2008 Conference

Conference Site on the Wayback Machine

Event Information

BPE 2008
May 21-23, 2008
Great Northern Hotel
Helena, Montana

Presentations

Identification & Acquisition

Web2.0 for Document Librarians by Michele Reilly, Digital Project Coordinator-AMP/State Publications Librarian, Arizona State Library, Archives and Public Records, mreilly@lib.az.us

We’ve all heard of Web 2.0 and many of us already use it. While, the vast majority of Web 2.0 products best serve the general public and academic librarians, there are some out there that can make the job of a documents librarian easier. These sites help with communication, reference and collection. Learn which new technologies can be effectively used by document librarians.

Heritrix: Use Cases Within the Community by Kristine Hanna, Director, Web Archiving Services, Internet Archive, kristine@archive.org

Heritrix is an open source web harvester developed by Internet Archive and used by libraries and archives around the world to archive born-digital content. Several differing use cases will be presented highlighting the software, the tools, success stories, challenges and limitations.

Archiving Web sites in KY by Mark Myers, Electronic Records Archivist – KY Dept. for Libraries and Archives, mark.myers@ky.gov

KDLA began collecting web-based publications in the late 1990’s and in 2002 began harvesting the governor’s office website, going back to the original site in 1997. Since then we have collected the governor’s office site through 3 administrations (both republican and democrat.) We have harvested the site ourselves using off-the-shelf web harvesters and developed contacts with the state IT personnel. We will discuss the process of appraisal, collection, and display of the site in our electronic records archives as well as the problems faced including multiple file formats, the growing use of content management systems and its effects on the harvests, and political concerns.

A “lofiAPI”: Using open source applications and simple XML to build a library web service by Jason A. Clark, Head of Digital Access and Web Services, Montana State University Libraries, jaclark@montana.edu

Google Booksearch API, A “beta” Worldcat API, Amazon.com data in the catalog… Mashups and APIs (application programming interfaces) are becoming more and more common in library settings. Montana State University Libraries is experimenting with exposing pieces of the collection via a simple API built with PHP, MySQL, and Simple XML protocols (OpenSearch, ATOM, RSS, Google Sitemaps, etc._This session focuses on what an API is and what it can do, the standard components of web services, how MSU libraries have built APIs into library collections and what web services and mashups mean for MSU libraries (and libraries in general). Come learn how open data standards and a little “know how” can change your library services and free library data for all kinds of uses.

Using EMCAP (Electronic Mail Capture and Preservation) to Tame the E-Tiger by Glen McAninch, Branch manager, Kentucky Department for Libraries and Archives, glen.mcaninch@ky.gov

Using EMCAP (Electronic Mail Capture and Preservation) to Tame the E-Tiger Description: Under a grant from the National Historical Records and Publications Commission (NHPRC), the North Carolina State Archives, the Kentucky Department of Library and Archives, and the Pennsylvania Historical and Museum Commission Bureau of Archives & History are collaborating to develop and test customized open source e-mail software in real time. We are seeking a practical way to automate the transfer of permanent e-mail to the archive and develop strategies to preserve the record long term. This presentation will focus on the features of EMCAP software tool which facilitates accessioning through an automated link between the archive and the record creator and preservation through conversion of the proprietary e-mail into an XML based record with standardized metadata. For this grant, we have worked with various high level offices that produce archival correspondence and have high public interest within each participating state to evaluate and test the newly developed software.

Description

Creating a Controlled Vocabulary for Water Quality by Pamela Arroues, Montana Department of Environmental Quality Water Quality Planning Bureau Library, parroues@mt.gov

Specialized databases require a specialized vocabulary to maintain data integrity and smooth data retrieval. The process of creating a controlled vocabulary will be discussed including:
keyword searching the Water Quality Planning Bureau Library (WQPBL) Database and the associated WQPBL Thesaurus,
data cleanup of existing uncontrolled keywords, and
identifing vocabulary used by target group and lessons learned will be discussed.

ContentDM Update from Oklahoma Crossroads by Gary Phillips, Librarian, Oklahoma Publications Clearinghouse, gphillips@oltn.odl.state.ok.us

With one more year of experience in using ContentDM this will be an update covering the 4.3 software upgrade, cross-walking metadata into WorldCat by OCLC harvesting, and concerns about file sizes and whether all files open successfully. A forum for ContentDM users and others interested in electronic collections of state government publications.
Crosswalk or Cross-stagger? : Using OCLC’s “Attach Digital Content” Feature from Connexion to CONTENTdm by Kate Kluttz, Head, Cataloging and Metadata Services, State Library of North Carolina, kate.kluttz@ncmail.net

OCLC now offers the ability to start with a WorldCat MARC record in Connexion (OCLC’s cataloging tool) and “attach digital content” to upload a digital file to your CONTENTdm collection and crosswalk the MARC record to Dublin Core metadata in a few easy steps. The State Library of North Carolina is experimenting with this feature in our new digital repository for state documents. We’ll share results on how the process has worked for us and when the crosswalking path has been less than smooth. Presenters will facilitate discussion about similar efforts at other institutions.
Creating and Using the Transportation Research Thesaurus (TRT) by Lisa Autio, Librarian, Montana Department of Transportation, lautio@mt.gov

In the last couple decades, Library of Congress classification for transportation became outdated. The presentation will show how the Transportation Research Board and other agencies created a thesaurus of subject headings that describes topics in transportation more accurately, and how it’s been used.

Discovery & Access

Using RSS to improve access to new state publications across Montana by Chris Stockwell, Library Systems Programmer/Analyst, Montana State Library, cstockwell@mt.gov

How Montana outfitted its statewide shared catalog with RSS feeds to improve user access to new state publications. Presentation will include the look, the feel, the pieces, the code, usability innovations, and the results for users.

Managing and Delivering Montana’s Water Quality Data by Pamela Arroues, Library Director, Montana DEQ Water Quality Planning Bureau Library, parroues@mt.gov

The Department of Environmental Quality’s (DEQ), Water Quality Planning Bureau (WQPB) is the state’s delegated authority for conducting and reporting on statewide water quality status and trends per the federal Clean Water Act. The WQPB developed and maintains a data management system that is used to assess the sufficiency of the data used in the Water Quality Standards Attainment (WQSA) assessment process, document and record decisions made, and make this information available to the public. The applications developed by the WQPB and its contractor for this responsibility include the Water Quality Assessment, Reporting, and Documentation System (WARD) and the WQPB Library Internet Search Application (LISA).

Presentation will focus on how these applications ensure that the data collected and used in the processes of determining the quality of the State’s water is tracked, managed and delivered.

Montana GIS Portal by Gerry Daumiller, NRIS Manager, Montana State Library, gdaumiller@mt.gov

The Natural Resource Information System (NRIS) of the Montana State Library was one of the founding participants in the Geo-Spatial One Stop, the Federal Government’s portal for the sharing and discovery of data for Geographic Information Systems (GIS). NRIS is expanding how it shares its GIS data collection. NRIS will provide a means for agencies and businesses with Montana data to share it in a Montana GIS Portal. All data shared with the Montana GIS Portal will also be available through the Geo-Spatial One Stop.

We’ve Come a Long Way Baby by Kelly Ezell, Tennessee State Library and Archives, kelly.ezell@state.tn.us

The Tennessee State Library and Archives has come a long way in the last few years. From books and paper to web pages and blogs…Learn how we are trying to battle the perpetual problems with access to an entire collection that is in closed stacks by creating lots of virtual access points to our collection. We will be discussing both problems solved and lessons learned.

Creation, Promotion, and Marketing of Digital Depository Libraries by Jim Kammerer, Information Services Manager at the Montana State Library, jkammerer@mt.gov

Are you discouraged by minimal public exposure to your precious state publications? Throw out the rules, create new tools, offer free decals and brochures. Come find out how Montana is making it easier than ever for libraries to become depositories.
OCLC CONTENTdm, Web Harvesting and Digital Archive– managing electronic documents by Geri Ingram, Manager, User Services / OCLC Digital Collection Services, ingramg@oclc.org

Whether you are managing government publications, technical reports, websites or professional papers—your digital curation tools need to work well together. Geri Ingram will discuss the development of OCLC’s integrated solutions based on WorldCat and CONTENTdm, best practices for building and maintaining an effective, multi-format digital repository.

Providing Access to Montana’s Native Animal and Plant Information by Allan Cox, Systems and Services Manager, Montana Natural Heritage Program, acox@mt.gov

The Natural Heritage Tracker is a state-of-the-art, map-based interface that provides fast desktop access to over 600,000 animal observation records, and 5,000 rare plant observations. A variety of base maps can be selected, including topographic quads and the latest statewide color and infrared air-photos. Users can use the Natural Heritage Tracker to record their own observations of bird and other wildlife species which are then incorporated into our observation database. Specific locations can be readily accessed through geographic search options, including a place name locator. Recent additions to Tracker include expanded queries to encompass species’ status designations, and new data types, including Species Occurrences areas (for animals and plants) and animal ranges. Additionally, the “photo viewer” tool provides geo-referenced access to over 8,000 photos of water bodies surveyed for the presence of amphibians.

Micro Library Apps – OpenSearch Widgets and Google Gadgets for Libraries by Jason Clark, Head of Digital Access and Web Services, Montana State University Libraries, jaclark@montana.edu

As web content continues to grow and the noise to signal ratio increases, it has become important for libraries to find ways to get into our users’ common web paths: the social networking sites such as Facebook, the web portals like iGoogle, even the Learning Management Systems like Blackboard. One opportunity for libraries is in creating widgets or gadgets that allow users to have basic library search functions in these new user environments free from the catalog or library web site. In this session, we’ll take a look at live applications from the Montana State University Libraries (http://www.lib.montana.edu/tools/) that provide different search functionality for library materials: a Google Gadget that allows gateway searching for library journals, books, and articles and a series of OpenSearch plugins that let patrons search library content from within the web browser. With new tools and scripts appearing daily, the barrier to entry has never been lower. Come learn about the simple steps you can take to make these widgets and research tools happen at your library.

Web Site Forms Best Coding Practices
by Michael Sutherland, Web Services Librarian, Montana State University, msutherland@montana.edu

Web Forms are one of the primary methods individuals use to communicate with us and interact with the library Web site. However, forms are often overlooked and poorly designed. Good design helps all users, especially those with disabilities. Two central issues disabled users face when completing forms are identifying which text label describes each form field and understanding which fields are required to complete the form before submission. This session will focus on best coding practices and design for Web forms.

Collection Management & Preservation

A Persistent Digital Archives and Library System by Richard Pearce-Moses, Deputy Director for Technology and Information Resources, Arizona State Library, Archives and Public Records, rpm@lib.az.us

Under a grant from the Library of Congress, the Arizona State Library and its partners, Florida, South Carolina, New York, and Wisconsin, are developing a middleware system to automate business processes to manage the ingest, administration, preservation, and access of electronic records and digital publications. The system is based on the OAIS reference model. The presentation will describe the network architecture and data flow.

ADPNet: Building a distributed digital preservation network for Alabama by Aaron Trehub, Director of Library Technology, Auburn University, Auburn, Alabama, trehuaj@auburn.edu

A brief overview of the Alabama Digital Preservation Network (ADPNet), a private LOCKSS network for harvesting and preserving digital content created by libraries and archives in Alabama. The presentation will address design, cost, governance, and (some) technical issues, and will conclude with a summary of lessons learned. ADPNet is supported by a grant from the Institute of Museum and Library Services (IMLS).

The LOCKSS Response to the Strange World of Long-Term Digital Preservation by Chris Stockwell, Library Systems Programmer/Analyst, Montana State Library, cstockwell@mt.gov

In FY 2009, Montana State Library will build a private LOCKSS network to provide long-term preservation for state publications. We will discuss the fascinating role of LOCKSS in OAIS compliant, long-term preservation. Other presenters will approach the LOCKSS discussion from different angles. Arizona is designing a fully-automated preservation system based on a private LOCKSS network. Alabama has a year of experience with a private LOCKSS network.
Digital Publishing, Distribution, and Preservation Practices in North Carolina State Government — A Status Report by Jennifer Davison, Head, Government Documents Branch, and Amy Rudersdorf, Director, Digital Information Management Program, State Library of North Carolina, amy.rudersdorf@ncmail.net

We will present results from the “2008 Survey of North Carolina State Agency Publishing Practices.” Agencies were asked to respond to questions about current and past publishing and distribution practices with a focus on digital publishing, online distribution, and preservation of state documents; their participation in the state publications depository program; and agency digitization of state documents. The survey also served as a tool for clearinghouse staff to identify and establish contact with state government information publishers and distributors. Presenters will discuss the current situation in North Carolina and how practices and trajectories have changed since the last survey five years ago, and facilitate a discussion of digital publishing, distribution, and preservation at other BPE participants’ institutions.

Supporting Digitization within State Agencies by Druscie Simpson, North Carolina State Archives, druscie.simpson@ncmail.net, and Christy Allen, State Library of North Carolina, christy.e.allen@ncmail.net

What role can state archives, libraries, and records centers play in supporting state agencies in their digitization efforts? Druscie Simpson and Christy Allen will discuss ways in which the North Carolina State Archives and State Library of North Carolina are beginning to address this by offering training, establishing standards, forging partnerships, and instilling the importance of digital preservation at the point of creation. The presenters will then lead a facilitated discussion in which attendees have the opportunity to share their experiences and ideas regarding digitization within state agencies.

Disaster Mitigation: Using GIO Library for Operations Continuity at SUNO by Rolanda Ridley, Government Documents Librarian, Southern University at New Orleans, rridley@suno.edu

The devastation caused by Hurricane Katrina and its aftermath has fundamentally changed the manner in which operations at the SUNO Library are conducted and how library services are delivered to faculty and students. To quickly rebuild the collection and mitigate future disasters, the library has implemented a policy embracing electronic resources. One particular resource, GIO Library, was created in-house as a point of reference for a particular student demographic of the university. The story of this website will be chronicled along with the way the purpose of the site has changed post-Katrina.
Web Archiving: Building Compelling Collections through Archive-It by Molly Bragg, Partner Specialist, Internet Archive, mbragg@archive.org

Over 55 memory institutions in the US and around the world use Archive-It and other Internet Archive tools and services to build collections of archived web content. This presentation will highlight and compare collection development best practices used by partners to create and build compelling collections.

GIS are from Mars, Archivists are from Venus: Linking State Government Geospatial Professionals and their Cultural Heritage Counterparts by Kelly Eubank, Electronic Records Archives at North Carolina State Archives, Mark Myers, Electronic Records Analyst, Kentucky Department for Libraries and Archives, Butch Lazorchak, Digital Archivist, Library of Congress, wlaz@loc.gov

It is estimated that state and local governments create twice as much geospatial information as the federal government, and the challenge of preserving this information has increasingly fallen on the shoulders of state and local librarians and archivists. The Library of Congress is supporting efforts to preserve digital geospatial information through its National Digital Information Infrastructure and Preservation Program, first through its funding of a pair of geospatially-oriented projects at the University of California, Santa Barbara and North Carolina State University, and more recently through a series of projects working directly with state and local government agencies. The Multi-state Geospatial Content Transfer and Archival Demonstration, lead by the Center for Geographic Information and Analysis in North Carolina, is expanding on the NCSU project by focusing on replicating large volumes of geospatial data among several states to promote preservation and access.

Managing Electronic Publications in Washington State by Judy Pitchford, Electronic Government Information Librarian, Washington State Library, Marlys Rudeen, Deputy State Librarian, and June Timmons, Applications Architect at Washington State Digital Archives, jpitchford@secstate.wa.gov

After a variety of hurdles, the e-publications project is finally starting up at the Washington State Library and the Digital Archives of Washington. Come and find out about politics, workflow and technology.

Content Transfer: Packaging and Moving the Bits by Michelle Gallinger, Digital Archivist, Library of Congress, mgal@loc.gov

The Library of Congress has been working with National Digital Information Infrastructure and Preservation Program (NDIIPP) partners and others to preserve at-risk digital content. As preservation activities continue, the need to move content from one institution or repository to another increases. Few institutions have experience transferring large packages of heterogeneous data (including varieties of file types and sizes). Transferring content provides long-term research value to the LC and the NDIIPP partners and it also creates a geographically dispersed, redundant copy of the data. This presentation will cover the Library’s experience with the transfer of large-scale data, the packaging and manifests used, and the different kind of transfer tools that have been employed.
Using Item Mapping to Create Communities in an Institutional Repository: The Washington State University Experience by Kay Vyhnanek, Scholarly Communication Librarian, Washington State Univrsity Library, kayv@wsu.edu

Deciding how to structure the communities within an institutional repository is like ordering coffee at your favorite coffeehouse. The variations and permutations are endless. Washington State University Library used their electronic theses and dissertations as the locus for developing the communities in the Research Exchange, their institutional repository opened in late 2006. This technique provided a depth to the repository that might have taken years to develop waiting for individual campus departments to provide materials for the repository. This presentation will describe the technique and how it has added dimension to our institutional repository.

Project Management

Statewide Planning for Electronic Records Management by Judy Meadows, State Law Librarian of Montana, jmeadows@mt.gov, and Patti Borsberry, Montana State Records Manager, pborsberry@mt.gov

Patti Borsberry, Montana State Records Manager, and Judy Meadows, State Law Librarian of Montana, will discuss recent activity that will lead to a strategic plan for managing and preserving all state agencies’ electronic records.

Collaborating to Create the Idaho Digital Repository
by Richard Wilson, Associate State Librarian, Idaho Commission for Libraries, richard.wilson@libraries.idaho.gov

Brief overview of the collaborative process that resulted in repealing Idaho’s 1972 depository law and creating a Digital Repository for state publications beginning July 1, 2008.

Building a Digitization and Preservation Lab for Audio and Visual Materials by Linda Reib, Electronic Records Archivist, Arizona State Library, Archives and Public Records, lreib@lib.az.us

A synopsis of the on-going creation and development of a digitization lab at the State Archives for the digitization and preservation of audio and visual materials.
There are More Tigers in the Ring than just the E-Tiger by Kelly Eubank, Electronic Records Archivist, North Carolina State Archives, kelly.eubank@ncmail and Linda Avetta, Information Technology Generalist Administrator, Pennsylvania Archives and History, lavetta@state.pa.us

When the three states of North Carolina, Kentucky and Pennsylvania entered into a multi-state NHPRC grant project to Tame the E-Tiger (see page 6 of NAGARA Clearinghouse 2007 Vol 23, No 4), little did they know that the e-tiger would not be the only striped coat in the ring. Kelly Eubank and Linda Avetta will share their experiences as they engaged with the various unexpected tigers that crept into the project plans and made things interesting for all three states.

Hosted File Transfer Solution for Submission of State Publications by Linda Roholt, Cataloger, Utah State Library, lroholt@utah.gov

The challenge of finding a viable way for content providers to submit born digital government publications to the Utah State Library has evolved over time. This session will present the approaches that we have tried in the past as well as highlighting the benefits of our current process of utilizing a hosted system and how this change has impacted our cataloging workflow and potential outreach opportunities.

Building a Strategic Partnership by Bonnie Weddle, Associate Archivist, New York State Archives, bweddle@mail.nysed.gov

In August 2007, the New York State Archives and several other agencies began working with the New York State Chief Information Officer/Office for Technology to investigate how the state’s electronic records could be created and maintained in ways that facilitated choice, interoperability, and vendor neutrality; public access to State government records; and appropriate government control. This presentation will first outline the circumstances that led to the creation of this cross-agency workgroup and then discuss the workgroup’s approach, initial conclusions (as outlined in CIO/OFT’s recent published report), and next steps.
Evolving Digitization Workflows by Steve McCann, Digital Projects Librarian, University of Montana, steve.mccann@umontana.edu

Mansfield Library at the University of Montana has just completed the digitization of a run of tribal newspapers for the Salish Kootenai Tribal College called the Char-Koosta News. Over the course of this project we ran into several challenges which mandated a set of workflow procedures flexible enough to ensure high quality results. Our experience has shown that a clear set of procedures and outcomes, also known as a “process meta-model”, is crucial for any long-term digitization process. This presentation analyzes the roles, activities, and tasks which result in a successful digitization workflow.

Implementing a Digital Repository…Easier Said Than Done? by Jennifer Ricker, Digital Collections Manager, State Library of North Carolina, jennifer.ricker@ncmail.net

The State Library of North Carolina began subscribing to OCLC’s CONTENTdm digital repository software in July of 2007. The first collection went live nine months later on April 16, 2008. Jennifer will discuss the trials and tribulations of implementing CONTENTdm as a repository for both digitized content and born digital state publications, as well as the library’s future plans for the repository.

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