Designing efficient web pages for special libraries*By Dr M Ishwara Bhat Librarian, Birla Institute of Technology and Science, Pilani, Rajasthan, IndiaEmail : ibhat@bits-pilani.ac.in

Abstract

Websites of special libraries provide information about the library apart from providing online access to library resources and evaluated Internet resources. The needs of the library user is of utmost concern while designing the special library website. Pages need to be designed so as to locate the information most easily. Acceptance of industry standards for website design is important since any deviation will confuse the users. Simplicity and brevity in text and headings are required. Distractions such as moving images, audio files, graphics, lavish colors etc are to be avoided as they do not bring any value to user experience. The website needs to be updated regularly. All the links need to checked and dead links need to be set right. Finally, efforts be made continuously to retain the library site interesting so that the visitors will keep coming back.

1. Introduction

Automation, digitization and the internet have made a paradigm change in our library services . The traditional library tools such as card catalogues, indexes and bibliographies have been replaced by databases and online catalogues in a significant way. Personalized reference services are being replaced by Virtual Reference Service wherein the library staff search information sources and answer users’ enquiries online and immediately.

Internet penetration in India has grown from 0.1% in 1998 to 3.7% of population in 2007. Internet user population has crossed 42 million in 2007 (Source : Internet World Stats, 2007). It is expected to reach 70 millions by 2011. About 1.8% of our population logs on to the net daily. Increasingly, Indian users access the net for education and information, not merely for emailing which was the case a few years ago. .

In a study of internet usage habits in 38 engineering colleges of Punjab in which 334 teachers and 474 students participated, it was found that 44% used the web daily, 48% used it 2-3 times a week. Out of them, 69% used the net for educational purpose and 52% used it for research purpose alone ( Kumar and Kaur, 2005).

A major study of information seeking behavior of over 850 research scholars in Karnataka in 2007 found that 53% of scholars in science subjects preferred e-resources as compared to print resources (Gowda and Shivalingaiah, 2007).

* Paper presented at International Conference of Asian Special Libraries, Delhi, 26-28 November 2008.

A study of the information seeking behavior of 122 scientists in Central Salt and Marine Chemical Research Institute, Bhavnagar found that 89% of scientists used electronic resources as primary source of information. In the same study 89% of the scientists indicated that e-resources made the information gathering easier. (Barik, Bisen and Bhardwaj, 2007).

In another study which researched into the information needs of 586 ONGC scientists, it was found that 79% of the scientists wished to use the internet and online databases in the library and another 14% of them wished to use electronic bulletin service also. (Mahapatra, 2006)

In a nutshell, the above studies indicate that, Internet and online resources are fast becoming the first point of approach for information. Libraries all over the world have been making determined efforts to exploit the internet technology for improving the quality of library service in general and for integrating the e-resources in particular. Keeping this in view, library websites are coming up increasingly.

Library websites are designed to meet a range of needs, providing access to both internal library resources and appropriate Internet resources. Users expect library websites to act as ‘Gateway to library resources’. That means that the library website has to lead the user to all kinds of learning resources held in the library, whether printed, electronic, audio visual or in any other media. Since it works on the internet, the website facilitates easy access and search facility. The library website hosts the online catalog of books and journals, list of audio/videos and links to electronic resources subscribed by the library and other free web resources. Besides, it also gives information about other library matters such as library hours, contact information, news etc. Amalgamating internet resources and appropriate external links, the website provides users with a spectrum of resources and encourages them to use it as their initial point of research.

2. Functions of library website

Library website performs different functions :

(i) It serves as a workstation where user finds databases, electronic texts and online catalogs, all in one place;

(ii) It is a tool for integrating both printed and online resources;(iii) It is a vehicle for making the library services available on the internet;(iv) It helps to market the library services in the quickest way.(v) It is used as a window to the WWW by making available both subscribed and

evaluated free e-resources for the benefit of library users.(vi) It serves as a communication tool through which news about library resources,

events, working hours etc can be disseminated to the users.(vii) It enhances the image and visibility of library.

3. Basic concepts relating to websites

(i) Homepage

Every website has a homepage and a set of other supporting pages which are linked to the homepage. Some people choose to have only the home page and no supporting pages.

The home page is the main page or starting page of a Web site. Typically, the home page serves as an index or table of contents to other documents stored at the site. It is the welcoming page of the website.

Main function of the home page is to give information about the library and provide immediate access to some of the important databases.

(ii) Searchbox

Searchbox is a box placed on a Web site to help the user search the site for a specific word or term. Also additional search boxes are made available to find information elsewhere on the web.

(iii) Sitemap

A site map (or sitemap) is a graphical representation of the architecture of a web site. It is a web page that lists the pages on a web site, typically organized in hierarchical fashion. This helps visitors to get a feel of the contents of the entire website in one look.

(iv) Webmaster

A webmaster is a person responsible for designing, developing, marketing, or maintaining a website. The webmaster may also be called a system administrator, the author of a site, or the Web site administrator.

(v) Navigation

In the context of websites, navigation is the science and skill of moving from one page to another.

(vi) Links

It is another word for hyperlink. Hyperlink (or simply called Link) is an icon, graphic, or word in a file that, when clicked with the mouse, opens another file for viewing or it takes the user to another location in the file. Web Pages often include hyperlinks to other pages at the same or another website.

Figure 1 : Top and right navigation. Note the positions of Sitemap and Site Search. On the extreme left, the Library site has been linked with the parent institution’s homepage.

Fig. 2 : An example of broad and shallow homepage

Fig 3. An example of narrow and deep homepage; right navigation.

4. Contents of library website

The contents of library website in any institution is determined by what the users expect while visiting the site.

According to Elsevier User Centered Design Group Study (Jasek, 2004), the following are the four most important tasks the users have while visiting a library site (in the context of academic libraries).

a. Conducting research to find materials such as journal articles, indexes and books

b. Finding course materials such as lecture notes, reserved books, suggested links, question papers etc

c. Finding information about the particular library such as location, opening hours etc

d. Getting help in using a library and library website

Novlgian and Zumer (2004) suggest that due to their hybrid nature, modern library websites should include at least :

Information on traditional library holdings; Information on and access to (licensed ) electronic resources; Information on and access to library’s own electronic resources; and Links to other interesting information.

By studying various special library websites, we can notice that the following are the standard contents :

i. Opening hours, Loan hours, Library notices etcii. Library OPAC

iii. List of journals, videos etciv. Instructions on location of the library, particularly in case the

parent organization is spread over a large campus.v. Library rules and regulations

vi. Information on branch libraries (if available)vii. Staff contacts (telephone, email etc)

viii. News about the special programs, events etcix. Facilities for feedback, library surveysx. Welcome messages

xi. Links to evaluated e-resources. This is a combination of both subscribed e-resources, databases and free web resources. This facility minimizes the time consuming searches and reduces the need for clients to critically evaluate the resources.

More advanced websites may have :

i. Mission statement ii Details about collections of the library iii Links to any special exhibitions that are on display iv Link to catalogs of other libraries, union catalogs of libraries, consortiums v Forms for availing different library services such as ILL of book, request for photocopy of article from other libraries etc vi Book recommendation facility vii Virtual reference enquiries forms viii Floor maps of the library ix. Institutional repository/eprint archives

In case the institution conducts some academic programs, examinations/written tests etc, additional resources also are provided such as previous question papers, conference papers etc.

Some libraries offer virtual tour of the library enabling user to look around without actually being there. Some libraries provide information about other libraries in the region.

Some libraries offer instructions on using the internet, important search engines, how to cite an internet resource etc.

Figure 4. Library homepage provides links to e-journals, e-books, Question papers, Digital Library, OPAC, Notices, New Arrivals, Evaluated free resources etc

5.Steps in designing a library website

5.1 Planning

A number of important questions need to be considered before designing a website for the library. In this context, Phil Bradley (Bradley, Philb, 2004) has provided a useful list of questions and they are as follows :

1. Purpose of the page. What we want the page for ? It is for promotion ? Marketing ? or just for information ?

2. Audience (i) The desired audience will have a great impact on how the page is

created and what will be the contents. I (ii) What machines the users will be using ? What is the download speed ? Latest web tools will not function in case the infrastructure is outdated.

(iii) What will appeal to them ?(iv) What won’t appeal to them ?

(v) Authority of your pagei. How will you make clear that your page is authoritative ?

ii. How often you update it ?iii. Will you put links to other organizations ?

(vi) Graphical information i. Logo of the institution?

ii. Graphical representations of particular services or events ?iii. Particular typefaces, fonts or colors ?iv. Particular images ?

(vii) Products/Servicesi. Which ones will be publicized through the website?

ii. How to arrange them on the web page ?iii. Will there be an index to the services ?

(viii) Factual informationi. Who you are ?

ii. Where you are located ?iii. Particular achievements or good things which needs to be

projected through the website

(ix) Relationship with the customersi. Feedback forms on the website ?

ii. Details of events you will be runningiii. Opening hours etc

(x) Making customers come back i. What you will be doing to attract people back to your home

page ?

Brainstorming has to be made by the library staff on the above issues at the planning stage and the necessary information needs to be gathered. A focus group meeting, involving the library users and taking their views too will be of help.

5.2 Implementation

Once the planning is done, the following are the next steps :

1. Make a document containing initial thoughts and revise it if needed2. Put it on paper - 5 “ x 3” catalogue cards3. Design the website 4. Write a draft of the text5. Gather together the images6. Publish the site internally on the network server. Conduct a usability test - at least

10 users7. Put it on the web and monitor it closely8. Evaluate and change it accordingly

Various softwares are available for designing the web, such as HTML editor, Graphics Editor, Adobe Dreamweaver, Microsoft Frontpage, Microsoft Expression, Adobe Photoshop, Adobe Flash, etc. The webmaster uses the appropriate softwares for designing the website and for updating it regularly..

6. Some general principles of designing library websites

Essential qualities of stellar websites, according to Nielsen (Nielsen, 2000)are :

High quality content; Often uploaded; Minimum download time; and Ease of use

Acceptance of industry standards of web design would give library users recognizable features that increase their confidence and comfort levels when using library websites. Usability will increase when websites are compliant to principles set by other sites. Even if a convention is not considered logically/theoretically unsound, in practice it will work well if the users know that it is an accepted practice.

One important thing to be kept in mind while designing a library website is its very purpose. The library website’s primary purpose is to provide information about the library apart from making available many of its services through the website. It should enable the user to find the information easily. Distractions such as blinking images, moving images, animations etc will defeat the purpose of the website. Such features might suit a technology or advertising company, but not a library site.

A successful site is not necessarily an attractive one. It is one which makes people come back time and again. Therefore, we need to ask ourselves the question , ‘ What can we do to encourage users to come back ?’

A user should be able to find what he is looking for, within a minimum of clicks. Preferably it has to be within three clicks. Therefore, any information will have to be available not more than three pages deep.

It is important to note that users avoid using the FAQs or ‘Help’ features. Therefore the website should be intuitive and the need for using the FAQs or ‘Help’ be kept to the minimum.

Users scan the web in a F pattern ie

(i) Read longer lines across the top(ii) Read first two or three words as they quickly come down(iii) Look for only salient bullet points as they move down the pages

Study of usage patterns indicate that when there is less text on a page, people read more carefully. Therefore, website information has to be brief and simple.

To give a professional image, all pages on the site need a common look and feel and logo. Logo of the library has to be on the upper right or left of the page.

Pages need to be short. Maximum two screen pages length is ideal for the inner pages. Homepage has to be even shorter. Similarly pages should not be too wide since it results in scrolling off on the right hand side of the screen.

Information has to be always current and accurate. The site will have to be checked regularly and all dead links will have to be set right.

Each page be designed to be modified and/or built upon in due course. The library website is an ever growing and expanding feature. Therefore, designing should be done viewing each page in a modular method.

Avoid scrolling/moving text unless it is a short and important message. It is a distraction otherwise.

Since the purpose of library website is to promote the use of library, don’t put any registration procedures, passwords etc which will obstruct the usage.

7.Homepage design

Key and essential links be given in the home page and secondary information be given in the subsequent pages. There are two kinds of home pages :

(iv) Broad and shallow : Here the home page contains a lot of information and links. One problem often noticed in this case is that the page might appear too cluttered.

(v) Narrow and deep : The home page has fewer links. Links are more in the inner pages. Here the homepage looks more friendly, but location of information lying in the inner pages becomes difficult sometimes.

Ideally, home page in any case should not be more than of 2 screen pages length. If additional information is to be given, it may be put in inner pages, and linked from home page.

Links from home page should not be too many, preferably not more than 40.

Library users’ primary goal is to locate information. Therefore, a search box is to be made available on the home page. Search box has to be in white because white color signals a field that requires user input. Search box be able to accommodate 25-30 characters so that the user can see the entire query and modify it if needed. Search box be located in upper part of the page in either of the top corners.

Home page be downloadable in less than 10 seconds. Slow homepage would make the users desert the site altogether.

Finally, the library homepage has to be linked to the parent institution’s home page and vice versa. This will attract more visitors to both websites.

8. Navigation

Most of the websites have navigation buttons at the top of pages, and typically this is the site’s main navigation and the left side is used for secondary navigation. Some sites use right navigation too.

It would be better to design the site with top navigation alone. Then, if it is needed, secondary left/right side navigation can be added. While navigation is very important to usability of a site, there is no benefit to having additional navigation unless it is truly needed.

Top-only navigation brings two main benefits: The navigation is in a prominent and expected location, and the area below is freed for content — making for a cleaner design. Left/right side navigation on the other hand allows a larger number of links as they are stacked on top of each other rather than lined in one long horizontal row.

Whatever design you choose for your navigation it is important that labeling of navigation buttons is clear and meaningful to your users. Navigation system has to be consistent throughout the site. Navigation buttons and their order should not change from page to page in the site, since such changes confuse and disorient users. Finally it is also

good to indicate which navigation button the user is currently visiting by changing that button's visual appearance (e.g., changing the color or bolding the text).

Longer pages, if any, need to be linked back to the top.

Visitors should know where they are in the site and should be able to easily retrace or return. This is achieved by providing a link from every page to the Homepage.

Fig. 5. Top navigation. Note the advertisements on the top of the homepage.

Fig. 6. Left navigation. Note the Institute’s logo on the top left side

9. Text and subheadings

Another common rule is that the content must be easy to read on the screen. That is, users are more likely to scan or skim the information than read it word by word. Fewer than 20% read word by word.

One way to achieve this is by good use of headings and categories. Bullets and subheadings are better. Sentences may be given only if necessary.

Important words be highlighted with bold/color.

Don’t fill the pages with too much of information. Try to keep one concept per page. Paragraphs need to be short; few words are to be provided on the screen to read.

Simplicity and brevity are very important in order make the site usable.

Avoid giving repetitive information.

Simple, everyday language is recommended for text and keywords; no jargon, no hype or exaggerated selling statements. Use of academic jargons or computer jargons be avoided. It must be remembered that the library Web site has to assist users with their informational needs, and fancy language will only confuse them.

Avoid underlining entries that are not linked to another page. This misleads since the underlined entries usually means a link to another page.

Use of terminology familiar to users is very important for website usability especially when it comes to labeling links or buttons. Studies have shown that users do not understand simple library terms and concepts like catalog, resources, online databases, citation, reserves, reference or special collections etc. To overcome this challenge here are some suggestions:

- Avoid acronyms and internal jargon. For instance, instead of OPAC or your own invented name for your catalog, use the label “Find books”

- Offer short descriptions next to labels, e.g. “Electronic Journals — electronic full text of journal articles.”

- Do a quick user test on your labels by asking a few users, "What does this mean to you?” This is the best way to see if your labels are working.

- Icons used in the website have to be standard and well known. Instead of using confusing icons, use a word.

Fig. 7 : Note the icons used here. They are not standard and it is difficult to ascertain their meaning. (Source : Library web design : the good, the bad and the ugly by Robert Shimield) (Available at : http://www.intute.ac.uk/healthandlifesciences/hosted/phi/literature/nine.pdf) (Accessed on 6 October 2008)

10 Color

Pages will have to be standardized, uncluttered, and easy to look at. Unnecessary artwork be removed since it will be a distraction apart from reducing the download speed of the site. There has to be consistency in design. One page within the Web site should resemble any and all of the others in design, coloring, fonts, etc.

Using a large number of colors might create visual confusion or distraction.

Ideally, the color scheme and fonts in the library site has to be in conformity with that of the parent institution. This will promote the corporate identity and brand image of both.

Preferably light background and dark text color is to be chosen. Some colors are more suitable for online text than others. Blue actually works very well for text. Whatever font color you use, make sure there is sufficient contrast between the text color and the background.

All links need to be identifiable. Use a different color for links than for plain text. Don’t make your users move their pointers all over the screen to detect links. If you use a nonstandard color for text links, make it easy to discriminate the links from plain text.

Be consistent with your use of colors and font styles throughout your site.

Avoid background color which obscures text. Also avoid patterned background that distracts the user. If you must use a color background or pattern, test the readability of samples of text with the users.

Colors of visited sites should change immediately. For instance, unvisited sites may be designated blue and visited sites could be in light gray.

11. Fonts

To make it easy for your users to read the text on your site, select a font that has a high degree of readability. Some fonts tend to be more readable e.g., Georgia, Trebuchet, Verdana, Times New Roman and Arial. Some fonts such as Edwardian Script ITC, Blackadder ITC, Curlz MT, are not readable and should not be used for web pages.

Don’t use too many fontsizes.

Use one font for identification, directions and navigation; use another for content. Ideally, do not use more than two fonts per Web site. It leads to confusion.

Recommended font size should be 10 (in case of IBM PCs) and 12 (for MacIntosh computers). In case the users are going to be mainly children or elders, larger fonts will attract them.

Besides, many library users have poor eyesight due to aging or health factors. Therefore, use relative font sizes (rather than an absolute pixel size) for on-screen text. This way, users can change the size of the text to fit their needs. Provide on your site, controls to change font size.

12. Linking e-resources from library site

Library site has to provide access to all online resources subscribed by the library. Besides, free web resources relevant to the users are chosen and linked from the library site. Selection of sites is very important here. Users would prefer those with the most effective organizing, navigating and searching facilities. Therefore, library staff need to carefully evaluate the sites before linking them from their own library site.

Another aspect of linking is the copyright. A number of legal cases are going on around the world regarding propriety to link websites. Therefore, it would be advisable to contact the Webmaster of the site and obtain permission before linking a particular site.

Websites can be arranged in alphabetical order or classification number wise or they may be grouped broad subject heading wise.

Fig. 8. Internet resources arranged as per Dewey Decimal Classification

13. Graphics, flashes, images

Speed is very important in downloading. Graphics slow down the downloading process and frustrates the users.

Flashes and graphics which bounce, spin, twist or move do nothing to enhance the user experience. Instead, they annoy the users. Therefore, it is better to avoid them on library sites. In fact 75% of the users scan only the headings and text ; they ignore the visuals.

Though images are very prevalent on the internet, much of what users do is reading text. Therefore, images are to be kept to the minimum on the library website. However, if you need to insert images, make sure that the resolution is not more than 75 dpi. Any higher resolution will make the download slower.

Often, scanned documents are not readable. The letters look either too faded or too small. This needs to be checked.

14. Authenticity and credibility

People need to be able to trust the data they are getting from the website. To make it appear authenticated and credible, there are a number of ways :

- Link the library site with that of the parent institution and vice versa- Put the institution’ s logo in every page- Put the name and contact details of the webmaster on the website- Put on the website, the date of updating the pages- Provide a copyright notice at the bottom of each page.- Keep the page current and outdated information be removed regularly- Regularly the site has to be monitored; deadlinks be set right systematically. - Avoid giving ‘Under Construction’ pages which reduces user confidence.

Don’t copy from other sites without the permission of the copyright holder.

15. Advertisements on websites

Some companies sponsor the library websites in return for the company’s advertisements on the library site. Care has to be given to ensure that the advertisements do not annoy or distract the user.

16. References

1. Barik, Ranjan Kumar, Bisen, Rakesh Singh and Bhardwaj, Jalpa (2007). Electronic information seeking behavior of scientists and research scholars of CSMCRI Bhavnagar. Proceedings of 5th International Convention CALIBER 2007, ed by K Manoj Kumar, pp. 727 – 737.

2. Bradley, Philb (2004). Creating web pages for information service available at :http://www.philb.com/microlib/microlib.htm

3. Gowda, Vasappa and Shivalingaiah, D (2007). E-resources of information : a study of attitudes or research scholars Proceedings of 5th International Convention CALIBER 2007, ed by K Manoj Kumar, pp.652-662.

4. Internet World Stats : Usage and population statistics (Available at : http://www.internetworldstats.com/asia/in.htm) Accessed on 5.10.2008.

5. Jasek, Chris (2004). How to design library web sites to maximize usability. Elsevier Library Connect Pamphlet No 5, pp. 12.

6. Kumar, Rajeev and Kaur, Amritpal (2005). Internet and its use in the engineering colleges of Punjab, India : a case study. Webology. Vol 2(4).

7. Mahapatra, G (2006). Information needs of scientists and engineers in electronic environment. Annals of Library and Information Studies. Vol. 53 (4), pp. 173-183.

8. Nielsen, J (2000). Designing web usability. New Riders, Indianapolis. Quoted in National library websites in Europe : an analysis by Jan Pisanski and Maza Zumer. Program, Vol. 39, No 3, 2005, pp. 213 – 226.

9. Novljian, S and Zumer, M (2004). Web pages of Slovenian public libraries : evaluation and guidelines. Journal of Documentation. Vol. 60(1), pp. 62-76.