DLC: Harvesting for the Future: the Indiana Light Archive of Government Information

Wednesday, October 17th, 10:30 am

4 Indiana libraries (IU Bloomington, Purdue, Indiana State Library, and U of Notre Dame) have joined forces to create a light archive for federal depository materials in the state.

Lou Malcomb (IU Bloomington) :

One trigger – increased discard lists & the realization that they couldn’t check everything
Another: space issues at IU-Bloomington (remote storage facility, alf, is preservation environment)

- used ddm to assess duplication/overlap of item selection

ALF (Auxilliary Library Facility)
- defined delivery standards, which keep improving
- alf has a scanner so that some materials can be scanned, if not borrowable
- try to deliver electronically (ie, and make this a true light archive)

had to define restricted use criteria
examining shared cataloging responsibilities and shared records mgmt

licensing – try to include ILL for print, if not electronic

reason for overwhelming support – not telling anyone they have to get rid of anything; it is a state of Indiana collection; wanted to keep the regional in place

ALF is now 80% full – ALF2 is on the way. This meant that IUB could not house anything

Distributed model – 1 archive, 4 places

In worldcat, trying to indicate whose copy is the Indiana light archive copy – this will facilitate ILL

Trying to figure out what is missing, so that it can be ‘harvested’ – from other collections, offers lists, etc.

Guidelines for disposal instruct depositories that they don’t need to list anything between 1976 and 5 years ago; - assumption that the 4 collection stewards will have allows focus on pre-76 items

Katie springer (regional perspective)

Using gpo model for state-wide needs & offers site - hosted at the state library

Lou for bert:
Q: how was sudoc collection broken up? Based on collection strength?

- see bert’s slides on determining agency steward responsibilities (ppt slides 23-32)
- determined collection strengths
- used knowledge of selective depository strengths

stewardship responsibilities do not assume that you own everything or even want everything

Cheryl truesdell - IFPW

superseded materials??
- still trying to decide what responsibilities exist regarding superseded materials
- from now on, will be keeping supserseded copies; not sure what to do about previously weeded items

role of other Indiana selectives (collaborators):

- assist in the completion of the collection in a selected sudoc area by filling in gaps
- cataloging materials in agreement with the collection steward
- provide reference and/or instruction for a selected SuDoc area
- provide or assist in professional development training in a specific SuDoc area
- assist in publicizing the light archive

Q&A:
breakdown of sudoc – not just a’s, c’s, etc. (also: a collection steward is responsible for all iterations of an agency, usually. Dates are also used)

- compiled a written history of cataloging practice w/docs in each institution

- IU’s alf – anyone can request, with just a name; 24 hour turnaround

- trying to keep the tangible in the light archive – emphasize looking for digital version first
- adding urls to catalog records
- IU negotiated for ILL access to digital serial set
- Are scanned documents available for preservation?
- Nope; don’t meet digital library standards; some larger documents are available as access copies

Goal is to create a light archive – NOT a digital library

Collection stewards – catalogers are getting together (project subcommittee)
Are talking to oclc as well
Conser, bibco, naco level
Still trying to work out cataloging of items not owned by a steward
Balancing cataloging with delivery – also wrestling with detail of records

more info about the archive is available from IU