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There are costs associated with the acquisition, implementation, and operation of information systems beyond the price of hardware and software. As these costs sometimes account for budget shortfall, it is important to recognize problem areas and minimize their impact on the organization. Potential hidden costs, including costs that may be hidden by managers, as well as costs that may be hidden from them, are identified and recommendations offered for avoiding serious consequences.

The purpose of this paper is to review and outline changing paradigms in information management in the context of the modern media organisation and to realign and decentralise library services according to such paradigms.

The methodology was to review literature and international best practice in newsroom library, research and reference services and apply results to a restructuring process whereby librarians were “embedded” into newsroom operations.

The new “embedded” structure resulted in librarians playing a more active role in the editorial process, and establishing closer, more collaborative, relationships with library clients. Six months after the restructure, a 15 per cent increase in research and reference work was recorded with a corresponding enhancement in the profile of the library service.

Opportunities emerged to use the restructure as a chance to re‐brand the library and, when publicising the changes to users, to increase the library's client base by marketing to staff previously unaware of library services.

The paper applies a range of trends in traditional information management literature and practice to the specific context of the newspaper newsroom, accounts of which have not hitherto been reported.