Harvesting for the Future Indiana Light Archive for Federal Documents Lou MalcombIndiana University Katie SpringerIndiana State Library Bert ChapmanPurdue University Cheryl TruesdellIndiana University-Purdue University Fort Wayne October 2007

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

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 couldn’t check everything  Indiana University Bloomington’s construction of an auxiliary shelving facility (ALF) opening October 2003 and its administration’s eagerness to have space occupied by government documents

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 campuses—10 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 IU’s Council of Head Librarians

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 IU Document’s Group Identifies Challenges

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

REALITY SETS IN….. Need for distributed archive model Distributed archive? One archive in four places? 1.Divide up the SuDocs Classification 2.Create guidelines for retention, participation, collaboration, and service 3.Indicate whose copy is the “Indiana Light Archive Copy” in WorldCat

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

DEVELOPMENT AND PROGRESS THUS FAR…..  Drafted the Indiana Light Archive Collection Stewardship Guidelines, detailing specific duties of the Collection Stewards April (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: 

THE FUTURE…………  Move from a “don’t 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…

Partnership of Collection Steward Libraries Katie Springer Federal Documents Librarian Indiana State Library October 2007

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: )

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

Collection Stewardship Within their area of responsibility, e ach 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

 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 such as Report from the Meeting of Experts on Digital Preservation: Digital Preservation Masters and from best practices contained in professional literaturewww.gpoaccess.gov/about/reports/  Relevant cost and statistical data on expenditures in these areas will be compiled Responsibilities of Steward Libraries Preservation

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 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 hours, Monday-Friday  Delivery of physical items will be through the state courier service Responsibilities of Steward Libraries Delivery

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! 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 don’t own the document  All publications included in the light archive will be cataloged (with intent to have the 086 field included) Responsibilities of Steward Libraries Cataloging

Role of the Regional  As stated in the Collection Stewardship Guidelines, this initiative does not alter the Indiana State Library’s 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.

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.

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

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

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 don’t want

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

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.

Lessons Learned  Indiana State Library remains Indiana’s 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

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

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

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

As Indiana Light Archive Collaborators Indiana federal depository libraries can:

 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

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

 Provide reference or instruction in a selected SuDoc area

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

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

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

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

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

 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 ( web/fdlp/ilitweb.html). web/fdlp/ilitweb.html

 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

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

QUESTIONS? Slide show will be available at:

Online Shelflist (IUB)