![](media/image1.png){width="1.1354166666666667in"
height="1.0in"}Administrative Notes

Newsletter of the Federal Depository Library Program

> Vol. 23, no. 14 GP 3.16/3-2:23/14 November 15, 2002

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| **HIGHLIGHTS**                                                        |
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| GPO-FDLP-L 1                                                          |
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| NAICS 2002 2                                                          |
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| USA Trade Online 2                                                    |
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| JCP Chairman                                                          |
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| Dayton                                                                |
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| Addresses                                                             |
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| Conference 3                                                          |
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| Fall Council                                                          |
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| Meeting:                                                              |
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| Buckley 4                                                             |
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| Baldwin 7                                                             |
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| Evans 13                                                              |
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| GPO Access 17                                                         |
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| Readers Exchange:                                                     |
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| Electronic Shelflist 20                                               |
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GPO-FDLP-L To Be the Exclusive Vehicle for Official FDLP Announcements

At the recent Depository Library Council meeting in Virginia, it was
agreed that GPO would no longer use multiple email services to announce
time-sensitive news about the Federal Depository Library Program. As of
January 1, 2003, LPS announcements will be posted exclusively to the
GPO-FDLP-L listserv. LPS staff will no longer post FDLP news to other
discussion groups, such as GOVDOC-L, DOCTECH-L, and LAWLIB.

GPO-FDLP-L was inaugurated as the FDLP official announcement channel in
July, 2002. Every depository should have at least one subscriber.

GPO-FDLP-L is used only for time-sensitive news, i.e., reminders of
approaching deadlines for item selection updates, electronic
availability of publications such as Administrative Notes and the List
of Classes, and notices on operational matters, such as claims. The list
is not interactive; all questions should still be sent to askLPS via
email at \<<asklps@gpo.gov>\> or on the Web at
\<http://www.access.gpo.gov/su_docs/fdlp/tools/asklpsin.html\>.

To subscribe, go to \<http://listserv.access.gpo.gov/\>. Click on
\<Online Mailing List Archives\>. Click on \<GPO-FDLP-L\>. Click on
\<Join or leave the list\> and follow the instructions.

NAICS 2002 To Be Distributed to

Depository Libraries

NTIS will provide paper copies of NAICS 2002 (North American Industry
Classification System, PREX 2.6/2:IN 27/2002) for distribution to
depository libraries.

NAICS is on the list of Essential Titles for Public Use in Paper Format
\<http://www.

access.gpo.gov/su_docs/fdlp/pubs/estitles.

html\>, ensuring that this title will be distributed in a paper format
as long as it is published in paper. LPS expects to distribute NAICS
2002 to depository libraries selecting item number 0854-A in December
2002. A shipping list number will be announced on GPO-FDLP-L as soon as
it is known.

USA Trade Online Now Available to

Depository Libraries

As announced at the recent Federal Depository Library Conference in
Arlington, Virginia, depository libraries now have access to the USA
Trade Online subscription database that is located on the Web at
\<http://www.stat-usa.gov/usatrade.nsf\>.

To temporarily access the database, depository libraries are required to
use the following login procedures: user id: fdl007; password: nibor.

In the next few months, depository libraries will be issued a new userid
and password that will replace both the temporary userid for USA Trade
Online, as well as their current userid for STAT-USA. The new userid
will work on both services. The previous login names will be phased out
and eventually discarded altogether.

There will be written notification of the new userids and passwords and
a grace period for using the old userids and passwords.

USA Trade Online is a service of STAT-USA and the Foreign Trade Division
of the U.S. Census Bureau. It provides monthly information on U.S.
imports and exports on more than 18,000 commodities. For more
information, contact STAT-USA's Customer Support Center at
1-800-STAT-USA (800-782-8872) or \<statmail@mail.doc.gov\>.

JCP Chairman Mark Dayton Addresses Delegates At 11^th^ Annual Depository
Library Conference

Joint Committee on Printing Chairman Mark Dayton addressed the audience
of more than 400 Federal depository librarians and Federal agency
representatives to open the 11^th^ annual Federal Depository Library
Conference, held October 21-23 at the Holiday Inn Rosslyn. The
conference is sponsored by GPO and was held concurrently with the 61st
meeting of the Depository Library Council to the Public Printer.

In opening the conference, Sen. Dayton commended Public Printer Michael
F. DiMario for his "long, steadfast service" to the Nation, and said
that the Federal Depository Library Program "speaks about what
Government service means" and that "the business of providing Government
information is one of the cornerstones of democracy." Senator Dayton
also spoke about the OMB memorandum that seeks to authorize printing
outside of the GPO. He said that Congress had placed language
prohibiting OMB from promulgating any rule counter to Title 44 in the 4
Continuing Resolutions that allowed the Government to temporarily
operate without signed appropriations bills. Remarking on the fact that
virtually no other qualifying language was incorporated into the
Continuing Resolutions, he said the language "is very unusual and shows
the consensus of Democrats and Republicans that the law is the law."

Other highlights of the 3-day conference included discussions on
electronic reference, genealogy resources in depository libraries,
development of electronic competencies standards, Government sites for
kids, and partnerships between academic and public libraries to improve
service and public access to Federal information. The Census Bureau**,**
Patent & Trademark Office, Centers for Disease Control, and the Food and
Drug Administration were just a few of the many agencies that presented
updates on their public information activities and products.

Simultaneous technical and information sessions reviewed important
historical resources available on the Web, remote storage options, and
creation of training models for library staff. Attendees were also
offered tours of the Department of Justice Library, Dibner Library of
the History of Science and Technology, National Air & Space Museum
Library, the U.S. Senate Library, and Library Programs Service at the
Government Printing Office. Prior to the formal conference, librarians
from the Nation\'s regional depositories attended an all-day session on
Sunday, October 20.

Superintendent of Documents' Perspective

Remarks by

**Francis J. Buckley, Jr.**

Superintendent of Documents

##### U.S. Government Printing Office

Before the Depository Library Council and

Federal Depository Library Conference

Arlington, VA

Monday, October 21, 2002

**Introduction**

Good morning, and welcome!

These open meetings of the Depository Library Council and Federal
Depository Library Conference are opportunities for participants in the
Federal Depository Library Program (FDLP) and users of government
information to give us advice, recommendations, and suggestions for the
administration of the program. It's your opportunity for input and
interaction with Government Printing Office (GPO) staff and many agency
representatives participating in the conference. We hope you make the
most of it and we welcome your comments.

# Status of the Program

First of all, I would like to say that the Federal Depository Library
Program (FDLP) is healthy and dynamic. Currently, there are 1296
libraries in the depository program. Last year we saw 19 libraries
withdraw from the program for various reasons, and two libraries joined.
You all can attest to the volume of use of the program in your
libraries, as well as attest to the importance of that access to your
users. New titles continue to be added to the program, in both tangible
and electronic formats. In FY 2002, GPO distributed nearly 5 million
copies of over 14,000 tangible products in print, microform, and CD-ROM
formats to depository libraries. In addition, virtually every depository
library and everyone with Internet capability also has access to the
vast range of information made available online via *GPO Access*. In FY
2002, over 10,000 online titles and about another 10,000 links to agency
titles were added to *GPO Access*, for a total of over 20,000 new online
titles that year alone.

As of September 2002, the *GPO Access* Web site provided access to more
than 140,000 titles on GPO servers and over 91,000 additional titles
through links to other Federal agency Web sites. *GPO Access* averaged
close to 31 million document retrievals per month last year, for a total
of approximately 372 million document retrievals in FY 2002. Since 1994,
*GPO Access* retrievals have exceeded 1.5 billion. This is equivalent to
over 36 billion typewritten pages. This is also an extremely cost
effective service; we estimate the cost of delivering these electronic
resources in FY 2002 averaged less than 1¢ per retrieval.

## Campaign to Promote the FDLP Now Underway

As many of you already know, GPO has produced a new marketing plan
featuring the theme *\"U.S. Government Information: Make the Connection
at a Federal Depository Library.\"* GPO's efforts, while aimed primarily
at the various constituencies in the library community (administrators,
reference staff, and bibliographers), also are intended to reach out to
the faculty, business, students, government, and the general public.

In addition to developing new marketing materials for librarians to use,
GPO is taking an active role in promoting the FDLP. We have contracted
with the North American Precis Syndicate (NAPS) to provide information
about the FDLP to daily and weekly newspapers and radio stations across
the country. One- and two-column filler pieces and a radio spot were
developed for distribution to these media outlets as Public Service
Announcements. With the campaign still in its early stages, the pieces
have already seen much use by the media with a wide-range of audiences.

As of October 8, the radio spot has been broadcast at least 265 times on
162 radio stations in 46 different states, which cumulatively serve
4,623,720 listeners. During the same time frame, the one-column ad that
uses the new campaign graphic has generated 308 known newspaper articles
in 22 different states with a readership of 11,620,272.

There is an online order form on the FDLP Desktop Web site so depository
librarians can order copies of marketing materials to help them promote
their collections. In addition to reprints of the PSA articles, we have
also produced a poster, a bookmark, and a brochure, all with the theme
\"U.S. Government Information: Make the Connection at a Federal
Depository Library.\" All of these can be ordered at no cost via the
online order form, and already we have had a terrific response from
depository librarians.

### Information Security Concerns

As you know, the challenge for our program for many years has been to be
as inclusive as possible, to identify public interest materials produced
through GPO or agency publishing channels, to provide bibliographic
control for the materials, and to provide the publications to depository
libraries for public access. Post 9-11 that mission has not changed, but
agency sensitivity to what should be distributed to the public has been
heightened. As a result of concerns about information security, as well
as concerns regarding implementation of the new data quality guidelines,
we have heard that agencies are publishing less and posting less on
their own websites, but we have no way to quantify that yet. We have had
no new requests to withdraw publications from the Depository Library
Program. The Office of Management and Budget is apparently continuing to
work on proposals in regard to sensitive but unclassified information.

In another aspect of information security, as well as to improve
performance, GPO is establishing a geographically separate mirror site
and backup facility for *GPO Access* in Pueblo, Colorado. All of the
data associated with *GPO Access* is currently backed up on equipment
located in Washington, DC. Beginning with the most frequently used *GPO
Access* resources, GPO will steadily add to the resources and data at
this facility until it is a complete mirror site for *GPO Access*. This
will include the portion of the FDLP Electronic Collection Archive
maintained by GPO. T.C. Evans will speak to this process in more detail
shortly.

**Documents Sales Service (DSS)**

I want to make a few comments about our other major information
dissemination program -- the Document Sales Service (DSS). The sales
program currently offers approximately 10,000 U.S. Government
publications on a wide array of subjects for sale to the public. These
are sold by mail, telephone, fax, electronic and e-mail orders, as well
as through GPO Bookstores across the country. We also list our titles on
Amazon.com, BarnesandNoble.com, and other online commercial bookselling
sites. The program operates on a cost-recovery basis with no
appropriated funds. Consumer-oriented publications are also either sold
or distributed at no charge through the Consumer Information Center, in
Pueblo, Colorado, which we operate on behalf of the General Services
Administration.

In recent years, the volume of sales through GPO's sales of publications
program has been declining. The free availability of publications on
*GPO Access* and other Government web sites has been the primary reason
for this decline, although the reduction in the number of general
interest publications produced by agencies as well as competition from
other Government publications sales outlets has contributed to it.
Various cost reduction measures have been undertaken including staff
reduction through attrition, space consolidation, and reducing
inventory. Prices have been increased and an ongoing effort is being
made to identify and close GPO bookstores not able to recover their
operating expenses. As a result, bookstores in San Francisco, Boston,
Philadelphia, Chicago, Birmingham and one of the two stores in
Washington, D.C. were closed. We are in the process of closing the
bookstores in Cleveland and Columbus.

### Conclusion

In the development of the FDLP and our distribution programs, we have
seen many milestones and many changes. For more than 150 years GPO has
assured the public's right-to-know. Through our tangible distribution
programs and our (relatively) new electronic information dissemination
component, GPO now delivers more content to users than ever before. The
FDLP and other Superintendent of Documents programs, together with the
help of depository libraries and librarians, will continue to provide
the public with access to official, public Government information.

I want to thank all of you for being here today and I look forward to
talking to many of you individually. Please enjoy the conference!

Where We Go from Here

Remarks by

##### Gil Baldwin

##### Director, Library Programs Service

##### U.S. Government Printing Office

Before the Depository Library Council and

Federal Depository Library Conference

Arlington, VA

Monday, October 21, 2002

Good morning and welcome to homecoming for the depository library
community. Our staff has worked intensively throughout the year to get
together valuable and interesting programs, and we hope you will get a
lot out of the sessions. But like homecoming, much of the real value of
these meetings is the opportunity to catch up with your friends and
colleagues from around the country, so we hope you'll be able to mix and
mingle. This morning I want to run through some of the most important
highlights of LPS activities over the last year. But if you want more
detail, including URL's of interest, we have LPS' FY 2002 annual report
available as a handout.

Our focus has been on critical program infrastructure, rebuilding
personnel and updating automated systems. But we have also made progress
in publicizing the FDLP, communications with the community, and in
digital archiving.

# [LPS]{.smallcaps} Staff Developments

LPS has made significant progress in revamping its workforce to deal
with the challenges of electronic information. LPS has experienced
unprecedented personnel turnover in the last few years. Recently we
restarted our LPS Orientation Program for new employees, and found that
about 30% of our staff was new to LPS in the last three years. And that
doesn't even count the ones who are in different jobs in LPS. This year
we made extraordinary efforts to fill vacancies and to rebuild the
staff. Among LPS' new hires were library inspectors, catalogers, program
analysts, distribution staff, and replacement supervisory personnel.

As attrition occurred in positions that deal primarily with processing
physical products, some of those FTEs were reallocated to positions that
emphasize the management of electronic resources, services to libraries,
collection development, cataloging, and digital archiving.

In the electronic FDLP, the LPS cataloging staff has expanded the range
of its efforts, and moved far beyond the traditional Monthly Catalog as
its principal output. Cataloging now also functions as a gateway for
bringing online titles into the FDLP Electronic Collection, and then for
disseminating them under the program's auspices. The Cataloging and
Indexing Program provides access to online, as well as tangible,
resources through bibliographic control.

The loss of experienced cataloging staff in the past two years, coupled
with the increasing complexity of the work, has had a severe impact on
cataloging production. In fact, the personnel situation has acted as a
brake on our ability to expand the Electronic Collection.

During the past twelve months, nearly 50 candidates have been considered
for cataloging positions. Seven persons have been hired. Thirty-one
candidates (as of 9/19/02) have declined interviews, declined further
consideration, or declined appointments that have been offered to them.
Five cataloging vacancies remain to be filled, and the recruiting
process continues. In addition, both of the first line supervisors were
newly hired in FY2002. This created a need for training and orienting
new staff. Training that was carried out in a one-on-one mode has been
transformed to a combination of classroom instruction and practical
application. We have never before trained so many new staff in so short
a time.

We also expanded recruiting, working through the ALA Placement Office at
the Atlanta meeting, and advertising much more widely than before. While
we worked to enhance and speed up our recruiting efforts, we also looked
at ways to improve the retention of our cataloging staff. We obtained,
for the first time, a green light to participate in the student loan
repayment program, and to pay relocation expenses for new hires. In
addition, we asked for a review of the cataloger's position descriptions
and classification, which in turn establishes their basic compensation
rate. A personnel specialist from the Office of Personnel Management
(OPM) conducted an in-depth examination of the catalogers' positions.
This review, which began in May, is expected to result in a non-binding
advisory determination concerning the proper grade of the catalogers'
positions. However, to date no report has been received from OPM.

We also succeeded in establishing an additional librarian position in
the Depository Administration Branch. This job will focus on
collection-building activities, and will be directly involved in
classification and product format decisions. We have selected Lisa
Russell, an experienced depository librarian from the University of
Maryland, for this position, and we look forward to having Lisa on board
early next month.

# Federal Depository Libraries

The number of depository libraries continues to decline, with 19
selective depository libraries leaving the system in the last year. In
most cases this occurred with no advance notification to LPS that
relinquishing status was under consideration. LPS has conducted several
discussions intended to identify the causes of libraries leaving the
program. One of the principal reasons expressed is that so much
information is now available on the Internet that the traditional
program paradigm of GPO providing free publications to libraries in a
*de facto* exchange for maintaining the collections and serving the
general public has broken down.

Through an article in *Administrative Notes,* we encouraged libraries
that are thinking about leaving the program to contact LPS and their
regional depository librarian well in advance of any final decision.
When contacted early in the decision making process, LPS can often help
the library by clarifying issues or discussing areas of concern that may
have contributed to the library's review of its depository status.

In the future, the program must provide for electronic-only depository
library collections, meaning that a depository may select only those
items made available in online format and still maintain its status in
the FDLP. Nothing in the statute or practice categorically precludes
such a selection profile once a depository library has been established.
LPS is working with the University of Arizona to develop an evaluative
framework to make sure that the needs of the immediate user community
and the Congressional district are adequately met, and that a depository
which establishes an all-electronic item selection is able to be
evaluated in the Biennial Survey, self-study, and inspection on an equal
and fair footing with a traditional depository. The pilot project has
begun, with staff from the University of Arizona Library, the University
of Arizona School of Information Resources and Library Science, and the
Library Programs Service working together to implement and evaluate the
one-year project.

LPS has engaged the regional librarians in developing a plan for
standardizing the termination process for depository libraries. In
yesterday's Regional Meeting there was a discussion of issues related to
designation and termination of libraries in the FDLP. With feedback from
the regional librarians and with additional assistance from library
community volunteers, LPS intends to have an initial draft proposal on
this issue for Council's consideration at the spring 2003 Council
meeting.

The library inspection program is currently undergoing a performance
audit from GPO's Inspector General's office. Part of the audit process
involves discussion with us and a review of existing documentation. The
audit also involves fieldwork, so an IG auditor will probably accompany
LPS staff on an upcoming inspection to see in person what happens. The
IG staff may also make some surprise visits to depositories. We hope
that the results will identify ways to improve the self-study and
inspection process that will ease the administrative burdens on
libraries, while still supporting the goal of protecting public access
to depository information.

#### Digital Archiving

LPS is becoming a center of excellence in managing an electronic
collection for permanent public access. Last year we expanded use of the
GPO archive servers and our participation in the beta test phase of the
OCLC Web Document Digital Archive initiative, and we entered into
important new content partnerships.

GPO guarantees the public will have permanent access to the online
titles in the FDLP, in similar fashion to the assurance that physical
products in the FDLP will be permanently accessible at the regional
depository libraries. Permanent public access for online electronic
files requires an organizational commitment to preserving and
maintaining the data, beginning with capturing non-GPO Access content,
managing files to prevent deterioration of storage media, creating
metadata to facilitate preservation, migrating files to newer file
formats to prevent technological obsolescence, managing backup and
mirror sites, and other ongoing activities. GPO's responsibilities for
permanent public access are described in LPS' 1998 report *Managing the
FDLP Electronic Collection: A Policy and Planning Document*.

At the macro level, LPS is using three approaches to provide permanent
public access:

1.  Digital archiving using partner sites, through contractual
    partnership agreements with depository libraries and/or publishing
    agencies.

2.  Digital archiving on GPO servers.

3.  Developing a processing "tool kit" of software for archiving digital
    objects, and an off-site archival storage and preservation
    capability with OCLC.

I call this the "three-horse race" and all three horses are off and
running. LPS' own archive of electronic publications provides a first
level of security for agency publications that are primarily textual or
images of text, and which have no tangible counterpart in the FDLP.

LPS staff routinely downloads copies of online titles for which there
are no analogous print versions in the FDLP. These files are eventually
stored on GPO's archive server, as a security measure. Their active use
begins only when the original agency version is no longer available. As
of August, there are approximately 4750 titles stored in the archive
server, with 77 archived titles being served up to users.

GPO and OCLC have completed the first phases of testing of a system to
locate, identify, process, describe, store and preserve electronic
publications. The Web Document Digital Archive Pilot Project includes
several other partners, including the state libraries of Connecticut,
Michigan, Arizona, and Ohio, and the University of Edinburgh in
Scotland. The system incorporates a mix of new and existing solutions in
an effort to refine and integrate LPS workflow and routines for
processing and storing e-titles for the long term.

GPO is a full partner in this project, and staff has worked closely with
OCLC, providing input in the development process. LPS' Director and
Electronic Collection Manager were instrumental in conceptualizing this
project, convincing OCLC of the value and importance of digital
archiving, and in prototyping the features and the user interface. The
resulting product, while initially a reflection of GPO\'s high-level
requirements for an archiving system, is making a significant
contribution to the ability of libraries worldwide to manage and expand
access to digital resources.

As an outgrowth of the digital archive project, GPO is a charter member
of the OCLC Digital and Preservation Cooperative, which will advance
research and development of digital preservation and archiving solutions
for libraries worldwide.

#### Partnerships

Establishing partnerships with agencies, depository libraries, and other
organizations builds on the successful model of the FDLP sharing
responsibility for access and preservation. Partnerships have taken
various forms. Six libraries provide services or tools for locating
Government information or managing depository library collections.
Currently, responsibility for one of GPO\'s original Pathway locators,
Browse Topics, is passing to new management at Oklahoma State
University.

Nine partners manage content with specific permanent public access
safeguards contractually defined. Among these are depository libraries
including: the University of Illinois at Chicago, which hosts Department
of State material; Indiana University, which hosts an online server of
publications previously distributed in the FDLP on unstable floppy disk
media, and the University of North Texas, which houses the
Cybercemetery, a site which collects and preserves the web sites of
Government agencies and commissions that have ceased operation. In the
past year the Cybercemetery has averaged over half a million hits per
month, and has received favorable media attention from the *Washington
Post* and the Associated Press. Several Government agencies, including
the National Renewable Energy Laboratory and the National Library of
Medicine, maintain agreements through which GPO is assured that web
content will be maintained on agency servers permanently, thus relieving
GPO of the burden of capturing and archiving their content.

In late 2002, a content partnership between the U.S. Census Bureau, GPO,
and the Case Western Reserve University Libraries (CWRU) began. Case
Western will operate a site specifically geared to depository libraries
offering the 2000 Census Summary Files for download by File Transfer
Protocol (ftp). I want to thank CWRU Documents Librarian Karen Thornton
for all her help in this project.

# Integrated Library System

The most exciting development for LPS' future is our acquisition of an
Integrated Library System (ILS). This will enable us to improve services
to libraries and make a greater range of Government publications
accessible to the public.

In the fiscal year 2002 appropriation, GPO received general approval
from Congress to acquire a commercial off-the-shelf ILS. Two other
important milestones in the acquisition process have taken place this
fiscal year:

-   LPS obtained spending approval from the Joint Committee on Printing
    for the ILS.

-   GPO has contracted and begun work with a library automation
    consulting firm, RMG, Inc., of Chicago, IL, to analyze functional
    requirements, review available systems for "fit" with those
    requirements, and recommend the best system to meet LPS' needs.

RMG's principal is Mr. Rob McGee, who is working intensively with LPS to
refine our needs, define appropriate systems architecture, and so on.
McGee has performed similar work for many domestic and international
libraries, and he has a well-developed process that we are going
through. The next step is that RMG will issue a Request for Information
(RFI) on GPO's behalf to the top 5 system vendors. The RFI sets forth
our requirements and asks the vendors to describe the offerings and to
respond to a lengthy series of questions. We are working with other GPO
offices to ensure that whatever we purchase is consistent with network
security requirements and preferred network architecture.

The vendors will be asked to respond by mid-December, and we will begin
a very intense evaluation process, likely culminating in vendors'
presentations at GPO in mid-to-late January. We intend to have
identified the system for us by the end of February, and then proceed to
the acquisition stage. LPS will strive to have the ILS up and running in
early 2004.

Of course this means we will face many issues, like migrating data,
populating the database, building programming interfaces with other
systems, re-engineering our workflow, staff training, and much, much
more. In order to meet this ambitious schedule, LPS will have to keep
our nose to the grindstone, and try to avoid distractions. I think that
those of you who have been through a major system implementation know
what we will face. Recently we have had nearly 10 of our staff working
exclusively on the ILS project, but of course all of this time comes out
of the existing staff resource pie. In order to build the system for the
future, we are going to have to accept some constraints on making
incremental changes to the existing systems. I trust that you will give
us the breathing room to get the job done. The results, in improved
service and expanded access, will be well worth it.

The ILS implementation and system installation is expected to take place
in phases. Phase 1 features the replacement of the bibliographic
functions currently supported by OCLC and the Catalog of Government
Publications (GCP). These actions will take place by Day 1 of using the
ILS:

-   The ILS' public access catalog will replace the CGP.

-   Begin cataloging in ILS and export records to OCLC.

-   Perform serials check-in in ILS.

-   Utilize authority file functions in ILS.

-   Create output products through ILS, for printed products and for
    MARC record distribution.

-   Populate ILS modules with bibliographic and authority records
    produced by LPS from July 1976- present.

We have a lot of work to do, and a lot of changes to go through. But we
have a great team at work in LPS, and I'm confident that the results are
going to be spectacular. Before I close, I want to acknowledge all of
the support we have gotten from the Council for the ILS project. Thank
you for your help, encouragement, and patience.

GPO Access: Present and Future

Remarks by

###### T.C. Evans

##### Director, Office of Electronic Information Services

##### U.S. Government Printing Office

Before the Depository Library Council and

Federal Depository Library Conference

Arlington, VA

##### Monday, October 21, 2002

## 

## Introduction

I appreciate the opportunity to update the Depository Library Council
and the library community on the current and future state of *GPO
Access*. Hopefully, you have a copy of our printed *GPO Access* update.
It contains a variety of statistical information on *GPO Access*, as
well as what is new and on the horizon.

While there are a number of exciting changes on the way for *GPO
Access*, system performance problems continue to frustrate users.
Time-outs due to slow system response and other types of errors are far
too common, particularly during the busiest hours of the workday. Even
successful transactions take far too long on many of the most popular
applications. I deeply regret this poor service and I assure you that
steps are being taken to remedy the situation both now and for the
future.

We continue to use the Keynote performance measurement service to track
performance from the user perspective in 10 major cities in the United
States. Based on results from these measurements, our Production
department is working to reconfigure some of the servers and the load
balancing equipment to optimize their efficiency, and additional servers
are being prepared to provide additional capacity where needed.

An effort is also underway to explore options to break up large files
wherever possible and to look for more efficient ways to present them
for download. One of the methods being examined is to akamaize as many
of the static offerings as possible so that they can be delivered
through the Akamai content delivery network, which would spread the load
out to local servers and lessen the burden on the main *GPO Access*
system. This would potentially ease the load on other resources so that
searching would show an improved response time.

While these adjustments should help performance in the short run, a new
platform to replace the aging WAIS system is essential to resolve our
performance problems in the long run. Work on this important effort is
well underway and a procurement of the next generation software for *GPO
Access* should begin in the near future. Users should see the initial
benefits of the new software by the end of FY 2003.

This new XML platform should afford users both enhanced performance and
usability. The most popular *GPO Access* resources will be switched to
the new platform first and work will continue until all products and
services have been updated.

These improvement efforts also include work towards establishing a
geographically separate mirror site and backup facility for *GPO Access*
in Pueblo, Colorado. Plans are being finalized and construction on the
facility should begin very soon, with backup data storage being the
initial goal and progressing to a complete mirror site that shares the
load with the systems in Washington as well as providing safe backup.

In addition to striving towards better performance, work continues to
translate what we learn from our users into more usable *GPO Access*
pages. Many of you have worked along with us on this effort and this
hard work is about to pay dividends. The feedback provided through user
support contacts, open forums, focus groups, and usability studies has
paved the way for a new look and feel for *GPO Access*.

As this process is finalized, you will once again have a chance to play
a vital role in the outcome. There will be numerous opportunities during
this conference for you to contribute to the new look of *GPO Access* by
providing feedback on what has been done so far. Some of you have been
invited to explore specific aspects of the new design in a focus group.
Others will contribute in the open forum to be held this afternoon. And
for those who cannot participate in either of those sessions, there will
be a computer set up out in the Promenade area throughout the
conference. EIDS staff will be available to show you what has been done
so far and get your suggestions on how to make it even better. I will
not be able to give you a precise date for the release of the new pages,
because your comments will determine how much more work is needed before
they can go live, but we hope to make them available in the very near
future.

**Online Survey Results**

The analysis of the results from our annual online survey was recently
completed and some of the results proved quite interesting. The number
of responses received was roughly equivalent to last year, but the
configuration of respondents changed a fair amount. There were far fewer
depository library responses and an increase in the number of
respondents who identified themselves as part of the general public.
After learning this, it was not surprising to see the reported usage
frequency decline this year.

A general decline in the stated use of *GPO Access* finding aids was
reported, including the Catalog of Government Publications and the Sales
Product Catalog. The only two that showed increases in the survey were
New Electronic Titles and Browse a Topic.

Product performance drew the expected poor ratings, with particular
emphasis on the problems encountered when using the CFR and FR. As it
turned out, the less popular the resource, the better the performance
rating it received.

On the plus side, ratings for the *GPO Access* User Support Team rose
significantly in the areas of product knowledge, technical knowledge,
complaint resolution, courtesy, accessibility, and response time. On the
down side, even though the number of responses rating complaint
resolution as excellent increased significantly, the number of
respondents rating our complaint resolution as poor also went up. I can
assure you that we will be working hard to make that number go down in
the next survey. The planned procurement of a customer relationship
management (CRM) software package in the coming months will go a long
way towards accomplishing this, as well as strengthening the areas of
support that already receive strong ratings. In addition to supporting
the generation of a knowledgebase that can serve to speed the resolution
of frequently asked questions, it will also provide a web chat
capability so that our support specialists can help users directly from
the page they are on in GPO Access.

The number of respondents who stated that they found *GPO Access*
through a search engine increased by almost a third over last year.
Approximately 30% reported finding us through a search engine compared
to about 20% last year. This finding supports our continued efforts to
maximize our visibility on major search engines.

# Search Engine Results

We have continued our work on the search engine project, and the just
completed 8^th^ evaluation found an overall increase in successful
returns. This included gains in Top-5, Top-10, and Top-30 returns, with
Top-5 returns increasing to a new high of 26% of the test searches.

Some of these Top-5 increases came from interesting players, with
Hotbot, iWon, and Alltheweb recording huge increases. AOL showed the
most dramatic increase, with its Top-5 returns increasing by more than
300%. Unfortunately, FirstGov fell dramatically, dropping from second
ranked search engine in the last evaluation to tenth this time. My staff
will work with the FirstGov folks to attempt and reverse this decline.

Based on what we have learned from paid keyword positioning for the U.S.
Government Online Bookstore, testing a revised plan for promoting both
the Online Bookstore and the CFR portions of *GPO Access* is nearing
completion. It builds on what we learned ourselves and through the
advice of a consultant to produce a flexible and economical strategy
designed to place top bids on a variety of keywords shown to be popular
with Internet searchers.

#### Joint effort with STAT-USA

My staff has continued working hand-in-hand with STAT-USA to improve the
availability and usability of their information products at depository
libraries. The use of the STAT-USA module in *GPO Access* training
classes has proven to be a success, and STAT-USA is conducting training
sessions of their own using the materials we prepared for inclusion in
the *GPO Access* manual. STAT-USA representatives have also participated
in the *GPO Access* training classes held in Mobile, Alabama and helped
out in the *GPO Access* booth at the Florida EdTech Conference.

The cooperative efforts between GPO and STAT-USA have led to an
expansion of the partnership to include free depository access to USA
Trade *Online*. EIDS will be incorporating USA Trade *Online* into
existing *GPO Access* training classes and information on USA Trade
*Online* will be added to the STAT-USA/Internet insert of the *GPO
Access* Training Manual. We have enjoyed the opportunity to team up with
STAT-USA to provide public access to and awareness of STAT-USA products.
In the future, we hope the partnership between GPO and STAT-USA will
make it possible to provide additional public access benefits through
the Federal Depository Library Program.

**New Booth for *GPO Access***

A new booth was acquired for use at trade shows and conferences to
promote the products and services of *GPO Access,* as well as the
Federal Depository Library and Sales programs. The new booth debuted at
the American Library Association Annual Conference in Atlanta, Georgia,
along with a new set of flyers to promote the various components of *GPO
Access*. These flyers are available for your use and can be ordered
along with the other promotional materials for the FDLP.

# 

**What's new on *GPO Access***

There are a number of recent changes to *GPO Access* that should be
mentioned. The most notable are:

-   A clickable map of the United States is now available for locating
    Federal depository libraries.

```{=html}
<!-- -->
```
-   The Public Papers of the Presidents of the United States (George
    H.W. Bush, 1992-1993, Vol. 1) is now available.

-   The new edition of the United States Government Manual (FY2002/2003)
    is also available.

-   The May 2002 revision of the Congressional Pictorial Directory is
    now available on *GPO Access.*

-   Two more chapters of the Deschler-Brown Precedents of the United
    States House of Representatives are available. They are:

    -   Volume 16, Chapter 32 (House Document No. 94-661).

    -   Volume 16, Chapter 33 (House Document No. 94-661).

-   A listserve for those who wish to be notified of FDLP
    electronic-only items available for sale is available*.* It is
    called GPO-ELSALE-L and there are already 130 subscribers.

```{=html}
<!-- -->
```
-   Three new Federal Web sites are now hosted on *GPO Access:*

    -   The United States Capitol Police,
        \<[http://www.uscapitolpolice.gov](http://www.uscapitolpolice.gov/)\>.

    -   The Millenial Housing Commission,
        \<[http://www.mhc.gov](http://www.mhc.gov/)\>.

    -   Office of Independent Counsel, Donald C. Smaltz - In Re:
        Secretary of Agriculture Alphonso Michael Espy,
        \<[http://www.oic.gov](http://www.oic.gov/)\>.

**What's on the Horizon**

As always, work is under way to add more content to *GPO Access* and to
refine access to the materials already provided. Some key examples of
current efforts are:

-   The use of Public Key Infrastructure (PKI) to authenticate the PDF
    versions of congressional bills will begin at the start of the new
    Congress (108^th^). Users with a free software reader will be able
    to confirm that a bill was approved for submission to GPO by the
    appropriate congressional authority and that it has not been altered
    since it was signed. We will post information about the free reader
    on library community listserves and publish it in Administrative
    Notes before this takes effect.

-   A new listserv that will enable subscribers to be notified when a
    new Public Law is put up on the system should be made available in
    the near future.

-   An adult version of Ben's Guide to U.S. Government is being designed
    in response to intense user feedback.

-   Future enhancements for the U.S. Government Online Bookstore include
    improved online ordering for foreign customers and providing the
    ability to hand off an order created by a user to another person for
    approval and/or completion. This is being pursued in direct response
    to feedback from users who are unable to directly purchase from the
    U.S. Government Online Bookstore, but must go through others in
    their organization to make purchases.

##  As you can tell, change is a constant with *GPO Access*. As its offerings and popularity continue to grow, our efforts to provide the best possible service will make every effort to keep pace. Once again I remind you that your feedback plays a vital role in this development process. Participation in this afternoon's open forum is an excellent opportunity to add your voice to the process, but a comment or suggestion sent to the *GPO Access* User Support Team serves well at any time. Thank you, and I look forward to talking with you during the conference.

***\[Handout\]***

***GPO Access* Update**

**Office of Electronic Information Dissemination Services**

##### 2002 Federal Depository Library Conference and

######## Fall Depository Library Council Meeting

October 20 - 23, 2002, Arlington, VA

***GPO Access* Statistical Measures**

-   Since 1994, *GPO Access* retrievals have exceeded 1.5 billion, which
    is equivalent to over 36 billion typewritten pages.

-   The average number of monthly retrievals from *GPO Access* is
    currently 31 million and the average size of these documents is
    currently about 49Kb. With 2Kb equaling roughly one typewritten
    page, the average size of a document retrieved from *GPO Access*
    equates to some 24.5 typewritten pages and costs less than a penny
    per retrieval.

-   *GPO Access* contains nearly 140,000 electronic titles and points to
    over 91,000 others for a total of about 231,000 titles.

-   *GPO Access* provides use of over 2,400 databases through more than
    80 applications.

***GPO Access* Redesign**

-   Since the redesign of *GPO Access* in April 1999, EIDS has been
    collecting user feedback from a variety of sources, such as
    usability testing (many thanks to the Bureau of Labor Statistics for
    letting us use their lab), focus groups, surveys, and comments
    received by the *GPO Access* User Support Team. This effort to
    improve the site's design and usability of *GPO Access* will
    culminate in the release of a new design in the near future. A
    preview of the new redesign will be given at the *GPO Access* Open
    Forum on Monday, October 21, 2002 at 2:00 p.m. You may also preview
    this redesign with EIDS staff in the promenade of the hotel anytime
    during the conference.

***GPO Access* Performance Measurement and Improvement**

-   Through the use of Keynote Systems Inc., a performance measurement
    service, we are continuing to monitor system performance from 10
    cities around the country. Daily monitoring is conducted on the *GPO
    Access* homepage, the U.S. Government Online Bookstore, and a
    transaction in the Code of Federal Regulations database. The
    information gained is being used to work toward improved
    performance.

**What's New on *GPO Access***

-   House Report 107-594: In The Matter of Representative James A.
    Trafficant, Jr., Report of the Committee on Standards of Official
    Conduct is now available on *GPO Access* at
    \<<http://www.access.gpo.gov/congress/house/house16cr107.html>\>.

-   A clickable map for locating Federal depository libraries throughout
    the United States is now available on *GPO Access* at
    \<<http://www.access.gpo.gov/su_docs/locators/findlibs/index.html>\>.

-   The new edition of the Congressional Pictorial Directory for the
    107th Congress is available at
    \<http://www.access.gpo.gov/congress/107_pictorial/\>.

-   The FY 2002 -- FY 2003 U.S. Government Manual is now available on
    *GPO Access* at \<<http://www.access.gpo.gov/nara/nara001.html>\>.

-   Volume I of the 1992 - 1993 Public Papers for George H.W. Bush is
    now available online at
    \<http://www.gpo.gov/nara/pubpaps/srchpaps.html\>.

-   Volume 16, Chapters 32 and 33 of the Deschler -- Brown Precedents of
    the United States House of Representatives (House Document No.
    94-661) are now available on *GPO Access* at
    \<<http://www.access.gpo.gov/congress/house/precedents/deschler.html>\>.

-   Receive notification when depository items that are going from paper
    to electronic in the FDLP are available for sale through the
    Superintendent of Documents Sales Program. Sign up for the new
    GPO-ELSALE-L Listserv at
    \<[http://listserv.access.gpo.gov](http://listserv.access.gpo.gov/)\>.

-   Three new Federal Web sites are now hosted on *GPO Access:*

```{=html}
<!-- -->
```
-   The United States Capitol Police,
    \<[http://www.uscapitolpolice.gov](http://www.uscapitolpolice.gov/)\>.

-   The Millenial Housing Commission,
    \<[http://www.mhc.gov](http://www.mhc.gov/)\>.

-   Office of Independent Counsel, Donald C. Smaltz - In Re: Secretary
    of Agriculture Alphonso Michael Espy,
    \<[http://www.oic.gov](http://www.oic.gov/)\>.

####### Online Bookstore Enhancements

Several features have been added to the U.S. Government Online Bookstore
in order to enhance usability and expedite orders:

-   The various browse features on the Online Bookstore have been
    enhanced so that price and status information is updated daily. In
    addition, customers may now use the search and browse features to
    add publications to their shopping cart for a fully integrated
    shopping experience.

-   While the Online Bookstore has safeguarded a customer\'s personal
    information through online encryption since 1999, the service was
    recently changed so users do not have to enter the secure
    environment until they have finished shopping and need to enter
    personal information when completing the order.

**New Booth for *GPO Access***

A new *GPO Access* booth was acquired to be used at trade shows and
conferences. The new booth debuted at the American Library Association
Annual Conference in Atlanta, GA.

####### Under Development

-   Future enhancements for the U.S. Government Online Bookstore include
    improved online ordering for international customers and providing
    third-party hand off of orders for those who are unable to directly
    purchase from the U.S. Government Online Bookstore.

-   Work toward building the *GPO Access* mirror site in Pueblo, CO is
    proceeding. As this work progresses, normal data backup will
    continue with the addition of the temporary storage of key data at a
    GPO facility near Washington, DC.

-   GPO is working in partnership with the National Archives and Records
    Administration\'s Office of the Federal Register on a participatory
    rule-making site, to be known as Regulations.gov. This site will
    provide a mechanism for the public to submit comments electronically
    on proposed rules and to view comments submitted by others.

-   The cooperative efforts between GPO and STAT-USA have led to an
    expansion of the partnership to include free depository access to
    USA Trade *Online*. EIDS will be incorporating USA Trade *Online*
    into existing *GPO Access* training classes, and information on USA
    Trade *Online* will be added to the STAT-USA/Internet insert of the
    *GPO Access* Training Manual.

####### Upcoming Outreach

EIDS personnel will be attending and displaying the GPO booth at the
following shows:

  ------------- ------------------------------------------ ---------------
  Oct. 31-Nov.  Documents Association of New Jersey Fall   New Brunswick,
  1             Conference                                 NJ

  Nov. 4-6      Internet Librarian 2002                    Palm Springs,
                                                           CA

  Dec. 5-6      National League of Cities                  Salt Lake City,
                                                           UT
  ------------- ------------------------------------------ ---------------

Readers Exchange

Electronic Shelflist Using Microsoft Access

Kim Fournier

Learning Resources Assistant

Bradner Library, Schoolcraft College

Livonia, MI 48152

In April 2000, we launched our electronic shelflist using Microsoft
Access. We've been using it exclusively since then to create and
maintain new U. S. Government Documents records.

The following is a general description of the procedures involved in
setting up this system.

It is first necessary to download your item selection list,
\<http://www.access.gpo.gov/

su_docs/fdlp/tools/itemlist.html\>, in a single-column, yes-no format.
Eliminate the non-selections, and make a table in which you may want to
include fields of instructive information pertaining to the item
numbers.

After downloading shipping lists from the Federal Bulletin Board
shipping list site, \<<http://fedbbs.access.gpo.gov/fdlp01.htm>\>, new
fields can be added to each that contain information such as receive
date, internal notes, format, hyperlink, and memo. Each altered list is
then run through an update query that adds the date and produces the
records that are common to the shipping list and your item selections. A
make-table query is run, and the end result is a table that includes the
documents on each shipping list that are your selections. Appending one
table's records to another after labels are printed will start your
shelflist.

The Reports feature has a setting for labels and a label wizard.
Unfortunately, there is no setting for placement of text within a laser
label page. We have a dot-matrix printer that is used to print a
continuous single column of labels.

The shelflist is used as the default table so each query doesn't have to
be re-created and the label wizard doesn't have to be run every time a
shipping list is processed.

We are currently adding superseded information to our item list table as
well as our shelflist table. Hyperlinks are added monthly, using
information from Administrative Notes Technical Supplement and links
that we copy from the GPO Access New Electronic Titles site,
\<<http://www.access.gpo.gov/su_docs/locators/net/index.html>\>, in
anticipation of adding our document collection to our online catalog.
Our shelflist table is formatted to be compatible with our withdrawal
format.

We have shared our database with five other depository libraries. By
copying our database, and eliminating all but a few representative
records from the shelflist, we can email the copied database and the
instructions (with illustrations) as well.

If you are interested in obtaining a copy or would like further
information, please contact me by email:
\<<kfournie@schoolcraft.cc.mi.us>\>.

> Sign Up for the
>
> ![](media/image2.png){width="2.05in"
> height="2.2180555555555554in"}***FDLP Announcement Service!***

Free!

Fast!

Timely!

Official!

> To subscribe, go to \<http://listserv.access.gpo.gov/\>. Click on
> \<Online Mailing List Archives\>. Click on \<GPO-FDLP-L\>. Click on
> \<Join or leave the list\> and follow the instructions.

# Table of Contents

GPO-FDLP-L To Be the Exclusive Vehicle for Official FDLP Announcements 1

NAICS 2002 To Be Distributed to Depository Libraries 2

USA Trade Online Now Available to Depository Libraries 2

JCP Chairman Mark Dayton Addresses Delegates At 11th Annual Depository

Library Conference 3

Superintendent of Documents' Perspective / Buckley, Council Meeting,
10/02 4

Where We Go from Here / Baldwin, Council Meeting, 10/02 7

GPO Access: Present and Future / Evans, Council Meeting, 10/02 13

GPO Access Update 17

Readers Exchange: Electronic Shelflist Using Microsoft Access / Fournier
20