Library Media Resource Services

The vendor is required to provide integrated library system for the media department.
- Seamless, fully integrated modules (circulation, cataloging, pac, etc.) using a common database and common user interface; some or all of the modules will be purchased and can stand alone; all parts of the system should be hosted by the vendor.
- Internet access from the same workstation with the ability to quickly move between all modules.
- Modules can be accessed by any device on the district network using a standard browser.
- Centralized management of resources at different school sites.
- Interface: includes icons or graphics as well as text and links for eBooks.
- Web-based pac with varying age-appropriate interfaces (kids pac).
- Search capabilities supporting multiple search methods and allow users to sort results in multiple ways.
- Ability for administrator to make changes on a global level, as well as controlling or restricting access to certain resources by campus or from outside of the district network.
- Additional add-ons: widgets, calendar, announcements, reservations, scheduling feature and book request/holds.
- Data conversion from follett destiny
- Ongoing support and maintenance of the software is provided as an annually renewable contract.
- Elements of the system must comply with state HB 900 guidelines for public access and parent engagement. - Technical Specifications should provide:
Ability to operate on multiple devices (PCs, Mac, iPads, smartphone interfaces (IOS/Android, etc.).
- Capability for expansion should additional campuses be constructed.
- System security through hierarchical levels of access to modules and parts of modules; access levels can be defined to control functions for each user.
- Integration with security/antivirus systems available on the market.
- Information on the following infrastructure specifications:
• Specifications for campus workstations
• Frequency of software/version upgrades
• Models of scanners compatible with the system
- Ability to interface with existing county student information system so that students registered for school will be automatically registered in agency system.
- Provide the process for loading patronsinto the system; Student photos should be part of the upload process.
- Ability to use system utilities to maintain the database and system files.
(Example-centrally and locally delete unneeded bibliographic data and expired patron information).
- Ability to set multiple global parameters by campus and/or program such as, but not limited to, end of year, extended school year, summer school, holidays, weekends, borrower types, etc.
- Web based system with no desktop client required unless it is an auxiliary circulation system for offline circulation in case of emergency.
- Mobile capabilities to support circulation, access to digital content and searching on non-desktop, portable devices.
- Rapid response with minimum errors in potentially crowded bandwidth situations, even during peak periods.
- The ability to quickly move from one area of the subsystem to another and to perform normal circulation functions with minimum keystrokes or mouse movements.
- Accurate maintenance of fine status on materials or patrons, and rapid resolution of fine problems.
- The ability to interface with database for overdue notices and material recovery.
- The ability to interface with self-circulation stations or other industry self-check systems.
- Provide a form of auxiliary circulation locally (offline) in case of network breakdown or failure.
- Ability to view who has paid for and returned lost materials in the instance that materials have been returned.
- Notification by patron name when a lost/paid materials are returned; email notification options – using existing county Microsoft 365 email system.
- Ability to retain patron reading and fine history.
- Ability to add patrons and edit patron information directly from circulation module.
- Optional audio signal for alerts on overdue or lost materials and fines due
- Various permission work levels (administrator, campus librarians, volunteers, and student).
- The ability to forgive/waive lost items fines and/or late fees (accepts and receipt payment/partial payment/refund found items).
- The ability to use county student permanent id (lunch code number) for patron identification.
- Ability to scan an item to determine who previously checked it out, or who currently has it checked out.
- The ability to see statistics on the number of times an item has circulated.
- The ability to set up policies modifying loan periods and set fixed due dates.
- Holds management – ability to place holds by title or author.
- Reserves management.
- Inter-library loan management (ill); ability to check out materials to patrons from any campus in the same grade band.
- Ability to accurately retrieve and modify patron records, current patron status, and reports.
- Patron information should include student name, student id number, grade level, teacher name, parent/guardian, birthdate, address, phone no, email address, class schedule, photo image.
- Ability to search database for holdings using various search terms, ex: title, author, keyword, call number, subject, series, etc. from within circulation module.
- Ability to search other campus holdings.
- Ability to display MARC (machine readable cataloging) record from within the circulation module.
- Ability to accumulate weekly, monthly and yearly circulation statistics.
- Ability to search holdings/items.
- System provides notification of blocks for overdue materials, fines renewal limits, holds limits, checkout limits, and item on hold available.
- Ability to globally waive and delete fines at individual sites.
- Ability to allow guardian access to view items students check out as well as the ability to limit student choices.
- Inventory subsystem should provide:
- End of year reports generation which can be partial and ongoing.
- Reports which show countdown of accounted and unaccounted items.
- The ability for circulation to continue during inventory.
- Support of handheld devices to support remote inventory.
- A true Union Catalog consisting of a Global database with Local individualized (campus) databases.
- MARC Record Production with standard MARC format.
- Validation ability for indicators in MARC record.
- Numerically arranged tags in a MARC record from batch loading.
- Ability to store URL in the bibliographic record, for access through the OPAC.
- Templates for books and all types of media for original cataloging.
- MARC tag changes in a local or global database that filter out to all owners of the record.
- Accessible 13 digits and 10-digit ISBN numbers (automatically brings up record when 13-digit ISBN is entered if only 10 digit ISBN is in the MARC record, and vice versa).
- Resource Description and Access (RDA) compliancy.
- EBook Management for items from a variety of vendors, especially Overdrive.
- Batch and Individual MARC Record Loading Capabilities.
- The ability to download MARC records from LC and other websites.
- Batch downloading of MARC records at a central location.
- Ability to edit holdings at a local and Global level.
- Provide match points with regards to batch loading.
- Indexing Capabilities with the ability to choose which MARC tags and subfields are used for indexing.
- The ability to create local subject tags: 69X.
- Authority Control with LLC subject headings.
- Subject, author, and series control.
- The ability to update, view, edit, and export/import authority records.
- The means to produce labels for each processed copy either individually or as a batch process.
- Ability to edit OPAC display of MARC tags.
- Any data conversion process shall provide use of existing system barcodes.
- A seamless interface with the main bibliographic database.
- Contract Period/Term: 5 years