Government Documents that wont go away - The OZone Project.

Government Government Documents that won’t Documents that won’t

go awaygo away - - The OZone ProjectThe OZone Project

What Is OCUL doing? What Is OCUL doing?

Karen Marshall, University of Western Karen Marshall, University of Western OntarioOntario

Background to the projectBackground to the projectDonna Burton, Ontario Legislative LibraryDonna Burton, Ontario Legislative Library

Municipal DocumentsMunicipal Documents

Helene LeBlanc, Wilfrid Laurier UniversityHelene LeBlanc, Wilfrid Laurier University

What is OZone?????What is OZone?????

D-Space application used for institutional D-Space application used for institutional repositoriesrepositories

Current home for Current home for CORIL (Cooperative CORIL (Cooperative Online Repository for Information Online Repository for Information Literacy) Literacy)

https://ospace.scholarsportal.info/https://ospace.scholarsportal.info/ Future home for Ontario government Future home for Ontario government

publications and ?????publications and ?????

Why an Ontario Gov. Pub. Why an Ontario Gov. Pub. Depository?Depository?

Concern among OCUL libraries that Concern among OCUL libraries that government documents were government documents were disappearing regularlydisappearing regularly

What could we do to help? Could we find What could we do to help? Could we find partners?partners?

UWO pilot project UWO pilot project

OCUL-Ontario Legislative OCUL-Ontario Legislative Library PartnershipLibrary Partnership

OZone - Pilot ProjectOZone - Pilot Project

Oct.2004 - 700 repository records and target files were loaded into OZone

Crosswalk was used to map OLL’s MARC records to Dublin Core.

Items were assigned a persistent identifier using the Handle system.

OCUL assigned a practicum student to work with OLL staff in resolving e-serial loading issues.

Results?Results?

Ontario Documents Repository: The Road to Legislative Library/OCUL Partnership

Overview of Legislative Overview of Legislative Library RepositoryLibrary Repository

Library began building repository in July 2000 to ensure longer term access to Ontario documents.

Archived documents available via the Ontario Legislative Library (OLL) catalogue: http://www.ontla.on.ca/library/catalogue/ecatlogin.asp


Library staff monitor over 60 Ontario ministry sites and 600 pages on a daily basis.

Documents downloaded based on OLL collection policy and catalogued.

Not authoritative version.

Files stored in pdf format. If original is not in pdf, Adobe Acrobat is used to convert the document to pdf.


Archived and catalogued documents are available to staff and clients the next day or sooner.

58,818 visits to the Archive in 2004/05 by Library clients, staff and the public (via Assembly Intranet and via Internet)


Content of Repository Content of Repository (as of Jan 16, 2006):(as of Jan 16, 2006):

10,035 Ontario monographs archived 598 serial titles archived 3962 individual serial issues archived As of 2005, we are archiving all Ontario serials we

collect. As of October 2005, Ontario government press

releases are archived. A few election campaign websites have been captured.


Collection PolicyCollection Policy:

The Library maintains an extensive collection of Ontario documents not only to serve its own clients, but also to preserve the publishing output of the province.

Comprehensive but not exhaustive.

Documents are selected on the basis of whether they are likely to be of value to our Library clients or have long-term significance for scholars, researchers, members of the public, and public servants.

Documents not intended for public distribution are stored in the restricted access portion of a server.


Cataloguing practiceCataloguing practice::

Both print and electronic versions are Both print and electronic versions are catalogued on catalogued on oneone record. The description is record. The description is based on the print format.based on the print format.

Serial records include the history on one Serial records include the history on one record, e.g. title and author changes, frequency record, e.g. title and author changes, frequency changes, etc.changes, etc.

Snapshot of a Monograph Snapshot of a Monograph RecordRecord

Snapshot of a Serial Snapshot of a Serial RecordRecord

Index Page for a Serial Index Page for a Serial TitleTitle

Origins of OCUL/Legislative Origins of OCUL/Legislative Library collaborationLibrary collaboration

By 1999 library organizations including OLA and university libraries were concerned about longer term preservation of Ontario publications in electronic form

Groups began to approach OLL for possible assistance.

Some libraries & the Archives of Ontario were linking from their catalogues to OLL repository files rather than the official internet versions.

First OCUL/OLL discussions in spring 2004 regarding shared interests in creating an Ontario documents repository.

Legislative Library Goals Legislative Library Goals for Partnershipsfor Partnerships

Provide broader access throughout the province.

Ensure longer-term access to repository files.

Provide opportunity for sharing resources or access beyond the Library’s means, e.g. Access to documents of other jurisdictions (federal, provincial,

municipal) Consortia purchasing. Ontario Digital Library

Shared management of repository through use of servers managed elsewhere.

Results and Outstanding Results and Outstanding Issues from the OZone PilotIssues from the OZone Pilot

Still work to be done……Still work to be done……

Legislative Library needs a useable workflow to acquire persistent OZone handle URLs at time of cataloguing to avoid duplication of effort

Need a method for reliably uploading & processing larger volumes of records.(~200 + monographs per month)


Issues outstanding…Issues outstanding…

Need to devise a method for redirecting existing URLs in the OLL catalogue to the new persistent URLs.

Need agreement as to where maintenance & development responsibility lies


Issues outstanding… Serials

Need workable method for including serials in OZone

D-Space is not designed for files to be added to an existing record. Need a solution for adding new serial issues.

Mapping OLL records to Dublin Core is complex since many tags do not apply to the electronic record (i.e. apply to the print copy)

Frequent maintenance requirements for serials and related responsibilities were not addressed

Additional Legislative Additional Legislative Library RequirementsLibrary Requirements

Library retains an independent collection policy.

Cataloguing level and practices will be maintained as required to meet Legislative Library needs.

Crown copyright statements and appropriate use notices be included.

Additional Legislative Additional Legislative Library RequirementsLibrary Requirements

Cont……Cont……

Metadata (i.e. Legislative Library catalogue records) & archived files can never be sold.

Server should be accessible at all times & server problems addressed in a timely manner since electronic copy is often the only copy.

Library would be consulted on any changes in software used to manage the repository that could impact our processes or long-term access

Current StatusCurrent Status

Leg Library/OCUL working teams Leg Library/OCUL working teams currently examining:currently examining: Persistent URLPersistent URL Serials issuesSerials issues

What’s Next? What’s Next?

Evaluate results of monograph testing and develop a usable workflow for the Legislative Library

Continuing to work on serials Formalize agreement outlining roles and

responsibilities of OLL and OCUL Loading of all OLL monographs and doing regular

loads of current titles Providing access to OCUL and then ‘the world’! Providing Dublin Core records to those libraries who

want them

Future Future

Repository has been mentioned in the Ontario Digital Library’s business case for inclusion in the future ODL.

Hope to attract other partners to add federal, provincial, etc documents

Municipal Documents – Municipal Documents – more documents that more documents that disappeardisappear

Member communities & corresponding OCUL institutions:

City of Windsor & Essex County (University of Windsor)City of Ottawa (University of Ottawa)Cities of Kitchener & Waterloo; Region of Waterloo (Wilfrid Laurier University)City of Kingston (Queen’s University)City of London (University of Western Ontario)City of Hamilton (McMaster University)

Municipal DocumentsMunicipal Documents - Pilot - Pilot

Our role:Our role: investigate the status of municipal electronic investigate the status of municipal electronic

government document indexing and archiving government document indexing and archiving in Ontario; in Ontario;

determine if there are any provincial standards determine if there are any provincial standards or institutions responsible for this material; or institutions responsible for this material;

plan for and create policies, processes and plan for and create policies, processes and workflows relating to the implementation and workflows relating to the implementation and maintenance of a repository; maintenance of a repository;

Our Role:Our Role: communicate and consult with public communicate and consult with public

libraries and municipal documentation libraries and municipal documentation stakeholders (e.g. municipal clerks, stakeholders (e.g. municipal clerks, records managers and archivists); records managers and archivists);

develop standards and guidelines and develop standards and guidelines and assist participating stakeholders in local assist participating stakeholders in local implementation and processes; implementation and processes;

Our RoleOur Role::

create focused short-term task groups as create focused short-term task groups as needed to work on issues relating to needed to work on issues relating to implementation or maintenance; implementation or maintenance;

develop strategies for marketing to other develop strategies for marketing to other municipalities, libraries and the public in municipalities, libraries and the public in general.general.

Challenges:Challenges:

Many of the same issues as encountered Many of the same issues as encountered with the Ontario document project. with the Ontario document project. Additional experiences include...Additional experiences include...

difficulty in pinpointing the difficulty in pinpointing the person to contact:person to contact: - who should we talk to? - who should we talk to? - procedures and support for archiving and - procedures and support for archiving and

public access varypublic access vary

project not accepted by all those we project not accepted by all those we approach:approach:

- perhaps it’s “none of our business”?- perhaps it’s “none of our business”? - where will the public go first? - where will the public go first? - fear of duplication of effort- fear of duplication of effort - the official paper output is more - the official paper output is more

important than the electronicimportant than the electronic

Challenges:Challenges:

Challenges: Challenges:

copyright:copyright: - we need more discussion with - we need more discussion with

stakeholders (& lawyers??)stakeholders (& lawyers??) workflow issues: workflow issues: - who will do the actual work? - who will do the actual work? “ “quality control”:quality control”: - who will make sure that the metadata is - who will make sure that the metadata is

correct? correct?

Ongoing and Next StepsOngoing and Next Steps

continue consultations with participating continue consultations with participating libraries and municipal documentation libraries and municipal documentation stakeholders;stakeholders;

define clearly what documents we (records define clearly what documents we (records managers, archivists, librarians) think should managers, archivists, librarians) think should be in this repository and why;be in this repository and why;

define clearly who is willing to do what in each define clearly who is willing to do what in each region; region;

gain more understanding of copyright issues gain more understanding of copyright issues for municipalities;for municipalities;

Ongoing and Next StepsOngoing and Next Steps liaise with the Association of Municipalities of liaise with the Association of Municipalities of

Ontario (AMO) & the Association of Municipal Ontario (AMO) & the Association of Municipal Managers, Clerks and Treasurers of Ontario Managers, Clerks and Treasurers of Ontario (AMCTO) to get their help in communicating (AMCTO) to get their help in communicating with municipalities;with municipalities;

fine tune the template for inputting municipal fine tune the template for inputting municipal document information (i.e. standardized document information (i.e. standardized examples for corporate authors; pre-selected examples for corporate authors; pre-selected document types such as “By-Laws” or document types such as “By-Laws” or “Minutes”.) “Minutes”.)

group standardized training for T-Space group standardized training for T-Space

Questions?Questions?

Donna Burton Donna Burton [email protected]@ontla.ola.org

Hélène Hélène LeBlanc LeBlanc [email protected]@wlu.ca

Karen Marshall Karen Marshall [email protected]@uwo.ca

Government Documents that wont go away - The OZone Project.

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Transcript of Government Documents that wont go away - The OZone Project.