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
currents
- Subscribing 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 Agency
- Alerts from other sections of the library, such as Australian
Serials, Legal Deposit and Government Deposit
- Searching 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
- There 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.
Permission granted
- Send 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.
No response from publisher
- Send 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.
Archiving complete - title ready for public access
- 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.
- Create/edit bibliographic records and add holdings.
- Pass print-outs to supervisor for review (where applicable).
- Update statistics sheet.
ISSN
- 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.
Archiving
Comparison 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
- URL 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.
Titles selected for NP
- 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
- All relevant selection decisions, cataloguing and archiving
activity should be noted on the Digital Archiving Section Statistics
Sheet.
Part A: Identification of electronic titles
- Estimate the number of hours spent each month scanning the
Internet, searching for titles and making selection decisions.
Part B: Selections of electronic titles for national
preservation
- 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 C: Cataloguing of electronic titles
- Original 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.
Part D: Preservation of electronic titles
- 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 Hints Searching 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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