An Intranet Story

An Intranet Story

Presented by

the WVU Libraries Web Team

An Intranet StoryAn Intranet StoryPart one

Ye olde wayeor

The hard way

The Hard WayThe Hard Way A document, as attachment or email, is sent

to 200 individual staff members. Each one is obligated to manage that

information. They determine if they may need to keep the

information for later. If so, they file it in a virtual folder or produce a

print copy and file it in a real folder.

The Hard WayThe Hard Way

When they print the email, the format of the printout is unattractive and hard to read.

They manage their filing system when they need to retrieve it (although 90% of what they file is never used again).

Eventually, they maintain their filing system and weed their files, again dealing with the document and determining if they may need it in the future.

The Hard WayThe Hard Way

Occasionally, they consult an old version of a document in their files, not realizing that an update has been issued…

An Intranet StoryAn Intranet StoryPart two

The new wayeor

The better way

The Better WayThe Better Way

A document is published on the intranet. 200 employees are notified by email that the

document is available on the intranet. The email includes the URL of the page

where they can link to or view the item. If they have an immediate need, they can

connect to the item directly.

The Better WayThe Better Way They view it and decide if it is important for

them. They delete the email, knowing where they

can easily locate the item if they need to later. Organized intranet menus provide access to

the most current and to archived previous versions of the document.

If needed, the format on the intranet allows them to print out a clean paper copy of the document.

The intranet provides access to information in one place, eliminating the duplication of effort required when employees individually manage organizational information.

The intranet provides access to information in one place, eliminating the duplication of effort required when employees individually manage organizational information.

Library Wide 2000/2001 GoalsLibrary Wide 2000/2001 Goals

Objective – to "develop the Libraries' Intranet as a

collaborative resource and promote its use to share information“

Goal– to "provide leadership and support to

improve the working environment within the libraries and on campus."

The WVU Libraries Intranet is ready to become the primary means of communicating and archiving official and public organizational information.

The WVU Libraries Intranet is ready to become the primary means of communicating and archiving official and public organizational information.

Intranet GuidelinesIntranet Guidelines

The intranet arranges and archives files that are freely shared throughout the Libraries.

This is an efficient way to distribute information throughout the Libraries.

Documents published on the intranet should be official and public.

Intranet GuidelinesIntranet Guidelines

Content published on the WVU Libraries Intranet is unrestricted.

The public has open access to it from anywhere they can access the web.

Content guidelines are available from the intranet home page.

Documents that should NOT be published on the IntranetDocuments that should NOT be published on the Intranet

Drafts Non-public documents Sensitive documents Any document that could be misinterpreted

out of context

Sensitive: Better Sent by Attachment or Other Method

Sensitive: Better Sent by Attachment or Other Method

Drafts – Committee minutes– Library hours, etc.

Candidates information – Announcements of schedules– Resumes

Public & Official: Use the IntranetPublic & Official: Use the Intranet

Approved minutes (at chair's discretion) Final approved library hours Phone list updates Best Practices Useful links to outside sources

Public & Official: Best PracticesPublic & Official: Best Practices

Public & Official: Useful Links to Outside SourcesPublic & Official: Useful Links to Outside Sources

Intranet ScheduleIntranet Schedule Training for Intranet Developers

– Wednesday, March 28, 2001 (Spring Break)– Second session if necessary

Launch during National Library Week: April 1-7, 2001– Theme: @ your library– Story on Intranet/Mountaineer Spirit– Announcement on library list

Intranet DevelopersIntranet Developers

Each unit will select at least one developer Intranet developers should be:

– Computer literate– Comfortable with Windows & email

Intranet DevelopersIntranet Developers

Attend the intranet training retreat Return to their departments or libraries to share

information and gather suggestions Work with their supervisor to establish intranet

developing responsibilities

The WebThe Web

Is everyone’s business– Not just the Web Team or Systems

We need to take the web seriously – An extension of services we already

provide Once projects are developed

– The appropriate library department takes responsibility for maintaining the project

All Employees ShouldAll Employees Should

Attend workshops or classes in basic web page creation so that they understand the possibilities of the web

Prioritize web projects and take deadlines for these projects as seriously as they would take any other deadlines

Presented bythe WVU Libraries Web

Team

Questions & Comments

Questions & Comments