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
  
   - Receive notification
       from indexing service via Digital Archiving Section mailbox (title, URL,
       print equivalent available).
 
   - The staff member
       rostered on group mail receives the notification, completes a blue SNIP
       form for each title listed (selection points only). 
 
   - 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. 
 
   - Add record to AJOL
       database for serial titles not already listed.
 
   - Note statistics.
 
   - 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. 
 
   - Carry out usual
       procedures: evaluation, contact publisher to obtain permission to
       archive. Keep all necessary statistics.
 
   - 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.  
   - 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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