A Survey of Using Wikis in Academic Libraries

This is a draft version for “Chu, S. (2009). Using wikis in academic libraries, Journal of Academic Librarianship, 35(2): 170–176.”

USING WIKIS IN ACADEMIC LIBRARIES

Samuel kai-wah chu

Division of Information and Technology Studies, Faculty of Education,
The University of Hong Kong, Pok Fu Lam Road, Hong Kong
E-mail:

This is an exploratory study investigating the use of wikis in academic libraries. Reasons for using and not using wikis, level of control exerted on wikis users and perceived benefits and costs of using wikis are the major areas examined. Sixty universities were selected to complete either survey 1 or survey 2, depending on their usage of wikis at the time the study was conducted. Telephone interviews were conducted for those libraries from whom there were no email replies. The response rate reached 80%. Sixteen (33.3%) used wikis for work, four (8.3%) used wikis in experimental stages, 13 (27.1%) were potential users who planned to use wikis and 15 (31.3%) did not plan to use wikis at all. The advantageous features of wikis were found to be the main reasons for their use. MediaWiki is the most commonly adopted wiki software in university libraries, and the level of control is closely related to the reasons for wiki use. Despite the fact that costs are incurred in creating wikis, current users found that the benefits outweigh the costs. It is hoped that this study can provide insights for making informed decisions in applying wikis in academic libraries.

Introduction

The World Wide Web enables people to gain access to information easily and conveniently,1 the inventor, Tim Berners-Lee would also like it to be an interactive space where everyone can read and edit.2 Berners-Lee’s vision was realized with the invention of wiki by Ward Cunningham in 1994-95.3 Given the specific nature of wikis -- readers can edit while they read -- the popularity of wikis skyrocketed4, 5, 6 and they are currently widely applied in different contexts, including companies, universities and libraries.

This exploratory research effort aims at facilitating academic libraries’ decision-making on the application of wiki. A brief introduction of wiki is given, and its advantages, as well as examples of how it is applied in various contexts, especially in academic libraries. Interviews by survey and phone were conducted to understand how academic libraries make use of different wikis. Implications and suggestions on these applications are drawn from the research findings.

Literature Review

Wiki means ‘quick’ in Hawaiian.3, 4, 5, 7, 8, 9 Wiki is also a piece of software invented by Ward Cunningham in 1994-95.3, 9, 10, 11 Wiki is simple and easy to use. Someone with no technological background would find wiki manageable after minimal training.2, 4, 6, 7, 10, 12, 13 In The Wiki Way (2001), Cunningham14 described wiki as the simplest online database, easily editable by anyone. This specific feature makes it different from the web by allowing readers to read and edit simultaneously. 3, 6, 7, 8, 9, 10, 13, 15, 16, 17

These features of wikis facilitate collaborative authorship, enabling democracy in the workplace, making the act of cooperation comprehensible, enhancing efficiency, and allowing the interlinking of pages. In enabling everyone to edit the page, wiki facilitates cooperation in a digital environment and eliminates the barriers of communication.3, 4, 5, 6, 7, 8, 9, 11, 12, 15, 16, 17, 18, 19 This open editing system enables true editorial democracy to be practiced,4, 11, 13 since everyone’s contributions are taken into account when amendments are made.7 Without any preset structure of cooperation, users define the process among themselves, making the dynamic development of the group intelligible.2, 7, 11 In addition, time required for extracting changes via emails and discussion boards can be saved, since changes can be made immediately.2, 4, 7, 11, 18, 20 Lastly, the interlinking of related pages promotes information sharing among users.2, 21, 22 The ease of use and the open editing system of wikis allows everyone to read and edit, placing real power in the hands of users, and enabling collaborative authorship.

Since they possess such advantageous features, wikis are widely applied in different contexts, such as universities, law firms and the medical sector. They perform functions such as knowledge sharing, collaborative authoring and online discussion. Various studies show that wikis can be useful for knowledge sharing.4, 5, 15, 21 A study5 conducted in 2005 focusing on the use of wiki in a knowledge management class at a graduate school of information systems and technology found that knowledge from diverse sources such as course textbooks, lectures and students’ experiences could be shared through the wiki. Wiki can also be an alternative to email, supporting collaborative authorship.15, 20 Klau, a lawyer in Naperville, Illinois, substituted wiki for email, allowing lawyers to review, edit and post comments on projects with changes being tracked with email alerts.20 Wiki is also used as a tool for online discussion.14 The wiki supported by the National Geographical Society Educational Foundation, aimed to promote collaborative problem solving among 11 geographically dispersed middle schools. Students from participating schools were invited to give comments on a river management policy statement drafted by a class of students through the online discussion board in wiki.18

Wikis are widely applied in libraries for many purposes. Although some academics saw little use for wikis in the library context,9, 27 its applicability in academic libraries is embraced positively as can be seen by the increasing number of library wikis.3, 15, 17 In 2007, Bejune15 pointed out that libraries are collaborative working environments where library staff works together with patrons. At the same time, wikis facilitate collaboration in libraries and ‘engage patrons in the online community’.17 This view is elaborated by Bejune,15 that collaboration among libraries, among library staff, between library staff and patrons as well as among patrons can be enhanced through wikis. One of the widely reported wikis, the Library Success: A Best Practices Wiki10, 27, 28, 29 is a one-stop website on which librarians from all over the world share their ideas and successful projects, facilitating extra-organization collaboration among libraries. The wiki of the Miami University Library facilitates intra-organization collaboration by serving as a virtual information gathering place for information desk staff, who would otherwise have little opportunity to interact due to their around the clock working schedule.9 The St. Joseph County Public Library (SJCPL) Subject Guides are created by the SJCPL librarians to assist library patrons in searching for information by subjects and in discovering library events.30 Patrons are allowed to give comments and suggestions, so the virtual reference service is enhanced with the communication among librarians and patrons. Another example is the Biz Wiki of the Ohio University library, a collection of business information resources, editable by both patrons and librarians. This research portal enhances collaboration among librarians and patrons as well as between patrons, themselves. Clearly, the rise of digital technology affects people’s information seeking behaviors,31 and libraries are expected to provide more interactive electronic services in this contemporary information-seeking world.3 Applying wikis in libraries enables information to be read and edited by people simultaneously, facilitating the libraries’ operations and enhancing collaboration within the profession while increasing the involvement of the community.

While the advantages of applying wiki in academic libraries are clearly expressed by academics and librarians, there has been limited empirical research on its use in libraries, especially academic libraries. In view of the potential benefits of the application of wiki for libraries, together with the lack of empirical research on this subject, this report focuses on the various ways in which university libraries do make use of wikis, including

1. their usage of wikis in university libraries
2. their level of control offered to wiki users
3. their reasons of using, planning to use and not using wikis and
4. their perceived benefits and costs of using wikis

It is hoped that the research findings serve as a reference for university libraries to draw from in making more informed decisions on the use of different wikis.

Research Method

Sample

A sample of about 60 university libraries in several regions around the world including Australia, China, Hong Kong, Singapore, New Zealand and the United States were selected. Language barrier was the main consideration in the selection process, to ensure that answers could be clearly understood, though clarifications were made when necessary. Because of the researchers’ familiarity with Mandarin, Cantonese and English, the above mentioned countries were selected.

Instruments

Two sets of surveys (see Appendix) were designed for university libraries which were using or were not using wikis. Both open and close ended questions were included. Interviewees were welcome to further elaborate on their answers in the space provided.

Procedures

The research was conducted during March to April 2008. Invitations, together with two sets of surveys, were emailed to the university libraries. Library staff from the universities selected the appropriate set of surveys with reference to their usage of wikis. Telephone interviews were conducted when no reply was obtained or when clarifications were necessary. Six telephone interviews were tape recorded and transcribed for research purposes. The transcribed interviews and the completed surveys were integrated together for analysis. All data collected as part of this study was reported using an alphanumeric ID number (SP1 through SP48) to refer to each respondent.

Findings and Discussion

Overview of the Usage of Wikis

Among the 48 university libraries responding to the surveys, 16 (33.3%) were using wikis for work, 4 (8.3%) were experimenting with using wikis, 13 (27.1%) were planning to use wikis, though they are not currently doing so, and 15 (31.3%) did not plan to use wikis at all (see Table 1). Since such a high percentage of non-users of wikis planned to use them (i.e were potential users) in the future, these findings may support the view that the number of libraries using wikis are beginning to increase3, 12, 15, 29 as they are embracing the potential benefits of wikis in supporting their operations.9

Analysis of the Uses of Wikis for Work and Evaluation

Respondents were asked about their reasons for using wikis, levels of control exerted on users in editing and viewing pages, difficulties encountered, costs involved in creating wikis, as well as their cost and benefit analysis of their wiki usage. The data collected is analyzed in the following sections.

Reasons for Using Wikis

Based on wikis’ positive features, four choices were developed for respondents to choose from regarding their reasons for using wikis. In addition, the choice ‘other’ was provided to allow respondents to supply additional reasons. Fifteen universities responded to the question. Among the four choices, enhancing information sharing among librarians was selected by most of the libraries – the most popular and highest-rated choice. (See Table 2). SP46 commented on wikis positively, saying that it allows users who know something to provide answers and assistance to those who do not. As demonstrated in Table 2, the ratings for the remaining choices are similar. No additional reasons were given. The uniquely positive features of wikis are evidently the major reasons for the use of wikis in academic libraries.

Notes:

For every choice, respondents were asked to answer according to a scale of 1-5, with 1 as ‘not helpful at all’ and 5 as ‘very helpful’.

Levels of Control on Editing and Viewing Pages

The level of control provided to users in editing and viewing pages were found to be related to their purpose of using wikis. In 2001, Leuf and Cunningham14 defined six types of wikis, based on the level of access for reading and editing, ranging from ‘fully opened’ where anyone can fully access pages, ‘lockable’ with restricted editing for some or all pages, ‘fated’ with a mix of public and restricted pages, ‘members only,’ where access is limited to registered users, ‘firewalled,’ where access is restricted to a range of specific IP addresses, and ‘personal,’ where access is limited to specific PCs or private sites.3 Using the terms of this definition, four types of wikis, -- private wikis, semi-private wikis, semi-open wikis and open wikis -- were suggested for this research based on the level of control in reading and editing. Private wikis only allow authorized registered users to edit and view the content. Semi-private wikis allow only authorized registered users to edit, though anyone can read. Semi-open wikis allow anyone to register and edit, while the page is open for the public to read. Open wikis allow anyone to edit and read the page with or without any registered account.

As demonstrated in Table 3, private wiki (50%) is the most commonly used wiki, followed by semi-private (31.8%), open (13.6%) and semi-open wiki (4.6%). The level of control is related to the purpose of using wiki. For some respondents, private wiki is used mainly for internal communication such as communication among departmental staff members (SP2 & SP16), dissemination of information about library policies (SP16) and sensitive information requiring protection (SP18). Less control is applied when interactions with authorized users or the public are expected. For instance, to facilitate the sharing of feedback and comments on popular books available from the library, semi-private wiki is used by SP1 to allow authorized users, including the departmental staff and first year students, to create an account and edit the wiki. In short, the purpose of using wiki seems to affect the level of control applied on users.

Notes: Some university libraries employ different levels of control in different wiki software at the same time.

Main Difficulties of Using Wikis

Although two respondents commented that wiki is easy to use, there were some difficulties raised. As shown in Table 4, the most common difficulties mentioned were the users’ low participation rate. Promotion of usage and users’ lack of knowledge about wiki, and their unfamiliarity with the software were the other major difficulties encountered. These three difficulties may be interrelated, in that being unfamiliar with wikis makes people less interested in responding to their promotion, therefore lowering the participation rate. The transition from one software to another and having to get used to the new one is another commonly mentioned difficulty. Some less commonly mentioned difficulties include the lack of experienced staff and lack of time for wiki development.

1. Low participation rate

1. Difficulty in promoting new technology (wiki)

1. Users’ lack of knowledge about wiki

1. Managing transition from one software to the other

1. Others

Notes: Some of the university libraries experienced more than one difficulty in implementing wiki software.

Costs in creating wikis

Respondents answered the open ended questions concerning the costs incurred in creating wikis. Four respondents commented that no cost was incurred. SP1, SP18 and SP23 further elaborated that the hardware is readily available, as is the software, and free for SP1 and SP23 respectively. Although costs are incurred by most respondents, three (SP16, SP17 & SP36) commented that the cost is quite low. SP16 stated that ‘our costs have been low because we use MediaWiki, and we already have our own server, so we did not have additional server costs.’

As shown in Table 5, among the kinds of cost mentioned, time and training costs are the most major. SP18 said it took about two to three days for IT staff to configure wikis. Training cost is quite significant as well, and had the second highest rating among all costs. The lack of experienced staff for developing wikis coupled with the users’ lack of knowledge mentioned by several respondents may explain why training costs have to be incurred. For example, money is spent by SP20 to train two administrators. Software and hardware costs are also quite significant. SP20 spent about US$65 per year for set up and maintenance while SP33 spent a total of US$600 per year for a more secured and enhanced version of wiki with each costing US$200. Some respondents also mentioned that costs could be incurred in maintaining and upgrading the software. In spite of the above costs, however, 12 (75%) of libraries consider the benefits of using wiki to outweigh the costs. Wikis enable staff who are distant from each other to check and update frequently (SP33, SP34), facilitate interactions among students (SP36), and conduct efficient collaborative authoring (SP37).