d igitizing c ollections at the n ational a ssembly l ibrary

D IGITIZING C OLLECTIONS AT THE N ATIONAL A SSEMBLY L IBRARY Slide 2 P RESENTATION O VERVIEW 1. Context and Beginnings of Digitization 1. Chauveau Collection 2. Committee Briefs and Reports 3. News Clipping Files 2. Prioritization / Planning 1. Parliamentary and Policy Documents 2. Archival Documents 3. Special Collections Documents 3. Conservation and Circulation 1. Server 2. Catalogue 3. Thematic Guides 4. Full-Text Search Software 5. Virtual Exhibitions 4. Conclusion Slide 3 1. C ONTEXT AND B EGINNINGS In 2003, at the National Assembly Pierre-Joseph-Olivier-Chauveau Collection is designated as "historic property" by culture and communications department Parliamentary committees want to make committee briefs and reports available to MNAs and public Reference librarians would like to be able to search in Library's news clipping files Slide 4 1.1 C HAUVEAU C OLLECTION Chauveau Collection designated as historic in 2003 Non-standard formats and fragile documents DIGIBOOK scanner purchased Optimization Slide 5 1.2 C OMMITTEE B RIEFS AND R EPORTS Request from parliamentary committees Accessibility and dissemination of briefs and reports Purchase of automatic-feed scanner Slide 6 1.3 N EWS C LIPPING F ILES News clipping files on various subjects kept since 1970 1,527 boxes to store More than two million press clippings to digitize Contract outsourced: digitization, character recognition and integration into ZeDOC software Slide 7 2. P RIORITIZATION / P LANNING Parliamentary and policy documents Archival documents Special Collections documents Not counting requests from priority clients: MNAs, political and administrative staff, press gallery journalists, Officers of the Assembly ( Ethics Commissioner, Lobbyists Registrar, Chief Electoral Officer, Auditor General, Public Protector) Slide 8 2.1 P ARLIAMENTARY AND P OLICY D OCUMENTS Digitization completed Journal des dbats (Hansard) Assembly journals (Votes and Proceedings) Parliamentary committee briefs and reports Budget estimates Bills introduced (1st reading) Annual statutes Speeches and press conferences by MNAs and Ministers Political party documents Reports from Qubec public inquiry commissions Future digitization projects: Documents tabled during the 37th, 38th and 39th Legislatures Annual statutes (English versions) Revised statutes Public accounts The Table (index) Journal of the Legislative Council Statutes of Qubec (1791-1867) Slide 9 2.2 A RCHIVAL D OCUMENTS Digitization of Iconographic documents from archive groups Electoral campaign materials (posters, pamphlets, etc.) Institutional archives (negatives of pictures taken at protocol activities, large formats, mosaics...) Slide 10 Objective: Provide remote access to archive groups and collections Avoid handling and circulating documents Protect and conserve documents Documents are accessible through virtual document management system Slide 11 2.3 S PECIAL C OLLECTIONS D OCUMENTS 1st exhibition at the Library Slide 12 1st document digitized Le Thtre des cits du monde, 1574 Slide 13 Prioritization for digitization of Special Collections: Documents to be rebound Documents for exhibitions at the Library or Assembly Documents on loan Rare and precious documents in the Librarys holdings Slide 14 3. C ONSERVATION AND C IRCULATION 3.1 Server 3.2 Catalogue 3.3 Thematic Guides 3.4 Full-Text Search Software 3.5 Virtual Exhibitions Slide 15 3.1 S ERVER Digitized documents are saved on the Library's digital repository server (Web server) Same server is used to store electronic documents acquired by the Library Slide 16 3.2 C ATALOGUE Slide 17 3.3 T HEMATIC G UIDES 4 Thematic guides (LibGuides): Qubec policy and parliamentary documents Parliaments: technologies and communications Qubec inquiry commissions since 1867 History of education in Qubec: major policy and legislative texts In preparation: White Papers, Green Papers in Qubec Civil Code of Qubec: legislative and policy texts Qubec political programs and slogans Slide 18 3.4 F ULL -T EXT S EARCH S OFTWARE NatQuest Pro Full-text search software - Journal des dbats (Hansard) ZeDoc Full-text search software - Press clippings Slide 19 3.5 V IRTUAL E XHIBITIONS Virtual exhibitions since 2011: Histoires de dputs (MNAs Stories) Library Treasures Governing New France Travel Tales from the 16th to the 18th Century Le Devoir Duplessis http://www.bibliotheque.assnat.qc.ca/expositionsvirtuelles Slide 20 4. C ONCLUSION 3 REASONS TO DIGITIZE Conservation - Circulation - Research 3 TYPES OF DOCUMENTS Parliamentary and policy documents - Archival documents - Special Collections 3 LESSONS LEARNED Training - Organizing information - Initiative Slide 21 Q UESTIONS ? T HANK YOU ! For more information about Work procedures and scanners: Denis Perreault ([email protected])[email protected] Circulation tools: Marc Audet ([email protected])[email protected]