Multimedia Workstations in Public Areas
The University of Florida actively promotes distance learning and encourages faculty to use
online video, PowerPoint and WebCT technology to deliver media-intensive class materials such
as course lectures, syllabi, interactive exercises, and practice exams. These delivery methods
require broadband speed, and by their interactive nature often force the student to work through
an exercise in one session, occupying a workstation for an extended period of time.
There is also a demand by a growing and increasingly technically-savvy clientele for
workstations with additional capabilities, most notably access to the Microsoft Office suite of
software and high-capacity storage features such as CD-R and CD-RW and Zip drives.
Additionally, many of the resources the Libraries are now acquiring are only available in DVD
format. Patrons needing these capabilities become frustrated by our inability to provide these
services and staff must field their complaints.
The planning for the new addition and renovation of Library West includes a large information
commons or computer lab that will be managed in cooperation with the university’s Office of
Academic Technology. This lab will include an increased number of workstations designed to
meet the growing demand for multimedia services. However, future expansion does not address
the current demands or the multimedia needs of other library locations. We should also keep in
mind that the enhanced services offered by the Library West information commons will likely
increase the demand for such services in other library locations.
To meet the current demand, PSITC recommends an increase in the number of multimedia
workstations with mass storage capabilities in all libraries as soon as possible. Microsoft Office
or the Open Source Office Suite (OpenOffice) should be added to as many workstations as
Library West management feels they can support. Other library locations felt the demand for
Office was low or met by nearby CIRCA labs. Most of the tech coordinators agreed that a
scanning pilot project in Library West would probably be well received by the public, although
actual demand for it is not really apparent. We also strongly recommend that the Libraries
develop public service policies concerning the use of streaming video and the associated
problems outlined below.
Viewing Classroom Content and Multimedia Resources
Current Situation
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Library West has 16 streaming video workstations, two workstations with DVD drives
and four DVD/VCR players.
Documents Department has no workstations capable of viewing streaming video, but has
nine workstations with DVD drives.
Education Library has two streaming video workstations, one with a DVD drive.
Marston Science Library has 14 streaming video workstations and two DVD/VCR
players.
LAC and Special Collections areas have not experienced much demand for these services
and can refer people needing video streaming to Library West.
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Problems
The use of a public workstation to view video classes or web-delivered multimedia instructional
materials can prevent the use of the computer for traditional library research for two or three
hours at a time, as patrons may watch an entire week’s classes or work through lengthy exercises
at one sitting. In an environment of tight budgets and limited resources, some of our best
equipment is used for the sole purpose of viewing class material. The increased use of multimedia
often requires remedial intervention by technical staff. The shortage of multimedia equipment
increases complaints and questions directed to the public service staff and reduces the number of
workstations available for other library purposes.
A part of the problem is attributed to an increasing number of business students who are now
viewing College of Business video classes on computers at Library West and the Marston Science
Library. This is partially due to the fact that the College of Business now hosts only a very small
computer lab facility, leaving many students no other option than to seek a location somewhere
else on campus with a broadband Internet connection capable of handling streaming video. The
students have found the libraries to be a logical and convenient venue.
To ameliorate the impact of this demand for multimedia access on patrons using “traditional”
library online resources, both the Marston Science Library and Library West have limited the
number of workstations capable of viewing the online video classes by disabling the sound cards
on certain machines. Waiting lines for the multimedia computers then form and/or patrons move
to other areas of the library to inquire if any multimedia computers are available.
The widespread use of WebCT and PowerPoint as an instructional delivery method by faculty of
various departments also increases the need for multimedia workstations. The viewing of WebCT
content is particularly problematic for those library areas that restrict email access. These areas
require all Internet traffic to pass through a proxy server designed to eliminate access to webbased commercial email and chat services. The current WebCT implementation cannot work with
the proxy server, so students are denied access to this service on email-restricted machines. The
seemingly simple solution of increasing the number of machines capable of viewing WebCT
content compounds the machine shortage by attracting patrons who may tie up a workstation
intended for WebCT access with lengthy personal email or chat sessions.
Web-delivered PowerPoint presentations also cause problems. Many faculty produce extremely
large and complex presentations with large tables, graphs, and images. Some presentations also
include embedded video clips. Others include exercises that must be printed so they can be
completed. Though presentation viewers are installed on most public workstations, the software,
provided free by Microsoft, is dated and incapable of handling the more complex presentations.
The printing function of the software is recalcitrant at best. Attempting to print a portion of a
presentation, or a screen with tables or graphics sometimes produces a garbled output or locks-up
the workstation. Staff must then address the complaints and create on-the-fly workarounds.
Solutions
The demand for workstations on which students may view video classes is a difficult public
service issue. The Libraries, either individually or as a group, must articulate policy on this issue.
We can either: 1) Make all workstations capable of viewing streaming video; 2) Decide that video
class viewing is not a library function and ban this activity; or 3) Continue to support a very
limited number of video class viewing workstations. PSITC members doubted whether Option #1
would really solve the problem. We might just create bigger pools of students monopolizing the
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computers as class viewing stations. Option #2 could be a huge public relations problem now
that we have begun the practice of allowing class viewing and we cannot restrict viewing of the
Libraries’ instructional videos that are now in development. If # 3 is chosen, the current
problems would still exist but there are some actions that might alleviate the burdens:
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Implement wireless or Ethernet patron laptop support in at least some areas other than
Library East, so that users may use their own computers for broadband access to their
video classes.
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Put some other functions on the Library West dedicated video viewing workstations,
notably Microsoft Office or Open Office, so that users at least have the possibility of
using the workstation for something other than video streaming. MS Office will also
resolve the problems with web-delivered PowerPoint presentations.
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Have patrons bring their own headphones, again making it less obvious that these
workstations are dedicated to viewing of video classes.
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Either filter out some of the classes, or filter in only library videos on designated
workstations.
Likewise, the incompatibility between WebCT viewing and the library proxy is a difficult issue.
Library West has successfully disabled the email proxy without incurring lines or complaints, but
this solution may not work for other locations with different usage patterns. PSITC members
thought that a solution developed in cooperation with the University should be possible. Bill
Covey says that the Systems Department is looking into an alternative to the traditional e-mail
proxy server that might solve the problem.
Mass Storage
Current Situation
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Marston Science Library has two workstations with 250 MB zip drives.
Map & Imagery has two workstations with CD-R/RW drives and 100 MB zip drives.
AFA has one workstation with a CD-R/RW drive and a 250 MB zip drive.
Education has three workstations with 100 MB zip drives.
Other locations refer users with special storage needs to the CIRCA labs.
Problems
There is a growing demand in all libraries for increased-capacity removable storage devices such
as CD writers or Zip drives. The bandwidth available at the library attracts patrons with a need for
large numbers of articles and datasets. Even when searching within “traditional” library
resources, lengthy sessions may result in scores of full-text articles, many with graphics, and
numerous tables and datasets being downloaded. Much of this information will not fit on a floppy
disk. Patrons then become frustrated and staff must try to help them manage their files. A CD
holds 600 times more information than a floppy. The process for saving to a CD is similar to
saving to a floppy, but it is a slower process and it requires special software.
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Solutions
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Add CD-RW drives to some machines as soon as possible in all locations.
Implement wireless or Ethernet patron laptop support in at least some areas other than
Library East, so that users may use their own computers to store or transfer files.
Begin specifying CD-R/RW/DVD combo capabilities for all newly purchased staff and
public machines. DVD drives would support the increasing number of library resources
and class materials purchased in DVD format.
Upgrade all zip drives below 250 MB.
Provide training for staff members who must field technical questions.
Scanning
Current Situation
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AFA has one 12” x 17” flatbed scanner networked to a large format color laser printer.
Map & Imagery has one 12” x 17” flatbed scanner and one 8.5” x 11” flatbed scanner
networked to a large format color laser printer.
Special Collections has two scanners in their back staff area where they frequently assist
public users with scanning of Special Collections materials.
The Digital Library Center allows the UF community to do some scanning on their
equipment, by appointment only.
Other locations refer users to the CIRCA labs.
Problems
Both the AFA and Map libraries currently have scanning stations with CD writers networked to
color laser printers. These locations were chosen for this service because their clientele have a
need to reproduce or digitize color images, photographs, and maps. The service has proven
popular in both locations.
Other patrons, having found digital copies of textual materials to be more useful than
photocopies, are beginning to request scanning services in some of the other library locations.
Scanning can be particularly useful in Documents where small-scale maps found in planning
reports can be reproduced in color and printed statistical tables can be digitized and converted to a
spreadsheet format. Special Collections also reports a fairly high demand for scanning.
The provision of scanning services presents problems. Scanning and saving to a file on CD is a
lengthy multi-step process using two or more interacting programs. The scanning process may
vary depending on the nature of the material being scanned. While these variables don’t pose any
obstacle for experienced users, novice users usually require help from staff. AFA reports that the
typical scanning operation takes at least 15 minutes and it is not unusual for one transaction to tie
up a workstation for 45-60 minutes. Ample workspace is needed for scanning and it is an
inherently noisy operation that may disturb nearby patrons. Scanning workstations need to be
located in an area where such activity can be tolerated by both staff and patrons.
Solutions
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Documents will install a public scanning station after the move to Marston.
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Library West is planning a pilot project to provide two or three scanning workstations;
this project’s target date will most likely be the beginning of Fall Semester 2003.
Special Collections will discuss the possibility of bringing one of their scanners to the
public area and setting up a workstation in conjunction with the Library West project, but
only if necessary restrictions on the use of their materials permit.
Provide training for staff members who must field technical questions.
Microsoft Office Suite
Current Situation:
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Library West has the only dedicated workstation with Microsoft Office installed.
Documents has WordPad available on all public workstations.
Education, LAC, and MSL have Notepad available on all public workstations and Music
has Notepad on two public workstations.
Education, Library West, Documents, and MSL have installed software that only allows
viewing and printing of Office files.
Problems
Many patrons inquire if word-processing, spreadsheet, and presentation software is available on
library computers. One computer in Library West has Office installed to allow the printing of
student papers. Other libraries have installed either WordPad or Notepad to allow limited wordprocessing capabilities. Some computers have software designed to allow only the viewing and
printing of Office files. As mentioned before, this software is dated freeware that often has
trouble reading and printing files that are large or created with newer versions of Office.
The use of WordPad or Notepad is useful in allowing problematic files or websites to be pasted
into a document for printing or saving. They are also useful for patrons who want to copy
excerpts from websites and articles instead of downloading or saving the entire site or text. A full
installation of Microsoft Word would only enhance this capability.
Spreadsheet files are more troublesome. Most data sets found online are in a generic spreadsheet
format, such as comma or tab delineated format. The Excel viewer installed on library computers
will not read these files. There is often no way for the patron to easily view these files to see if
they contain the correct information. A full installation of Excel would correct this problem since
the software would convert the file for reading.
The problems with PowerPoint presentations are addressed above in the “Viewing Classroom
Content” section. A full installation of PowerPoint would also correct those problems.
Most locations feel they can get by with present solutions like Notepad and WordPad or they are
close enough to CIRCA Labs to refer patrons needing Office there for the time being. The group
felt that Library West is in the greatest need of installing Office in its full form, since it is located
quite far from any CIRCA Lab. Library West will also be the location of the future Information
Commons, so it is logical to begin the transition to that environment now.
Installing Microsoft Office in public areas will require an increase in the Libraries’ licensing
agreement that will in turn be expensive. Use of Microsoft Office by the public in conjunction
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with CD burners would almost be inviting users to bootleg Microsoft Office for their own use.
Bill Covey has pointed out that the OpenOffice Office Suite, an Open Source program that works
transparently with a variety of file formats, including those of Microsoft Office, might be an
appropriate alternative. Library West technical coordinators have already begun looking at this
software. Bill and his Systems Office staff are also looking at ways to secure Microsoft Office.
Either option would be a welcome replacement for the outdated Excel, Word, and PowerPoint
viewers now in use in several locations.
Solutions
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Add OpenOffice or Microsoft Office to some machines in Library West as a pilot project
as soon as possible
Implement wireless or Ethernet patron laptop support in at least some areas other than
Library East, so that users may use their own computers and software to write papers,
presentations, etc.
Provide training for staff members who must field Office questions.
Unanswered Questions
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How will wireless access affect the demand for these services?
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What level of expertise would we provide for questions from our users on scanning,
Office programs, and multimedia services? Who would train the staff and to what level
of expertise? What will be the impact on staff of having to learn/assist with additional
technologies, and which other levels of patron assistance (e.g., reference) will be
shortchanged while staff time is spent fielding additional technology-related questions?
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If multimedia workstations include scanners and CD-ROM burners, will it be difficult to
implement new policies against non-library uses, such as burning musical CDs or
copying a poster for the dorm room wall?
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Will our current security measures be adequate in this multimedia environment? Patrons
will need expanded downloading capabilities and the scanning function creates large
temporary files; how can we best provide these new services and still prevent permanent
changes to the hard drive and/or more maintenance chores for the technical staff?
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How will scanning in Library West affect our photocopying revenues agreement with
Xerox? Would we install Xerox color printers? [Barbara Oliver is looking into this and it
looks like we will use Xerox color printers for the pilot project in Library West.]
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What is the University’s plan for streaming video? Will other departments be as reliant
on video classes as the Business School? Does the University plan on more facilities to
accommodate viewers?
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What about the Libraries’ video productions? Is it likely that all library locations will be
required to have at least a few streaming video workstations on which to play the
libraries’ tutorials?
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