This document provides information and worksheets to assist with merging multiple hospital libraries into a single integrated library. It includes templates for assessing the infrastructure, collections, staffing, user base and electronic resources of each library. The goal is to identify areas of overlap and opportunities for cost savings after integration. Worksheets collect data on the physical layout, furniture, technology assets and network of each library. Other templates inventory collections by format, subscriptions, personnel and user demographic statistics. The document aims to facilitate the planning process for merging libraries to ensure a smooth transition.
1. Proven Practice Merging Libraries Geisinger Health Sciences Libraries
Table of Contents
Part 1 – Proven Practice Merging Libraries Workbook
Part 2 – Checklist Post-Merger Worksheet
Supplementary Material – Link to download excel version: Checklist & Proven Practice Merging
Libraries Workbook
https://www.amazon.com/clouddrive/share/S96LdyDrWuV5IAePmloBuCCQzLyozCAtuIemGlZtsi1?ref_=c
d_ph_share_link_copy
2. Checklist Pre-Merger Workbook
Proven Practice Merging Libraries Workbook: Infrastructure Tab 2016 Geisinger Health Sciences Libraries
A. Physical Space
Dimensions
Square Feet
Code Standards met
Floor Layout
Flooring
Wall Structure
# Offices/Rooms
(meeting/labs/break )
Staff Work Areas (open )
Storage
B. Furniture
Work Stations (staff )
Work Stations (public )
Seating (public )
Tables (public )
Shelving
Other
C. Information Technology
Computers
Printers (color/BW )
Multifunction Printer
(copier/fax/scanner )
Other
Hardwire/Wireless Network
Connection
Network Access Portal
OS/Computer Platforms
Internet/Intranet
Security System/Virus
Protection
e-resource subscriptions
Management Systems
email/business applications
(MS Office Suite; Cloud
Services; etc. )
Other
HARDWARE/DEVICE ASSETS:
SOFTWARE ASSETS:
NETWORK INFRASTRUCTURE:
(ii) Information Needed: Library Infrastructure, Physical Layout & Information technology.
4. Checklist Pre-Merger Workbook
Proven Practice Merging Libraries Workbook: Contacts Tab 2016 Geisinger Health Sciences Libraries
Last Name First Name e-mail Address Business Phone Job Title Company
Directory of Primary Contacts
5. Checklist Pre-Merger Workbook
Proven Practice Merging Libraries Workbook: Staff Tab 2016 Geisinger Health Sciences Libraries
Professional
Para-
professional Other Status FTE Status Volunteer(s)
Hospital 1 0 0 0 0 0
Hospital 2 0 0 0 0 0
Hospital 3 0 0 0 0 0
Hospital 4 0 0 0 0 0
Hospital 5 0 0 0 0 0
Totals 0 0 0 0 0
Professional
Para-
professional Other Status FTE Status Volunteer(s)
Hospital 1 0 0 0 0 0
Hospital 2 0 0 0 0 0
Hospital 3 0 0 0 0 0
Hospital 4 0 0 0 0 0
Hospital 5 0 0 0 0 0
Totals 0 0 0 0 0
Professional
Para-
professional Other Status FTE Status Volunteer(s)
Totals 0 0 0 0 0
Current Library Personnel
Newly Acquired Library Personnel
Combined Library Personnel
(ii) Information Needed: Confirm personnel within each library to identify
individual and combined strength of library staffing needs.
a. professional (librarians; administrators)
b. para-professionals (specialized support-staff; administrative assistants)
c. other status (non professional; non para-professional)
d. FTE Status
e. volunteer(s)
6. Checklist Pre-Merger Workbook
Proven Practice Merging Libraries Workbook: Numbers Tab 2016 Geisinger Health Sciences Libraries
Total Beds Physicians Nurses
Patient
Admissions Total Employees
Hospital 1 0 0 0 0 0
Hospital 2 0 0 0 0 0
Hospital 3 0 0 0 0 0
Hospital 4 0 0 0 0 0
Hospital 5 0 0 0 0 0
Totals 0 0 0 0 0
Total Beds Physicians Nurses
Patient
Admissions Total Employees
Hospital 1 0 0 0 0 0
Hospital 2 0 0 0 0 0
Hospital 3 0 0 0 0 0
Hospital 4 0 0 0 0 0
Hospital 5 0 0 0 0 0
Totals 0 0 0 0 0
Total Beds Physicians Nurses
Patient
Admissions Total Employees
Totals 0 0 0 0 0
Current Organization Information
Newly Acquired Organization Information
Combined Totals Organization Information
(ii) Information Needed: Collating the Numbers within each group to identify individual and combined strength of
user groups. This is primarily used to help determine product needs; staffing requirements; and subscription pricing.
i. Institutional
a. # Beds
b. # physicians
c. # nurses
d. # patient admissions
e. # employees - Total
8. Checklist Pre-Merger Workbook
Proven Practice Merging Libraries Workbook: Vendors Tab 2016 Geisinger Health Sciences Libraries
No. Vendor Product
Subscription
Start Date
Subscription End
Date Renewal Date Subscription Cost Pricing Structure
Number
Concurrent
Users
IP
Validation
Access Contact email Phone
1
2
3
4
5
6
No. Vendor Product
Subscription
Start Date
Subscription End
Date Renewal Date Subscription Cost Pricing Structure
Number
Concurrent
Users
IP
Validation
Access Contact email Phone
1
2
3
4
Current Library Electronic Subscriptions
Newly Acquired Library Electronic Subscriptions
(ii) Information Needed: Confirm what electronic products within each library to identify individual and combined strength of e-subscriptions.
a. vendor
b. product
c. Subscription
d. access structure
9. Checklist Pre-Merger Workbook
Proven Practice Merging Libraries Workbook: Vendors Tab 2016 Geisinger Health Sciences Libraries
5
6
No. Vendor Product Overlap Unique
Cost to Integrate
Subscription
Savings to
Eliminate
Subscription
Projected
Subscription
Renewal Cost
Concurrent
User Changes
IP
Validation
Access Notes 2 3
1
2
3
4
5
6
Combined Library Electronic Subscriptions
10. Checklist Pre-Merger Workbook
Proven Practice Merging Libraries Workbook: SERHOLD Tab 2016 Geisinger Health Sciences Libraries
ISSN e-ISSN Journal Title Publication Date Continuation Notes Holdings Changes Acquisition Status
Newly Acquired Library SERHOLD Report
11. Checklist Pre-Merger Workbook
Proven Practice Merging Libraries Workbook: Print HoldingsTab 2016 Geisinger Health Sciences Libraries
Type Title ISSN ISBN-10 ISBN-13 Start Date End Date Copyright Publisher Vendor
Newly Acquired Library Print Holdings: Collection & Subscription(s)
12. Checklist Pre-Merger Workbook
Proven Practice Merging Libraries Workbook: Statistics Tab 2016 Geisinger Health Sciences Libraries
Column1 Column2 Column3 Column4 Column5 Column6 Column7 Column8 Column9 Column10
Newly Acquired Library Statistics (year)
(ii) Information Needed: Newly Acquired Library Statists for specified time range.
ii. Captured in whatever format the library utilizes
a. Captured data example b. Customize Your Table Format
1. Collection Use 1. Column Name
2. Database Dashboard 2. Data entered relative to statistics captured
3. User driven information 3. Data collated relative to library need
*This table is set up as an example, you may customize it to your information need or use your current statistic table.
13. Checklist: Post-Merger Worksheet
Proven Practice Merging Libraries Geisinger Health Sciences Libraries
1. COLLECTIONS
a. Electronic
i. Add IP addresses
ii. Amend license agreements
iii. Pay invoices and transfer costs
b. Print and/or fiche/film
i. Weed all outdated and most of the duplicate texts
ii. Keep both a small reference and a small circulating collections
iii. Discard print and microfiche journals which duplicate or overlap owned e-
journals
c. Merge the contents of the library’s card or electronic catalog into the common
online catalog
d. Merge e-resources management into common vendor
2. INTERLIBRARY LOAN
Eliminate BSHL, other free reciprocal ILL arrangements
Merge the incoming library’s unique journals into the primary library’s SERHOLD
records
After a transition period, eliminate the secondary Docline account
Add QuickDoc
3. PHYSICAL SPACE
Renovate and resize the physical library, if necessary
Replace or discard furnishings, if necessary
4. PC WORKSTATIONS
Increase the number of pc workstations for the public (primarily employees)
On Geisinger network, not legacy network
Configure these workstations to the standard auto login process used in the
Danville library.
5. STAFFING
a. Retain existing staff
b. Train staff to use and to teach the use of all available e-resources
c. Infrastructure tools
i. QuickDoc
ii. DeskTracker
iii. Electronic resources management
6. MODIFY PROCEDURES AND PROCESSES FOR CONSISTENCY
7. MARKET NEW RESOURCES AND EDUCATE NEW USERS
14. Contact us at :
h s l @ g e i s i n g e r . e d u
OR
L o c a t i on s :
Geisinger Medical Center, Main Campus, Danville
Geisinger-Wyoming Valley Campus, Wilkes Barre
Geisinger-CMC Campus, Scranton
Geisinger-Lewistown Hospital Campus
Lewistown Holy Spirit Hospital- A Geisinger Affiliate, Camp Hill
Community Health Library, GMC Main Campus, Danville