Best Practice Guide for Maximising the Use of State-wide Databases in NSW
Dedicated public library web sites, minimal number of clicks, and multiple access points
Many large public libraries in NSW have their own web site; and many others are in the process of designing and developing them. The best public library sites have a prominent button on the home page called 'digital library' or 'online library'. Whatever the name chosen, this button represents the first port of call for a library client in search of full text articles and journals. The next step usually involves entering a barcode from a library card if accessing remotely, which allows the client to enter the database world and proceed with their search. Whether accessing remotely or visiting a public library, searching online databases should be as simple as using Google. Research participants said: any more than two clicks to gain access to this world, is a click too many. In addition, there should be multiple access points available so that no matter where you are in the web site you can find your way to the online library.
The next best thing - greater visibility and access to library resources on the Council homepage
While the ideal is a standalone library web site, this may not be a feasible short-term option for medium to small public libraries. Greater visibility for the library and its online resources requires more prominent placement on the Council web site. A graphic button saying 'click here for your online library' would be easy to design and place. NSW.net can provide technical advice on how to do this. The 'two clicks' principle should also apply to this option. The need for greater visibility on the Council homepage was overwhelmingly supported by participants in this research project.
How to display the range of database options
Greater visibility for online resources on library or Council web sites, combined with the 'two clicks' principle, will make it a lot easier for a library client to know about and gain access to online resources. The next step in helping clients with their search relates to what choices they are presented with once they do reach their destination. While experienced database users may be familiar with database product descriptors like ANZ Reference Centre, elibrary Australasia, or the Australian Dictionary of Biography; these product names can be mystifying for a beginner. The top ten public libraries in NSW, where database use is high, give their clients the option of browsing by subject or database titles. When a library client reaches the online library screen they see a list of subject categories from which to choose: animals, art, biography, business, newspapers & journals, philosophy, science etc. Sitting underneath this subject list is another alphabetical list of database product names. The advantage of displaying subject categories is that it presents the client with language they are already familiar with and builds confidence in being able to use online databases without having to know what each specific database contains.
Examples of subject/product displays can be seen on the State Library and Hornsby Library web sites:
http://www2.sl.nsw.gov.au/databases/
http://www.hornsby.nsw.gov.au/library/index.cfm?NavigationID=2091
Ongoing updates and content management
The public library staff who participated in this research were confident that most librarians would have the basic skills to update and manage a web site. Focus group participants in particular were keen to develop these capabilities so that the library could be more responsive to its clients. Web savvy library clients are going elsewhere, they said, to find the information they need when they don't know about or can't easily access online resources via their local library.
Piggybacking off other initiatives
Using existing opportunities to market the library and its online resources is a good place to start promoting state-wide databases. Seniors' Week, Youth Week, whatever is happening in the local environment - it's important to piggyback off these events and let people know about their online library resources. From school kids to pensioners, research participants told us that most people are pretty amazed when they realise they can get access to these resources for free. Postcards, brochures, clearly visible signage within the library and prominence on the library or Council web sites, were approaches recommended throughout the research. Research participants perceive the library and its resources as a 'good news' story, as 'giving something valuable to our ratepayers'.
Simple language
Some public libraries in NSW are currently advertising the availability of online databases via their web sites using terms such as 'online library' and 'digital library'. The highest scoring term in the online survey was 'e-library'. Participants said they wanted common terminology that could be used across all public libraries. A name that everyone can embrace may need to be canvassed further. People in the focus groups and the online survey were clear about one thing - the term 'database' should be avoided.
Using Web 2.0
These tools are cheap and generally easy to use; where people have used them the response has been positive. However, a number of participants noted that no matter how enthusiastic public libraries are in embracing these new tools, the broader Council IT environment could act as an inhibitor to experimentation. Others mentioned the time and resources needed to learn and use these tools effectively may not be available within small to medium sized libraries.
Simple and visual is good
Using highly visual and step-by-step online training modules will facilitate better search skills for librarians and library clients alike, according to many of the people who participated in this research. Interactive and fun were words used often. Training materials available at service points for clients to take home and share with friends was also suggested.
Face-to-face training is still important
Public library staff value and enjoy the training they receive from the State Library and other sources. Many library clients prefer face-to-face training in the first instance, as they can ask questions and try things out in a supportive environment. Some of the visual tools mentioned above can also be used in the context of face-to-face training; both mediums can be used simultaneously.
Cultivating a training culture
Research participants noted that the specific culture of a public library is a strong determinant in how training is perceived. Finding the time and having the resources to conduct ongoing training and experiment with new approaches can be difficult particularly in regional libraries. It was therefore important, they said, that library managers budget for training activities and actively encourage them.
Keeping statistics
Focus group participants pointed out that although circulation statistics are kept and used in public libraries, online usage is not. 96% of survey respondents strongly agreed/agreed that keeping statistics for online usage was important. What to keep and how to keep it (hits vs downloads) were questions left unanswered by research participants.
Sharing results
Comments made in focus groups and in the online survey indicate that public library staff don't know why sharing statistics between libraries is not more widely practised. They believe that knowing why a particular public library has a high response rate for online database usage would help them improve their own services.
Working with vendors
Working with vendors to get more accurate information about usage patterns would assist with the above. A number of research participants recommended that standardised questions be developed to use when evaluating databases. These generic questions should include some basic requirements vendors need to meet, such as access to usage statistics.
The Best Practice Guide for Maximising the Use of State-wide Databases in NSW was the result of extensive consultation with NSW public libraries. The full report can be viewed at Report - A Guide to Best Practice
A full copy of survey responses, without comments, is available at Survey Responses
If you have any queries, please contact:
Joyce Azzopardi
Manager, NSW.net Services
Email: jazzopardi@sl.nsw.gov.au
Tel: (02) 9273 1524
