Managing Public PCsNicole Lowndes and the Statewide PC Management Project Advisory Committee

An overview for Victoria's public libraries

SnapshotAlmost 1000 PCs are available for Internet use in our public libraries, taking around one million bookings a year.

This significant service is stretching library resources, not just in infrastructure, but in staff time to manage and monitor use.

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The projectThis project report gives an overview of PC management challenges and strategiesIt lists alternatives to current practice, their advantages and disadvantages, and where possible, costsCase studies illustrate five successful models A survey of all 44 Victorian library services revealed that no single solution would work for every library2

Current situationAt the moment, almost every library uses a paper-based system to take bookings. Staff are responsible for recording bookings, enforcing conditions, policing appropriate use, resolving disputes, troubleshooting, and applying fees. Conservatively, if this took 2 minutes per booking, and staff were paid $15/hour, this strategy is costing half a million dollars a year in staff time.3

ChallengesA workable alternative has to be simple. It must allow libraries to:meet legal obligationsenforce its conditions and feessecure PCs against tamperingminimise staff involvement And it has to work well with the IT infrastructure already in place.4

StrategiesFor libraries with low demand, paper sign-up sheets or an Excel spreadsheet may still be the best option Some libraries use express terminals (not booked) to relieve demand on other PCs and staffA couple of libraries let users book themselvesSome library management systems are introducing practical bookings modules One library service has developed its own software to record PC bookings5

Software solutionsSeveral companies now sell software specifically designed to help libraries manage their public access PCs. Developed in a North American context, they not only automate bookings linked to a patron database, but also offer print management, filtering and settings tailored to the particular user, cost recovery, and sophisticated time control.

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Software solutions cont.These products can automate:Bookings by users or staffStatisticsTime controlDesktop controlAcceptance of conditionsInternet filteringPrint and cost management7

Cost and availabilityThere are six leading products available in the U.S.To enable Victorian libraries to compare these products, a quote was requested in $AUD for a hypothetical consortium of 18 library services with 400 PCsIt was assumed that the libraries had all their PCs networked, and each service had a local server8

Cost and availability cont.Based on the information supplied and the availability of support in Australia, the most appropriate products for testing in the Victorian context are:One Australian company quoted approx. $2750 per library service, plus 15% annual maintenance, to resell Pharos Sign Up

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Cost and availability cont.Another quoted approx. $9600 per library service, plus 6% annual maintenance, to resell PC Management by EnvisionWare packaged with I-tiva softwareThis product is more affordable for libraries already using I-tiva10

RecommendationsThat Viclink look at standardising some of the conditions for PC accessThat Victorian libraries trial the software solutions and consider collaborative buying11