+44 (0) 1273 386849Everything You Need to Know About Moving Your School Library System to the Cloud
When we talk about moving your library to the cloud, it can sound like a big, scary leap into the unknown. In reality, it’s about something very simple: giving pupils, parents/carers, and teachers the kind of access and reliability they expect from the digital services they use every day.
Think of it this way:
Students should be able to find resources for homework anywhere, not just during library opening hours.
Parents need to know that their children’s data is kept safe and handled to the highest standards.
Teachers want systems that are reliable, sustainable, and able to grow as their school’s needs change.
Communities should feel proud that their school library functions well and supports learning for everyone.
That’s what cloud computing can deliver – if you understand what you’re signing up for.
What does moving your library to the cloud mean?
Instead of running your library software on a single computer or server in a back office, cloud-based systems live on professional servers managed by a provider. You simply log in through a web browser – just as you do with email, internet banking, or online shopping.
Here’s what that means in practice:
On-demand service: You don’t have to install updates yourself. The system is kept up to date automatically.
Broad access: Any device with an internet connection – laptop, tablet, or phone – can connect securely to the system.
Shared resources: Data centres run servers for many schools at once. That means you get enterprise-level performance without paying for the whole infrastructure yourself.
Scalability: If your library doubles its digital collection, you don’t need to buy extra servers – the system simply scales up in the background.
Measured use: You pay for the service, not the hardware. It’s closer to a subscription than a purchase, which makes budgeting predictable.
A simple way to picture it:
Running your own server is like owning a car. You have to buy it, insure it, service it, and worry when it breaks down.
Cloud-based systems are like using a car-sharing service. The vehicles are maintained, fuelled, and ready when you need them. You just focus on getting where you want to go.
In short: the cloud means your library system is always up to date, works on any device, scales automatically as your needs grow, and is paid for like a subscription instead of buying servers outright. You focus on teaching and learning – the provider handles the rest.
Key benefits of the cloud - in plain English
Access anywhere: Pupils and staff can log in from home, school, or anywhere with an internet connection. Catalogues, reservations, and borrowing records are all at their fingertips.
Stronger security: Good LMS providers meet international standards like ISO 27001, which means their systems and processes are independently audited to protect sensitive data. Encryption, back-ups, and access controls all come as standard.
Scalability: As your collection grows or digital resources expand, storage and features can be added without new hardware.
Reliability: Professional data centres guarantee uptime and have back-up systems in place – far beyond what a school server could provide.
Sustainability: Large data centres are more energy-efficient than small local servers, and many providers now invest heavily in renewable energy.
Questions you should feel confident asking the vendor
You don’t need to be an IT expert to make an informed choice. Here are the kinds of questions you can (and should) ask any provider:
How do you keep children’s data safe?
Do you hold ISO 27001 certification?
What’s your guaranteed uptime? (Look for at least 99.9%, excluding planned maintenance.)
How do you back up data in case of a failure?
How easy will this be for staff and pupils to use? (At Shiplake School, a pupil described their system as “having an iPad feel – it was easy to work out what you needed to do.”)
What happens if the internet goes down?
Can the system grow with us? (Ask about scalability if your library’s digital resources expand or if more users come online at once.)
How will this save us money compared with running a server in school?
Does your system support collaboration across schools or trusts?
What sustainability measures do you follow? (Is the data centre energy efficient? Does it use renewable energy?)
How quickly do you roll out new features and updates?
Can we integrate other tools or resources into the library system? (For example, e-books or databases.)
What support and training do you provide for staff?
What happens if we want to change provider later? (Ask about data export and vendor lock-in.)
These questions aren’t about catching anyone out – they’re about giving you peace of mind and ensuring your school makes an informed choice.
How you can move forward with a cloud-based library system
No system is perfect, and moving to the cloud isn’t magic. There are a few realities to be aware of: your library system will depend on a reliable internet connection; once you’ve chosen a provider, moving away later can take planning; and staff and pupils may need time to get used to a new interface, even if it’s designed to be intuitive.
The difference is that when you know these trade-offs up front, you’re in control. You can plan, ask the right questions, and make a choice that genuinely suits your school.
A good way to approach the change is step by step. Start by looking closely at what your library needs most — is it easier access, stronger security, or more reliable reporting? Then research providers using the questions we’ve suggested as a checklist. Invite teachers and pupils to try out a demo version so you can see how it works in practice. Once you’ve chosen, work with your provider to migrate your data and train staff, and keep the whole school community in the loop so no one is surprised by the change.
Handled this way, the move to the cloud isn’t a leap of faith but a managed transition. And the reward is much bigger than just new technology.
For students, it means learning anywhere, anytime. For parents, it means confidence that children’s data is safe. And for teachers, it means a system that can grow with them instead of holding them back. And for the wider community, it means a school library that looks and feels modern, sustainable, and dependable.
Seen like this, moving your library system to the cloud is not about chasing the latest IT trend – it’s about building a library service everyone can rely on and be proud of
Cloud-based sustainability for smarter school libraries
If you’d like to see how this could work in practice, you can try the Simple Little Library System free for a month.
No credit card, no obligation – just a chance to explore the system at your own pace and see how it supports your pupils, staff, and community.
Frequently Asked Questions (FAQs):
What is a cloud-based library system?
A cloud-based library system is software hosted on secure data centres rather than on a school computer or server. You access it through the internet, just like online banking or email.
Is a cloud-based library system safe for children’s data?
Yes. Reputable providers use encryption, regular back-ups, and international standards like ISO 27001 to keep student information secure. Always ask your provider about their certifications.
Can students and teachers access the library from home?
Absolutely, yes. A cloud-based library system lets pupils, parents, and staff log in from home, school, or anywhere with an internet connection. It makes homework and resource-sharing much easier.
What happens if the internet goes down?
If your school’s (or home) internet is unavailable, you won’t be able to log in until it’s restored. However, good providers guarantee high uptime and have robust back-up systems to keep the service reliable.
How does a cloud-based library system help schools save time and money?
There’s no need to buy or maintain servers on-site. Updates, back-ups, patches and maintenance are handled by the provider, freeing teachers and librarians to focus on supporting students – rather than worrying about IT matters.