Harvesting for the Future
Indiana Light Archive for Federal Documents
Lou Malcomb
Katie Springer
Bert Chapman
Cheryl Truesdell
Indiana University
Indiana State Library
Purdue University
Indiana University-Purdue
University Fort Wayne
October 2007
Overview of the Indiana Light Archive
for Federal Documents
 History of the concept
 The need in Indiana
 Development and Progress thus far
 The future……
History of the Concept
Government Printing Office and Federal Depository
Libraries’ evolving vision for an electronic documents system (2002) including:
National Bibliography – GPO to purchase an ILS system and
systematically develop cataloging for all documents
Digitizing the Legacy Collection – GPO developing a plan to digitize all
documents not currently in electronic format
Within Indiana:
Libraries indicating their limits on space, submitting more discard lists, and
realization that we couldn’t check everything
Indiana University Bloomington’s construction of an auxiliary shelving facility (ALF)
opening October 2003 and its administration’s eagerness to have space occupied
by government documents
CONCEPT DEVELOPMENT
GPO proposes a system of “dark” and “light” archives distributed
throughout the United States that would be responsible for maintaining the
legacy and current collection
Indiana University (8 campuses—10 depositories) concludes that they
should work toward one historic collection to be housed in the ALF. Used
Documents Data Miner to assess duplication/overlap between collections.
Project initiated by the IU’s Council of Head Librarians
IU Document’s Group Identifies
Challenges
•Outline the implications of
using the ALF as a
shelving location for print
copies not needed onsite
with the goal to keep at
least one copy of every
print document in ALF
•Define delivery standards
and “restricted use” criteria
•Examine the issues of
shared cataloging
responsibilities among IU
Libraries and for shared
records management
CONCEPT DEVELOPMENT continued:
Enter Academic Libraries of Indiana (ALI) Directors of Indiana University,
University of Notre Dame and Purdue University report back to an ALI
meeting concerning conference they attended sponsored by Association of
Research Libraries “The Future of Government Documents in ARL Libraries”
Recommended that INDIANA build upon the current IU Documents Group
Plan
Formed Indiana Light Archive for Federal Documents Planning Group
Meetings at the Indiana State Library with all Indiana depository libraries to
discuss feasibility. OVERWHELMING SUPPORT AND APPROVAL!
Meetings with Superintendent of Documents to discuss requirements
REALITY SETS IN…..
Need for distributed archive model
Distributed archive? One archive in four places?
1. Divide up the SuDocs Classification
2. Create guidelines for retention, participation, collaboration,
and service
3. Indicate whose copy is the “Indiana Light Archive Copy” in
WorldCat
DEVELOPMENT AND PROGRESS THUS FAR…..
Indiana State Library, Indiana University, Purdue University and the
University of Notre Dame agree to be Collection Stewards
Indiana Light Archive planning group has met monthly since April 2006
beginning an unprecedented collaboration between representatives of the
Collection Steward libraries and other federal depositories in Indiana
INDIANA GUIDELINES FOR DISPOSAL OF U.S. GOVERNMENT
DEPOSITORY DOCUMENTS. Approved by Indiana State Library, Indiana
Federal Depository Libraries, and Superintendent of Documents fall 2006
DEVELOPMENT AND PROGRESS THUS FAR…..
Drafted the Indiana Light Archive Collection Stewardship Guidelines,
detailing specific duties of the Collection Stewards April 2007. (Currently
being reviewed by legal representatives of the institutions)
Drafted an MOU/Cooperative Agreement which will be signed in
November by the Stewardship institutions, solidifying their partnership in
the Indiana Light Archive. (Currently being reviewed by legal
representatives of the institutions)
Created the Indiana Light Archive for Federal Documents website at:
http://bl-libg-doghill.ads.iu.edu/gpd-web/fdlp/ilitweb.html
THE FUTURE…………
Move from a “don’t have” to a “what we need”
model. Indiana State Library is developing a
“needs database”
After the Stewards with their collaborators assess
their collections and identify needs, we will focus
on services, i.e. cataloging, reference, training of
Indiana librarians on use of government
information.
Now for some details on the Steward partnership…
Partnership
of Collection Steward Libraries
Katie Springer
Federal Documents Librarian
Indiana State Library
October 2007
Goals
The long-term goal of the Indiana Light Archive is to establish:
“a single archive collection of all federal documents housed in a secure facility with
environmental controls that will lengthen the natural life of the tangible documents.”
At this time, no single facility exists in Indiana capable of housing
all documents. In order to realize this goal, the Indiana Light Archive is
establishing a virtual (distributed) light archive, among four specific
Collection Steward libraries.
(From the Indiana Light Archive for Federal Documents website:
http://bl-libg-doghill.ads.iu.edu/gpd-web/fdlp/ilitweb.html)
Collection Stewards
Four major federal depository libraries in
Indiana have partnered as Collection Stewards
to ensure Indiana residents permanent access
to U.S. government information:




The Indiana State Library (Regional)
Indiana University Libraries
Purdue University Libraries and
University of Notre Dame Library
Collection Stewardship
Within their area of responsibility, each collection
steward is responsible for:






Collection development
Preservation
Document Delivery
Cataloging
Reference/Instruction
Professional Development/Training
The Indiana Light Archive Collection Stewardship
Guidelines explain these duties in detail
Responsibilities of Steward Libraries
Preservation
Agreed to maintain preservation standards for print and microform
materials compatible with professional best practices and within
institutional resources
Agreed that electronic preservation standards should follow those
comparable to ones enumerated in GPO Office of Information
Dissemination reports accessible at www.gpoaccess.gov/about/reports/
such as Report from the Meeting of Experts on Digital Preservation:
Digital Preservation Masters and from best practices contained in
professional literature
Relevant cost and statistical data on expenditures in these areas will be
compiled
Responsibilities of Steward Libraries
Delivery
One of the major goals of the Indiana Light Archive for Federal
Documents is to improve public access and services to U.S.
government documents and information. With that understanding,
all items should be loanable/deliverable from the Steward libraries,
except for the “restricted” category
Responsibilities of Steward Libraries
Delivery
Items less than 25 pages should be scanned and delivered
electronically if possible
CDs, DVDs, and floppy disks should be delivered electronically
whenever possible
Desktop delivery should be within 24-36 hours, Monday-Friday
Delivery of physical items will be through the state courier service
Responsibilities of Steward Libraries
Cataloging
In order for the Light Archive to work, our Federal documents had
to be easily discoverable.
Cataloging and location in WorldCat/INCat is a must!
Responsibilities of Steward Libraries
Cataloging
The Steward agrees to provide or ensure availability of bibliographic records in
the area of stewardship meeting current BIBCO (monographs) and CONSER
(serials) standards in WorldCat/INCat for all materials within the federal
depository library program, whether or not they are/were distributed in tangible
format
The priority should be on providing original cataloging where no record exists
and not on upgrading existing bibliographic records
Stewards will be responsible for providing cataloging in WorldCat/INCat for all
documents in their area of stewardship even if they don’t own the document
All publications included in the light archive will be cataloged (with intent to
have the 086 field included)
Role of the Regional
 As stated in the Collection Stewardship Guidelines,
this initiative does not alter the Indiana State
Library’s status as a Regional Depository.
 The Indiana State Library is a full partner in the
Indiana Light Archive and retains its leadership
role among Indiana depository libraries.
Needs and Offers
 As part of this partnership, the Indiana State
Library will provide an Indiana-specific web-based
Needs and Offers List.
 Facilitate the sharing of information between
Indiana FDLP libraries and to assist with collection
development of the Indiana Light Archive as a
whole.
Determining Agency Collection
Steward Responsibilities for Indiana
Government Document Light Archive
Participants
Bert Chapman
Government Information and Political
Science Librarian/Associate ProfessorPurdue University Libraries
Prerequisites
 Knowing government document collection holdings of
four collection steward libraries. These collections come
from depository items, faculty gifts, and contributions
from congressional representatives
 Knowing institutional curricular and research interests
 Being aware of how collaborating Indiana libraries can
provide additional collection and reference support and
encourage active participation by these libraries in IN
Light Archive collection building and maintenance
Deciding Agency Stewardship Responsibilities
 Rediscovering Andriot
 Breaking down agencies by SuDoc stem
 Four steward libraries selecting agencies based on
existing holdings and current areas of institutional
research interest e.g. Purdue-Department of Agriculture,
Indiana State Library-Census Bureau. Depository items
are the foundation for our collections!
 Collaborating Libraries given opportunity to select
agencies steward libraries don’t want
Lessons Learned
 Determining agency collection steward
responsibilities one of the most time consuming
tasks of Indiana Light Archive for Federal
Documents venture
 Compiling these selections into a spreadsheet
maintained by Light Archive website makes things
easier
SUDOC STEM
A's
AA
AC
AE
AR
B
C 1-12
C 13
C14-20
C 21
FEDERAL AGENCY
U.S. Dept. of Agriculture (1862-)
ACTION (1971-1994)
ARMS CONTROL (1961-1998)
ARCHIVES (including Office of the federal
register) (1934-1949)(1985-)
BROADCASTING BOARD OF
GOVERNORS/INTERNATIONAL
BROADCASTING BUREAU (199-)
DEPARTMENT OF COMMERCE (Includes
Census) (1913-)
National Institute of Standards and Technology
1934-)
MISCELLANEOUS COMMERCE
Patent & Trademark Office (1925-)
STEWARD
PURDUE
INDIANA
INDIANA
INDIANA
E-ONLY
ISL
PURDUE/ISL
ISL
PURDUE
COLLABORATOR
COLLECTION
REVIEW
Lessons Learned
 No library is required to discard anything,
but their copy may not be the Light Archive
copy!
 Collection stewardship remains an
ongoing and evolving responsibility, e.g.,
questions over retaining superseded
documents.
Lessons Learned
 Indiana State Library remains Indiana’s regional
depository.
 Participating libraries have benefited from their
administrations support for this effort and from
support of other Indiana depository libraries.
 Indiana libraries possess sufficient retrospective
collection depth and logistical proximity to make
such collection collaboration feasible. Whether
this works for other states depends on
economic, logistical, and political factors in those
states and their depository libraries
The Role of the Other Indiana Federal
Depository Libraries – Collaboration and
Partnership
Cheryl Truesdell
Associate Library Director
Indiana University-Purdue University
Fort Wayne
While the four steward libraries are
committed to doing their best to fulfill their
responsibilities, Indiana’s other federal
depository libraries have an important role
in building the Indiana Light Archive
Under the Steward Guidelines, Indiana
Federal Depository Libraries can choose
to be …
Indiana Light Archive Collaborators
As Indiana Light Archive Collaborators
Indiana federal depository libraries can:

Assist in the completion of the collection
in a selected SuDoc area by:



Locating and obtaining both depository and
non-depository documents not currently held
by the Steward to help fill in the collection
Stabilizing documents as much as possible
before transferring to the Collection Steward
Identifying or creating full bibliographic
records for the documents in OCLC

Assist in cataloging collections already
held by the Steward or other cataloging
assistance as negotiated with the
collection steward

Provide reference or instruction in a
selected SuDoc area

Provide or assist in professional
development training in a selected
SuDoc area

Provide technical expertise such as
statistics compilation and reporting, Web
design for training materials, etc.

Assist in publicizing the Indiana Light
Archive for Federal Documents and
statewide librarian expertise in
government documents
If a Federal Depository library chooses to
be an Indiana Light Archive Collaborator,
they are instructed to:

Determine which SuDoc number area(s) in which
they want to assist

Determine in which areas they want to assist

Notify the Collection Steward responsible
for the selected SuDoc number area(s)
of their intention to assist the Steward

The Collaborator and Collection Steward
will compose a written agreement of the
collaboration terms which will be posted
on the Indiana Light Archive Web site
(http://bl-libg-doghill.ads.iu.edu/gpdweb/fdlp/ilitweb.html).

If either the Collaborator or Collection
Steward chooses to end the
collaboration, they must notify their
partner and post the change on the
Indiana Light Archive for Federal
Documents Web site
As a Collaborator IPFW has chosen
approximately 50 SuDoc areas to assist
the Steward libraries. These are
primarily Y3 short-lived Councils,
Commissions, Committees that can be
easily defined and monitored
QUESTIONS?
Slide show will be available at:
http://bl-libg-doghill.ads.iu.edu/gpd-web/fdlp/ilitweb.html
Online Shelflist (IUB)
http://erlsvr3.lib.indiana.edu/cgi-bin/sudoc.cgi