Publisher Contact

Filing correspondence

• Online publications cannot be archived in PANDORA without the permission of the publisher, author, person or organisation responsible for the title. Most correspondence is conducted via email but on occasion fax, phone and ordinary mail may be used. All correspondence between PANDORA staff and publishers relating to the business of archiving should be filed on TRIM, the National Library's records management system. PANDORA staff in other agencies should follow their own rules for filing organisational records.

Creating New Files

1. When setting up a file for a new title, search TRIM to ensure that a file does not already exist.
2. Follow procedures in the TRIM manual for creating new files.
3. In the Suggested FILE Title field, type the title for the new file in uppercase using the established PANDORA format, i.e.
   
   PANDORA - PUBLISHER CONTACT - [TITLE OF PUBLICATION]
   
   
4. The subject line of the email will default into the First FOLIO Title field. If it does not accurately reflect the subject of the folio, edit the field. A number of standard folio titles have been established and should be used where appropriate. Include the title of the publication in the folio title field. This will enable specific search results for the folio title and save time in running and displaying an automatic match on TRIM. For example:
   
   a) Seeking permission to archive [Title of publication]
   b) Permission to archive [Title of publication] granted
   c) Follow up after permission granted [Title of publication]
   d) Queries regarding request for permission to archive [Title of publication]
   e) Reply to follow up after permission to archive [Title of publication]
   f) Notification of title [Title of publication] in archive
   
   Note: Try to make the folio title as meaningful as possible.
5. Always tick the Notify when complete box.
6. When the file has been created by Electronic Records Management (ERM) staff, you will receive an email with the new file number. Add the file number to the appropriate title in PANDAS.

Adding Folios to Existing Files

1. Follow procedures in the TRIM manual for adding new folios to existing files.
2. Make sure that you add the new folio/s to the correct file number, using appropriate language to describe the folio/s.

Creating Files and Adding Folios for Fax or Regular Mail

• If you have correspondence that does not exist in electronic format, complete the appropriate scanning request form, either New electronic file request or Scanning request - existing file. Attach the printed documentation to the form and send all paperwork to the Records Management Unit, Mailbox 18. Always check the Notify when complete box so that you can update information in PANDAS.

Generic Files

• If you receive and reply to email that is generic in nature, i.e. is not related to a specific title that is being archived in PANDORA, and you feel it should be filed, use file number:
  NLA/7604 PANDORA - GENERAL QUERIES & REPLIES
• Agenda notifications and minutes of the PANDORA Working Group meetings are filed on NLA/598.
• General documents and policy decisions produced by the Digital Archiving Section may be filed on NLA/1583.

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Last updated 31 May 2006