Information Flow the Institutional WWW Colin K Work

Information Flow & the Institutional WWW Colin K. Work University of Southampton Computing Services Southampton University Computing Services 11/9/2020

Scope of Discussion • the institution’s WWW based information service – courseware; research data etc. not included • technology independent Southampton University Computing Services 11/9/2020

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 Services 11/9/2020

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 Services 11/9/2020

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 Services 11/9/2020

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 Services 11/9/2020

How is the Flow Managed? • No management • Centralised management • Distributed management Southampton University Computing Services 11/9/2020

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 Services 11/9/2020

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 Services 11/9/2020

Centralised Model “the way we were” Departments central processing Southampton University Computing Services 11/9/2020 Info service

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 Services 11/9/2020

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 Services 11/9/2020

Distributed Model Faculty/Dept. WWW Editorial Board institution home pages who is responsible? Southampton University Computing Services 11/9/2020 Faculty/Dept. WWW

Distributed - Advantages • distributes the workload • reasonably responsive and flexible • greatly improves institutional WWW “awareness” • departments/groups “in control” Southampton University Computing Services 11/9/2020

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 Services 11/9/2020

Editorial Board Combined Models Centrally managed institutional “top level” pages Distributed faculty/dept. web sites Southampton University Computing Services 11/9/2020 “Personal Pages” free from editorial control within accepted constraints (eg. AUP)

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 Services 11/9/2020

Prospectus - Hard Copy Departments course info Faculty Other info (PR, Accomm. ) Editor(s) “UNIVERSITY” authority Print Southampton University Computing Services 11/9/2020

Prospectus - WWW Ver. 1 Departments’ course info WWW Faculty - reformatting Other info (PR, Accomm. ) “UNIVERSITY” Editor(s) authority Print Southampton University Computing Services 11/9/2020 - inappropriate design - inflexible - untimely

Prospectus - WWW Ver. 2 Departments’ course info WWW Faculty Other info (PR, Accomm. ) “UNIVERSITY” Editor(s) authority “intercept” Southampton University Computing Services Print 11/9/2020 - expedient - better format - flexible - no authority - quality control?

Prospectus - WWW Ver. 3 Departments’ course info Faculty WWW Other info (PR, Accomm. ) “UNIVERSITY” Editor(s) authority Print Southampton University Computing Services 11/9/2020 Authority? Quality control?

Prospectus - WWW Ver. 4 Departments’ course info Faculty Other info (PR, Accomm. ) “UNIVERSITY” Editor(s) authority WWW Print Southampton University Computing Services 11/9/2020 - resource? - expertise?

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 Services 11/9/2020

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 Services 11/9/2020

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? Southampton University Computing Services 11/9/2020