Co-authored by Cheryl Niemeier, Director of Knowledge & Research Services, Bose McKinney & Evans, LLP, and Michayla Sullivan, Knowledge & Research Services Specialist, Bose McKinney & Evans LLP
Congratulations, you’ve selected your online catalog system! After you have decided on a new platform and signed the contract, you will need to implement the new system. The general stages of implementation are:
- Record migration
- Library employee training
- Product customization
- Promotion of OPAC
The implementation process involves several considerations. Your new vendor should be able to help you bulk import your old library records to your new system. As mentioned in Part 1 of this post, hopefully you’ve made absolutely certain to double-check on this functionality before you signed the contract. The lack of this service is a deal-breaker. Even the smallest law libraries can have thousands of records that are critical for day-to-day operations. An inability to import records in bulk or compatibility issues between the old and new systems could make the migration process difficult, lengthy, and possibly not worth the associated time and cost. Some larger libraries also may have the same consideration for patron records.
The new generation of library catalog systems tend to have far more functionality than older ones, therefore, a surprising amount of training may be needed for your staff. Expect to spend weeks or even months discovering all the new features and how to use them. Be sure that your library staff has at least 10-15 hours over the first several weeks to dedicate to initial training with the vendor, reading manuals, and/or watching training videos. Also, account for extra staff time spent on performing routine tasks in the new system. Allowing for some overtime during the transition period also may be necessary.
After you have mastered the features available in the new system, you will need to spend time customizing it to your needs. Your vendor may be able to help you with some of this, but much of it will be left to you. Depending on which product you go with, the biggest customization may be designing your OPAC. You not only will have to design its overall appearance; you also will need time to determine which features to make available to your patrons. Which search fields will you make available? Will there be links to outside resources? If so, which ones? Will your patrons be allowed to add and remove themselves to serials routing lists? Do you want them to use the OPAC to submit reference requests? After you have answered and implemented all of your customized features, time devoted to testing them is essential.
Build it and they will come? This may hold true in some instances, but no matter what, make a plan to promote the OPAC to the employees at your firm. Every library catalog needs name—one way to get people excited about your new online catalog is to ask for name suggestions or have a naming contest. Next up is announcing the chosen name and arranging demonstrations of the catalog at your firm’s practice group meetings. Also, don’t forget to demonstrate it to the paralegals and secretaries at their meetings. If your firm has an intranet, position the link to the OPAC prominently. Lastly, in the ensuing months make sure to remind people about the OPAC whenever you get the chance. As people call asking where a certain book is kept or if the latest issue of a favorite current awareness journal is in yet, take the opportunity to remind them about your new catalog system.
Advantages abound in moving up to a next-generation online catalog system. Chief among them is the ability to offer attorneys seamless access to the entire universe of resources in your library’s collection. The benefits of doing so far outweigh the time and effort needed to make it happen.