Indiana Light Archives for Federal Documents

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Indiana Light Archives for Federal Documents

• Cheryl Truesdell

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• How did we come up with this crazy idea?

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• Government Printing Office and Federal
  Depository Libraries evolving vision for an
  electronic documents system including
• National Bibliography GPO to purchase an ILS
  system and systematically develop cataloging for
  all documents
• Digitizing the Legacy Collection GPO developing
  a plan to digitize all documents not currently in
  electronic format

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• GPO proposes a system of dark and light
  archives distributed throughout the United States
  that would be responsible for maintaining the
  legacy and current collection
• GPO developing a harvesting system to
  systematically capture electronic documents not
  in the depository system

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• Indianas Response

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• Brief history and evolution - 2003
• At the IU Council of Head Librarians Judie
  presented a brief description of the issues
  facing depository libraries today in the era of
  electronic information. Meeting of IU documents
  librarians recommended.
• Documents librarians convened and discussed
  building a complete, retrospective federal
  depository collection in the ALF.

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• Brief history and evolution 2004
• IU Council of Head Librarians drafted a charge to
  the newly formed IU Depository Library Group
• provide a proposed plan and timeline for
  eliminating duplication of electronic records in
  the Marcive profile
• Delineate pros and cons of reducing the number of
  print copies of U.S. government publications
  retained permanently by the IU Libraries

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• Brief history and evolution 2004
• Outline the implications of using the ALF as a
  shelving location for print copies not needed
  onsite with the goal to keep at least one copy of
  every print document in ALF
• Define delivery standards and restricted use
  criteria
• Examine the issues of shared cataloging
  responsibilities among IU Libraries for these
  publications and for shared records management
  responsibilities.

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• Brief history and evolution 2005
• IU Documents Group Status Report
• Established goals
• Enhance access to government documents and
  information
• Free staff from more routine activities in order
  to concentrate on value-added activities (such as
  building databases, working on digital projects,
  etc.)
• Save space, processing time and duplication of
  effort
• Fill in collection gaps
• Establish a base that could be expanded to
  include other Indiana depositories

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• Brief history and evolution 2005
• IU Documents Group Status Report
• Recommendations
• All electronic-only selections will be
  re-assigned to IUs Main Library. No other
  library will include electronic-only items in the
  MARCIVE profile in the future. Electronic-only
  selections will be assigned to the Online
  library location in IUCAT.
• Share the cost and labor of adding the URL to the
  record of the tangible format.

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• Brief history and evolution 2005
• IU Documents Group Status Report
• Recommendations
• IU Main Library will select all available printed
  documents starting FY2005
• Process all IU Main printed selections to the ALF
• Move one copy of every title available to ALF
• Circulate all copies with certain exceptions

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• Brief history and evolution 2005
• IU Documents Group Status Report
• Recommendations
• Delivery standards assume that users will use
  electronic versions of physical documents
  whenever possible
• All items will be loanable/deliverable except for
  restricted items (rare or fragile items)
• All others will be a normal circulation or
  in-library use only
• Items less than 25 pp will be scanned and sent
  electronically
• Microfiche will be copied if longer than 50 pp
• Desktop delivery within 24-36 hours campus to
  campus delivery within 2-3 days (assumes all
  campuses have 5-days/week Wheels delivery

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• Brief history and evolution 2005
• IU Documents Group Status Report
• Recommendations
• Cataloging of MARCIVE supplied electronic serials
• Cataloging of non-depository items
• Shared cleanup of records, e.g., changed
  monographic records many with updated URLs

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• Brief history and evolution 2006
• IU Library Director writes to Judith Russell,
  Superintendent of Documents to officially
  express our intent to serve as a light repository
  for historical federal documents
• The concept of the light repository is based on
  the assumption that this tangible archive would
  serve as a backup to a publicly accessible
  digital collection
• Outlined IUs questions to GPO on
  comprehensiveness, discard policy, duplication,
  cataloging assistance, preservation standards,
  delivery requirements

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• Brief history and evolution February 2006
• Enter Academic Libraries of Indiana (ALI)
• Directors of Indiana University, University of
  Notre Dame and Purdue University report back to
  an ALI meeting concerning conference they
  attended sponsored by Association of Research
  Libraries The Future of Government Documents in
  ARL Libraries
• Recommended that ALI build upon the current IU
  Documents Group Plan

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• Brief history and evolution June 2006
• Planning meeting for Indiana GPO Light Archive
• Attended by Directors of IU, Purdue, Notre Dame
  and the Indiana State Library and representative
  government documents librarians
• The group agreed that the ultimate goal is
  development of one comprehensive, well-preserved,
  secure, centralized collection of federal
  documents in tangible format
• In the meantime task force was convened to
  develop a way to create a distributed collection
  based on the holdings of the participating
  libraries
• Everyone present agreed to commit time and
  resources to work on the project. Task Force
  established Lou Malcomb, IU, Bert Chapman,
  Purdue, Laura Bayard, Notre Dame, Anika Williams,
  ISL, Cheryl Truesdell, IPFW

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• Brief history and evolution August 2006
• Meeting of Indiana Depository Librarians
• Forty-one depository librarians and directors,
  representing all but ten of Indianas
  depositories attended
• All agreed that we should proceed towards a
  shared, collaborative light repository for
  federal and state documents
• All agreed that we should adopt the revised
  disposal guidelines pending approval by the
  Superintendent of Documents, Judith Russell
• What began as a project involving only the nine
  depositories in Indiana University was now a
  project involving all of the depositories in
  Indiana, and indeed, all of the libraries of
  Indiana

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• Brief history and evolution Sept. 2006
• The Legacy Collection in a Digital Age The
  Indiana Plan for a Light Government Documents
  Depository A Meeting with the Superintendent of
  Documents outlined Indiana Plan and asked for
  response from GPO

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• Brief history and evolution Sept. 2006
• Some questions concerns by GPO
• Legal ruling on Indianas proposed Disposal
  Guidelines
• Written memorandum of understanding by
  participating libraries outlining commitment now
  and in the future

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• Brief history and evolution October 2006
• Indiana Gets the Green Light!
• Meeting with the Supt. of Documents
• All participants of the light archive will sign a
  selective housing agreement that describes which
  libraries are involved, which parts of the
  collection they are responsible for, and what
  support services they will provide, and an out
  clause

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• Brief history and evolution October 2006
• In the near term the shared light archive
  collection will be a distributed collection
  housed at IU, Purdue, Notre Dame and ISL
• All publications included in the light archive
  will be cataloged
• Participants will provide ILL and reference
  services for those areas of the collection for
  which they are responsible
• Wheels will include all depository libraries

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• Brief history and evolution October 2006
• There is a consensus among the Indiana depository
  libraries that this is an acceptable arrangement
• Indiana may revise its Disposal Guidelines to
  reflect availability of documents in distributed
  light archive
• Nothing in the disposal guidelines will cause
  Indiana to be without a comprehensive collection
  of Federal depository resources

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• Where are we now?

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• ALI Indiana Light Archive for Government
  Documents Planning Group has met monthly and so
  far has
• Issued revised Indiana Guidelines for Disposal of
  U.S. Government Depository Documents

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• New Disposal Guidelines
• Indiana federal depository libraries have agreed
  to build a light archive of all U.S. government
  depository documents. The core of the archive
  currently resides in Indiana Universitys
  Auxillary Library Facility (ALF) and Government
  Information, Microforms Statistical Services
  (GIMSS), Bloomington, Indiana, and the Indiana
  State Library, Indianapolis, Indiana. It has
  been determined that these libraries already
  contain close to 100 of federal depository
  documents distributed from 1976 to the present.
  The Indiana State Library, Indianas Regional
  Federal Depository Library, has determined that
  Indiana selectives do not have to prepare
  disposal lists for federal depository documents
  issued from 1976 to date, with the stipulation
  that documents received from GPO within the last
  5 years cannot be discarded
• In addition, Indiana federal depository libraries
  are encouraged to continue to offer through a
  disposal list any post-1975 document (s) that
  they consider historically significant or
  important to Indiana
• Indiana federal depository libraries must
  continue to compile disposal lists for pre-1976
  documents.

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• Indiana State Library is developing a Web-based
  Needs Offers list as required by GPO
• The Group has created a Web page which includes
  many of the documents issued so far in this
  process
• The Group has developed the Stewardship concept
  for the distributed light archive

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• Indiana Light Archive Collection Stewardship
  Guidelines
• Libraries assuming responsibility for an agency
  or departments publications are known as
  collection stewards and will maintain perpetual
  custodial responsibilities for these publications
  and ensure that users will have timely and
  efficient access to them

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• Indiana Light Archive Collection Stewardship
  Guidelines
• Collecting Stewards will build and retain
  comprehensive collections for their department or
  agencyThey should focus on acquiring and
  providing optimum cataloging for print,
  microform, or electronic versions of these
  publications

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• Indiana Light Archive Collection Stewardship
  Guidelines
• Preservation Stewards should maintain
  preservation standards for print and microform
  materials compatible with professional best
  practices and within institutional resources.
  Materials stabilization should be a minimum

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• Indiana Light Archive Collection Stewardship
  Guidelines
• Delivery It is expected that users will use
  electronic versions of physical documents
  whenever possible
• All items should be loanable/deliverable except
  restricted items (rare or fragile)

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• Indiana Light Archive Collection Stewardship
  Guidelines
• Delivery Guidelines
• All items should be loanable/deliverable except
  restricted items (rare or fragile)
• Loanable items should have regular circulation
  periods and shipped by Wheels (2-3 days)

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• Indiana Light Archive Collection Stewardship
  Guidelines
• Delivery Guidelines
• Paper items less than 25 pages, microform items
  under 50 pages, and CDs, DVDs and Floppies should
  be scanned and delivered electronically (24-36
  hrs, M-F)
• All items should be cataloged and available
  through INCAT

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• Indiana Light Archive Collection Stewardship
  Guidelines
• Cataloging -
• All material in all formats 1976 to present
• Stewards agree to provide or ensure bibliographic
  records in WorldCat, INCat with level 3 holding
  statements meeting or exceeding current BIBCO and
  CONSER standards

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• Indiana Light Archive Collection Stewardship
  Guidelines
• Cataloging -
• All material in all formats in the future
• Stewards agree to provide or ensure bibliographic
  records in WorldCat, INCat meeting or exceeding
  current BIBCO and CONSER standards to the piece
  level (monographic series full analyzed) with
  level 4 holdings statements

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• Indiana Light Archive Collection Stewardship
  Guidelines
• Cataloging -
• All material in all formats pre-1976
• Stewards commit to provide or ensure availability
  of bibliographic records at some point in the
  future that meet or exceed current BIBCO and
  CONSER standards in WorldCat/INcat. Stewards
  will provide a cataloging plan for all
  un-cataloged materials within two years of this
  agreement

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• Indiana Light Archive Collection Stewardship
  Guidelines
• Reference/Instruction
• Stewards for individual departmental and agency
  collections will acquire, maintain, and seek to
  expand their knowledge of their department and
  agencys organizational, political, and
  policymaking practices, and information resources
  

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• Indiana Light Archive Collection Stewardship
  Guidelines
• Reference/Instruction
• Stewards for individual departmental and agency
  collections will provide instruction in finding
  and using information resources of these
  departments and agencies
• This instruction can be provided through the
  classroom, to colleagues within the institution
  at conferences or through Web sites and online
  tutorials

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• Indiana Light Archive Collection Stewardship
  Guidelines
• Professional Development/Training
• Professional development and training will
  involve ongoing activities, presentations and
  help sessions
• Presentations will be given on a rotating basis
  by all Indiana Light Archive task force
  participants

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• Indiana Light Archive Stewardship
• Current Status
• I-LIGHT Group is still selecting departments and
  agencies for stewardship
• State Library is still working on Needs Offers
  database
• Cataloging guidelines are being discussed with
  steward library cataloging units
• Pursuing with OCLC an ILIT symbol for designation
  of an archive copy

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• What does this mean for IPFW?
• IPFW can weed without preparing discard lists
  documents 1976 to within last five years
• Better access to U.S. Federal documents
• Role of other IU and Indiana depositories not
  clearly defined, but it is felt that
• IPFW must commit to stewardship of one or more
  parts of the collection
• Or IPFW must to assisting IU in its stewardship
  of the collections it chooses

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• Stay Tuned.