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Minutes of the Electronic Publications Subcommittee Meetings
12 January 1999 16 February 1999 30 March 1999
Electronic Publication Subcommittee Minutes
12 January 1999
Members Present: Charlie Arp, OHS; Pete Bates, chair, SLO; Nicole Berendsen, SLO; Suzanne Farrar (ex-officio), Mental Health; Laurie Gemmill, OHS; Andrea Lentz, Human Services; Debbie Swank, Mental Health; Judy Walker, OHS; Daryl Weir, Administrative Services; Tony Yankus, Legislative Information Services.
Not Present: Deb Bendig, OCLC; Dale Darnell, FileNET; Elizabeth Nelson, OHS
Since the first meeting, Barbara Floyd, University Archivist at the University of Toledo has joined the committee.
Administration
The committee decided to meet electronically using the ERC listserv for the next five weeks. The next meeting of the committee will be during the week of 16 February. Judy will check into room availability and contact committee members with the exact date and time of the next meeting.All members of the subcommittee are signed up on the ERC listserv.
Meeting Notes
I. Members of the committee introduced themselves. Charlie Arp gave an overview of the Electronic Records Committee and charged the Electronic Publications subcommittee with the following (see handout):- Create guidelines for the creation of electronic publications.
- Advocate a system for dealing with electronic publications that duplicates the functions of the existing system for hardcopy publications.
- Create guidelines for the preservation of electronic publications.
- Advocate changes in 149.11 of the ORC to accommodate the above.
- "An Electronic Publication is information that is created, stored and presented electronically for general public use and distribution."
III. State of Ohio Documents - Current Workflow of Paper Publications [flowchart]
IV. State of Ohio Documents - Current Workflow Electronic Publications
[flowchart]
V. State of Ohio Documents - Proposed Workflow All Publications
[flowchart]
[Note: To obtain copies of handouts and/or flowcharts, please contact Judy Walker jwalker@ohiohistory.org]
Electronic Publication Subcommittee Minutes
16 February 1999
Not Present: Dale Darnell, FileNET; Suzanne Farrar, Mental Health; Barbara Floyd, U. of Toledo; Elizabeth Nelson, OHS; Debbie Swank, Mental Health; Tony Yankus, LIS.
Meeting Notes
1. Charlie Arp explained the criteria archivists use for selecting records of enduring historical value. (see handout) Discussion followed concerning the differences in selection criteria for OHS and SLO. OHS maintains records/publications which document the business of state government, while SLO maintains publications to preserve the information content produced by state agencies.2. Pete Bates reported on the meeting held at SLO regarding the description of electronic publications. (see handout) SLO supports the use of metadata, but is concerned about the consistency and quality of the metadata; the potential of casual treatment of metadata by state agencies; duplication of effort in resource description; the necessity of adding data to metadata fields to create MARC records; and the enormous number of electronic publications that will need to be cataloged by SLO staff. The question of how SLO will distribute electronic publications was also brought up.
3. Daryl Weir reported on formats and file types. (GPO handout) Daryl also reported that she had discussed electronic publications with Greg Schneller, DAS, and that his advice was to tackle the "easy" things first and that some of the more difficult issues we are discussing should be dealt with in a different setting.
4. PURL /DOI discussion
5. Break
6. Discussion of metadata harvesting/GILS
Agencies Load HTML documents with imbedded metadata in meta tags
[flowchart]
7. The GILS model gives agencies three models:
- agency retains document, imbeds html metatags in html document, and the GILS robot harvests that metadata
- agency retains document and inputs metadata information directly into the GILS database. Allowing for an agency review process.
- agency send electronic document to SLO and lets them store and create description (current process)
8. The GILS model does not address the permanent storage issue. This problem is too big for this group to handle, although we should make some recommendations. We should talk to Gartner, Meta, Giga Groups and GPO to get some information and should see if it would be possible to get someone from GPO to come and talk to us. It was agreed that support from legislators and others will be necessary to solve this problem.
The next meeting of the electronic publications subcommittee will be held on 30 March 1999 at 1:30pm at the State Library of Ohio in the Board Room (Room 509) of 65 South Front Street.
[Note: To obtain copies of flowchart, please contact Judy Walker jwalker@ohiohistory.org]
Electronic Publication Subcommittee Minutes
30 March 1999
Not Present: Pete Bates, SLO; Dale Darnell, FileNET; Barbara Floyd, U. of Toledo; Daryl Weir, DAS; Tony Yankus, LIS.
Meeting Notes
1. Nicole Berendsen led the meeting since Pete was unavailable.2. Jeff Heard, SLO cataloging, discussed how SLO catalogs state documents in electronic formats. (see handout) There are currently 30 - 35 records in SLO's OPAC for web published documents.
3. Nicole took the committee on a tour of SLO and demonstrated on-line searching.
4. Judy Walker reported on the GILS conference held in Olympia, Washington. 15 states were represented at the conference.
The Washington GILS model harvests and classifies metadata from Washington state and local governments' web sites using a Netscape Compass Server with GrapeVINE software. Currently, they have approximately 150,000 - 200,000 indexed records, 9000 of which have complete metadata. Washington State Library does not create the metadata for the web resources, the agencies do it themselves and the library offers training. The metatagging is not done for each web publication. The Washington GILS project does not deal with the issues of collection control or preservation at the current time.
The Texas GILS model will create metadata for each web publication. Electronic liasons within each agency will report new and revised publications to the state library. Already existing web publications will have metadata created by state library catalogers. Their goal is to provide a full text search and a searchable metadata database (based on Dublin Core metadata) to users.
Walker recommended that a separate committee be established to study the metadata harvesting models, software, hardware, and issues and then to make recommendations to the appropriate bodies. Walker also noted that some of the staff from the Washington project will be in Springfield, Illinois at the end of May to discuss implementing their prototype at the Illinois State Library. Illinois project staff have agreed that anyone interested from Ohio would be welcome to sit in on their meetings.
5. The committee discussed data warehousing. Nicole will forward an e-mail about Florida state library's current warehousing initiative. The committee agreed that "starting small" would be better than doing nothing. The committee will work to formulate questions that we need to ask Betsey Lane and Daryl Weir so that it can get more information.
6. Charlie Arp told the committee that the Kentucky State Library and Archives would like to video-conference with the e-publications committee at some time in the future.
7. The committee agreed that it will send an interim report to the Electronic Records Committee. Included in this report will be a recommendation to divide the committee into two groups: one to study and make recommendations on access (GILS) and one to study and make recommendation for preservation (data warehousing).
Questions or comments? Please email:
ERC@ohiohistory.orghttp://www.ohiojunction.net/ohiojunction/erc/epub/epubminutes.html
Last modified Tuesday, 25-Sep-2001 09:06:17 Eastern Daylight Time