WIKIS IN LIBRARIES
Wikis are an open and interactive Web site in which users can contribute or edit
content. Described as a “promising new technology that supports conversational
knowledge creation and sharing” in 20041, they are quickly gaining popularity with
information management specialists and in libraries. This wiki will answer the what,
when, where, who, and why pertaining to the use of wikis within the library.
WHAT IS A WIKI?
According to wiki creator Ward Cunningham, a wiki is “the simplest online database
that could possibly work.”2 Wiki was named after the Hawaiian word wikiwiki
meaning quick or fast, and references the speed with which content can be
generated using a wiki.3
A more detailed description is a wiki is a set of linked Web pages created
incrementally by authorized users to create and edit information using a Web browser
and a text entry form on a Web page.
Wikipedia (www.Wikipedia.com), a free on-line encyclopedia executed as a wiki,
provides these points as key characteristics of a wiki:
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A wiki is essentially a database for creating, browsing, and searching through
information.
Enables documents to be written collaboratively, in a simple markup language
using a Web browser.
Invites all users to edit any page or to create new pages within the wiki Web
site, using only a plain-vanilla Web browser without any extra add-ons.
A single page in a wiki website is referred to as a "wiki page", while the entire
collection of pages, which are usually well interconnected by hyperlinks, is "the
wiki".
Promotes meaningful topic associations between different pages by making
page link creation almost intuitively easy and showing whether an intended
target page exists or not.
Seeks to involve the visitor in an ongoing process of creation and collaboration
that constantly changes the Web site landscape.
A defining characteristic of wiki technology is the ease with which pages can
be created and updated. Generally, there is no review before modifications are
accepted. Many wikis are open to alteration by the general public without
requiring them to register
WHY USE A WIKI?
Wikis, defined as a conversational technology, tend to be most effective when
created in response to a specific situation, problem, or need as they supply
knowledge from many different sources. Wikis encourage incremental knowledge
creation along with information organization and management. If the original
content is partial or incorrect, additional collaborators can edit or add more
information as warranted. Everyone can contribute and freely share knowledge as
wikis “create joint ownership of the work product.”4
In addition, a wiki’s content on a Web page can be reorganized; information can
be separated or combined with information on other pages to create the best
possible content page. In the table below, Christian Wagner has provided an
overview of conversational technologies according to their communication
capacities, knowledge repositories and knowledge cataloging capabilities.
As indicated on the chart, wikis provide communication between all users, an up-todate database, and the ability to catalogue information and knowledge.
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Wikis are able to address a specific set of knowledge needs, are effective for ad-hoc
problems with decentralized knowledge sources, and can address a variety of
informational needs in their application as a collaboration technology.
In the list provided below, Wagner identifies seven Wiki characteristics which enable
knowledge management. They are:
Incremental knowledge creation as question answering. Wikis combine multiple sets
of knowledge gracefully. Individuals are able, and even encouraged, to begin
creating knowledge content that is incomplete (or even erroneous) and then to rely
on other collaborators to add content. The ability to “ask questions” by creating
hyperlinks to non-existing pages distributes the effort. The incremental way in which
knowledge is created, also means that the newest version of each page likely
contains the best content. Hence, users generally do not need to search through
archives or page histories to find the best content.
Power of N. Wikis create joint ownership of the work product. Each person can add to
each other’s pages and can make changes. This Wiki technology feature is based on
its design principles (Open and Incremental). If it is combined with proper guidelines
for editing and use (as, for example, demonstrated in the Wikipedia) and observability
of participant actions (Principle: Observable), it enables a community to share its
knowledge freely. Community members can help each other in correcting mistakes
and work as a high performance team instead of a command-and-control structure
that waits for an editor to approve additions or changes, and to answer questions.
The “Power of N” also plays an important role as a safety and reliability feature. For
any individual who attempts to maliciously alter or remove Wiki content, there are
many others who quickly repair the damage (using for instance the Wiki’s rollback
mechanisms).
Centralized, web based resource. Wikis support a decentralized group of
conversationalists, but the technology infrastructure is designed to be centralized.
Wikis use a common repository, i.e., database server, an application server that runs
the Wiki software, and a web server that serves the pages and facilitates the webbased interaction. Wikis are thus available anytime and anyplace where there is web
connectivity, and have a single common knowledge repository. As a result, they
enable and empower multiple users to collaborate whenever and wherever on the
same, centrally stored, knowledge product, able to see and use the entire work
product.
Content-to-page mapping (Granularity). The basic unit of information in a Wiki is a
web page. This property, in itself, is an advantage over other conversational media
such as discussion forums, where the same concept may be discussed within
multiple postings belonging to one or more threads, or where one message may shift
the topic focus elsewhere, thus covering more than one knowledge concept in one
message. In a Wiki, if there is a mismatch between knowledge concepts and Wiki
pages, it can be adjusted, either by breaking the content into
multiple pages, or by combining multiple pages into one. If multiple pages cover the
same topic, part of the editing guidelines would suggest combining their contents
(Principles: Organic and Convergent). Thus, Wikis can achieve a one-to-one
mapping between knowledge concepts and their representation within the Wiki.
Indexed content. Since each concept is specific to one web page, its URI is unique,
and therefore can be indexed and searched. As a result, knowledge concepts can be
catalogued individually and found easily even by search engines incapable of full text
search. This advantage loses some of its importance when content is spidered and
indexed by quasi-fulltext search engines such as Google.
Hyperlinks to create context. Hyperlinks connect concepts to other concepts, thereby
creating context. Aside from the obvious advantage of allowing readers to make
connections and to drill down into detail knowledge, hyperlinks are also a potential
quality assurance mechanism and relevance indicator. Pages with many links to
them indicate a highly useful page. Furthermore, the context identified by a page’s
hyperlinks (and hyperlinks pointing to it) help define the meaning of a page to a
search engine. Modern search engines such as Google are able to interpret link
information accordingly (http://www.google.com/ technology/index.html; [Thelwall,
2002]). Hence, the ease with which hyperlinks are created in a Wiki is an important
factor in promoting content relevance and quality. To create further context without
effort to the user, Wikis can also automatically create backlinks (reverse links to the
page from where the initial link originates). Backlinks enable convenient backward
navigation, changes any hierarchy of web pages into a network, and makes the entry
point into a set of Wiki pages less relevant since users can start at “the bottom” and
navigate along the backlinks “upward” to other knowledge concepts.
Work product orientation. In a Wiki, the work product, the knowledge content in its
iteratively improved form, is the focus of attention. This focus differs from other
conversational technologies. In same-time-same-place GDSS such as the initial
versions of GroupSystems [Nunamaker et al., 1991], for example, the process is
dominant, and participants are forced into the process with mandatory
inclusion/exclusion and relatively rigid timing3. Timing constraints makes such
systems less useful for different-time interaction where people work on different parts
of a problem or different parts of a knowledge base on their schedule.
In total, Wiki characteristics enable it to address many knowledge needs. Notably, a
Wiki’s capability to bring together the input of multiple participants (Power of N)
addresses several knowledge user needs, leading to more and better knowledge.
Furthermore, Wiki characteristics enable other uses than simply conversational
knowledge creation.
WHERE ARE WIKIS BEING USED & WHO IS USING THEM?
Matthew M Bejune, Assistant Professor of Library Science at Purdue University
Libraries, documents the phenomenon of wikis in his article Wikis in Libraries and its
companion wiki, LibraryWikis (http://librarywikis.pbwiki.com/).
Bejune identifies 33 library wikis and developed a classification schema with four
categories and the percentage in which wikis are most used. The categories are:
(1) collaboration among libraries – 45.7%; (2) collaboration among library staff –
31.4%; (3) collaboration among library staff and patrons – 14.3%; and (4)
collaboration among patrons – 8.6%.
Bejune has many examples in each category already listed in the LibraryWikis
Website. To follow the link, hold control button and click on the category.
1. Collaboration between Libraries
2. Collaboration between Library Staff
3. Collaboration between Library Staff and Patrons
4. Collaboration between Patrons
In his article, he expounds on a few selected wikis in each category. In collaboration
among libraries or defined as extra-organizational, he highlights the Library
Instruction Wiki (http://instructionwiki.org/Main_Page). This wiki which is “a
collaboratively developed resource for librarians involved with or interested in
instruction” provides a list of library instruction resources including handouts,
tutorials, and other resources to share. It gives teaching techniques along with tips
and tricks. Other resources available are class-specific Web sites and handouts;
glossary and encyclopedia; bibliography and suggested reading; and instructionrelated projects, brainstorms and documents.
Library Success wiki (http://wiki.lib.uconn.org) created by the The University of
Connecticut Library is another example of a wiki used for collaboration among
libraries. It offers comprehensive coverage of library topics and is frequently
updated.
The University of Connecticut Library also has a wiki designed for collaboration
among library staff at http://wiki.lib.uconn.edu. This wiki supports the information
technology needs of the library by supplying more than 1,000 information technology
services (ITS) documents including answers to commonly asked questions, user
manuals and instructions for computer operations. This wiki also serves as a portal to
the many other wikis within the UC libraries.
Another example of a wiki used for collaboration among library staff is the Health
Science Library Knowledge Base, Stony Brook University at
http://appdev.hsclib.sunysb.edu/twiki/bin/view/Main/WebHome. This wiki contains
news and announcements, departments, projects, trouble-shooting, staff training
resources, community activities, scholarships, conferences, and publications. More
about the development of this wiki by Darren Chase in his article “Transformative
Sharing with Instant Messaging, Wikis, Interacive Maps, and Flickr” can be found at
www.infotoday.com or in the January 2007, Volume 27 issue of Computers in
Libraries.
As an example of a wiki used for collaboration between library staff and patrons,
Bejune cites St. Joseph County Public Library Subject Guides (http://www.libraryfor
life.org/subjectguikdes/index.php/Main_Page). This wiki assists library patrons with
subject searching through a collection of resources and services in print and
electronic formats. Although edit links follow each section of text, only library staff
have the authority to edit the wiki.
Aiken Gregg-Graniteville Library’s Web site (http://library.usca.edu) has the
appearance of a Website with the only evidence that the site is really a wiki is a link
on each page that states “powered by PmWiki.” Only authorized users with a
password are able to edit content.
One wiki used for collaboration among patrons is Wiki WorldCat
(http://www.oclc.org/productworks/wcwiki.htm). The wiki allows users of Open
WorldCat to add book reviews to item records. Another example Bejune provides is
the Biz Wiki from Ohio University Libraries
(http://www.library.ohiou.edu/subjects/bizwiki/index.php/Main_Page). Created by
reference and instruction librarian Chad Boeninger as an alternative form of a subject
guide or a pathfinder, this wiki is a collection of business information resources
available through Ohio University. Patrons as well as librarians can edit content.
A third example is ButlerWiki Ref (http://www.seedwiki.com/wiki/butler_wikiref) which
contains reference resources created by librarians, faculty, staff and students.
A final example of a library creating a wiki space for patrons is Stevens County Rural
Library District in Washington State at www.scrldwiki.org/index.php/Main_Page. This
wiki appeals to users to contribute information about the area to provide an on-line
wiki guide to Stevens County.
WHEN CAN A WIKI BE USED (IN LIBRARIES)?
The answer is nearly anytime there is a knowledge need.
Brenda Chawner and Paul H. Lewis in their article: “WikiWikiWebs: New Ways to
Communicate in a Web Environment,” write that wikis can be used in a wide range of
contexts because of their flexibility and simplicity. “Wikis offer libraries and other
organizations a tool that can be used when upgrading traditional Web sites or
implementing new Web-based projects – their potential for enabling Web-based
communication with staff and users is just beginning to be appreciated.”
Meredith Farkas, creator of Library Success: A Best Practices Wiki, writes: “The
possibilities for wikis in libraries are almost limitless. Whether they’re used behind
the scenes or on a patron-facing website, are open to editing by patrons or just staff,
run the entire website or just one small piece, wikis can be an incredible tool for
collaborative web development.” She adds, “ At their least, they are spaces for quick
and easy collaborative work. At their best, they can become true community
resources that can position the library as an online hub of their local community.”
Farkas, also maintains that wikis are a good choice to use as a content management
system (CMS) within a library. A traditional CMS may be more complex to maintain
as a website than what a library needs. A wiki would be a good option if the library
wants to allow multiple people to maintain what are essentially static web pages.
A wiki is designed to allow a group of people to quickly and easily develop web
content and then maintain it so that when content needs to be added or amended,
authorized staff does not need the assistance of the “webmaster.”
In the article, “Wikis in the Workplace: How Wikis Can Help Manage Knowledge in
Library Reference Services,” the author explores how wikis can be used as a
knowledge management system and to support knowledge management in library
reference services. She provides examples of wikis as both private and public
knowledge repositories and as collaborative workspaces.
As a collaborative knowledge respository for internal use, a wiki could be utilized as a
ready reference database for frequently asked questions. The advantage to this type
of wiki is it’s accessibility as well as the ease in which faculty can add or revise
content. Tim Ribaric, digital services librarian at Brock University in Ontario,
Canada, presents a good and readable account of developing a Reference Wiki in
the article “It’s Time to Use a Wiki as Part of Your Web Site” in the Nov\Dec issue of
Computers in Libraries. He writes, “Where else can Gibson Library implement this
technology? The answer seems to be, well, just about anywhere.” And, he is
currently exploring other uses for the wiki.
Another application for a wiki as a knowledge repository could be a peer resource
guide in which librarians could offer information and tips on library resources to other
librarians. This type of wiki would provide a simple way for librarians to add
information and keep content current.
Another internal knowledge base application for a library would be to use a wiki to
enhance library instruction. This type of wiki was referred to earlier: Library
Instruction Wiki (http://instructionwiki.org/Main_Page). However, a library could
develop their own site specific library instruction wiki tailored for their community of
users.
Libraries can also use wikis as a collaborative workspace to manage knowledge for
specific projects or teams in library reference services. One example of this type of
wiki is http://www.seedwiki.com/wiki/b-team created by MIT Engineering and Science
Libraries B-team to study the changing information needs of the MIT community and
make recommendations concerning the library’s function within this environment.
As a collaborative knowledge repository for the public, a wiki could be used in
reference services as a review of reference resourced available throught the library.
An example of this wiki in practice, referenced earlier, is “WikiRef”
(http://www.seedwiki.com/wiki/butler_wikiref) at Butler University.
Wikis can also be employed as subject-specific public resource guides. The “Biz
Wiki” (http://www.library.ohiou.edu/subjects/bizwiki) at Ohio Universities Libraries,
also referenced earlier, is a good example of a wiki used for this purpose.
In Marieki Guy’s article, “Wiki or Won’t He? A Tale of Public Sector Wikis,” (Adrandne
Issue 49) she says the true potential for library wikis lies in getting the community on
board. “A library wiki could have an area for book reviews, comments and a
suggestion box. It could try out community-led frequently asked questions (FAQs) or
commonly asked questions in either reference or general library, or community-driven
subject guides. Users could create their own local history repositories or personal
story stores. Wikis could also be used for library project work, input for research
work, course collaboration and e-portfolios. There is also great scope for tying
together the catalogue and the wiki and supporting annotation of the catalogue.”
As stated earlier, and in conclusion, the uses for wikis in a library setting are many
and varied. Let your imagination go . . .