New Mexico State Documents

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New Mexico State Documents
Digital Documents at the New Mexico State
Library Workflows for Managing Digital Assests

• Here is where you put your subtitle.

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Purpose of Digital Documents Collections

• Fulfill our state mandate to collect, preserve
  and provide access to New Mexico state
  publications
• Fulfill our state mandate to provide our 24 state
  depository libraries with their copies of those
  state publications

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Digital Documents Collection Technologies

• OCLC Digital Archive Tool
• Evolving Technologies
• GILS (Government Information Locator Service)

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State Documents Collection Development Policy

• Worked with Depository libraries- meetings
• Worked with State Archives
• Worked with State Agencies
• Buy in from all

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Collection Development Policy
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Federal Digital Collection Development

• New Mexico News Plus
• New Mexico or local Hot Topics in the News
• Non-depository federal items of local interest
• Occasional high profile documents, not related to
  
• New Mexico (Hurricane Katrina, torture, 9-11)

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WorkFlows

• State Agencies
• New Mexico State Library
• State Depository Libraries

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Workflow--State Agencies

• File their electronic and web-based documents
  using designated mailbox
• DCA-statepubs_at_state.nm.us
• Work with state agencies directly to advise on
  the formats in which they publish their
  information- member of advisory committees
• State Documents staff proactively searches agency
  websites and calls with claims for un-filed
  documents

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Workflow --State Library

• After identification and/or filing by state
  agencies
• Identify Level of Harvest
• All digital archive procedures may be split
  between staff and departments, and may be done in
  any order
• Both Tech Services and Public Services staff
  harvest and ingest monographs and serials
• All cataloging is done in Technical Services

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• If the material is cataloged before harvesting
• Create a bib record in Worldcat
• Create DA Link in 856
• Create DA record
• Determine level of harvest
• Harvest item
• Ingest item
• Import bib record into iPac

• If the material is harvested before cataloging
• Determine level of harvest
• Create DA record
• Harvest item
• Ingest item
• Create a bib record in Worldcat
• Create DA Link in 856
• Add OCLC bib number to DA record
• Import bib record into iPac

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Depository Libraries Workflow

• Receive Digital Archive Shiplist
• Part three of regular (usually monthly) shiplist
• Download OCLC DA bib record into ipac
• Or cut and paste DA 856 link into ipac
• Local patrons have access to full document
• Site visits and Annual Meetings to ensure
  participation and provide training

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Digital Archive Shiplist
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Budget

• Subscription 13,000 year
• 5 per month storage fee
• 20 hours staff time/week
• Learning Curve is steep- 3 months

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Collaborating with Libraries Statewide to Expand
and Develop Digital Documents Collections

• Working with New Mexico libraries to use this
• technology to expand their state digital
  collections
• Libraries are exploring adding county and
  municipal documents to their online digital
  document collections
• Libraries are exploring adding Federal documents
  of
• local interest to their online digital
  collections
• Libraries are exploring adding their
  institutional
• documents to their online digital collections

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Questions?www.stlib.state.nm.us/DigitalArchive.ht
m
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Marcia Smith

• State Documents Librarian
• marcia.smith_at_state.nm.us
• 505-476-9716
• www.stlib.state.nm.us