Taylor Family Digital Library Media/Technology Team MANDATE AND MEMBERSHIP The mandate of the Media/Technology Team was to determine the media/technology needs of our users, recommend and prioritize new services to meet those needs and develop a framework for using new technologies in the TFDL. Members of the Team were: David Brown, Doug Doran, Ken Fields, Regina Landwehr, Paul Pival, Guy Polak, Chris Thomas (November 2008- May 2009) Shawna Sadler (Co-Chair March 2009 – June 2009), Adrian Weinberger and Mary Westell (Co-Chair November 2008-March 2009) METHODOLOGY A two-pronged approach was implemented to achieve our mandate. First we familiarized ourselves with the TFDL layout, program and Sextant Report in order to understand the goals of the broader project. Then our team-members conducted a literature search and completed an environmental scan to ascertain available technologies to help us meet those goals. These technologies we brought up in team meetings and discussed as a group. One team member supported a “Question of the Day” site and communicated the feedback to all the TFDL teams. The second prong of our approach was to assign each team member to each of the other teams to provide background information and to bring back issues of interest to the team. We worked with the Research Team to host a breakfast meeting to interview faculty. RECOMMENDATIONS Recommendations to be in place by 2010 are indicated by (2010). Recommendations to be implemented between 2010 and 2015 are indicated by (2010-2015). Administrative Support, Organization & Staffing We support a holistic commitment to the LCR digital environment, where not only the technology infrastructure receives administrative support, but a cultural commitment to being digital is embraced. We recommend administrative initiatives for all staff to continually explore and improve LCR capabilities with media and technology. We need new transparent processes, such as committees, project teams and positions, which will serve as catalysts to re-invigorate and maintain our drive for creative use of technologies in Libraries and Cultural Resources. 1. The creation of a small TFDL Technology Implementation Team to work closely with LCR Information Technology Services Management and UCIT. This group will oversee technology implementation into the TFDL, by creating an implementation plan with dates and deliverables, reasoning for technology choices and determine the staffing and skill requirements to support the overall technology environment of LCR and the TFDL. (2010) 2. Administrative support for technology innovation. New programs to foster innovation across LCR, including Support Staff, MAPPS and Academic Staff; where staff are formally encouraged to participate in technology innovation through acknowledgement in performance reviews. Such programs could include: purchase of individual technology, dedicated time to work on innovative technologies or innovative use of technologies with LCR collections and services. (2010-2015) 3. The creation of a reliable sandbox environment where LCR staff can work on their innovative ideas, and the creation of an easy, document-based process for the proposal of technologies to transition from the sandbox test environment to LCR production services. 4. A transparent process with defined documents to analyze the proposed technologies for LCR production service. The creation of a framework for technology innovation implementation. An initial overview of this proposed process is in Appendix I. 5. A new web-based system to facilitate awareness (transparency) and a feedback mechanism for innovative LCR technological work to facilitate collaboration and collegial support within LCR and campus-wide. 6. Create an “Emerging Technologies” position within LCR as a means of ensuring our competitive position amongst academic Libraries, Archives and Museums. (2010-2015) 7. We recommend Emerging Technology Advisory committee to work closely with the new “Emerging Technologies” position to monitor technology trends and make recommendations/suggestions on a continual basis. (2010-2015) 8. Content on public screens should be interesting to the public. LCR must adapt and respond quickly to keep the screens relevant as part of our commitment to being digital. (2010-2015) Knowledge Creation and Dissemination We support knowledge creation and dissemination utilizing information beyond traditional scholarly text, embracing digital objects for repurposing and the creation of new knowledge. We wish to support the collection, distribution, utilization and dissemination of such digital objects for our research community. 1. Purchase technology to foster knowledge creation and innovative work by students, faculty and community. The technologies should be selected according to pedagogical potential, where the criteria are clearly communicated. (2010) 2. Plan our technology environment to maximize the potential of our collections and services, keeping our user’s needs in mind. Specifically, investigate thin-clients as a means to accommodate specialty software and a mix of operating systems for the Taylor. (2010) 3. To maximize LCR support for the creation of new knowledge, LCR provide tools and space to disseminate and exhibit local research both virtually and within the Taylor. (2010) 4. With an emphasis on user-operated technology, support migration between formats and the creation of digital surrogates. (2010) 5. The selection and configuration of technologies to support learners with disabilities is highly prioritized. (2010) 6. Accept the Sextant Report, pending further and final review by the proposed TFDL Technology Implementation Team. (2010) 7. Use various forms of technology to promote LCR and TFDL collections and services. (2010) 8. Support for mobile technologies and exploration of how to move information to hand held devices are highly prioritized across LCR. (2010) Sustainability In order to be effective, our technology infrastructure must be reliable, sustainable and coordinated with the broad campus technology infrastructure. 1. Develop an Infrastructure Plan so that technologies and expertise enable migration, preservation and security of the physical and the digital collections of LCR. 2. LCR has a process for the introduction and deployment of new technologies and the retirement of old technologies. 3. Plan for preservation and sustainability when introducing new technologies. 4. TFDL Technology initiatives should coordinate with other campus interests to ensure that TFDL technology is consistent with current and future needs and available infrastructure. 5. LCR acquire new technologies for testing and learning before presenting to the public, so staff are comfortable and proficient demonstrating applications and the technology’s relevance to LCR and our users. SPECIFIC TECHNOLOGY RECOMMENDATIONS 1. All staff and public computers to include built-in cameras to facilitate software-based video-conferencing and other multi-media capabilities. 2. Investigate Podcast solutions such as Profcast, for capture, storage and delivery of TFDL events. 3. Many of the screens displaying data throughout the TFDL should be touch screens, offering interactivity with the data. 4. We were very happy with the Question of the Day, we recommend a permanent (and prominent) feedback tool for our users to communicate their ideas/concerns with LCR. 5. LCR creation of graphic displays for the TFDL: Graphics: Workstation Availability Data Visualization (local to LCR Systems) Data Visualization (external to LCR systems) Building Management Displays Virtual Learning Worlds Interactive Directional Signage/Events RECOMMENDATIONS 2015 1. RFID- Maintain awareness of RFID, keep an open-mind to implementing it into our collections and systems across LCR. Possibly participate in its development in the cultural heritage field. 2. Review TFDL technology and plan for refreshment. The process of evaluation, experimentation, and implementation must be ongoing and receive administrative support. APPENDIX I Framework for technology innovation and implementation In order to balance the competing needs of promoting innovation while insuring a stable and manageable technology landscape in the TFDL, it was apparent that a framework should be developed that would meet both requirements. Once the TFDL is open and operational, technology projects should be grouped into two major areas. 1) TFDL Technology Sandbox 2) TFDL Production Systems TFDL Technology Sandbox A "sandbox" approach should be used to test out innovative applications, in cooperation with other technology implementers on campus (Information Technologies, Teaching and Learning Centre, members of ITAG) Provide technical support, funding, and advice for test deployments Limited oversight and few bureaucratic hurdles should encourage the testing of new technologies. Innovative technology applications that can be accommodated within existing resources (staff and funding) should be "fast-tracked" for testing and implementation. TFDL Production Systems Once the proof of concept or sandbox phase has shown that a particular technology should be deployed more widely, another process should be developed. A thorough analysis of options should be done to support purchase of major hardware and software and the assessment of ongoing new staff requirements for the TFDL. This analysis could include assessment tools such as: SWOT, Business Process Mapping, Cost/benefit analysis, etc. to assist with prioritizing individual requirements. A clear statement of the deliverables for each application, a comparison of the costs related to purchase, in-house development and outsourcing (SaaS), timeline for implementation, with dependencies include analysis of ongoing support costs, including staffing be included in the project decision making process built-in review process. Technology Lifespan In the context of new projects that come on line, a separate but ongoing plan needs to be put in place to manage retirement of technology and systems. The functionality is replaced or dropped.
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