Documents.OK.gov process documentation

              Documents.OK.gov
Process Documentation
Created: 6/4/2012 | Original Author: Douglas Doe | Target Audience: Internal
Version: 1.2 | Revision Date: 2/21/2013 | Reviser: Douglas Doe
Official Documentation for the Office of Management and Enterprise Services
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Table of Contents
Process Documentation ............................................................................................................................. 1
1.0 Purpose ................................................................................................................................................. 3
2.0 Scope..................................................................................................................................................... 3
3.0 Definitions ............................................................................................................................................. 3
Publication ................................................................................................................................................ 3
4.0 Actions .................................................................................................................................................. 4
A. Agency Publications Coordinators ........................................................................................................ 4
B. Department of Libraries........................................................................................................................ 4
C. Chief Information Officer ....................................................................................................................... 5
5.0 Responsibilities .................................................................................................................................... 5
6.0 Policy Base ........................................................................................................................................... 5
7.0 Revision History ................................................................................................................................... 6
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1.0 Purpose
HB 1086 (2011) (62 O.S. § 34.11.3) establishes the Oklahoma State Government Open Documents Initiative, which requires the Chief Information Officer to develop and maintain an online web presence at Documents.OK.gov that allows public access to all publications required by law to be submitted to either the Oklahoma Publications Clearinghouse of the Department of Libraries, the Governor, the Speaker of the House of Representatives or the President Pro Tempore of the Senate. The electronic documents are required to be provided in an indexed format, which enables to the document to be searched by specific term.
The CIO is also required to promulgate procedures by which each state agency, board, commission and public trust having the State of Oklahoma as a beneficiary shall submit a searchable electronic version of each publication to the “Documents.OK.gov” website.
The purpose of this procedure is to provide a structured process for agencies to submit publications for inclusion on the Documents.OK.gov website. It is designed to:
 Ensure that an agency is aware of what constitutes a “publication”
 Ensure that an agency receives the proper online location to submit publications and what information is expected to be submitted along with the electronic version of the publication
 Ensure that an agency knows how to locate the online repository
2.0 Scope
This procedure applies to all State of Oklahoma agencies, boards, commissions and public trusts having the State of Oklahoma as a beneficiary.
3.0 Definitions
Publication
This term refers to all publications required by law to be submitted to the Oklahoma Publications Clearinghouse of the Department of Libraries as well as reports or documents required to be submitted to the Governor, Senate President Pro Tempore or the Speaker of the House of Representatives. Required items may be submitted as Excel files if customary.
The following items should be submitted:
 Annual reports; Research reports/studies; Survey results; Task Force reports
 Executive summaries of reports
 Newsletters, magazines, journals
 Planning documents (other than drafts)
 Affirmative action plans
 Strategic plans
 Guides, handbooks, manuals; Curriculum guides
 Brochures, pamphlets, fact sheets (other than for dated events)
 Directories (file only once a year, do not file each change during the year)
 Histories
 Statistics (but do not file Excel spreadsheets)
 Laws/Rules with cover or title page if compiled by your agency from various sections of the laws/rules for convenience of your clients
 Posters (other than for dated events)
 Rules Interpretations; Rules Guidelines; AG Opinions Page 4 of 6
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The following items should not be submitted:
 News releases
 Unofficial laws/rules; rule changes; rule change impacts
 Meeting notices, agendas, handouts, minutes
 Budgets, budget requests, and all related information
 Websites; web pages
 Grant announcements, forms, memos
 Fliers/posters for dated events; training event registrations/brochures
 Internal policies and procedures and policies and procedure manuals
 Board and staff directories, photographs, biographies
 Inventories; Links; Lists of Resources
 Drafts of plans
 Federal publications or publications posted from non-profit agencies or companies
 Legal decisions, legal memos (except AG Opinions)
If the publication is for sale by your agency, you do not have to submit an electronic file. Please send print copies to the Oklahoma Publications Clearinghouse.
4.0 Actions
A. Agency Publications Coordinators
Submit all publications otherwise required by law to be submitted to either the Publications Clearinghouse of the Department of Libraries, the Governor, the Speaker of the House of Representatives or the Speaker Pro Tempore of the Senate
Ensure that electronic documents are provided in an indexed format which enables the document to be searched by specific term
Go to http://uploads.odl.ok.gov and register for an account
Upload publications using the uploader. A help guide is available online at http://uploads.odl.ok.gov/DocumentsOkGov-UploaderGuide.pdf
B. Department of Libraries
Process publications/documents filed through Documents.OK.gov uploader. Carry out batchload into ContentDM Project Client by tab-delimited file procedure. Troubleshoot any problems with batchload
Review publications/documents submitted to verify that they meet criteria of “Oklahoma state government publication” [65 O.S. 2011 §3-113.2(2)]; OPC Manual for Publications Officers; instructions on documents.ok.gov uploader site. Verify that item is not a duplicate already in Documents.OK.gov
Assign Oklahoma Documents classification number. Revise and complete metadata fields: agency, agency code, title, alternate title, authors (verified authority names), publication date, publication number, publication type, subject (Library of Congress Subject Headings), purpose, contents, notes, series, OkDocs Class#, for all parts field, for all issues field and other metadata fields as needed. Note source of publication/document as filing with Documents.OK.gov
Approve upload to ContentDM collection. Re-index collection. Proof new entries
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Notify Oklahoma Publications Clearinghouse depository libraries of new electronic publications, monthly by shipping list [65 O.S. 2011 §3-113.1.B]
Collect publications/documents not filed through documents.ok.gov system by searching agency websites. Download publication from agency website; convert to pdf or other preferred format as needed; OCR (Adobe) as needed; add to Documents.OK.gov. If publications are filed with Oklahoma Publications Clearinghouse in print, determine if they meet the Documents.OK.gov collection criteria; if yes, locate electronic copy from agency website or scan publication and add to Documents.OK.gov. Publications for sale by state agencies not added to Documents.OK.gov while on sale
Approve new users for Documents.OK.gov uploader. Maintain contact with agency publication officers [74 O.S. 2011 §3106.1(a)]. Update contacts information annually through agency directors. Provide instructions for agency publication officers through Manual for Publications Officers, memos for changes in procedures, and phone/e-mail help
Maintain contact with OMES concerning Documents.OK.gov uploader system; state agencies’ compliance with documents.ok.gov law [62 O.S. 2011 §34.11.3.C]; server response; promotion of Documents.OK.gov
Maintain contact with OCLC (ContentDM vendor) concerning software, software updates, or software problems
C. Chief Information Officer
Develop and maintain the online presence at Documents.OK.gov
Promulgate procedures by which each state agency, board, commission, and public trust having the State of Oklahoma as a beneficiary shall submit a searchable electronic version of each publication to the Documents.OK.gov website
5.0 Responsibilities
The Chief Information Officer, or a designee, is responsible for maintaining this process. Specific responsibilities are included in Section 4.
6.0 Policy Base
 Transparency, Accountability and Innovation in Oklahoma State Government 2.0 Act of 2011
 Oklahoma Statutes, Section 34.11.3 of Title 62
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7.0 Revision History
 Version 1.2 – Created Feb. 21, 2013. Changed references to Office of State Finance and OSF to Office of Management and Enterprise Services and OMES.
 Version 1.1 – Created June 19, 2012. Clarification of definition of publication to include items required to be submitted to the Oklahoma Department of Libraries. Added revision date and revision author to the cover page.
 Version 1.0 – Created June 4, 2012