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An Intranet Story

An Intranet Story. Presented by the WVU Libraries Web Team. An Intranet Story. Part one. Ye olde waye. or. The hard way. The Hard Way. A document, as attachment or email, is sent to 200 individual staff members. Each one is obligated to manage that information.

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An Intranet Story

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  1. An Intranet Story Presented by the WVU Libraries Web Team

  2. An Intranet Story Part one Ye olde waye or The hard way

  3. The 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.

  4. The 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.

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

  6. An Intranet Story Part two The new waye or The better way

  7. The 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.

  8. The 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.

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

  10. Library 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."

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

  12. Intranet 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.

  13. Intranet 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.

  14. Documents that should NOT be published on the Intranet • Drafts • Non-public documents • Sensitive documents • Any document that could be misinterpreted out of context

  15. Sensitive: Better Sent by Attachment or Other Method • Drafts • Committee minutes • Library hours, etc. • Candidates information • Announcements of schedules • Resumes

  16. Public & Official: Use the Intranet • Approved minutes (at chair's discretion) • Final approved library hours • Phone list updates • Best Practices • Useful links to outside sources

  17. Public & Official: Best Practices

  18. Public & Official: Useful Links to Outside Sources

  19. Intranet 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

  20. Intranet Developers • Each unit will select at least one developer • Intranet developers should be: • Computer literate • Comfortable with Windows & email

  21. Intranet 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

  22. The 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

  23. All 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

  24. Questions & Comments Presented by the WVU Libraries Web Team

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