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Capturing and archiving Welsh Government publications


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How I capture, catalogue and archive Welsh Government publications.

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Capturing and archiving Welsh Government publications

  1. 1. Capturing and archiving Welsh Government publications Jemma Francis
  2. 2. My presentation• My role• Our obligations under legislation• What we publish• How I identify our new publications• Supplying our publications• Where to find our publications• Current developments with our archive collection
  3. 3. My role• Manage the Welsh Government’s Library Management System(LMS)• Manage the identification all new Welsh Governmentpublications, ensuring their capture for cataloguing, classificationand addition to the Archive.• Manage the publications Archive.• Supervise the retrospective cataloguing, classification andarchiving of appropriate collections / materials.• Oversee cataloguing and classification standards and ensurethat these are applied consistently.
  4. 4. Publication scheme• Freedom of Information Act 2000 (FoIA) • Information Commissioner’s Office (ICO)• Section 19 of the Freedom of Information Act 2000 requiresthe Welsh Government to have a Publication Scheme •The scheme sets out what information the WG publishes as a matter of course; •How the information will be published; •Whether the information is free or priced
  5. 5. What we publish• Print and electronic: • About the Welsh Government • Policy • Strategy • Circulars • Consultations • Guidance • Statistics updates • Grant scheme information and application forms • Planning decisions
  6. 6. Capturing our publications for cataloguing• 65 copies of printed publications sent to FPCC • two of these are kept for library stock and the archive• electronic publications • searching the corporate website • relying on colleagues to send alerts for new publications • copies of circulars, health circulars and notices via distribution lists • requests for ISBNs• catalogued for access on internal and external OPACs
  7. 7. Statistics• Current data on publications: • Over 30,000 publications on the library catalogue; • over 14,000 circulars • 2000 consultation documents • almost 1500 electronic publications• Publications OPAC • Foundation phase document is the most requested item
  8. 8. Publications supply• Copyright libraries • 8 including British Library and National Library of Wales• Information Link • 40 public libraries throughout Wales• First Point of Contact Centre • Requests from members of the public, public bodies and external organisations • Y Bont in Aberystwyth and Llandudno
  9. 9. Where to find our publications• Online catalogue – Catalog Arlein •• Print archive: • Welsh Office archive • Welsh Assembly Government / Welsh Government archive • Basic Skills archive• Online: • Archived website: •HOWIS: Welsh Health Circulars: http:// • Official documents:
  10. 10. Archive scanning project• Part of a general library review project due to Programme forGovernment – WG’s 5 year strategy • Making our resources more accessible for colleagues and the public• Project team of 5 in place for 3 months to scan almost 30,000publications • Work to prepare and scan the publications • In pdfa format to be uploaded to the LMS• So far approx 20,000 have been scanned • Next phase is Welsh Office archive – 9500 documents • However, many have not been catalogued!
  11. 11. Questions?