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National Library of Australia and Partners
PANDORA Archive
Preserving and Accessing Networked DOcumentary Resources of Australia

Selection

Archiving for indexing agencies

Archiving Policy

  • As of February 2000, the decision was made that the Digital Archiving Section will always archive an entire title, even if the indexing agency selects an individual article only.
  • As most titles being archived for indexing agencies tend to be basic text and of long-term research value, we are reasonably certain that these titles will not disappear quickly from the Internet. Indeed, many print serial issues are being added retrospectively. Consequently, the decision was made to archive all ongoing titles that are available in print on an annual basis. This reduces the workload considerably, still provides users with access to the publisher's site via the title entry page and, with new systems in place, incremental gatherings will further reduce the workload on Digital Archiving Section staff.
  • Where large runs of back issues of print serials are being added retrospectively, use individual discretion to determine whether all issues of a serial should be archived
  • For ongoing titles that are only available electronically, select an appropriate gathering schedule as usual.

Cataloguing Policy

  • When cataloguing titles for indexing agencies always use the two-record approach. Catalogue the item fully as an electronic publication. 
  • To assist further in reducing the workload required to archive titles for indexing agencies, it was decided that if at the time of cataloguing print records are available for the individual monograph titles, cataloguing for monographic series would only be performed for the series title.  Individual monograph titles will not be catalogued separately.  Analytic treatment will be given to individual monograph titles if they are available online only. 

Procedures

  1. Receive notification from indexing service via Digital Archiving Section mailbox (title, URL, print equivalent available).
  2. The staff member rostered on group mail receives the notification, completes a blue SNIP form for each title listed (selection points only).
  3. Add record to or update record in PANDAS. Make sure the Indexing Agent field is completed. On occasions it will be necessary to create a new indexer.
  4. Add record to AJOL database for serial titles not already listed.
  5. Note statistics.
  6. Put SNIP/s in the tray designated Titles for Indexing Agencies, located on top of the DAS filing cabinet.  It is up to individuals to give these titles high priority according to the performance indicator, which is work on 5 titles within 1 week, 10 titles within 2 weeks etc.  If a large number of titles arrive at any given time, the supervisor may distribute titles to staff, depending on other activities and priorities.
  7. Carry out usual procedures: evaluation, contact publisher to obtain permission to archive. Keep all necessary statistics.
  8. Submit archive request.
    Note: Do not wait for permission before archiving. Prior to permission to archive being received, most tasks can be completed. However do not provide public access, i.e. do not create the title entry page, do not catalogue. If permission to archive has not been received after one week, follow up by phone or fax.
  9. When all archiving procedures have been carried out successfully and the title entry page is created, the relevant indexing agency will receive a notification of PI via the email messaging facility on PANDAS.

 

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Last updated 15 October 2003

[National Library of Australia]