8 Hours in Cyberspace:
Operating a Library Web Site
by John Kupersmith
This article originally appeared in
Internet Trend Watch for Libraries 2 (December 1997).
That newsletter has ceased publication
and their web site is no longer available.
The version posted here has been updated.
© 1999 John Kupersmith.
Fair use (e.g., for individual
research or classwork) is encouraged.
As more and more libraries consider establishing, redesigning, or expanding
their presences on the World Wide Web, the question naturally arises: what
tasks have to be performed in operating a web site, and how much staff time
is required?
The only accurate answer to these questions is "it depends." A number
of variables--the size of the site, the level of technology involved,
the volume and frequency of updates, and the present skills of library
staff--can significantly influence the time required. Fortunately, most
of these factors are the predictable results of design decisions that
the library must make.
As a case in point, the Washoe County Library System, serving 313,000
people in northwestern Nevada, opened its Internet Branch web site
in September 1995. Developing and maintaining this site has involved
tasks and thought processes that frequently resemble those required
for a physical branch.
Design
The concept of a "branch library in cyberspace" has been well received by
our staff and patrons. It's a natural metaphor that relates to something
people are familiar with. The site is laid out like a traditional library
branch. The entrance page leads to 11 main sections: Catalog Area,
Reference Desk, Bookstacks, News and Periodicals Room, Government Documents
Room, Children's Room, Map Room, Business and Employment Center, Current
Issues Center, Local Information Center, and Gateway to Other Libraries.
The structure is quite simple, with the menu pages offering links to
locally created information files (currently 60 of these) and external
sources (about 1100 of these). Some of the features resemble what you'd
expect to find in a branch library, such as "ask a librarian"--via e-mail,
of course--and an "electronic clipping file" consisting of links to news
stories about our area.
Construction
Our library's Systems Office includes three staff members. As Internet
Services Librarian, I'm responsible for the web site and other
Internet-related projects. I do the HTML coding using Allaire HomeSite,
as well as the photography and graphics. The initial setup of the
basic prototype took about 40 hours--since this was my first HTML
project, much of this time was spent consulting how-to books and
web tutorials! I've also done several major "remodeling" projects,
such as changing page layouts, developing new background and
navigational graphics, and (with the help of a volunteer) programming
a reference question form. These have taken up to 20 hours, depending
on complexity.
Day-to-day operation and maintenance
All things considered, I spend about 8 hours per week on the routine
tasks of operating and maintaining the site. This breaks down as follows:
- 1 hour updating the news content and featured links on the entrance
page. I try to keep this area as fresh as possible, with something
new at least once a week, preferably more often. Sometimes events
determine this; for example, during the flood of January 1997 I was
posting new information and related links every day.
- 1 hour updating the library system information (hours of other
branches, children's programs, etc.). This includes chasing down
the information and reminding managers and staff to send me copies
of their program announcements and flyers. The time involved can
easily expand when I'm creating a new page for a special event,
such as our basket auction fundraiser.
- 2 hours on collection development: prospecting for new web sites
to link to, investigating sources suggested by other staff or patrons,
reading review sources such the Scout Report and Info-to-Go, adding
and annotating new links. In a normal week, I add between 3 and 5
new links to reference sources, electronic texts, etc. This is a
comfortable growth rate. It lets me list each new item on the main
menu and flag it with a graphic, and doesn't overwhelm regular users.
- 2 hours on maintenance and repairs. About once a month I run a
"broken links" report using CyberSpyder Link Test. This always
entails some follow-up work: correcting links, finding substitutes
for defunct sources, etc.
- 1 hour dealing with questions and comments sent from an e-mail link
on the entrance page. Other staff members handle the questions
sent via the reference question form.
- 1 hour on general management tasks: reviewing usage statistics, seeing
who's linking to us, promoting the site, communicating with other web
managers in the area, etc.
But it still depends ...
This is an approximate accounting of the time it takes one person with
intermediate HTML skills and good software tools to operate a fairly simple
site with frequent updates and additions. A more static site would take
less time. A more high-tech site, or one that was more ambitious in scope
(e.g., that included other County departments) would certainly take more
time and perhaps more people.
Another variable is the individual(s) doing the work. A highly trained
programmer/analyst would be able to write code and solve technical problems
faster than I do; a total novice, more slowly. A librarian's skills are
needed for some of the tasks required: site design, collection development,
and writing annotations and other text. Personal style is also a factor:
different people work in different ways and at different speeds. Like
desktop publishing, web page development is almost infinitely expandable,
depending on the requirements of the project--and, of course, on the amount
of obsessive-compulsive behavior involved.
But whoever does them, and however they are performed, the basic tasks
listed above are essential to maintaining a vigorous web presence.
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