Harvesting for the FutureIndiana Light Archive for Federal Documents

Lou Malcomb Indiana UniversityKatie Springer Indiana State LibraryBert Chapman Purdue UniversityCheryl Truesdell Indiana University-Purdue

University Fort Wayne

October 2007

Overview of the Indiana Light Archive for Federal Documents

History of the concept

The need in Indiana

Development and Progress thus far

The future……

History of the ConceptGovernment Printing Office and Federal Depository Libraries’ evolving vision for an electronic documents system (2002) including:

National Bibliography – GPO to purchase an ILS system and systematically develop cataloging for all documents Digitizing the Legacy Collection – GPO developing a plan to digitize all documents not currently in electronic format

Within Indiana:Libraries indicating their limits on space, submitting more discard lists, and realization that we couldn’t check everything

Indiana University Bloomington’s construction of an auxiliary shelving facility (ALF) opening October 2003 and its administration’s eagerness to have space occupied by government documents

CONCEPT DEVELOPMENTGPO proposes a system of “dark” and “light” archives distributed throughout the United States that would be responsible for maintaining the legacy and current collection

Indiana University (8 campuses—10 depositories) concludes that they should work toward one historic collection to be housed in the ALF. Used Documents Data Miner to assess duplication/overlap between collections. Project initiated by the IU’s Council of Head Librarians

•Outline the implications of using the ALF as a shelving location for print copies not needed onsite with the goal to keep at least one copy of every print document in ALF

•Define delivery standards and “restricted use” criteria

•Examine the issues of shared cataloging responsibilities among IU Libraries and for shared records management

IU Document’s Group Identifies Challenges

CONCEPT DEVELOPMENT continued:

Enter Academic Libraries of Indiana (ALI) Directors of Indiana University, University of Notre Dame and Purdue University report back to an ALI meeting concerning conference they attended sponsored by Association of Research Libraries “The Future of Government Documents in ARL Libraries” Recommended that INDIANA build upon the current IU Documents Group Plan

Formed Indiana Light Archive for Federal Documents Planning Group

Meetings at the Indiana State Library with all Indiana depository libraries to discuss feasibility. OVERWHELMING SUPPORT AND APPROVAL!

Meetings with Superintendent of Documents to discuss requirements

REALITY SETS IN…..

Need for distributed archive model

Distributed archive? One archive in four places?

1. Divide up the SuDocs Classification

2. Create guidelines for retention, participation, collaboration, and service

3. Indicate whose copy is the “Indiana Light Archive Copy” in WorldCat

DEVELOPMENT AND PROGRESS THUS FAR…..

Indiana State Library, Indiana University, Purdue University and the University of Notre Dame agree to be Collection Stewards

Indiana Light Archive planning group has met monthly since April 2006 beginning an unprecedented collaboration between representatives of the Collection Steward libraries and other federal depositories in Indiana

INDIANA GUIDELINES FOR DISPOSAL OF U.S. GOVERNMENT DEPOSITORY DOCUMENTS. Approved by Indiana State Library, Indiana Federal Depository Libraries, and Superintendent of Documents fall 2006

DEVELOPMENT AND PROGRESS THUS FAR…..

Drafted the Indiana Light Archive Collection Stewardship Guidelines, detailing specific duties of the Collection Stewards April 2007. (Currently being reviewed by legal representatives of the institutions)

Drafted an MOU/Cooperative Agreement which will be signed in November by the Stewardship institutions, solidifying their partnership in the Indiana Light Archive. (Currently being reviewed by legal representatives of the institutions)

Created the Indiana Light Archive for Federal Documents website at: http://bl-libg-doghill.ads.iu.edu/gpd-web/fdlp/ilitweb.html

THE FUTURE…………

Move from a “don’t have” to a “what we need” model. Indiana State Library is developing a “needs database”

After the Stewards with their collaborators assess their collections and identify needs, we will focus on services, i.e. cataloging, reference, training of Indiana librarians on use of government information.

Now for some details on the Steward partnership…

Partnership of Collection Steward Libraries

Katie SpringerFederal Documents Librarian

Indiana State LibraryOctober 2007

Goals

The long-term goal of the Indiana Light Archive is to establish:

“a single archive collection of all federal documents housed in a secure facility with environmental controls that will lengthen the natural life of the tangible documents.”

At this time, no single facility exists in Indiana capable of housingall documents. In order to realize this goal, the Indiana Light Archive isestablishing a virtual (distributed) light archive, among four specificCollection Steward libraries. (From the Indiana Light Archive for Federal Documents website:

http://bl-libg-doghill.ads.iu.edu/gpd-web/fdlp/ilitweb.html)

Collection Stewards

Four major federal depository libraries in Indiana have partnered as Collection Stewards to ensure Indiana residents permanent access to U.S. government

information: The Indiana State Library (Regional) Indiana University Libraries Purdue University Libraries and University of Notre Dame Library

Collection StewardshipWithin their area of responsibility, each collectionsteward is responsible for:

Collection development Preservation Document Delivery Cataloging Reference/Instruction Professional Development/Training

The Indiana Light Archive Collection Stewardship Guidelines explain these duties in detail

Agreed to maintain preservation standards for print and microform materials compatible with professional best practices and within institutional resourcesAgreed that electronic preservation standards should follow those comparable to ones enumerated in GPO Office of Information Dissemination reports accessible at www.gpoaccess.gov/about/reports/ such as Report from the Meeting of Experts on Digital Preservation: Digital Preservation Masters and from best practices contained in professional literatureRelevant cost and statistical data on expenditures in these areas will be compiled

Responsibilities of Steward LibrariesPreservation

One of the major goals of the Indiana Light Archive for Federal Documents is to improve public access and services to U.S. government documents and information. With that understanding, all items should be loanable/deliverable from the Steward libraries, except for the “restricted” category

Responsibilities of Steward LibrariesDelivery

Items less than 25 pages should be scanned and delivered electronically if possible

CDs, DVDs, and floppy disks should be delivered electronically whenever possible

Desktop delivery should be within 24-36 hours, Monday-Friday

Delivery of physical items will be through the state courier service

Responsibilities of Steward Libraries Delivery

In order for the Light Archive to work, our Federal documents had to be easily discoverable.

Cataloging and location in WorldCat/INCat is a must!

Responsibilities of Steward LibrariesCataloging

The Steward agrees to provide or ensure availability of bibliographic records in the area of stewardship meeting current BIBCO (monographs) and CONSER (serials) standards in WorldCat/INCat for all materials within the federal depository library program, whether or not they are/were distributed in tangible format

The priority should be on providing original cataloging where no record exists and not on upgrading existing bibliographic records

Stewards will be responsible for providing cataloging in WorldCat/INCat for all documents in their area of stewardship even if they don’t own the document

All publications included in the light archive will be cataloged (with intent to have the 086 field included)

Responsibilities of Steward LibrariesCataloging

Role of the Regional

As stated in the Collection Stewardship Guidelines, this initiative does not alter the Indiana State Library’s status as a Regional Depository.

The Indiana State Library is a full partner in the Indiana Light Archive and retains its leadership role among Indiana depository libraries.

Needs and Offers

As part of this partnership, the Indiana State Library will provide an Indiana-specific web-based Needs and Offers List.

Facilitate the sharing of information between Indiana FDLP libraries and to assist with collection development of the Indiana Light Archive as a whole.

Determining Agency Collection Steward Responsibilities for Indiana Government Document Light Archive

Participants

Bert ChapmanGovernment Information and Political Science Librarian/Associate Professor-

Purdue University Libraries

Prerequisites

Knowing government document collection holdings of four collection steward libraries. These collections come from depository items, faculty gifts, and contributions from congressional representatives

Knowing institutional curricular and research interests

Being aware of how collaborating Indiana libraries can provide additional collection and reference support and encourage active participation by these libraries in IN Light Archive collection building and maintenance

Deciding Agency Stewardship Responsibilities

Rediscovering Andriot Breaking down agencies by SuDoc stem Four steward libraries selecting agencies based on

existing holdings and current areas of institutional research interest e.g. Purdue-Department of Agriculture, Indiana State Library-Census Bureau. Depository items are the foundation for our collections!

Collaborating Libraries given opportunity to select agencies steward libraries don’t want

Lessons Learned Determining agency collection steward

responsibilities one of the most time consuming tasks of Indiana Light Archive for Federal Documents venture

Compiling these selections into a spreadsheet maintained by Light Archive website makes things easier

SUDOC STEM FEDERAL AGENCY STEWARD

COLLABORATOR COLLECTION REVIEW

A's U.S. Dept. of Agriculture (1862-) PURDUEAA ACTION (1971-1994) INDIANAAC ARMS CONTROL (1961-1998) INDIANA

AEARCHIVES (including Office of the federal register) (1934-1949)(1985-) INDIANA

AR

B

BROADCASTING BOARD OF GOVERNORS/INTERNATIONAL BROADCASTING BUREAU (199-) E-ONLY

C 1-12DEPARTMENT OF COMMERCE (Includes Census) (1913-) ISL

C 13 National Institute of Standards and Technology 1934-) PURDUE/ISL

C14-20 MISCELLANEOUS COMMERCE ISLC 21 Patent & Trademark Office (1925-) PURDUE

Lessons Learned No library is required to discard anything,

but their copy may not be the Light Archive copy!

Collection stewardship remains an ongoing and evolving responsibility, e.g., questions over retaining superseded documents.

Lessons Learned Indiana State Library remains Indiana’s regional

depository. Participating libraries have benefited from their

administrations support for this effort and from support of other Indiana depository libraries.

Indiana libraries possess sufficient retrospective collection depth and logistical proximity to make such collection collaboration feasible. Whether this works for other states depends on economic, logistical, and political factors in those states and their depository libraries

The Role of the Other Indiana Federal Depository Libraries – Collaboration and

Partnership

Cheryl Truesdell

Associate Library Director

Indiana University-Purdue University

Fort Wayne

While the four steward libraries are committed to doing their best to fulfill their responsibilities, Indiana’s other federal depository libraries have an important role in building the Indiana Light Archive

Under the Steward Guidelines, Indiana Federal Depository Libraries can choose to be …

Indiana Light Archive Collaborators

As Indiana Light Archive Collaborators Indiana federal depository libraries can:

Assist in the completion of the collection in a selected SuDoc area by:

Locating and obtaining both depository and non-depository documents not currently held by the Steward to help fill in the collection

Stabilizing documents as much as possible before transferring to the Collection Steward

Identifying or creating full bibliographic records for the documents in OCLC

Assist in cataloging collections already held by the Steward or other cataloging assistance as negotiated with the collection steward

Provide reference or instruction in a selected SuDoc area

Provide or assist in professional development training in a selected SuDoc area

Provide technical expertise such as statistics compilation and reporting, Web design for training materials, etc.

Assist in publicizing the Indiana Light Archive for Federal Documents and statewide librarian expertise in government documents

If a Federal Depository library chooses to be an Indiana Light Archive Collaborator, they are instructed to:

Determine which SuDoc number area(s) in which they want to assist

Determine in which areas they want to assist

Notify the Collection Steward responsible for the selected SuDoc number area(s) of their intention to assist the Steward

The Collaborator and Collection Steward will compose a written agreement of the collaboration terms which will be posted on the Indiana Light Archive Web site (http://bl-libg-doghill.ads.iu.edu/gpd-web/fdlp/ilitweb.html).

If either the Collaborator or Collection Steward chooses to end the collaboration, they must notify their partner and post the change on the Indiana Light Archive for Federal Documents Web site

As a Collaborator IPFW has chosen approximately 50 SuDoc areas to assist the Steward libraries. These are primarily Y3 short-lived Councils, Commissions, Committees that can be easily defined and monitored

QUESTIONS?

Slide show will be available at:http://bl-libg-doghill.ads.iu.edu/gpd-web/fdlp/ilitweb.html

Online Shelflist (IUB)

http://erlsvr3.lib.indiana.edu/cgi-bin/sudoc.cgi