§ Virtual Library Project:
Government Information Access Work Group State Publications Subgroup Members: Vickey Baggott, Eastern Kentucky University; Roxanna Jones, University of Kentucky; Nicole Justice, University of Kentucky School of Library and Information Science; Julia Lewis, Morehead State University; Bill Richardson, Kentucky Department of Libraries and Archives; Barbara Teague (in absence of Bill Richardson) Charge: To investigate alternatives for accessing state government information as specified in item #4.7 of the Budget. To work with the Kentuckiana Collections Work Group and the Electronic Systems Committee on system configuration. Task 1: Determine selection criteria for state publications to be digitized. Timeline: December 1997 Resources needed: State Publications of Kentucky/Options for Collection Development, 1990 - ; Kentucky State Publications Accessions, 1995-; Checklist of Kentucky State Publications, 1962-1994 , other state data resources such as CEBR, State Data Center, University Publications (group meetings, e-mail and telephone) Who: State Publications Subgroup (includes representatives from SAALCK Libraries and State Publications Coordinator, KDLA (i.e. KLA GODORT State Publications Committee)) Results if not done: No data identified to be included in digital library. Subgroup recommends the following prioritized categories of State publications: "Core Collection" 1990-present as amended and revised by the State Publications Committee of KLA/GODORT Selected core items traced through the history of the issuing agency, with an emphasis on statistical data Collected Documents of Kentucky Subgroup also recommends that state publications originating in a digital format be produced according to KDLA standards and be forwarded to KDLA in the original digital format for publications to citizens of the Commonwealth. Task 2: Review/revise/update current Core List of State Publications utilizing State Publications of Kentucky/Options for Collection Development, 1990 - ; Kentucky State Publications Accessions, 1995-; and Checklist of Kentucky State Publications, 1962-1994, including retrospective documents through the history of publishing agencies. Timeline: January to June 1998 Resources needed: State Publications of Kentucky/Options for Collection Development, 1990 -; Kentucky State Publications Accessions, 1995-; Checklist of Kentucky State Publications, 1962-1994, other state data resources such as CEBR, State Data Center, University Publications (group meetings, e-mail and telephone) Who: State Publications Subgroup Results if not done: Data identified for digitization will be incomplete. Task 3: Select and obtain the services of a consultant and a project coordinator. (Draft budget lines 98/99 4.4, 4.5, 4.6,4.7) Timeline: (In conjunction with Kentuckiana Working Group timeline) Resources needed: (group meetings, e-mail and telephone) Who: State Publications Work Group and Kentuckiana Work Group Results if not completed: Oversight of project is a necessity. A consultant will assist the groups in making informed decisions about the digitizing process. A project coordinator will have the primary responsibility for coordination of effort. Without this task, project could be lost in territorial disputes and lack of coordination possibly leading to the misguided spending of funds. Task 4: Determine physical availability and current format (paper, microform, electronic) of selected items. Determine approximate number of pages to be digitized. Address copyright and ownership with issuing agencies and owners of documents. Timeline: January to May 1998 Resources needed: Data collected in Tasks 1 and 2 with the Collected Documents of Kentucky, KDLA Collection of State Publications, and collections of SAALCK libraries and other libraries, OCLC WorldCat (group meetings, e-mail and telephone) Who: State Publications Subgroup Results if not completed: Will not have items for digitization. Will be unable to prepare accurate budget and server size information. Possible copyright infringement; digitization work done for someone else's ownership Task 5: Identify population of selected items requiring original MARC cataloging. Timeline: January to May 1998 Resources needed: OCLC WorldCat (group meetings, e-mail and telephone) Who: State Publications Subgroup Results if not completed: Will be unable to prepare accurate budget. Will be unable to add appropriate MARC records to common database. Task 6: Determine most cost effective method of obtaining cataloging records original and copy cataloging) for digitized state publications, creating a RFI if necessary. Determine bibliographic clean-up needed for electronic version of documents. Possibilities include: Outsourcing to vendor Cooperative of SAALCK libraries Batch load of records available from OCLC Timeline: October to December 1998 Resources needed: Cataloging expertise of SAALCK Librarians, SOLINET, other vendors, data collected in above tasks (group meetings, e-mail and telephone) Who: State Publications Group and Kentuckiana Work Group Results if not completed: Budget for bibliographic records not spent wisely. Task 7: Provide training for members of the State Publications Subgroup, Kentuckiana Work Group, Electronic Systems Committee, in digitization standards and techniques. Timeline: June to September 1998 Resources needed: Time and expertise of consultant (group meetings, e-mail and telephone) Who: Project consultant, State Publications Group, Kentuckiana Work Group, and Electronic Systems Committee Results if not completed: Group unable to make informed decisions involving digitizing data. Task 8: Identify page size, quality of print, etc of publications to be digitized. Timeline: June to September 1998 Resources needed: Documents to be digitized (group meetings, e-mail and telephone) Who: State Publications Work Group Results if not completed: State Publications Work Group unable to communicate to Kentuckiana Work Group and Electronic Systems Committee types of data to be digitized thus unable to address digitizing standards for state publications and equipment needed to digitize the documents. Task 9: Establish standards for digital images; give options/issues for storage of digital masters; recommend compression and transmission criteria. Timeline: January to June 1998 Resources needed: Members of the State Publications Work Group, Kentuckiana Work Group and Electronic Systems Committee trained in standards of digitization. (group meetings, e-mail and telephone) Who: Members of the State Publications Work Group, Kentuckiana Work Group and Electronic Systems Committee trained in standards of digitization. Results if not completed: Digitization project cannot begin. Task 10: Calculate amount of data to be generated. Timeline: January to June 1998 Resources needed: Expertise of those trained in digitization standards and techniques, data from Task 12. (group meetings, e-mail and telephone) Who: State Publications Subgroup Results if not completed: Cannot adequately address server size. Task 11: Address issues of data maintenance, including where and how the data will be stored and maintained. Timeline: January to June 1998 Resources need: Expertise of groups involved (group meetings, e-mail and telephone) Who: State Publications Subgroup, Electronic Systems Committee, Kentuckiana Work Group Results if not completed: Digitized collection will not have a system that will be accessible. Task 12: Address issue of server adequacy for projected digital collection. Timeline: May to June 1998 Resources needed: Expertise of groups involved (group meetings, e-mail and telephone) Who: State Publications Subgroup, Electronic Systems Committee, Kentuckiana Work Group Results if not complete: Disk space for collection may not be allocated or may be inadequately budgeted. Task 13: Look at mark-up and metadata issues. Establish standards for mark-up and metadata Timeline:January to June 1999 Resources needed: Expertise of consultant (group meetings, e-mail and telephone) Who: State Publications Subgroup, Kentuckiana Work Group Results if not completed: Limited access points for digital collection. Less efficient use of time to mark-up documents later. Task 14: Identify and budget hardware and software capable of scanning to adopted standards. Identify hardware and software vendors. Timeline: January to June 1999 Resources needed: Expertise of consultant (group meetings, e-mail and telephone) Who: State Publications Subgroup, Kentuckiana Work Group, Electronic Systems Committee Results if not complete: Unable to write RFP for acquisition of equipment or digitizing services. Task 15: Identify service vendors and costs of outsourcing digitization, including contract, specification, and materials security issues. Timeline: January to March 1999 Resources needed: Expertise of consultants and groups involved (group meetings, e-mail and telephone) Who: State Publications Subgroup, Electronic Systems Committee, Kentuckiana Work Group Results if not complete: Cannot complete RFP for digitization of collections. Task 16: Create a sample schedule of workflow, based upon above recommendations. This should include any necessary training, and the how, where and by whom of the specific digitization and mark-up work. Timeline: January to June 1999 Resources needed: Data collected from the project to date (group meetings, e-mail and telephone) Who: State Publications Subgroup, Electronic Systems Committee, Kentuckiana Work Group Results if not completed: Details of the project may be overlooked. Task 17: Design and develop a sample database of digitized collections. Address how the digital library will be presented, what the interface will be, how the collections will be linked to other resources such as online finding aids and library catalog (MARC) records, and how the Kentuckiana Digital Library database and the digitized state publications will fit in with other projects, such as SOLINET's Monticello Project. Timeline: January to June 1999 Resources needed: Expertise of project consultant, group members, appropriate information from coordinators of other projects. (group meetings, e-mail and telephone) Who: State Publications Subgroup, Electronic Systems Committee, Kentuckiana Work Group Results if not completed: Details of the project may be overlooked. Task 18: Identify obstacles, unmet needs (hardware, software, server capacity, data transmission capability, personnel, or funding.) Timeline: January to June 1999 Resources needed: Data collected from sample workflow and sample database. (group meetings, e-mail and telephone) Who: State Publications Subgroup, Electronic Systems Committee, Kentuckiana Work Group Results if not completed: Obstacles may arise halting the project. Task 19: Make recommendation based upon estimated costs, standards, etc., about how to best undertake digitization of collections, including addressing the issue of centralized scanning, decentralized scanning, and third-party scanning (outsourcing.) Recommend training criteria for personnel expected to create digital library of digitized with the Kentuckiana collections and state publications. Timeline: June 1999 Resources needed: Data collected from project to date (group meetings, e-mail and telephone) Who: State Publications Subgroup, Electronic Systems Committee, Kentuckiana Work Group, SAALCK Directors Results if not completed: Project will not be completed. Task 20: Make a report of all activities, plans, specifications, standards, and benchmarks, to be used as the planning document for the creation of the digitized library of Kentuckiana collections and state publications. Timeline: June 1999 Resources needed: Data collected from the project to date. (group meetings, e-mail and telephone) Who: State Publications Subgroup, Electronic Systems Committee, Kentuckiana Work Group, SAALCK Directors Results if not completed: Digital library of Kentuckiana collections and state publications will not be completed. Task 21: Digitize and mark-up data as planned. Obtain MARC records for state data to be digitized as appropriate with specific digitization plan. Timeline: June 1999 - July 2000 Resources needed: To be determined Who: SAALCK Directors, State Publications group, Kentuckiana Work Group, To-be-determined digitizing group, project coordinator Results if not completed: Digital library of Kentuckiana collections and state publications will not be created. [This page was last updated on 26 July 2000 at the old SAALCK web site. It was moved and reformatted in January 2003]