Introduction of FOLIO: “The Future of Libraries is Open”
With 11.86 million media items – including 8.25 million analog works – University Library Frankfurt (UB) is one of Germany’s largest libraries. Its history dates back to 1484. Today, UB fulfills a wide range of roles: it serves as a scientific library for the city of Frankfurt and the Rhine-Main region, as a university library with numerous state-level responsibilities, and as a supra-regional specialized library for literature access.
But how do you manage such a vast collection of media while ensuring it remains accessible? UB Frankfurt relies on a powerful technical infrastructure, at the core of which is the library management system, the central tool for acquiring, cataloging, and lending media. Since 1997, UB has used the PICA system, which reliably handled all inventory and lending operations for decades. However, after nearly 30 years, the technology has reached its limits. Maintaining the system and hardware has grown increasingly complex. At the same time, new requirements have emerged, such as managing electronic resources or open-access publications – areas that the existing infrastructure could only partially support. These challenges are not unique to UB Frankfurt but shared by libraries around the world.
Decision in Favor of the Open-Source Library System FOLIO
Starting in 2020, University Library Frankfurt collaborated with some 60 academic libraries from the hebis network (a network of academic libraries in Hesse and parts of Rhineland-Palatinate) to select a new library system. Following extensive analysis, requirements definition, and market exploration, the decision was made to adopt the open-source system FOLIO (“The Future of Libraries is Open”).
FOLIO is developed by an international library community in cooperation with commercial partners. Prominent institutions using FOLIO include the Library of Congress as well as the university libraries at Stanford and Cornell. In Germany, active contributors to its development include the GBV network (a consortium of libraries in Bremen, Hamburg, Mecklenburg-Western Pomerania, Lower Saxony, Saxony-Anhalt, Schleswig-Holstein, Thuringia, and the Foundation for Prussian Cultural Heritage), hebis, the Bavarian Library Network (BVB), and University Library Leipzig.
FOLIO’s Introduction Within the hebis Network
During the first phase of the introduction, a comprehensive analysis was conducted to identify necessary functional enhancements for academic libraries within the hebis consortium. After implementing the most critical missing functionalities, detailed planning for operational use and system migration of the hebis libraries began.
For the first time, a library system is being operated not locally but decentrally by a German cloud provider – a solution that combines efficiency, scalability, and cost-effectiveness. The university libraries of Frankfurt, Darmstadt, Giessen, Kassel, Mainz, and Marburg agreed on a joint migration plan. As pilot libraries, Frankfurt, Giessen, and Mainz began migrating specific system areas: Mainz and Giessen focused on “User Services,” while Frankfurt concentrated on “Acquisitions.”
Mammoth Task: System Change During Ongoing Library Operations
Switching to the new library system FOLIO posed significant challenges for UB Frankfurt. Such a transition during active operations is akin to moving house: data must be transferred, old systems reviewed, and new ones arranged. While switching to a new smartphone often takes just a single click, migrating a library of this size requires meticulous planning, technical coordination, and close collaboration among many stakeholders.
The data landscape is complex: title records, orders, supplier information, budgets – much of this has been maintained by various library staff over decades. Different working methods and system adjustments over time led to inconsistent entries, which had to be cleaned up during the transition.
In early 2022, UB Frankfurt established internal working groups to familiarize themselves with FOLIO well in advance. The initial focus was on the module “Acquisition”: supplier data was reviewed, workflows were adjusted, and budgets were arranged, with everything undergoing rigorous testing. Since FOLIO at the time did not yet offer automatic order dispatch, UB Frankfurt used a script developed by UB Regensburg and aligned to their specific needs.
Successful Launch – FOLIO in Use
In March 2025, the Library of Language and Cultural Studies team at UB Frankfurt became the first to acquire media using the new FOLIO system. At the same time, the Open Access team began managing academic inquiries through FOLIO. However, technical issues delayed the transition.
While part of the FOLIO research group prepared the data transmission, another part trained approximately 84 staff members in five modules over 34 in-person training days during May and June. Supplementary to this, the research group offered an online consultation hour and an open chat channel for all library staff. The chat channel was so well received that it has become a permanent feature.
In early July 2025, the complete transition from the old system to FOLIO was finalized. The FOLIO research group continued to provide intensive support both on-site and digitally to ensure a smooth transition.
Next Steps: Focus on Usage and Lending
Following the successful introduction of the “Acquisition” and “Open Access” modules, the focus now shifts to “Usage.” The complete transition is planned to be finalized by the end of 2026. Key priorities include extensive testing, workflow adjustments, and preparation of lending and user data, such as existing loans, reservations, overdue fees, as well as integration with the university library’s search portal, self-checkout stations, return kiosks, and print slips for orders. The objective is to minimize disruptions for library users on the transition day. The university library will provide updates on the progress.
Thomas Risse and Petra Schneider
