State-wide library management systems (LMS) have been successfully implemented in Queensland and South Australia. In Queensland, TAFE, local council, and rural libraries are independently connected by the state-wide, centralised management systems of the TAFE Library Network (QTLN), Public Libraries Connect (PLConnect), and Rural Libraries Queensland (RLQ). In South Australia, Libraries SA operates the OneCard (1LMS) network which connects public libraries.
Considering the implementation of shared LMS from a range of perspectives reveals numerous benefits of pooled resources for users and communities. However, centralised LMS also have their challenges (Figure 1 shows a simplified LMS).
What is an LMS?
In simple terms, a Library Management System (LMS) is software designed to run the operations of a library. An LMS manages cataloging, circulation, member registration, book lending, returns, and inventory tracking. By providing a centralized platform for library functions, a Library Management System contributes to the efficient organisation of books and resources and simplifies the processing of locating and accessing them, improving the overall library experience for staff and patrons.
The User Perspective
Following the introduction of 1LMS in South Australia users reported loving the idea of “state-wide” connectivity and this was demonstrated in satisfaction with having a single library card, access to a wider range of resources, and the ability to return books at any library (see Figure 2; Peters, 2014). Library staff reported that many user-initiated processes like inter-library loans and holds were simplified, but unintended consequence included less availability of material at local branches and reduced interpersonal interactions between staff and users.
From Public Library Services Final Report by K. Peters, 2014, p.104.
The Economic Perspective
Resource sharing among library consortia addresses many of the budgetary pressures faced by individual libraries by allowing them to create economies of scale. Shared acquisitions and subscription costs reduce duplication and maximize the value of limited financial resources across participating institutions.
This allows consortia to purchase a wider range of materials than would be possible for individual branches, but it doesn’t guarantee that users will be able to access the resources when they need them.
The Record Management Perspective
From the perspective of cataloguers, moving to a centralised LMS can pose serious challenges. Many of these relate directly to the RFID tags used to identify and organise library items (see Figure 3). As ISO standards do not dictate which bibliographic fields must be used, the data elements that individual libraries place on RFID tags are not uniform and the data profiles of items held by different libraries may present interoperability issues for a state-wide centralised LMS. Addressing this issue by implementing a standardized data mapping and conversion process can synchronise the information held across participating libraries.
Suggestion for further reading
Bryant, S. & Ye, G. (2015). From discovery to delivery: successful systems integration. Technical Services Quarterly. 32(4), 383-389. DOI: 10.1080/07317131.2015.
1059678.
Chen, H. & Albee, B. (2012). An open source library system and public library users: Finding and using library collections. Library & Information Science Research. 34(3), 220-227.
Eden, D. & Carter, V. (2018, July 30 – August 2). Leap and the net will appear: TAFE Queensland’s leap of faith towards a new service paradigm [paper presentation]. Asia-Pacific Library and Information Conference, Gold Coast, QLD, Australia. https://read.alia.org.au/leap-and-net-will-appear-tafe-queensland%E2%80%99s-leap-faith-towards-new-service-paradigm
Kouis, D., Kyprianos, K., Efthymiou, F., Koulouris, A., & Karabela, A. (2021). Migrating to a shared library management system: Evaluation from the perspective of librarians and lessons learned. Library Management, 42(6/7), 448–458. https://doi.org/10.1108/LM-12-2020-0177.
Peters, K. (2014). Public Library Services: Service Outcomes of One Library Management System. Final Report. KPPM Strategy. https://onecard.network/custom/web/PLS/KPPM_Final_Report_1LMS_Review_23-07-2014.pdf
National RFID Data Profile Working Group. (2012). National RFID Data Profile Australia. Australian Library and Information Association (ALIA).
State Library of Queensland. (2024a). Public Libraries Connect. https://plconnect.slq.qld.gov.au/about/public-libraries-connect
State Library of Queensland. (2024b). Rural Libraries Queensland. https://www.slq.qld.gov.au/about/partnerships-and-collaborations/local-government-and-public-libraries/rural-libraries
