Wikis in Academia: Using a Wiki for your Online Research Guide

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[edit] Introduction

Just what is a wiki in the first place? According to wikipedia, a wiki is "a type of computer software that allows users to easily create, edit and link web pages." Wikis allow for asynchronous communication and group collaboration across the internet. A wiki's users can both author and edit content, as opposed to a standard web page where the content author and the consumer are removed from one another (Educause Learning Initiative 2005).

Meanwhile, a research guide is "a guide designed to assist the user in researching a particular discipline or topic (Thompson Rivers University 2007)." Research guides have become a staple of reference librarianship in academia. As more and more library patrons turn to the internet for information, it is becoming essential to provide assistance to them online. I propose that using a wiki for online research guides is an ideal way to provide service to your patrons.

[edit] Why Wiki?

A wiki research guide has several advantages over print and HTML web formats. Research guides often suffer from a lack of frequent updates. Updating web pages at many libraries can involve a lot of red tape, which usually results in research guides with dead links and out-dated information (Farkas 2007). However, a wiki can be quickly and easily updated to reflect the latest changes, without any red tape. In addition, using a wiki takes much less technological skill than using HTML. Requiring less training and featuring higher ease of use, a wiki clearly beats traditional HTML-based web design.

When it comes to librarians collaborating on research guides, wikis have a definite advantage over traditional collaboration via email or meetings. With all the mail we are inundated with daily, an important message can be easily lost or forgotten. And scheduling difficulties can make meetings a hassle. A wiki allows collaboration asynchronously, so each librarian can work at his or her convenience. And no more digging through emails to find the latest version of a group project. In sum, a wiki will allow version control over documents, prevent duplication of work, and ensure relevant information isn't lost when staff leave (Cochenour 2006).

[edit] Getting Started

[edit] Before You Wiki

The first step is to identify the purpose and function of the proposed wiki. After determining the reason for starting the wiki, the next step is to decide who the wiki authors will be. Who will collaborate: select staff, an entire department, or everyone? Wiki software includes the functionality to set author logins and passwords, so it can be configured as you like, or anyone can be allowed to register for a login. If the wiki is open to everyone, it may be prudent to appoint a wiki monitor to be on the look out for spam or inappropriate material (ALA 2006).

[edit] Wiki Basics

Features of most wikis include:

  • Article: a page devoted to a particular topic
  • Page-editing mode: where creation and editing take place
  • Talk or discussion pages: section for each article where readers can discuss or ask questions
  • History pages: keeps track of the changes and versions of an article
  • View source option: allows viewing of the wiki page's code
  • Search function: searches the wiki (ALA 2006)

For a quick introduction to wiki features, watch this: Wiki Basics

[edit] Implementation

First will be the choice of software and the determination of a hosting option. The choice will depend upon the level of expertise available at the library. Wiki software that is hosted outside of the library can be found on the web and is easily configured; software installed on server within the library may take some time and know how. Review the available wiki software and determine which one is best for the library (ALA 2006). WikiMatrix is a web site that compares wikis and may be useful in decision making. According to WikiMatrix, there are 97 different types of wiki software available!

[edit] Software

These three examples represent the diversity of available wiki software.

MediaWiki http://www.mediawiki.org is an open source program. It is most notably used by Wikipedia, but is also used by several library-related sites, including the Library Success wiki. According to WikiMatrix, in comparison to other wikis, MediaWiki has an excellent range of features and support for high-traffic websites using multiple servers. An advantage to using Mediawiki is that once it is install and configured, it can be customized with plugins (ALA 2006).

PBwiki http://pbwiki.com is one of the most popular wiki hosts on the internet. Geared towards educators and small businesses, PBwiki is free, clean, and simple. Special features include your own custom subdomain, encrypted logins, and email and a user support forum available (WikiMatrix 2007).

PmWiki http://www.pmwiki.org is a wiki-based system for collaborative creation and maintenance of websites. PmWiki pages are like normal web pages, except they have an "Edit" link that makes it easy to modify existing pages and add new pages into the website. One unique feature is that PmWiki can be extended with "Cookbook Recipes", code fragments that can be added to the local configuration file (WikiMatrix 2007).

[edit] Adding Content

Once the software is in place, it is time to start adding content to the wiki. To ensure easy access to information, an internal structure should be created first. Establishing categories and subcategories will help staff “fill in” the wiki with content. Take the time to train staff members. Give them a chance to learn the commands and play with the wiki. One good idea is to let staff learn by having them create and edit their own personal pages (ALA, 2006). Be sure to clearly state responsibilities and expectations for collaboration. Initially, some users may have a problem accepting the concept of "shared ownership" of the content. However, the idea of handing over ownership of one’s work to the group is essential to the concept of the wiki. Some may see the changeable content as undisciplined but a wiki can actually help bridge the gap between unruly and ordered information by offering a common repository of information for the group. The ability to convert back to earlier versions also helps the wiki progress towards the common aim of the group (Cochenour 2006).

[edit] Types of Wikis in Libraries

Matthew Bejune (2007) identified thirty-five library wikis and developed a classification scheme with four categories of wikis:

  • Collaboration Among Libraries (45.7 % of Bejune’s study) used for professional development and sharing of ideas and resources.
Examples: Library Instruction Wiki, a wiki written by and for librarians involved with or interested in instruction. It features handouts, tutorials, reading suggestions, and other resources.
Library Success Wiki, a resource covering all types of librarianship. The aim of the wiki is to gather helpful information and success stories to share with the professional community.
  • Collaboration Among Library Staff (31.4%) features information shared between the staff at the same library, such as a knowledge base for staff.
Example: Goldstein Library Wiki, a platform for the Goldstein Library staff to share information about the workplace and to collaborate on projects.
  • Collaboration Among Library Staff and Patrons (14.3%) published by staff for patrons.
Example: Research Guides at Florida State University Libraries, contains numerous subject-specific guides to aid patrons in their research.
  • Collaboration Among Patrons (8.6%) wikis that are open to everyone, including patrons
Example: BizWiki, the wiki created by Chad Boeninger at Ohio University Libraries. BizWiki features resources and research assistance for business topics.

[edit] In Depth: Wiki Research Guides at Florida State University Libraries

In the fall of 2007, only a short time after implementing a major redesign of its website, the University Libraries at Florida State University subtly launched a new resource: a set of research guides managed by wiki software. There are currently about forty wiki research guides, with more to come. In addition, there are almost fifty general subject wiki pages as well as a number of subject librarians’ personal pages. The majority of the research guides contain the following: an introduction to the topic, resources for finding journals, articles, books, and media, links relevant websites, and information about how to receive further assistance. Each wiki page looks like a regular webpage; however, librarians can login to edit in a snap.

The wiki research guides at Florida State University Libraries fall under Bejune’s (2007) “collaboration among library staff and patrons” category. The guides are created collaboratively by subject specialist librarians for use by library patrons. I interviewed Jonathan Blackburn, the web development librarian at University Libraries, to learn more. This wiki project began when the subject librarians asked web development if they could put the research guides they created up on the library’s website. But due to issues with the content management system at that time, an alternative to allowing the subject specialists direct access to the website was needed. One of the librarians in web development had heard of MediaWiki and thought it would be a good solution, so the library decided to try it.

University Libraries saw several advantages in using a wiki for their research guides. First, it is quick to get things up online without having to run it by several people. In addition, a wiki is a good way for librarians to work collaboratively. Lastly, there is less training and technical knowledge involved in using a wiki as opposed to creating web pages in HTML. Nonetheless, there were a few obstacles, especially with ease of use and training. Mr. Blackburn noted that the biggest lesson learned from starting this project is that it is important to incorporate best practices into staff training. In other words, you need to tell the staff what this tool is good for and what it does best along with the standard training of how to use it.

The wiki project at University Libraries is organized in a practical way. My interviewee, Jonathan Blackburn, administers the wiki. The subject specialist librarians are responsible for creating the content and keeping it up to date. There is also one staff member assigned to convert old pdf format research guides into wiki format. The librarians involved in this project are now working on taking the wiki to the next phase. The first stage was a sort of unstructured content creation, in that the librarians could put whatever they wanted as a part of their guide. Now they are trying to find new and better ways to link things together- to link each subject to relevant guides, to link the guides to each other, and so forth.

[edit] Conclusion

Wikis can be a valuable tool in the library, especially when it comes to research guides. Wikis are easy to use, allow for quick updating, and foster collaboration. Each of these benefits make wikis ideal for use with research guides in the academic library. And getting a wiki up and running is easier than you think. Simply define the purpose and function, choose the software, determine the content authors and workflow, and add the content to the wiki.

[edit] Best practices to remember

  • If the wiki is open to everyone, it may wise to appoint a wiki monitor to be on the look out for spam or inappropriate material
  • Review available wiki software and determine which one is best for the library
  • Create an internal structure for the wiki before starting to add content, to ensure easy access to information
  • Take the time to train staff, not only in the basics of using a wiki, but also in what a wiki does best
  • Have fun with it!

[edit] References

American Library Association. 2006. Wikis. Library Techology Reports, 42(4).

Cochenour, D., 2006. Is There a Wiki in Your (Library) Future? Colorado Libraries, 32(1).

Educause Learning Initiative. 2005. Seven things you should know about wikis. [Online]. Available at: http://connect.educause.edu/library/abstract/7ThingsYouShouldKnow/39381 [accessed 25 Nov 2007]

Farkas, M., 2007. Subject guide 2.0. American Libraries, 38(5).

Thompson Rivers University. 2007. Glossary of Library Terms. [Online]. (Updated 4 June 2007) Available at: http://www.tru.ca/library/guides/glossary.html [accessed 29 Nov 2007]

[edit] Resources

Provides links to further readings about wikis
Lists example and links to further information about wikis
A wiki about wikis used in libraries, for learning about and sharing examples of library wikis. It is also a companion to Bejune’s 2007 research article
Defines and provides information about wikis
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