The Legislative LibraryThe Legislative Libraryof Ontario’sof Ontario’s

Ontario Documents Repository Ontario Documents Repository

Road to PartnershipRoad to Partnership

The Legislative Library has a long history The Legislative Library has a long history of collecting Ontario government of collecting Ontario government documents. Our extensive print collection documents. Our extensive print collection dates from the Province of Upper Canada. dates from the Province of Upper Canada.

Our challenge was to find a way to Our challenge was to find a way to continue to build our Ontario documents continue to build our Ontario documents collection while meeting our clients’ need collection while meeting our clients’ need for timely, desktop access.for timely, desktop access.

Specifically:Specifically:

How do we build an easy, streamlined How do we build an easy, streamlined process for building a document process for building a document repository that integrates with our repository that integrates with our workflows?workflows?

How do we ensure the documents we How do we ensure the documents we capture can be preserved?capture can be preserved?

AgendaAgenda

Overview of the Ontario Legislative Overview of the Ontario Legislative Library’s Ontario Documents Library’s Ontario Documents RepositoryRepository

Goals for PartnershipsGoals for Partnerships Partnerships in the MakingPartnerships in the Making The Future?The Future?

Size of Ontario Size of Ontario Documents RepositoryDocuments Repository

As of June 5, 2006, we have archived:As of June 5, 2006, we have archived:

10,915 monographs 10,915 monographs 710 serial titles 710 serial titles 5,506 individual serial issues5,506 individual serial issues 3,203 press releases3,203 press releases

Use of our Repository Use of our Repository Outside of our Client Outside of our Client GroupGroup

2004/05:2004/05: Approx. 60,000 visits to the Archive by Approx. 60,000 visits to the Archive by

Library clients, staff and the public Library clients, staff and the public (via the (via the Assembly intranet and via Internet)Assembly intranet and via Internet)

2005/06: 2005/06:

Now overNow over 100,000 100,000 visitsvisits

Scope of Ontario Documents Scope of Ontario Documents RepositoryRepository

Began building our repository in July 2000 Began building our repository in July 2000 with Ontario monographs and a few with Ontario monographs and a few election campaign websites.election campaign websites.

Now have expanded our archive to Now have expanded our archive to include:include: All serials that we collectAll serials that we collect Ontario government press releasesOntario government press releases

Our Collection PolicyOur Collection Policy To maintain an extensive collection of Ontario To maintain an extensive collection of Ontario

documents not only to serve our own clients, documents not only to serve our own clients, but also to preserve the publishing output of but also to preserve the publishing output of the province. the province.

We select documents that are likely to be of We select documents that are likely to be of value to our clients or have long-term value to our clients or have long-term significance for scholars, researchers, significance for scholars, researchers, members of the public, and public servants. members of the public, and public servants.

Documents not intended for public distribution Documents not intended for public distribution are stored on the restricted access portion of are stored on the restricted access portion of our server.our server.

How Do We Find These How Do We Find These Documents?Documents?

Six staff members monitor 85 Ontario Six staff members monitor 85 Ontario government sites and almost 1,000 pages government sites and almost 1,000 pages on a daily basis.on a daily basis.

Library acts as an agent for LAC in assigning Library acts as an agent for LAC in assigning ISBN/ISSN for Ontario documents.ISBN/ISSN for Ontario documents.

We subscribe to Ontario ministry new We subscribe to Ontario ministry new publication alerts and scan newspapers & publication alerts and scan newspapers & other media.other media.

Record FormatRecord Format

Files are stored in pdf format. Files are stored in pdf format.

If original is not in pdf, we use Adobe If original is not in pdf, we use Adobe Acrobat to convert the document to pdf. Acrobat to convert the document to pdf.

Cataloguing PracticeCataloguing Practice

Both print and electronic versions are Both print and electronic versions are catalogued on catalogued on oneone record. The record. The description is based on the print format.description is based on the print format.

Turnaround TimeTurnaround Time

Archived and catalogued documents are Archived and catalogued documents are available to our staff and clients the next available to our staff and clients the next day or sooner.day or sooner.

Full catalogue records (with LC subject Full catalogue records (with LC subject access) may take up to one month to access) may take up to one month to complete.complete.

Sample monograph record

Sample serial record

Index Page for a Serial Title

Public Access to the Public Access to the RepositoryRepository

At this point the repository can only be At this point the repository can only be accessed by searching our catalogue:accessed by searching our catalogue:

http://www.ontla.on.ca/library/catalogue/ecatloginhttp://www.ontla.on.ca/library/catalogue/ecatlogin.asp.asp

We are now looking at creating our own We are now looking at creating our own portal to the Ontario documents portion portal to the Ontario documents portion of the catalogue.of the catalogue.

How to access the repository

Move Towards Move Towards PartnershipsPartnerships

By 1999 library organizations including the By 1999 library organizations including the Legislative Library and university libraries Legislative Library and university libraries were concerned about long term were concerned about long term preservation of Ontario documents. Groups preservation of Ontario documents. Groups began to approach the Legislative Library began to approach the Legislative Library for possible assistance.for possible assistance.

Some libraries & the Archives of Ontario Some libraries & the Archives of Ontario were linking from their catalogues to our were linking from their catalogues to our repository files rather than the official repository files rather than the official internet versions.internet versions.

Legislative Library:Legislative Library:Goals for PartnershipsGoals for Partnerships

Ensure longer-term access to repository Ensure longer-term access to repository files.files.

Provide broader access throughout the Provide broader access throughout the province by making the collection more province by making the collection more visible than it is now.visible than it is now.

Partnerships in the Partnerships in the Making:Making:OCUL/OLLOCUL/OLL

First OCUL/OLL discussions in spring First OCUL/OLL discussions in spring 2004 regarding shared interest in 2004 regarding shared interest in creating an Ontario documents creating an Ontario documents repository.repository.

OCUL/OLL agree to do a pilot project OCUL/OLL agree to do a pilot project using D-Spaceusing D-Space

http://http://www.dspace.orgwww.dspace.org//

OCUL OZone PilotOCUL OZone Pilot

Oct. 2004: 700 repository records and Oct. 2004: 700 repository records and target files were loaded into OZone, target files were loaded into OZone, OCUL’s shared institutional D-Space OCUL’s shared institutional D-Space repository.repository.

Crosswalk was developed to map our Crosswalk was developed to map our MARC records to Dublin Core.MARC records to Dublin Core.

Items were assigned a persistent Items were assigned a persistent identifier using the Handle System.identifier using the Handle System.

Pilot ResultsPilot Results

Monographs were loaded successfully.Monographs were loaded successfully.

Serials were another matter!Serials were another matter! D-Space is not designed for files to be D-Space is not designed for files to be

added to an existing record. added to an existing record. Difficult to do ongoing maintenance Difficult to do ongoing maintenance

required of serial records.required of serial records.

What’s NextWhat’s Next

We are currently drafting a formal We are currently drafting a formal agreement with OCUL to create an agreement with OCUL to create an OZone repository of Ontario documents OZone repository of Ontario documents (monographs only at this point).(monographs only at this point).

Repository should be available Repository should be available Fall/Winter 2006.Fall/Winter 2006.

Partnerships in the Partnerships in the Making: ODLMaking: ODL

Repository has been mentioned in Repository has been mentioned in Knowledge Ontario’s Ontario Digital Knowledge Ontario’s Ontario Digital Library’s business case for inclusion in Library’s business case for inclusion in the future ODL the future ODL http://knowledgeontario.ca/http://knowledgeontario.ca/

The Future?The Future?

Increased collaborative efforts at a Increased collaborative efforts at a provincial/national scale towards provincial/national scale towards building large inter-jurisdictional building large inter-jurisdictional repositories.repositories.

Success in preserving these documents Success in preserving these documents in the long term.in the long term.

Contact info:Contact info:

Annemarie Toth-WaddellAnnemarie Toth-Waddell

toth-waddell@ontla.ola.orgtoth-waddell@ontla.ola.org

Presented at Presented at

Access to Government Information Track,Access to Government Information Track,

CLA 2006CLA 2006

June 15, 2006June 15, 2006