Southampton University Computing Services4/23/2014 Information Flow & the Institutional WWW Colin K. Work University of Southampton Computing Services

Southampton University Computing Services4/23/2014 Scope of Discussion the institutions WWW based information service –courseware; research data etc. not included technology independent

Southampton University Computing Services4/23/2014 What is Information Flow ? The movement of information objects from point of origin to target user over time. –simple objects may combine to form complex objects –the object is modified along the way –the object may be used at different points in the flow –there is no end user ALL aspects of information provision should be considered, not just WWW

Southampton University Computing Services4/23/2014 Managerial Attributes of Information Objects Author: content of object Owner (publisher): availability of object Encoder/printer: data/text processing All objects should have a single owner, though they may have multiple authors/encoders There is also an implied attribute - the Authority of the object: if not made explicit, false assumptions may result

Southampton University Computing Services4/23/2014 Information Flow & the WWW A web page is a snapshot of the information flow –Where does it come from? Where is it going? Is the snapshot at the right point in the flow? Does the snapshot carry the required authority? Is ownership clear? Is the author & owner aware of all uses of the data.

Southampton University Computing Services4/23/2014 Tools for Managing Information Flow Information strategy: goal setting Information policy: methodology for achieving the goals Acceptable use policy: regulatory constraints Editorial board/Webmaster: enforces application of above Costs/charging: (real or notional)

Southampton University Computing Services4/23/2014 How is the Flow Managed? No management Centralised management Distributed management

Southampton University Computing Services4/23/2014 No Management - Advantages our policy is not to have a policy Rapid service growth Hot house for development minimal Red Tape expediency & responsiveness

Southampton University Computing Services4/23/2014 No Management - Disadvantages institution lacks cohesive presentation material may lack authority uneven representation/presentation navigational problems contradictory material maintenance issues who is accountable? inefficient use of resources

Southampton University Computing Services4/23/2014 Centralised Model the way we were Departments Info service central processing

Southampton University Computing Services4/23/2014 Centralised - Advantages little training/support required consistency in style/presentation good authority control good quality control good cost control/resource management low risk maximises efficient use of resources

Southampton University Computing Services4/23/2014 Centralised - Disadvantages does not scale well (?) potential bottleneck to information flow perceived as restrictive - threat to academic freedom will tend toward conservative unresponsive

Southampton University Computing Services4/23/2014 Distributed Model Faculty/Dept. WWW E d i t o r i a l B o a r d institution home pages - who is responsible?

Southampton University Computing Services4/23/2014 Distributed - Advantages distributes the workload reasonably responsive and flexible greatly improves institutional WWW awareness departments/groups in control

Southampton University Computing Services4/23/2014 Distributed - Disadvantages less of efficient use of resources tends toward no management unless –good info policy/strategy –editorial board in place requires good inter-department liaison how is institutional WWW achieved?

Southampton University Computing Services4/23/2014 Combined Models Distributed faculty/dept. web sites Centrally managed institutional top level pages Personal Pages free from editorial control within accepted constraints (eg. AUP) Editorial Board

Southampton University Computing Services4/23/2014 Impediments to Information Flow Lack of information processing resources Lack of IT skills Inadequate technology Attitudes: –territoriality - this is MY information! –technophobia –resistance to change - but we always do it this way Management tools may be real or perceived impediment

Southampton University Computing Services4/23/2014 Prospectus - Hard Copy Departments course info Faculty Other info (PR, Accomm.) Editor(s) UNIVERSITY authority Print

Southampton University Computing Services4/23/2014 Prospectus - WWW Ver. 1 Departments course info Faculty Other info (PR, Accomm.) Editor(s) UNIVERSITY authority Print WWW - reformatting - inappropriate design - inflexible - untimely

Southampton University Computing Services4/23/2014 Prospectus - WWW Ver. 2 Departments course info Faculty Other info (PR, Accomm.) Editor(s) UNIVERSITY authority Print WWW intercept - expedient - better format - flexible - no authority - quality control?

Southampton University Computing Services4/23/2014 Prospectus - WWW Ver. 3 Departments course info Faculty Other info (PR, Accomm.) Editor(s) UNIVERSITY authority Print WWW Authority? Quality control?

Southampton University Computing Services4/23/2014 Prospectus - WWW Ver. 4 Departments course info Faculty Other info (PR, Accomm.) Editor(s) UNIVERSITY authority Print WWW - resource? - expertise?

Southampton University Computing Services4/23/2014 Role of the Webmaster Role of the Webmaster and/or Editorial Board Advise on flow management Authentication of information Establishing liaison links Enforcing policy Facilitating and enabling Promoting the service internally Matching service to available resources

Southampton University Computing Services4/23/2014 In Summary... Info strategy & policy is required to establish and/or clarify responsibilities Editorial board/Webmaster must be empowered to enforce policy Distributed / Centralised models of management have strengths and weaknesses - choice may depend on organisation of the institution.

Southampton University Computing Services4/23/2014 Questions: How much time/money do you think is being spent in total across your organisation putting up WWW pages? What sort of a service do you think you could develop if you could harness that resource?