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Reorganization Plan For The Oregon State Library, State Archives, Oregon Historical Society, and State of Oregon Law Library
Reorganization Plan For The Oregon State Library, State Archives, Oregon Historical Society, and State of Oregon Law Library
" 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$e (irector, Oregon Hi#torical Society *athryn .o ie, (irector, State o+ Oregon La Library
Reorganization Plan for the Oregon State Library, State Archives, Oregon Historical Society, and State of Oregon Law Library Overview O$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$e! ith implementation o+ the reorganization, an! to be in+orme! imme!iately i+ there are #igni+icant problem# ith the implementation proce##3
October !"#$% 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
.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# $ie able an! i+ it i# #till in paper, all o+ the in+ormation to +in! it i# electronically acce##ible an! the act)al recor!# can be !igitize! )pon re?)e#t an! p)t into the #y#tem at that time3
5here applicable, the#e agencie# #ho)l! re6e$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
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
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$en)e to #ati#+y legal re?)irement#3 :erio!ically the +e!eral cen#)# b)rea) re?)ire# the#e +iling# to be certi+ie!3
Sec(rity .opy &epository% &hi# +)nction ill remain ith the ,rchi$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$er it i# !eeme! appropriate3
!e$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
&iscontin(ed *(nctions% *)lt)ral Enrichment +or State Employee# Oregon *enter +or the .oo/ :L4%-4&