Education and Lifelong Learning

Dear Dr Bevan,

Thank you for your recent request for information under the Freedom of Information (Scotland) Act 2002 regarding the new library management system.

In 2008 the Council's Library Service replaced its existing computer based management system Dynix with Vubis Smart. For the new system to work effectively it is important that all customer records are accurate and it was therefore decided that this would be an appropriate time to re-register all users. The Council has been using a computerised library management system for over nine years and in this time there has never been a full quality audit of user details to ensure our information is as up to date and accurate as possible. We know from experience that the current data base contains a number of inaccuracies - including borrowers who are deceased or have moved out of the area. During the recent pilot exercise in Jedburgh more than 10% of borrower's records were found to be inaccurate. Re-registration will ensure that all our borrower records are up to date on the new system.

The decision to replace the current library card with the National Entitlement Card (NEC) is part of Scottish Borders Council's Customer First Initiative, and part of the Scottish Government's plans to provide a “one card for everything” approach to service delivery, which will help to reduce duplication and costs across the council and its “partner” agencies. Already we have seen the bus pass double up as a library card and the Young Scot card working as a library card and providing access to cashless catering in the schools.

The decision to replace the existing library card with a photocard was made to link into the national Entitlement Scheme and to help improve stock security and prevent fraudulent use of Library IT facilities. The use of photocards for library membership is not unique to Scottish Borders Council.

The uptake of the National Entitilement Card is voluntary and if a customer does not wish to apply for the card an alternative library card will be made available. There will still be a requirement for the customer to re-register with the Library.

In terms of your specific requests

The upgrading of the Information System and the updating of customer records are part of business as usual and therefore:

In order to apply for a standard NEC card the minimum amount of personal information required is name, age, gender and address. Proof of address and age are required.

A copy of the following material is attached

The only staff that will have access to this data are

I have to advise that if you are not happy with the information provided then you have a right to request a review of this response within 40 working days of receipt of this e-mail. You should either e-mail [email address] or write to the Access to Information Officer, Scottish Borders Council, Council HQ, Newtown St.Boswells TD6 0SA.

Yours sincerely

Ian Brown

Cultural Services Manager

Council Headquarters, Newtown St Boswells, Melrose, TD6 OSA

T: 01835 824000 F: 01835 825091

www.scotborders.gov.uk