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

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

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  • Image on left: "Relocation of Japanese-Americans," 1943, Frontispiece Image on right: "The wartime handling of evacuee property," 1946, Table of Contents

Crossing Institutional Boundaries to Create Permanent Public Access for Government Information Presentation Transcript

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