a review of choices made and their sustainability in South Africa

Article

Integrated library managementsystems: a review of choices made andtheir sustainability in South Africa

Christine Stilwell and Ruth HoskinsUniversity of KwaZulu-Natal

AbstractThere are numerous obstacles to sustainable development and poverty alleviation. Arising from the MillenniumDevelopment Goals is the need to sustain reliable information and communications technology infrastructure.Good information management practices and such infrastructure underpin libraries and information services.Many libraries and library consortia have converted to integrated library systems to better manage and maketheir collections available for national development. Despite small scale studies of particular types of librariesno comprehensive coverage was traced on such systems in South Africa. This article looks at which systems arebeing used, which criteria influenced the choice of systems and what challenges and successes were experi-enced. An analysis of the literature was undertaken to form the basis for a survey that investigated commonproblems and solutions. Key personnel in the institutions were interviewed by telephone. Certain factorsemerged as important in the choice and sustainability of the systems. These are used to formulate guidelinesfor discussion.

KeywordsMillennium Development Goals, integrated library systems, academic libraries, special libraries, public libraries,South Africa

Libraries in South Africa are using integrated library systems in pursuit of institutionalgoals and national development, but choosing a sustainable system is complex.

Introduction

The Millennium Development Goals (United Nations

Development Programme n.d.) identify the critical

need to address sustainable development and poverty

alleviation in the region. Arising from this need is

the related drive to establish and maintain reliable

information and communications technology (ICT)

infrastructure. This infrastructure is needed to form

the base for good information management practices

in libraries and information centres. Increasingly

libraries and library consortia have converted to inte-

grated library systems (ILSs) in order to better manage

and make their collections available for national devel-

opment. An ILS is ‘‘an integrated set of applications

designed to perform the business and technical

functions of a library, such as acquisitions, cataloguing,

circulation, and the provision of public access’’ (Reitz

2004). The benefits and disadvantages of library auto-

mation have been addressed by experts such as Bilal

(2002) and are not specifically dealt with here. Instead

the intention is to review existing ILSs in use in South

Africa and the reasons for their selection, the problems

experienced and good innovations implemented.

Integrated access is achieved by

An information retrieval system that allows users to

search for books, periodical articles, and electronic

Corresponding author:Christine Stilwell, Information Studies Programme, School ofSocial Sciences, University of KwaZulu-Natal, Private Bag, X01,Scottsville, 3209, South Africa, Tel þ27(0)33 2605007. Faxþ27(0)332605092.Email [email protected]

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resources such as computer files and Websites, in one

operation using a single interface, instead of search-

ing online catalogues, bibliographic databases, and

Web search engines separately. Seamless access is

a goal that remains to be realised in most libraries

(Reitz 2004).

Despite small scale studies of particular types of

libraries, outlining some of the problems experienced

in the region to date, no comprehensive coverage

could be traced in the literature on such systems in

South African libraries. Which factors influenced the

choices of these systems and what were the challenges

and successes experienced? A country-wide scan and

analysis of the literature that forms the basis for an

evaluation was undertaken to highlight and investi-

gate common problems and solutions using telephone

interviews with key library personnel. The purchase

of an ILS involves a significant amount of an institu-

tion’s budget and therefore must perform to a high

standard in key areas. By analysing the successes and

the limitations of various ILSs, common problems

regarding performance, impact on staff and ultimately

service to users was assessed.

The popularity of ILSs lies in ‘‘the decline in cost

of the hardware and software’’ and ‘‘the seamless

‘web’ of information resources and service, the

continuous augmentation of software search features

and capabilities and the increased migration to

Windows� and World Wide Web interfaces, soft-

ware compatibility with both PC and Macintosh plat-

forms and the use of powerful operating systems . . . ’’

(Bilal 2002:2). There are many software choices

for libraries. Bilal describes options for small and

medium-sized libraries using integrated or stand-

alone systems.

Our study reviewed the ILSs in use and interro-

gated the choices made by the buyers of automated

library systems for academic, special and public

libraries in South Africa’s nine provinces and put

forward recommendations for future practice and

discussion in the region. Figure 1 shows the site of the

study.

Research question and sub-questions

The research question was, which ILSs had been cho-

sen and were found to be sustainable? Further, which

factors influenced the choice of system and what were

the challenges and successes experienced by our

libraries and information centres in the region. In

short, we wanted to know:

Figure 1. Map of the nine provinces in South Africa.Source: Public Library Automation Systems (2010: 1).

Stilwell and Hoskins: Integrated library management systems: a review of choices made and their sustainability in South Africa 155



� What systems were chosen, how and why?

� What problems were encountered?

� What solutions were found and which innovative

practices developed?

� What recommendations can be made for future

practice?

First a guiding framework and a set of criteria, a

model or benchmarks were needed. The choice of

framework was the MDGs.

Developing a guiding framework, criteria,a model and benchmarks

Here we describe the guiding framework for the study

along with criteria, a model and benchmarks that we

overlaid to achieve a set of guidelines for the literature

review and telephone interviews in the study.

Guiding framework

This study is placed within the broad framework of

the MDGs (see Figure 2).

The choice of the MDGs as the guiding framework

was based on there being many challenges to sustain-

able development and poverty alleviation in the

region. Goal 1 focuses on poverty and hunger and

although none of the goals specifically address ICTs

this focus is implicit in the goals as an enabling infra-

structure. May (2010) has also demonstrated the crit-

ical role played by access to ICTs in alleviating

poverty, and such access depends on sustainable

library and information services. There is an urgent

need to establish and maintain reliable information

and communications technology (ICT) infrastructure

and good information management practices to sup-

port our libraries and information centres. Integrated

systems enable libraries and consortia to better man-

age and make their collections available for national

development.

The more technical criteria, a model and bench-

marks for the study were derived from three sources,

Farajpahlou’s (1999) criteria for academic library

systems, Sani’s (2006) model for special library sys-

tems and Taole’s (2008) benchmarks for a local

consortium.

Farajpahlou’s (1999) criteria

Farajpahlou (1999) states that effectiveness in an ILS

is an issue that all users look for when buying or

designing a new system. He scanned the literature and

opinions of automated library systems’ experts to

identify 26 factors of which 23 were validated in a

survey as criteria for the success of such systems.

He tested the criteria in Australian and New Zealand

libraries and suggested that they be tested in other

environments. An overview of the factors appears in

Table 1.

Goal 1: Eradicate extreme poverty and hunger

Goal 2: Achieve universal primary education

Goal 3: Promote gender equality and empower women

Goal 4: Reduce child mortality

Goal 5: Improve maternal health

Goal 6: Combat HIV/AIDS, malaria and other diseases

Goal 7: Ensure environmental sustainability

Goal 8: Develop a Global Partnership for Development

Figure 2. The Millennium Development GoalsSource: UNDP (n.d.).

Table 1. Farajpahlou’s (1999:178) criteria for a successfulILS.

1. Planning Careful planning emerged as the mostimportant criterion for the successof the ILS and should be integratedinto the library’s activities.

2. Usage: Userapplications/acceptance

Ease of useUser-friendlinessSelf-instruction

3. Managementof thesystems

Integration of the automation planninginto the library activities

Contractual commitments withvendors

Capability of saving staff timeSupplying management information

4. Technicalities Fast response rateCapability for continued development

and enhancementMinimum down timeIncreasing quantity of library servicesSystem’s life-time

5. Costing of thesystem

–

156 Information Development 29(2)



Sani’s (2006) model

Sani’s (2006:16) model of the integration of all ILS

modules (Figure 3) shows the integrated nature of the

various components of the system, offering users

access through several interfaces.

Her research updates Farajpahlou’s (1999) and adds

specific criteria, which are described next. An ILS

must be able to

� offer full support for traditional library functions

� provide seamless movement between functional

modules

� handle many formats

� accommodate searching on the Internet

� provide quick and powerful search options

� allow for the creation of databases

� provide a variety of functions including manipu-

lating electronic data

� provide graphical user interfaces (GUIs)

� expedite resource sharing i.e. mechanisms or tech-

nology standards that create linkages between the

ILS and other local systems, for example in Inter

Library Loans (ILL)

� acquire, provide access, to manage, and control

local, national and global resources in many

formats

� offer Web servers with seamless connectivity

allowing interaction with other systems’

environments

� make technology available that is adaptable to

future technological innovation

� provide staff training including manuals and

on-line help in the implementation package, and

cost of additional training (Sani 2006).

Other more technical concerns are

� Vendor experience in migrating data from the

previously used ILS to the new ILS

� The specific system architecture of the ILS

� Integration with other databases

� Hardware and software

� Server requirements

� Maintenance and support issues

� Reporting and statistics

� Security concerns (Sani 2006).

Taole’s (2008) benchmarks

Taole (2008), in assessing three systems for the

Lesotho Library Consortium (LELICO), carried out

her study at a South African university.

The benchmarks she uses provide a neat circular

checklist for the region, which will be fleshed out more

below, together with Sani’s (2006) requirements.

Methodology

Using this background of conceptual framework, cri-

teria, a model and benchmarks a two-phase research

methodology was used to address the research ques-

tion (see Table 2).

Figure 3. Integration of all ILS modules.Source: Sani (2006: 16).




The study was largely qualitative as Phase 1

assisted in identifying the relevant frameworks, and

providing criteria which could then be tested for in

Phase 2. Phase 2 entailed telephone interviews with

key individuals, usually the systems librarian, identi-

fied in lists from the Websites of South African

library services. These were drawn from the various

types of library and sampled to redundancy, i.e. until

no new data was being gathered.

The telephone interviews took place in November

2011. Some participants offered to send additional

documents by email or referred us to a Website. The

research project had ethical clearance from the

University of KwaZulu-Natal.

The data collected was subjected to a thematic

analysis which identified core themes emerging from

the interviews. These were organised into broad cate-

gories. They appear below after the literature analysis.

Phase 1 – Literature analysis and findings

The literature analysis formed the basis for the

country-wide scan. It allowed the identification of the

systems in use in the various sectors and provided

information about the vendors who represent them.

It also revealed views on the criteria for the success

of an ILS. The literature used was mainly local, that

is from South Africa or the southern hemisphere

Figure 4. Benchmarks adapted from Taole (2008).

Table 2. Phases, methods and tools used in the study.

Phase 1 An online survey of all published and unpublished literature which also provided the guiding framework andformed the basis for a literature analysis relating to the project title

Phase 2 A telephone survey of a sample of South African academic, special and public libraries. Similarly toFarajpahlou’s (1999) approach we surveyed university librarians or those who were in the position ofsystems manager, or the equivalent, in a sample of institutions drawn from each of the three types.




where particular problems with adequate bandwidth,

ICT infrastructure and support are experienced. The

issues raised in the literature were used to define the

criteria used in the schedule for the interviews. The cri-

teria were then expanded using the data from the inter-

view to attempt preliminary rubrics for the region.

Systems used in South Africa and their vendors

Library Automation Companies (2010) provides a

useful listing of the companies with a significant

presence in South Africa together with addresses

and contact details. Tables 3a and 3b show the ILS

software and vendors in South African libraries.

Additional information about various systems was

gleaned from the literature:

� Brocade is a 100% Web-based application using

an ordinary browser and making use of open

source technology where possible (Odendaal

2009:1).

Table 3a. Integrated Library System Software in use in South African Libraries.

Source: Public Library Automation Systems (2010: 1–3).




� Papyrus Library Administration System (2010) is

a library administration system that can be used

with fewer than 100 books for free. Registered

schools can apply for a 50% discount on the price

of software. Many schools’ libraries, education

departments and special libraries use Papyrus

in South Africa and worldwide. It advertises

a user-friendly interface, a complete set of

comprehensive reports, easy report writing and

sophisticated searching, is fully MARC compliant

and claims to be developed ‘by librarians for

librarians’. Developed for the Johannesburg Col-

lege of Education in 1995 by Parity Software it

is a Microsoft Gold Partner. Papyrus aimed to

encourage people to buy South African goods and

services to help the economy and make affordable

library management products. For this reason it

may be seen as a partial answer to the issue raised

Table 3b. Integrated Library System Software in use in South African Libraries.

Source: Public Library Automation Systems (2010: 1–3).




by Raju et al. (2007:1) when they call for ‘a South

African ILS product to ensure the retention of

financial resources within the country, the cre-

ation of job opportunities for local communities

and the generation of local know-how and exper-

tise in this area.’

� Open source software, Evergreen and Koha, for

libraries with options for all types of systems are

available. Evergreen is maintained by the Georgia

Public Library Service (US) and has features that

have not yet been completed such as acquisitions

and serials. It also involves complex perldepen-

dencies and specialised Apache configuration

(Open Source Movement 2008:1). Koha was

developed in New Zealand for a small branch

library and has a 100% Web-based interface for

both staff and public (Open Source Movement

2008:1). Both systems are MARC21 and UNIM-

ARC compliant and are available for other

libraries to use, adapt and modify. Implementing

an ILS using open source software can be hard but

rewarding work. Open source software is becom-

ing a viable alternative and the Open Source

Movement lists many of the advantages and chal-

lenges. For South Africa, proprietary software is

currently deemed to be a better option (Open

Source Movement 2008:2).

Which systems were chosen – use of ILSs by typesof libraries

The findings are given by type of library, academic,

special and public.

University, University of Technology libraries and consortia.Lundu and Lungu noted the problem of the ownership

of the software for the computerisation of the Zam-

bian Copperbelt University Library. Ownership of the

software, STYLIS, changed hands and the library

went from a situation of adequate vendor technical

support both on and off line to limited support.

Because of a lack of improvement in the software,

other libraries in the region had abandoned it. The

authors stress the problem of sustainability beyond

the donor period. Hardware obsolescence and the

problems with the future of the software left this sys-

tem vulnerable (Lundu and Lungu 2002:112–113).

In the same year in South Africa, Brammage

(2002:13) based in the then University of Natal’s

Pietermaritzburg library in KwaZulu-Natal stated that

three vendors and their systems had been highly rated

by the eastern seaboard Association of Libraries

(esAL): Dynix (Horizon), Innovative (Millennium)

and Sirsi (Unicorn). esAL selected the Unicorn

system. Subsequently, it was noted that with the with-

drawal of the University of Natal from the project, the

Durban Institute of Technology (DIT) Library data-

base had become the primary database for the instal-

lation of the Unicorn System in the esAL consortium

(Raju 2005).

In Gauteng, Taole (2008) assessed the INNOPAC

library system and looked at its use in consortia and

libraries in the region. She focused on the Gauteng

and Environs Consortium (GAELIC), the Free State

Library and Information Consortium (FRELICO),

two university libraries (Namibia and Zimbabwe) and

an agricultural college (Botswana) that used the sys-

tem. The criteria she used applied to a small, multi-

type consortium in a developing country. Darch, Rapp

and Underwood (1999) have described the benefits

and challenges of consortia in such situations and

Marais (2003) reported on the desirability of authority

control being done cooperatively within consortia to

save costs.

Taole (2008) found that the INNOPAC system per-

formed satisfactorily in the selected consortia and

libraries. It performed to a high standard in the key

areas of functionality, usability, support and training,

system management and vendor competence. The ILS

contributed to increased productivity, improved cus-

tomer relations and better decision-making in two

consortia. Direct access to members’ holdings, how-

ever, was restricted by a decentralised model of server

in these consortia. She recommended further research

into the advantages and challenges of INNOPAC for

wider regional library cooperation.

Table 4 shows which universities in South Africa

use which ILS software.

Eight of thirteen universities use Millennium, two

use Ex Libris’s Aleph, two use SirsiDynix, and one

uses INNOPAC. The consortium CALICO (Univer-

sity of Cape Town, Stellenbosch, University of the

Western Cape, Cape Peninsula University of Technol-

ogy Libraries) uses ALEPH (Sani 2006:47). The

Consortium, South East Academic Libraries System

(SEALS) in the Eastern Cape Province (Rhodes Uni-

versity, University of Fort Hare, Nelson Mandela

Metropolitan University and Walter Sisulu University

of Technology and Science) uses Millennium for

which it obtained Mellon Foundation funding in 2000

(SEALS 2008). The choice of system for universities

has a strong regional and consortium base.




Special libraries. Sani (2006) assessed three systems for

the Human Sciences Research Council (HSRC) Infor-

mation Services. The HSRC is a statutory research

agency for the Social Sciences. The ILSs evaluated

were Innovative Interfaces’ Millennium, Sirsi’s Uni-

corn and Ex Libris’s ALEPH. User requirements for

the HSRC typify those of special and academic

libraries, which Sani (2006:17) details. She ultimately

recommended Millennium for the HSRC service

(2006:56).

The Constitutional Court uses Sirsi (Sani 2006:44).

Table 5 shows that the following Special Libraries

and Education Departments use the open source soft-

ware Papyrus.

Public libraries. In 1997 Barraclough described the

information technology infrastructure in the then Dur-

ban Metropolitan Libraries and reviewed the URICA

library system and its future. The public libraries of

the nine provinces, with the bulk of public libraries

in Gauteng, report great disparities with regard to

ILSs and ICT infrastructure as Tables 6a and 6b show.

Of the 28 provincial and city library systems listed,

13 use Sirsi. Six provincial library services use PALS

or have migrated to Brocade and Cape Town City also

uses Brocade (seven users in all). The Free State

Provincial Library and three Free State city library

systems use ProLib totalling four users. Limpopo Pro-

vincial Library service uses Papyrus. Not reflected

above in the 28 services is the use of Papyrus by

Phalaborwa Public Library and Makhado Public

Library. One library system uses Millennium and one

BookFind. One system in Mpumalanga was still man-

ual in 2010. Despite a report in the Cape Librarian

about a meeting of Heads of Provincial Library

Services to discuss the status of the sector and the uses

of automated ILSs (Heads of library services meet

2006) in many provinces a variety of systems are in

use. Gauteng province shows a fairly uniform use of

one system, Sirsi. Of the now 30 services the break-

down is as shown in Table 7.

Odendaal (2009) describes the KwaZulu-Natal

Provincial Library Service (KZNPLS) and its

affiliated libraries’ move from the PALS system to

Brocade. KZNPLS chose Brocade for its alleged

affordability, accessibility, inclusivity and fiscal sav-

ings but the survey findings below reflect concern

about upgrade costs. Telecommunications in the rural

areas of KZN are another challenge and KZNPLS has

attempted to address the digital divide with the incep-

tion of the Internet@your library project. All the func-

tional modules of PALS are available in Brocade but

with the Web interface users can search the OPAC

with ease from their base libraries using a public com-

puter or from their homes via the Internet. Implemen-

tation for Head Office and depots was due to start in

2011. De Villiers (2010) noted the implementation

and use of the Computerised Program Automated

Library System (CPALS) in the Western Cape

Provincial Library System from 1992 to 2010.

Table 4. ILSs used by universities in South Africa.

ILS University

Millennium 8 – Nelson Mandela Metropolitan University, North-West University, Rhodes University,Universities of Fort Hare, Pretoria, South Africa, the Witwatersrand and Venda

Ex Libris’s ALEPH system 2 – Universities of Cape Town and the Western CapeSirsiDynix 2 – Universities of KwaZulu-Natal and ZululandINNOPAC 1 – Medical University of Southern Africa

Source: Adapted from Chanderdeo (2011) and Madida (2011).

Table 5. Special libraries in South Africa that use Papyrus.

African Leadership Academy Metago Environmental EngineeringAluminium Federation of South Africa Port Shepstone Department of EducationCedara Library South African Institute for Distance EducationDataFusion Systems St Michael’s Church – BryanstonEpoch Resources Ulundi Department of EducationManyaleti Youth Academy

Source: Adapted from Papyrus Library Administration (2010).




Table 6a. Integrated Library Systems in Public Library Systems of South Africa by Library Service.

Integrated Library Systems (ILS) in Public Libraries of South Africa

Province and MunicipalityIntegrated LibrarySystem

Eastern CapeNelson Mandela Bay Metropolitan (Port Elizabeth)

[17 Libraries](Algoa Park, Booysens Park, Chatty, Gelvandale, Korsten, KwaDwesi, KwaMagzaki,KwaZakhele, Linton Grange, Port Elizabeth, Motherwell, New Brighton, Newton Park,North End, Walmer, West End, Zwide)

Erudite soon to migrateto Sirsi Symphony

Eastern Cape – Provincial Library and Information Service PALSFree StateKroonstad Local Municipality ProLibMangaung Local Municipality(Bloemfontein) MillenniumSasolburg Local Municipality Not computerised

(Manual): soon touse ProLib

Welkom Local Municipality ProLibFree State – Provincial Library and Information Service ProLibGautengEkurhuleni Metropolitan Municipality

[43 Libraries](Actonville, Alberton, Alra Park, Bakerton, Bedfordview, Benoni, Birchleigh, BirchleighNorth, Boksburg, Bonaero Park, Bracken, Brakpan, Daveyton, Dinwiddie, Duduza,Dunnottar, Eden Park, Edenvale, Elsburg, Etwatwa, Geluksdal, Germiston, HP Mokoka,Isaac Mokoena, Katlehong, Kempton Park, Kwa-Thema, Leondale, Nigel, Olifantsfon-tein, Palm Ridge, Phomolong, Primrose, Reiger Park, Springs, Spruitview, Tembisa,Tembisa West, Thokoza, Tsakane, Vosloorus, Wattville, Zonkiziwe)

Unicorn (SirsiDynix)

City of Johannesburg[80 Libraries](8th Avenue, Blackheath, Boskruin, Bosmont, Brixton, Bryanston, Chiawelo,Coronationville, Davidsonville, Diepkloof Zone 1, Diepkloof Zone 5, Diepsloot,Dobsonville, Dr BeyersNaude Square, Eldorado Park Ext 2, Eldorado Park Ext 5,Emmarentia, Emndeni, Ennerdale Ext 1, Ennerdale Ext 9, Florida, Glenanda, HalfwayHouse, Hillbrow, Horizon View, Ivory Park, Ivory Park North, Jabavu, JohannesburgPublic, Killarney, Klipspruit Children’s, Klipspruit West, Lenasia Ext 1, Lenasia Ext 3,Lenasia South, Linbro Park, Linden, Malvern, Mayfair, Meadowlands, Melville,Modderfontein, Mofolo, Murray Park, Newlands, Noordgesig, Norscot Manor,Norwood, Olivedale, Orange Farm, Orange Grove Reference, Orlando East, Parkhurst,Parkview, Phiri, Pimville, Poortjie, Protea Glen, Protea North, Rabie Ridge, Randburg,Rhodes Park, River Park, Riverlea, Rivonia, Roodepoort, Rosebank, Rosettenville,Sagewood School, Sandringham, Sandton, Savoy, South Hills, Southdale, Strubensvalley,Tshepison, Weltevredenpark, Westbury, Wilro Park, Yeoville)

Urica: to migrate toSymphony(SirsiDynix)

City of Tshwane Metropolitan Municipality[41 Libraries](Akasia, Alkantrant, Atteridgeville, Bajabulele, Bodibeng, Brooklyn, Danville, East Lynne,Eersterust, Eldoraigne, Erasmia, Gatang, Glenstantia, Halala, Hammanskraal, Hercules,Irene, KT Motubatse, Laudium, Lyttelton, MahlasediMasana, Mamelodi West, Mayville,Es’kiaMphahlele, Moot, Mountainview, Nellmapius, Olievenhoutbosch, Overkruin,Pierre v Ryneveld, Pretoria North, Rooihuiskraal, Saulsville, Silverton, Stanza Bopape,Temba, Valhalla, Vtsefora, Waverley, West Park, Winterveld)

Symphony (SirsiDynix)

(continued)




Summary – Phase 1

This phase reported on the spread of systems used in

university, special and public libraries in South Africa

and gives some of the motivating factors for the choice

of system. In the next phase we followed up on person

to person interviews with representatives of Universi-

ties, Universities of Technology, Consortia and Provin-

cial Library Services (public libraries).

Phase 2 – survey findings and discussion

The findings are presented in the following broad

themes

Type and location of institutions

In Table 8 the consortium represented both urban and

rural institutions. It was small in terms of the number

of members but had large institutions as members.

The extensive provincial library service, while based

in an urban area served rural libraries and information

centres as well. Three universities were based in

urban areas and one in a rural area. They ranged in

size from 35 library service staff members to 146

staff. As some of the individuals were themselves

representatives of several other institutions in their

consortia or from large metropolitan universities, the

actual sample for the in-depth interviews was small. It

was, however, representative of a spread of types of

institution, large and small, urban and rural.

The ILS chosen, how and why by type of institution

The next table shows the ILSs chosen and also reveals

that five institutions belonged to consortia. This factor

emerged as key in the choice and sustainability of an

ILS.

Four institutions used Millennium, one Brocade

and one Aleph. Four responded that they had used

their ILS for between five and eleven years. Five of

the six had chosen their ILS with their consortium.

Most had a team review the vendors and the avail-

able options, and/or visited other institutions, using

the ILS hands-on (for a week in one case). One

institution had found Millennium too costly. One

respondent didn’t know why they had chosen their

particular system.

For five institutions the factors motivating choice

in order of frequency were:

� effective back up (3) with one stating that help

was available 24/7 via email and Skype and that

technicians were brought out from the US to do

major enhancements at the consortium’s expense.

� the system was widely used locally (2).

� affordable/cost analysis, other local users were

satisfied with it, versatility, it was Web-based –

could be accessed anywhere, very good system

for reports, had to buy what national agency

prescribed and there was consensus in the con-

sortium about the choice – with one score (1)

each.

Table 6a. (continued)

Integrated Library Systems (ILS) in Public Libraries of South Africa

Province and MunicipalityIntegrated LibrarySystem

Midvaal Local Municipality[4 Libraries](Meyerton, De Deur, Henley–on-Klip, Randvaal)


Mogale City Local Municipality (Krugersdorp)[9 Libraries](Azaadville, Desmond Tutu, Krugersdorp, Kagiso, Lewisham, Lusaka, Magaliesburg,Muldersdrift, Sakkie Nel)

PALS to migrate to SirsiSymphony

Randfontein Local Municipality[5 Libraries](Randfontein, Toekomsrus, Mohlakeng, Kocksoord, Randgate)


Westonaria Local Municipality[4 Libraries](Bekkersdal, Glenharvie, Westonaria, Hillshaven)


Source: Public Library Automation Systems (2010).




Table 6b. Integrated Library Systems in Public Library Systems of South Africa by Library Service.

KwaZulu-NataleThekwini Municipality (Durban) Unicorn (SirsiDynix)KwaZulu-Natal – Provincial Library and Information Service PALSLimpopoPolokwane Local Municipality

Phalaborwa Public Library and Polokwane City LibraryPapyrus

MpumalangaMbombela Local Municipality (Nelspruit) Not computerised

(Manual)Emalahleni Local Municipality (Witbank) Unicorn (SirsiDynix)Mpumalanga – Provincial Library and Information Service PALSNorthern CapeSol Plaatjie Local Municipality (Kimberley) BookFindNorthern Cape – Provincial Library and Information Service

Kimberley and KurumanBrocade Library

Services (SLIMS)North WestKlerksdorp Local Municipality Unicorn (SirsiDynix)Rustenburg Local Municipality Erudite to migrate to

Sirsi SymphonyTlokwe Local Municipality (Potchefstroom) Unicorn (SirsiDynix)North West – Provincial Library and Information Service

Brits (Madibeng), Mmabatho/Mafikeng, Lichtenburg, Ventersdorp, Zeerust and KosterBrocade Library

Services (SLIMS)Western CapeCity of Cape Town

[99 Libraries](Avondale, Bloubergstrand, Brooklyn, Central, Kensington, Kloof Street, Koeberg, Langa,Maitland, Mamre, Milnerton, Observatory, Pinelands, Sea Point, Table View, Vredehoek,Wesfleur, Woodstock, Camps Bay, Claremont, Fish Hoek, Grassy Park, Hangberg, Hout Bay,Kommetjie, Lansdowne, Lotus River, Meadowridge, Mowbray, Muizenberg, Ocean View,Plumstead, Retreat, Rondebosch, Simon’s Town, Southfield, Tokai, Wynberg, MasiphumeleleSatellite, Brown’s Farm, Khayelitsha, Kulani, Lentegeur, Masakhane, Moses Mabhida, NazeemaIsaacs, Phillippi East, Rocklands, Strandfontein, Tafelsig, Town Centre, Weltevreden, Westridge,Athlone, Belhar, Bishop Lavis, Bonteheuwel, Bridgetown, Crossroads, Delft, Delft South,Guguletu, Hanover Park, Heideveld, Manenberg, Nyanga, Rylands, Valhalla Park, Adriaanse,Bellville, Bellville South, Bothasig, Brackenfell, Durbanville,Edgemead, Eikendal, Elsies River,Goodwood, Huguenot Square, Kraaifontein, Kuils River, Leonsdale, Parow, PD Paulse,Ravensmead, Scottsdene, Tygervalley, Eersterivier, Gordon’s Bay, Helderzicht, Lwandle,Macassar, Melton Rose, Mfuleni, Sir Lowry’s Pass, Somerset West, Strand, Suider-Strand)

BookPlus / PALS tomigrate to Brocade

Western Cape – Provincial Library and Information Service PALS

Source: Public Library Automation Systems (2010).

Table 7. ILS used in South African public libraries.

ILS Number

Sirsi 13PALS/Brocade 7ProLib 4Papyrus 3Millennium 1BookFind 1Manual system 1

Table 8. Type and location of institutions surveyed.

TypeUrbanor rural Number

Consortium Both 1Provincial Library Service Urban 1University/University of

TechnologyUrban (3) Rural (1) 4




The type of problems experienced if any

One institution of the six interviewed, a consortium,

had not experienced any problems and another, a rural

university had had no major problems.

The problems encountered by other institutions

were: the lack of ADSL in rural areas; the university

ICT system being slow and often down; using a sys-

tem designed in Europe in South Africa; follow-up

being difficult for the same reason (expensive); costs

of upgrades and maintenance escalating; too few

technical support people available; and problems

with people rather than the system (mentioned in

two cases).

How staff are trained

Three institutions had external training either abroad

or by trainers from US, Belgium and Israel respec-

tively. Three had internal training, one using ‘train-

the-trainers’ and another used a trickle down effect

(unspecified). Two did training as the need arose. For

one, staff had little prior experience of computers and

Table 9. ILS in use – how and why chosen, by type of institution.

Institution ConsortiumProvincialLibrary Service Univ 1 Univ 2 Univ 3 Univ 4

System Millennium Brocade MillenniumINNOPAC

ALEPH Millennium Millennium

Previoussystems

URICA Erudite PALS Erudite – Erudite Erudite

Years used 11 – – 7 10 5How systemwas identified

Consortiumproject team ofsystem heads &section heads.Visited & viewedother users ofMillennium.Used live systemelsewhere for aweek.

Investigated 3biggest companies– Sirsi, Amlet &Brocade.Millennium ‘tooexpensive’ forpublic libraries.

Consortiumproject team ofsystem heads.Scopingoutsourced.

ILS bought by theConsortium

Consortiumproject team ofsystemadministrators.Did research on allsystems in use.

Consortiumproject team ofsystemadministrator/s.Many vendorsviewed.

Factors inchoice ofsystem

Versatility &effective back up.Help available 24/7via email & Skype.Techniciansbrought out fromUS to do majorenhancements atSEALS’ expense.

Affordable.Have Carnegiefunding but had todo what SA StateInfo TechnologyAgent decided.Web-based – canbe accessed any-where.Very good systemfor reports.

Cost analysis.System usedwidely in SA.Consensus inConsortium.

Don’t know why. Survey of otherinstitutions & theirlevel ofsatisfaction e.g.with critical factorof backup.

Most widely usedILS with goodtechnical backup.

Table 10. Problems experienced, by type of institution.

Institution Consortium Provincial Library Service Univ 1 Univ 2 Univ 3 Univ 4

Problem/s No Yes No majorproblems

Yes Yes Yes

Type ofproblem

– Major one – connectivity inrural areas with no ADSL.‘‘1st world system being usedby 3rd world people!’’Rely on provincial technicalsupport & only one personper province available.Queries to company notdone as too expensive(Belgian)

– Universitysystem slow &down often

Escalating costs ofupgrades &maintenance.Budgeted for but aworry.Problems have beenpeople rather thansystem ones.

Systems are verysophisticated & needschange. Problems aregeneral & peoplebased – not‘Millennium specific’.




the Internet and she mentioned producing a training

manual (see Table 11).

Good innovations, useful practices and upgrading

Table 12 shows that there were several responses

about the server: Two institutions had their own ser-

ver, which one explained allowed for policies and

procedures to be followed. Another said that they

used a virtual server and shared a server at another

institution. A small fee was paid monthly to this uni-

versity ‘to fix problems’. The server environment was

upgraded every three years and down time was virtu-

ally non-existent.

Evaluations were mentioned by one institution

(with the shared server) and these had been done in

2000 and 2004. In terms of technical back-up one

institution had a dedicated technician on the library

staff for which other posts had been sacrificed. They

did not use the university’s IT division and vendor

costs were ‘too high’.

Other responses were that as part of Carnegie

Research Libraries Consortium the institution had

an Ex Libris link resolver. Another responded that all

changes had to be made centrally, except for catalo-

guing records. One institution did not use ILL on the

system. SABINET was used to import records using

OCLC.

In terms of upgrading, staff were asked what they

wanted and a one off payment was made for all;

another stated that enhancements were voted for by

member libraries of a consortium. A university

responded that the consortium carried out regular

upgrades and maintenance. For another institution,

enhancements were made annually at no extra cost

with a new platform, Sierra, to be launched in 2012.

Others responded that upgrades were included in an

annual fee for maintenance and only new functions

were paid for. One institution paid ZAR 222,000 per

month, which covered upgrades, server support, and

so on, and the overarching body in Europe made all

changes on the system as needed.

Towards local ILS rubrics

The application of Sani’s (2006:16) model shows the

integrated nature of the various components of the

system and how they link seamlessly to the Internet

and offer several user interfaces. We combined Faraj-

pahlou’s (1999) criteria, Sani’s (2006) model and

Taole’s (2006) benchmarks and compared the find-

ings with them to arrive at a set of proposed guidelines

for the region. These were derived from academic,

special and public libraries and consortia and that

some adjustments will need to be made for the type

of entity. Table 13 shows the guidelines.

The following criteria emerged from the literature

analysis and survey as very important.

A smooth operation to fulfil the mandate to provide

access to information in an efficient, useful and

timely manner, with a focus on access to a whole

range of library and other online resources (Sani

2006). Participants identified the type and use of the

server as a key aspect in this regard. Several noted

the benefits of belonging to a consortium or library

academy.

To find the right system for a library, a thoroughly

researched profile of the library and its needs is

required. Again, purchase via consensus in a consor-

tium emerged as an enabling factor both in terms of

knowledge, skills and access to funds. In some prov-

inces there seemed to be little or no attempt to use one

type of ILS even across libraries of a similar type.

The profile for individual institutions needs to

cover:

Table 11. Staff training, by type of institution.

Institution Consortium Provincial Library Service Univ 1 Univ 2 Univ 3 Univ 4

Type oftraining

ExternalTrainers from UStrained groups atcentral university. Paidfor by Innovative UsersGroup Southern Africa(IUGSA) conferencemoney. SA &international groupexist.

ExternalTechnicians from Belgiumbut time too short –reduced from 10 to 7 daysby overarching dept.InternalTraining given but staffhave little or noexperience of computers& internet. Manualsproduced.

Trained in trickledown way.All accept thesystem.

ExternalSystems Librarian foreach university getstrained in Israel.Internal1. Train the trainers 2.As need arises –upgrades are usuallyqualitative so trainingnot needed.

Ongoing assystem &needs change.

InternalIn-house.




� Number of staff who will use the system

� Skill level of staff training needs

� Number of staff not in the department who need

access to the system

� Size of the collection

� Types of materials in the collection

� Level of cataloguing anticipated – MARC

records, and so on

� Need for visual and digital components

� Access and connectivity needs – Internet

searching

� System architecture – Local Area Network (LAN)

� Resource sharing – available on Internet, local

only and so on (Sani 2006).

Drawing on Sani (2006) and Taole (2008) and the

survey findings, these criteria for an ILS were

derived. It must be able to

� offer full support for traditional library functions

� provide seamless movement between functional

modules

� handle many formats

� accommodate searching on the Internet, provide

quick and powerful search options

� allow for the creation of databases

� provide a variety of functions including manipu-

lating electronic data

� offer graphical user interfaces (GUI)

� expedite resource sharing, i.e. mechanisms

or technology standards that create linkages

between the ILS and other local systems, e.g.

in ILL

� be able to acquire, provide access, to manage, and

control local, national and global resources in

many formats

� provide Web servers with seamless connectivity

� allow interaction with other systems’ environments

� provide technology that is adaptable to future

technological innovation

� provide staff training including manuals and on-

line help in the implementation package, and cost

of additional training.

If it does not have a track record of dealing with a

library of your type and size, how willing is it to

accommodate your needs? How does it envision its

future? Is it financially healthy? The experience

recorded by Lundu and Lungu (2002) is most pertinent.

The best sources of information about a particu-

lar ILS are the librarians who currently use it as

they understand the difficulty and importance of

the decision and are usually willing to help. Many

of the survey participants had had exposure to

other librarians using the system through visits

over several days. Onsite visits allow use of the

automated catalogue and dialogue with librarians

who use the system daily.

Conclusion

The Millennium Development Goals (n.d.) identify a

critical need to alleviate poverty and address

Table 12. Good innovations, useful practices and upgrading.

Institution ConsortiumProvincial LibraryService Univ 1 Univ 2 Univ 3 Univ 4

Goodinnovations &useful practices

Use a virtual server.Share a server at oneinstitution. Pay smallfee monthly to thisuniversity to fixproblems.Server environmentupgraded every 3years.Down time virtuallynon-existent.Evaluations done in2000 & 2004.

All changes have to bemade centrally, exceptfor cataloguingrecords.

Dedicatedtechnician on staffof library –sacrificed otherposts. Do not useuniversity ITdivision.Vendor costs toohigh.

Own server Own server – allowsfor policies&procedures to befollowed.

As part ofCarnegieResearch LibrariesConsortium haveEx Libris linkresolver as well.

Upgrades Enhancements doneannually at no extracost.New platform – Sierra– to be launched in2012.

Pay R222,000 permonth coversupgrades, serversupport etc.CIPAL make allchanges on systemwhen needed.

Staff asked whatthey want. Do aone off paymentfor all.

Consortiumcarries outregular upgrades& maintenance.

Yes, plusenhancements votedfor by memberlibraries – consensus.

Yes, included inannual fee formaintenance. Onlynew functions paidfor.




sustainable development in the region. A related drive

is to secure a reliable ICT infrastructure as a prerequi-

site for good information management practices in

libraries and information centres. Libraries and library

consortia have converted to ILSs to better manage their

collections for institutional goals and for the wider aim

of national development. The study suggests that

choosing a sustainable ILS is complex, involves suiting

the purchase to the institution’s or consortium’s partic-

ular needs and budget and demands ongoing

commitment.

Our study was intended to address the gap in the

literature in coverage of such systems in South

African libraries. The findings from the two phase

literature analysis and survey show the systems used

in academic, special and public libraries in South

Africa. We describe the factors that influenced the

choices of systems, and some of the challenges and

successes. Analysing the successes and problems as

well as instances of good practices and innovations

made possible the identification of recommendations

for future practice and further debate.

Funding

This research received no specific grant from any funding

agency in the public, commercial, or not-for-profit sectors.

Table 13. Guidelines generated from the study frameworks and findings.

Farajpahlou (1999); Sani (2006); Taole (2008) Guidelines

Planning –Profile of the ILSSpecific system architecture of the ILSIntegration with other databasesHardware and software

Server requirements

Security

Careful planning emerged as the most important criterion for thesuccess of the ILS – it should be integrated into the library’s activities i.e.Profile of the individual institutions.Use of other systems live before choosing an ILS.Collaborative planning e.g. in consortium.Capacity of server at home institutions – virtual server, own server,shared server.Server downtime.Server environment upgrades.Security of system.Regular evaluations.

Training External and internal.Cost of ongoing and additional training – who pays?Provision of training manuals – and for staff with low ICT knowledgeand skills.

Usage: User applications and acceptance

Usability

Ease of useUser- friendlinessSelf-instruction

Managementof the systems

System management and systems – Acquisition,Cataloguing, Serials Control, Circulation, OPAC

Integration of the automation planning into the library activities.Capability to save staff time.

Reporting and statistics Supplying management information.Good system for reports and statistics.

Maintenance and support Effective back up.Help available 24/7 via affordable communications media e.g. email,Skype.If ILS is not local are technicians brought out from country of origin formajor enhancements?At whose expense are these done (service provider, consortium etc).

Vendor competence Contractual commitment with vendors.Experience and track record of vendors.Experience in migrating data from previously used ILS.Will this task be outsourced? If yes to whom?Who pays for migration of data?Financial future of vendor company.

Technicalities –Enhanced seamless access to Internet anddata warehouse – catalogue, e-resources, digital collectionFunctionality

Seamless access – any time anywhere.Fast response rate.Minimum down time.Capability for continued development and enhancement.Increasing quantity of library services.System’s expected life-time.

Costs and costing of the system Affordability of best system for that service.Advantages of consortial funding.Retrospective conversion costs.




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About the authors

Christine Stilwell is a professor, Information Studies, Uni-

versity of KwaZulu-Natal (UKZN), Pietermaritzburg, South

Africa. She served as Director of Programme from 2003 to

2007. She has a PhD (Information Studies) from the former

University of Natal and worked as a practitioner in public

and special libraries. She is rated by the National Research

Foundation as an established researcher. She serves on the

editorial boards of several journals and researches and pub-

lishes in the area of information behaviour and social exclu-

sion. Contact: Information Studies Programme, School of

Social Sciences, College of Humanities, University of Kwa-

Zulu-Natal/Inyuvesi YakwaZulu-Natali, Private Bag X01,

Scottsville, Pietermaritzburg, 3209, South Africa. Tel: (W)

þ27(0)332605095/007; Fax: þ27(0)33 5092; Email

[email protected]



http://www.systemslibrarian.co.za/Public-Library-Automation-Systems.html

http://www.systemslibrarian.co.za/Public-Library-Automation-Systems.html

http://www.chronicpoverty.org/uploads/assets/files/ten_years_ppts/may-digital.pdf



http://systemslibrarian.co.za/Brocade.html

http://systemslibrarian.co.za/Brocade.html

http://www.systemslibrarian.co.za/Open-Source-ILS.html


http://www.papyrus.co.za/index.php?option=com_content&view=article&id=19&Itemid=6








http://www.abc-clio.com/ODLIS/odlis_l.aspx#libms

http://www.seals.ac.za/

http://www.seals.ac.za/

http://www.undp.org/mdg/basics.shtml


Ruth Hoskins is a senior lecturer, Information Studies,

University of KwaZulu-Natal (UKZN), Pietermaritzburg.

She has a PhD (UKZN) and heads the Teaching and Learn-

ing unit in her school. She has varied experience as a prac-

titioner, most recently in academic and librarianship and is

Acting Director of the Centre for African Literary Studies,

UKZN. She serves on the editorial board of a local journal

and has many articles in refereed journals. Her research

area is academic libraries and the crises in scholarly pub-

lishing. Contact: Information Studies Programme, School

of Social Sciences, College of Humanities, University of

KwaZulu-Natal/Inyuvesi YakwaZulu-Natali, Private Bag

X01, Scottsville, Pietermaritzburg, 3209, South Africa.

Tel: (W) þ27(0)33 2605 093/007; Fax: þ27(0)33 5092;

Email [email protected]




a review of choices made and their sustainability in South Africa

Documents