Technology
Technology Plan for 2005 -2008
Approved by Library Board of Trustees
December 14, 2005
The library system’s mission statement begins by recognizing the need “to anticipate and respond to the community’s need for information.â€? Goals related to technology include the following:
- To use technology to enhance access to library materials, services, and information; and to increase the effectiveness of library operations.
- To provide a broad and balanced range of library resources and services which are readily accessible to all residents of the County.
- To facilitate and provide access to information in a timely and relevant manner to effectively meet the information needs of the community (including information and resources both within and outside the system).
- To plan effectively for the future and continued improvement of library services.
Operating six locations in a county whose population is just over 35,000, residents have ample access to traditional library services. Broadband service is available to most residents of Shenandoah County. There are a significant number of low-income patrons, part time residents, and visitors for whom the libraries provide access to the Internet. The system’s mission statement clearly suggests both the importance of remote access to modern library services and the necessity of keeping up with emerging technologies. The library system’s technology concerns are to provide:
- A state of the art integrated library automaton system and taking full advantage of its features.
- Patrons with access to computers for word processing, email, and accessing the Internet.
- A web site that acts as a portal to library resources and services.
- An array of useful electronic subscription databases, with remote access whenever feasible.
- Within the next two years an Intranet to promote more effective communication between our staff and volunteers who administer five locations.
In 2004 the County Library Board of Trustees adopted Standards and Guidelines that include a section on Computer Access. It calls for the diligent implementation of the Acceptable Use Policy and states that there should be public access at all locations to include at least:
- One public access catalog that does not require registration, but is in sight of the Circulation Desk,
- Two Adult Internet workstations with a filter option,
- One Children’s workstation with filtered Internet access, and
- One word processing workstation with Microsoft Office software.
The Shenandoah County Library System is comprised of six locations. The County Library in Edinburg hosts centralized data services for all the libraries. Each remote location connects to the Internet via a DSL connection provided by our Internet service provider Shentel. Each remote location has a one static Internet Protocol Address. The Edinburg location connects to the Internet via a T1 and has a pool of 30 addresses to use.
Equipment
Network
The Edinburg location has a T1 connection to the Internet. Each remote location has a DSL modem connecting the local area network to the Internet. The T1 or DSL modem is connected to the local network through a firewall/router security device. The firewall/router devices allow computers and other devices the capability to share the Internet connection while keeping the network secure from malicious Internet attacks. The firewall in turn connects to a hub or switch that serves as the local area network’s backbone device connecting all networked devices to the firewall.
Public Access Computer
Each library has at least two adult and one child’s public access computers. The County Library has Young Adult computers. All the children’s and Young Adult computers are filtered. The library uses Surf Control software for filtering. There are 46 public access computers in the system.
Specialty Computers
Some locations have computers that are dedicated to a singular task. These tasks include genealogy software, Rosetta Stone Language software, Word Processing, and Image Scanning.
Public Access Catalogs
There are 8 PACs in the system dedicated to providing public access to the library’s online catalog. The County Library has three PACs, and each remote location has one.
Circulation Computers
Each location has a circulation workstation. The County Library has two. The circulation computers at the remote locations connect to the Automation Server by accessing the Terminal Services server that is hosted at the County Library. All staff computers are equipped with a circulation module. There are seven Circulation workstations in the system and a backup circulation computer at the County Library.
Staff Computers
There are a total of 13 staff workstations and one laptop. These workstations are located at the County Library and Strasburg. They are equipped with circulation, reports and Online Selection Acquisition modules as well as Microsoft Office and other software. Staff members who catalog materials have computers with the cataloging module. Staff members use the laptop for presentations, training sessions, and special projects.
Networked Printers
Each community library has a networked laser printer for use by public and volunteers. The Edinburg location has two networked laser printers for the public (one black & white; one color) and four networked laser printers for staff (two color; two black & white)
Servers
The Library System has a variety of servers. These servers provide services to the Library’s patrons and staff.
Automation Server: The Circulation Automation Server is at the Edinburg location and runs The Library Corporation’s (TLC) Library.Solution server software as well as hosting some other Library.Solution related server software.
Staff file/data Servers: Two Staff Servers at the Edinburg location facilitate user management, file sharing, file/data security, and printer sharing for the Edinburg staff. These servers are also marked for future hosting of the Library’s Intranet and website.
Filtering Server: The Filtering Server runs the Internet Filtering software Surf Control. This software allows certain topics to be removed from access by the filtered computers.
AquaBrowser Server: This server runs the AquaBrowser software that maps alternative search concepts in a word cloud.
Terminal Services Server: The Terminal Services Server facilitates accelerated access to the Circulation module of the TLC automation system
Anti-Virus Servers: Servers located in Strasburg, Fort Valley, and New Market provide Anti-Virus updates to machines on their network. Basye-Orkney and Mt. Jackson receive updates directly to each machine. The Edinburg Location has the anti-virus software services running on a multi-use server.
Wireless equipment: The two locations offering wireless access have D-Link Wireless Access Points that support 802.11a/b/g standards. This allows patrons to access the Internet with their own portable device(s) that support one of the 802.11 standards.
Services
Circulation Automation
The library system utilizes the TLC integrated library automation system. This system provides modules including cataloging, circulation, collection, kid’s public access catalog, reports, and online selection & acquisition modules.
Terminal Services
Each location accesses the circulation system via a remote desktop connection to a Terminal Services Server hosted at the Edinburg location. This arrangement allows for centralized software updates, faster data access, and remote user assistance. The Edinburg location does not use this service since it is in close proximity to the Automation Server
Filtering
Public Access Computers that are logged in using the filtered configuration pass their Internet traffic through a server running Internet Filtering software called Surf Control. This software allows certain topics to be removed from access by the filtered computers. While only the YA and juvenile computers are always filtered, all other computers have that option for users.
Anti-Virus
All computers have anti-virus software installed. If there is a local Anti-Virus server at the location, the computers at that location receive their anti-virus updates via that local server. Otherwise it is access directly from the manufacturer via the Internet. The library system has an annual service contract for this service.
Centralized Application/File/Data Servers
The Edinburg location operates two staff file servers that facilitate user management, server side applications, file sharing, file/data security, and printer sharing for the Edinburg staff. Because of the volume of data, files, and documents that is generated by the Edinburg staff, these two centralized servers are needed to provide a means to provide zero data loss by having redundant technologies and backup capability.
Wireless Access
Wireless access is provided at the Edinburg, Mt. Jackson, Strasburg, and Basye/Orkney Springs locations.
Public Access Catalog
The library system provides access to both TLC’s traditional public access catalog and AquaBrowser, TLC’s enhanced catalog interface that in addition to producing search results also maps concepts in a word cloud inviting users to discover and refine their searches. The initial version of AquaBrowser relies on Java technology and is inherently slow in loading. The service will improve when the County is able to transmit data more rapidly to remote locations. In its next software version of AquaBrowser, TLC plans to replace the Java technology with Flash technology that will run AquaBrowser faster.
Use Statistics
The following chart shows the number of individuals who registered to use public access computers. In FY05 there was a significant increase in demand.
The increase was not related to the number of computers available, but may reflect changes in hours at several community libraries. The following chart reveals that two community libraries failed to increase their percentage of the total use, while the percentage of total use at the other remote locations rose by 3% (second year of new facility), 4% in first year of new facility), and 6% in second year of new facility. Since many who use the public access computers are not regular library patrons, it may take such users time to find out about the availability of the service.
Location
Users
%
County 04
8777
67%
County 05
10697
56%
Basye 04
790
6%
Basye05
2012
10%
Fort Valley 04
256
2%
Fort Valley 05
453
2%
Mt Jackson 04
948
7%
Mt Jackson 05
1947
10%
New Market 04
878
7%
New Market 05
936
5%
Strasburg 04
1491
11%
Strasburg 05
3188
17%
Total 04
13140
100%
Total 05
19233
100%
Location Users %
County 04 8777 67%
Basye 04 790 6%
Fort Valley 04 256 2%
Mt Jackson 04 948 7%
New Market 04 878 7%
Strasburg 04 1491 11%
Total 04 13140 100%
County 05 10697 56%
Basye05 2012 10%Fort Valley 05 453 2%
Mt Jackson 05 1947 10%
New Market 05 936 5%
Strasburg 05 3188 17%
Total 05 19233 100%
Assessment of current network, equipment and use statistics
The library system’s current network is challenged. It uses equipment that is likely to fail any day. The demand of users for bandwidth is slowing basic library traffic below acceptable speeds. The Technology Coordinator needs to be able to both manage the network’s traffic and access its component remotely. The introduction of AquaBrowser has highlighted the need for improved transfer of data to and from remote locations. The dramatic rise in the number of patrons registering for computer use during the past year is likely to continue for there is significant new housing in both Strasburg and Woodstock.
Improving the delivery of library services related to this network involves both telecommunication and equipment upgrades. Therefore, the Technology funds available for FY06 are being used to replace modems, acquire managed switches, upgrade the DSL lines to the Community libraries, and replace the County Library’s DSL access with a T1 Internet connection and Cisco router.
Professional Development Strategy
It is the responsibility of the Director of the Library system to provide adequate training for both the staff of the County Library and the volunteers at the community libraries. The Technology Coordinator is responsible for maintaining all equipment in the library system.
There are currently training sessions at the County Library for community library volunteers each spring and fall. All volunteers are expected to attend one such session each year. Each community library has a volunteer trainer who is responsible for training its volunteers. Community libraries are encouraged to request training session by County staff at their locations whenever there is a need. Other training takes places at the bimonthly Director’s Advisory Meetings and following major upgrades to the TLC software.
The County Library Budget includes funds for training and education that have been adequate to send staff to regional, state and national workshops and library conventions for continuing education. The staff also has access to training at TLC’s headquarters in Inwood, West Virginia, under an hour’s drive from the County Library.
Currently the Library Director’s in Region VI of Virginia are planning a series of workshops for staff development in 2005 –2007 using Gates Training funds. Among these the workshops will be sessions on establishing an Intranet and maintaining a server.
Technology Goals & Objectives
1. Maintain a secure network that enables the library’s automation system to work efficiently throughout the library system and provides ample bandwidth for both staff use and public access on demand at all locations.
a. Obtain ability to manage bandwidth so that a percentage can be reserved for transmission of circulation data by acquiring a Cisco 2811 router and managed switches.
b. Upgrade DSL lines to remote locations from .768 to 1.5 in 2005.
Implemented ~ September, 2005.
c. Obtain T1 Internet access for County Library in 2005 thereby speeding up remote locations access to data server.
Implemented ~ November 1, 2005.
d. Explore feasibility of T1 lines for Strasburg and Mt. Jackson by 2007.
2. Fully implement the capabilities of the Library Corporation’s automation system for the library system.
a. Obtain software upgrades ASAP after release by TLC.
b. Obtained license for AquaBrowser in fall of 2005.
c. Fully implement TLC Online Selection & Acquisitions module 2005.
d. Explore possibility of self-checkout stations.
3. Maintain at least the current level of service by adopting a schedule and budget for replacing of all hardware and upgrading software on a regular cycle that is based on the estimated useful life expectancy of each component.
a. Fund professional quality router and switches for County Library in FY07.
b. Fund new routers and switches for other locations in FY07.
c. CIP requests to include: server every 5th year, 25% staff computers each year, all circulation workstations every fifth year, and PACs every fifth year.
d. Replace public access computers by regular rotation of replaced equipment or with either grants or purchases funded by individual locations.
e. Reserve each location’s copier revenue for replacing public access computers.
4. Take advantage of emerging technologies in the delivery of services to library patrons. This would include the option of wireless access at all locations.
a. Downloadable Audios introduced in 2005.
b. Acquired AquaBrowser in 2005.
c. Provide wireless access upon request from any of the following locations: Strasburg, Mt Jackson, New Market or Fort Valley.
d. Provide remote access to electronic resources whenever feasible.
e. Provide for electronic submission of requests for materials
f. Fully exploit Reports module to improve database and patron access to resources.
g. Host library system’s web site.
h. Obtain access to hardware/software for doing in-house user surveys.
5. Utilize technology to foster communication between staff and volunteers at all service outlets and thereby keep volunteers well informed.
a. Establish an Intranet to provide efficient means of communication and training between staff and volunteers throughout the library system.
b. Region VI of the Virginia Public Library Directors Region VI has approved using part of its Gates Training budget to provide a workshop in 2006 to train libraries how to establish and administer an Intranet.
c. Mount training modules for Circulation, Reference, etc. on Intranet.
6. Replace the six separate networks by development of a single integrated network.
a. Give priority to automation system over patron traffic on Internet.
b. Monitor bandwidth usage and make adjustments to provide better service to busy locations.
c. Improve security by mapping the network and segmenting patrons from circulation/staff
d. Reduce duplication of equipment with use of centralized resources replacing need for remote servers.
e. Provide remote maintenance of computers and improve ability to assist volunteers at remote locations.
f. Take steps toward an integrated network with T1 based Point-to-Point or Virtual Private Network (VPN) connections between remote locations and County Library thereby reducing dependence on consumer grade equipment and creating a universal network.
The Technology Budget
Sources of funding for the technology Budget include: the State of Virginia, Shenandoah County CIP Requests, Shenandoah County Operating Budget, Shenandoah County Library Foundation, copier Revenue, and donations
State Government
The Library of Virginia provides access to FindItVirginia. State Aid funds are used to acquire other electronic resources. These include Ancestry Library Edition, Associated Press Multimedia Archive, Auto Repair Reference Center, Heritage Quest Online, Learning Express’ Practice Testing, NewsBank’s American Papers, Novelist, Reference USA, and ValueLine. This year $22,495 of State Aid is being used for electronic resources.
County Government
Shenandoah County Government’s Operating Budget provides for CIP Items under $2,500. This enables the Library both to purchase staff computers when a new position is added and to replacement the County Library’s three PACs every fourth year. The County Operating Budget also provides for the library system’s Telecommunications costs ($9,780 in FY06) and Contractual Services ($26,900 in FY 06) for Library Corporation and SurfControl licenses and the lease of copiers. CIP funds provide for replacing the circulation workstations every fourth year and replacing the main data server every third year.
Foundation
From 2002 through 2004 the Shenandoah County Library Foundation provided the library system with $13,000 each year for Technology spending. In 2005 a decision was made to allocate $110,000 as an endowment for Technology & training needs. For four more years the Shenandoah County Library Foundation will provide the following technology and training grants:
$8,000 in FY05-06
$6,000 in FY06-07
$4,000 in FY07-08
$2,000 in FY08-09 ~ last year of grants
Starting in FY09-10 income from the Foundation’s Technology & Training Endowment will provide an estimated $5,000 each year.
Other Local Revenue
Copier Revenue at County Library is reserved for technology needs of the County Library. This provides over $4,000 per year. Starting this year community libraries have been asked to reserve their copier revenue to help fund their local hardware needs.
Implementation Timetable to establish budget requirements (draft)
AquaBrowser Web Server 2005
Switches/Routers 2005
T1 service to County Library 11/2005
Provide Intranet for staff and volunteers 2006
New telecommunication scheme 2006/7
Host own web site 2006
Gather use statistics 2005
Wireless Access option at all locations 2007
FY 05-06 Expenditures
Foundation Funding in FY06 is $8,000 for Technology and Training. Expenditures to date include:
# Replacement staff server ($1,125.42)
# Web server to host AquaBrowser ($1,991.80)
# Switches ($312.40)
# MP3 players ($610.98)
Total: $4,040.50 Balance: $3,959.50
Recommended Operating Budget Requests for FY06-07
Telecommunications upgrade
Request increase in Telecommunications Line Item (#5230) to cover the increased cost of the T1 line to the County Library that replaced DSL service on November 1, 2005. The FY05-06 allocation was $9,780. The estimated increase will be $450/month or a total of $5,400. Other requests will include an upgrade of Virus license software and additional funds for filtering should the Legislature mandate it.
Recommended CIP requests for next Two Years
CIP Technology requests FY06-07
1. Cisco 3845 Router for County Library $10,230.24
2. Routers for Strasburg and Mt. Jackson $ 3,404.16
3. Replace Public access Catalogs at 5 remote locations $ 5,635.00
4. Replace 3 of the 12 staff computers at County Library $ 3,641.52
# Items Under $2,500
CISCO Cisco PIX 515E Firewall ~ necessary when filtering software renewed in Nov. 2006 $1,800
New license for Virus Scan software (Symantec) $ 900
CIP Technology Requests FY07-08
1. Replace Data server $ 10,533.00
There may be option to buy a one year extended warranty on our server and postpone this request for one year, should other pressing technology needs arise.
2. Replace 3 of the 12 staff computers at County Library $ 3,641.52
3. Yet to be determined steps toward development of a single network ~ depending upon both impact that the T1 makes for data transmission to remote locations and documentation of continued increased demand for public access to Internet at remote locations.
The immediate budgetary concern is adequate funding to replace public access computers at remote locations. Community libraries should plan to fund some of the replacement costs of public access computers at their locations, for we can not count on more grants like the Gates funding.
Technology Inventory and Repurposing/Replacement Schedule
Inventory
The Technology Coordinator maintains an inventory of all the library system’s technology equipment. Twice each year a hard copy is made and sent to the Budget Director at County Administration. A second copy is kept in the library safe for insurance purposes. The most recent version of this inventory is available upon request. The inventory is available online to the library staff and can be sorted by numerous categories including type of equipment, location and date of acquisition.
Repurposing plan for library computers
The following plan is based on the assumption that no further funding like the Gates funds for public access computers will be available. The library system depends on the availability of County funding to maintain its circulation, staff and public access catalog computers. Repurposing of these circulation, staff, and catalog computers will provide computers for public access to the Internet.
The current number of computers in the library system is adequate due to either space limitations and/or needs. The exception would be Strasburg Library that plans to add two additional public access stations. Otherwise expanded public access will be provided through wireless access at locations beyond the County Library and Basye Station.
Under the proposed budget County funding will provide for the following:
Each year three staff computers will be replaced with new ones. The old staff computers will replace the three oldest of the 14 public access computers at the County Library.
Every fourth or fifth year the seven Circulation workstations will be replaced with new ones. These seven computers (two at the County Library) will be used by the various locations to replace their oldest public access computers.
Every fourth or fifth year the public access catalog computers will be replaced with new ones. These eight computers (three at the County) will be used by the various locations to replace their public access computers.
The replacement of circulation and catalog computers will be in staggered years. Each location will hold its copier revenue in a Technology fund to be used for replacing computers at their location. Strasburg should be able to purchase one computer each year. The other locations should be able to purchase one computer every other year. Donations will enable some locations to purchase additional replacement computers.
Library Foundation Technology funds will enable the County Library to replace special purpose computers when necessary. There are currently seven special purpose computers (two for Rosetta Stone – one at New Market, two for Genealogy, one for the Foundation, two Spanish language ~ at County & New Market). Therefore, the system should be able to replace each of these every fourth years. Donated computers can supplement this repurpose schedule.
Evaluation Process
This committee should become a standing committee and meet at least once every six months to both review the progress made toward implementation of this plan and to recommend changes and/or additions. The Technology Coordinator will prepare a report prior to meetings of the technology Committee. In addition to documenting progress toward implementation of the Technology Plan, the report should provide statistical data on both usage and incidents of lapses in service.
The Library Director and the Technology Coordinator will keep the committee members informed of technology developments and use them as a resource between meetings. They will also use the bi-monthly Director’s Advisory Meetings to solicit input from the remote locations on technology needs and services.
The Technology Committee will report to the Library Board of Trustees at two of its four meetings each year.
The first step in evaluating the effectiveness of the implementation of the recommendations in this plan will involve gathering data on the effect that the T! line and prioritizing of data over the network has on services at the remote locations. This will be measured in terms of reduced delay time for circulation procedures and faster response to search inquiries on AquaBrowser. Following a review of this data in early 2006, the Technology Committee will report back to the Library Board.