How to Create a Library Technology Workbook

Creating a Technology Workbook for your library helps organize and plan all aspects of your IT infrastructure, from hardware and software to support, budgeting, and maintenance. Follow these steps to create a comprehensive and actionable workbook.

1Define the Workbook Purpose and Scope

  1. Identify why you need a Technology Workbook: document inventory, plan upgrades, track maintenance, evaluate technology needs
  2. Decide the scope: all library branches or a single location, all technology (hardware/software) or specific systems (ILS, print management, PC reservation)
  3. Choose format: Word, Excel, PDF, or a digital HTML form

2Gather Library Information

Create a cover page with:

  • Library Name
  • Branch / Location
  • Prepared by
  • Date
  • Version / Revision

Note: This ensures the workbook is easily identifiable and trackable over time.

3Define Vision & Strategic Goals

Include sections for:

  • Mission of the library
  • Vision for technology (how technology supports library goals)
  • Strategic technology goals (e.g., public WiFi coverage, hardware refresh cycles, print management updates)
  • Key success metrics (how you will measure achievement)

Tip: Keep goals specific, measurable, achievable, relevant, and time-bound (SMART).

4Document Current Infrastructure

Hardware Inventory

List all hardware including PCs, servers, printers, network devices. Include:

  • Quantity
  • Location
  • Purchase Date
  • Warranty Expiry
  • Condition
  • Notes
Network & Connectivity

Document:

  • ISP and bandwidth
  • Wired/wireless coverage
  • Network hardware (routers, switches, access points)
  • Backup/failover plan
Software & Systems

Include:

  • ILS/LMS system
  • Print management system
  • PC reservation system
  • Operating systems used
  • Licenses and support contracts
Staff Skills & Support

Document:

  • Internal IT staff and responsibilities
  • External vendors/support
  • Training summary
  • Existing policies

5Conduct Needs & Gap Analysis

  1. List what works well
  2. List what needs improvement
  3. Identify gaps (hardware, software, training, staffing)
  4. Prioritize needs (High/Medium/Low)
  5. Estimate costs for each item

Tip: Use this analysis to guide your action plan.

6Develop an Action Plan & Timeline

Create a table with:

  • Goal / Project
  • Start Date
  • End Date
  • Responsible Person
  • Budget Estimate
  • Status (Planned, In Progress, Completed)

Note: This ensures accountability and keeps projects on track.

7Plan Budget & Funding

Include:

  • Hardware refresh budget (next 3–5 years)
  • Software/licensing budget
  • Support/maintenance budget
  • Funding sources (grants, internal, consortium)
  • Contingency or risk plan

8Define Support & Maintenance Plan

Document:

  • Preventive maintenance schedule
  • Spare inventory & replacement strategy
  • Incident response workflow
  • Backup & disaster recovery plan
  • Vendor/warranty tracking
  • Accessibility/assistive technology support

Tip: Establish a schedule and assign responsibility to ensure consistent maintenance.

9Set Evaluation & Review Processes

  1. Define metrics to track (uptime, ticket resolution, patron satisfaction)
  2. Set review schedule (annual, biannual)
  3. Assign responsible person(s)
  4. Create a process to update the workbook regularly

10Include Appendices

Attach supporting documents such as:

  • Extended hardware inventory
  • Network diagrams
  • Policies & procedures
  • Vendor contacts
  • Additional notes

Tips for Success

Keep the workbook updated regularly to reflect current infrastructure and plans

Use tables, checklists, and input fields for clarity and ease of use

Tailor content to your library's size, staff, and technology needs

Ensure digital accessibility and usability if sharing online