NHSL Digital Library


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This is the Powerpoint slideshow used for a presentation on the New Hampshire State Publications Digital Library at the New England Library Association Conference, October 20, 2009.

The presenters were Janet Eklund, Administrator of Library Operations at the New Hampshire State library, and Charles Shipman, a Reference Librarin at the New Hampshire State Library.

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NHSL Digital Library

  1. 1. NH STATE PUBLICATIONS DIGITAL LIBRARY<br />October 2009<br />Janet Eklund<br />Administrator of Library Operations, NHSL<br />Charles Shipman<br />Reference Librarian, NHSL<br />
  2. 2. NH State Publications Digital Library<br />
  3. 3. The Challenge of Digital Preservation<br />What is digital preservation?<br />&quot;Digital preservation combines policies, strategies and actions that ensure access to digital content over time.&quot;<br />American Library Association, 2008<br />
  4. 4. New Hampshire State Library Circumstances<br /><ul><li>Statutory mandate & depository program
  5. 5. The question: To print or not to print?
  6. 6. Acquisition challenge
  7. 7. Access
  8. 8. Collection Development Policy</li></li></ul><li> Getting StartedSeptember 2007 – January 2009<br /><ul><li>Organizational & financial commitment
  9. 9. A pilot project
  10. 10. Identification of roles & responsibilities
  11. 11. Training & education
  12. 12. Fugitive documents?</li></li></ul><li>The Solution <br />A Web Portal<br />Content management system<br />Digital Archiving<br />Files type agnostic<br />Full-text vs. controlled searching?<br />PTFS (Progressive Technologies Federal Systems)<br />
  13. 13. The Cost<br /># of records (2,500 records or 10 GB)<br />ASP hosting solution<br />Technical support<br />Training<br />The Spider!<br />First year grand total?<br />$44,000 – first year grand total<br />
  14. 14. The Learning Curve Going Live<br /><ul><li>Go live date: January 20, 2009
  15. 15. Training: 3 days September 2009
  16. 16. 3 months of trial and error
  17. 17. 3 months of manual manipulation
  18. 18. System administration decisions</li></li></ul><li>From Agency Website to Digital Library<br />Agency Website<br />PTFS Server<br />Spider pulls<br />new documents<br />“scheduler” program adds documents<br />to database<br />Archivalware<br />(Staff Only)<br />NH Digital Database<br />(Public)<br />staff prepare docs<br />for public access<br />Link added to NHSL catalog<br />NHSL Catalog<br />
  19. 19. How the Spider works<br />A separate “spider” is created for each agency<br />A seed url (the agency’s homepage) is assigned<br />Filters are added: URL and File Format<br />Spider software checks to see if files are new or modified since date the software last ran<br />Could add images from spider software<br />
  20. 20. Preparing documents for the database<br />Step 1: Is it a “State Publication?”<br />Use Collection Development Policy for guidance:<br />www.nh.gov/nhsl/about/documents/CollectionPolicy2008.pdf<br />What should be kept?<br /> Annual Reports<br /> Newsletters<br /> Brochures<br /> Handbooks, manuals<br />
  21. 21. Preparing documents for the database<br />Step 1: Is it a “State Publication?”<br />What should be discarded?<br /> Meeting Agendas<br /> Press Releases<br /> Office Email Correspondence<br />“Gray areas”: <br /> Archive EVERYTHING<br /> vs.<br /> Collection Development Policy<br />
  22. 22. Preparing documents for the database <br />Step 2: Adding Metadata<br />Goal: <br />Maximize ease of access while keeping workload manageable<br />Metadata fields restricted to a few key fields:<br /> Title, Serial Title, Author, Year Published, # Pages<br />Some data is added automatically:<br />File type, File size, Original URL<br />
  23. 23. The Metadata Edit Screen<br />
  24. 24. Preparing documents for the database <br />Step 3: Assigning a Folder<br />Documents can be filed in a folder structure similar to Windows Explorer<br />Patrons can browse folders for documents in addition to searching text or metadata<br />Folders make it possible to guide users to a set of docs using PURLs<br />
  25. 25. The Folder Structure<br />Documents are assigned to folders using the following hierarchy:<br />Agency<br /> Division<br /> Bureau/Program<br /> Document Type Periodical Title (as needed)<br />
  26. 26. Creating the User Interface<br /><ul><li>Goal:</li></ul>Combine ease of use with powerful search options<br /><ul><li>Provide multiple paths to publications:
  27. 27. Full Text Searching
  28. 28. Field Searching
  29. 29. Browsing</li></li></ul><li>Full-Text Searching<br />Three forms:<br /><ul><li>Boolean: Allows typical search options – phrase searches, AND/OR/NOT operators, and wildcards
  30. 30. Concept: Broadens searches by comparing terms to a pre-existing dictionary
  31. 31. Pattern: Searches for patterns of text that best match the patron’s search terms</li></li></ul><li> Field Searching<br /><ul><li>Field searches allow users to search by year, agency, bureau, author, title, serial title
  32. 32. Field search interface completely customizable
  33. 33. Multiple fields can be combined
  34. 34. Field searches can be combined with full-text searches</li></li></ul><li>Combining full-text and field searching<br />Massabesic<br />anywhere in <br />the text<br />Limit to docs<br />published <br />2007-2009<br />
  35. 35. Browsing Documents<br />In Browse Mode multiple paths are provided to documents and folders - browse by:<br /><ul><li> State Agency
  36. 36. Division/Bureau
  37. 37. Publication Type
  38. 38. Governor’s Office</li></ul>As the database grows, new ways of browsing will be designed for existing documents<br />
  39. 39. Example of Browsing<br />
  40. 40. The Navigation String shows location in the browse structure and makes it easy to backtrack<br />Browse Type Department Division Program DocType<br />
  41. 41. Linking the OPAC to the Digital Library<br />URLs to agency website and to Publications Database<br />Click the PURL…<br />
  42. 42. …and open ‘Rip Tide’ in the Digital Publications database<br />
  43. 43. A Closer Look at the Results Screen<br /><ul><li> Titles open the document for viewing/printing
  44. 44. Hyperlinks to folders for Agency, Bureau, and Document Type</li></li></ul><li>Next Step:<br />Distributing to NH Libraries<br /><ul><li>Current Depository Program: Print-based, selective
  45. 45. Next Step: Electronic Distribution
  46. 46. Any NH library can participate</li></li></ul><li>NEXT STEP:<br />Electronic<br />Distribution<br />Any library can add links to state publications<br />
  47. 47. Current Status<br /><ul><li># of documents in the digital library
  48. 48. What Value?
  49. 49. Other uses
  50. 50. Digitizing projects
  51. 51. Digital state documents depository system
  52. 52. Financial commitment
  53. 53. More than state publications?</li></li></ul><li>Lessons learned<br /><ul><li>Don’t wait
  54. 54. Collection Development Policy
  55. 55. Technical, Reference &</li></ul> Administration input <br /><ul><li>Keep it simple (single focus)
  56. 56. Scalability</li></li></ul><li>For More Information:<br /><ul><li>Visit the NH State Publications Digital Library from our library homepage:</li></ul>http://www.nh.gov/nhsl<br /><ul><li>Download this PowerPoint presentation:
  57. 57. Email us: Janet.Eklund@dcr.nh.gov</li></ul> Charles.Shipman@dcr.nh.gov<br />