Combining technology and user-centricity to build institutional value

As technology transforms research, teaching, learning and institutional priorities, academic libraries are evolving their role as reliable guides in the knowledge ecosystem. Changes in how people access information, use space and interact with digital resources are providing libraries with new opportunities to serve their institutions and communities.

Artificial intelligence is one part of this transformation.

AI-driven systems are improving search results, streamlining metadata management and automating routine tasks, freeing librarians to focus on more strategic activities. Beyond AI, academic libraries are also redefining physical spaces to engage a new generation of students and investing in resource-sharing networks to extend access. These shifts reflect a larger movement toward greater flexibility, productivity and responsiveness that enable academic libraries to make a direct impact on institutional priorities.

Redefining physical and online spaces

At Saint Mary’s College of California, the library has become a social and academic hub, with a dedicated games area, interactive whiteboards and inviting study spaces tailored to different learning styles.

“We’ve intentionally set it [the library] up to be a true third space for our patrons,” said Swetta Abeyta, a librarian at Saint Mary’s. “We really wanted students to feel like the library is a safe space,” she added.

Their updates encourage engagement while making the library a more integral part of campus life. Saint Mary’s librarians take advantage of time with students in the physical library. They set up interactive whiteboards and anonymous response boards to generate engagement with no staff mediation – a strategy called passive programming. “Our whiteboard space is a way to let students come in and interact with library resources in new and meaningful ways without needing to speak with anyone,” Abeyta explained.  “We ask silly or thoughtful questions, and students always stop by. It’s very popular.”

Some libraries are taking their services beyond their walls. The New School has installed book vending machines in high-traffic areas, bringing library resources directly to students where they spend the most time. These RFID-enabled cabinets offer curated collections that rotate based on student interests and faculty recommendations, ensuring relevant, accessible materials are always within reach.

While digital collections are essential, demand for print materials remains strong. Libraries are balancing these needs with hybrid service models, expanding digital collections while maintaining robust physical holdings. “The demand for physical books is very prominent,” Abeyta noted. “We have a growing popular books collection, a queer and trans lit collection, and Spanish-language books. The art and MFA students that I serve want to be able to see the physical books. At the same time, our students who aren’t on campus year-round rely on unlimited ebook access.” Balancing these demands within budget constraints is supported with increased reliance on data. By analyzing borrowing trends and usage patterns, Saint Mary’s librarians refine their purchasing strategies to align with student and faculty needs, investing in high-demand materials and ultimately, improving service delivery.

Library Automation for better work life

New AI-powered resources are making library workflow automation far more powerful and supportive of librarians, accelerating cataloging tasks and metadata creation so that librarians can focus on high-value personal engagement activities like instruction and research support. The Alma metadata AI editor is a sophisticated tool designed to streamline the cataloging process, significantly reducing manual workload and mitigating burnout among library staff. The AI editor also ensures higher accuracy and consistency in catalog entries, which enhances the discoverability and accessibility of library resources.

The AI-powered metadata editor is one of the many features integrated within Alma, but the system’s open platform also allows libraries to customize their technology infrastructure through APIs. For example, the University of Central Florida (UCF) has implemented an automated robotic retrieval system integrated with Alma, streamlining the management of physical collections. This automation significantly reduces manual retrieval efforts, enabling librarians to focus more on direct research support and user engagement.

Improving collection discovery and usage with AI

As consumer services like Google Scholar improve their searching, libraries can match the experience and showcase their superior collections with AI-driven tools like Primo Research Assistant. Automatically included in Primo, the research assistant has been carefully developed in collaboration with the academic community to harness AI while maintaining the traditional values of scholarship. Primo Research Assistant enhances search results by recognizing patterns in user queries, surfacing relevant content more efficiently. By analyzing search behaviors, it refines recommendations over time, improving accuracy and relevance for the user. AI is changing how users expect to interact with search tools. Instead of relying on keyword-based searches, tools like Primo Research Assistant enable conversational discovery, helping users refine queries and explore related materials more effectively. This shift is making discovery more dynamic, especially for students and researchers unfamiliar with complex search techniques.

One of the key advantages of AI-powered discovery is its ability to identify connections between materials that may not have been obvious through traditional search methods. By analyzing metadata and user interactions, AI can surface interdisciplinary resources, helping researchers find relevant content outside their primary field of study. This ability to connect ideas has the potential to enrich academic work and open new research pathways. Importantly, it enables the library to build greater usage of its collections.

The essential role of AI literacy training

Ensuring transparency in how AI recommends materials is essential for maintaining user trust. Experts within academia have noted the need for libraries to educate users on how AI tools work, where their limitations lie, and how to critically evaluate AI-generated recommendations. Without this guidance, there is a risk that users may over-rely on AI results without fully understanding their context. “If users see a chat box,” said Jones. “They’re expecting to query the entire collection and for anything and everything in the library to be digitized and available in that chat prompt. So, we’ve seen an increased burden on libraries to be clear and transparent about what the limits of these tools are.”

By working with trusted partners, libraries can integrate AI thoughtfully, improving search efficiency while maintaining the accuracy and credibility that users expect from academic institutions. The key is to use AI as a tool to enhance the research process, ensuring that discovery remains user-centered, transparent and academically rigorous.

Strategic collaboration and resource sharing

Collaboration is a powerful tool for libraries looking to expand access and improve services while managing resource constraints. By working together, institutions can share materials, expertise, and technology, ensuring their users have access to a broader range of resources.
Resource sharing networks allow libraries to provide materials beyond their own collections. Institutions have improved interlibrary lending by streamlining request systems and reducing turnaround times. “One of the big things we’ve done with resource sharing is create a statewide requesting service, which we call UBorrow,” said Wendy Ellis, director at Florida Virtual Campus (FLVC), which supports 12 state universities and 28 state colleges, more than 150 libraries in total. FLVC relies on its Alma and Primo foundation to connect users to exactly the right resource within the 28 million bib records in You Borrow. Libraries in the system minimize duplicate buying and unnecessary purchases, saving budget funds, but also providing a way for libraries to reclaim space.

Some resource sharing technologies are enabling more consortia to shift from resource ownership to resource access as FLVC has done with UBorrow. For example, Rapido, which has built a following for its fast and simple lending and borrowing processes, will launch Consortial Borrowing in 2026. Rapido Consortial Borrowing takes the best parts of Rapido (quick and efficient access to a wide range of resources and a seamless user experience) while member libraries maintain local control.

Strategic collaboration extends beyond resource-sharing networks to centralized storage solutions that optimize physical space and long-term collection management. The Florida Academic Repository (FLARE) serves libraries statewide by providing shared storage for low-use materials. This consortial approach allows participating institutions to free valuable space for student-centric activities, demonstrating the practical benefits of cooperative resource management. Collaborative cataloging is another way libraries are pooling resources to reduce redundant work and improve record accuracy. By contributing to and refining a
common catalog, institutions ensure that materials are consistently described and easily discoverable across multiple systems. Some academic libraries are working with national and international networks to develop standardized protocols, allowing for better interoperability between institutions. Through strategic partnerships and shared systems, libraries can maximize their impact, ensuring they continue to meet the needs of students, researchers and faculty in a rapidly shifting academic environment.

Positioning libraries for lasting impact across the ecosystem of the university

As academic libraries chart the future, adopting strategic, integrated approaches to innovation and collaboration is essential. By reimagining library spaces, streamlining operations, integrating AI-driven tools and strengthening partnerships, libraries can meet emerging challenges and embrace new opportunities with confidence. Sustained success depends on proactive adaptation, ongoing learning and a commitment to transparency and trust. Libraries that remain responsive to institutional needs and user expectations will continue to serve as vital hubs for education, research and teaching. By prioritizing thoughtful innovation and collaborative growth, libraries can ensure their lasting impact in an ever-changing academic world.

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