1. Government Documents that wont go away - The OZone Project

2. What Is OCUL doing? What Is OCUL doing? Karen Marshall, University of Western Ontario Background to the project Background to the project Donna Burton, Ontario Legislative Library Municipal Documents Municipal Documents Helene LeBlanc, Wilfrid Laurier University

3. What is OZone????? D-Space application used for institutional repositories D-Space application used for institutional repositories Current home for CORIL (Cooperative Online Repository for Information Literacy) Current home for CORIL (Cooperative Online Repository for Information Literacy) https://ospace.scholarsportal.info/ https://ospace.scholarsportal.info/ https://ospace.scholarsportal.info/ Future home for Ontario government publications and ????? Future home for Ontario government publications and ?????

4. Why an Ontario Gov. Pub. Depository? Concern among OCUL libraries that government documents were disappearing regularly Concern among OCUL libraries that government documents were disappearing regularly What could we do to help? Could we find partners? What could we do to help? Could we find partners? UWO pilot project UWO pilot project

5. OCUL-Ontario Legislative Library Partnership

6. OZone - Pilot Project Oct.2004 - 700 repository records and target files were loaded into OZone Crosswalk was used to map OLLs MARC records to Dublin Core. Items were assigned a persistent identifier using the Handle system. OCUL assigned a practicum student to work with OLL staff in resolving e-serial loading issues.

7. Results?

8. z

14. Ontario Documents Repository: The Road to Legislative Library/OCUL Partnership

15. Overview of Legislative Library Repository Library began building repository in July 2000 to ensure longer term access to Ontario documents. Archived documents available via the Ontario Legislative Library (OLL) catalogue: http://www.ontla.on.ca/library/catalogue/ecatlogin.asp

16. Overview of Legislative Library Repository Library staff monitor over 60 Ontario ministry sites and 600 pages on a daily basis. Documents downloaded based on OLL collection policy and catalogued. Not authoritative version. Files stored in pdf format. If original is not in pdf, Adobe Acrobat is used to convert the document to pdf.

17. Overview of Legislative Library Repository Archived and catalogued documents are available to staff and clients the next day or sooner. 58,818 visits to the Archive in 2004/05 by Library clients, staff and the public (via Assembly Intranet and via Internet)

18. Overview of Legislative Library Repository Content of Repository (as of Jan 16, 2006): 10,035 Ontario monographs archived 598 serial titles archived 3962 individual serial issues archived As of 2005, we are archiving all Ontario serials we collect. As of October 2005, Ontario government press releases are archived. A few election campaign websites have been captured.

19. Overview of Legislative Library Repository Collection Policy Collection Policy : The Library maintains an extensive collection of Ontario documents not only to serve its own clients, but also to preserve the publishing output of the province. Comprehensive but not exhaustive. Documents are selected on the basis of whether they are likely to be of value to our Library clients or have long-term significance for scholars, researchers, members of the public, and public servants. Documents not intended for public distribution are stored in the restricted access portion of a server.

20. Overview of Legislative Library Repository Cataloguing practice : Both print and electronic versions are catalogued on one record. The description is based on the print format. Both print and electronic versions are catalogued on one record. The description is based on the print format. Serial records include the history on one record, e.g. title and author changes, frequency changes, etc. Serial records include the history on one record, e.g. title and author changes, frequency changes, etc.

21. Snapshot of a Monograph Record

23. Snapshot of a Serial Record

24. Index Page for a Serial Title

26. Origins of OCUL/Legislative Library collaboration By 1999 library organizations including OLA and university libraries were concerned about longer term preservation of Ontario publications in electronic form Groups began to approach OLL for possible assistance. Some libraries & the Archives of Ontario were linking from their catalogues to OLL repository files rather than the official internet versions. First OCUL/OLL discussions in spring 2004 regarding shared interests in creating an Ontario documents repository.

27. Legislative Library Goals for Partnerships Provide broader access throughout the province. Ensure longer-term access to repository files. Provide opportunity for sharing resources or access beyond the Librarys means, e.g. Access to documents of other jurisdictions (federal, provincial, municipal) Consortia purchasing. Ontario Digital Library Shared management of repository through use of servers managed elsewhere.

28. Results and Outstanding Issues from the OZone Pilot Still work to be done…… Legislative Library needs a useable workflow to acquire persistent OZone handle URLs at time of cataloguing to avoid duplication of effort Need a method for reliably uploading & processing larger volumes of records. (~200 + monographs per month)

29. Results and Outstanding Issues from the OZone Pilot Issues outstanding… Need to devise a method for redirecting existing URLs in the OLL catalogue to the new persistent URLs. Need agreement as to where maintenance & development responsibility lies

30. Results and Outstanding Issues from the OZone Pilot Issues outstanding… Serials Need workable method for including serials in OZone D-Space is not designed for files to be added to an existing record. Need a solution for adding new serial issues. Mapping OLL records to Dublin Core is complex since many tags do not apply to the electronic record (i.e. apply to the print copy) Frequent maintenance requirements for serials and related responsibilities were not addressed

31. Additional Legislative Library Requirements Library retains an independent collection policy. Cataloguing level and practices will be maintained as required to meet Legislative Library needs. Crown copyright statements and appropriate use notices be included.

32. Additional Legislative Library Requirements Cont…… Metadata (i.e. Legislative Library catalogue records) & archived files can never be sold. Server should be accessible at all times & server problems addressed in a timely manner since electronic copy is often the only copy. Library would be consulted on any changes in software used to manage the repository that could impact our processes or long-term access

33. Current Status Leg Library/OCUL working teams currently examining: Leg Library/OCUL working teams currently examining: Persistent URL Persistent URL Serials issues Serials issues

34. Whats Next? Evaluate results of monograph testing and develop a usable workflow for the Legislative Library Continuing to work on serials Formalize agreement outlining roles and responsibilities of OLL and OCUL Loading of all OLL monographs and doing regular loads of current titles Providing access to OCUL and then the world! Providing Dublin Core records to those libraries who want them

35. Future Repository has been mentioned in the Ontario Digital Librarys business case for inclusion in the future ODL. Hope to attract other partners to add federal, provincial, etc documents

36. Municipal Documents – more documents that disappear Member communities & corresponding OCUL institutions: City of Windsor & Essex County (University of Windsor) City of Ottawa (University of Ottawa) Cities of Kitchener & Waterloo; Region of Waterloo (Wilfrid Laurier University) City of Kingston (Queens University) City of London (University of Western Ontario) City of Hamilton (McMaster University)

37. Municipal Documents - Pilot Our role: Our role: investigate the status of municipal electronic government document indexing and archiving in Ontario; investigate the status of municipal electronic government document indexing and archiving in Ontario; determine if there are any provincial standards or institutions responsible for this material; determine if there are any provincial standards or institutions responsible for this material; plan for and create policies, processes and workflows relating to the implementation and maintenance of a repository; plan for and create policies, processes and workflows relating to the implementation and maintenance of a repository;

38. Our Role: communicate and consult with public libraries and municipal documentation stakeholders (e.g. municipal clerks, records managers and archivists); communicate and consult with public libraries and municipal documentation stakeholders (e.g. municipal clerks, records managers and archivists); develop standards and guidelines and assist participating stakeholders in local implementation and processes; develop standards and guidelines and assist participating stakeholders in local implementation and processes;

39. Our Role : create focused short-term task groups as needed to work on issues relating to implementation or maintenance; create focused short-term task groups as needed to work on issues relating to implementation or maintenance; develop strategies for marketing to other municipalities, libraries and the public in general. develop strategies for marketing to other municipalities, libraries and the public in general.

40. Challenges: Many of the same issues as encountered with the Ontario document project. Additional experiences include... Many of the same issues as encountered with the Ontario document project. Additional experiences include... difficulty in pinpointing the person to contact: difficulty in pinpointing the person to contact: - who should we talk to? - who should we talk to? - procedures and support for archiving and public access vary - procedures and support for archiving and public access vary

41. project not accepted by all those we approach: project not accepted by all those we approach: - perhaps its none of our business? - perhaps its none of our business? - where will the public go first? - where will the public go first? - fear of duplication of effort - fear of duplication of effort - the official paper output is more important than the electronic - the official paper output is more important than the electronic Challenges: Challenges:

42. Challenges: copyright: copyright: - we need more discussion with stakeholders (& lawyers??) - we need more discussion with stakeholders (& lawyers??) workflow issues: workflow issues: - who will do the actual work? - who will do the actual work? quality control: quality control: - who will make sure that the metadata is correct? - who will make sure that the metadata is correct?

43. Ongoing and Next Steps continue consultations with participating libraries and municipal documentation stakeholders; continue consultations with participating libraries and municipal documentation stakeholders; define clearly what documents we (records managers, archivists, librarians) think should be in this repository and why; define clearly what documents we (records managers, archivists, librarians) think should be in this repository and why; define clearly who is willing to do what in each region; define clearly who is willing to do what in each region; gain more understanding of copyright issues for municipalities; gain more understanding of copyright issues for municipalities;

44. Ongoing and Next Steps liaise with the Association of Municipalities of Ontario (AMO) & the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) to get their help in communicating with municipalities; liaise with the Association of Municipalities of Ontario (AMO) & the Association of Municipal Managers, Clerks and Treasurers of Ontario (AMCTO) to get their help in communicating with municipalities; fine tune the template for inputting municipal document information (i.e. standardized examples for corporate authors; pre-selected document types such as By-Laws or Minutes.) fine tune the template for inputting municipal document information (i.e. standardized examples for corporate authors; pre-selected document types such as By-Laws or Minutes.) group standardized training for T-Space group standardized training for T-Space

45. Questions? Donna Burton Burtond@ontla.ola.org Burtond@ontla.ola.org Hélène LeBlanc hleblanc@wlu.ca hleblanc@wlu.ca Karen Marshall karen.marshall@uwo.ca karen.marshall@uwo.ca