When working with tribal IT departments, tribal libraries need to establish strong, collaborative relationships to ensure technology initiatives, like setting up a technology lab or makerspace, are effectively supported. Here are essential considerations for a productive partnership:
1. Understand the IT Department’s Role and Structure
- Scope of Responsibilities: Tribal IT departments typically oversee network infrastructure, cybersecurity, data management, and tech support across tribal facilities. Libraries should familiarize themselves with the IT department’s scope and limitations to set realistic expectations.
- Identify Key Contacts: Establish clear points of contact within the IT department for specific needs, such as network support, software installations, or security protocols. This will streamline communication and troubleshooting processes.
2. Establish Open Communication Channels
- Regular Meetings: Schedule regular check-ins or meetings to discuss library technology needs and project updates. This allows both the library and IT department to stay aligned on goals, timelines, and upcoming initiatives.
- Clear Project Documentation: When requesting support, provide detailed documentation about projects, including equipment lists, software needs, and intended user capacity. This helps IT anticipate and address any technical requirements or limitations.
3. Collaborate on Cybersecurity and Privacy Protocols
- Data Privacy Compliance: Libraries, especially those with digital archives, should collaborate with IT to ensure data privacy protocols align with tribal regulations. Discuss policies for handling sensitive cultural information and personal patron data.
- Cybersecurity Best Practices: Work with IT to establish cybersecurity measures, such as firewalls, antivirus software, and secure Wi-Fi access. Ensure the IT department provides guidance on maintaining a secure environment, especially for public computers and networks in the library.
4. Ensure Compatibility with Existing Infrastructure
- Network and Bandwidth Requirements: For projects that require significant bandwidth (e.g., a makerspace with multiple devices or a digital archive), discuss network capacity with IT. They can help optimize the library’s internet setup and, if necessary, recommend upgrades.
- Device and Software Compatibility: Coordinate with IT to ensure that new devices and software will integrate smoothly with existing infrastructure. IT staff can advise on compatible software versions, operating systems, and any necessary updates.
5. Plan for Ongoing Technical Support and Maintenance
- Define Support Responsibilities: Clarify which support tasks fall under the IT department and which are managed by library staff. For example, IT may handle network issues and device maintenance, while library staff oversee basic troubleshooting for patrons.
- Maintenance Schedule: Work with IT to set up a regular maintenance schedule for equipment and software updates. Routine checks can prevent downtime and ensure smooth operation in the technology lab or makerspace.
6. Develop Clear Policies for Public Technology Use
- Access and Security Policies: Collaborate on access policies for public computers, internet use, and equipment check-out (if applicable). IT can provide insights on secure authentication methods and help establish usage protocols for shared devices.
- Wi-Fi and Hotspot Lending: If offering Wi-Fi or hotspot lending, consult with IT on network security for these services. IT can assist in setting up guest Wi-Fi networks that protect the library’s internal systems.
7. Coordinate on Digital Archiving and Data Management
- Digital Storage Solutions: Work with IT to explore secure storage options for digital archives, whether on-site servers or cloud-based storage. IT can help ensure data integrity, backup procedures, and proper permissions for sensitive cultural content.
- Data Access and Backup: Collaborate on data access protocols to control who can view, edit, or delete files in the digital archive. IT can also provide solutions for automated backups to prevent data loss.
8. Ensure IT Participation in Planning and Budgeting
- Budget Considerations: Include IT in budget discussions, especially for large purchases that may require additional support (e.g., network upgrades or high-tech equipment). IT can provide realistic cost estimates for maintenance and upgrades.
- Input on Technology Choices: Before purchasing new technology, consult IT for advice on hardware and software selections. Their input can help avoid compatibility issues and ensure the equipment is manageable for both the library and IT.
9. Coordinate Training and Skill Development
- Staff Training: Partner with IT to train library staff on basic troubleshooting, cybersecurity best practices, and safe internet use. This empowers library staff to handle minor tech issues independently.
- Patron Support: In some cases, IT staff may assist in patron workshops, especially for topics like internet safety or basic computer skills. Collaboration on public-facing training can make library programs more robust.
10. Build a Collaborative Relationship
- Shared Goals: Approach the partnership with a focus on shared goals, like improving digital access, preserving cultural resources, and empowering the community. A collaborative mindset fosters a more supportive and productive relationship.
- Recognition and Appreciation: Acknowledge IT’s contributions and efforts, particularly when they go beyond typical duties to support library initiatives. This helps build goodwill and encourages continued support.