17.4.2026 Introduction of a new library management system
Restrictions during the transition period
Dear users,
Heidelberg University Library is currently preparing to switch to a new, modern library management system: WorldShare Management Services (WMS) from OCLC. This change is necessary because the system we have been using to date, SISIS-SunRise, has been in use for over 25 years and will no longer be developed in future.
A library management system forms the basis for key processes such as the acquisition of media, their cataloguing and the lending process. With the introduction of WMS, these processes will be technically updated. As part of the transition, the existing library catalogue HEIDI will also be replaced. In future, you will search the WorldCat Discovery catalogue, which is also provided by OCLC.
The change involves far-reaching technical and organisational changes, which entail a considerable investment of staff, technical resources and time. As part of the transition, extensive data sets – including catalogue data, user accounts and loan information – will be transferred to the new system and processed. At the same time, existing workflows will be adapted, interfaces with other systems will be reconfigured, and comprehensive testing will be carried out to ensure as smooth a transition as possible. The adaptation of service processes is also part of this complex project.
We therefore ask for your understanding that there will be operational restrictions.
Migration period
The system migration will take place between 20 April 2026 and 21 June 2026.
Restrictions during the migration phase
During this period, there will be temporary restrictions on library services:
- from 20 April 2026: Reduction of the loan period for interlibrary loans to 2 weeks
- From 1 May 2026: Suspension of interlibrary loans of books and scans/copies from other libraries
- From 1 June 2026: Suspension of the lending of media to other libraries via interlibrary loans and to users of the Subito document delivery service
- from 11 June 2026: Discontinuation of the option to order or reserve items for loan
- from 12 June 2026: Closure of lending services: suspension of borrowing and returns, user registration and account functions, and fee payments; no access to electronic resources for users without a Uni-ID
Services still available
Throughout the transition period, Heidelberg University’s libraries will remain open and the following services will continue to be available:
- Use of on-site study and work spaces
- Access to electronic resources (e.g. e-books, databases and e-journals) for staff and students with a Uni-ID
- Advice and information services provided by the library team
- HEDD orders for full-time research staff at Heidelberg University
- Subito, a nationwide document delivery service (subject to a fee) for items from other libraries
- Access to the HEIDI library catalogue for research
Recommendations for use
We recommend that you borrow any required literature as early as possible and carry out any important research before the transition begins.
Important note regarding watchlists
Please note that personal watchlists from the previous system cannot be automatically transferred.
You must therefore back up your saved lists by 11 June 2026 to avoid data loss.
After the migration
From 22 June 2026, all services will gradually be made available again. We will keep you informed of all changes in good time on our website.
We thank you for your understanding and patience during this important modernisation project.
Your University Library