Harvesting for the Future

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• Harvesting for the Future
• Indiana Light Archive for Federal Documents
• Lou Malcomb Indiana University
• Katie Springer Indiana State Library
• Bert Chapman Purdue University
• Cheryl Truesdell Indiana University-Purdue
  University Fort Wayne
• October 2007

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• Overview of the Indiana Light Archive for Federal
  Documents
• History of the concept
• The need in Indiana
• Development and Progress thus far
• The future

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• History of the Concept
• Government 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 couldnt check everything
• Indiana University Bloomingtons construction of
  an auxiliary shelving facility (ALF) opening
  October 2003 and its administrations eagerness
  to have space occupied by government documents

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• CONCEPT DEVELOPMENT
• GPO 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 campuses10 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 IUs Council of Head Librarians

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IU Documents Group Identifies Challenges

• 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

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• 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

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REALITY SETS IN.. Need for distributed
archive model

• Distributed archive? One archive in four places?
• Divide up the SuDocs Classification
• Create guidelines for retention, participation,
  collaboration, and service
• Indicate whose copy is the Indiana Light Archive
  Copy in WorldCat

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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

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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/ili
  tweb.html

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• THE FUTURE
• Move from a dont 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
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• Partnership
• of Collection Steward Libraries
• Katie Springer
• Federal Documents Librarian
• Indiana State Library
• October 2007

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• 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 housing
• all documents. In order to realize this goal,
  the Indiana Light Archive is
• establishing a virtual (distributed) light
  archive, among four specific
• Collection Steward libraries.
• (From the Indiana Light Archive for Federal
  Documents website
• http//bl-libg-doghill.ads.iu.edu/gpd-web/fdlp/
  ilitweb.html)

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• 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

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• Collection Stewardship
• Within their area of responsibility, each
  collection
• steward 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

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Responsibilities of Steward Libraries Preservation

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

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Responsibilities of Steward Libraries Delivery
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
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Responsibilities of Steward Libraries Delivery

• 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

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Responsibilities of Steward Libraries Cataloging
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!
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Responsibilities of Steward Libraries Cataloging

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

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• Role of the Regional
• As stated in the Collection Stewardship
  Guidelines, this initiative does not alter the
  Indiana State Librarys 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.

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• 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.

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• Determining Agency Collection Steward
  Responsibilities for Indiana Government Document
  Light Archive Participants
• Bert Chapman
• Government Information and Political Science
  Librarian/Associate Professor-Purdue University
  Libraries

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• 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

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• 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 dont want

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• 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

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• 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.

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• Lessons Learned
• Indiana State Library remains Indianas 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

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• The Role of the Other Indiana Federal Depository
  Libraries Collaboration and Partnership
• Cheryl Truesdell
• Associate Library Director
• Indiana University-Purdue University
• Fort Wayne

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

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• Under the Steward Guidelines, Indiana Federal
  Depository Libraries can choose to be
• Indiana Light Archive Collaborators

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• As Indiana Light Archive Collaborators Indiana
  federal depository libraries can

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• 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

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

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• Provide reference or instruction in a selected
  SuDoc area

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

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

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

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• 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

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

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• 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.ed
  u/gpd-web/fdlp/ilitweb.html).

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• 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

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• 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

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• QUESTIONS?
• Slide show will be available at
• http//bl-libg-doghill.ads.iu.edu/gpd-web/fdlp/ili
  tweb.html

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Online Shelflist (IUB)
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• http//erlsvr3.lib.indiana.edu/cgi-bin/sudoc.cgi