Wisdom, Justice, ModerationAn Overview of Georgia

State Government Documents

Sarah Causey ● Hallie PritchettUGA Map & Government Information Library

October 9, 2015

Georgia State Seal

Georgia State Documents @ UGA• Map & Government Information Library

o 1876-present• Includes audit reports, budget documents, legislative documents,

monographs, newsletters, periodicals and serials from state government agencies

• 1994-present, plus select pre-1994 items available in the Georgia Government Publication database

• Not yet fully catalogedo British Parliamentary Papers: mid-17th century to present

• Includes information on Colonial Georgia

• Hargrett Rare Book and Manuscript Library: pre-1876o Georgiana Collectiono Accessible through GIL

UGA Libraries as official depository

• UGA Libraries was designated the official depository for Georgia state government publications in 1993o Official Code of Georgia Annotated (O.C.G.A.) Title 20-5-2o Amended in 2000 to require submission of electronic documents if

available

• State agencies required to submit 5 copies of all tangible publications to UGA:o 1 copy to MAGILo 1 copy digitized by DLG for the GGP, then sent to LCo Other copies sent to:

• Georgia Southern University• Valdosta State University• Georgia State Archives

Georgia House and Senate Journals

Historic streetcar systems in Georgia GDOT research project no. 10-02, 2012

The Fox Theater, Atlanta, GAHuey Joe Theus print, 1996

The Big Chicken, Marietta, GAHuey Joe Theus print, 2001

Georgia Dept. of Human Resources, Division of Family & Children Services posters in English & Spanish, 1997

Official Map, State Highway System of Georgia, State Highway Board of Georgia, 1938

Collection Developmentand Acquisition

Policy vs. Reality

UGA Libraries collection development policy for Georgia state documents

• Expands on O.C.G.A.o Details titles collected that do not fall under Code 20-5-2o Examples of agencies/units not considered part of

documents collectiono Distribution of four remaining print copieso Details Georgia Government Publications database

• Acceptable formats for deposit: print, tangible electronic (CD, DVD, etc), electronic

• Outlines various physical locations for print materials

Policy in action: receiving documents

• Print:o Mailing list subscriptiono Sent directly from contact at agency; as published or once at

end of calendar year

• Electronic:o Mailing list subscriptiono E-mailed from contact at agencyo Agency contact submits to FTP server accessed by staff

member in Digital Library of Georgia , who loads into GGP

• Governor’s office• Office of Student Achievement• General Assembly• Department of Transportation • Department of Natural Resources• Department of Agriculture• Department of Public Health• Department of Labor• Georgia Ports Authority• Georgia Public Library Service Unit, USG • Department of Juvenile Justice• Georgia Commission on the Holocaust• Council on Aging• Department of Education • Georgia Real Estate Commission• Department of Economic Development• Department of Community Health • Department of Community Affairs• Department of Audits and Accounts

Agencies/units that actively participate in depository program

List of Georgia Agencies

Policy inaction• Agencies have nearly all responsibility

• Our primary responsibilities are accession and distribution

• No recourse to assure full cooperation from agencies

• Heavily print-focused

Solution?Acquire documents through harvesting

Harvesting documents

• Download manually from websiteo Primarily a practice for obtaining periodicalso Not an efficient practice for depository programo Still necessary for some titles which are not hosted on agency

websites but rather on digital publishing platforms

• Harvest documents through a website copiero Software program—free options available for downloado Allows users to save links, images, and files for offline

browsingo Various options enable users to copy entire website or specific

pages within, depending on needs

Httrack Website Copier https://www.httrack.com/

Harvest from 120 sites:

Files:• Print: .pdf’s• Video: .mp2, .mp3, .

mp4, .wmv, .mpg, .wma, .woff, etc.

Structure:• Html in site_name/,

images/other files in site_name/images/

Updates:• To catch new files

since last download• Duplicates

unavoidable

Procedures and examples• Every file (of specified file type) viewed and then organized

into sub-folderso Keep, Don’t Keep, Duplicateso Parameters:

• Agency name/logo present?• Title?• Target audience?• Do not keep forms, memos, laws and codes, press releases,

power point presentations, internal use documents

• Files in Keep folders reviewed, classed, cataloged, and then loaded into GGP

Keep vs. Don’t Keep

Harvest statistics

Of the nearly 20,000 .pdfs marked for keeping, we’ve viewed 9,198 files and added 2,253 to the GGP (25%).

Harvest # pdfs Captured

# Keep # Don’t keep

Initial 67,115 14,768 52,056Update 1 12,178 2,216 9,037Update 2 4,953 1,699 2,558Update 3 6,060 544 5,136Update 4 7,958 469 6,026Total 98,264 19,696 74,813

Collection statistics since harvesting began• 2013/2014: 1,717 tangible; 2,560 e-docs• 2014/2015: 1,291 tangible; 3,934 e-docs

Future of collection• Digitize print collection

o $50K from GALILEO to digitize serials and periodicals from Department of Agriculture, Department of Education, and Forestry Commission, as well as older annual reports of the Treasury Department and Comptroller-General’s Office, Department of Audits and Accounts

• Fully catalog collection

• New platform for the GGP

• Incorporate new tools in digital curation

• Social media as outreach and reference tool

Questions?www.libs.uga.edu/magil

Georgia State Board of Entomology poster, 1936