Stockholm Public Library and Systematic pioneer the future of library services

New technology deployed at Stockholm libraries will empower staff through automated processes, enhanced workflows, and improved user accessibility.

In the heart of Stockholm, an invisible revolution is underway at the iconic city library and its 40 branches. A 20-year-old IT system is about to be replaced with a new, innovative library system combining the Danish-developed Library Management system Cicero from Systematic with the Intelligent Material Management System (IMMS) from Danish Lyngsoe Systems. The new joint solution will redefine the library experience for users and staff alike.

City Librarian Daniel Forsman leads the change, projecting a vision that extends beyond the walls of the library:

"We are updating our operational systems, and with that, we are fundamentally changing how we have worked for decades. The goal is to make our book collections more accessible to the people of Stockholm. By automating processes and workflows, we free up time for activities that promote reading and learning. This is one of our strategic moves to make literature more vibrant and to expand our presence," he says.

Redefining the library’s role in a digital world

Forsman’s vision involves moving from numerous local library stocks to a unified collection akin to an e-commerce logistics chain. This modern approach, supported by a central logistics centre and an advanced reservation and transport infrastructure, will offer Stockholmers better and more equal access to the library’s collection while optimising resource use.

He is particularly excited about the opportunities for cooperation that the new system unlocks:

"Cicero is already being used in several other Scandinavian libraries and is continuing to expand its customer base. I see enormous potential for collaboration on a larger scale. The common system can promote the exchange of experiences and ideas between the libraries. Together, we are developing the system and the features that our users are requesting,” Forsman says.

IMMS – a supply chain management system with added complexity

The implementation of Cicero and IMMS is expected to bring about significant efficiencies.

“We anticipate streamlining logistics work by up to 20 %. The IMMS will ensure that the right books are always available, akin to a supermarket’s supply chain management system, but with the added complexity that all ‘goods’—the books—are returned to be recycled over and over again,” Forsman notes.

The new technology stack is not just about innovation; it’s about delivering on promises and user demands. Cicero has integrations built to international library standards, ensuring effortless library connectivity. The platform constantly evolves to benefit the entire customer base: New functionalities developed for one library customer are promptly made available to all others, promoting collaboration between libraries, operational efficiency, and reduced costs across the board.

Transition requires patience for all parties involved

As Stockholm Public Libraries embarks on this journey, expectations are high, and so is confidence in the positive impact that Cicero and IMMS will have.

“As central educational and cultural institutions in society, we are obliged to keep pace with the digital age and to lead the charge in creating a more connected, efficient, and user-centric future,” says Forsman.

Adopting Cicero and IMMS aligns with the library’s objective to modernise and improve its services. Nevertheless, Forsman acknowledges that replacing digital infrastructure after 20 years requires a certain degree of adaptability and patience from everyone involved.

"Transitioning to new technology will undoubtedly be a challenge for all of us until we get used to the new way of doing things. However, we are in good hands as Systematic will be leading the implementation process and making sure that all employees are on par with the system and its use. Eventually, this will make a positive difference for staff and users, leading to more efficient workflows and an enhanced library experience for everyone,” Daniel Forsman says.

About Cicero Library Solution

Cicero handles 12 million unique users a year and about 7 million active loans daily. The system is extremely stable, even when accessed by approximately 100,000 unique users daily.

Cicero is one of the world’s most modern library systems. It was developed by the Danish software company Systematic in 2015 and is used today by all Danish public libraries, as well as libraries in Norway and Sweden. Cicero customers include Copenhagen Public Library, DOKK1—the Aarhus Libraries, and Deichman Oslo Libraries.

Cicero is a complete software package specially designed for modern libraries. Moreover, Cicero’s ‘software-as-a-service’ design ensures that the solution is constantly updated and maintained.

Cicero also ensures smooth workflows, such as procurement, handling library materials, managing book loans, etc., and general system administration. The solution has an adaptive, web-based user interface, which allows users to use Cicero via a smartphone, tablet, or PC. In addition, Cicero has a business intelligence tool that gives libraries valuable insights into their own data.

About Intelligent Material Management System

The Intelligent Material Management System™(IMMS™) is a logistical system developed by Lyngsoe Systems, which works together with the existing ILS/LMS to create an unprecedented level of transparency in the library’s material flow.

By automating routine tasks such as locating materials and reshelving, IMMS™ reduces labor-intensive processes and minimizes staff fatigue. The software further enables precise inventory management, preventing the loss or misplacement of library materials. Additionally, the IMMS™ software optimizes shelf space utilization, improving collection density and accessibility. Ultimately, IMMS™ enables libraries to deliver enhanced patron services while maximizing operational efficiency.

For more than 10 years, IMMS™ has been implemented into libraries all over the world. From Helsinki in the north to Auckland in the south to the west coast of the US, IMMS™ has proven valuable for all types and sizes of libraries. With a dedicated in-house team of software developers, Lyngsoe Systems continuously maintains and expands the functionalities of the system to fit the evolving needs of modern libraries.