Press Release: Intelligent Material Management System for libraries

March 08, 2017

Scandinavia’s Largest Library Leads the Way in Intelligent Material Management

Scandinavia’s Largest Library Leads the Way in Intelligent Material Management

Aars, Denmark, March 8, 2017 – Currently 1,500 Danish public libraries and educational learning centers are in the process of becoming users of Cicero, a Joint Library System that will cover over 60million annual loans, a project considered one of the world’s largest within the Library Sector.

DOKK1, the main public library in the Danish city of Aarhus, also named the world’s best new public library in 2016 for its outstanding design, is in the process of transitioning to Cicero, the Joint Library System, and one of the critical processes in this transition is the implementation of Lyngsoe Systems’ Intelligent Material Management System (IMMS). Claus Broch Christensen, Senior Project Manager at Lyngsoe Systems, explains,” We have established and completed integration for Cicero in close collaboration with DOKK1 and Systematic. Allowing Aarhus Public Library to continue enjoying the high efficiency gains from IMMS.”

“IMMS is well-documented, which has been really valuable in designing the interface between Cicero and the IMMS,” said Anders Nørregaard, IT specialist at Aarhus Municipality and coordinator of the transition process. “Lyngsoe Systems suggested applying the IMMS in a way that avoids the need to scan numerous items as part of our transition.”

The IMMS is an RFID-based (radio frequency identification) IT and material management system that tracks the whereabouts of materials and optimizes the distribution of collections. Built to work seamlessly with Integrated Library Systems (ILS), the cloud-based system enhances material flows and brings patron service to a new level by expediting the handling, transporting and shelving of materials.

A Great Leap in Efficiency

“Our operations were already fairly streamlined, but I have to say the IMMS brought about a real step-change in efficiency,” said Susanne Hansen, Head of Logistics at DOKK1/Aarhus Libraries. “It has relieved our staff of strenuous routine work, freeing up time for direct patron service.”

Three years on, and the IMMS works continuously, monitoring an annual circulation of approximately two million materials managed by the library and its 18 local branches. It optimizes floating collections by directing materials to branches that need them, through advanced logistics algorithms preventing them from piling up elsewhere, as well as facilitating the library in locating materials on hold, and spotting and tracking errors.

“Human error can never be eliminated, and IMMS is great for dealing with this. It facilitates in identifying and tracking errors, handling them automatically without human intervention,” said Anders Nørregaard.

Material Hotel with Chaotic Shelving 

Unseen by patrons, DOKK1 has created a “material hotel” to solve the recurring issue of overfilled shelves in the public area, and the need for manual reshuffling of books.

The material hotel uses “chaotic shelving” that while sounding like a concept out of place in a library, Susanne Hansen says it saves time, as RFID chips allow quick identification of materials on the shelf, while mobile phones fitted with the IMMS app can quickly identify any specific item on a shelf. Staff are also using the IMMS app to feed information back into the system, correcting errors on the go.

Generating More Benefits

DOKK1, as with all the libraries in the municipality is presently transitioning to Cicero, a Joint Library System, and the IMMS facilitates this process by automating certain changes, such as adjusting the IMMS-ILS interface, thanks to its in-built flexibility.

Beyond this, the DOKK1 Library is set to tap into the full power of the IMMS. They plan to use it for automated lifecycle management to reduce excess copies.  In addition, they wish to apply the IMMS’ intelligence to optimize their physical displays.

“Our positive experience has sharpened our appetite for making the most out of the system,” said DOKK1/Aarhus Libraries’ Susanne Hansen.

For more information about Lyngsoe Systems and its products, please call +45 9698 0980 or write to our library team 

Read more about IMMS

Read our case story

Watch video from Aalborg Library

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About the DOKK1 library

DOKK1 is the main library of Aarhus Libraries, which manages 18 local branches as well as a floating collection of 870,000 materials. The acclaimed library building designed by Schmidt Hammer Lassen Architects spreads over 30,000 square meters, which makes it Scandinavia’s most spacious library.

About Intelligent Material Management System (IMMS) 

Using RFID chips, the IMMS continuously tracks materials and floating collections and manages the stock according to priorities set by the library. It offers a host of additional benefits and the flexibility to add further features as needs arise.

An initial impact evaluation of the IMMS carried out in 2014 for Aarhus and Copenhagen Libraries found several positive effects. Among others, these included a 15-40% reduction in time that staff spent on logistical tasks, a faster location of reserved materials, and faster discovery and tracking of errors. The survey also found the staff was happy with the enhanced workflows such as paperless holds and reservations shortly after the operation began, even though the IMMS required an initial learning curve due to a modernization of work routines.

Today, Danish libraries, ranging from the small to the country’s largest, can boast an IMMS. The feedback is positive in all cases, demonstrating the system’s adaptability and value across all library sizes.

About Cicero Library Management System

Cicero Library Management System is a modern and scalable administration delivered by Systematic. The System is a new back-end based on new technology that integrates with existing front-end solutions of all types. Cicero is scalable and can handle all the administrative processes associated with the service life of all the materials normally used in libraries. Further functionalities can be added from a suite of modular solutions and enable Cicero to meet each libraries particular requirements. Cicero Library Management System will be implemented in 96 of 98 municipalities i Denmark at the end of 2017.