A SWOT Analysis Approach to AI in Libraries

 

Petro, Corinne

International Federation of Library Associations and Institutions. (n.d.). Developing a Library Strategic Response to Artificial Intelligence. Retrieved from https://www.ifla.org/g/ai/developing-a-library-strategic-response-to-artificial-intelligence/

Summary:

This is a working document created by the International Federation of Library Associations and Institutions to create a strategic response to artificial intelligence (AI). First, the authors provide multiple definitions of AI, and discuss some of the ethical concerns that have arisen with the introduction of AI into the workforce. Then, the authors move to discussing how AI has impacted libraries in ways that are both “wide and deep.” There are various ways in which AI is currently used in libraries such as improving accessibility to library collections, aiding in metadata creation, supporting data scientist communities, translation, and text generation. Looking towards the future, AI’s predictive capabilities may be able to help libraries better understand user behavior and inform decision-making processes.To meet these changes, the authors stress that AI literacy is integral for both staff and patrons. In addition, libraries must think and act strategically within the context of AI’s impact on libraries by positioning themselves within institutional, sectoral, and national priorities and/or policies. The authors identify three categories of AI policies that are popular in different areas of the world: development, control, and promotion. Where a library is located will impact how it can develop and use AI. Then, the authors create a SWOT (Strengths, Weaknesses, Opportunities, Threats) for AI in libraries. One of the strengths they found is that libraries are trusted sources that have values like access to knowledge and privacy protection. These values could counteract some of the challenges that come with AI. One of the weaknesses is that commercial AI products can be costly and many libraries have limited budgets and limited technical capacities. One of the opportunities is that AI automates routine tasks and aids in professional tasks. Lastly, one of the threats is that there is a lot of fear surrounding AI, both in the public and in libraries. The authors move on to name ten institutional approaches to AI in libraries. These approaches involve hiring new staff that are already familiar with AI, upskilling current staff to be competent in AI, engaging with the library’s user base to see how they are using AI, studying best practices, etc. The authors state that some of these institutional approaches may be combined. They also list the pros and cons for each institutional response. Lastly, the authors outline what they believe to be the three most important strategies for libraries today. The first is using library AI capabilities to model responsible and explainable applications of descriptive AI. This includes using descriptive AI to improve the description and retrieval of library collections, ensuring usability and explainability of AI tools used in a library, documenting AI related projects thoroughly and openly. Some challenges with this include prioritizing collections, solving conceptual issues, and establishing sustainable services. The second strategy is using librarians’ data competencies to enhance organizational AI capability. This strategy includes using librarians’ data expertise to support data scientists and future AI applications. Activities include finding data sources, promoting data sharing and standards, and ensuring data quality and compliance. The third strategy is promoting AI literacy to enhance organizational and societal AI capabilities. This strategy includes libraries taking the lead in promoting AI literacy, especially in educational and public settings. Challenges with this strategy include librarians needing to understand the complexity of AI, including algorithmic literacy. Librarians will also have to grapple with the opacity of AI in infrastructure, especially Big Tech.

Opinion:

I found this article to be helpful in understanding what librarians can do now to facilitate the integration of AI into libraries. There are many articles on this topic that theorize a lot and do not offer much in the way of solutions beyond general advice. Although AI integration into libraries is still very new, the authors of this piece provide multiple strategies that librarians can use depending on their area’s relationship with AI. I liked that the authors used a SWOT analysis to break down this issue. Overall, I like how this article offered multiple approaches to a complex problem. Each approach was unique which allows for librarians to assess their current position in the AI landscape, and adopt whichever approach works best for them.

Managing Collections (Book Chapter)

Tammy Ross

Disher, W. (2015). Managing collections. In S. Hirsch (Ed.) Information services today: An introduction (pp. 242-249). New York, NY: Rowman & Littlefield.

Summary

Wayne Disher’s chapter describes collection management as a “complex process that involves strategic planning, innovation, change management and community analysis” (p. 242). He provides a brief history to show how library collections have evolved over time to include more than just books. Since today’s librarians are in a position to advance information literacy in their communities, they must take into account new trends, technology and changes in user behavior. Disher calls the strategic planning process a “critical aspect of collection management” that helps information professionals “recognize when user demands are shifting” and adapt their collection management plans accordingly. “Managers must continuously reposition their collections and keep them viable in a technologically and information-literate society” (p. 244). Although he doubts we will become a completely paperless society anytime soon, Disher notes that today’s users are placing more value on access to digital content, citing the increase in e-book use as evidence. In addition, collection content has become user driven, and collection managers must capitalize on innovative collection models (such as patron-driven acquisition) to help them “meet demand, provide wider access, and increase the relevancy” of their collections (p. 246). Disher also promotes partnerships (e.g. consortia) in which organizations share information resources cooperatively to circumvent budget constraints. Ultimately, he states, information organizations must build collections that “accelerate learning, increase global access, improve convenience and add value to the user experience” (p. 247). The chapter’s appendix provides an overview of basic collection management activities, from community analysis to weeding.

Evaluation

Disher’s chapter provides a solid overview of collection management, but does not take a deep dive into the key aspects of the process, such as conducting a community analysis or developing a strategic plan. It provides an introduction to collection management concepts, with basic recommendations for building, maintaining and evaluating a collection. The chapter emphasizes how important it is for a library collection to reflect the ever-changing needs of the community it serves but does not offer insights into how that might look for different types of libraries. Do you think collection management is more challenging for urban libraries, suburban libraries or rural libraries?

Fundamentals of collection development and management

Samnath, Kayla

Johnson, P. (2014). Fundamentals of collection development and management. London: Facet.

Summary:

Johnson’s text focuses on the evolution of collection development. This is the third edition, in which Johnson discusses how much of an impact technology has had on collection development since her first drafting of this text in 2003. Johnson covers organization models, planning, budget, and policy strategies, developing and managing collections, as well as collection analysis.

In the first section of this text Johnson explores the concept of collection development versus collection management. Johnson argues that collection development and management should be treated as separate terms, rather than being lumped together which typically seems to be the case. She defines collection development as “covers several activities related to the development of library collections, including selection, the determination and coordination of selection policy, assessment of the needs of users and potential users, budget management, identification of collection needs, community and user outreach and liaison…” (2014, p. 02). On the other hand, collection management “covers decisions about weeding, serials cancellation, storage, and the activities that inform these decisions as use studies and cost/benefit assessment” (2014, p. 02).

Johnson explores several key collection development and management responsibilities. Some of those include selection, budgeting, planning and organizing, communicating and reporting. These skills are required in order to maintain and build collections. Johnson explores how public, special, and academic libraries can utilize these methods and better their collection, which enhances the information services offered by the institution.

Evaluation:

This textbook was extremely useful for this course. I used it to pair up with our current textbook. It really helped me understand how to approach presentation three and four. There is a lot of rich content which focuses on how to budget, and how to assess both the community and the collection. Using this information, I was able to have a clearer picture of how to handle Dr. L’s presentations. I would recommend this text to any student who is new, or interested in collection development. The text begins with a list of defined terms in which really helped me get focused on the idea of collection development at the beginning of this course.

This text really is straightforward and easy to understand. It is a great way to introduce students into this topic. Not only is it easy to read, but it is also not overwhelming to new students, rather it builds confidence as well as knowledge upon how to both manage, and develop library collections. What made this text even more useful is in each chapter, Johnson applies her discussions with public, academic, and school libraries.

Modern Special Collections: Embracing the Future While Taking Care of the Past

Evans, M. R. (2015). Modern special collections: Embracing the future while taking care of the past. New Review of Academic Librarianship, 21(2), 116-128.

This article was highly informative because it addressed special collections, which I know very little about.  Evans, a librarian at Washington University in St. Louis, provides a very good primer and background on special collections, and in addition, offers a framework to archivists to ensure continued collection development and access for the next generation of users.  This strategy for modern special collections includes: collecting, connecting, collaborating, and community.  The bulk of the article goes in-depth into each concept, but Evans provides an overview, stating: “Collecting content from the past and the present and preparing for the future; Connecting with people through events, exhibits, and use of technology; Collaborating with immediate constituents and external entities such as other cultural institutions; Community: engaging the community that owns, supports, or serves the repository or creating a new community that will advocate for and donate to the repository” (p. 117).  Insofar as collecting, Evans advocates that archivists think in innovative ways, outside the box, that the materials include both physical and digital, and that collecting should be “in the now.”  The author acknowledges that special collections are the least understood and most overlooked part of a library, yet too can be the most valuable due to the rarity or uniqueness of the collection.  Unique entities in their own right, special collections are considered “microcosms of a library.”  If anyone has an interest in special collections, I highly recommend this article, for it articulates a vision of “managing forward,” which is about preserving the past, but also championing the future.

Bottom-Up Strategic Planning: The UC San Diego Libraries Experience

Roscoe, Whitney

Williams, J. j., Dearie, T. t., & Schottlaender, B. b. (2013). Bottom-Up Strategic Planning: The UC San Diego Libraries Experience. Library Leadership & Management, 27(3), 1-12.

Summary:
This article is a comprehensive explanation of the strategic planning process that was used by the UC San Diego libraries in 2011-2014.  Faced with drastic budget cuts and the impending knowledge that much of the collection in the future would be digital information, the libraries were forced to imagine a strategic plan to combat multiple complexities simultaneously.  A group of 22 members was assembled to gather information from staff, faculty, and users.  After data was synthesized, it was determined that six main themes would be presented to the Libraries Administration.

Evaluation:
This essay provides many great tips for strategic planning and contains specific details that are well-researched.  The only thing this essay is lacking that I was a bit curious about is what kind of pitfalls the team faced during the entire process and how they overcame those difficulties.  I would certainly point other students who are interested in researching alternative methods of strategic planning to read this article.

 

 

 

Remember Me? Content Development in a User-Centered Services Library

Bailey, Rachel

Morris, S.E. & Currie, L. (2014). Remember me? Content development in a user-centered services library. Collection Management, 39, 96-109. doi:10.1080/01462679.2014.891493.

Summary: Because of strategic planning and the need for budget cuts, the University of Kansas libraries restructured their collections’ department. The libraries went from thirty librarians working on collection development to seven working on materials selection. The old structure had librarians that were specialists for a particular academic discipline. The new structure has the librarians working together to gather materials for all the disciplines. The article also mentioned how they were able to cut down on serials collections after looking at usage data.  Surprisingly, there were many advantages noted for this new model. Obvious disadvantages were noted as well.

Evaluation: Since much of a library’s materials are supported through funds, it was interesting to see how KU handled the situation. As a graduate of the University of Kansas, this article was of personal interest to me. I always thought the university had top-notch libraries and it seems like it will continue to do so.