Wisconsin Digital Archive Pilot Project

1
Wisconsin Digital Archive Pilot Project

• Preserving and Providing Access to Electronic
  Wisconsin State Government Information
• Today and in the Future

2
Wisconsin Document Depository Program Since 1903

• Wisconsin statutes, as amended by 1991 Wisconsin
  Act 285, require Wisconsin state agencies to send
  copies of their publications to the Wisconsin
  Reference and Loan Library for distribution to
  libraries through the Wisconsin Documents
  Depository Program (WDDP)
• Purpose of the Depository Program
• Preserve and make available a record of major
  state government programs and assure the
  availability of state publications for use by the
  public throughout Wisconsin now and in the future
  

3
Wisconsin Document Depository Program Statistics

• 1994 - WI State Agencies produced 3500 print
  documents
• Noticeable decline in number of print copies
  being distributed through the depository program
• 1278 documents - 1991
• 2266 documents - 1994
• 2369 documents - 1995
• 1570 documents - 2000
• 1248 documents - 2004
• 649 documents June 2005

4
The Wisconsin.gov Portal is Born!

• Executive Order 408 (Sept. 19, 2000) Create an
  internet-based service center giving Wisconsin
  citizens secure and reliable access to core state
  government service
• Impact on the Wisconsin Document Depository
  Program
• State Agencies now provide access to greater
  amount of government info on their websites
• Increase in the number of documents born digital
• Reduction in the amount of printing being done
  by state agencies
• Decentralization of information providers in
  state government, no centralized contact person
  (few print managers)
• Increase in the number of content providers
  within state agencies

5
The Result... A Potential Dark Ages of
Information

• 50 Fewer Titles distributed in print last 10
  yrs
• Further decrease in print availability
  anticipated
• No preservation system in place for documents
  being accessed electronically
• Information is being LOST!!
• Wisconsins History is undocumented

6
Reacting to the Trends

• We must bridge the gap between the print and
  electronic worlds in order to secure access to
  electronic information for future use.

7
Wisconsin Digital Archive Pilot Project

• Project Description
• A collaborative effort to identify a means that
  documents published only in electronic formats
  could continue to be available in the future.
• Develop a system in which state agencies can
  fulfill their statutory obligation to participate
  in the depository program with electronic
  formats.
• Managed by the Wisconsin Reference and Loan
  Library
• Collaborators
• Wisconsin Historical Society
• Wisconsin Legislative Reference Bureau
•  

8
Primary Goals of the Wisconsin Digital Archive
Pilot Project

• Learn How to Systematically
• Identify
• Prioritize
• Preserve and Archive
• Make Accessible
• Electronic Information

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Identifying Documents in the Electronic World

• Establishing guidelines for state agencies and
  digital archive project participants
• 35.81(3)
• State document includes every publication
  produced by a state agency in multiple copies or
  prepared for a state agency in multiple copies by
  a private individual or organization that is
  supported wholly or partly by any funds
  appropriated by this state, regardless of the
  format or process by which produced and
  regardless of the source of funds provided to the
  publisher, which is intended by the publisher to
  be disseminated or made accessible to the public
  or is required by law to be published, but does
  not include any publication of a state agency
  intended by the state agency to be used solely
  for internal purposes within the state agency or
  between that state agency and other state
  agencies.

10
Prioritize

• Priority is given to resources containing
  information
• not otherwise available
• Only preserving documents that are born-digital
  and do not have a print counterpart

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Preserve and Archive

• Establishing Workflows to Effectively
• Discover information on state agency web sites to
  be to archived
• Create digital archive records
• Catalog digital archive records
• Provide access
• A digital archive record is not completely
  preserved unless it is made publicly accessible.

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OCLC Digital Archive

• Archiving process is integrated with Connexion
• Web Harvester allows user to determine what
  specific parts of web sites are archived and
  preserved
• OCLC is actively developing processes for full
  preservation of digital assets regardless of
  technology changes

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Make Accessible

• WorldCat Worlds most comprehensive
  bibliographic database containing more than 59
  million bibliographic records, serving over
  53,548 libraries in 96 countries
• FirstSearch
• Digital Archive catalog records can be downloaded
  from WorldCat into local OPACs
• Wiscat
• Depository library OPACs
• Digital Archive URLs work outside of WorldCat and
  are accessible even to libraries without OCLC
  membership

14
Search for Digital Archive Records Using
Advance Search in WISCAT
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Whats Next?

• Develop a Wisconsin Digital Archive Pilot Project
  web site (Fall 2005)
• Continue to work with state agencies to
  facilitate participation in both the depository
  and digital archive programs to improve the
  discovery process of both print and electronic
  documents
• Provide access to digital archive records to the
  library world
• Include Digital Archive records on depository
  shipping lists
• Develop a digital archive website for all users
  to access

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Webliography

• Depository libraries preserve states history
  weekly message from State Superintendent
  Elizabeth Burmaster
• http//digitalarchive.oclc.org/request?pid3Dobji
  d3A0000012399
• OCLC Digital Archive Software
• http//www.oclc.org/digitalarchive/
• Preservation of electronic documents focus of
  grant projects (Channel, Mar./Apr. 2005)
• http//digitalarchive.oclc.org/request?pid3Dobji
  d3A0000012403
• WISCAT
• www.WISCAT.net

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Questions?

• Abby Swanton, [phone]
• Wisconsin Documents Depository Librarian
• Wisconsin Document Depository Program and
  Wisconsin Digital Archive Pilot Project
• Abbigail.Swanton_at_dpi.state.wi.us