1. A centre of expertise in digital information managementwww.ukoln.ac.uk Beyond Email: The Potential For Collaborative Tools Brian Kelly UKOLN University of Bath Bath Email B.Kelly@ukoln.ac.uk URL http://www.ukoln.ac.uk/ Summary How should the cultural heritage sector respond to use of new devices, commercial and user-driven technologies and emerging collaborative Internet technologies? Summary How should the cultural heritage sector respond to use of new devices, commercial and user-driven technologies and emerging collaborative Internet technologies? UKOLN is supported by: http://www.ukoln.ac.uk/web-focus/events/meetings/mla-2005-02/ link Links to further information Key or

2. A centre of expertise in digital information managementwww.ukoln.ac.uk 2 What We'll Cover In this talk I will cover: UKOLN's interest in collaborative tools The challenges we face in an environment where the users are king The collaborative tools which: Users want to use (and are using) We know about (and are ahead of the users) The challenges in deploying the tools Some thoughts on approaches to deployment Acceptable Use Policy For Today Networked applications can be used to support the aims of the seminar, provided disruptions to others are kept to a minimum Feel free to ask questions General discussions at the end Acceptable Use Policy For Today Networked applications can be used to support the aims of the seminar, provided disruptions to others are kept to a minimum Feel free to ask questions General discussions at the end Background

3. A centre of expertise in digital information managementwww.ukoln.ac.uk 3 About Myself & UKOLN Brian Kelly: Has worked in user support services in Universities of Loughborough (1984-90), Liverpool (1990-91), Leeds (1991-95) and for Netskills (1995-96) Helped establish Web service at Leeds in Jan 1993 (one of first 50 in world) Early advocate of Web across HE community Now UK Web Focus – MLA and JISC-funded Web advisory post based at UKOLN Background

4. A centre of expertise in digital information managementwww.ukoln.ac.uk 4 About UKOLN UKOLN: A national centre of excellence in digital information management Based in the University of Bath About 30 FTEs Funded by:  MLA (Museums, Libraries & Archives Council)  JISC (Joint Information Systems Committee)  Research Councils, EU and other project funding streams Cross-sectoral: informs the HE, FE, museums, archives, public libraries, e-government, digital library research, … communities Background

5. A centre of expertise in digital information managementwww.ukoln.ac.uk 5 CSCW and CSC - Supporting UKOLN's Mission Interest in computer supported communications (CSC) / collaborative work (CSCW) to support UKOLN's (and UKOLN's funders') mission: We support wide range of communities: HE (160+ HEIs), FE (400+), museums, libraries and archives, … Our funders need to support distributed bodies (MLA, MLA Regional Agencies, JISC, JISC RSCs, HEIs, etc.) We run/participate in many events (conferences, workshops,..) We are engaging in distributed project work (JISC and EU funding) We have remote workers (currently in Leeds and Guildford) and split location on campus We have an interest in the application of other research interests in this area e.g. metadata, preservation, interoperability, standards, … We keep a watching brief on emerging networked technologies which may prove valuable to our users Background

6. A centre of expertise in digital information managementwww.ukoln.ac.uk 6 UKOLN's Key Interests in CSCW Standards and Interoperability: Open standards seek to provide: Application- and platform-independence Architectural integrity  Wide accessibility Research Interests: Metadata, resource discovery, preservation, … Applications to CSCW Interoperability of CSCW: reconciling diversity of tools with integration Resource discovery: I gave you the information in email (home/work account); on IM; in chatroom; on Skype; on Skype IM; in Blog; in Wiki; F2F; … Preservation: storing potentially valuable discourse held in variety of applications; in-house / trusted third party / commercial third party; … Supporting our activities: use of the tools to support our work Applications to CSCW Interoperability of CSCW: reconciling diversity of tools with integration Resource discovery: I gave you the information in email (home/work account); on IM; in chatroom; on Skype; on Skype IM; in Blog; in Wiki; F2F; … Preservation: storing potentially valuable discourse held in variety of applications; in-house / trusted third party / commercial third party; … Supporting our activities: use of the tools to support our work Background

7. A centre of expertise in digital information managementwww.ukoln.ac.uk 7 Content Is King? Content is King What does this phrase (cliché) mean? End users want content – they don't care about the technology But in reality Communication is King: End users want to communicate Killer application is email! Look at popularity of mobile phones Look at popularity of SMS messaging – despite the incredibly poor user interface Learning is a social activity – so communication is particularly important in education Background

8. A centre of expertise in digital information managementwww.ukoln.ac.uk 8 But: Information overload  Poor metadata Duplication  Poor management capabilities Limited developments  … Spam  Viruses Flame wars  … But: Information overload  Poor metadata Duplication  Poor management capabilities Limited developments  … Spam  Viruses Flame wars  … Let's Kill Email! Email has been a very useful tool Mailing lists Files … Technologies "E-mail is where knowledge goes to die"

9. A centre of expertise in digital information managementwww.ukoln.ac.uk 9 Email Versus Web Architecture Email can be used by a wide range of clients. But such universality is at the cost of limited functionality Scripts Plugins Integration Personalisation … Scripts Integration Personalisation Authentication … Server Client Technologies

10. A centre of expertise in digital information managementwww.ukoln.ac.uk 10 Mobile Devices What are the implications of mobile devices? Challenges What do these devices have in common? Consumer devices, networks & digital memory (& can fit in pocket)

11. A centre of expertise in digital information managementwww.ukoln.ac.uk 11 Uses For Your MP3 Player Students can: Download recordings of lectures Record lectures Great for: Maximising access Accessibility Complementing students' notes But: Copyright issues Lecturers & institution's views … Need for an AUP! http://www.eviews.net/15.6.2000/ Challenges http://www.rsc.org/lap/rsccom/dab/chemistrycassettes.htm And you can listen to music on a portable MP3 player!

12. A centre of expertise in digital information managementwww.ukoln.ac.uk 12 New Devices What are the implications of, say, Web / email clients on digital TV? Cost about £120 (or £64.50 on offer from BT Shop) http:// www.netgem.com / Challenges Text, not images, so resize nicely Scenario Students will want to watch digital TV (music, etc.) This box provides a cheap easily maintained thin client Use at home reduces demand on PC clusters Can play MP3s (e.g. lecture notes, audio blogs, …) Accessibility benefits Read Ariadne review Scenario Students will want to watch digital TV (music, etc.) This box provides a cheap easily maintained thin client Use at home reduces demand on PC clusters Can play MP3s (e.g. lecture notes, audio blogs, …) Accessibility benefits Read Ariadne review

13. A centre of expertise in digital information managementwww.ukoln.ac.uk 13 Challenges Commercial Providers (1) Bathstudent.com provides: Personalised portal Diary & calendar News alerts by email & SMS Advice … http://www.bathstudent.com/ Challenges: Shouldn't we be doing this? Who owns the company & data (and why do they want my personal details)? What if ownership changes? Does their advice on academic issues conflict with the University's? Challenges: Shouldn't we be doing this? Who owns the company & data (and why do they want my personal details)? What if ownership changes? Does their advice on academic issues conflict with the University's? We are now faced with increasing numbers of commercial providers of IT services

14. A centre of expertise in digital information managementwww.ukoln.ac.uk 14 Commercial Providers (2): GMail Who needs a oeganisation's email account when you can get 1 Gb from a GMail account? What I’m Doing Obtained a GMail ID Use it as secondary source for mailing lists Don't divulge ID (no spam) Wait and see what extras Google provide (RSS feed would be nice – now available) Gain feel for privacy issues What I’m Doing Obtained a GMail ID Use it as secondary source for mailing lists Don't divulge ID (no spam) Wait and see what extras Google provide (RSS feed would be nice – now available) Gain feel for privacy issues Challenges

15. A centre of expertise in digital information managementwww.ukoln.ac.uk 15 WiFi WiFi technologies make mobile devices even more appealing. Imagine scenario: WiFi access in all lecture rooms, teaching spaces, … WiFi access in all halls of residences, flats, etc. WiFi access in all social spaces, such as bars, fields, etc WiFi access in town centre, pubs, Starbucks, … and with Zeroconf you can walk into a room & it's all available How will this change the dynamics of teaching & learning? How will this affect purchasing patterns? How will this affect social activities? How will this affect the role of IT Services? How will this change the dynamics of teaching & learning? How will this affect purchasing patterns? How will this affect social activities? How will this affect the role of IT Services? Thought Experiment Let's imagine you all have networked mobile devices and can communicate with everyone in the room. Challenges

16. A centre of expertise in digital information managementwww.ukoln.ac.uk 16 Instant Messaging Instant Messaging: Nothing new – Unix talk anyone? New user communities driving its use: Young people  Overseas students Comments from recent UCISA poll: "IM... is 'here to stay' – an 'unstoppable tide'. Seen as part of youth culture, along with … SMS" Liverpool JMU "Students will arrive familiar with, and expecting to.. use such tools. Email seen by younger people to be 'boring', 'full of spam', IM and SMS immediacy preferred" Bath But: "Complaints raised regarding students hogging PCs.. Also case with email some time ago" Liverpool JMU "APIs are known and therefore targets for hackers" London Met "Some challenges in interoperability …" Bath Technologies See IM briefing paper

17. A centre of expertise in digital information managementwww.ukoln.ac.uk 17 IM - Tools Popular IM tools include: MSN Messenger Yahoo Messenger AOL Instant Messenger ("it's not owned by Microsoft") Typically choosing a supported application involved looking at functionality, cost, support, security,.. Technologies

18. A centre of expertise in digital information managementwww.ukoln.ac.uk 18 MSN Messenger Functionality MSN Messenger provides groupware & IM functionality: Sharing desktop applications File transfer Webcams Games Warning – this could be a virus Has potential in user support & collaborative working Technologies MSN Messenger is probably most widely used, but interoperability problems (even across Windows OSs) Note audio doesn’t seem to work across OSs

19. A centre of expertise in digital information managementwww.ukoln.ac.uk 19 IM Guidelines Guidelines for QA Focus (UKOLN/AHDS project): Scheduled virtual meeting with home worker and with project partner Formal agenda used and meeting chaired Use of Webcam planned (nb privacy issues) Transcript archived (confidentiality issues flagged) IM also used for informal purposes e.g. short term tasks such as agreeing on pub to meet in Recognition of dangers of interruption, privacy, etc. Guidelines Briefing document – issues to be addressed in guidelines: Case study – what we did: Briefing document – issues to be addressed in guidelines: Case study – what we did:

20. A centre of expertise in digital information managementwww.ukoln.ac.uk 20 Interoperability Lack of interoperability: Mainstream IM world is closed Multi-protocol clients exist (e.g. GAIM, Trillian,..) NB lack of support for MSN extensions  Jabber provides open source clients & servers which support XMPP (open IM protocol) Value-added services being developed e.g. BuddySpace at OU (note interesting movie) Technologies GAIM showing chats to 2 IM servers (and a chat room) X NB: only play video if you have headset (and adequate bandwidth) Jabber MSN

21. A centre of expertise in digital information managementwww.ukoln.ac.uk 21 Policy Issues For IM the additional functionality isn't the main issue. IM exists to facilitate communications the users' peers Should we: Provide national IM IDs (cf Athens IDs – j.smith%bath.ac.uk@jabber.ac.uk) Provide managed environment of clients and IDs (e.g. Jabber database from staff/student records) Provide multiple clients to support users' requests (user-driven approach at Liverpool & Edinburgh)? Provide clients but support separate IM facility (e.g. as part of portal, VLE, …)? Provide in in VLE, portal, … (if & when available) Think about these issues at a later date Have no formal policy and turn blind eye to usage Ban it – it's disruptive to our core mission Policies

22. A centre of expertise in digital information managementwww.ukoln.ac.uk 22 Rather than dedicated IM clients we could provide Web services which users have to “go” to Integrating Environments (1) Services such as YahooGroups integrate: Mailing lists IM Voting Calendars … Useful to get committee together at same time – buts ads are disliked Very effective way of reaching a decision – avoids long discursive discussions Technologies Strangely, perhaps, YahooGroups is used by open standards developers (e.g. RSS & RDF)

23. A centre of expertise in digital information managementwww.ukoln.ac.uk 23 Integrating Environments (2) JISCMail is extending its facilities to include a voting system and a chat room (currently being tested) Being part of our community it doesn’t have adverts and is responsive to needs of the community Technologies But there are issues about the memorability of URIs, their application dependency, persistency of URIs and long-term retention of the archives

24. A centre of expertise in digital information managementwww.ukoln.ac.uk 24 Let's Kill E-Mail! – RSS E-mail has its role but: Why send messages which time-out when many users will read them too late? Why not use delivery channels which are spam-free? Why not use delivery channels which are more suited to receiving information (as opposed to discussions)? Why not allow users to select their preferred channels? Technologies RSS: Syndication of content A light-weight standard used in the JISC IE View on Web, using one of many dedicated RSS viewers, Opera or Pluck IE plugin Shouldn't RSS viewers be standard on desktops? Shouldn't we be creating RSS feed for news alerts – and not just adding to email overload? Shouldn't RSS viewers be standard on desktops? Shouldn't we be creating RSS feed for news alerts – and not just adding to email overload? Google for "rss is opt-in authenticated email" See RSS briefing paper

25. A centre of expertise in digital information managementwww.ukoln.ac.uk 25 Publishing RSS As well as providing RSS readers we should also be thinking about approaches to creating RSS Dedicated Authoring Tool Various RSS editing tools available Creation from CMS/Database We could generate HTML and RSS from our CMS Blogging Software RSS tends to come for free in Blogging software Transformation Transform XHTML to RSS; RSS to XHTML; etc. (typically using XSLT) Technologies

26. A centre of expertise in digital information managementwww.ukoln.ac.uk 26 Issues For Deployment of RSS Issues For IT Services Provision of RSS software (or not) Provision of end-user utilities Provision of server-side utilities: e.g. Urchin (see review - PDF) and Magpie Architectural framework Areas of use Training and support Technologies Note that RSS seems to be widely-deployed and to provide benefits at a low cost RSS is a key component of the JISC Information Environment. JISC Services will provide RSS feeds. Note that RSS seems to be widely-deployed and to provide benefits at a low cost RSS is a key component of the JISC Information Environment. JISC Services will provide RSS feeds.

27. A centre of expertise in digital information managementwww.ukoln.ac.uk 27 Let's Kill The Telephone! The telephone still has its place but: It can be expensive Conference calls are expensive Overseas calls are expensive Skype: Exploits high-speed network connectivity and powerful PCs Conference calls with up to 5 Use instant messaging Ring land lines (paid-for option) Available on (hi-spec PocketPC) Technologies Scenarios Skype used (a) on laptops for (i) ringing home/work (ii) when abroad and (b) desktop PCs for conference calls Scenarios Skype used (a) on laptops for (i) ringing home/work (ii) when abroad and (b) desktop PCs for conference calls See Audio briefing paper

28. A centre of expertise in digital information managementwww.ukoln.ac.uk 28 Let's Kill The Telephone! If we intend to kill off the phone, shouldn't we use video conferencing tools rather than simply replicating a phone system? Technologies VRVS provides sound, video, IM, virtual rooms, etc See Ariadne review Video comes for free with MSN Messenger

29. A centre of expertise in digital information managementwww.ukoln.ac.uk 29 Blogging (1) Blogging: cult fashion or significant developing in publishing / communications? Technologies Student's learning diary. Created by student and hosted on remote Blogger Web site. No longer maintained? A more sustainable approach is likely when used as part of a course. This example also provides shared experiences Blog software can also be regarded as a CMS used to create a particular type of standards-based Web site

30. A centre of expertise in digital information managementwww.ukoln.ac.uk 30 Blogging (2) But: I want new information to be pushed to me I want to create information using tools other than a Web browser I prefer an email interface (fewer images, …) I want to do everything in IE Technologies

31. A centre of expertise in digital information managementwww.ukoln.ac.uk 31 Wikis (1) Wiki: An open shared space for collaborative editing Emerging Technologies Wikipedia – a example of shared encyclopaedia. Yes, trust is an issue! Wikipedia – a example of shared encyclopaedia. Yes, trust is an issue! QUB provide an environment for IT & Society students to collectively edit Web pages. http://itsoc.mgt.qub.ac.uk/ITandSociety See Wikis briefing paper

32. A centre of expertise in digital information managementwww.ukoln.ac.uk 32 Wikis (2) Your organisation may already be in the Wikipedia! Comments: You can't stop people doing this This can be good publicity This can be effort for free If you create the page to start with you can set the tone Issue: Which Wiki software to choose – Tiki, TikiWiki, QwikiWiki, PukiWiki, WakkaWiki, WikkiTikkiTavi, … (or one with a silly name) Technologies

33. A centre of expertise in digital information managementwww.ukoln.ac.uk 33 Wikis For Note-Taking At Events The Wikalong Wiki has been used for note- taking by discussions groups at an event This allows: Everyone in discussion group to contribute (not just reporter with pen) Access to the other groups' notes Access to all

34. A centre of expertise in digital information managementwww.ukoln.ac.uk 34 Wikis: Strengths and Weaknesses Wikis are good for: Collaborative working on documents by small numbers with sharing objectives & understanding Use when broad agreement is in place Use in a trusted environment Enthusiasts Wikis can be poor for: Collaborative working on documents by large numbers with diverse objectives & understanding Use when there is a need to establish areas of agreement Use in a untrusted environment Sceptics Technologies

35. A centre of expertise in digital information managementwww.ukoln.ac.uk 35 The Potential For SMS SMS: Over 100 million SMS txts sent over New Year 2004 – why don't we send exam results, library alerts, …? A small number of institutions are using SMS : "SHU used SMS during clearing - potential students texted in UCAS code of course of interest. The system sent back text saying whether places were still available - alleviating pressure on our call centre." "I believe Edinburgh student union uses SMS for their elections." "I believe there are plans afoot in our university at a high level to develop a method of 'bulk sending' SMS messages out to students." Birkbeck are "hoping to pilot an SMS alert system soon for one of our Schools that they can use (via a simple Web interface) to send lecture cancellation messages etc to their students" Technologies

36. A centre of expertise in digital information managementwww.ukoln.ac.uk 36 From SMS -> 3G WAP failed to take off 3G: The SMS or the WAP of the future? Will the killer app be: Publishing information  Communications Network connectivity using 3G/WiFi/4G Comms for executives (cf Blackberry) PDA for executive - note the NEC 3G phone supports XHTML & IMAP – but not in UK  Nothing Does this have any relevance to us? Or will the mobile be a ubiquitous data capture, browsing and communications device? Technologies http://www.three.co.uk/ music/ Note in July 2004 NEC e303 Pay-as-You-Go 3G phone for £30 from Argos T-Mobile launches 3G/Wi-Fi card £199 plus £70/month Note in July 2004 NEC e303 Pay-as-You-Go 3G phone for £30 from Argos T-Mobile launches 3G/Wi-Fi card £199 plus £70/month

37. A centre of expertise in digital information managementwww.ukoln.ac.uk 37 Social Networks (SNs) We all want to be part of communities - as shown by success of FriendsReunited and (since Jan 2004) Orkut SNs: Started during dot.com boom and recently resurfaced Focus on dating and/or business & professional relationships These Social Networks can provide: Mailing lists & Instant messaging Links to partners & potential partners Means of disclosing information selectively These Social Networks can provide: Mailing lists & Instant messaging Links to partners & potential partners Means of disclosing information selectively Dangers: Hosting of data and (possibly valuable) information by 3 rd parties Migration of data – need an open format such as FOAF Dangers: Hosting of data and (possibly valuable) information by 3 rd parties Migration of data – need an open format such as FOAF

38. A centre of expertise in digital information managementwww.ukoln.ac.uk 38 FOAF Example (1) FOAF Explorer - A view of my FOAF file, showing links to my friends Further information in my FOAF file Leigh's FOAF file, showing his additional information FOAF can be regarded as an open format for social network applications Technologies

39. A centre of expertise in digital information managementwww.ukoln.ac.uk 39 FOAFNaut Plans to extend FOAFNaut to include visualisation of events data – remember the key thing is the (distributed) data, not the application Technologies

40. A centre of expertise in digital information managementwww.ukoln.ac.uk 40 Returning To Mobile Devices New Terminology Moblogging: Blog from your mobile device (PDA, phone, …) Audioblog: voice Blogs from your phone, … Podcasting: synch your IPod so it automatically gets your favourite Audioblogs (using RSS) Note that your IPod can be used as an RSS reader, email reader, … (software is free!) IM clients, Blogging software, Wikis, RSS readers, etc. are available for Palms, Pocket PCs, mobile phones,... Encouraging their use could (a) transfer demand from your PC clusters; (b) reduce demands on transport; (c) increase productivity, (d) enhance team working; … IM clients, Blogging software, Wikis, RSS readers, etc. are available for Palms, Pocket PCs, mobile phones,... Encouraging their use could (a) transfer demand from your PC clusters; (b) reduce demands on transport; (c) increase productivity, (d) enhance team working; … Technologies

41. A centre of expertise in digital information managementwww.ukoln.ac.uk 41 Podcasting (2) RSS: Lightweight news syndication standard(s) Podcasts: "Transmitters? We don't need no stinkin' transmitters" RSS 2 app. invented by Adam Curry & Dave Winer Simple way of getting MP3 files on your iPod, … Distribution mechanism, creation tool, cultural phenomena,.. Growth helped by Creative Commons licences Applications: Get in first & make the money / make an impact Learning on the bus, train, … Effect on society when networking, digital recording, storage & access are pervasive Wikicasting: phone no. and voice added to Podcast Podcast+GPS: location- based recording & listening. Cultural or social commentary on your location Wikicasting: phone no. and voice added to Podcast Podcast+GPS: location- based recording & listening. Cultural or social commentary on your location Crazy Ideas? Technologies

42. A centre of expertise in digital information managementwww.ukoln.ac.uk 42 Podcasting – The Users's View My PodCasts oAdam Curry o24 Hr Museum of the week oTrip to London Selected new files downloaded overnight Listen on bus iPod/NG+ (with GPS) In front of you is St. Paul's cathedral Opportunity for early adopters term invented in Aug 2004: see YahooGroups and Wikipedia Technologies

43. A centre of expertise in digital information managementwww.ukoln.ac.uk 43 Podcasting & Public Libraries Recent interest in Podcasts from US Public Library sector: Michael’s Stephens’ Tame The Web (library-oriented) Blog describes his experiments Much discussion on Web4Lib list in Jan/Feb 2005 First Public Library Podcast claimed in Jan 2005 http://www.tametheweb.com/ ttwblog/archives/000942.html http://openstacks.net/os/ archives/000732.html#000732 http://openstacks.net/os/ archives/000732.html#000732 Technologies

44. A centre of expertise in digital information managementwww.ukoln.ac.uk 44 Where Does This Leave Us? Can we afford not to have: An Institutional IM Facilities IM software and managed directory facilities An Institutional Blog Service A managing and interoperable Blog environment (cf Warwick) Institutional Wiki Service A managed, easy-to-use collaborative workspace Social Networking Facilities Software to support business (and social) networking Before the environments, we should have a policy in these areas! The policy could, for example, leave provision of such services to the market place. Deployment

45. A centre of expertise in digital information managementwww.ukoln.ac.uk 45 Strategic Challenges Challenges we face: Choosing whether to do any of this stuff AUPs Accessibility Charging issues Open Source vs Commercial Solutions Departmental & Individual Autonomy Interoperability, Preservation, etc. People Issues Privacy, Data Protection, … Sustainable Communities How we go about deploying such facilities … Deployment Note that I don't have answers to all of these issues!

46. A centre of expertise in digital information managementwww.ukoln.ac.uk 46 Realism & service deployment Hype Gartner Curve Despondency Management, QA, etc. Early adopters Our aims should be to manage this curve: Realistic expectations Spotting the failures Minimising trough of despondency Quickly moving to service plateau Our aims should be to manage this curve: Realistic expectations Spotting the failures Minimising trough of despondency Quickly moving to service plateau Gopher New stuff

47. A centre of expertise in digital information managementwww.ukoln.ac.uk 47 Is It In Scope? Reality check: IM, chat rooms, new types of telephony, … Why should this be of relevance to the sector? Providing driving lessons for students would make them more employable – but we don’t do this If the commercial sector provide solutions, why should we compete? If commercial companies can provide WiMax, do we need IT Services to provide networking? Does the organisation really need central IT Services? Deployment

48. A centre of expertise in digital information managementwww.ukoln.ac.uk 48 Accessibility Mobile/networked devices appear to have potential: Scope for alternative viewing (e.g. download PowerPoint and zoom in, change background, etc.) Record lecture and listen in own time Mentoring support from peers Democratising talks ("press red button if you understand" … or a less tacky approach) Alternative View: New devices will be used by middle-class kids, and will increase divisions. Win a prize! Can you read this? Who needs Wayne Rooney? Win a prize! Can you read this? Who needs Wayne Rooney? The TechDis service can help in developing strategies for accessibility & have published paper on use of PDAs Deployment

49. A centre of expertise in digital information managementwww.ukoln.ac.uk 49 AUPs There is a need to update our AUPs: It’s becoming easier to publish We can publish in different media We can cause problems in new ways: Sounds Copyright abuse … http://blogs.warwick.ac.uk/ University of Birmingham are developing an AUP for recording lectures Deployment

50. A centre of expertise in digital information managementwww.ukoln.ac.uk 50 Charging What approaches do we take to charging for, say, use of WiFi networks: Free to use for authorised used (authorisation similar to policy on borrowing books) Daily charge (token vs significant) Issues: Costs of management Support for conferences Use of non-standards protocols (e.g. IM, Skype) What if it all goes wrong – with users get a refund; impose penalties; …? Deployment

51. A centre of expertise in digital information managementwww.ukoln.ac.uk 51 Open Source Software Many Web/Internet -based tools described (Wikis, Blogs, Jabber, …): Are available as open source software (OSS) Act as demonstrators of emerging new open standards Options for an institutional OSS strategy: Replace existing MS Office products by Open Office – and face resistance from existing users Deploy new services using open source applications Note the JISC-funded OSS Watch service can provide advice on OSS strategies. See Deployment

52. A centre of expertise in digital information managementwww.ukoln.ac.uk 52 Alternative To IE (1) Mozilla Firefox is a powerful browser which also: Is extensible GMail support (notification, navigation,...) Access to apps such as music players The Web browser is now an application environment – and Microsoft don't like this! Deployment

53. A centre of expertise in digital information managementwww.ukoln.ac.uk 53 Alternative To IE (2) University of Bath have a very popular notice board But continually checked the Web page is time-consuming Firefox’s dynamic RSS bookmark allows the last 15 entries to be viewed from the bookmark manager

54. A centre of expertise in digital information managementwww.ukoln.ac.uk 54 Alternative To IE (3) The Wikalong Firefox extension can be used to annotate Web pages Issues: Do the benefits out-weight the migration hassles? Do you have any Web services which are IE-only? What plans do you have for browser support on non- (and old) MS Windows OSs? There are plans to provide decentralised annotations services – so closed groups could annotate pages

55. A centre of expertise in digital information managementwww.ukoln.ac.uk 55 Strategies For Deployment How should we go about deploying more open and innovative collaborative systems? "Eat your own dogfood“: use tools to discuss tools IM tools were used to discuss issues with staff evaluating IM at Edinburgh Address local, regional, … issues Sharing experiences Learn from the users – and your children! Deployment Should the tools be used in future MLA events? Are there projects they could be used for in your institution, region, etc? Should the tools be used in future MLA events? Are there projects they could be used for in your institution, region, etc?

56. A centre of expertise in digital information managementwww.ukoln.ac.uk 56 UCISA/UKOLN Workshop Joint UCISA/UKOLN workshop held in Nov 2004. Aims: To provide understanding of IM, Blogs, Wikis and related technologies To show how these are being used in HE To explore reservations To address deployment strategies "Beyond Email - Strategies For Collaborative Working In The 21st Century" A WiFi network was available which was used to allow (some) delegates to make use of Wikis, IM and Blogs. The transcripts provide a very useful resource A WiFi network was available which was used to allow (some) delegates to make use of Wikis, IM and Blogs. The transcripts provide a very useful resource

57. A centre of expertise in digital information managementwww.ukoln.ac.uk 57 Start With Areas Of Relevance Ever found it time- consuming using email to arrange a meeting with people? There is a case for experimenting with Web- based solutions: Third-party solutions available Need to have an exit strategy Need to consider privacy, …, issues Experiments can help: Solve a problem Clarify policy issues Help to develop deployment strategy Experiments can help: Solve a problem Clarify policy issues Help to develop deployment strategy http://www.meetomatic.com/ Note: This is not meant as a product endorsement! Deployment

58. A centre of expertise in digital information managementwww.ukoln.ac.uk 58 UKOLN & MLA Collaboration (1) Requirements: Enhanced communications for UKOLN & MLA Opportunity to make use of new technologies Easy to use, with minimal barriers Scope for reuse by others Solution: An email list, which uses a Blog as an archive Allows use of Blog tools for input and output Open source software, allowing use by others

59. A centre of expertise in digital information managementwww.ukoln.ac.uk 59 The Blog provides 'persistent' URLs, RSS feeds, categorisation, … & tools for reading, posting, etc. Open source Blog is used and open source scripts developed, allowing for maximum takeup UKOLN & MLA Collaboration (2) Users can choose an email or Blog interface Script Blog article Email Blog interface Script

60. A centre of expertise in digital information managementwww.ukoln.ac.uk 60 Monolithic Or Modular? Universities are debating strategies for deployment of such new technologies Stick With The VLE The new Enterprise edition of the institution's VLE will have Wiki, Blog and IM capabilities. A Modular Approach No, that's expensive & provides vendor lock-in! Let's go for a modular approach, allowing us to choose appropriate tools which reflect our pedagogical needs, culture, budget, … Interoperability and standards will help ensure integration Let's even consider a Blog as the core of our VLE These ideas have been discussed in the Auricle Blog (and recent Podcast) published by Derek Morrison, University of Bath Deployment

61. A centre of expertise in digital information managementwww.ukoln.ac.uk 61 Remember IT Services! But remember, the Internet is a dangerous place  An unprotected PC on the Internet will be attacked in a short time How therefore, do we try something new? Case Study – Skype Much excitement, but banned at CERN and some other places as:  CEO used to work for KaZaA  Software breaks local firewall rules  Licence conditions Others argue that Skype is being innovative There's a need to recognise the importance of networked security. There's also a need to acknowledge potential of innovation. In this case, an appropriate response may be to evaluate Skype, but to be prepared to migrate if problems occur There's a need to recognise the importance of networked security. There's also a need to acknowledge potential of innovation. In this case, an appropriate response may be to evaluate Skype, but to be prepared to migrate if problems occur Deployment

62. A centre of expertise in digital information managementwww.ukoln.ac.uk 62 Conclusions Internet and Web collaborative technologies: Provide a range of interesting new application areas of use in a many areas End users (esp. young people) will increasingly be familiar with such technologies and expect to continue to use them Many technologies are free/open source Issues of ongoing, security, interoperability, etc. will need to be addressed by IT services Many challenges – but also great potential You are not alone ! Where to from here for the cultural heritage sector?