Services to Schools

The National Library is part of the Department of Internal Affairs

Integrated Library Systems (ILS) Checklist

This is a guide to assist your school to make informed decisions and is not intended to be comprehensive.
Name of Vendor: ___________________________________________________________________________ Date: ______________________
Name of Library System: __________________________________________________________________________________________________

Vendor’s Profile Yes No Comments

Company background and experience
Other schools using the system
Demonstration available online
School or on-site demo available

Technical specifications (technical architecture) Yes No Comments

Operating system Software compatible with school’s ICT platform
Web based system is hosted on a reliable remote server
Minimum specifications for Server and Client supplied and checked
Networking capabilities Software operates in Area Networks
Supports Structured Query Language (SQL) to aid database communication
OPAC can be accessed across the school network including LMS and Web
Software supports multiple users using different modules
System supports Mobile Learning technology
Backups Backup and restore of data is well documented and intuitive
Web based systems are fully maintained by vendor on remote server

Need help? Call our 0800 LIB LINE for school library support (0800 542 5463) Monday to Friday from 8:00am to 5:00pm or email [email protected] or visit
www.schools.natlib.govt.nz.
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 Services to Schools – Integrated Library Systems (ILS) checklist

Technical specifications (technical architecture) Yes No Comments

Automatic and initiated backup process
Standards MARC compliant – importing, exporting and conversion of MARC data
Z39.50 compliant – SMS and LMS compatible
Web module Web module available
Functions from the web include WebOPAC, Homepage etc
Able to customise screens, e.g. colour, font, school logo etc.
Supports URLs and hyperlinks from bibliographic records for author, subject etc
Port Forwarding/Mapping for secure offsite access of OPAC via school website

Support services Yes No Comments

Contract Period covered
Ongoing costs
Documentation User manual provided (online and print) — screen shots, indexed, easy to use
Training Phone
Email
Online, on-site
User groups — local meetings, vendor attendance
Customer focused staff (check with other schools)
Helpdesk Phone
Email
Website
Hours, costs, response time
Customer focused staff (check with other schools)

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 Services to Schools – Integrated Library Systems (ILS) checklist

Support services Yes No Comments

System development Vendor notification and implementation of new functionality as appropriate
Vendor support for upgrades

Costs (also listed in individual sections) Yes No Comments

Contract Period covered
Support Contract – current and ongoing costs
Training – current and ongoing costs
Helpdesk – current and ongoing costs
Consortium arrangements– e.g. shared catalogues, databases etc
Hardware Existing school hardware meets the vendor’s recommended standards
Library hardware updates included in school ICT upgrades and maintenance
Library workstation hardware meets the vendor’s recommended standards
Library workstation includes barcode reader/scanner with USB connection
Library workstation includes printer for spine labels, barcodes, reports etc
Dedicated Search/OPAC workstation/s are available for student use in the Library
Software Existing school software meets the vendor’s recommended standards
Library software/online access updates included in school ICT upgrades and
maintenance
ILS modules include cataloguing, circulation, acquisitions, periodicals, (web)OPAC
Itemised costs for basic system and other modules
Users per licence
Licensing for more than one installation
Software Support Includes or excludes upgrades
Data migration between old and new system

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 Services to Schools – Integrated Library Systems (ILS) checklist

Costs (also listed in individual sections) Yes No Comments

ICT Funding ICT budget allocation current and on-going

Installation Yes No Comments

Hardware Existing hardware meets the vendor’s recommended standards
Library hardware updates included in school ICT upgrades and maintenance
Library workstation hardware meets the vendor’s recommended standards
Dedicated Search/OPAC workstation/s are available for student use in the Library
Processing speed required – acceptable speed of record recall
Compatible with barcode reader/scanner, printer
Supports multiple users using different modules
Software Existing school software meets the vendor’s recommended standards
Library software and online access updates included in school ICT upgrades and
maintenance
Runs on school’s current ICT operating system
Compatible with school’s SMS and LMS
ILS modules include cataloguing, circulation, acquisitions, OPAC and Web
Dedicated Search/OPAC workstation/s set to access Library Home or OPAC
Library has a dedicated page within school LMS and/or website which includes
OPAC access

Access control (security) Yes No Comments

User identity Levels of security prevent unauthorised access or misuse of the system
Passwords Password access for various user groups, e.g. staff, students, librarians
Password access for administration modules, e.g. cataloguing, circulation

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 Services to Schools – Integrated Library Systems (ILS) checklist

Access control (security) Yes No Comments

Logoff (Exit) password for OPAC
Required to change password regularly
Offsite access Port Forwarding/Mapping for secure offsite access of OPAC via school website

Usability Yes No Comments

Prompts Prompts for missing data for required fields
Clipboard Allows copying and pasting across the system
Usability Graphical User Interface (GUI) screens are friendly and intuitive
Easy to use, intuitive screens, prompts, icons and navigation aids
Able to move between different screens and functions intuitively
Allows multiple windows to be open simultaneously and easily accessed
Provides pre-programmed function keys

Module: OPAC (Online Public Access Catalog | Web OPAC) Yes No Comments
Searching Clear and intuitive
Help screens – interactive, easy to find and searchable
Searching across all fields e.g. Keyword, Author, Title, Subject Heading
Boolean (i.e. using AND, OR, NOT to link and exclude terms)
Truncated searches – able to shorten the search term
Basic and advanced searches
Displays Search results with visual prompts to depict format, location and availability
Records in full and brief formats
Records with visual prompts including book covers, location maps and availability
Number of copies of a resource

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Module: OPAC (Online Public Access Catalog | Web OPAC) Yes No Comments
Status of resources: e.g. on order, on loan
Date due for borrowed resources
Results can be ranked by relevance e.g. author, title, year, classification, format
Hyperlinks to Authority fields, URLs
Usability Web page option for library news etc
Graphical User Interface (GUI) screens are friendly and intuitive
Choice of search interface e.g. Junior, Senior, Teacher
Search and display screens intuitive and easy to navigate
Context-dependent help relates to where you are in the database
Search options include field-based and text-string options
Flexible search options include relevance ranking
Author name, Series and Subject Headings are hyperlinked to create lists of same
Downloading of search results
Catalogued multimedia and internet resources can be linked to and viewed
Personal list creation, borrower profile and review options
Online reserve, review and feedback options
Results and online resources can be accessed quickly without multiple logins
Web and other online resources open in new window

Module: Cataloguing (data entry) Yes No Comments

Cataloguing process includes both manual and rapid entry options
Import MARC files Z39.50 standard allows for direct and transparent transfer of catalogue record
data
Schools Catalogue Information Service (SCIS) data transfer

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Module: Cataloguing (data entry) Yes No Comments

Record Manager data transfer
Other cataloguing service data transfer
Imports bibliographic records with no loss of content including Notes when
available
Authority files maintained globally e.g. Authors’ Names, Series and Subject
Headings
Exporting records Easily exported from the system
Data not locked to prevent data migration
Cost of data migration between old and new system
Data is fully MARC compliant and not system dependent
Able to convert non-MARC to MARC
Usability Cataloguing module is easy to find and open
Graphical User Interface (GUI) screens are friendly and intuitive
Cataloguing fields visible and intuitive to edit and save
Support for non-Roman scripts and macrons for Māori words
Ability to edit all imported data
Ability to edit all Catalogue fields for direct cataloguing
Ability to generate and print own barcodes and spine labels
Ability to display records in MARC format

Module: Circulation (issues and returns) Yes No Comments

Includes all relevant fields for borrower information (student, staff, etc)

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