University of Missouri

47-19: A Resolution to Create a Permanent MSA Digital Archive in Collaboration with the University Archives and Library Digitizing Services

PURPOSE: To establish the framework of a relationship between MSA, the University Archives, and the UM System Digitizing Services for building and maintaining a permanent MSA Digital Archive.

WHEREAS, All University of Missouri students have the right to access MSA Senate’s legislative history, and

WHEREAS, The University Archives provide the most secure location to store and preserve MSA documents, and

WHEREAS, The University of Missouri Digital Library is an online repository for the Library collections and other historic documents, and

WHEREAS, MSA has accounted for 677 pages of Senate legislation created before 2001, when digital storage began on Department of Student Life servers, and

WHEREAS, MSA has negotiated a rate of $1.00 per page to scan MSA documents, upload to http://digital.library.umsystem.edu, make word searchable via OCR extraction, provide files for integration with MSA websites, and preserve via triple backup on Digital Library servers, and

WHEREAS, The University Archives regularly works with the Digital Library to preserve a portion of its documents, and

WHEREAS, On January 22 Library Digitizing Services Manager Linda Vorce agreed to work with the fixed cost and deadlines outlined below.

THEREFORE, Be it resolved by the Missouri Students Association Senate that the preservation of MSA documents proceed in the following manner:

Initial Run

1. MSA Senate will submit up to 300 pages of legislation dated between 1970 and 2000 to the University of Missouri Digital Library by February 1.
2. The Digital Library will scan, OCR, publish, and provide text files of the documents by February 8.
3. MSA Senate will pay the negotiated $1.00 per page from its Supplies budget upon receipt of digitized materials.
4. MSA Senate will review the Digital Library materials by February 15 or within a week of receipt. The following expectations must be met before the project proceeds:
a. Readability: Scan quality must be sufficient for all legislation text to be easily viewed online.
b. Search capability: All legislation text must be accessible by simple, proximity, and Boolean searches on the Digital Library website. This does not include handwritten notes attached to legislation.
c. Organization: All legislation must be indexed by session. Bills created before the session designation was adopted will follow the current pattern as established by the 37th session in 1997-98.
d. Ease of use: All legislation must be cross-referenced on the MSA Senate website and integrated with its local search engine.

Second Run

5. MSA Senate will send the remainder of its legislation dated between 1970 and 2000 to the Digital Library by Monday, February 18 or within a week of confirming the readability, search capability, organization, and ease of use of the processed legislation.
6. The Digital Library will scan, OCR, publish, and provide text files of the remainder of MSA Senate legislation by Friday, February 29 or within two weeks of receipt.
7. MSA Senate will pay the negotiated $1.00 per page from its Supplies budget upon receipt of the remainder of digitized materials.

Archive Funding

8. MSA Senate will request a $150 line item in the FY2009 Senate Operating budget and recommend a $150 line item in the Department of Student Services Operating budget to secure funding for ongoing digitizing projects.

Archive Run

9. MSA will meet with University Archives staff to identify documents in its collection for digitizing.
10. The University Archives will send up to 300 pages of MSA documents to the Digital Library after confirmation with MSA.
11. The Digital Library will scan, OCR, publish, and provide text files of the University Archives documents within two weeks of receipt.
12. MSA Senate will pay the negotiated $1.00 per page from their appropriate line items upon receipt of digitized materials.

Semester Run

13. MSA will send all critical documents to the Digital Library and, upon digitizing, to the University Archives at least once a semester, and

THEREFORE, be it further resolved that the following parties are responsible for preserving MSA documents:

MSA Executive: President, Chief of Staff, Department of Student Services Director
MSA Senate: Speaker, Clerks
Library Digitizing Services: Manager Linda Vorce
University Archives: Director Gary Cox

Respectfully Submitted,

Jonathan Mays Allison Horne Jim Kelley
MSA Senate Speaker MSA Senate Clerk MSA President

Chelsea Johnson Jordan Paul Kenneth Jamison
MSA Vice President DSS Director Senator – Journalism