New Library Management System for Pembrokeshire Libraries
Changes to the Library Management System
From the 8th to 28th May 2025, there will be a service disruption due to a change of library management system. This is the computer system that manages:
- library membership and customer account details, including outstanding charges.
- transaction records (loans, renewals, returns, reservations).
- details of all the items in our libraries.
- access to digital services, such as:
- the online catalogue,
- computer use in the library,
- self-service machines,
- Open Plus unstaffed access in certain libraries.
During this time, the current system will be replaced with a temporary system from the new supplier for managing book loans and returns. Libraries will change over to the new system starting Wednesday 28th May 28, when normal service should resume.
Reason for the change
Pembrokeshire Libraries has joined an all-Wales Public Library Service consortium. This means that a new supplier will provide the library management system after the current contract ends. The change of supplier has been supported with grant funding by the Welsh Government.
Using the library
Currently, there are no plans to close any libraries, including the Mobile and Library at Home Service, while the work is being undertaken. However, unstaffed access at Narberth and Neyland libraries will be unavailable until the changeover is complete.
You will still be able to borrow books, however you must bring your library card with you as staff will not be able to look up your details.
Loan dates will be extended for items due between May 8th and June 14th to June 16th (or the next open day for your library). There will be no overdue charges during this period, but any existing debt will carry over to the new system.
Disruptions to services
The temporary library management system offers a limited number of services so the following will be unavailable:
- Reservations / requests
- Reservations, stock requests, and interlibrary loan requests will be suspended during the changeover, due to suppliers halting new orders for system preparation. The last day for submissions is Wednesday, 9th April. Existing requests will be processed as usual.
- Notifications
- Courtesy notice emails for upcoming book due dates and overdue letters/emails will be unavailable until the new system is fully operational.
- When restarted, notifications will come from different email addresses. They will be sent via email by default if an email address is linked to your account; otherwise, overdue notifications will be sent by post.
- Please note that it is still the responsibility of the customer to ensure that their books are returned or renewed on time.
- Online catalogue
- The online library catalogue will be unavailable, preventing account management, catalogue searches, and item renewals or reservations. Online library membership will also be suspended until the new catalogue is implemented, which will have a new address and appearance.
- Self-service machines
- Self-service machines at Haverfordwest, Narberth, Neyland, and Pembroke Dock libraries will be unavailable due to the machines requiring an update to work with the new system.
E-resources
Access to BorrowBox and Press Reader for digital e-books, e-audio books, e-magazines, and e-newspapers is not expected to be disrupted during May. However, please note that accessing these resources will change with the new system.
Computer access
Customers using library computers before the change will remain unaffected, and temporary arrangements will be made for new computer users during the transition.
Wi-fi access will be available as normal.
Reading groups
Reading groups can still borrow from the Reading Group Collection. We will implement a short-term manual system, so please contact your local library as normal. However, we will not be able to accept any reservations or purchase new titles afterWednesday 9 April.
New members
New library memberships can still be obtained in-person at any library during the transition, but online registration will not be available until the new website launches.
Personal data
This is a change of service provider only, from the current system, to another that operates in much the same way. Data protection for customer records with the move to the new service provider is covered by appropriate data protection agreements and system security protocols. Statements on how your data is safeguarded will be made available to customers as the new system comes into place.
Loan History
Only 2 years of loan history will carry over onto the new system. You can download your full loan history from the current online catalogue before Wednesday 7 May. To do this:
- Access the online catalogue
- Select Find Library Books
- Select Login/Register
- Enter your library card number and password/PIN
- Under My Library, select Loan History
- You can Print, Send by email or CSV export
- Select CSV export, select your delimiter and click on ok – this will download your full loan history as a CSV file which can be opened in Microsoft Excel
Useful dates
Please note that some of these dates may be subject to change.
- Wednesday 9 April
- the last date that any Reservations, Stock Requests or Inter Library Loan Requests can be placed (including Reading Groups)’.
- Wednesday 7 May
- the last date that you can use Self-Service machines and Open Plus unstaffed access .
- the last date that we will send out Courtesy Notices and Overdue Notices.
- Thursday 8 May to Saturday 14 June
- no items will be due back during this time, all will be extended to Monday 16 June (or next working day for your local library).
- From Wednesday 28 May
- expected date for starting to use the new system (dependant on Library opening days).
Further information
Library staff are very happy to help where we can with any queries you might have about this change over.
- Please speak to somebody at your local library.
- Or please email or telephone your local library. Contact details are available from the Pembrokeshire Libraries webpages