Creating The Creating The Oregon State Oregon State

Electronic Electronic Documents Documents RepositoryRepository

Robert Hulshof-SchmidtRobert Hulshof-SchmidtState LibraryState Library

April 2006April 2006

OVERVIEWOVERVIEW

Intent of the RepositoryIntent of the Repository What Makes the Repository FeasibleWhat Makes the Repository Feasible Impact of the RepositoryImpact of the Repository Technology Needs Technology Needs Planned WorkflowPlanned Workflow ChallengesChallenges Current ProgressCurrent Progress Next StepsNext Steps

Intent of the RepositoryIntent of the Repository

Collaboration between State Library and Collaboration between State Library and state agenciesstate agencies

Provide ongoing access to state documentsProvide ongoing access to state documents Recognize increasing shift to electronic Recognize increasing shift to electronic

publishingpublishing Simplify documents requirements for Simplify documents requirements for

agenciesagencies Increase access to state documentsIncrease access to state documents Utilize existing technologyUtilize existing technology

What Makes the Repository What Makes the Repository FeasibleFeasible

Most agencies already publish Most agencies already publish electronicallyelectronically

Content management system for Content management system for agency websites (TeamSite agency websites (TeamSite software)software)

Legislative mandateLegislative mandate

Legislative MandateLegislative Mandate

““Relating to public documents made Relating to public documents made available to State Library.”available to State Library.”

Introduced by the Governor on behalf of Introduced by the Governor on behalf of the State Library Board of Trusteesthe State Library Board of Trustees

Reduces required number of print Reduces required number of print documentsdocuments

Requires agencies to provide State Library Requires agencies to provide State Library with an electronic copy of documentswith an electronic copy of documents

Effective date Jan. 1, 2006Effective date Jan. 1, 2006

Implementing the Implementing the MandateMandate

Oregon Administrative Rules Oregon Administrative Rules 543.070543.070

Change print depository language Change print depository language and participating librariesand participating libraries

Create definition of “document”Create definition of “document” Create list of exempted materialsCreate list of exempted materials Set up process for negotiationSet up process for negotiation

What is a Document?What is a Document? An issuing agency must provide to the State Library An issuing agency must provide to the State Library

electronic versions of any public document produced electronic versions of any public document produced by the issuing agency if the public document:by the issuing agency if the public document:

is required by law as a public report;is required by law as a public report; is required by law to be sent to the Governor, is required by law to be sent to the Governor,

President of the Senate, or Speaker of the House;President of the Senate, or Speaker of the House; is intended to educate the public about the work is intended to educate the public about the work

of the issuing agency;of the issuing agency; describe the issuing agency’s programs, overall describe the issuing agency’s programs, overall

activities, or policies;activities, or policies; is an annual report of the issuing agency’s is an annual report of the issuing agency’s

activities; oractivities; or reports the results of a formal study or reports the results of a formal study or

investigation conducted by or on behalf of the investigation conducted by or on behalf of the issuing agency.issuing agency.

What isn’t a Document?What isn’t a Document? An issuing agency need not provide the Library with copies, An issuing agency need not provide the Library with copies,

including electronic versions, of the following types of including electronic versions, of the following types of documents:documents:

those public documents specifically exempted by statute;those public documents specifically exempted by statute; the text of speeches, press releases, or written testimony, the text of speeches, press releases, or written testimony,

including testimony to Legislative committees;including testimony to Legislative committees; documents produced under contract that includes a documents produced under contract that includes a

limited duration distribution clause;limited duration distribution clause; documents that describe only the internal operations of documents that describe only the internal operations of

the issuing agency, the internal policies of the issuing the issuing agency, the internal policies of the issuing agency, or both;agency, or both;

documents produced for rulemaking, such as those documents produced for rulemaking, such as those described in ORS 183.335 or ORS 183.355;described in ORS 183.335 or ORS 183.355;

documents created for and filed with a court in a matter documents created for and filed with a court in a matter pending before the court, including motions and briefs; pending before the court, including motions and briefs; andand

materials of a dynamic or ephemeral nature offered as materials of a dynamic or ephemeral nature offered as part of an online service or website.part of an online service or website.

And, When in Doubt…And, When in Doubt…

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

Impact on Citizens & Impact on Citizens & LibrariesLibraries

Fewer libraries will act as print Fewer libraries will act as print depositoriesdepositories

Increases public access to documents Increases public access to documents over timeover time

Ensures permanent access to documentsEnsures permanent access to documents State Library will provide catalog records State Library will provide catalog records All libraries with Internet access will be All libraries with Internet access will be

able to provide access to electronic able to provide access to electronic documentsdocuments

Impact on State AgenciesImpact on State Agencies

Reduces printing burdenReduces printing burden Makes use of technology already in Makes use of technology already in

placeplace Relies on trained State Library staff Relies on trained State Library staff

for maintenance and accessfor maintenance and access Requires up-front agreement on Requires up-front agreement on

processprocess

Technology NeedsTechnology Needs

Process for flagging new documentsProcess for flagging new documents Temporary storage for documents in Temporary storage for documents in

processprocess Permanent repository storage spacePermanent repository storage space Ongoing secure archiveOngoing secure archive

Planned WorkflowPlanned Workflow Agency mounts document to its websiteAgency mounts document to its website

Agency indicates that a document is mountedAgency indicates that a document is mounted- or –- or –

System rule indicates that a document is System rule indicates that a document is mountedmounted

State Library internal workflow:State Library internal workflow: Process documentsProcess documents Catalog documentsCatalog documents Mount documents to repository serverMount documents to repository server

Documents accessible through library catalog(s)Documents accessible through library catalog(s)

ChallengesChallenges

What is a document?What is a document? How do we identify documents?How do we identify documents? Many public documents are Many public documents are

multipart or serialmultipart or serial Updated / changing versionsUpdated / changing versions Document formatDocument format Content management “wrappers”Content management “wrappers” Creating effective linksCreating effective links

Sample Catalog RecordSample Catalog Record

Current ProgressCurrent Progress

Met with advisory committeesMet with advisory committees Implemented new rulesImplemented new rules Planned basic workflowPlanned basic workflow Set up initial technologySet up initial technology Begun staff trainingBegun staff training Begun workflow testingBegun workflow testing

Next StepsNext Steps

Complete workflow for “easy” Complete workflow for “easy” documentsdocuments

Begin investigating multipart and Begin investigating multipart and serial workflow(s)serial workflow(s)

Begin populating repositoryBegin populating repository ““Go Live” July 1Go Live” July 1

Questions?Questions?

Robert Hulshof-SchmidtRobert Hulshof-Schmidt

Government Research & Electronic Government Research & Electronic ServicesServices

Oregon State LibraryOregon State Library

503.378.5030503.378.5030

robert.hulshof-schmidt@state.or.usrobert.hulshof-schmidt@state.or.us

Updated info on the projectUpdated info on the projecthttp://www.osl.state.or.us/home/techserv/archiving.htmlhttp://www.osl.state.or.us/home/techserv/archiving.html