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Crossing Institutional Boundaries to Create Permanent Public Access for Government Information Shari Laster (laster@uakron...
Digitizing U.S. Government Publications <ul><ul><li>An estimated 97% of new government publications are born digital.  </l...
 
The Collection: War Relocation Authority <ul><ul><li>The WRA (1942-1946) was the federal entity responsible for the intern...
The Plan: Ohio GODORT <ul><ul><li>Ohio GODORT's mission:  </li></ul></ul><ul><ul><ul><li>&quot;...promote the effective us...
The Tool: OhioLINK DRC <ul><ul><li>The Digital Resource Commons: </li></ul></ul><ul><ul><ul><li>&quot;OhioLINK recognizes ...
Digital Collections Working Group <ul><ul><li>Shari Laster (UA) volunteered to lead the project for Ohio GODORT. </li></ul...
Digitizing the collection <ul><ul><li>Files from DU's previous digitization project in 2003-05 </li></ul></ul><ul><ul><ul>...
Files for our collection <ul><ul><li>High quality TIFF images of each page as the archival copy </li></ul></ul><ul><ul><li...
Describing the collection <ul><ul><li>Most original cataloging already created in-house by Denison University catalogers <...
Transforming metadata <ul><ul><li>Catalina Oyler (Ohio 5) brought technical expertise to the project for the metadata, bra...
Developing the DRC <ul><li>http://ohiogodort.uakron.edu/  </li></ul><ul><li>  </li></ul><ul><ul><li>DRC instances come wit...
Creating the collection <ul><ul><li>Added items in bulk using a process based on the  DRC batch load process </li></ul></u...
Outcomes <ul><ul><li>Documented our process and the files we used:  https://sites.google.com/site/ohiogodortdcwg/ </li></u...
Institutional support: key to project <ul><ul><li>Denison University </li></ul></ul><ul><ul><li>Kenyon College, Ohio State...
How did we get buy-in? <ul><ul><li>Deputy/interim library director at Denison University. </li></ul></ul><ul><ul><li>Value...
Collaborative tool.
Challenges and Opportunities <ul><ul><li>Keep everything moving forward! </li></ul></ul><ul><ul><li>Learning about technic...
What's next? <ul><ul><li>Complete this collection and list in the Registry </li></ul></ul><ul><ul><li>Find more documents ...
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Crossing Institutional Boundaries to Create Permanent Public Access for Government Information

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Presentation for the Academic Library Association of Ohio Annual Conference, 5 November 2011, Toledo, Ohio.

Published in: Education, Technology
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  • Image on left: &amp;quot;Relocation of Japanese-Americans,&amp;quot; 1943, Frontispiece Image on right: &amp;quot;The wartime handling of evacuee property,&amp;quot; 1946, Table of Contents
  • Transcript of "Crossing Institutional Boundaries to Create Permanent Public Access for Government Information"

    1. 1. Crossing Institutional Boundaries to Create Permanent Public Access for Government Information Shari Laster (laster@uakron.edu) The University of Akron Catalina Oyler (caoyler@gmail.com) Five Colleges of Ohio Friday, 4 November 2011, 10:30 AM Academic Library Association of Ohio Annual Conference
    2. 2. Digitizing U.S. Government Publications <ul><ul><li>An estimated 97% of new government publications are born digital.  </li></ul></ul><ul><ul><li>Legacy digitization projects have been ongoing since the dawn of the Internet. </li></ul></ul><ul><ul><li>List of current projects:  http://registry.fdlp.gov/ </li></ul></ul><ul><ul><li>Value of distinct collections: </li></ul></ul><ul><ul><ul><li>Browsability </li></ul></ul></ul><ul><ul><ul><li>Keyword Searching </li></ul></ul></ul><ul><ul><ul><li>Context </li></ul></ul></ul>
    3. 4. The Collection: War Relocation Authority <ul><ul><li>The WRA (1942-1946) was the federal entity responsible for the internment of Japanese-Americans and other individuals during WWII.  </li></ul></ul><ul><ul><li>Documents include reports, operational guides, publicity materials, and monograph research works published by the agency. </li></ul></ul><ul><ul><li>Print collection union list developed by Carol Singer (BGSU, formerly Kenyon College) in late 1980s. </li></ul></ul><ul><ul><li>Digitization initiated by Mary Prophet (Denison University) in mid-2000s following heavy course-related usage. </li></ul></ul><ul><ul><li>CONTENTdm didn't work, so files were distributed first by CD-ROM, and later by flash drive. </li></ul></ul>
    4. 5. The Plan: Ohio GODORT <ul><ul><li>Ohio GODORT's mission:  </li></ul></ul><ul><ul><ul><li>&quot;...promote the effective use of government information which is issued, published, or distributed in any format by all levels of government...&quot; </li></ul></ul></ul><ul><ul><li>Founded in 1981 to bring together government documents librarians from around the state. </li></ul></ul><ul><ul><li>The &quot;it sounds like a good idea...&quot; moment. </li></ul></ul>
    5. 6. The Tool: OhioLINK DRC <ul><ul><li>The Digital Resource Commons: </li></ul></ul><ul><ul><ul><li>&quot;OhioLINK recognizes the importance of increasing cooperation in the creation and sharing of digital collections&quot; </li></ul></ul></ul><ul><ul><li>Maintained by OhioLINK and OARnet in cooperation with OhioLINK's Digital Resources Management Committee . </li></ul></ul><ul><ul><li>An OhioLINK representative attended the Spring 2007 Ohio GODORT meeting to answer questions about collaboration. </li></ul></ul><ul><ul><li>In 2010, DRC expanded from 15 to 30 institutional instances. </li></ul></ul><ul><ul><li>Gwen Evans (BGSU), chair, worked with Coleen Parmer (retired, formerly BGSU), and agreed that Ohio GODORT would make a good test case. </li></ul></ul>
    6. 7. Digital Collections Working Group <ul><ul><li>Shari Laster (UA) volunteered to lead the project for Ohio GODORT. </li></ul></ul><ul><ul><li>Mission and scope: </li></ul></ul><ul><ul><ul><li>bring together collections of digitized government documents to make them more accessible and useful. </li></ul></ul></ul><ul><ul><ul><li>accept federal, state, local, international, and non-governmental organization (NGO) documents. </li></ul></ul></ul><ul><ul><ul><li>all materials in this collection will be fully accessible to the public. </li></ul></ul></ul><ul><ul><li>Determined that at least one member of DCWG, preferably the OhioLINK Site Administrator, must be from an OhioLINK institution and act as the DRMC Liaison. </li></ul></ul>
    7. 8. Digitizing the collection <ul><ul><li>Files from DU's previous digitization project in 2003-05 </li></ul></ul><ul><ul><ul><li>High quality (huge) TIFFs of each page </li></ul></ul></ul><ul><ul><ul><li>Various PDF versions and text transcripts </li></ul></ul></ul><ul><li>  </li></ul><ul><ul><li>Each scan was evaluated </li></ul></ul><ul><ul><ul><li>Quality varied across the collection </li></ul></ul></ul><ul><ul><ul><ul><li>Some originals were copies (mimeographs) </li></ul></ul></ul></ul><ul><ul><ul><li>Rescanned when necessary </li></ul></ul></ul><ul><ul><ul><li>Touched up images in the PDF version </li></ul></ul></ul>
    8. 9. Files for our collection <ul><ul><li>High quality TIFF images of each page as the archival copy </li></ul></ul><ul><ul><li>Lower resolution PDFs of the entire document as access copy </li></ul></ul><ul><ul><li>Text transcripts embedded in the PDFs for keyword searching </li></ul></ul><ul><ul><ul><li>Used OCR software on better quality documents </li></ul></ul></ul><ul><ul><ul><li>Process to add text transcript to an image PDF is cumbersome, had to balance desire for a perfect product with limited resources </li></ul></ul></ul>
    9. 10. Describing the collection <ul><ul><li>Most original cataloging already created in-house by Denison University catalogers </li></ul></ul><ul><ul><li>Developed a qualified Dublin Core schema based on the DRC's metadata application profile   </li></ul></ul><ul><ul><li>Created a crosswalk for MARC to DC transformation based on the LC Crosswalk </li></ul></ul><ul><ul><ul><li>  dc:identifier.govdoc --> 086 </li></ul></ul></ul>
    10. 11. Transforming metadata <ul><ul><li>Catalina Oyler (Ohio 5) brought technical expertise to the project for the metadata, branding, and batch load processes. </li></ul></ul><ul><ul><li>Modified a XSLT stylesheet from OSU and used MarcEdit for the transformation </li></ul></ul><ul><ul><li>Resulted in Dublin Core XML that could be used in the DRC batch upload process </li></ul></ul>
    11. 12. Developing the DRC <ul><li>http://ohiogodort.uakron.edu/ </li></ul><ul><li>  </li></ul><ul><ul><li>DRC instances come with a generic interface </li></ul></ul><ul><ul><li>Borrowed theme and simple modifications created a custom Ohio GODORT brand </li></ul></ul><ul><ul><ul><li>Minimized volunteer time spent on coding </li></ul></ul></ul><ul><ul><li>Created structure to allow for addition of more collections in the future </li></ul></ul>
    12. 13. Creating the collection <ul><ul><li>Added items in bulk using a process based on the DRC batch load process </li></ul></ul><ul><ul><li>Tweaked process to fit this collection </li></ul></ul><ul><ul><ul><li>DRC batch loading uses Excel Macros </li></ul></ul></ul><ul><ul><ul><li>We added steps to replace some of the macro process </li></ul></ul></ul><ul><ul><li>Trial and Error and troubleshooting to create a process that can be used for any future collections we add </li></ul></ul>
    13. 14. Outcomes <ul><ul><li>Documented our process and the files we used:  https://sites.google.com/site/ohiogodortdcwg/ </li></ul></ul><ul><ul><li>Created guide for a general MARC to DC process for other DRMC members to use:  https://sites.google.com/a/ohiolink.edu/drmc/documentation/marc2dc.zip </li></ul></ul><ul><ul><li>Listed in Registry:  http://registry.fdlp.gov/listings/war-relocation-authority </li></ul></ul>
    14. 15. Institutional support: key to project <ul><ul><li>Denison University </li></ul></ul><ul><ul><li>Kenyon College, Ohio State University </li></ul></ul><ul><ul><li>University of Akron </li></ul></ul><ul><ul><li>Five Colleges of Ohio </li></ul></ul><ul><ul><li>Bowling Green State University </li></ul></ul><ul><ul><li>Individual librarians supporting the project from an additional five institutions throughout the state </li></ul></ul>
    15. 16. How did we get buy-in? <ul><ul><li>Deputy/interim library director at Denison University. </li></ul></ul><ul><ul><li>Value of project, including training aspects, to tenure-track faculty librarian at University of Akron. </li></ul></ul><ul><ul><li>Meeting consortial priorities for Ohio 5. </li></ul></ul><ul><ul><li>Support of Ohio GODORT as a recognized organization. </li></ul></ul><ul><ul><li>Support from OhioLINK as example of cross-institutional cooperation. </li></ul></ul><ul><ul><li>FDLP mandate. </li></ul></ul><ul><ul><li>Opportunities for collaboration with GPO. </li></ul></ul>
    16. 17. Collaborative tool.
    17. 18. Challenges and Opportunities <ul><ul><li>Keep everything moving forward! </li></ul></ul><ul><ul><li>Learning about technical components. </li></ul></ul><ul><ul><li>Difficult to involve everyone at one time. </li></ul></ul><ul><ul><li>More opportunities than time and resources allow. </li></ul></ul><ul><ul><li>Leadership development. </li></ul></ul><ul><ul><li>Training provides value beyond the individual project. </li></ul></ul><ul><ul><li>Find ways to divide and distribute responsibilities. </li></ul></ul><ul><ul><li>Prioritize; find the gems. </li></ul></ul>
    18. 19. What's next? <ul><ul><li>Complete this collection and list in the Registry </li></ul></ul><ul><ul><li>Find more documents for the WRA collection. </li></ul></ul><ul><ul><li>Future collections? </li></ul></ul><ul><ul><li>Partnership opportunities with GPO. </li></ul></ul>

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