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Effective information sharing - workshop session CILIP Cymru Wales Annual Conference 2014

Considers how Welsh Government Library & Archive Services works to capture and make accessible for the longer term, information published by the Welsh Government.
Promotes the Welsh Government Publications Catalogue including full text access to contemporary documents and an increasing range of historical documents from the Welsh Government and predecessor bodies - Welsh Assembly Government and Welsh Office. Further considers how the role of the Publications Catalogue is branching out to include content published as Freedom of Information Request answers, and Ministerial Decision Reports.

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Effective information sharing - workshop session CILIP Cymru Wales Annual Conference 2014

  1. 1. Making a difference. Effective information sharing within and outside of your “community” Stephen Gregory Business & Legal Team Leader Welsh Government Library & Archive Services Stephen.Gregory2@wales.gsi.gov.uk 16th May 2014 CILIP Cymru Wales Annual Conference “Making a difference: libraries and their communities”
  2. 2. Outline • Consider WG as an information provider • Consider our communities • Case study • Identification of issues and suggestions for good practice • To urge reflection on our roles
  3. 3. WG as a Publisher • Publish >770 p.a. (books, reports, guidance) (In 2013: Penguin published ca 1500 items; OUP 4200 items) • Cymru.gov.uk = 90,000 pages with sub- sites e.g. http://business.wales.gov.uk/ ; www.planninginspectorate.wales.gov.uk • Numerous others - possibly 300? e.g. www.sell2wales.gov.uk, www.visitwales.com, www.wales.com. • Social media channels
  4. 4. 0 200 400 600 800 1000 1200 1999 2001 2003 2005 2007 2009 2011 2013 2nd Assembly 2003-2006. 3rd Assembly 2007-2011. 4th Assembly 2012- Number of items added to the Pubs Archive Average 770 p.a.
  5. 5. Communities • Internal – ca. 5000 civil servants – across Wales • External – Stakeholders – WG Sponsored Bodies, representative organisations, third sector, etc. – Member of the public / other Welsh bodies – Other government departments • International • Notion of “community”?
  6. 6. WG - Effective information sharing? Q. What do you think?
  7. 7. Effective Information Sharing? • Web site – Poor search engine – Unfathomable structure – User perspective taken account of? – Inconsistent content policy – Archiving policy • Social media • Publications?
  8. 8. Q. Aware of WG Pubs Catalogue? Q. Used the catalogue?
  9. 9. WG Publications Catalogue • http://wales.gov.uk/about/foi/publications- catalogue/ • Now hidden under: About Us > FOI. • Up to June 2013 average 5200 page views per month. • July 2013 - average 330 page views / month
  10. 10. Pubs Catalogue 2 • Manually trap and catalogue WG publications • Publications request option  FPCC ca. 2000 p.a. • Including increasing number of full text file attachments, details of original web links, and supporting text. • Our Digital Archive?
  11. 11. Archive of WG Publications • Hard Copy – Archive ca. 25K items – Paper still our “gold standard” for archiving – Reasonable storage conditions • Digital Archive – Archive size ? – Very mixed formats: .doc; .xls, .pdf, .pdfA. Some text readable, many not. – Currently no means of ensuring digital continuity – Cloud storage with backup
  12. 12. Does Web Archiving Achieve this for you? Q. What’s your experience?
  13. 13. Why do we do this? The Web Archives do not suffice: • Not all layers captured = missing content • Not readily searchable. Dependent on navigating • Multiple web sites? • Restricted scraping dates • TNA 1997 - http://collections.europarc hive.org/tna/*/http://wales. gov.uk • NLW 2006 – http://www.webarchive.or g.uk/ukwa/target/122171/ source/subject • Wayback Machine 1997 - http://web.archive.org/we b/*/www.wales.gov.uk/
  14. 14. Case Study Cabinet Statements & FOI Responses 1. Comms – extract from DBs 2. Library – check data quality 3. Souton Map, upload 4. Library – quality check 1st cycle – pilot 2nd cycle – 2001 - 2013
  15. 15. Case Study -the reality Cabinet Statements & FOI Responses 1. Comms – extract from DBs 2. Library – check data quality 3. Soutron Map, upload 4. Library – quality check Pilot complete
  16. 16. Effective information sharing: barriers and enablers Q. What do you think?
  17. 17. Effective information sharing Barriers • Ownership • Cultural – Work in silos – No shared vision? • Technical – Format, content, protocols • Time / Priorities • Ignorance – not aware of bigger picture • Communication – Piggy in the middle? Enablers • Genuine desire to share data • Cultural – Understand and respect difference. • Technical – using right person for each role – Appropriate technology • Programmed / prioritised. • Shared understanding / expectations • Open / honest communication
  18. 18. Why archive? To maintain our history EfficiencyLegal • Internal / External Use. • Fully searchable • Not reinventing the wheel • Aiding the public • Aid democracy / openness • FOI – Publications Scheme • PSI Re-use - changes July 2015
  19. 19. Recap • Welsh Government as an information provider / sharer (& their effectiveness) • Identified how WG Library & Archive Services are improving effectiveness … and our learning along the way • Considered barriers & enablers to effective information sharing
  20. 20. Food for thought? • Do I have a similar archiving role within my organisation? • Could I find historical information about my organisation with ease + successfully? • What information might be going astray? • Are the boundaries between sub- professions blurring? Can I respond to this?
  21. 21. Questions or Comments? Stephen Gregory Stephen.Gregory2@wales.gsi.gov.uk @StepGreg

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