June 5, 2006

To: RCPL Board of Trustees

From: Greta Chapman, Library Director

RE: SDLN Contingency Plan

Recommendation:

Move to a new integrated library system (ILS) in 2008 if SDLN is unable to address the public library concerns as documented

Contingency Planning for a New ILS

1. August 2006 Board meeting: Estimated costs and list of acceptable systems
2. January/February 2007: budgeting for 2008 migration
3. October-December 2007: select new vendor
4. January 2008: Begin migration of data to new system
5. June 2008: New system start-up

Background Information:

1. Aleph does not progressively establish user-friendly public library services to meet patron and staff needs
2. Implementation of a new system
1. Both Aleph and the new system will have a similar database structure
2. The new vendor will be converting a significantly smaller database
3. The Request for Proposals (RFP) will be less complex this time since it will only need to address the needs of one or more public libraries
4. Total migration is estimated at six months
3. Financial
1. It is estimated a new system should be less costly annually than our current annual fees to SDLN – this will be confirmed at the August Board meeting.
2. We are due to replace existing servers in 2008 and could buy equipment to support the new system
3. We do not have the money now or in 2007 to move to a new system
4. Staffing
1. The Library Strategic Plan Goals for 2006 and 2007 need to be completed before reallocating staff for an ILS migration project
2. Some Strategic Plan goals scheduled for completion between January and June 2008 may be delayed
5. Spearfish Public Library has inquired about a regional public library consortium for another system. Discussion needs to occur about RCPL facilitating a public library consortium.

EQUAL OPPORTUNITY EMPLOYER