TECHNOLOGY PLAN

NEW CARLISLE - OLIVE TOWNSHIP

PUBLIC LIBRARY

2005-2007

New Carlisle, Indiana

MISSION

The Board of Trustees of the New Carlisle - Olive Township Public Library have committed themselves to the citizens of New Carlisle to provide to them the best library services possible. From trained personnel to the best computer applications that our current level of technology can support, the Trustees want to ensure that the library will change and grow with its community.

Even with limited funds, the Board of Trustees feel it is necessary to bring to the patrons the best and most effective information delivery systems. A plan has been created to bring those delivery systems to the library. This plan will list goals, objectives, actions and checkpoints in order to meet those information needs.

CHECKPOINTS

Keeping the plan up-to-date is critical. After its initial implementation the plan, in whole or in part, must be reviewed and, if necessary, changed to reflect the path that is chosen for the library.

UPDATES AND REVIEW OF THE PLAN

1. The Agenda of the Monthly Business Meeting will be changed to include updates on the plan.

2. The Library Director is to report during the above meeting action/s that have occurred that will affect the plan.

3. Trustees to act as necessary regarding minor changes.

Site Information

I. GENERAL DESCRIPTION OF LIBRARY DISTRICT

The New Carlisle - Olive Township Public Library is located in the town of New Carlisle in St. Joseph County, Indiana. The taxing district encompasses both the town of New Carlisle and Olive Township.

The town of New Carlisle is located in western St. Joseph County on U.S. highway 20. New Carlisle is approximately 10 miles from either South Bend or LaPorte.

The library also grants service to the some of the residents of LaPorte County who are also within the boundaries of the New Prairie United School Corporation. The library maintains a standing Reciprocal borrowing agreements with the LaPorte County Public Library, Mishawaka-Penn Public Library and the Michigan City Public Library.

The library also grants service to residents living within the service area of the St. Joseph County Public Library.

II. GOVERNING BODY

New Carlisle - Olive Township Public Library

Officers and Members

2004

Board meetings are held the third Tuesday of every month in the Board Room of the Library.

III. EMPLOYEES

The New Carlisle Public Library currently employs five full-time and thirteen part-time employees..

IV. CURRENT ANNUAL BUDGETS, TAX RATES AND LEVIES

2003 Net assessed valuation: $450,338,199.00

2003 Operating Budget $540,892.00

Rate per $100 of assessed valuation $.0997

Tax levy $466,917.00

V. LISTING OF PRESENT FACILITIES OPERATED AND MAINTAINED BY THE LIBRARY DISTRICT

1) Name and location:

The New Carlisle - Olive Township Public Library is located at 408 South Bray Street in New Carlisle, Indiana and has no branches. Property size is 6.3 acres.

I. LIBRARY SERVICE AREA

1) Area

The legal service area of the New Carlisle - Olive Township Public Library encompasses the town of New Carlisle and Olive Township.

In addition to the legal service area, full library services are granted to people who reside in the following LaPorte County Townships: Wills, Galena, Hudson, Kankakee. The reason for this extension of service is due to the legal boundaries of the New Prairie United School Corporation limits.

Additional reciprocal borrowing agreements are maintained with the Mishawaka-Penn Public Library and the Michigan City Public Library. Library privileges are also granted to cardholders of the St. Joseph County Public Library without a reciprocal borrowing agreement.

2) Population served:

According to 2000 census data the library service area has a population of 3,914.

By adding the additional people in the LaPorte County Townships the New Carlisle Public Library serves a total population of approximately 6,000 residents.

3) Annual statistics of service

a. According to statistical information from 2004 data, gross circulation totaled 198,319 items.

The New Carlisle - Olive Township Public Library is open 54 hours a week.

STATUS OF GOALS COMPLETED BETWEEN 2002 AND 2004

   1. With funding from L.S.T.A. the library at Olive Township Elementary is now fully automated.

2. 18 patron workstations are now available. Each workstation is dual bootable between Windows 2000 and Linux.

3. Four computers are now available primarily for children. Each system has games and other software appropriate for children.

4. A wireless network is now available along with six laptop computers which can be carried around the building.

5. Computer classes are now being held in the Board Room using the laptop computers and have been very successful.

6. A flat panel display is now attached to a document projector to assist patrons who are sight impaired.

7. Two video projectors are now in use and are well used by patrons.

8. With completion of the new building a T-1 Internet connection was installed.

J. CURRENT INVENTORY OF TECHNOLOGY ITEMS

GOAL I: Continuation of goals and objectives from previous years.

Section One

Maintenance as required of the library’s website.

1. Be sure all links are still active and correct.

2. Additional links as relevant under LINKS section.

3. Keep new materials list, board minutes, calendars and other library news current and up-to-date.

4. Keep page load times to an absolute minimum.

5. Maintain consistency between pages.

Section Two

Technology funding.

1. Continue to apply for and receive Universal Service Fund discounts on local telephone service.

2. Continue to submit Universal Service Fund forms to maintain the current T-1 Internet connection line with IHETS.

3. Continue to be aggressive in securing Library Services and Technology Act grants for library use and for future joint ventures with the New Prairie United School Corporation.

Section Three

Open source software

1. Aggressively seek and apply as relevant open source software such as Open Office, Mozilla (web browser) and other.

2. Continue to develop and maintain cost effective Linux installations on servers and all desktops.

Section Four

1. Aggressively research and develop existing and emerging technologies that will support the library’s mission.

A. Subscription to professional journals.

B. Participation in professional conferences.

C. Purchase of USB keyboards to support flash and USB drives.

Goal II: Create a maintenance program schedule, backup schedule for data and replacement priority list including software and furnishings

PROJECT TIME-LINE

          Ongoing

PROJECT BUDGET

Minimal for schedules. Individual sections will describe funding sources for replacements etc.

PROJECT OVERVIEW

A fixed asset database currently exists for all equipment with a purchase price of over $300.00 and all application software.

Section One

          Maintenance program schedule.

Actions.

1. Follow a quarterly review schedule of all library workstations. Review will include, but not be limited to the following:

system performance

start-up time from a cold boot

monitor condition and performance

amount of available space on the hard drive

physical condition and appearance of machine

mouse condition and performance

clean all cache, history, temporary Internet files and recycle bin

2. Log condition of all systems in memo field of Fixed Asset Database.

3. Funds for necessary hardware upgrades are planned for annually in the general operating fund or the Library Capital Projects Fund.

Section Two

Backup schedule

PROJECT OVERVIEW

Perform a weekly audit of all backups performed.

PROJECT TIMELINE

Ongoing

PROJECT BUDGET

Not required.

Action

1. On a weekly basis take one of the hot-swappable hard drives from the safe, remove one of the hot swap and replace the one from the safe, run the software program that rebuilds the raid array.

2. Check to see that the required files selected for offsite backup are indeed still selected and being sent offsite.

3. Be sure the (Linux back up where it stores 5 days) is running as planned.

4. (Daily) run the Follett backup.

Section Three

After the third full calendar year of the placement of a computer system, the library has primarily received the maximum useful life of the machine.

SECTION BUDGET

Funds are approved annually for the replacement of computer systems in the Equipment section of the Capital Outlays category of the general operating fund budget.

Actions 

1. After the second and/or third full year of use of a particular computer system it will be required that a thorough and detailed cleaning and inspection of the system be performed.

2. After having been cleaned and inspected it is determined that the system is still working within acceptable parameters, the library will continue to use it.

3. If after having been cleaned and inspected it is determined that the system is no longer working within acceptable parameters and that upgrading the machine will prove to be too costly, the machine may be used for spare parts. If a satisfactory number of spare parts already exist on-site the system may be declared as excess equipment and sold.

Section Four

Upgrades and changes to major software packages is ongoing. The library will not be able to keep up with every upgrade and change that occurs to every software package owned.

SECTION BUDGET

Annual software upgrades will be planned for in the both the library's general operating fund and in the Capital Projects Fund.

Actions

1. Upgrades will purchased only after a thorough examination that the benefits of the upgrade will prove to be cost efficient and provide more efficient utilization of computing resources and staff time.

Section Five

Computer furnishings provide a more comfortable, appealing, and efficient workspace for both staff and patrons.

SECTION BUDGET

Annual replacement and upgrades to computer furnishings and seating can be planned for in the operating budget, or Capital Projects budget.

Actions

1. An annual review of the current condition of computer furnishings, including task chairs, will be required. Items to be considered of each workstation will include, but not be limited to the following:

Is the workspace lighting adequate to ensure a minimum of eyestrain for the user?

Do task chairs for staff members properly fit? Is the chair adjustable to attain a minimum level of comfort, provide a minimum level muscle strain and fatigue.

Is the workstation height so that the user is not unduly strained and fatigued while using it?

2. Workspaces failing to meet the needs of users will need to be addressed and be listed for planned replacement

Section Six

Continued development and maintenance of a digital disaster plan.

Budget

Covered in annual budget

Actions

1. Continue to maintain and develop new security measures for the library’s technology infrastructure.

2. Develop and maintain a viable plan to deal with digital disasters.

Goal III: PATRON MANAGEMENT SYSTEM FOR PUBLIC ACCESS COMPUTERS

PROJECT OVERVIEW

Public Access Computers are now an integral part of the services that public libraries now offer. Managing this resource has become quite a task due to a limited number of terminals and an ever increasing number of people wishing to use them.

The library currently uses personal computers that run both the Windows operating system and the Linux operating system. Many turnkey products now available do not support multiple operating systems. A plan is currently underway to use a product called Win4Lin. This software product enables Windows ‘98 to be installed and ran inside Linux.

Some of the advantages of this system are: better recording of patron use statistics, number of times a patron has renewed his/her session, more computers available for patrons, patrons may reserve a computer in advance. Other benefits of the system are: duplicate checking prevents the same name from being used more than once on the current list, provides a grace period for users to log in once their computer is available, prevents other users from logging in to the assigned computer while the grace period is in effect, administrators can override and modify the waiting list, waiting list management and notification, provides usage reports and statistics.

PROJECT TIMELINE

January 2005 - implementation June 2005.

PROJECT BUDGET

Unknown as of November 17, 2004, but goal will be to keep costs at or near $1,000.

Action:

1. A new installation of Linux will be applied to all of the patron systems with a Linux software program called Win 4 Lin which is a full Windows installation, but it will run within the Linux o.s.

2. The Patron Management System will require that the user type-in their name and then their library card number. The current circulation system, Follett, is not set-up for this type of use so patron records will need to be exported on a weekly basis into an Open Source compatible circulation system called Open Biblio. The Patron Management System will they query Open Biblio for patron information and then allot the patron a specified amount of computer time.

Evaluation

1. Was the objective accomplished?

2. Did patrons experience any problems? If so, what? How can these problems be rectified?

3. Did staff members experience any problems? If so, what? How can these problems be rectified?

4. Did the reporting feature perform as expected. Was the data useful?

5. Does anything need to be done from this point on?

Goal IV: Digitization of local historical archives.

Project Timeline:

This project was begun in 2002. Due to technical difficulties all data was lost and the project has had to begin anew.

Project Budget:

   A $5,000 LSTA grant was awarded to the library. Grant made possible the purchase of a ledger sized flatbed scanner. Remaining funds are to be used for personnel costs.

Section One:

Many historic documents and images are in the library’s archive collection. For many years free and liberal access was given to these items. Unfortunately these items have been stolen. Access has been prohibited to these archives until a plan and/or policy could be developed.

Ensuring future access to the archives is very important for researchers of local history and genealogists. To this end all archived items will be digitized and an image of the document or item will be loaded onto the library’s web server.

To enable efficient searching and maximum access a full MARC record will be produced for each digitized item. These MARC records will then be loaded into the library’s online catalog. Using the 856 field at any web enabled OPAC station in the library or via the library’s website users will be able to click on the hyperlink for immediate access to the image.

Action

1. Personnel to work on the digitization project will be supplied by the library and by trained volunteers.

2. Of great importance is the continued preservation of the items. People working with the items are required to wear latex gloves to help minimize further damage to the items.

3. Items will be stored in the library’s rate materials room when the new library building is completed. Until that time, the items will be stored in secure filing cabinets and tightly sealed plastic containers.

4. Digitizing will be done using Microsoft’s PhotoDraw or other comparable graphics program.

5. Images will be saved using the “.jpg” file format.

6. Scrapbook pages will be scanned in their entirety. After being scanned and saved, individual articles will be cropped from the digital image and saved separately and catalogued.

7. After being saved the images will have full MARC records created. Access to the image will be provided by the full URL being placed in the 856 field.

8. Cataloguing on the records will be completed following rules set forth in AACR2, 3^rd edition.

9. Subject headings will be sought from the Sears List of Subject Headings.

10. Names of people listed in newspaper articles etc. are to be considered as key access points to the archive. With this in mind, all relevant names listed in articles will be given a subject heading under the 651 field.

11. To track the number of records entered into the catalog, a control keyword using a non-public note field will be employed.

12. Particular attention will be paid to the origin of all scanned items. Credit will be noted regarding original newspaper names when available.

Evaluation Section

An evaluation of the project will be performed at the end of the project’s first six months. Particular attention will be paid to the following:

   1. Is original objective still relevant and reasonable.

   2. Is the planned timeline still adequate.

3. Is project on or above budget. If above, why.

4. Are more staff necessary to successfully complete the project.

5. Are digitized items being used at all? What type of advertising has been done to date?

Goal V: Instruction in Library Technology

Form a cooperative venture with Olive Township Elementary School in New Carlisle, Indiana to train 5^th and 6^th grade students in the use of the library’s Online Public Access Catalog and basic Internet search techniques.

PROJECT OVERVIEW

A program specifically designed for 5^th and 6^th grade students was held at the library on November 5, 2004. The program was entitled “Trivial Pursuit with a Twist”. Fourteen students were paired into groups of two people each and shared the use of library’s six laptops.

Questions were read from cards included in the game Trivial Pursuit Junior Edition. Regardless of whether or not a student had an answer correct, the instructor requested that the answer be proved/disproved. The team had to use the library’s OPAC, or resources available on the Internet to confirm whether or not their response was correct or not.

In observing their search strategies, few knew how to reach the library’s OPAC via the Internet, nor did many know how to reach quality search engines. Furthermore, the students had no idea that they could use keywords to search the library's holdings nor did they know how to perform a basic Internet search.

After discussing this with a local elementary principal, she replied that no instruction is provided for learning how to use any library online catalog, nor is there any training whatsoever for using the Internet.

By purchasing six new laptop computers (added to the library’s current six laptop computers) the library will be able to provide a solid instructional program to students on an ongoing basis.

PROJECT TIMELINE

Initial group program will be held in March or April of 2005. . As school ends in late May of 2005, pre-planning will need to take place to commence the program again in mid-fall for Olive Elementary students and then for other district elementaries.

The program, if successful, will continue annually thereafter.

PROJECT BUDGET

The acquisition of six new laptops with a total cost no less than $7,200 will be required. No further costs should be incurred thereafter except for normal machine maintenance.

The Library Director will lead the programs.

Section One

Formal instruction using existing and new laptop computers will be held in the library's main meeting room. Laptop workstations will be connected to the library's network via the existing wireless network, simple and user friendly manuals will be provided free of charge to all participants. Instruction will include the use of a video projector connected to a laptop to guide participants through actual searches.

Actions

1. Coordination will need to be made between the library and teachers of the 5^th and 6^th grades.

2. A time will need to be agreed upon so that classwork arrangements can be made

3. Participating students will be at the library for a period of approximately two hours with a 10 minute break.

4. A short “mini-quiz” will be given to participants to gage their current level of knowledge.

5. Formal instruction will begin the program lasting not longer than 30 minutes with a question and answer period following.

6. An easy-to-use manual will be used displaying actual searches on the library’s OPAC and actual Internet searches to provide students guidance.

7. A “scavenger hunt” sheet will then be provided to students asking them to perform pre-selected searches on the OPAC and on the Internet. The program presenter and volunteers will walk around the room to provide guidance as necessary.

A. If enough laptops are not available, library patron workstations will be reserved for the students’ exclusive use during the program.

8. Students will then be asked to write down and perform their own search using topics in which they have interest.

9. A brief “mini-quiz”, identical to the one given at the beginning of the program, will be given to participants to gage their level of knowledge at the end of the program and to help determine what did or didn’t work and what needs to be changed.

EVALUATION AND FOLLOW-UP

The Program Leader will go through the mini-quizzes looking for key points that will show if the students library and Internet searching skills declined, stayed the same, or increased.

A separate evaluation will be given to teachers to help inform the Program Leader of weak points and strong points in the program.

After these statistics are compiled changes will be made as necessary in the scope and delivery of the program to determine if not enough, just enough or too much information was given during the program period.

Section Two

Concurrent to working with the initial group of participants the Program Leader will contact the Administration at the New Prairie United School Corporation. The Library and Technology Instruction program will then be offered to the other two elementary schools in the corporation. The same actions will take as noted above.

Final Note

   If the program is successful there is potential to offer one similar to students at the New Prairie Junior High School.

Goal VI: Training and software and hardware upgrades for Library staff, Trustees and patrons

PROJECT OVERVIEW

In-depth training for staff members is deemed the best way to provide these services. Training for all others from Trustees to Volunteers will be to achieve a general working knowledge.

The library's board room will be the primary site for all training except for the patrons.

PROJECT TIMELINE

   Ongoing

PROJECT BUDGET

Necessary software applications and equipment have already been installed and working, no cash outlay for hardware/software should be required. The primary cost of the project will depend upon the amount of time involved to plan, prepare and publish required documents, and seek volunteer support and input.

Section One

Training the library staff in the utilization and possible abuses of the technology that is currently available at the New Carlisle Public Library.

Actions

1. Many training manuals are already available.

2. Schedule training time on library systems during open hours for the following:

Basic computer literacy.

Using in house databases and application software.

Internet search techniques.

3. One week after training has completed a follow-up can be conducted to see if the staff members are experiencing any difficulties.

4. One month after completing the training, staff members will be asked to evaluate the quality of the training, but also their skill level prior to the training and after. They will also be asked if they would be interested in training on other types of applications etc.

5. Staff will be encouraged to attend the local District Conference of the Indiana Library Federation if seminars applicable to their position are available.

6. The use of in-house e-mail and Internet sites will be used extensively to continue the support of staff members training

7. Overall evaluation of the program and how to extend this type of training to new hires after initial training of existing employees has finished.

Section Two

Trustees play a crucial role in the library's mission and it is equally important that they too receive training. Trustees have the responsibility to approve or deny new services offered to the community. If they are well informed about the services that the library offers they will be able to make well informed decisions regarding the overall mission and success of the library.

Trustees may receive training when convenient to their schedules.

Section Three

The Library has already purchased quality computer training aids that can assist in the training of staff, trustees and patrons. Patrons wishing to enroll in library sponsored computer training will be charged a nominal fee for refreshments and printing costs.

Actions

The following subject areas will be available for patrons:

          Basic computer literacy.

Using in house databases and application software.

Internet search techniques.

Section Four

Install relevant software on all patron machines for the creation of employment resumes.

Actions

1. Some of the word processing suites that are currently, available in the library have templates for resumes. The Library’s Information Technologist will research availability of such software and plan for purchase or search for a freeware/shareware product for Windows or Linux.

Plan of Service and Project Goals

January 2006 thru December 2006

Goal I: Maintain and continue Goal One as stated in the 2005 section of this plan.

Goal II: Maintain and continue Goal IV from the 2005 section of this plan.

Goal III: Maintain and continue Goal V from the 2005 section of this plan.

Goal IV: Investigate new circulation system that uses the Z39.50 standard.

PROJECT TIME-LINE

Commencing in January 2006 a committee will be formed that will include staff members and Library Trustees to determine the current level of satisfaction and effectiveness of the library’s existing Follett Circulation System.

If it is determined that the current system is no longer supporting the library’s mission, the group will embark on searching for a new system vendor.

Vendor interviews and initial product demonstrations could begin as soon as February or March of 2006 and will last until September 2006 with final selection and awarding of the contract in December 2006.

Installation, implementation, training and recompilation of existing MARC records January thru June 2007.

System will go into full use during the fall of 2007.

PROJECT OVERVIEW

Even with upgrades and updates the Follett system is basically for public schools and was not designed for public library use. The system worked for this library because of the size and small circulation that the library had when the product was first purchased.

After moving into the new facility it became apparent that the Follett system lacked many features for controlling overdues and many other aspects of the library’s business that are extremely important.

PROJECT BUDGET

   From data received in 2001 and adjusting for price increases, an initial project budget of $150,000 will be requested.

Section One

Initial planning phase.

Actions

1. The automation committee will consist of the Library Director, Assistant Director, and two Trustees.

2. It will be the goal of this group to investigate the pros and cons of the existing circulation system.

3. After a detailed analysis, the Trustee representatives will report to the full Board of Trustees with their findings. If it is determined that the existing system is not meeting the library’s current and future needs the Board will vote whether or not to proceed with the purchase of a new circulation system.

If the committee finds the existing system is able to meet current and future needs, no further action will be necessary.

Section Two

   Selection and implementation

Actions

1. If a new circulation system is warranted work will proceed to secure funding.

2. The Automation committee will take information from the findings in section one and compile a list of requirements for the new system.

3. Invitations will be made to automation vendors whose products initially match the library’s requirements. From this list a smaller list of vendors will be made and the vendors on this “short List” will be given a Request for Proposal form to complete and return.

4. After second interviews are conducted, the group should have adequate information from which to submit a recommendation to the Library board.

5. Award contract.

6. Conversion of existing MARC records.

7. Installation of software.

8. Staff training.

9. Implementation.

EVALUATION

1. Was a new automation system acquired? Why, why not?

2. If a new vendor/system was sought, was the initial project budget adequate?

3. What part of the review process needs to be modified concerning vendors?

4. Was the time frame adequate?

5. If a new system was chosen, did it meet or exceed the library’s requirements?

Plan of Service and Project Goals

January 2007 thru December 2007

Goal I: Maintain and continue Goal One as stated in the 2005 section of this plan.

Goal II: Maintain and continue Goal IV from the 2005 section of this plan.

Goal III: Maintain and continue Goal V from the 2005 section of this plan.

Goal IV: Investigate a joint plan with New Prairie United School Corporation for automation of the remaining elementary schools, the Junior High and the High School. (Needs to be approved by the New Prairie United School Corporation Board)

Project Time-Line

   January 2007 until ?

Project Overview

The New Carlisle Public Library was able to secure $20,000 in funding from a Library Services and Technology Act grant in 2002 for a library automation project at Olive Township Elementary. With the success of that project a more aggressive plan is being developed to automate the other two elementary schools in the district.

The entire project will depend upon the availability of funds and commitments to begin the project.

Project Budget

An initial budget of $50,000 is being projected.

Actions

Further work will be conducted on this section pending commitment from the New Prairie United School Corporation.