A search in TRAIL will provide you with a list of your present
publication reports. You will need to maintain these publication
records. This doesn't mean that every time you update a page or
publication that you will always have to update the publication
record.
In the rules adopted to enact TRAIL legislation, it was determined
that 4 types of changes affecting your publications need to be reported.
These are:
1. Change in title of the publication - This may come into
play especially if there isn't a title for the publication or
the title is not as descriptive as you want it to be. If you change
the metatag headings for a title of a publication already reported
to TRAIL, make the change on TRAIL as well. To do this, change
the Title field (and possibly the Alternate title field as well)
on the update form.
2. Change in the URL for the publication - This happens
most often when web sites are reorganized. It will also come up
when you archive a publication that is no longer current (more
on archiving later). To do this, change the URL field on the update
form.
3. Change in accessibility - Anytime changes you make affect
the browser or software needed to use the publication, update
TRAIL to reflect this. To do this, change the 'Format.SysReq'
information for the publication on the update form. For example,
if a publication that was formerly in html is now published in
pdf format, change this field to read 'Requires Adobe Acrobat.'
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4. Change in publication scope - 'Scope' as what the publication
is about. If your changes alter what the publication is about,
then it would be reported. Changes in details, corrections and
minor additions/deletions, or changes in layout/design won't need
to be reported. If you do need to make changes based on scope,
usually you will change the 'Description' field and possibly also
the 'Subject' and 'Keyword' fields on the update form.
To edit for publication updates:
1. Login at http://hermes.tsl.state.tx.us/servlet/TexasDE using
your User name and Password.
2. In the Drop down menu for 'Record set', select "Texas
Dublin Core"
3. From the list of operations, select 'Edit records' (if
not already preselected), then hit the 'Next' button
4. The system will return the 'TRAIL Record Find' screen.
You can use up to three terms to search for the record you want
to update. Normally you would search by:
· Trail name - your agency name (TRAIL form) - enter
one or more words from the name of your agency (don't use the words
Texas or state - see appendix for a list of TRAIL
agency names used)
· Title - one or more words from the title of the
document - I am providing you with a copy of all titles currently
entered for your websites
· Anywhere - (optionally) one or more words that appear
in the record itself. Sometimes you may know this and sometimes
you will not. Your agency name and title words can be used here
also though to help refine the search even if you have no other
information to enter.
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Here's an example search to try:
TRAIL name - library
Title - TRAIL
Anywhere - manual
This should return listings that include the 'TRAIL Electronic
Publication Manual'. Notice there are two listings for this.
That is because it is published in two formats at 2 different URLs
so that there are two records created to provide access for TRAIL
users to either the HTML version or the Word version. You could
also choose to use one TRAIL report with two URLs, one for each
version.
Let's try another search. This one is for sample records that you
can edit. Construct a search for this:
Agency: Library and Archives Commission
Title: A TRAIL new generation training manual
Description: This manual provides electronic liaisons basic
information and examples for entering and editing information about
their agency in order to create effective public access to their
resources and to provide for a means of preserving valuable Texas
state government information for the future.
Once you've found the record you are looking for, let's assume
changes have been made to this manual. The title was changed to:
TRAIL Electronic Liaison Reporting and Publication Retention
Manual.
and a new section was added on how to use TRAIL for records and
publication retention processes, as well as added guidelines for
electronic depository libraries.
Do you need to update the record for these changes? Why? What kinds
of changes would you make to the record? Why? Make your changes
and submit the record. A suggestion that might help your customers
- when making a title change, consider adding an alternate title
for the old title so it can be searched that way also.
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