ONE U.P., ONE LIBRARY: U.P. LIBRARIES’ JOINT EFFORT TO CREATE AND UPDATE OFFICIAL DOCUMENTS USING ONLINE DOCUMENT COLLABORATION TOOLS
Annelyn C. Lim1, Rothman T. Lim2, Anthony N. Atuel1, Reina R. Lomerio1
UP Librarians have been reshaping its workplace to collaborate beyond the walls of the library in order to best serve the needs of its user community. Even though they work in different locations, a higher level of teamwork and more meaningful collaborative relationships are being encouraged among the eight (8) constituent universities (UP Diliman, UP Los Baños, UP Manila, UP Visayas, UP Open University, UP Mindanao, UP Baguio, and UP Cebu). Collaboration is the key that unlocks many of the productivity and process improvements for the libraries’ transformation initiatives.
UP Librarians have learned to work cooperatively through idea sharing and thinking to accomplish a common goal. Aside from resource sharing, they are creating various vital records, such as policies, procedures, manuals, reports, and even research output together. Online document collaboration tools (e.g. Google Documents, Google Data Studio, Office 365) and unified communication and collaboration (UCC) tools (e.g. virtual white boards, real-time audio and video conferencing) have enabled UP Librarians to brainstorm, communicate in real-time, and complete collaborative tasks. These tools bring new life to the word processing sphere with online, simultaneous document collaboration. In a recent endeavor, the UP Libraries have launched the “UPIANA Classification Schedule 2018 Update” with entry submissions, feedback, comments, and revisions all done virtually. Additionally, the online cataloging statistics for the UP Diliman Libraries are updated daily by its catalogers from all 54 library locations.
This paper discusses the use of the various online tools by the different UP Libraries to collaborate with each other in the preparation of vital records, such as policies, procedures, manuals, reports and, more importantly, consolidated research outputs. These tools were initially prescribed by the UP Diliman Main Library but were later adapted by the other UP Libraries in their unique day to day needs and requirements. Said tools are then evaluated by their identified users to gauge the tools’ effectiveness in completing the users’ assigned collaborative tasks. The users’ feedback are then used to compile a list of features which they found useful and effective. Their experiences, both positive and negative, in the use of said tools are also documented to provide valuable insights and advice in the selection and practical implementation of these tools in everyday tasks and processes. This paper aims to serve as a veritable guide for other institutions also seeking to implement similar collaborative strategies.
The main thrust in the promotion of the use of these tools is to provide a central platform wherein users from different locations can meet in one place to work and innovate together. Keywords: online document collaboration tools; unified communications and collaboration (UCC); collaborative work management software and tools; Google products; Web-based collaboration