(this document was adapted from a FAQ written for the New Jersey Department of Environmental Protection by Paul Caris and Mary Kearns-Kaplan)

What is a Digital Library?

Digital libraries are organized collections of digital information. They combine the structuring, gathering and cataloging of information, which libraries and archives have always done, with the digital representation that computers have made possible. Digital information can be accessed rapidly from remote sites, retained for preservation purposes, stored compactly, and searched very quickly. The contents of a Digital Library can be created converting documents to digital form and from the incorporation of items already in electronic form. Contents are not limited to document surrogates; digital libraries may include data, multi-media, and other digital artifacts that cannot be represented in print, as well as links to related collections residing at dispersed, remote Web sites.

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How do I register a document on the Environmental Digital Library?

First, be aware that the information that is provided to the NJEDL is available to the public. Therefore, only published and publicly available documents are appropriate for registration.

In order to register a document, you need a user ID and password, which can be obtained at the site. Once this is done, you will be able to choose:

· Submit Reports, Inventories, Studies

· Submit Theses

· Submit Organization Information

· Submit Map Information (citations for maps/map images)

Once you choose one of the above, you will be presented with a data entry form where you can provide background information for your document. You can also upload your document if you have a digital version, or if it resides currently on a web site, a URL can be provided to allow immediate access to the document.

If you run into difficulty, note that you can obtain help by clicking on a term (e.g. click on "Author/Originator" to see what should be entered in this field. If you need more help, feel free to contact NJEDL staff.

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Can I register and upload digital documents?

Yes, documents can be uploaded for storage on the Rutgers EDL server since these documents need not be scanned to make them available via the WWW. Alternatively, a link can be provided to server where the document is stored (such as an existing web site). Any document that is appropriate for public access is appropriate for inclusion in the NJEDL.

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What type of file format is DjVu and PDF?

DjVu and PDF are file formats for storing digital documents. Downloadable documents posted on the NJEDL are likely stored in one of these formats.

• DjVu is a product of LizardTech, which is allows the compression and display of scanned documents. It is particularly useful for viewing scanned maps and images due to it's high compression ratio. In order to view DjVu images a plug-in viewer is needed, which can be obtained free at the LizardTech web site: http://www.djvu.com/downloads.
• PDF (portable document file) is the file format created by Adobe for use with the Adobe Acrobat Reader, a freely downloadable plug-in. The Adobe Acrobat Reader can be obtained at the Adobe web site: http://www.adobe.com/products/acrobat/readstep.html.

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How do I register non-spatial data, like spreadsheets or database files?

These non-spatial data sets can be registered at the NJEDL, following the same process for registering documents. Just remember to select "data set" as your document type. If your spreadsheet or database file contains many fields that require documentation, you may also want to use NJMetaLite (NJML) to document these fields in the "entity and attribute" section of NJML.

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How do I know if my data is spatial or non-spatial, and why does this matter?

The NJEDL's partnership with the NJDEP requires that spatial (GIS) data is cataloged on the NJ Spatial Data Clearinghouse, which was designed in coordination with the Federal Geographic Data Committee (FGDC). This is intended to provide a clearinghouse for spatial data, or GIS compatible data. A data set is considered to be "spatial" if it has spatial coordinates, such as latitude and longitude, or an x,y Cartesian coordinate system. These data are also commonly stored in a GIS-Compatible file format for use in professional GIS software packages such as ESRI's ArcInfo and ArcView.

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How and where do I register a map?

A map, because it is more like a static document rather than a data set, should be registered at the Environmental Digital Library. However, if a digital map has been georeferenced, and can be viewed in a GIS as a data layer, it may also be referenced at the New Jersey Spatial Data Clearinghouse as a data layer. If you have any question about whether a map belongs on the NJEDL or the Spatial Data Clearinghouse, please contact us.

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Can the Environmental Digital Library scan documents for me?

The NJEDL has the capability to scan documents that are not already in digital form. This is appropriate for documents where no digital copy exists, particularly older of historical documents. In addition, the NJEDL provides a scan on demand service (visit the NJEDL web site for help on this service). In addition, the NJEDL has equipment for scanning maps and over sized documents.

However, it is much easier and less time consuming for the NJEDL to handle documents that are already in digital format (so-called "born digital" documents). These documents were likely created using word processing software and can be easily converted by EDL to commonly used file formats such as Adobe PDF.

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What is "grey literature?"

Most of the items in the NJEDL collection are considered "ephemeral" or "grey literature" - that is, unavailable through common research tools like library catalogs and indexes. Our goal is to locate, acquire, and preserve these valuable but hard-to-find resources for citizens and researchers to use, and to make the collection digitally available - at your desktop!

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