Regional library management systems

HEE's plans for consolidating to a smaller number of regional library management systems

There are currently 8 regional library management systems across the NHS in England.

Some consortia are long standing such as SWIMS in the South West, the North East, Kent, Surrey and Sussex (KSS) and the East of England.

Others have more recently expanded, such as in the Midlands and London. 

Other regions are coming together on a joint system for the first time, such as the North West, and Yorkshire and Humber.

This ambitious programme of work has taken place since 2019 moving from 90 different largely locally funded systems to nationally funded systems and support.

Each regional system has a board which meets quarterly to review strategic aspects for the system.  This is attended by all the library managers from the participating organisations and is chaired by a member of the NHSE Resource Discovery team.  

Each network also has an operational group also bringing together library staff representatives from all the Trusts as well as other local groups such as for cataloguing.

A Library Management System Community of Practice provides a forum for administrators and others involved to share good practice across the regions.

Regional systems 

East of England (ELMS)

15 NHS Trusts and 1 hospice, comprising 22 libraries use the ELMS Koha system. A FutureNHS site is shared with the Kent, Surrey and Sussex libraries.

Kent, Surrey and Sussex 

11 NHS Trusts and 1 hospice comprising 20 Libraries, use the KSS Koha system. A FutureNHS site is shared with the East of England libraries.

London 

The London Health Libraries Koha system has grown from the original South London consortium and now has 15 participating Trusts. This does not include University libraries in London.

A FutureNHS site is available for participating organisations.

Midlands (HeLM) 

HeLM is a new and growing health library consortium, incorporating BASE libraries (Birmingham and Black Country), Coventry and Warwickshire, Hereford and Worcester, Kettering, Nottinghamshire, Sherwood Forest, Nottingham University, Shrewsbury and Telford, Mid Cheshire and Lincolnshire health libraries. 

The consortium uses Koha and there are currently 27 participating Trusts comprising 44 libraries.

A FutureNHS site is available for all participating organisations. 

North East and Cumbria

This long-standing regional LMS has recently expanded and now includes 9 organisations and over 20 libraries across the North East and Cumbria.  Library staff across the North East and Cumbria are welcome to join the Futures Workspace to connect.

North West (NoW) 

NHS libraries across the North West are joining together in a shared regional LMS for the first time.  The first phase of the LMS went live in September 2023 with other phases joining NoW throughout 2024. 

19 NHS organisations will be members of NoW in the first instance.  A Futures workspace for North West staff is available.

South West (SWIMS) 

V-smart from Axiell is the regional system in the South West.  27 services and 43 libraries use the SWIMS system.  See HLISD for details of SWIMS libraries.

For more information see the SWIMS Network website.  A SWIMS discussion list is also available for SWIMS members.

Yorkshire and the Humber (YorCat) 

A consortium of all 20 NHS organisations in Yorkshire and the Humber (YorCat). 

The first phase of YorCat went live in December 2023 and additional phases will join in phases during 2024.  A YorCat Futures workspace is available for Yorkshire and the Humber library staff.

If you have an enquiry or would like to be linked to your regional team, please contact the Service desk.

Strategic priorities for the Koha regions

Cybersecurity 

Implement multi-factor authentication for staff logins to Koha, and strong passwords for users.

Re-procurement process and understanding the user journey 

NHSE procurement processes requires us to undertake user discovery work. This provides an opportunity to capture the needs of users; of both end users and library staff and to make decisions about future developments based on the evidence we obtain. 

Aspen pilot

The purpose and benefits of Aspen include: 

• website functionality and an opportunity for individual library or Trust branding 

• e-library card functionality 

• app functionality for Koha users

Improving e-book discoverability and the Knowledge and Library Hub 

A project is currently underway with PTFS and EBSCO to provide a way for users to see more clearly the e-books they have access to.  

Data quality 

Improving the user experience by increasing the quality of the data and setting a framework to ensure new data is of consistent quality.

Interlibrary Loan module 

We have commissioned PTFS to improve the ILL module based on thorough consultation with KLS staff.  This will include: 

• ILL requests from the Knowledge and Library Hub automatically being routed to Koha

• integration with INCDocs and a forthcoming National Union List of Print Journals

• better compliance with the terms of the NHS CLA Licence and copyright and ‘library privilege’

• improved ILL management information and statistical reporting

• automatic article availability checking

New modules to explore 

Bookings 

Users can book items, such as rooms, laptops or equipment in advance for specific dates. 

Electronic Resource Management (ERM)

Provides a central place for Trusts to store contracts, licenses, and contact details for your suppliers and local purchases. 

Collections Management Guideline 

A national guideline providing broad principles and recommendations for collection development for knowledge and library services in the NHS in England.  it covers stock acquisition with criterion to consider for books and journals, print and electronic; stock retention and withdrawal; as well as issues of equality, diversity, and inclusion. 

The guideline is intended to inform local and nationally procured collection management.