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Where Am I Supposed to Find That?
 

Where Am I Supposed to Find That?

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    Where Am I Supposed to Find That? Where Am I Supposed to Find That? Presentation Transcript

    • Where am I Supposed to Find That? Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian A Finders’ Guide for State Publications in the Arizona Memory Project
    • How can State Publications Help Answer Your ?’s Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian
      • Yeah, there’s a Report for that.
        • How many library programs took place in Maricoppa County in 2006?
        • What was the number of vehicles stopped by the Highway Patrol in 2009?
        • What was the revenue in 2008 for the Arizona Lottery total ticket sales?
    • First Some Numbers Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian
      • As of November 1, 2010:
        • State Documents Collection
        • 76,131 items
        • About 1,000 items added / month
      • Of those…
        • 18,978 are online (25%) in the Arizona Memory Project
    • First Some Numbers Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian
      • Of those 18,978:
        • 8,584 State Publications
        • 9,417 Attorney General Opinions
        • 695 Executive Orders
        • 282 County / Local Publications
    • Where to Begin Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian http://azmemory.lib.az.us
    • State Publications Metadata Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian
      • 27 metadata fields available
      • State Publications use 22 fields
      • To find materials only 4 are crucial (in order)
        • Title
        • Creator
        • Publisher
        • Subject
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian
      • Basic Search Screen
        • Enter Keywords
        • Select Collection
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian
      • Use the Metadata to Your Advantage
        • Search Selected Fields
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian
      • Choose how to use your Keywords
        • The drop down gives you 4 choices for how to treat your key words
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Keywords can be combined “All of the words” AND Used in a phrase “The exact phrase” “” Expanded “Any of the words” OR Excluded “None of the words” NOT
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Select the metadata field to search from the drop down menu
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian
      • Some Keywords Work Better in Certain Fields
      • If you know the TITLE it’s obvious where to search
      • General terms like “housing” or “statehood” work best in the SUBJECT field
      • If you know the name of the agency, “Department of Public Safety,” then the CREATOR or PUBLISHER fields would be the best choice
      • Using the DATE ORIGINAL or FORMAT fields will provide you with a smaller hit list to look through but you have to know that you are picking the right date or format
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian
      • Add More Fields if Necessary
        • You can add 2 more fields for a total of 4
        • Remember do not limit your search too much
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian
      • Scroll Down to Select State Publications
      • Click on the ADD Button
        • Save time by only looking in the selected collection
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Metadata in Action To see how all of this works lets look up some public library statistics Search TITLE for the keywords “public library statistics” Select the State Publications collection
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Results This report contains several years worth of reports clicking on the title will take you to the view page where you can select the year you are interested in.
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Results
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Metadata in Action To see all the publications of a state agency Search CREATOR for the keywords “dept public safety” Select the State Publications collection
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Results These 6 reports were all created by the Department of Public Safety
    • Creator or Publisher Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Some agencies will have reports created for them by outside agencies. These reports will not have the agency name in the CREATOR field. The agency will be listed in the PUBLISHER field. Some agencies create reports for other agencies as well. Tip: Try your search both ways to maximize results.
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Results These 4 reports were all published by the Department of Public Safety 1 Report was created for another agency and published by them the other report was published by the “department” of public safety
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Need to know the Name of an Agency? http://www.lib.az.us/azdocs/list.aspx The current list of State Agencies as used by the catalogers in State Documents.
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Metadata in Action Searching by SUBJECT can bring up reports from several agencies Search SUBJECT for the keywords “Arizona lotteries” Select the State Publications collection
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Results Documents from several agencies appear in the list.
    • One Last Tip Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Most information about an agency is contained in their Annual Report Many of these are included in AMP.
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Metadata in Action To see all the Annual Reports in a given year Search TITLE for the keywords “annual report” and the field DATE ORIGINAL for “2009” Select the State Publications collection
    • Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian Results We have a list of all the annual reports from 2009 or do we?
    • Questions Vincent A Alascia Az State Library, Archives and Public Records State Documents Librarian