changes to the data. Each of these people will require a different ID and/or password. This information also needs to be documented and stored in a safe place.
The authority to make high level changes to the library catalogue, e.g global changes, by staff needs to be discussed with the library and IT personnel and appropriate permissions negotiated.
It is important that people have an understanding of the how changes to that system will impact on its functionality.
Daily management
The school should make policy decisions concerning the responsibilities for routine library system activities, including daily system booting and shutdown. Schools that do not have a library officer working every day should nominate and train a person to complete these duties.
Periodic management
Some tasks need to be completed at regular interval to ensure that the system remains effective, These tasks may include backups, system maintenance and computer maintenance.
Backups
If the library system is installed on a school-wide network the network manager will have a set timetable for backing up the data. The manager of the library system should follow the instructions the software provider specifies for daily, weekly or periodic backups.
Several versions of the backup disks should be kept, one off-site. Remember to use a number of disks and rotate them. If you suspect a problem with the data, use a clean, fresh disk for the backup so that you can reload a previous disk if the new backup record is faulty.
System Maintenance
Your library system will identify procedures which should be performed to maintain optimal performance from the software. Refer to the manual for details.
Computer Maintenance
The computers should be regularly cleaned to ensure that dust does not impede the efficiency of the equipment.
It is a good idea to keep a log of all routine library system activities, including booting up and shutdown, system maintenance, backups, etc. These records should include the date and times these procedures were performed and who by. A notebook or diary can be used for this purpose.
Data management of the library system should be in accordance with the DET Information Privacy and Security Policy.
http://policies.det.wa.edu.au/our_policies/ti_view?uid=498faea58ad8925133e20f054d204b9f&iview=summary_view
The Minister for Education and Training retains the right of ownership of the DET data and school personnel are responsible and accountable for the security of data accessed
Some school libraries may wish to install an electronic security system to prevent patrons leaving the library with items that have not been checked out. Sensor gates are placed on either side of an entrance/exit so that library patrons must pass between them. When being processed all items should have a tattle-tag placed in them, usually in a place where the patron will not see them. When the items are checked out these tattle-tags are desensitised at the circulation desk. If the alarm goes off when a patron walks through the gates, it means that a sensitised tag has been found.
A security system will be effective in reducing losses if a contingency plan setting out consequences once the alarm sounds is devised and adhered to. It is also necessary to educate all library users in appropriate use of the security system. Extra staff time may be required to monitor the system.
