Library Reorganization Report October 25, 2013 From: Senator Elizabeth Steiner Hay ar!

" Repre#entati$e %ancy %athan#on &o: Sarah 'iller, (ep)ty *OO, (epartment o+ ,!mini#trati$e Ser$ice# 'ary-ay (ahlgreen, State Librarian, Oregon State Library 'ary.eth Her/ert, State ,rchi$i#t, O++ice o+ the Secretary o+ State -erry &ymch)/, E0ec)ti$e (irector, Oregon Hi#torical Society *athryn .o ie, (irector, State o+ Oregon La Library

October 25, 2013 1

Reorganization Plan for the Oregon State Library, State Archives, Oregon Historical Society, and State of Oregon Law Library Overview O$er the pa#t !eca!e or #o, there ha# been increa#ing o$erlap bet een the mi##ion# an! re#pon#ibilitie# o+ the Oregon State Library 1OSL2, the State ,rchi$e#, the Oregon Hi#torical Society 1OHS2, an! the State o+ Oregon La Library 1SOLL23 &hi# report o)tline# the legi#lati$e propo#al that #ho)l! be )#e! to reorganize, #treamline, an! clari+y +)nction# among the#e agencie# 1note that hile the OHS i# not a #tate agency, it i# re+erre! to a# #)ch in thi# !oc)ment +or #implicity o+ nomenclat)re23 &he o$erarching principle g)i!ing the reorganization relate# +ir#t to the +)nction# an! type# o+ material# being con#i!ere!, then to the pop)lation# being #er$e! by a gi$en agency3 &hi# plan a# !e$elope! )#ing the report# i##)e! by the Secretary o+ State in 2012 an! the Library Reorganization &a#/ Force in 2013 1 hich incl)!e! #igni+icant labor participation2, #peci+ic propo#al# +rom each agency lea!er an! the Oregon Library ,##ociation, an! in+ormation +rom the (epartment o+ ,!mini#trati$e Ser$ice# 1(,S23 4t i# the intent o+ the 5ay# " 'ean# S)b6*ommittee on 7eneral 7o$ernment that (,S ill lea! the implementation proce##, ith +)ll cooperation an! a##i#tance +rom the +o)r agencie#3 O+ note, thi# report !eliberately !oe# not incl)!e $ery #peci+ic !etail# a# to ho each a#pect o+ it i# to be accompli#he!3 Rather, thi# le$el o+ !etail i# le+t to tho#e implementing the reorganization3 4n the e$ent that recommen!ation# in thi# report are not completely clear to tho#e or/ing on it# implementation, the S)b6*ommittee e0pect# that the (ep)ty *OO or her !e#ignee ill con#)lt ith rele$ant member# o+ the S)b6 *ommittee prior to procee!ing ith any )nclear recommen!ation3 &he S)b6*ommittee e0pect# to recei$e reg)lar progre## report# +rom (,S an! other# in$ol$e! ith implementation o+ the reorganization, an! to be in+orme! imme!iately i+ there are #igni+icant problem# ith the implementation proce##3

Library Reorganization Report Proposed Implementation imeline

October 25, 2013 2

October !"#$% Report circ)late! to all rele$ant partie#3 (,S con$ene# or/gro)p +rom rele$ant agencie# 1incl)!ing at lea#t #ome member# o+ the c)rrent Library Reorganization &a#/ Force2 to !e$elop implementation plan3 &eam# +rom the or/gro)p, ith a!!itional member# a# appropriate, ill plan +or #peci+ic change# to be implemente!3 &ecember !"#$% (,S " rele$ant agency lea!er# or/ ith Senator Steiner Hay ar! " Legi#lati$e *o)n#el to re+ine legi#lation that ill re$i#e #tat)te a# nee!e! to re+lect ne re#pon#ibilitie# o+ rele$ant agencie#3 ,ltho)gh the bill ill ha$e an emergency cla)#e to allo imme!iate or/ on $ario)# a#pect# o+ implementation, the e++ecti$e !ate +or ma8or change# ill be 9)ly 1, 20153 'an(ary !"#)% (,S report# on progre## o+ the or/gro)p to the 4nterim 5ay# " 'ean# S)b6 *ommittee on 7eneral 7o$ernment *ebr(ary !"#)% :a## legi#lation +or #tat)te re$i#ion# ith pha#e! implementation# bet een Feb 201; an! 9)ne 30, 2015 1en! o+ bienni)m23 +arch !"#) , '(ly !"#-% (,S contin)e# to #ta++ an! lea! re$i#ion#, implementation plan, an! !e$elopment o+ ne b)!get# ba#e! on ne +)nction# an! re#pon#ibilitie# o+ rele$ant agencie#3 *ebr(ary !"#- , '(ne !"#-% :re#entation o+ rele$ant agency b)!get# to appropriate 5ay# " 'ean# *ommittee#3 '(ne !"#-% %e b)!get# pa## '(ly #, !"#-% ,ll implementation complete, re#pon#ibilitie# tran#+erre! to ne agencie#, 4ntegrate! Online Re+erence Sy#tem implemente!, etc3

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.reation of an Integrated Online Reference System 4t ill be the re#pon#ibility o+ the (epartment o+ ,!mini#trati$e Ser$ice# (,S2 to +acilitate the a!option an!<or creation o+ an integrate! re+erence #y#tem that pro$i!e# one online location to #earch the material# 1incl)!ing #)b#cription#2 a$ailable in all agencie#31 5or/ing collaborati$ely ith (,S, all rele$ant organization# 1Oregon Hi#torical Society2, the ,rchi$e#, State o+ Oregon La Library, the State Library an! all agency librarie#2 ill a##i#t in the creation o+ thi# #y#tem3 (,S ill #ee/ clari+ication +rom the legi#lat)re an! ill con#i#tently con#)lt the 5ay# " 'ean# S)b6*ommittee on 7eneral 7o$ernment or it# *o6*hair# an! rele$ant member# o+ten to en#)re the proce## i# on point ith the intent o+ thi# !oc)ment3 Ho e$er, (,S ill ha$e +inal !eci#ion a)thority in thi# proce##3 4n or!er to optimize the e++ecti$ene## o+ thi# #y#tem, a# many material# a# po##ible nee! to become electronically acce##ible an! a$ailable +or online $ie ing33 ,cce## to rele$ant in+ormation ho)#e! in OR'S #ho)l! al#o be incl)!e! an! ma!e a$ailable thro)gh thi# #y#tem3 ,!!itionally, thi# online #y#tem #ho)l! pro$i!e acce## to all agency library material# 1e3g3, (epartment o+ En$ironmental =)ality, Oregon (epartment o+ &ran#portation23 5hile the State Library ill )ltimately manage thi# combine! re+erence #y#tem, it ill be the re#pon#ibility o+ (,S to o$er#ee the !e#ign an! b)il!ing o+ thi# !ataba#e3 >pon completion the State Library ill be re#pon#ible +or !e$eloping a rob)#t mar/eting an! training campaign that ill pro$i!e in+ormation to all appropriate a)!ience abo)t hat i# a$ailable thro)gh !ataba#e an! ho to acce## the#e ne #er$ice#3 4t i# e0pecte! that each agency ill contin)e to #ta++ re+erence re?)e#t# that +all ithin it# !omain3 Shared .lient Services

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For the creation o+ the 4ntegrate! Online Re+erence #y#tem, )#e o+ the OR'S eb portal 15eb(ra er2 ith a rob)#t, @7oogle6li/eA #earch engine #ho)l! be thoro)ghly te#te! an! con#i!ere! be+ore any ne #y#tem i# create! by (,S3 OR'S co)l! be )#e! a# a ba#i# b)t (,S #ho)l! )ltimately !eci!e hich organization o)l! be re#pon#ible +or the !ataba#e3

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4t i# important to note that the Oregon Hi#torical Society i# an in!epen!ent 501B132, an! i# not a #tate agency3 &he Oregon State Legi#lat)re ha# a hi#tory !ating bac/ to 1CDD o+ pro$i!ing a biennial appropriation to OHS, thereby recognizing the intrin#ic lin/ bet een OHS an! the State o+ Oregon, an! the $al)e that OHS pro$i!e# to the citizen# o+ the #tate3 &he +)n!ing le$el o+ thi# appropriation, ho e$er, ha# been relati$ely minimal3 4n re?)e#ting that OHS per+orm a!!itional !)tie# that ere pre$io)#ly per+orme! by #tate agencie#, the legi#lat)re a##)me# a re#pon#ibility to pro$i!e OHS ith a #table biennial appropriation con#i#tent ith that o+ other comparable agencie#, a!e?)ately compen#ating them +or e0pen#e# a##ociate! ith the#e !)tie# an! re#pon#ibilitie# an! en#)ring they can contin)e to per+orm their non6go$ernmental +)nction#3

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(,S #ho)l! e0plore pro$i!ing electronic acce## an! )#e the OR'S eb :ortal 15eb(ra er2 application3 4+ the recor! i# in an electronic +orm then it i# $ie able an! i+ it i# #till in paper, all o+ the in+ormation to +in! it i# electronically acce##ible an! the act)al recor!# can be !igitize! )pon re?)e#t an! p)t into the #y#tem at that time3

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October 25, 2013 ;

5here applicable, the#e agencie# #ho)l! re6e$al)ate their a!mini#trati$e nee!# an! )#e a# many #hare! client #er$ice# a# po##ible +rom (,S3 Some o+ the#e #er$ice# incl)!e HR, 4&, ,cco)nting, an! payroll #er$ice#3

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October 25, 2013 5

Storage / Location of +aterials% 4n ca#e# here the re#pon#ibility o+ certain material# ill #hi+t into a !i++erent organization, the ne ly re#pon#ible organization ill ha$e the a)thority to !eci!e the appropriate phy#ical location +or the#e material#3 For e0ample, it may be appropriate to !i#play certain #tate !oc)ment# in a more p)blic #etting3 Ho e$er, hen the material# are re?)e#te! it ill #till remain the re#pon#ibility o+ the re#pon#ible organization to pro$i!e acce## to them3 &ivision of *(nctions% .(lt(ral 0nrichment for State 0mployees% :rogram# #)ch a# the @Library Lect)re Serie#A #ho)l! be !i#contin)e!3 &oc(ment Repository% 5ith the e0ception o+ legal !oc)ment#, thi# +)nction #ho)l! remain ith the ,rchi$e#3 ,ll the#e material# #ho)l! be electronically acce##ible an! a$ailable thro)gh the 4ntegrate! Online Re+erence Sy#tem3; *ederal doc(ments%5 &hi# +)nction ill #hi+t to the #tate ,rchi$e#3 Ho e$er, it i# important to note that the State o+ Oregon La Library 1SOLL2 an! other #tate an! local agencie# may re?)ire acce## to the#e !oc)ment#3 4n or!er to en#)re their a$ailability an! ea#y acce##, the ma8ority o+ the#e !oc)ment# m)#t become electronically acce##ible or a$ailable thro)gh the 4ntegrate! Online Re+erence Sy#tem3 Legal Library Reso(rce Services% &he SOLL m)#t be a)thorize! thro)gh #tat)te to pro$i!e con#)lting #er$ice# to co)nty go$ernment# 1incl)!ing la librarie#2 an! pro$i!e co)nty la librarie# ith electronic legal re#o)rce#3 Legislative Research Assistance% &he#e material# ill remain ith the ,rchi$e# an! ill be electronically acce##ible, or a$ailable, an! thro)gh OR'S or the 4ntegrate! Online Re+erence Sy#tem3 Licensing Legal Reso(rces% Since the SOLL i# the primary p)rcha#er o+ electronic legal re#o)rce# +or all branche# o+ Oregon State go$ernment, thi# ill remain a +)nction o+ the SOLL3 +ar1eting and raining .ampaign% &he State Library ill +oc)# on increa#ing it# mar/eting an! training campaign to increa#e acce## to #er$ice# an! )#e o+ re+erence#3 &he State Library, in collaboration ith (,S, ill !etermine the be#t metho! +or increa#ing thi# campaign3 &he #)cce## o+ thi# +)nction ill be #)b8ect to re$ie e$ery bienni)m a# part o+ OSLE# -ey :er+ormance 'ea#)re#3 Official &oc(ments%F &hi# i# a +)nction that #ho)l! be re$i#ite!3 &he ,rchi$e# ill #t)!y the i##)e an! create a report on ho thi# +)nction can change or #hi+t3 ; ()ring thi# proce##, (,S 1in collaboration ith the appropriate organization#2 m)#t create a #tan!ar! +or !etermining hat con#tit)te# a legal !oc)ment3 Legal !oc)ment# ill remain )n!er the re#pon#ibility o+ SOLL3 5 :lea#e note that e recognize that certain #hi+t# o+ re#pon#ibility ill re?)ire re6 negotiation# ith the Fe!eral 7o$ernment :rinting O++ice3 &he#e type# o+ i##)e# ill be i!enti+ie! an! han!le! !)ring the reorganization proce##3 F

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October 25, 2013 F

Oregon 2(lletin% &he ,rchi$e# ill contin)e to pro!)ce the Oregon .)lletin3 Ho e$er, the ,rchi$e# m)#t contin)e to re+ormat the eb#ite to be more )#er +rien!ly3 Oregon .enter for the 2oo1% &hi# re#o)rce i# not e0ten#i$ely )#e! an! ill be !i#contin)e!3 &he +e!eral +)n!# #ho)l! be reallocate! to area# o+ greater nee!, a# !etermine! by (,S in con#)ltation ith the State Library an! the Oregon Library ,##ociation3 Oregon 3enealogy% &hi# +)nction ill +)lly #hi+t to the Oregon Hi#torical Society3 OHS #ho)l! then !etermine the be#t metho! o+ collaborating ith o)t#i!e genealogical gro)p#, #)ch a# the 5illamette Galley 7enealogical Society3 Oregon History Pro4ect / Oregon 0ncyclopedia% &hi# +)nction #ho)l! #hi+t to the Oregon Hi#torical Society ith the e0ception o+ material# that are nee!e! +or p)blic recor!3 'aterial# +or p)blic recor! ill remain ith the ,rchi$e# an! the t o agencie# ill !etermine the be#t metho! to collaborate clo#ely3 Oral History Reso(rces% &hi# +)nction ill #hi+t completely to the Oregon Hi#torical Society3 Processing and Preserving .ollections% &hi# +)nction, an! rele$ant material#, #ho)l! #hi+t +)lly to the ,rchi$e#3 &he ,rchi$e# ill be re#pon#ible +or contin)ing to e0pan! into OR'S3 Ho e$er, any material# that are no longer re?)ire! by la b)t #ho)l! be /ept +or hi#torical p)rpo#e# ill then be mo$e! to the Oregon Hi#torical Society3 P(blications 5nit% &hi# +)nction ill remain ith the ,rchi$e#, ith the +ollo ing e0ception#: o &he SOLL ill contin)e to p)bli#h the Oregon ,ppellate *o)rt#E (eci#ion# in online an! print +ormat3 ()ring the reorganization proce##, SOLL ill !etermine any nece##ary F&E change# to tran#ition e0i#ting print an! online p)blication# to a more )#er +rien!ly, acce##ible an! )#able +ormat3 o Oregon Hi#torical Society ill contin)e to p)bli#h the Oregon Historical Quarterly. Records +anagement% &hi# +)nction ill remain ith the ,rchi$e# an! the ,rchi$e# ill remain re#pon#ible +or OR'S3 Reference Assistance for 3overnment Records% ,ll re?)ire! #tate !oc)ment# ill be con#oli!ate! ith the ,rchi$e#3 ,ny material# that are not go$ernment recor!# an! #ho)l! be /ept +or hi#torical p)rpo#e# ill then be mo$e! to the Oregon Hi#torical Society3 &he ma8ority or all o+ the#e material# #ho)l! be electronically acce##ible an! a$ailable thro)gh the 4ntegrate! Online Re+erence Sy#tem3 Regional *ederal &oc(ments &epository% &he ,rchi$e# ill become re#pon#ible +or !etermining the be#t metho! o+ collaboration3 Search 0ngine Administration for Oregon6gov% &hi# +)nction ill #hi+t to (,S3

O++icial (oc)ment# !e#cribe# a $ariety o+ recor!# that #tat)te !e#ignate# to be +ile! ith the Secretary o+ State3 4n large part the#e are legacy acti$itie# per+orme! by the Secretary o+ State +rom a perio! hen the o++ice acte! a# a central +iling point3 'o#t #igni+icant +iling# at the #tate le$el are: oath# o+ o++ice, e0ec)ti$e or!er#, clemencie# an! e0tra!ition recor!#3 ,nne0ation# are the primary local go$ernment +iling an! then they are reporte! by the ,rchi$e# to the pop)lation center at :S> an! the !epartment o+ re$en)e to #ati#+y legal re?)irement#3 :erio!ically the +e!eral cen#)# b)rea) re?)ire# the#e +iling# to be certi+ie!3

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Sec(rity .opy &epository% &hi# +)nction ill remain ith the ,rchi$e#3 &he material# #ho)l! contin)e to be electronically a$ailable an! hen po##ible, a$ailable +or online $ie ing, thro)gh OR'S3 State &oc(ments% ,ll re?)ire! #tate !oc)ment# ill be con#oli!ate! ith the ,rchi$e# an! any material# that are not go$ernment recor!# an! #ho)l! be /ept +or hi#torical p)rpo#e# ill then be mo$e! to the Oregon Hi#torical Society3H State History% Similar to the State (oc)ment#, all re?)ire! #tate !oc)ment# ill be con#oli!ate! ith the ,rchi$e# an! any material# that are not go$ernment recor!# an! #ho)l! be /ept +or hi#torical p)rpo#e# ill then be mo$e! to the Oregon Hi#torical Society3 State Records .enter% &hi# +)nction ill remain ith the ,rchi$e#3 Statewide &atabase / S(bscription Licensing% &he State Library ill contin)e to coor!inate the #election, negotiation, p)rcha#e, an! maintenance o+ !ataba#e# an! #)b#cription# +or all #tate agencie#3 &hi# i# i#e )#e o+ p)blic re#o)rce# an! pro$i!e# #eamle## acce## to ?)ality re#o)rce# in all librarie# in Oregon an! beyon! thro)gh the Librarie# o+ Oregon portal3 State i!e acce## to thi# core #et o+ !ataba#e# an! #)b#cription# mean# that #t)!ent# at all le$el# can )#e ?)ality in+ormation3 ,cce## to the#e !ataba#e# an! #)b#cription# +or all agencie# #ho)l! be pro$i!e! thro)gh the 4ntegrate! Online Re+erence Sy#tem3 Statewide Historical Records Advisory 2oard 7SHRA28% &hi# +)nction ill remain ith the ,rchi$e#3 Ho e$er, the Oregon Hi#torical Society #ho)l! con#i#tently be in$ol$e!3 S(pport for Local Libraries% &he State Library #ho)l! #)pply ample #)pport to local librarie# thro)gh the $ario)# +)nction# li#te! belo : o .ollecting and Reporting Library Statistics% &he State Library #ho)l! contin)e to maintain an! collect the#e !ata #ince thi# +)nction ha# become e##ential to library !irector#3 o .ontin(ing 0d(cation Programs% &he State Library #ho)l! contin)e thi# +)nction an! increa#e it# $irt)al an! in6per#on training# +or both librarian# an! parapro+e##ional #ta++ aro)n! the #tate3 o Library Services and echnology Act 3rants% &he State Library ill maintain the#e grant#3 &hi# i# a primary #o)rce o+ +)n!ing +or inno$ation in Oregon p)blic librarie#3 &hi# impro$e# library #er$ice# +or all Oregonian# an! ha# been +o)n! to be e0tremely co#t6e++ecti$e in achie$ing thi# goal3 o Oregon School Library Information System 7OSLIS8% &he State Library #ho)l! contin)e to maintain an! pro$i!e acce## to OSL4S3 &he State Library gi$e# -612 teacher# an! #t)!ent# acce## to the #tate i!e !ataba#e# an! #)b#cription# along ith re#earch t)torial# an! g)i!e#3 &he State Library #ho)l! begin incorporating more OSL4S content an! na$igation earlier in it# teacher training#3 o Ready to Read 3rant Program% &he State Library ill contin)e to pro$i!e thi# program3 4n a!!ition to pro$i!ing ca#h +or local program#, the State Library

H ,# note! pre$io)#ly, the ,rchi$e# ill be re#pon#ible +or the !eli$ery an! management o+ the#e material#3 Ho e$er, the ,rchi$e# may #tore them here$er it i# !eeme! appropriate3

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!e$elopment #ta++ member# pro$i!e g)i!ance an! #)pport to Oregon librarie# in !e$eloping their early literacy an! yo)th rea!ing initiati$e#3 5here appropriate, the State Library #ho)l! coor!inate ith the #tateE# Early Learning initiati$e#3 al1ing 2oo1 and 2raille Services 7 2A2S8% 'any p)blic librarie# !o not ha$e the collection# or #ta++ing to #er$ice #ight6impaire! Oregonian#3 &he State Library ill contin)e to pro$i!e thi# +)nction3 &he State Library #ho)l! contin)e to increa#e #igni+icantly the )pta/e o+ .,R( by all &.,.S member#3 PLI9:I % &hi# +)nction #ho)l! be !i#contin)e! #ince it i# no longer a )#e+)l tool +or the $a#t ma8ority o+ local librarie#3 &he State Library #ho)l! pro$i!e tran#itional con#)ltation +or tho#e +e #y#tem# #till )#ing :L4%-4&3

&ivision of *(nctions;+aterials S(mmary by &epartment he Archives &ivision (oc)ment Repo#itory Fe!eral (oc)ment# Legi#lati$e Re#earch ,##i#tance O++icial (oc)ment# Re$ie Oregon .)lletin :roce##ing an! :re#er$ing *ollection# :)blication# >nit 1 ith e0ception#, #ee abo$e2 Recor!# 'anagement Re+erence ,##i#tance +or *ollection# Regional Fe!eral (oc)ment# (epo#itory Sec)rity *opy (epo#itory State (oc)ment# State Hi#tory State Recor!# *enter State i!e Hi#torical Recor!# ,!$i#ory .oar! 1SHR,.2 &epartment of Administrative Services 7&AS8 Search Engine ,!mini#tration +or Oregon3go$ he Oregon Historical Society Oregon 7enealogy Oregon Hi#tory :ro8ect " Oregon Encyclope!ia Oral Hi#tory Re#o)rce# he State of Oregon Law Library Legal Library Re#o)rce Ser$ice# Licen#ing Legal Re#o)rce# he State of Oregon Library 4ntegrate! Online Re+erence Sy#tem coor!ination

Library Reorganization Report 'ar/eting an! &raining *ampaign State i!e (ataba#e Licen#ing S)pport Local Librarie# o *ollecting an! Reporting Library Stat# o *ontin)ing E!)cation :rogram# o Library Ser$ice# an! &echnology ,ct 7rant# o Oregon School Library 4n+ormation Sy#tem 1OSL4S o Rea!y to Rea! 7rant :rogram &al/ing .oo/ an! .raille Ser$ice# 1&.,.S2

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&iscontin(ed *(nctions% *)lt)ral Enrichment +or State Employee# Oregon *enter +or the .oo/ :L4%-4&