Creating The Oregon State Electronic Documents Repository Robert Hulshof-Schmidt State Library April 2006

OVERVIEW Intent of the Repository What Makes the Repository Feasible Impact of the Repository Technology Needs Planned Workflow Challenges Current Progress Next Steps

Intent of the Repository Collaboration between State Library and state agencies Provide ongoing access to state documents Recognize increasing shift to electronic publishing Simplify documents requirements for agencies Increase access to state documents Utilize existing technology

What Makes the Repository Feasible Most agencies already publish electronically Content management system for agency websites (TeamSite software) Legislative mandate

Legislative Mandate “Relating to public documents made available to State Library.” Introduced by the Governor on behalf of the State Library Board of Trustees Reduces required number of print documents Requires agencies to provide State Library with an electronic copy of documents Effective date Jan. 1, 2006

Implementing the Mandate Oregon Administrative Rules 543.070 Change print depository language and participating libraries Create definition of “document” Create list of exempted materials Set up process for negotiation

What is a Document? An issuing agency must provide to the State Library electronic versions of any public document produced by the issuing agency if the public document: is required by law as a public report; is required by law to be sent to the Governor, President of the Senate, or Speaker of the House; is intended to educate the public about the work of the issuing agency; describe the issuing agency’s programs, overall activities, or policies; is an annual report of the issuing agency’s activities; or reports the results of a formal study or investigation conducted by or on behalf of the issuing agency.

What isn’t a Document? An issuing agency need not provide the Library with copies, including electronic versions, of the following types of documents: those public documents specifically exempted by statute; the text of speeches, press releases, or written testimony, including testimony to Legislative committees; documents produced under contract that includes a limited duration distribution clause; documents that describe only the internal operations of the issuing agency, the internal policies of the issuing agency, or both; documents produced for rulemaking, such as those described in ORS 183.335 or ORS 183.355; documents created for and filed with a court in a matter pending before the court, including motions and briefs; and materials of a dynamic or ephemeral nature offered as part of an online service or website.

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

Impact on Citizens & Libraries Fewer libraries will act as print depositories Increases public access to documents over time Ensures permanent access to documents State Library will provide catalog records All libraries with Internet access will be able to provide access to electronic documents

Impact on State Agencies Reduces printing burden Makes use of technology already in place Relies on trained State Library staff for maintenance and access Requires up-front agreement on process

Technology Needs Process for flagging new documents Temporary storage for documents in process Permanent repository storage space Ongoing secure archive

Planned Workflow Agency mounts document to its website Agency indicates that a document is mounted - or – System rule indicates that a document is mounted State Library internal workflow: Process documents Catalog documents Mount documents to repository server Documents accessible through library catalog(s)

Challenges What is a document? How do we identify documents? Many public documents are multipart or serial Updated / changing versions Document format Content management “wrappers” Creating effective links

Sample Catalog Record

Current Progress Met with advisory committees Implemented new rules Planned basic workflow Set up initial technology Begun staff training Begun workflow testing

Next Steps Complete workflow for “easy” documents Begin investigating multipart and serial workflow(s) Begin populating repository “Go Live” July 1

Questions? Robert Hulshof-Schmidt Government Research & Electronic Services Oregon State Library 503.378.5030 robert.hulshof-schmidt@state.or.us Updated info on the project http://www.osl.state.or.us/home/techserv/archiving.html