Annual Report 2004
Association of New Jersey, Inc. (DANJ)
The purpose of the Documents Association
of New Jersey (DANJ) is “to promote the use and further access to government
information in libraries in the New Jersey area.” The primary accomplishments
of DANJ toward this purpose are summarized below.
The State Documents Interest Group (SDIG)
Deborah Mercer’s first year as Chair of the
State Documents Interest Group has been very active. Deborah Mercer works at
the New Jersey State Library in the New Jersey Government Publications section
and assumed leadership of SDIG last year following Susan Sabatino’s tenure in
One of the major accomplishments of the State
Documents Interest Group was the initiative to digitize older New Jersey
government publications to preserve the material and make it easily accessible.
First, Deborah Mercer surveyed the New Jersey depository librarians to
prioritize the documents in need of preservation. Then, she prepared and
submitted a request for grant money, $8200, to cover the costs of the imaging.
Once digitized the files will be available from several different sources – the
New Jersey Digital Highway (NJDH) (a portal to historical and cultural
information about N.J.), the State Library web site, and available from the DANJ
In other business, a change in the state
documents program brought e-documents, electronic documents, to the New Jersey
Documents Shipping Lists. These e-documents can be printed, downloaded, and
cataloging records for the e-documents can be downloaded from JerseyCat.
Meetings with Dan Noonan of DARM – Division of
Archives and Records Management – and A. Hays Butler, Deborah Mercer, Sue Lyons,
Dorothy Warner (all of DANJ), resulted in proposed revisions to State law
amending sections 52:14-25.1 and 52:14-25.2 of the Revised Statutes. Their
discussions of digital documents and their preservation brought about the
changed legislation to ensure a consistent way of digitizing documents.
Deborah Mercer reported that the state of New
Jersey has 59 depository libraries. This is on the high end when compared with
other state’s depository library systems. So, Deborah will survey the N.J.
depositories to see if they choose to remain in the program. The N.J. state
agencies who print the documents would be happy to see a reduction in the number
of print copies to prepare for the depositories.
There are two awards presented by the SDIG for
2004. Winning the award for the best printed “State Document of the Year” is
the New Jersey Dept. of Transportation’s publication, History and Technology
of the Edison Bridge and Driscoll Bridge Over the Raritan River, New Jersey.
Winning the award for the best “State Internet Site of the Year” is the New
Jersey Judiciary’s website “New Jersey Courts Online”.
The Federal Documents Interest Group (FDIG)
Under the Chairmanship of Laura Saurs, the
Digital Archiving Project continues as DANJ members collect federal electronic
documents that include significant content related to New Jersey. These
documents (reports, fact sheets, images, news reports, serials) are sent to
Laura Saurs at Newark Public Library and will be preserved. Some of the
documents are also being submitted to the Government Printing Office (GPO) for
cataloging, if they have not already been cataloged. Dorothy Warner wrote
guidelines for the Digital Archiving Project and members of DANJ volunteered to
locate documents from specific federal agencies.
The FDIG discussed marketing and promotion of
government documents. Many websites on promotion and marketing were suggested.
The 2003 Depository Library of the Year award winner, Tulsa City County Library
and the librarian there, Susanne Sears, were discussed to examine their
award-winning promotion and marketing efforts.
Also discussed this year were several new
initiatives from the Government Printing Office (GPO). Specifically, the Print
on Demand (POD) proposal, the revisions to the five-year retention rule, the
formation of Legacy Collections, and the formation of a Collections of Last
Resort were reviewed and discussed.
Laura Saurs has spent 2 years serving on the
national level as a member of the Depository Library Council. The Council
provides advice on policy matters dealing with the Depository Library Program
and offers practical options for the efficient management and operation of the
Depository Library Program. We appreciate Laura’s reports to us from the
Council with news “hot off the press”.
The International Documents Interest Group (IDIG)
Mary Fetzer, the chair of the IDIG, supported last
year’s DANJ Fall Conference with the donation of her Marta Lange/Congressional
Quarterly Award money. The international documents theme of the fall conference
attracted a new audience to the conference.
Mary Fetzer is looking for someone to succeed
her as Chair of the group.
The Web Page
Wen-Hua Ren conscientiously maintained the DANJ
web page until an illness this summer. In her absence, Ka-Neng Au of Rutgers
Newark stepped forward to add items to the web page as necessary.
The Continuing Education Committee
With Sue Lyons as Chair of the Continuing
Education Committee, the Documents Association has been busy promoting
government resources. The fall 2003 conference, “Breaking the Boundaries:
Exploring International Documents”, brought speakers from the United Nations and
those who work locally with international documents. Those attending the fall
2004 conference, “Brush With the Law: Exploring Legal Reference” will be exposed
to speakers from our area law schools and offered practical workshops during the
The Continuing Education Committee continued
its recent practice of offering workshops at the New Jersey Library Association
Annual Conference. This year, four members of DANJ presented “Here Today, Gone
Tomorrow? Preserving Government Information”. The presenters were A. Hays
Butler, Rutgers Law School-Camden Library, Susan Lyons, Rutgers Law
Library-Newark, Deborah Mercer, NJ Collections Librarian, Dorothy Warner, Rider
University, and Daniel Noonan, NJ Dept. of State, Division of Archives and
Records Management. The presenters addressed concerns about the need to
preserve born-digital government information and discuss projects underway that
are addressing these concerns.
Dorothy Warner of Rider University is presently
working with the National Library of Medicine for a “train-the-trainer” session
scheduled on April 1, 2005. DANJ members will receive a four hour presentation
on health resources, and then in turn can present this information to community
groups in need of authoritative health information. We look forward to this
opportunity of promoting health information.
Two substantial newsletters were produced this
year by Dorothy Warner, who invites contributions from all DANJ members. The
newsletter has proven to be an effective communication tool for DANJ members,
who appreciate being made aware of events such as the DANJ fall conference and
the workshops at the New Jersey Library Association Annual Conference.
Wen-Hua Ren served as Chair of the Membership
Committee until her illness. Geetali Basu took the initiative and stepped in to
take over this committee and we are very grateful for her work both in
Membership and as Treasurer of DANJ. DANJ currently has 59 members.
The Government Documents Award
The 2004 winner of the DANJ award for
Outstanding Achievement in a Government Documents Paper is Kristen Fitzpatrick
for her paper entitled, “Heard It Through the GOVDOC-L Grapevine”. Later,
Kristen Fitzpatrick donated her award of $300 toward the expenses of the DANJ
Fall Conference. Following the award ceremony, Kristen wrote, “In the spirit of
the award ceremony, I would like to ‘give back’ starting immediately, and will
return the $300.” Thank you, Kristen Fitzpatrick!
The Bylaws were reviewed and amendments
proposed. The proposed amended Bylaws will be sent via email to the DANJ
members subscribing to the DOXS-NJ listserv. Please review these bylaws and
vote either “yes” to accept the Bylaws as amended, or “no” to reject the Bylaw
DANJ passed through another busy year of
promoting the use of and access to government information. The accomplishments
of the organization would not be possible without the help of active members who
play a strong role at the local, state and national level in their advocacy for
access to government information. I want to thank everyone for their
contributions. It has been a pleasure and an honor to work with the Documents
Association and all its members and officers.
Comments/Questions: Catherine Pontoriero
The page was created by Laura Saurs in September 1997. It was previously maintained by
Wen-Hua Ren and hosted by the Rutgers instructional web server.