Library Automation

This service provides for the automation and ongoing support of a School Library Media Center catalog utilizing either the Follett Destiny or Media Flex OPALS Library Automation Software. Follett Destiny Districts may prefer to host library automation locally or elect to have it hosted by the WNYRIC is using Follett Destiny Library automation. Media Flex OPALS districts are mandatory as hosted with Erie 1 BOCES Library Services.

Once planning and collection preparation have been accomplished for the project, completion of all phases of automating a Library Media Center may take three to six months. Districts also have the option of planning a more gradual implementation over a maximum period of three-years.

Elements of the service include:

1. Instruction on preparing the library collection: collection inventory, weeding and preparing shelf list cards
2. Conversion of card catalog records to electronic [MARC] format or transfer of existing MARC records to a new catalog format
3. Hardware acquisition and installation
4. Installation of either Follett Destiny or Media Flex OPALS software: loading software and building database done on install server at the WNYRIC
5. Building library databases : converted records are loaded into the computer, checked for record quality, indexed, and sorted into shelf list order. All system functions are fully tested with the database and a shelf/barcode list is printed if needed to assist library staff in barcoding their collection
6. Transfer of catalog to district file server or hosted server : Files securely transferred via the WAN, users and user groups created and defined, access rights applied to local and Union Catalog, ID's tested for appropriate access
7. Set up and configuration of SSL certificates and assistance with setting up an automated transfer of patron information into the database if applicable
8. Regional Union Catalog access/ maintenance/ training. This is key to aidability of library automation
9. Training and support in use of Union Catalog for interlibrary loan, annual record additions and deletions
10. Software support. This support provides for the ongoing training of library staff (in OPAC, catalog management, system security, circulation and inventory), loading software revisions, on-line troubleshooting, telephone or virtual user support, preparation of specialized conversion tables for new materials (or training in how to do it), software customization requested by library (reports, screen displays or training as above), regional training sessions and user group meetings.

• Active membership in the Erie 1 BOCES School Library System
• Participation in the base components of the service for each catalog:
  • 105.01 or 552.105.02 Automation Software Support,
  • 105.03 Regional Catalog,
  • 105.40 Mandatory Technical Support
• Provision of CoSer planning meeting requirements for library automation
• Mandatory Minimum requirements as per CoSer:
  • server with UPS & verified back-up system
  • circulation station with barcode reader
  • 1 librarian /Library staff management workstation with CD drive
  • 2 student workstations
  • portable barcode scanner
  • network printer

DISTRICT RESPONSIBILITIES:

• Complelations of a rountine annual inventory and weeding of library collection
• Where LAN/Tech coordinator exists, make available to assist with automation
• Allow Library Services  LibAuto team remote access to server and library management workstations for support purposes
• Barcode library materials collection
• Provide dedicated release time to appropriate library staff for training and user group activities
• Provide records of new, lost and withdrawn records to the local School Library System (SLS) to keep the OPALS union catalog up to date
• Hardware and maintenance support
• Comply with regional and state standards
• Comply with Federal copyright laws

If District has chosen to house the server at the District, additional District Responsibilities are:

• Perform daily, weekly, and monthly back-ups of library automation files
• Have procedures in place to restore database from daily, weekly and monthly backups
• Provide LibAuto team with Admin. access to district library servers for support purposes

WNYRIC RESPONSIBILITIES:

• Design of local system
• Provide guidance and training to implement automation
• Provide technical support for automation system
• Maintain a regional union catalog
• Provide regional union catalog access
• Provide ongoing user support for either Follett  or OPALS programs
• Provide instruction in catalog maintenance and cleanup
• Provide instruction on the integration of the library system into the school curriculum and the library program

If district has chosen the RIC Hosted Solution, additional WNYRIC Responsibilities are to:

• House the district's application and data on a server housed at the WNYRIC
• Back up district library data on a daily, weekly and monthly basis
• Periodically verify that backups can be successfully restored

The WNYRIC utilizes cost effective best practices determined by research that allows our experienced and trained technical staff to perform robust testing and support of the WNYRIC network in the areas of security, infrastructure, energy management, virtualization strategies, disaster recovery and business continuity. Therefore, we are able to be a district advocate for vendor contract issues and aggressively negotiate contract pricing and performance terms.  
Staff follow best practices in order to provide necessary security as it relates to the most recent student, teacher and principal data security and privacy regulations.
Service Desk can be reached Monday –Friday from 7:00 a.m. –  4:30 p.m. by calling (716) 821-7171, 1-800-872-0780 or by e-mail at servicedesk @e1b.org.  A representative will be available from 4:30 p.m. through 11:00 p.m to assist you with calls regarding emergency situations. During all other hours and holidays, a caller will receive important information regarding coverage.