the associated fees, which can add up throughout the life of a contract. The UK Government’s Technology Code of Practice (TCoP) and the Digital Transformation plan include great guidance on the UK’s digital strategy, as well as tips on how digital tech- nologies can save money. The TCoP point 3 is to be ‘be open and use open source’ and remarks on how you could benefit from lower implementation and running costs.
It is not necessary to possess pro- gramming and technology skills within your team to operate an open source library system (although if you do have these skills, it is a fantastic opportunity to get involved!). Companies are avail- able throughout the UK that specialise in providing implementation, data migration, maintenance and support services for the many different open source library systems available within the market to meet your needs – and PTFS Europe is one of these.
For libraries: Review the software and systems you are using and the proprietary or open source nature, the principles they represent, and where you can get the best value for money whilst meeting your member needs.
For vendors: Open source software provides great alignment with the
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principles of libraries around community and open exchange, consider whether you can include these elements in your offering.
Working together The best way to get the most value out of any supplier is by building a lasting and transparent relationship, rather than seeing them in opposition to your goals. Good suppliers will want to have long- term open relationships with libraries – even if they do not currently supply them. By taking the time to engage in these relationships, libraries can properly assess which systems are right for their organisation and will therefore add the most value to the organisation in the future. Librarian time is valuable and scarce, but procurement of a new library system can be expensive and is a decision that lasts for many years. It is worth investing time in.
With restricted budgets and staffing levels, librarians often cannot attend supplier events and showcases, making it difficult to engage with vendors on a personal level or compare options in person. The worst type of procurement process is one that surprises the supplier market and does not engage suppliers in good market evaluation sessions before the formal process actually takes place.
For libraries: Be as open as you can
with your current and potential vendors about your needs, userbase, and con- straints, giving them the opportunity to support you, provide appropriate solutions, and appropriate tenders when procuring. When initiating the formal procure- ment process for a new library system, scan the market and ensure that your requirements allow for the most inclu- sive procurement process that meets the library’s needs, avoid unnecessarily disqualifying possible suppliers before they even apply.
For vendors: Adapt to ‘meet libraries where they are at’ with remote outreach or in-person visits, respecting potential time and budgetary constraints.
In Brief
It may feel like there’s a lot of pressure when selecting suppliers and library systems, however with transparency and an understanding of each other’s needs, great things can happen. An open dialogue with your vendors and effective engagement in the procurement process can support the library by helping to control costs, expanding your service offering, and engaging your members. We hope that this guide gives both libraries and vendors helpful tips and advice on how to make the most out of their relationship. BG
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