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Yellowhead Regional Lib
rary

4610 Park Ave. Terrace, British Columbia V8G
1G6

T

(250) 638
-
8177

terrace@yrl.bclibrary.ca
http://yrl.bclibrary
.ca
/














Yel l owhead Regi onal ’ s New I LS

Prepared for: Professor Richard Matiachuk

Prepared
by: Tamarack Hockin, William McDuff & Taryn Nelson

November 24, 2008

Proposal number: 020
-
2008
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Tabl e of Cont ent s

Executiv
e Summary

1

Objective

1

Goals

1

Solution

1

Decision

1

ILS History

1

Evergreen

1

Athena

1

Outlook Online

1

None

1

Context

1

Library Network

1

Evergreen

1

Features

1

Technical Requ
irements

1

Cost

1

Testimonials

1

Eloquent

1

Product Partners

1

Features

1

Technical Requirements

1

Help and Support

1

Cost

1

Recommendation

1

Decision Factors

1

Decision

1

Schedule

1



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Refere
nces

2

Appendix A

2

Appendix A: Additional Technical Specifications

2

Appendix B

2

Appendix B: Patron Polling

2


Yellowhead Regional’s New ILS

1

Execut i ve Su
mmar y

Objective

The objective of this document is to choose a new integrated library system for the newly amalgamated Yellowhead
Regional Library. Born from the North Coast Library Federation, the amalgamation of our seven libraries meant
that we had to m
ove all our catalogues into a single union. This provided a unique opportunity to survey the field of
ILS available and choose the best for our new library’s use.

Goals

The goal of the selection process is to choose an ILS that will give our customers sup
erior customer service while
offering the power and ease of use that is desirable for our library workers. As well, it should be easy to migrate the
catalogs of member libraries so that amalgamation can occur as soon as possible.

Solution

Two major ILSs w
ere looked at in the selection process.

Evergreen

Evergreen is a robust, open
-
source ILS developed for use by library consortia,
and is free for download and use. As
an open
-
source product, Evergreen is both customizable and flexible. Currently Evergreen

offers well
-
developed
circulation, cataloguing, and OPAC modules; acquisitions and serials modules will be made available shortly.
Support , both technical and financial, are available through the Public Library Services Board (PLSB).

Eloquent

Eloquent's
mission is to give "knowledge management professionals the software tools and consulting services that
will empower them to fully utilize current technology when serving their clients". They want to "provide quality
support to knowledge management professi
onals who work in libraries, archives, museums and records management
position for corporate, government, legal, medical, educational, and heritage institutions around the world".

Decision

After due process, we have recommend Evergreen as our new ILS to th
e library board.
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I LS Hi st or y

Evergreen

Prince Rupert Public Library was the first library in British Columbia to adopt the Evergreen System. Their
leadership, experience, and involvement with the North Coast Library Federation encouraged other libraries t
o join:
Terrace 4th, Houston 6th, and Smithers 9th. Hazelton currently was undergoing a change to Evergreen when the
amalgamation was agreed upon. (Sitka)

Athena

Kitimat Public Library is currently using the Athena ILS from the Follett Software Company (f
ormerly from the
Sagebrush Corporation, purchased by Follett). (Kitimat Public Library)

Outlook Online

The Outlook Online AGent system open
ed up Outlook Online to the public in 2004, and several smaller libraries
took advantage of this to give users ine
xpensive access to an OPAC. Stewart Library was one of these libraries;
with it’s small catalogue already copied onto the Outlook Online catalog, it made sense to take advantage of the
service for patrons to give the library its first ILS. (Stewart Public

Library)

None

Hazelton uses no ILS in their library current, but is in the process of converting to Evergreen as noted above.
(Hazelton, personal communication, November 22, 2001).
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Cont ext

The federation of the individual libraries in September 2006 broug
ht an increase in cooperation between the member
libraries. This resulted in a jump in library use and increase patron satisfaction. Moving to a full amalgamation was
agreed upon as the next step, with the goals of reducing duplication of work, increasin
g availability of material
between libraries by instituting a book van and mail service to get smaller communities.

Since the seven full member libraries of the North Coast Library Federation were becoming one library with seven
branches, this meant a huge

amount of work bringing together catalogs into a single form. Since the work of
amalgamation must occur, and at least some libraries will have to migrate to another system in any case, the new
board decided to review all options before them before commit
ting to an ILS for the new regional library
.

Li br ar y Net wor k

One of the benefits of amalgamation is that computer processing power is more efficiently used. Evergreen and
Outlook Online are hosted by the Public Library Services Board, so no local server
s are available, but Kitamat’s
Athena system runs on a local server. With a single back
-
up server that would likely be enough to manage for the
amalgamated library. All libraries have a number of work stations for staff and patrons. A portion of the sta
ff
stations will be moved in the next year to Terrace to create a central technical services department, with additional
computers purchased as budget allows. Some public stations will be needed to help Hazelton come fully only with
the amalgamation.
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Ever
gr een

Features

Evergreen ILS includes developed modules for circulation, cataloguing, and the OPAC. Acquisitions and Serials are
scheduled to be released during Winter of 2008. (
Evergreen DokuWiki
) This should provide ample time for bugs to
be worked out f
ollowing the immediate release before Yellowhead Regional is fully migrated to Evergreen/Sitka.

Notable circulation module features include:
i




Flexible, customizable rules for borrowing times and privileges.




Countless number of notes can be associat
ed with a given patron record, and notes can be set to be viewable
from patron's account




Alerts associated with patron records




Links between patron records (ie: family or household)




Circulation of non
-

and pre
-
catalogued materials allowable (ci
rculation statistics will reflect this usage once
item is catalogued)




Flexible, customizable receipt printing




Offline client ensures circulation continues functioning during network down
-
time




Real
-
time charge accruement viewable to patrons upon

login

Notable cataloguing module features include:




RSS feeds for record creation and updates




Authority validation and Z39.50 client




Powerful batch move functions (for volumes and copies)




"Buckets" for grouping and sharing related items and

bibliographic records

Notable OPA
C features:




"Did you mean?" feature helps correct typographical errors and misspellings




Sidebar includes related subject, author and series links




Multiple XML formats available for exporting data (ie: booklis
ts, search results, "new book" announcements)




"Bookbags" allow patrons to collect and share items with static URLs to dynamic content. Can integrate with
social bookmarking tools and feed
-
readers; set private or public




"My Account" allows patron it
em renewal (all or some) and other customizable features




Added content, including book cover images, reviews, and excerpts (Garcia, 2007)
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Additional features:




Report Builder: enables point
-
and
-
click access to all fields in database for constructing

reports




Native record de
-
duping cleans database of duplicate records




Indexing is real
-
time and has high transaction capacity




Flexible permission and organizational hierarchy means our system can differ from other BC regional libraries,
externa
l to Yellowhead Regional




Enhanced security features to keep customer information confidential (Garcia, 2007)

Technical Requirements

The staff client runs natively on Windows, Macintosh or Linux. The actual ILS program runs using a unix server (ie:
Debi
an, Gentoo, Ubuntu OS), but can be run on Windows using a virtual unix OS. Minimum server requirements
would be 512mb RAM. (
Evergreen DokuWiki
) The Sitka initiative will allow us to take advantage of a centralized
database and support staff, which would si
gnificantly reduce local costs. (PLSB)

Evergreen functions with an Open Application Framework, allowing Evergreen to interact with and incorporate
software external to the traditional ILS framework. (
Evergreen DokuWiki
) What this means is that our ILS will

be
customizable, and not reliant on vendor
-
specific improvements and widgets. (Ibid.)

More information on technical specifications can be found in Appendix A.

Cost

Evergreen is free software. 'Free' in this instance refers to that Evergreen is "freely ava
ilable

free to download, free
to use, free to view, and fr
ee to adapt and modify." (
DokuWiki, Open
-
source glossary
) With the PLSB supporting
the initiative, estimated costs will be essentially non
-
existent. Licensing and software is zero cost, and the tr
aining
and technical support will be provided centrally.

To give a broader view of the implications of using free software: In Georgia, the Public Information Network for
Electronic Services (PINES) approximates their annual costs to be 1.6 million USD, co
mpared to an estimated 5
million USD cost equivalent if PINES were replaced with individual vendor systems (Garcia, 2007). Similarly, the
PLSB estimates that with Evergreen implemented across B.C., the total cost of operation will be one
-
fifth that of
trad
itional ILS solutions. This means that in addition to local savings, Yellowhead Regional will be contributing to
lowering operational costs province
-
wide (which should help free up funds for services and supports).

Testimonials

Due to time constraints and
limited access to hardware, we were unable to actually test the staff client for Evergreen.
However, the OPAC was tested at the PINES demonstration site, (
Evergreen Demo
) and user testimonials were
read. Weber (2006) examined the experiences of users, staf
f and patron, of the then new PINES system in Georgia.
Dusty Gres, the director of the Ohoopee Regional Library System in Vidalia, had this to say:

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The strong point of Evergreen is that it is inuitive and forgiving. For my system
-

rural
small libraries, m
any of them staffed by one person, relying solely on my small
professional staff and me for training, computer expertise, and backup
-

I have had less
trouble with this system in the two months we have been in operation than I did in the
first two weeks wh
en we automated on a commercial system (
Real
-
world results, para.
1
)

Gres also elaborates on positive experiences with the development team being responsive and understanding. These
points are important and relevant for the Yellowhead Regional Library Syst
em which likewise comprises of small,
rural libraries. A home
-
schooled parent is interviewed in Weber's article, and she points to two notable
improvements of Evergreen over their previous system: the ability to filter adult from juvenile content, and the
ease
of inter
-
library loans (
Cashing in, para. 4
). This second point is apt for our system: Evergreen software, and the
Sitka project, will allow much greater cohesion between provincial libraries. Due to the size of our smaller libraries,
there is little
doubt our patrons would benefit greatly from ease of inter
-
library loans provincially.

Testimonies found online var
y for feedback on the efficiency of Georgia's system. However, the comments made by
verifiable users under a particular thread at LISNews (
Scott, 2007) indicate positive feedback overall. Complaints of
'slowness' are rebutted by Dan Scott:

... the bulk of my experiences with Evergreen have been running the entire stack on a
512 MB virtual machine. Given its performance under those situations,

I find it hard to
imagine that scaling that configuration up to a clustered database server / web server /
messaging server would be slow. ... Running a search for "slow" against all bugs in any
state returns four results. The most on target report seems
to associate the slowness
with the speed of the library's connection to the net...

Lastly, the OPAC for Sitka was explored as well. We found the user interface to be intuitive and easy to use. The
layout is accessible and clean, and should work well for o
ur region considering many of our patrons are still on dial
-
up connections. We were able to ask a small pool of 16 users at the Terrace branch to try a simple search using the
Sitka OPAC and give us feedback on the usability. Patrons who partook in this p
olled overall quite favourable
results.

See Appendix B for details of patron polling.



i

Information taken from http:
//evergreen
-
ils.org/dokuwiki/doku.php?id=faqs:evergreen_faq_2 except where otherwise noted

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El oquent

Eloquent develops, packages, sells, installs, and supports application software, and specializes in one product, that
can have added features, etc. to enhance th
e product. The four modules they offer, can be integrated with each other
to enhance collections.

Product Partners

There are five companies that have partnered with Eloquent Systems Inc. These are, Microsoft Inc., jBASE
International, Syndetic Solutions, C
ompunet Computer Group, and Navigata Communications Inc. These partners
"help Eloquent Systmes build and deliver high quality, reliable software product and services" (Eloquent Systems,
2007).

Features

Eloquent has four different modules to choose from: El
oquent Librarian, Archives, Records, and Museum. We
would be considering Eloquent Librarian.

Eloquent Librarian

Eloquent Librarian includes Circulation, Fines, Booking, Serials, and Acquitions modules; as well as MARC import and content
management (Eloquen
t Systems, 2007). Some highlights include:



Vari
able loan periods for circulation



Non
-
barcoded items may be circulated



Fines can vary in rate; and payment can vary by full or partial



Batch acquisition processing



Supports Z39.50 client and use of BookWhere



Manages text, images (multiple format), PDF documents



Online material request through Booking module



Supports cataloguing of websites



Online search and content viewing



Clients can check the status of their accounts



Many branches of one institution can s
hare the one system

Speaking with Sheila St. Laurent (personal communication, November 18, 2008) who works in the Centres Library
at UFV, about Eloquent, she said that she really liked when you request an item, an email is sent directly to her so
she can
get the item and send it to the patron. She also likes that her three collections (BC Centre for Social
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Responsibility, Centre for Non Profit Development, and BC Centre for Safe Schools and Communities) can be
either searched individually or in a federate
d search.

Technical Requirements

Eloquent systems require the WebGENCAT tool. You have to have a runtime version in order to use your Eloquent
modules. The WebGENCAT tool provides all the common features for the eloquent WebSuite of software
applications.



Operating system: Windows NT/2000/XP/2003



Minimum Hardware: 1.0GHz processor, 512 MB RAM



Supported Browsers:



Microsoft Internet Explorer



Mozilla Firefox 1.5 or later



Opera 9.0 or later



Safari 1.0 or later



Netscape 8.1 or later

Help and Support

Eloquent
Systems can be reached free of charge for problems with the application. Upgrades cost $110/hr. Product
purchase includes online manual which can be perpetually accessed or printed.

Hotline support



email: help@eloquent
-
system.com



phone: (604) 980
-
8358 or

1
-
800
-
633
-
8172 extension 102

Sheila St Laurent cited the online manual (mentioned above) and fifty hours of correspondence training provided as
well. This correspondence training is provided in order to walk the customer through the program. This was do
ne on
the phone and through email.

Cost

Purchase of Eloquent software would cost in the vicinity of $16,000, excluding updates (St. Laurent, 2008). Sheila
noted that since her library is a small one (under 5000 items) they pay less than $4000 a year for th
e Eloquent
librarian and Eloquent Museum and Archives modules (price will vary based on collection size, so this is only an
estimate for us to base our potential costs on).

Pilot Project Offer

Eloquent has a promotional offer which includes two months of
free hosting.
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Recommendat i on

Decision Factors

ILS History

The North Coast Library Federation libraries were leaders in the adoption of Evergreen, and the area is a wealth of
experience. Four member libraries are already using the Evergreen ILS, and one mo
re is in the process of
converting, meaning converting to Evergreen over Eloquent is a much more cost
-
efficient and less labor
-
intensive
process.

Library Network

The library network in place could handle either ILS with little difficulty. However, Eloquen
t would remain under
local control, which would mean that local technicians could deal with problems and adjust the system to local
needs. However, Evergreen does operate even when network connections fail, storing data until it can be sent.

Project Partn
ers

Eloquent has significant resources behind it, including Microsoft, jBase and others. Evergreen, on the other hand,
offers a centralized support staff provided by the provincial government and the Public Library Services Board, an
d
there is significa
nt governmental pressure to choose the Evergreen system to aid with province
-
wide initiative.

Features

The feature set of both programs are very competitive, and either program would serve our public well in the local
sense. Both have excellent OPACs, sea
rching, and friendly staff modules. However, due to the Public Library
Services Board’s influence over Evergreen/Sitka, it has some advantages tying in with provincial initiatives, as
referenced above.

Help and Support

While both products offer long dista
nce support, the local expertise gained over the last year of using Evergreen can
not be discounted.

Cost

Evergreen/Sitka is cheaper than Eloquent, and the Public Library Services Board is providing training and funds
towards conversion to encourage the ad
option of this technology.

Decision

We recommend to the Yellowhead Regional Library Board to adopt Evergreen as it’s new ILS.
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Sched
ul e

Date

Task

December

Establish joint policy for YPL, determining time periods on loans, internet sharing,
establish web
colors and design choices, etc.


Schedule replacement of logos and delivery of YPL material for third week of February

January
-

Week 1

Detailed site survey for Kitimat and Stewart locations; detail hardware, patron and item
types and circulation rules.


Re
-
barcoding of patron data begins at Kitimat and Stewart (if necessary).


Capture patron and bibliographic data from Kitimat and Stewart.


Continue training sessions and create user documentation at Hazelton.


Announcement of amalgamation, market new

library opportunities, prepare public for
changes.

January
-

Weeks 2 & 3

Rebarcoding as necessary at Kitimat and Stewart.


Data migration team creates script and transfers data onto test server for Kitimat and
Stewart.


Encourage staff to examine onlin
e demos to prepare/practiceEvergreen.

January
-

Week 4

OPAC and Circulation training begins at Kitimat and Stewart.


Begin policy revisions at Kitimat and Stewart to account for Evergreen.

January 26th

Hazelton goes live with Evergreen.

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Date

Task

February
-

Week
s 1 & 2

Continue training sessions and practice on test databases at Kitimat and Stewart.


Create user documentation to aid with Evergreen launch at Kitimat and Stewart.


Cataloging and admin training for Hazelton.

February
-

Week 3

Replace logos, ready

new materials for launch day.

February 23rd

-

Yellowhead Regional Library Grand Opening
-


Evergreen goes live at Kitimat and Stewart

March

Cataloging and admin training for Kitimat and Stewart.



Yellowhead Regional’s New ILS

12

Ref er ences

Eloquent Systems. (2007). Retrieved October

25, 2008, from http://www.eloquent
-
systems.com/

Evergreen Demo. (n.d.). Retrieved October 19, 2008, from http://demo.gapines.org/

Evergreen DokuWiki. (n.d.). Retrieved October 20, 2008, from http://evergreen
-
ils.org/dokuwiki/doku.php

Evergreen: Open sourc
e library system. (2008). Retrieved October 13, 2008, from http://evergreen
-
ils.org/

Garcia, E., & Rylander, M. (2007, September). Open Source


The Good, the Bad and the Wonderful [PowerPoint].
Presented at the Symposium of the Future of Integrated Librar
y Systems, Champaign, IL.

Kitimat Public Libary. (n.d.). Retrieved November 10, 2008 from http://www.kitimatpubliclibrary.org/

North Coast Library Federation. Retrieved November 5, 2008, fro
m:
http://www.nclf.ca
/

Publ
ic Library Services Board. (n.d.) Sitka. Retrieved October 13, 2008, from http://sitka.bclibraries.ca/

Scott, D. (2007, October 5) Howard MD County Library Chooses Koha [Msg 10]. Message posted to
http://lisnews.org/node/22153

Sitka. (n.d.) Retrieved Nove
mber 5, 2008, from http://sitka.bclibraries.ca/

St. Laurent, S. (2008). [Couse notes]. Retrieved from University of the Fraser Valley Blackboard site:
https://ce6.ufv.ca/webct/entryPageIns.dowebct

Stewart Public Library. (n.d.). Retrieved November 10, 2008

from http://stewart.bclibrary.ca/

Weber, J. (2006, December 15). Evergreen: Your homegrown ILS [Electronic version].
Library Journal, 131
(20),
38
-
41. Retrieved October 26, 2008, from http://www.libraryjournal.com/article/CA6396354.html
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Appendi x A

Appendix

A: Additional Technical Specifications

All information from Evergreen DokuWiki.

Languages used:




Primarily Pearl and PostgreSQL, with some sections rewritten in C




Catalogue interface uses XHTML and JavaScript




Staff GUI written in Mozilla XUL (X
ML + JavaScript). New staff client functionality being built in D
ojo
JavaScript (http://dojotoolkit.org)

Relational database management system:



PostgreSQL

Server:



Apache; OpenSRF

Server OS:




PINES is using Debian




Developers orignially designed fo
r Gentoo




Install on Ubuntu thoroughly documented
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Appendi x B

Appendix B: Patron Polling

We polled 16 library patrons at the Terrace library on their experiences using the Sitka OPAC at
http://catalogue.bclibrary.ca. After asking patrons to submit a sear
ch for a topic of their
interest (ie: what they had
come to library for on that visit) we had them respond to six questions concerning their experience using the Sitka
OPAC. Below are the compiled results:

1)

I have used this site (Sitka OPAC) to search
for materials
before:

Yes: 0

No: 15


2)

After entering my search terms, I was able to find the kind
of materials I was looking for:

Yes: 9

No: 7



a)

If 'No': Did additional information provided (ie: suggested
spelling, or suggested subject terms at th
e side of the screen)
redirect you to the subject you were actually searching for?

Yes: 6

No: 1


3)

Compared to the current Online Catalogue used at the
Terrace library, I would say:

This site is
easier to
use: 9

This site is
about the
same: 7

This site i
s more
complicated or
difficult to use: 0


a)

I would prefer Terrace library used a similar online search
catalogue.

Yes: 9

No: 0

Indifferent: 7

4)

Being able to search neighbouring branch libraries
(Smithers, Prince Rupert, Hazelton, Kitimat) and plac
e holds
on materials from their libraries, for pick up at the Terrace
library, would be useful to me:

Definately:
12

Maybe: 4

Not at all: 0

5)

I visit the library:

Once a
week or
more: 5

At least once
a month: 6

Less than once a
month: 5

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6)

I use the lib
rary's website to search the catalogue and
sometimes to place holds on items:

Frequently:
4

Occasionally:
6

Never: 6


a)

Do you have a home computer with access to the internet?

Yes: 12

No: 4