WebJunction

Introduction

This guide replaces a listing created for WebJunction Connecticut in 2003.  Since then, small public libraries have more choices when considering an integrated library system (ILS).  Before choosing an ILS, small public libraries should try to answer the following questions:

1. Do you have the technical expertise and equipment to maintain ILS software on your own server?  If not, consider a hosted solution.
2. Do you have deep pockets?  If yes, then consider one of the more sophisticated, full-featured systems designed for medium or large libraries.  Or, consider joining a local consortium with one of these systems.
3. Do you have very shallow pockets?  If yes, you may want to consider one of the open-source systems.  These systems are, theoretically, free, but you should expect costs involved with the set-up and maintenance of such a system.  Hosted open-source systems usually cost less than hosted proprietary systems.
4. Do you really want to go it alone?  For many reasons, it may make more sense to join an existing consortium of libraries who share your objectives and already are using an ILS than to try to administer your own ILS.  Or, alternatively, you might have other libraries in your community who might want to join you in a new ILS.  Generally the costs of joining a consortium will be more than if you have a simple "stand-alone" ILS but much less than if you have full-featured "stand-alone" ILS.
5. Do you have seed money available?  If not, most venders will let you spread the cost of setup and migration over several years of a contract rather than pay all these fees up front.  There will always be annual fees, even if only for ongoing technical and software support.  Usually, the first-year costs of a hosted ILS will be lower and the annual fees higher than if you run the ILS yourself.
6. Do you have unique needs or do you want to customize the look and feel of your ILS?  If yes, consider an open-source software solution where either you or a software developer you hire can customize your ILS to suit your specific circumstances. 
7. Does your library already have an ILS or does it at least have a bibliographic and patron database in electronic form?  If not, you will need to consider how to convert these records.  Often there are local database services (in Connecticut, see reQuest) that will help you do this internally.
    

A Standard Solution
A library can "purchase" an ILS directly from a vendor and set-up the software on a server at the library.  For a fee, the vendor helps set-up the software, imports data and/or migration files, and provides training.  Thereafter, the library is responsible for system and server maintenance and pays for an annual software maintenance and support fee.  For many years, this was the only realistic option for small public libraries, though often the software did not include an internet-accessible catalog.  Now, all systems include this web component which, in turn, requires more sophisticated server arrangements.  For this reason, many small libraries are deciding not to run systems by themselves. 

A Hosted Solution
Perhaps the most important development since 2003 is the proliferation of hosted or SaaS (Software as a Service) solutions.  This option allows public libraries with limited technical staff and expertise to pay the vendor to host the ILS software rather than try to maintain the ILS on local equipment.   Upgrades, backups, and system troubleshooting becomes the responsibility of the vendor.  The public library must then maintain a reliable, broad-band connection to the vendor in order to stay connected to the ILS.

A Consortial Solution
This option involves joining a consortium of other libraries in sharing an ILS.  Besides the benefits of a full-featured, hosted, ILS, this can be a less-expensive solution than having your own system.  Also, there are added benefits to being part of a group of like-minded libraries.  Libraries should remember that many of the decisions regarding the ILS must be done in concert with the consortium's other members.  If customizing your ILS is very important to you, then a consortial solution is not recommended.  See Library System Networks in Connecticut for information on Connecticut ILS consortia.

An Open-Source Solution
Currently, there is only one fully-developed open-source ILS specifically for smaller libraries.  Koha is a free open-source software program that libraries with skilled technical staff can download and use today.  Libraries willing to help develop the software may do so with the understanding that all new code must be made available to the world.  All libraries then benefit as more libraries enhance the software.  This sort of arrangement allows for maximum customization since libraries are not dependent on one vendor's software developers to make changes.  Libraries without the technical skills to maintain Koha locally may pay a vendor to host the system for them.  As with any implementation of a new ILS, there are sometimes considerable start-up costs, but the ongoing costs of an open-source ILS are considerably less.  Koha Zoom is an enhanced version of Koha for medium and large libraries.

School versus Public Library Software
Though nearly all the vendors claim their ILS can be used in any type of library, this is not usually the case.  In particular, the systems designed for schools are not recommended for public libraries.  Nearly all future developments on these systems will cater to the school audience and not to public libraries.  Nevertheless, these systems remain a low-cost option for libraries who appreciate a particular system's features.  Many Connecticut public libraries still use this school library software.

List of Available ILS Vendors for Small Public Libraries (This list does not include vendors whose systems are used almostly exclusively by academic or school libraries.)

• Auto-Graphics, Inc.  "AGent VERSO".  A hosted ILS designed for small public libraries.  Popular in Connecticut.
• Biblionix. "Apollo". A hosted ILS designed for small  and medium public libraries. 
• Book Systems.  "Atrium" and "Concourse".  Mostly for schools.  Available as a hosted system.
• Follett Software Company. "Athena", "Winnebago", "Circulation Plus" and now "Destiny."  Available as hosted systems.  These systems are used in Connecticut public libraries but are more suitable for schools.
• Infor Library and Information Systems. "Vubis Smart."  An ILS mostly for larger libraries or consortiums.
• Innovative Interfaces, Inc. "Millennium".  An ILS mostly for larger libraries or consortiums.
• Insignia Software.  A less expensive yet powerful ILS for small and medium-sized libraries.  Offers a hosted solution.
• LibLime.  "Koha" and "Koha Zoom".  These are open-source programs, the second a more powerful version of Koha that is of particular interest to public libraries.  LibLime offers implementation service, a hosted system service, and software development services.
  
• Library Concepts  "Concept I" and "PC Card Catalog". An ILS designed for small- and medium-sized libraries. Provides a hosting option.
• LibraryWorld, Inc.  "Library World".  Mostly for schools and small special libraries.  A hosted ILS that is very inexpensive.
• Polaris Library Systems.  "Polaris".  An ILS mostly for larger libraries.  No hosting option.
• SirsiDynix.  "Unicorn", "Horizon", being replaced by "Symphony".  Systems for medium and large libraries and for consortiums.  Provides a hosting option.
• Surpass Software.  "Centriva" and "Select".  Mostly for schools.  Provides a hosting option.
• T.L.C. The Library Corporation.  "Library Solution".  An ILS mostly for medium and large libraries.  Provides a hosting option.
• VTLS, Inc.  "Virtua".  An ILS for medium-sized libraries.  Provides a hosting option.

For updates, corrections, or comments on this guide, please e-mail webjunction@cslib.org.

Compiled, April 2007. Updated April 2008.

This work is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 3.0 License.