The Legislative Library of Ontarios Ontario Documents Repository Road to Partnership

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The Legislative Libraryof OntariosOntario
Documents Repository Road to Partnership
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• The Legislative Library has a long history of
  collecting Ontario government documents. Our
  extensive print collection dates from the
  Province of Upper Canada.
• Our challenge was to find a way to continue to
  build our Ontario documents collection while
  meeting our clients need for timely, desktop
  access.

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Specifically

• How do we build an easy, streamlined process for
  building a document repository that integrates
  with our workflows?
• How do we ensure the documents we capture can be
  preserved?

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Agenda

• Overview of the Ontario Legislative Librarys
  Ontario Documents Repository
• Goals for Partnerships
• Partnerships in the Making
• The Future?

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Size of Ontario Documents Repository

• As of June 5, 2006, we have archived
• 10,915 monographs
• 710 serial titles
• 5,506 individual serial issues
• 3,203 press releases

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Use of our Repository Outside of our Client Group

• 2004/05
• Approx. 60,000 visits to the Archive by Library
  clients, staff and the public (via the Assembly
  intranet and via Internet)
• 2005/06
• Now over 100,000 visits

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Scope of Ontario Documents Repository

• Began building our repository in July 2000 with
  Ontario monographs and a few election campaign
  websites.
• Now have expanded our archive to include
• All serials that we collect
• Ontario government press releases

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Our Collection Policy

• To maintain an extensive collection of Ontario
  documents not only to serve our own clients, but
  also to preserve the publishing output of the
  province.
• We select documents that are likely to be of
  value to our clients or have long-term
  significance for scholars, researchers, members
  of the public, and public servants.
• Documents not intended for public distribution
  are stored on the restricted access portion of
  our server.

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How Do We Find These Documents?

• Six staff members monitor 85 Ontario government
  sites and almost 1,000 pages on a daily basis.
• Library acts as an agent for LAC in assigning
  ISBN/ISSN for Ontario documents.
• We subscribe to Ontario ministry new publication
  alerts and scan newspapers other media.

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Record Format

• Files are stored in pdf format.
• If original is not in pdf, we use Adobe Acrobat
  to convert the document to pdf.

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Cataloguing Practice

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

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Turnaround Time

• Archived and catalogued documents are available
  to our staff and clients the next day or sooner.
• Full catalogue records (with LC subject access)
  may take up to one month to complete.

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Sample monograph record
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(No Transcript)
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Sample serial record
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Index Page for a Serial Title
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(No Transcript)
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Public Access to the Repository

• At this point the repository can only be accessed
  by searching our catalogue
• http//www.ontla.on.ca/library/catalogue/ecatlogin
  .asp
• We are now looking at creating our own portal to
  the Ontario documents portion of the catalogue.

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How to access the repository
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Move Towards Partnerships

• By 1999 library organizations including the
  Legislative Library and university libraries were
  concerned about long term preservation of Ontario
  documents. Groups began to approach the
  Legislative Library for possible assistance.
• Some libraries the Archives of Ontario were
  linking from their catalogues to our repository
  files rather than the official internet versions.

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Legislative LibraryGoals for Partnerships

• Ensure longer-term access to repository files.
• Provide broader access throughout the province by
  making the collection more visible than it is
  now.

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Partnerships in the MakingOCUL/OLL

• First OCUL/OLL discussions in spring 2004
  regarding shared interest in creating an Ontario
  documents repository.
• OCUL/OLL agree to do a pilot project using
  D-Space
• http//www.dspace.org/

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OCUL OZone Pilot

• Oct. 2004 700 repository records and target
  files were loaded into OZone, OCULs shared
  institutional D-Space repository.
• Crosswalk was developed to map our MARC records
  to Dublin Core.
• Items were assigned a persistent identifier using
  the Handle System.

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Pilot Results

• Monographs were loaded successfully.
• Serials were another matter!
• D-Space is not designed for files to be added to
  an existing record.
• Difficult to do ongoing maintenance required of
  serial records.

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Whats Next

• We are currently drafting a formal agreement with
  OCUL to create an OZone repository of Ontario
  documents (monographs only at this point).
• Repository should be available Fall/Winter 2006.

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Partnerships in the Making ODL

• Repository has been mentioned in Knowledge
  Ontarios Ontario Digital Librarys business case
  for inclusion in the future ODL
  http//knowledgeontario.ca/

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The Future?

• Increased collaborative efforts at a
  provincial/national scale towards building large
  inter-jurisdictional repositories.
• Success in preserving these documents in the long
  term.

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• Contact info
• Annemarie Toth-Waddell
• toth-waddell_at_ontla.ola.org
• Presented at
• Access to Government Information Track,
• CLA 2006
• June 15, 2006