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Creating The Oregon State Electronic Documents Repository

Creating The Oregon State Electronic Documents Repository. Robert Hulshof-Schmidt State Library April 2006. OVERVIEW. Intent of the Repository What Makes the Repository Feasible Impact of the Repository Technology Needs Planned Workflow Challenges Current Progress Next Steps.

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Creating The Oregon State Electronic Documents Repository

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  1. Creating The Oregon State Electronic Documents Repository Robert Hulshof-Schmidt State Library April 2006

  2. OVERVIEW • Intent of the Repository • What Makes the Repository Feasible • Impact of the Repository • Technology Needs • Planned Workflow • Challenges • Current Progress • Next Steps

  3. Intent of the Repository • Collaboration between State Library and state agencies • Provide ongoing access to state documents • Recognize increasing shift to electronic publishing • Simplify documents requirements for agencies • Increase access to state documents • Utilize existing technology

  4. What Makes the Repository Feasible • Most agencies already publish electronically • Content management system for agency websites (TeamSite software) • Legislative mandate

  5. Legislative Mandate • “Relating to public documents made available to State Library.” • Introduced by the Governor on behalf of the State Library Board of Trustees • Reduces required number of print documents • Requires agencies to provide State Library with an electronic copy of documents • Effective date Jan. 1, 2006

  6. Implementing the Mandate • Oregon Administrative Rules 543.070 • Change print depository language and participating libraries • Create definition of “document” • Create list of exempted materials • Set up process for negotiation

  7. What is a Document? • An issuing agency must provide to the State Library electronic versions of any public document produced by the issuing agency if the public document: • is required by law as a public report; • is required by law to be sent to the Governor, President of the Senate, or Speaker of the House; • is intended to educate the public about the work of the issuing agency; • describe the issuing agency’s programs, overall activities, or policies; • is an annual report of the issuing agency’s activities; or • reports the results of a formal study or investigation conducted by or on behalf of the issuing agency.

  8. What isn’t a Document? • An issuing agency need not provide the Library with copies, including electronic versions, of the following types of documents: • those public documents specifically exempted by statute; • the text of speeches, press releases, or written testimony, including testimony to Legislative committees; • documents produced under contract that includes a limited duration distribution clause; • documents that describe only the internal operations of the issuing agency, the internal policies of the issuing agency, or both; • documents produced for rulemaking, such as those described in ORS 183.335 or ORS 183.355; • documents created for and filed with a court in a matter pending before the court, including motions and briefs; and • materials of a dynamic or ephemeral nature offered as part of an online service or website.

  9. And, When in Doubt… • Questions regarding the need to deposit specific documents not clearly addressed by this policy will be resolved by a joint decision of the State Library, the State Archives and the issuing agency.

  10. Impact on Citizens & Libraries • Fewer libraries will act as print depositories • Increases public access to documents over time • Ensures permanent access to documents • State Library will provide catalog records • All libraries with Internet access will be able to provide access to electronic documents

  11. Impact on State Agencies • Reduces printing burden • Makes use of technology already in place • Relies on trained State Library staff for maintenance and access • Requires up-front agreement on process

  12. Technology Needs • Process for flagging new documents • Temporary storage for documents in process • Permanent repository storage space • Ongoing secure archive

  13. Planned Workflow • Agency mounts document to its website • Agency indicates that a document is mounted - or – • System rule indicates that a document is mounted • State Library internal workflow: • Process documents • Catalog documents • Mount documents to repository server • Documents accessible through library catalog(s)

  14. Challenges • What is a document? • How do we identify documents? • Many public documents are multipart or serial • Updated / changing versions • Document format • Content management “wrappers” • Creating effective links

  15. Sample Catalog Record

  16. Current Progress • Met with advisory committees • Implemented new rules • Planned basic workflow • Set up initial technology • Begun staff training • Begun workflow testing

  17. Next Steps • Complete workflow for “easy” documents • Begin investigating multipart and serial workflow(s) • Begin populating repository • “Go Live” July 1

  18. Questions? Robert Hulshof-Schmidt Government Research & Electronic Services Oregon State Library 503.378.5030 robert.hulshof-schmidt@state.or.us Updated info on the project http://www.osl.state.or.us/home/techserv/archiving.html

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