Presentation Descriptions by Track
Metadata & Discovery (10)Access (10)
Preservation (6)
Technology (10)
Project Management & Outreach (12)
Emerging Issues (8)
METADATA & DISCOVERY
Building a Collection of Digital Documents: Metadata issues and Lessons Learned, by Kristin Martin, University of North Carolina at Chapel Hill
The University Library and the Health Sciences Library of the University of North Carolina at Chapel Hill have started building a collection of electronic theses and dissertations (ETDs). The collection, which resides in CONTENTdm, along with many other digital projects, uses an expanded version of Dublin Core to describe the documents. This presentation will focus on the metadata standard UNC developed to describe the ETDs, and how that scheme was developed to describe the ETDs while trying to meet the requirements of a national ETD program, be consistent with other local digital collections’ metadata, and accommodate previous cataloging practice for paper dissertations and theses. There will be a discussion of the some of the lessons learned in trying to map the metadata to MARC and trying to coordinate the cataloging of the ETDs between two different libraries. While the type of material in this collection is specialized, much of the information here can be generalized to other collections of digital documents.
Enabling Multilingual Subject Search in the United Nations Official Document System, by Ramona Kohrs, United Nations
The UN General Assembly mandates multilingual access to information on its web site and for its documentation. This presentation will briefly explain how the UN Library's UNBIS Thesaurus supports and enables multilingual subject searching in the UN's electronic repository of documentation, the Official Document System (ODS).
Hierarchy of State Publications as a Collection Development Tool, by Mary Jo Lazun, Maryland State Law Library, and Carol Carman, Maryland Legislative Services Library
The Maryland Digital State Publications Task Force has adopted a model that organizes state publications according to their relative importance. Mary Jo Lazun will describe the State Publications Hierarchy Model and how libraries can use it help clarify what materials are "core" to a collection. The model is very flexible and can be used to make decisions about the depth of cataloging, metadata creation, and more.
Materials: BPE Hierachy.ppt, BEP-Hierarchy_Handout.pdf
Hitting the Bulls-Eye with Taxonomic Navigation, by Ray Matthews, Utah State Library, and Gary Wright, Siderean Software
User-friendly search/browse public access to digital repositories has always been thorny. Providing single portal access to digital objects residing in disparate systems throughout state government and academic institutions is even more problematic. The first demonstration, by Ray Matthews, Government Information Coordinator, Utah State Library, will show how the Utah Taxonomy is used in combination with existing Dublin Core metadata from OCLC CONTENTdm and PTFS ArchivalWare collections of photographs and state publications. The second demonstration by Gary Wright, Director of Sales, Western Region, Siderean Software, Inc., will show how Siderean's Seamark Navigator can use such a taxonomy to quickly create a portal providing user-friendly faceted browse and search access to digital collections.
Lessons Learned Thus Far Regarding the Acquisition of State Government Information, by Jennifer Ricker, State Library of North Carolina
The State Library and the State Archives of North Carolina have begun collecting born digital state agency created content. However, North Carolina has a federated government structure, so this is no easy task. We started with Web harvesting. I will outline how Library and Archives staff have collaborated to make agencies aware of our activities and to get their support. The Library will soon be setting up a state publication submission process. I will discuss how we think the contacts made in rolling out the harvesting phase and our existing print contacts will help with this and what issues we expect to face.
Materials: bpe2007jr2.ppt
Metadata Creation, by Connie Frankenfeld, Illinois State Library
The presentation will display the Illinois State Library’s online application for creating metadata with our metadata generator. The generator combines required fields and controlled language for assigning subject headings, with agency names from authority files. The State of Illinois does not exercise copyright restrictions on the underlying code.
Materials: AZMetadata Creation.ppt
Metadata for New Mexico's Electronic Public Records, by Daphne Arnaiz-DeLeon, New Mexico State Records Center and Archives
The New Mexico State Records Center and Archives has been involved in a project to create an infrastructure that allows record creators to manage and preserve electronic government records. As part of this larger project, metadata has been created to reflect established records management and archival data models, and recognize the practical needs of records creators. While the project is not fully implemented, I will be prepared to discuss the metadata structure's flexibility and its possible implementation in New Mexico.
Tracking the Publication Schedule of Born Digital Documents Published by State Agencies, by Michele Reilly, Arizona State Library, Archives and Public Records
The State Documents collection of the Arizona State Library, Archives and Public Records is the largest in the state. Despite Arizona statute requiring agencies to send born digital publications to the library, much of the digital collection is acquired manually from state agency websites. Michele will describe how the library uses Microsoft Outlook to track and acquire upcoming publications. Michele will also very briefly describe how agency contacts are shared between the library, archives and records divisions.
Tracking the Publication Schedule of Born Digital Documents Published by State Agencies--Part B, by Mary Jo Lazun, Maryland State Law Library
Maryland, like Arizona, has found collecting digital state publications very challenging. Agencies rarely inform us of updates so we use a tool called "Watch that Page" to learn when web sites are updated. Mary Jo will show how Maryland uses this tool and will demonstrate how to set up the tool to track changes to web sites.
Materials: BPE Watch That Page.ppt, BEP-WatchThatPage_handout.pdf
Web Harvesting: Automated Discovery and Processing, by Betty Jones, U.S. Government Printing Office
During a pilot project in 2006, GPO worked with two vendors to develop an automated harvesting tool to assist in identifying and pulling down Federal publications from the EPA website. While the gathering part of the process has been completed, lessons learned and important steps for the next pilot project are being compiled. Summary of this pilot and questions related to automated harvesting efforts to be discussed.
ACCESS
Accessing a Century and a Half of Connecticut State Publications, by Stephen Slovasky, Connecticut State Library
The Connecticut State Library provides its users with a seamless history of government publication regardless of format. Since 2002 we have cataloged born-digital monographs and continuing resources in full MARC, archived them, and delivered them through our local, state, and global library catalogs. The underlying principle in our decision to catalog and preserve electronic state publications is public access to official government information. Records for print serials are linked with records for their electronic counterparts, providing continuity of the record of 150 years of state government by applying the Library’s historical precision of description and depth of subject analysis. Our presentation focuses on workflow for cataloging, serials control, and the periodic accessioning of integrating Web sites.
Materials: Best Practices Exchange200a7.ppt
Accessing the Archived Web: North Carolina's portal to Archive-It, by Molly Bragg, Internet Archive, and Kelly Eubank, North Carolina State Archives
Kelly Eubank discusses the organization of the North Carolina State Archive's and State Library web portal for their archived state government website portal. Kelly will share information about how the portal was developed. Methods and plans for expanding access to the collection to the North Carolina on-line finding aid will also be discussed. Molly Bragg from Internet Archive will also talk about Archive-It and how the application enables easy access for subscribers and the general public.
ContentDM as a Repository for Oklahoma State Documents, by Gary Phillips, Oklahoma Publications Clearinghouse
Last year's conference urged everyone to "just do something." At the Oklahoma Dept. of Libraries OCLC's ContentDM software is now being used to store and make accessible on a permanent basis Oklahoma state documents. Arizona's presentation last year assured us that this was a workable strategy, not just an economy plan. Dublin Core "light" is being used for metadata, which is picked up in Google searches. ContentDM is very helpful in grouping files that together constitute one document or that collocate serial holdings. Oklahoma's program needs a tool to report on agency website files and genuine usage statistics would be nice. The state depository system member libraries face decisions about their gov docs work.
Materials: contentdm oklahoma.ppt
Creating an Archival Environment for Users of Web Site Archives, by Marilyn Rackley, University of North Carolina at Chapel Hill
Users in a physical archive generally know where they are and have a basic understanding of the characteristics of the archival environment. Users of Web site archives do not yet know what to expect and how to interpret what they find. Current technologies do not allow archival institutions to have direct control over how they present these materials to users. This presentation will discuss the potential barriers to using and understanding archived Web sites as historical records, especially for novice users. It will be based on tests of six North Carolina state agency web sites captured using Archive-It and the Web Archives Workbench and will discuss how each one presents the archival environment to users.
Designing an In-house system that is OAI-PMH compliant, by Todd Welch, Northern Arizona University
The Colorado Plateau Digital Archives (http://www.nau.edu/library/speccoll) contains nearly 60,000 objects in multiple formats. In building this online resource, the library utilizes various best practices (i.e. digitization, metadata, and preservation). The digital content management system has been created and modified in-house using an Oracle database backend and a ColdFusion interface. During the summer of 2006, library staff developed a series of pages that act as a remote web service to serve up properly XML-formatted metadata for harvesting (OAI-PMH). The presenter will discuss the process of building these pages to account for the local system and the metadata harvesting protocol.
Electronic Documents Initiative, by Connie Frankenfeld, Illinois State Library
The presentation will demonstrate the end-user interface for the digital depository of the Illinois State Library. The demonstration will highlight the Maximal Accessibility Rating, the correspondence between metadata and retrieval and rights management. The software used has been developed from open source code.
Materials: AZEDI.ppt
From Old to Bold: Facing the Challenges of Managing Digital Content to Fulfill Our Users’ Needs, by Jennie Stapp, Montana State Library
On April 2, 2007 the Governor of Montana signed a new law that redefined state publications, updating the previous definition that was 40 years old. This new definition makes clear that even ephemeral, electronically-published documents are state publications to be managed by the State Library. This new definition was developed with input from the Montana State Library so we are very pleased with this outcome however we also recognize the challenge we have given ourselves to manage these electronic publications. This presentation will discuss our library’s use of cataloging and digital preservation tools to manage digital state publications with an eye to user access and information needs fulfillment. Tools discussed will include OCLC’s Digital Archive, the Web Archives Workbench and ContentDM along with the Archive-It web archiving services.
Materials: New Formats_Official.ppt
OCLC Digital Repository, by Greg Zick, OCLC
Digital Repositories are a critical part of most organizations information workflow and requirements. As the community responsible for Digital Repositories has gained experience, a number of key requirements and challenges have been identified. This presentation will present some of the OCLC Digital Repository plans and new enhancements to CONTENTdm that will support this strategic direction.
Organizing Digital Collections in the Library Web Space, by Scott Eldredge, Brigham Young University
Much attention has been given to applying search technologies to our digital collections, but we find that many, if not most, of our users still expect to find a directory or browsable list of collections on our library’s website. When we only had a few collections, maintaining such a list was relatively straightforward. However, as the collections grow in number, it becomes increasingly difficult, especially when often the only thing the collections have in common is that we scanned the items in them. I would like to demonstrate how we are currently managing this situation at our library and have an open discussion about ideas others may have.
Providing End-Users with Multiple Access Points, by Jennifer Ricker, State Library of North Carolina
The State Library of North Carolina has been under some pressure to provide access to digital state publications both via traditional catalog records and via a web-interface. Consequently, the staff has started trying to figure out how, considering the library’s limited staff and IT support, to provide these multiple access points. This presentation will outline the various tools the team is currently using to capture and store content, identify the issues the team faces in providing multiple access points, and what the team is looking for in a solution.
Materials: bpe2007jr1.ppt
PRESERVATION
Format Issues in Digital Preservation, by Glen McAninch, Kentucky Dept. for Libraries and Archives
For the past three years, the Kentucky Department for Libraries and Archives (KDLA) has been collecting digital records for its Electronic Records Archives in a variety of formats, including websites, e-mail, textual records such as born-digital publications and minutes, in addition to non-textual resources such as audio, video and GIS. In order to increase the likelihood that the records can be preserved and accessible long-term, KDLA has developed several strategies including mandating a format for state publications, ranking formats by category based on sustainability criteria, and bulk conversion of records from one format to another. Implementation of the strategies involves working with records creators and a state information technology standards group to develop acceptable best practice procedures. Documentation of format specifications for accessioned, as well as converted records, is being maintained for future assessment of anticipated migration needs. Three copies of the electronic records are being maintained in separate media and validation tools are being used to assure format integrity.
From Digital to Microfilm: Using Electron Beam Technology, by Bennett Lovett-Graff, National Archive Publishing Company
It's a curiosity that too often digital-born data is not commonly preserved to microfilm, and even when it is, inferior technologies are often employed. In a world where the threat of software and hardware obsolescence is always with us, we cannot afford to underestimate the need to back up digital data in more durable media. Electron beam technology, first developed for the United State Air Force, is an ideal return-to-film technology because it is not limited by microfilm or file sizes or types. It can even be used for creating color-separations of digital images on silver halide film stocks that, with color-restoration algorithms in hand can remake the color digital image burned to microfilm. In this presentation, we explore the usability and implications of this technology that manages to meet preservation mandates for digital images and even web pages with minimal information loss and maximum preservation value.
How Trustworthy Are State-Level Primary Legal Resources on the Web?, by Mary Alice Baish, American Association of Law Libraries
The American Association of Law Libraries has just published the State-by-State Report on Authentication of Online Legal Resources that answers this very important and timely question. The comprehensive report examines the results of a state survey that investigated whether government-hosted legal resources on the Web are official and capable of being considered authentic. The summary answer to the question of the trustworthiness of these online legal resources is that a significant number of state online resources are official but none are authenticated or afford ready authentication by standard methods. State online primary legal resource are, therefore, not sufficiently trustworthy.
Preserving the GIS of the City of Vancouver, by Evelyn Peters McLellan, InterPARES Project, University of British Columbia
This session reports on an InterPARES 2 (International Research on Permanent Authentic Records in Electronic Systems) case study in the e-government area. The study involved a detailed examination of VanMap, the Geographic Information System of the City of Vancouver. Because VanMap plays an important role in the delivery of services by the City, appraising it for archival preservation presents some interesting conceptual challenges. This presentation will cover these appraisal issues and will also propose a preservation strategy based on the use of SRB data grid technology being developed by the San Diego Supercomputer Center.
Preserving the Records of the E-Legislature, by Elizabeth Lighthipe, Minnesota Historical Society
The Minnesota Historical Society in collaboration with the Minnesota Office of the Revisor of Statutes is involved in a project to preserve the digital records of the Minnesota Legislature, using SRB software and grid technology from the San Diego Supercomputer Center. This presentation will cover the process of establishing a workflow between the partners involved, the selection process and appraisal criteria of electronic records for archival and disaster recovery purposes, metadata practices and standards used for their preservation and lessons learned along the way.
Preserving University E-records with Limited Resources, by Erin O'Meara and Heather Briston, University of Oregon Libraries
The University of Oregon University Archives is beginning a project to preserve key documents of the university in electronic form. After experimenting with an institutional repository for 4 years, experience has shown the limits of the system, including the framework for submission and management for certain types of records. The presentation will cover our plans for developing a practical implementation given limited resources, including both the opportunities and challenges.
TECHNOLOGY
Arizona's Persistent Digital Archives and Library System: Workflows and Architecture, by Richard Pearce-Moses, Arizona State Library, Archives and Public Records
The Arizona State Library and Archives is developing a modular workflow and architecture to address all the functions of curating a trustworthy collection, including acquisition, processing, preservation, and access. The system will accommodate high-volume acquisition through the use of middleware; rather than working with the records, a librarian or archivist will develop, manage, and check automated processes.
A Decade's Experience of Employing an EDRMS in a Canadian Municipality, by Sherry (Li) Xie, University of British Columbia
An EDRMS (Electronic Document/Record Management System) is a computer application that specializes in managing electronic documents and records. The EDRMS implemented in the City is an integrated system with both document and record management functions and its records management module is certified by the US DoD 5015.2 standard. Based on an evaluation research on the employment of the system that was conducted through gathering user experience and analyzing the environment in which the system has been operating for more than ten years, this presentation summarizes and discusses the successful aspects of, and issues relating to, the employment of the system.
Building a Private LOCKSS Network, by Johnny Healey, MetaArchive Project
Since 2004, the MetaArchive project has been building a Private LOCKSS Network to support long-term preservation of at-risk digital content. The presentation describes some of the challenges we've faced in storing large dynamic collections in LOCKSS as well as the technological solutions that we've developed to support the growth of our network.
Digital Capture Equipment: To Buy or Not To Buy?, by Emily Gore, NC ECHO
Material selection often drives the procurement of digital capture equipment. Have you selected oversized architectural drawings, 35mm photo negatives or 3-D objects to digitize? The type of equipment you will need to digitize these objects can vary greatly. Will you purchase this equipment or will you outsource? During this presentation, types of equipment and in-house digitization vs. outsourcing pros and cons will be discussed.
LOCKSS on the Last Frontier, by Daniel Cornwall, Alaska State Library
The Alaska State Library has been using the LOCKSS (www.lockss.org) system to preserve state agency monographs since October 2005. See what is involved with getting state publications into LOCKSS. Presentation will include discussions of storage space and ease of use for publishers and collecting libraries. Presentation will close with what we see as challenges to expanding the use of LOCKSS into state serials.
Materials: LOCKSS on the Last Frontier.ppt, Resources_handout.doc
Records Management & Archiving via Microsoft SharePoint, by Andy Pitman, Microsoft Corporation
The State of Georgia Archives recently completed a proof-of-concept project showing how Microsoft SharePoint Server 2007 can be leveraged as a records management and archives solution. In this session you can learn more about this project and see a demonstration of the results.
SDSC’s Storage Resource Broker and Legislative E-Records in Minnesota, by Shawn Rounds, Minnesota Historical Society
Under a two-year grant from the NHPRC, the Minnesota Historical Society, the Minnesota Office of the Revisor, the Minnesota Legislative Reference Library, and partners from California state government, have been studying the use of the San Diego Supercomputer Center’s Storage Resource Broker (SRB) and grid-brick technology to preserve selected electronic records from the state legislature for archival and disaster recovery purposes. This presentation will talk about the team’s experience setting up and using the SDSC system, including challenges and opportunities.
Using Web Archives Workbench to Analyze and Harvest the Content of State Agency Websites, by Sara Muth, Arizona State Library, Archives and Public Records
The Arizona State Library, Archives and Public Records uses OCLC’s BETA Web Archives Workbench to analyze and harvest the content of state agency websites according to the archival collecting principles of the Arizona Model. Sara Muth will briefly describe the Arizona Model and demonstrate how the library uses Web Archives Workbench to identify state agency domains, analyze those domains, and create series of web-based content for harvest into a digital repository for preservation and access.
Materials: AzModel.pdf, AzModel_WAW.ppt
Virginia State Publications and DigiTool, by Nathan Verilla, Library of Virginia
The Library of Virginia is now beginning to preserve and provide access to official Virginia state publications using the Ex Libris product DigiTool. The program is now in its testing phase, with the hopes that we can fully implement the system for all Virginia agencies in 2008. This presentation will concetrate on the challenges LVA has faced in the initial implementation of the DigiTool system and what we hope to accomplish during our testing phase with the final goal of providing access to all born electronic state monographs through the Library of Virginia's website.
Materials: BPE Presentation.ppt
The Web is a Mess: Lessons Learned using Archive-It, by Dan Avery, Internet Archive, and Kathy Jordan, Library of Virginia
Archive-It is the web archive on demand service developed by Internet Archive. Subscribers can create, manage, search and preserve collections of archived web pages. The service is used primarily by state archives, state libraries and university libraries. In this session, Kathy Jordan from the Library of Virginia shares important lessons learned from preserving the web using Archive-It. Dan Avery from Internet Archive will also participate in the presentation and discussion.
PROJECT MANAGEMENT & OUTREACH
Archival Processing of Electronic Records, by Don Chalfant and Kathy Jordan, Library of Virginia
The Library of Virginia, aided by a NHPRC Electronic Records Fellowship Grant, is developing tools and workflows to facilitate the processing of electronic records recently accessioned from Governor Mark Warner’s administration. We will briefly introduce the project and discuss our progress up to this point including some of the issues related to the processing and measurement of born digital archival content.
The Arizona Memory Project: What's New?, by Richard Prouty, Arizona State Library, Archives and Public Records
The Arizona Memory Project celebrates its one year anniversary with over 20 projects representing state and federal docs, museums and historical societies. How did it happen? What motivates a group to partner with the Arizona Memory Project? How is a successful project launched? What are the challenges to organizing, managing and training personnel to get the project published? Richard Prouty, Outreach Coordinator for the project will be discussing the partnering experience.
ASU KnowledgeNet: Developing an Institutional Digital Repository, by Philip Konomos and Mimmo Bonanni, Arizona State University
ASU Libraries has been developing an institutional digital repository over the last few years. Mimmo Bonanni, Digital Projects Librarian, and Phil Konomos, Head of Library Information Systems & Technology, will tell the story of how the digital repository began, has grown during the research and development phase, and how they are now preparing for a public unveiling of the digital repository (ASU KnowledgeNet). They will discuss the planning that goes into developing a digital repository, the development of the repository architecture using open source tools, development of strategic partnership on campus and outside of ASU, and the challenges of developing digitization best practices and selection policies. They will end with a demonstration of some of the key collections that are currently in the repository and talk about future collections and partnerships.
Creating an Online Documents Repository on a Shoestring, by Robert Hulshof-Schmidt, Oregon State Library
In 2005, the Oregon Legislature required all agencies to provide the State Library with electronic copies of their depository publications. While the Library was enthusiastic about this additional opportunity to capture, preserve, and provide access to documents, the legislation carried a "no additional cost" mandate. Using a flexible, learn-as-you go model, we have built a simple, productive workflow for capturing and managing digital Oregon documents.
Materials: Creating an Online Documents Repository On A Shoestring.ppt
Digitization of a Large and Disperse Collection: Legacy Publications Held in Federal Depository Libraries, by Betty Jones, U.S. Government Printing Office
GPO developed a project plan and processes for the digitization of an historical collection of Federal publications located in Federal Depository Libraries. Development of the plan, tasks and milestones along the way, and coordination of the effort both within GPO and with our external library partners was an often challenging effort in effective communication and collaboration. Discussion will include those steps identified early on, gaps in the tasks identified, and next steps to ensure the digital objects are accessible.
From Project to Program: Strategies for Getting There…Maybe!, by Jan Reagan, State Library of North Carolina
The State Library of North Carolina began its digital preservation efforts in 2002 with an LSTA Statewide Leadership Grant funded project, the Access to State Government Information Initiative, managed by the Documents Branch of the Library. The Library worked collaboratively with State Archives and Records throughout the project to research, test, and implement solutions for managing digital state information. In 2006, our carefully crafted strategy and goals, hard work, dedicated staff and collaborators, and a bit of luck resulted in the allocation of state funding for three positions and a small operating budget to support a new Digital Information Management Program in the State Library. Getting to this point and retaining the allocated funds is a crapshoot at best in any state budget environment. The goals we set, the approach we took, and the strategies we employed to gain support for our program, however, are universal in nature and could be adapted or applied in other states or institutions striving for sustainable program support.
NC ECHO: Past and Future, by Emily Gore, NC ECHO
Emily Gore, NC ECHO Project Manager, will discuss the past activities and future plans for North Carolina's statewide cultural heritage collaborative. The goal of NC ECHO is to promote the use of digital technologies to broaden and enhance access to North Carolina's cultural heritage. An example of a past activity is the completion of a survery of all cultural institutions in the state of NC addressing the state of Special Collections in NC. Future directions include the implementation of a statewide single-search solution for cultural heritage digital objects. For more information, visit us online @ http://www.ncecho.org.
How to Support State Agency Digitization Efforts, by Christy Allen, State Library of North Carolina
Christy Allen will discuss her vision for the State Library of North Carolina's newly established Digitization Program which involves supporting the efforts of North Carolina State Agencies to digitize their government documents. The Digitization Program would supply consulting services to state agencies, facilitate access to the assets (by ingesting them into a centralized digital repository), and aid in their long-term preservation.
This presentation will conclude with a facilitated discussion where session participants can discuss the government information digitization efforts within their state.
Materials: bpe2007digitization.ppt
OLD TO BOLD: The Value of Visualization in Project Management, by Jim Kammerer and Chris Stockwell, Montana State Library
Montana State Library has used visualization in project management to move our 40 year old depository library program from old to bold. The Montana State Library created a detailed chart of all the processes involving state publications, from identification and acquisition to description, preservation and access. The chart illustrates the relationships between the publications, current workflow and the systems being developed. The “at a glance” snapshot shows a shift toward greater efficiency, particularly in the area of acquisition. Over the next six months, we anticipate reaching our goal of archiving all state agency websites to fulfill our mandate to provide permanent public access to state publications.
Materials: BigPicture_Official.ppt
Rethinking the NHPRC ER Grants, by Lucy Barber, NHPRC-National Archives
Previously, the NHPRC's electronic records grants were tied to a research agenda and encouraged applicants to target particular parts of that agenda. The most recent grant announcement encourages applicants to plan for or implement general electronic record programs. I want to summarize some of what projects accomplished under the previous announcements and discuss why we shifted toward this approach. Questions: Is this the right time to shift? What might we gain? What might we lose?
State Agency Outreach Idea Exchange, by Michelle Reilly, Linda Reib, and Lisa Maxwell, Arizona State Library, Archives and Public Records
Frustrated by state agency questions such as: “Do we really have a state library?’, “We have to send you everything we write?” or the ubiquitous “But that’s on our website - do we still have to send it to you?!?” Join Michele Reilly, State Publications Librarian, and others from the Arizona State Library, Archives and Public Records in brainstorming how we can work together to address these issues. Does anyone have a plan in place to encourage, charm, or coerce State Agencies into gladly submitting their documents? If so, bring them with you, if not, come for some ideas. This discussion is completely dependent upon participation from attendees, so please bring your ideas, questions, and comments.
Wisconsin Digital Archives : Creating a Digital Preservation Program for Wisconsin State Government Information, by Abby Swanton, Wisconsin Reference and Loan Library
This presentation provides an overview of how state government information is managed in Wisconsin between multiple state agencies and how cross-agency collaboration has been pivotal in establishing a digital preservation program for government publications. The focus will be on the challenges faced with the cataloging and production workflow of digital archive records.
EMERGING ISSUES
Appraising and Selecting Websites: Issues and Strategies, by Jonathon Nelson, Wisconsin Historical Society
This presentation grows out of the Wisconsin Historical Society's first tentative steps in archiving websites related to manuscript collections using the Beta version of OCLC's Web Archive Workbench and looks at website archiving from a collection development perspective. Issues addressed include the rationale for collecting web content related to manuscript collections, suggested website appraisal criteria, and other appraisal and technical concerns that are unique to collecting web content.
Archiving Hurricane Katrina: Community Based Web Archiving of Current Events, by Kristine Hanna, Internet Archive
Lessons Learned from the Deployment of Open Source Tools & Resources for the Historic Preservation of Current Events. This session will describe the Hurricane Katrina archives, the open source tools and applications used to create and support the collection, the lessons learned, and how these open source tools and applications have evolved as the result of this community-based collaboration. The Katrina collection spans content generated between September 4 and November 8, 2005 and has over 61 million unique pages, all text searchable, from over 1700 Sites.
Developing a Library Podcasting Program, by Marisa Ramirez, Arizona State Library, Archives and Public Records
A podcast is an audio file that is usually delivered via the Internet. Many major radio and television stations provide podcasts in addition to their normal programming. Libraries have also begun delivering content this way. But how do you know if podcasting is right for your organization? And what resources and requirements are there in developing a podcasting program ? Marisa Ramirez was recently was involved in researching and evaluating the viability of podcasting as an additional outreach tool for the Arizona State Library, Archives and Public Records. She will delve into the basics of creating and distributing a podcast, and also discuss techology, personnel, time and policy considerations.
Materials: Podcasting- Best Practices Exchange 2007.ppt
E-Mail Management in Kentucky's Public Sector, by Jim Cundy, Kentucky Department for Libraries and Archives
Kentucky’s State Archives and Records Commission recently approved a change in retention for routine correspondence conducted by state agency officials and employees. Given that so much routine correspondence takes place via e-mail, commission members expressed concerns regarding the awareness of those state workers utilizing e-mail (i.e., most state workers) of their responsibility to manage correspondence conducted utilizing that medium. This led to an extensive and ongoing training effort on the part of the staff from the Public Records Division at the State Archives. This session will address efforts to train state agency personnel on their responsibilities to manage records, specifically e-mail correspondence, in a digital environment, one which places practical records management responsibility on the shoulders of the individual users.
Facilitating Access to Digital Government Information Using Web 2.0, by Christy Allen, State Library of North Carolina
Put on your thinking caps and join in this brainstorming session facilitated by Christy Allen from the State Library of North Carolina. Christy will pose questions for session attendees to discuss related to blogs, wikis, social bookmarking, tagging, Second Life, and other aspects of Web 2.0 specifically focusing on how these tools can be used to enhance the user experience when accessing digital government information online.
Because this discussion is completely dependent upon participation from session attendees, you are encouraged to bring your ideas, questions, and comments to allow for a truly interactive session.
Materials: bpe2007web2.ppt
From Pudding to Creme Brulee: Cooking Up an Elegantly Simple Recipe For Electronic Records, by Kristin Eshelman and Melissa Watterworth, Thomas J. Dodd Research Center, University of Connecticut
What do you do with a growing collection of electronic and born digital records, from email archives to digital image files, when a decade of digital collection building efforts has left you with little infrastructure, sustained support or operationalized workflows? You move forward anyway. Curators Kristin Eshelman and Melissa Watterworth, from the Thomas J. Dodd Research Center at the University of Connecticut Libraries, will review their efforts to create appraisal guidelines for electronic records offered as part of manuscript collections. We will also describe practices and policies to manage the e-records, and the effect that the renewed library emphasis on monograph digitization has had on their goal.
Pre-Custodial Trustworthiness and Preservation - Annual Assurance Statements, by Laurie Sletten, Arizona State Library, Archives and Public Records
Arizona law dictates that permanent public records shall kept and stored according to standards established by the director of the Arizona state library, archives and public records. The written and published standards currently state that records must be on archival quality paper or on LE 500 microfilm.
Public entities will often have electronic records that are more accessible in an electronic format. Sometimes, they will have electronic records that have to be in an electronic format in order to maintain meaningful content, context, and structure. We have developed a methodology whereby the head of an agency can certify or assure us on an annual basis that their records are still reliable, trustworthy and accessible.
Materials: BPE 2007 - for e-mailing.ppt, OAH Assurance Statement 6-4-2005.pdf
Saving Records from Obsolete Media, by Linda Reib, Arizona State Library, Archives and Public Records
Have you ever tried to retrieve records from obsolete or sometimes unidentifiable media? Are you not sure where to find the best resources? Have you found a great place of knowledge? I’ve put together a compilation of organizations, websites, listservs, books and other resources for “other than paper” records. Join me in exchange of ideas for retrieving records from old media. This discussion is dependent upon participation from attendees, so please bring your thoughts, questions, and comments.