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G2S Project Code: 2022-AR-91253
State: Arkansas
Fiscal Year: 2022
Grantee
Arkansas State Library

Project Director
Director Name: Jennifer Razer
Director Phone: 501-682-2550
Director Email: jennifer.razer@ade.arkansas.gov
General Information
Title: Digital Services
State Project Code: 10
Start Date: 10/01/2022
End Date: 09/30/2023
Abstract: This project provided access to government information sources to the public, libraries and government entities via the library fulfilling its roles as the official State Documents Depository, State and Local Government Publications Clearinghouse, and the Regional Federal Depository Library for the state of Arkansas. State documents were acquired from over 200 Arkansas state government entities. Due to staff vacancies, processing tangible materials was delayed. Digital documents were cataloged and made publicly accessible online. The Clearinghouse program distributed Arkansas documents to a network of 13 state depository libraries and included access to bibliographic records for new materials available for copy cataloging. The promulgation process was completed for the document depository programs, and the final rule was adopted. Updated program guidelines to accompany the rule were also implemented. Staff began updating bibliographic records because of migrating to a new depository platform. Tangible shipments were received through the Federal Depository Library Program (FDLP) and processed. The Government Publishing Office (GPO) implemented ongoing changes to its national model and staff monitored the changes to assess their impact and overall continued participation in the FDLP on the library's operations and physical collection footprint. All documents acquired were fully cataloged and made visible in the online catalog. Free public access was provided onsite, through the catalog, and the library's website.
State Goal: Enhance Access to Information for Lifelong Learning
Budget Information
LSTA
MATCH-State
MATCH-Other
Total
$120,273.00
$384,762.00
$0.00
$505,035.00
Intent(s)
Improve users’ ability to obtain and/or use information resources.
General (select only for electronic databases or other data sources)
Activities
Activity Details
Title: Arkansas Documents - Combined Digital & Physical Acquisitions
Narrative: Staff received 642 tangible Arkansas documents comprising 237 print titles, including 41 new titles. Among the tangible documents, 622 were ingested into the library's depository collection and 20 distributed to state depositories. Staff received 7,905 digital document titles over the reporting period, including 705 new titles.
Intent: Improve users’ ability to obtain and/or use information resources.

Activity: Content
Mode: Acquisition
Format: Combined physical & digital


Quantity
Number of hardware acquired: 0
Number of software acquired: 0
Number of licensed databases acquired: 0
Number of print materials (books & government documents) acquired: 642
Number of electronic materials acquired: 7,905
Number of audio/visual units (audio discs, talking books, other recordings) acquired: 0


Partner Information
Organization Type of Partner Organization(s):
Libraries: No
Historical Societies or Organizations: No
Museums: No
Archives: No
Cultural Heritage Organization Multi-type: No
Preschools: No
Schools: No
Adult Education: No
Human Service Organizations: No
Other: No


Legal Type of Partner Organization(s):
Federal Government: No
State Government: No
Local Government (excluding school districts): No
School District: No
Non-Profit: No
Private Sector: No
Tribe/Native Hawaiian Organization: No


Beneficiaries
Is the activity directed at the library workforce: No
For a targeted group or for the general population: General


Locale
Is the activity state-wide: Yes
Specific Locations: No
Library Types
Public Libraries: 0
Academic Libraries: 0
SLAA: 1
Consortia: 0
Special Libraries: 0
School Libraries: 0
Other: 0
Activity Details
Title: Federal Documents - Combined Print & Digital Acquisitions
Narrative: Staff received 3592 federal documents in tangible format, and bibliographic records providing online access to 9789 digital documents this period.
Intent: Improve users’ ability to obtain and/or use information resources.

Activity: Content
Mode: Acquisition
Format: Combined physical & digital


Quantity
Number of hardware acquired: 0
Number of software acquired: 0
Number of licensed databases acquired: 0
Number of print materials (books & government documents) acquired: 3,592
Number of electronic materials acquired: 9,789
Number of audio/visual units (audio discs, talking books, other recordings) acquired: 0


Partner Information
Organization Type of Partner Organization(s):
Libraries: No
Historical Societies or Organizations: No
Museums: No
Archives: No
Cultural Heritage Organization Multi-type: No
Preschools: No
Schools: No
Adult Education: No
Human Service Organizations: No
Other: No


Legal Type of Partner Organization(s):
Federal Government: Yes
State Government: No
Local Government (excluding school districts): No
School District: No
Non-Profit: No
Private Sector: No
Tribe/Native Hawaiian Organization: No


Beneficiaries
Is the activity directed at the library workforce: Yes
For a targeted group or for the general population: General


Locale
Is the activity state-wide: Yes
Specific Locations: No
Library Types
Public Libraries: 0
Academic Libraries: 0
SLAA: 1
Consortia: 0
Special Libraries: 0
School Libraries: 0
Other: 0
Question 1: I am satisfied that the resource is meeting library needs.
Strongly Agree: 0
Agree: 0
Neither Agree nor Disagree: 0
Disagree: 0
Strongly Disagree: 0
Non-Response: 0
Question 2: Applying the resource will help improve library services to the public.
Strongly Agree: 0
Agree: 0
Neither Agree nor Disagree: 0
Disagree: 0
Strongly Disagree: 0
Non-Response: 0
Activity Details
Title: Arkansas Documents - Preservation activities
Narrative: Digital Services and cataloging staff began a joint project to update bibliographic records because of migrating to a new depository platform. This included making sure that records were migrated correctly, naming conventions were standardized, and item URLS were updated. A total of 3,793 records were updated during the reporting period.
Intent: Improve users’ ability to obtain and/or use information resources.

Activity: Content
Mode: Preservation
Format: Digital


Quantity
Number of items conserved, relocated to protective storage, rehoused, or for which other preservation-appropriate physical action was taken: 0
Number of items reformatted, migrated, or for which other digital preservation-appropriate action was taken: 3,793
Number of preservation plans/frameworks produced/updated (i.e. preservation readiness plans, data management plans): 0


Partner Information
Organization Type of Partner Organization(s):
Libraries: No
Historical Societies or Organizations: No
Museums: No
Archives: No
Cultural Heritage Organization Multi-type: No
Preschools: No
Schools: No
Adult Education: No
Human Service Organizations: No
Other: No


Legal Type of Partner Organization(s):
Federal Government: No
State Government: No
Local Government (excluding school districts): No
School District: No
Non-Profit: No
Private Sector: No
Tribe/Native Hawaiian Organization: No


Beneficiaries
Is the activity directed at the library workforce: No
For a targeted group or for the general population: General


Locale
Is the activity state-wide: Yes
Specific Locations: No
Library Types
Public Libraries: 0
Academic Libraries: 0
SLAA: 1
Consortia: 0
Special Libraries: 0
School Libraries: 0
Other: 0
Project Outcomes
Project Outcomes
List any important outcomes or findings not previously reported:
The Digital Services manager position was filled by the Senior Librarian in Digital Services. This promotion, as well as the retirement of a librarian left vacancies in the unit which were prolonged due to a statewide hiring freeze. New staff were hired and trained, which affected the timeline for processing of materials. Electronic materials were prioritized, while tangible materials were processed as time allowed. A new governor took office during the reporting period and as is standard procedure for any incoming administration, rule promulgation for state agencies was suspended. This caused new non-emergency rule submissions to drop in the latter half of the reporting period. We expect an increase in rule submissions over the next reporting period now that the suspension has been lifted. Despite vacancies in the Digital Services unit early during the reporting period, staff relocated the Arkansas Documents and Arkansas Rules depository collections to allow for more browsability and resource retrieval. In order to promote physical accessibility to the collections for both staff and patrons, staff removed items from the top and bottom shelves. Staff also reviewed the condition of materials and pulled any fragile materials for storage and preservation. Since the affected titles would be distributed in paper, the microfiche cessation reported last period was problematic due to the lack of space in the Federal Documents collection. However, the Government Publishing Office announced a major shift to focus FDLP on digital materials. As a result of this change, the regional depositories now receive only a handful of titles in print, and the State Library no longer needs to accommodate growth in its own physical collection.
Please briefly describe the importance of these outcomes and findings for future program planning:
Digital Services is now fully staffed and migration to the new digital platform is progressing. Once this migration is complete, we will transition to the new preservation platform as our public facing depository and promote it accordingly. As staff continue to go through the onboarding process, processing of tangible materials will increase, and the unit will be fully functional once again. Submissions to the State Documents Depository Program and Clearinghouse are primarily in digital format. The finalized rule changes to the library’s document programs modernize the program to reflect the Digital Age and offer a digital-only option for the state depository libraries. Promotion of the digital option to existing depository libraries and the solicitation of new depository libraries will be explored during the next reporting period.
Explain one or two of the most significant lessons learned for others wanting to adopt any facets of this project:

Do you anticipate continuing this project after the current reporting period ends:
Yes
Do you anticipate any change in level of effort in managing this project:
No
Explain:
The Manager of Digital Services position will be filled, with the expectation the unit will become fully staffed over the next reporting period .
Do you anticipate changing the types of activities and objectives addressed by the project:
No
Explain:

Was an evaluation conducted for this project:
No
Was a final written evaluation report produced:
No
Can the final written evaluation report be shared publicly on the IMLS website:
No
Was the evaluation conducted by project staff (either SLAA or local library) or by a third-party evaluator:
Third-Party
What data collection tools were used for any report outcomes and outputs:
Did you collect any media for the data:
What types of methods were used to analyze collected data:
Other:
How were participants (or items) selected:
What type of research design did you use to compare the value for any reported output or outcome:
Exemplary: No
Exemplary Narrative
Project Tags: