Arizona State Library, Archives and Public Records

ANNUAL REPORT 2004

TABLE OF CONTENTS

AUGUST 25, 2004 LIBRARY BOARD MEETING

Agenda ...... ……… 1 Draft Minutes of the August 13, 2003 Meeting...... ……… 2 ANNUAL REPORT TO THE BOARD Director’s Report ...... ……… 32 Library & Archives Snapshot: Fiscal, Staffing & Services Overview………... 35 Report of Accomplishments…...... ……… 36 Performance Measures – 2004 Annual Report Summary...... ……… 51 State Grants-In-Aid ...... ……… 77 Impact of Library Services & Technology Act (LSTA)…...... ……… 78 • Information Access – Beyond Geography……………………………... 87 • FirstSearch Usage Graphs, Arizona Libraries Use.…………………... 88 • ProQuest Usage Graphs, Arizona Libraries Use.…………………….. 89 Partnerships for Donations/Grants to Arizona 1997-2004 (to Date).. ……… 90 • E-rate reimbursements for Arizona libraries, 1998–2004…… ……… 120

ACTION ITEMS – PROPOSED BOARD MOTIONS, SUPPORTING DOCUMENTATION: Compendium of legal citations for Arizona State Library, Archives and Public Records rule making responsibilities……………..…..……. 121 Government Information Access and Preservation……………………………. 122 • U.S. Government Printing Office – Federal Summary………………… 123 Arizona Historical Records Advisory Board…………………………………….. 127 Records Recovery (Replevin) Legal Issues……………………………………. 128 Confidentiality of Public Records…………………………………… .... ………. 129 Arizona Centennial………………………………………………………………… 130 • Draft Legislation………………………………………………….. ………. 132 • Letters of Support…………………………………………………………. 135 Budget Request FY2006…………………………………………………………. 142 • Average Inflation for Purchase of Library Legal Materials……………. 147 • Average Inflation for Purchase of Library Serials….………….………. 149

NEWS LETTERS TO THE LEGISLATURE 2004 ...... ……… 151

AGENCY AWARDS “Polly Award” ...... ……… 160 “Turtle” Award...... ……… 162

LEGISLATION OF INTEREST TO AGENCY SB 1079 – State Archives and History Building (HB 2069) …………………………. 164 SB 1269 – Public Records; index ………………………………………………………. 165 SJR 1001 – Arizona veterans’ highway………………………………………………… 166 HB 2007 – Geographic and Historic Names Board…………………………………… 167 HB 2350 – State Intellectual Property; sale; revenues……………………………….. 169 HB 2200 – Vital records; public health statistics………………………………….…… 170 HB 2500 – Injunction; name of geographic area……………………………………… 171 HCR 2036 – Geographic names board referendum (NOW: Geographic and Historic Names Board)…………………………………….……….. 172

APPENDIX Opinion of Arizona Attorney General No. 190-005, 1/9/90………………………….. A1 Inaccurate Material: Arizona Administrative Code, Title 2. Administrative Chapter 3. Department of Library Archives and Public Records…………… A5 Arizona Model for Web Access and Preservation…………………………………… A9 Records Recovery (Replevin), Other States Information…………………………… A61 Confidential Records, Other States Information……………………………………... A66 Electronic Reference Services Survey………………………………………………… A88

BOARDS AND COMMISSIONS Arizona State Library, Archives and Public Records, Boards and Commissions Annual Report 2004

2 ARIZONA STATE LEGISLATURE MEETING NOTICE

OPEN TO THE PUBLIC BOARD OF LIBRARY, ARCHIVES AND PUBLIC RECORDS

DATE: August 25, 2004 TIME: 2:00 pm PLACE: State Capitol, Suite 200, Library, Archives and Public Records

Call To Order Introductions Adoption Of Minutes – August 13, 2003 Director’s Remarks • Polly Rosenbaum State Archives and History Building Update • Report of Accomplishments • Performance Measures • Crucial Needs – Space, staff, permanent public access to and preservation of government information

Library and Archives Introductions

Arizona Women’s Hall of Fame – Ken Evans – Induction: October 21, 2004, 2 – 4 pm

Action Items • Rules (Removal of outdated material from the Arizona Administrative Code) • New Rules (Request Secretary of State to print ASLAPR rules in the Arizona Administrative Code) • Reconfirm legal requirement for all state published material to be sent to Governor, Speaker of the House, President of the Senate, Library and Archives • Arizona Historical Records Advisory Board – extension of pilot sub-grant local records support program • Recovery of state records from commercial sale • Confidentiality – request for review of options for time specific research access • Centennial – Arizona Historical Advisory Commission – Proposal to host state coordination • Library and Archives Budget

Closing Remarks Library Board members Adjournment

Order to be Set by Chairman MEMBERS:

Jake Flake, Speaker of the House, Chair Harry Mitchell, Senator Ken Bennett, President of the Senate Meg Burton-Cahill, Representative

______(original signed)______Speaker Jake Flake, Chair

Title II of the Americans with Disabilities Act prohibits the Arizona State House from discriminating on the basis of disability in the provision of its services and public meetings. Individuals with disabilities may request reasonable accommodations, such as interpreters or alternative formats, by contacting the Senate Secretary’s Office at (602) 542- 4231 as soon as possible. Please be specific about the agenda item in which you are interested and for which you are requesting an accommodation. The Senate may not be able to provide certain accommodations prior to the meeting unless they are requested a reasonable time in advance of the meeting. This agenda will be made available in an alternative format on request. 1 **DRAFT**

BOARD OF LIBRARY, ARCHIVES AND PUBLIC RECORDS MINUTES OF AUGUST 13, 2003 MEETING

The Board of Library, Archives and Public Records met at 10:00 a.m. on August 13, 2003 at the Carnegie Center, 1101 West Washington, Phoenix, Arizona 85007.

Members Ken Bennett, President of the Senate, Chair Arizona State Senate Jake Flake, Speaker of the House Arizona State House of Representatives Meg Burton-Cahill, Representative Arizona House of Representatives Harry Mitchell, Senator Arizona State Senate

ASLAPR Staff GladysAnn Wells, Director Arizona State Library, Archives and Public Records Michael Carman Historic Preservation Officer Jane Kolbe, Division Director Library Development Division Ken Evans, Director Carnegie Center Janet Fisher, Division Director Law and Research Library Division David Hoober, Director Boards, Commissions and Development/ Acting Division Director, Museum Division Tom Martin, Chief Information Officer Information Technology Linda Montgomery, Division Director Braille and Talking Book Library Richard Pearce-Moses, Director Digital Government Information Melanie Sturgeon Division Director History and Archives Division Carol Westwood, Director of Operations Director’s Office Joel Ayala, Exhibit Designer Museum Division Cathy Griffin, Librarian Law and Research Library

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Julie Hoff, Maps Librarian Law and Research Library Betsy Lazan Librarian Law and Research Library Leslie Norton, Executive Assistant Director’s Office Marian Shepherd Museum Division Kristi Wisdom, Life Options Coordinator Carnegie Center

Legislative Staff Ken Behringer, General Counsel Arizona Legislative Council

Guests Betsey Bayless, Director Arizona Department of Administration Brenda Brown, Library Manager Peoria Public Library Debra Davenport, Auditor General Office of the Arizona Auditor General Ginny Dickey, Assistant Director, Legislative Affairs Arizona Department of Environmental Quality Karen Drake, Library Manager Chandler Public Library Larry Fellows, State Geologist Arizona Geological Survey Agnes Griffen, Retired, formerly Director, Tucson-Pima Public Library Chair, Statewide Library Development Commission Jackie Griffin, Library District Director Gila County Library District Elliott Hibbs, Director Arizona Department of Revenue David Hunenberg, Editor, AzLA Newsletter Sunrise Mountain Branch Manager Peoria Public Library Representative Huppenthal Arizona House of Representatives Doug Kupel Friends of the Arizona Archives Catherine May Friends of the Arizona Archives Teri Metros, Director Tempe Public Library

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Linda Meissner, Consultant Manager, Chandler LEED Project Brooke Sheldon, Director School of Information Resources and Library Sciences Richard Sims, Director Sharlot Hall Museum Linda Strock, Chair Arizona State Board on Geographic and Historic Names Laura Stone, Program Director Arizona Humanities Council Betsy Stunz-Hall, Acting Director Tucson-Pima Public Library Warren Whitney, Assistant Director, General Services Division Arizona Department of Administration

CALL TO ORDER

(Chairman, President Bennett) The meeting of the Board of Library, Archives and Public Records is called to order.

INTRODUCTIONS

I would like to begin with some introductions and I am going to ask GladysAnn Wells, the Director to introduce those up here at the table and any others that she would like to. When I asked her earlier, she said that through the process of our meeting today, many others will be introduced as part of presentations, so we may not do all introductions right now. In fact maybe I should introduce the legislative members. To my right is the Speaker of the House of Representatives, Representative Jake Flake. And to my left, is Representative Meg Burton-Cahill. Senator Harry Mitchell is supposedly on his way and should join us shortly.

(Wells) I’m very, very grateful for everyone coming here today. As the President said, many of you I will introduce as they discuss their topics for today. I’d like to make a special thank you to Betsey Bayless and to Elliott Hibbs who could be with us just for a little while and to indicate their support for their agency, and also to Jackie Griffen who drove all the way from Gila County, she works as a County Librarian. I am very grateful for Jackie and for Ginny Dickey who worked with us in a legislative office and is now working with us in her new responsibilities. Thank you all for coming, we appreciate you being here very, very much. If I have missed someone, my staff promises to kick me. Folks here at the head table are either from the management team who will be introduced to you or people who will be making brief presentations. Thank you.

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ADOPTION OF MINUTES

(The Chair, President Bennett) The first item of business is the adoption of minutes from the August 28, 2001 meeting. I believe that all members were provided copies of the minutes in draft form. Are there any corrections to be noted?

Motion: (Speaker Flake) I move that the minutes of the August 28, 2001 meeting be approved as mailed. (Chairman, President Bennett) There has been a motion, is there a second? (Representative Burton-Cahill) second (Chairman, President Bennett) There has been a motion and second to adopt the minutes to the meeting of the August 28, 2001. Is there any discussion? All those in favor please say “aye.” (President Bennett, Speaker Flake, and Representative Cahill- Burton) “aye.” (Chairman Bennett) Any opposed say “nay.” The ayes appear to have it, do have it, and so ordered.

(Note for the Record: Senator Mitchell joins the meeting)

DIRECTOR’S REMARKS/REPORT

(Wells) Thank you Mr. President, thank you all for coming. It’s not very often that we, with a small board, would have an entire board at a meeting. This is an especially difficult and important meeting for us, since we were not able to have a meeting last year. So we are going to try and tell you two years’ worth of effort and events and accomplishments in a very short time-period. Behind you, I don’t know whether or not you have had a chance to look at it or not, is a display showing our website which displays in an ongoing pattern; our 2001-2003 annual report – which will be delivered to your offices in exchange for our earlier 2001-2001 draft version; our “No Wrong Door” organizational structure – which is in your packet. When we met with the board two years ago we said we said we were going to try a varying strategy to organize our department. We have four distinct professions. People like to work within competencies – archivists like to work with archivists, librarians like to work with librarians. But we also had a vision to work across division lines, and I believe some of our true successes have because we have drawn from all of our four professions and worked together. But as you can tell from a chart in your packet, it is very interesting to have the staff be the most important part of the chart – they are the loop around the outside. So wherever staff felt comfortable, that was how we could ask a question, make a suggestion, or become involved. (Wells then explained the structure.)

A-Team Meets once a month. It is the final place for approval of policies and regulations.

Executive A and B The management team divided into two groups, each group meets three months on, three months off. It doesn’t interfere with their other responsibilities, but they run the agency.

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Clusters The five Clusters go across divisions – Technology, Development and Commission Work, Outreach and Special Events, Administration, Digital Government. Cluster Chairs make each division’s contribution come to pass.

History and Archives Division

(Wells) I would like to introduce “a very special person” to the board to make some brief remarks. She is part of the reason that this organization has been so successful in this very difficult network form of governance – she actually chairs both the Executive A and Executive B Teams, I don’t even attend those meetings. The Teams do their work and bring it to the A-Team. Without Dr. Melanie Sturgeon, I am not sure the agency would have been successful. Melanie also is the Division Director of the History and Archives Division.

(Sturgeon) The History and Archives Division contains the historical, permanent records of Arizona’s government from the Territorial period to the present. These are one-of-a- kind materials that range from this journal that documents the earliest activities of our Territorial government to the more than 260 boxes of records we received from Governor Hull’s office in December of 2002. You have white gloves in your packet; researchers wear these when they look at records like this old journal to protect them from the oils in our fingers. We hope these gloves will encourage you to visit the Archives at a future date.

We work with state and local governments to appraise, collect, preserve and make their historical records accessible to the public. Many times these records are filthy and damaged when they come to us. Here is an example of the kinds of conservation work we do to make certain these records will be around for generations to come.

We presently have more than 30,000 digitized photographs on-line. Each of you has two printouts of digitized images of places or persons in your districts. We are also sending you digitized images via your e-mail. These are services we provide for the public.

Finally, we are the sponsors for National History Day in Arizona, a statewide program for middle and high school students that develops critical thinking skills and requires that they conduct extensive primary research on a historical topic. This year, more than 2000 students participated and in April, 187 students qualified for the 2003 Arizona State Finals. This coming year, Prescott will be the site of a new regional competition.

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School of Information Resources and Library Sciences

(Wells) The strength in being able to work across divisions is what led to the success we’ve had in grants, and I think what we’re trying to do in part as we go through our materials today is to be answering Mr. Speaker’s question and your question Mr. President about what we fund and raise money for.

I am thrilled that one of our most successful grants involved 27 states and 11 institutions of higher education and was only one of 43 funded by the National Leadership Grant Program. It is going to help the 27 states in the west provide library education where people are, so people on reservations or those who live in rural areas won’t necessarily have to try to face six years of college in Arizona just to get a library degree. I am happy to note that one of our prime partners in that is the University of Arizona School of Information Resources and Library Sciences. I don’t know if you remember Mr. President that I saw you walking between the House and Senate early one morning early in session and I said “I am going to cause a ruckus about the Library School being recommended for closing”, and you smiled and said “I’m not surprised.”

I’d like to introduce Dr. Sheldon – Brooke, thank you. Brooke drove up from Tucson to be with us today. I want to make sure you know how important her work has been in saving the Library School. It’s perhaps not top on your radar screen, but librarianship is in dire trouble. Over a quarter of the librarians in the nation will retire in the next six or seven years. Even the President of the United States has earmarked additional money at the national level for educating new librarians. Dr. Sheldon has come out of retirement to help our Library School. She brought her credentials, which are nationally recognized to the School and helped in the implementation of improved course work and then helped discourage the cut.

Partners in that effort of course included the Arizona Library Association – let me recognize three ladies: Brenda Brown, the Librarian of Peoria and the current President of the Arizona Library Association; Betsy Stunz-Hall, who traveled here from Tucson, she is the Acting Director of the Tucson-Pima Public Library and the President Elect of the Arizona Library Association; and Terri Metros of Tempe, representing the Mountain Plains Library Association and past President of the Arizona Library Association.

Piestewa Peak/Arizona State Board on Geographic and Historic Names

(Wells gesturing toward a display with maps, place name books and a large binder) This is the display on the Arizona State Board on Geographic and Historic Names Board. Linda Strock the current Chair, and Julie Hoff, the agency’s staff member to the board are here with us today. The Arizona State Board on Geographic and Historic Names is placed with Library and Archives because the agency has a very extensive maps collection, one of the best in the country for the southwest, and a great deal of research goes into every names proposal.

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You probably remember reading about Piestewa Peak and Piestewa Freeway. I am a Legislative member on that board – but the board is primarily a gubernatorial appointed board. I promise you that those 4-inch binders, the Piestewa Peak proposal, took an enormous amount of time. We have copies for you should you wish to have a record of this public debate for your office, and I think that I can summarize the outcome of Piestewa Peak simply by saying that many on the board and many members of the Native American tribal population in Arizona felt as long as five years ago that ”squaw” was a derogatory term. The National Board has guidelines that govern derogatory terms and guidelines that govern commemorative terms – and they are guidelines. They are not law, they are not rules, they are guidelines. The board felt strongly that since all 21 tribes supported the change, that they asked for the change five years ago, that it was warranted.

I may come to you, the Library Board, for its support as the Geographic Names Board develops a packet for the National Board. I think it imperative that the packet be full of all of the information, all of the research, and all of the opinions, and that it go directly from our Library Board to the National Board. That is why we have an Arizona Board, so that we have a representative group making those decisions at the Arizona level.

I would be happy to answer any questions, or move on to the next agenda item. There is a sheet in the packet that describes the work of the Geographic Names Board, its statutory authority, and the Piesewa Peak experience.

(Chairman, President Bennett) Are there any questions? Let’s proceed with the agenda.

National Leadership Grants

(Wells) One can note in the Partnerships for Grants enclosure and in our remarks about Piestewa Peak, that our agency works quite extensively with the American Indian tribes in Arizona, in fact we have been recognized nationally as leaders in the whole cultural work with the tribal communities. We are quite proud of our partnership with the Arizona State Museum and actually share a staff person to do that work. Alyce Sadognei, a Tohono O’odam tribe member, is a member of our State Library Advisory Council, she is a member of the Arizona Humanities Council, and has helped build our tribal effort. We have received more National Leadership Grants than any other state library.

Newspaper Project

(Wells) Another happily completed project is our Arizona Newspaper project. About six years ago that was in disarray. We are very happy we got it back on track. We have a display about the project (she gestures towards the display) that shows some of the oldest papers. As we know from our work, sometimes local newspapers are absolutely the best record of what goes on in the community.

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This project was a nationally funded project. It brought us over a million dollars, to go out and find every title of every newspaper published locally in Arizona. Inventories were not complete. Our work was to work with the other partners to make a complete run of each new paper and microfilm it for historical use and for access.

We not only did a good job of doing that, we are looking for a small grant to finish up some clean up work – we successfully completed the nationally funded work, we received Library of Congress high praise for the best historical microfilming unit in the Southwest. If you remember Mr. President you asked about reproductions, that’s part of the work that goes on at the Records Center.

Records Management Division

(Wells) I now would like to introduce the person responsible for that Division and also for the microfilming work that received such excellence. Sadly Marty Richelsoph is one of the two managers that as I explained to you has submitted his retirement papers. We will be very sorry to see him go. He built the Arizona Records program. So we will not be looking for a replacement for Marty, we will be looking for a new Records Manager.

(Richelsoph) Mr. President, Mr. Speaker, members of the Board. At the end of this past fiscal year, the Records Management Division was storing 183,000 boxes of records. This represents a recovery of 183,000 square feet of office space for state agencies. Additionally, 41,000 boxes of obsolete records were destroyed at the State Records Management Center making room for newer records.

Our professional unit performed seventy-five training seminars for officials and staff of Arizona state and local governments. There were approximately 1,700 attendees in sessions provided in Phoenix, Tucson, Flagstaff, Safford, Bullhead City, Coolidge, Kingman, Prescott, Florence, and Lake Havasau City. In addition, 1,300 records management consultations were performed with state and local government agencies, helping them with their records management plans.

I’ve also prepared charts, which are in your packet and in the annual report. If you have any questions, I can attempt to answer them. They show the growth in both work we do and in our holding over the period of time since the Records Center has been in existence at the 19th and Jefferson location: • Records Center activities (accessions, retrievals, refiles/interfiles, destructions/removals) • Total Records at the Records Center as shown in cubic feet boxes • Accessions and Destructions/Removals as shown in cubit feet • Preservation Imaging Activities • Document Pages Imaged

(Wells) Marty has agreed to help us out part-time while we do our national search. I don’t think we could go “cold turkey” without him.

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Arizona Women’s Hall of Fame

(Wells) the next item is the Arizona Women’s Hall of Fame, which actually is located in this building (the Carnegie Center) that is part of the reason we wanted to have you all come down here. We are very excited about bringing this building back on line – we will tell you about our plans for it later. The Arizona Women’s Hall of Fame exhibit is on the right as you enter the room. In your packet is a program for the 2002 induction ceremony.

This is a responsibility that belongs to this board. We will be bringing you the nominations for the next induction – and it is this board that decides whether or not they enter the Arizona Women’s Hall of Fame. There are criteria and we do work broadly with a whole community interested in women’s issues, but I’d like to make a special thank you to Richard Sims of the Sharlot Hall Museum who is with us today, who drove down from Prescott. Without Sharlot Hall Museum’s backup in this effort, we would not have gotten it restarted. It has been a joint effort. His staff was here working with our staff the whole time, and is very much appreciated. It was an exciting induction ceremony, recognizing three women from very diverse backgrounds.

(Speaker Flake) I have a question. You said “This board nominates the people?”

(Wells) This board accepts the nominations for induction. You will receive a roster of nominations ranked in order from the groups that will do all of the research into these people’s history, what they contributed, and why they think they should be nominated. You will have a whole docket of information and then you will decide in a meeting which ones actually are inducted.

(Speaker Flake) Is this usually done in this meeting or in a separate meeting?

(Wells) Yes sir. It is usually done in this meeting. Last year Speaker Weiers preferred that we do it by canvassing the board members, and we did it that way last year. I had a document that they signed in terms of the ranking.

(Speaker Flake) What has been the history – one or two a year?

(Wells) At least two, and as many as three or four. It kind of depends on the research results and complete work we are able to document. We do a whole publication that backs up these women – so there is a body of research that goes behind it. We don’t like to do more than four because it waters down the impression.

(Speaker Flake) What is your thoughts and plans to that for this year?

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(Wells) Right now we are working with Betty Ruffner of Prescott and several other people. We’d like to bring it to the board next year. We’d like to hold an induction every other year because it is a bear of a workload and we don’t receive any special funds for it – it is something that we all factor in. Therefore, that would be during your year as Chair Mr. Speaker.

(Speaker Flake). Okay.

Wells) The Women’s Hall of Fame is also part of our Museum Division. So if there are no questions, I’d like to go on to our next presentation.

Museum Division

(Wells) I’d like to introduce someone who is very beloved by all of us for his flexibility and his calm. I have threatened David Hoober with running every single division in this agency because he seems to be the one who always pinch hits for me. He is the Director of Development, Boards and Commissions, and the Director of the Cluster of Boards and Commissions. However, right now his real job is Acting Director of the State Capitol Museum.

(Hoober) Mr. President, Mr. Speaker, members of the Board. The Museum has three special exhibits this year ranging from politics to natural resource management. They are described in detail in a handout in your packet. I’d like to give you brief thumbnail sketches of them this morning:

• Water vs. Rattlesnakes: Judge Kibbey Presiding, Kibbey was an Arizona politician, lawyer and organizer of the Salt River Water Users’ Association a century ago. He wrote that without water the Salt River Valley would be a desert inhabited only by the jackrabbit, coyote and rattlesnake.

• Our most popular permanent exhibit, the USS Arizona silver service, has been returned from storage where it was protected during partial restoration of the Capitol.

• The third exhibit we have this year is being done in collaboration with the Arizona Game and Fish Department in which we will be showing the diversity of wildlife species in Arizona and the Department’s role in managing those species. The highlights of the exhibits are a sculpture of a life size condor with a 9’ wingspan and a full size jaguar. This exhibit will be opening in about five weeks.

• Finally, the Declaration of Independence Road Trip will bring one of just twenty-five remaining copies of the Declaration to the Capitol Museum this fall. We are very proud that President Bennett and Speaker Flake have agreed to be honorary co- chairs of the Host Committee for this important event, which will attract thousands of visitors to the Capitol.

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Last year over 64,000 people visited the Capitol and experienced how the Capitol Museum cares for the “stuff” of state government history. On behalf of the entire division we would say that we are proud to serve you and your constituents.

(Wells) You have in your packet the first postcard we’ve ever been able to do of our own collections. This is one of the murals in the Water vs. Rattlesnakes exhibit and the other one is about our Navajo Code Talkers exhibit.

(Wells) Much of what we do we need your help with – not in terms of budget items, but in terms of your understanding what we do, which makes a huge difference because you reach people we can never hope to reach and you have influence we never can hope to have. One of the things we are proudest of is how many members have taken a real interest in their school groups touring the Capitol and some like Representative Robson have taken a real interest in everyone’s school groups. He is just wonderful, we call him and say help we have a school group without a member and he makes an appearance. It means an awful lot to the children to actually have the opportunity to talk to a member. It is one of the many ways you all help us in our work.

(Wells) I’d like to take a moment to thank Leslie Norton and Kristi Wisdom. It is an enormous amount of work to put this meeting together. They are the ones who did all of this packaging. I’d also like to thank Joel Ayala and Marian Shepherd our exhibit designers. What you see here (displays) is the result of their work with each of the divisions.

Reading and Literacy Programs

(Wells) Our reading programs are the first of the exhibits – the big turquoise ones as you came the room. It is another one of those areas where we do a lot of collaboration with other institutions. Some of you met Laura Stone, she is here with two hats on – she is representing the Arizona Humanities Council and her work with us in Arizona History Day. She is also about to become a staff member of ours, so we are very proud.

There is a lot of information about our reading programs, and I will encourage you to take a look at it. I think that one of the interesting things that happened to me early on in my tenure here when I was testifying at one of the hearings, the Chairman said “How come all of these people are here – what do they all have in common, what did you do to get them here?” It was because we were standing there with the Arizona Humanities Council, the Museum Association of Arizona, and the Friends of Arizona Archives, the Arizona Library Association, and several education groups. I said, “ Well sir, unless people read, nothing any of us do matters.” And, that’s what we are all about.

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So our reading work is very important to us. Leslie’s new responsibility will be changing at the end of this year, (when we will be assuming the Arizona Center for the Book which is a Library of Congress designation) to be the Arizona Center for the Book Coordinator, and that program will be here at the Carnegie.

The Arizona Book Festival last year brought 14,000 people to this building and these grounds for one day. It was a really wonderful event.

ACCOMPLISHMENTS

(Wells) A set of white papers, our detailed accomplishments are included in your packet. I won’t trouble you with all of them here. They will also be in your annual report version. The accomplishments are reported from board meeting to board meeting because that is when we report to you on what we have done. So this is a thick package, it goes from August 28, 2001 board meeting to just about to date.

I am very proud of what we have been able to do. I have summarized some of the highlights in my Director’s Report that is in the beginning of this volume.

Preparation for Archives Building and On-Going Restoration

The next item in your packet is the agency property maintenance. It is important to take a look at this display because with all of the budget troubles and with everything else, we were happy to partner with the Arizona Department of Administration and Risk Management to make sure that the site for the future Polly Rosenbaum History and Archives Building is now clear. It is ready - plain, flat ground, and no longer a very, very dangerous risk hazard for the State of Arizona. We shared sadness with the groups that hated to see it go, but I walked through it and saw what the damage was, and it was not salvageable – certainly not for our purposes. But thanks to insurance claims and a little bit of elbow grease, we got the site cleaned up, and will save the state almost $40,000 of the original $20 million estimate on that building. So, you can be assured that I will be coming to you over the years, or however long it takes, to ask for support somehow, somewhere for that building, and I would like to recognize Catherine May and Doug Kupel of the Friends of Arizona Archives who are in the audience today. These two people have fought for this building for upwards of fifteen years. We’ve only needed it for fifty.

In addition to that, we have finished the restoration work we were able to for the State Capital, and brought this building (the Carnegie Library back on-line, and as I mentioned to earlier, we won, the termites lost for the State Capitol – it will be there for your grandchildren to see, and the leaks were stopped here (the Carnegie Library) we no longer have to wear hard hats in this building.

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We have one person here who took a new assignment to get all of that done. He is the second manager who will be retiring fairly soon. He is also someone who did yeoman work on the Arizona Women’s Hall of Fame with the Sharlot Museum and others. Michael Carman is our Historic Preservation Officer, former Museum Director, and it is his responsibility to keep all of our miscellaneous buildings up and running – and it is a big job because we have three historic buildings and two just old buildings. (Michael Carman stands and is acknowledged).

PERFORMANCE MEASURES

(Wells) The next item is the cover sheet for our Performance Measures. In your annual report you will have all of the backup material for this that goes by division. There is also a set of footnotes. We try to highlight when we’re able to cleanup a number and make it complete or when we had to change a number for research – one such example is tracking web hits with more sophisticated software and analyzing why people come to our website. So we were able to knock off all those transitory items that weren’t really people coming in for information, but either a mistake or something else. That has been a lot of work to try and get a picture of what we do. This is an apples and orange kind of number, but what it represents is what we spend our time doing. Over 80 million people would not have been able to do something that they wanted to do if we weren’t here. So that is the message in this memorandum. Richard Pearce-Moses worked on it a great deal, but the person I would like to introduce to you now is the Chair of the Administration Cluster did the yeoman work on this and is also the Division Director of the Braille and Talking Book Library, Linda Montgomery.

Braille and Talking Book Library

(Montgomery) Mr. President, Mr. Speaker, Members of the Board: The Braille and Talking Book Library provides books and other materials on tape, and the machine to play them, to anyone who is blind, visually impaired or physically disabled and unable to read standard print materials.

It’s all sent by free matter mail anywhere in Arizona, and the service is made available through the cooperation of the federal government, state government and local volunteers. In your packets you’ll find a braille ruler, provided by the National Library Service for the Blind, and a low vision loss simulator card so you can see how difficult reading is for those with visual impairments (she holds up both items). You’ll find more information about our library and our services at our display table.

To provide information on visual impairments and assistive technologies available, the library will collaborate with several other agencies again this November on the Vision Rehabilitation and Technology Expo. This flyer about the expo is in your packet.

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We added a new service last year and now circulate descriptive videos. These are standard movie videos with added audio descriptions of action and scenery, for the person who can’t see what’s happening. Arizona Friends of Talking Books provided the funding for these.

Our Friends group is now working to provide funding for the conversion of our local recording studios to digital mastering. This will include replacing outdated reel-to-reel recorders with computers and conversion of duplicating equipment in preparation for the transition to a digital talking book. State funding originally budgeted for this was lost in the 2003 budget cuts.

Volunteers do all of our recording, and volunteers are increasingly important in helping us maintain a high level of quality in service for patrons. We recently honored volunteer Chuck Kruppe for 30 years of service and over 15,400 hours donated repairing Talking Book machines. Last October we were asked to select one volunteer to meet President Bush and chose studio narrator Joan Lincoln, also a 30-year volunteer. In fiscal year 2003 our volunteers contributed over 23,000 hours for a value to the State of over $400,000. Thank you.

NOTE: PRESIDENT BENNETT STATES FOR THE RECORD THAT REPRESENTATIVE HUPPENTHALL HAS JOINED THE AUDIENCE SITTING IN THE FRONT AND THANKS HIM FOR JOINING THEM.

(Wells) I think that one of the things that is impressive about the Braille and Talking Book Library is that it links many individuals to the rest of the world. The volunteers that we have there probably contribute more than a half a million dollars a year in what we would have to pay for otherwise. We do the recordings of the Arizona specific material – such things as Arizona Highways, so even if you are blind you can see an Arizona sunset by description. You may want to borrow one of the cassettes sometime and take a look at it - it is really amazingly well done to hear everything described. We also send as many as two thousand items a day like that from that one division. The mail comes in mail bins, so it’s pretty busy, it’s very labor intensive.

Library Development Division

The next item is a happy, happy note, since I spent two and a half years of my life running back to Washington D.C. working on our federal legislation, the Library and Museum Services Act up for reauthorization. As I mentioned to a couple of you, on my birthday, the Senate and House met late at night and reached consensus and passed the Senate unanimous consent on August 1st which, noted for the record was President Bennett’s birthday.

A group goes to Washington every May with a packet to give to our Arizona delegation to explain to them about how we use the federal money. We found that pictures are very useful in helping them visualize what has been done for their districts.

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We basically use the federal money in two ways: half of it supports direct services – things like inter-library loan, the hundred thousand miles of field work we do all over the state each year, our more than quarter of a million of dollars of training we do each year for library, archives and museum professionals; and special projects – such as the one you’ll hear about in just a few minutes. This is the kind of packet we bring to Washington to help them see quickly, because like you, our members of Congress only have about 30 seconds, to run their eyes down the page, a chance to review something because of their schedules, so we try to make it as visible as possible.

The same division that works on the federal money, is our Library Development Division, works on the State-Grants-In-Aid, which is the money you folks provide that is part of the match that allows us to receive our federal money. At one point in 1991 Arizona did not meet its match and Arizona lost its federal money. Fortunately, I got here just in time for the legislature’s decision to give us enough money to win it back, so it was a very nice wind fall to walk into, but it took seven years of litigation plus a lot of money to get it back.

I would like to introduce Dr. Jane Kolbe, the Director of the Library Development Division to talk to you about one of our special projects that was highlighted as you walked in the door.

Local Engines of Economic Development (LEED)

(Kolbe) Good morning, Mr. President, Mr. Speaker, members of the Board: One of the really exciting issues that we are focusing on this year is libraries as “Local Engines of Economic Development.” The outcome expected is that the local economy will benefit from collaboration between the library and local business or industry.

A pilot project that we expect to be the model for other libraries around the state is taking place in Chandler and is featured here today at the display table to the left just as you came in today. Linda Meissner, designer of the program and its project manager, and her partner Karen Drake, Library Manager of the Chandler Public Library are both here today. They also worked with the Chandler Chamber of Commerce and Chandler Economic Development office. As a first step, they conducted a gap analysis with their key advisor group to take count where everyone was with the services that they offered as well as the services that the library offered to see what it is that really was needed in Chandler to help small businesses to determine the role the library can play in starting and growing small businesses in Chandler.

The key advisors group such as bankers, SCORE (Senior Core of Retired Executives) and the Small Business Administration, etc. have turned out to be very excited about this project. A Small Business Information Passport has been developed to help entrepreneurs as they move through the system of services that are available for small businesses, the services that the library has offered and to facilitate the communication between and among the key advisors and small business entrepreneurs. This key

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advisor group is really excited about the work that they have done together and are discovering services that the library can do that they had no idea about. The next step will be a Small Business Summit, which is scheduled for September 24th at the Chandler Library that will introduce the library’s resources along with the services of other agencies and organizations that help create and grow small businesses – the bankers, the lawyers, the Small Business Administration, the Hispanic economic types, people from State and Chandler procurement, etc. They are expecting 150 entrepreneurs to come that day and hear about all of these services. If you want more information, there is an article in the packet from Business Journal about the work at Chandler.

(Wells) One of the things that we must do to qualify for our federal money such as that which is supporting this project in Chandler is to do a five-year plan. We have to literally do a flight plan with the federal government saying these are the things that we are going to work on. We spent two years with the Statewide Library Development Commission, many of the people in this room worked on that Commission with us, and that report kind of gave the benchmark study of Arizona’s libraries as we go into the 21st Century. We looked at the context, we talked to demographics folks, and economic experts and education experts to find out what libraries role could and should be. Agnes Griffen now retired drove up today from Tucson chaired this Commission (has Ms. Griffen stand and be acknowledged). It was that report that led to our five-year federal report that was sited as one of the finest in the country. Dr. Kolbe and staff’s program was used as examples at the federal training session for other states, and we were very proud of that.

CARNEGIE CENTER – LIFE OPTIONS

(Wells) I would like to introduce our Carnegie Center Director and talk about a few of the things we would like to do here.

But first I have a real special thank you. Dr. Fellows is in the audience, our State Geologist. I don’t know if you know that he is an eminent photographic artist. I appealed to him when I saw the beautiful things hanging in his office just before the Arizona Book Festival, because we had bare walls in the Carnegie Center, and he came up with the five gorgeous photographs that are in the alcove to the right. So he took them off his living room walls. So I owe his wife dinner and we owe him a thank you. She did ask him when he was coming here today if any of her pictures where coming back.

We have an art idea for the Carnegie Center to bring to you in a couple of months. A former Senator Rusty Bowers who you know and love well and is a sculptor has an idea that he would like to help us work on for your consideration.

Ken Evans is our newest member of the management team. He is going to speak briefly to you about the Carnegie and our plans for the Carnegie.

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(Evans) Mr. President, Mr. Speaker, members of the Board: At the close of the 19th century, American industrialist, Andrew Carnegie, identified libraries as the most important community asset and made them the primary focus for the dispersal of his vast fortune. Arizona was able to secure Carnegie support for libraries in Prescott, Tucson, Yuma and Phoenix.

From it’s opening in 1908 until 1954 this building served as the Phoenix Public Library. After 1954 the building served as a recreation hall, social services center, storage facility and way station for the homeless. In 1984 the building was renovated at a cost of $1.3 million dollars, but was closed in 2001 due to safety concerns.

Private funding is returning the building to its role as a multi-service facility and the Carnegie Center opened on March 3, 2003 to serve workers and residents in downtown Phoenix and the eastern Capitol Mall. The move of library resources to the eastern segment of the Jefferson/Washington corridor addresses the needs of state agencies as they move in that direction. All of the electronic resources, including subscription databases that are searchable from the Capitol can also be accessed from the Carnegie Center. The facility is staffed with a librarian, a security guard as well as scheduled times for Archives staff to work there.

This new Carnegie Center will serve as a symbol of continuity. In an era when so many places look alike, this unique building demonstrates the resilience and viability of its neighborhood. Working with the Law and Research Library, Genealogy Collection staff, Archives and Museum divisions, the Carnegie Center will provide traditional services through the implementation of modern technology reflective of our time and space as well as meeting and event space for public and state use.

To serve Arizona in the 21st century the Carnegie Center will initiate an experimental life-options project to provide individuals in transition, especially those leaving, reentering or retiring from the job force, with information and resources determined jointly through focus groups and community participation. The agency will partner with the Department of Administration and other agencies to include and serve the aging state workforce.

The concept of a Life Options Center is based on research conducted by Marc Freedman, founder and executive director of Civic Ventures. With Funding from the Virginia G. Piper Charitable Trust, Libraries for the Future has partnered with Civic Ventures to create the Life Options Libraries project. To date the project has:

• Conducted an assets and needs assessment

• Convened the Maricopa County Commission on Productive Aging, co-chaired by Jack Pfister and Phoenix Librarian Toni Garvey

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• Combined the assets/needs assessment results and the Commission’s recommendations to create a Life Options toolkit for libraries and other community centers; and

• Conducted a Life Options Institute in May to allow librarians to learn about life options principles and practices

Since libraries are uniquely positioned to play and important role in the changing nature of aging, retirement and volunteer resource development in America, the Life Options Libraries will foster planning and positive approaches to productive aging. The Carnegie Center will serve as a demonstration site to test life options work and the State Library will use its experience at the Carnegie Center and Library Services and Technology funds to disseminate information and to assist libraries statewide as they develop life options programs locally. Thank you.

(Wells) This is one of the examples where we do a private-public partnership. The Piper Trust is interested in Maricopa County. We are interested in learning everything we can learn with them as they do their work in Maricopa County. We also will then take that model with our federal funds and make sure that libraries all over the state have an opportunity to learn from the work done here.

Law And Research Library Division

(Wells) The next presentation is very much related to some things that you both asked me to review, and that is the law collection and some special services to the legislature. It is also why we asked Mr. Huppenthal to come to join us to listen too.

Janet Fisher is the Director of the Law and Research Library. I will absolutely stress to all of you that for six months Janet and Melanie Sturgeon (Director of the History and Archives Division) have walked around with blueprints and building floor plans, and calculators trying to make that move (Law Library) possible.

(Fisher) Mr. President, Mr. Speaker, members of the Board: There are 3 activities I would like to talk to you about today:

• One is the move of the Law Collection back to the Capitol with cost savings and effort involved

• Another is the ongoing interest in the Electronic Reference Service in the House and Senate

• And, third is recognition of the state library’s role with Arizona state publications in electronic format

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Move of the Law Collection

Given the cuts in our budget, we could no longer afford the rent for the additional space at the Arizona State Courts Building and moved the Law Collection back into the State Capitol. The law collection has been available for use at the Capitol since March 3rd of this year.

I was here 12 years ago when the law materials moved to the State Courts Building. Law materials were pulled from the Research Library, leaving only a minimal number of those legislatively purchased law titles for the use of legislative researchers. Many letters and complaints were received during that time. The collection was reviewed several times and within a few years of the original move, more law materials were moved out of the Capitol. Although the law materials make up about 80-85% of our annual acquisitions purchases, the State Courts Building was further away and use by legislative staff declined. The return of these materials to the Capitol has restored their accessibility to legislative staff.

During the last six years, we reviewed and honed all of our library collections to:

• Define what we alone can supply -- those materials that were unique in our collection or needed by our primary legislative and state agency clients

• Share materials and satisfy the needs of Arizona researchers through coordination with collegial institutions.

This is also how we reviewed the Law Collection to prepare for the move.

Imagine our dilemma with the law collection – to take a facility (approximately the length of a football field) containing around 150,000 – 175,000 volumes and to turn it on its side to fit into 4 floors of occupied space in the Capitol. Our goal was to save $800,000 and help this agency absorb the loss of 17 positions. We worked through this process without receiving any additional funds to make the move happen.

We have completed the move, after relocating approximately 19 staff from 3 divisions (Law & Research, Museum and Archives) and moving significant numbers of materials, totaling over 200,000 books and periodicals, and over 1 million microfiche and microfilm. We did this without any additional funds for the move.

The primary legal materials are now in one place in the State Capitol building. We have collaborated throughout this process and continue to collaborate with the four main Arizona Law Libraries (University of Arizona, Arizona State University, Maricopa County Superior Court, and Pima County) to ensure effective access to legal materials within Arizona. We are working hard with our partners to ensure that there is no loss of legal information to the state.

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We have also begun orienting people to this new location and the collection: Court staff (Supreme Court and Court of Appeals) have attended orientations, and we have invited legislative staff to schedule tours also.

Electronic Reference Service

Next let me turn to our Electronic Reference Service. Our best tangible example of providing direct service to the legislature is the Electronic Reference Service in the House and Senate buildings. The Electronic Reference Service was initiated in 1997, as one of the first demonstrable projects that GladysAnn started as State Librarian. This project started in a room immediately inside the east entrance of the Capitol Building where primarily legislative staff could search electronic resources, and a limited number of print resources, to aid in their formulation of laws or other work they were doing. We worked with legislative staff to identify sources that were useful to their work, merging their content knowledge and our indexing and searching knowledge. The databases and print resources were selected, training provided, and we opened the room for 24-hour access by legislative staff. Librarians were also assigned to be present in that area for several hours each day. That was 5 ½ years ago. Since that time, we have had to relocate our search area and were invited to share space in the research areas of both the House and Senate.

Despite the fact that it is difficult to afford online databases, it is important to have access to current information and to provide a broad scope of information needed by the legislature, state agencies and the public. The best and most authoritative information is often indeed found on the web but it is not free – it is available through fee-based or subscription databases. We make this costly information available to library users and support the House and Senate, in part, by working directly with their research staff in their buildings and making sure they have access to these sources 24 hours a day, 7 days a week. We have worked with database vendors to extend access to legislative staff on their laptops, when possible and affordable, and in the Electronic Reference stations and in other state library areas.

I would like to introduce two library staff that regularly provide this service in House and Senate Research daily – Cathy Griffin works in the House, and Betsy Lazan provides support in both the House and Senate ERS’s. Susan Blixt, who works in the Senate, was not able to be here today. A testament to their hard work and the continued appreciation for this function is reflected in the results of this year’s ERS survey (which is in your is packet) taken by legislative research staff.

Jo Grant, in the Tucson legislative office, has also been kept informed of the databases and services we have available and has received training on these databases over these past few years.

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Arizona State Publications in Electronic Format

Finally, I would like to take the opportunity to acknowledge your interest in electronic state publications and the state library’s role to acquire and maintain state government history through agency publications.

• We understand it is necessary to cut costs

• We understand that eliminating state reports that presumably have no direct audience is attractive, and

• We understand the effectiveness of 24/7 access to state information and that access via the web is important.

We are deeply grateful to Senator Mitchell, Rep. Huppenthal, and Senator Tibshraeny for asking if there was any report mentioned in the agency report legislation, which we must have and could not do without. We were heard and the bill was modified. Thank you very much.

Our knowledge of use and long-term value of published state information was helpful in that instance and could be a considerable resource in writing meaningful legislation in the future. Our job as the insurance policy that state information remains available to Arizona causes us not only different but more work, which we are willing to do.

With the movement to electronic publishing, our responsibilities change from that of collecting print publications from agencies, to those of harvesting publications from the web (before they disappear) and deciding what to keep and in what format. The burden is put more directly on the library to select, preserve and ensure that the publications are organized in a manner that they can be used. We are not alone in this extended role – all states and the federal government are facing the same challenge. At this time, there is no perfect model to follow.

To help us with this ongoing effort to collect and secure the history of Arizona state government through its publications, I can only ask that you:

• Send us any printed state agency publications that you no longer need; and please

• Include us upfront in the future, so that we can share our expertise and address our legal responsibilities to save electronic information for the next day.

Thank you.

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(Wells) I would like to mention, as you have heard several times, technology under girds everything we do. I am very proud that we were able to lure one of the best CIO’s in state library work and digital government work from the State of Washington to us. Tom Martin is our agency CIO and his work lead to that wonderful web page behind us, and under girds everything we do.

As you see our goals keep coming up also – collaboration, access – we work with everybody, we try to preserve what we know that everyone is going to need in the future. One of our biggest efforts is digital government, and I would like to introduce Richard Pearce-Moses, who is our Director of Digital Government.

DIGITAL GOVERNMENT

(Pearce-Moses) Mr. President, Mr. Speaker, and members of the Board: At some point, you may have run across some old family photographs that really connected to you to where you came from.

Now imagine, in fifty years, your friends and family go to your attic and they find instead of photographs floppy disks. Hardware and software is changing so fast, that unless they have the right hardware, the right software, they won’t have that same experience of seeing those photographs buried on those disks.

Today with those rapid changes we’re looking at basically having to reformat all the electronic records every five to ten years to counter software obsolescence and just to make sure that the magnetic signals or optical signals don’t degrade.

Most records have limited value – they may last three years or last in terms of their use to the state. We really don’t care about those. Longevity is not a problem for three-year records. What begins to be a problem is that small percentage of records that have long-term value – retirement records need to be kept for at least 75 years. Some records, a very small percentage, 3-5%, need to be kept permanently. We keep these records to protect the state’s legal and financial rights and interests, and to ensure accountability. Citizens rely on those records to protect their rights and interests. We use them on a regular basis, citizens use them on a regular basis.

Here’s what I’m getting at, plain and simple: we need the information on electronic records longer than they are likely to survive. It is comparatively easier to save paper, and without over simplifying it, if we can put paper on a shelf in a cool, dry room, it doesn’t get any worse. If I put a floppy disk in a cool dry room, I may not be able to read it in ten years. Unless we plan properly, those essential electronic records will be lost before we’re finished using the information they contain. If we don’t find a way to preserve these records, we won’t have the information necessary to protect the rights and interests of the state or its citizens.

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We’re not facing this problem alone. Every state and the national government are facing it. Corporations are facing these issues. It’s even being dealt with internationally. We are participating in a number of national and international research projects to make sure that we are learning from the best practices available. We bring that information back to share with state governments. We are undertaking a number of initiatives to help state government transition from paper record keeping to electronic record keeping. We are working with agencies at all levels of government to help them understand the impact of digital technology on their records.

We formed the Arizona ‘Lectronic Records Taskforce (ALERT). We would like to specifically acknowledge Auditor General Davenport in the audience. She has provided us staff to help us make sure that the basic records she needs to do her job survive. Joe Moore has been very useful on that project.

We would also like to acknowledge that GITA has included us on their PIJ approval process. State agencies are required to get permission for large-scale imaging and electronic records processes installed. Frequently, agencies didn’t know of that requirement, and by GITA putting that check mark on their PIJ process, we are able to see things. I am happy to tell you that we have the retirement system’s PIJ in front of us so that we can make sure that when we retire we can get our money.

All last year, and published this year, we put together guidelines for agencies creating or purchasing electronic recordkeeping systems. The guidelines suggest ways to minimize costs over the life of the system, and to ensure that those records are acceptable as evidence. These are for the really large systems, based on some of the Department of Defense works and University of British Columbia work to really make sure that the cost of the systems are not evaluated strictly on the design and purchase price but the long term retention of records over time. That’s where a lot of the money comes into play.

We would like to ask your help to underscore what Ms. Wells has been saying. You carry a certain amount of presence and weight with state and local government people. As you talk to people about digital government please have them come talk to us. Some people have been captured by the siren-song of vendors who promise their products can do a lot more than their products can deliver. A few people are enamored of bleeding edge technology that is not time tested. And, many are so focused on the services delivered that they forget the long-term use of the records. This is a statement of respect of the hard work of the people of the agencies are doing. They are trying so hard to get the job at hand done that they frequently forget to plan for that long term component, and that is a place where we can really help them save money.

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We hope that as you talk to people about digital government you’ll get them to talk to us because we offer unbiased opinions and an awful lot of experience. We want to make sure that it works really well. We believe strongly in the benefits of digital government. We support digital government strongly, however we also realize that if it is done poorly, those benefits will not be realized and there may be a lot of hidden costs in trying to recover the costs we need just to do our job. Thank you.

(Chairman, President Bennett) Are there any questions for Richard before we move on? Yes, Representative Huppenthall – this is an issue that probably prompted your attendance today, among others I’m sure.

(Representative Huppenthall) If it would be possible, would you talk about the ‘Lectronic Records Tasks Force a little bit more, the design and who is on it?

(Pearce-Moses) There are five agencies that have some overlapping responsibilities for digital government and electronic records. We have records management authority. Secretary of State has responsibility for PKI digital signature infrastructure, GITA for the technology, DOA Procurement Office and the Auditor General Office have responsibility. It really overlaps. So one of the principal things we are trying to do is just get all of those people to the table to make sure that we are rowing in the same direction and that we are working together. This is brand new stuff, so another thing that we are doing is trying to teach ourselves as quickly as possible.

(Representative Huppenthall) Do we have standards in place or a list of vendors that can help us support the long term and permanent preservation of records in electronic format?

(Pearce-Moses) The concern here is that frankly we do not know how to do this. We have a lot of theories out there. XML is currently being promulgated as a great idea, but what we haven’t seen is what XML going to be in ten and twenty years. If there is one thing that archivists bring, it is that twenty-year prospective. I am aware of a number of standards that were promulgated in the ‘80s that never took off. We don’t know that XML will.

(Representative Huppenthall) This is sort of a work in process, an objective that hasn’t been accomplished yet?

(Pearce-Moses) That’s absolutely right. For that reason we will not allow that 3-5% of permanent records, which we need forever, to be kept exclusively in electronic format. We’ll look to going to microfilm in some fashion as an insurance copy.

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(Wells) I think that is why we are so active at the national level with this issue, because we are all working so hard to develop the standards. Marty Richelsoph has worked a great deal nationally with the Department of Defense who has some core standards that are sort of the foundation. But there are too many vendors out there telling state agencies to just image it, it will be just fine and it will last forever. Those formats are very fragile, which is part of the reason that I begged you to come today, because I know that you are really interested in this. It is part of the reason I have been on Mr. Mitchell’s foot several times, and Senator Tipsbshraeny’s foot several times.

The ALERT also has many members – Senator Giffords, Senator Martin, are two of the members who come most often.

DISCUSSION ITEM

Budget Status

(Wells) The last two charts in the handout are illustrative of what happened to us in the budget process. After talking to you Mr. President and Mr. Speaker, I did add on the last $100,000 plus that was the amount every agency had to assume. That is our actual real dollar figure for Operations for this year.

(Chairman, President Bennett) So the appropriated budgeted amount for fiscal year 2004 is $6,552,400. But you are saying that the net effect appropriation could be reflected as $6,334,400 because the agency is being required to assume the ERE costs that were not specifically budgeted as an add-on.

(Wells) In addition to that, our Risk Management costs also went up, and those of course were also not budgeted for.

The second chart is in response to questions you both had. I tried to isolate the impact of why that $8,477,100 is so important to us. I could tell you honestly when that budget passed, I felt that I had delivered what I felt that Mark Killian had asked me to do, and I was brought here by that first board of John Greene, Mark Killian, Kathy Foster, and Ruth Solomon. The Archives Building was a reality, the salary package that would have made our recruitment possible was a reality. We had computer maintenance costs built into our budget for the first time ever, and yet we spent over a $100,000 a year in maintenance cost a year just in maintenance costs – everything we do is computerized.

In addition to that, we had some other help with our acquisitions budget – because I can tell you more honestly what we don’t collect very widely because our acquisitions budget is so limited. We don’t collect in education, sociology, history, government, ethics, criminal justice, water resources. We collect public policy, our databases have to pick up the slack and we concentrate on federal and state documents and genealogical and Arizona material because we do not have the money to collect more broadly. That is why our partnership and our collaboration is so important, but is also

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important for you to understand that we try very carefully to spend every dollar wisely. Our databases alone are very expensive, and those are the things that Janet was telling you that we make available to all of you and your staff through the ERS (Electronic Records Stations).

I know it is hard times, but my responsibility as your Director of a Legislative agency is to tell you when its “ouch”, and its “ouch time.” It is going to be very hard to run the agency that we have evolved over the last six years on this much money, because we can’t fundraise for core operations, for salaries, for acquisitions, and for the kind of improvements that we need in this building and others to make technological services possible. Richard’s (Pearce-Moses) work in digital government has been grant-funded to date. It’s now core governmental operations. It’s hard to get private vendors/funders to step up for that.

In my Director’s Report I highlight the background information I have just given you, so you have that as well. I hope you can help me as we go through the next couple of months think of creative ways to help us financially.

I’ll tell you of one example that you might be able to consider. We have several revenue streams, only one of those is forced through the appropriations process, and I am not sure why. It is a statutory revenue stream, it is our Records Services Fund, what we can spend the money on is outlined in statute. We are a legislative agency, JLBC has access to all of our information and I’m not sure why we have to have a year and a half lag to use that money (through the formal budget process), especially in hard times. So that is something that could be changed. If it wouldn’t cost any money, maybe you would be willing to consider something like that as we are working together to address both the political reality in which you asked us to work, and the reality of our service package needs.

(Chairman, President Bennett) Any questions from the board members on the budget as a discussion item?

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ACTION ITEM

Strategic Issues

(Wells) As we mentioned, our four goals are: • Providing prompt, professional legislative support; • Providing access to public information; • Preserving and documenting Arizona’s history; and • Promoting statewide collaboration for historical and cultural institutions

OSPB wanted us talk about what is it that we really need. What is that is under girding all of those activities? To answer those questions, we identified three strategic issues for our agency:

1. Resource Development

Library and Archives raised over $17 million dollars in grant funds for Arizona cultural institutions and for its own services. In the future, despite the continued downturn of the economy and the difficulties of fundraising, we will continue our efforts to seek outside funds. Although general operating funds must come from governmental sources (state general funds and federal IMLS funds), private and other governmental funds will be sought for special projects or pilot projects.

The most significant fundraising effort will center around the development of an endowment for our historic buildings preservation and maintenance.

2. Infrastructure

Library and Archives operates from 3 historic buildings and two other structures with age related repair and renovation needs. In addition, the state has needed an Archive and History building for over fifty years. Across the state, artifacts, archives and state and local governmental materials are deteriorating and often lost to pests and poor storage conditions. This material is irreplaceable, and we will continue to search for funding for the building necessary to house and care for Arizona history.

3. Digital Government

Library and Archives has a broad range of responsibilities for governmental materials in all formats from all levels of government. With the increasing digitization of federal, state and local government, e-government will be one of our most important areas of concentration. Digital government will require the professional skill sets of archivists, records managers, librarians, and technology staff to ensure usability today and preservation for tomorrow.

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This is very much a work in process, but we felt that resource development, both our fundraising and our work to make every dollar count, and to try to streamline was more appropriate as one whole category of strategic issues. The infrastructure, not only building but also changing staff training patterns, changing staffing needs. We didn’t need a Director of Digital Government when I got here six years ago. There are very real changes. Some of those thanks to your support we can do internally by redirecting staff, redefining staff, redefining jobs, but some of it is a very major concern as we move forward.

The final thing is the digital government work that Richard was telling you about, because Mr. Huppenthall knows from all of the meetings he has had with state agencies, we are all in this boat together and everything we do is borne digital, and we’ve got to figure out how to cope with it.

Since I had to file these as part of our response to OSPB, I thought it was important that you folks hear about them. They were developed under a different board and I would ask your endorsement of it, at least the concepts of these three over arching strategic issues, and understanding that it is a work in process. Thank you.

(Chairman, President Bennett) Are there any questions from Board members on the three strategic issues that are identified on the tan sheet? This is an action item. There is going to need to be a motion to endorse these as our strategic items of focus over the next year.

(Wells) I want you to know that this is how we are looking at our work, and is this okay with you? It is not a departure from everything we have done, I just tried to describe it for our OSPB plan.

(Chairman, President Bennett) Are there any questions on these items, obviously they don’t represent everything that the agency does, but I think that the focus of these three items process involve the areas we have heard of today. If there are no questions, we need a motion Mr. Speaker to approve these strategic items.

Motion: (Speaker Flake) Mr. Chairman, Mr. President, I move that we accept the action items as presented. (Chairman, President Bennett) Is there a second? (Senator Mitchell) Second. (Chairman, President Bennett) We have motion and a second to approve these strategic items for the coming year. All those in favor please say “aye.” (President Bennett, Speaker Flake, Senator Mitchell and Representative Burton-Cahill) “aye.” (Chairman, President Bennett) Any opposed say “nay.” The ayes appear to have it, do have it, and so ordered.

29 **DRAFT**

(Wells) Thank you Mr. President. I would like to say a special thank you to Mr. Huppenthall, he has included us in all of his discussions with state agencies, it has helped us a great deal, and to Auditor General Davenport, she has been wonderfully supportive of our work, because she knows our work will lead to the conclusion of her work. And, I notice that Warren Whitney came from the Department of Administration, he works very closely with us, that is why Betsey Bayless was here earlier to say hello as was Elliott Hibbs from the Department of Revenue because they are one of our biggest research and records clients. Thank you.

CLOSING

(Chairman, President Bennett) Thank you Madam Director. As we close I would like to make the microphone available to the board members if they have had comments or questions.

(Speaker Flake) Just let me make a comment. I have been snowed I can tell you for sure. I’ve never gone through so much material so fast – and you have it organized very well – thank you. It’s too bad that we’re not on this board a little longer, maybe some of the others were, but the Speaker and the President probably won’t be here too long, and I am still in awe of the things that you really do. So that I’d just like to comment my appreciation for all you do in this respect.

(Wells) Thank you sir.

(Chairman, President Bennett) If I could echo those comments, I’d also like to say, first of all thank you to each and every one of you individually and collectively for what you do on behalf of the State of Arizona. I know the last couple of years, maybe several of years, have been very difficult with the budget challenges and constraints and certainly there was evidence presented as part of information today that illustrates just how difficult things are right now.

There have been budget cuts where we would have liked not to have cut. There have been budget increases that did not occur where we would have liked to given them. There were promises and anticipation of dollars for the second time that made people think that perhaps that we were on the verge of getting the permanent facility for the Archives and Records Building and some things like that.

I can only pledge, and I think on behalf of all the legislators here, that we approach the future with an optimism that all of these challenges can and will be addressed in a way that will respect and preserve the things that we are trying to do in this agency and all of what you do.

30 **DRAFT**

Even though we sometimes hear the worst of the predictions, whether it is budgetary or otherwise, and what we read about in the newspapers, and often times we don’t have enough direct communications between the legislature and agencies, and you probably unfortunately pick up on ideas or thoughts or concepts out of the paper and a lot of the times those are the worst of what is going on and the worst possible things, and as we hope we demonstrated this last legislative session, some of the real fears that came out of some of the early proposals and early possibilities were averted.

We not only want as we move into the future to avoid the real negative, but we want to get back into thinking out of the box and in a positive way of what we can do to provide the resources necessary to move this state and everyone that’s helping make it a great state forward. We certainly appreciate everything you’re doing individually and collectively. We apologize for the frustrations that must be yours often as you watch us try to do our job.

We’re going to try and do our job better and we’re only six or seven months into this new legislature, and I think we have already identified some new ways that we’re going to do things better and more productively in the next session. Perhaps we’ll even have Special Sessions or opportunities to address some of the needs that are being presented or outlined here.

More than anything, I just want to say thank you on behalf of the entire state for what you do and make sure you understand our commitment is to support that better as we move forward.

ADJOURNMENT

(Chairman, President Bennett) If there are no comments or questions, then we will close the meeting and stand adjourned until the next meeting.

Respectfully submitted,

Leslie J. Norton Executive Assistant to the Director Arizona State Library, Archives and Public Records

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Director’s Annual Report to the Library Board

The year between our 2003 and 2004 Library Board meetings has been challenging, rewarding and very, very busy. Sections of this report explain our agency accomplishments and detail our measurement of our performance. A summary chart following this report, at a glance, describes our status. With too few staff, and with seriously reduced funding, we have increased service by 9 million service deliveries. In 2004, 89,063,374 times we helped someone—more than 89 million times we touched someone’s life. This is of necessity a composite number—our agency includes six divisions, four professions, five cross-divisional and cross-professional clusters and a variety of Boards and Commissions—not to mention over 100,000 miles of work in the field, across Arizona. We have indeed done more with less—but we have run out of less. The budget request enclosed in this report is modest—asking for only the most crucial items. However, in addition to the attached request, which we hope the Board will refer to the Appropriations Committees and to the Joint Legislative Budget Committee, our greatest need remains careful and caring storage and conservation facilities for our unique Arizona materials. We are deeply grateful for the $2 million planning appropriation included in last year’s budget for FY 2005 and we are hard at work with contractors and the Department of Administration to design the proposed Polly Rosenbaum State Archives and History Building. Beyond our request for the Board to refer our budget request for consideration, there are seven separate motions we request of the Board at this meeting. The first two provide authority to remove outdated and inaccurate material from the Arizona Administrative Code and the second is a clarification of our rule making authority with the reminder of the statutory requirement that our rules be included in the Arizona Administrative Code. A list of our very specific rule making responsibility is also included in this report. Library and Archives has seven statutory rule making responsibilities ranging from the use of our materials to the state publications description and access to the state and local records management work we describe and define through standards. The following by topic

32 are the motions we request. Each has background or explanatory material contained in our annual report to the Board.

RULEMAKING 1. Board requests the Secretary of State to remove outdated and inaccurate Library and Archives information from the Arizona Administrative Code. (Arizona Attorney General, Opinion No. 190-005, 9 January 1990.) Note: This material dates back to our placement in the Executive more than 30 years ago. 2. Board, acknowledging the specific statutory rule making authority of their legislative agency Library & Archives, and requests the Secretary of State to print Library and Archives Board-approved rules in the Arizona Administrative Code per A.R.S. §41-1001(c) and A.R.S. §41-1012.

STATE PUBLICATIONS 3. Board reconfirms importance of inclusion of the Library and Archives in list of recipients for all state publications; for example, the Governor, the Speaker, the President, and Director of Library and Archives. (A.R.S. §41-1335, subsection B, A.R.S. §41-1338, paragraph 2.) Note: Last session we tried unsuccessfully to amend more than 90 separate pieces of legislation, which did not include Library and Archives receipt of reports.

ARIZONA HISTORIC RECORDS ADVISORY BOARD 4. Board supports an extension of the 2003 pilot for local records preservation and access program sub-grants and encourages securing additional federal matching funds from the National Historical Publications and Records Commission. (36 CFR 1206, A.R.S. §41-1355.)

RECORDS RECOVERY 5. Board asks the Attorney General to conduct a national legal analysis review of the various approaches to safeguarding states’ official records and prohibiting the commercial sale of records. The Board requests the Attorney General to suggest appropriate legislative solutions for January 2005 Board and legislative consideration.

Note: Currently we have no legal mechanism to assert our legal custody over state records illegally offered for public sale.

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CONFIDENTIALITY 6. Board directs Library and Archives to review confidentiality laws in other states and make legislative recommendations to the Board for consideration. Note: Many other states have released certain otherwise confidential records after specific time period for research.

CENTENNIAL 7. The Board endorses the development of legislation to revise the Arizona Historical Advisory Council (AHAC) to reflect current practices and legislative intent, and to provide Centennial coordination and planning A.R.S. §41-861 and A.R.S. §41-1352 with the understanding that: • AHAC shall assist in the coordination for the centennial between public and private entities. • AHAC shall serve as the central State agency coordinating council for the Centennial. • AHAC, through the Library and Archives, can receive and disburse of funds.

BUDGET 8. Board recommends the proposed Library and Archives budget for consideration by the JLBC Appropriations.

Many of the highlights normally included in the Director’s Report will be in the section introducing the Library and Archives management team.

I remain deeply and profoundly proud of our agency, our staff and our accomplishments. It is my honor to work with this group of amazing individuals.

Respectfully submitted,

GladysAnn Wells Director and State Librarian

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Library & Archives Snapshot: Fiscal, Staffing & Services Overview

Performance Measures

3

90,000,000 2

1 80,000,000

70,000,000

60,000,000

50,000,000

40,000,000

30,000,000

20,000,000

10,000,000 2004 2002 2003

0

Arizona State Library, Archives and Public Records General Fund Appropriations $9,000,000

$8,477,100 $8,500,000

$8,000,000 $8,002,400

$7,500,000

$7,000,000

$6,670,100 $6,666,300 $6,500,000 $6,565,800

129.1 FTE's 124.8 FTE's 112.8 FTE's 112.8 FTE's 114.8 FTE's $6,000,000 FY 2002 FY 2003 FY 2003 FY 2004 FY 2005 (Initial)* (Actual)**

* FY 2003 (Initial) des not include the ADOA appropriation of $1,200,000 approved for the Polly Rosenbaum History Archives Building. ** Does not reflect additional reductions related to unfunded increased for Risk Management premiums, health/dental premium increases and retirement contribution increases. • • • • •

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Report of Accomplishments

The Arizona State Library, Archives and Public Records serves the information needs of Arizona citizens as authorized in Arizona Revised Statutes §41-1331 through §41-1352. Services are provided through the divisions of the agency: History and Archives, Braille and Talking Book Library, Library Development Division, Museum, Records Management, Research and Law Library and the cross-division clusters: Administration, Boards and Commissions, Digital Government, Technology and Outreach/Special Events.

Our Vision is that the Arizona Legislature and Arizonans have access to the information they need today, as well as the history of Arizona for tomorrow, through partnerships with all types of cultural and public information institutions.

Our Mission is to serve the Arizona Legislature and Arizonans by providing public access to public information, fostering historical/cultural collaborative research and information projects, and ensuring that Arizona's history is documented and preserved.

Our Four Goals provide the focus and guidance for specific activities developed to achieve our vision and to ensure that we adhere to our mission. The work of our divisions is ongoing, collaborative, cumulative, and responsive to the changing needs of our diverse Arizona constituents. Our goals are:

• Provide prompt, professional legislative support. • Provide access to public information. • Preserve and document Arizona’s history. • Promote statewide collaboration for historical and cultural institutions.

STRATEGIC ISSUES

1. Resource Development

Library and Archives and raised over $17 million dollars in grant funds for Arizona cultural institutions and for its own services. In the future, despite the continued downturn of the economy, and the difficulties of fundraising, we will continue our efforts to seek outside funds. Although general operating funds must come from governmental sources (state general funds and federal IMLS funds), private and other governmental funds will be sought for special projects or pilot projects.

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The most significant fundraising effort will center around the development of an endowment for our historic buildings preservation and maintenance.

2. Infrastructure

Library and Archives operates from 3 historic buildings and two other structures with age related repair and renovation needs. In addition, the state has needed an Archive and History building for over fifty years. Across the state artifacts, archives and state and local governmental materials are deteriorating and often lost to pests and poor storage conditions. This material is irreplaceable, and we will continue to search for funding for the building necessary to house and care for Arizona history.

3. Digital Government

Library and Archives has a broad range of responsibilities for governmental materials in all formats from all levels of government. With the increasing digitization of federal, state and local government, e-government will be one of our most important areas of concentration. Digital government will require the professional skill sets of archivists, records managers, librarians, and technology staff to ensure usability today and preservation for tomorrow.

HIGHLIGHTS OF ACCOMPLISHMENTS August 2003 - July 2004

GOAL ONE: ENHANCED LEGISLATIVE SERVICE Through our Goal 1 activities we engage Legislative staff in designing the information services that we offer for Legislative research, including documenting press coverage on national, state, and local levels; helping to retrieve and disseminate specific information; and providing support for government efforts to connect with constituents. We also make it easier for Legislators and their staffs to access our services and collections by continually refining the organization and usefulness of our resources.

Goal One Accomplishments

• Supported legislators in research efforts both directly and through legislative staff needs, for example, assisted legislators using Westlaw Patron Access.

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• Completed the microfilming of Senate bill files for 42nd legislature second regular session.

• Began working with both the Senate and the House of Representatives to microfilm legislative minutes to enable greater access and assure preservation.

• Worked with legislators and staff members to arrange meetings with students visiting the capitol. This year 7,731 students and chaperones visited the museum and met with 203 Legislators.

• Integrated the libraries of the Department of Education and the Department of Commerce into our agency collection when these agencies were forced to make budget cuts to their libraries. These collections were helpful in filling gaps in our State Agency Publications collection and in continuing agency, legislative staff and the public access to this material.

• Coordinated genealogy workshops regularly attended by legislators.

• Created two GIS maps for the Legislative staff using files requested from State Land Department.

• Conducted Electronic Reference System training for Senate Interns and hosted the Senate Orientation Open House.

• Began integrating the law collection tour, recently relocated to the Capitol, into library tours and gave specially focused tours of the division to the State Supreme Court, the Court of Appeals and their interns, legislative secretaries and assistants in addition to a variety of library groups representing public, college and special librarians.

• Compiled resources for a memorandum on the State’s repealed food tax for the legislative agency.

• Exhibit staff framed and hung portraits of past Speakers for the House of Representatives. Also provided framing services for the Senate.

• Museum made historic ballot box available for use in a ceremony in the Secretary of State’s office.

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GOAL TWO: PROVIDING ACCESS We work toward meeting Goal 2 by ensuring that our collections and finding aids are kept well-organized, readily available to our patrons, and that all patrons are efficiently served. We also initiate and maintain ongoing communication with current and potential constituents through publications and Internet technology, as well as meetings and presentations both on and off site. Meeting this goal requires that we efficiently process and repair our materials and continually develop more effective tools for public access to our research and educational materials. We also work with both Legislative members and Arizona’s Congressional Delegation on legislation, rules, and public policy issues related to ensuring access to information. Our combined division and cluster fieldwork staff logs over 100,000 Arizona miles yearly.

Goal Two Accomplishments

• Hosted the Declaration of Independence Road Trip exhibit at the Museum. Approximately 24,534 people viewed the exhibit during the ten days the exhibit was open. In conjunction with this exhibit, made available the 1910 Arizona Constitution.

• Opened the Game and Fish exhibit, “Condors, Jaguars and Bears, Oh My!” The opening was the culmination of years of support and hard work from our agency, the Museum Guild and the Game and Fish Commission. The formal opening included a presentation on condors by Game and Fish staff and a reception with special wild game dishes.

• Three members of Congress have now recorded for the Braille and Talking Book Library: U.S. Representative J.D. Hayworth, Senator Jon Kyle and, most recently, Senator John McCain recorded the foreword he wrote to the book “Arizona Goes To War”.

• Upgraded the online catalog software this year to the most current version. Instituted more robust backup procedures and currently are developing plans to upgrade five-year-old equipment. At the end of FY2004 the catalog contains 635,759 records. In addition to providing the public with access to the Library’s holdings, it is used by libraries throughout the state as a source of information regarding publications for their own catalogs. The catalog is available on the web (http://aslaprcat.lib.az.us).

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• The Library’s search engine (http://find-it.lib.az.us) now indexes more than 300,000 pages on 160 servers. The Library is investigating new search engine technology and techniques to improve access through autogenerated metadata.

• Upgraded existing technical infrastructure facilities to meet current and projected needs, and to increase the remote management capability of IT staff. Network enhancements included new switches, providing increased capabilities and connectivity for increased staffing and host computers in the capital building. Also upgraded outlying areas to newer switches with remote management capabilities. Started the process of introducing firewalls to the capitol building and remote locations. Initially, economical versions were used to get immediate protection. Currently in the process of installing enterprise level solutions. Installed Watchguard firewall appliances at the capitol building and will be installing smaller version of Watchguard at the Records Management Center and the Braille and Talking Book Library.

• The Arizona State Library, Archives and Public Records has significantly increased its web presence over the last year, especially in the amount of dynamic web content available. A sampling of internal projects includes:

For agency staff: i. RMD Invoice – Allows development and printing of RMD Invoices via the web interface. ii. Purchase Order System - allows input and tracking of Purchase Orders via the web interface.

For Public: i. Cultural Inventory Project – an on line, searchable listing of Arizona cultural institutions. ii. Library Directory – an on-line, searchable listing of all Arizona libraries iii. Legislative Committee Reports – a listing and web display of Legislative Committee Reports. iv. .Newspaper Index –an index of newspapers within Arizona, to include listings, holdings and locations. v. Biographies –an index of names from numerous archival sources (150,000 names).

For Arizona cultural institutions and the public:

i. Event Registration – allows Arizona cultural institutions to post events and the public to sign up for these events online. Used by numerous libraries in the state.

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ii. Jobs Online – allows customers to input job announcements and allows viewing of these announcements from the web. Used by numerous cultural institutions in the state and nation. iii. Naturalization – listing of Arizona naturalized citizens, merged with the Biography database. iv. Pioneer Certificate – a listing of the Pioneer Certificates awarded within Arizona. v. Obituary Project - a database containing obituary listing from Arizona newspapers. vi. African American Death Index – listing of death certificates for African Americans in Arizona.

Projects for external customers designed and hosted by the Arizona State Library, Archive and Public Records.

i. Literacy Organizations - a database of literacy organizations in Arizona, to include contacts and program descriptions. ii. Equal Access – a web project to provide various web tools and training to Arizona librarians.

To support these operations, we have installed two additional web servers for agency support and one for Equal Access support. We have also worked this year to improve the functionality of the Find-It Arizona, Government Information Locator Services program. This is a web based search engine providing access to state government documents.

• To support increased web presence, installed two additional web servers for agency support and one for Equal Access support. Also worked to improve the functionality of the Find-It Arizona, Government Information Locator Services program, which is a web based search engine providing access to state government documents.

• Installed wireless access points (802.11B/G 54MB) throughout the agency. This includes all floors of the capitol building, J.M. Evans House (Library Development Division), Carnegie Center, and Records Management Center.

• Provided a workshop for teachers from Maricopa County Schools and Glendale Unified School District.

• Worked with ASU education students on using primary resources in the classroom, including hands-on documents and photograph analysis and provided information on analyzing the 1870 and 1880 Arizona federal census for ASU education students.

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• Presented interesting and informative sessions on genealogical topics to approximately 13 genealogy groups such as the Sun Valley History and Genealogy Society and the Northern Arizona Genealogical Society as well as organized genealogy’s very popular Lunchtime Family History monthly sessions, which are held at the Carnegie Center. During the budget downturn, the Family History Society of Arizona adopted the library as its special project and made a one-time donation of $1000 to renew standing orders and periodicals that had been dropped as a result of limited funding.

• Acquired 42,026 cubic feet of records from entities including the Governor’s Office, the Special Water Master of the Supreme Court, Maricopa County Courts, Department of Health Services, Department of Corrections, Arizona Department of Transportation, and the Arizona Federation of Business and Professional Women’s Clubs.

• Transferred 202,047 microfilm images to electronic images to improve access to information and augment workflow within Arizona state agencies.

• Produced 1824 rolls of microfilm.

• Records Management responded to 11,715 inquiries from clients and the general public and participated in 1748 on-site or telephonic consultations with state agencies and political subdivisions.

• Processed over 3000 folders for archival collections and 400 vertical file folders for the Arizona Collection.

• Provided online access to the Biographical Database, which provides an index to approximately 130,00 Arizona names. A search of the database pulls up references to obituaries for biographical files in the Arizona collection, legislative files, Who's Who in Arizona entries, and the WPA biographical files in the Archives. References to the person include the names of books where they can be found, the call number and the page number the person appears on. The database is accessible through the agency website on the Archives webpage by clicking on Arizona Biographical Database.

• Staffed agency booth at the annual Arizona Library Association Conference held at the Phoenix Civic Plaza. Answered questions about the agency and provided valuable information to attendees.

• Recorded the Constitution, Declaration of Independence and Pledge of Allegiance in Spanish at the request of a patron.

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• Conducted tours of the library for groups such as the Navajo Nation, University of Arizona Library School students, Maricopa County Library Council Continuing Education Committee, Everest College paralegal students, the Department of Education’s Exceptional Education Services staff, and Arizona State University education students as well as to newly appointed Court of Appeals Judge Pat Norris.

• Participated in the Supreme Court’s Orientation for New Interns and conducted a tour of the law collection for interns.

• Represented the Braille and Talking Book Library at over 60 programs to over 5,000 attendees for groups like the North Phoenix Lions Club and the Immanuel Campus of Care Health Fair.

• Conducted tours of the genealogy collection for members of the West Valley Genealogical Society and the Mesa RV Park Genealogical Club.

• Gave presentations on the genealogy collection to genealogy groups including the Rincon County West Genealogical Society in Tucson, the Glendale Public Library and the Arizona Family History Society.

• Logged approximately 1000 volunteer hours in Archives. Answered over 16,000 reference requests and patrons accessed the Arizona Collection over 3500 times.

• Braille and Talking Book Library circulated 449,105 books, magazines, cassette players, braille books and descriptive videos to Arizona patrons.

• Received approximately 13,000 calls to Newsline® and logged over 350,000 minutes connecting people to information sighted individuals take for granted when they read the daily newspaper.

• Created an online version of the Library Services Technology Act grant application to make applying more convenient for grantees.

• Answered 473 inquiries from libraries about e-rate and CIPA and facilitated e-rate reimbursements authorized for public libraries in Arizona. The total reimbursement amount for 54 libraries in 2003 was $3,749,292.

• Updated Tough Issues workshop trainer on the latest decisions and resources that pertain to CIPA, the Patriot Act, and libraries and set a curriculum for the workshops. • Provided additional training through ProQuest on ABI/INFORM database to Economic Development Informational Center (EDIC) librarians and business

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librarians in March via the Internet and speakerphone. The one-hour training provided additional research tips and tricks to the onsite training last spring. • ProQuest trainer conducted online ABI/INFORM training sessions during the fourth week in April for Arizona public library staff. • Published and distributed both the Children’s Services Newsletter and the LDD on the Road Newsletter monthly and posted each to the Agency’s website.

• Welcomed over 3000 individuals into the Museum for self-guided tours and over 700 participated in a tour conducted by a staff member or volunteer.

GOAL THREE: PRESERVING ARIZONA To effectively preserve the history, culture, and traditions of Arizona, we work with individuals and agencies throughout the state and nation to identify, collect, access, and preserve the fundamental documents and artifacts that document the state’s rich past. We also ensure that the collected materials are repaired and augmented as necessary.

Goal Three Accomplishments

• The family of Polly Rosenbaum has begun the process of donating her papers to the State Archives. The six cubic feet of records received so far is a wonderful addition to the collections of 31 other legislators.

• Received the Governor’s Heritage Preservation Honor Award for the Arizona State Capitol Museum Historic Rehabilitation and Repair Project from the State Historic Preservation office, which sponsors the program, for outstanding achievements in preserving prehistoric and historic resources.

• Preserved the physical condition of over 3000 photographs and reorganized the materials for future archival retrieval.

• Received the original book of Minutes of the Board of Medical Examiners from a gentleman who reported that it had been in his family for over 50 years. He returned the minute book back to the state and it now resides in the Archives. This volume documents the history of the Medical Board from its inception through 1937 and is a valuable addition to the state’s historical record.

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• Conducted two oral history interviews with soon-to-be retired Michael Carmen about the history of the Capitol Museum while under his jurisdiction.

• Made major strides implementing two programs to preserve state publications on the web. Both are part of national research projects to discover the best methods to identify, select, acquire, describe, provide access to, and preserve hundreds of thousands of documents:

i. CVS web archives. Installed a server to harvest documents from state agency websites and store them on a Linux server. Publications can be preserved even after they are removed from agency servers. The CVS Web Archives uses compression technology to minimize necessary disk space. This program uses software developed by the University of Illinois at Urbana Champaign and the Illinois State Library as a federally funded grant project from the Institute of Museum and Library Services (IMLS). ii. Arizona model for web access and preservation. While the basic functions of identifying, selecting, acquiring, describing, providing access to, and preserving documents remains the same, the manner in which those functions are performed changes radically with the move from paper to electronic formats. In particular, the number of electronic publications makes traditional approaches to those functions impractical. The Arizona State Library and Archives has developed a model that describes a set of new tools to help perform those functions in an electronic environment and a methodology for using those tools effectively and efficiently. OCLC, a national library services cooperative, and the University of Illinois at Urbana Champaign adopted the Arizona Model as the basis for a major research initiative that will result in software tools that will help libraries nationwide accomplish their task of preserving state history.

• Volunteers recorded 71 books and 88 other projects in the recording studio at the Braille and Talking Book Library.

• All of the books recorded by Arizona volunteers are available for loan to other Talking Book libraries. Last year 558 of them were sent to 42 states, Canada, District of Columbia, England, Germany, Israel, Mexico and Singapore. Sports ‘N Spokes magazine is sent each month to a patron in South Africa.

• Repaired over 10,000 cassette books and 4478 machines at the Braille and Talking Book Library.

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• Recruited volunteers resulting in approximately 1900 volunteer hours in the Law and Research Library.

• Met with a statewide committee of Clerks of the Court to review their proposal for new retention schedules for court records. Worked with Ted Wilson, the Supreme Court administrator for several weeks carefully going over every category of civil and criminal cases and received input from historians and state archivists. Developed a statement of historical value and recommended that all records in specific categories be considered permanent and that the courts institute sampling procedures for others. Recommendations were presented to a statewide court administrator’s committee, which agreed with proposals. Our staff continues to work with the Clerks of the Court.

• Completed initial phase of Maricopa Count Board of Supervisors Minutes, film and scan.

• Received great news from the Head of Quality Assurance at the National Library Service for the Blind and Physically Handicapped, Library of Congress that a volunteer recording of “Grand Canyon Women” was accepted into the national collection. It was noted that the recording was produced in a professional manner with exceptional narration and technical quality; the recording was produced at the Mesa studio.

• Received 137 Ariel photographs of Maricopa County, dated 1964 from the Higley office of the USDA Natural Resources Conservation Service. Staff created an index for the photos, making them usable by the public.

• Presented 89 records management workshops to 1,751 employees of places such as Prescott Valley, Navajo County, Apache County, Holbrook, Pinetop Police Department, St John’s Police Department, State Parks, Prescott Fire District, Bullhead City, Kingman Unified School District, Pima County, Pinal County, City of Tucson, City of Mesa, Department of Education’s Academic Achievement, Showlow Police Department, Snowflake Police Department and Apache County Sheriff’s Department. These workshops were updated to include recent information and, as a result, attendance has significantly increased.

• Served as a facilitator on an e-records management workgroup of US Forest Service records officers during their annual conference held in Scottsdale.

• Provided special assistance to National History Day students preparing for this year’s competition. Gave students access to the USS Arizona collection and consulted with them on exhibit planning and construction.

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• Preserved 186,490 pages of newspapers and other historic documents using microimaging technologies.

• Updated records retention and disposition manuals to reflect current legal requirements and other administrative needs.

GOAL FOUR: PROMOTING STATEWIDE COLLABORATION To meet Goal 4, we provide Arizona’s cultural and public information communities with leadership, problem solving, and information to help them improve the depth and breadth of the cultural and historic services they offer to Arizonans. We participate in a variety of statewide working groups to collaborate in building an inventory of Arizona’s cultural collections – print and web-based – for all to use and to improve local services and information. This agency has received (and has also helped Arizona win) more National Leadership Grants than any other state library.

Goal Four Accomplishments

• Participated in five regional National History Day competitions in Sierra Vista, Prescott, Tucson, Phoenix, and Tempe. Prescott had the first regional competition there in many years with a number of Native American students participating. In addition, staff organized, judged and supervised students and their projects at the National History Day regional and state competitions. Approximately 3000 students statewide participated in National History Day competitions in Arizona, 202 participated in state finals, and 43 qualified for the National Finals held in College Park, Maryland. Two projects from Arizona finished in the top 12 at the national competition. • Hosted and attended the Arizona Humanities Council Book Festival held at the Carnegie Center. Over 12,000 people attended the event on Saturday, April 3, 2004. • Coordinated OneBookAZ with the Arizona Humanities Council, Barnes & Noble, Maricopa County Library Council, and the Phoenix Zoo. Total participation for both the adult and children’s events reached over 75,000 people.

47

• Participated in a number of national and international digital government projects. For example, the Sedona Conference, National Electronic Commerce Coordinating Committee (EC3), Arizona ’LEctronic Records Taskforce (ALERT), InterPARES2, and the Glossary of Archival and Records Terminology, Society of American Archivists. This work has allowed Arizona to stay on the forefront of the rapidly evolving field of electronic records, ensuring that the state has access to best practices for ensuring digital government information is trustworthy, well-managed, and can be preserved for as long as it is needed.

• Staff gave presentations on electronic records and publications at events hosted by the California State Library conference, the 6th State GILS conference, the National Association of Government Archives and Records Administrators, and the Maricopa County Association of Governments.

• Provided oversight for the First Archivists Circle, a network of tribal archivists from across the country. The agency managed grant funds on behalf of the organization and offered assistance in their efforts to form a professional association.

• Worked with ASU and teachers from two school districts to present a program on using and analyzing documents found in the Library’s collection for two ASU education classes.

• Collaborated with Friends of Arizona Archives, the Mesa Public Library and Sharlot Hall to produce an Archives workshop for the Arizona Library Association conference.

• Co-sponsored an exhibit and program with the Arizona Press Women in celebration of their 50th anniversary. Provided them with images and papers from the Press Women’s collection. Program was held at the Carnegie Center.

• Coordinated the Braille and Talking Book Library’s annual volunteer recognition event held at the Wrigley Mansion. Two volunteers were recognized for reaching 1,000 hours of service and one for 5,000 hours of service to the library. Arizona Friends of Talking Books President, Dr. David Rockwell, spoke about the Friends group’s commitment to raise the funds necessary to convert the recording studios to digital mastering. In FY2004, volunteers donated over 22,000 hours for a value to the state of more than $400,000.

• Welcomed volunteers from Intel and American Express in the machine and technical services sections of the Braille and Talking Book Library.

48

• Recruited, trained and coordinated volunteers resulting in over 4000 hours of service to the Museum.

• Worked with several Tucson, Scottsdale and Tempe libraries that also have talking book machines available for exchange and updated staff on exchange procedures.

• Two staff members were elected to serve on the Arizona Genealogical Advisory Board. Judy Mullen was elected to the position of Membership Secretary and Danielle Moneta will be the Historian, Publications Chair and on the Nomination Committee.

• Created web pages for disposal and exchange lists of federal publications for Apache Junction Public Library, ASU’s Hayden and Law Libraries, Northland Pioneer College Library, Phoenix Public Library, Yavapai Community College Library and Grand Canyon University’s Fleming Library.

• Staff member Julie Hoff agreed to serve as a regional editor for the 3rd Guide to US Map Resources published by Map and Geography Round Table of the American Library Association. Hoff identified appropriate AZ library groups to receive the announcement and survey for map collections to be included in the directory.

• Offered nearly 200 different and varied continuing and professional development events and activities. The Institute is one of the centerpiece events held annually each summer in collaboration with the University of Arizona’s Library School. Over the last nine years, almost 300 rural librarians have participated in an intensive week-long training in librarianship resulting in better library service in all corners of the state. • Publicized training and collaboration opportunities available to libraries and museums through the agency. • Hosted the Gates Tribal training at the Carnegie Center. • Participated in the planning of training events sponsored by Maricopa Council Library Council’s Continuing Education committee and our agency for the upcoming year. Event titles were Danger at the Desk, Investing in Your Future, Reference at a Distance, Business Reference Workshop, Ergonomics to Reduce Workplace Stress, What’s New in Children’s Books and What’s New in Teen Books, Teens Take Over the Beach: Readers Advisory for Teens, and Back to the Beach: Readers Advisory for Adults. • Participated in the annual professional development conference for the Federal- State Cooperative Statistics program, held in Washington, DC.

49

• Coordinated and attended the annual Arizona Convocation, an opportunity for professionals from cultural institutions to get together for informational, educational and networking opportunities. The event was held in Pinetop, Arizona and was attended by almost 100 cultural institution professionals. This year’s theme was Share Your Voice, Share Your Vision, Build Your Story and focused on storytelling. Programming emphasized how vital it is for cultural professionals to be able to articulate exactly what it is they do for their communities, and presenters highlighted the significance of cultural institutions to the general concept of economic development. • Worked with 34 Arizona libraries, including tribal libraries, doing Planning for Results 2003-2004. Planning for Results is a formal, simple tool to help public libraries engage their local communities in a planning process. The result of the process focuses the library’s energy and resources on the projects and programs that the community most needs and wants. To date, of the 34 Arizona libraries that have taken advantage of this process, 20 have started plan implementation phases. An annual update, review and training will take place in August.

• Records Management Division participated and/or presented information at 18 collaborative functions with 215 attendees.

• Met with representatives from Phoenix Public Library, the Maricopa County Community Colleges, Maricopa County Library District and Thunderbird to discuss sharing the cost of buying electronic databases. • Met with the director of the STEPS Along the Border project from the Department of Health. This border project is working on three big health issues - diabetes, obesity and asthma. Meeting was to discuss the potential role that public libraries can play in this project. • Gave a presentation at STEPS Across the Border’s partner meeting in Casa Grande. Topic was Collaboration Opportunities Available between Health Projects and Libraries and also covered introduction to EqualAccess. • Continued working with State Parks to establish records management training. • Worked with various state entities such as the Public Safety Personnel Retirement System, the Board of Osteopathic Examiners, Tucson Police Department and the Industrial Commission on retention schedules, microfilming and imaging requests.

• Facilitated a program involving an ASU art history class and a conservator using the Museum collections and meeting space.

50

• Coordinated the 2004 Statehood Day event including statewide History on the Mall event. Worked closely with the Governor’s Office to schedule additional students for the Statehood/Centennial kick off and the Governor’s meetings with 4th grade students throughout the week.

• Prepared exhibits for History on the Mall in February. February was also Black History Month and the exhibits focused on African Americans. Archives exhibited a 1931 Emancipation Day proclamation from Governor George W. P Hunt, a legislative bill segregating schools, headlines from several Arizona African-American newspapers, and a photo of former legislator Art Hamilton in addition to many other interesting items.

51 Library, Archives and Public Records -- Performance Measures -- 2004 Annual Report Summary August 19, 2004

ACCESS ACTIVITIES FY2003 Actual FY2004 Actual % CY2002 Actual CY2003 Actual % Materials Loaned 771,578 835,242 8.3% 864,967 820,295 -5.2% Records Retrieved 53,620 64,216 19.8% 56,896 65,992 16.0% Questions Answered 156,286 162,221 3.8% 136,239 158,853 16.6% Consultations <1> 13,085 5,581 416.3% Patrons Registered <2> 8,854 1,987 -77.6% 7,751 5,467 -29.5% On-Line Database Searches 241,780 893,464 269.5% 5,789 449,590 7666.3% Tours <3> 1,205 264 Tour Participants/Visitation 37,215 40,993 10.2% 16,751 33,846 102.1% In-State Contacts 232,502 3,144,181 1252.3% 138,132 3,037,580 2099.0% Out-of State Contacts 23,483 87,002 270.5% 20,176 91,365 352.8% Programs/Activities <3> 2,187 0 1,617 Program Attendees 16,257 96,307 492.4% 52,154 101,337 94.3% Facility Use <3> 37 9 Facility Use Participants <3> 1,914 351 Web Site Visits 2,337,719 8,977,770 284.0% 12,096,172 5,571,801 -53.9% E-mail Delivered 5,014,336 5,879,051 17.2% 2,297,130 5,774,848 151.4% First Search Searches <4> 422,674 336,615 227,122 SIRSI Usage 690,432 529,219 -23.3% 411,144 621,988 51.3% ARIEL Usage <4> 174 197 87 Library Jobline Calls <5> 5,564 6,410 2,767 -56.8% Newsline Calls <5> 13,903 6,263 Total 10,012,474 20,743,984 107.2% 16,446,523 16,977,023 3.2%

PRESERVATION ACTIVITIES FY2003 Actual FY2004 Actual % CY2002 Actual CY2003 Actual % Materials Acquired <3> 97,824 49,903 Materials Preserved <6> 1,749,342 62,030 -96.5% 2,251,733 2,162,769 -4.0% Materials Withdrawn/Removed <3> 1,909,825 25,447 Materials Digitized <6> 407,427 206,759 -49.3% 993,398 439,351 -55.8% Titles Cataloged/Described 95,656 104,502 9.2% 42,517 110,722 160.4% Reproductions <6> 68,207,453 65,918,897 -3.4% 59,854,984 64,931,438 8.5% Consultations <1> 457 1,081 260 Total 70,460,335 68,139,983 -3.3% 63,143,713 67,719,890 7.2%

COLLABORATION ACTIVITIES FY2003 Actual FY2004 Actual % CY2002 Actual CY2003 Actual % Institutions 5,208 4,393 -15.6% 2,674 3,805 42.3% Programs / Activities 563 691 22.7% 248 526 112.1% Program Attendees 87,050 125,758 44.5% 7,978 34,071 327.1% Boards and Commissions <7> 80 0 1 Library Adv. Council Attendees <7> 48 80 0 AHAC Meeting Attendees <7> 0 60 0 Geo Names Board Attendees <7> 195 60 165 Statewide Lib. Dev. Com. Attendees <7> 0 119 0 AHRAB Meeting Attendees <7> 0 17 0 Volunteer Hours <3> 28,981 0 30,815 Total 93,064 159,903 71.8% 11,236 69,383 517.5%

LEG SERVICE ACTIVITIES FY2003 Actual FY2004 Actual % CY2002 Actual CY2003 Actual % Materials Loaned 130 95 -26.9% 28 120 328.6% Legislative Contacts 10,899 9,331 -14.4% 7,586 10,343 36.3% Questions Answered <3> 614 0 205 Tour Attendees 45 7,743 17106.7% 6,667 864 -87.0% Equipment Loans 5 55 1000.0% 2 49 2350.0% Facilities Use Permits 29 13 -55.2% 63 15 -76.2% Facilities Use Participants <3> 466 0 0 In-Service Training Sessions 29 15 -48.3% 1 0 -100.0% In-Service Training Attendees 49 40 -18.4% 12 42 250.0% On-line Database Searches <4> 0 10 50 Boxed Records in Storage 1,808 1,825 0.9% 6,774 1,795 -73.5% Library Board Attendees 080080 Total 26,923 20,277 -24.7% 21,148 13,563 -35.9%

GRAND TOTAL 80,592,796 89,064,147 10.5% 79,622,620 84,779,858 6.5%

51 Notes

<1> Consultations moved from Preservation to Access in FY2004. <2> Drop results from items previously counted here now counted elsewhere. <3> Category first counted in FY2004. <4> All online database searches combined under Access in FY2004. <5> Library Jobline discounted in FY2003; separate count for Newsline begun in FY2004.

<6> Materials preserved, materials digitized, and reproductions include copies made for preservation or access. <7> Boards and commissions counted separately until combined in FY2004.

52 Library, Archives and Public Records – Performance Measures – Calendar Year 2003

August 24, 2004

Access

Total Total % ACTIVITIES D.O. Archives BTBL LDD Museum Records Research SLL 2002 2003 Materials Loaned 27 437,104 371,410 300 8,883 2,571 864,967 820,295 -5.2% Records Retrieved 42,444 176 23,372 0 56,896 65,992 16.0% Questions Answered 13,490 16,547 73,251 8,539 11,864 14,249 16,780 4,133 136,239 158,853 16.6% Consultations 7 169 7 4,274 13 1,104 7 0 <2> 5,581 Patrons Registered 3,775 1,692 0 0 0 0 7,751 5,467 -29.5% On-Line Database Searches 2,449 211 438,121 8,744 65 5,789 449,590 7666.3% Tours 12 27 6 206 5 8 <2> 264 Tour Participants/Visitation 1,974 91 97 31,546 45 81 12 16,751 33,846 102.1% In-State Contacts 1,672 9,544 82,845 99,953 2,840,076 750 1,095 1,645 138,132 3,037,580 2099.0% Out-of State Contacts 79,529 1,451 1,295 7,653 726 128 528 55 20,176 91,365 352.8% Programs 49 11 20 1,488 9 30 10 0 <2> 1,617 Program Attendees 910 1,741 4,917 63,109 27,906 1,881 825 48 52,154 101,337 94.3% Facilities Use 0 0 0 4 5 0 0 0 <2> 9 Facilities Use Participants 0 0 0 24 327 0 0 0 <2> 351 Web Site Visits 5,571,801 12,096,172 5,571,801 -53.9% E-mail Delivered 5,774,848 2,297,130 5,774,848 151.4% First Search Searches 227,122 336,615 227,122 -32.5% SIRSI Usage 621,988 411,144 621,988 51.3% ARIEL Usage 87 197 87 -55.8% Library Jobline Calls 2,767 <3> 6,410 2,767 -56.8% Newsline calls 6,263 <4> 6,263 Total 12,064,294 80,144 610,490 1,221,800 2,913,154 41,564 37,048 8,529 16,446,523 16,977,023 3.2%

Preservation Total Total % ACTIVITIES D.O. Archives BTBL LDD Museum Records Research SLL 2002 2003 Materials Acquired 329 12,287 12 22,947 14,328 0 <2> 49,903 Materials Preserved 426,801 19,025 297 1,686,950 29,677 19 2,251,733 2,162,769 -4.0% Materials Withdrawn/Removed 0 3,872 0 20,915 660 0 <2> 25,447 Materials Digitized 5,867 0 0 433,484 00 993,398 439,351 -55.8% Titles Cataloged/Described 46,272 2,828 4,860 671 38,968 17,123 42,517 110,722 160.4% Reproductions 90,472 36,816 0 64,804,150 0 0 59,854,984 64,931,438 8.5% Consultations 75 185 000 00 1,081 260 -75.9% Total 75 569,597 62,541 5,157 66,946,170 69,305 17,142 63,143,713 67,719,890 7.2%

Collaboration Total Total % ACTIVITIES D.O. Archives BTBL LDD Museum Records Research SLL 2002 2003 Institutions 327 69 116 3,110 87 0 73 23 2,674 3,805 42.3% Programs / Activities 19 12 102 355 11 0 16 11 248 526 112.1% Program Attendees 15,027 1,1741,575 14,110 353 0 976 856 7,978 34,071 327.1% Boards and Commissions 1 0 <2> 1 Library Adv. Council Attendees 00 80 0 -100.0% AHAC Meeting Attendees 0 60 0 -100.0% Geo Names Board Attendees 165 60 165 175.0% Statewide Lib. Dev. Com. Attendees 00 119 0 -100.0% AHRAB Meeting Attendees 0 17 0 -100.0% Volunteer Hours 15,539 497 10,391 0 3,430 0 958 0 <2> 30,815 Total 15,539 1,255 1,793 17,575 3,881 0 1,065 890 11,236 69,383 517.5%

Services to the Legislature Total Total % ACTIVITIES D.O. Archives BTBL LDD Museum Records Research SLL 2002 2003 Materials Loaned 9 75 36 28 120 328.6% Legislative Contacts 2,765 136 4,782 1 1,623 1,036 7,586 10,343 36.3% Questions answered 21 43 141 <2> 205 Tour Attendees 863 1 6,667 864 -87.0% Equipment Loans 49 2 49 2350.0% Facilities Use Permits 15 63 15 -76.2% Facilities Use Attendees 18 In-Service Training Sessions 1 0 -100.0% In-Service Training Attendees 22 20 12 42 250.0% On-line Database Searches 50 10 50 400.0% Boxed Records in Storage 189 1,606 6,774 1,795 -73.5% Library Board Attendees 80 080- Total 2,845 346 5,779 1,607 1,912 1,092 21,148 13,563 -35.9%

Grand Total 12,082,753 651,342 674,824 1,239,375 2,927,971 66,989,341 109,330 27,653 79,622,620 84,779,858 6.5%

p. 1 (Printed 8/24/2004) Director's Office – Performance Measures (Actual) – Calendar Year 2003 FY 2003 FY 2004 CY2004 ACCESS ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned Records Retrieved Questions Answered 1,084 1,316 1,158 1,554 1,159 1,067 927 1,066 1,206 1,031 830 1,092 13,490 Consultations <1> ------510001 7 Patrons Registered On-Line Database Searches Tours <2> Tour Participants/Visitation In-State Contacts 0000002471685635712625 1,672 Out-of State Contacts 590 715 2,150 610 545 695 175 7,761 63,527 2,042 100 619 79,529 Programs/Activities <2> ------011111197 49 Program Attendees 000000022015016529085910 Facility Use <2> ------000000 0 Facility Use Participants <2> ------000000 0 Web Site Visits 205,497 206,135 206,798 205,212 204,619 168,612 745,990 755,990 745,990 644,991 719,990 761,977 5,571,801 E-mail Delivered 318,856 417,861 417,861 404,516 270,888 475,111 685,472 728,618 430,784 707,886 452,697 464,297 5,774,848 First Search Searches SIRSI Usage 60,746 59,602 57,933 60,674 64,062 61,103 47,191 53,079 44,280 40,188 36,370 36,760 621,988 ARIEL Usage Library Jobline Calls <3> Newsline Calls <4> Total 586,773 685,629 685,900 672,566 541,273 706,588 1,480,007 1,546,914 1,286,511 1,396,371 1,210,298 1,265,463 12,064,294

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Acquired <2> Materials Preserved Materials Withdrawn/Removed <2> Materials Digitized Titles Cataloged/Described Reproductions Consultations <1> 10 14 11 17 12 11 ------75 Total 10 14 11 17 12 11 000000 75

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Institutions 42 33 43 34 33 37 34 0 9 47 12 3 327 Programs / Activities 313241200210 19 Program Attendees 26 500 240 14,000 60 4 117 0 0 60 20 0 15,027 Boards and Commissions <5> ------100000 1 Library Adv. Council Attendees <5> 000000------0 AHAC Meeting Attendees <5> 000000------0 Geo Names Board Attendees <5> 0 0 0 165 0 0 ------165 Statewide Lib. Dev. Com. Attendees <5> 000000------0 AHRAB Meeting Attendees <5> 000000------0 Volunteer Hours <2> 000000 0 Total 71 534 286 14,201 97 42 000000 15,231

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned Legislative Contacts 404 314 316 408 405 314 100 100 101 100 102 101 2,765 Questions Answered <2> Tour Attendees <2> Equipment Loans Facilities Use Permits Facilities Use Participants <2> In-Service Training Sessions In-Service Training Attendees On-line Database Searches <7> Boxed Records in Storage Library Board Attendees 0000000800000 80 Total 404 314 316 408 405 314 100 180 101 100 102 101 2,845

p. 2 (Printed 8/24/2004) Archives – Performance Measures (Actual) – Calendar Year 2003 FY 2003 FY 2004 CY2004 ACCESS ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned 310382213022 27 Records Retrieved 4,087 3,753 3,716 3,688 2,565 4,765 3,247 3,986 3,805 3,286 2,361 3,185 42,444 Questions Answered 1,286 1,303 1,352 1,400 1,306 1,067 1,191 1,253 1,358 1,302 1,782 1,947 16,547 Consultations <1> 43 77 17 12 14 6 169 Patrons Registered 545 543 601 740 611 686 4737253 3,775 On-Line Database Searches <6> 354 301 321 463 527 483 000000 2,449 Tours <2> ------201342 12 Tour Participants/Visitation 10 19 5058319317325347363256 1,974 In-State Contacts 797 389 531 1,061 351 439 854 1,263 1,103 1,703 448 605 9,544 Out-of State Contacts 107 48 52 131 267 317 212 58 67 63 65 64 1,451 Programs/Activities <2> ------011522 11 Program Attendees 57 88 1,035 108 80 65 0 10 25 165 45 63 1,741 Facility Use <2> ------000000 0 Facility Use Participants <2> ------000000 0 Web Site Visits E-mail Delivered First Search Searches SIRSI Usage ARIEL Usage Library Jobline Calls <3> Newsline Calls <4> Total 7,246 6,445 7,613 7,594 5,720 7,832 5,874 6,973 6,708 6,893 5,111 6,135 80,144

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Acquired <2> ------115 56 12 46 26 74 329 Materials Preserved 13,915 27,055 12,400 27,875 22,200 28,500 36,300 57,180 38,580 46,128 71,578 45,090 426,801 Materials Withdrawn/Removed <2> 000000 0 Materials Digitized 564 680 212 336 1,040 140 312 367 44 282 510 1,380 5,867 Titles Cataloged/Described 3,891 2,600 4,588 3,271 6,628 4,511 3,584 3,605 3,160 3,757 2,952 3,725 46,272 Reproductions 7,502 13,032 10,538 9,524 5,693 6,824 6,103 6,932 6,254 6,589 6,302 5,179 90,472 Consultations <1> 461926283036------185 Total 25,918 43,386 27,764 41,034 35,591 40,011 46,414 68,140 48,050 56,802 81,368 55,448 569,926

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Institutions 3 4 4 34 41923104 69 Programs / Activities 011222000202 12 Program Attendees 0 35 35 737 55 29 0 0 0 250 0 33 1,174 Boards and Commissions <5> Library Adv. Council Attendees AHAC Meeting Attendees Geo Names Board Attendees Statewide Lib. Dev. Com. Attendees AHRAB Meeting Attendees Volunteer Hours ------10879561106482497 Total 3 40 40 773 61 32 117 81 59 363 64 121 1,752

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Loaned 000000000000 0 Legislative Contacts 0 7 92 5 0 10 063508 136 Questions Answered <2> ------003701121 Tour Attendees <2> ------000000 0 Equipment Loans Facilities Use Permits Facilities Use Participants <2> In-Service Training Sessions In-Service Training Attendees On-line Database Searches <7> 000000------0 Boxed Records in Storage 167 167 167 167 167 200 203 204 204 204 206 206 189 Library Board Attendees Total 167 174 259 172 167 210 203 210 210 216 206 225 346

p. 3 (Printed 8/24/2004) BTBL – Performance Measures (Actual) – Calendar Year 2003 FY 2003 FY 2004 CY2004 ACCESS ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned 39,076 34,245 34,199 41,209 32,241 34,538 41,287 33,085 36,451 41,148 32,107 37,518 437,104 Records Retrieved Questions Answered 6,607 6,173 6,280 6,161 5,918 4,898 6,135 7,052 6,140 6,825 5,159 5,903 73,251 Consultations <1> 5002000 7 Patrons Registered 164 162 155 112 144 181 146 159 190 135 144 1,692 On-Line Database Searches 00000211------211 Tours <2> ------6254100 27 Tour Participants/Visitation 4 1 7 11 2 4 21 3 5 13 20 0 91 In-State Contacts 5,582 2,863 12,072 3,296 4,251 11,964 4,333 18,436 2,893 3,333 2,478 11,344 82,845 Out-of State Contacts 192 210 182 176 251 16 0 2 4 12 238 12 1,295 Programs/Activities <2> ------311582 20 Program Attendees 287 477 754 777 402 290 124 10 75 450 1,214 57 4,917 Facility Use <2> 000000 0 Facility Use Participants <2> 000000 0 Web Site Visits E-mail Delivered First Search Searches SIRSI Usage ARIEL Usage Library Jobline Calls <3> 559 449 431 430 390 508 ------2,767 Newsline Calls <4> ------1,014 984 960 991 1,297 1,017 6,263 Total 52,471 44,418 54,087 52,215 43,567 52,578 53,104 59,721 46,695 52,971 42,666 55,997 610,490

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Acquired <2> 1,997 2,122 1,397 2,431 1,745 2,595 12,287 Materials Preserved 1,578 1,596 1,530 1,960 1,548 1,587 1,513 1,695 1,369 1,400 1,689 1,560 19,025 Materials Withdrawn/Removed <2> 908 507 463 1,046 586 362 3,872 Materials Digitized Titles Cataloged/Described 242 196 226 244 208 259 266 253 213 270 231 220 2,828 Reproductions 2,821 2,758 3,486 3,544 2,885 3,031 3,364 2,528 2,646 3,639 2,939 3,175 36,816 Consultations <1> Total 4,641 4,550 5,242 5,748 4,641 4,877 8,048 7,105 6,088 8,786 7,190 7,912 74,828

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Institutions 14 8 10 9 988898178 116 Programs / Activities 14 8 10 9 92889898 102 Program Attendees 179 100 236 147 103 185 00006250 1,575 Boards and Commissions <5> Library Adv. Council Attendees AHAC Meeting Attendees Geo Names Board Attendees Statewide Lib. Dev. Com. Attendees AHRAB Meeting Attendees Volunteer Hours ------1,850 1,541 1,860 1,939 1,639 1,563 10,391 Total 207 116 256 165 121 195 1,866 1,557 1,878 1,955 2,290 1,579 12,184

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned Legislative Contacts Questions Answered <2> Tour Attendees <2> Equipment Loans Facilities Use Permits Facilities Use Participants <2> In-Service Training Sessions In-Service Training Attendees On-line Database Searches <7> Boxed Records in Storage Library Board Attendees Total 000000000000

p. 4 (Printed 8/24/2004) LDD – Performance Measures (Actual) – Calendar Year 2003 FY 2003 FY 2004 CY2004 ACCESS ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned 28,624 28,625 28,627 27,911 27,923 45,012 3,881 2,281 82,328 8,338 7,471 80,389 371,410 Records Retrieved Questions Answered 596 667 859 778 574 440 777 829 817 756 818 628 8,539 Consultations <1> 5 764 641 832 1,031 340 661 4,274 Patrons Registered On-Line Database Searches 7,740 11,118 12,285 17,132 24,871 0 47,394 41,709 69,470 79,305 69,148 57,949 438,121 Tours <2> 120030 6 Tour Participants/Visitation 0 4 49 3001375205 97 In-State Contacts 4,394 7,004 11,079 12,949 9,627 1,514 11,494 5,258 4,385 12,020 12,638 7,591 99,953 Out-of State Contacts 544 614 540 608 1,567 380 457 419 570 615 925 414 7,653 Programs/Activities <2> ------31171,474 2 1,488 Program Attendees 123 404 676 613 327 0 48 5 25 266 60,594 28 63,109 Facility Use <2> ------000400 4 Facility Use Participants <2> ------0 0 0 24 0 0 24 Web Site Visits E-mail Delivered First Search Searches 32,653 41,541 43,900 43,488 30,540 35,000 ------227,122 SIRSI Usage ARIEL Usage Library Jobline Calls <3> Newsline Calls <4> Total 74,674 89,977 98,015 103,482 95,429 82,351 64,820 51,148 158,435 102,371 153,431 147,667 1,221,800

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Acquired <2> Materials Preserved Materials Withdrawn/Removed <2> Materials Digitized Titles Cataloged/Described Reproductions Consultations <1> 00000------0 0 Total 000000000000 0

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Institutions 124 123 362 904 423 103 321 149 163 225 213 0 3,110 Programs / Activities 17 1 22 263 20 7 4 10 4340 355 Program Attendees 294 69 706 11,390 680 89 78 244 195 90 275 0 14,110 Boards and Commissions <5> ------0 0 0 26 0 0 Library Adv. Council Attendees AHAC Meeting Attendees Geo Names Board Attendees Statewide Lib. Dev. Com. Attendees AHRAB Meeting Attendees Volunteer Hours Total 435 193 1,090 12,557 1,123 199 403 403 362 344 492 0 17,575

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL Materials Loaned Legislative Contacts Questions Answered <2> Tour Attendees <2> Equipment Loans Facilities Use Permits Facilities Use Participants <2> In-Service Training Sessions In-Service Training Attendees On-line Database Searches <7> Boxed Records in Storage Library Board Attendees Total 000000000000

p. 5 (Printed 8/24/2004) Museum – Performance Measures (Actual) – Calendar Year 2003 FY 2003 FY 2004 CY2004 ACCESS ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Loaned 1 23 19 30 1 56 26 99 33 0 0 12 300 Materials Retrieved 305021147176 Questions Answered 1,186 1,037 1,111 1,013 760 465 1,025 881 1,621 1,473 784 508 11,864 Consultations <1> ------000328 13 Patrons Registered On-Line Database Searches Tours <2> ------332925264746206 Tour Participants/Visitation 3,155 5,191 5,071 4,038 2,244 593 2,086 1,475 2,075 1,794 1,930 1,894 31,546 In-State Contacts 22 38 59 72 53 613 31 54 492,918 2,341,147 25 5,044 2,840,076 Out-of State Contacts 23874641131626024 726 Programs/Activities <2> ------201222 9 Program Attendees 2,931 164 21 62 33 5 32 0 25 24,469 62 102 27,906 Facility Use <2> ------100013 5 Facility Use Participants <2> ------5000050227327 Web Site Visits E-mail Delivered First Search Searches SIRSI Usage ARIEL Usage Library Jobline Calls <3> Newsline Calls <4> Total 7,297 6,456 6,289 5,222 3,095 2,373 3,302 2,554 496,729 2,368,914 2,926 7,997 2,913,154

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Acquired <2> 0120000 12 Materials Preserved 1 11 1 0 194 0 28 11 39 0 0 12 297 Materials Withdrawn/Removed <2> 000000 0 Materials Digitized Titles Cataloged/Described 0 16 0 0 0 49 4,697 12 0 0 0 86 4,860 Reproductions Consultations <1> 00000------0 0 Total 1 27 1 0 194 49 4,725 35 39 0 0 98 5,169

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Institutions 15 18 16 16 20126524 87 Programs / Activities 010110041012 11 Program Attendees 0 0 0 25 0 0 0 26 188 20 36 58 353 Boards and Commissions <5> Library Adv. Council Attendees AHAC Meeting Attendees Geo Names Board Attendees Statewide Lib. Dev. Com. Attendees AHRAB Meeting Attendees Volunteer Hours ------20176032,724 33 33 3,430 Total 15 19 16 42 3 0 21 49 798 2,749 72 97 3,881

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Loaned 020100000006 9 Legislative Contacts 719 879 1,156 1,406 431 2 17 16 11 30 53 62 4,782 Questions Answered <2> 3017191343 Tour Attendees <2> 6 0 0 73 276 508 863 Equipment Loans 10 15 3073213500 49 Facilities Use Permits 1201010000100 15 Facilities Use Participants <2> 0001800 18 In-Service Training Sessions In-Service Training Attendees On-line Database Searches <7> Boxed Records in Storage Library Board Attendees Total 730 898 1,159 1,408 438 15 28 17 15 134 348 589 5,779

p. 6 (Printed 8/24/2004) Records – Performance Measures (Actual) – Calendar Year 2003 FY 2003 FY 2004 CY2004 ACCESS ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Loaned Records Retrieved 1,004 1,425 1,265 1,636 1,015 1,374 2,093 1,625 2,857 4,058 2,541 2,479 23,372 Questions Answered 1,084 1,261 1,008 1,578 612 1,836 810 1,398 2,208 1,206 672 576 14,249 Consultations <1> 5 135 233 321 202 109 99 1,104 Patrons Registered On-Line Database Searches Tours <2> ------0 0 0 2 2 1 5 Tour Participants/Visitation 0 1 22 0 0 0 0 0 0 2 18 2 45 In-State Contacts 121 103 173 90 102 106 0 2 53 0 0 0 750 Out-of State Contacts 1 0 5 0 0 3 0 35 47 25 7 5 128 Programs/Activities <2> ------0 4 11 8 6 1 30 Program Attendees 146 295 367 239 42 136 0 79 176 214 171 16 1,881 Facility Use <2> ------0 0 0 0 0 0 0 Facility Use Participants <2> ------0 0 0 0 0 0 0 Web Site Visits E-mail Delivered First Search Searches SIRSI Usage ARIEL Usage Library Jobline Calls <3> Newsline Calls <4> Total 2,356 3,085 2,840 3,543 1,771 3,460 3,038 3,376 5,673 5,717 3,526 3,179 41,564

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Acquired <2> ------4,569 3,505 3,526 2,880 2,772 5,695 22,947 Materials Preserved 125,494 137,348 60,957 156,026 179,471 169,134 146,501 150,467 158,017 153,550 140,884 109,101 1,686,950 Materials Withdrawn/Removed <2> ------350 4,275 4,816 10,804 602 68 20,915 Materials Digitized 75,808 17,291 0 42,586 46,031 151,869 32 49,508 14,056 14,570 13,166 8,567 433,484 Titles Cataloged/Described 101 114 97 79 175 105 671 Reproductions 6,370,150 4,601,400 4,964,800 7,195,050 6,238,450 4,192,900 4,672,400 5,235,400 5,095,800 6,725,200 4,213,600 5,299,000 64,804,150 Consultations <1> 00000------0 0 Total 6,571,452 4,756,039 5,025,757 7,393,662 6,463,952 4,513,903 4,823,953 5,443,269 5,276,312 6,907,083 4,371,199 5,422,536 66,969,117

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Institutions Programs / Activities 000000 0 Program Attendees 000000 0 Boards and Commissions <5> Library Adv. Council Attendees AHAC Meeting Attendees Geo Names Board Attendees Statewide Lib. Dev. Com. Attendees AHRAB Meeting Attendees Volunteer Hours <2> ------000000 0 Total 0 0 0 0 0 0 0 0 0 0 0 0 0

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Loaned Legislative Contacts 0 0 0 0 0 0 0 0 0 0 1 0 1 Questions Answered <2> 000000 0 Tour Attendees <2> Equipment Loans Facilities Use Permits Facilities Use Participants <2> In-Service Training Sessions In-Service Training Attendees On-line Database Searches <7> Boxed Records in Storage 1,767 1,826 1,727 1,412 1,423 1,747 1,507 1,564 1,575 1,575 1,575 1,578 1,606 Library Board Attendees Total 1,767 1,826 1,727 1,412 1,423 1,747 1,507 1,564 1,575 1,575 1,576 1,578 1,607

p. 7 (Printed 8/24/2004) Research – Performance Measures (Actual) – Calendar Year 2003 FY 2003 FY 2004 CY2004 ACCESS ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Loaned 1,331 1,176 1,257 1,462 1,296 378 334 322 362 380 297 288 8,883 Records Retrieved Questions Answered 1,181.0 1,182.0 1,325.0 1,442.0 1,274.0 806.0 1,613 1,553 1,698 1,779 1,442 1,485 16,780 Consultations <1> ------310111 7 Patrons Registered On-Line Database Searches 579 381 435 754 541 681 828 890 1,000 866 853 936 8,744 Tours <2> 021032 8 Tour Participants/Visitation 33 10 0 10 1002100123 81 In-State Contacts 62 38 95 42 97 0 35 31 21 230 60 384 1,095 Out-of State Contacts 0 1 30 99 4 0 178 20 20 76 100 0 528 Programs/Activities <2> ------101323 10 Program Attendees 6 65 70 413 129055608064825 Facility Use <2> 000000 0 Facility Use Participants <2> 000000 0 Web Site Visits E-mail Delivered First Search Searches SIRSI Usage ARIEL Usage 7 19 15 16 12 18 ------87 Library Jobline Calls <3> Newsline Calls <4> Total 3,199 2,872 3,227 4,238 3,226 1,885 3,001 2,821 3,168 3,395 2,850 3,166 37,048

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Acquired <2> ------1563 2,682 2,461 3,276 2,660 1,686 14,328 Materials Preserved 99 2,509 68 88 2,866 14 4,588 7,730 4,048 4,693 2,933 41 29,677 Materials Withdrawn/Removed <2> ------6282 76 165 49 82 660 Materials Digitized 0 00000 0 Titles Cataloged/Described 2,704 3,923 2,647 3,574 3,494 781 3,618 3,782 4,443 3,773 2,533 3,696 38,968 Reproductions Consultations <1> ------Total 2,803 6,432 2,715 3,662 6,360 795 9,775 14,476 11,028 11,907 8,175 5,505 83,633

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Institutions 0 13 1900111098120 73 Programs / Activities 232211001220 16 Program Attendees 36 560 218 32 73005246220 976 Boards and Commissions 0 Library Adv. Council Attendees AHAC Meeting Attendees Geo Names Board Attendees Statewide Lib. Dev. Com. Attendees AHRAB Meeting Attendees Volunteer Hours <2> ------149155167176173138958 Total 38 576 221 43 8 4 160 165 229 232 209 138 2,023

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Loaned 3 4 6 10 12 1 6 8 10 4 6 5 75 Legislative Contacts 322 192 171 192 154 5 95 103 88 93 90 118 1,623 Questions Answered <2> ------203720161830141 Tour Attendees <2> ------000010 1 Equipment Loans Facilities Use Permits Facilities Use Participants <2> In-Service Training Sessions 16 02020001001 22 In-Service Training Attendees 29 040500010002 50 On-line Database Searches <7> Boxed Records in Storage Library Board Attendees Total 370 196 183 202 173 6 121 148 129 113 115 156 1,912

Note: Law and Research combined in FY2004.

p. 8 (Printed 8/24/2004) Law – Performance Measures (Actual) – Calendar Year 2003 FY 2003 FY 2004 CY2004 ACCESS ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Loaned 1,331 1,176 13 10 18 23 2,571 Records Retrieved Questions Answered 841 741 543 559 643 806 4,133 Consultations <1> 5 Patrons Registered On-Line Database Searches 14 7 4 11 9 20 65 Tours <2> Tour Participants/Visitation 11 00100 12 In-State Contacts 000001,645 1,645 Out-of State Contacts 0000055 55 Programs/Activities <2> ----- Program Attendees 0000462 48 Facility Use <2> Facility Use Participants <2> Web Site Visits E-mail Delivered First Search Searches 000000 0 SIRSI Usage ARIEL Usage 200004 6 Library Jobline Calls <3> Newsline Calls <4> Total 2,199 1,924 560 581 716 2,560 8,535

PRESERVATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Acquired <2> Materials Preserved 19 00000 19 Materials Withdrawn/Removed <2> Materials Digitized Titles Cataloged/Described 2,704 3,923 2,647 3,574 3,494 781 17,123 Reproductions Consultations <1> - Total 2,723 3,923 2,647 3,574 3,494 781 17,142

COLLABORATION ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Institutions 0 13 1900 23 Programs / Activities 232211 11 Program Attendees 36 560 218 32 7 3 856 Boards and Commissions <5> Library Adv. Council Attendees AHAC Meeting Attendees Geo Names Board Attendees Statewide Lib. Dev. Com. Attendees AHRAB Meeting Attendees Volunteer Hours Total 38 576 221 43 8 4 890

LEG SERVICE ACTIVITIES Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec TOTAL

Materials Loaned 3 4 6 10 12 1 36 Legislative Contacts 322 192 171 192 154 5 1,036 Questions Answered <2> Tour Attendees <2> Equipment Loans Facilities Use Permits Facilities Use Participants <2> In-Service Training Sessions 16 02020 20 In-Service Training Attendees On-line Database Searches <7> Boxed Records in Storage Library Board Attendees Total 341 196 179 202 168 6 1,092

Note: Law and Research combined in FY2004.

p. 9 (Printed 8/24/2004) Notes:

<1> Consultations moved from Collaboration to Access in FY2004 <2> First counted in FY2004 <3> Library Jobline discontinued in FY2003; replaced by website. <4> Newsline added in FY2004. <5> Separate boards and commissions consolidated into one line in FY2004 <6> Counted by Director's Office starting in FY2004. <7> Now counted as part of questions answered and database searches in Access by DO. <8> Now counted in materials loaned.

p. 10 (Printed 8/24/2004) Library, Archives and Public Records Performance Measures FY2004 August 24, 2004

FY2003 Access Performance Measures (Actual)

ACTIVITIES D.O. % Archives % BTBL % LDD % Museum % Records % Research % SLL % Total Materials Loaned 41 24.2% 430,933 2.4% 325,025 -38.6% 218 -13.5% 15,016 211.7% 345 2.7% 771,578 Records Retrieved 38,885 3.1% 14,735 5.4% 53,620 Questions Answered 27.1% 15,670 3.0% 71,646 29.5% 8,183 -12.7% 9,974 75.9% 13,626 -19.0% 15,460 9.9% 8,798 -14.4% 156,286 In-State Contacts 57,294 626.5% 6,773 -16.8% 81,469 23.9% 84,380 277.3% 396 -94.7% 1,346 107.4% 785 8.1% 59 -99.7% 232,502 Out-of State Contacts 11,637 119.8% 1,233 -56.5% 2,708 254.9% 7,115 236.7% 50 -99.4% 20 53.8% 720 -28.1% 0 -100.0% 23,483 On-Line Database Searches 4,244 27.4% 0 -100.0% 231,242 86184.3% 6,170 -4.3% 124 -16.8% 241,780 Patrons Registered 6,897 11.9% 1,957 0.9% 8,854 Program Attendees 0 -100.0% 1,668 -3.4% 4,780 44.9% 3,464 -91.9% 3,481 80.8% 1,670 50.3% 1,126 -23.0% 68 -59.0% 16,257 Tour Participants/Visitation 93 -76.3% 107 -3.6% 56 330.8% 36,577 59.8% 73 -37.6% 138 -29.2% 171 -16.6% 37,215 Web Site Visits 2,337,719 68.1% 2,337,719 E-mailed Delivered 5,014,336 38.2% 0 0.0% 5,014,336 First Search Searches 422,674 37.5% 422,674 SIRSI Usage 690,432 34.1% 690,432 ARIEL Usage 170 -27.0% 4 -91.5% 174 Library Jobline Calls 5,564 -1.5% 5,564 Total 8,124,347 46% 75,504 0% 599,164 7.6% 1,082,139 18% 50,696 9.8% 31,470 -4% 39,585 36.9% 9,569 -70.7% 10,012,474

FY2004 Access Performance Measures (Projected)

ACTIVITIES D.O. % Archives % BTBL % LDD % Museum % Records %Research/Law % Total Materials Loaned (A) 51 24.0% 534,364 24% 403,037 270 19,048 956,770 Materials Retrieved (B) 37,514 -3.5% 14,216 51,730 Questions Answered 13,739 -12.3% 62,818 -12.3% 7,175 -14.1% 8,745 -14.1% 11,947 -14.1% 21,269 -14.1% 137,030 Consultations (C) Other Contacts/In-State 33,021 -42.4% 3,904 -42.4% 46,954 -42.4% 48,631 228 776 486 134,000 Other Contacts/Out-of State 10,258 -11.9% 1,087 -11.9% 2,387 6,272 44 18 635 20,700 On-Line Database Searches (D) 4,668 10.0% 646,205 6,787 657,660 Patrons Registered 6,310 -8.5% 1,790 8,100 Programs (E) Program Attendees 0 - 2,052 -23.0% 5,881 4,262 4,282 2,054 1,469 20,000 Tours (E) Tour Participants/Visitation 119 28.0% 137 72 46,833 93 396 47,650 Facility Use (E) Facility Use Participants (E) Web Site Visits 2,400,000 2,400,000 E-mailed Delivered 3,628,800 3,628,800 SIRSI Usage 515,170 515,170 Newsline Calls (F) 6,000 8% 6,000 Total 6,964,934 64,729 513,658 927,709 43,461 26,979 33,936 8,583,610

FY2004 Access Performance Measures (Actual)

ACTIVITIES D.O. % Archives % BTBL % LDD % Museum % Records %Research/Law % Total % Materials Loaned (A) n/a 29 -29.3% 449,468 4.3% 381,354 17.3% 369 69.3% n/a 0.0% 4,022 -73.8% 835,242 8% Materials Retrieved (B) n/a 34,917 -10.2% n/a n/a 986 0.0% 28,313 92.1% n/a 64,216 20% Questions Answered 11,626 -10.1% 19,743 26.0% 76,821 7.2% 10,400 27.1% 11,312 13.4% 11,715 -14.0% 20,604 -15.1% 162,221 4% Consultations (C) 206 70.2% 263 -21.7% 3 - 10,803 - 49 - 1,748 - 13 - 13,085 2763% Other contacts/In-State (G) 4,653 -91.9% 13,965 106.2% 78,817 -3.3% 94,425 11.9% 2,949,611 744751.3% 1,306 -3.0% 1,404 66.4% 3,144,181 1252% Other contacts/Out-of-State 76,133 554.2% 2,181 76.9% 605 -77.7% 6,412 -9.9% 86 72.0% 551 2655.0% 1,034 43.6% 87,002 270% On-Line Database Searches (D) n/a 880,635 280.8% n/a n/a 12,829 98.3% 893,464 270% Patrons Registered 115 -98.3% 1,872 -4.3% n/a 0 0.0% 0 - 1,987 -78% Programs/Activities (E) 110 20 - 67 - 1857 - 15 - 89 - 29 - 2187 - Program Attendees 1,547 567 -66.0% 5,736 20.0% 61,310 1669.9% 24,869 614.4% 1,751 4.9% 527 -55.9% 96,307 492% Tours (E) 28 27 - 55 - 9 (A) 1,041 - 14 - 31 - 1,205 - Tour Participants/Visitation 3 3,927 - 144 - 68 (A) 36,694 - 58 - 99 - 40,993 10% Facility Use (E) 4 (A) 25 - 8 - 0 - 37 - Facility Use Participants (E) 254 24 1,544 - 92 - 0 - 1914 - Web Site Visits 8,977,770 284.0% n/a n/a n/a n/a n/a n/a 8,977,770 284% E-mailed Delivered 5,879,051 -23.3% n/a n/a n/a n/a n/a n/a 5,879,051 17% SIRSI Usage 529,219 17.2% n/a n/a n/a n/a n/a n/a 529,219 -23% Newsline calls n/a n/a 13,903 610.4% n/a n/a n/a n/a 13,903 - Total 15,480,600 90.5% 75,754 0.0% 627,491 5.4% 1,447,301 119.5% 3,026,601 21336.4% 45,645 45.4% 40,592 -16.9% 20,743,984 107%

Notes (additional notes on Division reports) Research and SLL combined in 2003. (A) Ariel now counted in Materials Loaned. (B) Formerly records retrieved (C) Formerly counted under Preservation; count for FY03 = 457 (D) First Search now counted in online database searches. (E) New category

8/24/2004 : 12:22 PM p. 1 Library, Archives and Public Records Performance Measures FY2004

FY 2003 Preservation Performance Measures (Actual)

ACTIVITIES D.O. % Archives % BTBL % LDD Museum % Records % Research % SLL % Total Materials Preserved 252,350 126% 18,877 -11% 241 110% 1,446,740 -35% 31,011 2497% 123 -11% 1,749,342 Materials Digitized 8,935 30% 398,492 -51% 407,427 Titles Cataloged 56,647 43% 2,737 -4% 208 154% 36,064 188% 95,656 Reproductions for Preservation 88,972 104% 37,081 -2% 68,081,400 19% 68,207,453 Consultations (A) 121 1% 336 -2% 0 -100% 0 -100% 0 -100% 457 Total 121 407,240 102% 58,695 -5.0% 0 449 123.4% 69,926,632 16% 67,075 388.7% 123 -10.9% 70,460,335 * Archives Materials digitized - shifted to Records Management Center

FY 2004 Preservation Performance Measures (Projected)

ACTIVITIES D.O. % Archives % BTBL % LDD Museum % Records %Research Law % Total Materials Acquired (B) Materials Withdrawn/Removed (B) Materials Preserved/Treated (C) 259,658 0.0 19,424 0.0 248 0.0 1,488,635 0.0 32,036 0.0 1,800,000 Materials Digitized (C) 8,991 0.0 401,009 410,000 Titles Cataloged/Described 33,163 -0.4 1,602 -0.4 122 -0.4 21,113 -0.4 56,000 Reproductions for Preservation 77,835 -0.1 32,440 -0.1 59,559,725 -0.1 59,670,000 Total 379,647 -0.1 34,042 -0.4 370 -0.2 61,449,369 -0.1 53,149 -0.2 61,936,000

FY 2004 Preservation Performance Measures (Actual)

ACTIVITIES D.O. % Archives % BTBL % LDD Museum % Records %Research Law % Total % Materials Acquired (B) n/a 619 - 23,902 - n/a 26 - 43,850 - 29,427 - 97,824 Materials Withdrawn/Removed (B) n/a 0 - 10,177 - n/a 0 - 48,305 - 3,548 - 62,030 Materials Preserved/Treated n/a 496,927 96.9% 20,205 7.0% n/a 314 30.3% 1,334,146 -7.8% 58,233 87.0% 1,909,825 9.2% Materials Digitized n/a 4,712 -47.3% n/a 0.0% 0 0 202,047 -49.3% n/a - 206,759 -49.3% Titles Cataloged/Described n/a 37,505 -33.8% 2,754 0.6% n/a 4,839 2226.4% 16,093 - 43,311 20.1% 104,502 9.2% Reproductions for Preservation n/a 69,482 -21.9% 36,151 -2.5% n/a 0 65,813,264 -3.3% 0 65,918,897 -3.4% Total 608,626 49.6% 59,110 0.7% 0 5,153 1047.7% 67,365,550 -3.7% 101,544 51.1% 68,139,983 -3.3%

Notes (additional notes on Division reports) Research and SLL combined in 2003. (A) Consultations now counted in Access. (B) New category.

p. 2 Library, Archives and Public Records Performance Measures FY2004

FY2003 Collaboration Performance Measures (Actual)

ACTIVITIES D.O. % Archives % BTBL % LDD % Museum % Records % Research % SLL % Total Institutions 482 213% 56 -30% 133 5.6% 4,362 -21.8% 113 – 62 -64% 0 – 5,208 Programs / Activities 22 1000% 8 -11% 114 115.1% 397 97.5% 3 – 19 0% 0 – 563 Program Attendees 15,286 5399% 891 -58% 2,377 17.6% 67,452 409.3% 25 – 1,019 316% 0 – 87,050 Library Adv. Council Attendees 48 -20% 48 AHAC Meeting Attendees 0 -100% 0 Geo Names Board Attendees 195 225% 195 Statewide Lib. Dev. Com. Attendees AHRAB Meeting Attendees 0 -100% 0 Total 16,033 2533% 955 -57% 2,624 19% 72,211 280% 141 – 1,100 153% 0 – 93,064

FY2004 Collaboration Performance Measures (Projected)

ACTIVITIES D.O. % Archives % BTBL % LDD % Museum % Records %Research Law % Total Institutions 555 15.2% 65 15.2% 153 15.2% 5,025 15.2% 130 15.2% 71 15.2% 6,000 Programs / Activities (A) 12 -46.7% 4 -46.7% 61 -46.7% 212 -46.7% 2 -46.7% 10 -46.7% 300 Program Attendees (A) 12,292 -19.6% 716 -19.6% 1,911 -19.6% 54,241 -19.6% 20 -19.6% 819 -19.6% 70,000 Boards and Commissions (B) 200 -3% 200 Total 13,059 0 785 0 2,125 0 59,477 0 152 0 901 0 76,500

FY2004 Collaboration Performance Measures (Actual)

ACTIVITIES D.O. % Archives % BTBL % LDD % Museum % Records %Research Law % Total % Institutions 217 -55.0% 35 -37.5% 113 -15.0% 3,852 -11.7% 58 -48.7% 0 0.0% 118 90.3% 4,393 -15.6% Programs / Activities (A) 21 -4.5% 12 50.0% 105 -7.9% 501 26.2% 17 466.7% 18 - 17 -10.5% 691 22.7% Program Attendees (A) 13,425 -12.2% 1,921 115.6% 910 -61.7% 78,013 15.7% 30,643 122472.0% 215 - 631 -38.1% 125,758 44.5% Board and Commission Attendees (B) 1 - 0 0.0% 79 - 0 0.0% 0 0.0% 0 0.0% 80 -67.1% Volunteer Hours (C) 0 - 1,039 - 22,065 - 0 0.0% 3,679 - 0 - 2,198 - 28,981 -6.2% Total 13,664 -13% 3,007 215% 23,193 784% 82,445 14% 34,397 24295% 233 - 2,964 169% 159,903 71.8%

Notes (additional notes on Division reports) Research and SLL combined in 2003. (A) Some programs now counted in Access.

p. 3 Library, Archives and Public Records Performance Measures FY2004

FY2003 Services to the Legislature Performance Measures (Actual)

ACTIVITIES D.O. % Archives % BTBL % LDD % Museum % Records % Research % SLL % Total Materials Loaned 0 - 3 – 122 144% 5 25% 130 Legislative Contacts 4,045 49% 272 616% 4,727 3% 2 0% 1,831 34% 22 -78% 10,899 Tour Attendees 17 - 13,876 58% 47 47% 10 67% 13,950 Equipment Loans 45 73% 45 Facilities Use Permits 5 -94% 5 In-Service Training Sessions 29 -22% 0 -100% 29 In-Service Training Attendees 49 0 -100% 49 On-line Database Searches ARIEL Usage 6 -14% 2 – 8 Boxed Records in Storage 167 1754% 1,641 -54% 1,808 Library Board Attendees 0 -100% 0 Total 4,045 47% 456 870% 18,656 38.4% 1,643 -54% 2,084 40% 39 -69% 26,923

FY2004 Services to the Legislature Performance Measures (Projected)

ACTIVITIES D.O. % Archives % BTBL % LDD % Museum % Records %Research Law % Total Materials Loaned 0 1 53 54 Legislative Contacts 3,274 220 3,826 2 1,500 8,821 Questions answered (A) Tour Attendees 15 11,936 49 12,000 Equipment Loans 26 26 Facilities Use Permits 82 82 Facility Use Attendees (A) In-Service Training Sessions 45 45 In-Service Training Attendees 115 115 Boxed Records in Storage 166 1,634 1,800 Library Board Attendees - 31 31 Total 3,274 401 15,871 1,636 1,792 22,974

FY2004 Services to the Legislature Performance Measures (Actual)

ACTIVITIES D.O. % Archives % BTBL % LDD % Museum % Records %Research Law % Total % Materials Loaned 0 6 100.0% 89 -29.9% 95 -27% Legislative Contacts 2,061 -49% 40 -85.3% 5,737 21.4% 11 450.0% 1,482 -20.0% 9,331 -14% Questions Answered (A) - 49 - 228 - 337 614 Tour Attendees 0 -100.0% 7,731 -44.3% 12 -78.9% 7,743 -44% Equipment Loans 55 - 55 22% Facilities Use 0 - 13 - 13 160% Facilities Use Attendees (A) 0 - 466 - 466 - In-Service Training Sessions 15 -48.3% 15 -48% In-Service Training Attendees 40 -18.4% 40 -18% Boxed Records in Storage - 207 24% 1,618 -1% 1,825 1% Library Board Attendees 80 - 80 - Total 2,141 -47% 296 -35% 14,236 -24% 1,629 -1% 1,975 -5% 20,277 -25%

Notes (additional notes on Division reports) Research and SLL combined in 2003. Previous year's numbers high due to increased need to train new legislators. Legislative use of online databases now counted in Access. (A) New categories in FY2004.

p. 4 Agency Summary -- FY 2004

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Materials Loaned 45,530 35,788 119,177 49,866 39,877 118,209 38,186 40,429 142,987 41,899 36,379 126,915 771,578 956,770 835,242 8.3% Materials Retrieved 5,343 5,611 6,667 7,344 4,923 5,811 5,286 4,980 5,134 4,931 4,228 3,958 53,620 51,730 64,216 19.8% Questions Answered 12,478 14,032 15,048 14,372 11,487 12,139 13,546 14,163 15,307 14,531 12,214 12,904 156,286 137,030 162,221 3.8% Consultations 950 953 1,172 1,249 466 776 561 2,251 2,465 899 717 626 457 1,270 13,085 2763.2% Other Contacts/In-State (8) 17,111 25,291 501,541 2,358,996 15,706 24,980 30,204 21,482 74,320 17,759 18,057 38,734 232,502 134,000 3,144,181 1252.3% Other Contacts/Out-of State 1,018 725 8,495 64,318 3,379 599 1,572 1,206 979 1,821 839 2,051 23,483 20,700 87,002 270.5% Online Database Searches 48,222 42,599 70,470 80,171 70,001 58,885 66,412 88,561 104,982 97,215 87,089 78,857 241,780 242,000 893,464 269.5% Patrons Registered 185 153 162 197 160 147 132 136 233 155 143 184 8,854 8,100 1,987 -77.6% Programs/Activities 9 7 27 41 1,505 21 32 54 55 27 343 66 - 2,187 - Program Attendees 213 104 601 25,774 62,331 620 1,399 857 777 236 1,572 1,823 16,257 20,000 96,307 492.4% Tours 42 35 32 38 69 51 116 182 251 187 139 63 - 1,205 - Tour Participants/Visitation 2,427 1,800 2,422 2,164 2,363 2,160 3,714 6,008 6,710 3,640 4,722 2,863 37,215 47,650 40,993 10.2% Facility Use 1 0 0 4 1 3 3 12 8 3 1 1 - 37 - Facility Use Participants 50 0 0 24 50 227 110 926 177 258 68 24 - 1,914 - Web Site Requests 737,017 745,990 755,990 745,990 644,991 719,990 761,977 770,990 643,003 848,977 755,866 846,989 2,337,719 2,400,000 8,977,770 284.0% SIRSI Usage 60,687 47,191 53,079 44,280 40,188 36,370 36,760 36,760 47,714 48,938 36,973 40,279 690,432 515,170 529,219 -23.3% E-mailed Delivered 449,394 685,472 728,618 430,784 707,886 452,697 464,297 365,456 324,565 405,540 417,942 446,400 5,014,336 3,628,800 5,879,051 17.2% Newsline Calls (21) 1,014 984 960 991 1,297 1,017 1,393 1,354 1,341 1,174 1,221 1,157 5,564 6,000 13,903 149.9% Total 1,381,691 1,606,735 2,264,461 3,826,603 1,606,680 1,434,702 1,425,700 1,355,807 1,371,008 1,488,190 1,378,513 1,603,894 10,012,474 8,169,220 20,743,984 107.2%

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Materials Acquired/Received 8,244 8,377 7,396 8,633 7,203 10,050 7,860 7,358 9,130 8,463 7,935 7,177 - 97,824 - Materials Withdrawn/Removed 1,264 5,064 5,355 12,015 1,237 512 7,390 3,423 1,751 18,087 1,472 4,460 - 62,030 - Materials Preserved/Treated 188,930 217,083 202,053 205,771 217,084 155,804 85,371 72,591 149,587 46,173 105,853 263,525 1,749,342 1,800,000 1,909,825 9.2% Materials Digitized 344 49,875 14,100 14,852 13,676 9,947 27,155 8,466 47,211 1,657 1,520 17,956 407,427 410,000 206,759 -49.3% Materials Cataloged/Described 12,266 7,766 7,913 7,879 5,891 7,832 5,433 7,288 9,643 15,731 7,047 9,813 95,656 56,000 104,502 9.2% Reproductions 4,681,867 5,244,860 5,104,700 6,735,428 4,222,841 5,307,354 5,237,224 4,361,295 6,626,062 6,177,095 6,393,392 5,826,779 68,207,453 59,670,000 65,918,897 -3.4% Total (31) 4,892,915 5,533,025 5,341,517 6,984,578 4,467,932 5,491,499 5,370,433 4,460,421 6,843,384 6,267,206 6,517,219 6,129,710 70,460,335 61,936,000 68,139,983 -3.3%

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Institutions 384 171 199 294 256 197 402 483 606 616 586 199 5,208 6,000 4,393 -15.6% Programs / Activities 14 22 15 17 17 16 26 25 40 38 432 29 563 300 691 22.7% Program Attendees (36) 195 270 435 466 978 147 500 15,170 16,740 14,455 75,557 845 87,050 70,000 125,758 44.5% Board and Commission Attendees 1 0 0 26 0 0 0 35 0 0 18 0 243 200 80 -67.1% Volunteer Hours 2,127 1,791 2,685 4,948 1,909 1,816 2,157 2,481 2,357 2,416 2,209 2,087 - 28,981 - Total 2,721 2,254 3,334 5,751 3,160 2,176 3,085 18,194 19,743 17,525 78,802 3,160 93,064 76,500 159,903 71.8%

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Materials Loaned 6 8 10 4 6 11 6 5 3 12 13 11 130 54 95 -26.9% Legislative Contacts 212 225 203 228 246 289 1,708 1,651 1,665 1,410 1,271 223 10,899 8,821 9,331 -14.4% Questions Answered 23 37 24 30 37 54 121 79 74 52 35 48 - 614 - Tour Attendees 6 0 0 73 277 508 1,026 1,470 2,232 1,180 923 48 13,950 14,000 7,743 -44.5% Equipment Loans 2 1 3 5 0 0 8 15 6 6 8 1 45 26 55 22.2% Facility Use 0 0 0 1 0 0 232230 5 8213160.0% Facility Use Participants 0 0 0 18 0 0 93 163 42 54 96 0 - 466 - In-Service Training Sessions 0 0 1 0 0 1 10 3 0 0 0 0 29 40 15 -48.3% In-Service Training Attendees 0 0 10 0 0 2 25 3 0 0 0 0 49 75 40 -18.4% Boxed Records in Storage 1,710 1,768 1,779 1,779 1,781 1,784 1,791 1,855 1,855 1,881 1,957 1,957 1,808 1,800 1,825 0.9% Library Board Attendees 0 80 0 0 0 0 000000 0 3180 - Total (53) 1,959 2,119 2,030 2,138 2,347 2,649 4,790 5,247 5,879 4,597 4,306 2,288 26,923 24,929 20,277 -24.7%

GRAND TOTAL 6,279,286 7,144,133 7,611,341 10,819,070 6,080,120 6,931,026 6,804,008 5,839,669 8,240,013 7,777,518 7,978,839 7,739,051 80,592,796 70,206,649 89,064,147 10.5%

Notes: (8) In-state Contacts grew substantially because of publicity associated with the Declaration of Independence exhibit. (13) Program Attendees grew substantially because of the Declaration of Independence exhibit. (21) 2003 Actual is for Library Jobline, now counted in web site visits. (31) 2003 Actual includes 457 consultations, now counted in Access. (36) Collaboration program attendees high in Feb-Mar from Senate/Museum production "On Victory's Watch." (53) 2003 Actual includes 8 Ariel searches not listed on this report.

p. 5 Library, Archives and Public Records Performance Measures FY2004 JLBC Summary August 24, 2004

Tour Participants and Program Attendees Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Access program attendees 213 104 601 25,774 62,331 620 1,399 857 777 236 1,572 1,823 (1) 16,257 20,000 96,307 492.4% Access tour attendees 2,427 1,800 2,422 2,164 2,363 2,160 3,714 6,008 6,710 3,640 4,722 2,863 37,215 47,650 40,993 10.2% Access facility use participants 50 0 0 24 50 227 110 926 177 258 68 24 0 - 1,914 - Collaboration program attendees 195 270 435 466 978 147 500 15,170 16,740 14,455 75,557 845 87,050 70,000 125,758 44.5% Collaboration board and commission attendees 1 0 0 26 0 0 0 35 0 0 18 0 (2) 243 200 80 -67.1% Legislative facility use participants 0 0 0 18 0 0 93 163 42 54 96 0 0 - 466 - Legislative in-service training attendees 00100022530000(3)497540-18.4% Legislative Library Board attendees 0800000000000 0 3180 - Total 2,886 2,254 3,468 28,472 65,722 3,156 5,841 23,162 24,446 18,643 82,033 5,555 140,814 137,956 265,638 88.6%

Volunteer Hours Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Volunteer Hours 2,127 1,791 2,685 4,948 1,909 1,816 2,157 2,481 2,357 2,416 2,209 2,087 (4) 30,910 - 28,981 -6.2%

Outside Contacts Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Access Out-of-state contacts 1,018 725 8,495 64,318 3,379 599 1,572 1,206 979 1,821 839 2,051 23,483 20,700 87,002 270.5%

Notes: (1) High numbers result in October and November from Declaration of Independence exhibit at the Capitol Museum. (2) Drop results from unusually high numbers in FY2003 relating to Piestewa Peak hearings at Geo Names Board. (3) Drop results from reduced need for training; most legislators had already had training their first year. (4) FY2003 from JLBC agency detail. FYE 2004 Performance Measures -- Director's Office

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Materials Loaned Materials Retrieved Questions Answered 927 1,066 1,206 1,031 830 1,092 952 799 986 1,015 834 888 12,929 11,336 11,626 -10.1% Consultations (B) 5 100010468014545 12133620670% Other Contacts/In-State 364 247 168 563 57 12 625 823 304 597 588 305 57,294 33,021 4,653 -91.9% Other Contacts/Out-of State (9) 158 175 7,761 63,527 2,042 100 619 289 472 429 76 485 11,637 10,258 76,133 554.2% On-Line Database Searches 0 00000000000 Patrons Registered 0 00000000000 Programs/Activities (A) 0 0 11 11 11 9 7 12 14 13 12 10 110 - Program Attendees 0 0 220 150 165 290 85 180 170 0 140 147 0 0 1,547 Tours (A) 0 003000025000 28- Tour Participants/Visitation (A) 0 00300000000 3 - Facility Use (A) 0 00000000000 0 - Facility Use Participants (A) 0 000000193519280 254- Web Site Requests (18) 737,017 745,990 755,990 745,990 644,991 719,990 761,977 770,990 643,003 848,977 755,866 846,989 2,337,719 2,400,000 8,977,770 284% SIRSI Usage 60,687 47,191 53,079 44,280 40,188 36,370 36,760 36,760 47,714 48,938 36,973 40,279 690,432 35,525 529,219 -23% E-mailed Delivered 449,394 685,472 728,618 430,784 707,886 452,697 464,297 365,456 324,565 405,540 417,942 446,400 5,014,336 3,628,800 5,879,051 17% Newsline Calls Total 1,248,552 1,480,142 1,547,053 1,286,342 1,396,170 1,210,561 1,265,322 1,175,374 1,017,368 1,305,715 1,212,493 1,335,508 8,124,468 6,119,276 15,480,600 91%

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Materials Acquired (A) Materials Withdrawn/Removed (A) Materials Preserved/Treated Materials Digitized Materials Cataloged/Described Reproductions Total (B)

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual % Institutions 34 0 9 47 12 3 4 39 26 10 17 16 482 555 217 -55.0% Programs / Activities 2 00210143611 221221-4.5% Program Attendees (36) 117 0 0 60 20 0 8 0 95 13,045 35 45 15,286 12,292 13,425 -12.2% Boards and Commissions 1 00000000000 0 0 1 - Volunteer Hours (A)000000000000 0 - Total 154 0 9 109 33 3 13 43 124 13,061 53 62 15,790 12,859 13,664 -13.5%

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual % Materials Loaned Legislative Contacts 100 100 101 100 102 101 355 533 220 132 112 105 4,045 3,274 2,061 -49% Questions Answered (A) 0 00000000000 0 - Tour Attendees Equipment Loans Facilities Use Permits 0 00000000000 0 0 0 - Facilities Use Attendees (A) 0 00000000000 0 - In-Service Training Sessions In-Service Training Attendees Boxed Records in Storage Library Board Attendees 0 800000000000 0 0 80- Total 100 180 101 100 102 101 355 533 220 132 112 105 4,045 3,274 2,141 -47%

Notes: (A) Not formerly counted. (B) Consulting formerly counted in Preservation, now in Access. (9) October: National Book Festival in Washington, DC (18) Numbers for December -March normalized from an average of 6.89M to 1.24M (36) April: Arizona Book Festival

p. 7 FYE 2004 Performance Measures -- Archives

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Materials Loaned 2 13022553222 415129-29.3% Materials Retrieved (5) 3,247 3,986 3,805 3,286 2,361 3,185 2,591 3,022 2,757 2,562 2,026 2,089 38,885 37,514 34,917 -10.2% Questions Answered 1,191 1,253 1,358 1,302 1,782 1,947 1,896 1,855 1,823 1,810 1,734 1,792 15,670 13,739 19,743 26.0% Consultations (B) 43 77 17 12 14 6 11 9 14 10 29 21 336 934 263 -21.7% Other Contacts/In-State 854 1,263 1,103 1,703 448 605 1,006 823 1,143 3,413 872 732 6,773 3,904 13,965 106.2% Other Contacts/Out-of State (9) 212 58 67 63 65 64 75 35 67 516 147 812 1,233 1,087 2,181 76.9% On-Line Database Searches (10) 0 00000000000 4,244 4,248 0 -100.0% Patrons Registered (11) 4 7 3 7 25 3 4 3 53 5 1 0 6,897 6,310 115 -98.3% Programs/Activities (A) 0 11522110133 20- Program Attendees 0 10 25 165 45 63 15 55 0 48 61 80 1,668 2,052 567 -66.0% Tours (A) 2 01342222423 27- Tour Participants/Visitation (A, 15) 319 317 325 347 363 256 390 328 353 315 298 316 3,927 - Facility Use (A) 0 00000000000 0- Facility Use Participants (A) 0 00000000000 0- Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 5,874 6,973 6,708 6,893 5,111 6,135 5,996 6,138 6,215 8,686 5,175 5,850 75,747 69,838 75,754 0.0%

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Materials Acquired (A, 25)) 115 56 12 46 26 74 60 29 15 23 109 56 619 - Materials Withdrawn/Removed (A) 0 00000000000 0- Materials Preserved/Treated (27) 36,300 57,180 38,580 46,128 71,578 45,090 41,300 23,750 34,681 44,400 27,415 30,525 252,350 0 496,927 96.9% Materials Digitized (28) 312 367 44 282 510 1,380 272 290 220 393 420 222 8,935 0 4,712 -47.3% Materials Cataloged/Described (29) 3,584 3,605 3,160 3,757 2,952 3,725 1,967 3,458 2,118 4,802 2,257 2,120 56,647 0 37,505 -33.8% Reproductions 6,103 6,932 6,254 6,589 6,302 5,179 5,423 5,012 5,127 6,015 5,423 5,123 88,972 0 69,482 -21.9% Total (B) 46,414 68,140 48,050 56,802 81,368 55,448 49,022 32,539 42,161 55,633 35,624 38,046 406,904 0 608,626 49.6%

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Institutions 9 23104145600 56035-37.5% Programs / Activities 0 00202025100 801250.0% Program Attendees 0 0 0 250 0 33 0 48 843 747 0 0 891 0 1,921 115.6% Boards and Commissions 0 00000000000 000- Volunteer Hours (A) 108 79 56 110 64 82 88 102 157 131 0 65 1,039 - Total 117 81 59 363 64 121 89 156 1,010 885 0 65 955 0 3,007 214.9%

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Materials Loaned 0 00000000000 000- Legislative Contacts 0 63508702225 272040-85.3% Questions Answered (A) 0 0370113052513 49- Tour Attendees 0 00000000000 1700-100.0% Equipment Loans 0 00000000000 000- Facilities Use Permits 0 00000000000 000- Facilities Use Attendees (A) 0 00000000000 - In-Service Training Sessions 0 00000000000 000- In-Service Training Attendees 0 00000000000 000- Boxed Records in Storage 203 204 204 204 206 206 206 206 206 212 212 212 167 0 207 23.9% Library Board Attendees Total 203 210 210 216 206 225 216 206 213 216 219 230 456 0 296 -35.1%

Notes: (A) Not previously counted (B) Consulting formerly counted in Preservation, now in Access. (5) Number dropped due to database searches now counted elsewhere. (9) June: National History Day in Washington, DC (10) Numbers now counted by Director's Office (11) Numbers dropped due to change in counting; many previously counted here now counted in in-state contacts. (15) Includes numbers previously counted in Questions Answered (25) Item level counts include 1 box, 1 folder, 1 microfilm, etc. (27) Numbers of materials preserved has risen because of volunteers who are processing and preserving collections. (28) Numbers of digitzed photos has decreased because we use trained volunteers to help scan and over the last few months their hours have dropped. (29) Numbers of records catalogued have dropped because staff have been spending more of their time helping patrons.

p. 8 FYE 2004 Performance Measures -- BTBL

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Materials Loaned 41,287 33,085 36,451 41,148 32,107 37,518 33,421 33,234 47,369 33,631 33,484 46,733 430,933 534,364 449,468 4.3% Materials Retrieved Questions Answered 6,135 7,052 6,140 6,825 5,159 5,903 6,521 6,500 6,930 6,984 6,007 6,665 71,646 62,818 76,821 7.2% Consultations (B) 0 02000000001 0 0 3- Other Contacts/In-State 4,333 18,436 2,893 3,333 2,478 11,344 2,494 10,176 4,549 2,875 11,121 4,785 81,469 46,954 78,817 -3.3% Other Contacts/Out-of State 0 2 4 12 238 12 50403262 2,708 2,387 605 -77.7% On-Line Database Searches 0 00000000000 0 0 0- Patrons Registered 181 146 159 190 135 144 128 133 180 150 142 184 1,957 1,790 1,872 -4.3% Programs/Activities (A) 3 115828145677 (A)(A)67- Program Attendees (C) 124 10 75 450 1,214 57 1,182 290 333 65 1,208 728 4,780 5,881 5,736 20.0% Tours (A) 6 2 5 4 10 0 1 5 10 3 2 7 - - 55 - Tour Participants/Visitation (A) 21 3 5 13 20 0 1 8 25 24 15 9 - - 144 - Facility Use (A) 0 00000000000 - - 0- Facility Use Participants (A) 0 00000000000 - - 0- Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls (21) 1,014 984 960 991 1,297 1,017 1,393 1,354 1,341 1,174 1,221 1,157 1,957 2,110 13,903 610.4% Total 53,104 59,721 46,695 52,971 42,666 55,997 45,154 51,714 60,746 44,912 53,533 60,278 595,557 656,305 627,491 5.4%

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Materials Acquired (A) 1,997 2,122 1,397 2,431 1,745 2,595 1,676 1,892 2,570 2,004 1,825 1,648 - - 23,902 - Materials Withdrawn/Removed (A) 908 507 463 1,046 586 362 593 565 1,729 2,305 717 396 - - 10,177 - Materials Preserved/Treated 1,513 1,695 1,369 1,400 1,689 1,560 2,746 1,701 1,693 1,553 1,484 1,802 18,877 19,424 20,205 7.0% Materials Digitized Materials Cataloged/Described 266 253 213 270 231 220 27 241 258 252 264 259 2,737 0 2,754 0.6% Reproductions 3,364 2,528 2,646 3,639 2,939 3,175 1,801 3,219 3,735 2,480 2,969 3,656 37,081 0 36,151 -2.5% Total (B) 8,048 7,105 6,088 8,786 7,190 7,912 6,843 7,618 9,985 8,594 7,259 7,761 58,695 19,424 59,110 0.7%

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Institutions 8 8 9 8 17 8 10 99999 1330113-15.0% Programs / Activities 8 898981099999 1140105-7.9% Program Attendees (C) 0 0 0 0 625 0 75 0 190 15 5 0 2,377 0 910 -61.7% Boards and Commissions Volunteer Hours (A) 1,850 1,541 1,860 1,939 1,639 1,563 1,859 2,173 1,897 1,948 1,975 1,822 - - 22,065 - Total 1,866 1,557 1,878 1,955 2,290 1,579 1,954 2,191 2,105 1,981 1,998 1,840 2,624 0 23,193 783.9%

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Materials Loaned Legislative Contacts Questions Answered (A) Tour Attendees Equipment Loans Facilities Use Permits Facilities Use Attendees (A) In-Service Training Sessions In-Service Training Attendees Boxed Records in Storage Library Board Attendees Total

Notes: (A) Not previously counted. (B) Consulting formerly counted in Preservation, now in Access. (C) Change in counting shifted some numbers from collaboration to access.

p. 9 FY 2004 Performance Measures -- LDD

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Materials Loaned (4) 3,881 2,281 82,328 8,338 7,471 80,389 4,308 6,815 95,271 7,926 2,659 79,687 325,025 403,037 381,354 17.3% Materials Retrieved Questions Answered 777 829 817 756 818 628 815 836 1,361 1,246 827 690 8,183 7,175 10,400 27.1% Consultations (B) 764 641 832 1,031 340 661 461 1,953 2,202 790 587 541 0 0 10,803 - Other Contacts/In-State 11,494 5,258 4,385 12,020 12,638 7,591 5,925 9,237 7,984 10,313 5,013 2,567 84,380 48,631 94,425 11.9% Other Contacts/Out-of State 457 419 570 615 925 414 750 875 267 523 134 463 7,115 6,272 6,412 -9.9% On-Line Database Searches 47,394 41,709 69,470 79,305 69,148 57,949 64,964 87,196 103,718 95,951 85,957 77,874 231,242 231,452 880,635 280.8% Patrons Registered Programs/Activities (A) 3 1 1 7 1,474 2 2 8 30 0 315 14 1,857 - Program Attendees (13) 48 5 25 266 60,594 28 16 7 96 0 0 225 3,464 4,262 61,310 1669.9% Tours (A) 1 20030003000 9 - Tour Participants/Visitation (A) 1 3 7 5 20 5919260 68- Facility Use (A) 0 00400000000 4 - Facility Use Participants (A) 0 0 0 24 00000000 24- Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 64,820 51,148 158,435 102,371 153,431 147,667 77,250 106,928 210,941 116,751 95,498 162,061 659,409 659,409 1,447,301 119.5%

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Materials Acquired (A) Materials Withdrawn/Removed (A) Materials Preserved/Treated Materials Digitized Materials Cataloged/Described Reproductions Total (B) 0 00000000000

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Institutions 321 149 163 225 213 178 369 420 554 581 530 149 4,362 5,025 3,852 -11.7% Programs / Activities 4 10 434410612144151539721250126.2% Program Attendees (13) 78 244 195 90 275 56 255 67 365 526 75,256 606 67,452 54,241 78,013 15.7% Boards and Commissions 0 0 0 26 0 0 0 35 0 0 18 0 0 0 79 - Volunteer Hours (A) Total 403 403 362 344 492 238 634 528 931 1,121 76,219 770 72,211 59,477 82,445 14.2%

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Materials Loaned 0 00000000000 00 0- Legislative Contacts 0 00000000000 00 0- Questions Answered (A) 0 00000000000 (A)(A)0- Tour Attendees 0 00000000000 00 0 - Equipment Loans 0 00000000000 00 0 - Facilities Use Permits 0 00000000000 00 0 - Facilities Use Attendees (A) In-Service Training Sessions In-Service Training Attendees Boxed Records in Storage Library Board Attendees Total 0 00000000000 00 0 -

Notes: (A) Not previously counted. (B) Consulting formerly counted in Preservation, now in Access. (4) Sep, Dec, Mar, Jun: AZNET ILL is reported quarterly. (13) Arizona Reading Program attendees formerly counted in Collaboration, now Access.

p. 10 FYE 2004 Performance Measures -- Museum

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Materials Loaned 26 99 33 0 0 12 78 12 3 11 0 95 218 270 369 69.3% Materials Retrieved 3 0 5 0 21 147 72 280 0 93 33 332 0 0 986 Questions Answered 1,025 881 1,621 1,473 784 508 1,063 1,023 850 757 673 654 9,974 8,745 11,312 13.4% Consultations (B) 0 003284614561 0049- Other Contacts/In-State (8) 31 54 492,918 2,341,147 25 5,044 20,144 48 60,025 82 65 30,028 396 228 2,949,611 744751.3% Other Contacts/Out-of State 13 16 26 0248011402 50448672.0% On-Line Database Searches Patrons Registered Programs/Activities (A) 2 01222121110 (A)(A)15- Program Attendees 32 0 25 24,469 62 102 37 52 38 42 10 0 3,481 4,282 24,869 614.4% Tours (A) 33 29 25 26 47 46 109 169 205 172 127 53 - - 1,041 - Tour Participants/Visitation (A) 2,086 1,475 2,075 1,794 1,930 1,894 3,306 5,667 6,281 3,262 4,386 2,538 - - 36,694 - Facility Use (A) 1 00013393311 --25- Facility Use Participants (A) 50 0 0 0 50 227 110 835 122 66 60 24 - - 1,544 - Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 3,302 2,554 496,729 2,368,914 2,926 7,997 24,935 8,103 67,553 4,498 5,362 33,728 14,119 13,570 3,026,601 21336.4%

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Materials Acquired (A) 0 12 00000031100 --26- Materials Withdrawn/Removed (A) 0 00000000000 -- 0 - Materials Preserved/Treated 28 11 39 0 0 12 74 18 5 1 126 0 241 248 314 30.3% Materials Digitized Materials Cataloged/Described (29) 4,697 12 0 0 0 86 10 3 3 11 17 0 208 122 4,839 2226.4% Reproductions Total (B) 4,725 35 39 0 0 98 84 21 11 23 143 0 449 370 5,153 1047.7%

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Institutions 1 265242100201511313058-48.7% Programs / Activities 0 41012213012 3217466.7% Program Attendees (36) 0 26 188 20 36 58 103 15,000 15,000 0 43 169 25 20 30,643 122472.0% Boards and Commissions Volunteer Hours (A) 20 17 603 2,724 33 33 72 25 56 35 39 24 - - 3,679 - Total 21 49 798 2,749 72 97 179 15,027 15,059 35 103 210 141 152 34,397 24295.0%

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 2004 Actual % Projected Materials Loaned 0 00006000000 316100.0% Legislative Contacts 17 16 11 30 53 62 1,122 914 1,288 1,192 1,014 18 4,727 3,826 5,737 21.4% Questions Answered (A) 3 0 1 7 19 13 66 40 33 21 14 11 - - 228 - Tour Attendees (45) 6 0 0 73 276 508 1,018 1,469 2,232 1,178 923 48 13,876 13,926 7,731 -44.3% Equipment Loans 2 135008156681 0055- Facilities Use Permits 0 00100232230 0013- Facilities Use Attendees (A) 0 0 0 18 0 0 93 163 42 54 96 0 - - 466 - In-Service Training Sessions 0 00000000000 000 - In-Service Training Attendees 0 00000000000 000 - Boxed Records in Storage Library Board Attendees Total 28 17 15 134 348 589 2,309 2,604 3,603 2,453 2,058 78 18,606 17,753 14,236 -30.7%

Notes: (A) Not previously counted. (B) Consulting formerly counted in Preservation, now in Access. (8) Sep, Oct: Extensive Declaration of Independence publicity in the Arizona Republic and broadcast media. (8) Jan: AZ Capitol Times coverage of Game and Fish exhibit (29) July: Inventory location changes; other months reflect full-cataloging of objects. (36) Feb and following months: Counts for Senate/Museum production of "On Victory's Watch" are based on 1% of possible viewing audience.

p. 11 FYE 2004 Performance Measures -- RMD

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Materials Loaned Materials Retrieved 2,093 1,625 2,857 4,058 2,541 2,479 2,623 1,678 2,377 2,276 2,169 1,537 14,735 14,216 28,313 92.1% Questions Answered 810 1,398 2,208 1,206 672 576 504 1,412 1,152 769 511 497 13,626 11,947 11,715 -14.0% Consultations (B) 135 233 321 202 109 99 84 237 154 77 40 57 0 - 1,748 - Other Contacts/In-State 0 2 53 000018273427278255 1,346 776 1,306 -3.0% Other Contacts/Out-of State 0 35 47 25 7507881141566720185512655.0% On-Line Database Searches Patrons Registered 0 000000000 0 0 0 0 0 Programs/Activities (A) 0 4 11 86131426529- - 89- Program Attendees 0 79 176 214 171 16 48 270 32 81 88 576 1,670 2,054 1,751 4.9% Tours (A) 0 002210024 3 0 - - 14- Tour Participants/Visitation (A) 0 0 0 2 18 2 0 0 10 23 3 0 - - 58 - Facility Use (A) 0 000000350 0 0 - - 8 - Facility Use Participants (A) 0 000000722000 0 - - 92- Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 3,038 3,376 5,673 5,717 3,526 3,179 3,262 3,711 4,115 3,777 3,253 3,018 31,397 29,011 45,645 45.4%

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Materials Acquired (A) 4,569 3,505 3,526 2,880 2,772 5,695 3,721 3,279 3,628 4,216 3,461 2,598 - - 43,850 - Materials Withdrawn/Removed (A, 26)) 350 4,275 4,816 10,804 602 68 6,726 2,786 22 15,763 750 1,343 - - 48,305 - Materials Preserved/Treated (C, 27) 146,501 150,467 158,017 153,550 140,884 109,101 41,137 47,067 98,951 0 76,737 211,734 1,446,740 1,488,635 1,334,146 -7.8% Materials Digitized 32 49,508 14,056 14,570 13,166 8,567 26,883 8,176 46,991 1,264 1,100 17,734 398,492 401,009 202,047 -49.3% Materials Cataloged/Described 101 114 97 79 175 105 36 45 3,451 6,997 1,073 3,820 16,093 - Reproductions (C) 4,672,400 5,235,400 5,095,800 6,725,200 4,213,600 5,299,000 5,230,000 4,353,064 6,617,200 6,168,600 6,385,000 5,818,000 68,081,400 59,559,725 65,813,264 -3.3% Total (B) 4,823,953 5,443,269 5,276,312 6,907,083 4,371,199 5,422,536 5,308,503 4,414,417 6,770,243 6,196,840 6,468,121 6,055,229 69,926,632 61,449,369 67,365,550 -3.7%

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Institutions Programs / Activities 0 000000056 5 2 0 0 18- Program Attendees 0 00000003244114250 0 215- Boards and Commissions 0 Volunteer Hours (A) 0 000000000 0 0 - - 0 - Total 0 00000003750119270 0 233-

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Materials Loaned Legislative Contacts 0 00010010000 0 2 2 11450.0% Questions Answered (A) 0 000000000 0 0 - - 00.0% Tour Attendees Equipment Loans Facilities Use Permits Facilities Use Attendees (A) In-Service Training Sessions In-Service Training Attendees Boxed Records in Storage 1,507 1,564 1,575 1,575 1,575 1,578 1,585 1,649 1,649 1,669 1,745 1,745 1,641 1,634 1,618 -1.4% Library Board Attendees Total 1,507 1,564 1,575 1,575 1,576 1,578 1,585 1,659 1,649 1,669 1,745 1,745 1,643 1,636 1,629 -0.9%

Notes: (A) Not previously counted. (B) Consulting formerly counted in Preservation, now in Access. (C) Reproductions include audio, microfilm, photographic, and digital copies made for preservation or public access. (26) March destruction numbers low because they were not counted until activity finalized.

p. 12 FYE 2004 Performance Measures -- Research and Law

ACCESS Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Materials Loaned 334 322 362 380 297 288 374 363 341 329 234 398 15,361 19,048 4,022 -73.8% Materials Retrieved Questions Answered 1,613 1,553 1,698 1,779 1,442 1,485 1,795 1,738 2,205 1,950 1,628 1,718 24,258 21,269 20,604 -15.1% Consultations (B) 3 10111101310 0 0 13- Other Contacts/In-State 35 31 21 230 60 384 10 357 42 52 120 62 844 486 1,404 66.4% Other Contacts/Out-of State 178 20 20 76 100 0 115 0 70 235 0 220 720 635 1,034 43.6% On-Line Database Searches 828 890 1,000 866 853 936 1,448 1,365 1,264 1,264 1,132 983 6,468 6,474 12,829 98.3% Patrons Registered 0 00000000000 0 0 0- Programs/Activities (A) 1 013231033003 29- Program Attendees 9 0 55 60 80 64 16 3 108 0 65 67 1,194 1,469 527 -55.9% Tours (A) 0 21032464450 31- Tour Participants/Visitation (A) 0 2 10 0 12 3 8 4 32 14 14 0 99 - Facility Use (A) 0 00000000000 0- Facility Use Participants (A) 0 00000000000 0- Web Site Requests SIRSI Usage E-mailed Delivered Newsline Calls Total 3,001 2,821 3,168 3,395 2,850 3,166 3,781 3,839 4,070 3,851 3,199 3,451 48,845 49,381 40,592 -16.9%

PRESERVATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Materials Acquired (A) 1,563 2,682 2,461 3,276 2,660 1,686 2,403 2,158 2,914 2,209 2,540 2,875 29,427 - Materials Withdrawn/Removed (A) 6 282 76 165 49 82 71 72 0 19 5 2,721 3,548 - Materials Preserved/Treated 4,588 7,730 4,048 4,693 2,933 41 114 55 14,257 219 91 19,464 31,134 32,036 58,233 87.0% Materials Digitized 0 00000000000 0 0 0- Materials Cataloged/Described 3,618 3,782 4,443 3,773 2,533 3,696 3,393 3,541 3,813 3,669 3,436 3,614 36,064 21,113 43,311 20.1% Reproductions Total (B) 9,775 14,476 11,028 11,907 8,175 5,505 5,981 5,826 20,984 6,116 6,072 28,674 67,198 53,149 101,544 51.1%

COLLABORATION ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Institutions 11 10 9 8 12 0 16 10 12 10 10 10 62 71 118 90.3% Programs / Activities (35) 0 01220333210 191017-10.5% Program Attendees 0 0 52 46 22 0 59 55 215 78 104 0 1,019 819 631 -38.1% Boards and Commissions Volunteer Hours (A) 149 155 167 176 173 138 138 182 247 302 196 176 2,198 - Total 160 165 229 232 209 138 216 250 477 392 311 186 1,100 901 2,964 169.5%

LEG SERVICE ACTIVITIES Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 2003 Actual 2004 Projected 2004 Actual %

Materials Loaned 6 8 10 4656531213111275389-29.9% Legislative Contacts 95 103 88 93 90 118 224 194 155 84 143 95 1,853 1,500 1,482 -20.0% Questions Answered (A) 20 37 20 16 18 30 52 39 36 29 16 24 337 0.0% Tour Attendees 0 00010810200 575712-78.9% Equipment Loans Facilities Use Permits Facilities Use Attendees (A) - In-Service Training Sessions 0 010011030000 294015-48.3% In-Service Training Attendees 0 0 10 0 0 2 25 30000 494940-18.4% Boxed Records in Storage Library Board Attendees Total 121 148 129 113 115 156 325 245 194 127 172 130 2,115 1,699 1,975 -6.6%

Notes: (A) Not previously counted. (B) Consulting formerly counted in Preservation, now in Access. (35) Sep: Danger at the desk; Jan: tour; Feb: tour; Mar tour, program; Apr: tour, program;

p. 13

STATE GRANTS-IN-AID

COUNTIES 2002 2003 2004 TOTAL

Apache $25,000 $25,000 $25,000 $75,000 Cochise $23,000 $23,000 $23,000 $69,000 Coconino $25,000 $25,000 $25,000 $75,000 Gila $23,000 $23,000 $23,000 $69,000 Graham $23,000 $23,000 $23,000 $69,000 Greenlee $23,000 $23,000 $23,000 $69,000 La Paz $23,000 $23,000 $23,000 $69,000 Maricopa $25,000 $25,000 $25,000 $75,000 Mohave $25,000 $25,000 $25,000 $75,000 Navajo $23,000 $23,000 $23,000 $69,000 Pima $25,000 $25,000 $25,000 $75,000 Pinal $23,000 $23,000 $23,000 $69,000 Santa Cruz $23,000 $23,000 $23,000 $69,000 Yavapai $23,000 $23,000 $23,000 $69,000 Yuma $23,000 $23,000 $23,000 $69,000 $1,065,000

METROS 2002 2003 2004 TOTAL

Glendale $12,476 $12,476 $12,370 $37,322 Mesa $22,601 $22,601 $23,248 $68,450 Phoenix $75,323 $75,323 $74,259 $224,905 Scottsdale $11,558 $11,558 $11,642 $34,758 Tempe $9,044 $9,044 $8,669 $26,757 Tucson $27,751 $27,751 $27,573 $83,075 Chandler $10,068 $10,068 $10,570 $30,706 Peoria $6,179 $6,179 $6,669 $19,027 $525,000

Construction $46,743 $75,000 $89,719 $211,462 Tribal LSTA $42,000 $24,000 $66,000

77 Across Arizona LSTA Funds Help Build Strong Communities

The Library Services and Technology Act, a part of the Institute of Museum and Library Services, is the only federal grant program specifically for In 2003, LSTA Helped Fund These libraries. The Arizona State Library, Archives Special Programs in Arizona: and Public Records administers these funds, providing Arizona with the flexibility to develop AZNET networks public, academic and innovative programs, to support statewide special libraries through a database initiatives, and to reach out to local, urban, rural, across the state to facilitate interlibrary academic and tribal libraries in all fifteen of loans. Arizona’s counties.

Economic Development Information LSTA Funds Generate State and Local Centers in 27 Arizona libraries provide business and economic development Resources assistance.

2003 LSTA Award: $2,807,829 Arizona Reading Program distributes Matched by $2,044,629 in state funds1 1 materials for summer reading and other And $755,461 in local funds youth reading programs across the state.

This year’s theme is “Plant a Seed . . . Throughout the State, LSTA Funds Read.”

Link Arizona libraries through a computer Family Place provides libraries with network, providing access to databases materials and resources to offer and interlibrary loans. programming for toddlers and their care givers, emphasizing child development. Nurture partnerships, including Arizona Convocation, bringing together libraries, Planning for Results provides facilitators museums and archives. and other tools to help libraries and museums create plans for their Provide hundreds of professional training institutions. opportunities for Arizona library staff members. OneBookAZ encourages libraries and other literature-based organizations to Assure that all Arizonans benefit from work together to celebrate reading and library resources, including those with discussion. visual disabilities. The School of Information Resources and Library Science at the University of Arizona, the only library school in the state, receives LSTA funds to help train future librarians.

Library Institute allows non-degreed library leaders to spend a week studying 1 From FY 2002 at the University of Arizona each summer.

87

Arizona Congressional District 1 Communities Benefit From LSTA Funds

Congressional District 1 libraries are using LSTA funds for these projects:

Flagstaff City-Coconino County Public Library, “Literacy Begins at Home.” Florence Community Library, “Students and Schools Seeking Improvement.” Florence Community Library, “Partners in Progress – Florence/CAC.” Gila County Library District, “Celebrating the Cultures of Arizona.” Gila County Library District, “Healthy Families.” Navajo County Library District, “Adult Literacy Enhancement in Navajo County.” Community members participate in Greenlee County Library District’s “Planning for Results.” Navajo County Library District, “Online Book Clubs and Newsletters.” “The bottom line is that without LSTA, our Navajo County Library District, “Promoting Public patrons would not have the access to the Access in the White Mountain Apache Libraries.” world they enjoy now. Local funding alone Page Public Library, “New Technologies and just can't do it.” Shared Community Services.” -- Gerald Laurito, Director, Camp Verde Community Library Page Public Library, “One River, One Community – 135 Years on the Colorado.” LSTA funds provide special opportunities Pinal County Library District, “Spanish that for Arizona libraries, including those in Works.” District 1: Pinal County Library District, “Treasuring Our LSTA funds supports Family Place programs at Heritage: Digging Up the Facts and the Holbrook Public Library, Show Low Public Library, Legends.” Rim Community Library, Flagstaff City—Coconino Prescott Public Library, “Afterschool Adventure.” County Public Library, Florence Community Library, and Tuba City Public Library. “Thanks to LSTA, the children in our Afterschool Program have opportunities for Economic Development Information Centers are enhancement of reading, physical activity, supported by LSTA funds at Casa Grande City Library, Clifton/Greenlee County Public Library, and mental development. When children Eastern Arizona College Library, Flagstaff City – thus benefit, so too does the whole Coconino County Library, Florence Community community.” Library, Globe Public Library, Northland Pioneer -- Constance Keremes, Prescott Public Library College Library, Prescott Public Library, and Yavapai College Learning Resource Center.

LSTA provided funding for “Planning for Results” at Bonita Library, Larson Memorial Library, Holbrook Public Library, Pima Public Library, Prescott Valley Public Library, Sedona Public Library, and Show Low Public Library.

78

Arizona Congressional District 2 Communities Benefit From LSTA Funds

Congressional District 2 libraries are using LSTA funds for these projects:

Buckeye Public Library, “Technology Infrastructure Enhancement.”

Colorado City Public Library, “Community Technology Enhancements.”

Glendale Public Library, “Directions and Connections – Life Options for Mature Adults.”

Maricopa County Library District, “Have Laptops – Will Travel.”

Mohave County Library District, “Community Sunrise Mountain High School students train to oversee homework and reading programs at Peoria Public Library. Information and Referral Database.”

Navajo County Library District, “Adult Literacy “LSTA funds are critical. From the Enhancement in Navajo County.” assortment of projects described above, you can see the many different ways that federal Navajo County Library District, “Online Book monies impact local citizens.” Clubs and Newsletters.” -- Diane Neville, Glendale Public Library

Navajo County Library District, “Library and LSTA funds provide special opportunities Small Business Cooperation to Promote for Arizona libraries, including these in Business Development and Tourism.” District 2:

Peoria Public Library, “Great Expectations! LSTA funds supports Family Place programs at Today’s Readers, Tomorrow’s Leaders.” Northwest Regional Library (Surprise), Peoria Main Library, and Peoria Sunrise Public Library.

“Thanks to this program (Planning for Economic Development Information Centers are Results) we have been able to focus on supported by LSTA funds at: Estrella Mountain measures the library can take to work with Community College Library, Glendale Public the community to benefit people we might Library, Mohave Community College Library, not otherwise serve. For example, we can Mohave County Library District, and Peoria Public Library. work in conjunction with the veteran’s office here to offer one-on-one computer training, a LSTA provided funding for “Planning for Results” service they did not know we would provide at Buckeye Public Library and Bullhead City Library. and one which we did not know they could use.” -- Marilyn Dailey, Kingman Library

79

Arizona Congressional District 3 Communities Benefit From LSTA Funds

Congressional District 3 libraries are using LSTA funds for these projects:

Maricopa County Library District, “Have Laptops – Will Travel.”

Maricopa County Library District, “Online Novel for Kids.”

Maricopa County Library District, “2004 Arbuthnot Lecture.”

Maricopa County Library District, “OneBookAZ for Kids.”

Phoenix Public Library, “Bonding with Parents and toddlers participate in Phoenix Public Library’s “Bonding With Babies” program. Babies.”

Phoenix Public Library, “Phoenix Digitization “LSTA funds have allowed the library to Project.” provide resources and services to an important population of Phoenix residents: Phoenix Public Library, “Live Homework Help families with babies and toddlers. Thanks to Online.” this funding, 3 branch libraries now offer, to

Phoenix Public Library, “Literacy Summit.” caregivers and families with children ages birth to 2 years old, an hour-long, weekly Bonding with Baby program.” “I feel privileged to have been chosen as a -- Carol Finch, Phoenix Public Library representative from the Phoenix and Arizona LSTA funds provide special opportunities museum community, to attend the first for Arizona libraries, including these in Library and Museum Institute for training in District 3: the "Planning for Results Process" (PFR) funded through LSTA. I am currently The Economic Development Information Center conducting a planning process for a second at the Maricopa County Library District’s George L. library. It is critical that libraries and Campbell Branch is supported by LSTA funds. museums be viewed as an integral element Continuing Education classes for library staff were of the community and that the town offered at Phoenix Public Library and the Paradise government and citizens recognized this Valley Community College Library. fact.” -- JoAnn Stuckey, Cave Creek Museum

80

Arizona Congressional District 4 Communities Benefit From LSTA Funds

Congressional District 4 libraries are using LSTA funds for these projects:

Maricopa County Library District, “Have Laptops – Will Travel.”

Maricopa County Library District, “Online Novel for Kids.”

Maricopa County Library District, “2004 Arbuthnot Lecture.”

Maricopa County Library District, “OneBookAZ for Kids.” James Deem, author of Maricopa County Library District’s online novel, “The Mystery “Club of Luna Drive” talks with youngsters at the Phoenix Public Library, “Bonding with Arizona Book Festival.

Babies.” “LSTA funds have allowed the library to Phoenix Public Library, “Phoenix Digitization provide resources and services to an Project.” important population of Phoenix residents: families with babies and toddlers. Thanks to Phoenix Public Library, “Live Homework Help Online.” this funding, 3 branch libraries now offer, to caregivers and families with children ages Phoenix Public Library, “Literacy Summit.” birth to 2 years old, an hour-long, weekly Bonding with Baby program.” "The value of LSTA is incalculable because -- Carol Finch, Phoenix Public Library without LSTA we couldn't do programs such as the online mystery novel for kids, wireless LSTA funds provide special opportunities Internet access on our Bookmobiles, for Arizona libraries, including these in portable computer lab to help seniors learn District 4: computer skills, and other programs we've LSTA funds supports Family Place programs at done that were funded by LSTA. All of our Burton Barr Central Library and Yucca Branch of the LSTA funded programs enrich our Phoenix Public Library. customers.” -- Harry R. Courtright, Director and County Librarian, Maricopa An Economic Development Information Center is County Library District supported by LSTA funds at Phoenix Public Library’s Burton Barr Central Library.

Continuing Education classes for library staff were offered at Phoenix Public Library, thanks to LSTA funds.

81

Arizona Congressional District 5 Communities Benefit From LSTA Funds

Congressional District 5 libraries are using LSTA funds for these projects:

Maricopa County Library District, “2004 Arbuthnot Lecture.”

Maricopa County Library District, “Have Laptops, Will Travel.”

Scottsdale Public Library, “Ready to Learn Centers.”

Scottsdale Public Library, “Web Wizards.”

Sun Sounds of Arizona, “Sun Dial.” Parents and young children participate in a Scottsdale Public Library Tempe Public Library, “1-2-3 Read Tempe!” program.

“LSTA funds have helped us to serve the “LSTA funding provides the Scottsdale needs of the citizens of Tempe. Many cities Public Library the opportunity to design and have dealt with budget cuts and Tempe is no deliver enhanced services that reflect new different. In the last two years, the library research and technologies. As with other book budget has been reduced and LSTA Arizona cities that depend heavily on tourist funds have enabled us to continue to fulfill spending, the post 9/11 sales tax revenues our mission of furthering literacy.” have plummeted, causing our budgets to -- Sherry Warren, Tempe Public Library shrink. If it were not for LSTA, the library LSTA funds provide special opportunities would not be able to proactively respond to for Arizona libraries, including these in changes and to new scientific and social District 5: realities to better serve our community.” -- Marsh Greene, Scottsdale Public Library LSTA funds supported Family Place programs at Tempe Public Library.

Economic Development Information Centers are supported by LSTA funds at Scottsdale Public Library and Tempe Public Library.

82

Arizona Congressional District 6 Communities Benefit From LSTA Funds

Congressional District 6 libraries are using LSTA funds for these projects:

Apache Junction Public Library, “Electronically Managed Portable Online Web Education and Review.”

Chandler Public Library, “Information Technology Public Awareness Campaign.”

Chandler Public Library, “Local Engines of Economic Development.”

Maricopa County Library District, “Have Laptops – Will Travel.” Children participate in a program at the Apache Junction Public Library. Mesa Public Library, “Books for Rural Libraries.” “LSTA has made a tremendous difference from the youngest patron to the oldest. "The value of LSTA is incalculable because Libraries have always been outstanding at without LSTA we couldn't do programs such taking a few dollars and creating fantastic as the online mystery novel for kids, wireless returns in service to our communities. The Internet access on our Bookmobiles, LSTA funds are at the heart of developing portable computer lab to help seniors learn new concepts in public library programs in computer skills, and other programs we've many of our organizations.” done that were funded by LSTA. All of our -- Pam Loui, Apache Junction Public Library LSTA funded programs enrich our LSTA funds provide special opportunities customers.” -- Harry R. Courtright, Director and County Librarian, Maricopa for Arizona libraries, including these in County Library District District 6:

Economic Development Information Centers are supported by LSTA funds at Apache Junction Public Library, Chandler-Gilbert Community College Learning Resource Center, Chandler Public Library, and the City of Mesa Library.

Continuing Education classes for library staff were offered at Chandler Public Library, Chandler-Gilbert Community College Library, Chandler – Hamilton Branch Library, Mesa Community College Library, and the City of Mesa Library.

83

Arizona Congressional District 8 Communities Benefit From LSTA Funds

Congressional District 8 libraries are using LSTA funds for these projects:

Benson Public Library, “On-Site Technology Training.”

Cochise County Library District, “Family Literacy.”

Tucson-Pima Public Library, “Ready to Read.”

Tucson-Pima Public Library, “Discover the Sonoran Desert.”

Tucson-Pima Public Library, “Books for Rural Parents and children learn together during a family literacy program in Libraries.” Cochise County.

“LSTA's continued financial support for the LSTA funds provide special opportunities ProQuest database for Arizona's Economic for Arizona libraries, including these in Development Information Center (EDIC) District 8: libraries is critical for supporting local small LSTA funds support Family Place programs at the business development. The ProQuest Douglas Public Library. database provides businesses with the authoritative, up-to-date information needed An Economic Development Information Center is for successful planning and decision- supported by LSTA funds at the Sierra Vista Public Library. making.” -- Tom Farmer, Tucson Public Library LSTA provided funding for “Planning for Results” at Bisbee’s Copper Queen Library, Oro Valley Public Library, Patagonia Public Library and the Elsie S. Hogan Community Library in Wilcox.

“I think the program is making an impact on the people that I see coming into the library. Now not only the students are here on the computers, but their parents are sometimes accompanying them. We have more Spanish-speaking adults coming in and looking through the selection.” -- Charlene Kennedy, Elfrida Branch Coordinator, speaking about the LSTA funded “Family Literacy” project.

86 Arizona Congressional District 7 Communities Benefit From LSTA Funds

Congressional District 7 libraries are using LSTA funds for these projects:

University of Arizona, Arizona State Museum, “LARC Editing and Archive Collections.” Avondale Public Library, “Avondale Cultural Awareness Program.” Avondale Public Library, “Basic Literacy for Families.” Nogales City/Santa Cruz County Public Library, “Homework Help/After School Program.” Nogales City/Santa Cruz County Public Library, “Computer Technician Project.” Parker Public Library/La Paz County Library Services, “Lifelong Learning Center Computer Lab.” Parker Public Library/La Paz County Library A patron at Tucson-Pima Public Library uses accessible computer Services, “Healthy Babies/Healthy Readers.” equipment, purchased with LSTA funding. Parker Public Library/La Paz County Library Services, “Teen Scene – Internet Access.” “Over the years, the LSTA funded projects, San Xavier District Learning Center Library, covering a wide range of programs and “Teaching Technology: Providing Computer Classes for San Xavier Adults.” resources, have enhanced services to the San Xavier District Learning Center Library, community. . . Additionally, the families of “New Resources for Families and Children.” our community have had the quality of their Tucson-Pima Public Library, “Ajo Cultural and lives enriched and improved by the Historical Inventory.” Tucson-Pima Public Library, “Ready to Read.” continual LSTA support of the Summer Tucson-Pima Public Library, “Discover the Reading Programs, Reach to Teach, and Sonoran Desert.” other family literacy projects.” Venito Garcia Library and Archives, “Legal — Cecilia Young, Yuma County Library District Online Resources for the Tohono O’Odham Nation.” LSTA funds provide special Yuma County Library District, “Community Connections.” Yuma County Library District, opportunities for Arizona libraries, “Reach to Teach!” including these in District 7:

“Without LSTA funding to Arizona, many LSTA funds supports a Family Place program at the Columbus Branch of the Tucson Public Library. rural underdeveloped communities would have no programming funds to reach the Economic Development Information Centers are undeserved and children of their supported by LSTA funds at Arizona Western communities. This funding exposes College/NAU-Yuma, Nogales City/Santa Cruz County Public Library, Tucson-Pima Public Library, and the everyone to a larger number of Yuma Library District. opportunities while still living in rural Arizona.” LSTA provided funding for “Planning for Results” at -- Jana Ponce, Parker Public Library the Avondale Public Library, Parker Public Library, Colorado River Indian Tribes Library, Nogales City/Santa Cruz County Public Library, and the Venito Garcia Library.

Information Access – Beyond Geography

Some parts of Arizona are quite rural and geographically removed from the major urban areas, Arizona uses its Library Services and Technology Act funds to provide two types of commercially produced databases. FirstSearch is available to every public school or tribal library in Arizona. The Online Computer Library Center, Inc’s (OCLC) product provides: • Catalogs of all the participating libraries throughout the USA • Conference proceedings • Government documents • Medical databases • World Almanac • Full text of several hundred social science journals

The ProQuest Company’s business and economic development databases are provided to each Economic Development Information Center (EDIC) library, all county and community college libraries. We recently welcomed the Cottonwood Public Library into our EDIC network of libraries. Since 992 nearly 30 public and community college libraries have created and maintained Economic Development Information Centers (EDIC) to help local businesses and economic development practitioners. The ProQuest databases provided under this program, through our federal funds, include: • ABI/INFORM Complete (over 2000 full text titles providing business information) • Hoover’s Company Capsules & Profiles • Newspapers including The Christian Science Monitor, The Los Angeles Times, The New York Times, The Wall Street Journal, and The Washington Post • Digital Sanborn Maps – Arizona

The following two charts demonstrate the importance of these databases for local library users from Yuma to Nogales; from Chandler to Prescott; from Florence and Globe to Sierra Vista.

87

FirstSearch Usage Data for FY 2002 – 2004

Fir s tSe a r c h Us a ge

500000 400000

No of 300000 2001-2 searches 200000 2002-3 100000 2003-4 0 2001-2 2002-3 2003-4 FY 2002-04

FirstSearch Usage

250000 200000 No. of login 150000 2001-2 sessions 100000 2002-3 50000 2003-4 0 2001-2 2002-3 2003-4 FY 2002-04

FirstSearch Usage

80000

60000 Docum e nts 40000 ordered Series1 20000

0 2001-2 2002-3 2003-4 FY 2002-04

88

ProQuest Usage Data for Fiscal Years 2002 – 2004

ProQuest Usage

350000 300000 No. of Searches 250000

200000 150000

100000 50000 0 2001-02 2002-03 2003-04 Fiscal Years 2002-04

ProQuest Usage

120000

100000 Downloads 80000 No. of of No.

60000

40000

20000

0 2001-02 2002-03 2003-04 Fiscal Years 2002-04

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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

PARTNERSHIPS FOR DONATIONS/GRANTS TO ARIZONA 1997 – 2004 (to Date)

PARTNERSHIPS DONATIONS/GRANTS AWARDS

AWARDED

Provisions of the E-Rate Funding $13,264,030 Telecommunications Act of 1996

Gates Learning Foundation Gates Library Initiative $ 5,000,000

National Endowment for the Humanities Arizona Newspaper Project $ 1,033,221 (NEH)

Institute of Museum and Library Services National Leadership Grant - $ 468,442 (IMLS) Five State American Indian Project

Bill and Melinda Gates Foundation Technology Project Support to Tribes $ 377,592

Institute of Museum and Library Services Recruiting and Educating Librarians (IMLS) For the 21st Century $ 377,012

Institute of Museum and Library Services Continuum of Library Education $ 291,600 (IMLS)

Institute of Museum and Library Services National Leadership Grant – $ 248,829 (IMLS) National Tribal Conference

Institute of Museum and Library Services National Leadership Grant – $ 202,675 (IMLS) National Tribal Conference

Rehabilitation Services Administration Newsline and Jobline $ 136,645

Library Services and Technology Act Government Information Locator Service $ 91,675 (LSTA) (GILS)

Mervyn’s Fall Reading Program $ 85,000

Salt River Project Capitol Restoration Project $ 76,000

Bill and Melinda Gates Foundation Library Public Access Computer $ 70,800 Upgrades/Replacement

Library Services and Construction Act Braille and Talking Book Library $ 70,000 (LSCA) Remodeling Continued …..

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PARTNERSHIPS DONATIONS/GRANTS AWARDS

Gates Learning Foundation Training Project to Support Infrastructure $ 67,350

Nina Pulliam Charitable Trust On-Line Public Access Catalog $ 50,000

Western Council of State Libraries Continuum for Library Education $ 43,000

Library for the Future National Advocacy Training Program $ 31,250

Department of Game and Fish Capitol Restoration Project $ 30,000

National Historical Publications Board Administration Grant $ 28,385 and Records Commission (NHPRC)

Virginia G. Piper Foundation Life Options Planning Grant $ 15,000

Various Sources Miscellaneous

Arizona Lobbyists Capitol Restoration Project $ 9,475 Western Council Collection Development Report $ 3,000 Arizona Humanities Council Traveling Museum Exhibit $ 3,000 Arizona Humanities Council History Day Teacher’s Workshop $ 2,500 Institute of Museum and Library Services National Book Festival Exhibit $ 1,688 ADOA Risk Management Ergonomics Equipment $ 1,604 Arizona Humanities Council Speaker Series Program $ 550 $ 21,817

SUB TOTAL: $22,080,323

RELATED GRANTS – ASLAPR TECHNICAL ASSISTANCE

Libraries for the Future eQual Access ™ $ 1,100,000 Partnership for Arizona Libraries

Institute of Museum and Library Services Knowledge River $ 492,807 (IMLS)

Institute of Museum and Library Services Preserving and Sharing the $ 201,786 (IMLS) Sonoran Archives

Institute of Museum and Library Services Arizona Electronic Atlas $ 123,672 (IMLS)

National Historical Publications First Archivists Circle $ 26,613 and Records Commission (NHPRC)

SUB TOTAL: $ 1,944,878

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PARTNERSHIPS DONATIONS/GRANTS AWARDS

PENDING GRANTS

Bill and Melinda Gates Foundation Staying Connected Grant $ 141,920

Virginia G. Piper Foundation Second Chapter $ 115,500

University of Illinois/OCLC Exploring Collaborations To Harness $ 7,500 Objects in a Digital Environment for Preservation (ECHO Depository)

California Digital Library Tools for Curating a Library of Digital $ 2,500 Documents Published on the Web

Published on the Web

SUB TOTAL: $ 267,420

TOTAL: $24,292,621

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AWARDED

UNDER THE PROVISIONS OF THE TELECOMMUNICATIONS ACT OF 1996 $13,264,030 (To Date)

E-Rate Funding

The e-rate extends the Universal Service Fund by providing discounts on telecommunications costs to rural health providers, schools, and libraries. Through the e-rate program, Arizona libraries will have more resources for their clients’ use in their business, education, and recreation pursuits.

Year One - 1998: A total of $700,536 in savings on telecommunications, internet access, and internal wiring costs is in the process of being distributed to public and museum libraries in Arizona.

Year Two - 1999: Commitment letters totaling $645,521 were sent to the following libraries: Apache County Library District; Apache Junction Public; Arizona State Library, Archives and Public Records, Arthur C. Pomeroy Library; Arizona City Community; Avondale Public, Benson Public; Buckeye Public; Camp Verde Community; Clark Memorial; Clay Springs Public; Cochise County Library District; Congress Public; Copper Queen Public; Duncan Public; Eloy Public; Elsie S, Hogan Community; Fredonia Public; Gila County Library District; Glendale Public; Globe Public; Grand Canyon Community; Holbrook Public; Hopi Public; Huachuca City Public; Jerome Public; Kalina Memorial Public; Larson Memorial Public; Mammoth Public; Maricopa Community; Marion Lasa/Chino Valley Public; Mayer Public; Mohave County Library District; Navajo County Library District; Oracle Public; Page Public; Payson Public; Phoenix Public; Pima Public; Pinal County Library District; Prescott Public; Rim Community; Roxanne Whipple Memorial; San Manuel Public; Salt River Tribal; San Carlos Tribal; Scottsdale Public; Show Low Public; Snowflake-Taylor Public; Stanfield Community Center; Superior Public; Tolleson Public; Tombstone City; Tuba City Public; Tucson/Pima Public; Woodruff Community; Yarnell Public; Yavapai County Library District; Yuma County Library District.

Year three - 2000: Commitment letters totaling $571,489 were sent to the following libraries: Apache Junction Public; Arizona State Library, Archives and Public Records; Arthur C. Pomeroy Library; Arizona City Community; Bagdad Public; Benson Public; Buckeye Public; Cibecue Community; Clay Springs Public; Clifton Greenlee County; Cochise County Library District; Copper Queen Public; Eloy Public; Elsie S, Hogan Community; Fredonia Public; Gila County Library District; Glendale Public; Globe Public; Grand Canyon Community; Holbrook Public; Huachuca City Public; Jerome Public; Kalina Memorial; Mammoth Public; Maricopa Community; Maricopa County; McNary Community; Mohave County Library District; Navajo County Library District; Oracle Public; Page Public; Patagonia Public; Pima Public; Pinal County Library District; Prescott Public; Rim Community; Roxanne Whipple Memorial; San Manuel Public;

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Superior Public; Tolleson Public; Tombstone City; Tuba City Public; Tucson-Pima Public Library, Whiteriver Public; Woodruff Community; Yuma County Library District.

Year Four – 2001: Commitment letters totaling $1,182,778 were sent to the following libraries: Apache County; Arizona City Community; Arizona State Procurement Office; Arizona State Library, Archives and Public Records; Arthur E. Pomeroy Library; Buckeye Public; Casa Grande Public; Cibecue Community; Clark Memorial; Clay Spring Public; Cochise County Library District; Colorado City Public; Copper Queen Public; Douglas Public; Eloy Public; Flagstaff City Public; Fredonia Public; Gila River Indian Community School and Librarian Consortium; Globe Public; Grand Canyon Community; Holbrook Public; Huachuca City Public; Ira H. Hayes Memorial; Larson Memorial Public; Mammoth Public; Maricopa Community; McNary Community; Mohave County Library District; Navajo County Library District; Oracle Public; Page Public; Patagonia Public; Pima Public; Pinal County Library District; Prescott Public; Rim Community; Roxanne Whipple Memorial; San Manuel Public; Show Low Public; Snowflake-Taylor Public; Stanfield Community Center; Superior Public; Tolleson Public; Tuba City Public; Tucson-Pima Public; Whiteriver Public; Woodruff Community; Yarnell Public; Yuma County Library District.

Year Five – 2002: Commitment letters totaling $3,162,280 were sent to the following libraries: Apache County Library District; Arizona City Community; Arizona State Procurement Office; Arizona State Library, Archives and Public Records; Arthur E. Pomeroy Library; Benson Public Library; Buckeye Public; Cibecue Community Public; Clifton-Greenlee County; Clark Memorial; Clay Spring Public; Cochise County Library District; Colorado City Public; Copper Queen Public; Douglas Public; Eloy Public; Fredonia Public; Gila River Indian Community School and Librarian Consortium; Glendale Public Library; Globe Public; Grand Canyon Community; Holbrook Public; Huachuca City Public; Ira H. Hayes Memorial; Larson Memorial Public; Mammoth Public; Maricopa Community; McNary Community; Mohave County Library District; Navajo County Library District; Oracle Public; Page Public; Payson Public Library; Pima Public; Pinal County Library District; Prescott Public; Rim Community; Roxanne Whipple Memorial; San Manuel Public; Show Low Public; Snowflake-Taylor Public; Stanfield Community Center; Superior Public; Tolleson Public; Tuba City Public; Tucson-Pima Public; Whiteriver Public; Woodruff Community; Young County Library District, Yuma County Library District.

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Year Six – 2003: Commitment letters totaling $3,749,292 were sent to the following libraries: Apache County Library District; Arizona City Community; Arizona State Library, Archives and Public Records; Arthur E. Pomeroy Library; Benson Public Library; Black Canyon City Community Library; Bonita Library and School District; Buckeye Public; Cibecue Community Public; Clark Memorial; Clay Springs Public; Cochise County Library District; Colorado City Public; Copper Queen Public; Douglas Public; Duncan Public Library; Eloy Public; Flagstaff City – Coconino County Public; Fredonia Public; Gila County Library District; Glendale Public Library; Globe Public; Holbrook Public; Hopi Public Library; Huachuca City Public; Ira H. Hayes Memorial; Larson Memorial Public; Mammoth Public; Maricopa Community; McNary Community; Mohave County Library District; Morenci Community; Navajo County Library Consortium; Navajo Nation Library System; Oracle Public; Page Public; Phoenix Public; Pima Public; Pinal County Library District; Prescott Public; Prescott Valley Public; Rim Community; San Manuel Public; Sedona Public Library; Show Low Public; Snowflake- Taylor Public; Superior Public; Tolleson Public; Tuba City Public; Tucson-Pima Public; Whiteriver Public, Winslow Public Library; Woodruff Community; Yuma County Library District.

Year Seven – 2004: Commitment letters so far totaling $3,252,134 were sent to the following libraries: Arizona City Community; Arizona State Library, Archives and Public Records; Arthur E. Pomeroy Library; Ash Fork Public; Black Canyon City Community Library; Bonita Library and School District; Cibecue Community Public; Clark Memorial; Clay Springs Public; Clifton-Greenlee County; Cochise County Library District; Colorado City Public; Congress Pub; Copper Queen Public; Cordes Lakes Public; Douglas Public; Duncan Public Library; Eloy Public; Flagstaff City– Coconino County Public; Florence Public; Fredonia Public; Holbrook Public; Hopi Public Library; Ira H. Hayes Memorial; Larson Memorial Public; Mammoth Public; Maricopa Community; Mayer Public; McNary Community; Mohave County Library District; Morenci Community; Navajo County Library Consortium; Navajo Nation Library System; Oracle Public; Page Public; Parker Public; Payson Public; Phoenix Public; Pima Public; Pinal County Library District; Rim Community; San Manuel Public; Show Low Public; Snowflake-Taylor Public; Superior Public; Tolleson Public; Tuba City Public; Tucson-Pima Public; Whiteriver Public, Wilhoit Public; Winslow Public Library; Woodruff Community; Yarnell Public; Yuma County Library District

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GATES LEARNING FOUNDATION $5,000,000 2000 – 2003 Gates Library Initiative

The Gates Library Initiative, the cornerstone of the Gates Learning Foundation, is dedicated to partnering with public libraries in the United States and Canada where 10% of the population served earns less than the federal poverty guidelines. Grants offered through this program help Arizona libraries serving low-income communities acquire or upgrade computers, software, Internet connection, training and technical support

Gates Opportunity Grant

ASLAPR assisted six Arizona public libraries to successfully apply for the first Gates Opportunity Grants. Grants offered through this program help public libraries acquire computers, software, Internet connection, training and technical support. The libraries: Douglas, Window Rock, Page, Phoenix, Tucson/ Pima, and the Apache County Library District (Sanders Public Library) received $135,000.

Gates Accelerated Program for Large Libraries

ASLAPR assisted four Arizona public library systems with populations of 300,000 or more obtain grants as part of the Gates Library Initiative. In October 1999, thirty-three library buildings in the Phoenix Public Library, Tucson-Pima Public Library, Mesa Public Library and Maricopa County Library District were awarded $383,250 in hardware and software as part of the Gates Accelerated Program for Large Libraries.

Arizona State Partnership Program

ASLAPR assisted 103 public library buildings obtain grants as part of the Arizona State Partnership Program. In August 2000, 85 grants were awarded totaling $1.6 million in hardware and software. Gates grant monies will purchase computers, printers, networking equipment and software to provide improved public access computing in Arizona public libraries. In addition, the Gates Foundation is providing on-site installation, configuration and training in the use of the equipment and software. Gates will also fund Seattle-based training for the State Library staff as well as those in the Accelerated Program for Large Libraries. Three years of software upgrades and help desk support are included in the grant program. When installation, training and support are considered, the total amount of the grants to Arizona is close to $5 million.

The $5 million private funding investment compliments our federal and state grant programs that have invested almost $3 million in Arizona libraries. The combined public/private effort will culminate in a statewide grid of Internet accessibility for all state residents through public libraries.

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NATIONAL ENDOWMENT FOR THE HUMANITIES (NEH) $1,033,221

Arizona Newspaper Project Grant

The Arizona Newspaper Project’s goals were to improve bibliographic access to Arizona newspapers and to preserve information in them by preservation microfilming. The scope of the project was broad: over 1,900 newspaper titles at 126 sites were identified in 1991 in a comprehensive survey of newspapers in and outside of the state. The National Endowment for the Humanities (NEH) provided $22,234 for the survey.

NEH support continued through four successive grant periods: 1) The NEH awarded $279,234 for the bibliographic phase of the project, 1993-1996. Funds were used for staff to travel through the state to examine and catalog newspapers; 2) The NEH authorized a $125,510 supplemental grant for 1996-1997 to support expansion of work begun in the 1993-1996 grant period. This involved further cataloging and planning for preservation microfilming. 3) The NEH awarded $269,636 for completion of the bibliographic part of the project and the beginning of the preservation microfilming phase, 1997-1999 which will continue to March, 2000; 4) the NEH awarded $336,000 to complete the project. This phase, from 2000 to 2002, will mark achievement of project objectives and enhance the Arizona State Library, Archives and Public Records’ ability to maintain cataloging and preservation of current Arizona newspapers.

INSTITUTE OF MUSEUM AND LIBRARY SERVICES (IMLS) $ 468,442

National Leadership Grant - Five State American Indian Project

Library and Archives was the lead agency for a National Leadership Grant awarded to a consortium of state libraries and museums by the Institute of Museum and Library Services, a federal granting agency in Washington D.C. Participating states included: Arizona, New Mexico, Utah, Colorado, and Nevada. The multi-state grant sought to develop and strengthen collaborative relationships with American Indian tribal communities that were operating, or had plans to develop a tribal library, museum or archives.

Lead agencies worked with the tribes in their states to access the tribes’ library, archival, and museum needs. These agencies compiled an inventory of the collection development policies, cultural resource descriptions, and use restrictions of the tribal libraries, archives and museums in their states. Each state developed a communications network to sustain the collaborative work begun by this one-year pilot. For Arizona’s portion of the grant, ASLAPR collaborated with the Arizona State Museum at the University of Arizona. Ms. Alyce Sadongei, a Kiowa-Tohono O’Odham, was the project director. She is a native of Phoenix and was a program specialist at the Smithsonian Institution in Washington, D.C. prior to her employment at the Arizona State Museum.

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Grant One - 1999: $150,545, allowed each state to develop state conferences designed to bring tribal representatives together to discuss issues relevant to libraries, museums and archives and to begin to establish networks of communication and support. Arizona’s convocation was held on August 16-17, 1999 near Globe on the San Carlos Apache Reservation. Tribal representatives learned about funding sources and were introduced to existing resources within the various state libraries and museums. Participating tribes increased their access to cultural resources and library services for their community. Non-tribal libraries, museums and archives participants increased their knowledge of the scope and breadth of material culture, and library and archival holdings in tribal repositories; learned about the issues facing tribes regarding access, intellectual property and repatriation; and increased their contacts with tribal librarians, archivists and museum staff.

Grant Two - 2000: $317,897, provided funds for the five-state (Arizona, Colorado, Nevada, New Mexico, and Utah) regional conference for tribal library, archives and museums in each of the states held at the Heard Museum in June, 2000. The conference targeted tribal government officials and tribal and non-tribal museum staff, librarians, and archivists from all the five states. The conference: created a regional network of support for tribal cultural institutions and program; articulated contemporary issues related to the development of tribal libraries, archives and museums; and continued to develop collaboration among tribal and non-tribal cultural institutions. The conference also sought to challenge and inspire participants to think critically and broadly about issues that may affect the development of their particular tribal cultural program. The project website, http://5stateproject.utah.org includes the regional conference attendee list, exhibitor list, and presentations. In addition, each state was encouraged to submit update information to the website regarding their final state conference and follow-up activities. ASLAPR served as the lead agency for this collaborative project.

BILL AND MELINDA GATES FOUNDATION $377,592

Technology Project Support to Tribes

2001 – This grant request addressed the Native American Access to Technology Program’s goal of empowering Native communities through increased access to digital information resources. The project expanded the substantial work that the Gates Foundation and the State Library, with its partners, have already completed in Arizona’s Native communities.

The State Library assisted tribes sustain previously awarded Gates technology by facilitating on-site training in two areas of emphasis – computer literacy and troubleshooting, and public access programming.

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INSTITUTE OF MUSEUM AND LIBRARY SERVICES $377,012

Recruiting and Educating Librarians for the 21st Century

Knowledge River, a part of the University of Arizona School of Information Resources and Library Science, with the assistance of eleven partner institutions, will fund twenty current and recruit twelve new Hispanic and Native American students into librarianship through implementation of the Knowledge River retention program that takes into account financial, academic and social aspects of the library school experience. Knowledge River will also prepare the students for the real world of work and job search process.

PRESS RELEASE

Nearly $10 Million Awarded to Recruit and Educate Next Generation of Librarians: Federal Grants to Off-Set Critical National Shortage of Librarians Due to Retirement.

Washington, DC, Tuesday, October 28, 2003 In May 2000, Library Journal magazine reported 40% of America's library directors plan to retire in 9 years or less. And, according to the July 2000 Monthly Labor Review, in 1998 57% of professional librarians were age 45 or older. The March 2002 issue of American Libraries magazine showed that based on 1990 Census data almost 58% of professional librarians will reach the age of 65 between 2005 and 2019.

On January 9, 2002, First Lady Laura Bush announced the President would support a new $10 million initiative within the Institute of Museum and Library Services to recruit new librarians and help off-set a critical national shortage of these indispensable professionals and educators. She said, “To help recruit a new generation of librarians, this initiative will provide scholarships to graduate students in library and information science, support distance learning technology for training programs in underserved areas, and recruit librarians with diverse language skills. I applaud the Administration's commitment to America's public libraries and I'm proud of the President's support of librarians."

Today the Institute of Museum and Library Services awards $9,898,338 in 27 inaugural grants for this initiative under a new program, Recruiting and Educating Librarians for the 21st Century.

The Institute received 76 grant applications requesting more that $27 million in FY 2003. The 27 grants made today will help recruit 558 individuals (493 students of library science at the master level, 35 at the doctoral level and 30 at the paraprofessional level). The grants will also fund research to establish much needed baseline data to support and evaluate successful recruitment and education programs. For 2004,

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President Bush has requested $20 million for the Recruiting and Educating Librarians for the 21st Century grant program.

”The Institute’ s approach tackles head on many of the complex issues associated with the looming national shortage of librarians”, said Dr. Robert S. Martin, Director of the Institute of Museum and Library Services. "The grants are strategic and multifaceted; they include tuition assistance, service expectations, job placement, recruitment of non- traditional library students, and research. Today’s grants will make immediate improvements by increasing the number of library science students at the paraprofessional, masters' and doctorate levels, preparing them for employment at the nation's libraries, particularly rural, urban, and school libraries."

Anticipating the loss of as many as 58% of the current cohort of professional librarians by 2019, this program is designed to help recruit a new generation of librarians. It recognizes the key role of libraries and librarians in maintaining the flow of information that is critical to support formal education; to guide intellectual, scientific, and commercial enterprise; to strengthen individual decisions; and to create the informed populace that is at the core of democracy. Through these grants, the library profession will have an unprecedented opportunity to shape the future of librarianship and library service.

The Institute of Museum and Library Services is an independent Federal grant-making agency dedicated to creating and sustaining a nation of learners. The Institute fosters leadership, innovation, and a lifetime of learning by supporting the nation's 15,000 museums and 122,000 libraries. The Institute also encourages partnerships to expand the educational benefit of libraries and museums.

INSTITUTE OF MUSEUM AND LIBRARY SERVICES $ 291,600

Continuum of Library Education

2003 – The Western Council of State Libraries’ Continuum of Library Education Project addressed pressing issues facing the library profession today: professional recruitment, retention, diversity, and the need for improved library services especially in rural, underserved and tribal areas. A fundamental issue of regional and nationwide concern is the management and direction of public libraries by people without formal library education who we call library practitioners. The project offered a multi-state approach to educating practitioners in public libraries.

This grant awarded July 2003 provided funds to develop a model partnership for a library education continuum involving state libraries, regional library cooperatives, community colleges and universities including library and information science schools. This project intends to provide systemic change to the availability, quality and impact of library education in Western Council’s 21 states and our partner states.

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INSTITUTE OF MUSEUM AND LIBRARY SERVICES (IMLS) $ 248,829

National Leadership Grant – National Conference of Tribal Library, Archive and Museums

2005 - The Arizona State Museum and the Arizona State Library have been awarded a $248,829 federal grant to develop programs that will help tribal and museum libraries around the country collaborate, produce a national directory of tribal libraries, and organize a national conference of tribal and museum library representatives. The two-year grant, arranged through the Institute of Museum and Library Services, will involve Tamastislikt (Umatilla) Cultural Institute of Pendleton, Ore., and Oregon State Library; Colorado River Indian Tribes Library and Archive at Parker, Ariz., and Arizona State Library; and The Akwesasne Library and Museum (Mohawk Nation) at Hogansburg, N.Y. Despite the increased access to technology-based communications, there is still a need for facilitating person-to-person contact. The model projects, as well as the directory and national conference, are designed to allow diverse professionals to begin to explore collaborative projects as a solution to mutual concerns. Results of the three model projects will be presented at a national conference May 24- 27, 2005, at Mesa Centennial Center. 300 tribal representatives and their non-tribal colleagues from libraries, archives and museums across the country are expected to attend this conference. The two overall goals of this project are to continue to facilitate communication and collaboration, and the sharing of resources among tribal and non-tribal library, museum and archive professionals using aspects of the Five State project, and to develop models that may be used to encourage and sustain communication and collaborative partnerships. The projects will be featured at the national conference.

A national survey will be conducted to gather information documenting background, contact information and future challenges for tribal libraries, archives and museums. A directory/report will be disseminated to state libraries, museum associations, archivist organizations and tribal cultural programs.

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INSTITUTE OF MUSEUM AND LIBRARY SERVICES (IMLS) $202,675

National Leadership Grant – National American Indian Conference

In August 2000, ASLAPR was asked to be the lead agency and fiscal agent for a national conference project. Award of this grant extended the Five State American Indian Project through September 2002, expanded the grant nationwide, and allowed for the planning, development, implementation, evaluation and dissemination of regional consultations, and a national conference targeting tribal libraries, museums and archives.

On May 7010, 2002, the national conference was held in Mesa, Arizona. Tribal Archives, Libraries and Museums: Preserving our Language, Memory and Lifeways, shared the theme and goals of the regional (Arizona, Colorado, Nevada, New Mexico, and Utah) conference. The conference was designed to: create a network of support for tribal cultural institutions and programs; articulate contemporary issues related to the development of tribal libraries, archives and museums; encourage collaboration among tribal and non-tribal cultural institutions.

DEPARTMENT OF ECONOMIC SECURITY – REHABILITATION SERVICES ADMINISTRATION $136,645

Newsline and Jobline Project

The Department of Economic Security –Rehabilitation Services Administration provided funding for Newsline and Jobline (access to newspapers and job information over the phone for individuals who are blind or visually impaired). FY2000 $38,094; FY2001 $12,039; FY2002 $26,000; FY2003 $22,512; and FY2004 $38,000

LIBRARY SERVICES AND TECHNOLOGY ACT $91,675

Government Information Locator Service (GILS) Pilot Project

2002 – Library and Archives partnered with five other state agencies to investigate policies and procedures that will ensure that current and future citizens will have the same confidence in the reliability and authenticity of electronic records that they have in traditional, paper records. Library and Archives, the Government Information Technology Agency (GITA), the Secretary of State, the Arizona Administrative Offices of the Courts (AOC), the Clerk of Arizona Superior Court in Maricopa County, and Arizona State University are each having to face the challenge of electronic records; they seek to share expertise and resources to discover the most effective solutions for Arizona. The first project of this research initiative was to ensure enduring access to small record

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sets containing unique documents created by small offices. The project provided significant training for each agency's staff.

MERVYN’S $85,000

Fall Reading Program

2003 – Mervyn’s worked with the public libraries in Maricopa, Pima and Yuma County (that's where their stores are located in Arizona) for a fall reading program for children up to 11 years old or 5th grade. Mervyn's provided the posters, promotional materials, passport for the kids to get signed and the prizes for the readers. The project started in September.

SALT RIVER PROJECT $76,000

Capitol Restoration Project

Announced during the 2002 Statehood Day ceremony, in recognition of Arizona’s 90th anniversary, and to ensure that historical landmarks, such as the State Capitol building, are maintained to educate the next generation of Arizonans, SRP contributed funds to be used to support the restoration of the rotundas on the first, second and third floors of the Capitol building. In addition, funds were allocated to restore a painting of Roosevelt Dam, for an exhibit on Judge Joseph Kibbey who was very active in the very early phases of SRP and as a judge and attorney, who went on to become Territorial Governor. The exhibit focused on Judge Kibbey as an outstanding example of the many people who were active in water development and in politics in both the territorial and statehood periods.

BILL AND MELINDA GATES FOUNDATION $70,800

Staying Connected Grant Program

2002 – Staying Connected challenge grants are available only to state library agencies to assist in the support of sustainability of public access computing in libraries. This program was the final component of the Bill and Melinda Gates Foundation’s United States Library Program. The Arizona State Library, Archives and Public Records was committed to ensuring that every library in Arizona had high-speed access to the Internet, and therefore, pursued this funding for technology upgrades and replacements.

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LIBRARY SERVICES AND CONSTRUCTION ACT (LSCA) $70,000

Remodeling Project Braille and Talking Book Library

2001 – The Braille and Talking Book Library Division (BTBL) provides statewide library service to individuals who are blind, visually impaired or physically disabled, in a facility that had not been painted or had the carpet replaced since it was built in 1982. Now, almost 20 years later, BTBL has new paint, carpeting and modular furniture for the first floor as of July 2001. The project included painting the exterior of the building and rewiring the front office in order to bring power, data and phone lines from the ceiling to the modular workstations. The agency realized considerable savings by purchasing refurbished rather than new workstations. Seventeen staff members now have more functional work areas and open floor space has been gained. Exterior doors will soon be replaced or converted to meet current safety and fire codes. By combining Library Services and Construction Act (LSCA) federal funds and Talking Book Library donations, the agency required no state funds.

BILL AND MELINDA GATES FOUNDATION $67,350

Training Project to Support Infrastructure

This grant, awarded June 2002, provided special training money to help support the infrastructure that we have been able to build in the public library system here in Arizona both with Gates money and with our federal money. We hired a short-term project coordinator for six to eight months to coordinate training that we can purchase from third parties. Teams of two to three library interns traveled around the state providing local training to help build understanding and connections between institutions such as local libraries and community colleges, or other potential providers of technology training. The goal of this grant was to ensure that local providers understand who their training resources are, whether a community college or local business, and that these local providers receive training in current specifications that they can build on. We expect to reach 750 people.

The partnerships within this grant were: the training agencies with whom we have been and will continue to develop training classes; the county libraries in Arizona which will ultimately be responsible for the use, upkeep and training of public access computers; and the staff of those libraries where the Gates training labs are placed.

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NINA PULLIAM CHARITABLE TRUST $ 50,000

Online Public Access Catalog Grant

The Braille and Talking Book Library Division submitted a proposal to the Nina Mason Pulliam Charitable Trust requesting a grant to purchase an Online Public Access catalog. The goal of this project was to make books more accessible to those who are blind, visually impaired and physically disabled. The OPAC software offers two important benefits to those clients. First, it provides the same independent electronic access to this special library's catalog that other sighted users have at their public libraries. Second, its superior searching capabilities enable library staff to provide better service to clients who do not have access to computers. The catalog allows users to easily locate books by author, title or key words that meet their specific recreational and educational reading preferences.

Currently, the library reaches only about 12,000 of the more than 65,000 disabled individuals eligible to receive its services each year. To narrow this gap it must provide convenient client access through state of the art technological resources. Most Talking Book Library patrons obtain their books by calling their librarian on the phone, requesting a title or topic and waiting for the librarian to search for the materials. Unlike patrons using most public libraries, they do not have access to a full catalog of library holdings, nor can they visit the library and browse the shelves. As the population of Arizona continues to grow so will the number of individuals eligible for Talking Book Library services. In the future there will be more computer-literate individuals who have lost part or most of their sight because of diseases such as macular degeneration. Results of surveys conducted by the library show that the number of patrons with computers, or with access to a computer, is growing. In 1994, 17% of patrons had computer access. By 1997 that number had increased to 24.5%. The OPAC software is compatible with screen readers and therefore accessible to blind and visually impaired individuals using computers with voice or braille output. Patrons will no longer have to rely on a librarian to search for books or information for them. It will provide them with the independence that many of them prefer and will free up time for librarians to do more searching for patrons who don’t have computer access. For these reasons the OPAC will help provide better service to all of the Braille and Talking Book Library patrons.

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WESTERN COUNCIL OF STATE LIBRARIES $43,000

Continuum for Library Education

2003 – the Western Council of State Libraries has begun a project to develop a regional 20 state continuum for library education. They have asked our agency to be the lead state and have offered a $43,000 cash grant to hire assistance for our Library Development staff to enable one of our key people to work with this regional project. The concept is to provide library competency training beginning at the support professional level, working straight through the master’s degree. This training was a combination of distance education, tutorials, weekend instruction, library institutes, and academic course work. This project brought together the deans of all the library schools west of the Mississippi, and all of the state libraries west of the Mississippi.

LIBRARIES FOR THE FUTURE $31,250

National Advocacy Training Program

Library and Archives was accepted for state participation in 2000-2002 Communities and Libraries: A National Advocacy Training Program. The project was a major national initiative to strengthen library advocacy within local communities and around the country. The Community-Library Advocacy Project strengthened relationships between communities and public libraries by developing tools and resources for local library advocacy and by establishing a technical assistance bureau to serve as a clearinghouse for the exchange of ideas, models and resources among library advocates around the country. In Arizona, this effort will prepare library leaders to help communities understand the role of libraries in the new economy.

DEPARTMENT OF GAME AND FISH $30,000

Capitol Restoration Project

Game and Fish has offered some funding from a federal grant they were awarded for educational purposes, to complete renovation work in two rooms on the second floor of the State Capitol Museum. We had an exhibit on this very popular department on the first floor a few years ago, and the Department of Game and Fish would like us to do it again as an educational element in our exhibit.

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NATIONAL HISTORICAL PUBLICATIONS AND RECORDS COMMISSION (NHPRC) $28,385 Board Administration Support Grants

The Arizona Historical Records Advisory Board (AHRAB) advises the National Historical Publications and Records Commission (NHPRC), the grant-making arm of the National Archives and Records Administration, on grant applications submitted by Arizonans. The board, composed of public and professional members, also encourages identification and discussion of historical records issues in the state. The most important issues that have been identified by archives, librarians, and museums are access, preservation, and promotion of the state’s historical materials.

In the fall of 2003, AHRAB received a grant of $15,535 from the National Historical Publications and Records Commission (NHPRC) to provide support for board travel and project consultants.

In 1999, $12,850 was requested and received to support meetings between the board and the public to promote discussion and practical training on these important topics.

VIRGINIA G. PIPER FOUNDATION $15,000

Life Options Planning Grant

2003/2004 - According to the National Center for Health Statistics, Americans’ life expectancy rose to an all-time high of 77.2 years in 2001. As our lifespan increases, so does the impact of our aging population on our society.

Arizona’s population is aging at an extraordinary rate. It is estimated that currently one out of every four Arizonans is a baby boomer. In 2000, 17 percent of the state’s population was over 60 years old; it is estimated that the percentage will swell to 24 percent in 2020 and 26 percent in 20501.

Civic Ventures, a national nonprofit founded in 1998 and based in San Francisco, California, strives to “expand the contribution of older Americans to society and to help transform the aging of America into a source of individual and social renewal.” To achieve their mission, Civic Ventures developed the Life Options concept.

The fundamental idea of Life Options is to provide an environment where various institutions are able to provide opportunities for the successful transition to the “third phase” of life. For some, this third phase is meaningful retirement; for others the third phase is finding opportunities that will allow for continued employment, starting a new career, learning a new hobby, and/or civic engagement; and for others the third phase

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may be a combination of two or more of the above. The possibilities are endless for aging Americans today.

The Carnegie Center Life Options project will strive to create a place where new opportunities are both explored and shared, where innovative ideas flourish, and where anyone is able to participate or contribute. Although we are in the beginning of our planning phase, we anticipate our programming to be in line with the basic notions of Civic Venture’s Life Options concept. During our planning sessions, we will explore various ideas including lifelong learning program development, creating volunteer opportunities that maximize the experience for both the volunteer and the organization, intergenerational programming, financial awareness, health and wellness education, and civic engagement.

Planning Grant: To aid us in our goal of developing a place that will provide support for our aging population, the Carnegie Center Life Options project was awarded a $15,000 planning grant from the Virginia G. Piper Charitable Trust. The planning period for the grant began in December 2003 and ran through July, 2004. Our collaborative partners in this planning phase were the Area Agency on Aging; Arizona Library Council; Arizona Saves; Gerontology/Senior Adult Program at Phoenix College; Maricopa Community College’s Center for Civic Participation; Maricopa County Library Council and the Museum Association of Arizona. The planning partners will convene their first meeting in November 2003.

MISCELLANEOUS DONATIONS/GRANTS – VARIOUS SOURCES $21,817

Arizona Lobbyists

Capitol Restoration Project - $9,475

In March of 2001 a letter was sent to lobbyists throughout Arizona requesting help with the restoration of the Arizona Capitol Museum. Response to that letter came in amounts of $10.00 to $5,000. Currently there is $9,475 in the fund. The Arizona State Capitol Museum Guild has a continuing Arizona Flag Wreath project that contributes its proceeds to the fund.

Western Council – Chief Officers of State Library Agencies

Collection Development Report Grant - $3,000

The Western Council – Chief Officers of State Library Agencies provided funding for a well-known, highly respected national library consultant to evaluate the Department’s collection and acquisition process. The findings of the consultant’s evaluation were published in the Collection Development Report. The consultant concluded that “it has

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become obvious that while the Research Collections have many items which are significant, even rare, these collections have suffered over an extended period of time from a severe lack of funding. The situation is so serious that the present state of the collections makes it virtually impossible for the library to fulfill its designated roles prescribed by legislative mandate. In fact, all the legislative mandates regarding the Research Collections are outdated and sorely need review and revision.” The report stated that the sensible direction would be to build on existing collection strengths and to pursue enabling legislative guidance and support. It was recommended that the majority of funding be committed to strengthening the best collections, catching up on preservation, and continuing work towards an online catalog so that there is accessibility to the information materials.

SB1151 signed into law on May 26, 1998, Chapter 148, was developed from the consultant’s Collection Development Report. SB1151 appropriated the first two years of a five-year request to bind, catalog, microfilm and digitalize the Department's collections; augment the Department's general research collections; and provide access to electronic information resources. The Legislature’s support of SB1151 provided emergency preservation funds for some of the Department’s most fragile library and archives collection and presented opportunities for preservation and improved access to Arizona information.

Arizona Humanities Council

Traveling Museum Exhibit Grant - $3,000

In 1998, the agency was the fiscal agent for a grant used to construct a traveling exhibit, design a poster, and create educational materials which accompanied an exhibit entitled Arizona Women Building Communities: A Twentieth Century History. Project staff scheduled the traveling exhibit and created a promotional plan for the exhibit. The exhibit opening reception on October 18, 1998 at the Hall of Fame Museum was sponsored by the Museum Guild.

National History Day Teacher’s Workshops - $2,500

In 2002, the agency’s History and Archives Division received a grant from the Arizona Humanities Council for National History Day teacher's workshops and for the publication of Arizona’s National History Day theme supplements. In collaboration with the Tempe Arizona Historical Society, the Sharlot Hall Museum, the Sulphur Springs Coop, our staff held workshops for 160 teachers in Sierra Vista, Tempe, Tucson and Prescott.

Museum Lunch Bunch Speaker Series Program Award $550

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The Museum Lunch Bunch speaker series has received program awards for over 10 years and is one of the longest running programs assisted by the Arizona Humanities Council. Fiscal year 1999 saw three speakers funded in this manner.

Institute of Museum And Library Services (ILMS)

National Book Festival Exhibit - $1,668

This grant was awarded to help cover expenses for setting up an exhibit at the National Book Festival.

Arizona Department Of Administration

Risk Management Grant – Ergonomics Equipment - $1,604

The Arizona Department of Administration – Risk Management, granted funds to purchase ergonomics equipment for the Research Division.

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RELATED GRANTS – ASLAPR TECHNICAL ASSISTANCE

LIBRARIES FOR THE FUTURE $1,100,000

eQual Access ™

2000 – 2003 U. S. West launched eQual Access ™, a partnership with Arizona libraries to bridge the digital divide. Through a $1.1 million grant by the U S WEST Foundation, the program created community-based technology centers and training programs in areas that might not otherwise have access to advanced technology. Based on growth, literacy levels, ethnic make-up, economic need, and unemployment, Arizona communities (Casa Grande, El Mirage, Flagstaff, Glendale, Guadalupe, North Phoenix, Mesa, Sierra Vista, South Phoenix, and Tucson) were selected to participate in the program. During the two years, US WEST and Libraries for the Future worked with libraries and community leaders to develop eQual Access Centers, which utilized computer hardware and software, Internet wiring, and ongoing training and programs to help families and communities understand how to use today’s technology to their advantage. The State Librarian funded an evaluation component and provided technical assistance to the libraries involved and to Libraries for the Future staff.

INSTITUTE OF MUSEUM AND LIBRARY SERVICES (IMLS) $ 492,807

Knowledge River

2001 – The Arizona State Library, Archives and Public Records partnered with the School of Information Resources and Library Science to secure federal funding for a new program known as Knowledge River. The State Library provided $10,000 in seed money and offered guidance in securing the grant from the Institute for Museum and Library Services (IMLS) in Washington, D.C. The aim of Knowledge River is to significantly impact the training and education of Native American and Hispanic employees in library settings. Going far beyond the recruitment of minorities into the library profession, the program offers a model for Library and Information Science education, which could not only have a significant impact on improving and updating current Library and Information Science curricula but also focus research on solving the problems of the digital divide.

Additionally, the program's ambition is to expand the role of minorities as information providers and to enhance library services to diverse populations.

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INSTITUTE OF MUSEUM AND LIBRARY SERVICES $ 201,786

National Leadership Grant – AGES Project: Preserving and Sharing the Sonoran Archives

In February, 2000, ASLAPR provided specialized training to three visiting archivists from Hermosillo, Mexico as part of the Archivo General del Estado de Sonora (the AGES, or General Archives of the State of Sonora) Project, a Library Services and Technology Act (LSTA) -funded project partnered by the University of Arizona, the City of Tucson (Tucson-Pima Public Library and Tucson-Mexico Project) the State Museum, and Library and Archives. This bi-national effort intended to preserve and share the historical archives of Sonora, Mexico and served as a model for similar bi-national projects.

This grant provided funds for the first year of indexing and scanning records of the General Archives of the State of Sonora (AGES). The National Leadership Grant for Preservation and Digitization, along with commitments from the official partners in the project, purchased all the necessary equipment and employ several personnel in Arizona and Sonora. This grant built on two smaller LSTA grants made by ASLAPR to begin the work and develop the national grant application.

INSTITUTE OF MUSEUM AND LIBRARY SERVICES (IMLS) $ 123,672

Arizona Electronic Atlas

2001 – The University of Arizona Library was awarded a grant of $123,672 by the Institute of Museum and Library Services to create an electronic atlas for Arizona. The Arizona State Library and the Arizona State Cartographers Office are partners.

The atlas enabled users of all skill levels to create and down load maps of Arizona from the web. Users can create maps covering many aspects of Arizona: population and housing, economics, vital statistics, public lands, ecology, geology, voting and elections, transportation, education, crime and public health. Data for creating the maps will come from many sources, including the federal government, state agencies and some local governments.

The atlas was a two-year project and was completed in December 2003.

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NATIONAL HISTORICAL PUBLICATIONS AND RECORDS COMMISSION (NHPRC) $ 26,613

First Archivists Circle

The First Archivists Circle has come together to organize and promote collaboration in the tribal archivists profession. The First Archivists Circle provides leadership and support for the preservation and culturally sensitive use of archival documentary materials sustaining the heritage of indigenous people.

During the grant period, the First Archivists Circle, in collaboration with the NHPRC, met twice to identify the needs of tribal archivists and make recommendations to address those needs. In addition, the First Archivists Circle developed a survey on specific tribal archival needs by the First Archivists Circle and distributed this to tribal archivists throughout the United States. To accomplish this task, a preliminary database of tribal archivists was compiled and updated on a bi-annual basis. The results of the survey were collected and will assist the First Archivists Circle to plan future meetings and conferences for tribal archivists.

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PENDING GRANTS

BILL AND MELINDA GATES FOUNDATION $141,920

Staying Connected Program

2003-2004 – The Bill and Melinda Gates Foundation has sent us an application for the 2003 and 2004 Staying Connected Grant program to support Arizona’s efforts to sustain and grow public access computing in the public libraries in our state. There is a 50% match requirement. Applications are due September 1, 2003 and August 1, 2004 respectfully.

VIRGINIA G. PIPER FOUNDATION $115,500

2005 –$66,500 2006 –$49,000

Next Chapter (Life Options) Grant

This is a two-year continuation grant to the Life Options (now referred to as Next Chapter) Planning Grant we received in 2003. Libraries are commonly known as places where people go to obtain information, as community places welcoming all ages, races and income levels—this makes libraries perfect venues for Next Chapter projects. The agency intends to not only develop its own Next Chapter Center, but also to serve as a resource for libraries throughout Maricopa County and a mentor for libraries statewide as they develop Next Chapter resources.

The Carnegie Center’s Next Chapter project is committed to enriching the lives of Arizona’s diverse aging population by providing resources and/or opportunities for civic engagement, life planning, social connections, information navigation and lifelong learning. The Carnegie Center’s Next Chapter project will target state workers in or from the Capitol Mall, and be open to downtown employers and employees and downtown residents. It will also bring recognition to the importance of the issues surrounding our aging population to state lawmakers. At the legislative level we will become a resource for state lawmakers and state and local agencies as aging inevitably evolves into an urgent issue for community leaders.

In an effort to support resource navigation and offer a central place to “start”, the State Library will host a website that will link to local Next Chapter projects, the national Next Chapter project, as well as other productive aging projects throughout Arizona. In addition, we will develop an “Important Links” page and link to other informative and service provider web pages, such as the Area Agency on Aging, AARP or the Department of Economic Security. Each project will be responsible for designing and

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maintaining its own web page and the Carnegie Center will maintain the portal and manage the main web page.

University of Illinois/OCLC $7,500

Exploring Collaborations to Harness Objects in a Digital Environment for Preservation (ECHO Depository)

The Library and Archives has taken the lead on developing a methodology for all aspects of managing a collection of web-based publications and proposing software tools to make this enormous task manageable. This model, described in the white paper An Arizona Model for Web Access and Preservation, has been adopted by the University of Illinois and OCLC as the basis a research project that will test and refine the model, and will create practical tools that will help the Library and Archives capture state agency documents published on the web.

California Digital Library $2,500

Tools for Curating a Library of Digital Documents Published on the Web

The Library and Archives will help the California Digital Library evaluate tools developed to help acquire and manage a collection of documents preserved on the Web. The Library and Archives hopes to see products from this grant that will help it capture and manage state agency publications distributed on the web.

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ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

PARTNERSHIPS FOR DONATIONS/GRANTS TO ARIZONA

UNFUNDED APPLICATIONS 1997 – 2004 (to Date)

PARTNERSHIPS DONATIONS/GRANTS REQUESTED

National Endowment for the Humanities Capitol Restoration Project $ 294,968 (NEH)

National Park Service Capitol Restoration Project $ 276,950 (U.S. Department of the Interior)

Nina Mason Pulliam Charitable Trust Capitol Restoration Project $ 270,700

National Historical Publications Preservation of Electronic $ 125,000 And Records Commission (NHPRC) Records

Institute of Museum and Library Services Education Redevelopment Program $ 98,303

AZ State Parks Heritage Fund Capitol Restoration Project $ 69,000

Social Venture Partners Arizona Effect Change in Education $ 38,050 and Children’s Issues

TOTAL: $1,172,971

116 NATIONAL ENDOWMENT FOR THE HUMANITIES $ 294,968

Capitol Restoration Project

In May 2001, the Arizona State Library, Archives and Public Records submitted a Challenge Grant request of $294,968 in partial support for renovation of the Senate wing of the Arizona Capitol Museum. Plaster repairs, a fresh coat of paint, lighting equipment, and computerized climate control are among the expenditures included in the proposal. The funds would be released over a two-year period.

NATIONAL PARK SERVICE (U.S. DEPARTMENT OF THE INTERIOR) $ 276,950

Capitol Restoration Project

In April 2001, a grant proposal for $276,950 was submitted to the U.S. Department of the Interior program, Save America’s Treasures. The purpose of the program is to protect structures of historical significance to the nation. The proposal was for partial renovation of the Arizona Capitol Museum. The Capitol building has been on the National Register of Historic Places since 1974. If the grant had been awarded, funds it would have been used for renovations in the south wing of the Capitol. Some of the items in the project included stone work repairs and re-pointing, lead paint and asbestos abatement, window repair and re-glazing, and flat area roof repairs.

Nina Mason Pulliam Charitable Trust $ 270,700

Capitol Restoration Project

In May 2001, the Arizona State Library, Archives and Public Records submitted a proposal to the Nina Mason Pulliam Charitable Trust to complete restoration of the Capitol to its appearance at the time of statehood and adapt the elevator to meet ADA standards.

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NATIONAL HISTORIC PUBLICATIONS AND RECORDS COMMISSION (NHPRC) $125,000

Preservation of Electronic Records

In June 2002, the agency hoped to partner with the Secretary of State, Government Information Technology Agency (GITA), the Administrative Office of the Courts, Maricopa County Supreme Court, and the Arizona State University to apply for a grant to study techniques to preserve electronic records.

Arizona State Parks Heritage Fund $ 69,000

Capitol Restoration Project

In March 2002, a grant of $69,000 (total budget of $116,00 with the agency’s cost- sharing) was prepared but held and not submitted at the request of the Chair of the Library Board. It would have sought funding to restore the Executive floor and south end of the Capitol, which housed the office of the Secretary of the Territory, the Treasurer, and the Territorial Library.

SOCIAL VENTURE PARTNERS ARIZONA $38,050

Effect Change in Education and Children’s Issues

In 1999, the State Law Library applied for a grant from Social Venture Partners Arizona, a private organization who wished to invest in non-profit organizations to address challenges in education and children’s issues and effect change. The State Law Library hoped to partner with this organization in a project to equipment citizens with essential information that would permit them to work within our legal structure. The project would have 1) provided children and schools with a curriculum for elementary legal research; 2) supplied public libraries with the Ariel software program which would permit them, and the children using them, to receive transmission scanned documents from the State Law Library; 3) relied on volunteers from Social Venture Partners Arizona for assistance in developing a good business plan for an innovative idea, promoting the project and providing required technical support. The State Law Library received the denial letter in October, 1999.

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INSTITUTE OF MUSEUM AND LIBRARY SERVICES $98,303

Education Redevelopment Program

2003 – The Arizona Capitol Museum proposed to create an Education Redevelopment Program designed to facilitate student retention of selected social studies standards as taught using the guidelines of the language arts standards. In order to accomplish these goals, existing staff and consultants would have been used. The team members planned to review the exhibit "Everyday Life" and transform it into an exhibit designed around an educational program dealing with social studies standards. In addition to a redesigned exhibit, consultants and staff would have created a teacher resource guide designed to serve as an educational tool in the classroom. The guide would have helped teachers familiarize students with the exhibit before the tour and then provided an opportunity to test student knowledge after the tour. The resource guide would have also contained a CD comprised of various interactive learning tools. The last part of the planned inclusive program was the translation of the various resources to the World Wide Web. The program would have created an online presence in the form of a web-quest, an interactive journey through selected material. The online portion allowed for an interactive learning experience and the ability to reach a greater number of students.

The education Redevelopment Program would have been tested in a select number of schools based on defined criteria. The program would have allowed the museum to test ideas and create a set of guidelines for future projects and also would have allowed it to reach a greater number of students and form partnerships with schoolteachers to increase student retention of selected social studies standards in the fourth grade. Notification of award/denial – September 2003.

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Compendium – Legal Citations relating to Library & Archives Rulemaking responsibilities

Citations relating to rule making process and publication

-A.R.S. section 41-1001, exempts the Legislature from The Administrative Procedures Act – The State Library is a legislative agency.

-A.R.S. section 41-1012, requires the Secretary of State to publish rules made pursuant to an exemption from the act.

-A.R.S. section 41-1335, subsection A, paragraph 1, adopt rules for the use of books and other materials in the custody of Library & Archives.

-A.R.S. section 41-1335, subsection A, paragraph 6, adopt rules for acquisition, maintenance, access and preservation of state documents regardless of format.

-A.R.S. section 41-1335, subsection A, paragraph 7, after consultation with other appropriate agencies, adopt rules for the description of state publications in all formats

-A.R.S. section 41-1336, subsection A, The State Library is the state library administrative agency may accept federal, state, bequests, grants, or gifts and administer all of them under rules adopted by the director.

-A.R.S. section 41-1339, Depository of Official Archives subsection A, provides for access to archives under rules adopted by the director.

-A.R.S. section 41-1346, State and local public records management subsection A, paragraph 8, the head of each state and local agency shall comply with rules, standards, and procedures adopted by the director.

-A.R.S. section 34-501 – 502, subsection C, Public Library providing public access computer services connecting to the internet – rules protecting minors

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Government Information and Access Preservation

Each year, state agencies publish enormous quantities of information. These documents often capture a wide range of data about the state, including population characteristics, the economy, businesses, and natural resources. These documents also include information about the agencies’ activities and programs. This data has lasting value for measuring trends and for assessing the agencies’ performance.

Since Arizona was a territory, the State Library was charged with collecting state agencies’ publications to ensure that the information would be permanently available to the Legislature and the public.

Acquiring state publications has always been difficult. In spite of the Library’s outreach efforts, finding the right people in the agencies is difficult. Staff turnover makes this need to follow up with agencies a never-ending task. The economic pressures to reducing printing budgets and the attraction of web publishing have combined to make matters more difficult.

It is essential that every legislative or legal action specifically designate the Library as a recipient of legally required reports. The Library struggles to obtain such state and local publication despite the clarity of the statute that it should receive a copy of all reports (Note: A.R.S. §41-1335 subsection B and A.R.S. §41-1338 paragraph 2.) The current Legislative Counsel bill drafting manual even includes a provision to ensure that a copy of all agency publications required by law shall be sent to the Library. Last year, the agency identified nearly ninety pieces of legislation that failed to designate the Library as a recipient.

We ask that the Board reconfirm the importance of including Library and Archives in all lists of recipients for state publications.

Recent legislation requiring agencies to publish annual reports on the web, rather than in paper, also required a paper copy of the report to be sent to the Library. However, agencies publish many more things on the web than we receive. Although the Library is working with several national projects to find ways to automatically harvest web publications, existing software is very limited and software under development may not be available for two to three more years. The challenge of long-term preservation of digital publications – protecting the documents from hardware and software obsolescence – remains unsolved and may be as expensive as the cost of producing and distributing paper copies. However, if we solve this difficult issue, citizen access to government information will be greatly enhanced not just for today, but also for tomorrow.

Building a library collection of state publications is not a trivial expense. However, the risk and costs associated with recreating lost information is much higher.

Quotations from Bruce James, Public Printer, Government Printing Office of the United States, Washington, D.C.

The following quotations are taken from comments made by Bruce James, Public Printer for the Government Printing Office. The Public Printer is responsible for the dissemination and preservation of federal documents just as the State Library is responsible for the dissemination and preservation of state documents. Mr. James’ comments reflect the problems he faces at the federal level with regards to making the information available not only immediately, such as on a website but also in perpetuity. The problems Mr. James faces at the federal level mirror the problems we face at the state level.

"understanding our true mission, the nature of what we do-printing, once the world's only mass communications medium-has been eclipsed by revolutionary changes in electronic information technologies, principally the Internet. While printing will not disappear in our lifetime, its role in our lives-and in the lives of those who depend on our products and services-has been forever changed "

Prepared Statement before the Committee on House Administration, U.S. House of Representatives on the Transformation of the U.S. Government Printing Office to meet the demands of the 21st Century. Wednesday, April 28, 2004, 10a.m., pg. 2.

"We are now in a period where we need to sort out what continues to belong in print and what best belongs in electronic information retrieval systems. We need to design those systems to allow the public to define their own information needs, then search against databases of information that we build to retrieve only what they need, only when they need it. Therein lies the challenge currently facing the GPO. Like every other manufacturing business in America, the GPO must reinvent itself if it is to remain relevant and viable for the future."

Prepared Statement before the Committee on House Administration, U.S. House of Representatives on the Transformation of the U.S. Government Printing Office to meet the demands of the 21st Century. Wednesday, April 28, 2004, 10a.m., pg. 3.

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"we have begun to develop a new vision for the GPO: an agency whose primary mission will be to capture digitally, organize, maintain, authenticate, distribute, and provide permanent public access to, the information products and services of the Federal Government. . .

Our strategic vision is uncomplicated and straightforward. Because of changes in information technology, the way the Government keeps America informed has changed. The GPO must not simply react to these changes, but must help lead them. This requirement has significant implications for our transformation, including the following:

• The GPO needs to take the lead in creating digital standards for official documents of the United State Government. • The GPO must deploy the technology needed by Federal agencies and the public to gather and produce digital documents in a uniformly structured database in order to authenticate documents disseminated over the Internet and to preserve the information for permanent public access. • The GPO needs to work with its library partners to develop a new model for no-fee public access through the Federal Depository Library Program. The model must include a fully digital database of all past, present, and future United State Government documents, augmented database search and retrieval tools, and increased training to enable librarians to better serve the 21st century information needs of their patrons. • The GPO needs to develop a customer service model that partners with its congressional agency customers at effective working levels, to provide a range of support and solutions for their publishing needs and responsibilities from creation through dissemination whether in digital or printed formats. • The GPO will need to make significant investments in workforce development in order to train its existing employees in the skills required for 21st century printing and information processing. • In order to efficiently and effectively meet the continuing in-house printing needs of Congress and Federal agencies, and to provide for a modern information processing environment, the GPO will need to relocate to a facility that is sized and suited for its present and future requirements. "

Prepared Statement before the Committee on House Administration, U.S. House of Representatives on the Transformation of the U.S. Government Printing Office to meet the demands of the 21st Century. Wednesday, April 28, 2004, 10a.m., Pg. 4 and 5.

"the transformation of the GPO will require investments in new technology for collecting, processing, and distributing Government information. This will establish the GPO's leadership in using the best leading-edge digital technology in support of Congress, Federal agencies, and the public. The GPO has a vastly expanded role to

124 play in content management, authentication of documents, meeting the challenges associated with versioning of electronic data, on-Odem and printing, the transfer of information from one generation of technology to the next, and the preservation of digital information in perpetuity. The 19th century is not coming back. These are the baseline services that the GPO must be prepared to provide if we are to carry out our mission effectively in the 21st century. In addition to our request for funding for continuation of services, our appropriations request for FY 2005 reflects this investment requirement, which is essential to the GPO's future and the future information activities of the customers we by law support."

Prepared Statement before the Subcommittee on Legislative Appropriations, Committee on Appropriations, U.S. House of Representatives on the Appropriations Request of the U.S. Government Printing Office for Fiscal Year 2005. Wednesday, April 28, 2004, 1p.m., pg. 3.

"Neither the GPO nor any other government agency properly estimated the impact of "desk-top" publishing on the creation, dissemination and preservation of U.S. Government information. As a consequence, there is now a near total breakdown of government publishing standards."

"The impact of this breakdown is just now coming into focus. Because of the ease of creating a new publication from a computer desktop, agencies have found they no longer need the traditional GPO printing services--they can easily send their work to an in-house "duplicating" shop or avoid the traditional GPO bureaucracy by simply buying their printing directly from a local vendor. And, in some cases, they can avoid the time and cost of printing by publishing directly to the "web." Each of these steps has led to the breakdown of government information standards and deprived the public of the uniform and predictable availability of official government documents. It also deprives future generations from having an accurate record of the work of our government."

Keeping America Informed in the 21st Century: A First Look at the GPO Strategic Planning Process - "A Work in Progress." Bruce R James, May 1, 2004 [Originally presented on April 19, 2004, at the Depository Library Council meeting in St. Louis, MO, and revised based on feedback from that meeting.] Administrative Notes, May 15, 2004, vol.25 (#06): 12.

Future Consideration for Government Printing

“The time has arrived to build a new model for government publishing based on the technologies now available and those that will soon be here. While it is clear that no one can fully anticipate the future evolution of technology and its impact on publishing =,

125 it is also clear that digital technology as we know it today will be the fundamental building block for the future as far as we can see.

While standards by their nature imply following a discipline that limits flexibility, any new government publishing model must strive to allow maximum flexibility for government publishers within a framework that assures unimpeded public access to the official information of their government and that ensures a perpetual, authentic record of the government.

For the first time in history, it is now practical to consider the creation of a fully digital database of all known government documents, searchable by character strings, with the ability to display on a computer screen the hard copy image if one exists. Such a database would be constructed to be used for multiple purposes such as producing print-on-demand documents and disseminating official government documents over the Internet."

Keeping America Informed in the 21st Century: A First Look at the GPO Strategic Planning Process - "A Work in Progress." Bruce R James, May 1, 2004 [Originally presented on April 19, 2004, at the Depository Library Council meeting in St. Louis, MO, and revised based on feedback from that meeting.] Administrative Notes, May 15, 2004, vol.25 (#06): 12.

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Arizona State Historical Records Advisory Board’s Re-grant Proposal

The National Historical Publications and Records Commission (NHPRC) re-grant program enables the NHPRC to approve large grants to state historical records advisory boards, such as the Arizona Historical Records Advisory Board (AHRAB). Local boards then distribute, by sub-granting or subcontracting, the funds among institutions and organizations within the state for projects that address archival concerns identified by the board. The federal government provides its share of the money because it is matched by local entities.

Re-grant projects are designed to advance a state plan’s key goals and statewide programs; involve a broad range of participants; leverage support from other resources; and provide more local control and assistance.

The Arizona Historical Records Advisory Board and NHPRC conducted a small re-grant program in 2004. It has had several positive affects. The Board’s visibility has been raised to the highest point in its twenty-five year history and members’ commitment to their responsibility has grown. The promise of individual grants, within the reach of community organizations, has invigorated those groups. Finally, the regrant partnership between AHRAB and NHPRC has fostered a bond among small organizations and professional archivists in Arizona.

This combination of re-grant funds, totaling $6,750, attracted applications from twelve agencies and organizations. These entities, often lack paid staff, not to mention development officers, had history projects that were important to them, but so small that they would not attract attention from a large granting organization. Each applicant provided a match of at least twenty five per cent.

• Casa Grande Valley Historical Society, Casa Grande, AZ $1,000 • Jerome Historical Society, Jerome, AZ $ 935 • Colorado River Indian Tribes, Parker, AZ $1,500 • Sharlot Hall Museum, Prescott, AZ $ 800 • John Wesley Powell Memorial Museum, Page, AZ $1,500

The State Library will provide $10,000 to AHRAB from its current budget for FY2005. The Board will request NHPRC match for that funding, thus creating a $20,000 grant program for FY2005.

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Records Recovery (Replevin) Legal Issues

Arizona's historical government records have not always remained in official care. Once removed from government custody, historical records sometimes become, illegally, commercial commodities through on-line auctions like E-Bay and private auction companies. In the past four years at least eight volumes of Arizona’s Territorial records have appeared for sale at auction. Minimum bid for six of these was $1,800. Arizona's loss of records is not unique. For example, the State of Tennessee found hundreds of documents from the county recorder’s office on E-Bay.

Arizona’s statutes already prohibit private possession of public records (A.R.S. §38-421).

A. An officer having custody of any record, map or book, or of any paper or proceeding of any court, filed or deposited in any public, or placed in his hands, for a purpose, who steals, or knowingly and without lawful authority destroys, mutilates, defaces, alters, falsifies, removes or secretes the whole or any part thereof, or who permits any other person so to do, is guilty of a class 4 felony.

B. A person not an officer who is guilty of the conduct specified in subsection A of this section is guilty of a class 6 felony.

However, there is no legal mechanism that allows the Library and Archives or any other state or local government agency, which should be the official custodian of public records to recover these records.

When records are in private hands, they are no longer accessible to the public. The loss of these records hinders the state's ability to protect or verify individuals’ rights and entitlements, to ensure government accountability, to provide evidence about public policies and programs; and to track decisions for program implementation or action. The loss of these records can result in unforeseen legal culpabilities for the state.

Presently, 39 states have records recovery laws. Some examples are included in the appendix.

128 Confidentiality of Public Records

A.R.S §39.121 states: "Public records and other matters in the custody of any officer shall be open to inspection by any person at all times during office hours." Arizona’s laws guarantee the public’s access to records created by government officials, except for those deemed confidential. The state constitution and the Arizona legislature have recognized the need for the protection of personal privacy; however, with the passage of time, the original need for the confidentiality of many of the state’s permanent public records may not remain in force.

There are certainly records which should remain permanently confidential, such as the locations of archaeological sites. However, unless there is a compelling reason for permanent confidentiality, perhaps significant numbers of confidential records could be opened after a specified period of time. New Mexico established a multi-agency Task Force in 2003 to study this issue and is introducing legislation this coming legislative session to open the majority of their confidential records after a specified period of time. Some of these confidential records are the very ones that will help future historians and the public at large understand why government made the decisions they did. Many of these records are of great value to social scientists, scholarly researchers, genealogists, teachers of history and students, yet they are not accessible to the public.

Fifteen states, such as Nevada, have laws that open confidential records after a specified period of time.

Nevada law Limiting Confidentiality

NRS 378.300 Period of confidentiality of confidential public records. Public records acquired by the Division which have been declared by law to be confidential must remain confidential for 30 years, or if the record relates to a natural person, until his death, whichever is later, unless another period has been fixed by specific statute. (Added to NRS by 1983, 1302; A 1995, 242)

A list of Arizona laws kept confidential by statute is included in the Appendix, as well as the changes the New Mexico Confidential Records Task Force made to their existing statutes.

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Arizona Centennial

Arizona will celebrate its 100th anniversary of statehood in 2012. The Centennial offers the state a unique opportunity to help Arizonans learn more about the state’s history and culture. Centennial celebrations will be particularly useful to help orient the many residents who are not native Arizonans and who know relatively little about their adopted state. The Centennial also provides the state an excellent chance to generate revenue for businesses and cultural institutions through civic/cultural tourism.

Although 2012 may seem like the distant future, it will take significant time for planning, preparation, and fund raising to make Centennial celebrations truly memorable. To support the idea that planning should begin immediately, Anne Woosley, Executive Director of the Arizona Historical Society says, “Although 2012 is some years away, we feel an increasing sense of urgency that planning, implementing and funding projects and programs that will do justice to Arizona and its citizens on this auspicious occasion demand we begin now.” Several cultural institutions throughout the state, including the Library and Archives, the Arizona Historical Society, Arizona State University, the Arizona Humanities Council, The State Museum, the State Historic Preservation Office and the Salt River Project, have begun thinking about coordinated activities involving all the libraries, archives, museums, and local history societies around the state.

In her letter both to the members of the Library Board and to Governor Napolitano dated August 20, 2004, Dr. Woosley goes on to say that,

In late May 2004, the Coordinating Committee for the History of Arizona... held a workshop that brought together over ninety participants representing every county of the state and served as an opportunity to brainstorm, not only about Centennial programs and events, but ways in which we might proceed.

During our gathering the subject of mechanisms that would move Centennial planning forward absorbed much of the attention of

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participants…. The possibility that the Arizona Historical Advisory Commission (AHAC) might serve as the vehicle for developing and coordinating a statewide Centennial plan was suggested. The result of much thoughtful discussion concluded that this made good sense.

The proposed legislation both addresses the need for a bipartisan state coordinating entity and updates current statute (A.R.S. Section 41-1352) to reflect additional responsibilities that have been added to AHAC over time in separate legislative proposals. Because of its statutory membership, AHAC was the only state cultural commission capable of responding to the Department of Education’s need for social studies curriculum input in an organized and representative manner. By statute The Arizona State Library, Archives and Public Records, The Arizona Historical Society, The Arizona Historic Preservation Officer and the Director of State Parks are members of AHAC. By statute, AHAC received responsibility for approving all historical text for Wesley Bolin Plaza memorials. Finally in 2002, AHAC was given legal responsibility for designating agricultural heritage sites. The proposed language safeguards AHAC’s traditional historic preservation concern, but also makes provision for the reality of present AHAC responsibilities and provides for the future Arizona Centennial requirements.

We request the Board’s endorsement of the concept of the attached proposed legislation.

To revise the Arizona Historical Advisory Council (AHAC) to reflect current practices and legislative intent, and to provide Centennial coordination and planning (ARS §41- 1352) with the understanding that: • AHAC shall assist in the coordination for the Centennial between public and private entities. • AHAC shall serve as the central State agency coordinating council for the Centennial. • AHAC, through the Library and Archives, can receive and disburse of funds.

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Arizona State Library, Archives and Public Records Budget Request FY2006

The Arizona State Library has become one of the most respected state library agencies in the nation. Our management team consistently serves in major leadership positions in their national professional associations, and our agency is actively sought as a partner in a wide variety of state, regional, and national efforts.

In FY2003, our agency general fund appropriation was to have been $8,477,106 at a time when we delivered 10,012,474 access service contacts. By FY2004, our general fund appropriation had been reduced to $6,565,800, and yet we delivered more than 20,743,984 access service contacts. Each service contact is an individual or institution that obtained a service, information/fact, or assistance from one of our efforts.

To help close the gap between the general fund appropriation and our operations needs, we raised funds through our statutory revenue streams and through grants. We have raised more than $24 million in grant funds for our agency and for other Arizona cultural institutions since 1997.

Despite our creativity and diligence, we cannot raise private or other public funds for core operations such as the storage of state records, archives, and artifacts; the selection, acquisition, access, and organization of born-digital government information; salary and staff needs; on-going Arizona-related book and journal purchases; or computer maintenance fees.

We are grateful for the Legislature’s commitment of $2,000,000 in FY2005 to support the design of the Polly Rosenbaum Archives and History Building. The Department of Administration and the Library and Archives have moved quickly in developing an RFP for this crucial facility. Seven proposals for the building were received and reviewed, and the firm of [TBA] has been retained. Detailed cost figures will not be available until after the design process is completed, but estimates have been about $35,000,000. Final cost figures for construction will be available for the 2005 legislative session.

1. Staff (4 FTE) $205, 000 + (ERE – $52,480) Total: $257,480

In 1997, when I became State Librarian, the agency was serving less than three million people with a staff of 119 FTEs. In 2001-2002, the agency staff was 129.1 FTEs.

In FY2004, our very active agency provided more than 89,000,000 service contacts, including access, preservation, collaboration, and legislative service, with a staff of only

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114.8. During the budget curtailment, Library and Archives lost 15 full-time positions; 5 of those positions were filled, which resulted in a serious reduction in force. We have four critical staff needs:

• Director of Development $70,000 + (ERE – $17,920) • Secretary for Boards and Commissions $45,000 + (ERE – $11,520) • Law Librarian (with legal credentials) $45,000 + (ERE – $11,520) • Digital Government Information Specialist $45,000 + (ERE – $11,520)

Director of Development – This full-time position will work with program staff to write and compile information necessary for successful grant applications. This position, vacant since the beginning of FY2003, requires an individual who has knowledge of state, federal, corporate, and foundation funding opportunities. It is nearly impossible to prepare the extensive grant applications required to maintain our grant success without dedicated management of the process and opportunities at the agency level. One of the three critical Strategic Issues approved by the Library Board in 2003 was Resource Development. This position is essential for the success in the fundraising detailed by that Strategic Issue.

Secretary for Boards and Commissions – Oversees the activities of boards and commissions assigned to the State Library, including coordinating meetings, creating briefing materials, completing travel arrangements for Board members, minutes, and outreach to tribes when appropriate. The Library is responsible for the following Boards and Commissions:

• Arizona Board of Library Examiners (ARS §11-906) • Arizona County Librarians (ARS §11-910) • Arizona Historical Records Advisory Board (ARS §41-1355) • Arizona State Board on Geographic and Historic Names (ARS §41-835 et seq.) • Arizona Historical Advisory Commission (ARS §41-1352)

Law Librarian – The Law Collection in the Law and Research Library holds unique collections that serve the state and the public. In order to facilitate patrons’ use of materials held by other libraries in the state, the Law Librarian must coordinate with other law libraries. The Law and Research Library lost staff with credentials in both law and librarianship necessary to offer effective services.

Digital Government Information Specialist – Changes in state and federal law authorize and encourage digital government. While the shift to digital formats does not change the agency’s basic functions (identification, selection, acquisition, description, and preservation), the manner in which those functions will be performed will be radically different and will require specialized skills in both information management and technology. This position will work with agency staff to manage the infrastructure needed to support collections of electronic publications and records and oversee

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electronic collections maintenance within the context of the enterprise electronic content and storage management model.

2. Support for Boards and Commissions $10,000

The Historical Records Advisory Board conducted its first sub-grant local competitive records funding program. This effort was funded in part by Library & Archives and part by the National Historical Publications and Records Commission. The Historical Advisory Committee will become active as the state prepares for its upcoming centennial. The Geographic Names Board has taken extraordinary amounts of time with recent controversies surrounding the proposed renamings and the need to ensure Native American and local governmental input into discussions and decisions.

The changing nature of librarianship has increased the activity in both the Board of Library Examiners and the County Librarians. The State Library is now responsible for travel for members of its boards and commissions, and we request $10,000 for travel and supplies to support the work of these bodies.

3. Book Budget $150,000

In 1997 and 1998 the Library obtained small grants to hire two consultants to evaluate the collections. The consultants identified the strongest collections when compared to other Arizona libraries, and they recommended gaps in those collections be filled and newer editions acquired. The History and Archives Division seeks to acquire out-of- print books and microfilm of Arizona newspapers, city directories, and federal records of the territorial period missing from our collections. The Law and Research Library seeks to strengthen its law collections by acquiring updated state materials, treatises, tribal law, and city and county codes. The Federal Documents collection receives all federal publications at no cost, but access to the information contained in those reports is often unclear or labor intensive. The Law and Research Library will acquire commercially- produced indices and research tools to provide efficient and effective access to the information in federal documents. The Law and Research Library purchases materials for the genealogy collection, which is the second largest in Arizona.

The Library also hopes to continue access to electronic databases throughout the Capitol Complex, making it convenient for legislative employees to consult these databases from their desktops as well as from the Library and House and Senate Research areas.

In FY2002, our book acquisition budget was $500,000. It is currently $200,000. That will not permit us to maintain our carefully reduced but unique collections, let alone obtain current legal materials. Out-of-date legal materials are useless. We are the Law Library for the Legislature, state agencies, and the public. The other major law libraries,

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especially the universities, primarily provide services to students and faculty. We are the ones who assist the public as an important part of our legal mandate.

The requested increase in acquisitions would provide for minimal updating of legal and reference material. The cost of library books and databases increases annually (between 5-10%) thereby reducing purchasing power even with constant funding. The attached charts summarize library material inflation costs. In spite of the careful reduction in law sources last fiscal year, all collections were impacted. This additional funding will allow us to balance ongoing reductions in purchases, while stabilizing our core unique collections.

We request an increase of $150,000 for the book budget, for a total of $350,000, to purchase print and electronic resources for the collections, including the law and specific Arizona and genealogy materials.

4. Technology and Electronic Infrastructure $60,000

The State Library has successfully upgraded its entire technological foundation with grant funds. It is not possible to keep the revitalized infrastructure functioning with non- state funds. This is an on-going operations cost.

The Library needs to achieve a scheduled replacement of computer equipment, including servers, routers, workstations, and other peripherals, every three years to prevent obsolescence and minimize failure of services. This would include replacement of other telecommunications and office equipment, such as fax machines and photocopiers, and maintenance contracts for the equipment and software for SIRSI (online public catalog) and Marcive (federal documents catalog).

JLBC had recommended $225,000 increase for equipment and maintenance contracts for electronic research services for FY2003. Technology supports all we do and all of our services – it is critical infrastructure.

We request an increase of at least $60,000 to cover equipment maintenance for the most important systems used, not just locally, but also by the statewide library community and members of the public. Should the economy improve, we will request reinstatement of planned technical infrastructure replacement in FY2007.

5. State Grants in Aid $250,000

Public libraries are struggling to respond to a rapidly growing population's increasing demands for information and books; public libraries lack the space for growing collections and the hundreds of thousands of patrons served each week. Libraries must also respond to new demands; for example, because most charter schools do not have a library, their students rely on public libraries.

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Funds will support literacy education, reading programs, service to students, interlibrary loan, and training, as well as new buildings and remodeling. Funds will also start tribal libraries, improve existing tribal library and cultural information services, and build on the $500,000 federal Tribal related National Leadership Grants and $5 million in grants from the Bill and Melinda Gates Foundation.

Since 1981 the Legislature has helped citizens get the information they need through support for public libraries through a State Grants in Aid program. The program is not an entitlement, but a challenge to local government; grants must be matched dollar for dollar with local funds. There has been no increase in this program since 2000.

We request an increase of $250,000 for state grants in aid, for a total of $901,400.

6. Newsline® $50,000

Arizona Newsline provides blind and visually impaired individuals access to information in more than 60 newspapers and, in Phoenix, the Arizona Republic, the same morning of publication. Newsline users who are unable to read print because of a disability now have equal and independent access to newspapers. By dialing into the Newsline servers from a touch-tone phone, eligible users can listen to the paper being read using synthesized voice technology; users can move easily through the text using numerical codes to hear only the articles they want to hear.

Newsline was first made possible through funding provided by the Legislature in FY2001, but that funding was lost in FY2003. The program was able to continue thanks to a partnership with the Department of Economic Security's Rehabilitation Services Administration on their federal match, but this funding cannot continue.

Funds for FY2006 will enable the continuation of this service that provides 600 registered users an average of 1,200 calls per month.

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150 ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

GladysAnn Wells, Director

October 7, 2003

Dear Legislative Member:

We would like to share some news on recent events.

Declaration of Independence Road Trip Exhibit – 2000 Visitors in first six hours! On July 4, 1776, John Dunlap of Philadelphia printed approximately 200 copies of the newly drafted and approved Declaration of Independence, the nation’s “birth certificate.” Of these original 200 copies, 25 remain in existence and are referred to as “Dunlap broadsides.” The “Dunlap Broadside” touring the nation is on display at The Arizona Capitol Museum from October 4-12, 2003. The exhibit will be open Monday through Friday 8-5, Saturday 10-5, and Sunday 12-5.

Arizona State Law and Research Library – Ready and Open The law collection has been reopened on the third floor of the Capitol and is now fully functioning and accessible. Anyone interested in scheduling a tour or orientation of the new location, please contact Janet Fisher, Director Law and Research Library, at 602-542-4417.

The Carnegie Center – Community Outreach The Carnegie Center is well on its way to becoming a welcoming community center! We hosted twenty-one groups in our meeting facilities during the months of August and September. Several of these groups were outside agencies, which either held meetings or scheduled training sessions using our mobile computer lab with its ten laptop computers. Please come and visit the Carnegie Center. The building is open Monday-Friday from 8-5. Staff will be available to answer questions or provide information about the facility. For reservations call 602-258-4686.

IMLS National Leadership Grant – Library & Archives Top in Nation We received a National Leadership Grant from the Institute of Museum and Library Services (IMLS) for $248,819. Our agency and the State Museum, together with a number of tribal partners, will convene a National Conference of Tribal Libraries, Archives, and Museums in the spring of 2005 to expand collaboration at the national level for tribal cultural organizations. The project will also support three local collaborative models that will be discussed at the IMLS conference and a national survey of tribal resources and cultural needs culminating in a directory and report. No other state library has received as many highly competitive and prestigious National Leadership Grant awards.

STATE CAPITOL 1700 W. Washington − Room 200 • Phoenix, Arizona 85007 • Home Page: http://www.lib.az.us Phone: (602) 542-4035 • FAX: (602) 542-4972 • E-Mail: [email protected]

An Equal Opportunity Employer

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

GladysAnn Wells, Director

National Book Festival – Arizona Exhibits Library & Archives staff obtained a small grant to bring an Arizona exhibit and Arizona materials to the National Book Festival. The third annual National Book Festival, organized and sponsored by the Library of Congress and hosted by Laura Bush, was held on Saturday, Oct. 4, on the National Mall in Washington, D.C. Nearly 65,000 people enjoyed the festival featuring more than eighty award-winning authors, illustrators, poets, and storytellers.

Staff Recruitment The Arizona State Library, Archives and Public Records is currently recruiting for three senior management positions: Director of Records Management; Museum Division Director; and Director of Operations.

Did You Know That Arizona’s public libraries rank 23 in the nation for library visits even though we rank at the bottom in library books per capita? Did you know that nationally public libraries circulate 5.4 million items a day – more items than FedEx ships per day!

Best to all,

GladysAnn Wells State Librarian

STATE CAPITOL 1700 W. Washington − Room 200 • Phoenix, Arizona 85007 • Home Page: http://www.lib.az.us Phone: (602) 542-4035 • FAX: (602) 542-4972 • E-Mail: [email protected]

An Equal Opportunity Employer

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

GladysAnn Wells, Director

December 5, 2003

Dear Legislative Member:

As we near the end of 2003, we wish you a happy holiday season and would like to share some recent news with you.

Declaration of Independence Road Trip The Declaration of Independence Road Trip exhibit was a tremendous success! There were 24,703 visitors through the museum during the nine-day exhibit. Many more people know about our Capitol Museum and about our significant federal document library after this exhibit. In addition, our volunteers had such a good experience during the exhibit that many are interested in continuing in a volunteer capacity for the museum or other divisions throughout the agency.

E-rate Funding The Telecommunications Act of 1996 authorized a program to provide discounts from vendors on the cost of eligible telecommunications services, Internet access, and internal connections for rural health providers, schools and libraries. ASLAPR provides procedural support and training to Arizona libraries in filling out the necessary forms in order to begin and maintain e-rate funding. 2003 is year six of the e-rate program and so far this year, Arizona Libraries have received $1,549,832 in E-rate funds.

Life Options Program Receives Award from Virginia G. Piper Charitable Trust The Carnegie Center’s Life Options program was awarded a $15,000 planning grant from the Virginia G. Piper Charitable Trust. The Carnegie Center submitted the collaborative proposal with its planning partners: Area Agency on Aging, Maricopa Community College’s Center for Civic Participation, Phoenix College’s Gerontology/Senior Adult Program, Arizona Saves, Museum Association of Arizona, Arizona Library Association and Maricopa County Library Council. The Life Options project stems from changes boomer generation will bring to retirement in numbers and skill sets. The concept of retirement will be being dramatically reevaluated. We will work with focus groups and will explore ideas including lifelong learning program development, continued employment options, creating volunteer opportunities that maximize the experience for both the volunteer and the organization, intergenerational programming, financial awareness, health and wellness education, and civic engagement.

New Exhibit at the Arizona Capitol Museum The Arizona Capitol Museum will open “Condors, Jaguars and Bears, Oh My!” in cooperation with the Game and Fish Department on January 28, 2004. The educational exhibit illustrates the role of the Arizona Game and Fish Department in managing Arizona’s wildlife population and habitat. Highlights of the exhibit are a life-sized sculpture of a California condor with a nine-foot wingspan and a full-grown mounted jaguar.

United States Documents Available in Spanish The Braille and Talking Book Library has recorded the Declaration of Independence, Constitution and the Pledge of Allegiance in Spanish. Two volunteers, Jim McLeroy and Bill Laurie, produced this recording at the Mesa Public Library studio. These materials are available to any library for the blind nationwide and ensures that language is not a barrier for individuals unable to read the traditional print versions of these important documents.

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STATE CAPITOL 1700 W. Washington − Room 200 • Phoenix, Arizona 85007 • Home Page: http://www.lib.az.us Phone: (602) 542-4035 • FAX: (602) 542-4972 • E-Mail: [email protected]

An Equal Opportunity Employer

Western Council of State Libraries Receives Institute of Museum and Library Sciences Grant IMLS awarded $291,600 to the Western Council of State Libraries for a three-year project to develop a model partnership for a library education continuum involving state libraries, regional library cooperatives, community colleges and universities including library and information science schools. This project intends to provide systemic change to the availability, quality and impact of library education in Western Council’s 21 states and partner states and to provide education and training opportunities to improve job skills, enhance employment opportunities, and establish credentialing recognized across state lines.

The University of Arizona’s School of Information Resources & Library Science (SIRLS) Receives Institute of Museum and Library Sciences Grant The Knowledge River Institute at the University of Arizona’s School of Information Resources and Library Science was awarded $377,012 to fund twenty current students and recruit twelve new Hispanic and Native American students into librarianship through implementation of the Knowledge River retention program. The retention program takes into account financial, academic and social aspects of the library school experience.

The Knowledge River concept was designed by the University of Arizona Library in cooperation with American Indian Studies, Mexican American Studies and Research Center, Arizona State Museum, the Arizona State Library and Tucson-Pima Main Library to recruit Native American and Hispanic students into the field of library and information science. The Knowledge River Institute offers a Master’s Degree program tailored to the needs of Native Americans and Hispanics as learners and to the information needs of the communities they represent.

The Arizona Library Directory Is Online A database of Arizona libraries is now available online from the State Library’s webpage at www.lib.az.us. Find the link by going to the “Quick Links” drop-down menu, select “Arizona Library Directory” and click on “Go”. You will then be directed to the online directory. The directory offers a variety of options to search for location and other information for Arizona’s libraries.

Did you know that one out of every six people in the world is a registered library user?

Best wishes and happy holidays,

GladysAnn Wells State Librarian

154 ARIZONA CULTURAL INVENTORY PROJECT

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

REPORT

First and foremost the CIP is an exhaustive directory of all libraries, archives, and museums in Arizona. Second, the CIP provides an overview of those repositories’ mission and the scope of their collections. Finally, the CIP seeks to include detailed descriptions of the collections of Arizoniana held by the reposi- tories.

As of December 2003, the CIP lists more than 600 repositories and more than 1100 collections. While these numbers represent years of work, the CIP will always be a work in progress. Repositories come and go, and repositories add to their holdings. The CIP staff works hard to ensure that the directory and over- views are always up to date. Describing the collections is labor intensive and time consuming; the staff is investigating ways that repositories can contribute information about their holdings to the project.

The CIP staff has faced some significant software problems. Bugs that prevented the creation of an effec- tive index have been resolved, although the staff must now retrospectively index information in the data- base. Problems with the design and search systems on the public Website have largely been solved and are being tested in a development server.

The CIP staff continue to work on making the database a useful tool for the custodian of Arizona’s cul- tural heritage, as well as the public. If you spot any information that needs to be revised, please contact the coordinator.

The CIP is available online at http://cip.lib.az.us/. You may also look at the revised search engine and interface under development at http://cipdev.lib.az.us/, although that site may not function properly as features are tested.

– Richard Pearce-Moses Coordinator, Cultural Inventory Project voice: 602.542.4035 Director of Digital Government Information email: [email protected]

157 ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

GladysAnn Wells, Director

June 22, 2004

Dear Legislative Member:

We would like to share some news on recent events.

Polly Rosenbaum State Archives and History Building The new archive building is one step closer to becoming a reality with the signing of S1079, and we would like to thank our supporters for their dedication and hard work. S1079 authorized approximately $2 million to hire an architect to begin designing the building, and it is expected that a request for proposals will go out before the end of June.

State Library and Arizona State Museum Awarded National Leadership Grant The Institute of Museum and Library Services awarded a $248,819 National Leadership Grant to the Arizona State Library and the Arizona State Museum to develop programs to assist tribal and museum libraries around the country to work collaboratively, to produce a national directory of tribal libraries and to organize a national conference of tribal and museum library representatives. The two-year grant will support three collaborative model projects. Results from each project will be presented at the national conference in Mesa, Arizona in May 2005.

Planning for Arizona’s Centennial On May the 27th and 28th, the Coordinating Committee for History in Arizona (CCHA) brought together historians, archivists, museum professionals and librarians from throughout the state to talk about Arizona’s Centennial. The conference was co-sponsored by the State Library, the Arizona Historical Society, Salt River Project and the ASU History Department. The purpose of this conference was to develop a plan to commemorate Arizona history with a broader and more inclusive look at historical interpretation, while at the same time, looking forward to Arizona’s next 100 years. The meeting launched a collaborative approach to the planning of the state’s Centennial programs.

Arizona Women’s Hall of Fame Since 1981 Arizona has paid tribute posthumously to 66 remarkable women that have played a significant role in the history of the state by inducting them into the Arizona Women's Hall of Fame. On May 27th, a committee of scholars and community members from around the state met to consider 10 nominations for induction into the Arizona Women’s Hall of Fame and has recommended four women for their contributions to Arizona. The Library Board must approve these names for induction.

SAVE THE DATE! The 2004 Arizona Women’s Hall of Fame Induction Ceremony and Reception will be held on October 21, 2004 from 2:00 – 4:00 p.m. at the Carnegie Center at 1101 W. Washington

2004 Arizona Book Festival Readers of all ages flocked to the Seventh Annual Arizona Book Festival at the Carnegie Center on Saturday, April 3. This free family event provides booklovers the chance to meet and speak with nationally known and local authors, see lively stage presentations, hear storytelling, purchase new and used books, participate in workshops for emerging writers, and have rare books evaluated. More than 12,000 people attended this year’s event along with costumed characters and other performers.

Approximately 200 writers made appearances at the festival including Ursula K. Le Guin, Nancy Farmer, Tucson author Judith Tarr, and U.S. Supreme Court Justice Sandra Day O’Connor. Justice O’Connor remained until after 6:00 p.m. and signed books until the last person in line had a signed copy of her book! 158

STATE CAPITOL 1700 W. Washington − Room 200 • Phoenix, Arizona 85007 • Home Page: http://www.lib.az.us Phone: (602) 542-4035 • FAX: (602) 542-4972 • E-Mail: [email protected]

An Equal Opportunity Employer

ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS

GladysAnn Wells, Director

OneBookAZ: One Book One Month One Goal The Arizona Book Festival kicked off the 2004 OneBookAZ, a statewide effort that brings readers together through literature by asking each adult to read the same book and participate in discussions and programs throughout April. Yann Martel’s Life of Pi was this year’s adult selection. Nancy Farmer’s The Warm Place was selected as part of a similar program geared for younger readers. Libraries, bookstores, community colleges, school campuses and Toys‘R’Us stores across Arizona held activities. Author Yann Martel toured Arizona as part of the festivities and participated in a book discussion at the Carnegie Center on April 9, which was attended by over 200 people. OneBookAZ participants have said that the program helps them revive books groups, bring together new groups of people, and encourage multigenerational activities—72,000 adults and children statewide participated in OneBookAZ activities.

May Hill Aubuthnot Honor Lecture The Maricopa County Library District in association with the Arizona State Library and Arizona State University was honored and pleased to be the host of the 35th annual May Hill Arbuthnot Honor Lecture, delivered by Ursula K. Le Guin and sponsored by the Association for Library Service to Children, a division of the American Library Association. The prestigious award is presented annually to an author, critic, librarian, historian, or teacher of children's literature, of any country, who has prepared a paper considered to be a significant contribution to the field of children's literature. The paper is delivered as a lecture each April and is subsequently published in the ALSC publication, Journal of Youth Services in Libraries. Scott, Foresman established the lecture series in 1969. The lecture took place on April 2, 2004 in the Paul V. Galvin Playhouse on the Arizona State University campus.

U of A’s School of Information Resources and Library Science appoints new Director The University of Arizona’s School of Information Resource and Library Science announced the appointment of Dr. Jana Bradley as Professor and Director, effective August 2004. Dr. Bradley leaves her post as Associate Professor and Director of the MLIS program in the School of Information Studies at Syracuse University where she led a planning process to review and revise the curriculum, developed a certificate of Advanced studies in Digital Libraries, and established the 21st Century Librarian Award. Dr. Bradley’s research and publication relates to roles and activities of librarians in the digital age, the evolution of the LIS profession, and digital content. Dr. Bradley replaces retiring Brooke Sheldon.

Future Librarians Tour Agency On April 30th, members of the University of Arizona chapter of the Special Libraries Association, School of Information Resources and Library Science toured each division of the Arizona State Library, Archives and Public Records. Following the tour they were provided an opportunity to meet with the Division Directors to gain advice and ask questions related to class choices and career paths. Students commented that they could not believe that they could see and absorb so much information in such a short period of time.

State Librarian invited to attend American Association of Law Libraries Annual Conference The Arizona chapter of the American Association of Law Libraries (AALL) has chosen GladysAnn Wells as their VIP (Valuable Invited Participant) for this year’s AALL Annual Conference. Each chapter was asked to select a VIP to send to the AALL Conference in July for the purpose of learning more about the organization and law librarianship and to share ideas with the law library community. GladysAnn was chosen by the AzALL (Arizona Association of Law Libraries) Executive Board for this honor and will be their VIP at the AALL Conference in Boston, July 11-13, 2004.

Best Wishes,

GladysAnn Wells State Librarian 159 STATE CAPITOL 1700 W. Washington − Room 200 • Phoenix, Arizona 85007 • Home Page: http://www.lib.az.us Phone: (602) 542-4035 • FAX: (602) 542-4972 • E-Mail: [email protected]

An Equal Opportunity Employer

THE “POLLY’ AWARD

In 1999, the agency established the Polly Rosenbaum award in recognition of Polly’s tireless support for libraries, museums, archives, and the preservation of Arizona’s rich cultural history.

This award acknowledges elected or appointed officials (not on the current Library Board) who cherish Arizona’s rich cultural resources and support the work of the Arizona State Library, Archives and Public Records.

Nominations are made by employees of the Arizona State Library, Archives and Public Records, and the members of the Friends of Arizona Archives and Arizona State Capitol Museum Guild.

The Selection Committee includes one professional staff person from each agency division, one representative from the Friends of Arizona Archives, and one representative from the Arizona State Capitol Museum Guild. Agency Division Directors chair the committee on a rotating basis.

The “Polly” Award is presented annually on Statehood Day or a date determined by the agency Director. Winners receive a plaque and their names are inscribed on the perpetual plaque in the agency’s Administrative Office.

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RUTH SOLOMON RECEIVES THE 2004 POLLY ROSENBAUM AWARD

Ruth Solomon moved to Arizona in 1959. She graduated from the University of Arizona in 1971 in Education. She was a teacher in the Tucson Unified School District from 1971 until she became an Arizona State Representative in 1989. She served as a State Representative through 1994. In 1995, Ms. Solomon became an Arizona State Senator and served through 2002. In 2003, she became an Associate Superintendent of Education with the Arizona Department of Education.

The 2004 “Polly Award” recognizes Ms. Solomon’s sincere interest in, support, and public commitment to the agency ‘s mission to preserve Arizona’s history and to provide access to information, as demonstrated in numerous ways:

• She participated with interest and dedication on the Board of Library, Archives and Public Records from 1995 through 2002.

• She served on the 1996 Board of Library, Archives and Public Records that conducted a nationwide search, interviewed, and ultimately hired a new Director for the agency, determined to give the agency a new beginning – a revitalization.

• She was instrumental in bringing the agency through a challenging and productive transformation from 1997 to 2002. It is hard to image how these successes could have been possible without her ongoing and continuous involvement and interest given to the agency. Without her help, the agency would not have been as successful.

• As a lifelong educator, she appreciates the value of libraries, archives and other cultural institutions, and the role they play in helping citizens live their lives, work their jobs, and understand their history.

Her diverse efforts mirrors the hard work of Representative Polly Rosenbaum. It is with deep respect, appreciation, and great pleasure that Ruth Solomon was selected for the Polly Rosenbaum Award.

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“TURTLE” AWARD

In 2000, the agency established the “Turtle” Award, named fondly for the agency logo’s perceived likeness to a “turtle.”

The “Turtle” Award recognizes annually to a non-governmental individual or organization for support of Arizona’s rich cultural heritage and the work of the Arizona State Library, Archives and Public Records. A second award is given as the Director’s recognition to a member or members of the agency staff for their attitude and commitment to our agency, our clients, and our work.

We present the “Turtle” Award annually at the Arizona Convocation of librarians, archivists, museum professionals, historians, genealogists, records managers, preservationists, conservators, and others responsible for and interested in preserving Arizona’s cultural heritage.

The Convocations help build a community of Arizonans who collect, provide public access to, manage, protect and cherish the records, maps, objects, publications, photographs, and other materials that form the state's cultural legacy. The Convocations enable these individuals to share information about their collections and programs, to discover opportunities for collaboration and resource sharing, and to promote public access to the books, records, and objects of Arizona’s past.

The Director of the Arizona State Library, Archives and Public Records selects the two annual recipients of the “Turtle” Award. Winners receive a framed certificate and the external individual or organization representative receives the agency’s logo “Turtle” lapel pin.

2004 “Turtle” Awards

The 2004 “Turtle” Awards were presented to the Arizona Library Association (AzLA) and to staff member Janet Fisher, Director of the Law and Research Division. Outgoing President Brenda Brown and lobbyist Roberta Voss accepted the award on behalf of AzLA. The awards were presented at the Arizona Convocation 2004 Share Your Voice, Share Your Vision, Build Your Story, which was held in the White Mountains of Arizona at the Hon-Dah Resort and Conference Center on February 29 and March 1, 2004.

162

Arizona Library Association The Arizona Library Association (AzLA) received the 2004 Turtle Award. AzLA received this award for their visible support of our agency and work with federal, state and local policy makers. Lead by AzLA Legislative Co-Chairs – Jim Govern and Brenda Brown, members of AzLA were present at all Legislative hearings in support of SB1079 – Making Appropriations For The Design And Site Preparation of a State Archives And History Building, and our agency’s budget. Roberta Voss coordinated hearing testimony throughout the Legislative session on a wide variety of bills critical to Library and Archives, often testifying in person for AzLA.

Janet Fisher

Janet Fisher, Director of our Law and Research Library Division received the 2004 Turtle Award for her leadership of the massive reorganization of people and collections necessary to move the State law collection out of the Arizona State Courts Building back to the State Capitol. This effort required the review of our legal materials to determine what we alone can supply –which items were unique in our collection or needed by our primary legislative and state agency clients, and which items could be shared through coordination with collegial institutions. Approximately 19 staff from 3 divisions (Law and Research, Museum and Archives) and a significant number of materials, totaling over 200,000 books and periodicals, and over 1 million microfiche and microfilm were relocated.

During this staff intensive move, the Law and Research Division also worked to strengthen its role with Arizona state publications in electronic format – and acquire and maintain state government history through agency publications. Janet’s staff also continued to provide direct service to the legislature through the Electronic Reference Service in the House and Senate buildings with staff working directly with their research staff making sure they received equipment, training, and web-based content to provide reference help had access to these sources 24 hours a day, 7 days a week.

16 3

LEGISLATION PROPOSED/PASSED – 2004 46th Legislature – Second Regular Session

SB1079 – State Archives and History Building

Sponsors

Senators: Jarrett, Aguirre, Arzberger, Blendu, Brotherton, Brown, Mitchell, Rios

Co-Sponsors

Senators: Cannell, Garcia, Soltero

Overview

SB 1079 appropriates up to $1.6 million from the Public Buildings Land Earnings Fund and $400,000 from the Records Services Fund in fiscal year 2004-2005 to the Arizona Department of Administration (DOA) for the design and site preparation of the Polly Rosenbaum State Archives and History Building.

Background

All state archives are currently kept by the Arizona State Library Archives and Public Records Agency located at the State Capitol. In 2001, the Joint Committee on Capitol Review recommended 99,500 square feet of storage. A lease-purchase option for the building was approved in the 2001 budget for an annual cost of $2,000,000 per year for ten years. The budget was repealed in 2002 and the funds that had been appropriated for the building were cancelled. Space on 19th Avenue, just south of Jefferson, has been set aside for the new archives building. In 2003, the State Library and Archives used $12,000 in existing risk management funds to clear the site and to begin preparing it for construction. SB 1079 appropriates up to $2,000,000 for fiscal year 2004-2005 for the design and site preparation of a new state archives and history Building.

Provisions

• Appropriates $1.6 million from the Public Buildings Land Earnings Fund and $400,000 from the Records Services Fund in fiscal year 2004-2005 to the DOA for the design and site preparation of a new state archives and history building. • Establishes that the state archives and history building will be located on the Capitol Mall in Phoenix. • Adds that the building will be under the management of the Arizona State Library, Archives and Public Records agency.

164 • Allocates up to $115,000 for two full-time employees to oversee and manage the project until its completion. • Specifies that the building shall be named the Polly Rosenbaum State Archives and History Building.

Outcome of Legislation

SB1079 was signed by the Governor on May 5, 2004, Chapter 194 of 2004.

SB1269 – Public Records; Index

Sponsors

Senators: R. Burns, Bee, Johnson, Harper, Warning

Overview

SB 1269 mandates that the custodian of records of an agency maintain and furnish an index of records or categories of records that have been withheld from the requesting person, including the reasons why the records have been withheld.

Background

Current law (A.R.S. § 39-121.01) requires all officers and public bodies to maintain all records reasonably necessary or appropriate to maintain an accurate knowledge of their official activities. Each public body or officer is responsible for the preservation, maintenance and care of that body’s or officer’s public records. Statute stipulates that any person may request to examine or be furnished copies, printouts or photographs of any public record during regular business hours or may request a copy by mail. Under certain circumstances, the inspection of a public record may be denied by the custodian of records. Upon a denial of a public record request, the requesting person may follow an appeals process outlined in statute.

SB1269 requires the custodian or records of an agency to provide an index of records or categories of records that have been withheld from the requesting person stating the reason why the records were withheld. The provisions in SB1269 are based on a recommendation proposed by the Regulatory Reform and Enforcement Study Committee that met during the 2003 interim.

Provisions • Requires the custodian of records of an agency, if requested, to furnish an index of records or a category of records that has been withheld from the requesting person stating the reason why the record was withheld.

165 • Prohibits the custodian of the records of a state agency from including in the index, information that is expressly made privileged or confidential in statute or a court order. • States that the index requirement shall not be construed by an administrative tribunal or court to prevent or require an order compelling a public body other than an agency to furnish an index of records or a category of records. • Exempts the Department of Corrections, the Department of Juvenile Corrections, the Department of Transportation Motor Vehicle Division, and the Department of Public Safety from the indexing requirements. • Stipulates that if the custodian fails to provide the requesting person with an index of records or categories of records withheld, the denial shall be considered a denial of access to a public record. • Makes other technical, clarifying and conforming changes.

Outcome of Legislation

SB1269 was signed by the Governor on April 23, 2004, Chapter 158 of 2004.

SJR1001 – Arizona Veterans’ Highway

Sponsors

Senators: Blendu, Harper, Martin

Co-Sponsors

Senators: Bennett, Brotherton Senators: R. Burns, R. Cannell, Leff, Mead

Purpose

Designates the portion of Interstate Highway 17 between Black Canyon City and Flagstaff as the “Arizona Veterans’ Highway.”

Background

Many states recognize both living and deceased veterans who have served in the United States armed forces by naming national and state landmarks in their honor. According to the National Conference of State Legislatures 22 states have renamed portions of their state highways to honor veterans.

Current statute prescribes the process for naming geographic features, roads and trails (A.R.S. §41-835.04). Names of state highways cannot be changed without approval by

166 the State Board on Geographic and Historic Names (Board) (A.R.S. §41-836). The Board is responsible for receiving and reviewing all applications pertaining to the naming, or name change of geographic and historical sites.

According to the Arizona Department of Transportation there is no fiscal impact to the state Highway Fund relating to the provisions of this bill.

Provisions

• Designates the portion of Interstate Highway 17 between Black Canyon City and Flagstaff as the “Arizona Veterans’ Highway.” • Requires that the Unified Arizona Veterans donate the funds necessary for the signage needed to rename the portion of Interstate Highway 17. • Specifies that no state funds shall be used for the upkeep or maintenance of “Arizona Veterans’ Highway” signage • Instructs the Secretary of State to transmit copies of the resolution to the ADOT Director. • Provides for a general effective date.

Amendment Adopted by the NRT Committee

• Requires that the Unified Arizona Veterans donate the funds necessary for the signage needed to rename the portion of Interstate Highway 17.

Outcome of Legislation

Signed by the Governor April 19, 2004.

HB2007 – Geographic and Historic Names Board/STRIKE ALL

Sponsors

Representatives: Hanson, J. Allen, Barnes, Biggs, Carruthers, L. Gray, Hubbs, Konopnicki, Mason, Nelson, Pearce, Pierce, Quelland, Stump, Thompson

Co-Sponsors

Representatives: Arnold, Boone, J. Burns, Farnsworth, Flake, Graf, C. Gray, Gullett, Hart, Hershberger, Huffman, Huppenthal, Jayne, Johnson, McClure, Nichols, O’Halleran, Reagan, Robson, Rosati, Tully, Wagner, Yarbrough,

Senator: Harper

Overview

Establishes the Arizona Geographic and Historic Names Board as a legislative agency.

167 Background

The significance of geographic names was first recognized in statute in 1945, when the Legislature declared geographic features retaining the names they currently had in order to preserve Arizona’s historical records a matter of state concern. In 1982, Governor Bruce Babbitt created the Arizona State Board on Geographic and Historic Names through an executive order. In 1990, the Legislature gave the Board responsibility for determining the most appropriate names for geographic features.

The nine-member Board appointed by the Governor is charged with preserving the names or determining appropriate name changes of natural or artificial objects, places or things, so that the historical record of the state is protected and preserved.

There is no anticipated fiscal impact to the state General Fund associated with this measure.

Provisions

• Establishes the Arizona Geographic and Historic Names Board as a legislative agency and provides for membership. • Requires the Board to adopt rules for the orderly conduct of business. • Allows any citizen of the state of Arizona to become a Board member. • Requires Board vacancies to be advertised statewide, an application to the Board to be made available to potential applicants and interviews of applicants to be conducted if necessary. • Prohibits state employees from serving on the Board. If the state of Arizona employs any Board member, that member must resign immediately from the Board. • Prohibits members from receiving compensation but they may be reimbursed for related expenses. • Specifies that members are not under the authority of any office, agency or department of this state and do not serve at the pleasure of the appointing body. • Requires the Arizona State Library, Archives and Public Records to provide staff support to the Board. • Requires the Board to elect a chair and vice-chair. • Requires the Board to assist the United States Board of Geographic Names with maintaining electronic files, data and records. • Requires the Board to designate one or more members to act as the state representative to the National State Names Authority Conference. • Requires the Board to notify within 30 days the person, group or agency that submitted a naming proposal that the Board has taken action. • Stipulates that a name is not considered official until the Board has rendered a favorable decision. If the Board does not render a favorable decision, the name may not be used in any manner. • Allows members of the State Board on Geographic and Historic Names to serve their full term of office as members of the Arizona State Geographic and Historic Names Board if this act becomes effective midterm.

168 • Terminates the Board on July 1, 2010. • Makes technical and conforming changes. • Requires the Constitution of Arizona to be amended by a vote of the people at the next general election to establish the Arizona State Geographic and Historic Names Board as a legislative agency for this act to become effective.

Outcome of Legislation

HB2007 passed the House of Representatives, but failed in the Senate Government Committee on March 30, 2004.

HB2350 – State Intellectual Property; Sale; Revenues

Sponsors

Representatives: Huppenthal, Hershberger

Co-Sponsors

Representative: Chase Senators: Mitchell, Tibshraeny

Overview

Allows the Arizona Department of Administration (ADOA) to generate revenue from the sale or licensing of its intellectual property.

Background

ADOA provides support services to many state government agencies. These services include accounting services, human resources, the state’s health insurance program, telecommunication and mainframe services, security for the Phoenix Capitol Mall and Tucson Office complex, management of the state’s fleet, and the administration of the state’s insurance program.

In order to facilitate the support services, ADOA has developed various computer programs. According to ADOA, these programs have economic value and may be saleable to other states, municipalities, political subdivisions, the federal government, nonprofit organizations and public and private sector businesses. ADOA believes the following products are marketable:

• An e-procurement program named SPIRIT. • Various training programs which have been produced by the General Accounting Office (GAO), Risk Management and Arizona Government University.

169 ADOA has expressed interest in selling its intellectual property but has been advised by the Attorney General’s Office and ADOA legal counsel that statutes are either silent or vague on the various aspects of how revenue generation should be handled. H.B. 2350 authorizes ADOA to generate revenue from the sale and licensure of intellectual property.

The estimated financial impact of this measure in unknown but should create revenues for the State General Fund. ADOA has not developed a pricing structure for the sale or licensure of intellectual property, and it is unknown if ADOA will be able to sell or license intellectual property in the market.

Outcome of Legislation

After passing the Senate Government Committee on April 6th, the bill was held in the Senate and did not reach the Senate Appropriations Committee.

HB2200 – Vital Records; Public Health Statistics

Sponsors

Representatives: Gullett, Aguirre, Chase

Overview

Rewrites and revises the vital records statutes. Makes numerous changes.

Background

The Office of Vital Records, within the Department of Health Services, is responsible for maintaining and issuing certified copies of vital records, including birth, death and fetal death certificates and certificates of birth resulting is still birth for events that occurred in Arizona. The Office of Vital Records officially began recording birth and death events in July, 1909. However, it maintains a sampling of delayed birth records of Arizona citizens (from 1855) and death records (from 1877) from other sources.

HB2200 Repeals current statutes pertaining to vital statistics and creates a new chapter entitled Vital Records and Public Health Statistics.

Arizona State Library, Archives and Public Records • Requires that, each calendar year, DHS reproduce on permanent media, vital records registered for the calendar year including an index. Requires DHS to submit the vital records and index to the Arizona State Library, Archives and Public Records. The Library is required to provide for the confidential safekeeping of the records and index.

170 • Requires DHS to submit to the Arizona State Library, Archives and Public Records a copy of a person’s registered death certificate 50 years [currently 10 years] after the person’s death for permanent preservation. Eliminates the requirement for DHS to submit the original certificate.

Establishes Article 5. Preserving and Archiving Vital Records Duties of the Director; Arizona state library; archives and public records

• Requires the Department to: - Provide safe, secure and permanent preservation of vital records. - Submit to the Arizona State Library, Archives and Public Records a copy of a person’s registered birth certificate 75 years after the person’s birth. [currently in A.R.S. §36-302] - Reproduce on permanent media vital records registered during a calendar year with an index and provide to the Arizona State Library, Archives and Public Records. [currently in A.R.S. §36-322]

• Requires that the Arizona State Library, Archives and Public Records to provide access to and issue copies of registered birth certificates and death certificates that are public records. [currently in A.R.S. 36-322] Outcome of Legislation

HB2200 was signed by the Governor on April 19, 2004, Chapter 117 of 2004.

HB2500 – Injunction; Name of Geographic Area

Sponsors

Representatives: Jr. Jackson, Bradley, Downing, Gallardo, Landrum Taylor, L. Lopez, Loredo

Co-Sponsors

Representatives: Aguirre, Alvarez, Bustamante, Cajero Bedford, Chase, Clark, McCune Davis, B. Miranda, Prezelski, Straughn Overview

This bill amends title 12, chapter 10, article 1, arizona revised statutes, by adding section 12-1811; relating to injunctions: 12-1811. Injunction for use of the word "squaw" in certain features, areas, sites or other publicly funded facilities

171 A. notwithstanding any other law, an agency or political subdivision of this state shall not use the word "squaw" in the name of any geographic feature, landmark, historical site, park, recreation area, street, highway or other publicly funded facility.

B. any person may apply for an injunction to prevent a violation of this section.

Sec. 2. Implementation

On or before December 31, 2007, the appropriate overseeing agency or political subdivision of this state shall change the name of any geographic feature, landmark, historical site, park, recreation area, street, highway or other publicly funded facility containing the word "squaw" to another name that does not include this word. Notwithstanding section 12-1811, subsection B, Arizona Revised Statutes, as added by this act, no injunction may be issued relating to an existing use of the word "squaw" until after December 31, 2006.

Outcome of Legislation

HB2500 was assigned to House Committees Commerce and Military Affairs, Judiciary, and Public Institutions and Counties, but was never heard.

HJR2036 – Geographic Names Board; Referendum/ STRIKE ALL Geographic and Historic Names Board

Sponsors

Representatives: Hanson, Barnes, Biggs, Carruthers, Hubbs, Jayne, Konopnicki, Nelson, Pearce, Robson, Stump

Co-Sponsors

Representatives: J. Allen, Arnold, Boone, Carpenter, Farnsworth, Flake, Graf, C. Gray, L. Gray, Gullett, Hart, Hershberger, Huffman, Johnson, Mason, McClure, Nichols, O’Halleran, Pierce, Quelland, Reagan, Rosati, Thomson, Tully, Wagner, Yarbrough

Senators: Verschoor, Waring

Overview

Establishes an Arizona State Geographic and Historic Names Board as a legislative agency, subject to voter approval.

Provisions

• Requires the Legislature to establish an Arizona State Geographic and Historic Names Board as a legislative agency, subject to voter approval.

172 • Stipulates that following approval by the voters, the powers, duties and composition of the Board will be provided by law. • Directs the Secretary of State to transmit this measure to the voters at the next general election.

Outcome of Legislation

HCR2036 passed the House of Representatives, but failed in the Senate Government Committee on March 30, 2004.

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AN ARIZONA MODEL FOR WEB ACCESS AND PRESERVATION

Note: The draft describes a model that is under development as part of a project of the University of Illinois and OCLC. The project will evaluate the model and the tools necessary to implement it. As such, the model – and this draft – is incomplete; some parts will change as they are tested, while other parts exist only as placeholders for content that has yet to be written. Comments and questions are welcome.

ABSTRACT This paper suggests a methodology based on archival principles to curate a collection of documents published on the web.1 In many ways, a website parallels an archival collection. Both contain documents related by provenance, and both organize related documents into aggregates (in archives, series; on websites, directories). This paper also describes tools to help curate such collections using archival principals.

Background The Arizona State Library is the official depository library for state agency publications and tries to acquire copies of those agency publications with enduring value.2,3 In the same way that the federal program has regional depositories, the Library seeks to provide access throughout the state by acquiring copies to place at the three major universities and two major metropolitan libraries. The physical distribution of multiple copies also provides a degree of security against catastrophe and theft.

Although the majority of publications in the collection are print documents, the depository program collects publications in all formats. In 2000, the depository law was amended to explicitly mention electronic publications, such as web documents. Since then, state agencies continue to publish more and more documents on the web. Although preserving electronic documents poses a number of problems, web publishing has the advantage of making it possible for the Library to discover and capture those publications.

1 Curate is used throughout the document to describe the many functions associated with building, managing, and providing access to a collection. 2 Publications are considered to have enduring value if they meet the archival appraisal criteria. “Arizona State Library and Archives identifies, collects, preserves, and provides access to records [including state agency publications] in all formats of Arizona state and local governments and of public officials and other individuals. Archival records remain useful for the Legislature, state agencies, and the general public because those records make government accountable to its citizens; provide evidence about public policies and programs; and protect or verify individuals’ rights and entitlements. Archival records provide information about the important people, issues, places, and events that make up the story of Arizona’s history.” A more complete expression of the archival criteria is available online at http://www.lib.az.us/archives/appraisal_criteria.cfm. 3 For the sake of simplicity, the term agency will be used generally to refer to any entity within state government, including divisions, departments, offices, and programs. 1

Curating a collection of web documents is not significantly different from building a collection of print documents. Both involve the same steps of identification, selection, acquisition (harvesting), cataloging (description and analysis), reference and access, and preservation. The functions are discussed in a rough sequence, although the functions influence each other and sequence will often overlap in practice. While acquisition precedes cataloging in the paper environment, those steps will likely be reversed in the electronic environment. Describing the materials before they are harvested will allow the harvesting software to assign metadata during the harvesting process. While what needs to be done remains the same, how those things are done will change.

To date, efforts to build collections of web documents fall, roughly, into two categories. One follows a traditional library model of selecting documents one by one, often by surfing the net in a more or less random fashion; downloading the document, frequently to paper; and then processing it as though it were any other book. This model captures high quality content, but simply cannot keep up with enormous quantities of documents on the web. The other model attempts to capture everything, trading selection for cheap disk storage and description for full-text searches. The capture-everything model transfers the work of selection and access to the patron, and will almost certainly bury future patrons under redundant and trivial information.

This model seeks to use archival principles to find a balance between the item-level and monolithic approaches to preserving documents on the web. It also suggests how and where machines can support the process most effectively. Machines are much more effective than humans at searching through data, building and sorting lists, and tracking activities; having humans search through hundreds of search results for valuable documents is unsystematic, time consuming, and redundant. Machines should be given parameters of where to search and what to search for then build and organize lists of new documents. Machines cannot distinguish in-scope content or what is valuable. The goal is to have technology generate reports so that human can efficiently guide the process and make judgment calls where they are truly needed.

Assumptions

This model is based on a number of assumptions. Some of those assumptions may be specific to Arizona, and others may be specific to government. To the extent the model relies on general principles of archives, the model should be adaptable to a wide variant of environments at all levels of government and outside of government.

2

1. The principal assumption is that the State Library will not receive any assistance from the content providers.4 The Library cannot risk losing critical content because content providers chose – often for very good reasons – not to do additional work for the Library. The model and tools look at web content “as is” and accessible through basic http standards. Any model that requires the presence of metadata or the ability to access the file system or underlying databases will fail if a webmaster refuses to provide that metadata or access. The model looks only at ‘clickable’ content that can be accessed through a straightforward link to a URL. However, the tools should be able to take advantage of any metadata or access priviledges that is available.5

No one tool can do everything. To the extent that this model focuses on clickable content, it cannot reach the deep web underlying fill-in forms and existing spiders have trouble following links embedded in scripts. Ultimately, a variety of tools are needed to suit the different types of content and the different tasks involved in curating a collection. The model uses the image of tools and a workbench to suggest craftsmanship, because curation is an art, not a mechanical process. The tools are organized on a workbench so that it is easy to pick the right tool, and to integrate the product of those tools.

2. The second principal assumption is that archival collections and websites have many similar characteristics. As such, principles of archival management can be easily and successfully adapted to managing a collection of web documents.

In archival collections and websites, the documents share the same provenance. Provenance is useful as a key to the value of the content (for acquisition) and later as an access tool when searching for documents. For example, one might presume that the records of the governor are more important than the records of the Board of Barber Commissioners. And, a researcher would reasonably expect to look for information about haircuts in at records of the Barber Commissions before searching the records of the governor.

4 As a result of the change in the documents law in 2000, the State Library undertook a number of initiatives to strengthen the state documents program, including issuing guidelines for web masters to create metadata to support indexing and preserving their web documents. While some web masters followed voluntary guidelines developed during the 2000 initiative, the majority did not. Many web masters faced budget cutbacks and increased demands on their time. In other instances, staff turnover is very high; even when the Library’s outreach efforts convinced web masters to participate, turnover meant those efforts were lost. A few agencies took steps to obstruct access to their documents. 5 The state Government Information Technology Agency has a stylesheet for web masters and teaches courses on how to manage state websites. The Library is developing information on metadata and the benefits of providing clickable content in hopes of getting at least some cooperation. 3

Archival collections and websites are both organized into series established by their respective creators. An archival series is very similar to the bibliographic notion of a class. Entities organize similar records, including web pages, into series related by function, activity, or subject to facilitate their use and management. The series into which records and web pages are organized provide clues as to the value and content of the items they contain. Rather than appraising a series of blank forms individually, the series is appraised as a whole. Rather than describing every document in the Governor’s Drought Task Force individual, the series is described as a whole.

3. Documents, not websites, are the object of preservation. As a result, internal links that navigate a complex document must work, while links pointing to external content may not work. This model presumes that all the pieces that form a document will be preserved as a unit to ensure that it is complete in and of itself, even though that means a lot of redundancy. It may be possible to implement this model in a way that minimizes storing redundant files, but those implementation problems are outside the scope of this model.

4. The ultimate goal of this model is to help patrons locate documents that are relevant to their needs. As such, everything is done with an eye towards access. In particular, description and access are two sides of the same coin.

5. This model does not address long-term problems of keeping bitstreams alive or software obsolescence. Preservation, for the purposes of this model, means capturing documents so that they are within the control of the repository in hopes that, when those long-term problems are solved, there is current content that can be migrated into the future.

SCOPE OF COLLECTIONS POLICY

The first step in building any collection is to establish criteria for what types of materials should be collected. The Arizona model looks at both the content and the creators of the documents to establish criteria and priorities for selection.

4

Content-Based Collections Policy

Most repositories will have an existing collections policy, although that policy may need some modification to account for any differences in web documents. For this project, expressing the type of content in general terms was fairly easy: state agency publications.6 In more specific terms, the Arizona State Library seeks to acquire those documents that contain information about public policies and programs, provide protection or verification of individuals’ rights, and offer information about noteworthy people, issues, places, and events that make up the story of Arizona’s history. The State Library is generally uninterested in collecting documents of ephemeral value, such as lists of links, contact information, job announcements, and forms.

Macro Appraisal

The content creators are placed in a rough order of importance based on the significance of their function and the risks to the state. Agencies were grouped in the top and second deciles, the “middle,” and the bottom quarter. The outcome was not to determine if the House was more important than the Senate, but to determine that they are both more important than the Board of Barber Commissioners.

Macro appraisal helps set priorities. Because the project will take a significant amount of time to implement, the ranking helps determine where to begin. The ranking can also be used during the routine operations of the project. If there is more work than can be completed on a routine basis, macro appraisal helps make sure that the important content is captured first.

Observations Based on the Prototype

A number of issues revolved around content, although those questions frequently came up when considering print based documents.

6 As a practical measure to limit the scope of the project, content provided by colleges and universities (.edu) is considered out of scope, although some programs on those sites may be within the scope of collections. For example, the State’s Cooperative Extension program is housed in the University of Arizona’s College of Agriculture and Life Sciences. In the future, the collection could be expanded to include publications provided by colleges and universities, and by local governments. The collection may also include federal publications with Arizona-related content. 5

Should websites about public-private partnerships be included, such as freeway construction sites created by the contractor and an agreement with the Department of Transportation? What about sites relating to partnerships between various levels of government? What about a commercial organization’s site, if the site related directly to a service contracted by the state, such as the state’s deferred compensation plan? In general, the Library considers any publication produced by the state or produced under contract using state funds to be a candidate for acquisition. As staff becomes more familiar with the kinds of materials on the web, that guideline may need to be refined.

More problematic was the general question of whether or not online content should be acquired if there was a paper equivalent. Although the paper copy might be the copy of record and would be easier to preserve over time, electronic versions can be distributed more widely, more quickly, and at less expense. In the end, decisions have to be made on a series-level basis during selection. For example, the online version of the Arizona Revised Statutes is not particularly user friendly and lacks the notes in the published version. Because the paper version is reasonably accessible throughout the state and because historical research into the law usually requires the notes, the decision was made not to acquire the online version.

When this model was first being developed, the intent was to use it for publications. The web has significantly blurred the distinction between publications and records, and the State Archives see potential for using the tools described in this model to capture documents that have been traditionally considered to be records that are being published on the web. Many of those records, such as court documents, have permanent value. In some instances, the records on the web were born digital, and the Archives would prefer the more stable paper versions. However, the agencies holding the records have not always been transferred to the Archives. As such, the Archives sees this approach as a ‘backdoor’ for acquisition.

Similarly, the model was initially conceptualized for building a permanent collection. The selection process was binary: acquire or ignore. Staff of the Library’s Records Management Division suggested that the process of reviewing the series for preservation could also be used to set retention periods. Although documents with limited retention periods would not be added to the permanent collection, the harvester could pass them to a records management application. Changing the selection decision from a binary to a time-based value has the potential of making the tools useful to a wider audience.

The macro appraisal process has not yet been tested.

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Tools for Content Development

• No particular tools are needed for developing the content policy. • The agency taxonomy, described under Harvesting, can be used to record the macro appraisal ranking.

Identification

The first step in acquisition is to identify in very general terms the scope of materials from which particular items will be acquired. Identification is, using the traditional library function of collection development as a metaphor, little more than determining which catalogs a selector will look at when ordering books. Identification does nothing more than define the boundaries of the forest from which trees will be harvested.

Stating the scope in terms of the web is somewhat complicated by the lack of standard practices. In the best of all possible worlds, the scope could be precisely defined as those websites within the domain state.az.us. In practice, agencies have used a variety of domains, such as

www.water.az.gov A top-level domain .gov originally intended for the www.azcfrc.az.gov federal government, but now used generally by all levels of government www.mindspring.com/~abote Commercial domains containing state and non-state www.users.qwest.net/~azat/ content. www.arizonaguide.com Commercial domain containing exclusively state content. www.sr51.com www.arizonasenate.org Non-profit domains. www.azredistricting.org www.acpe.asu.edu Higher-education domain. www.abor.asu.edu

The Arizona model blends automated and manual approaches to identify and maintain a list of websites with in-scope content.

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Automated Identification of Websites

The first approach is based on the assumption that all (or at least the majority) of state websites are referenced on at least one other state website. By analyzing the links on all state pages, it should be possible to discover those websites. Starting with list of seed websites, the pages are downloaded and a list of all links is analyzed to create a list of distinct domains. Those domains are then manually appraised to determine if they host state websites, and selected websites are associated with the appropriate entity’s name. This approach is a coarse sieve. It is very effective at identifying state websites at the domain-level, but it cannot distinguish websites located on a commercial server (www.mindspring.com/~abote). Also, this approach does a poor job identifying subordinate websites for subordinate entities (the Arizona Capitol Museum, a part of the State Library, has a website – www.lib.az.us/museum – that is part of its parent’s website).

This approach should be repeated regularly. As new state websites are identified, they are added to the seed list of servers searched for distinct domains.

Manual Identification of Websites

Second, documents with lists of agencies, such as organizational charts, budgets, and telephone directories, are searched to identify names of entities not discovered agency names manually using Google to discover if the agency has a website that has not yet been identified. This second approach helps catch exceptions the first approach misses, including websites that are not referenced on any other state site and subordinate websites on commercial domains.

At times, it may seem that the number of entities is almost as large as the number of websites, and finding a complete list of entities – especially programs and smaller offices – is often difficult. Individuals doing the searching must have guidelines to know whether or not an entity is large enough or important enough to search.

This information about the content and content providers (provenance) should be maintained in a database that includes a number of tables.

• A list of all domains, in-scope and out-of-scope. It’s important to track out-of-scope domains so that they do not have to be reappraised each month. If a domain disappears, it should still be remembered. If it resurfaces, it may have different content that must be re-evaluated.

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• Information about state websites, including a home page. Because some websites are subordinate to others, a spider following a list of all websites would find redundant content; the table should note if the website is logical starting point for a spider. Also, because some websites are aliases for the same content (www.azgita.gov is identical to www.gita.az.us), and would cause a spider to find redundant content; the table should identify if the website URL uses a canonical domain or is an alias.

• Information about the content providers. This information should be organized into a taxonomy that reflects the organizational relationships between entities and records information about the entities, such as administrative histories, mandates, key officials.

Each entity should be linked to relevant content on the web, usually a website. The relationships between the taxonomy and the websites is complicated because the organizational and computer hierarchies are not perfectly congruent. An agency may have a web presence that spans several servers, which may be considered a single site or several sites. An agency will frequently have many subordinate entities, each with its own web presence, which may be a separate website that is effectively independent of the parent website, a separate domain or directory that is integrated into the parent website.

Observations Based on the Prototype

For the prototype, Link Checker Pro to generate the list of domains. The websites for the Corporation Commission, the Legislature, Department of Education, Transportation, Water Resource, and the state portal were used for the initial seed list.

Some 10,000 links included more than 770 distinct domains. Some were obviously out of scope; adobe.com appears as a result of the many links to download the Acrobat reader. However, many of the sites were manually checked to verify if they were in scope or not; the domain www.phoenixvis.net does not suggest that the server is operated by the Department of Environmental Quality. To date some 160 agencies with a presence on the web have been identified (see Appendix 1). Their content is falls within some 170 distinct domains (see Appendix 2).

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An initial list of content providers was created by determining the entity responsible for the in-scope websites. The entity was frequently apparent from the common agency acronyms used in the domain or from the title of the home page. The list was then expanded by searching Google and the state portal for websites for entities listed in a directory of state agencies directories. Most entities were agencies, but a few were are large divisions, such as Motor Vehicles. Entities with no web presence were added to the database for tracking purposes. Other sources are being reviewed for a more complete list of entities, especially subordinate entities, in order to build a more complete taxonomy. Searching subordinate entities is particularly useful for linking to a subordinate website or home page. We believe that, when completed, the taxonomy may be the most complete organizational chart of state government.

Tools for Harvesting

Ideally, it should be possible to share tools on the workbench with partners to divvy up the work.

• Domain tool. This tool starts with a seed list of in-scope websites, builds a list of all links on those sites, and distills a list of distinct domains. The list of new distinct domains is manually reviewed, and each domain is recorded as being in-scope or out-of-scope. The process is iterative and should be run on a routine basis. Each time the tool is run, new in-scope websites is added to the seed list for future use. In routine mode, the tool should only display domains that are new and domains that have disappeared or reappeared. However, an administrative mode should allow the list of domains to be edited manually (deleting or adding to the list, changing the scope status).

• Agency taxonomy tool. This tool captures information about entities and their hierarchical relationships. It is, in effect, an enriched authority file with the ability to display information in a variety of forms. Agency information includes variant forms of the name (legal, LCNA, vernacular), agency history, legal mandate, scope of content, descriptive metadata, and links to content it has published on the web.

• Harvester must mangle links (relative and absolute) so that they point within the archives rather than to the equivalent page on the live site.

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SELECTION

Selection is the process of determining which documents will be preserved. Once the forest has been identified, the next step is to select the particular trees to harvest. The Arizona model presumes that not all state documents merit preservation.

Selection begins with determining the series – the directories – on a website. Assuming that the repository does not have direct access to the file system, the directory structure can determined by analyzing all the links on a website. In the best of all possible worlds, the directory structure would clearly define the series. In the imperfect world of the web, directories – especially high-level directories – correlate closely with series. However, directories can also define a single document; for example, web masters often group the many html and image files used to create a single document into a single directory. Directories can also be analogous to a folder used to group related materials; for example, a series may be broken into folders for documents from different years.

Finally, a decision must be made as which series hold documents that meet the collecting criteria. Because of the hierarchical nature of series, the decision to select may be made at a number of different levels. A small collection might be captured without much consideration, because the time spent weeding, organizing, or describing the structure is not justified; if it would take a patron ten minutes to go through all the documents on the website, why spend several hours analyzing its series, selecting the series, and describing the items? However, a large, complex collection may warrant a significant amount of time to weed unimportant series and to build tools to help patrons locate the documents that are saved.

In some instances, it may be possible and desirable to write rules to filter documents to be selected within a series. For example, a series that contains both pdf and html versions of the same document might have a rule to capture only one of the two formats.

The process of appraising collections also includes an evaluation of the effectiveness of the particular tool. Documents in series that can only be accessed through a form may qualified for selection, but inaccessible by the tools envisioned by this model.

Archival selection is ultimately a hierarchical process. Although most often it stops at the series level, it should be possible to select individual documents within a series.

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Observations Based on the Prototype

The Department of Water Resources was used for a quick test of selection, but the model has not yet been fully tested. An analysis of the links on the ADWR’s website revealed the site’s directory structure (see Appendix 3). ADWR’s website includes a site map that described the intellectual organization of the documents, although the documents are physically organized using a different a directory structure. Ultimately, as is true in the world of paper records, series is a somewhat arbitrary division and mapping the site’s structure demanded manual judgment calls. This process is not as onerous as it may seem. Using software to identify and sort the distinct directories on a server, it was relatively easy and quick work to determine the series. In the case of ADWR, it took about an hour to identify seven series and sixteen subseries (see Appendix 4). Manually identifying the series had a number of advantages because it relied on human insight and judgment that overcame some of the limitations of mechanical analysis.

• First and foremost, directory names are often abbreviations or single words used to represent a more complex concept. Manually identifying series makes it possible to assign names to series that are meaningful to patrons. For example, the director gdtf is meaningless to most people until it is expanded from the acronym Governor’s Drought Task Force. Similarly, the directory watershed is shorthand for Rural Watershed Alliance.

• In some instances, the agency used many different servers, often with domain names that gave no clue about the relationship. Manual identification of series related documents scattered on different servers under the same agency.

• Organizing the series in a specific order made more sense than a machine sort. While a computer can sort things alphabetically, another organization – such as one suggested by a site map – may make the most sense.

When appraising the series on the ADWR website, a number of series were rejected. The InfoCentral series was little more than documents of links. The forms directory (and its children) contained blank forms that were out of scope.

The series appraising process also identified several areas of inaccessible content. For example, the spider could not follow links to imaged records. However, if those records are being preserved in paper format, the online versions might not be selected.

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Finally, as noted in the discussion of the Arizona Revised Statutes in Scope of Collections Policy, factors relating to the form of materials and accessibility of other content will be considered during selection.

Tools for Selection

• A visualization tool that shows the directory structure of a website based on an analysis of links. The tool might show nested folders, similar to Windows Explorer.

• A database to link series and subseries identified to the associated directories and record appraisal decisions made about the series and documents.

HARVESTING

Harvesting is parallel to the traditional library function of acquisition. Once documents have been selected, they are ordered. Rather than purchasing a document, it is downloaded. A significant change to the function is the addition of the process of transforming the harvested document into something the library can easily manage. This process is not entirely new. In the paper, softbound books and loose journals were bound, and fragile materials were may have been given special housings. The documents still need to be ‘processed;’ in the past, this might have included stamping a call number on the spine, while in the digital environment the equivalent is the encapsulation of all files required to assemble the document and to assign administrative and preservation metadata.

A number of techniques and tools are available to harvest documents from the web. The technical problems of harvesting documents is outside the scope of this paper.

Tools for Harvesting

• Software that can spider the websites identified as being in-scope and can download documents that according to the business rules established in the selection process. The harvester must be able to determine if a document has been captured before to avoid redundant content. If the content has not changed, the harvester should update the document’s metadata to indicate that the document was still on the web at subsequent harvest dates.

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• Metadata should be associated with the documents during harvesting. Assigning metadata is described below in Cataloging.

CATALOGING

After materials are acquired by a library or archives, they are cataloged in order to allow the patrons to find the materials. One role of cataloging is to aid the patron in selecting relevant material by presenting key information about the works so that the patron can make a reasonable guess about their relevance without having to consult all the works (description). A second role of description is to organize the descriptions under different headings to make them accessible (analysis).

Description

Archives have never been able to describe all the documents in their holdings. Rather, they describe collections as a whole, followed by the series, and then list the folder headings that contain documents. (The folders can be considered subseries.)

The first step of description will be to add information about each of the in-scope series. The scope note summarizes the characteristics of the described materials, the functions and activities that produced them, and the kinds and types of information contained therein. (It may be desirable to include some information about the out-of-scope series so that patrons will know why they were not included.)

Because these descriptions abstract the common qualities of the documents in the series, they must be written manually. Fortunately, the number of series on a server is relatively small compared to the number of documents, so the amount of work is not unreasonable. To the extent that the series are relatively static, these abstract descriptions will likely remain useful for a significant period of time, even though the documents within the series may change.

The second step is to generate the equivalent of the folder list. In the case of the web, the folder list is more likely a collection of terse representations of all the documents in the series. Given the number of documents on the web, manually describing individual documents is impractical. However, some machine processing of the documents can generate something that – while far short of an AACR description – can help patrons navigate determine if the document might be relevant. In order to give patrons an idea of what a document is, the description should include the following elements.

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Creator Minimally, the name of the responsible agency, which be determined from the agency and series databases. If possible, other entities and individuals responsible for the content should be included. Title From the