Case Study: Digitizing a Legal Library

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Introduction

The Bucharest Bar Association, which manages a 50,000-books library and more than ten thousand lawyers, faced the significant challenge of modernizing its outdated, paper-based system.

This library was not only an important resource for over 10,000 lawyers but also served the general public. The traditional system of cataloging and loan management was inefficient, time-consuming, and inaccessible remotely.

OPTI was brought in to digitize the entire library, ensuring the new system was efficient, accessible, and integrated with existing platforms.

Challenges

Before the digitization project, the Bucharest Bar Association's library faced several significant challenges such as:

The library's cataloging and administrative processes were entirely paper-based, making them susceptible to errors.
The library staff was overwhelmed with managing loan processes and had few resources to allocate for additional tasks, such as data entry or system updates.
Lawyers and other users had no ability to search the book catalog or reserve books remotely.
OPTI had to select and extend an open-source library management solution to meet the specific needs of the Bar Association.

"OPTI were our partners for digitizing our law library of approximately 50.000 books in all its aspects. I appreciated their involvement and constant creative suggestions, their excellent communication and skills. I commend OPTI for meeting deadlines and specifications and for their professionalism."

- Cici Dafin,
Bucharest Bar Association, Romania

Solution

A six steps digitization strategy was implemented to overcome the facing challenges:

The internal processes were examined to identify deficiencies and opportunities for improvement.
The OPTI team selected PhpMyBibl by PMB Services France as the base software due to its flexibility and suitability for library management.
The capabilities of the open-source software were extended by developing a loan management module from scratch.
The new system was integrated with the Bar Association's existing ERP system facilitating the issuance of permits and the management of borrower behavior.
The library catalog was integrated with the Bar Association's official website allowing users to search for and reserve books remotely.
OPTI provided support in digitizing the existing catalog starting with the most frequently borrowed books and gradually expanding to the entire collection.

Selecting and extending an open-source library software (PhpMyBibl) was a strategic decision that reduced licensing costs. The project involved both custom software development for the loan management module and deep integration with the existing ERP system for centralized administration

Results

Consultation and smart planning

OPTI worked closely with the library staff and end-users to ensure the system met all practical needs, leading to a solution that was both user-friendly and effective.

Periodical publications management

The new system handled the complexities of managing periodicals like magazines and law reviews, ensuring compliance with Romanian library regulations.

Remote access to books and reservations

Lawyers and other users can now search the library catalog and reserve books from any location via the integrated website.

Assistance with transcription

OPTI facilitated the transcription that was bolstered by API integration with the Central University Library of Bucharest.

References

OPTI were our partners for digitizing a law library of approximately 50.000 books in all its aspects. I appreciated their involvement and constant creative suggestions, their excellent communication and skills. I recommend OPTI for meeting deadlines and specifications and for their professionalism.

Daniela-Cecilia Dafin

Library Manager, Baroul Bucuresti

Daniela-Cecilia Dafin

Library Manager, Baroul Bucuresti

Quick Questions

What is the TLDR (conclusion)?

What technologies and methodologies are involved?

Technologies: PhpMyBibl, PMB, Integrations: API (Central University Library), ERP
Methodologies: Library Management System (LMS), Open-source software development, Catalog transcription