URL: https://westsussex.moderngov.co.uk/ieDecisionDetails.aspx?ID=2331

Decision Maker: Executive Director of Communities (Emily King)

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: Following a procurement process in 2024, the Library Service will be implementing a new Library Management System. This system manages all customer records, loans of stock, cataloguing, acquisitions and payments. It also supports the library website, library app and integrations to self-service kiosks in libraries, access to the public computers and eLibrary products.   The changeover requires the current system to be frozen, time for data migration, and testing that the new system is operational before resumption of service to customers. Access to the current system will stop when libraries close on Saturday 17 January. The Library Service project team will then test data and functionality, including connections to kiosks, website, app, public computers and our eLibrary.   This process will require 3 working days, meaning all libraries in West Sussex will be seeking permission to be closed on Monday 19, Tuesday 20 and Wednesday 21 January 2026. Staff will be working in libraries on the data migration and system testing. All libraries are expected to be open, as usual, from Thursday 22 January 2026.   Cllr Duncan Crow, Cabinet Member for Community Support, Fire and Rescue has delegated this decision to Emily King, Executive Director (Communities) due to its operational nature.                  

Content: Following a procurement process in 2024, the Library Service will be implementing a new Library Management System. This system manages all customer records, loans of stock, cataloguing, acquisitions and payments. It also supports the library website, library app and integrations to self-service kiosks in libraries, access to the public computers and eLibrary products.   The changeover requires the current system to be frozen, time for data migration, and testing that the new system is operational before resumption of service to customers. Access to the current system will stop when libraries close on Saturday 17 January. The Library Service project team will then test data and functionality, including connections to kiosks, website, app, public computers and our eLibrary.   This process will require 3 working days, meaning all libraries in West Sussex will be seeking permission to be closed on Monday 19, Tuesday 20 and Wednesday 21 January 2026. Staff will be working in libraries on the data migration and system testing. All libraries are expected to be open, as usual, from Thursday 22 January 2026.   Cllr Duncan Crow, Cabinet Member for Community Support, Fire and Rescue has delegated this decision to Emily King, Executive Director (Communities) due to its operational nature.                   The Executive Director of Communities has approved the plan to close all 36 West Sussex libraries, for a short period of time, proposed to be from Monday, 19 January to Wednesday, 21 January 2026, to implement a new IT Library Management System.   None.

Date of Decision: January 2, 2026