Proposal

Proposal for Social Software Implementation

Hiring, training, and managing university student workers can be time-consuming and the information sharing repetitive. I would like to create an online social software based management and training system for students working in the Archives; specifically, I will use blogs, RSS feeds, wikis, and Flickr.

What to use?

I would like to implement a project that uses a blogs, RSS feed, wiki, and Flickr. Initially, because of concerns of technological support and my own current comfort-level, I would use Confluence for the wiki and Wordpress for the blog. I would suggest using Flickr for the image software.

Tools: what they are?

All definitions are from Wikipedia:

1. A blog is “a user-generated website where entries are made in journal style and displayed in a reverse chronological order.”
2. RSS feeds are programs, called feed “readers” or “aggregators,” that “check a list of feeds on behalf of a user and display any updated articles.” In order to receive updates, the “user ‘subscribes’ to a feed by supplying their reader a link to the feed;” the reader checks the user's subscribed feeds for updates, retrieves the content, and presents it to the user.
3. A wiki is “a website that allows visitors to add, remove, and otherwise edit and change content, typically without the need for registration.” It is easy to use, searchable, allows for a hierarchical relationship among pages, and is “an effective tool for mass collaborative authoring.”
4. Flickr is a photo sharing website and online community platform. Images can be tagged and browsed, which allows for the development of a folksonomy.

Which tools for which jobs?

I would like to design a multimedia student website I can use as a training tool for new students, as well as a supervisory tool for current student workers. Specifically, these tools will be used:

1. A blog will be used as a log to track daily tasks and projects, update students on new projects or changes in instructions, and as a place for students to leave questions or comments. It will be set up with an RSS feed for updates.
2. The site would also incorporate wiki technologies for introductory materials; it would include a link to new hire forms and a description of the hiring process, the student handbook, and research tips for finding materials in an archive. For current employees, the wiki would be used for project lists with specific instructions created by the staff person assigning the task, as a task list to be checked off when the task is completed, and as a place for schedule information.
3. For those who are visually oriented, Flickr will be used as site to host a pictorial tour of the facility and equipment. Additionally, I'd like to explore Flickr and a blog could be used to create a page with textual and visual information about how to do research in the Archives. I would post information about basic search strategies for finding information in the Archives, research tips, and subject guides, but would also incorporate images of tours, the location of materials, and other useful screenshots.

Who will this help?

Initially, this tool will have the greatest benefit to students and their supervisor (me), but the benefits to the other archives staff, library, and patrons cannot be dismissed. Because we hire upper-division students, and require research experience, the duration of their employment doesn’t exceed 2 years. Because most students have not done in-depth primary source research or worked with microform machines, the more information I can provide, the easier the acclimation to working in an archive will be. Additionally, the number of students we employ has increased, and anything I can do to make that transition between recruited and trained smoother is desirable.

Who uses these tools now?

Each of these technologies for training has a place and history of use in libraries. Below are examples of libraries using various forms of social software:

1. Last winter, we replaced our paper reference binder and expanded it in a wiki. We use it for arrangement and description tools, research and researcher tips, reference binder, staff schedules, and student projects and schedules. It is becoming part of some students' and staff daily routine.
2. Although entitled “Flickr as a Training Tool,” Lauren Pressley’s podcast uses so much more! As a student supervisor at Wake Forest University, she uses a blog, called the Microtext Task Log for updates and tracking student projects, a wiki to host the student handbook, and a Flickr page for tours and instructions for using microforms.
3. Antioch New England Graduate School has a Library Training Wiki. This site is a great example of the paperless reference binder. It is easy to search, easy to use, and well organized. In addition to being a n electronic reference binder, I also really liked the “Front Desk Need to Know” and “Outside Links.”
4. The Manuscripts, Archives, and Special Collections department at Washington State University's library has a pictorial tour of their facility. While this site does not use social software, it is an excellent example of a facility tour, and one I’d like to mimic.

What are the obstacles?

There are three main obstacles I see to implementing this technology: institutional culture, staff knowledge and training, and technology issues.

1. Institutional culture: This could be one of the biggest hurdles. Social software and the interactive web represent a fundamental shift in how we view our online experience. Students and staff could experience discomfort and anxiety when a paper-based binder or traditional web page is replaced by a dynamic and interactive one. For this tool to work to its potential everyone must use it; but, perhaps more importantly, everyone must want to use it and see the value in using it.
2. Staff knowledge and training: While students and staff have a general idea of the uses for social software, and may have used it in their personal lives, they will need training on these specific software we are using.
3. Technology issues: This is the least likely to present a major roadblock, but may give cause for concern. If we are using a program/software not supported by the library (Flickr), the Information Technology department might not be available for technical support.

How can these issues be resolved?

While the issues listed above are concerns, I do not think they are insurmountable.

1. Institutional culture: In order to combat the expected anxiety, a list of readings and an open-door policy for questions and concerns is essential. Giving people information, as well as allowing them to express their frustrations or concerns, as well as their positive experiences, will allow their comfort level to increase. It is unreasonable to expect that all students and staff will immediately see the value in these tools and pick them up without instruction and discussion.
2. Staff knowledge and training: As discussed above, providing information and training opportunities will be imperative. I will provide a list of basic, informational readings for students or staff to use as a way of learning more about social software technologies. I will also include an online tutorial on the front page of the site.
3. Technology issues: My own involvement in the maintenance of the site, as well as communication with the IT department, should minimize technology issues. Because this project uses software currently owned and maintained by the library, the information technology staff will maintain the software; however, it would be my obligation to alert them that this project is permanent, and request to be notified of any changes or plans to switch the software. With Flickr, it would also be my obligation to stay abreast of details or changes that might impact the images.

Is this project sustainable?

If students and staff are engaged and involved in the site, this plan should work; however, as discussed above, I expect that there will be some resistance and anxiety about a complete switch to an electronic system for managing the students and their projects. A stated change of policy might help legitimize the project and give people confidence in their initial time investment.