Libraries have developed into dynamic information hubs that serve the varied demands of their users in the fast-paced digital society we live in today. Libraries are no longer only stores of books and knowledge. They rely on Integrated Library Systems (ILS) to manage the enormous variety of resources, streamline operations, and provide seamless user experiences.
Looking for Library Management Software? Check out SoftwareSuggest’s list of the best Library Management Software solutions.
Owing to its popularity, there has been a tremendous rise in the library management software market. It is expected to grow at a CAGR of 11.7% from 2023 to 2030.
Academic libraries explore integrated library systems by examining their features, benefits, and essential role in modern operations. This guide provides a complete grasp of ILS and its effect on the library landscape, whether you’re a librarian, a library administrator, or just a curious reader. Let’s delve deeper and understand the importance of an integrated library system.
What is Integrated Library System?
An Integrated Library System (ILS), Library Management System (LMS), or Library Automation System is a comprehensive software solution designed to manage and automate various library operations. It provides libraries with a centralized platform to efficiently manage patrons, circulation, acquisitions, administration of serials, and other duties.
Libraries should adopt integrated library systems (ILS) because they improve user experience, increase accessibility, and streamline operations. ILS enables libraries to effectively manage collections, engage with users, and adjust to digital needs by utilizing centralized cataloging, automated procedures, and online resources. This promotes an active and inclusive knowledge hub for all.
An ILS contains back-end or staff functions that track all company purchases properly, save print and digital materials receipts, and catalog or enter data and records. The second half of an ILS contains a series of retrieval components put together through a discovery layer, which provides complete access to catalogs, collections, and circulation.
Most systems divide software operations into discrete programs called modules, each integrated with a single user interface. The following are some examples of modules: circulation (lending items to customers and receiving them back); acquisitions (ordering, receiving, and billing materials); cataloging (classifying and indexing things).
The three common types of integrated library systems include:
1. On-Premises ILS
On-Premises ILS is a term used to describe a conventional method in which the system is installed and maintained locally on the library’s servers. The library must manage the hardware infrastructure, software installation, upgrades, and maintenance for this ILS. Libraries have complete control over their data and customization possibilities with On-Premises ILS. To successfully run and support the system, though, specialized knowledge and resources are needed.
2. Cloud-Based ILS
Software as a Service (SaaS) ILS commonly called cloud-based ILS, is hosted and kept up by a third-party provider on their servers. Libraries don’t need local server infrastructure because they can access the system using a web browser. Scalability, automatic upgrades, and data backup are all features of cloud-based ILS.
It eases the load of managing hardware and software for libraries, allowing them to concentrate on their primary duties. Remote access, improved cooperation, and lower upfront expenditures are all advantages for libraries. For this kind of ILS, dependence on internet access is a factor.
3. Open Source ILS
Open Source ILS is free for libraries to use, alter, and distribute and is based on open-source software. It allows libraries customization and flexibility options to suit their requirements. The community frequently leads projects for open source ILS, which promotes cooperation and contributions from libraries worldwide.
Technically savvy libraries can modify the system to match their needs and contribute to its continuous growth. Open source solutions require more deployment, upkeep, and support work than commercial options.
What Is the Purpose of Having an Integrated Library System?
An integrated library system (ILS) is created to make managing and operating a library easier. It is a centralized platform that unifies multiple library operations and functions into a single system, giving librarians and employees effective tools to improve user services and streamline workflows. An integrated library technology serves various purposes, including several important ones.
First off, automating and streamlining normal library tasks is one of the main goals of an integrated library system. This comprises accurately and systematically cataloging and categorizing library resources, such as books, journals, multimedia, and more.
An ILS enables librarians to effortlessly manage huge collections, update item records, and guarantee accurate information retrieval by giving them the tools for effective cataloging. Users may conveniently access library materials by automating the process while saving time and reducing human error.
Second, an integrated library system makes it easier to handle circulation, which entails checking out and checking back in library materials. Librarians may manage reservations, hold requests, check-ins, check-outs, and renewals through the ILS. The system records due dates, keeps track of overdue items, and notifies borrowers automatically when their loans are due. This encourages responsibility and helps the lending operations of the library run smoothly.
An ILS also helps with budgeting and acquisition management for libraries. It gives libraries the tools to manage subscriptions, maintain vendor relations, and create and track purchase orders. The system helps libraries plan and monitor budgets by maintaining thorough records of financial transactions and expenditures, ensuring optimal resource allocation. The ILS provides data and analytics that librarians can use to make resource allocation and collection development decisions.
An integrated library system also improves user services and encourages participation from users. It allows users to remotely search and explore the library’s catalog using web interfaces or online public access catalogs (OPACs). Users can access digital resources, view availability and place holds, expanding the library’s reach beyond its actual location. The ILS supports interactive kiosks and self-checkout stations, allowing users to control their borrowing operations freely.
Additionally, an ILS helps libraries collaborate and effectively share resources. Users can access resources that might not be available in their home library by using this service, making it possible to request interlibrary loans and easier for libraries to trade items. Within a consortium or network of libraries, the system promotes collaboration and knowledge sharing by streamlining the ordering and delivery of materials.
Additionally, interlibrary loan networks and digital repositories are only a few integrated library systems that frequently integrate to increase the resources accessible to library users.
What Are The Key Features Of An Integrated Library System?
Integrated Library System (ILS) automates and manages a library’s activities and processes. It provides various elements that improve the efficacy and efficiency of library management. Let’s take a look at the various features of an integrated library management system:
1. Circulation Management
An ILS’s circulation module streamlines the lending and borrowing procedures. In addition to managing patron accounts and handling materials check-in and check-out, librarians can also issue library cards.
The system manages renewals and bookings, keeps track of due dates, and sends automatic reminders for overdue products. It also offers real-time availability status, letting consumers know whether a specific item is available for checkout.
2. OPAC (Online Public Access Catalog)
Library customers can search and browse the collection online using the OPAC, a user-friendly web interface. It has sophisticated search features that let users search by title, author, subject, or keyword.
In addition to displaying extra information on items like summaries, cover photos, and availability status, the OPAC may also feature filters to further narrow search results. Users can also see their borrowing history, access personalized profiles, and submit item requests.
3. Electronic Resource Management
ILS systems have added features for managing electronic resources. Librarians can organize access to databases, e-books, e-journals, and multimedia content.
The system keeps track of licensing agreements, manages access credentials, and offers authentication techniques to ensure that only authorized users of electronic resources use them. It is possible to gather usage data to assess the effectiveness and attractiveness of digital resources.
4. Interlibrary Loan (ILL) Integration
Several ILS platforms make Interlibrary loan services possible, enabling libraries to borrow and request materials from other participating libraries. The system handles the exchange of resources across libraries, tracks requests, and automates the ILL operations. Requests can be made by librarians, who can also monitor their progress and manage returns. Interlibrary loan administration is made easier through integration with external resource-sharing networks.
5. Cataloging and Metadata Management
With the help of this function, librarians can build and maintain an extensive catalog of their holdings. It contains instruments for categorizing, indexing, and cataloging publications such as books, journals, multimedia, and other materials. Bibliographical information, including title, author, publisher, subject, and keywords, can be entered by librarians. The system also manages the metadata, ensuring correct and consistent data throughout the catalog.
What Are The Benefits of an Integrated Library System?
Integrated Library System (ILS) can streamline library operations, improve user experiences, and increase productivity. The importance of an integrated library system can be understood from its numerous benefits. Let’s look at some of the benefits of an integrated library system.
1. Efficient Management
An ILS provides a centralized platform for managing library operations by combining diverse library functions into a single system. Cataloging, circulation, acquisitions, and serials administration have become more efficient. These tasks can be efficiently carried out by librarians, saving time and requiring less manual data entry. Staff employees can concentrate on offering individualized services and interacting with library patrons by automating procedures like book checkouts, returns, and renewals.
2. Resource Sharing and Collaboration
Libraries can join resource-sharing networks and consortia with the help of ILSs, increasing access to a greater variety of items. Libraries can request materials from other libraries and lend their own using interlibrary loan modules, encouraging collaboration and cooperation. Sharing resources improves customer collection, particularly for rare or specialty items. It also encourages cost-effectiveness by minimizing resource duplication among libraries.
3. Automation of Repetitive Tasks
Repetitive processes are automated by an ILS, which minimizes human mistakes and physical labor. Routine tasks can be automated to save staff time and ensure accuracy, such as creating overdue notices, sending reservation pickup alerts, and updating patron information. Automation improves productivity, frees up staff resources, and allows librarians to devote more time to activities that provide value, such as user support and community involvement.
4. Patron Self-Service Options
ILSs provide self-service options so users can control their accounts and activities. Online account access allows users to examine their borrowing history, put holds on products, renew them, and pay penalties electronically. These patron records allow users to interact with the library anytime and from any location, increasing convenience and accessibility. It also lessens the workload for library workers, allowing them to concentrate on more complex jobs and individualized services.
5. Streamlined Acquisitions and Cataloging
The entire lifetime of library items, from acquisition to cataloging, is simpler by an ILS. During purchase, librarians can manage orders, receiving, and invoicing effectively. The system offers batch processing capabilities, authority control tools, and standardized templates to provide consistent and high-quality cataloging. This leads to correct bibliographic entries, ensuring users can quickly find materials.
How Do Special Librarians Leverage Integrated Library Management Systems?
Integrated library management systems (ILMS) are used by special librarians to effectively manage and arrange their specialized collections. These systems offer a variety of tools and features made specifically for the special needs of special libraries. Special librarians can optimize resource use, improve information access, and streamline operations by utilizing ILMS.
Improved cataloging and categorization capabilities are one way integrated library management systems help special librarians.
Strong metadata management capabilities provided by ILMS enable librarians to effectively classify and characterize their collections. Special librarians can improve resource discoverability by utilizing standardized metadata schemas and controlled vocabularies, making it simpler for users to find pertinent content.
Integrated library systems or library automation systems (LAS) are part of web-based and vendor-hosted (software-as-a-service, known as SaaS) services that provide excellent features of a traditional library that go way beyond the classic library automation capabilities:
- Acquisitions
- Cataloging serials
- And Knowledge Management system (KMS) capabilities
Special librarians also use resource management for training, purchases, department, or practice support decisions. They can also help make decisions for marketing underutilized but valuable resources.
Special librarians can provide their users with improved digital services with ILMS. They must adapt to the growth of digital content and online resources and offer simple access. E-books, e-journals, and databases are only a few examples of electronic resources that can be managed through integrated library management systems.
These technologies make it easier for special libraries to acquire, license, and authenticate digital information, enabling them to offer their users various resources regardless of where they are.
Special librarians can create thorough reports using ILMS and acquire insightful information about their users’ and collections activities. These systems provide reporting and analytics features that let librarians analyze user behavior, spot trends, and make fact-based decisions. Special librarians can optimize their collection development strategies, enhance resource allocation, and customize their services to better match the needs of their users by analyzing data on circulation, resource utilization, and user preferences.
What Are the Public Facing Elements of Integrated Library Software?
Integrated Library Software (ILS) is a comprehensive system that manages various functions and services within a library. Although many ILS components are intended for internal usage by library staff, several customer-facing components improve the user experience for visitors. These components promote interaction with the library’s services, efficient access to library resources, and information discovery.
Some of the main components of Integrated Library Software that are visible to the general public are:
1. Online Catalog
A key element of ILS, the online catalog acts as a virtual entrance to the library’s holdings. It enables users to look for resources, including books, eBooks, journals, multimedia, and more. Each item’s availability, location within the library, and associated resources are all detailed in the catalog. Customers can view the catalog online via the library’s website or at special catalog terminals located there.
2. Account Management
Customers can manage different parts of their library experience using a personalized account interface provided by integrated library software. Users can access their borrowing history, renewals, holds fine management, and personal information updates. Accessing information about their account status and transactions gives users more control over their library activity.
3. E-Resources and Digital Libraries
Digital libraries and other electronic resources are easily integrated with many ILS platforms. Users can access eBooks, audiobooks, e-journals, research databases, and other digital resources through the library’s online platform. The ILS offers a user-friendly interface for browsing, searching, and gaining access to these digital resources, assuring a combined physical and digital collection library experience.
4. Online Renewals and Notifications
ILS solutions allow users to renew loans electronically, doing away with the requirement for in-person visits to the library or phone calls. Customers can renew products that are eligible for renewal by logging into their accounts.
To keep users updated on their borrowed materials and library-related activities, the system also sends automated reminders via email or text to tell users about approaching due dates, overdue or holds ready for pickup.
5. Patron Recommendations and Reviews
Social elements are incorporated into some ILS platforms to encourage users to recommend and review goods they have borrowed. Users can rate and write reviews for books, films, songs, and other items in the library’s collection.
Other library users can learn from these ratings and evaluations as useful feedback, which aids them in finding new resources based on suggestions from their peers. Within the ecosystem of libraries, this element promotes community participation and interaction.
How Do You Evaluate And Select An Integrated Library System Automation System?
The library software can simplify the tasks for librarians and administrators by presenting an automated platform that can easily issue books, track the status of the items, and engage patrons, among other things.
When selecting a school library software, you need to consider the following factors:
1. Library Needs
Start by thoroughly evaluating the needs and objectives of your library. Consider the size of your library, how many people you serve, the kinds of materials you manage (books, multimedia, digital resources), and any particular requirements or workflows unique to your institution. This stage is crucial to ensuring that the selected system satisfies the unique requirements of your library.
2. Identify Key Features
List the basic features and capabilities you anticipate from an integrated library system. This can involve the management of cataloging and metadata, circulation and patrons, purchases and budgeting, interlibrary loan capabilities, reporting and analytics, and interface with other library services like discovery layers or digital repositories. Rank these qualities in order of significance to the running of your library.
3. Evaluate System Integration Capabilities
Discuss the system’s compatibility with other library services and technological advancements. Check if it can function flawlessly with third-party applications, your library’s website, the discovery layer, digital repositories, and electronic resource management systems. Providing a smooth user experience for customers and effective procedures for library personnel depends on integration capabilities.
4. Evaluate Vendor Responses
Analyze the vendor RFP responses thoroughly. Examine how well each system satisfies the needs and expectations of your library. Think about system functioning, scalability, usability, customization choices, vendor reputation, customer support, adherence to industry norms like MARC (Machine-Readable Cataloguing), and protocols like Z39.50 and SIP2. Consider how well the solution connects with your current infrastructure and handles your library’s workflows.
5. Request Demos
Invite the top providers who meet your initial requirements to give live system demonstrations. Create a set of use cases or scenarios that represent the regular operations of your library, such as cataloging a new item, handling a patron request, or producing statistical data. Inquire about the vendors and how their system solves these circumstances and the particular needs of your library. During the demos, allow plenty of time for questions and conversations.
Integrated Library Systems (ILS) significantly advance libraries by offering a thorough and effective platform to manage their operations. These programs combine several library operations, including cataloging, circulation, acquisitions, and patron management, into a cohesive package. ILS enable libraries to improve user experience, streamline operations, and respond to the changing requirements of their communities by utilizing the power of technology.
Traditional library tasks like cataloging and circulation can take much time and labor. Nevertheless, with an ILS in place, these operations may be automated, freeing library workers to concentrate on more value-added jobs like offering tailored support to users and creating novel programs. Additionally, automation lessens the possibility of human error, ensuring the correctness and dependability of data.
ILS enables smooth resource sharing and collaboration between libraries. Integrated library systems frequently include interlibrary loan (ILL) capabilities, which allow libraries to lend and borrow materials from one another.
By working together, individual libraries can reach a wider audience and give users access to materials that might not be nearby. Libraries can use their pooled collections through resource-sharing networks provided by ILS, minimizing duplication and maximizing the use of available resources. This cooperative concept enriches the whole environment of libraries and develops a sense of community.
Also Read: Revive Your School Library with Library Management Software
Through data analytics and reporting tools, ILS offers useful insights. Libraries can plan collection development, resource allocation, and service enhancements by gathering and analyzing data on usage, circulation trends, and patron behavior.
Libraries can evaluate the popularity of various items, pinpoint areas for improvement, and customize their services to match their communities’ unique requirements and interests using usage statistics and reports supplied by ILS. Libraries can adapt and change to reflect shifting demographics, new trends, and user preferences with data-driven decision-making.
Integrated library systems will probably keep developing in the future to fulfill the needs of a world that is becoming more digital and linked. To further improve discoverability, personalize user experiences, and enable advanced analytics, that combines cutting-edge technology like artificial intelligence, machine learning, and connected data.
Additionally, ILS may evolve to integrate with educational institutions, research organizations, and community platforms as libraries increasingly integrate with other systems and institutions. This would allow for a more comprehensive approach to knowledge sharing and collaboration.
Frequently Asked Questions
By offering a centralized platform for storing and accessing data about library resources, an Integrated Library System (ILS) facilitates cataloging and metadata management. It enables librarians to easily enter and maintain metadata, assuring precise and consistent categorization, enhancing searchability, and assisting library users in finding resources.
Yes, an Integrated Library System (ILS) is built to effectively manage circulation tasks. It includes several modules: hold requests, fines management, check-in/check-out, and patron data. An ILS simplifies circulation activities by automating these procedures, ensuring efficient and effective library operations for staff and users.
A digital database called an Online Public Access Catalogue (OPAC) gives users access to a library's collection of resources. It enables them to search for and find books, journals, and other publications. It is an essential part of an Integrated Library System (ILS), which oversees library operations and supports effective resource management.
An Integrated Library System (ILS) can manage purchases and subscriptions efficiently. Automating processes like ordering, receiving, and tracking goods makes the process more efficient. It also makes budget management, vendor communication, and renewal reminders possible to ensure effective management of the library's collection and subscriptions.
Priya is a seasoned writer with expertise in the SaaS industry. With over five years of experience in the field, she deeply understands the requirement of this specific industry, its techniques, and tools. Her articles, whitepapers, and blog posts are known for their clarity, practicality, and actionable insights. Priya also possesses in-depth knowledge of SEO and content marketing, which enables her to develop effective strategies to increase website traffic and improve brand visibility.
