Adequate computer hardware and software are essential to the delivery of information in today's libraries and to the efficient management of those libraries. Rapid changes in technology require that a well-managed library have a systematic plan for upgrading and replacing computers to ensure that it offers access to the most basic services.

The State Library acknowledges that no publicly funded agency or private, non-profit education institution can guarantee that resources/funds are available at all times. Having an equipment replacement policy in place can assist in allocating available resources and in making the best use of existing resources.

The following key components should be considered when developing an effective equipment replacement policy (examples of these elements are italicized).

1. General statement of need for policy.

Brevard College provides many and various information technology resources for use by the Brevard College community to support its educational mission. The use of these resources must be consistent with the goals of the college. All members of the Brevard College community are expected to act responsibly and to follow the college's guidelines, policies, and procedures in utilizing information technology and electronic networks accessed by such technology. All rights granted are also governed by the regulations of Brevard College and local, state, and federal laws.

Due to advances over the past decade, it has become apparent that change in the area of Information Systems (IS) is perhaps the only constant. While it would be desirable to purchase a computer or build a network that would need no further modification, unfortunately the reality of the situation dictates that a truly effective IS will always need to be dynamic. The purpose of this policy is to set forth those guidelines.

This policy applies to all computer and telecommunications systems and refers to all hardware, data, software and associated communications networks. In particular, this policy covers computers ranging from multi-user timesharing systems to single user personal computers, whether freestanding or connected to the network.

Brevard College
Computer Upgrade & Replacement Policy

 

2. Replacement cycle.

Rapid changes in technology require continuous upgrade and replacement of computer equipment to guarantee access to information resources. A replacement cycle of three to five years is strongly recommended.

Technology has become an essential means of conducting library business. Computer equipment is basic to the effective execution of duties of library staff in all areas of library service and to the public for accessing current information or materials not owned locally in print format. Acknowledging the rapid pace of changes in technology, the Rockingham County Public Library plans for the replacement of computer equipment on a schedule in keeping with the best practices of industry, currently every three to five years.  In cases of insufficient funding to address all of the identified needs, priorities will be established based on (1) number of computers available on site, (2) usage, (3) critical nature of work. Supplemental funds will be sought as necessary to address gaps in need.

Rockingham County Public Library
Computer Equipment Replacement Policy

 

Computers in the library will be upgraded at a minimum of every five years. Computers will be upgraded before that time if necessary to accommodate software releases/upgrades to the library automation system, or to enable access to new and/or improved electronic resources.

Davidson County Community College
Policy for Library Computer Upgrades

 

3. Designation of categories/levels of computer usage.

The level of capacity of a particular computer should reflect the tasks it is required to do. A computer that is used for multimedia applications will require greater capacity than one that is used solely for word-processing.

With the growing number of library resources being made available in electronic formats there is a need to plan for the inevitable upgrade or replacement of computer equipment. The diverse system requirements of technological resources in a library environment allow for a gradual shifting of equipment from one function to another, using more powerful computers in higher technological environments and older computers in more limited environments. In this manner the lifespan of a computer can be increased through intelligent use of its available resources. Each computer in the library will be evaluated on a yearly basis with regard to its ability to process the information resources being made available through it. New computers will be configured as integrated research stations, including access to every information resource (Internet, CD-ROM, Online Catalog) in the library. As new computers are purchased, the older computers will be moved to more limited use areas or applications. There are four general levels of use.

 a) Integrated Research Station - Access to every information resource

b) Online Catalog Terminal - Limited Internet access to other information resources

c) CD-ROM network station - No Internet or online catalog applications

d) Single use applications - Print server for a computer group, additional circulation terminal, etc.

Pfeiffer University Library
Equipment Replacement/Update Policy

All computers within the SCPL inventory and in general use by staff or public will have one of the following designations applied: Comprehensive, Basic, or Limited

"Comprehensive" indicates a high-end, network ready computer, capable of performing an extensive variety of applications - including multimedia and Internet access - within a graphical operating environment.

"Basic" indicates a mid-range, network ready computer, capable of performing a variety of select applications - including adequate multimedia and/or Internet access performance - within a graphical operating environment.

"Limited" indicates a low-end computer adequate for performing a few select applications - ideally but not necessarily within a graphic operating environment.

Stanly County Public Library
Equipment Replacement Policy

4. Plan for redeployment of computers.

To extend the life span of computing resources, it may be desirable to implement a plan so that as computers are purchased, older machines are shifted to tasks that require less computing capacity.

As existing Comprehensive machines are replaced, their designation will be appropriately downgraded and they will then be reallocated to less intensive use within the library. Said reallocation(s) should have the effect of removing the lowest-end machine from general staff and public use.

Stanly County Public Library
Equipment Replacement Policy

 

Recognizing that different tasks require different computing resources, BCPLS will use the follow categories to distinguish computing needs:

1. Special Use

Items in this category would include specialized equipment such as large screen multimedia computers, Internet servers, automation servers, laptops, or other unique configurations. The replacement cycle for these items will be evaluated case-by-case with no standard replacement period. Upgrades (i.e. memory, disk space, etc.) may be more appropriate than replacement.

2. Current Technology

This category would include most public and some staff workstations (i.e. PAC, Internet, applications, CD-ROM, Multimedia). Specifications for these machines should be evaluated yearly at a minimum and preferably every six months. BCPLS will use the minimum standards for computing equipment established by the State Library of North Carolina as a guideline in determining specifications for this category of computer. The replacement cycle for these items will be set at three years. Initial emphasis will be on processor speed. Upgrades to memory and disk space will be considered to improve performance.

 3. Standard Office

This category will include most staff workstations and some customer workstations. Workstations in this category will generally be configured to run office software such as word processing and spreadsheets. Upgrades will not be done unless special circumstances warrant. Generally, new machines will not be purchased for this category. Just replaced Current Technology units will be made available as Standard Office replacements or additions.

4. Minimum Automation

This category will include those staff workstations used primarily for automation and those machines which are dedicated to supplementing or offloading a server function (i.e. running TAP or loading MARC records). Workstations will be configured primarily to run automation software. Office functions such as word processing and spreadsheets will not be emphasized. Upgrades will not be performed on these units, however replacement components (i.e. floppy drives) will be considered. New units will not be purchased for this category unless warranted by special circumstances. Just replaced Standard Office or Current Technology units will be made available as Minimum Automation replacements or additions. Cast off units from this category will be disposed of as surplus equipment in accordance with BCPLS policy.

Burke County Public Library System
Computer Equipment Replacement/Upgrade Policy

 

5. Established cycle for review of policy.

The policy should be reviewed at regular intervals and should include the date adopted/modified.

 

6. Standard specifications for equipment purchases.