Introduction
As we step into 2025, libraries face a rapidly evolving technological landscape. From cybersecurity threats to aging infrastructure and shifting patron expectations, preparing your IT budget requires careful planning. Whether you’re gearing up for a board presentation or setting long-term financial goals, this guide provides strategic insights to help libraries of all sizes navigate IT planning effectively.
At AVC Technology, we’ve spent over 35 years working alongside libraries, witnessing firsthand how technology has transformed library services. From the days of fixing roller-ball mice to today’s integrated digital ecosystems, we’ve helped libraries transition from reactive IT management to proactive, future-focused strategies. Let’s dive into how you can plan your 2025 IT budget wisely.
Start with What You Have
Before planning for the future, take a detailed inventory of your current technology. This process ensures you understand what’s working, what’s outdated, and where improvements are necessary. Key areas to assess include:
- Hardware: Firewalls, servers, public computers, printers, and wireless access points.
- Software: Integrated library systems (ILS), productivity suites, security tools, and accessibility applications.
- Network Infrastructure: Internet bandwidth, Wi-Fi coverage, and internal networking equipment.
- Staff Collaboration Tools: Communication platforms, cloud storage, and workflow automation.
Many libraries struggle with outdated systems that have been patched together over time. While this approach may seem cost-effective, it often leads to inefficiencies and security risks. By creating a clear IT inventory, you can prioritize which upgrades will have the most impact on both staff productivity and patron experience.
Assessing Current Technology: Questions to Ask
- Are our computers and servers still supported with updates?
- Do we have gaps in Wi-Fi coverage that affect patron experience?
- Are cybersecurity measures up to current industry standards?
- What technology pain points do staff and patrons frequently report?
This foundational step helps you avoid surprises and ensures that your budget is based on real needs rather than guesswork.
Security as a Cornerstone of Your Budget
In an era where cyber threats are more advanced than ever, libraries must prioritize IT security. Data breaches, ransomware attacks, and phishing scams are no longer just corporate problems—public institutions, including libraries, are frequent targets.
Your IT budget should include robust cybersecurity measures such as:
- Managed IT Services: Continuous monitoring and threat detection reduce risks.
- Email Security Filters: Prevent phishing and malware from reaching staff inboxes.
- Endpoint Protection: Secure all devices, from public computers to staff workstations.
- Multi-Factor Authentication (MFA): Adds an extra layer of security for critical systems.
- Regular Security Training: Educate staff on identifying cyber threats and best practices.
A single cybersecurity breach can disrupt operations, damage your library’s reputation, and even lead to financial consequences. Investing in proactive security measures ensures smoother operations and builds patron trust.
The Shift from Reactive to Proactive IT Security
In the past, library IT teams focused on fixing issues as they arose. Today, the goal is to prevent incidents before they occur. With cybercriminals targeting even small institutions, preventive security is no longer optional—it’s essential.
Proactive Replacement Cycles: Avoiding Costly Downtime
One of the most overlooked aspects of IT budgeting is planning for equipment replacement before failure occurs. Running outdated hardware can lead to unexpected downtime, compatibility issues, and rising maintenance costs.
Recommended Replacement Timelines
- Firewalls & Servers: Every 5 years for optimal security and performance.
- Computers & Laptops: Every 3-5 years to support the latest software.
- Wireless Access Points: Replace when connection issues start affecting patrons.
By spreading out replacement costs over several years, you can avoid large, unexpected expenses. Developing a multi-year IT replacement plan ensures steady improvements while staying within budget.
Budgeting Tip: Don’t Wait for a Crisis
Many libraries wait until something breaks before considering replacement. This reactive approach often results in emergency spending, higher costs, and operational disruptions. Planning ahead allows for smarter financial management and a smoother transition to updated systems.
Think Beyond the Basics: Enhancing Patron Experience
While maintaining core systems is crucial, libraries that embrace innovative technologies can significantly enhance patron engagement. Libraries are evolving into dynamic community hubs, offering more than just books. Consider budgeting for technology that supports this transformation:
- Hybrid Meeting Rooms: Equip spaces for both in-person and virtual events.
- Digital Signage: Share announcements, event schedules, and important library information.
- Mobile Printing: Allow patrons to print from their own devices.
- Makerspaces & Gaming Areas: Engage younger audiences and foster creativity.
Even small tech improvements can have a significant impact on patron satisfaction and library usage. Strategic upgrades ensure your library remains a vital community resource.
Dream Big, Plan Smart
Not every technology upgrade requires a massive investment. Many enhancements can be phased in gradually. By aligning new initiatives with community needs, libraries can maximize impact while maintaining financial sustainability.
Staying Ahead: Trends to Watch in 2025
Technology is evolving rapidly, and staying informed helps libraries remain relevant. Here are key trends to consider:
- Artificial Intelligence (AI): AI-powered search tools and chatbots improve patron services.
- Sustainability Initiatives: Energy-efficient technology and e-waste recycling programs gain traction.
- Digital Accessibility: Ensuring all patrons, including those with disabilities, have seamless access to digital resources.
At AVC Technology, we help libraries navigate these trends by offering customized IT strategies that align with their missions and budgets.
Collaborating for Success
With over three decades of experience, AVC Technology is committed to supporting libraries with tailored IT solutions. Our partnership approach means we work alongside you—from initial assessments to implementation and ongoing support.
How We Can Help:
- Optimizing IT budgets to maximize value
- Implementing security-first strategies
- Creating long-term technology roadmaps
- Offering high-touch support for ongoing IT needs
Libraries are more than book lenders—they are essential community pillars. The right technology investments ensure that your library continues to educate, inspire, and connect in the digital age.
Conclusion
Planning your IT budget doesn’t have to be overwhelming. By assessing current technology, prioritizing security, implementing proactive replacement cycles, and embracing innovation, your library can remain a trusted, forward-thinking community space.
Ready to take the next step? Contact AVC Technology today, and let’s build a smarter, more connected future for your library.