(April 2000 - August 2003)
  Electronic Depository Component  

(April 2000 - August 2003)


The Electronic Depository Program continues to develop as a way to capture, provide access to, and preserve electronic state documents.



Our Vision of the Electronic Depository Program

Texas electronic government information will be preserved and made accessible for future researchers, just as printed publications are preserved for future generations today.

Building Blocks

The catalyst for the Electronic Depository Program was a resolution passed by the Texas Library Association Government Documents Round Table. Go here to read the resolution.


The Electronic Depository Program fulfills the mission of the Texas State Library and Archives Commission of preserving the government record for public scrutiny. Go here to read the Vision, Mission, and Philosophy of the Texas State Library and Archives Commission.

Texas State Publications Clearinghouse
Texas State Publications Depository Program - This legislatively mandated program requires liaisons in state agencies to deposit print publications in sufficient quantities to ensure public access to these materials. Public access to information published by or for the state government is in accordance with the mission of the Texas State Library and Archives Commission of preserving the government record for public scrutiny. As more and more government information in printed electronically and on the Web, it is essential to preserve this information in the same way printed publications are preserved.

Texas Records and Information Locator Service
TRAIL - Searches for specific state agency electronic publications allows you to be specific in looking for information. All state electronic publications have been "cataloged" so that you can search by agency name, title of the publication, assigned subjects, and keywords. Search results can include various file types. In addition to publication searches, the agency information pages in TRAIL provide information on state agency contact information, links to budget, historical and constitutional authority information for the agencies, and a link to the agency's main web site. Go to the Electronic Depository section of the TRAIL Web site by clicking here.

Government Information Team
Government Information Team (GIT) - GIT consists of a broad-based team of professional librarians with experience in the following disciplines: - archival preservation, cataloging, records management, IT technologies, depository programs, and reference. The Team will use research and consensus as part of their decision-making process.
GIT Accomplishments: formulated "Collection Development Plan" (see below) and created "Memorandum of Understanding" (see below) for adoption by Collaborative Libraries working on the Electronic Depository Program.

GIT has also developed the "Preservation Metadata Set". The Preservation Metadata Set defines metadata elements which, in addition to the Dublin Core metadata used in the TRAIL service, will be adopted for use in the Electronic Publications Depository system implemented by Texas State Library and Archives Commission in cooperation with collaborative library partners.

TLA Resolution for Support of the Texas Z39.50 Implementors Group
Read the resolution here.

Standards - Standards for the Electronic Depository Program component of the Library of Texas are outlined in two working documents:
1. Collection Development Plan - Includes legal definitions of "depository library" and "state publication", as well as as descriptions of technical terms such as MIME (Multipurpose Internet Mail Extensions). The Plan defines an
electronic depository library as "a library designated to receive and store state electronic publications for the purpose of providing continued public access to said publications". A new version or edition is defined as "a new version or edition (issue, release, update) when significant changes to the original publication are made. Examples of significant changes include: changes in the content (data), changes in the programming language, or the addition of sound or graphics".
The following principles and objectives are also included in the Plan: The people of the state of Texas have a basic right to no-fee access to state publications. It is the responsibility of state government to provide access to state publications and to preserve state publications for future access. All documents that meet the statutory definition of a state publication are considered worthy candidates of selection for inclusion in the electronic depository collection. Using the existing TRAIL system and the Dublin Core element set that describes publications, selection is based on two Dublin Core fields: MIME type and Publication type.
MIME types: the first phase of project includes HTML, PDF, word processing documents, spreadsheet documents, slideshow documents, some Databases, text files, zip files, and other similar (text-like) file types. Later phases of project will include more difficult MIME types, such as audio, video, mapping data, and other complex file types.
Publication type: TRAIL defines 30 publication types that are included in the first phase of the project. When a state publication matches one of the designated "MIME (file) types" and the "publication type" matches one or more of the thirty (30) designated publication types, the state publication will be included in the Electronic Depository Program. Current planning allows for weekly or bi-weekly capture of these pages. Retention of the selected publications will be permanent.
2. Memorandum of Understanding � Purpose: to establish the respective roles and responsibilities of the Texas State Library and Archives Commission and the University of North Texas Libraries (UNT), in a partnership arrangement designed to ensure permanent storage of and access to electronic state publications for the State of Texas. General provisions included in the plan: Texas government information is in the public domain. Hardware, software, files provided by TSLAC must be returned to TSLAC should a partner withdraw. Partners will cooperate in disaster recovery planning. Partner library responsibilities in the plan: Provide free, open access to public. Provide space, power, network connections, staff, bandwidth, written procedures. Provide routine maintenance - backups, security, upgrades, verifying and loading files, etc. Assure persistent URLs. Notify partners 3 months in advance if withdrawing. TSLAC responsibilities: Recognize partners as official sites. Provide links to partner sites. Provide hardware/software for the Electronic Depository program. Provide state document files to partners. Establish an "archival" site. Assist with staff training and initiate review of technology for possible system upgrades. Implementation of the Program (Putting Resources to Work) - Preservation Metadata Components will be based on work of the National Library of Australia. Most information supplied will be by reporting liaisons or by an automated process. Acquisition Harvest: will identify new, removed, and changed items, make internal links relative, extract metadata and index full text, and upload files and MARC records to partner site(s). Completeness Issues - Simple: Plain Text & PDF Files. Complex: HTML Files incorporating text, images, scripts and links to continuation pages. Bibliographic Access provided by the TRAIL Z39.50 compliant GILS search engine, local partner's catalog, MARC "surrogates" and other enhancements based on local cataloging priority additional access points.

Project History/Timeline

May 2003 - E.D.P. PowerPoint presentation by Coby Condrey, Texas State Library and Archives Commission, for the Second Annual E-Records Conference: 'Records at Risk'. The presentation is available in PowerPoint or Adobe PDF formats. Go to the Publications & Presentations page of this web site for more links to power point presentations and HTML documents.

"Freedom in Action"
04-02 through 04-04, 2003

E.D.P. Presentation by Kevin Marsh, Texas State Library and Archives Commission:
"Preserving Freedom, Preserving Online Government Information"

Oct. 2002 - The software that allows the TRAIL service to harvest state agency electronic publications has been loaded. This method will also be used to archive electronic publications for the Electronic Depository Project, and requires that liaisons insert meta-tags into their state agency electronic documents. Meta-tagging rules have been set out by DIR in TAC Title 1, Part 10, 206.2, and the TRAIL site has developed a Web page explaining the rules. A schedule of training classes for the new system will be available in the near future. Test harvests will be run until November 4th, which is the planned date to allow for public access.

Oct. 2002 - Links to the Technology Inventory and Assessment Study conducted by Dr. William E. Moen, Dr. Kathleen R. Murray, and the Texas Center for Digital Knowledge, University of North Texas have been added. The study employed a 75-question survey instrument to measure the technology capabilities of academic and public libraries that are members of TexShare. Links to the Executive Summary: PDF format, MS Word format. Links to entire study: PDF format, MS Word format.

July-Aug. 2002 - The Electronic Depository Program system software is complete and is now in the acceptance testing phase. The system is on schedule for installation in July and full implementation by the end of August.

Fall 2002 - Public debut of service.

July 2002 - August 2002 - System software completed and in the acceptance testing phase. The system is being installed during the month of July and full implementation is expected at the end of August.

May 2002 - August 2002 - Installation and testing of hardware and software; creation of initial collection.

September 2001 - April 2002 - Bid process and vendor contract negotiations (Blue Angel Technologies).

Spring 2000 - August 2001 - Development of project parameters, bid specifications & agreements with partners.

Spring 2000 - GIT formed, began planning.

Advisory Group Roster

Click here for the Government Information Team Advisory Group Roster

Detailed Design Specifications Document

The purpose of this document is to define the scope of work and the hardware and software details that will dictate the construction of the TSLAC Electronic Depository Project. Ultimately, these criteria will define future testing, performance and enhancement parameters. The document is available in Word format and Adobe Acrobat PDF format. You will need the free Acrobat reader to read the pdf document, which you can find at

Design Specifications (Word format)
Design Specifications (PDF format)

The Electronic Depository Program will be accessible from the Texas State Library and Archives Commission Web site. More and more government information is being published electronically and on the web. Unfortunately, much of this information can change quickly or disappear entirely. Tracing the development, growth & priorities of state government departments becomes increasingly difficult when prior versions of electronic documents are not archived. The Electronic Depository Project should address this "information loss" by regularly downloading, dating and storing online government publications. Researchers will be able to review prior, non-current versions of web pages of the state government. Electronic Depository documents will be fully searchable through the Virtual Library component of the Library of Texas.
A power point file from Cathy Hartman, University of North Texas Libraries; Kevin Marsh, Texas State Library and Archives Commission; and Coby Condrey, Texas State Library and Archives Commission shown at the 2002 Texas Library Association is available. Go to the Publications & Presentations page of this web site for more links to power point presentations and HTML documents.

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Page last modified: February 16, 2011