TechSoup for Libraries blogs

Letting Go

Brenda Hough — Thu, 04 Jun 2009 15:24:22 +0000

Outdated technologies have a certain appeal. My fiancé collects 8-track tapes. He has over 1000 of them. He sees them as a snapshot of another time and collecting them is a mission to recapture a piece of bygone days. With computers, I’ve found that almost everyone likes to talk about the equipment they used back in the day (Commodore, Apple IIe, Atari, etc). The Sweetwater Library System’s (WY) “On the Same Page” blog recently included a humorous take on a gadget graveyard article, analyzing technologies that are about to become extinct. In a culture in which it feels like we’re rushing to keep up with the latest and greatest, it’s refreshing to remember things that feel simpler.

8-Tracks

There’s a flip side to the joys of nostalgia, of course. In the last week, I’ve heard stories from two different friends, lamenting the headaches outdated technology can cause. One library friend tweeted about the hours spent trying to make a DOS accounting program work (using a product that has not been updated since 1991). Another friend is starting a position as a library director and is preparing herself for the uproar she knows will ensue when she announces the need to move from the antiquated email system to something newer and better.

Total Cost of Ownership is a topic introduced to me by the MaintainIT Cookbooks (we hosted a webinar based on that cookbook content, too). I now realize that the costs associated with technology are much more than the purchase price. Many other things need to be considered (staff-time, licenses, electricity, repairs, etc). Technology reaches a point when it’s cheaper to replace it than it is to keep on maintaining it. (See: High Cost of Using Old Laptops and Nonprofits and Outdated Technologies )

Where do we find the balance between tossing perfectly functional equipment into the landfill (just because a newer version exists) and chugging along using something that is so outdated that it is a headache for its users?

Landfill

This is something we’re thinking about more and more in our society – not just when it comes to technology, but with many things. The concepts of reducing, reusing, and recycling are increasingly important. I think things like retooling an outdated machine using Ubuntu are examples of this philosophy at work. Cost is a word currently defined as a number on a price tag, but I think in our lifetime we are going to see that word definition shift to mean more.

A new TechSoup deliverable

Sarah Washburn — Tue, 02 Jun 2009 18:07:48 +0000

There's a lot of excitement brewing here at TechSoup about new projects and new directions. You may have noticed some changes on our site that are just the beginning. But there are some other changes that are less techie, less project-focused, too.

Next week, I'll be away from the offices of TechSoup as my family prepares for a deliverable of the monumental, life-changing ilk: I'm expecting our first child soon, and will be on maternity leave the rest of 2009. In my absence, my colleague Brenda Hough will be heading the efforts of our work with libraries at TechSoup. Brenda is a long-time supporter of, and contributor to TechSoup, facilitating MaintainIT webinars, blogging, presenting at conferences, and in general, rocking the house supporting you--libraries--in your efforts to keep technology running while providing all of the other vital resources to your communities.

I'm not a very public person, but Brenda convinced me to include this photo of me. I believe she said, "oh good grief! Post a photo!"

Thanks, Brenda. :)

Twitter, how you've changed... me.

Sarah Washburn — Thu, 21 May 2009 22:27:54 +0000

I was a Twitter skeptic, and then a Twitter admirer, and I admit I'm at times bored by what some reveal in 140 characters, but I still continue to discover greatness, especially from libraries that use Twitter.

One of my favorite libraries who tweet is @oakgrovelibrary, from the Oak Grove Library in Hattiesburg, MS. Their mix of humor and library promotion puts a smile on my face nearly every day. Here are some favorite tweets:

We apologize. We are out of creamer for the coffee, but you can still check out books and use our free WIFI!

If you don't use our FREE WIFI and check out our books and movies, who will?

Why are you not at our Scrabble club tonight? We have food, tons of food, and SCRABBLE!

a few reasons why you should join our food group - http://www.flickr.com/photos/oakgrovelibrary/tags/foodgroup/

There's a personality behind @oakgrovelibrary's tweets, not just a staid, mechanical promo blurb about an upcoming program. The tweets are both informative and engaging, which is likely why they have 250 followers!

Today, while I was reading @colleenrobledo's twitter feed (she's a Systems Librarian at California State Fullerton Library), I noticed her using the hashtag #TwitterBook. She was dropping some really smart tips about using Twitter which caught my eye, but I didn't know what she was referencing with her hashtag. I searched on the tag, and learned that participants of a recent Tim O'Reilly webinar on the topic of Twitter were all using this hashtag to connect and collect their tweets. Here are a few of her tweets:

Twitter Power Tips: Posting items of interest to your customers (industry/competitors) more value than just news about you. #TwitterBook

Twitter Power Tips: Companies [read: libraries] should start small. 5 mins per day for 3 weeks. Scale up as needed. #TwitterBook

Twitter Power Tools: More important to follow small group of people you really pay attention to than a huge group #TwitterBook

Twitter Power Tips: If want other people to see the message, don't start it with the @ symbol. Reference it further in Tweet. #TwitterBook

Power Twitter Tips: Non-Profits who Twitter ought to follow @Kanter #TwitterBook
[personal shout out for Beth Kanter, who's a savvy, big thinker and a contributor to TechSoup [@TechSoup]. Librarians can learn from her, too, so follow her on Twitter!]

I love how @colleenrobledo used the phrase, "Twitter Power Tools/Tips" to introduce and unify her tweets. Super smart. And if you want other perspectives, just search #TwitterBook and you'll learn from and possibly connect to other tweeters!

So here I sit, admiring how libraries use Twitter, and intending on incorporating their smart ideas in @MaintainIT...

Extending public computer time... how libraries do it

Sarah Washburn — Wed, 20 May 2009 17:25:57 +0000

I ran across an excellent post on the CALIX list this week (California libraries) that was worth sharing. Kathleen K. Smith, Projects Librarian at the Fresno County Public Library took it upon herself to ask, "what is your policy for when a patron asks for an extended period of time to complete their work on the public computers?" And then she shared the responses! Read on to find out what California libraries do in this situation.

Summary of Responses:

Reservation software allows time extension if computer is still available.
Many seem to have a policy that allows staff to make exceptions when necessary and when demand is low. It may or may not be written policy, but more of a an accepted practice.
As a caveat to this, a library might designate a high-use period where only shorter sessions are allowed - no extensions at all.
Dedicate certain PCs for extended use - word processing, homework, etc. Some libraries have these outside the reservation software and monitor them manually.
Recognize extended use needs of patrons with disabilities and devise a way to work around reservation software to achieve this.
Offer hourly pay-for-use computers.
Allow OPACs to access specific resources while blocking general internet surfing (i.e. databases, tax forms, etc.)

Placer County Library:

We allow branch staff to make exceptions when necessary and when demand is low. Our policy is that “Generally computers are checked out for an hour but the policy may vary from branch-to-branch.” http://www.placer.ca.gov/Departments/Library/PoliciesProcedures/Computer...

Escondido Public Library:

If the automatic extension is not offered to user as set up in the software, the user needs to make another reservation if they want to continue. They have a number of PCs dedicated for only specific uses (i.e. database use, job search, resume writing, word processing, homework only). These run outside the reservation software and are monitored by staff relative to type of activity and length of use. http://www.escondido.org/library/about/computer_reservation_faq.htm

Oakland Public Library:

Their policy for standard computer use allows 1 hour per day. They also have a policy that gives an extra hour of computer time for users with disabilities with verification of the disability. The user is assigned a special library card that can be used for a 2nd hour of computer use. This second card cannot be used to check out materials and will be revoked if given or loaned to another patron, or if library rules regarding computer use are broken. http://www.oaklandlibrary.org/about/internet_policy.html

Pasadena Public Library:

Staff are given the authority to override the usual 1-hour time limit, but are very conservative with using the override. And it’s usually on a completely different PC because the original PC already has another reservation on it. They also have pay-for-use computers @ $4 dollars an hour that we direct patrons to. http://www.cityofpasadena.net/library/computersatthelibrary.asp

Amador County Library:

Staff have authority to extend a user’s time for taking tests, applying for a job, homework, etc. if computers are available. However they limit all sessions to 30 minutes between 3-5 p.m. during the school year because that is a high demand time slot. http://www.co.amador.ca.us/depts/library/index.cfm?id=5#computer

Irwindale Public Library:

Allows staff to make exceptions when necessary and when demand is low.

Sacramento Public Library:

The library also has the ability to extend reservation period for cause, but has made all its subscription databases as well as links to the tax forms on the IRS and FTB web sites available from all OPACs. OPACs are not requestable, and do not go to any other web sites, nor do they have application software installed, such as Word or Excel.

California State Library recommendation:

Ira Bray at the State Library recommended reviewing the MaintainIT Project Cookbook on WebJunction [or Meal Plan 5 on our site] at http://www.webjunction.org/basic-maintenance/articles/content/3392138. Here’s a paragraph on page 52 of the document / page 60 of the pdf file that provides a possible option.

Different reservation policies for different computers
Although many libraries enforce a single reservation policy across all of their public access computers, others prefer to suit the policy to the purpose of the computer. For instance, on standard Internet access computers, patrons can reserve one-hour blocks. However, the library may designate a few workstations for research only or for resume building and job searching. On these PCs, patrons can reserve two hour blocks. On the other hand, there may be some walk-up/quick-use computers with 15-minute limits. Generally, patrons can’t reserve these machines in advance. When all of the computers in the library are reserved, the turnover at these quick use stations is much faster than at other stations.

Other discussions of related topics on: http://www.webjunction.org/public-access

NEEDED: Library Grant Success Stories

Sarah Washburn — Tue, 19 May 2009 19:18:17 +0000

If you visit our site regularly or attend our webinars, you'll likely recognize the name of one of MaintainIT's prized Contributors, Stephanie Gerding. You may also know that she's a marvel, sharing her expertise in many fields, including helping libraries find and get grants.

Successfully securing grant funding these days is a coveted skill, and Stephanie believes (rightfully so) that your experiences will help other libraries in their efforts. She'll share the wealth by including your successes in her next book! What a terrific way to share information to a wider audience AND get your library's success story published.

If you're saying to yourself, "this is a great idea, but we need help! We don't have any success stories yet, and I can't wait for the book to be published," you're in luck. As I mentioned before, Stephanie is a marvel, and she's been culling and making public all sorts of resources. Here's a quick list:

A blog: Library Grants Blog
A MaintainIT archived webinar: "Technology Grants for Libraries"
A book: "Grants for Libraries: A How-To-Do-It Manual & CD-ROM"

If you DO have success stories, here are the details, straight from the source:

See Your Grant Success Story in a Neal-Schuman Book by Stephanie Gerding and Pam MacKellar. 16 library grant success stories were highlighted in our last Neal-Schuman book, Grants for Libraries: A How-To-Do-It Manual. Now is your chance to be included in our next book! Readers would love to learn about a successful grant your library has received.

Tell us of your accomplishments, both planned and unexpected. Please complete a brief online template by May 31, 2009 at http://home.comcast.net/~winninggrants.

We also have a VIDEO CONTEST! Just submit a 5 minute video about your library grant success story by June 30, 2009 for your chance to be spotlighted in our new book and DVD. Your video could include a tour of a grant project, interviews with grant team members or people who benefited from the grant, tips about grant writing or any part of the grant process. Please limit to 5 minutes or less, and be engaging! More details are available online and you can submit at YouTube in the Library Grants Group.

Thank you!

Stephanie Gerding & Pam MacKellar

Be a part of helping others sustain programs and projects at their library by sharing your ideas. No grant is too small and as we like to say around here, "don't forget that what might be 'that's nothing' to you may be an 'aha!' to someone else!" Stop others from reinventing the wheel, and share your story with this valuable effort. Thanks!

Transition is my friend: maintaining and developing public computer instruction programs

Amber Slaven — Mon, 18 May 2009 15:33:05 +0000

The King County Library System in Washington State is one of the busiest in the country. Our service area encompasses 2,131 miles, including many rural and unincorporated areas.

The ALA 2007-2008 Public Library Funding & Technology Access Study reports that library staffing, space, and bandwidth are being stretched to capacity, and libraries are straining to provide access, assistance, and equipment. The study concludes: “Many library buildings, inadequate in terms of space and infrastructure, can¬not support additional public access computers and technology.”

While our numbers and circulation are impressive, our brick and mortar libraries cannot reach all potential patrons. Even with 44 community libraries, strong community support, and funding for capital upgrades, the growing demand for service in our area is outpacing facility growth and modernization.

In 2000, Techlab began service in the KCLS Outreach Department to expand library services and computer literacy beyond traditional brick and mortar settings, and make library resources available to new audiences. Techlab is a 35-foot Winnebago with a fully equipped mobile classroom offering broadband Internet, Microsoft Office products, a projector, and eight laptop work stations. Until recently, I was the Public Computer Instructor on Techlab. When I started the position in early 2008 (not long ago, but I’ll be back to that), it was my main priority to expand the program’s reach and develop partnerships with other groups and organizations in the community. Techlab already had a dozen or so sites it visited on a regular basis, but they were for fairly homogenous—mostly senior centers and retirement--communities. I wanted to continue to serve seniors, but reach out to other marginalized communities, including new immigrants and low-income adults.

I knew of some agencies that might be a good fit, but I wanted to do more targeted research so I started with Where to Turn, a comprehensive guide to social services in King County. The guide is pretty lengthy, but I was able to get a picture of what kinds of services were available and try to figure out where Techlab might fit. I narrowed it down to some larger agencies, like the King County Housing Authority, Jewish Family Services, and Catholic Community Services. After checking out their websites, I was able to find people to contact (program and activity coordinators mostly), and from there, it was easy to sell the service. The phone conversation went something like this: after introducing myself I would say,

“So, I have this library Winnebago and it’s got a computer classroom inside with 8 desks. I would like to bring it to some of your sites and offer residents/clients free computer classes. Are you interested?” Needless to say, I was able to add several new sites in a few short months.

The next challenge was updating the manuals for classes—each session has materials that students can take and use elsewhere so that they could recreate the lesson. The materials that existed were great, just a little lengthy and out of date, so I tried to figure out how to maintain the content but make it even simpler. In collaboration with other staff, I was able to update our manuals and add some new classes to our roster (including Email Basics and some advanced Internet classes). Many of the manuals and corresponding exercises are posted on the KCLS website: http://www.kcls.org/about/support/volunteers/netmasters/nm/manuals/

I recently took a new position as the Public Computer Instruction Coordinator, so I’ve passed the Techlab torch but am still doing some programming and teaching on the lab. My new challenge is to recruit and train volunteers, called NetMasters, to offer computer classes in the branches. The program has existed for several years, but now KCLS is hoping that there will be a more cohesive PC Instruction program system wide that encompasses Techlab, NetMasters, and staff who are offering classes to students in the community and in the libraries. Right now, the branches are gearing up for the change to Office 2007 and planning programs to respond to the economic downturn and its effects on the communities we serve. It is my hope to write about this transition on TechSoup and share my ideas, successes, and hurdles. I also look forward to learning more about what other libraries are doing to bridge the digital divide and encourage lifelong computer literacy in patrons, staff and volunteers.

Amber Slaven
Public Computer Instruction Coordinator
King County Library System, WA

--> This post paraphrased a Verso piece for Public Libraries magazine. Check out the rest to learn more about our prized Winnebago:
Amber Slaven. (2009, January). Techlab: Computer Lab on Wheels. Public Libraries, 48(1), 6-7. Retrieved March 12, 2009, from Research Library database. (Document ID: 1654440051).

Free Webinar on Stimulus Bill Funding for Libraries

Chris Peters — Thu, 14 May 2009 18:04:24 +0000

If you've been following the economic stimulus bill (The American Recovery and Reinvestment Act of 2009 or ARRA) and its impact on libraries, you know that it allocates $7.2 billion to encourage investment in America's broadband infrastructure. Of that money, $200 million has been specifically allocated to expand public computing capacity in libaries and community colleges. If you need some practical advice on how to get funding for your library, or some help deciphering the language of the bill, Userful and Librarian's Yellow Pages are sponsoring a free webinar next Tuesday featuring John Windhausen of Telepoly Consulting. John is a Washington D.C. based expert on information policy and technology funding. The webinar is on Tuesday, May 19th from 1PM to 1:45 PM Eastern Time and in order to participate you'll need to register beforehand. All attendees will receive a free stimulus package information kit.

Library Savings Calculator -- How much is your libary worth to patrons?

Chris Peters — Wed, 13 May 2009 15:21:20 +0000

I'm a big fan of calculators such as the IT Staff Calculator
that Lori Ayres developed for planning and estimating your IT staff
needs. They're not perfect of course, but they give you a sense of the
big picture and whether your projections line up with the experiences
of other libraries.

This morning Glenn from Engaged Patrons.org sent a message to the Web4Lib discussion list about an update to the Library Savings Calculator
(aka Personal Savings Calculator). By embedding this calculator into a
page on your Web site, your patrons can estimate how much money they've
saved thanks to their local library. It assigns a dollar value to every
book, CD, movie, event, hour of computer use, etc., and then determines
a total value based on the numbers entered by the patron. Chelmsford Public Library and Winter Haven Public Library both have customized versions of the calculator on their Web sites.

This calculator has been around for awhile in various forms, starting with a spreadsheet at the Massachussets Library Association,
and several libraries have added to it over time. The difference with
Glenn's version is that he's offering to customize the calculator for
your library, free of charge. Tell him which services you offer to
patrons, and the dollar value you assign to each service, and he'll
tweak the calculator to suit your needs. You need to create an account first, but it's a short, straightforward signup process.

Schedule, organize, plan! Save time, money, and the environment.

Tena Hanson — Tue, 12 May 2009 15:51:06 +0000

Have you ever been at a meeting where everyone takes out their calendars and PDAs and tries to figure out when on earth they could possibly meet again? You watch them one-up each other with all the reasons they are SO busy they can’t possibly meet on this day, at that time, and so the process starts all over again.

Doodle is a wonderful remedy to this situation. One person can post options for dates and times; others can log in when they get the chance and vote for the times that work for them. It’s silent, painless, and quickly eliminates which dates will be the best for the majority, not just the loudest member of your group. We use Doodle Polls to schedule virtually all of our meetings, whether they be online or face-to-face.

Another tool that we use on a regular basis is Survey Monkey . There are varying levels you can choose, though I have only ever used the free version (limited features, number of replies, and number of questions), or the one-month (around $20) subscription (opens up your features and numbers). We like Survey Monkey because it’s efficient, saves us money, and is eco-friendly. We can now quickly and easily survey our membership (asking their opinion of what priorities and goals we should set for the coming year, etc.) before starting off on a plan or project. We can also post evaluations and Continuing Education Certificates following our events. This is a paperles way to provide communication between officers and members; no copies, envelopes, or postage fees are wasted.

We’ve also used Survey Monkey as part of some of our more fun projects for the Iowa Small Library Association. A few years back, we used it to allow members to vote on their favorite of our logo contest finalists.

This particular survey saved us money and resources because we asked respondents for their preferred t-shirt size. Then, when we had a winning logo and produced shirts to sell at our conference booth, we knew (at least proportionately) how many of each size to order, thereby reducing waste.

Doodle polls and Survey Monkey are both cost effective ways to enable your team to meet goals with optimum efficiency. Doodle helps determine the best location and/or time to meet (thereby avoiding the need for additional meetings). Survey Monkey helps to provide paperless feedback and a streamlined way to keep track of responses. Our teams recommend them both!

Tena with State Librarian Mary Wegner sporting ISLA t-shirts.

Tena Hanson
Director, Milford Public Library
Milford, IA

This post is part of a month-long event called TeleGreen Your Work hosted by TechSoup's GreenTech Initiative. Visit the site and learn how you can reduce travel and live more green without breaking the bank!

Using Google Docs saves time AND money!

Sarah Willeford — Fri, 08 May 2009 15:40:42 +0000

We have all been involved in committees or groups who need to create or edit a document. It begins with one person starting the document, and then suggestions and edits are made and passed back and forth in emails or maybe even hard copies.

Whether we were working on a new policy, procedure, or plan, the number of drafts that can be emailed back and forth can makes things confusing to say the least. And how frustrating, if you were the one assigned to the task of pulling all the suggestions, drafts, and edits into a final document! I have been there - and this is one of the many reasons I have grown to love Google Docs.

Google Docs allows you to create or upload a document, spreadsheet, or presentation into your account and then share it with colleagues. The editing and comments all take place within the one document in Google Docs and several people can edit the document at the same time. It has a simple editor and a familiar word processing, spreadsheet, and presentation format. The revision history is kept on the document allowing collaborators to see changes and even revert back to previous drafts. Documents can be downloaded in different formats, published to the web, or emailed as an attachment. Your Google Docs account is accessible wherever you have Internet. People can participate on their own time and never have to worry about missing a meeting.

I have found that using Google Docs to collaborate has helped to reduce the number of meetings needed by a group, thus cutting down on travel and time away from your library or office.

Here are some examples of how libraries in our area have used Google Docs to work collaboratively:

Libraries within their county associations in Iowa have used the spreadsheet component of Google Docs to create handouts for their county supervisors. The spreadsheets are created to show each of library's budget figures and circulation. Each library is responsible for entering their own numbers into the spreadsheet, and one librarian then places the spreadsheet into an attractive report to be given to the county supervisors.

Libraries have used Google Docs to create an agenda for upcoming board meetings, committee meetings, and planning meetings. Below is an example of an agenda that was shared with the officers before a business meeting of the Iowa Small Library Association. Officers added their names after their reports and any other information needed for the meeting.

Libraries have used the documents to create a mission statement and common message to share with legislatures. These can then be collaboratively written and shared so all the libraries in the area have the same message.

Libraries have uploaded out-dated policies and procedures into Google Docs allowing for staff and board members to work collaboratively, adding suggestions and changes between their face-to-face meetings. This keeps the work of the group moving forward.

Google Docs is an excellent and inexpensive (it’s free!) collaborative tool all groups and teams should use.

--Sarah Willeford
Assistant Administrator
Central Iowa Library Service Area

This post is part of a month-long event called TeleGreen Your Workplace hosted by TechSoup's GreenTech Initiative. Visit the site and learn how you can reduce travel and live more green without breaking the bank!