CSU Documentation Study: Survey instrument

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Participants are directed to this page after consenting by clicking on "CONTINUE" on the Statement of Informed Consent

Contents

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Personal profile

Please tell us about yourself....

  • What choice that best describes your current position within your library?
    • Director
    • Professional Staff
    • Paraprofessional Staff
    • Other (please specify) [text box]
  • What best describes your primary area within your library?
    • Cataloging
    • Electronic resources
    • Technical services
    • Access services
    • Interlibrary services
    • Technology/Automation/Web training/Instruction
    • Other (please specify) [text box]
  • Are you...
    • Female
    • Male
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Personal profile (continued)

  • How long have you worked within a library?
    • < 6 months
    • 6 mos. to 1 yr.
    • 1 - 5 years
    • 6 - 10 years
    • 11 - 15 years
    • 16 - 20 years
    • 21 - 25 years
    • 26 - 30 years
    • 31 - 35 years
    • > 35 years
  • What is your formal library/information training or certification level?
    • Bachelor's Degree
    • Master's Degree; non-ALA accredited school
    • Master's Degree; ALA accredited school
    • Doctorate
    • Other (please specify) [text box]
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Library profile

Please tell us about your library...

  • Where is your library located?
    • Large urban
    • Small urban
    • Suburban
    • Other (please specify) [text box]
  • What type of library do you work in?
    • Central or Main
    • Branch
    • System
    • Other (please specify) [text box]
  • What is the size of your campus?
    • <7,000 students
    • 7,000-15,000 students
    • >15,000 students
  • What is the size of your library (in bound volumes of monographs & serials)?
    • <100,000 vols.
    • 100,000-300,000 vols.
    • 300,000-1,000,000 vols.
    • >1,00,000 vols.
  • What library automation system/integrated library system is installed in your library?
    • EOS (EOS International)
    • Horizon (Sirsi/Dynix)
    • GeoWeb(GEAC/Extensity)
    • Millennium (Innovative Interfaces)
    • TLC Interpac (The Library Corporation)
    • Voyager (Endeavor)
    • Other (please specify) [text box]
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Library profile - personnel

  • How many staff and administrators in your department?
    • None
    • 1-5
    • 6-10
    • 11-15
    • 16-20
    • 21-25
    • >25
  • How many librarians in your department?
    • None
    • 1-5
    • 6-10
    • 11-15
    • 16-20
    • 21-25
    • >25
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Documentation and KM practices

  • Does your department utilize written (print or electronic) documentation for staff/librarian procedures and/or policies?
    • Yes
    • No
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Documentation and KM practices (continued)

  • What are your department's preferred formats for documentation? (check all that apply)
    • Print
    • Electronic (web-based or networked)
    • Email
    • Oral tradition
    • Other (please specify) [text box]
  • What types of documentation are present in your documentation collection? (check all that apply)
    • Procedures
    • Policies
    • Meeting notes/decisions
    • Other (please specify) [text box]:
  • How many separate documents comprise your department's documentation?
    • <10
    • 11-30
    • 31-50
    • 51-70
    • 71-90
    • 91-110
    • 111-130
    • >130
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Documentation and KM practices (continued)

  • Is your documentation primarily web-based/networked?
    • Yes
    • No
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Form of Web-Based Documentation

  • How is your web-based or networked documentation accessible? (check all that apply)
    • Intranet only (library-accessible only)
    • Internet (publicly available)
    • Documentation accessible through a shared server (network drive)
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Departmental documentation and library documentation

  • Which best describes your departmental documentation?
    Departmental documentation in my library is...
    • ...separate from general library documentation or that of other departments
    • ...a mix of documentation in part separate from and in part integrated with general library documentation and that of other departments
    • ...integrated with the general library documentation and that of other departments
    • Other (please specify) [text box]
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Documentation Creation and Review

  • Who creates documentation in your department? (check all that apply)
    • Librarians
    • Administrators
    • Staff
  • How is the need for new documentation identified? (check all that apply)
    • Changes in ILS or other software render legacy documentation inadequate
    • Change in staff/administrators/managers
    • Needs are systematically identified by workflow analysis
    • Library or department reorganizations
    • Other (please specify) [text box]
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Documentation Creation and Review (continued)

  • Is any of your documentation adapted from other libraries' documentation?
    • Yes
    • No
  • Is any of your documentation adapted from your ILS documentation or other software
    • Yes
    • No


  • Who reviews and updates documentation in your department? (check all that apply)
    • Librarians
    • Administrators
    • Staff
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Capturing Knowledge

  • Organizational knowledge has been characterized as falling in two categories: tacit (or unwritten) and explicit. While this survey is concerned primarily with the latter, which is typically in written format, the former is a critical part of an organization's operations; capturing tacit knowledge is often a great challenge.
    On a 1-5 scale (where 5 represents strong agreement and 1 strong disagreement), please rate the following statements:
    • Nearly all tacit knowledge is regularly captured in my organization
    • Documentation covers all areas of operation in my organization
    • All documentation is routinely reviewed and updated as needed.
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Documentation use

The following questions pertain to the use of documentation

  • What are the primary uses of documentation in your department? (check all that apply)
    • Daily operations
    • Capturing decisions
    • Training tools for new or reassigned staff
    • Explaining department work to those outside department
    • Other (please specify) [text box]
  • The following questions pertain to the users of departmental documentation
    [Scale: (1)Daily; (2)Weekly; (3)Monthly; (4)Rarely;(5)Never; (6))Don't know]
    • How often do you personally use the documentation?**
    • How often do other members of your department use the documentation?**
    • How often do librarians or staff outside your department use the documentation?**
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KM Tools - programs used

  • What software program(s) are used to create and maintain documentation? (check all that apply)
    • Microsoft Word
    • WordPerfect
    • Microsoft Excel
    • Adobe Acrobat
    • Dreamweaver
    • Blog
    • Wiki
    • D-Space or other Institutional Repository (IR)
    • Other
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KM tools used (continued)

  • Please specify the program(s) (if known) that your library uses if you checked any of the following choices in the preceding question:
    • Blog: [text box]
    • Wiki: [text box]
    • D-Space or other Institutional Repository (IR): [text box]
    • Other:*[text box]
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KM Tools and Resources Maintenance and Review

  • Who performs installation/maintenance for documentation and knowledge management tools? (check all that apply)
    • Department staff
    • Department manager/coordinator
    • Library IT staff
    • Campus IT staff
    • Other (please specify) [text box]
  • How often are tools and resources typically reviewed for updates?
    • Yearly scheduled updates
    • Semiannual or more frequent scheduled updates
    • Every 1-6 months
    • Occasionally
    • Rarely
    • Never (once acquired, never reviewed)
    • Other (please specify) [text box]
  • Who typically decides that tools and resources should be reviewed for updates? (check all that apply)
    • Consensus of staff and manager/coordinator
    • Manager/coordinator decision
    • Library IT decision
    • Campus IT decision
    • Other (please specify) [text box]
  • Who reviews and recommends new products for use in documentation? (check all that apply)
    • Department staff
    • Department manager
    • Library IT staff
    • Campus IT staff
    • Other (please specify) [text box]
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KM tool training

Please tell us about your training...

  • How much staff training is typically needed when upgrades or new tools are introduced? (check all that apply)
    • Short workshop (<1 hour)
    • Long workshop (> 1 hour)
    • Multi-part workshops
    • Individual training
    • None
  • How important is training to success of documentation and knowledge management tools and resources?
    • Very important
    • Important
    • Neither important nor unimportant
    • Not important
    • Not at all important
  • Who typically trains staff for upgrades or new tools? (check all that apply)
    • Department manager
    • Other department staff
    • Library IT staff
    • Campus IT staff
    • Other (please specify) [text box]
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Impact of KM resources and tools on library

  • What are the factors that affect the availability of documentation resources and tools in your department? (check all that apply)
    • Budget limitations
    • Staff limitations
    • Simply don't know enough about tools and resources
    • Under control of library or campus IT
    • Other (please specify) [text box]
  • Do you feel these limitations are detrimental to the services you provide to library patrons or other library departments?
    • Yes
    • No
    • Don't know
  • Are there any practices or tools and resources (e.g., in-house or local) not addressed by this survey? [text box]
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Planned documentation

[note: survey takers are given this question only if they answer no to the question about the existence of written documentation above]

  • What best describes your department's plans for written (print or electronic) documentation?
    • We plan to create written documentation within 6 months
    • We plan to create written documentation 6 months to a year from now
    • We plan to create written documentation a year or more from now
    • We plan to create written documentation someday
    • We have no plans to create written documentation
    • Other (please specify) [text box]
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Survey Follow-up

  • May I contact you for follow-up questions (all personal information will remain confidential)?
    • Yes
    • No
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Contact Info

  • Please enter an email address and phone number where I can contact you
    • Email: [text box]
    • Phone: [text box]
    • Best time to reach you:[text box]
  • What are the best times to contact you?
    • Mornings
    • Afternoons
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Thanks!

I appreciate your participation!

Thanks again!

Geoffrey Skinner
Librarian, Sonoma State University Library

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