The Unhinged Librarian
10 min read

Open-Source Library Tech Evaluation Framework

Evaluation framework for open-source ILS (Koha, Evergreen, ATLAS). When open-source makes sense, community support comparison, staffing needs, and cost reality.

Why I wrote this: I watched a library adopt open-source thinking they'd save money. They did, then spent twice as much hiring staff to run it.

Free software is not the same as free implementation. Open-source saves vendor costs, not total costs.

Open-source library systems (Koha, Evergreen, ATLAS) are real alternatives to proprietary systems. But they're not a magic cost-saver. They're a different tradeoff.

TL;DR
  • Open-source evaluation differs from vendor software: no marketing department, no free support, no guarantee of active development, but lower cost and possibility of code transparency and customization.
  • Key evaluation questions: Is the project actively maintained? Does the community have institutional backing or volunteer-dependent? What's the learning curve for staff? What's the deployment complexity?
  • Hidden costs: open-source reduces licensing expenses but increases operational costs (hosting, customization, staff training). Total cost of ownership often similar to vendor solutions, but distribution differs.
  • Open-source wins when: you need customization vendors won't provide, you have staff with technical skills for maintenance, or cost savings justify training investment and reduced polish compared to commercial solutions.

You pay less in software fees. You pay more in staffing and expertise. You trade vendor lock-in for operational responsibility. You trade quarterly feature updates for community-driven development.

Sometimes that tradeoff makes sense. Sometimes it doesn't. This guide helps you decide.

The Cost Reality: Why Free Software Isn't Free

Proprietary ILS (like Ex Libris Alma, Follett)

Open-Source ILS (like Koha)

The Hidden Staffing Cost

That's the real issue. Open-source systems need someone who knows Linux, databases, and programming. That person makes $45-60K/year. A traditional ILS administrator makes $35-50K/year.

You're trading "pay the vendor $50K" for "hire a Linux sysadmin $55K."

The savings come if you can:

Otherwise, the cost is roughly the same. You're choosing between two $45-50K options, not saving money.

System Options & Decision Matrix

Koha

Most popular open-source ILS. Used by public libraries, academic libraries, consortia.

Strengths

Weaknesses

Best For

Cost for Mid-Size Library

Evergreen

Open-source ILS built specifically for consortia. Used by Georgia PINES (50+ libraries), Jersey (academic), Connecticut.

Strengths

Weaknesses

Best For

Cost for Consortium (50 libraries)

ATLAS (Automated Transactions, Library Services)

Open-source discovery layer and ILS alternative. Smaller community, less established than Koha/Evergreen.

Status

Emerging option. Some libraries adopting, but not yet the mature ecosystem of Koha.

Consider if

Proprietary Cloud Systems (Alma, WorldShare, etc.)

Not open-source, but included for comparison.

Pros

Cons

Best For

Evaluation Framework: Decision Tree

Question 1: Do you have (or can you hire) a sysadmin with Linux/database skills?

Question 2: Are you a single library or part of a consortium?

Question 3: How important is vendor support vs. cost savings?

Question 4: How many patrons and items?

Question 5: Can you handle a learning curve?

Community Support Comparison

When things break, where do you get help?

System Response Time Quality Cost
Proprietary Vendor 4 hours (critical), 24 hours (urgent) Professional, trained staff Included in contract
Koha Community 24-72 hours (someone might answer) Highly variable (volunteers) Free (or $500-2K if you hire consultant)
Koha Support Company 8-24 hours Professional, good $3-8K/year
Evergreen Community 48-96 hours (community is smaller) Variable Free, or hire consultant

The reality: With open-source, you often end up solving things yourself (or hiring consultant). That's ok if you have staff bandwidth and technical skills. It's not ok if you're already stretched thin.

Implementation Complexity: What You're Actually Taking On

Proprietary System Implementation

Open-Source (Self-Hosted) Implementation

Open-Source (Managed Hosting) Implementation

The Staffing Reality: Who Actually Runs Open-Source?

You Need One Person Who Knows

This Person Is Expensive

Linux sysadmin with database experience: $45-60K/year in most markets. More in expensive areas.

Senior library IT staff: $35-50K/year.

You're paying a premium for technical skills.

What Happens If They Leave?

This is the hidden danger. Your one sysadmin knows how everything works. They leave. You're hiring a replacement while the system is running. This is stressful.

Mitigation: Document everything. Have a second person trained on basics. Have a support contract with a consultant for emergencies.

Case Study Framework: How to Evaluate for Your Library

Step 1: Inventory Your Technical Capacity

Step 2: Calculate True Cost of Open-Source

Step 3: Compare to Proprietary Alternative

Step 4: Calculate 5-Year TCO (Total Cost of Ownership)

Open-Source: $63K/year × 5 = $315K. Plus implementation cost ($20-40K initial).

Proprietary: $54K/year × 5 = $270K. Plus migration costs ($50K initial).

Difference: Open-source is ~$45K more expensive over 5 years in this scenario.

Step 5: Evaluate Non-Cost Factors

The Decision

Open-source makes sense if:

Proprietary makes sense if:

Questions to Ask Open-Source Communities

Before you commit, reach out to existing users:

Red Flags: When Open-Source Is a Bad Choice

Migration Path: Open-Source Might Make Sense Later

Here's a realistic approach for many libraries:

  1. Now: Use proprietary system (you need the support)
  2. 3-5 years: Hire dedicated sysadmin for other systems
  3. 5-7 years: Evaluate open-source once you have technical capacity
  4. 7+ years: Migrate to open-source if it makes sense

Don't force open-source before you're ready. The cost of failed adoption is worse than the cost of proprietary systems.

References & Further Reading

Related Reading

Explore system selection and migration considerations:

Filed under: Technology Leadership, Open-Source Software, System Selection, ILS Evaluation