WLA Task Force on Technology Utilization
Topic Paper

Decentralized Web Administration

Background
Creating and maintaining a dynamic web presence requires a significant amount of time and effort. Material must be continuously updated for the web to be an effective method for disseminating information. Content maintenance is often a stress point for Web Managers and for content providers, and this problem is often exaggerated in smaller organizations that rely on volunteers to maintain their web sites.

In order to maximize the value and effectiveness of the WLA web site, it is appropriate to explore alternative methods for adding and maintaining content on the site. One alternative would be to decentralize administration of the site, i.e., allow more individuals to post and maintain their own content. This can be done in several different ways.

Alternatives
The Michigan Library Association (MLA) allows its subordinate units to develop and revise their own pages in accordance with an extensive set of guidelines (http://www.mla.lib.mi.us/Committees/EPC/policies.htm#web). All newly developed pages are reviewed for content and format by the Electronic Publications Committee to ensure compliance with organizational policies. Final review and approval for new additions, and for edits, is made by the Executive Director or his designee. To expedite this process, MLA provides templates on its site than can be used by units to develop new pages (http://www.mla.lib.mi.us/template.html).

After a new page has been created it must be uploaded to a test directory, and email notification must be sent to the chair of the Electronic Publications Committee. The committee then reviews the page and accepts or rejects it. Revised pages are also uploaded to the test directory, and notification is sent to the MLA office. In both cases, the MLA Webmaster uploads approved pages to the public area.

Another alternative would be the use of a content management system. Designed primarily for large-scale e-business applications, content management systems claim to be out-of-the-box methods to "empower content contributors with a self-service authoring process while providing Web developers full control over site design and usability." Typically, large-scale content management systems are complex and costly, often requiring a specific infrastructure and a contract for service. Two such products are:

Documentum 4i
http://www.documentum.com/products/editions/wcm/index.html

NCompass Resolution
http://Ncompass.com/Products/NCompass+Resolution/Default.htm

A variation on content management software is a content management service. UpdateThis has created a subscription service called UpdateThis.com (http://www.updatethis.com/solutions/solutions.asp), which is based on its UpdateThis Enterprise software. The service provides full software functionality without the overhead of installing and supporting a content management system in-house.

A final alternative would be to convert the existing WLA web site in a database driven site. Using volunteer programming expertise, contracted services, or off-the-shelf software (e.g., ColdFusion http://www.allaire.com/Products/ColdFusion/productinformation/), the WLA site could be redesigned so that pages are constructed by loading content from a database into an html template. An advantage of this method would be that members could maintain pages without having to learn html coding or a WYSIWYG editor. They could add, delete, or update information in the database through data entry forms provided on the web. This revised database information would then be used to update web pages. In addition, a web site with its content stored in a database would allow customization by users, e.g., "My WLA."

Case study
In October 1999, OWLS launched a new website called Cooler by the Lake (http://www.cbtl.org/). CBTL is a cooperative effort of OWLS, Appleton Public Library, Nicolet Federated Library System, and individual librarians throughout the OWLS and NFLS system areas. The primary goal of CBTL is to create and maintain a highly selective list of quality, up-to-date Internet resources and guides in a format that extends beyond the traditional index of online resources. Detailed information about the process of creating and maintaining CBTL can be found at http://www.owls.lib.wi.us/info/wils/2000.htm.

A unique feature of this collaborative effort is that approximately 40 "caretakers" (i.e., librarians who volunteer to maintain individual subject pages) contribute content to CBTL. Initially, templates and reference sheets containing needed HTML codes were designed and distributed to caretakers. Currently, most caretakers create and maintain their pages by doing their own HTML coding, and some caretakers are responsible for uploading their pages, via ftp, to the server. However, the co-administrators of the site do HTML coding for those caretakers who are unable to do their own. Essentially, a decision was made to decentralize the creation and maintenance of content as much as possible.

After more than a year's experience of providing and maintaining CBTL, several needs have emerged that are scheduled to be addressed by a redesign of the website.

First, there is a need for caretakers to have an easier method for creating and maintaining their pages. While some caretakers, particularly those with significant HTML experience, have been able to maintain their pages satisfactorily, the majority has found this process to be very difficult. There have been a significant number of coding errors, and the difficult process has been a disincentive for caretakers to update their pages.

Second, there is a need to reduce the amount of time required for the co-administrators to maintain the site. Currently, they spend lots of time doing HTML coding for a few caretakers who are unable to do their own coding and checking and correcting the HTML coding done by the rest of the caretakers. Also, because of the number of pages on the site, it takes a great deal of time to make global changes one page at a time.

Third, there is a need to reduce the amount of training required for new caretakers. Training for new caretakers is done by one of the co-administrators. Most new caretakers need extensive training in HTML basics, how to use CBTL template pages, and how to ftp their pages to the server. New caretakers also need to understand the CBTL concept, and the co-administrators often spend time discussing content issues. The time commitment required to get a new caretaker up to speed is significant for the co-administrators and is also a disincentive in the recruitment of caretakers.

Finally, there is a need for patrons to be able to personalize their use of the site, e.g., a "My Cooler by the Lake" feature. There is preliminary evidence that regular CBTL visitors use only a small subset of the total number of available pages. It is likely that their satisfaction with the site would be increased if they had the ability to customize their CBTL interface.

In June 2000, the co-administrators began exploring the idea of converting the CBTL website to a database in order to streamline procedures and improve quality. It would be easier and less time consuming for caretakers to maintain their pages in a database. They could add, delete, or update information in the database through data entry forms provided via the web, and they would no longer need to worry about HTML coding. The co-administrators would no longer need to code pages for some caretakers or check HTML coding done by other caretakers. Recruitment and training of new caretakers would become much easier and less time consuming. The structure would be in place to implement a "My Cooler by the Lake" feature. Because OWLS does not currently have the necessary technical expertise, a decision has been made to contract with an outside vendor to convert CBTL to a database.

In summary, decentralizing the creation and maintenance of content as much as possible allowed OWLS to bring up a large web site in a minimal amount of time. However, even with significant decentralization, the project has been very labor intensive for the co-administrators. It appears that conversion of the site to a database that serves pages on the fly would significantly improve the efficiency of decentralized content creation and maintenance.

What do you need to use it?
WLA Model: A committee would need to be appointed to oversee the development of the site. Web site policies, standards, and templates would need to be developed and distributed to the appropriate contacts within the units. Procedures would need to be developed for uploading, reviewing, and approving web content. WLA would need to acquire its own web server and telecommunications infrastructure or make arrangements for a larger site to be accommodated on a remote server. Training would need to be provided to unit web contacts.

Content Management System: WLA would need to acquire the necessary infrastructure to support a high-end software product. A software product would need to be acquired, and a service contract would be needed to provide the necessary profiling configuration, training, and support. Contracting for a subscription-based service would eliminate the need to acquire infrastructure.

Database Driven Site: Development of database driven site would require contracting for service, obtaining programming services from members, or purchasing the necessary off-the-shelf software. It is possible to have the site housed on a server at another location, but as with all of the other models, a larger and busier site may require WLA to get its own server and telecommunications infrastructure.

How much does it cost?
Pricing for in-house large-scale content management systems is done on a case-by-case basis, i.e., it's very expensive. It is estimated that a subscription based content management system could cost approximately $2000 per month.

The cost of developing a database driven site would depend on how much programming expertise is available from members and what software would need to be purchased. In theory, a database driven site could be developed entirely with freeware. However, it could also cost $500-$5,000 to purchase a software solution.

The purchase of a server could cost anywhere from $1,500 to $10,000. However, it is likely that an adequate server could be purchased in the $3,000 to $8,000 range. The cost of telecommunications and Internet service can vary significantly depending on location. In Appleton, recent costs have ranged from approximately $160/month for 768 kbps DSL service to $850/month for T1 service.

Concerns
Server security risks increase when more people have the ability to make changes to the web site. This is true regardless of whether WLA has its own server or has its site hosted on another server.

WLA could be in the position of having to provide significant training to member in order for them to contribute content to the web site independently.

How would it benefit WLA?
Enabling more members and units to easily contribute content to the WLA web site will enhance development of the site, making it more valuable to the membership. Effective decentralization of web site content creation and administration should also minimize the volunteer time, staff time, or contractual time required to maintain the site.

Links:

Allaire ColdFusion, product information
http://www.allaire.com/Products/ColdFusion/productinformation/

Cooler by the Lake, pros and cons of creating regional web portals
http://www.owls.lib.wi.us/info/wils/2000.htm

Documentum 4i
http://www.documentum.com/products/editions/wcm/index.html

Michigan Library Association, Web site policies and guideline
(http://www.mla.lib.mi.us/Committees/EPC/policies.htm#web)

Michigan Library Association, Web site templates
http://www.mla.lib.mi.us/template.html

NCompass Resolution
http://Ncompass.com/Products/NCompass+Resolution/Default.htm

UpdateThis.com, content management service
http://www.updatethis.com/solutions/solutions.asp


Rick Krumwiede