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# **Progress Report 2: The Carrot Crop is Still Growing**

######## Background

To encourage depositories to remain in the Federal Depository Library
Program, the Depository Library Council, at its Fall 2003 meeting, and
other FDLP entities identified a number of services/added benefits that
GPO could provide. Some of these were viewed as short-term (less than
two years) implementation projects. It was recognized that others would
require more time or need further study. With the addition of these
services, the depositories will get a better return on their investment,
their partnership with GPO will be strengthened, and the public will
receive enhanced access and better services.

GPO's first progress report on these projects was presented at the Fall
2004 Federal Depository Library Conference, and it is available on the
FDLP Desktop at:

<http://www.access.gpo.gov/su_docs/fdlp/pubs/proceedings/incentives_progress_oct2004.pdf>

Last fall, a form was placed on the FDLP Desktop that allows suggestions
for additional incentives to be submitted. To date GPO has not received
any submissions. The form is at:
<http://www.access.gpo.gov/su_docs/fdlp/staywiththeprogram.html#1>.

######## Incentives that could be implemented within two years

######## 

######## I. Procedural

**Provide depository libraries with access to fee-based government
information database services and other government information products
so-called cooperative publications which must necessarily be sold in
order to be self-sustaining under 44 U.S.C.
[§1903](http://www.access.gpo.gov/su_docs/fdlp/pubs/title44/chap19.html#1903%231903)**.
**\[In Progress\]**

GPO continues to seek depository library access to fee-based government
information databases. Depository libraries are encouraged to notify GPO
if they discover any new fee-based databases that would be appropriate
for GPO to negotiate access to on behalf of the FDLP.

Additionally, GPO is working to increase online access to frequently
used publications that are self-sustaining under 44 U.S.C.
[§1903](http://www.access.gpo.gov/su_docs/fdlp/pubs/title44/chap19.html#1903%231903).
In cooperation with the Cataloging Distribution Service (CDS) of the
Library of Congress, GPO is investigating options for providing
electronic versions of the Library of Congress Subject Headings and the
Cataloging Service Bulletin to Federal depository libraries at no costs.
Both of these titles are currently available only through the CDS sales
program.

**Clarify and simplify the "Instructions to Depository Libraries"**
**\[In Progress\]**

GPO is working with teams of volunteers from the Federal depository
library community to develop the next generation *Federal Depository
Library Manual* and *Instructions to Depository Libraries*. The
resulting new publication combines the Manual, its supplements, and the
Instructions into a single online publication that will be updated as
necessary. The electronic depository manual will be a living policy
document containing best practices, tips, and hot links to additional
information of interest to depository library personnel. Each chapter
will include requirements and performance examples with an emphasis on
the electronic FDLP.

> Anticipated Timeline:

-   September 1, 2005 Draft chapters submitted to GPO

-   October 18, 2005 Presentation of changes at Fall Depository Library
    Conference

-   November 30, 2005 Depository Library Council comments and
    suggestions

> incorporated into drafts

-   January-February 2006 Draft chapters posted for public comment

-   March 2006 Final editing and begin posting chapters as completed

The manual update Web site provides the proposed new content for
chapters, timelines for the revision and other related information. When
ready, the electronic manual will be available at:

[http://www.access.gpo.gov/su_docs/fdlp/pubs/e-manual.html.]{.underline}

**Create a GPO Web page listing accessible databases \[Done\]**

Since the FDLP Desktop was launched in July 2000, there has been a Web
page that lists all the databases to which GPO has negotiated access for
Federal depository libraries. Some of these services no longer require
passwords. The page will be updated as GPO negotiates access to more
databases. The URL for this page is:
<http://www.access.gpo.gov/su_docs/fdlp/coll-dev/pw-serv.html>.

**Notify depository libraries of new electronic titles added to the
FDLP** **\[Done\]**

New Electronic Titles (NET) has made depository librarians aware of
electronic-only titles within the FDLP since 2000. GPO will post the
report for July 2005 during the week of October 17. The files for the
remaining months will be available soon after conference. The current
service will be replaced by the functionality of Ex Libris' Aleph 500,
the integrated library system (ILS) that GPO procured. Monthly reports
of new electronic titles will be made available and archived.

In addition to the monthly reports, other features of the ILS will
assist depository libraries with collection development. The selective
dissemination of information (SDI) service will automatically send out a
list of new titles, according to a search and profile defined by the
depository coordinator. SDI queries will be run at predefined intervals
and the results will be e-mailed to the depository coordinator. GPO will
be implementing this service as part of Phase 2 of the ILS
implementation. GPO is also exploring how Rich Site Summary (RSS) feeds
might be used to notify depositories of new titles.

**Provide a list of electronic titles on *GPO Access* \[In Progress\]**

Another feature of the Aleph 500 is the ability to create subsets (Ex
Libris calls them logical bases) of the bibliographic database
searchable through the OPAC, such as periodicals and Internet
publications. GPO is currently exploring the possibility of creating a
subset of records for titles available via *GPO Access*.

**Publish, in *Administrative Notes*, the 1995 memorandum on eliminating
microfiche from future discards lists \[Done\]**

The 1995 memorandum on eliminating microfiche from future discard lists
was printed in the Nov.15/Dec. 15, 2004 issue of *Administrative Notes*.
This URL for this issue is:

<http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/ad11_121504.pdf>.

**Add OCLC holding symbols for regional depositories \[Done\]**

GPO now adds OCLC holdings symbols for 33 Regional depository libraries
to the bibliographic records GPO contributes to OCLC WorldCat. Working
with GPO, OCLC developed an automated daily batch loading process to set
the holdings. Holdings are added only to those records where a 074 field
is present, which indicates that the titles were distributed to
depository libraries. From February through September 2005, GPO produced
7,114 records with holdings symbols, creating more than 225,970 new
access points to specific Federal publications.

**Provide branded recognition of GPO/FDLP electronic information \[In
Progress\]**

GPO is examining options for brand recognition of information found on
*GPO Access* and other elements of the FDLP Electronic Collection in
search engine results lists. Search engine users are beginning to
recognize certain brands and names as authoritative sources. It will
become particularly important for GPO as we begin to digitally
authenticate documents on *GPO Access*. Branding will help users to
recognize GPO as the official source of U.S. Government information.

######## II. Funding

**Allow depository libraries to purchase the print edition of the Serial
Set from GPO Sales at a discounted price \[Under Consideration\]**

Once the contract for Publication Sales/Publishing Services has been
awarded, GPO will consider the possibility of providing depository
libraries with Serial Set and other sales publications at a discount.

**Provide depository libraries with allowances, discounts, and free
shipping for Print on Demand (POD) services**

> After evaluating the possibility of providing a POD allowance for
> depository libraries, GPO determined it was not an option at this
> time. However, GPO will reconsider this decision if there is continued
> support for a POD allowance in the depository library community.

######## III. Training 

The reorganization of the Superintendent of Documents organization in
October 2005 allowed for the creation of a position that would
coordinate education and outreach for the FDLP. This position is now in
the Office of Collection Management and Preservation.

**Provide small competitive grants for new documents librarians to
attend DLC and other GPO sponsored meetings \[Under Consideration\]**

GPO does not have grant-giving authority. GPO does have the ability to
issue invitations to travel and will explore how this authority might be
used (funding permitting) to support training efforts for new documents
librarians. GPO currently provides support to members of Council to
attend the Fall Depository Library Conference and Depository Council
Meeting and the Spring Depository Library Council Meeting. In 2003 and
2004, GPO provided funding for the regional depositories to attend the
fall conference.

######### Support training for small non-depository libraries 

Once depository library consultants are placed in the field, members of
the depository community have suggested that training sessions be
extended to non-depository libraries. GPO will discuss this further with
the Depository Library Council to determine how this is an incentive.

**Provide training for new technology**

Once funded, the depository library consultants in the field will
provide training in technology-related skills for depository staff as
the FDLP moves toward an increasingly electronic dissemination service.

######## Incentive that could be implemented within two years that GPO needs to address:

###### 

###### GPO is in discussion with USGS and its new map distribution contractor to provide shipping list numbers on map tubes. \[Under Consideration\]

######## Incentives that could be implemented beyond two years

######## 

######## I. Procedural 

**Update the *List of Classes* \[Done\]**

Earlier this year, GPO announced a major cleanup of the *List of
Classes*. GPO staff reviewed approximately 2,665 SuDoc stems that have
not been distributed in at least five years to determine if they were
still active, and 581 were determined to have ceased. Those classes have
been inactivated. The cataloging records are currently being edited, and
appropriate entries will appear in future issues of Administrative Notes
Technical Supplement. Additionally, fugitive documents identified
through this process have been requested from the originating agencies
and will be distributed to depositories as they are received.

GPO also recognizes that many libraries do not routinely collect
bookmarks and ephemeral material. To assist depositories in the
acquisition of unnecessary resources, GPO created \"Ephemera\" classes
and item numbers for all Cabinet-level agencies, as well as National
Aeronautics and Space Administration, Environmental Protection Agency,
Library of Congress, Consumer Product Safety Commission, Federal Trade
Commission, National Endowment for the Arts, and National Endowment for
the Humanities.

Following the completion of the cleanup project in August 2005,
production began on the April/October 2005 *List of Classes*. Tangible
copies of the List of Classes will be distributed to depository
libraries before the end of October, 2005. The PDF version may be
reviewed at:

<http://www.access.gpo.gov/su_docs/fdlp/pubs/loc/index.html>.

As a result of a number of initiatives relating to item numbers
including the *List of Classes* cleanup, the annual update cycle was
delayed. GPO will hold the 2005 Item Selection Update Cycle in December
and January. More information regarding the update cycle will be
provided via FDLP-L.

**Revise the Item Selection Process \[Done\]**

GPO has undertaken a review of the item number system used by libraries
in the FDLP to select tangible and electronic titles.  As the number of
electronic publications disseminated continues to grow, GPO's initial
planning statement on the National Bibliography raised questions about
the continued utility of item numbers.  In response to a request from
the Depository Library Council, GPO conducted a review of the current
item number system and examined possible alternatives.

As a result of this review, GPO released three briefing papers and
solicited comments from the depository library community:  

-   \"Depository Selection: History and Current Practice\" is provided
    > as background information for the other two papers.  It provides
    > an overview of the item number process in its current form. 

-   \"Depository Selection Mechanisms: New Model for the Selection of
    > Online Titles\" proposes new mechanisms for the selection of
    > online titles. 

-   \"Depository Selection Mechanisms: New Model for the Selection of
    > Tangible Publications\" proposes new mechanisms to support a more
    > flexible model for selection and distribution of tangible
    > publications.  

All three papers are available for review, along with links to related
information, at:

<http://www.access.gpo.gov/su_docs/fdlp/selection/index.html>. The
deadline for comments is Monday, October 31, 2005. All comments should
be directed to Judy Russell at <jrussell@gpo.gov>.

**Provide cataloging for pre-1976 publications \[In Progress\]**

GPO established a working group to develop a retrospective conversion
plan for pre-1976 publications. GPO has conducted market research for
this project which will be contracted out. Conversion record samples
from shelflist cards, Monthly Catalogs, and print and microfiche sample
issues of the Monthly Catalog were produced and used to help determine
the strategic directions for the project. A Statement of Work (SOW) is
in draft form, and money is allocated in the fiscal year 2006 budget to
begin this multi-year project.

**Provide credits to libraries that provide pre-1976 cataloging to GPO
\[Under Consideration\]**

GPO is exploring what type of credits or incentives could be provided to
libraries for providing acceptable cataloging records to GPO. This will
have to be reviewed in light of the requirements in the cataloging
services Statement of Work.

**Coordinate a list of retrospective cataloging projects \[In
Progress\]**

GPO is developing a "Retrospective Conversion" Web page. The page will
have a report of the questions and answers received relating to pre-1976
cataloging that were asked on the 2003 Biennial Survey of Depository
Libraries. The same questions asked on the 2003 Survey will be posted as
a Web form where depository libraries can continue to notify GPO of
retrospective conversion projects. The report will be updated as
required. The Web page will be accessible by early spring from the
National Bibliography News Web site at
<http://www.access.gpo.gov/su_docs/fdlp/cip/index.html>.

######### Create a consultant program based in geographically dispersed areas 

While the depository library consultant program was not funded for
fiscal year 2006, GPO will seek funding to implement the program in
fiscal year 2007. GPO will use the experience gained from the placement
of a consultant in Michigan during 2005 to continue developing the
requirements.

######## 

######## II. Funding 

**Fund library school students for projects and/or clearinghouse of
library school practicum \[Done\]**

During the summer of 2005, a library school student from the Catholic
University of America was hired to work in the Office of Bibliographic
Services, where she was trained in daily cataloging procedures and
gained experience in using the national bibliographic standards for
monographs. From August 2003 to June 2004, GPO also funded the use of
library school students for the University of Arizona Electronic
Depository Pilot Project**.** GPO will continue to look for more
opportunities like this.

**Provide cataloging records free to depository libraries \[Done\]**

At present libraries can download GPO's cataloging records from the
Federal Bulletin Board (FBB). With Phase 1 of the ILS implementation
nearly complete, GPO is turning its attention to Phase 2 applications
and services. Among the services with a high priority is
bibliographic/authority record export and distribution to depository
library partners and internal and external GPO customers. ID is
enlisting PTFS, our contracted systems integrator, to assist with this
task. Aleph is Z39.50 compliant; the Z39 gate is configured and ready
for testing. GPO is also exploring other possibilities of record
distribution. It is GPO's intention to provide a range of bibliographic
products to depository libraries at no cost to include full level
bibliographic records and labels for each publication in the shipment.

#### Provide grants for equipment \[Done\]

GPO does not have grant-giving authority. Other projects guided by legal
agreements may provide opportunities for libraries to receive equipment.
In 2004, GPO provided a dedicated computer workstation to the University
of Arkansas, Pine Bluff as part of a partnership agreement to establish
an Economic Development Program pilot project. The pilot, located in
UAPB\'s Watson Library, seeks to create community awareness of existing
Federal, state and county resources available for small business
development in the local area. GPO is currently assessing the results of
this project.

**Provide allowance for travel to support training at selectives**

At current funding levels, GPO does not have the funds to provide
support for travel to training. GPO will revisit this when there is more
available funding.

**Produce a GPO PowerPoint for the Web and Develop web and video based
training modules \[Done\]**

GPO has developed GPO PowerPoint training based upon the presentations
at spring conference 2005: Depository Library 101 (Depository Library
Basics), Depository Library 201 (FDLP Myths and Monsters), and
Depository Library 301 (The Electronic Depository Manual). To access
this training, visit the conference proceedings Web page at:

<http://www.access.gpo.gov/su_docs/fdlp/pubs/proceedings/05spring/index.html>.

GPO will update the three PowerPoint training presentations following
fall conference 2005.

GPO will webcast one of the programs at fall conference 2005, the
Plenary Session with the Public Printer of the United States. After this
trial webcast, GPO will examine the possibilities of providing future
webcasts based upon the availability of funds. While there are no funds
for FY 2006, GPO is planning to request funds for FY 2007.

######## 

######## III. Archival Matters

**Digitize the Legacy Collection \[In Progress\]**

GPO is continuing efforts to digitize the complete legacy collection of
tangible U.S. Government publications. As part of this effort, GPO has
posted *Priorities for* *Digitization of Legacy Collection,* a white
paper on the priorities for digitization. The paper addresses GPO's
planned approach to digitizing the tangible collections of historical
documents in Federal depository libraries. Based in part on
recommendations from depository libraries and others in the information
community, the paper focuses on implementing the digitization process by
initially digitizing legislative and regulatory material associated with
*GPO Access*. More information about GPO's digitization projects can be
found at:

<http://www.gpoaccess.gov/legacy/index.html>.

**Public Government e-journals using LOCKSS \[In Progress\]**

The GPO LOCKSS Pilot Project was launched in June 2005 to investigate
whether LOCKSS may be used to manage, disseminate, and preserve access
to web-based Federal Government e-journals that are within the scope of
the FDLP and the International Exchange Service (IES). Since then GPO
has made the current volume of three Government e-journals available to
the nearly 20 libraries that are participating in the 12-month pilot.
Additional information and news about the GPO LOCKSS Pilot Project is
available at:
<http://www.access.gpo.gov/su_docs/fdlp/lockss/index.html>[.]{.underline}

**Establish CD-ROM Data Migration Strategy \[In Progress\]**

GPO is working to devise a data migration strategy to ensure that
information on the CD-ROMs that have been distributed to depository
libraries remains accessible. CD-ROMs from three agencies were selected
to use as case studies: the Department of Education, the Department of
Justice, and the United States Geological Survey.

Discs considered migration candidates will be tested, and results of the
testing will be used to devise a migration strategy for other depository
discs. GPO will soon release a list of the discs reviewed, indicating
which are available online and which are considered migration
candidates.

# 

**Perform more comprehensive Web Discovery and Harvesting to reduce the
loss of born digital documents \[In Progress\]**

GPO recognizes that as the transition to a primarily electronic FDLP
continues there are concerns about preserving publications located on
Federal agency web sites. As a result, GPO is taking steps to ensure
depository libraries have permanent access to this material. GPO is
continuing its efforts to discover and retrieve publications from
Federal agency web sites that fall within the scope of the FDLP and the
National Bibliography Program. GPO is currently exploring a solution for
the discovery, harvesting, and assessment of documents and publications
from web sites utilizing web crawler and data mining technologies.

As a first step in learning about available methodologies and
technologies, GPO will be working with the EPA web site through a pilot
project for web discovery and harvesting performed by contractors. GPO
intends to select two vendors to conduct the pilot concurrently so as to
compare technologies, approaches, and results. The results from the
pilot will be used to develop criteria for targeting in-scope materials
on other agency web sites for inclusion in GPO's information
dissemination programs.

In addition, GPO has drafted a white paper that presents a high-level
view of GPO\'s current plans for Web Harvesting, including an overview
of the current state, key definitions, and key issues. The document is
currently under review internally within GPO and will be released for
public comment when those reviews have been completed.

**Ensure *GPO Access* service is guaranteed and secure \[In Progress\]**

In early 2005, Akamai began implementing a Disaster Recovery (DR)
solution for GPO static content and WAIS databases. The five most
popular *GPO Access* applications (*Federal Register, Code of Federal
Regulations, Congressional Record,* Congressional Bills, and
Congressional Hearings) were developed as a proof of concept and
delivered in June 2005. Once the workflow for automated content delivery
to the DR storage location is completed, the DR service will be
activated for these five applications.

The static content delivery for the DR site was activated for gpo.gov
and bookstore.gpo.gov in September 2005. The CIO staff anticipates
completing the integration of the remaining *GPO Access* applications
into the DR search environment by the end of the calendar year.

######## Incentives that could be implemented beyond two years that GPO needs to address:

-   Facilitate delivery of metadata labels (to include SuDoc number,
    etc.) to depository libraries in their shipments

-   Provide smart barcodes to be added to publications to allow scanning
    for discard lists

-   Develop a portal/template for electronic collections management