Monarch Library System

Technology Plan for 2017 2020

Background Information

Monarch Library System (MLS) is a multi-county federated library system. It has thirty-one member
libraries which vary in size.

Current Use of Technology into 2017 and Beyond

The System staff use computers, telephones, e-mail and other standard technology on a daily basis to
carry out their duties. The most basic use of technology is the phone system. The digital phone system
allows for up to 4 incoming/outgoing calls, provides voice-mail to all staff, and the System provides two
800#s for member librarians to contact the System Office and Resource Library. Cell phones are
available on the System Bookmobile and Delivery Van to contact the office if necessary. Five other
standard phone lines are used, one for the facsimile machine, and four for computer. The office has a
networked color photocopier with scanning functions for use by all staff. An older laptop and LCD
projector are used for the remote meetings or webinars.

Computer Hardware and Software Use by Staff

All System staff have at least one Microsoft Windows-based computer available for use in their job. The
System recognizes that an inefficient and outdated computer reduces the efficiency of staff members,
and within its budget attempts to keep hardware and software current. All staff have a black and white
laser printer for use, as well as the connection to the photocopier.

Administrative Use: The Director and Administrative Assistant use their computers and software
primarily for System administrative purposes. The Director uses a laptop computer in place of a desktop
computer.

Interlibrary Loan (ILL): The Interlibrary Loan Librarian uses technology in several ways to support
the service for libraries. E-mail is used to communicate with libraries as necessary. The system pays for
the libraries access to use the Wiscat product. The Frank L. Weyenberg Library of Mequon-Thiensville
uses OCLC for ILL and does not use Wiscat.

Public Information: The System provides information about the System and its member libraries
to both the libraries and the general public. The means of providing this information are varied, but are
becoming more closely tied to the use of technology. Some examples of this are the Systems website,
providing information about the System and Bookmobile; news releases to area newspapers (two of
which prefer submissions via email) and radio stations; and presentations to local groups about the
System and its services.

Cataloging and Database Maintenance: System staff uses a combination of OCLC software, both
web based and client, to access OCLC resources and catalog materials for the libraries. Staff use various
programs in conjunction with the Polaris software for database maintenance. The Database
Management Librarian has a laptop computer for daily use in the office and to take to libraries to
catalog local library materials. Each database management staff member has a barcode scanner to
increase the efficiency of finding/entering items in the database.

Internet Service: In 2016, the two networks from Eastern Shores and Mid Wisconsin Federated
Library System were combined into one network. This service includes e-mail, web, and Internet access.
The System and libraries use the BadgerNet Converged Network (BCN) for the wide area network, and
WiscNet is the Internet Service Provider. The System has a service level 1 Gbs , and 400 Mbs to WiscNet.
The majority of the libraries still have 10 Mbs connections to MLS. The System provides the technical
support for the networking equipment at each library, as well as troubleshooting problems for
computers connected to the network. The servers and other equipment are housed at the System office,
and maintained by the Technology Specialist. Antivirus software is provided centrally through a server
housed at the System, as are Windows operating system updates. Libraries in MLS and MCLS are
responsible for the licensing of the software.

Power and Backup: The network and Polaris hardware are on battery backup power in the event
of power issues. All data for the network and Polaris is on a regular backup cycle, with a copy of the
Polaris database stored offsite at all times. Security and/or extensive network management tools for the
network are not in use by the System, primarily due to budget constrains. These tools should be in use
for a network of the size administered by MLS. Free and/or open source tools are used to monitor
network traffic in a limited capacity. The System uses a network attached storage device (NAS) for
backup of System staff computers.

Bookmobile: The System provides bookmobile services to residents in the System without local
public libraries. The bookmobile staff share the building with the other System staff. Bookmobile staff
use three computers in the office, and two computers on the vehicle. The computers on the bookmobile
are connected to the Internet and the Polaris server via cellular wi-fi. When in the garage the computers
are connected via secured wireless to the System network. Bookmobile computers in the office are
replaced on a five year schedule with those on the vehicle replaced as necessary, due to the
environment on the vehicle.

Staff Training: System staff training is provided on several levels. In implementing new
technology, staff are involved in the planning and implementation of the technology, since for each
System service provided the individual staff know the most about how the technology will affect their
workflow. When possible, the Technology Specialist will work with individual staff members to train in
the technology for their particular job areas. The System budgets funds to allow staff to attend
continuing education seminars or workshops outside the System. Finally, the System itself hosts
workshops for System staff and member librarian staff to provide training on technology.

Resource Sharing: The multi-type library service program makes some of the library system
services available to other types of libraries in the System. The library types include academic, school,
and correctional institutions. The programs primary focus is to make a greater range of materials
available to public library customers at a minimal cost to the other type of library. The System maintains
agreements with non-public libraries for interloan services. The agreements provide the public libraries
with interloan access to these specialized collections. The agreement also provides the non-public
library with access to the public library collections through the System's interloan service. In order to
facilitate this resource sharing, the Library System uses local and state-wide delivery services to move
materials between libraries.
 Lakeland College, a private liberal arts college to the northwest of Sheboygan is part of the ILS,
and makes its materials available through the shared catalog. The Kohler Public School library loans
materials to the System through the Kohler Public Librarys participation in ILS.

Technology Services for Member Libraries: The System offers a wide range of technology related
services for its member libraries and, in specific cases, non-member libraries.

Wide-Area Network Management: The System maintains a wide area network (WAN) for all of
its member libraries. The network connects the System office with its member libraries, and provides
the connection to the Internet. The System and libraries use the BadgerNet Converged Network (BCN)
for the wide area network, and WiscNet is the Internet Service Provider. The System has a service level
of 600 Mbs to the libraries, and 400 Mbs to WiscNet.

Internet Membership: The System has membership in WiscNet, an Internet service provider, for
its all of its member libraries. The primary service provided by WiscNet to MLS is unfiltered Internet
access.

Web Presence: The System maintains a web server to provide web service for the System office
as well as for related web services. The System contracts with a commercial web hosting provider to
provide web sites for the majority of libraries. Other member libraries have their own web host
providers.

Virtualization: The System has two Dell servers that currently host four virtual servers each, all
of which provide centralized services to the member libraries.

Shared Library Automation System: The System and all member libraries use the Polaris
Integrated Library Service from Polaris Library Systems. The Polaris ILS provides the following functions
for staff (though not all are in use at this time):

1. Cataloging
2. Circulation
3. Inventory control
4. Acquisitions includes Electronic Data Interchange (EDI) with select vendors for electronic
ordering and invoices.
5. Serials Control
6. Staff Client/Find Tool, for staff to search all of the Polaris databases
7. Patron Self-service checkout several libraries allow patrons to check out materials on their
own.
8. E-Sources which allows authentication for remote access to online databases.
9. PC Management software while not part of Polaris, the ILS works with vendors to allow
libraries to access the patron database to authenticate patrons use of public Internet computers.
10. Telephony a product to automatically call borrowers of items on hold.
12. The server is Z39.50 compliant and accessible as part of the States WisCat catalog for ILL
and resource sharing.
13. Simply Reports an add-on report generation program for library staff to query the
database for many kinds of reports not already offered by Polaris
 14. Collection Agency integration enables libraries to send delinquent patron accounts to a
collection agency which specializes in collections for libraries.
15. Library Catalog the catalog is available on the web in two forms standard website and
mobile, for smart phones and tablets. Patrons can view item images, view/add reviews, and read
summaries or first chapters of books. Patrons can place requests for items and view their account
information online.
16. Email and Text Message Notifications patrons can choose to have all types of notices sent
to them via text or email, or both.
17. RFID three library currently uses Radio Frequency Identification (RFID). This technology
allows libraries greater inventory control over materials, as each item has a small chip to identify the
item via radio waves.

Grant Proposals and Service Discounts: The System routinely submits grant proposals or applies
for service discounts on behalf of the member libraries. The System continues to apply for federal
Library Service and Technology Act (LSTA) funds as appropriate for the System and libraries. The System
also lobbies for LSTA programs to benefit the member libraries. Due to the public library belief in the
First Amendment to the Constitution of the United States, neither the System nor its member libraries
use E-rate or LSTA funding for Internet access.

Disaster Recovery Planning: The System does not have a comprehensive technology disaster
recovery plan. Given the 24/7 operations of Internet and ILS, a plan for recovering the data, software,
and hardware after a disaster should be in place. The plan should be developed with System staff,
library directors, and vendors as necessary.

Goals and Objectives

Goal: To continue the Shared Library Automation Network (ILS) for all the public libraries in the System.

Objective 1: Provide information and support for ILS. (2017 - 2020)

Objective 2: Implement additional services (integrated searching, online resources, local

information) through ILS (2017-2020)

Objective 3: Publicize ILS for the member libraries (2017-2020)

Goal: To use technology to carry out the administrative functions and general services of the System.

Objective 1: To continue to use and evaluate the necessary software for System services (2017-
2020)

Objective 2: To continue to provide toll-free calling to the System office and Resource Library for
member librarians (2017-2020)

Objective 3: To continue and research the coordinated purchase of electronic resources for
member libraries (2017-2020)

Objective 4: To provide Summer Library Reading Program support to member libraries (2017-
2020)

Goal : To use technology to provide efficient Interlibrary Loan Service to member libraries
 Objective 1: Continue to use Wiscat for Interlibrary Loan transactions (2017-2019)

Objective 2: To review options for other ILL methods or program. (2017-2019).

Goal: To use technology to provide efficient and effective Database management service to member
libraries.

Objective 1: To continue to train member library staff on the use of cataloging and Polaris
resources (2017-2020)

Objective 2: To continue to use and review the cataloging workflow within Polaris (2017-2020)

Goal: To provide Internet services to Monarch Library Systems.

Objective 1: Maintain and monitor the networking equipment at the System office and member
libraries to ensure network access (2017-2019)

Objective 2: Upgrade the operating system software on equipment when necessary and/or
available (2017-2019)

Objective 3: To continue to train member library staff on the use of Internet resources (2017-
2019)

Objective 4: To apply for funding for this program, including but not limited to: Library Services
and Technology Act grants and other non-restrictive sources. (2017-2019)

Objective 5: Assist member libraries in creating and maintaining web sites for their libraries
(2017-2019)

Objective 6: To work with member libraries in the System to develop means to deliver local
content (such as newspaper indices, special collections, and digital images) on the web.

Objective 7: To create and implement a Technology Disaster Recovery Plan for the System and
member libraries. (2017-2020)

Objective 8: To add security and network management tools to the network (2017-2020)

Objective 9: To review and evaluate centralized computer software applications updates and
installations similar to Windows Server Update Services and Symantec End Point Protection. (2017-
2020)

Goal: To provide efficient use of technology for Bookmobile service.

Objective 1: Continue to use cellular technologies to connect the bookmobile to ILS (2017-2020)

Objective 2: Keep the computer hardware up to date for the bookmobile (2017-2020)

Evaluation

The evaluation of this Technology Plan will be reviewed on an annual basis by the System Director, the
IT Specialist, ILS Administrator and the library directors. The method of evaluation will be attaining the
Objectives, and the total progress toward the specific Goals. Reports will be provided on a periodic basis
to the ILS Council, and the System Board of Trustees. The plan will be revised as necessary.
Technology at Member Libraries

All libraries in the System have basic telephone service, a fax machine (either owned or shared), a
standard or networked photocopier, and direct Internet access via the BadgerNet Converged network.
All BCN bandwidth is 10 Mbs, with the exception of Mead, Cedarburg, and West Bend. The System
provides free email accounts for all System and library staff using Microsoft Office Online. Several
libraries do not use the System email service.

All libraries have public Internet access computers and wireless access for the public. All public Internet,
wired or wireless, is through the WAN unless noted otherwise in a librarys entry. Libraries have either a
Juniper SRX220 Gateway or a Sonic Wall device for connection to the network unless otherwise noted.
There are many different brands of network switches used at the libraries.

Technology Formats in Libraries

Over the years, as the formats of materials have changed, libraries have had to adopt the new formats in
their collections. The DVD format is now the dominant format for videos in all libraries, though more
libraries are adding the Blu-ray format.

Catalog records for Overdrive and other electronic resources are in the Polaris database. Users can sign-
up through any library, and use many of the resources from home. Online resources are available to all
libraries in Wisconsin through the BadgerLink program. BadgerLink allows access to many online
periodicals, newspapers and other resources.

Member Library Staff Training

The system provides training workshops in many areas, including interlibrary loan and reference
services. The Reference and Loan Library provides staff training on Wiscat and BadgerLink resources.
Libraries are responsible for training new staff on using current technology. Training on Polaris upgrades
is usually provided by system staff.