If you are citizen of an European Union member nation, you may not use this service unless you are at least 16 years old.
You already know Dokkio is an AI-powered assistant to organize & manage your digital files & messages. Very soon, Dokkio will support Outlook as well as One Drive. Check it out today!

GovDocsDeptMeeting_20061214

Page history last edited by PBworks 17 years, 4 months ago

GovDocs Department Meeting

12.13.2006

Wednesday, December 13, 2006—11:00 A.M.

Present: B. Griffith, V. Glenn, S. Hoffmann, B. Monterroso, A. Myrick , E. Overstreet, M. Kelly, N. Reis, M. Phillips

Absent: C. Luce

New Business

None

Project Updates

A–Z Digitization Project

(Starr and Betty)

580 miscellaneous documents have been set aside for preservation.

What would benefit us the most?

Preservation things will always be an issue
Periodicals could be digitized instead of being sent for binding. (There is no serial record information in the Portal to Texas History. We would have to create a separate record for each issue. Digital Projects may be able to expand the template to allow serial information. We will put off talking about serials for now and focus on monographs.)

What do we keep, and what don’t we keep?

Set up criteria we can use to judge a piece.
Evaluate the users’ preference.
Are the things already available elsewhere online, and are they stable? If so, link to that version.
Let Digital Lab know if a piece to be scanned will be discarded.

Are some things better not being digitized for now?

Digital Lab can pretty much do anything, although statistical tables are rendered as images.

Annual publications would be easier to link in catalog than periodicals, but would not save as much shelf space. We don’t gain anything unless we can clear out a whole module (post to post). Space is going to be used for seating and computers.

Collection Development Policy: Do we want to drop collecting things in paper if they are available online? (e.g., hearings)

Is it better to preserve something before or after it is digitized?

Digitize it first, then send to preservation.

Using metadata records for cataloging: Minimum cataloging standards could be used for entering data in metadata record, then that information could be entered into online catalog. But they would not be OCLC records. Do we need OCLC records if we already have “pretty good” records in the online catalog?

If we do this for digitized documents, we should do it for everything so we don’t have two different workloads.
They wouldn’t be full catalog records, but GPO is no longer doing full cataloging either.
It could limit our ILL searchability, but if they aren’t in the library, that won’t make any difference.
They won’t be searchable in WorldCat, but most of our documents aren’t there anyway. Subject authority would require training.
We need to see first if minimum cataloging standards can be met with metadata records.
- Urge Cataloging Workgroup to make a decision by June.

Consensus:

Continue A-Z with current workflow for now.
Look for examples of the kinds of things we will keep or discard.
Training in metadata will take place in January, before digitization begins.
Digital Lab for now will take this on as part of current workflow.
Have a collection policy and workflow established by the third week of January. Look at other libraries’ policies for comparison.