Capturing Digital Government Information: Views from the Northwest
ALA/GODORT ProgramFederal Depository Library Council Meeting
April 4, 2006
Seattle, WA Renaissance Hotel
Approximately 40 attendees of the Spring 2006 Depository Library Council meeting gathered after the day’s program to hear from three Northwest librarians about electronic archiving projects in their states. Previously announced speaker Daniel Cornwall from the Alaska State Library was unable to attend, but a handout describing his project was distributed to attendees.
Inside Idaho
Presentation by Lily Wai, Project Manager, University of Idaho
“Inside Idaho” is a project to convert over 300,000 tangible format and CD-ROM maps to digital format. The numbers of print maps has decreased over the years, but frustration mounted with the access difficulties in software and ‘scattering’ of the electronic resources between locations. Use of print maps has decreased from 4000 to 600 over past 5 years. This as well as budget considerations, prompted the decision to create the Interactive Numeric Spatial Information Data Engine (INSIDE). Both content offering and personnel needs were analyzed to support budget requests, which have all been met with external funding grants. Some points Ms. Wai made included: metadata is extremely important to making it work; sufficient memory is needed (5 terabytes of space loaded on 3 servers, half is used at this point); and there needs to be a body of users who will use the final product from all aspects of society (students, researchers, government, and business to name a few.) Publicity and partnerships make this work and a view towards the future will keep the project viable for many years to come. There is a LSTA grant is in works to load satellite data. Gail Eckwright has been recruited to take over Ms Wai’s position as she is finally retiring in May 2006.
Washington State Digitization Program
Presentation by Marlys Rudeen, Deputy State Librarian, Washington State Library
Creating the Oregon State Electronic Documents Repository
- Washington’s State Publications Depository Program
- Electronic State Publications—Permanent Access Substitute Senate Bill 6005
- Frequently Asked Questions About the Proposed Electronic State Publications Repository
- Electronic State Publications: Here Today, Gone Tomorrow?
- Reed calls to Safeguard Disappearing History
Although the Washington State Depository Program is an established program, the electronic archiving project is in infancy. The goal is to acquire all tangible and electronic documents via agency deposit. Ms. Rudeen observed that the partners establishing this program “learned how to do it right by doing it wrong.” She provided an outline of the process to get approval, including support for legislation in order to give the program the strength needed to gather the electronic documents. The first attempt to pass legislation failed as there was insufficient time to prepare for education and lobbying efforts. The bill passed on second try, establishing the State Library as the depository for all formats including electronic. The issuing agency must provide 1 electronic copy and 2 hard copies (or up to 50 copies for distribution to the partial depositories.) Future plans include the development of a web-based database for agencies to enter their submissions. All materials will be cataloged and archived, with one archival copy retained in original format. Electronic materials may be altered to accessible on the web. Current questions center on the scope of the collection—what will be harvested and stored?
Presentation by Arlene Weible, Cataloging Services Librarian, Oregon State Library
The intent of the Repository is to archive ‘born digital’ materials by creating a collaborative process between the Library and state agencies in order identify and provide long term access to agency documents. Factors that will contribute to its success include a legislative mandate, Oregon’s efforts to implement a common web content management system for all state agencies, and a decreased burden on state agencies to provide documents in paper format. The legislation (effective 1/1/06) requires agencies to provide electronic copies and lowers the number of paper copies to be provided for depository libraries. Ms. Weible also provided definitions for what does and does not constitute a document under Oregon’s administrative rules. Using the content management system, agencies will easily be able to identify and send documents to the Repository. Unfortunately not all agencies have implemented the use of the content management system yet. There are also technology needs that still to be addressed for processing and storing documents. Ms. Weible described the basic planned workflow. She also described some of the remaining challenges, including: how to address pieces of documents being irregularly updated (‘chapters’, rather than whole works); presentation issues as the content management system uses graphic wrappers which identify the authoring agency; and creating persistent links.
Capturing E-Docs on the Last Frontier
Presenter Daniel Cornwall was unable to attend, but a handout was distributed.
Summary prepared by Judith A. Downie and Arlene Weible
April 28, 2006