Table of Content

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WHAT IS IT?        

        The Vigilance Library Network or VLN is an initiative to connect education and Christian/doctrinal understanding back to the local church by means of utilizing a local church body’s own library. To do this, the VLN connects the personal libraries from partner churches and allows books to be borrowed cross-church.  Our goal and our hope is not only to increase learning and self-study in our network of churches and their libraries but also to promote cross church relationships and ownership. This program is connected and sprouted from the Christian Resource Cooperative or CRC of Aletheia Bible Fellowship, which seeks to connect churches and their resources together.

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HOW IT WORKS

        The process is simple. Churches can join the VLN by:

  1. Becoming a church partner with the CRC
  2. Designating a librarian within their church.
  3. Organizing the books they have by
  1. Genre
  2. Alphabetically by Author
  1. Entering their books into both our approved software
  1. BookBuddy Pro
  2. Inventaire
  1. Managing the checkout/return process
  2. Repeating the process for each new book they obtain

The VLN staff is eager to assist in this process upon request.

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WHY SHOULD WE NETWORK

The VLN is a part of Aletheia Bible Fellowship’s CRC (Christian Resource Cooperative). Therefore, its primary purpose is to connect churches to each other in a meaningful way. Sharing books between physical libraries serves many purposes that aid in this goal. Here are a few:

  1. It encourages inter-church connections through the libraries.
  2. It encourages inter-church connections through the library patrons.
  3. It opens up the door of a church to outside members through the loaning process.
  4. It opens up the possibility of inter-church book studies and groups.
  5. It opens inter-church exchanging of limited resource.

Beyond these, the VLN also has many other added benefits that are inter-church in nature. Here are a few:

  1. Inter-church resource sharing provides a greater education through the sharing of books that may not have been otherwise introduced.
  2. Inter-church resource sharing limits the cost of buying new books.
  3. Inter-church resource sharing allows for an upfront mindset of personal education by framing it as outreach and networking.


WHAT YOU WILL NEED

The VLN is networked by a two tiered system.

  1. A church's local library
  2. A Church's connection to the VLN

A church's local library is the listing of physical books in that church's building. In order to be part of the VLN, care of these books needs to be internally maintained. This includes the cataloguing of them, the maintenance of them, their acquisition and their distribution.

Your local church library will therefore need a functioning Librarian that can carry out these tasks. It will be that person’s responsibility to be a liason for the local church library once it joins the VLN.

At the second tier, you have actual membership in the VLN. At this level, a functioning library can make its database searchable and accessible to the VLN network by connecting that database to the existing VLN group on the Inventaire website. This process is maintained and operated by multiple church librarian’s functioning in unison to make this service available to the local body.

THINGS TO CONSIDER

Your local church librarian should think about how to translate the process of loaning a book through the VLN to a person who does not attend their church. This process will need to be outlined for VLN members when they request a book. This will also be the case for drop offs of VLN books when networked members are finished with them. Have them be able to answer these questions:

  1. What happens when i receive a request to check out a book?
  2. How do I loan it out?
  3. What requirements do i have of the person who is borrowing the book?
  4. How can i make these requirement easily available and accessible?
  5. What does the return process for the book look like?
  6. How long will my church be willing to check out a book?

Every church in the network will need to come up with these church specific guidelines in order to make the system run efficiently. These guidelines will need to be easily understood and readily available. Help with these guidelines can be obtained upon request.

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THE PROCESS IN PRACTICE

The VLN program has specific steps attached to it to make it function. They are as follows:

  1. A church has a functioning Library
  2. A church librarian adds that church’s catalogue to the VLN on Inventaire.io and marks books as available to be borrowed
  3. A VLN member searches the catalogue and finds a book at that church
  4. They request a loan from that church’s catalogue
  5. The church librarian processes the loan and prepares the book for borrowing
  6. The VLN member borrows the book
  7. The VLN member returns the book
  8. The church librarian marks the book as available to be borrowed again

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SOFTWARE

As with all systems, their are some tools that can help this process function smoother. Aside from the tools your individual church uses for their own library, here are some we recommend or require to participate in the VLN.

BOOKBUDDY PRO

BookBuddy Pro is a good choice for a local church’s library. It is an IOS app used to organize books in a church’s library. It allows users to categorize books by genre, author, title, date added, and physical location. Books can be added by ISBN, scanning the barcode, searched for online, or added manually. Its software makes book locations easily searchable within a church’s library. It also allows for loaning and returning books.

INVENTAIRE

        Inventaire is the primary software used for the VLN. Its free membership is a requirement to participate in the program. It is a website that allows books to be put into an online searchable inventory and for books to be borrowed. Books can be added by ISBN or by scanning a book's barcode via webcam. Users must create their own account to join the network and to borrow books.

Ideally, both of these programs should be used in unison. However, we recognize that not all churches will have access to an IOS system, which BookBuddy relies on. In that case, only Inventaire is required.

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HOW TO USE THE SOFTWARE

ADDING BOOKS         
  1. All books should be organized, first by genre (e.g. Theology, Christian Interest, Bible Study Helps, etc.) and then alphabetically by author’s last name.  

Bookbuddy

  1. Add Books. Tap the “+” in the top right corner of the screen and select your preferred method        
  1. Scan Single Barcode or Scan Multiple Barcodes
  1. Select one or the other depending on your quantity of books with barcodes. This will open up your device’s camera with a small window for scanning barcodes. Align the window with your barcode until a notification pops up “1 book scanned”.
  2. Some books will have an ISBN but no scannable barcode. To enter these tap the keyboard icon at the bottom right of the screen and enter the ISBN numbers without the dashes in between.
  3. When you have scanned all your barcodes or entered the ISBNs tap “Done” in the bottom left corner. This will take you back to the app to review what you’ve scanned.
  4. Check to make sure all books scanned correctly and then tap “save” in the upper right corner.
  1. Search Online
  1. If a book does not have a barcode or ISBN, it can be searched for online. To do this, select “Search Online”, enter the title and/or author and tap the search button. This should pull up a list of books to choose from, including your book.
  2. Tap on the book you were searching for and tap “save” in the upper right corner.
  1. Add Manually
  1. If neither of these methods works, you can add books manually. Tap “Add Manually” and fill out the required information
  2. You must at least add the title, the author, publisher, and genre.
  1. Adding Physical Location. If a book/its genre is placed on a particular shelf or in a specific place (e.g. “Theology Shelf”, “Pastor’s Office”, “Youth Room”) you may add a physical location to the book's details.
  1. Single Book
  1. Tap on a book in your inventory, it will take you to the “Book Details” screen.
  2. Tap “Edit” in the upper right corner, this will bring you to the “Edit Book” screen
  3. Scroll down and tap “Add Field”.
  4. Scroll down and tap “Physical Location”
  5. Type in the name of a new location or select previously entered locations
  6. Tap “Save” in the upper right corner.
  1. Multiple Books
  1. Tap “Select” in the upper right corner.
  2. Select the books you wish to assign to a specific physical location.
  3. Tap the 3 dots in the bottom middle of the screen. “...”
  4. Tap “Replace Field”.
  5. Scroll down and tap “Physical Location”
  6. Type in the name of a new location or select previously entered locations
  7. Tap “Save” in the upper right corner.

Inventaire

  1. Adding Books. There are 3 different methods for doing this. To get to this screen, either click the “add books to your inventory” button in your inventory or click the “+” on the top left corner of your screen
  1. Import
  1. Click the Import Icon.
  2. Choose the format for your file.
  3. Select the file from your computer.
  4. Scroll down and review the entered books.
  5. It will give you the option to have the book available for giving, lending, selling, and just added to your inventory, click the “lending” option.
  6. Choose who can view the book. You will have the option of private, friends and groups, or public, click the “friends and groups” option.
  7. Click the “Import the selection” button.
  1. Search
  1. Search book by its title, author, or ISBN.
  2. Click on the correct book in your search results.
  3. Click “add to my inventory”        
  4. The “Select an edition” tab will pop up, click “add to my inventory again”
  5. This will take you to the details screen, it will give you the option to have the book available for giving, lending, selling, and just added to your inventory, click the “lending” option.
  6. Choose who can view the book. You will have the option of private, friends and groups, or public, click the “friends and groups” option.
  7. Scroll down, you have the option to add details, and private notes. This is an optional step but could be used to catalog a book’s physical location, or its condition.
  8. Scroll to the bottom and click either “Validate” or “Validate and add another book”. The book will be added to your inventory.
  1. Scan
  1. Click on the “Scan” icon
  2. Click the “Scan Barcode” button”
  3. That will pull up your webcam, align your barcode in the camera with the box on your screen.
  4. Click “add to my inventory”        
  5. The “Select an edition” tab will pop up, click “add to my inventory again”
  6. This will take you to the details screen, it will give you the option to have the book available for giving, lending, selling, and just added to your inventory, click the “lending” option.
  7. Choose who can view the book. You will have the option of private, friends and groups, or public, click the “friends and groups” option.
  8. Scroll down, you have the option to add details, and private notes. This is an optional step but could be used to catalog a book’s physical location, or its condition.
  9. Scroll to the bottom and click either “Validate” or “Validate and add another book”. The book will be added to your inventory.
  1. Manual by ISBN
  1. Copy/paste or type the ISBN number into the field and press enter
  1. Troubleshooting the .csv file
  1. Occasionally the .csv file may present the column with the ISBN in an incorrect format. If the number does not show all numbers as typed but instead includes symbols such as the “+,” it will likely not import correctly. To fix this problem, open the .csv in Google Sheets. You can do this by dragging the .csv file to a chrome browser. The Google Sheets option will be presented. Upon opening, the ISBN Column should present the numbers correctly. At this point, you may copy the ISBN Column and paste it into the Manual by ISBN field. This should resolve that problem.

         REMOVING BOOKS

BookBuddy Pro

  1. Deleting Books. If a book has been permanently removed from the library, you must delete it from your inventory.
  1. Single Book
  1. Tap on the book you wish to delete.
  2. Tap “Edit” in the upper right corner.
  3. Scroll down to the bottom.
  4. Tap “Delete Book”
  1. Multiple Books
  1. Tap “Select” in the upper right corner.
  2. Tap the books you wish to delete.
  3. Tap the trash can icon in the lower right corner.
  4. Tap “Delete”

Inventaire

  1. Removing Books. If a book has been permanently removed from the library, you must also delete it from your inventory.
  1. Single Book
  1. Go to your inventory.
  2. Click on the book you wish to delete.
  3. Click the trash can icon in the lower right corner.
  4. You will have the option to click “yes” to delete the book and “no” to keep the book. Click “no”.

SEARCHING BOOKS

BookBuddy Pro

  1. Hit the magnifying glass icon in the bottom, left-hand toolbar.
  2. Type in the title, author, or a keyword
  3. Tap the book that you were looking for.

Inventaire

  1. Type title, author, ISBN, or keyword into the search bar and press enter.
  2. Click on the book that you were looking for.

BOOK CHECK OUT

BookBuddy Pro

  1. Check out
  1. Tap on the book someone wishes to borrow
  2. Tap “Edit” in the top right corner.
  3. Scroll down to the “Loan To” option.
  4. Tap “Loan To” and select the option “Enter a Contact Name”
  5. Type the person’s name and hit “Save” in the upper right corner.
  6. Either hand the book to the person or place it in it’s designated pick up area.
  1. Return
  1. Book will be given directly to the Librarian OR placed in the designated return area
  2. Tap on the book that was returned
  3. Tap “Edit” in the top right corner.
  4. Scroll down to the “Loan To” option.
  5. Tap “Loan To” and select “None”
  6. Tap “Save” in the upper right corner.
  7. Put the book back in its designated area.

Inventaire

  1. Check out
  1. A user will search for their desired book on the webpage.
  2. Users will click their desired book from the search results.
  3. Users will click on the church’s icon next to the book.
  4. Users will click “Send Request” to ask for the book.
  5. The Designated Librarian will click “accept the request” on the church’s account and assign a due date 3 weeks from the current date.
  6. Librarian will then hand the book to the user OR place it in the designated pick up area.
  7. Users will pick up their book and confirm their pick up on the exchange page.
  1. Return
  1. Book will be given directly to the Librarian OR placed in the designated return area
  2. Librarian will confirm on the exchange page that the book has been returned
  3. Librarian will put the book back in its designated area.

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COSTS

NETWORKED CHURCHES

Churches may join the network at not cost. However, networked churches agree to pay
for any books that a member of their local church damages or has lost in the use of the VLN system. A church that does not do this may have their membership revoked and the memberships of their local church members.

NETWORKED MEMBERSHIPS

Network Memberships are free to the individual.

NON-NETWORKED MEMBERSHIPS

Non-Networked Memberships cost $20 per year to Aletheia Bible Fellowship. Non-Networked members are encouraged to connect local churches with the CRC in order to become Networked Churches.

ADDITIONAL COST

There are no additional costs except those incurred by Networked Churches in gaining the proper equipment to make their library functional.

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GUIDELINES
BOOK CARE
  1. Wash your hands before touching a book
  2. Return books on time. What is your letter day?
  3. Use a bookmark to mark your progress. Remove when done.
  4. Keep books away from babies and pets
  5. Do not write or draw in books

NETWORKED MEMBERSHIPS

A Networked membership is the type of membership that comes from a church body that participates in the VLN church partners.

  1. Networked Members are those who have a good standing membership in  a local church that is a part of the VLN.
  2. Networked Members must use the Inventaire online portal to request a library book from a Networked Church.

NON-NETWORKED MEMBERSHIPS

A Non-Networked membership is one in which the individual member does not attend a VLN networked church, but still wishes to use the VLN network for its intended useage.

  1. Non-Networked members must pay an annual fee to use the VLN.
  2. Non-Networked members must sign a basic statement of intent.

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