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UMASS/AMHERST * llllllllllllJIIIJIJIi 312066 0307 9536 4 Study for the Storage of Electronic State Publications iiPROcess> Bullet Process, LLC GOVERMENTDOCUMENTS COLLECTION MAR j 2 2004 UniversityofMassachusetts DepositoryCopy Prepared for: - Flngold Library State Library for the Commonwealth of Massachusetts June 26, 2003 Bullet Process, LLC 1169 Commonwealth Ave, Suite 3 Boston, MA 02134 11 study: Storage of Electronic Documents 6/26/20i Table Of Contents Introduction 3 Executive Summary 3 Purpose 3 Scope 3 Methodology 4 Definitions 4 BusinessObjectives 5 Background 5 KeyTrends 5 Survey Results 6 Long Term Storage andAccess Policy 7 Agency Publications 8 Distribution Strategies 9 DocumentAuthoring 10 Archival Strategy 1 Agency Staffing 1 SurveyTrends and Common Problems 12 Return On Investment (ROI) 14 Process Objectives 16 Agency Factors 16 Library Factors 17 Proposed Process 18 AlternativeApproaches 20 Software Comparison 20 Software Packages Considered 21 Software Recommendations 23 Product Overview 24 Assumptionsand Dependencies 24 Cost and Pricing 24 Licensing and Installation 25 Project Implementation 26 Projected Costs 26 Project Phases 26 Risks 28 Constraints 30 Applicable Standards 31 Systems Requirements 31 Performance Requirements 33 Bullet Process, LLC - 2- Confidential study: Storage of Electronic Documents 6/26/20' Introduction Executive Summary The findings ofthis study arethefollowing: • The State Library must establish a central storage repositoryforelectronic agencydocumentsto complywith State Law. • This project introduces an automated processto capture state documents, which is less laborintensivethan manually retrieving and classifying publications. • The project provides a software platform that can aid otherareas ofthe librarywith documentcategorization. • Software automation is more accurate and less costlythan an extensive communications campaign totrack all State Agencydocuments. • The project allowsforcompliance with future government indexing initiativesforelectronic documents. Purpose This document is intendedto provide a high-level understanding ofthe Fingold Library State Libraryforthe Commonwealth of Massachusetts project regarding the Studyforthe Storage of Electronic State Publications based on the RFR SLM-015. This document evaluatesthe feasibility ofthe project and examines the business requirements. Scope This study assessesthe storage requirements forState Agencies and long-term feasibility and cost of a business solution of State Library storage. Its primary purpose isto considerthe projectfrom a one yeartime horizon sufficientto completethe initial implementation ofthe project. This project isthe first of a multi-phase initiativeto automate key libraryoperations The scope ofthe study isto develop strategies forcollection and long-term access and storage of all types of electronic publications created by Commonwealth's agencies. The State Library has hired Bullet Processto interviewthe selected agencies about current storage strategiesforelectronic publications and to make recommendationsforthe creation of a centralized depositoryoverseen bythe State Library. Bullet Process, LLC -3- Confidential Digitized by the Internet Archive 2014 in https://archive.org/details/studyforstorageoOOstat Study: Storage of Electronic Documents 6/26/201 Methodology Bullet Process LLC conducted the studyforthe State Library byconducting interviewswith State agencies and through contact with staff atthe State Library. The Bullet ProcessApproach focuses on understanding business and technical needs byclearlydefining keyobjectives, which simplifythe project. Often wefind thatthis decreasesclient implementation timeswhile exceeding customerservice expectations. Definitions The following legal definitionsforagencies and documentswere provided bythe State Library: "Agency": each agency, office, state-supported institution of highereducation, department, authority, executive office, bureau, officer, board, committee, task force, commission, special commission, division, executive office ofthe Commonwealth, whetherpermanent ortemporary in nature, including anystate agencysupportedwhollyorin part by publicfunds. "Publication," anydocument, study, rule, regulation, report, directory, pamphlet, brochure, periodical, newsletter, bibliography, micro-photographicform, tape or disc recording, annual, biennial orspecial report, statistical compendium, orother printed matehal regardless of itsformat ormannerofduplication, issued in the name of oratthe request of anyagencyofthe commonwealth orproduced and issued as part of acontract entered into by anyagencyofthe Commonwealth regardless ofthe source offunding, provided theyconstitute "public records" as defined in clauseTwenty-sixth ofsection seven ofchapterfour, excepting correspondence, blankforms, and university press publications. Bullet Process, LLC -4- Confidential Study: Storage of Electronic Documents 6/26/201 Business Objectives Background According to Massachusetts General Laws (MGL) chapter6 Section 39 Bthe State Library is adepositoryforeverystate document. Section 39 appliesto everydocument regardless of itsformat ormannerof duplication. Agencies are required to send the State Library 8 copies of every publication created bythat agency. Key Trends In 1999, the State Library received approximately3,000 documentsfrom state agencies in printed paperform. Lastyearthe Library received lessthan halfthe number received in 1999, roughly 1200. Costcutting measures in the State have encouraged manystate agenciesto no longerprinttheirdocuments. Most agencies are nowtransitioning to electronic only publications. However, not all agencies are awarethe compliance obligatesthem to continueto send the electronic documentstothe State Library. When an agency printed adocument, the state printerwould often fulfill the lawobligation bysending the State Library 8 copies ofthe document. With electronic documents, the burden ofcompliance is on the agencyto send theirdocuments. The State Libraryaimsto addressthis change and develop guidelinesthat ensure the collection, storage and permanent accesstothese publications. The following business factors are motivating factors ofthe Library project. 1) Make a lasting archive ofstate documents availableto researchers a. The State Library promotes a strong and comprehensive collection of information materialsto preserve a historical sense ofthe Commonwealth. The State Library houses historical records dating backto the 1800s. 2) Compliancewith State Law a. The State Library has a statutory mandateto preserve state documents. 3) Preserve documentswhen agencies remove or update the electronic version. Bullet Process, LLC -5- Confidential