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Automation Project Plan

All automation projects should have a plan covering the following areas of planning, implementation, and maintenance. This plan should also be a part of the library's technology plan.

The automation plan should include the following areas:
  1. Planning
    1. Library's needs, goals, and objectives.
    2. Collection growth and current size.
    3. Weeding schedule of collection management.
    4. Number of titles with MARC records.
    5. Operating costs related to the automation project.
    6. Upgrade plans.
    7. Timeline
    8. Budget.
  2. Implementation
    1. Retrospective conversion.
    2. Hardware
    3. Software
    4. Training of staff and customers
    5. Site preparation
  3. Maintenance
    1. Hardware support.
    2. Software support
    3. Network support (if needed)

* If the automation project involves more than one library, it is recommended that the plan should at least include:

  1.  Evaluation of the collections from each library.
  2. Arrangement for interlibrary loan procedures between entities.
  3. Interlocal agreement between the entities involved including a process of dissolution
  4. Creation of policies and procedures for each library involved.
  5. Development of maintenance agreements.

Automation Project Recommendations:
In addition to the overall automation plan, specific parts of the plan should include:

Bibliographic Records
  1. (AACR) "Anglo-American Cataloging Rules" should be the standard for:
    •  Access points
    • Descriptive cataloging
    • Original cataloging
  2. Holdings information should also be kept current.

MARC Records (Machine-Readable)

This section covers the structure of the bibliographic records during conversion, import, and/or export.

  1. The standard for the bibliographic records should be compliant with the most current MARC standard.
  2. The bibliographic records should contain at least one of the following identifiers: LCCN (Library of Congress Control Number), ISBN (International Standard Book Number), or ISSN (International Standard Serial Number).
  3. The standard for authority records should be the USMARC format for Authority Data, Current edition.

Bibliographic Database

  1. Database that is used as a local catalog should include all cataloged holdings unless otherwise noted.
  2. The database should be maintained so that each bibliographic record accurately reflects the collection.
  3. Additions and deletions to the collection and changes in the holdings and locations should be recorded within one month.
  4. All records entered into the database shall follow the recommendations in the sections of bibliographic records and the MARC records.
Authority Control

It is recommended that either the Sear's Subject Headings and/or Library of Congress Subject Headings be used as a resource.


Automation System (Software) Recommendations:

  •  Should allow for database creation and maintenance and at a minimum either a circulation module or public access catalog module. It is recommended that libraries add additional modules as needed locally.
  • Should have a back-up system to protect and maintain the library's records.
  • Should be able to import and export the current version of MARC records through at least one of the following ways: magnetic tape, floppy disk or electronic file through the Internet.
  • The library should create policies and procedures that relate to the operation of the system.
Automation System Hardware Recommendations:
  • The workstations and/or server should at minimum comply with the automation vendor's hardware and software recommendations. It is also suggested to surpass the minimum requirements given by the vendors.
For more information, contact Christa Porter.