Oregon State Library: Final Library Reorganization Report-2013.10.25

8/13/2019 Oregon State Library: Final Library Reorganization Report-2013.10.25

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Library Reorganization Report October 25, 20131

October 25, 2013

From: Senator Elizabeth Steiner Hayar! " Repre#entati$e %ancy %athan#on

&o: Sarah 'iller, (ep)ty *OO, (epartment o+ !mini#trati$e Ser$ice#

'ary-ay (ahlgreen, State Librarian, Oregon State Library'ary.eth Her/ert, State rchi$i#t, O++ice o+ the Secretary o+ State-erry &ymch)/, Eec)ti$e (irector, Oregon Hi#torical Society*athryn .oie, (irector, State o+ Oregon La Library

Reorganization Plan for the Oregon State Library, State Archives, Oregon HistoricalSociety, and State of Oregon Law Library

Overview

O$er the pa#t !eca!e or #o, there ha# been increa#ing o$erlap beteen the mi##ion# an!

re#pon#ibilitie# o+ the Oregon State Library OSL, the State rchi$e#, the Oregon Hi#toricalSociety OHS, an! the State o+ Oregon La Library SOLL &hi# report o)tline# thelegi#lati$e propo#al that #ho)l! be )#e! to reorganize, #treamline, an! clari+y +)nction# amongthe#e agencie# note that hile the OHS i# not a #tate agency, it i# re+erre! to a# #)ch in thi#!oc)ment +or #implicity o+ nomenclat)re &he o$erarching principle g)i!ing the reorganizationrelate# +ir#t to the +)nction# an! type# o+ material# being con#i!ere!, then to the pop)lation#being #er$e! by a gi$en agency

&hi# plan a# !e$elope! )#ing the report# i##)e! by the Secretary o+ State in 2012 an! theLibrary Reorganization &a#/ Force in 2013 hich incl)!e! #igni+icant labor participation,#peci+ic propo#al# +rom each agency lea!er an! the Oregon Library ##ociation, an! in+ormation

+rom the (epartment o+ !mini#trati$e Ser$ice# (S 4t i# the intent o+ the ay# " 'ean#S)b6*ommittee on 7eneral 7o$ernment that (S ill lea! the implementation proce##, ith+)ll cooperation an! a##i#tance +rom the +o)r agencie# O+ note, thi# report !eliberately !oe# notincl)!e $ery #peci+ic !etail# a# to ho each a#pect o+ it i# to be accompli#he! Rather, thi# le$elo+ !etail i# le+t to tho#e implementing the reorganization 4n the e$ent that recommen!ation# inthi# report are not completely clear to tho#e or/ing on it# implementation, the S)b6*ommitteeepect# that the (ep)ty *OO or her !e#ignee ill con#)lt ith rele$ant member# o+ the S)b6*ommittee prior to procee!ing ith any )nclear recommen!ation &he S)b6*ommittee epect#to recei$e reg)lar progre## report# +rom (S an! other# in$ol$e! ith implementation o+ thereorganization, an! to be in+orme! imme!iately i+ there are #igni+icant problem# ith theimplementation proce##


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Proposed Implementation imeline

October !"#$%Report circ)late! to all rele$ant partie# (S con$ene# or/gro)p +rom rele$antagencie# incl)!ing at lea#t #ome member# o+ the c)rrent Library Reorganization &a#/ Force to!e$elop implementation plan &eam# +rom the or/gro)p, ith a!!itional member# a#

appropriate, ill plan +or #peci+ic change# to be implemente!

&ecember !"#$%(S " rele$ant agency lea!er# or/ ith Senator Steiner Hayar! "Legi#lati$e *o)n#el to re+ine legi#lation that ill re$i#e #tat)te a# nee!e! to re+lect nere#pon#ibilitie# o+ rele$ant agencie# ltho)gh the bill ill ha$e an emergency cla)#e to alloimme!iate or/ on $ario)# a#pect# o+ implementation, the e++ecti$e !ate +or ma8or change# illbe 9)ly 1, 2015

'an(ary !"#)%(S report# on progre## o+ the or/gro)p to the 4nterim ay# " 'ean# S)b6*ommittee on 7eneral 7o$ernment

*ebr(ary !"#)%a## legi#lation +or #tat)te re$i#ion# ith pha#e! implementation# beteen Feb201; an! 9)ne 30, 2015 en! o+ bienni)m

+arch !"#) '(ly !"#-%(S contin)e# to #ta++ an! lea! re$i#ion#, implementation plan, an!!e$elopment o+ ne b)!get# ba#e! on ne +)nction# an! re#pon#ibilitie# o+ rele$ant agencie#

*ebr(ary !"#- '(ne !"#-%re#entation o+ rele$ant agency b)!get# to appropriate ay# "'ean# *ommittee#

'(ne !"#-%%e b)!get# pa##

'(ly #, !"#-%ll implementation complete, re#pon#ibilitie# tran#+erre! to ne agencie#,4ntegrate! Online Re+erence Sy#tem implemente!, etc


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.reation of an Integrated Online Reference System

4t ill be the re#pon#ibility o+ the (epartment o+ !mini#trati$e Ser$ice# (S to +acilitate thea!option an!


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Library Reorganization Report October 25, 2013;

here applicable, the#e agencie# #ho)l! re6e$al)ate their a!mini#trati$e nee!# an! )#e a# many#hare! client #er$ice# a# po##ible +rom (S Some o+ the#e #er$ice# incl)!e HR, 4&, cco)nting,an! payroll #er$ice#


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Storage / Location of +aterials%

4n ca#e# here the re#pon#ibility o+ certain material# ill #hi+t into a !i++erent organization, thenely re#pon#ible organization ill ha$e the a)thority to !eci!e the appropriate phy#ical location+or the#e material# For eample, it may be appropriate to !i#play certain #tate !oc)ment# in amore p)blic #etting Hoe$er, hen the material# are re?)e#te! it ill #till remain the

re#pon#ibility o+ the re#pon#ible organization to pro$i!e acce## to them

&ivision of *(nctions%

.(lt(ral 0nrichment for State 0mployees%rogram# #)ch a# the @Library Lect)re

Serie#A #ho)l! be !i#contin)e!

&oc(ment Repository%ith the eception o+ legal !oc)ment#, thi# +)nction #ho)l!

remain ith the rchi$e# ll the#e material# #ho)l! be electronically acce##ible an!a$ailable thro)gh the 4ntegrate! Online Re+erence Sy#tem;

*ederal doc(ments%5&hi# +)nction ill #hi+t to the #tate rchi$e# Hoe$er, it i#

important to note that the State o+ Oregon La Library SOLL an! other #tate an! localagencie# may re?)ire acce## to the#e !oc)ment# 4n or!er to en#)re their a$ailability an!

ea#y acce##, the ma8ority o+ the#e !oc)ment# m)#t become electronically acce##ible ora$ailable thro)gh the 4ntegrate! Online Re+erence Sy#tem

Legal Library Reso(rce Services%&he SOLL m)#t be a)thorize! thro)gh #tat)te to

pro$i!e con#)lting #er$ice# to co)nty go$ernment# incl)!ing la librarie# an! pro$i!eco)nty la librarie# ith electronic legal re#o)rce#

Legislative Research Assistance%&he#e material# ill remain ith the rchi$e# an! ill

be electronically acce##ible, or a$ailable, an! thro)gh OR'S or the 4ntegrate! OnlineRe+erence Sy#tem

Licensing Legal Reso(rces%Since the SOLL i# the primary p)rcha#er o+ electronic legal

re#o)rce# +or all branche# o+ Oregon State go$ernment, thi# ill remain a +)nction o+ theSOLL

+ar1eting and raining .ampaign%&he State Library ill +oc)# on increa#ing it#

mar/eting an! training campaign to increa#e acce## to #er$ice# an! )#e o+ re+erence# &heState Library, in collaboration ith (S, ill !etermine the be#t metho! +or increa#ingthi# campaign &he #)cce## o+ thi# +)nction ill be #)b8ect to re$ie e$ery bienni)m a#part o+ OSL# -ey er+ormance 'ea#)re#

Official &oc(ments%&hi# i# a +)nction that #ho)l! be re$i#ite! &he rchi$e# ill #t)!y

the i##)e an! create a report on ho thi# +)nction can change or #hi+t

;()ring thi# proce##, (S in collaboration ith the appropriate organization# m)#t

create a #tan!ar! +or !etermining hat con#tit)te# a legal !oc)ment Legal !oc)ment# illremain )n!er the re#pon#ibility o+ SOLL

5lea#e note that e recognize that certain #hi+t# o+ re#pon#ibility ill re?)ire re6

negotiation# ith the Fe!eral 7o$ernment rinting O++ice &he#e type# o+ i##)e# ill bei!enti+ie! an! han!le! !)ring the reorganization proce##


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Oregon 2(lletin%&he rchi$e# ill contin)e to pro!)ce the Oregon .)lletin Hoe$er,

the rchi$e# m)#t contin)e to re+ormat the eb#ite to be more )#er +rien!ly

Oregon .enter for the 2oo1%&hi# re#o)rce i# not eten#i$ely )#e! an! ill be

!i#contin)e! &he +e!eral +)n!# #ho)l! be reallocate! to area# o+ greater nee!, a#!etermine! by (S in con#)ltation ith the State Library an! the Oregon Library

##ociation Oregon 3enealogy%&hi# +)nction ill +)lly #hi+t to the Oregon Hi#torical Society OHS

#ho)l! then !etermine the be#t metho! o+ collaborating ith o)t#i!e genealogical gro)p#,#)ch a# the illamette Galley 7enealogical Society

Oregon History Pro4ect / Oregon 0ncyclopedia%&hi# +)nction #ho)l! #hi+t to the

Oregon Hi#torical Society ith the eception o+ material# that are nee!e! +or p)blicrecor! 'aterial# +or p)blic recor! ill remain ith the rchi$e# an! the to agencie#ill !etermine the be#t metho! to collaborate clo#ely

Oral History Reso(rces%&hi# +)nction ill #hi+t completely to the Oregon Hi#torical

Society

Processing and Preserving .ollections%&hi# +)nction, an! rele$ant material#, #ho)l!

#hi+t +)lly to the rchi$e# &he rchi$e# ill be re#pon#ible +or contin)ing to epan! intoOR'S Hoe$er, any material# that are no longer re?)ire! by la b)t #ho)l! be /ept +orhi#torical p)rpo#e# ill then be mo$e! to the Oregon Hi#torical Society

P(blications 5nit%&hi# +)nction ill remain ith the rchi$e#, ith the +olloing

eception#:o &he SOLL ill contin)e to p)bli#h the Oregon ppellate *o)rt# (eci#ion# in

online an! print +ormat ()ring the reorganization proce##, SOLL ill !etermineany nece##ary F&E change# to tran#ition ei#ting print an! online p)blication# to amore )#er +rien!ly, acce##ible an! )#able +ormat

o Oregon Hi#torical Society ill contin)e to p)bli#h the Oregon Historical

Quarterly. Records +anagement%&hi# +)nction ill remain ith the rchi$e# an! the rchi$e#

ill remain re#pon#ible +or OR'S

Reference Assistance for 3overnment Records%ll re?)ire! #tate !oc)ment# ill be

con#oli!ate! ith the rchi$e# ny material# that are not go$ernment recor!# an!#ho)l! be /ept +or hi#torical p)rpo#e# ill then be mo$e! to the Oregon Hi#toricalSociety &he ma8ority or all o+ the#e material# #ho)l! be electronically acce##ible an!a$ailable thro)gh the 4ntegrate! Online Re+erence Sy#tem

Regional *ederal &oc(ments &epository%&he rchi$e# ill become re#pon#ible +or

!etermining the be#t metho! o+ collaboration

Search 0ngine Administration for Oregon6gov%&hi# +)nction ill #hi+t to (S

O++icial (oc)ment# !e#cribe# a $ariety o+ recor!# that #tat)te !e#ignate# to be +ile! iththe Secretary o+ State 4n large part the#e are legacy acti$itie# per+orme! by the Secretary o+ State+rom a perio! hen the o++ice acte! a# a central +iling point 'o#t #igni+icant +iling# at the #tatele$el are: oath# o+ o++ice, eec)ti$e or!er#, clemencie# an! etra!ition recor!# nneation# arethe primary local go$ernment +iling an! then they are reporte! by the rchi$e# to the pop)lationcenter at S> an! the !epartment o+ re$en)e to #ati#+y legal re?)irement# erio!ically the+e!eral cen#)# b)rea) re?)ire# the#e +iling# to be certi+ie!


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Sec(rity .opy &epository%&hi# +)nction ill remain ith the rchi$e# &he material#

#ho)l! contin)e to be electronically a$ailable an! hen po##ible, a$ailable +or online$ieing, thro)gh OR'S

State &oc(ments%ll re?)ire! #tate !oc)ment# ill be con#oli!ate! ith the rchi$e#

an! any material# that are not go$ernment recor!# an! #ho)l! be /ept +or hi#torical

p)rpo#e# ill then be mo$e! to the Oregon Hi#torical Society

State History%Similar to the State (oc)ment#, all re?)ire! #tate !oc)ment# ill be

con#oli!ate! ith the rchi$e# an! any material# that are not go$ernment recor!# an!#ho)l! be /ept +or hi#torical p)rpo#e# ill then be mo$e! to the Oregon Hi#toricalSociety

State Records .enter%&hi# +)nction ill remain ith the rchi$e#

Statewide &atabase / S(bscription Licensing%&he State Library ill contin)e to

coor!inate the #election, negotiation, p)rcha#e, an! maintenance o+ !ataba#e# an!#)b#cription# +or all #tate agencie# &hi# i# i#e )#e o+ p)blic re#o)rce# an! pro$i!e##eamle## acce## to ?)ality re#o)rce# in all librarie# in Oregon an! beyon! thro)gh theLibrarie# o+ Oregon portal Statei!e acce## to thi# core #et o+ !ataba#e# an!

#)b#cription# mean# that #t)!ent# at all le$el# can )#e ?)ality in+ormation cce## to the#e!ataba#e# an! #)b#cription# +or all agencie# #ho)l! be pro$i!e! thro)gh the 4ntegrate!Online Re+erence Sy#tem

Statewide Historical Records Advisory 2oard 7SHRA28%&hi# +)nction ill remain

ith the rchi$e# Hoe$er, the Oregon Hi#torical Society #ho)l! con#i#tently bein$ol$e!

S(pport for Local Libraries%&he State Library #ho)l! #)pply ample #)pport to local

librarie# thro)gh the $ario)# +)nction# li#te! belo:o .ollecting and Reporting Library Statistics%&he State Library #ho)l! contin)e

to maintain an! collect the#e !ata #ince thi# +)nction ha# become e##ential to

library !irector#o .ontin(ing 0d(cation Programs%&he State Library #ho)l! contin)e thi#

+)nction an! increa#e it# $irt)al an! in6per#on training# +or both librarian# an!parapro+e##ional #ta++ aro)n! the #tate

o Library Services and echnology Act 3rants%&he State Library ill maintain

the#e grant# &hi# i# a primary #o)rce o+ +)n!ing +or inno$ation in Oregon p)bliclibrarie# &hi# impro$e# library #er$ice# +or all Oregonian# an! ha# been +o)n! tobe etremely co#t6e++ecti$e in achie$ing thi# goal

o Oregon School Library Information System 7OSLIS8%&he State Library

#ho)l! contin)e to maintain an! pro$i!e acce## to OSL4S &he State Library gi$e#-612 teacher# an! #t)!ent# acce## to the #tatei!e !ataba#e# an! #)b#cription#

along ith re#earch t)torial# an! g)i!e# &he State Library #ho)l! beginincorporating more OSL4S content an! na$igation earlier in it# teacher training#o Ready to Read 3rant Program%&he State Library ill contin)e to pro$i!e thi#

program 4n a!!ition to pro$i!ing ca#h +or local program#, the State Library

# note! pre$io)#ly, the rchi$e# ill be re#pon#ible +or the !eli$ery an! management

o+ the#e material# Hoe$er, the rchi$e# may #tore them here$er it i# !eeme! appropriate


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Library Reorganization Report October 25, 2013C

!e$elopment #ta++ member# pro$i!e g)i!ance an! #)pport to Oregon librarie# in!e$eloping their early literacy an! yo)th rea!ing initiati$e# here appropriate,the State Library #ho)l! coor!inate ith the #tate# Early Learning initiati$e#

al1ing 2oo1 and 2raille Services 72A2S8%'any p)blic librarie# !o not ha$e the

collection# or #ta++ing to #er$ice #ight6impaire! Oregonian# &he State Library ill

contin)e to pro$i!e thi# +)nction &he State Library #ho)l! contin)e to increa#e#igni+icantly the )pta/e o+ .R( by all &..S member#

PLI9:I%&hi# +)nction #ho)l! be !i#contin)e! #ince it i# no longer a )#e+)l tool +or the

$a#t ma8ority o+ local librarie# &he State Library #ho)l! pro$i!e tran#itional con#)ltation+or tho#e +e #y#tem# #till )#ing L4%-4&

&ivision of *(nctions;+aterials S(mmary by &epartmenthe Archives &ivision

(oc)ment Repo#itory

Fe!eral (oc)ment#

Legi#lati$e Re#earch ##i#tance

O++icial (oc)ment# Re$ie

Oregon .)lletin

roce##ing an! re#er$ing *ollection#

)blication# >nit ith eception#, #ee abo$e

Recor!# 'anagement

Re+erence ##i#tance +or *ollection#

Regional Fe!eral (oc)ment# (epo#itory

Sec)rity *opy (epo#itory

State (oc)ment#

State Hi#tory

State Recor!# *enter

Statei!e Hi#torical Recor!# !$i#ory .oar! SHR.

&epartment of Administrative Services 7&AS8

Search Engine !mini#tration +or Oregongo$

he Oregon Historical Society

Oregon 7enealogy

Oregon Hi#tory ro8ect " Oregon Encyclope!ia

Oral Hi#tory Re#o)rce#

he State of Oregon Law Library

Legal Library Re#o)rce Ser$ice#

Licen#ing Legal Re#o)rce#

he State of Oregon Library

4ntegrate! Online Re+erence Sy#tem coor!ination


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Library Reorganization Report October 25, 2013D

'ar/eting an! &raining *ampaign

Statei!e (ataba#e Licen#ing

S)pport Local Librarie#

o *ollecting an! Reporting Library Stat#

o *ontin)ing E!)cation rogram#

o Library Ser$ice# an! &echnology ct 7rant#o Oregon School Library 4n+ormation Sy#tem OSL4S

o Rea!y to Rea! 7rant rogram

&al/ing .oo/ an! .raille Ser$ice# &..S

&iscontin(ed *(nctions%

*)lt)ral Enrichment +or State Employee#

Oregon *enter +or the .oo/

L4%-4&

Documents

Oregon State Library: Final Library Reorganization Report-2013.10.25