nhsl digital library

NH STATE PUBLICATIONS DIGITAL LIBRARY

October 2009

Janet EklundAdministrator of Library Operations, NHSL

Charles ShipmanReference Librarian, NHSL

NH State Publications Digital Library

The Challenge of Digital Preservation

What is digital preservation?

"Digital preservation combines policies, strategies and actions that ensure access to digital content over time."

American Library Association, 2008

New Hampshire State Library Circumstances

Statutory mandate & depository program

The question: To print or not to print?

Acquisition challenge

Access

Collection Development Policy

Organizational & financial commitment

A pilot projectIdentification of roles &

responsibilitiesTraining & educationFugitive documents?

Getting Started September 2007 – January 2009

The Solution

A Web PortalContent management systemDigital ArchivingFiles type agnosticFull-text vs. controlled searching?PTFS (Progressive Technologies

Federal Systems)

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

The Learning Curve Going Live

Go live date: January 20, 2009Training: 3 days September 20093 months of trial and error3 months of manual manipulationSystem administration decisions

From Agency Website to Digital Library

Archivalware(Staff Only)

NH Digital Database(Public)

NHSL Catalog

Agency Website PTFS ServerSpider pullsnew documents

“scheduler” program adds documentsto database

staff prepare docs

for public access

Link added to NHSL catalog

How the Spider works

A separate “spider” is created for each agency

A seed url (the agency’s homepage) is assigned

Filters are added: URL and File Format

Spider software checks to see if files are new or modified since date the software last ran

Could add images from spider software

Preparing documents for the database

Use Collection Development Policy for guidance:www.nh.gov/nhsl/about/documents/CollectionPolicy2008.pdf

What should be kept?Annual ReportsNewslettersBrochuresHandbooks, manuals

Step 1: Is it a “State Publication?”

Preparing documents for the database

What should be discarded?Meeting AgendasPress ReleasesOffice Email Correspondence

“Gray areas”: Archive EVERYTHING vs.Collection Development Policy

Step 1: Is it a “State Publication?”

Preparing documents for the database

Goal: Maximize ease of access while keeping workload manageable

Metadata fields restricted to a few key fields:Title, Serial Title, Author, Year Published, # Pages

Some data is added automatically:File type, File size, Original URL

Step 2: Adding Metadata

The Metadata Edit Screen

Preparing documents for the database

Documents can be filed in a folder structure similar to Windows Explorer

Patrons can browse folders for documents in addition to searching text or metadata

Folders make it possible to guide users to a set of docs using PURLs

Step 3: Assigning a Folder

The Folder Structure

Documents are assigned to folders using the following hierarchy:Agency

DivisionBureau/Program

Document Type Periodical Title (as needed)

Creating the User InterfaceGoal:

Combine ease of use with powerful search options

Provide multiple paths to publications: Full Text Searching Field Searching Browsing

Full-Text SearchingThree forms:Boolean: Allows typical search options – phrase

searches, AND/OR/NOT operators, and wildcards

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

Pattern: Searches for patterns of text that best match the patron’s search terms

Field Searching

Field searches allow users to search by year, agency, bureau, author, title, serial title

Field search interface completely customizableMultiple fields can be combinedField searches can be combined with full-text

searches

Combining full-text and field searching

Massabesicanywhere in the text

Limit to docspublished 2007-2009

Browsing Documents

In Browse Mode multiple paths are provided to documents and folders - browse by:

State Agency Division/Bureau Publication Type Governor’s Office

As the database grows, new ways of browsing will be designed for existing documents

Example of Browsing

The Navigation String shows location in the browse structure and makes it easy to backtrack

Browse Type Department Division Program DocType

Linking the OPAC to the Digital Library

URLs to agency website and to Publications Database

Click the PURL…

…and open ‘Rip Tide’ in the Digital Publications database

A Closer Look at the Results Screen• Titles open the document for viewing/printing• Hyperlinks to folders for Agency, Bureau, and Document Type

Next Step:

Current Depository Program: Print-based, selective

Next Step: Electronic Distribution

Any NH library can participate

Distributing to NH Libraries

NEXT STEP:

Electronic

Distribution

Any library can add links to state publications

Current Status

# of documents in the digital library What Value?Other usesDigitizing projectsDigital state documents depository

systemFinancial commitmentMore than state publications?

Lessons learned

Don’t waitCollection Development PolicyTechnical, Reference &

Administration input Keep it simple (single focus)Scalability

For More Information:

Visit the NH State Publications Digital Library from our library homepage:

http://www.nh.gov/nhsl

Download this PowerPoint presentation:

Email us: Janet.Eklund@dcr.nh.gov

Charles.Shipman@dcr.nh.gov