Wisconsin Digital Archives Providing Access to Wisconsin State

Wisconsin Digital Archives Providing Access to Wisconsin State Government Documents By Abby Swanton, Librarian Dept. of Public Instruction, Reference and Loan Library Minnesota Capitol Area Library Consortium, Apr. 21, 2010

Wisconsin Document Depository Program shall collect and distribute a wide range of state government publications and information to depository libraries [r]egardless of format or process by which produced and regardless of the source of funds provided to the publisher in order to preserve and make available a record of major state government programs for future use Defined by Sections 35. 81 - 35. 84 of the Wisconsin Statutes, as amended by 1991 Wisconsin Act 285

Statutes Outline Responsibilities Top Level Flow of Information State Agencies DPI Reference and Loan Library Clearinghouse for State Gov’t Information Depository Libraries

Statutes Determine Depository Libraries Number of libraries that can maintain depository status and at what levels State Level (3) Wisconsin Historical Society and Legislative Reference Bureau have most comprehensive collections of state documents Regional (10) Primarily large academic and large public libraries Selective (30) Smaller academic and public libraries Library of Congress

09 1, 000 20 08 20 07 20 06 20 05 20 04 20 03 20 02 20 01 20 00 20 99 19 98 19 97 19 96 19 95 19 94 19 93 19 92 19 91 19 Document Distribution Trends 2, 500 2, 000 1, 500 Digital Archives Print 500 -

Competing Formats 1, 200 1, 000 800 600 Print Digital Archives 400 2005 2006 2007 2008 2009

Challenges of Accessing State Gov’t Info • Web publishing means fewer publications printed • More state government information available through state agency websites than ever before • Decentralization of state gov’t extremely challenging

Introducing the Wisconsin Digital Archives • Wisconsin Digital Archives is a collection not a program • Creates a system to fulfill statutory obligation to participate in the Wisconsin Document Depository Program with electronic formats • Provides authoritative permanent access to electronic state gov’t documents and web content • Provides all libraries, regardless of depository status, the opportunity to provide greater access to state government documents in electronic formats • Provides unlimited users 24/7 convenient access to electronic state government documents in a controlled environment

Collaboration is Key to Success Managed by the Wisconsin Reference and Loan Library Collaborators: • Wisconsin Legislative Reference Bureau • Wisconsin Dept. of Transportation • Wisconsin Historical Society (Library-Archives) • UW-Madison • Wisconsin State Law Library

Prioritizing What to Collect • Publications are born digital and only exist online • • Considered “at-risk” Some state agencies claim to be completely electronic • Shift from print to electronic access • Printing on a more limited basis creating decrease in access • Quality of print has significantly diminished

“Archives” Doesn’t Mean “Old” Current hot topics and initiatives Global warming; Flu Pandemic; Wind Farms; CWD; Water Quality and Usage; Voting in WI; Obesity Epidemic; Organic Farming; Racial Disparity; Flood of 2008; Hunting Statistics Health Employment/Unemployment Crime Governor’s Task Force and Final Reports State Agency biennial and annual reports Legislative Audit Bureau reports Legislative Council reports

What are we not digitally archiving? Certain constraints due to technological limitations Databases Web development issues Not collecting items that might be considered public records Not digitally archiving content that is not meant for public consumption Nothing from Intranet sites Not digitizing content Content is not being scanned from tangible formats, it already exists in electronic format online Not archiving entire websites We Are Not the Way Back Machine

Preservation Tools Connexion Client (2. 1 or above) ◦ Cataloging and Preservation Tools Web Harvesting Tool Connexion Digital Import Tool (CDI) ◦ Crosswalk occurs from MARC (Connexion) to Qualified DB (CONTENTdm) upon ingest of data (metadata can be edited) CONTENTdm Administration & Project Client ◦ Manage web presence of CTdm collection ◦ Edit metadata resulting from crosswalk WIDAG is hosted on servers at OCLC ◦ Access Copy Access publications from World. Cat and local OPACs CONTENTdm Collection http: //www. wistatedocuments. org Browse and search collection ◦ Preservation Copy Digital Archive Dark archive

WIDAG Workflow from Creation to Access Discover and identify content to collect Catalog content in World. Cat (WIDAG) Use Web Harvesting Tools to create persistent URLs Create lists of fully cataloged digital archives URLs for distribution Libraries download catalog records from World. Cat or WISCAT into local OPACs for searching and access CTdm collection available for searching/browsing • Manual not automated • • Tools only available from a catalog record Create persistent URLs that are added to catalog records in 856 field Persistent URLs take user to CONTENTdm for access copy Preservation copy goes into Digital Archive (dark archive)

Digital Archives Distribution Lists ◦ Provide monthly lists of fully cataloged digital archives records to libraries (since Oct. 2005) http: //salcat. dpi. wi. gov/refloan/indship. asp

Connexion Digital Import (CDI) q Ability to attach digital files uploaded from local hard drives to CONTENTdm collections during the cataloging process ◦ Digital item is not HTML content (HTML can only be captured and viewed using the Web Harvester) ◦ Thumbnail is generated for use in CONTENTdm that is an actual image of the first page of the file:

Connexion Digital Import (CDI)

Web Harvester

Web Harvester q Uses Heritrix web crawler q Web Harvester spiders designated parts of websites creating copies of all links needed to make content functional q q Creates a snapshot in time with persistent URL Web Harvester generates a generic thumbnail for use in CONTENTdm:

Web Harvester File Structure

Primary Mode of Access in OPACs All records in World. Cat, WISCAT, Mad. Cat, LRBCat, First. Search Other libraries choose only records that best suit the needs of their users and collection development policies Advantage of controlled search environment State agency publications co-exist regardless of format providing full historical range of state agency publications

Two Supported Domain Structures Old digitalarchive. oclc. org ◦ http: //digitalarchive. oclc. org/request? id%3 Doclcnum%3 A 213353403 *No need to update records already in local OPACs New worldcat. org/oclc ◦ http: //worldcat. org/oclc/213353403/viewonline

Viewing the CTdm Collection http: //www. wistatedocuments. org

Digitized Documents through Google Books

For More Information Visit our website: http: //dpi. wi. gov/rll/inddep. html Contact us: Abby Swanton, (608) 224 -6174 Wisconsin Document Depository Librarian Wisconsin Dept. of Public Instruction Reference and Loan Library Abbigail. Swanton@dpi. wi. gov