Semi-Periodical Providers: Semi-Periodical Providers offer infrequent postings of perhaps once per month. Examples include several City departments that post infrequent notices of public interest. Community groups often submit notices of important meetings or revised meeting schedules.

Static Providers: Static providers submit one-time postings that offer general contact information for local community groups.

8.1 Collecting the Data

Before an organization can begin coherently organizing the information they wish to share with the public, they must have at least a basic understanding of what BCN is and how BCN looks and feels. Each of the above providers is introduced to BCN through a series of presentations. Ideally, the provider agrees to attend our free public orientation sessions. This way, we donŐt have to schedule individual presentations for each differing provider and they get the chance to ask questions in a comfortable group setting. In the case of the City and County departments, we arrange presentations for employees at their training facilities. In many cases, the coordinator or dedicated volunteers end up taking a "canned" BCN demo to organizational meetings for various community groups or governmental offices and proceed to "sell" the project. In most cases (95%), everyone wants to participate and share their information with the public. The high level of enthusiasm from the public makes it vital that a procedure for efficiently uploading their information is in place. Honestly, the upload process is an ever evolving one, and we will undoubtedly be working on it for some time.

After reviewing BCN at the session, organization representatives generally leave feeling excited about the possibilities. We give them a basic understanding of how the Web environment can be a tool for the presentation of their material to the public. The provider is receptive and usually leaves with a clear understanding of how to begin preparing data. BCN is currently developing a series of templates for non-profit organizations to use in considering the use of the Web.

8.2 Uploading the Files to BCN

Uploading the files to BCN depends on the type of provider and their comfort level with the technology of e-mail and FTP (File Transfer Protocol). Most frequently, the static information providers do not have access to electronic communication tools, and if they do, they may be uncomfortable with the technology. So, static information providers generally drop off a disk of information at the BCN office for uploading. They leave the disk with a written example of the document so that staff knows how they would like the document to look. Semi-Periodical Providers who have access to e-mail are instructed on how to e-mail the document to our staff. If the Provider is familiar with FTP, we instruct them on how to deposit their posting in the incoming folder. If they don't have e-mail (or FTP), we accept the information in disk form. The Periodical Providers use either e-mail or FTP and we keep organized by daily reviews of a schedule for uploads.

As the frequency of uploads to BCN increases from individual providers, we will work with them to increase their level of comfort in using either e-mail or FTP. Ideally, all providers should send their files electronically to BCN. project. In most cases (95%), ever

8.3 Maintaining the Directories

The information center developers work rather independently of one another and the coordinator in keeping the collections of each center updated and organized. A core crew of about five developers have stayed with the project throughout its development, and each volunteer has taken ownership of particular centers based on their interests and expertise. When files come in randomly from static information providers or semi-periodical providers, the center developer for the appropriate information center is responsible for formatting and maintaining the document.

Files delivered from periodical information providers are addressed by a BCN staff person, who receives the documents daily or weekly and places them in the proper directory (see Automation for further discussion).

8.4 Assuring Accuracy and Timeliness of the Data

Information center developers have a particular interest in the centers they maintain. This passion for the subject goes a long way in assuring that all possible steps have been taken to assure the accuracy of the information. While maintaining the document after it arrives at BCN is the information center developer's responsibility, ultimately the accuracy and timeliness of the text is up to the provider. Our Information Provider contract outlines their responsibilities. The contract also specifies the schedule for uploads which must be agreed to by both parties -- BCN and the provider.

Some tools have been developed by BCN staff to assist developers maintain the timeliness of the data. Center developers can use an "expiration tag" on any pages that include information which either expires or should be re-evaluated periodically for continued accuracy. Use of the tag, with an appropriate date, will generate a message to the developer when the expiration date is met. At that point, the developer may delete the file or review material for continued relevance.

An essential element of timeliness is establishing a schedule between the various information providers and BCN staff or volunteers. The schedule should specifically state when regular periodical postings are to arrive at BCN. Once text files are received by the appropriate volunteer or staff person for upload to the BCN server, an e-mail notice should be returned to the originator stating whether the file was received correctly. A complete record of all transactions assist in determining whether the system is working and where improvements can be made.

8.5 Lessons Learned: Publishing on BCN

We have learned that accuracy and timeliness will always be a difficult issue to address. Ideally, providers should have direct access to the directory and files for personal maintenance. However, this approach is not realistic at this time for BCN. When an employee of an organization has maximum control over the presentation of the information on BCN and is known to be responsible within the organization for its accuracy, the employee is far more inclined to be accurate than if he/she is simply a messenger for a random collection of documents on their way to being uploaded by someone else. Implementing this sort of distributed network isn't easy, and we aren't all the way there yet.

1. Provide numerous demo sessions or if possible hands-on workshops to help providers understand the process. You can't have too many demos or workshops.

2. Prepare handouts on the process of uploading for information providers.

3. Learn about the technical environment of contributing partners and determine incompatibilities early on.

4. Develop a method of determining when documents have expired. This can be as simple as dating the files on the server so that the public can make an educated decision regarding the timeliness of the file.

5. Develop a contract that will be agreed to by both parties: the community network, and the information provider. The contract should secure a commitment from them to provide timely inform and work with staff on improving the uploading process.