Category Archives: Library Development Office

New Directors Workshop 2024

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On Aug.15, 22 new Indiana public library directors attended the annual New Directors Workshop at the Indiana State Library. The workshop is a chance for new directors to meet each other, as well as Indiana State Library staff, and to receive an orientation to their many duties. Public library consultants Hayley Trefun and Angela Fox hosted the workshop, and various other State Library staff and Indiana public library directors presented on multiple topics.

The workshop offered an orientation to the many resources of the guidebook and its 19 chapters that inform directors on the many tasks and responsibilities necessary for the day-to-day management of public libraries.

The opening presentation focused on the distinct roles of the director versus the board, including standards and library laws. Additional presentations covered certification and resource sharing – including Indiana Share, INSPIRE and Evergreen Indiana. The morning concluded with a walking tour of the Indiana State Library, where participants visited and met staff from the state’s Talking Book and Braille Library, Genealogy, Indiana and Reference divisions.

In the afternoon, directors learned about employment practices and workers’ rights from Beka Lemons, director of the Huntington City-Township Public Library, and budgeting from Lynn Hobbs, director of the Pendleton Community Public Library. Directors received an overview of the E-Rate program and State Board of Accounts. Finally, Kyle Hickman from the Indiana Library Federation closed out the day with an inspiring invitation to participate in the state’s professional association and activities.

A second-day follow up conference was held via Zoom on Aug. 20. The follow-up conference included presentations from Jamie Scott, director of the North Madison Public Library; Michella Marino, deputy director of the Indiana Historical Bureau; and Amy Christiansen, records management liaison at the Indiana Archives and Records Administration. The workshop concluded with an overview of the Professional Development Office and Children’s Services from the Indiana State Library by Paula Newcom.

New directors who begin after this year’s workshop was held can expect to receive an invitation to the annual workshop in the summer of 2025, or can contact Hayley Trefun for more information.

This blog post was written by Jen Clifton, Library Development Office.

SRCS ending Sept. 30

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The difficult decision was made to discontinue SRCS, the Statewide Remote Circulation Service, after nearly eight years. Through SRCS, nearly 200 libraries were able to borrow and share materials via interlibrary loan. Beginning Sept. 1, 2024, these material requests should be sent through Indiana Share, the Indiana State Library’s mediated service hosted by OCLC, as SRCS will cease operations on Sept. 30. Indiana State Library staff will review and process each request received, and requests can be sent to local, Indiana or even out-of-state libraries upon a borrower’s request.

While SRCS was in place, there was a limit to the number of requests that could be sent through Indiana Share. To help with the transition back to Share, all fees for the program will be eliminated and there will be no caps on the number of transactions that libraries can request for the first year. The Indiana State Library will evaluate the feasibility of continuing those changes to the Share program going forward.

The Indiana State Library also encourages libraries that are heavier interlibrary loan users to consider subscribing to OCLC First Search, which allows libraries to place their own requests for materials, as well as lend their own items. The State Library holds a First Search license for the state and provides a subsidy to offset the cost. Interested libraries should contact Stephanie Asberry by Sept. 1, 2024.

A training on Indiana Share is scheduled for Aug. 19, 2024, at 10 a.m. Eastern Time to go over the system. Libraries can register for this Zoom training here. A recording will be made available for those unable to attend.

This blog post was written by Jen Clifton, Library Development Office.

Indiana resource sharing update – May 2024

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A lot of positive things have been happening in resource sharing these past few months, so we wanted to provide an update on how books are currently moving around the state.

InfoExpress courier service
We are pleased to report that the InfoExpress Courier Service, currently operated by Indianapolis’s NOW Courier, has almost completely recovered, and over 90% of expected stops are being made weekly. The Indiana State Library truly appreciates everyone’s patience and willingness to help with the recovery process, whether it was reporting missed stops, or visiting the Indianapolis warehouse to collect items.

The renewal period is open for participation for the 2024-2025 service year, with registrations being due June 1. Claims for lost materials are still being collected for any materials that were lost last summer during the courier transition. Indiana State Library staff encourage any libraries with extra shipping bags to return those to the State Library at their convenience, as supplies are running low. Finally, please let the InfoExpress coordinator know if your library will be closed for any portion of the summer.

Discovery to Delivery Conference
Plans are underway for this year’s Discovery to Delivery Conference, tentatively scheduled for Friday, Oct. 11, 2024. Two big changes this year will include a change of venue – Ivy Tech Community College – Bloomington – and a new virtual attendance option for many sessions. State Library staff are happy to be working with members of ALI and their Resource Sharing Committee on plans for the conference. A save the date announcement will be shared widely soon, as well as a call for proposals for conference sessions for anyone interested in presenting.

SRCS
The current SRCS contract with Auto-Graphics, Inc. expires Sept. 30, and the Indiana Department of Administration is currently completing the request for proposals – also known as an  RFP –  process for the continuation of the service which is required to be bid out periodically. A committee of State Library staff and volunteers from public and academic libraries statewide have reviewed the proposals, have participated in product demonstrations and have submitted recommendations to IDOA. The results of this RFP are still forthcoming, and the State Library will notify libraries about any upcoming changes to the service or its providers as soon as they are known.

Evergreen
Evergreen Indiana continues to grow, most recently welcoming the Morrisson-Reeves, Jasonville and Owensville Public Libraries, for a total of 132 of Indiana’s 236 public libraries sharing a catalog and transiting materials between each other.

The consortium also welcomes Courtney Brown, previously the Indiana State Library’s Southeast regional coordinator, as the new Evergreen Indiana Consortium director. We truly thank Ruth Davis for all her years of service and dedication to the consortium and Resource Sharing Committee, and wish her well in Virginia!

This blog post was written by Jen Clifton, Library Development Office.

State Libraries around the states

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“If you’ve seen one state library, you’ve seen one state library.” This quote, origin unknown, is a common joke shared among state librarians and library staff. While every state, Washington D.C., and a couple U.S. territories have a state library, these libraries are as different as the states themselves.

The purpose of a state library is primarily to collect and develop collections relevant to their state, while providing support to the residents and libraries within the state. What these services are, and the extent of these services, varies from state to state based on each state library’s mission, availability of funding, location and geographic area or size of the state.

The Tennessee State Library.

Some state libraries, like the Indiana State Library and Tennessee State Library & Archives, have buildings that are open to the public to visit and browse, and most seem to be located in the state’s capital, sometimes even adjacent to the capitol itself. Others, like the Montana State Library, are governmental offices, operating more like an archive or state agency, with little to no public-facing component. The Indiana State Library supports 236 independent, locally governed and funded public library systems across the state, while the Hawaii State Library operates all of the public library buildings across the islands as one large library system operated by the state.

The Great Hall of the Indiana State Library.

The governance of state libraries varies, too. Some are under their state’s Department of Education. Some are governed by their state’s Secretary of State. Some, including Indiana, are independent state agencies reporting directly to their governor. State library funding is usually dependent on the state’s budget, although all states receive federal funding via the Institute of Museum and Library Service’s Grants to States program. Some states receive additional funding through grants and foundations or gifts.

State libraries are commonly led by a State Librarian, or “chief.” They serve as the director or manager of their state system, as well as a trusted advisor for libraries of various types across the state. State librarians usually, but not always, have a library background with a Masters of Library Science and years of management experience. However, in some states, like Illinois, the Secretary of State appoints the State Librarian. There is a national network for these state librarians called COSLA, or the Chiefs of State Library Agencies, which provides support for these individuals as they lead their state’s library communities and navigate difficulties such as state budgets and intellectual freedom challenges.

A recent meeting of chief officers, as featured on the COSLA website.

COSLA regularly convenes these chiefs in national meetings, in person and virtually. In addition to the chiefs meeting, there are numerous ways for other state library staff to connect with staff of other state libraries. Continuing education specialists convene annually to talk about improving and developing new learning opportunities for library staff. Library development directors (like me!) meet informally weekly via Zoom to chat about news from and issues affecting their states’ libraries and occasionally meet in person at larger library conferences. Other services that state libraries have in common include administering interlibrary loan services, databases, operating their state’s federal depository and facilitating National Library Service for the Blind and Print Disabled services.

While they may differ in location and governance, one thing all state and territorial libraries share is a passion for library services, and tailoring those services to their own unique state.

This blog post was written by Jen Clifton, Library Development Office.

InfoExpress statewide courier service – December update

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NOW Courier has continued to move Indiana library materials out of their warehouses -both main and annex locations – and back in to Hoosier readers’ hands. In the past month, Indiana State Library administration and Library Development Office staff had a chance to visit NOW’s new location on the east side of Indianapolis and see their sorting operation in action. NOW has a team of four dedicated sorters who are moving quickly through old, often mislabeled items, as well as new shipments being picked up and returned to the warehouse. While NOW’s priority is to deliver these materials themselves, a few Indianapolis-area libraries were invited to pick up their materials in order to speed up the process and help make room in the warehouse and loading area. Several libraries reported receiving full pallets of materials in the first two weeks of December, which is promising. NOW is continuing to sort the 50 remaining gaylords – large pallet-sized cardboard shipping containers – of materials shipped earlier this year and getting those materials out.

Additional signs of recovery include NOW delivery drivers making over 600 stops the week of Dec. 4, which is drawing closer to our normal service model of over 800 weekly stops. As NOW continues to hire drivers with appropriately-sized vehicles, libraries should begin to see their driver more frequently, in addition to more of their materials in the coming weeks.

The Indiana State Library will update libraries about the claims process – particularly how to submit bulk claims – and the 2024-25 subscription rates as soon as those are known in the new year. Until then, please continue to report service issues to the InfoExpress coordinator.

This blog post was written by Jen Clifton, Library Development Office.

InfoExpress statewide courier service – November update

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As we enter November, library courier service schedules have yet to return to normal. Indiana State Library staff continue to meet with NOW Courier, our current service provider, at least weekly to receive an update on progress since NOW assumed the contract in September.

To help alleviate some of the volume, Evergreen Indiana libraries underwent a second transit pause for two weeks in October to reduce volume in the system and allow the courier additional time to get caught up. This was helpful, and as of this week, NOW Courier staff tell us they have sorted through all parcels picked up from the previous courier. Even with this backlog resolved, many items shipped this summer are still in the system (either at the warehouse awaiting delivery, or at the shipping library awaiting pickup). Indiana State Library staff are asking libraries to refrain from submitting lost item claims until we have been notified by NOW Courier that only new items are in the warehouse.

NOW has been prioritizing locations with a large volume of items for delivery in order to clear space in their loading dock and annex locations. Most libraries have received at least one visit, and in some of the hub libraries schedules are drawing closer to normal. Unfortunately, we are aware that some library locations have yet to receive a visit, due to route staffing issues or volume prioritization. NOW reports they have hired four additional permanent drivers to the routes serviced by the central Indianapolis hub. This will helpfully improve service to Indianapolis libraries, the donut counties and even those further out serviced by this hub.

Indiana Humanities and the Indiana State Library have temporarily suspended their book club kit and other circulating kit services until service normalizes.

We are still far from normal service as subscribed. We encourage libraries that have not had any service since Sept. 1 to please contact InfoExpress. The Indiana State Library will continue to share updates with the library community at least weekly.

This blog post was written by Jen Clifton, Library Development Office.

Statewide library courier service update

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A new statewide library courier contract began on June 26. Over these past two months, the Indiana State Library has received feedback on the new service from the entire library community, including everyone from library patrons to directors and deans of academic libraries. Unfortunately, the new company was unable to keep up with the volume and complexity of Indiana’s public library routes. While their administration was capable and communicative and some promising progress was made during the two months, the impact on libraries was felt widely. Many deliveries were made in error or not at all, mostly due to staffing and driver issues. For these combined reasons, the Indiana State Library will be pivoting back to the previous courier service to carry out the current contract. NOW Courier will assume ownership of all library materials currently in transit on Sept. 1. They will utilize the week of Sept. 4 to sort materials received, and then begin delivering to library locations the week of Sept. 11.

In an effort to help the new courier start smoothly, resource sharing in state – including Evergreen Indiana, SRCS and Indiana Share – will be paused temporarily. Evergreen patrons may still borrow in person from all member libraries and place holds, but interlibrary transits will not be occurring until Sept. 17. Evergreen users will also have full access to the Indiana Digital Library eBooks and audiobooks during that time.

While not all details are known at this time (e.g., how long it will take resource sharing to return to normal), Indiana State Library staff will communicate these to library staff when known. Libraries are encouraged to make sure their contact information in InfoExpress is up to date, as well as subscribe to the InPubLib or INLibraries listservs. Unfortunately, this new contract will result in added expenses for the state library and subscribers. The Indiana State Library will assume the additional costs for the remainder of the 2023-24 service year, and State Library staff will communicate next year’s rates as soon as they are known.

Please note that there will be no InfoExpress pickups and deliveries the week of Sept. 4. Please enjoy the Labor Day holiday and continue to communicate any known issues with State Library staff via email.

This blog post was written by Jen Clifton, Library Development Office.

Vying for vendors – The state RFP process

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As a state agency, the Indiana State Library must follow state procurement rules whenever making a purchase or entering into a contract for goods or services. This is to encourage fair purchasing practices, while also helping keep costs low for the state. Some services that we regularly need bids for include:

  • InfoExpress courier service – We need a company that can handle the logistics of book delivery between nearly 400 library locations statewide.
  • INSPIRE – We need a suite of databases that can be accessed by all Hoosiers at any time of day, from any location within the state.
  • SRCS – We need a low-cost, unmediated service that can be used by patrons or library staff to request books from other library locations.

Whenever a new contract is needed, or a current contract is drawing near its expiration, the state library’s administration team reaches out to the Indiana Department of Administration, who initiates and guides the process. An IDOA employee is assigned to the project as a procurement specialist, and serves as a liaison between the library and potential bidders; ensuring a fair and neutral process without undue influence on library staff. The Indiana State Library also forms a team of reviewers and advisors, who may be from the library or other Indiana libraries. The team drafts an initial proposal that describes exactly what is needed and under what terms.

The state may post an RFP, a request for proposal; an RFQ, a request for quotation; or even an RFS, a request for services, depending on the type of contract and dollar amount involved.

At the beginning of the bidding process, a request for bids is posted to IDOA’s website. This is an invitation for all interested vendors to respond with information and a quote. These responses are compiled and reviewed by IDOA and then shared with the library’s team of reviewers and advisors. The reviewers complete a scorecard where they provide numerical scores and written comments over various aspects of the bid. The evaluation team may ask clarifying questions about the bids, and the bidders may be invited to make presentations demonstrating their product or service.

At the end of the process, IDOA collects all of the evaluations, tallies their scores, and puts them in preference order. To encourage supplier diversity, some additional scoring points are given to minority, women, or veteran-owned businesses. Vendors may be given one last chance to provide their BAFO, their best and final offer. Preference is typically given to the lowest-cost responsive bid. At that time, an award letter is written and sent to the winning bidder, and the other bidders are notified of the decision. Bidders may appeal if they believe a mistake was made. Finally, an announcement is shared with Indiana library staff that a new or improved service is available.

This blog post was written by Jen Clifton, Library Development Office.

Indiana Public Library Standards – ensuring the best possible library service for Hoosiers

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Did you know that every public library in Indiana is expected to have the following things?

  • A licensed director and staff.
  • Separate collections and spaces for adults, young adults and children.
  • Weekend hours.
  • A collection development policy.
  • Free public computers, and the ability to print or make copies.
  • A resource sharing service, or lending arrangement with at least one other library in the state.

These rules, and more, are known as the Indiana Public Library Standards. This law is found in Title 590, Article 6, of the Indiana Administrative Code, and serves as a list of requirements that libraries must meet to get access to Indiana State Library services, as well as receive state and federal funding.

The standards rules vary based on the size of a library’s population area. For example, large libraries that serve more people are required to be open for longer hours. Smaller libraries serving smaller or rural communities have some relaxed requirements, including education and work experience needed for their director.

The Indiana State Library’s Library Development Office determines which libraries are meeting standards annually by reviewing libraries’ policies and plans along with the self-reported responses to the Indiana Public Libraries Annual Report surveys. Most libraries have no problem meeting the requirement annually. For libraries with standards issues, Indiana State Library staff will follow up with the library and assist them in correcting their issues, if possible. Following this correspondence, the Indiana Library and Historical Board reviews standards issues and may find libraries not meeting the requirements to be “out of standards.” Libraries found out of standards can lose access to state-sponsored services, as well as funding opportunities.

The standards rules have evolved over the years and are evaluated every few years by Indiana State Library staff and a panel of volunteer library staff from public libraries around the state. The most recent review occurred in 2021 but did not result in any recommended changes to the legislation.

This blog post was written by Jen Clifton, Library Development Office director, Indiana State Library. She can be reached via email.

Meet Emma Woods, digital inclusion fellow

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Digital equity in Indiana is important because it’s necessary for access to essential services, civil and cultural participation, education and employment. This is why I am very excited to now be serving the Indiana State Library as their digital inclusion fellow!

I am an Americorps member serving through the American Connection Corps program run by the Purdue Center for Regional Development and Lead for America. In my previous role, I served the Uplands region of Indiana in developing county and regional-level digital inclusion plans.

I graduated from the University of Southern Indiana in the fall of 2021 with a bachelor of arts in political science and a minor in public relations. While in college, I found my passion for community building through my involvement in student organizations. This experience through Americorps has allowed me to continue growing my community organizing skills and make a difference in Indiana.

While serving with the library, I will be curating a digital inclusion plan for the state organization and presenting a three-part webinar series on what digital inclusion is, what resources are available and community implementation of digital inclusion strategies. I will also be promoting the various digital equity and inclusion programs within the libraries. I have included theses resources below as well!

Affordable Connectivity Program
The Affordable Connectivity Program is a Federal Communications Commission benefit program that helps ensure that households can afford the broadband they need for work, school, healthcare and more.

The benefit provides a discount of up to $30 per month toward internet service for eligible households and up to $75 per month for households on qualifying tribal lands. Eligible households can also receive a one-time discount of up to $100 to purchase a laptop, desktop computer or tablet from participating providers if they contribute more than $10 and less than $50 toward the purchase price.

More information can be found here. Click here to apply.

FCC Map Challenge
Recently, the FCC released a map showing broadband availability across the U.S. The National Telecommunications and Information Administration will use this map to guide the distribution of funding for building broadband infrastructure through programs such as the $42.5 billion Broadband Equity, Access and Deployment program. To make sure that the funding reaches the areas that need broadband most, residents and businesses are being asked to look at the map and verify that the information is correct.

Click here to view the map and to validate information. More information about the challenge process can be found here.

Indiana’s Digital Equity Plan Survey
As more activities take place online, it’s important that everyone has equal access so that all can take part in our society and economy. A survey about your electronic devices, internet access and use, and the difficulties you face will provide information for Indiana’s first-ever digital equity plan. The 10-minute survey can be found here. This is your opportunity to help Indiana become a state where digital equity is a reality!

This blog post was written by Emma Woods, digital inclusion fellow, Indiana State Library.