Hidden Costs of Not Modernizing Your Library's Digital Experience

At first glance, delaying a digital upgrade feels safe. Budgets are tight, library staff are stretched thin, and the systems you’ve used for years still work... sort of. But “working” is not the same as delivering value. In today’s digital-first world, standing still often costs more than moving forward. 

The Budget Trap: Saving in the Short Term, Spending More in the Long Run 

When you keep a legacy system, you avoid upfront costs. But you also inherit hidden ones: hours of staff time lost to workarounds, higher support fees for aging tools, and patchwork fixes that eventually fail. 

Research from IDC indicates that inefficient or poorly optimized digital infrastructure can waste between 20% and 30% of technology spending due to inefficiencies and redundant processes (IDC FinOps report, 2023). 

Above: For libraries, those “costs” appear as lost staff time, diminished service,
and missed opportunities to engage the community. 

Libraries that postpone upgrades often spend more energy maintaining the old than they would on implementing the new. It is the classic “pay now or pay later” scenario, except later usually costs more. 

Patron Expectations Are Moving Faster Than Ever 

Patrons don’t compare one library’s digital experience to other libraries; they compare it to Netflix, Spotify, and Amazon. These platforms have redefined what “user-friendly” means through personalization, speed, and seamless interaction. 

Recent findings from the Public Library Association’s 2023 Technology Survey show that while 95% of public libraries offer digital literacy programs and 83% have mobile-optimized websites, digital inclusion remains a growing challenge. Many libraries are bridging connectivity gaps by loaning hotspots and devices, underscoring that patrons increasingly depend on online access to engage. 

Recent research suggests website usability directly affects how efficiently and effectively patrons can use library web systems.

Above: Better website usability and clarity are strongly associated with higher satisfaction and resource use among patrons, allowing digital access across devices, distance and across communities.

The Staff Burnout Factor 

Every time a catalog search fails, a hold request disappears in a clunky interface, or a webpage can’t be updated without IT, staff are forced to compensate. 

• Frontline teams spend more time troubleshooting patron issues. 

• IT teams spend more time maintaining fragile integrations. 

• Marketing teams struggle to promote programs across disconnected tools. 

Burnout is not a line item in the budget, but it shows up in staff turnover and morale. Modern platforms cannot solve staffing shortages, but they can remove repetitive friction, so staff can focus on meaningful work, like connecting people with information, not fighting with old systems. 

Modernization is About Mission, Not Just Technology 

Libraries exist to democratize access to knowledge. That mission now depends on digital access as much as physical. When outdated systems block content, confuse users, or exclude patrons with accessibility needs, the mission itself is compromised. 

Modernization is not about chasing the latest technology. It is about: 

• Equity: Ensuring everyone can participate, regardless of device or ability. 

• Sustainability: Replacing patchwork fixes with scalable, efficient systems. 

• Trust: Delivering experiences that feel modern, seamless, and secure, without sacrificing privacy or values. 
  
  

The Future Is Closer than You Think 

Emerging technologies such as agentic AI and exploratory search will transform how people interact with digital information. Libraries that modernize now will be ready to integrate these capabilities safely and strategically. 

To learn more about how BiblioCommons is approaching the use of AI in digital library spaces, without compromising the core values of libraries, and maintaining our commitment to transparency, check out our blog.

Those that wait to make a change risk having to retrofit new innovations onto legacy systems, at a greater cost and with less benefit. 

The Takeaway 

Choosing not to modernize is not a neutral decision. It creates compounding costs that show up in staff capacity, patron engagement, and the library’s ability to deliver on its mission in a digital-first world.

Outdated systems drain time and energy through inefficiencies and workarounds. They make it harder for staff to do meaningful work and harder for patrons to find and use services with confidence. Over time, these pressures grow, even when budgets appear unchanged, creating a gap between patrons and the library.

Above: Technology investment and modernization can help achieve the library's goals
of access, equity and service. (Credit: Canva images)

Modernization does not mean replacing everything at once or chasing every new technology. It means making intentional investments that reduce friction, improve access, and create a foundation that can evolve with community needs.

The most significant cost of delay is not financial alone. It is the opportunity lost to connect more people with information, programs, and services in ways that feel intuitive, inclusive, and reliable.

Ready to Take the Next Step?

If your library is exploring how to reduce complexity, support staff, and strengthen digital engagement, we are here to help. Talk with someone from our team to discuss where modernization could have the greatest impact and how a unified BiblioCommons platform can support your goals at a pace that makes sense for your library.

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