Deb Hunt presented this session. The first two case studies were for corporate environments (an environmental engineering firm and an architectural/design firm) , the third for a non-profit (The Exploratorium). WiFi went up and down throughout the session.
Universal challenges:
- Too many information silos
- Dirty data
- No metadata/classification nor taxonomy in place
- Differing needs of different groups
- Multiple physical locations with differing protocols for storing information
- Loss of intellectual capital when people leave
- [One other thing I didn't capture in time, but the presentation is available online at ]
Environmental firm had a traditional library of externally-published documents (both print and digital), five offices in California with plans to expand to Nevada and Oregon. Security of proprietary information was key.
Deb interviewed the staff to understand the information-seeking behaviors of different groups and levels and what issues those groups and levels had, then presented at the annual all-staff meeting. She only spoke for a few minutes, the majority of the presentation was staff people talking. Two people had created their own databases, yet nobody else knew about them. One person had a LexisNexis subscription which nobody else knew about.
She used a number of sources to research appropriate systems (Capterra’s Library Automation Software Finder, Marshall Breeding’s Library Technology Guides, article in October issue of Computers in Libraries) and created an RFI and spreadsheet for vendors to fill out. Narrowed candidates down from 12 to 3, only one candidate allowed the company to retain proprietary documents in its system. The firm is using a cataloger to catalog print and digital items (with items prioritized), instituted a Dumpster Day, the intranet is being redesigned and marketed to staff. The firm will continue to train staff, market the portal and get buy-in for contributing documents to be catalogued. Education needed (not everything is digital).
The architectural/design firm has six U.S. offices and one in Asia. The staff is young and uses Google to find images and information (despite the firm’s already owning similar information). No information professionals on staff, lots of silos, badly-designed intranet which nobody used, and each office had its own culture for sharing and maintaining documents.
The CEO wanted a simple “Google-like solution,” hates the end-user searching in Canto Cumulus’ image database. He had a very naive view of searching. She got advice not to use Google Search Appliance (not cheap, hard to get support) and brought that to the CEO. She knew she was looking for enterprise search solutions, and identified 43 possibilities from Capterra’s main enterprise software directory and input from colleagues. After sending an RFI to the 43 vendors, she narrowed the set to 19, and then to 8 solutions in 3 tiers. The number one choice was a partial solution, as it only handled project management, but it did have the architectural/design focus.
Deb recommended they hire a librarian/information professional, the firm wanted to hire another IT person but she talked them out of it. She wrote a job description and had it posted to multiple job sites, and the firm hired a recent graduate of San Jose State University’s SLIS program who had worked part-time at an architectural firm for 10 years. The firm is on the verge of implementing a solution, despite the CEO initially not having much faith in finding a good solution the first go-round.
They are looking at open-source content management systems and portals.
The Exploratorium was an early adopter of the Web and has 577,000 in-person visitors/year. They began looking into knowledge management in 2003. Challenges included multiple format contents (including print, images in both digital and print, Hi8 video, VHS, U-Matic, audio cassettes, audio reel-to-reel), some of which no longer had players in production. Content was also in multiple places. The digital asset archive has a clunky end-user search but staff use Canto Cumulus (both a client and an internal database). 1.8 FTEs in media archiving, 0.45 full-time equivalents in knowledge management and 2.75 full-time equivalents in the Learning Commons. The Exploratorium is still struggling with enterprise search, but the intranet is now the main source for information internally and is well-marketed.
Key takeaway - there is no one-size-fits-all solution.
10/25/08 UPDATE: Deb has her presentation up (direct link to PowerPoint).
Technorati Tags: IL2008
Posted by Steven Kaye
Posted by Steven Kaye
Posted by Steven Kaye