Georgia Government Publications Database on GALILEO Prepared for

Georgia Government Publications Database on GALILEO Prepared for 2002 ALA-GODORT Program Innovation in State Government Information Sources Susan Tuggle Coordinator of Georgia Government Publications University of Georgia Libraries

Milestones • 1993 - Official Code of Georgia Annotated (O. C. G. A. ) Title 20 -5 -2 was amended. The director of the University of Georgia Libraries assumed responsibility for the Georgia government publications depository program. • State agencies are required to submit five copies of all publications to UGA Libraries. – Two copies remain at UGA Libraries as archival copies and are available through Interlibrary Loan. – One copy is digitized by the Digital Library of Georgia located at UGA Libraries.

Milestones – One copy is distributed to Odum Library at Valdosta State University. Odum Library assumed depository status for Georgia government documents in August, 2000. – One copy is distributed to Henderson Library at Georgia Southern University. Henderson Library assumed depository status for Georgia government publications in May, 2001.

GALILEO Georgi. A LIbrary LEarning Online • Feb. 1995 - Georgia General Assembly and Governor Zell Miller approved legislation to fund GALILEO, a world wide web-based virtual statewide library. • Sept. 21, 1995 - 150 days later GALILEO premiered at the 34 University System of Georgia institutions.

GALILEO • Georgia government publications were included in the initial proposal for resources to be included in GALILEO. • GALILEO provides access to multiple information resources, including secured access to licensed products. • Participating institutions may access over 100 databases indexing thousands of periodicals and scholarly journals. • Thousands of journal titles and books are provided in fulltext. • Other resources include encyclopedias, business directories, and government publications.

GALILEO • Today there are more than 2000 GALILEO institutions, including University System of Georgia institutions, K-12 schools, public libraries, adult technical institutes and colleges, and a group of private academic colleges and universities.

Georgia Government Publications Database (GGP) • Dec. , 1995 - Began designing the interface and metadata for the GGP with Brad Baxter, GALILEO programmer at UGA Libraries. • Bob Henneberger, former director of the Digital Library of Georgia, UGA Libraries, set up scanning equipment, file directories, and provided technical expertise. • March, 1996 - Test mode

Celebrate!!! • May 2, 1996 - GGP goes into production on GALILEO. Only publicly available database in GALILEO at the time. • http: //dlg. galileo. usg. edu/govdocs. html

GGP Database Description • Provides bibliographic access to documents published since 1994. • Contains scanned images of over 13, 000 paper documents. • Contains electronic text for almost 800 documents received in electronic format. • Searchable by keyword, author, title, place of publication, call number, and text (OCR text).

GGP Database • Joint project of Digital Library of Georgia(DLG), GALILEO, and UGA Libraries • Coordinator of Georgia Government Publications, UGA Libraries, is responsible for collection development, implementation of depository requirements, document classification, and management of the GGP database. • UGA Libraries is responsible for processing and cooperative cataloging with Odum Library at Valdosta State University. • DLG is responsible for digitizing documents, including scanning, file creation and maintenance, database entry, and file preservation.

Digital Library of Georgia • Based at the University of Georgia Libraries. • Digital repository of primary source material of importance to the history and culture of Georgia, including letters, official documents, diaries, first-hand accounts, maps, photographs, books, and newspapers

Digital Library of Georgia • Funded through GALILEO. • Georgia Government Publications database, one of the original GALILEO projects, is part of DLG. • GALILEO and UGA provide the resources to digitize and present materials online.

GGP Database - Enhancements • 1999 - 2000 - Replaced GIFs with PDFs. All images in the GGP are now PDFs. – Created app. 232, 950 PDFs from TIFFs. • 2000 - Converted GGP from Site. Search to Ultimate - Perl based custom database. – Improved database structure and searchability. – Created a system that can be applied to other databases in the DLG.

Electronic Documents - The Law • O. C. G. A. Title 20 -5 -2 was amended in 2000 and became effective July 1, 2000. • “(m) Any person or agency required by the provisions of this Code section to submit to the director of the University of Georgia Libraries copies of documents shall also submit such documents in such electronic form as the director shall specify, if such electronic form is readily available. ”

Let’s Take Action • March, 2001 - mailing sent to directors and/or heads of app. 100 agencies. Included copy of the law and bookmark. • Dec. , 2001 - follow-up mailing sent to same list. Included insert explaining how to submit electronic documents and depository requirements. • Mailings included references to web pages pertaining to state of Georgia publications.

Web Pages for Georgia Documents www. libs. uga. edu/govdocs/georgia. html

Depository Requirements

Submitting Electronic Docs

Good Response • Over 50% of the agencies have responded via phone or e-mail to departmental e-mail account (gadocs@arches. uga. edu) • 38 user id and passwords have been assigned to access the FTP server. Each agency has a separate folder on the server. • Only a few agencies have notified us that they produce no e-docs.

What Is A Georgia Government Publication? • Any publication (print, cd, video, e-doc) that an agency publishes with the intent to distribute to the public. • O. C. G. A. Title 20 -5 -2 - excludes forms, reports of the Supreme Court and the Court of Appeals, the journals of the House and the Senate, and the session laws enacted by the General Assembly.

How Do We Define An Electronic Document? • A document that is created on and for a computer. UGA Libraries accepts the following electronic formats: PDF, Word, ASCII text. • Text of electronic documents is searchable in the Georgia Government Publications database using Adobe Acrobat.

Digitization Process - Paper • Prepare documents - disbind, remove staples, and iron if necessary.

Digitization Process Best Practices • Scan documents at 300 dpi bitonal, TIF format. • Some color and grayscale images are scanned at 150 dpi in order to minimize file size. • Create TIF files from bundled software.

Digitization Process - Paper • Convert TIF files to PDF files using Adobe Acrobat Exchange. • Move PDF files to image server. • PDF files are placed in appropriate directory on server, organized by call #.

Digitization - Paper • Bibliographic data from the paper workform is entered into the web workform to add records to the GGP metadatabase. • Bibliographic data links to the image when user displays record in the GGP.

Digitization Process - E-docs • Agencies FTP files to server at UGA Libraries. • Retrieve PDF files from FTP server. • Move PDF files to image server. • Place PDF files in appropriate directory on server, organized by call #.

Digitization Process - E-docs • Some exceptions are made for agencies to submit Word or ASCII docs to a departmental e-mail account. PDF files are created for these documents. • Bibliographic data from the paper workform is entered into the web workform to add records to the GGP metadatabase. • Bibliographic data links to the image when user displays record in the GGP.

Digitization - Preservation • TIFF images are preserved to CD when directory size (hard drive) reaches capacity, 650 mb - 700 mb. • Files received in electronic format (Word, PDF, ASCII) are preserved to CD in PDF. • Preservation CDs are re-burned every five ten years for back-up retrieval purposes.

Digitizing E-Docs - Issues • Some agencies have interpreted e-docs as documents scanned from paper. • FTP server problems create new communication issues. • Should we purchase more software to convert unsupported file types? • How do we handle corrupt files sent via email or FTP?

More Issues • How much technical support do DLG and Coordinator provide to the agencies? • How do we respond when agencies want to submit entire website? • What do we add when paper document and companion e-doc are not the same exact content? • Continually assess workflow for efficiency. • Convince agencies their publications are being preserved for posterity in the Georgia Government Publications database.

What Is Next ? • Contact agency webmasters and encourage their cooperation in submitting e-docs. • Strive for 100% agency response. • Digitize more video and audio material. • Continue to promote the Georgia Government Publications database as an archive and encourage agencies to comply with the law.

http: //dlg. galileo. usg. edu/govdocs. html Publications Database

Georgia Government Publications Database Initial Search Screen

Search Options

Questions? For More Information Contact Susan Tuggle Coordinator of Georgia Government Publications University of Georgia Libraries Athens, GA 30602 (706) 542 -0663 stuggle@arches. uga. edu www. libs. uga. edu/govdocs/georgia. html