Creating an Online Documents Repository On A Shoestring

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Creating an Online Documents Repository On A
Shoestring

• Robert Hulshof-Schmidt
• Oregon State Library

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Background

• Responsible for Documents (since 1907)
• State E-Government Participation
• Enterprise-wide Content Management
• Stakeholders Meetings (2003)
• Legislative Mandate (2005)
• Advisory Council Sessions
• Depository Libraries
• Agency Liaisons

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Aids to Success

• Top-level Agency Buy-In
• Content Management
• Mandates
• Legislative
• CIO/Admin Services/E-Govt
• Planning
• Strong Implementation Team

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Aids to Success

• But most of all

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Aids to Success

• Dont let the little things get you down.

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Decisions

• Definition of electronic document in Rules
• Full MARC Cataloging
• Accept many formats, convert to only two (HTML,
  PDF)
• Defer preservation / migration issues
• Build workflow in content management

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But, on the other hand

• Our own web server faster and easier
• Our own conversion and posting tool
• One record or two?
• Build rules to enhance agency tagging
• What about multiparts?
• What about serials?

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Overcommunication(really, its GOOD)

• Weekly internal meetings
• Monthly inter-agency meetings (at first)
• Technical planning
• Workflow tweaks
• Discuss folder

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What we do now

• Process XML stream from content management
• Identify real documents
• Pass to cataloging
• Convert (if needed) and post
• Catalog
• Records to OrNET

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Lessons Learned

• People and communication matter most
• Software is only as good as it is
• Strategic decision deferral
• Know what you dont need to decide
• Keep a running list
• Look for partnerships and best practices

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QUESTIONS?

• robert.hulshof-schmidt_at_state.or.us
• 503.378.5030
• egov.oregon.gov/OSL/GRES/REPOS