The document outlines the establishment and functioning of the New Hampshire State Publications Digital Library, including its goals for digital preservation and accessibility of state documents. Key aspects include policies for acquisition, metadata strategies, and the usage of a web portal and content management system. It also discusses training, costs, and the challenges faced during implementation, alongside future steps for broader electronic distribution.

1. NH STATE PUBLICATIONS DIGITAL LIBRARYOctober 2009Janet EklundAdministrator of Library Operations, NHSLCharles ShipmanReference Librarian, NHSL

2. NH State Publications Digital Library

3. The Challenge of Digital PreservationWhat is digital preservation?"Digital preservation combines policies, strategies and actions that ensure access to digital content over time."American Library Association, 2008

4. New Hampshire State Library CircumstancesStatutory mandate & depository program

5. The question: To print or not to print?

6. Acquisition challenge

7. Access

8. Collection Development Policy Getting StartedSeptember 2007 – January 2009Organizational & financial commitment

9. A pilot project

10. Identification of roles & responsibilities

11. Training & education

12. Fugitive documents?The Solution A Web PortalContent management systemDigital ArchivingFiles type agnosticFull-text vs. controlled searching?PTFS (Progressive Technologies Federal Systems)

13. The Cost# of records (2,500 records or 10 GB)ASP hosting solutionTechnical supportTrainingThe Spider!First year grand total?$44,000 – first year grand total

14. The Learning Curve Going LiveGo live date: January 20, 2009

15. Training: 3 days September 2009

16. 3 months of trial and error

17. 3 months of manual manipulation

18. System administration decisionsFrom Agency Website to Digital LibraryAgency WebsitePTFS ServerSpider pullsnew documents“scheduler” program adds documentsto databaseArchivalware(Staff Only)NH Digital Database(Public)staff prepare docsfor public accessLink added to NHSL catalogNHSL Catalog

19. How the Spider worksA separate “spider” is created for each agencyA seed url (the agency’s homepage) is assignedFilters are added: URL and File FormatSpider software checks to see if files are new or modified since date the software last ranCould add images from spider software

20. Preparing documents for the databaseStep 1: Is it a “State Publication?”Use Collection Development Policy for guidance:www.nh.gov/nhsl/about/documents/CollectionPolicy2008.pdfWhat should be kept? Annual Reports Newsletters Brochures Handbooks, manuals

21. Preparing documents for the databaseStep 1: Is it a “State Publication?”What should be discarded? Meeting Agendas Press Releases Office Email Correspondence“Gray areas”: Archive EVERYTHING vs. Collection Development Policy

22. Preparing documents for the database Step 2: Adding MetadataGoal: Maximize ease of access while keeping workload manageableMetadata fields restricted to a few key fields: Title, Serial Title, Author, Year Published, # PagesSome data is added automatically:File type, File size, Original URL

23. The Metadata Edit Screen

24. Preparing documents for the database Step 3: Assigning a FolderDocuments can be filed in a folder structure similar to Windows ExplorerPatrons can browse folders for documents in addition to searching text or metadataFolders make it possible to guide users to a set of docs using PURLs

25. The Folder StructureDocuments are assigned to folders using the following hierarchy:Agency Division Bureau/Program Document Type Periodical Title (as needed)

26. Creating the User InterfaceGoal:Combine ease of use with powerful search optionsProvide multiple paths to publications:

27. Full Text Searching

28. Field Searching

29. BrowsingFull-Text SearchingThree forms:Boolean: Allows typical search options – phrase searches, AND/OR/NOT operators, and wildcards

30. Concept: Broadens searches by comparing terms to a pre-existing dictionary

31. Pattern: Searches for patterns of text that best match the patron’s search terms Field SearchingField searches allow users to search by year, agency, bureau, author, title, serial title