Implementing the open-source Koha-ILS at the Deutsche Schule Charlotte
| Published date | 14 November 2016 |
| Date | 14 November 2016 |
| DOI | https://doi.org/10.1108/DLP-02-2016-0007 |
| Pages | 253-269 |
| Author | Martin D. House |
| Subject Matter | Library & information science,Librarianship/library management,Library technology,Records management & preservation,Information repositories |
Implementing the open-source
Koha-ILS at the Deutsche
Schule Charlotte
Martin D. House
Library Services, Central Piedmont Community College, Charlotte,
North Carolina, USA and Library, Deutsche Schule Charlotte, Charlotte,
North Carolina, USA
Abstract
Purpose – This study aims to present the successful implementation of the Koha-integrated library
system (ILS) for libraries that seek an open-source alternative. This study is best suited for small
libraries with limited collections and limited funding. The selection process between Koha and
Evergreen is described, as is cataloging, patron setup and library workow changes. Finally, lessons
learned are presented.
Design/methodology/approach – This is a case study which describes the events as they occurred
between 2013 and 2014.
Findings – The Koha-ILS appears to be the open-source system with the most online support, easiest
to install and manage. Although the experience of libraries may vary, the Deutsche Schule Charlotte
library took the pragmatic approach. Koha was chosen because it could be successfully installed, had an
intuitive and web-based interface and could be easily explained to volunteers.
Research limitations/implications – This is a single case study at a very small library.
Practical implications – This study broadly demonstrates the requirements for implementing the
Koha-ILS and how it can be accomplished even with library volunteers.
Social implications – The Koha-ILS can be a good alternative, despite limitations, for small libraries
who need a robust ILS system with few bells and whistles.
Originality/value – This study presents a nite view of the implementation and use of the Koha-ILS.
The physical setting, availability of capable volunteers and administration’s willingness to experiment
with a system may not be reproducible in other locales.
Keywords Libraries, Koha, ILS, Case study, Evergreen, Open source
Paper type Case study
Overview
The purpose of this study is to describe the process of selecting and implementing
the open-source Koha-integrated library system (ILS) at the Deutsche Schule
Charlotte (DSC – German School of Charlotte), a German language immersion school
in Charlotte, NC. The DSC was established in 1974 (www.dsclt.com) and is the oldest
German language Saturday school in the Southeastern USA (Belluz, 2015a).
Partially funded and fully accredited by the Federal Republic of Germany, the DSC
offers a unique educational experience to students. Not only is the curriculum
focused on language immersion but it also offers accredited diplomas for the
mastery of the German language. Accredited by the American Association of
Teachers of German, these diplomas are somewhat equivalent to mastering German
The current issue and full text archive of this journal is available on Emerald Insight at:
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Implementing
the
open-source
Koha-ILS
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DigitalLibrary Perspectives
Vol.32 No. 4, 2016
pp.253-269
©Emerald Group Publishing Limited
2059-5816
DOI 10.1108/DLP-02-2016-0007
at a college graduate level and provide one of the most critical components to
gaining acceptance to German universities (Belluz, 2015a).
Broadly speaking, the mission of the school is to not only provide German immersion
but to also foster an appreciation of the German culture (Belluz, 2015a). Located in
Charlotte, NC, the area is home to approximately 100 German companies and 50
additional rms from Switzerland and Austria (Belluz, 2015a). The mission of the DSC
considers bilingual education a necessity of living in a global economy (Belluz, 2015a).
All of this is provided to students during the 3.5 h of operation each week.
As the DSC is a Saturday school only, it does not have a building to house
operations. Instead, the premises of the British International School of Charlotte
(BISC) are rented for use only on Saturdays. This has been a successful and mutually
benecial partnership; however, not owning a physical space brings a myriad of
organizational challenges. This is especially true for the volunteer-run library. The
DSC collection shares the space used by the BISC and only uses about 10 per cent of
the total shelving. In addition, there are no service desks or any dedicated computers
for library volunteers.
An average year brings about 150 students to the school, along with their parents and
requisite DSC staff. The actual number of patron served hovers around 200-220 per year as
parents are also allowed to checkout materials. Because of the signicant space limitations,
the location of circulation functions, cataloging and collection maintenance had to be
changed (Belluz, 2015b). Library services are further complicated in that library staff need to
be bi-lingual, as the school serves both native and non-native speakers.
To put these numbers into perspective, eight to ten classes come through the
library each Saturday, teachers require assistance and then circulation issues must
be addressed. This means that conversations about overdue or lost materials must
be conducted in two languages. The combination of number of patrons to be served
in a 3.5-h window, the limited physical space, lack of resources in general and
conducting conversations in two languages slows down the overall check-in and
check-out process. Additionally, students need to be monitored in the library, and
the collection must be maintained.
Prior to the implementation of the Koha-ILS, the volunteer staff library had
difculties not only nding enough volunteers to help with the card and stamp
check-out system, but often had difculty managing the circulation process in a
timely manner.
An additional constraint is that library volunteers only have access to the
building and the collection during DSC operation hours. The school is in session
from 10:00 a.m.-12:00 a.m. every Saturday, between September and May. Although
the teaching faculty generally arrive earlier on Saturday to prep the classroom and
meet after school, library volunteers generally arrive early enough to open the
library at 9:15 a.m. The library closes 10 min prior to dismissal, at 11:50 a.m., to give
volunteers time to pack up materials and meet their children at the classroom.
Rarely are library volunteers able to arrive early or stay extra hours. When the
school is not in session, for example, during the summer or winter holidays, no one
has access to the BISC building. These realities limit the amount of work that can be
completed and represented signicant challenges when attempting to upgrade to an
online system.
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