A Complete Guide to an Integrated Library System (ILS)
An integrated library system (ILS) combines cataloging, acquisitions, circulation, reporting, and public access in one platform. It helps your library work faster and provide quality service to patrons.
This guide covers everything you need to know about an integrated library system, including its definition, types, modules, and benefits.
TL;DR
- An integrated library system (ILS) is software that manages cataloging, acquisitions, circulation, reporting, access, research requests, patron records, and more in a unified platform.
- This single database keeps collection and patron data accurate, organized, and accessible, which can simplify daily workflows.
- Libraries can choose from different types of an ILS, with open-source or proprietary systems being the most common types. Each type is delivered via the cloud (most popular) or on-premises.
- Modern integrated library systems improve resource discovery, staff productivity, user experience, and data security.
- Soutron Global offers web-based, flexible, and feature-rich integrated library solutions for public libraries, government libraries, and special libraries, such as corporate or law libraries.
What Is an Integrated Library System?
An integrated library system (ILS) is software that manages a library’s main operations through a single, shared database. It’s also known as a library management system (LMS).
An ILS helps you store and organize data about your library’s collections, patrons, and transactions in one place. Each record in the system includes a unique ID that lets you track patron and item activity.
An ILS usually has three main components: a relational database, software to process that data, and two graphical user interfaces that provide access to materials in the database. One interface is accessible by internal staff. Meanwhile, the other is for their users, such as a corporate search portal for business users, or an Online Public Access Catalog (OPAC) for public library patrons.
An ILS also breaks down core software functions into discrete programs called modules. Each module handles the tasks associated with that module, such as cataloging or circulation. All modules connect through a unified interface and update the same records in real time.
Who Uses Integrated Library Systems?
Public and academic libraries are the primary users of an integrated library system that follows the MARC library record standard to catalog their materials. They rely on an ILS to manage community resources, university collections, course materials, books, magazines, loans, and patron accounts.
However, other organizations also adopt an ILS to handle information efficiently. They do not use the MARC public library record standard. Instead, these organizations require a database that allows them to create records that adhere to their company’s nomenclature through in-house or industry-standard taxonomies using a controlled metadata thesaurus.
For example, special libraries, such as law, medical, and engineering libraries, use their special library ILS to oversee niche collections. They often handle technical materials, research files, and restricted proprietary content. An ILS helps them provide secure, controlled access, track item usage, and maintain accurate records.
Non-profits and research groups also benefit from integrated library software. Many of these organizations maintain knowledge centers for staff and external partners. They provide access to those materials via two (or more) secure information search portals or windows.
An ILS allows non-profits and research groups to organize documents, track loans, generate reports, and find reference materials faster.
Types of Integrated Library Systems
Popular types of ILS licensing models include:
- Open-source ILS: It’s free to download and highly customizable because libraries have access to the source code. Many have adopted open-source ILSs to avoid license fees and strict contracts. However, open-source ILS products demand technical expertise for hosting, setup, and long-term support. Over time, these systems have become fragmented due to differing library needs.
- Proprietary ILS: A proprietary or commercial integrated library system is owned and maintained by software vendors. Libraries pay a one-time fee or a monthly/yearly recurring subscription to access the platform, with all support, training, and software updates provided by the vendor.
These integrated library systems are deployed via:
- On-premise ILS: It runs on servers located inside your library. Your IT team controls the hardware, updates, backups, and security. An on-premise ILS offers full control over data and system settings, but it requires internal technical support and ongoing maintenance.
- Software-as-a-Service (SaaS) ILS: This integrated library system is hosted online using cloud technology. As internet access improved, libraries began turning to this model to reduce internal IT burden. Library staff can log in through a web browser, and the software vendor manages updates and system maintenance.
Core Modules of an Integrated Library System
An ILS uses connected modules to manage key library services and operations.
1. Cataloging
The cataloging module manages all your records, whether print, digital, archival, permanent, or temporary.
Public libraries follow machine-readable cataloging (MARC) standards for classifying and indexing materials purchased.
Special libraries create custom relational databases to catalog their materials, which often contain photos, diagrams, Word documents, PDFs, and more that are all interrelated.
The cataloging module also imports metadata from sources, such as the Library of Congress or other web-based industry sources. This keeps your collection organized and searchable.
2. Acquisitions
Libraries use the acquisitions module for placing orders and invoicing materials like books or media. Since invoices are immediately logged, staff can closely monitor costs and avoid overspending.
Librarians can also check shipments and record received materials with this module. Once they receive orders, the system automatically updates inventory. It’s helpful for keeping collection and financial data in one place.
3. Circulation
The circulation module handles the process of borrowing and lending materials. It lets staff check in or check out items using barcodes or RFID technology.
It also tracks items owned by your library and shows whether they are available, checked out, lost, or in repair.
Automated overdue notices can alert patrons about items they need to return. And staff can view the user’s borrowing history and account details on one screen.
4. Serials Management
Libraries use the serials module to track magazines, journals, newspaper holdings, and other periodicals. It monitors subscription periods, expected issues, and out-of-sequence publication updates.
When an issue arrives, staff record its receipt. The module will automatically generate item records and update public catalog availability.
If something is missing, the system helps staff file a claim with the publisher.
The serials management module also handles renewals and costs. This keeps publications organized and accounted for.
5. Online Public Access Catalog (OPAC) for Public Libraries
The OPAC is the public-facing part of an integrated library system.
With an OPAC, patrons can search your public library’s catalog by title, author, subject, or keyword. They can view real-time item status and location via a customized splash page created for the library.
Users can also place holds, renew items, pay fines, and manage their accounts online.
The OPAC connects directly to the main database. When librarians update a record, patrons see the change right away.
Here is a sample VERSO OPAC display:
6. Search Portals for Special Libraries
Special libraries typically use a custom search portal to provide knowledge services to their corporate users.
Custom search portals enable quick and secure access to materials, helping library users find what they are looking for faster.
These portals also deliver secure, personalized, department-level, or broader views to company-stored information on a granular basis.
Here is an example of a search portal for special libraries:
7. Authority Control or Metadata Thesaurus
Authority control or a metadata thesaurus maintains consistency in names, subjects, and classifications. It links related terms and standardizes headings across records.
When librarians catalog materials, the system suggests approved terms. This reduces duplicate entries and spelling variations while standardizing corporate communications. As a result, library users get more accurate search results.
8. Reporting
The reporting module provides valuable insights into your library’s activity by analyzing data from all modules.
You can generate reports on circulation, acquisitions, patron usage, and collection growth.
Use these reports to make smarter business decisions about budget reviews and collection development to better serve library users.
Benefits of a Modern Integrated Library System
Adopting a modern, cloud-based integrated library system offers several advantages.
Centralized Database
A modern ILS keeps all records in one place. Information about physical books, journals, and digital resources is accessible in the same system. There’s no need to switch between separate tools to catalog and find information.
A centralized database also allows libraries to manage collections and patron accounts from a single dashboard.
When staff updates a record, the change appears in cataloging, circulation, and other modules at the same time. This reduces manual data entry and errors.
Increased Staff Productivity
Public libraries in the U.S. and Canada reported more than 257 million in-person visits in 2024, which reflects a 29% increase since 2022. More visits mean more check-outs, returns, questions, and account updates to handle. This puts pressure on your staff.
Fortunately, a modern ILS helps your team handle this traffic volume more efficiently. Staff can manage circulation, update records in real time, and access patron information on one screen.
Some integrated library systems also offer automated workflows and support batch processing. These reduce manual tasks and simplify the handling of large volumes of data, which results in staff operational efficiencies.
Improved Resource Discovery
A modern ILS improves resource discovery for patrons and internal teams.
Patrons can search by title, author, subject, or keyword. They also receive accurate results, thanks to clear indexing and standards-based metadata authority control.
Meanwhile, your staff can search the system to check the current status, location, and history within seconds. This supports faster retrieval of items online, at service desks, and on shelves.
When records are organized and easy to search, everyone finds what they need with less effort and fewer delays.
Enhanced User Experience
A cloud-based ILS enhances the user experience by making library services simple and accessible.
Patrons can browse the catalog, place holds, and check out items without staff assistance. They also receive automated reminders to avoid missing due dates.
Plus, they can settle fines, replacement fees, and other issues through their account.
When services are easy to access and understand, patron satisfaction increases drastically. Staff also benefit because they can spend less time handling routine requests.
Stronger Data Security
A modern ILS keeps sensitive data in one protected environment. It uses granular access levels to control who can view or edit records. It also generates audit logs that track changes made by staff.
Many systems also include encrypted and secure login knowledge portals for online access. These help your library reduce security risks.
Cost Savings
Operating one system costs less than maintaining several disconnected tools. You reduce manual work, paper use, and repetitive data entry. Plus, if you opt for SaaS delivery, libraries experience lower IT costs.
Built-in reporting tools help you monitor budgets and spending patterns. Meanwhile, real-time inventory tracking limits lost or misplaced materials, which can save you money over time.
Soutron Offers Modern, Highly Customizable Integrated Library Systems
Soutron Global offers two leading integrated library solutions to meet different organizational needs. Both are SaaS-based, fully customizable, and built to manage physical and digital collections in a unified interface.
The Soutron Integrated Library System caters to special libraries and corporate environments. It features customizable search portal templates for information centers, knowledge hubs, and library search portals. The system can include acquisitions, cataloging, metadata thesaurus, serials to manage online journal subscriptions, and other modules.
On the other hand, the VERSO Integrated Library System is designed for public libraries. It provides a web-based platform with a modular structure. This allows libraries to select and use only the modules they need, whether that includes circulation, cataloging, acquisitions, or patron services. Libraries can configure the system to match their workflows and scale features as needs change.
Both integrated library solutions from Soutron are fully managed with no hidden costs. A single annual fee covers software maintenance, help desk support, and hosting services.
Request a demo today to get started!
FAQs About Integrated Library System
What do you mean by an integrated library system?
An integrated library system is software that manages a library’s main operations on one platform. It connects cataloging, circulation, acquisitions, and patron records through a shared database.
Staff use an ILS to track materials and manage accounts. Patrons rely on it to search the catalog and access their information.
What is the best integrated library system?
There is no single best integrated library system. The right choice depends on your organization type, collection size, and budget, among many other factors.
Some libraries prefer a commercial ILS, while others choose open-source systems due to budgetary constraints.
If you want a fully customizable ILS but don’t want to deal with technical setup and maintenance, you’ll find Soutron ideal.
What is ILS software?
ILS software refers to the digital platform that runs a library’s daily operations. It stores collection records, tracks loans, and manages patron accounts in one place. The system connects different modules through built-in integration, which updates data in real time.
What is the difference between ILS and LSP?
An ILS manages core library functions, such as cataloging and circulation, often with support for both print and digital materials.
A library services platform (LSP) helps manage large electronic collections and shared resource networks. In information science, LSPs are often designed for large academic settings.
Integrated library systems are widely used in public, school, and special libraries.
