Silver Lining: Risks and Rewards of Cloud Computing in the Library

While Web 2.0 can encompass many things, one of the most impactful and controversial aspects is cloud computing. Traditional computing has applications or data stored locally on the computer. For example, if I were to write a document in Microsoft Word and save it to my hard drive, the software program and document are only accessible via that one computer. Cloud computing, however, refers to having all this data and software stored remotely and accessible via an internet connection. Popular cloud computing tools include such applications as Dropbox, Google Docs, and Gmail (Han, 2011). There are my benefits for libraries if they choose to embrace to cloud computing, but there are potential drawbacks and risks, as well.

One of the greatest reasons for libraries to embrace cloud computing is the potentially limitless opportunity for storage space. Libraries are no longer tied down to their budgets of what they can afford for harddrives. They also do not need to worry about which computers can access which data. If all that is required is an internet connection and valid log-in credentials, computers do not necessarily need to be extensively linked together (Han, 2011).   Futhermore, since files can be shared so easily (and versions can be stored for back-up), it makes collaboration so much easier. For instance, if a group of librarians are working on a budget for their library, they can store this file in one place (such as Google Docs) and share one link among them. Whenever a librarian makes a change, Google will keep track who did what, and will always have the most current version of the file for others to view. This is far superior to the older method of passing around multiple file drafts via e-mail (which also take up space on the e-mail server) (Johnson, 2011).

One of the biggest drawbacks to cloud computing, though, is that is requires an internet connection. If there is no internet, a user is not able to access their machine. If the internet goes down in a library, staff and patrons who depend on these resources will not be able to access them. Additionally, if the cloud service goes down on the host’s end, such as when Amazon’s cloud did last year, users are not able to access their data regardless if they have a steady connection or not. This is why it is especially important to store local backups of important files on a flash-drive or local harddrive. Futhermore, there are questions of security and privacy with regards to data being stored on a remote machine. The file-sharing service Dropbox came under scrutiny recently for misleading users into thinking that their files were completely encrypted and were not accessible by employees. Dropbox has also had issues with usernames and passwords being compromised, as have other cloud computing services (Greene & Ruane, 2011).

Regardless of these potential drawbacks, libraries are using cloud computing tools in a variety of different ways. They are using these tools to collaborate with other staff members, as mentioned in the example above. They are using wikis to communicate real-time information to patrons. They are using cataloging systems that are hosted, maintained, and upgraded by an outside service online (Johnson, 2011). Despite their drawbacks and risks, cloud computing is here to stay. It is important that libraries continue to stay up-to-date on these tools so that they can leverage them as much as possible. Libraries must continually budget for the best network infrastructure they can so that these cloud resources are available to staff and patrons. It is also crucial the librarians understand the risks and have a backup plan in place if and when the cloud fails

Sources:

Johnson, D. (2011 May). Libraries in the cloud. Library Media Connection, 29(6), 50-51.

Han, Y. (2010). On the clouds: A new way of computing. Information Technology & Libraries, 29(2), 87-92.

Greene, C., & Ruane, E. (2011). Collaboration in the cloud. College & Research Libraries News, 72(8), 454-460.