Serving Texans' Need to Know
Texas State Library and Archives Commission
Biennial Report, FY2003-2004
From the Texas State Librarian
Greetings from the Texas State Library and Archives Commission!
The 2003-2004 biennium was a period of rapid change for the Texas
State Library and Archives Commission, the state agency that helps
Texans find information that they seek. Our vision is for the people
of Texas to have access to and effectively use information, archival
resources, and library materials to improve their lives, the lives
of their families, and their communities.
How would I describe our agency? We're the largest and most diverse
state library agency in the country. Our staff is hard-working and
cares about the constituents we serve. We work to improve libraries;
we preserve and make accessible the history of Texas government;
we provide first-rate library service to Texans who are unable to
read standard print; and, we help keep Texas government accountable
by helping state agencies manage their records effectively.
More than any other factor during the 2003-2004 biennium, statewide
budget reductions affected our agency's operations. During FY2003,
the 78th Legislature directed state agencies to reduce their budgets,
and subsequently, our agency's operating budget was reduced by 12.5
percent, and our capital budget by 50 percent. In addition, the
legislature diverted Telecommunications Infrastructure Fund monies
the agency expected to receive-more than $7.4 million.
What does this mean to you? Well, it means that you have fewer
resources available to you at your local library and within our
own collections. It also means that some processes at the state
library may be slower, due to reduced staffing. It means that a
few innovative projects that would have increased access to our
resources were put on hold. I assure you that every measure was
taken to minimize the impact on all of our constituents.
Despite financial challenges, we made significant progress towards
our goals during the past two years. I'm very pleased with the level
of collaboration among libraries and their communities to preserve
the integrity of the TexShare databases, especially the heroic efforts
of local communities to help us purchase a subscription to HeritageQuest,
a popular genealogy resource. TexShare database usage increased
by 46 percent from 2003 to 2004. We also worked diligently to improve
two-way communication between our agency and our constituents, in
light of budget and staff reductions, which posed challenges for
us all.
The Texas State Library and Archives Commission has four goals.
These are outlined in "Connecting
Texans to the World of Information: Past, Present, & Future,"
the agency's strategic plan for FY2005-2009. These goals are:
1. To improve the availability and delivery of library and information
services for all Texans.
2. To improve the availability and delivery of information services
to state government and to persons seeking current and historical
information from state government.
3. To provide for the cost effective management of all state and
local government records.
4. To implement a program to insure the meaningful and substantive
inclusion of historically underutilized businesses in all areas
of procurement.
This biennial report highlights the progress made towards realizing
these goals during the 2003-2004 biennium. You will find that "collaboration"
and "resourcefulness" form a consistent theme throughout our activities.
I am proud to serve the state as the Texas State Librarian, and
I look forward to improving all the ways that Texans receive the
information they seek in the next biennium.
Sincerely,
Peggy D. Rudd
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Goal One
Goal: To improve the availability and delivery of library and information
services for all Texans.
Our mission revolves around Texans being able to access and use
the information they seek, and we believe libraries are a crucial
factor in their ability to do so. The services libraries provide
to families, students, teachers, college faculty, professionals,
business owners--in essence, everyone--enrich lives and support
the state's educational infrastructure and economic prosperity.
We employ the following strategies to improve the availability
and delivery of library and information services for all Texans:
A. Share library resources among libraries statewide through Library
of Texas, interlibrary loan, TexShare, and other projects.
B. Provide services and grants to aid in the development of local
libraries, including Loan Star Libraries grants, continuing education
and consulting services, the Texas Reading Club, funding regional
cooperative programs, and other grants.
C. Provide direct library service by mail to Texas citizens with
disabilities from a centralized collection of large-print, Braille,
and recorded books.
Biennium Highlights
TexShare - TexShare is a consortium of 697 libraries in
Texas that works to reduce costs and expand services by sharing
resources among all members. TexShare services include interlibrary
loan, a courier service that efficiently delivers library materials
between libraries, statewide electronic database subscriptions,
and the TexShare Card, which allows users to borrow books from other
participating libraries.
In 2003, an anticipated grant of $7.4 million from the Telecommunications
Infrastructure Fund Board (TIF) was not forthcoming. The number
of TexShare databases available went from 60 to 46. We worked
collaboratively with TexShare member libraries, representative
working groups and advisory boards to develop a plan for cost
sharing for FY2004. TexShare member libraries contributed $1.5
million in fees to supplement the TexShare budget for databases.
In addition, a statewide pledge drive in 2004 raised $263,000
to keep a subscription to the popular databases HeritageQuest
and STAT!Ref for one more year.
Despite financial setbacks, use of TexShare by Texans continued
to skyrocket. Texans conducted nearly 30 million TexShare searches
in FY2004, an 80 percent increase over FY2002.
A new search tool implemented by the agency during this biennium
is the Library of Texas, www.LibraryofTexas.org.
The Library of Texas simultaneously searches most of the TexShare
databases and the online library catalogs of 120 Texas libraries.
We are currently seeking a stable source of funding for TexShare
programs, given the loss of TIF funding and a required 50 percent
reduction in our capital budget that significantly impacted TexShare.
Loan Star Libraries - Loan Star Libraries is a non-competitive
grant program that provides funding for Texas public libraries.
Since inception through FY2004, Loan Star Libraries grants infused
local communities with $8.45 million to enhance local library
services.
Between FY2002 to FY2004, because of incentives within the grant
program, 80 libraries extended service to individuals outside
of their local service areas. Texas libraries have extended hours,
are offering additional training and literacy programs, and are
expanding their collections with Loan Star Libraries grants.
Budget reductions have affected Loan Star Libraries. Total awards
went from $2.9 million in FY2003 to $2.65 million in FY2004.
Texas Library Systems - There are ten Texas Library Systems
that regionally serve public libraries with continuing education
and consulting services, collection development and other local
services.
Services provided by the Texas Library Systems are diverse, as
each system tailors its programs to meet the needs of the libraries
within its region. System staff help their members develop and
automate their collections, apply for grants, provide better reference
services, and implement special programs. For example, the San
Antonio Public Library implemented Live Homework Help for students
with help from their library system, the Alamo Area Library System.
Membership in a Texas Library System is dependent on meeting
the Minimum
Criteria for System Membership. A representative task force
was created in FY2003 to study the Minimum Criteria and to make
recommendations for changes. Changes have been made to the Minimum
Criteria, and the new criteria will take effect beginning in FY2006.
It had been widely agreed among people within the library community
that changes were needed; however, membership in a Texas Library
System is a gateway to many other state services and resources.
We have worked collaboratively with the Texas Library Systems
and their member libraries to develop revised criteria during
the past biennium.
Texas Library Systems have been affected by budget reductions.
Systems received $8 million in FY2003, and $7.5 million in FY2004.
Development Grant Programs - We administer five development
grant programs for libraries: Establishment Grants support the establishment
of new libraries; Cooperation Grants award funds to support two
or more libraries that partner on interlibrary cooperation and networking
projects; Special Project Grants assist public libraries to expand
their services to targeted populations in their communities; Technical
Assistance Negotiated Grants provide funding to the ten Texas Library
Systems to support technical assistance for public access computing
for member libraries; and TexTreasures Grants help libraries digitize
special collections to improve public access to information.
In FY2003, we awarded a total of $712,743 to support 18 projects
in the following grant programs: Establishment, Cooperation,
Special Project, and TexTreasures. Examples of projects funded:
a mobile technology training lab, virtual 24-hour reference
service, and dissemination of medical information to low-income,
non-English-speaking Texans. Due to budget reductions, these
four grant programs were discontinued in FY2004.
In FY2003, we awarded $742,443 to the ten Texas Library Systems
through the Technical Assistance Negotiated Grant (TANG) program.
Libraries today supply many materials and services to their
patrons through computer and networked technology, and many
libraries do not have and cannot afford to hire the technical
expertise needed to keep machines up and running, install new
hardware and software, etc. TANG allows each Texas Library System
to hire a technology expert who can consult with member libraries.
In FY2004, TANG awards totaled $760,000.
Talking Book Program - The Talking Book Program provides
books in alternate formats for Texans who cannot read standard print
due to disabilities.
The Talking Book Program consistently serves about 20,000 patrons
each year. Our staff of consultants help customers with requests
for playback machines and book titles, or who need disability
reference assistance.
The Talking Book Program is deeply rooted within the community
and as such, relies on the efforts of volunteers for daily operations.
During the biennium, volunteers contributed more than 62,000
hours, saving the state approximately $705,000 in salary costs.
Volunteers in our recording studios in Austin and Midland recorded
218 Texas-related books and magazines for our customers. Magazines
we record include Texas Monthly, Texas Parks & Wildlife and
Texas Highways.
We also provide free referral and reference assistance regarding
any disability-related issue.
Additional Initiatives
The Texas State Library and Archives Commission is mandated to
develop standards for Texas school libraries. During the FY2003-2004
biennium, we worked in partnership with representatives of the school
library community to revise the standards that had been in place
since 1997. A thorough and detailed process involving a statewide
study and extensive input from school librarians resulted in "School
Library Programs: Standards and Guidelines for Texas." The Texas
State Library and Archives Commission and the Texas State Board
of Education have approved the revised standards.
We undertook a statewide independent study of public library development
in FY2003. The resulting report included fifteen recommendations
for the Texas library community, including the Texas State Library
and Archives Commission, to prepare libraries to meet the demands
of today's library users. We assembled a representative task force
to further prioritize the recommendations and draft a plan of action.
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Goal Two
Goal: To improve the availability and delivery of information services
to state government and to persons seeking current and historical
information from state government.
Gaining access to government, whether federal, state, or local,
can be a daunting task for citizens. We work to make government
information easy to access locally. We believe government at every
level should be accountable and transparent to its people so everyone
can participate effectively in civic affairs.
To improve the availability and delivery of information services
to state government and to those seeking information from state
government, we employ the following strategy: Provide legislators,
staff, and the general public with ready access to needed government
information from publications, documents, records, and other library
resources.
Biennium Highlights
Increasing Access to Archival and Library Resources - Comprising
four major collections, the Archives and Information Services Division
maintains and provides access to 60 million pages of archival documents
and one million volumes of printed library materials. We are committed
to increasing universal access to these materials through the Internet,
as well as caring for the original documents and providing customer
service in using the materials.
During the FY2003-2004 biennium, staff of the Texas State Archives
mounted four online history exhibits which present digitized
images of archival documents, photographs and related materials
from the archives in a dynamic, engaging format. Not only do
the exhibits entertain and educate, they also increase access
to the archives while protecting the original documents through
reduced handling. We currently offer nine online
history exhibits.
In FY2003, we mounted a searchable
database of more than 200,000 digital images of Republic
of Texas Claims. Available free of charge through our Web site,
researchers are now able to access this popular series of records
from home or work and no longer have to travel to Austin to
do their research.
We are a founding partner in the Texas
Archival Resources Online project, which promotes a standard
format for archival finding aids on the Internet and includes
a database of these finding aids for records housed at several
partnering repositories. In FY2003, our finding aids represented
25 percent of the total number. By the end of FY2004, we had
contributed 458 archival finding aids to help researchers make
use of our archival collections.
In FY2002, 2,050 cubic feet of gubernatorial records of former
Governor George W. Bush were transferred to the Texas State
Library and Archives Commission. Our archivists have been working
since that time to prepare the records for research: arranging
them into logical series, describing the records and mounting
finding aids. At the same time, they have also been assisting
the public in using the records. During this biennium, staff
responded to 99 Public Information Act requests for this popular
group of records.
Through programs like the U.S. Depository Program and the Texas
State Publications Clearinghouse, we ensure easy access to government
information no matter where you live. We are one of only two
full federal depositories in the state that catalog and make
available every federal government publication issued. State
agency and university publications are distributed to a network
of 48 regional libraries in Texas, as well as the Library of
Congress, so that communities have access to state government
information locally.
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Goal Three
Goal: To provide for the cost effective management of all state
and local government records.
Effective records management within government agencies is the
foundation for an accessible government, accountable to its citizens.
Without a records management program, government becomes inefficient,
as resources are spent either storing and maintaining records that
are no longer needed or trying to find records that have not been
stored properly. The official documentation of government for posterity
rests on the implementation of records management policies.
To reach this goal, we provide records management training, consulting,
and storage services to state agencies and local government officials.
Biennium Highlights
State and Local Records Management Programs - Staff within
the State and Local Records Management Division help state and local
government agencies implement and maintain sound records management
programs. Services include training and consulting regarding records
management issues, personalized assistance in creating a records
retention schedule, and records storage and imaging.
Our records management consultants work with approximately
9,000 state and local governments in Texas to implement and
maintain records management programs. Governmental entities
are required by law to have records management programs, and
our customers rely on the expertise of our staff to enact sound
policy.
During the FY2003-2004 biennium, state agencies realized a
cost avoidance of $133 million by storing their records in our
State Records Center in Austin. This storage center has a 395,000
cubic foot capacity. In FY2004, 112 agencies stored 365,376
cubic feet of records, the equivalent of 60,896 five-drawer
file cabinets. When laid end to end, the boxes of records would
stretch from downtown Austin to the southern edge of San Antonio!
The sheer volume of business conducted by our records management
staff during the biennium is impressive. In FY2003-2004, staff
converted 36.7 million document pages to microfilm or digital
media for our customers, and delivered nearly 30,000 training
and consulting hours to state and local government employees.
We partner with other state and federal agencies to tackle
records management issues, such as disaster recovery and the
management of government records in a digital environment. We've
sponsored six electronic records management training conferences
for government employees and have partnered with the Federal
Emergency Management Administration to help Texas communities
recover from natural disasters, such as flooding.
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Goal Four
Goal: To implement a program to ensure the meaningful and substantive
inclusion of Historically Underutilized Businesses (HUB) in all
areas of procurement.
We believe in Texans' spirit of entrepreneurship and the pursuit
of the American dream. The state of Texas has placed special emphasis
on the value of small business owners to the economic health of
the state, and as an organization of state government, we strive
to procure services from businesses representing the diversity of
Texas residents.
Biennium Highlights
The Historical Underutilized Business (HUB) Program is an integral
part of the procurement process at the Texas State Library and Archives
Commission, and the agency's staff ensures HUB procurements remain
a priority at all levels of the organization. Our good faith efforts
during the FY2003-2004 biennium include the following:
ˇ Implementing a Mentor/Protégé program
ˇ Participating in multiple HUB forums, events and interagency discussion
groups
ˇ Assisting many of our vendors in the HUB certification process
ˇ Conducting monthly meetings and training sessions for agency staff
involved in the procurement process
Despite these efforts, we were unable to attain statewide goals
in several of the categories during this biennium. Many of the contracts
awarded were proprietary in nature. Some contracts received no bids
from certified HUB vendors, and others were awarded to vendors that
would qualify as HUB vendors if they applied for it. We will continue
to work to improve our HUB procurement.
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On the Horizon
Although the FY2003-2004 biennium was challenging due to budget
reductions, we accomplished a great deal to realize our vision for
the people of Texas. We employ a talented group of people who maintain
a very high level of customer service and continue to meet performance
targets despite being asked continually to 'do more with less'--and
more is being accomplished every day. In FY2005, a new library grant
program was initiated, funded by the sale of the Texas Reads specialty
license plate. Grants totaling $15,000 were recently awarded. The
agency is also participating in a partnership with several other
entities in the Texas
Heritage Digitization Initiative, a large-scale effort to preserve
and increase access to the documentary history of Texas. In 2009,
the Texas State Library and Archives Commission will celebrate its
100th anniversary, and we hope to cut the ribbon on a renovated
facility within the Capitol Complex.
Working for You
The Texas State Library and Archives Commission exists to help
Texans find and use information. Whether we're training government
officials in your area how to set up and maintain a records management
program, awarding grants to your community's library to improve
their services, providing library services for individuals who cannot
read standard print due to disabilities, or helping genealogists
and history researchers use our collections, our goal is to make
information work for all Texans.
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