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So, You Want to Be a Systems Librarian?
by Marianne Foley
When I tell people that I am a systems librarian, they frequently ask: "What does that mean?" Unfortunately, there is no standard response, because descriptions differ greatly among libraries. A systems librarian may administer the OPAC, serve as the library webmaster, or manage online databases. One systems librarian may oversee a few "dumb terminals" with access limited only to the catalog, while another supervises multiple computer labs with an array of equipment and applications. Below I describe my experience in this burgeoning field of librarianship, discuss some of the problems I have encountered, and provide recommendations for librarians and library students who may be considering systems librarianship.
Great Expectations
I took on the role of systems librarian at a college library slightly less than a year ago, after spending two years as a reference librarian in a university. Prior to entering library school, I taught college mathematics, worked as a biostatistician, and toiled as a systems engineer. Systems librarianship seemed like an ideal way to combine librarianship with my technical background. During my interview, the position was described as a liaison between the library and the campus computing services department; in other words, the person to monitor the status of library computers and report problems to computing services. At that time, the library contained 166 workstations, with approximately 100 devoted to student use.
Reality
Since I have been in the position, the number of computers I manage has grown to almost 230 (about 170 for student use), primarily because all general computer labs on campus have been relocated to the library. Most of the computers are PCs with the Windows 98 or XP operating systems, although we also offer a few eMacs. In addition to computers and their peripheral components, I have responsibility for a host of software applications, including the full Microsoft Office Suite, e-mail functions, web browsers, statistical and mathematical applications, several programming languages, and sophisticated graphic design software. I also oversee a digital printing network, an electronic classroom, and the only public photocopiers on campus.
Networked printing consists of several laser printers and a pay-for-print system that charges patrons a nominal fee while allowing staff to print for free. This system controls printing by collecting files before they reach the printers, deducting fees from student debit cards through the use of an attached card reader, and then sending the files on to the printer. The photocopiers also utilize debit cards, although they are not networked. I have ultimate responsibility for the debit card system as well. My staff orders the cards, maintains the machines that dispense cards, collects fees, deposits the funds, and provides patron refunds when problems arise.
Aside from managing equipment, I also supervise humans. Two clerical positions and a changing cast of over 20 student assistants report to me. The students assist patrons in the library computer labs.
So Much to Do, So Little Time
With a population of 12,000 undergraduates and graduate students, and as the only computer facilities on campus open to everyone, library workstations receive a lot of use and abuse -- which leads to frequent problems. The print management system has many points at which the process can break down: the printers, the network, the card reader, the antiquated computer that controls the system, and, of course, the user. Add to that minimal expertise on campus and a manufacturer in New Zealand, and you have the potential for many hours of downtime. The photocopiers spend a great deal of time "out of service" due to a poor design and very heavy use.
When I began the job, many of the existing student assistants either lacked basic technology skills or did not grasp the concept of the "work ethic." Within two months of starting, I had to fire a student for repeated insubordination -- something library school courses rarely address.
I have since discovered that the "systems librarian as liaison" scenario described during my interview was idealized. Computing services personnel are located in a separate building and rarely understand the pressing nature of help calls from the library. Consequently, I spend a great deal of time performing tasks that computer services should carry out: diagnosing and repairing malfunctions (both hardware and software), investigating network faults, answering complex technology questions, and averting printing disasters. At the same time, I am expected to work at the reference desk and fulfill the many requirements of a tenure-track faculty position.
Solutions
Needless to say, my "To Do" list soon comprised an entire notebook. Fortunately, my director heeded my requests for help and agreed to hire a technically savvy student assistant who has proven to be a godsend. He repairs most of the hardware problems, solves many software conundrums, and has developed a good rapport with library staff. The library is considering replacing the photocopiers before the current contract expires. Computer services plans to upgrade our print-management computer with a less archaic model.
To alleviate problems with the student assistants, I developed a skills test to evaluate prospective hires, installed a time clock to increase accountability, and created guidelines that specify duties and expected behavior. Consequently, most of our student assistants are now more knowledgeable and conscientious.
Recommendations
Needless to say, a systems librarian differs from the traditional concept of a reference librarian or cataloger. Depending upon the library, systems librarianship may present a stimulating addition to conventional tasks or it may define a position unto itself. In the latter case, extensive technology skills would be the ideal. However, any software or hardware experience will prove helpful, as will common sense, a basic understanding of human nature, a desire to learn, and a sense of adventure. Finally, keep in mind that "librarian" intentionally appears in the term "systems librarian."
Marianne Foley is a Senior Assistant Librarian at Buffalo State College in Buffalo, NY, with the title Systems Librarian. She holds an MLS, an MA in Statistics, and an MS in Electrical Engineering. She can be reached at foleym@buffalostate.edu.