+44 (0) 1273 386849Setting Up a School Library Management System: What Happens Between Purchase and Going Live?
You’ve chosen your new school library management system. But what happens next?
For a busy teacher, school librarian, school administrator, or volunteer looking after the library, this might be overwhelming. The thought of setting up new school library management software might feel like another big job on an already long to-do list.
What happens to your existing book records? Will you need to barcode every book? How do you add pupils to the system? And how long will it take before you can start lending books?
The good news is that setting up a school library management system doesn’t have to be complicated. With a little preparation and the right software, you can work through the process one step at a time.
Let’s look at what’s involved.
Step 1: Take stock of your existing library records
Before you start adding anything to your new library software, take a look at what you already have.
Perhaps your school has an existing library catalogue, a spreadsheet of books or even a handwritten record of what’s on the shelves.
If you’re moving from another library management system, ask your new software provider whether your existing records can be transferred. This could save considerable time compared with entering everything again.
It’s also worth checking whether your books already have barcode labels and whether these can be used with the new system.
Top tip: Don’t feel you have to reorganise your entire library before getting started. Focus on understanding what you have and what needs to be transferred or added. However, it can be a good time for a stockcheck or spring clean!
Step 2: Set up your school library catalogue
Your school library catalogue is at the heart of your library management system. It’s where you record the books and other resources you own, making them easier to find, manage and lend.
Cataloguing might sound rather technical, but well designed library software can take care of a lot of the repetitive work.
For example, Simple Little Library System (SLLS) includes an automatic cataloguing tool called AutoCat. Enter or scan a book’s ISBN, and the software can retrieve details such as the title, author and cover image from external databases.
You can also process multiple ISBNs, which is particularly useful when adding a larger collection.
If your school owns several copies of the same book, you don’t need to create an entirely separate title record for each one. The system can keep track of individual copies under the same title.
And if a book doesn’t have an ISBN, you can add its details manually.
Whether you’re building a new school library catalogue or updating an existing one, the aim is simple: to create an accurate, searchable record of your collection.
Step 3: Organise your library barcodes and book labels
Barcodes are one of those small things that make a big difference to everyday library management.
Each physical book needs its own unique identifier so that your library software can recognise which copy is being borrowed or returned.
It’s worth remembering that an ISBN and a library barcode aren’t the same thing. An ISBN identifies a particular edition of a book, while a library barcode identifies an individual copy in your collection.
If your books already have library barcode labels, check whether you can continue using them. If you’re starting from scratch, your software may be able to generate unique identifying numbers for you.
SLLS supports pre-printed barcode labels and can generate identifying numbers when new books are added.
You may also want to print spine labels to help pupils and staff find books on the shelves.
Top tip: Keep your labelling consistent. Choosing one place for barcode labels makes scanning books much easier, especially when several people help run the library.
Step 4: Add pupils, teachers and library staff
Once your books are being added, it’s time to think about the people who will use the library.
A school library management system needs borrower records so you can see who has borrowed which books and when they’re due back.
You’ll usually need some basic information about your pupils and staff. You should have been told about integrations during the sales process. You’ll also want to decide who needs permission to manage the library. For example, a teacher or library volunteer may need different access from someone responsible for administering the entire system.
SLLS allows you to create and edit library user accounts and assign different access levels.
If you’re handling pupil information, remember to follow your school’s data protection procedures and only collect the information you need.
Step 5: Set up your school library borrowing rules
Every school library works a little differently. Some schools allow pupils to borrow one book at a time, while others have different limits for particular year groups. Loan periods might be a week, a fortnight or longer.
Your library management software needs to reflect the way your school wants to operate. Before you start lending, consider a few simple questions:
- How many books can each pupil borrow?
- How long can they keep them?
- Can books be renewed?
- What happens when a book is overdue?
SLLS includes options for configuring loan types and managing borrowing and returns. You don’t need to create complicated rules. A straightforward lending policy that’s easy for pupils and staff to understand is often the best place to start.
Step 6: Get familiar with your new library software
You don’t have to become a library software expert overnight!
Start with the everyday tasks you’ll use most often: searching for a book, adding a new title, lending a book and recording its return.
Try a few practice transactions so you can see how everything works before pupils begin using the system.
If other teachers, library assistants or volunteers will be helping, give them a chance to practise too.
It’s also worth bookmarking your software provider’s Help Centre so you can find answers when you need them.
Top tip: Create a short, simple guide for anyone helping in the library. Even a single page explaining how to issue and return books can make life easier when someone new takes over.
Step 7: Test everything before taking your system live
You’re nearly there!
Before officially launching your school library management system, run through everyday scenarios.
Can you search for a book and find its catalogue record? Can you lend it to a pupil and record its return? Are your borrower details and lending rules working as expected?
You might test with one class or year group before introducing it more widely across the school. It’s much easier to spot and correct small problems during a practice session than when a class of enthusiastic pupils is waiting to borrow books!
Once you’re happy with the basics, you’re ready to start using your new system for real.
How long does it take to set up a school library management system?
There’s no single answer, because every school library is different.
A small collection with existing digital records may be relatively straightforward to set up. A larger library with thousands of books, handwritten records or missing barcodes will naturally take more preparation.
The time involved also depends on how much help you have available and whether you’re transferring records from another system or creating a catalogue from scratch.
The important thing is to approach the work in manageable stages. You don’t have to tackle every task at once.
If you’re unsure what’s involved, speak to your library software provider about your existing records, the setup process and the support available.
Ready to get started with your school library management system?
Setting up school library software is really about getting a few essential things in place: your books, your borrowers and your lending arrangements. Once those are ready, the software can help you manage everyday library tasks, keep track of your collection and make books easier to find.
Simple Little Library System is designed to help schools and smaller libraries manage their collections without unnecessary complexity. From automatic cataloguing to book lending and borrower management, it brings the essential tools together in one place.
If you’re still exploring your options, take a look at our guide to choosing a library management system or read more about what a library management system does.
And if you’re ready to see how SLLS could work for your school, why not explore the software and arrange a free trial?
A little preparation now can make managing your school library much easier in the long run.
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