Unexpected applications for library management software exist. It enables businesses to quickly and easily store, organize, and access their assets and information. Organizations that use the right library management system can save time tracking items, increase worker productivity, and provide people with easy access to information. In this blog post, we’ll look at five innovative ways to use library management systems to manage items such as samples and pattern books, as well as to create an effective search tool. Continue reading to find out more about these innovative ways to make the most of your library management software.
When most people hear the word “library,” they think of books, and they believe that library management software is only used in traditional libraries. Toys, games, teaching aids, samples, fabric pattern books, manufacturer’s samples, and other items can be catalogued using a library management system by renaming the catalogue fields. The “Publisher” field label could be changed to “Manufacturer” or “Brand,” and the “Author” field label could be changed to “Creator”.
All it takes is some ingenuity with field names. What’s the point of cataloguing everything? With a catalogue in place, all employees know where to look for everything and how many items or copies are available. Employees benefit from being able to find what they need more quickly and easily. Your catalogue could also be used as an inventory for insurance valuations.
When your items are borrowed away from their original location, you can keep track of them by using the circulation or loans module of the library management system. Every physical item in your library or collection will be given a number by the library management software, which you can attach to each item with barcode labels. You can then keep tabs on who is taking it out of the office or library and where it is going. The borrowers only need to be listed in the system and can be imported, regardless of whether you are lending things to staff, teachers, students, clients, or partners. By automatically notifying borrowers of overdue loans and recalling items that have been borrowed, the loans module will also assist you in recovering borrowed items.
Be mindful that loans modules in library management software can range from being very basic to being quite complex. The number of items a person can borrow, how long they can keep their loan open for, and how many times they can renew it are all governed by the business policies known as loans. Consider whether reservations, recalls, and fines are necessary, as well as whether you need different policies for various groups of items and people. Depending on this, you’ll need either straightforward or intricate loan policies.
Reports are yet another factor. Loan reports are essential for figuring out usage trends. You can learn not only what is in style but also information that is never overused or underborrowed.
We have only discussed tangible items up to this point, but did you know that library management software can also be used to catalog knowledge or unpublished information within your organization? In this case, we’re referring to any documentation—templates, policies, guides, documents, files—that your staff uses to carry out their duties.
This information belongs to your company. It could be handbooks, spreadsheets, recipes, company policies, instructions on how to perform tasks, templates, etc. These documents and files are typically kept in folders and subfolders on a shared drive that is either on-site or in the cloud by many workplaces. Employees must understand the folder structure in order to locate items, which can be difficult because departments frequently organize their folders differently. If you create a searchable database of knowledge, all employees will know where to look for everything they need to complete their tasks, regardless of how your network is set up, just like with physical items
In my professional experience, I have far too frequently witnessed well-meaning content producers list items, publications, files, and documents on a confusing web of pages on their intranet or website. Although it’s great that they’re trying to make it easier for people to find things, they occasionally list the same thing on multiple pages so that users can find it in multiple locations. The burden on the content creator is increased by this. Imagine that a product, publication, or document needs to be updated. Now, the content creator must track down every instance and either update it or remove it. What a waste of time that is!
The poor user, on the other hand, must navigate menus, sub-menus, and pages within pages, and must generally comprehend the creator’s perspective in order to find things. It would be more effective if it didn’t require so much clicking, patience, and time. In actuality, network folders are still more useful than this.
The efficient search tool offered by library management software on your intranet or website can be a real help in this situation. After building a catalog of their possessions, knowledge, or information, users can simply type a word or phrase into the search bar to get search results. A user can quickly and easily limit their search results when they use a good search tool. Users can find the items they need much more effectively in this way. Additionally, it is more effective from the viewpoint of the content creator. Even if users conduct multiple searches, they only need to update one catalogue record for them to be able to locate the item.
So finally, we bring it all together. Too often a library, the library staff and the library management system are seen as luxury overheads, tolerated when the going is good and cut when budgets get tighter. I encourage you to think about this differently and think about the return on investment of a good library management system. With library management software, you can keep track of physical items in your organization, reducing waste and loss while increasing productivity. Increased productivity results because users do not have to wade through hundreds of search results, they can quickly focus on a handful of highly relevant documents. This reduces or eliminates knowledge bottlenecks and blind spots in your organisation and allows less experienced staff to navigate with confidence to the correct information for them to complete tasks competently.
By utilising the library management system and making it part of your organisation’s wider information and knowledge management strategies, you can reap the advantages of better organisational agility, improved decision-making and problem-solving, a faster rate of innovation, supported employee growth and development, sharing of specialist expertise, improved communication and better business processes. In short, you can save time tracking items and improve worker productivity by giving workers easy access to the organisation’s information and knowledge.
Our software is used by numerous organizations all over the world. Here are a few examples:
In-house legal teams
Chamber of commerce
And more …