Winnefox Automated Library Services

January 25, 2006

The Winnefox Automated Library Services (WALS) program is a self-funded consortium established in 1986. The WALS program provides a shared online catalog, a shared patron database, a circulation system and Internet service for the Winnefox libraries that choose to participate. WALS uses T1 circuits obtained through the State TEACH program to offer a high-speed network for its members.

At present 27 Winnefox libraries are fully automated. The remaining three, Brandon, Neshkoro, and Oakfield, will begin the process in 2006.

In addition, the shared system is used by Winnefox Cooperative Technical Services (WCTS) for managing rotating collections, and for barcoding items for its members. It is also used by Winnefox ILL for circulating items from Winnefox libraries to non-Winnefox libraries.

Not all of the WALS libraries use all of the features and options connected with the automated system:

The acquisitions component is used by the larger libraries: Oshkosh, Fond du Lac, Menasha, and Neenah.

Pharos software, used for timing use and access at public Internet stations, is used by Oshkosh, Fond du Lac, Menasha, Neenah, and Wautoma, and will be installed in North Fond du Lac.

WALS also supports many Winnefox services that are not restricted to WALS members:

Internet access

Web site development and hosting

Digitization and indexing of local history materials

PC maintenance and support, including providing anti-spam and anti-spyware software

Email accounts, including spam blocking and web access

Remote user authentication for home/office access to licensed databases

Virtual reference service for 24/7 access to a librarian—this is part of an international library service

2005 Highlights, 2006 Plans

· New libraries

Campbellsport came online with the circulation system in September of 2005.

Brandon, Neshkoro, and Oakfield will start their automation project in 2006. They will be entering information about their items into the shared system and matching those items with records in the database. They will also be entering patron-record information. Depending on the time needed for data work, some or all of them may be ready to start circulating on the system later in the year.

· Automation system software upgrade

One major software upgrade to the shared system software was done in December, the first upgrade since the March, 2004 migration to new software. We have been making changes to take advantage of new functionality in the software and have been dealing with some small problems that the company can usually fix with a software patch.

When the next upgrade is available in 2006, we will install it on our test server and evaluate it to determine when or if it should be loaded into production for library use.

· All-WALS meetings

Three meetings were held for all of the WALS libraries for the purpose of continuing education and communication. Topics largely covered the shared automation system software. 2005 was the first full year of using the new software. Many of the libraries had someone attend each of the day-long meetings. We will continue to have automation meetings in 2006.

· On-line documentation

As part of Winnefox’s role in website development, WALS supports a web site for Winnefox member library staff. The site contains documentation and other information resources. The WALS portion of the site had been developed separately but has been recently merged with the Winnefox part of the site. The next step is adding additional content, particularly related to the running of the shared automation system.

· Reports/Statistics

WALS produces many statistical reports that count library activities. Since 2005 was the first full year in using the new circulation system, we are still in the process of refining some of those reports. WALS also produces lists for managing library collections, especially in weeding no-longer used material. Staff at some libraries were trained to run their own lists. Another training session will be scheduled in 2006.

· Telecommunication upgrades

Planning was done for major changes to the two telecommunication networks that are used to connect all of the WALS libraries, FoxNet and BadgerNet:

FoxNet is a high-speed fiber-optic telecommunication network. It was built by Winnebago County with the collaboration of the cities of Menasha, Neenah, and Oshkosh, and their libraries used to connect Neenah and Menasha to Oshkosh, and then to connect all of the libraries, city governments, and the county, to the Internet. Parts of FoxNet were due for upgrades. The planning was done in 2005; the changes are being made now.

BadgerNet is used to connect all of the other WALS libraries to Oshkosh. BadgerNet is the state’s high-speed network, built under contract by various telephone companies. The state also maintained a separate video network for connecting school districts for distance education. Because those contracts ended and because of changing technology, the state entered into a new contract with an alliance of companies, headed by SBC, to provide the next-generation telecommunication network and merge the two networks. The BadgerNet Converged Network is the new BadgerNet and is in the very initial stages of installation throughout the state. Nearly 2000 institutions are on BadgerNet and need to be converted. Winnefox will see the first part of the installation in April and the last library will be connected in August.

We have been involved with determining the bandwidth requirements, facility planning, and the connecting of FoxNet with the new BadgerNet. We will be making a site visit to each library with a phone company technician as part of the conversion process.

· Digitization and indexing

The content provided by libraries continues to grow, with libraries indexing obituaries and other vital records, and putting photographs online. A number of libraries have projects in process: Berlin, Fond du Lac, Menasha, Omro, Oshkosh, Fond du Lac, Waushara County, and Winneconne. The libraries do the actual indexing; Winnefox creates and supports the databases, forms and templates, and sets up the indexing.

In 2006, Winnefox will provide a digitization workshop to help librarians better understand the process and to share information and expertise.

· Email upgrade

The current mail server software, Microsoft’s Exchange 5.5, is no longer being supported. The migration process to the next version of Exchange has been extremely complicated because of how the underlying software works. After much testing, the actual account-by-account changeover was started in December, and will continue for the next several months. Each email user must be migrated individually.

· Better access to Spanish language resources

Winnefox provides an online resource page for library websites that provides links to important resources, especially licensed databases that are not available to general Internet searchers. In 2006 a Spanish version of will be available for Winnefox libraries to have as part of their website. It is in testing now.

· Support for Collection Agency Use

In 2005 WALS licensed software that uses reports from the shared automated system to transmit delinquency information weekly to a collections agency firm. The firm specializes in collecting overdue library material. It receives the name, address, and cost of materials for patrons with long-overdue items. The firm then sends a series of letters, followed by phone calls, urging the return of the material and the paying of fines and fees. If the patron is an adult, the firm ultimately reports him/her to the three largest credit reporting companies if the account is not cleared in full. Currently, seven libraries are using the service and very happy with the results. The firm charges each library a flat fee for each patron sent to them.

Karen Boehning

WALS Program Coordinator

920 236-5230

boehning@winnefox.org