This is the Powerpoint slideshow used for a presentation on the New Hampshire State Publications Digital Library at the New England Library Association Conference, October 20, 2009. The presenters were Janet Eklund, Administrator of Library Operations at the New Hampshire State library, and Charles Shipman, a Reference Librarin at the New Hampshire State Library.

1. NH STATE PUBLICATIONS DIGITAL LIBRARY October 2009 Janet Eklund Administrator of Library Operations, NHSL Charles Shipman Reference Librarian, NHSL

2. NH State Publications Digital Library

3. 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

5. The question: To print or not to print?

6. Acquisition challenge

7. Access

9. A pilot project

10. Identification of roles & responsibilities

11. Training & education

13. The Cost # of records (2,500 records or 10 GB) ASP hosting solution Technical support Training The Spider! First year grand total? $44,000 – first year grand total

15. Training: 3 days September 2009

16. 3 months of trial and error

17. 3 months of manual manipulation

19. 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

20. Preparing documents for the database Step 1: Is it a “State Publication?” Use Collection Development Policy for guidance: www.nh.gov/nhsl/about/documents/CollectionPolicy2008.pdf What should be kept? Annual Reports Newsletters Brochures Handbooks, manuals

21. Preparing documents for the database Step 1: Is it a “State Publication?” What should be discarded? Meeting Agendas Press Releases Office Email Correspondence “Gray areas”: Archive EVERYTHING vs. Collection Development Policy

22. Preparing documents for the database Step 2: Adding Metadata 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

23. The Metadata Edit Screen

24. Preparing documents for the database Step 3: Assigning a Folder 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

25. The Folder Structure Documents are assigned to folders using the following hierarchy: Agency Division Bureau/Program Document Type Periodical Title (as needed)

27. Full Text Searching

28. Field Searching

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

32. Field search interface completely customizable

33. Multiple fields can be combined

36. Division/Bureau

37. Publication Type

38. Governor’s OfficeAs the database grows, new ways of browsing will be designed for existing documents

39. Example of Browsing

40. The Navigation String shows location in the browse structure and makes it easy to backtrack Browse Type Department Division Program DocType

41. Linking the OPAC to the Digital Library URLs to agency website and to Publications Database Click the PURL…

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

45. Next Step: Electronic Distribution

48. What Value?

49. Other uses

50. Digitizing projects

51. Digital state documents depository system

52. Financial commitment

54. Collection Development Policy

57. Email us: Janet.Eklund@dcr.nh.gov Charles.Shipman@dcr.nh.gov