The rapid shift brought on by COVID forced libraries to adapt quickly, often without the time or budget to rethink their technology stack. In that environment, free or open-source platforms could seem like a practical compromise – especially when expectations around integration, reporting, security, and remote access were still relatively modest.
In 2026, the picture is very different. Many special libraries now support hybrid or totally remote teams, manage confidential and regulated digital content, and operate under increased oversight from IT, procurement, and compliance teams. A system described as “free” may still avoid licence fees, but it often transfers responsibility for reliability, security, features, development and updates directly onto the organization.
The Free Software Foundation clarifies that free software is about liberty, not price. In 2026, that distinction matters more than ever, because liberty also means ownership of risk.
The Hidden Costs Haven’t Gone Away - They’ve Become Business Risks
Many of the hidden costs identified in 2020 still exist, but their consequences are more severe.
Support is a common example. Free systems typically rely on community forums or paid consultants. When problems occur, resolution times are unpredictable. In special libraries, downtime is not just inconvenient. It can delay legal advice, policy development, or research.
Security, Compliance, and Ownership: The New Decision-Making Reality
Security expectations have also changed. Data breaches, privacy regulations, and audit requirements are now part of everyday operational reality. Libraries are expected to demonstrate how systems are secured, patched, monitored, and governed. With free software, accountability usually sits internally, increasing exposure for both the organization and the individuals recommending the system.
Internal workload is another cost that has become harder to ignore. Free systems often require ongoing configuration, troubleshooting, and technical oversight. What once felt manageable is now recognized as opportunity cost, drawing specialist staff away from higher-value activities that directly support organizational goals.
The Real Question Isn’t Cost - It’s Responsibility
Many platforms also operate on a freemium model. A business strategy that offers basic services or products for free while charging a premium fee for advanced features, functionality, or capacity. Popular platforms like Spotify, LinkedIn and Canva follow this model.
So while core software may be free, advanced reporting, integrations, authentication, digital asset management, or secure hosting are paid additions – which over time, the total cost becomes fragmented, unpredictable, and more difficult to defend in procurement reviews.
What has changed most between 2020 and 2026 is who is involved in the decision. Library system selection now routinely includes a combination of IT, procurement, security, and compliance stakeholders. Decisions must be documented, defensible, and aligned with organisational risk frameworks.
As a result, many organisations are no longer defaulting to free software as a starting point. Instead, they assess total cost of ownership, internal resource commitments, compliance obligations, and long-term sustainability before making a recommendation. When internal time, governance responsibilities, and risk exposure are fully considered, the financial comparison often looks different from the initial licence price.
The key question has shifted from “Can we make this work?” to “Who is accountable if this fails?”
This shift explains why many organisations now view paid systems not as an expense, but as a way to reduce operational and reputational risk. A commercial system transfers responsibility for performance, security, and ongoing development to a vendor with clear accountability.
Making the Right Decision for Your Library in 2026
A system like Liberty Digital is built for the operating conditions special libraries now work within. It provides predictable costs, security suited to sensitive collections, and ongoing development informed by librarians and knowledge professionals. By supporting hybrid collections, enterprise integrations, and modern workflows, it reduces reliance on internal technical resources and helps organisations manage risk more consistently over time.