Winnefox Automated Library Services (WALS)

Background
WALS is a member-funded Winnefox program.

WALS operates a shared library computer system that is housed at the Oshkosh Public Library. There are multiple servers that are used by the circulation system, its databases and the software for it and the public catalog. There are other servers that handle the Internet addressing for the connected PCs, house web pages for libraries, email, and shared files.

The original automation system was installed in 1986 and was shared by Oshkosh and Winnefox. All 30 Winnefox libraries use WALS for circulation. There have been four telecommunication system upgrades, and three major CPU upgrades, and one major software migration since the original installation. Software updates are issued and installed at least annually.

Shared System Features
A major design element of the shared system is the shared bibliographic database and the shared patron database.

The bibliographic database is managed by the Technical Services Department at the Oshkosh Public Library. They download OCLC records into the database for any WALS library, or they can create short record on the local database. They also do authority control work—Library of Congress authority records are downloaded as needed to create standard headings and cross references in the catalog.

The item records are managed by each library. Each library decides its own call numbers and barcodes its own material (or has it done by WCTS).

The shared catalog currently shows the entire collections and circulation status of the 27 automated Winnefox libraries. There are over 500,000 bibliographic and authority records in the database, and over 1,300,000 item records. The catalog is web based and is available via the Internet. Patrons can access their own account information via the catalog.

The handling of the shared patron database is decentralized. Each library creates patron database records and issues library cards to its patrons. Fond du Lac, Marquette and Waushara counties have created a county card. The rest of the libraries have an individual library card. A card is valid at any of the automated libraries. A patron that is delinquent at one library is blocked from checking out material at any other WALS library. Libraries can also enter notes into a patron record and can manually set a patron delinquent. There is a field in the patron record to code the patron’s residence for statistical purposes.

The circulation loan periods and fine rates are determined by each library. Some libraries do not charge overdue fines.

Hold System
Patrons can reserve titles they want by placing holds through the catalog. The catalog is available via the Internet and remote patrons may also place holds. Patrons are blocked from reserving more than one copy of the same title. When a requested title is available, a notice is emailed to the patron, or a paper copy is sent. Some libraries choose to phone the patron instead of the mailed notice.

With the exception of a few high-demand titles and DVD collections, the hold system uses any available copy from any library to meet the user’s request. As a copy of an item becomes available, it is matched with the next waiting patron. It there is more than one available copy, the system randomly picks one to fill the hold.

Overdue and hold notices are produced and mailed centrally, either in paper or by email. Users with email accounts also get notices for books 3 days before the due date.

Central Support and Responsibilities
Overdue notices and hold notices are produced and mailed centrally, with each library billed for the postage. The computers are backed up daily, and other file maintenance done as needed. Software upgrades are done at least once a year.

Many statistical reports are generated on a regular schedule: Circulation counts by residence of borrower and by type of material; collection counts—items owned, added and withdrawn; and patron counts. Collection-use reports are also produced to assist in weeding collections.

WALS assists with determining PC configurations and orders and sets up PCs for Winnefox libraries when requested. WALS also purchases scanners, barcodes and other supplies. Assistance is provided with required PC security software.

WALS is responsible for the maintenance of all of the central site equipment and software.

Telecommunications
The telecommunication system connecting all of the libraries uses State Teach T1 lines set up in a frame relay network. Each WALS library has a T1 connected to the State’s BCN-BadgerNet network and the BadgerNet network uses two T1 lines to connect all of the libraries to the central site. WiscNet is the Internet service provider for the entire WALS network. Internet access is included in the WALS membership. A requirement for use of the Teach T1 line is that the library must public Internet access. Paperwork necessary for the Teach lines is handled by WALS.

Each library purchases the equipment for connecting PCs to the network. WALS selects and orders the equipment. Network design and assistance is also provided an outside consultant under a contractual arrangement. WALS is responsible for maintenance of the equipment.

Budget/Funding/Membership
The first libraries that participated in WALS were the larger libraries. As each library joined it paid a startup membership fee that covered a proportional share of the original equipment purchase, plus a proportion of the current operational costs. The process was complicated and difficult for projecting startup costs for libraries planning to automate. A more simplified cost model was adopted for the later, smaller libraries that chose to join WALS as associate members.

The total WALS budget for 2006 is $1,013,801.