Selection

Weekly tasks

Roster

• Each staff member is responsible for a number of tasks dealing with the ongoing selection of titles. There are also a number of tasks carried out on a rostered basis each week. Every staff member assists with the roster, which is drawn up regularly by the EU supervisor. These tasks are associated with checking the Digital Archiving Section group mailbox.

1. Check Digital Archiving Section group mailbox several times daily.
2. Pass messages to individuals when emails are received in the group mailbox.
3. Carry out tasks/answer queries from PANDORA project officers from partner organisations.
4. Answer queries from publishers and members of the public as required.
5. Assess suggested titles received from all sources, including.Sofcom newsletters, emails from other staff, other agencies, publishers and members of the public. Make selection decisions where possible.
6. Pay special attention to titles suggested via the notification form and ISSN Agency as these often carry a permission to archive. These emails should be moved into the appropriate sub-folder, PANDORA form or Other forms located in the Selection Assessment folder.
7. Take all titles suggested via the PANDORA notification form to the next available selection session. If the title is selected, send out Formlet9 to inform the publisher of the decision; request the creation of a new TRIM file using the initial email in the Selection Assessment folder as folio 1 and your response (Formlet9) as folio 2. Update PANDAS with this extra information, ie file number, publisher contact details and the date permission was granted.
8. For titles suggested via notification from the ISSN Agency request form, make a decision to reject as appropriate. Take all other titles to the next available selection session. If the title is selected, send out Formlet9 to inform the publisher of the decision; request the creation of a new TRIM file using the initial email in the Selection Assessment folder as folio 1 and your response (Formlet9) as folio 2. Update PANDAS with this extra information, ie file number, publisher contact details and the date permission was granted.
   
   NOTE: In both cases for points 7 and 8 above, the person who was on the roster at the time the notification form was submitted to the EU mailbox is the person responsible for replying to the email, even though they may not necessarily be on the roster at the time of selection.
   
   
9. Forms from indexing agencies requesting a persistent identifier for indexed Australian Internet publications should be dealt with immediately. See procedures for archiving for indexing agencies.
10. Deal with all other emails as necessary.

Individual Tasks

• Staff are responsible for adding records to PANDAS for all their own titles, selected and rejected and those being monitored. They are also responsible for checking AJOL to see if serial titles are listed there. For serials not in AJOL, individual staff are responsible for adding titles to the AJOL database.

1. Complete SNIP form
2. Add record to or update record in PANDAS
3. For serials not in AJOL, add record to the database
4. Note statistics
5. Place SNIP in supevisor's intray (all selected titles are noted in the monthly report)

1. Complete SNIP form
2. Add record to or update record in PANDAS
3. For serials not in AJOL, add record to the database
4. Note statistics
5. Place SNIP in filing cabinet in file, Pending: Monitoring site. Some staff may wish to monitor titles themselves although one staff member is generally responsible for overseeing progress with titles in this category.

1. Add record to or update record in PANDAS at time of rejection, including reason for rejection
2. For serials not in AJOL, add record to the database
3. Note statistics

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Last updated 24 August 2001