| Oregon Documents Repository Frequently Asked Questions |
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The State Library is excited to begin implementing an archive of electronic Oregon government publications. We understand, however, that the new program raises some questions for state agencies and for libraries.
If you don't find the answer to your question below, please contact Jey Wann or Arlene Weible.
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| General |
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When will the changes to the depository program take place?
Changes to the depository program for tangible documents (print, CD-ROM, etc.) took effect January 1, 2006.
The Electronic Repository is currently in its pilot phase. The Repository will go live on July 1, 2006.
How will we access documents in the Repository?
Initially, access to the Repository will be via the online catalogs of the State Library and other Oregon Document Depository libraries, and via WorldCat. Eventually, there will also be access via the search engine on Oregon.gov.
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| State Agencies |
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How will we deposit documents in the Repository?
If your agency has migrated its website to the content management system (TeamSite), you will use the "Copy to State Library" metatag to identify which of your web documents should and should not be submitted to the Repository. Criteria for documents which should be archived are in the Oregon Administrative Rules. TeamSite users should set the "Copy to State Library" metatag to "yes" for documents to be included in the Repository. Documents tagged "yes" will be considered for deposit with the State Library as they are published through the TeamSite workflow.
Once the pilot program is complete, we will begin working with agencies whose websites have not migrated to the content management system.
What if I'm not sure if a document should be included in the Repository?
If you've reviewed the OAR and still aren't sure whether the documents should be included in the Repository, please contact us. The guidelines in the OAR can't cover every contingency, and some documents fall into a gray area. The Repository is the biggest enhancement to the Oregon Document Depository program in nearly 100 years, and we are looking forward to working with agencies to clear up ambiguities and make the guidelines easier to follow.
I looked at some of my agency's documents in the Repository, and they don't look like the ones on our web site. Why?
We want to insure that documents in the Repository are readily identifiable as archived documents. In this early stage of the Repository, all of the documents are current, with copies on agencies' web sites. In a few years, this will not be the case. That's why we're including the "This archived document.... " header. For html documents, we are also removing the "includes" - the left navigation, agency banners, etc., and reformating links in the document to display the url. This will preserve the content of the document, and information about the pages it linked to, without including links that may eventually become inactive.
What about documents that were posted on the web before the "Copy to State Library" tag was available?
We are not systematically harvesting older web documents at this point, although we hope to do so eventually. We will include pre-2006 documents in the repository if they are re-published through the content management system. We are also selecting some pre-2006 documents for the Repository as we encounter them. If you have specific older web documents that you would like to have included in the Repository, please contact us.
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| Depository Libraries |
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My library is continuing in the depository program. What changes should we anticipate?
There will be no initial changes for continuing depository libraries. We will continue to send depository shipments as usual, and bibliographic records will be available via FTP.
When will we start getting bibliographic records for electronic documents?
In August 2006, we will begin providing monthly New Electronic Titles lists on our web site, and publicize them via libs-or. At that point, bibliographic records for Repository titles will be available. Depository libraries are required to include these records in their online catalog, but any Oregon library may use the records.
If your library does not currently FTP and load records for depository documents from OSL, you may want to consider doing so as the easiest way to include the records for electronic documents in your catalog. OSL is also exploring ways to make these biblographic records available to the larger library community.
My library is no longer an OrDoc depository. Do we have any continuing obligations after Jan. 1, 2006?
Your library will no longer receive shipments beginning in January 2006. During the first part of 2006, when we receive extra copies of documents, we are send them to former depositories that have expressed an interest.
After Jan. 2006, your library will no longer be obligated to keep the documents it received from the OrDocs program.
If you would like to include bibliographic records for documents in the electronic archive when they become available in August 2006, you will be able to do so. Any Oregon library will have access to these records. If you are interested in including records for Repository documents in your catalog, contact Arlene Weible.
The State Library will make an effort to provide former depository libraries with information about requesting specific OrDocs directly from the publishing agencies, especially for documents currently on the Core list.
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