Opening libraries to cloud computing: a Kenyan perspective

Abstract

Purpose

– This paper aims to examine the types of cloud computing, models, characteristics, descriptions, applications, considerations for use and benefits of the following technologies to library users. Cloud computing has taken libraries in Kenya by storm. Because of this, many libraries do not know what to do. They are at cross-roads. They lack policies to govern them. However, the recent realization by information professionals that cloud computing has a critical role to play in the provision of information services has created a desire to effectively harness and manage them for scholarly communication.

Design/methodology/approach

– The research reviewed previous studies on the topic by examining both electronic and print information resources available in the libraries and internet.

Findings

– The findings revealed that libraries in Kenya are yet to fully embrace cloud computing in their operations. There are mixed feelings by librarians on the degree at which they should integrate these technologies in their service provisions. However, there is a positive progress toward this noble venture.

Research limitations/implications

– Kenya as a developing nation has limited local content on the subject. The study established that some of the available literature is restricted by intellectual property rights. This forced the researcher to rely heavily on foreign literature for the study.

Practical implications

– Appreciation of emerging cloud computing technologies by libraries is inevitable for the sustainability and management of modern libraries. Cloud computing makes libraries more competitive by adequately meeting user’s technological needs. This study will also act as a benchmark for the Government of Kenya to improve the current information communication technology (ICT) national policy.

Social implications

– Apart from revolutionalizing library operations and delivery of services, cloud computing will tremendously revolutionize the social-cultural and communication landscape of the society.

Originality/value

– The paper provides vital information and insights into how libraries are embracing cloud computing in the provision and dissemination of varied information services to library users.

Corrigendum

It has come to our attention that the article “Opening libraries to cloud computing: a Kenyan perspective”, published in Library High Tech News, Vol. 32 No. 3, 2015 did not acknowledge the contributing author Lawrence Njoroge. This occurred through an author error. The authors sincerely apologise for this and correct author listing has now been added to the electronic version of the article.

Introduction

The National Institute of Standards and Technology defines cloud computing as “a model for enabling ubiquitous, convenient, on-demand network access to a shared pool of configurable computing resources (such as networks, servers, storage facilities, applications, and services) that can be rapidly provisioned and released with minimal management effort or with service provider interaction”. It is suffice to define cloud computing as an Internet technological innovation that provides a platform for massive information resource sharing, thus minimizing carbon footprints and making libraries greener (Goldner, 2010a, 2010b). Without knowing it, modern libraries are embracing new software and other related hosting services to provide innovative products and services for preserving intellectual efforts (Leckie and Buschman, 2010). These services may include Web application in social cataloging. Many studies show that libraries worldwide suffer related problems associated with inflexibility, inefficiency of digital data and high management costs of information communication technology (ICT) infrastructure. A major solution to this menace is incorporating cloud computing in library services. The purpose of this paper is to look specifically at how cloud computing can be used by libraries and what needs to be considered before embracing a cloud computing solution.

Framingham (2013) forecasts that worldwide spending on public information technology (IT) cloud services will reach $47.4 billion in 2013. The expenditure is expected to rise to more than $107 billion in 2017. According to a new forecast from the International Data Corporation, over the 2013-2017 forecast period, public IT cloud services will have a compound annual growth rate of 23.5 per cent, five times that of the IT industry as a whole. Das (2013) argues that cloud computing has five key principles:

1. shared resources (including applications, processors, storage and databases);

2. on-demand (users retrieve and use cloud information resources from the cloud);

3. elasticity, flexibility and scalability (clouds are receptive to user needs);

4. networked access (wide accessibility); and

5. metering use (involve payments and storage efficiency).

For libraries to operate effectively under computer clouding, Tilburg University (2012) recommends separate services between front end and back end, efficient account management, financial (licensing, fees and fines) standardization of bibliographic formats, clear functionalities and close link with ICT. However, cloud computing services differ based on requirements.

Cloud models

There are three primary service models. First, Software as a Service (SaaS), where libraries pay for access and use application or service hosted clouds on any online device. The provider is responsible for data, software and hardware maintenance. This means that the user does not install, run or upgrade the application on his/her own computers, thus, simplifying maintenance and support. The applications include LibGuides Hotmail, Survey Monkey, Google Apps, Serials Solutions and Skype. Second, Platform as a Service (PaaS) provides supply tools and an enabling environment to libraries to build, test, install and embrace their own software and web-based applications in the cloud. However, operating systems and network access are managed by a data center and not libraries. The models in this category include 800APP and Sales force. Third, Infrastructure as a Service (IaaS) also referred to as Hardware as a Service (HaaS) that provides storage and computing services on many servers with an on-demand and “pay per use” formula. The other storage devices include Data Center, Bandwidth, Private Line Access, Servers and Server Room, Firewall and Storage space. In this case, library users have the provision of upgrading, making patches and managing the operating system. This model encompasses Amazon’s Elastic Compute Cloud (EC2) and Rack space.

With cloud technologies, vast resources can be connected through private or public networks. Libraries can opt for public, private, hybrid clouds or community clouds. Public cloud service is available to the general public by a service provider who hosts the cloud infrastructure. The library users have no visibility or control over where the infrastructure is situated. In this case, library users share the same infrastructure pool with limited configuration, security protections and availability variances. Examples of public cloud providers are Amazon AWS, Microsoft and Google, who operate the infrastructure and offer access over the Internet. On the other hand, private cloud infrastructures can be dedicated to a particular library, as it allows libraries to host cold applications, while addressing data security and control concerns. The data that are hosted there are either internally or externally operated by a third party. There are four variations of private clouds:

1. On-premise private clouds that are hosted within a library’s own facility and best used for applications that require complete control and configurability of infrastructure and security.

2. Externally hosted private clouds that are exclusively used by one library, but are managed by a third party with a cloud infrastructure. The major advantage of this cloud over public is the minimum risk associated with sharing of physical resources.

3. A community cloud is a multi-user service model that is shared among several libraries and is governed, managed and protected jointly by all participating libraries with a view of meeting their ultimate goals. This cloud can also be hosted by a third-party provider on behalf of the libraries. It is built and operates for a specific clientele with special needs.

4. Hybrid clouds are a composition of two or more clouds (private, community or public) that remain unique entities, bound together and offering the advantages of multiple models.

However, this type of model needs both on-premise resources and off-site server infrastructure. Figure 1 summarizes the essential characteristics, service models and deployment models for cloud computing.

Library cloud computing

Cloud computing in libraries reduces technological costs, increases capacity reliability and performance, while limiting computer user maintenance. Special, historical and rare documents can be scanned and stored in online database through local area network (LAN) – networks for easy access and use. Backed-up files are maintained and reprographically created for users. However, this may, in the long, run strain data integrity and jam the network (Figure 2).

Motivating factors for libraries to embrace clouds

Most library computer systems are built on pre-web technology. Pre-web technology systems are harder and more costly to integrate compared to clouds. While local library systems serve as critical entities for automation, they represent a tremendous duplication of effort. In the process, libraries store and maintain much of the same data hundreds and thousands of times. Individual libraries are also strained financially by building and maintaining a database, buying equipment, installing and updating the software. For other libraries running independent systems, collaboration between libraries has made it cumbersome to provide library services. Libraries get stuck in perpetual upgrade mode, which involves lots of testing and retesting and customization that is time consuming. Additionally, with library data scattered across distributed systems, the library’s Web presence is weakened. Information seekers also work in common web environments and distributed systems make it difficult to get the library into their workflow. This is even made more complex with many libraries estimated to only utilize 10 per cent capacity of their systems.

Library cloud benefits

Library cloud benefits include:

• The cause effect of libraries sharing hardware and other related services rather than housing software and hardware for single information centers lead to lowering the total costs of managing library collections. It also enhances both the library user’s experience and staff workflows through intuitive interfaces.

• Cost-saving. It is expensive to install and maintain an ICT infrastructure. Clouds enable libraries to save on software overhead costs, thus allowing libraries to concentrate on other tasks leading to a high return value (Reese, 2009). Bezos (2014) of Amazon further argues that when a library moves their major services to a cloud, they get more than 70 per cent of their time and money to improve and grow their library services. This improves the quality of library service.

• Take advantage of current and rapidly emerging technology to fully participate in the Web’s information landscape.

• Increased visibility and accessibility of collections in real-time through sharing of resources, regardless of distance. On the other hand, file versioning helps to retain versions of old files even if they are deleted.

• Duplications of efforts in collection management are minimized and networked services sharing is optimized through streamlined workflows that eventually satisfy information users.

• Cooperative intelligence and improved service levels enabled by the large-scale aggregation of data usage.

• Cloud computing can help libraries collaborate with each other in a facile manner. Every library has its own electronic data resources. If all the electronic data resources are put together in a single place, which may be accessed by a group of libraries, the whole electronic database will become huge.

• Make libraries become greener by sharing computing power, thus reducing carbon footprints. Many studies have established that many systems only use 10 per cent of their systems capacity.

• The vision is to use cloud computing in delivering library resources, services and expertise at the point of need, within user workflows, and in a manner that users want and understand.

• Cloud computing frees libraries from managing technology so they can focus on collection building, improved services and innovation.

The cloud computing model further encourages libraries and their users to participate in a network as individuals or consortia by allowing reuse and socializing around information. It can also create a powerful, unified web presence for libraries and give users a local, group and global reach. Cloud services also present opportunities for libraries to innovate and improve. With increasing access to Big Data, Cloud services are building unique services and discovery engines that library patrons will love. Table I has interactive features offered by cloud services that will lead to increased engagement and a better user experience for information patrons and librarians.

Considerations for use of clouds

Libraries can choose from a wide range of service providers with varying pricing, depending on needs’ complexity and the amount of capacity required. Below are factors to consider before you make the move:

• Security: The security of the data is of critical importance. Once the library moves to the cloud, what assurances can be made by the cloud service vendor that the information stored is safe?

• Support: The response time for any failure or loss of data in the cloud. Considering different time zones, is the library able to get support response at real-time?

• Scalability: Cloud computing is based on pay per use. There is a need to consider the change of requirements in the future and what would be the financial implications.

• Continuity and reliability of library services: In a situation where the entire cloud goes down, what are the backup and disaster recovery plans of the cloud service vendor.

• Reliability: Service level agreements with the vendor specifying the margin of failure is crucial. For example, do they have policies and legal structures in place to guide them? Do they appear to be a firm that will still be around in 30 years? i.e. are they reliable and easily accessible?

• IT knowledge: In a study conducted by Mitchell (2011) it was established that expertise was a motivating factor to install or not to install an ICT infrastructure. He argued that expertise and capacity in a library can be a daunting task to quantify. The skills needed for cloud computing include configuration, server skills, software engineering and management of cloud infrastructure. Limoncelli and Hogan (2001) further state that IT staff capacity planning for management and end-user support is essential.

• Availability: The cloud service should be available 24/7 and accessible in real-time. In these cases, vendors are able to upgrade electronic database that may motivate libraries to use SaaS instead of a locally implemented method (Mitchell, 2011). Do the services provide cloud computing? They should provide!

However, Prince (2011) cautions that clouds like other systems have weaknesses that include loss of data control to vendors. Data insecurity and the possibility of the vendor going away means that data may be completely lost. Libraries also lack the authority to maintain and update their information, thus interfering with maximizing the user access and use.

For libraries to be continually relevant, they need to embrace cloud technology. By taking advantage of these technical advancements, libraries will make information more accessible than at any other time in history, thus meeting their obligations as information providers.

Figure 1.

Cloud computing characteristics, service models and deployment models

Figure 2.

Application of cloud computing in a library

Table I.

Type of clouds and their descriptions