New York State Depository Documents Background, Acquiring and Processing
BACKGROUND: Cornell has received New York State documents as an official depository since at least 1955. We have older documents as well. Under the program which preceded the current depository program, we were a full depository and received all of the state’s major publications which were available for the NYS Library to send us. The present depository program began in 1989. As a New York State Documents Depository Library we receive a wide variety of documents in paper form. As a New York State Documents Research Depository Library, Cornell received an extensive collection of documents on microfiche. Everything, excluding most copyrighted material, which the New York State Library received from issuing agencies from 1989 through 1994 is included in the microfiche depository. The microfiche program ceased at the end of 1994 and was replaced by scanned documents on the New York State Library’s Web site. NEW YORK STATE DOCUMENTS: PAPER COLLECTIONS 1. Background—Cornell’s paper New York State documents collection includes documents from our very oldest through the newest documents issued in 2001. Paper documents, monographs, serials and maps, are cataloged individually and classified in LC. They are found in the Olin stacks, as well as in other subject collections across campus. 2. Identifying and Locating—Voyager and the card catalog include entries for individual New York State document books, serials and maps at Cornell. The CHECKLIST OF OFFICIAL PUBLICATIONS OF THE STATE OF NEW YORK (Olin Ref. Z1223.5 .N56+) is the comprehensive list of New York State documents, covering 1947-2001. The CHECKLIST has one cumulative index, which covers 1947-1969. An online version of the Checklist is available at http://unix2.nysed.gov/edocs/education/chcktext.htm The NY STATE DOCUMENTS CATALOG is a dictionary catalog which provides subject access to documents from December 1973 to December 1991 (Olin Ref. Microfiche Z 1223.5.N56.D55). NEW YORK STATE DOCUMENTS: MICROFICHE COLLECTIONS (Olin Microfiche 932) 1. Background—The comprehensive depository microfiche collection of New York State documents from Legislative and Executive agencies is found in Olin (Microfiche 932). Coverage begins with documents in the 1989 CHECKLIST and extends through 1994. The collection is filed in New York State document call number order, a system based on the issuing agency. Documents published before 1989 may be included in the microfiche collection. OLIN REF. Z1223.5.N56.S94 is a SUBJECT INDEX TO NEW YORK STATE PUBLICATIONS (MICROFICHE EDITION). We have annual indexes covering 1989-1994. The most important component of our historic New York State documents collection is the bound series of collected documents known as the “Legislative series of documents”. These series include not only legislative documents but also publications of the executive and judicial branches. The series were issued in this form from 1830 through 1976. The legislative series are: Legislative documents of the Senate and Assembly. 1830. OLIN J87 .N7o + Documents of the Assembly of the State of New York. 1831-1918. OLIN J87 N7h Documents of the Senate of the State of New York. 1831-1918. OLIN J87 .N7g Legislative documents (includes both Senate and Assembly). 1919-1976. OLIN J 87 .N7j (Cornell’s set stops with 1975. Only the NYSL and New York Public Library received the volumes for 1976.) Similar documents following this set were received and cataloged individually either as serials or monographs. Cornell has some documents which are included in the collected series cataloged separately as well. Olin Reference has printed guides to the Legislative series of documents which locate individual documents in the large sets: Olin Ref. Z1223.5.N56.C319 1992+ Annotated Lists and Indexes of the New York State Assembly and Senate Document Series 1831-1918. ELECTRONIC NEW YORK STATE DOCUMENTS The New York State Library (NYSL) receives electronic New York State documents in formats such as diskettes and CD-ROMS. . Electronic New York State documents are not usually supplied directly to depository libraries. NYSL also offers access to many Internet documents through links from the New York State Library Home Page at http://unix2.nysed.gov Documents in the CHECKLIST for 1995 onward are or will be scanned at the NYSL. Available online as TIFF or GIF images, the scanned documents can be accessed through Excelsior, the NYS Library’s online catalog at: http://www.nysl.nysed.gov/xcelsior.htm Information about the use of scanned documents is available on the NYSL Web site at: http://unix2.nysed.gov/scandocs/ Many New York State documents are now available online directly from state agency Web sites. Some useful Internet starting points for NYS government information are: New York State Government Information Locator at http://www.nysl.nysed.gov/ils A rich source of information about New York State documents is the OCLC WorldCat database, which contains the bibliographic records of the New York State Library and refers to many paper and microfiche documents found in Cornell’s collections. The best introduction to NYS documents is NEW YORK STATE DOCUMENTS: AN INTRODUCTORY MANUAL (OLIN Ref. Z1223.5 .N7 .B97 +), written by Dorothy Butch, for many years a reference librarian at the New York State Library. An explanation of the NYS document classification system, used for the microfiche collection, is found in NYDOCS: NEW YORK STATE DOCUMENT CLASSIFICATION SYSTEM: THE ARRANGEMENT OF NEW YORK STATE DOCUMENTS IN LIBRARIES (shelved with MICROFICHE 932; GUIDE in Olin Ref.) Last Revised October 2002 | |