+44 (0) 1273 386849Key factors to consider when purchasing a library system for your school
In the heart of every school lies a treasure trove of knowledge, ideas, and inspiration – your library. It is a sanctuary of learning, a haven for curious minds, and a cornerstone of the educational journey.Â
However, managing this treasure effectively requires not just dedication and passion but also the right tools. A good library management system or library system is key to students’ discovery of this world of learning.Â
Choosing the perfect library system for your school isn’t just a purchasing decision; it’s a commitment to the future of education and the empowerment of your students. Let’s explore the key factors to consider, ensuring that this choice not only meets but enriches your school’s unique needs.
1. The benefits of a school library system
First, let’s explore the benefits of a school library managed with library software. A library management system, helps the school keep track of library resources and provides a searchable catalogue of those resources, so students can discover appropriate learning resources. An important job is to write a list of functions you need from your ideal school library system. When writing your feature list, think about the benefits of library systems, which include:
- Provides an online searchable catalogue that staff and students can use from any location.
- Provides quick and easy to use screens for self-check out of resources, freeing up staff.
- Provides access to print and online learning resources with a single search.
- Students learn how to use a library system, preparing them for further and higher education.
- Automates library cataloguing so you can quickly create a catalogue to keep track of all learning resources.
- You can send overdue notices to recover borrowed resources.
- You can get statistics of about searches, stock use and borrowing behaviour so you can make informed decisions about your library service.
- Get reports about reading activity. Research shows there is a correlation between library use, reading, and higher levels of academic achievement.
In conclusion, a school library system not only streamlines library operations but also significantly contributes to student performance. By investing in such a system, schools are essentially nurturing well-informed, self-reliant learners ready to thrive in further and higher education.
2. Scalability and flexibility are key
The adaptability of your library management system plays a pivotal role in sustaining your growth and the suitability of the system for your school library for many years to come. The ideal system grows with you. As your student numbers grow your library system should allow increases, or better yet, offer an unlimited number of students per school. Check whether there are restrictions on the number of titles and how much it costs to increase catalogue capacity. Also check the licensing for library administrators and how much it costs to add helpers.
Equally, check that the library system is flexible as your needs may change over time.Â
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Flexible options you may wish to consider include:
- Can you add your school logo and brand colours?
- Can you customise the welcome message?
- Can you change which fields are shown in the search results?
- Can you change borrowing policies and the number of items students can borrow at any time?
- Can you change the layout of gadgets on the home page?
- Can you change the field names to names more meaningful for your students?
- Can you show or hide menu items to control which functions you are offering to your users?
- Is it possible for specific users to switch to a dark mode that requires less eye strain?
3. Ensuring ease of use and accessibility
The heartbeat of a truly impactful library management system lies in its simplicity and inclusivity. The system should present an intuitive interface requiring minimal instruction for students, staff, and library managers alike, removing the need for exhaustive training or wordy manuals.
Ideally, you should try out the software rather than relying on a slick demonstration by a salesperson whose job is to make the software look easy.
Only by getting those involved to try it out, can you ensure that it is easy to use for you and your students.
Look for modern browser screens that offer consistent layouts. Here are some factors to consider:
- Is the colour palette pleasing to the eye?
- Is the same colour consistently used for buttons, for example, green for Save and red for Delete?
- Are the screens cluttered and confusing or is there plenty of white space?
- Is there a clear workflow from top to bottom and left to right?
- Above all, can students work out how to search or borrow without training?
- How easy is it to run reports?
- Do screens re-size to mobiles, tablets and computers?
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Accessibility, in its fullest sense, is about breaking down barriers for everyone, especially for those who have challenges or a disability. The good news is that accessible software need not be a compromise, because it actually helps everyone.
For example. WCAG guidelines for colour contrasts, consistent colours and icons help all users to navigate the library system. Look for options for individual users to make font adjustments or use dark mode which maybe preferred by those with visual impairments. Check that the library software works with Braille readers. Some users find it difficult to use a mouse, so find out if there are alternative navigation methods, like using the tab key on the keyboard to move around screens. Look for software that meets WCAG 2.1 guidelines and you won’t regret it!
4. Evaluating technical support and training
While the functionality of the software is crucial, the significance of technical support cannot be underestimated in the selection of a school library system. Consider the following factors:
- Is there anything to install on your computers?
- If this is the case: Who is going to install it?
- It is compatible with your computers?
- How will you keep it up-to-date?
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Alternatively , look for a library system which is offered as software-as-a-Service. This usually means technical support, updates, and hosting are all part of the monthly or annual subscription that you pay, and there is no need to get IT involved.
- Are updates applied automatically for you, or do you need to get your busy IT staff to apply them?
- Is product support available, which means you can ask questions by telephone and email about how to use the software?
- Is product support an extra cost?
- Is there an online searchable help centre or good manuals?
- Ask to see them.If you have an old system, can you get support for migrating data from your old system?
- How much do data migration services cost?
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When you talk to suppliers, try to get a feel for how responsive they are to your enquiries, because if they are not supporting you during the buying process, chances are they won’t be there after you have committed.
During the trial period, is access to technical support provided so you can get an idea about their response efficiency?Reviews and client testimonials on library software websites can help you evaluate support, because happy clients will often mention the support they received from the supplier.
Well-designed and intuitive software should minimise the need for additional training, but if training is important for you, then don’t forget to ask how this is delivered and how much it costs.
Does the supplier offer an introductory session to help you get started? An introductory session will enable you to evaluate whether training is delivered with clarity and empathy. Try to assess whether the client services team will support your staff to become confident users so they can utilise the full range of the system’s functionality.
5. Prioritising security and data protection
Another consideration is a viligant approach to security and personal data protection. Schools are responsible for the privacy of student and staff data held in the applications that they use. It is essential to choose a system that is fortified with advanced security protocols, including state-of-the-art encryption and stringent login processes. Access to user data must be restricted and protected. Here are some questions you could ask:
- Does the supplier have any security accreditation like Cyber Essentials, ISO 27001 or equivalent?
- Is the data encrypted at rest and in-transit?Is multi-factor authentication (MFA) or single-sign-on (SSO) available?
- Who has access to personal data?Can users be redacted (anonymized) or permanently deleted from the system?
- How often is data backed up, and how long are backups retained?
- How promptly does the supplier apply security patches?
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You should be seeking a library management system that is robust in its defence against the unseen threats of the digital world and is silently guarding personal student data. Your supplier should provide regular data backups to provide a safety net against unforeseen events and apply security updates to your library system without delay.
6. Considering the cost of school library software
Finally, we come to the question of your budget and how much school library software costs. I have left this to last because functionality, ease-of-use, support, adaptability, security, and data protection are all important selection criteria to help you choose the perfect library management system for your school. Write down your requirements first, and then shortlist 2-3 systems that match. With the advent of software as a service, it is more common for suppliers of school library systems to publish their prices on their website; however, there are a few that don’t, so you will need to ask for quotes based on your requirements.
It’s always a good idea to obtain quotes even from suppliers who do publish prices, so you can try to make sure that you are comparing like with like. This isn’t always easy because suppliers employ different metrics to price their products. Be prepared to answer questions like how many students, how many unique titles, how many library staff, what type of school, and what functionality you require.When thinking about price, also consider weighing time-savings against cost.
A feature like automatic cataloguing can significantly save staff time and reduce typing errors. And, for example, you may find that paying extra to integrate your library system with your school management information system (MIS) is worth it compared to teaching staff spending valuable teaching time updating student data manually. You can avoid that tedious end-of-year task when the top-year students leave and again at the beginning of the academic year when new students join. Good luck in your search, and remember to try before you buy!
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