Case Studies
Real libraries. Real problems. Real solutions.
These aren't marketing success stories. They're case studies from libraries that identified a problem, took action, and improved their situation. Some saved money. Some regained control of their data. Some fixed their workflows. All of them made their libraries better.
If you're wondering whether your library's problems are unique or whether change is actually possible, these stories will help you see what's actually feasible.
Real Impact
Mid-Size Public Library Breaks Free from Expensive Discovery System
Paying $40K/year for a discovery system with poor UX, locked into a contract that punished early exit.
- Audited usage + overlap reports to prove the discovery layer wasn’t delivering value.
- Ran a 30-day pilot with an open-source stack (VuFind + Elastic) to prove the alternative.
- Prepared a board-ready memo showing migration costs, savings, and vendor dependencies.
Switched to open-source alternative, saved $30K annually, improved patron search experience.
Consortium Negotiates Out of Vendor Lock-In
Eight libraries bound to single ILS vendor with escalating fees and no exit clause.
- Compared every member contract line-by-line and flagged leverage clauses.
- Built a joint negotiation brief with exit-cost math and alternative pricing benchmarks.
- Coached the executive team through a unified call so no member could be isolated.
Leveraged collective buying power to renegotiate terms, reduced costs 35%, added exit clause.
Small Library Builds DIY Cataloging Solution
Couldn't afford full cataloging vendor services, had backlog of uncataloged materials.
- Mapped the entire backlog by format/language and prioritized quick wins.
- Implemented a lightweight open-source toolchain (MARCEdit + Koha sandbox) for batch work.
- Trained two cross-functional staffers and wrote a 10-step SOP for future cataloging.
Trained staff on free tools, cleared backlog in 6 months, saved $8K annually on vendor costs.
University Library Audits AI Contract Terms
Vendor contract contained hidden AI training clause, library data could be used without explicit consent.
- Inventory of every AI reference in the vendor master agreement + schedules.
- Drafted a counter-clause covering training data, residency, audit rights, and indemnity.
- Created a sanitized template that the procurement office now shares with peer campuses.
Caught during audit, negotiated data protection clause, set template for other libraries.
What Libraries Say
"We went from 'no exit clause' to a three-year term with a 120-day opt-out. The shared negotiation script meant the vendor couldn’t play us against each other."
– Executive Director, eight-library consortium (Midwest)
"We cleared a ten-year cataloging backlog in six months. Training staff on the open-source workflow saved us $8K a year, which matters when your total budget is $230K."
– Director, rural public library (Mountain West)
"The AI clause template saved our counsel days of work. We used it to renegotiate three other agreements within the semester."
– Director of Collections, research university system (Pacific Northwest)
"Switching discovery platforms sounded impossible until we saw the cost breakdown. The board unanimously approved the move once the math was in front of them."
– Library Director, 45K-patron public library (Southwest)
Your Library's Story Could Be Here
Have a problem you solved? A contract you renegotiated? A workflow you fixed? Let's talk about your case study.
Get in touch