| Procedures for handling Internet resources 
				 
				   Identifying and Selecting 
				Scanning the Internet (What's new pages, using
				  search
				  engines, selected sites such as
				  university and
				  government homepages, etc)Scanning publications, e.g. Internet.au, Online
				  currentsSubscribing to
				  discussion
				  lists, e.g. Newjourn, Nethappenings Online notification
				  form on PANDORA - usually completed by publishers. Do not make rejection
				  decisions on these titles - take them all to the next scheduled selection
				  session. Only notify the publisher of a decision if the title is selected.Alerts from the
				  ISSN AgencyAlerts from other sections of the library, such as Australian
				  Serials, Legal Deposit and Government DepositSearching AJOL
				  database  
				Identify potential titles using the above mechanisms. Apply selection and collection development policy guidelines.
				  Use Libraries Australia to help determine if a title exists in print. Sometimes it may be
				  necessary to contact the publisher for this information (email is a quick and
				  productive way of contacting the publisher). Always check PANDAS to see whether a decision has already been
				  made about a specific title. If the title is not recorded in PANDAS try to make
				  a selection decision. Rejects can be decided by the individual but possible
				  selections must be taken to a group selection session. A print-out (of the
				  first page of the resource) can be annotated for most titles. The
				  Serial/Non-serial Internet Publications (SNIP) form
				  should be completed for those titles selected for National Preservation (NP).
				  The SNIP form/print-out should be annotated with relevant information, e.g.
				  whether the title is already listed on AJOL, whether a record exists on
				  Libraries Australia and has/does not have NLA holdings, and whether the publisher has been
				  contacted. Once a selection decision has been made, add a record to
				  PANDAS. Complete a SNIP form for selected titles and those being monitored.
				  Pass selected titles only to the APS6 Supervisor for inclusion in the
				  monthly report. File SNIP forms for titles being monitored in the filing
				  cabinet in folder: Monitoring site. All statistics are noted by
				  individuals. The supervisor will add paperwork for selected titles to the
				  appropriate folders in the filing cabinet after adding those titles to the
				  monthly report.Individual staff members need to check AJOL for all serial
				  titles found, whether they are selected, rejected or being monitored. Create a
				  new brief record on AJOL for those serial titles not found. Publisher Contact  
				While there is no Commonwealth legal deposit legislation that
				  requires publishers to send a copy of their online publication to the National
				  Library, we need to contact publishers to obtain permission to archive.
				  NOTE: State libraries should check individual state legislation. Give
				  special consideration to the fact that most partner agencies are archiving
				  their publications on the National Library server.   
				Form letters have been set up to contact
				  publishers regarding preservation of selected titles: 
 Formlet1 for initial contact to request
				  permission to archive;
 Formlet1A for
				  intial contact to request permission to archive commercial titles requiring
				  paid subscription
 Formlet2
				  for follow-up contact (to provide added information after permission to archive
				  has been granted - serials, integrating and monos - use if there will be a 
				  reasonable gap between a grant of permission and notification of archival);
 Formlet2A for
				  follow-up contact with publishers for commercial subscription titles once they
				  have granted permission (use if there will be a reasonable gap between a grant
				  of permission and notification of archival)
 Formlet3 to follow up the initial contact
				  when no response has been received after 4 weeks;
 Formlet3A to
				  follow up the initial contact with publishers for commercial subscription
				  titles when no response has been received after 4 weeks;
 Formlet4 to notify publishers that the
				  title has been successfully archived and is available for viewing - serials,
				  integrating and monos;
 Formlet5
				  for follow-up contact (to provide added information after permission to archive
				  has been granted - Collections);
 Formlet6 for follow-up contact including a
				  request to send files;
 Formlet7 to notify publishers that the
				  title has been successfully archived and is available for viewing -
				  Collections; Only send notification if it has been requested by the publisher
				  or if you have had significant contact with the publisher during the archiving
				  process;
 Formlet8 to remind
				  publishers of scheduled deposit of files
 Formlet9 to notify publisher of selection
				  of title if notification was received via the
				  Notification form on PANDORA and to
				  formalise request for permission;
 Formlet10 to notify publisher that title
				  has not been selected if notification was received via the
				  Notification form on PANDORA. Only send
				  this email if the publisher follows up with a query about the selection
				  process;
 Formlet11 is
				  the proforma letter sent to the Commonwealth Copyright Administration seeking
				  permission to archive Commonwealth government web site domains
 Formlet12
				  is the notfication letter sent to the the Commonwealth Copyright Administration
				  and the government department responsible for publishing a title when it has
				  been archived in accordance with the licence agreement between the CCA and the
				  NLA;
 Formlet13
				  to contact the publisher of a freely available database site to seek
				  permission, flagging the likelihood that we will require the publisher's
				  co-operation in archiving the site;
 Formlet14 to
				  contact the publisher of a commercial database site to seek permission,
				  flagging the likelihood that we will require the publisher's co-operation in
				  archiving the site;
 
 
Correspondence to/from publishers seeking permission to archive
				  their publications and all follow-up correspondence is kept on electronic files
				  created and maintained on TRIM (Records management
				  system).Email to publishers is sent from the EU mail address to
				  facilitate communication if an individual staff member is absent on leave, sick
				  etc. This enables another EU staff member to attend to queries, if required. An
				  alternative contact name is also given in initial contact letters: EL1 naming
				  APS6; APS6 naming EL1; other staff naming APS6.   
				Send Formlet1 to the publisher from the EU mailbox.
				  Check TRIM to ensure that no file already exists for the title.
				  If no file exists, complete the request for a new file in TRIM.
				  The request includes a suggested title for the file and the first folio.Notification of the new file will be received via email. Update PANDAS with file number and contact information. Update statistics. When a response is received from the publisher, attach the
				  response to the TRIM file.If permission to archive is granted, update statistics and
				  PANDAS record.  
 Request via notification form 
				If a title notified by one of the notification forms is
				  selected for preservation, send Formlet9 which acknowledges the
				  notification and also includes the text of the formal request for permission.
				   Follow-up Publisher Contact  
				Permission grantedThere are four main types of follow-up contact (form letters),
				  although publishers may require separate individual responses to queries:
				  
 a) when the publisher has given permission to archive,
				  the second form letter is sent giving more detail and answering any queries
				  posed by the publisher;
 b) when there is no response from the
				  publisher, another form letter is sent after approximately 4 weeks to try and
				  initiate a response;
 c) when we request the publisher to
				  send files;
 d) when the title has been successfully
				  archived, the fourth or seventh form letter is sent giving details of the
				  publication's URL in the Archive and requesting feedback from the publisher
				  regarding the display in the Archive;
 e) other correspondence
				  as required.
 
 
 Individuals need to take responsibility for monitoring their
				  titles on a regular basis. Use PANDAS reports to assist management of
				  titles.  
				No response from publisherSend Formlet2 or Formlet5 to the publisher from
				  the EU mailbox. Attach correspondence to TRIM file. Update PANDAS record to indicate permission granted and
				  follow-up contact with publisher.  The title should now be evaluated and
				  gathered.   
				Archiving complete - title ready for public accessSend Formlet3 to the publisher from the EU mailbox.
				  Attach correspondence to TRIM file. Update PANDAS re last contact date.If a response is received, follow procedures for Permission
				  granted. If no response is received, after another 4 weeks, follow up with
				  publisher by phone, mail or whatever method is appropriate and available. If
				  unable to make contact after a reasonable number of attempts, update
				  Standing in PANDAS to Unable to gain permission and file
				  paperwork collected in the "Not Archived" section of the filing cabinet.   
				Send Formlet4 or Formlet7 from the EU mailbox to
				  notify the publisher that their publication is now available in the Archive.
				  These letters should only be sent if the publisher requests notification, if
				  there has been considerable liaison during the archiving process or if the
				  publisher has supplied the files.Attach correspondence to TRIM file. Annotate and file SNIP in filing cabinet.  Title Evaluation 
				Titles are evaluated according to the sections of the
				  Evaluation form. This is an important procedure in the archiving process
				  and should be carried out prior to submitting a gathering request. It is at
				  this time that you can determine the structure of the title, for example, are
				  there files residing on another server; note whether there is a copyright or
				  disclaimer statement and where it is; do you need to apply filter rules to the
				  gatherer in order to collect all the files. Cataloguing New titles 
				Titles are not catalogued until permission to archive is
				  granted. If permission is denied or not received, do not catalogue the title.
				  See cataloguing procedures for details on how to
				  catalogue various types of Internet publications.  
				ISSNCreate/edit bibliographic records and add holdings. Pass print-outs to supervisor for review (where applicable).
				  Update statistics sheet.  
				The only electronic titles to be allocated
				  ISSN are:  (a) Serials selected for NP (that are published in
				Australia). These should be registered at the point of cataloguing and the
				publisher notified of the ISSN. (b) Serials for which the publisher
				requests an ISSN. These should be registered at the point of allocation,
				providing the title is available for online viewing. This is usually carried
				out by ISSN Agency staff.
 ArchivingComparison of Publisher and Archived
				Sites  
				To ensure that the archived site has been captured correctly,
				  it is necessary to compare both sites. At this point we need to identify
				  problems with the archived instance, for example, broken links, missing images
				  and the general look and feel of the publication.If the archived version contains lots of problems, it may be
				  preferable to try re-archiving. Sometimes it may be necessary to ask IT for
				  assistance with setting filters so that all files will gather correctly. Or you
				  may need to contact the publisher and request files be sent.   
				See procedures for processing titles in PANDAS manual.
				  Compare site, creating an error report in PANDAS as
				  problems/comments are noted. Only submit error report to IT when the site has been fully
				  compared and all problems identified.Update statistics sheet.  Title Entry Page Creation and PI  
				See procedures for creating
				  title entry pages in PANDAS manual.At the bottom of the title entry page, a URL is provided for
				  citation purposes. If the title has already been catalogued edit the catalogue
				  record and add another 856 field for the URL
				  containing the PI. Notify the publisher if necessary.When the archived title is complete, the accumulated
				  information for each title is filed in the EU filing cabinet.   
				Create the title entry page.Add the PANDORA URL containing PI to the catalogue record if
				  necessary.Create an entry for each new title on the g drive New
				  archiving list.  Maintenance  
				Titles selected for NPURL changes for titles in PANDORA should be picked up by
				  regular checking performed through PANDAS. A report will be generated every six
				  months. Titles being gathered on a regular schedule are also checked at the
				  time of re-gathering.It has been agreed that only URLs in titles selected for NP
				  will be maintained on a regular basis. 
  
				Try to establish whether the title has simply changed URL or
				  has actually disappeared. Methods for this include: checking the Australian
				  Journals Online List; searching at the server name level of the URL;
				  searching for the title using search engines; emailing the publisher.  If the URL has simply changed, edit the Libraries Australia record to
				  reflect the new URL. Change the URL on the PANDAS record. For serial titles,
				  alert APS6, Web Services, so that the Australian Journals Online List
				  can be updated.  If the title has actually disappeared amend PANDAS and
				  Libraries Australia records. For serial titles, also alert APS6 Web Services so that the
				  entry can be amended on the Australian Journals Online List. Make
				  appropriate changes to bibliographic and holdings records.Update statistics sheet where applicable. Statistics Sheet  
				Part A: Identification of electronic titlesAll relevant selection decisions, cataloguing and archiving
				  activity should be noted on the Digital Archiving Section Statistics
				  Sheet.  
				Part B: Selections of electronic titles for national
			 preservationEstimate the number of hours spent each month scanning the
				  Internet, searching for titles and making selection decisions.   
				Part C: Cataloguing of electronic titles Individual staff are responsible for adding new titles to
				  PANDAS and for noting selection statistics. There are separate categories for
				  serials, monographs and ephemera, and - within these - selections, rejections
				  and sites to be monitored.   
				Part D: Preservation of electronic titlesOriginal cataloguing: creating original records for Internet
				  publications. Copy cataloguing: usually adding holdings to existing records
				  that do not currently have NLA holdings.Adding to print record: for the possibility of adding
				  electronic access fields and holdings to print records. Revisions: amending URLs, editing existing records that
				  currently have NLA holdings, including titles that have ceased or disappeared
				  and adding the second URL for the archived version.   
				Statistics for the number of publishers contacted, archive
				  permissions granted, titles catalogued and revised, titles compared, new titles
				  successfully archived, scheduled titles re-gathered and whether they are
				  successfully archived or not retained are kept by each individual staff member
				  each month.  Digital Archiving Section Group Mailbox
				 
				A separate group mailbox has been established for messages
				  relating to the handling of Internet resources. Most publisher email is sent
				  from and received via this mailbox. The online
				  notification form on PANDORA and email
				  contact on the TEPs are also connected to this mailbox. Most correspondence
				  between partner agencies and the EU is also carried out via the group
				  mailbox.The mailbox needs to be checked regularly (i.e. daily) for
				  messages. This is carried out by staff on a weekly roster basis. Messages should be dealt with by the person checking the
				  mailbox where possible. This includes archiving issues of titles received via
				  email, answering queries, checking alerts of new titles from notification form,
				  ISSN Agency, other library work units. Most messages can be deleted, although
				  all emails relating to notification of titles for selection should be kept
				  until a selection decision has been made and recorded in PANDAS. These messages
				  should be moved to the appropriate sub-folder under Selection
				  Assessment. However, if it has been necessary to subscribe to a title in
				  order to make a selection decision, received issues should be moved into the
				  'Subs (Collection)' folder. It is not necessary to keep copies of Sofcom
				  news and other working tools once they have been printed.Folders entitled SLV Correspondence etc have been established
				  to file important emails sent to and from staff of PANDORA partner agencies.
				   Internet HintsSearching hints 
				The NLA Server homepage has a section called
				  Electronic Australiana. This is a
				  useful starting point for searching.Various
				  search
				  engines are available. They work quite differently and will produce varying
				  results so some time should be spent acquainting oneself with the differences.
				   Copy and Paste 
				Copy and paste URLs where possible, e.g. from sites into
				  catalogue and PANDAS records, from catalogue records and selection lists into
				  the URL searching box on Internet Explorer or Netscape and when creating TEPs.
				  Using the copy and paste method is not only quicker, but also reduces errors.
				  Be careful when copying and pasting an URL from a catalogue
				  record in Libraries Australia - sometimes the last character of the URL drops off.  
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