With the End of Life (EOL) for Office 2016/2019 and Windows 10 on the horizon, libraries must act now to ensure their technology infrastructure remains secure and functional. This impending change presents an opportunity for libraries to modernize systems, enhance staff and patron experiences, and align with evolving technology standards. By proactively addressing this shift, your library can avoid disruptions while positioning itself as a forward-thinking community resource.
What Does End-of-Life Mean for Libraries?
When software reaches EOL, the developer—in this case, Microsoft—stops providing updates, including critical security patches and performance improvements. For libraries, this can result in:
- Increased Vulnerability: Unsupported software is a prime target for cyberattacks.
- Compliance Risks: Many data protection regulations require supported and secure systems.
- Operational Challenges: Outdated software can struggle to integrate with modern tools, such as self-checkout kiosks, online catalog systems, or cloud platforms.
Transitioning to supported versions mitigates these risks while providing access to features that improve efficiency and user experience.
Assessing Your Library’s Current Technology
Before upgrading, it’s essential to conduct a thorough inventory of your library’s technology. Here’s how to get started:
- Identify Affected Systems: Pinpoint devices and workstations running Office 2016/2019 or Windows 10. Consider the role these systems play in daily operations.
- Evaluate Hardware Compatibility: Determine if existing devices meet the requirements for newer software versions. Older hardware might need replacement, while newer systems may only require software updates.
- Plan for Costs: Including these updates in your budget can spread expenses over time, reducing financial strain and ensuring readiness before the EOL date.
Choosing the Right Upgrade Path
Microsoft offers several options for libraries transitioning from Office 2016/2019 and Windows 10. Your choice will depend on your library’s needs, budget, and long-term goals.
Microsoft 365
- A subscription-based service providing cloud-based tools.
- Includes applications like Word, Excel, PowerPoint, and Teams.
- Offers regular updates, enhanced security, and collaborative features.
Office LTSC 2024
- A one-time purchase option for organizations preferring traditional licensing.
- Includes essential applications but lacks cloud-based collaboration tools.
- Best suited for libraries with limited internet connectivity or those seeking predictable costs.
Implementing the Transition
A phased approach can help minimize disruptions during the transition. Follow these steps for a smooth upgrade process:
- Create a Test Environment: Before rolling out new software across all systems, set up a test environment. This allows staff to familiarize themselves with the tools and identify potential workflow adjustments.
- Train Your Staff: Provide training sessions and resources to ensure your team is comfortable using the updated software. Addressing concerns early can boost adoption and productivity.
- Back Up Data: Before making changes, back up all critical files to avoid data loss during the upgrade.
- Seek Expert Assistance: Enlist the help of IT professionals to assess your current setup, recommend upgrades, and handle technical aspects. Experts like AVC can streamline the process and address potential challenges.
Benefits of Upgrading
Moving to supported software versions is about more than just avoiding risks—it’s an investment in your library’s future. Key benefits include:
- Enhanced Security: Regular updates protect against emerging threats.
- Improved Efficiency: Modern tools streamline workflows and reduce downtime.
- Better Patron Experiences: Features like cloud storage and collaboration tools enhance services.
- Future-Proofing: Aligning with current technology standards ensures compatibility with upcoming innovations.
Budgeting and Funding for the Transition
Upgrading software and hardware can be costly, but careful planning can ease the financial burden. Here are some strategies:
- Apply for Grants: Explore technology grants specifically designed for libraries.
- Leverage Partnerships: Work with vendors offering discounts or financing options.
- Plan Incrementally: Spread upgrades across multiple fiscal years to reduce immediate expenses.
Positioning Your Library for Success
By addressing the EOL of Office 2016/2019 and Windows 10 proactively, libraries can ensure continuity of service while embracing the benefits of modern technology. Whether you choose Microsoft 365, Office LTSC 2024, or another solution, thoughtful planning and execution will position your library as a trusted resource in the community.
If your library needs guidance, consider reaching out to IT experts or exploring grant opportunities to support your efforts. Upgrading technology is more than a necessity; it’s a chance to invest in your library’s future.