University of Warsaw LibraryUniversity of Warsaw Library

New Library System for UW. New Online Catalog for Everyone

PLEASE NOTE! Due to the migration to the new library system, the Registration Point, Circulation Desk, Interlibrary Loan Office, Reading Room, 19th Century Publications Department Reading Room, Self-check Stations and the Pick up Locker will be closed from 8 to 25 November 2024.

The University of Warsaw Library and the faculty libraries of the University of Warsaw have been working for many months on the implementation of a new system that supports a range of complex library processes (acquisition, cataloging, user account management, search, etc.). The complete transition to the new system is to take place on November, 25th, 2024.

Why is the change necessary?

Implementation of a new system is imperative due to the technological obsolescence of the current Virtua/Chamo system.
In order to provide optimal solutions for the University community, BUW collaborates with the National Library of Poland to implement the advanced Alma library management system and the Primo search engine.

What is Alma?

Alma is a next-generation cloud-based library system developed by Ex Libris in collaboration with Boston College, Katholieke Universiteit Leuven, Princeton University Library and Purdue University Library. In Poland, the National Library was the first to implement the Alma system, creating shared catalogues of Polish libraries.

Why Alma?

Alma is an integrated library system that streamlines collection, cataloging and other library processes. It is a cloud-based solution used by university libraries in Poland and Europe.
Alma provides powerful reporting tools that offer valuable insights into the library’s collection usage, enabling efficient monitoring of the usability and use of collections and thus making better decisions on resource management.

Why Primo?

Primo offers a modern, intuitive interface that facilitates searching in the online catalog, both in the resources of a given library and in other libraries in Poland. It is possible to filter and narrow search results, making it easier to find specific items. Thanks to integration with the catalogs of other libraries, Primo provides access to a much larger number of books, magazines and other materials. It offers a number of new features, such as creating wish lists, saving search results, managing saved lists, and setting notifications about the availability of defined publications. Through a transparent and easy-to-use account, the users can manage their rentals and reservations online. Primo is available from any device with Internet access.

Temporary restriction of access to certain library services

During the implementation proces of Alma and Primo BUW will be open to users with a valid library account; it will be possible to use Open Stacks collections on-site and access to BUW e-resources.

The deadline to sign up for the BUW using the old system is November 8th. After 3 PM on that day, ordering and reserving items in the UW Libraries Online Catalogue will be temporarily disabled, affecting BUW and faculty libraries collections. After 4 PM, the following services will be unavailable: the Registration Point, Circulation Desk, Interlibrary Loan Office, Reading Room, the 19th-Century Publications Department Reading Room, Self-Check, and the Pick up Locker. As registration, lending, returns and payment of fees will not be possible, it is adviced to setup a library account, familiarize oneself with the reading lists and borrow the necessary materials in advance.

On November 9-24th the BUW will remain open in a self-service mode, except for November 20-22nd, when the library will be closed. On-site access to the Open Stacks book collection will be available, as well as support from the Information Desk during its regular opening hours. Locker keys will still be available at the security desk at the main entrance. The Return box will be accessible, but returned items will not be processed until November 25th.

Library Account information:

• all pending orders and reservations (books, Kindles, keys) in the old Virtua system will be canceled, and uncollected books from the reading rooms and Circulation Desk will be transferred to the storage facility or the Open Stacks,
• after November 8th, the Circulation Desk will be open from 9 AM to 9 PM, Monday through Friday, to accept returns and process fees in connection with settlements with BUW only; the return dates for all borrowed items, including books and keys to study booths and lockers, due between November 9th and December 8th, will be extended to December 9th,
• items with a return date on or before November 8, that are held on November, will be charged with a retention fee for the hold period from the designated return date up to and including November 8th; this retention fee will be transferred to the new system, and the return dates for these items will also be postponed to December 9th; no retention fees will be charged between November 9th and December 8th; previously accrued fees will be transferred to the new system,
• Library cards expiring between November 9th and December 8th will be valid until December 9th.

On September 30th work on the cataloging of new acquisitions received by BUW and the retro-conversion of older collections was put on hold. Information about these collections may be visible in the online system with the ‘under development’ status; until the new system’s implementation is complete, it will not be possible to complete the full processing and thus make this resource available to readers. Once the new system has been implemented, the books will again start to be systematically processed and prepared to be enabled.

On November 25th the BUW is expected to resume regular operations, including the reopening of Registration, Lending, Reading Room, the 19th-Century Collection Reading Room, Self-Check and the Pick up Locker, using the new Alma system.

In the new system – Primo – a list of currently borrowed items will be visible in the user’s account. However, the borrowing history (books already borrowed and returned) will not be transferred from the old system. Therefore, it is worth downloading the rental history in advance (to be downloaded after logging into one’s account in the History section) and keeping it in one’s private resources. Orders and reservations will also not be transferred. In case of items for which the waiting list is long, it is worth writing down their details and ordering them again in the new system.
The BUW and the faculty libraries of the University of Warsaw keep informing their users about any difficulties related to the implementation of the system. Librarians undergo intensive training on how to use the ultimately configured system, whereas from December tutorials for users will be available.

Do you have any questions?

For questions or comments on the implementation of the new system, please contact Zofia Kajczuk, Plenipotentiary of the Director of BUW for Service Design at: z.kajczuk@uw.edu.pl, phone no 22 55 25 110. For the operation of faculty libraries during the implementation period, please contact individual libraries directly.

Published: 18 July 2024