The importance of the planning process for the implementation of a Library Information Management System

The University of Malta UoM has lately implemented a new Library Information Management System LMS in its library and here under is a brief explanation on the process undertaken.

The UoM planned a 2-year period until the system was procured and implemented in the library.

The UoM benefited from EU funds. The request for EU funds incorporated the application with concrete information on what was to be financed and also with specific amounts.

The new implemented LMS undoubtedly had to operate for a number of years and also the system needed to be able to change with the needs of the library.

Consultation was needed

− to investigate the library automation trends used in other academic libraries,

− to list down the specifications for the new LMS which will be included in the tendering process, and

− to locate any retailers that sell a LMS with such specifications.

The drafting of the specifications required meetings with the library staff from the various departments. The meetings identified the features of the system including new features. Also, visits to other academic libraries including libraries overseas were essential to see other systems in operation and also to gather information about any essential and good features in different systems.

The compiled specifications were sent to potential suppliers as a pre-tender questionnaire. The responses indicated which supplier satisfies most the library’s needs.

The issue of the call for tender followed and after the tenders were received, the supplier was chosen and the contract awarded.

After signature of the contract the library had to train its staff, convert its data and configure & install the hardware, amongst other things. This was the most crucial time of the whole process when all these factors had to be implemented before the system went live.

There are several types of system conversions . The one used by the UoM was a parallel conversion where the old system is running besides the new system for a period of time before it is entirely removed. Although this is the most expensive, it is the safest conversion.

The message to the successive project leader after the implementation of the LMS at the UoM is that, “no matter how much time you think you have, it will not be enough. Start early, and drive the thing forward even when there seems to be no urgency.” Josianne Camilleri Vella, Head of Acquisitions, UoM

Visit to the National Library, Valletta

The National Library of Malta’s mission is to safeguard the heritage conserved within its collection by upgrading the Library's regulations, improving the services offered especially in the digital field, as well as continuing to preserve the existing collection while improving its access to its users.

Like any other institution having to deal with the administration and the technical aspects of its workflow, the library has to follow certain measures that will result in an efficient and law-abiding procedure. These have to include a planning stage to identify current and future needs, identify budget funds to cover purchase of proposed project (in this case a digital catalogue database for online resources), and the human resources needed together with the required workflow and appropriate research. Moreover, procurement and tender to allow purchase of system needs to be established with clear and accurate specifications of what and how the project's functions will be before the contract will be established and awarded after evaluating financial bids. This has got to be drafted and adhered to public procurement regulations following specific formats and templates as provided by the department of contracts available from www.contracts.gov.mt

In turn, the infrastructural setup available needs to be upgraded or improved accordingly in order to meet the specifications of the technical aspects of the software. Standards of this should improve quality and performance of such a system especially the handling of metadata, import, export as well as output while keeping consistent in reporting and auditing to justify the projects’ initial aim and financial costs. If managed accordingly, it will be beneficial for the users and the institution alike. 

Here are some photos during our visit:

Visit at the Archives of the Archbishop of Malta

The Archives of the Archbishop of Malta contain the diocesan records from 1531 to 1898, also comprises some miscellaneous records dating from 1450 to 1928.

The Archdiocese of Malta is transferring all its microfilms into digital media to make them available to researchers over the internet. This will enable the Archives to be more accessible not only by locals but also by researchers worldwide.

The digitisation process started in January 2011. It took 10 months to digitise around 1,300 microfilms. At the moment, on the website there are 725 manuscripts from the Archives of the Archbishop and 524 manuscripts from Parish Archives. No information is put online more recent than 1925.

Currently the Archive of the Inquisition from the Cathedral Archives is being digitised. These Archives will not be put online after decision of the Cathedral Chapter.

Everything that is digitised is kept at the Archbishop Archives. A back-up is done 4 times a day and every week the back-up is sent to APS Bank. This process incorporates a considerable amount of security; the Archives of the Archbishop have 3 different servers for this reason.

To view the documents online is free of charge. To download a pdf costs 50c per page, purchased through PayPal.