Innovation
and Technology
Find-It!
Kentucky
Find-It! Kentucky, the Government
Information Locator Service (GILS) provided by the Kentucky Department for
Libraries and Archives, began offering a new search service for individual
agencies. Agencies may use the Find-It! software to search their individual
web pages, rather than state government web sites as a whole. Using this search
for individual agency pages will save government agencies money, as they will
not have to purchase searching software. This was tested in three agencies,
with success, and is now available to all state government agencies.
The State
Library’s technical services staff continues to provide subject analysis
expertise as a partner in the Find-It! Kentucky program, a customer friendly
gateway for finding government information on the web.
Expanded
Website
The Kentucky Department for Libraries
and Archives website was recently redesigned, and the address changed.
The web site is now more customer-focused, and conforms to recently issued
state government design standards and federal mandates. The e-mail addresses
for all KDLA staff also changed, as we became the first agency in state government
to migrate to the new “ky.gov” extension. Our e-mail addresses
are constructed according to the following convention: jim.nelson@ky.gov.
Please update your bookmarks and your address books.
The State Library
collection includes
93,157 books, 1,800 sound recordings; 9,512 videos; 199 DVDs; 78 CD-ROMs;
and 38 Bi-Folkal kits.
4,713 requests
were processed by the State
Library Interlibrary Loan Unit, representing a 40% increase.
7,833 (a 43% increase)
interlibrary loan requests
for Kentucky libraries were referred by the State Library to libraries
outside of the Southeast region.
4,169 information
requests from library customers were answered by the State Library's
reference staff. 1,898 of these came from the "Ask
a Librarian" email reference consultation service. |
KDLA
Catalog Enhanced
The
KDLA Catalog was enhanced with the total
integration of the Archives Catalog into the Endeavor system. The Voyager
consortium system completed an upgrade to the latest software version in August
2003. With this recent upgrade, the problematic bulk loading process, which
had prevented the addition of MARCIVE records for federal documents to the
online KDLA catalog, was corrected. This has now allowed the integration of
those records into the agency database. Also, the completion of the multimedia
conversion project resulted in the inclusion of 9,827 multimedia items (videos,
DVDs, interactive CDs, and BiFolkal kits) into the KDLA Catalog. Records for
historical state documents from 1833 have been created and added to the KDLA
Catalog, and work has begun on records from 1834. A committee has also been
formed to begin plans for the cataloging and addition to the catalog of more
current state government documents.
State
Library Adds Research Databases
KDLA is continuing to strengthen its web-based research sources, offering
access to many of the databases
to state government employees from their personal workstations. The databases
added during this time were: ProQuest’s Historical Newspapers including
cover-to-cover, full-text and full-image content for the New York Times (1851-
), Washington Post (1877- ), and the Wall Street Journal (1889 - ); The Columbia
Granger’s World of Poetry, providing a searchable database by poem title,
by first line of poem, by last line of poem, by author, or by subject; LawReader.com,
offering legal research resources for Kentucky, including legal forms; The
Matter of Fact database, upgraded from CD-ROM format, providing statistical
evidence on current social, economic, political, health, and environmental
issues; Mitchell Manuals, also upgraded from CD-ROM format, offering information
on auto troubleshooting, diagrams, parts, and steps for repair.
Technology
Assistance for Public Libraries
Technology keeps advancing at a rapid pace and it is difficult for a library
to know how to best use it. KDLA provides technology consulting services to
Kentucky’s public libraries so they can keep abreast of the latest trends
and use them to their best advantage. For example, this year several library
systems requested guidance in purchasing an automation system. Many libraries
have had questions about Internet filters and compliance with the Children’s
Internet Protection Act (CIPA). KDLA sent out 17 email Technology Alerts this
year to 130 library directors on these topics and more.
KDLA's
Public Awareness Leadership Institute
KDLA conducted three out of four sessions of its new "Public
Awareness Leadership Institute" during the period of this annual
report. Seventeen Kentucky library professionals participated in the inaugural
Institute, which was supported by LSTA funds. The Institute is intended to
graduate a class of Kentucky public library "public relations professionals"
who will seek to intensify the positive public awareness of their local public
libraries.
The concept for this Institute arose from the previous year's series of public
forums throughout the Commonwealth, which served to identify the community-held
values of public libraries, to stress their importance to local communities,
and to emphasize the need to raise citizens' consciousness about their local
public libraries.
The
participants were selected through a nomination and application process, and
agreed to attend all four two-day sessions (May, July, September, and November,
2003) held throughout the state. The topics for the sessions, which were led
by well-known figures in the library and communications fields, were "Discovering
Your Strengths," "Telling Your Message," "Working With
Your Community," and "Bringing It All Together." Leadership
skill development and public awareness logistics permeated the Institute,
and participants developed local public awareness projects for their libraries,
to be presented at the final session.
Enrolled
in the Institute were Earlene H. Arnett, Scott County; Jan Banks, Casey County;
Daniel L. Bays, Breckinridge County; Alisa Carmichael and Lisa Rice, Bowling
Green; Elaine Couch, Perry County; Karen Gillespie, Grayson County; Brenda
Hawkins, Gallatin County; Sue Hays, Madison County; Karen Kasacavage, Woodford
County; Linda Kompanik, Logan County; Vicki Logsdon, Hart County; Hildreth
Lyman, Montgomery County; Ann Painter (trustee), Campbell County. KDLA staff
members Tricia Bengel and Michael Jones were also enrolled.
The participants gave the Institute sessions excellent evaluations, as they
increased their skills in positioning themselves as community leaders, and
became more skilled in energizing their public libraries -- and their partnerships
with decision makers in their counties.
SHRAB
Strategic Plan Completed
The State Historical
Records Advisory Board (SHRAB), an advisory body within KDLA that is charged
with coordinating historical records issues in the Commonwealth, completed
a strategic planning process early in the year. The plan is available on the
KDLA website at the following address: http://www.kdla.ky.gov/organizations/SHRAB/strategicplan.htm.
Among the many ambitious plans of the SHRAB were several outreach efforts,
including sponsoring an annual archives week. Kentucky held its first Archives
Week October 6-12, 2002. The SHRAB, KDLA, and the Kentucky Council on
Archives coordinated this event. A group of archivists from around the state
served as the coordinating committee. The committee printed a bookmark for
statewide distribution, and encouraged archival repositories around the state
to hold some kind of event during that week, such as a tour, an open house,
a speaker, or an exhibit. Almost thirty institutions held one or more events
during the week. The first effort was extremely successful.
| The State Library's
Technical Services branch added bibliographic records to the KDLA
Catalog for 6,598 multimedia titles, representing an actual 8,532
items and their accompanying manuals, user guides, etc. |
Multimedia
Conversion Project
The State Library’s Technical Services Branch directed much of its time
and resources for 2002-2003 to a major cataloging and conversion project,
whose purpose was to add bibliographic records for over 6000 uncataloged titles
in the multimedia collection to the online
KDLA Catalog. The Branch contracted with OCLC
(Online Computing Library Center) in August 2002 to provide the records,
which Technical Services staff imported and customized with local information.
At the end of the project, the Branch entered into an ongoing cataloging relationship
to have OCLC catalog new media titles as they are purchased for the collection.
The completion of this project puts KDLA nearer to the goal of having all
formats of material maintained by KDLA represented in the KDLA Catalog, as
well as adding holdings to OCLC, and makes it easier for users to find all
varieties of resources with one-stop searching.
7,200,319 documents
were microfilmed; 1,483,309 documents were scanned and indexed; 9,784
rolls of microfilm were duplicated.
|
DMDS
Implementation
With acquisition of a wide format scanner, KDLA completed the first phase
of implementation of the Document Management Digitization System, or DMDS,
for which the Kentucky General Assembly provided capital funds in the 2000
legislative session. KDLA is now providing a full range of document conversion
services to state and local government, converting records from paper and
microfilm to digital format and from digital format to microfilm. DMDS, located
in the recently dedicated Thomas D. Clark Center for Digital Imaging, provides
cost effective technical solutions to the storage problems of high volume
government records. In FY 2002-2003, the Clark Center digitally scanned and
indexed more than 1.48 million records. In addition, it created microfilm
from digital images for more than 306,000 imaged records. KDLA has begun the
second phase of DMDS, by establishing a dedicated data archives facility whose
functions and resources are integrated with the Commonwealth’s existing
archival program.
Statistical
Report
Each year Kentucky’s libraries submit statistical information to KDLA.
The agency then compiles the data and distributes it as the Statistical
Report of Kentucky Public Libraries. Libraries and their boards use this
information in planning programs and policies, to review their progress, and
to compare their library with others in the state.
Preparing
this annual report used to be a more formidable task for a library—there
are 88 categories within the topics of finance, staff, collections, circulation,
attendance and technology. The task was made less daunting this year when
KDLA began collecting the data online. Nearly 150 librarians attended hands-on
sessions KDLA held to demonstrate the system for submitting electronic annual
reports. Librarians have commented that the new process is faster, easier
and involves fewer calculations.
The training
sessions also instructed librarians in how they can use library statistics.
In addition to the print version, the Statistical Report is available online
at http://www.kdla.ky.gov/libsupport/statistics.htm.
Libraries can use the site to make customized peer comparisons and see how
Kentucky libraries compare to those in other states. Those who subscribe to
the online service Informata Bibliostat Connect can use it to create charts
and graphs to organize and illustrate information for presentations.
| KDLA provided 531
library staff throughout the state with technology based training in Microsoft
software applications, HTML, networking, and interlibrary loan services. |
Technology
Training for Public Libraries
KDLA coordinated professional technology training for library employees and
administrators. Workshop topics in 2002 included MS Publisher, Excel, Access,
Word, PowerPoint, along with Advanced HTML and three weeklong sessions of
Network Administrator Boot Camp II. Workshop topics in 2003 included Introduction
to Resource Sharing, Successful Searching in the OCLC ILL Web, ILL: The Basics,
and ILL: Beyond the Basics. Twenty sessions were scheduled across the state
and 370 library staff members were trained in these sessions.
Consultancy
Work Benefits KDLA
During the past year, the Public Records Division reactivated a personal services
contract with Hunter Information Management Services, Inc., and its principal,
Dr. Greg Hunter. The focus of this contract was to address issues related
to the impact of electronic records on the department’s archival management
strategy on behalf of state government. Hunter carried out work in a number
of areas, including developing training sessions and curricular materials
dealing with electronic records management and policy for use with personnel
from public agencies; doing initial planning for an Electronic Records Archives;
establishing a sound procedural foundation for electronic records management;
and assessing the environmental requirements for the records storage needs
of the Commonwealth in the current KDLA facility. He prepared reports and
made recommendations in several of these areas, and his assistance has helped
move departmental planning forward on several important fronts.
Listservs
for Public Libraries
KDLA monitors two email
discussion lists to aid public librarians in their duties. KBOS is devoted
to Kentucky’s bookmobile and outreach services librarians. By using
this listserv, 117 individuals from around the state have the chance to share
ideas, voice concerns, and make valuable contacts through their e-mail. Kentucky’s
Youth and Children (KYAC) is tailored to librarians who serve infants through
teens. The 272 subscribers can seek advice or share ideas at their convenience,
plus stay informed about upcoming events.
KDLA
Hosts Midwest Micrographics Conference
Representatives from sixteen states attended the Midwest Micrographics Conference
held at KDLA in Sept. 2003. This annual conference is an opportunity for the
people charged with micrographics and electronic records imaging to further
their knowledge of advances in technology in other states.
| 6,578,188 searches
were performed in the 43 databases licensed through KYVL that is partially
funded by KDLA. |
Support
for KYVL
The Kentucky Virtual Library (KVYL)
received significant assistance from KDLA in the form of staff expertise and
financial support. State Library staff served on various KYVL committees examining
issues related to technology, collections, document delivery, and resource
sharing.
E-rate
The Schools and Libraries Universal Service Support Mechanism’s Educational
Rate, commonly referred to as E-rate, is a federal program that provides reduced-cost
telecommunications and Internet services to libraries and schools. The discount
received is based upon poverty levels in the library service area, anywhere
from 20%-90%. Approximately eighty Kentucky libraries sought guidance from
KDLA in order to take advantage of the program. Kentucky public libraries
received $1,028,536 in discounts this year, with the average being 72%, or
$4,065.
Tax
Rates
Most county library systems in Kentucky receive funding from local taxing
districts. KDLA assists the process by receiving tax assessments from the
Revenue Cabinet, then computing the allowable tax rates. Then they furnish
the information to the appropriate libraries so they can set their rate for
the coming year. This assistance was provided to 104 counties, which is nearly
every library in the state.
| 285,129 (an 86%
increase) non-OCLC records were loaded to the Kentucky database at OCLC
for resource sharing. |
State
Library Staff Train for New Technology
OCLC, the resource used by
the library’s Technical Services Branch for cataloging materials, has
implemented a new, web-based version of their system called Connexion to replace
the old system, Passport. In order to learn the new system and to be able
to use it effectively, all Technical Services staff attended Connexion training
in December 2002.
Training
on the Endeavor Voyager Media Scheduling module was also undertaken by all
library Public Services staff in preparation for the Media Scheduling component
implementation in the summer of 2003. The use of the Media Scheduling module
provides a system to create reservations for multimedia materials and audiovisual
equipment.
Electronic
Records Working Group Activities
The Electronic Records Working Group (ERWG) had its first monthly meeting
in May 2002. The ERWG is an informal, interagency group comprised of members
from the department, the Governor’s Office for Technology, the Office
of the Attorney General, and the Office of the Auditor of Public Accounts.
This group helps to develop policy recommendations or alternatives for issues
involving the intersection of technology and records management and provides
a forum for discussion of electronic records-related issues affecting Kentucky
state and local government agencies.
At its first meeting, the ERWG reviewed the newly revised General
Schedule for Electronic and Related Records that was subsequently approved
by the State Archives and Records Commission. This was a complete revision
of the existing schedule, originally passed in 1988. The new schedule is more
detailed in its coverage of the records involved in the administration of
electronic systems. Two key documents issued in May 2003, the Enterprise
Standard 4060-Recordkeeping – Electronic Mail, adopted by the Governor’s
Office for Technology and applicable to all state agencies, and a companion
document, Guidelines
for Managing E-Mail in Kentucky Government, were also products of discussions
in the ERWG.
The group is currently considering issues such as the use of encryption technology
for electronic signatures, drafting guidelines to help agencies respond to
open records requests on databases under the state’s Open Records Act,
and the evaluation of records management software. At present, KDLA is developing
training modules to help educate agency records officers and IT personnel
in the implementation of the General
Schedule for Electronic and Related Records.
Financial
Support/Grants
LSTA
in Kentucky
The Library Services and Technology Act (LSTA), through the Institute of Museum
and Library Services (IMLS), promotes access to learning and information resources
of all types of libraries for individuals of all ages. Through the legislation,
IMLS provides funds to State Library Agencies using a population-based formula.
State Libraries may use the appropriation to support statewide initiatives
and services; they may also distribute the funds through competitive subgrant
or cooperative agreements to libraries in their state. KDLA is responsible
for administering LSTA funds in Kentucky. In October 2002, KDLA began the
first grant cycle under the FY2003-2007
LSTA Five Year Plan.
KDLA
entered into 91 contracts with grant recipients in 2003 and administered 20
KDLA based statewide grant programs.
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