ADMIMSTRATTVE

NOTES

Superintendent

of Documents

Vol. e, No 2 LIBRARY PROGRAMS SERVICE

GP 3.16/3-2;6/2 FEBRUARY 1985

AN ANNOUNCEMENT FROM THE ACTING SUPERINTENDENT OF DOCUMENTS

I am pleased to announce that Mark F. Scully has been selected for the

position of Director of the Library Programs Service (LPS) . Having

served as a supervisor with the LPS since 1982, Mark will be no stranger

to many in the Government Documents community.

A native of Burlington, New Jersey, Mark earned his bachelor's degree

from Rutgers University in 1965, at which time he entered the U.S. Navy.

After 3 years of service aboard a destroyer, he left the military with

the rank of Lieutenant (junior grade). In 1969, he resumed studies at

the University of Maryland, where he received a master of library

science degree in January 1971. He received a master's degree in public

administration from the American University in 1977.

Following his graduation from the University of Maryland, Mark joined

the Arlington County Virginia Public Library System as a reference

librarian. Since then, he has worked as a serials librarian at the

National Library of Medicine, as a technical services librarian and,

from 1977 to 1980, as library director at the Consumer Product Safety

Commission, and as ADP administrator at the General Accounting Office.

Mark joined the GPO family in 1981 as Records Branch Chief in the

Documents Sales Service and in 1982 he was selected to become Chief of

the Library Division at LPS.

Mark serves on the faculty of the USDA Graduate' School, where he teaches

library science workshops. He's a member of Beta Phi Mu, the

International Honor Society for Library Science; Pi Alpha Alpha, the

National Honor Society for Public Affairs and Administration; the

American Library Association; and the Special Libraries Association.

Mark and his wife, Terry Ann, live in Silver Spring, Maryland.

I know the considerable talent and energy Mark brings to LPS will soon

be evident in the products and services it provides and I hope you will

join me in congratulating Mark on his new assignment.

Sincerely,

DONALD E. FOSSEDAL

Acting Superintendent of Documents

1
AN-v6n2-2/85

LPS RELOCATES TO THE MAIN GPO BUILDING

As many depository librarians already know, LPS is moving its

operations from Alexandria, Virginia, to the main GPO building

in downtown Washington, D.C. February 19, 1985, will find LPS

located on the sixth floor of Building 3 located at North

Capitol and H Streets.

Because we will be packing and moving and unpacking, there is

certain to be some disruption of LPS operations. This may

possibly cause delays in document shipments, claim fulfillment,

responses to inquiries, and in the release of the Monthly Cata - log (January and February microfiche issues and the February

paper issue). We solicit your patient understanding over the

next month; and we ask that you withhold sending follow-up

claims through April 1st and general inquiries until March 1st.

We will be keeping depository librarians posted on new LPS

phone numbers, operational changes, and other such information

through our ADMINISTRATIVE NOTES newsletter. Also, make a note

of our new mailing address, which is effective immediately:

U.S. Government Printing Office

Library Programs Service (SL)

Washington, D.C. 20401 ***********************************************************

GOOD NEWS ON RAINCHECKS

LPS has received numerous inquiries about the ship-short policy

that LPS implemented October 1, 1984, which resulted in a great

many rainchecks to libraries. In fact, by a recent count 654

short titles have been distributed (along with rainchecks)

,

while only 23 short titles were sent to satisfy rainchecks

previously issued.

While LPS regrets having so many rainchecks outstanding and unfulfilled, we are pleased to announce that relief is in sight.

It has long been LPS policy to issue a formal reprint request

whenever a short shipment is received. Responsiveness to LPS

reprint requests, until very recently, has lagged because of

competing priorities for printing work. However, at the end of

January 1985, LPS reprinting requests were assigned a higher

processing priority, which will soon result in the more timely

fulfillment of rainchecks; the effects should be apparent

around early April 1985.

So much for pending rainchecks. Can libraries expect to continue receiving rainchecks at the same rate as in the recent

four months? LPS is also pleased to announce that a reduced

number of rainchecks can now be expected because the backlog

of short titles was exhausted with the issue of Shipping List

85-56P. Of course, it was also necessary to clear out those

short titles in storage prior to the LPS relocation to Main GPO

this month.

LPS appreciates the patience of librarians who have been inconvenienced with rainchecks. We ask your continued patience until we are completely "out of the woods" in terms of issuing

fewer rainchecks, while promptly fulfilling those outstanding.

2
New Appointees

Fill Key Posts

NEWS AN-v6n2-2/85

From the Public Printer

January 1985

During my first weeks as Public Printer, I have made some major appointments and organizational changes which I believe will keep GPO at

the forefront of our industry. Right at the top of those appointments

is that of ROBERT J. McKENDRY to fill GPO's second highest post. Deputy Public Printer. With nearly 25 years of service at GPO, he brings

unquestionable experience and skills to this role.

The 58-year-old McKendry served his apprenticeship at N.VJ. Ayer & Sons,

Inc., a Philadelphia advertising firm. He later joined the Radnor Arts

Firm, also in Pennsylvania, where as plant manager he supervised camera

ready production of 14 weekly editions of TV Guide . Most of McKendry 's early days at GPO were spent in the Typography and Design Division. In

1973, he was named division Superintendent. Two years later he was promoted to Customer Service Manager. A recipient of the Office's

highest honor, the Distinguished Service Award, McKendry was named

Assistant Public Printer (Operations) in 1981.

To fill the Assistant Public Printer (Operations) position left vacant

by McKendry, I have named BURKEY W. BOGGS. A product of GPO's own Apprenticeship Program, Boggs has been with the Office since 1958 and

has been serving as Deputy Production Manager since 1982. In the post

of Acting Assistant Public Printer for Human Resources, an organizational position which I have established, I have named STUART M. FOSS.

The former Director of Labor-Management Relations within GPO, Foss now

has responsibility for Personnel, Equal Employment Opportunity, and

Labor-Management Relations. DONALD E. FOSSEDAL, who has been serving

as GPO's Marketing Director is the third individual I have appointed

to an Assistant Public Printer position. He is now our Acting Assistant Public Printer (Superintendent of Documents).

In another Documents area appointment, I have selected MAPJC F. SCULLY

to fill a vacancy as Director of Library Programs Service. I have also

moved the former head of the Office's Analysis and Review Staff JOHN D. LIVSEY to the position of Manager, Customer Service Department. Livsey

replaces JAMES L. PAYNE who I have named a Special Assistant to the

Deputy Public Printer. Organizationally, the Customer Service Department under Livsey and the Congressional Printing Management Staff

under Director W. SCOTT SONNTAG now report directly to me. Former

Assistant Public Printer (Planning) JOSEPH E. JENIFER has become my

Executive Advisor. Also added to my staff is Special Assistant and

Congressional Relations Officer J. EMORY CRANDALL, formerly with

Senator Mack Mattingly (R-GA) . DONNA McCLAFFERTY, formerly Special

Assistant to the Deputy Administrator, Small Business Administration,

is my Administrative Assistant.

With these appointments I have begun my administration as Public Printer.

As I mentioned last month, I plan to keep you informed of our efforts in

fulfilling the vital mission of the Government Printing Office.

RALPH E. KENN

Public Printer

3
[LPS would like to share

with depository librarians

the Public Printer's

message to us .

]

AN-v6n2-2/85

United States Government Printing Office

Washington, D.C. 20401

OFHCE OF THE PUBLIC PRINTER January 30, 1985

My Dear Fellow Employees:

In my short time here, I have learned a great deal about GPO, but

nothing more important than the knowledge that I am working with one

of the finest groups of employees within the Federal Government.

It may seem too soon for me to ask a favor of you, but I believe that

when you hear my plans for GPO, you will agree that we have much to do

and should get started right away. I am asking each one of you - no matter what your position - to join me in creating the "New GPO." I've

already seen the pride you show in your craftsmanship and in our long

history of service. Now let's show that pride to everyone, and especially to our customers!

It's a real mouthful, but I'd like all of us to think of GPO as a "customer-driven, service-oriented organization," or as I already mentioned - the "New GPO." With all of us working together, this shouldn't

be a difficult task. GPO's record can speak for itself, but needs to

be heard by others. In the days and months ahead, we are going to let our customers know how seriously we view our mission. Whether you are part of our operations or procurement areas, our documents organization,

or in one of our support services, your job is vital to the "New GPO."

We can and will continue to serve all of our customers well - from Capitol

Hill, to the smallest bureau or agency, to each of our depository libraries.

I am asking for a big effort - but from what I've already seen, it's an effort you are all eager to make. It's a reawakening of the values which

are a part of the GPO tradition.

I plan to do my part too. In fact, I have already begun to tell our story to customer agencies and to industry groups. If you have any ideas

in support of our effort, I want to know about them as well. With all

of us working together, the "New GPO" isn't going to become just another

slogan; it's our reality today and our future tomorrow! Thank you for

making my job one of the best in the Government and my early days here

at GPO among the happiest of my career.

RALPH E. KENNIC;

Public Printer

4
AN-v6n2-2/85

ZIP + 4 STATE DIRECTORIES

It has been decided that the Zip + 4 State Directories (SuDoc

class number P 1.10/9: ) will be offered on Survey 85-002.

There will be 35 directories with a total of 47 volumes which

will be assigned item number 0839-A-05. Smaller states are

combined into a single volume; and some larger states have

more than one volume. Thus, the directories will be offered

separately from the annual zip code directory for next year. ****************************************************************

SURVEY INFORMATION

There will be no Survey 84-011 for 1984. The last one issued

for 1984 was 84-010. The classes mentioned on Shipping Lists

P841121-3 and P841130-2 as being on Survey 84-011 will now be

offered on a forthcoming survey in 1985. These titles were

distributed under item number 0329 in order to make a timely

distribution. Please respond to the forthcoming survey if you

wish to continue receiving these titles in the future. ****************************************************************

ITEM SELECTION UPDATE

With the impending LPS move to Main GPO in Washington, D.C.,

and the possibility of the loss of "Amendment to Item Selection"

cards, as well as the need to revamp the distribution schemes

to fit the new configuration of the library bins in Main GPO,

LPS thought it best to update the depository library selections

at the end of January 1985. Any amendments to selections that

were received at LPS between August 29, 1984, and the close of

business January 25, 1985, have been entered into the DDIS data

base. Printouts listing those changes will be mailed to any

libraries for which amendments were received and entered into

DDIS. This update period (i.e., between August 29, 1984, and

January 25, 1985) will be referred to as "Selection Update

Cycle 1985-#1." There were a total of 12,211 changes made to

the DDIS data base as the result of this update. The next

Selection Cycle is still scheduled to begin on April 1, 1985. ***************************************************************

NAVY LITERATURE

The Department of the Navy has informed LPS that Navy Lifeline

(SuDoc class number D207.15: ; item number 0400-C) has been

discontinued. The last issue of this publication was volume

13, number 5, September/October 1984.

5
AN-v6n2-2/85

ALBUQUERQUE SITE FOR SPRING COUNCIL MEETING

The Spring meeting of the Depository Library Council to the

Public Printer will take place in Albuquerque, New Mexico,

March 27-29, 1985. There will be the usual informal get- together the evening before the meeting in the lobby of The

Regent of Albuquerque, Tuesday at 6:00 p.m., for first-time

attendees, new Depository Librarians, and all old hands to

go to dinner.

Rooms are available at the meeting site: The Regent of Albuquerque, 201 Marquette Street (Box 1927), Albuquerque, New

Mexico 87103. Reservations made by March 13, 1985, will

guarantee a room, but after that date will depend on availability. A special rate ($46.00 + tax, single; $56.00 + tax,

double) will be available to those specifying attendance at

the Council meeting. Just call the Reservation Desk at:

(505) 247-3344, extensions 1668/1658. If there are any

special problems, ask for Sales Manager Ann Green.

Make your reservations soon I A preliminary agenda will be

found in this issue of ADMINISTRATIVE NOTES. ***************************************************************

MONTHLY CATALOG

Librarians may notice a minor format error in the October and

November 1984 and the February 1985 issues of the Monthly Cata - log . Because of a programming error, a space was omitted in

the title fields displaying statements of responsibility (245

field subfield 'c'). Therefore, the International Standard

Bibliographic Punctuation slash mark runs into the statement of

responsibility in the absence of the space that should separate

them. Fortunately, LC/GPO cataloging tapes were not affected.

The January 1985 Monthly Catalog contained a different kind of

format error. Approximately 10% of the register entries displayed the author and title information together in a single

paragraph, rather than with the main entry displayed in a separate paragraph. Also, about 1% of register entries displaying

author fields with subfield 'n' information failed to print the

full index term in the Author Index. As it happens, this format

problem is a temporary one, since the indexing information will

be corrected in the Semiannual Index . As in the previous case,

LC/GPO tapes were not affected.

While the Library Programs Service regrets any inconvenience

resulting from these format errors, to have reprinted thousands

of copies of corrected Monthly Catalog issues would have involved

unacceptable cost and distribution delay. ***************************************************************

NEW PHONE NUMBERS

Chief, Inspection Team (Joseph McClane) (202) 275-1119

Administrative Librarian (Dan MacGilvray) . . . (202 ) 275-1109

6
AN-v6n2-2/85

PRELIMINARY AGENDA

DEPOSITORY LIBRARY COUNCIL TO THE PUBLIC PRINTER

MARCH 27-29, 1985

THE REGENT OF ALBUQUERQUE

201 Marquette Street (Box 1927)

Albuquerque, New Mexico 8710 3 ****************************************************************

WEDNESDAY, MARCH 2 7, 19 85

OPENING SESSION

Welcome and Remarks

Greetings and Remarks

Remarks

1 :30 p.m.

LPS Update

Report/Education Task Force

Status Report/GPO Tapes

3:00 p.m. Coffee/Soft Drinks

3:15 p.m. Resolutions/Fall 1984

3:45 p.m. Open Forum

5:00 p.m. Adj ournment /Wednesday ' s Session

Council Chair

Public Printer

Acting Superintendent

of Documents

Director, LPS

Task Force Chair

[To be announced]

Questions /Discussion

Audience

****************************************************************

THURSDAY, MARCH 28, 198 5

Coffee and Danish Service

Convene / Announcement s JCP Update

7:45 a.m. 8:30 a.m.

9:00 a.m,

Council Chair

JCP Staff

Committee of

the Whole

Ad Hoc Committee on Depository

Library Access to Federal

Automated Data Bases/Delivery

of Government Information in

Electronic Format

GAO Audit of Depository Libraries Committee of

the Whole

10:00 a.m. Coffee/Soft Drinks
AN-v6n2-2/85

10:15 a.m.

12:00 Noon

1:30 p.m.

(THURSDAY - Continued)

Depository Library Statistics/

Basic Elements

Collection Development Issues/

Policy of Adding to Existing

Item Numbers /Expanding List of

Classes

Lunch

Council Reconvenes

Legal Issues/Reprints/

Replacement/Insurance/

Implications for Regional

and Selective Depositories

Bibliographic Control Issues

Other Policy Issues

Committee of

the Whole

Committee of

the Whole

Committee of

the Whole

Committee of

the Whole

Committee of

the Whole

3:30 p.m. Adjournment/Thursday's Session

FRIDAY, MARCH 29, 1985

7:45 a.m. Coffee and Danish Service

8:30 a.m. Convene/Announcements Council Chair

Summation

Council Recommendations

Election of New Officers

Presentation of Certificates Acting Superintendent

of Documents

10:30 a.m. Adjournment/Friday's Session *********************************************************

COMMENTS/ SUGGESTIONS SOLICITED

Anyone with comments/suggestions on any of these issues should

forward them to a member of Council prior to the meeting. Send

all operational problems either directly to GPO or forward to a member of Council to forward to GPO personnel. [Message from

Council Chair, Sandra K. Peterson, Post Office Box 6885, Yale

Station, New Haven, CT. 06520.] ****************************************************************

8
AN-v6n2-2/85

The Federal Depository Library Program

Office of the Public Printer Wastiington, D.C. 20401

! ! FLASH ! ! January 18. 1985

9:00 A.M. E.S.T.

Year 1985 is already on the move... the new Public Printer.

Mr. Ralph E. Kennickell. Jr.. appointed Mr. Donald E. Fossedal

AS Acting Assistant Public Printer. Superintendent of Documents.

We. the Marketing Staff, are very proud of Mr. Fossedal and know

THAT he will DO AN EXCELLENT JOB IN OFFICIATING THE ENORMOUS

responsibilities of THE SUPERINTENDENT OF DOCUMENTS.

The Depository Library Awareness Program is moving into 1985 with

THE CONTINUNING SUPPORT OF THE BROADCAST MEDIA. LISTED BELOW ARE

ADDITIONAL "CALL LETTERS" OF STATIONS THAT HAVE AIRED THE PUBLIC

SERVICE ANNOUNCEMENTS.

TELEVISION RADIO

WRC -Washington. DC* KOSI -Denver. CO

WJAL -Washington. DC* WTOP -Washington.

WDCA -Washington. DC* WRTA -Altoona. pa

WTTG -Washington. DC* KTLK -Lubbock. TX

KTIV -Sioux City. IA

WBAL -Baltimore. MD

WKTV -New York. NY

WTVC -Chattanooga. TN

KJAA -Lubbock. TX

KMAC -Lubbock. TX

Many of the public service directors of radio and television

STATIONS IN HOUSTON; DALLAS; LOS ANGELES; SAN DIEGO; AND

9
AN-v6n2-2/85

San Francisco have accepted the PSAs for airing. The "call letters"

OF the stations in their respective areas ARE:

Houston

TV : KHOU. KPRC. KTXH

Radio: KRBE. KODA. KPRC

Dallas

TV : WFAA. KDFW. KTWS. KRLD

Radio: KMGC. KRLD. KISS. KTKS. WRR. KLVU. KZEW. KRQX.

KQZY. KMEZ-AM/FM

Los Angeles

TV : KCOP. KABC. KCBS. KWHY. KTLA. KHJ

Radio: KPRZ. KISS. KK60. KMGG. KIQQ. KMET. KMPC

San Diego

TV : KCST. KFMB. KUSI

Radio: KFMB-AM/FM. KJQY. KGB. KSDO

San Francisco

TV : KPIX. KRON. KGO. KTZO. KTFS. KBHK

Radio: KSFO. KFGO. KDFC. KGO. KROR. KCBS. KMEL. KNBR.

K-101. KFAX. KFRC. KKHI

There are now 503 known broadcast stations that have accepted

THE Depository Library PSAs for airing.

TM still VERY interested IN KNOWING IF YOU SHOULD SEE OR HEAR

THE SPOTS. Your input is helpful. Please call me on (202)

275-9051 OR 275-363^1. If you prefer, drop me a line at the

6P0. Stop MK. Washington. DC 20401.

JOYCE C. TRUMAN

Media Placement Specialist

*Spots have been aired several times

10
AN-v6n2-2/85

DEPOSITORY LIBRARY COUNCIL INFORMATION

This issue of ADMINISTRATIVE NOTES is designed to share with

readers some of the information relating to the October 10-12,

1984, meeting of the Depository Library Council to the Public

Printer, which was held in Washington, D.C. Government Printing

Office responses to 12 of the 17 resolutions passed at the meeting are included (others to follow) ; and Council Secretary

Marian Carroll's "Summary of Meeting" will be found here. ****************************************************************^

RESPONSES TO RESOLUTIONS

1. The Depository Library Council recommends that the Monthly

Catalog index be produced in the form as presented in "Exhibit

C" as both paper and microfiche products to be cumulated monthly.

The register, "Exhibit A", containing the full record as it

currently appears, should be produced as a microfiche product

only. The implementation of these format changes should begin

January 1, 1986.

In December 1984, the Library Programs Service submitted formal,

written requests asking the GPO Data Systems Service to make the

necessary SAMANTHA software modifications to implement Council's

Monthly Catalog format recommendation for the 1986 volume year.

Exhibit C, as approved by Council, will display the register

information as it appears currently in the Monthly Catalog , and

will issue the register in the microfiche format. The indexes,

however, will be issued in both the paper and microfiche formats

and will feature the "one-step look-up." The eight indexes

which will be generated are the Author, Title, Subject, Series/

Report, Contract Number, Stock Number, Classification Number,

and Title Keyword Indexes. Appearing with each index term will

be the 245 field subfield "a" (title), the 260 field subfield

"c" (date of publication) , the 086 field (Superintendent of

Documents classification number) , 074 field (item number) , 037

n
AN-v6n2-2/85

field (stock number) , and the 001 field (Monthly Catalog entry

identification number) . The indexing information will cumulate

semiannually, annually, and quinquennially

.

The Government Printing Office will not cumi^late the publication

more frequently, since the additional processing time required

for more frequent cumulations would jeopardize the timely issuance

of the Monthly Catalog issues.

2. The Depository Library Council reiterates its interest in seeing

the Public Printer implement a comprehensive, systematic, and

formal program of quality control at the Library Programs Service.

INTERIM REPORT: In an effort to improve its quality control

program, LPS is conducting a comprehensive survey to define and

evaluate all quality control systems and procedures currently

in effect. We are hopeful that the survey results will point

up opportunities to improve our quality control effectiveness;

all such opportunities will be pursued.

6. Whereas the Depository Library Council finds unacceptable the

linkage between correcting GPO's Monthly Catalog magnetic tapes

and the printing of consequent corrected entries in the paper

version of the Monthly Catalog , therefore, be it resolved that

retrospective correction of entries on GPO tapes not be reflected

in future Monthly Catalogs other than in the traditional manner

via the Monthly Catalog's List of Corrections".

The Government Printing Office has a responsibility to provide

products and services of the highest quality consistent with its

statutory mission. Implementation of an automated procedure for

correcting Monthly Catalog errors upon their discovery will

improve the quality and timeliness of the Monthly Catalog . Consequently, the Superintendent of Dociiments will implement the

12
AN-v6n2-2/85

Monthly Catalog correction procedure proposed by the Government

Printing Office in October 1984.

7. The Depository Library Council is greatly disappointed at the

failure of GPO to successfully obtain funding to proceed on

the Federal Documents Data Base. Council reiterates its continued interest in and support for the FDDB. We strongly

recommend that a recognized library systems consultant be contracted to help GPO determine which facts and figures need to

be collected to successfully obtain funding to implement the

FDDB or a comparable alternative.

LPS has consulted with the GPO Office of General Counsel on the

question of GPO ' s authority to contract with a recognized library

systems consultant, who would help GPO determine which facts and

figures need to be collected to successfully obtain funding to

implement the FDDB or a comparable alternative. LPS is advised

that it lacks the statutory authority to issue such a contract.

Moreover, the appropriation under which LPS is currently operating provides no funding for this purpose.

Pursuant to the direction received from the House Committee on

Appropriations in its Report of May 31, 1984, LPS is proceeding

with enhancements to its Depository Distribution Information

System (DDIS) , including the lighted bin system. In addition,

LPS is making good progress toward automating acquisitions,

classification, and related operations with the Acquisitions,

Classification, and Shipment Information System (ACSIS) - All

current LPS automation efforts are within the scope of GPO '

s

existing legislative authority and consistent with the expressed

intent of the House Committee on Appropriations.

13
AN-v6n2-2/85

8. The Depository Library Council recommends that the GPO discontinue the inclusion in the Serials Supplement of basic manuals

and serials that are sold on subscription by the Superintendent

of Documents, only if Library Programs Service has provided the

cataloging record in the Monthly Catalog .

This resolution has been adopted starting with the 1985 Serials

Supplement . Previously, GPO had provided dual treatment for

these publications since the cataloging records also appeared

in the Monthly Catalog , while the sales information could be

obtained from Price List 36 or from the GPO Sales Publication

Reference File (PRF) . This improvement will allow a speedier

preparation of future Serials Supplements , and will place a lesser burden on the professional staff.

9. The Depository Library Council recommends that GPO include

transmittals, updates, etc., to basic manuals in the "List of

Special Materials" which appear in the preliminary pages of

every Monthly Catalog . These should not be cataloged in the

Serial Supplement .

This resolution has been adopted. GPO had already been doing

this for basic manuals sold separately and for manuals with

changes not sold. This improvement will allow our technicians

to spend more time tracking down missing issues and inquiring

about discontinued periodicals, changes in frequencies, and

succeeding entries.

10. The Depository Library Council recommends that GPO resume cataloging monographic series, e.g., U.S.G.S. Professional Papers,

as serials records, in addition to the individual analytics for

each monographic series. Both of these records shall appear in

the Monthly Catalog printed and tape products.

14
AN-v6n2-2/85

In 1981, GPO became the authority for setting up monographic

series for Federal documents. Libraries wishing to find how

series have been set up by GPO may use the series index to the

Monthly Catalog , the Library of Congress data base (MUMS) , or

OCLC.

There are two ways of cataloging monographic series; (1) collective bibliographic records that describe the series as a whole;

and (2) analytic records that describe each title. GPO is

currently providing the latter treatment, since it is bound by

the statutory requirements of 44 U.S. Code .

The Library of Congress and GPO are now consistent in the practice of providing analytic treatment for individual titles in

monographic series, rather than having a classification number

for the whole series. This is another reason why LC provides

analytics

.

Approximately three monographic series are set up daily at GPO.

To provide additional, collective bibliographic records for

monographic series would impede cataloging production and

increase backlogs. To absorb the added workload, one cataloger

would have to be added to the current LPS authorized staff

ceiling

.

For these reasons, GPO does not plan to alter its current practice with regard to cataloging monographic series.

15
AN-v6n2-2/85

11. The Public Printer is to be conunended for supporting the

Depository Library Council's recommendations to establish a task force to advise GPO on conducting a needs assessment

related to government publications education.

We reconunend that this task force also be charged with developing a formal plan for the design and implementation of educational

activities needed to improve the management of depository libraries and the use of government information.

Council accepts the Public Printer's invitation to suggest a panel

of experts who might serve on this task force. Two Council members, Bruce Morton and Patricia Reeling, have volunteered to work

with this task force. Council recommends that Patricia Reeling

serve as chair of this task force.

INTERIM REPORT: The Public Printer endorses the establishment

of a task force on Government publications education with

Dr. Patricia G. Reeling as chair and Bruce Morton as a participant. At ALA Midwinter in early January, Chief Inspector Joe

McClane engaged in some useful discussions on the subject;

during February, he will be meeting with Dr. Reeling to make

preliminary arrangements for the task force. It should be understood, however, that any GPO involvement in and support for this

project will be circumscribed by its statutory authority and

available resources. Nevertheless, GPO believes that the timing

is right to address this imt)ortant subject, which so directly

affects the ultimate delivery of Government information to the

American public.

13. The Depository Library Council recommends the adoption of a sequential shipping list numbering system compatible with GPO

computer applications. It is further recommended that GPO survey the depositories prior to implementation regarding their

approval of the new shipping list numbering system.

16
AN-v6n2-2/85

GPO surveyed the depository libraries concerning their preference

for shipping list numbers and compiled the responses on

December 1, 1984.

Since 78% of the responding libraries preferred the sequential

numbering scheme, LPS implemented that new scheme on January 2,

1985. For more information concerning the number of responses

received and the form the new shipping list number will take,

please consult Administrative Notes , volume 5, number 15.

14. The Depository Library Council recommends that the Public Printer

seek the advice of authorities from the Library of Congress, the

National Archives and Records Service, and other appropriate

advisors, to develop a list of rare documents.

INTERIM REPORT: The Public Printer has issued letters requesting such advice from the Librarian of Congress and from the

Archivist of the United States. The Depository Library Council

will be kept informed as responses are received and reviewed at

GPO.

15. The Depository Library Council recommends that the List of

Superseded Classes be updated by GPO as a supplement to the

List of Classes and a supersession schedule be established for

each class when listed.

The Government Printing Office called for volunteers from the

Library community to compile the update to the List of Superseded Depository Documents and received the ten names listed

below as members of the Superseded Documents Committee. On

November 13, 1984, a letter was sent to each volunteer thanking

17
AN-v6n2-2/85

them for their willingness to compile the document. Without

the assistance of these volunteers it would be impossible to

undertake this project.

The List of Superseded Depository Documents will be issued as

a supplement to the Instructions to the Depository Libraries ^ just as in the past. If the volunteers feel it is possible

to keep up with a supersession schedule with each new SuDoc

class, GPO would be able to publish the information once it is

prepared as an update to the List of Superseded Depository

Documents .

Since this resolution asks that GPO assume an additional workload,

which is impossible to take on at this time, GPO can only promise

to publish those products produced by the Superseded Documents

Committee. The LPS contact person for this project will be Dan

MacGilvray

.

Liese Adams

Kent State University Library

Documents Division

Kent, OH 44242

(216) 672-2388

Marian Carroll

Milner Library

Illinois State University

Normal, IL 61761

(309) 438-7441

Julie Copeland

Minneapolis Public Library

300 Nicollet Mall

Minneapolis, MN 55401

(612) 372-6535

Charity Davis

King Library

Documents Department

Miami University Libraries

Oxford, OH 45056

(513) 529-3841

Maureen Harris

Clemson University Library

Clemson, SC 29631

(803) 656-3024

Karen Kottsy

University of Cincinnati Library

Documents Department

Cincinnati, OH 45221

(513) 475-5009

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AN-v6n2-2/85

John Phillips

Oklahoma State University Library

Stillwater, OK 74074

(405) 624-6546

Margaret Powell

Andrews Library

Government Dociiments

College of Wooster

Wooster, OH 44691

(216) 263-2279

Pat Sloan

Nebraska Library Commission

1420 P Street

Lincoln, NE 68508

(402) 471-2045

Robert A. Walter

Pittsburg State University Library

Documents Department

Pittsburg, KN 66762

(316) 231-7000 Ext. 247

16. The Depository Library Council has reviewed the item card options

offered by the Government Printing Office and recommends the

adoption of "Option IC", the present format, as appended. Moreover, every effort should be made to provide specific information

about the publications to be distributed under each item number,

since these records are collection development tools for the

depositories

.

GPO appreciates having the Depository Library Council's review

of the item card issue and their recommendation of Option IC.

This option is the current item card format; so no changes will

be made

.

GPO will continue to provide as much specific information about

the item number as can be obtained in a reasonable time frame.

19
AN-v6n2-2/85

SUMMARY OF MEETING

DEPOSITORY LIBRARY COUNCIL TO THE PUBLIC PRINTER

Washington, D. C. October 10-12, 1984

Call to Order

The Depository Library Council met at the Belleview Hotel in Washington, D. C. on October 10, 11 and 12, 1984. The meeting was called to order on Wednesday,

October 10, by Chairperson Sandra K. Peterson. All members of Council were present.

Government Printing Office Reports

William J. Barrett, Acting Public Printer, welcomed the five new Council

members and thanked retiring members. He noted the large contingent og Government

Printing Office (GPO) staff members, including the Comptroller and General Counsel,

who were present to participate and answer questions.

In his report on the $29.7 million FY 85 budget request, Mr. Barrett noted that

the largest amount, $16 million, was for printing and binding documents for distribution to depositories. One million was to support development and acquire equipment for the Federal Documents Data Base (FDDB) . The FDDB was designed to provide

for acquisition, cataloging and distribution of documents, and as an important component

for electronic mail communication between depository libraries and the GPO, thus

developing depositories into a cohesive information network.

Before taking action, the House Appropriations Committee requested the General

Accounting Office (GAO) to investigate the need for the FDDB. Subsequently the

Committee slashed the automated data program support to $152,000, designating these

funds to be used for the lighted bin system and for enhancements to the Depository

Distribution and Information System (DDIS)

.

Michael F. DiMario, Superintendent of Documents, spoke briefly about the

value of the depository program how it has grown through the years and how

librarians today are working to attract both users and supporting resources.

He also discussed the need to accuately, systematically, and efficiently

collect statistics to measure services and collections in order to justify the

librarian's budgetary requests as well as to provide data for GPO's operational

decisions. Suggestions from librarians will be solicited. In addition, because

the Higher Education General Information Survey (HEGIS) administered by the National

Center for Education Statistics fails to statistically separate documents

microflrms and circulation from total data, the GPO hopes to meet with the agency

to discuss possible questionnaire revisions.

Mr. DiMario reported that the lighted bin system is in place and other work

is proceeing on schedule for the late February relocation to downtown. The longterm advantages are expected to exceed any temporary minor service disruption.

Although the square footage allocated for LPS appears to be less in the downtown

location, no reduction will actually occur because staff will utilize common areas

for lounge, cafeteria, etc., and because the loading/receiving areas are not

included in the space allocation.

Mr. DiMario reported that the sales and bookstore programs continue to do

well; and the consigned agent program is growing. Implementation of the on-demand

sales program planned for March 1985 will make available in microfiche or paper

20
AN-v6n2-2/85

blowback format three categories of publications: 1) those regularly converted

to microfiche for depository distribution; 2) those which are sales items, if

physically suitable; and 3) those originated by other agencies in microfiche

format. Cost for copies will be determined by a formula being developed.

Present plans do not include provisions for a comprehensive retrospective program.

Mark Scully provided an overview of Library Programs Service (LPS) operations.

He had good news concerning LPS staffing. Thanks to a GPO administrative decision,

the required 5% GPO staff reduction is being met through attrition in the support

and sales areas. This allows LPS to maintain its staffing level (equal to

September 1983) and premits positions to be filled as they become vacant. Candidates

for four positions are currently being sought or interviewed.

A chief inspector, responsible for coordination, scheduling, program evaluation,

and providing written guidance through the Instructions to Depositories , should be

selected within two weeks (October 26)

.

Interviews for candidates for the position of chief of classification and

cataloging are scheduled. Two library inspectors should be named in about three

weeks (November 2). Although Sarah Kadec's position as chief of LPS has been vacant

since October 1983, Mr. DiMario does not feel essential services have been hampered.

Until a Public Printer is appointed, the position will not be filled.

The first Geological Survey (USGS) map shipment will be made during October.

LPS staff will produce shipping lists, but claims should be sent to the USGS

address provided on shipping lists, not to GPO. If a library needs two copies

of map shipping lists, they can be supplied. In map distribution, GPO will be

treated as a regional.

Initially, LPS staff will catalog maps to determine if special problems

exist and to develop the training program for a contractor who is expected to assume the service in early 1985. During this period additional monographic

cataloging may be transferred to the present contractor.

Cataloging data for maps will appear on OCLC and in NUC maps supplement.

Topographic maps will probably be entered as state-by-state entries.

First Open Forum

Responding to a question about quality control standards at LPS, Mark Scully

reported that there are quality assurance standards for all personnel. Also,

the move from Alexandria to downtown is not anticipated to create substantial

personnel problems.

Regarding LPS's position classification levels, Mr. DiMario indicated that

it was his personal impression that perhaps LPS's classification levels were

lower, although according to the Office of Personnel Mangement, the positions

were correctly classified. A suggestion that possibly other agencies might be more lenient in their application of the classification levels/standards was neither accepted nor refuted.

Lois Mills, Western Illinois University, asked about the automation of the

"nonexistent" shelf list. The inactive agency shelf list is presently in a warehouse

but will be retained, relocated and available for use downtown. No decision

has yet been made concerning its automation.

21
Spring 1984 Resolutions

AN-v6n2-2/85

The resolutions passed by Council at its April 1984 meeting were read

along with responses from GPO. Comments from members of Council and the audience

followed some statements.

On Resolution 1: Mr. Peterson expressed Council's appreciation for the

much earlier receipt of the information about the discussion topics. Council

was advised that if word processor complications had not intervened the resolution

responses would also have been available sooner.

On Resolution 4: Patricia Reeling suggested exploring the feasibility of

a press release or article from the Marketing Division when depositories are honored.

On Resolution 5: The inclusion of the Fact Sheets in Administrative Notes

is especially appreciated.

On Resolution 6: Progress was reported on the Depository Library Manual ; 270 pages of completed draft copy has been received. The completed manual may

be made available through the sales program or may be submitted to ERIC.

On Resolution 7: Dan MacGilvray has requested ten hours of editing assistance

to process the November 1983 workshop videotape. Assurance was given that both

single slides and the complete set will be widely available for use and reproduction

locally. The 14-minute, 76-slide presentation was shown for critical comment

during the reception and was well received. Response from the workshops

to the videotape format will affect the distribution decision.

On Resolution 8: Mr. DiMario will publish in Administrative Notes a projected schedule of workshops for depository librarians. While resuming workshops is a goal, none are anticipated at LPS until 1986. Perhaps after the two

inspectors are replaced, a couple of field workshops may be possible.

On Resolution no. 9: Travel funds for the Education Task Force should be

available in 1986; some arrangement for 1985 may be possible.

On Resolution 10: Bernadine Hoduski reported that the Joint Committee on Printing (JCP) recently issued a 13-point statement requiring Regional Printing

and Procurement Office personnel to be responsible for meeting the need for

depository copies. Agency decisions to declare items (like Army field manuals)

for internal use only must be monitored and countered by the library community.

Librarians must lobby agencies concerning library information needs. All libraries

should participate in these efforts.

On Resolution 11: On January 1, 1985, an adaptation of the former shipping

list numbering system will be resumed. It will distinguish between separates and

other shipments. After lengthy discussion it was later determined that the final

form to be selected will be sent in advance to depositories so that they can respond

to the changed numbering system before implementation.

On Resolution 12: Jeanne Isacco noted that the response did not address

the impact of the binding format of the Federal Register , etc., on end users. She was advised to address questions to James Payne during the panel presentation

on Wednesday afternoon.

On Resolution 13: LPS receives 67 copies of the superseded weekly PRF's.

Subscribers to the PRF receive what selective depositories receive, except

for a few individuals who subscribe to weekly issues and receive "left overs"

after regionals are sent copies.

22
AN-v6n2-2/85

On Resolution 15: Jennie Cross proposed establishing a special panel to

advise GPO on FDDB requirements since the highly technical proposal finds few

Council members sufficiently well informed to analyze the data provided.

Public Printer's Panel and Open Discussion

Mr. DiMario introduced members of the Public Printer's Panel. Mark Cramer,

General Counsel, began by describing functions of his unit. Eight attorneys

devote 80% of their time to labor and procurement issues; some of the cases before the Equal Employment Opportunity Office are ten years old. The staff also

drafts legislation and issues opinions on point^s of, law pursuant to Title 44

that affect depository libraries.

William R. LaBissoniere, University of Minnesota, opened discussion about

the recent opinion on insuring/replacement of collections. He asked who places

valuations and how, and how are lost materials replaced. Cramer said Counsel's

statement had corrected earlier incorrect guidance. Assistant General Counsel

Thomas 0. Magnet ti stated that the government is a self -insurer and cannot replace

collections. The statement issued represents the legal position of GPO and is

binding on GPO and the depository library program. Comments on decisions in

process may be submitted to GPO. Anything not prescribed by statute is difficult

to add as a requirement.

In response to a question raised by Bruce Morton, Counsel stated that when

nonprint replaces print, as with online data bases, libraries may charge a user

fee because the government did not supply the library with the data base. Free

access applies only to GPO depository materials. Counsel's opinion will be

circulated to depositories.

Bemadine Hoduski, JCP Professional Staff Member, speaking as a former

depository librarian, asked whether if after five years a library disposes of

material or replaces paper copy with microform, the library or the government

owns the microform? Also, what is the user's right to be able to access whatever

format the depository has? Counsel's opinion on these matters will be circulated

when issued.

Dennis Bruce asked whether depository status could be lost if a library did

not insure or replac|^a lost collection. Bruce Morton asked if library inspectors

now inquire whether/depository collection is insured. The answer was no to the

latter question.

Bruce Morton also pointed out that, in practice, the recent General Counsel

opinion which stated that superseded or duplicate items may not be discarded

means that slip laws may not be discarded when a subsequent volume of Statutes

at Large is received.

General Counsel's statement was that microform may not replace paper

depository copy before five years has elapsed. The question was again raised

as to who owns microform which has been purchased to replace a depository paper

copy the library of the government?

Mr. DiMario stated that Title 44 is first a distribution law, then a depository law; therefore, government ownership of materials distributed is inherent.

Robert J. McKendry, Assistant Public Printer (Operations), and Andrew W.

Buchwald, Congressional Printing Management Division, explained the procedures

followed for Congressional printing. Occasionally, if an incorrect item number

is assigned to a job, the quantity printed may be short. When shorts occur, an

attempt is made to secure replacements.

23
AN-v6n2-2/85

John D. Bennett, Customer Services, produced departmental printing for the

executive, judicial, and independent agencies. They print for depositories the

number which LPS indicates. When LPS sends a "short" alert, his department goes

back to press only as a last resort.

Jennie Cross expressed concern about new publications and their availability

to depositories. Barbara Appel of LPS said the Inspector General orders LPS

to order only two copies when the number needed for depository distribution is not

known. Many present remembered when sample copies usually accompanied surveys

of new publications. The possibility of providing blowbacks will be investigated.

When Robert Walter asked who mediates inter-GPO disputes, it was stated that

each "short" is investigated individually. The problem of "shorts" will be

reconsidered

.

Karlo Mustonen, Utah State University, proposed an alrt network to assist

in identifying missing items.

Kathleen Eisenbeis, University of Texas, Austin, asked why preprints from

the Yearbook of Agriculture are being added to a present item number and being

distributed. Mark Scully said that is a publication can reasonably fit into

a existing item class LPS does so for expediency. Barbara Appel reported that

preprints and all Braille publications were recently added in this way. Discussion

revealed that libraries believe this practice abrogates theit ability to be selective

in developing collections. LPS will re-examine their policy.

Responding to Diane Smith, Mr. DiMario said that discontinuance of Army

field manuals as depository items is determined by the originating agency, not

GPO or JCP . GPO, JCP and interested librarians may use moral suasion to convince

the agency to change its decision. Librarians need the names of contact

individuals for this purpose.

Mr. DiMario pointed out that the Army's decision to adopt an online,

on-demand computer network to electronically store and deliver information to

all training centers automatically makes these materials inaccessible to the

present print-oriented depository program.

W. Lewis Gardner, Jr., Regional Printing Procurement Office, told Council

that his department delivers 200,000 products annually. All agency printing,

except wet paint or directional signs, are to be included in the system.

Sandra McAninch asked why if all items are in the system, there is a problem

about copies for LPS.

Responding to further discussion about agency decisions impacting the depository

program, Mr. DiMario reported that GPO and JCP are discussing possiblities for

subscribing to the proliferating electronic printouts. David Stockman, Office

of Management and Budget (0MB) , has contended that electronic distribution is

under agency purview and does not fall within the definition of printing under

Title 44. There will probably not be free access for depositories, only feebased, but information might be downloaded for depository subscribers.

Mr. DiMario stated that the decision about the sale or distribution of

electronically produced information to the public will be the agency's

perogative; it is likely to be through the private sector and depositories would

not be included except on a fee basis. If information is made available on a fee basis, the agency might consider depositories as nonprofit institutions.

If a tiered system of charges was adopted, the cost might be less than from

the usual commercial vendors or third-party sources.

24
AN-v6n2-2/85

Remarks of members of the Printer's Panel precipitated so much discussion

that there was insufficient time to hear from all. Other panel members present

were: Thomas R. Cullan, Assistant Public Printer, Procurement; Joseph E. Jenifer,

Assistant Public Printer, Planning; Bruce Scaggs, Director of Documents Sales

Service; Jerry Sebold, Printing Procurement; and Jim T. Smith, Deputy Public

Printer, Procurement. Council was disappointed not to receive full reports from

all.

Conmittee of the Whole

Council next considered items on which GPO sought advice. LPS's Barbara

Appel explained her proposal to expand the List of Classes . It would assign an item number to standard categories of publications anticipated from all subagencies;

this would avoid the present delay for surveying selectives when actual publications

from the subagencies appear. Lengthy discussion and numerous suggestions followed.

Questions raised were: would these empty item numbers appear on the List of

Classes? Could temporary item cards be used for empty classes? Would temporary

cards be replaced with permanent cards when publications appear? If adopted,

implementation should not begin until quarterly selection updates are again

available. A Council recommendation was delayed until Thursday.

Open Forum

Richard Nicoles inquired whether selectives have any recourse for making

changes in their list of items selections when errors are identified in the update

printout which is sent to the depository regardless of whether the error is attributed

to the depository or to GPO. This topic generated lengthy discussion. Those present

reported from 30 to -5 errors appearing in their June 1984 printouts. Appel

reported that two days after the return deadline for these printouts they are

implemented

.

Operationally, survey selections are optically scanned; the green add-anddrop cards are manually keyed.

Barbara Smith, Skidmore College, and Karen Cox, University of Cincinnati,

reminded librarians they are responsible for providing accurate information to GPO.

Bruce Morton addressed the problem of maintaining accuracy from survey

responses to DDIS, and in the printout. He submitted that systematic quality

control measures should be instituted to avoid repetition of the excessive number

of errors reported and to amintain continuous quality control. Jim Veatch also

urged that system problems be analyzed and recommendations developed for resolving

them.

William LaBissionaire , University of Minnesota, proposed that LPS add an 800 number for libraries to use in reporting widespread minor problems or

to make changes to item selections.

Concerning "shorts", Parker Covington reported that in the rain check policy

each of the eight zones will get a percentage of the shortage. The question

was raised as to what the time lag between discovering that a short exists and

conversion of the title to microfiche was. No clear cut response was received.

The first day's meeting was adjourned with an invitation for all to attend

the Public Printer's reception in the Heritage Room between 6 and 8 p.m.

25
I AN-v6n2-2/85

GPO Marketing Update

Donald E. Fossedal, Director of Marketing, and three staff members reported

progress on the program to market depository libraries. Deputy Director Charles

McKeown indicated public service announcements (PSAs) are the keystone element

creating public awareness in the campaign.

Joyce Truman, Media Placement Specialist, GPO, displayed a U. S. map showing

locatings of stations using PSAs; she also requested that librarians continue

to send reports when PSAa are used. PSAs are in use by the three major networks

and 421 stations. Both Don Fossedal and Acting Public Printer William Barrett

have appeared on radio talk shows. Endorsement of the PSAs by the Advertising

Council contributed to acceptance of print PSAs in major magazines, including

Atlantic , Good Housekeeping and the National Geographic .

The Ad Council mailing list of 15,000 newspapers is being used in the fall

campaign. Librarians are encouraged to make a personal visit to local editors to ensure the use of these PSAs.

Bob Walter reported the need for an 8-10 page intermediate level training

packet for nondepository library staff.

Jim Veatch's request that several sleeves of visuals for incorporating

into local slide tape presentations will be accommodated.

Jorge Ponce's inquiry about supplying bilingual brochures to reach the

Spanish-speaking will be explored. Sandra McAninch suggested including sample

reference questions in materials sent to nondepository libraries.

Don Fossedal reported that New Books may be reduced in size, may include

fewer repeat entries, and may appear only three times peryear in order to reduce

the cost.

JCP Update

Anthony J. Zagami, General Counsel for the Joint Committee on Printing (JCP),

reported that consideration of revisions to the regulations, now referred to as policies and guidelines, has been delayed until the 99th Congress because of the

change in chairmanship of the Committee. (Frank Annunzio of Chicago is the new

chair.) The goal is to develop a series of revisions acceptable to everyone.

Any revision will be directed toward better effecting an efficient transfer of

information from its inception to its dissemination.

The Chadha decision of June 1983 (102 SCt 2764) deals with the exercise of

a legislative branch veto effective on the executi-e branch without its having

goine through the full legislative process and being signed by the President.

Mr. Zagame finds in Title 44 the basis for allowing the JCP to make a decision

affecting the executive branch. The American Law Division of the Congressional

Research Service, Library of Congress, is working on a responsive opinion to JCP's

second draft. Counsel hopes to submit an acceptable revision which eliminiates

the shortcomings that now exist. During the 99th Congress many laws may require

revision as a result of the Chadha decision. Depository libraries should not be

directly affected by Chadha. Indirectly, the privatization of agency publishing

may be evident, but Title 44 clearly states that every publication shall go to

depositories

.

Bernadine Hoduski, JCP Professional Staff Member, displayed a copy of the

long-awaited ALA Government Documents Round Table Cataloging Committee's manual

for interpreting AACR 2, Cataloging Government Publications .

26
AN-v6n2-2/85

A new JCP staff position with a primary responsibility for obtaining agency

publications to be included in the depository program will soon be advertised.

It will not be a GS level position; salary will probably range from $25-35,000,

depending upon the candidate's qualifications. Candidates should have knowledge

of libraries and of government publishing. A JCP panel will review and recommend

a couple of names for final selection.

The Numerical List and Schedule of Volumes will be issued at the conclusion

of each Congress as a supplement to the Monthly Catalog. The new format includes

a number of indexes and a complete cataloging record.

The report of the Ad Hoc Committee on Depository Library Access to Federal

Automated Data Bases is expected to be published in November. After approval

by the JCP's Chair, it will be marketed through GPO's sales program.

The GAO audit of the depository library program is not yet available. A

meeting is schedule soon to discuss its content.

The addition of audiovisual materials to depository distribution is the

next project. Support of the ALA committee which is studying audiovisuals will

be sought, and the number of titles which might be distributed determined.

During the International Federation of Library Association's meeting in

Chicago in Summer 1985, there will be a two-day workshop on documents; it will

be August 17-18, 1985, at the Palmer House.

Ms. Hoduski concluded her update by stating that she had found the last six

months of working with Bill Barrett and Mike DiMario very productive and that a great deal had been accomplished; she thanked them for a job well done.

Information Industry Report

Robert S. Willard, Vice-President, Information Industry Association (IIA)

,

and Peyton Neal , P.R.N. Associates, presented statements of conern from the

Information Industry Association.

Mr. Willard reviewed the growth of micropublishing and the IIA's statement

which was presented at Dan Sawyer's nomination hearing. IIA had proposed establishing

a formal mechanism for industry involvement in decisionmaking. The see the

addition of an IIA member fo the Depository Library Council as a suitable means

of adding industry perspective.

The IIA believes: 1) that the proposed regulatory changes in Title 44

inappropriately widen the definition of printing; 2) that impediments to distribution are being created; and 3) that regulatory change is an inappropriate mechanism

for change, that such changes should be made through law. He noted the availability

of the IIA's policy statement, "Meeting Information Needs inthe New Information

Age." Copies were made available to those present.

Bob Walter asked what definition of printing the IIA would find acceptable.

Mr. Willard stated that they prefer to define the needs of citizens and how to

meet them. When it was pointed out that these needs could range from ink on paper to electronic one-on-one availability, Peyton Neal countered that the

copyright law revision did not define technology.

Peyton Neal expanded on the remarks he made at the Spring 1984 Council meeting

concerning the SPIRIT coalition; it was organized in an effort to ensure that any

policy review preceding revision of Title 44 should utilize private sector resources.

27
I AN-v6n2-2/85

The SPIRIT coalition has kept informed by: 1) asking that the Public Printer

reactivate the Information Industry Advisory Council with the Depository Library

Council chair as an ex officio member; 2) continuing participation in formal

nd informal library and information science community groups impacting library

services; 3) monitoring the activities of the Office of Technology Assessment (OTA)

which is currently assessing the impact of technology on public access to public

information; A) responding to ALA's Lacy Commission report (due in December and

to be discussed at ALA Midwinter) ; and 5) supporting new initiatives encouraging

an OTA workshop on the development of a JCP data base.

The SPIRIT coalition is most interested in a cost-benefit analysis of the ' depository library program and believes more cooperative efforts should be initiated.

Responding to questions, Mr. Neal stated that subsidized electronic

information distribution should be considered in conjunction with the willingness

of investors to commit funds to meet market demand /pot ent ial , and that potential

users should be able to select from a multiplicity of sources.

Federal Publishers Committee Report

Robin A. Atkiss, Director of Publishing and Graphic Services, Department of

Health and Human Services, reported on the activities of the Federal Publishers

Committee which he founded and current chairs. Largely as a result of 0MB

Bulletin 81-16, Atkiss contacted individuals from 25 large .agencies . They now

meet regularly and are recognized by 0MB as an official management organization

under the executive branch. Their goal is to enusre that agencies have competent

and knowledgeable publishers in place. They Identify and address problems with

NTIS, GPO and throgh own agencies through the use of task forces.

Mr. Atkiss estimates that 80% of the Department of Health and Human Service's

publications do not go through GPO. In part this reflects the large amount of

publishing done as a result of grants; grant contracts do not routinely provide

an editor or publishers.

Sandra McAninch pointed out that if federal agency contracts/grants routinely

provided that first copyright privileges remain with the agency, a large hole

in the distribution system could be filled. Mr. DiMario noted that the question

of government publishing is determined by public funding and this is dependent

on the language of the grant.

Committee of the Whole

Creation of a rare documents list was considered. Although such a list

might benefit potential thieves, legitimate concerns for ensuring security for rare items was equally compelling. (See Resolution no. 14)

Sandra McAninch noted that some titles are no longer available on deposit

since they are now defined as cooperative publications. Cooperative publications

are those derived from mixed funds, government and nongovernment; agencies must

request from JCP permission to recover nongovernment funds in order to be selfsustaining. NASA appears to have decided to test Title 44 with its determination

to seel NASA Tech Briefs and memorandums although JCP has directed that they be

included in the depository system.

Council again addressed the proposal for expanding the List of Classes with

"empty" numbers. After considerable discussion a straw vote to expand the List

of Classes failed.

The choice of record format for items selected, card or looseleaf, was addressed. After a brief discussion, the card format was recommended. (See

Resolution no. 16)

28
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The shipping list numbering system was exhaustively discussed. Council

unanimously recommended a sequential, computer compatible system. (See

Resolution no. 13)

An updated List of Superseded Documents has been requested by librarians.

Former Council members from regional libraries prepared the original list.

When Council's proposal that GPO renew and maintain the project was rejected by

GPO, ten persons volunteered to assist on the project; additional help will be

solicited

.

Judy Myers, University of Houston, and Sally McLean, LPS, contributed

substantially to a discussion concerning corrections to the Monthly Catalog . Decisions were made to: 1) correct all errors which have occurred; 2) print

a corrected record in the Monthly Catalog /wRe^ the error changes the printed

record; and 3) produce all corrections in the machine-readable tapes of the

Monthly Catalog. It was also recommended that the 580 field be used for

linking statements. Mr. DiJlario later indicated that cleanup of the tapes will

go forward when the contracting method is resolved.

Content of the Serials Supplement and proposals of LPS elicited lengthy

discussion. Judy Myers contended that GPO is not giving libraries the series

record it promised when first cataloing a representative issue in AACR2 format.

(See Resolution no. 8, 9, and 18.)

Several Council members expressed concern about the level and length of

topic discussion. Should Council function more as a policy-defining body than

in a procedure-defining role? Two topics upon which much time was spent, item

card format and shipping list numbering system, brought up the question. Opinion

was expressed that Council should represent the interests of depositories at both

levels. Perhaps discussion of "picky issues" should be limited in Council meetings

and resolved in smaller groups?

Council adjourned to committees: Committee A, concerned with depository

libraries and librarians and their responsibilities, chaired by Richard Nicoles,

was directed to discuss certification and education of depository librarians,

the GPO biennial survey, and insuring collections. Concerns of Committee B,

chaired by Steven Zink, were GPO operations, sales and acquisitions. Topics

assigned to this committee included the FDDB, Monthly Catalog format, and the

Serials Supplement .

Resolutions

Friday's meeting opened with brief reports from chairs of Committees A and B,

followed by the reading, discussion and voting on resolutions. (Resolutions and

suggested issues for Spring 1985 appear in Administrative Notes , v. 5, no. 14,

p. 7-13, and are a part of this record.)

Resolution no. 1 drew strong response with Julie Copeland, Minneapolis

Public Library, contending that a microfiche Monthly Catalog register will not

accommodate all users and Karlo Mustonen, Utah State University, questioning

the suitability of microfiche for card reproduction.

Concerning Resolution no. 7, Bernadine Hoduski agreed that an independent

analyst could make a needed contribution, since it is unlikely that Congress will

accept the opinion of only JCP and GPO on development of the FDDB.

29
AN-v6n2-2/85

Concerning Resolution no. 8 a discussion arose concerning GPO's definition

of a periodical (a publication produced three or more times per year) and whether

monographic series should be included in the Serials Supplement .

Council members and the audience suggested issues to be discussed at the

Springl985 meeting. Possible dates for the meetint are March 20-22 or 27-29;

possible locations suggested were Albuquerque, Chicago, Phoenix, Salt Lake City,

and San Diego. The Southwest seemed to be favored.

The meeting was adjourned at 11:18 a.m.

Submitted by,

Marian Carroll

Secretary

**************************************************************

30
UNITED STATES SENATE

AN-v6n2-2/85

1985, No. 1

Senate Committee Hearings

Listed in Numerical Sequence

January 1-15, 1985 Page 1 of 3

Number [Title Committee

98TH CONGRESS

Solid Waste Disposal Act Amendments

of 1983

(When this hearing was Isited in the

September-October 1983 listing, it

appeared as issued by the Committee

on Agriculture, Nutrition, and Forestry.

This information is incorrect; the

hearing was published by the Committee

on Environment and Public Works and a correction should be noted on the earlier

list.)

Departments of Commerce, Justice, State,

the Judiciary, and Related Agencies

Appropriations for Fiscal Year 1985

Commencement of Terms of Office of the

President and Members of Congress

United States-Japan Trade:

The $30 Billion Gap

The Free Market Copyright Royalty Act

of 1983

Constitutional Amendment to Restore

Legislative Veto

Interest Rates

Oversight of the Household Goods

Transportation Act of 1980 and the

Bus Regulatory Reform Act of 1982

Discriminatory Taxation on Pipelines

S. 2489, the Small Business Competition

Enhancement Act of 1984; and S. 2434,

a Bill to Amend Section 15 of the

Small Business Act by Requiring the

Assignment of Breakout Procurement

Center Representatives

Environment and Public Works

Appropriations

Judiciary

Foreign Relations

Judiciary

Judiciary

Joint Economic

Commerce, Science, and Transportation

Commerce, Science, and Transportation

Small Business

31
UNITED STATES SENATE

AN-v6n2-2/85

1

Senate Committee Hearings

Listed in Numerical Sequence

January 1-15, 1985 Page 2 of 3

Title Committee

Not yet authorized for printing

Not yet authorized for printing

Not yet authorized for printing

Not yet authorized for printing

Implementation of the Medicare Hospice

Benefit

The Crisis in Medicare: Exploring

the Choices

(Field hearing held in Rock Island, IL)

Oversight of the Motor Carrier Act of 1980

U.S. Steel Industry

Department of Energy Research and

Development Programs--Fiscal Year 1985

Prevention of Drug Abuse Among Youth

Fiscal Year 1985 Budget Authorization of

Immigration and Naturalization Service

Sale of New Hampshire Ball Bearings, Inc.

to the Japan -Based Minebea Company

Magnetohydrodynamics and the National Coal

Science, Technology, and Engineering

Development Acts

Amending the National Historic

Preservation Act; Miscellaneous

Conveyances; Fee Exemptions; and

Assistance to Volunteer Groups

Antarctica

Withdraw and Reserve Certain Public

Lands for Military Purposes

Oversight on International Copyrights

Finance

Aging

Commerce, Science, and Transportation

Finance

Energy and Natural Resources

Governmental Affairs

Judiciary

Armed Services

Energy and Natural Resources

Energy and Natural Resources

Commerce, Science, and Transportation

Energy and Natural Resources

Judiciary

32
UNITED STATES SENATE AN-v6n2-2/85

1985, No. 1

Senate Committee Hearings

Listed in Numerical Sequence

January 1-15, 1985 Page 3 of 3

Number Title Committee

98-1184 The President's 1984 National Urban

Policy Report

98-1185 Shee Atika, Inc.

Joint Economic

Indian Affairs

99TH CONGRESS

No hearings have yet been authorized for

printing in the 99th Congress.

33
UNITED STATES SENATE AN-v6n2-2/85

Senate Committee Prints

Listed in Numerical Sequence

1985, No. 1 January 1-15, 1985 Page 1 of 1

Number Title i Committee

I 98TH CONGRESS

98-249 Legislative Calendar No. 4

(Cumulative Record--Final Edition,

December 31, 1984)

Foreign Relations —-

98-255 Legislative Calendar No. 7 (Final Calendar, December 31, 1984)

Governmental Affairs

* * * * * *

98-264 Preliminary Oversight on the Job

Training Partnership Act

Labor and Human Resources

98-265 Report of the Special Committee

on Nuclear Weapons in the Atlantic

Al 1 iance

Foreign Relations

98-266 Not yet authorized for printing

98-267 Legislative Calendar No. 6

(Final Calendar, December 31, 1984)

Armed Services

98-268 Socioeconomic Regulations and the

Federal Procurement Market

Joint Economic

99TH CONGRESS

99-1* Report on the Staff Review

of Allegations Concerning

Senator Mark 0. Hatfield

Ethics

*For Senate use only; not distributed to depository libraries.

34
UNITED STATES SENATE AN-v6n2-2/85

Senate Committee Prints

Listed in Numerical Sequence

1985, No. 2 January 16-31, 1985 Page 1 of 2 Number Title Committee

98th Congress

98-269 Not yet authorized for printing

98-270 Responses to Request for Comments on Miscellaneous Tariff BillsFinance

98-271 Not yet authorized for printing

98-272 Not yet authorized for printing

98-273 The Effects of Federal Income Tax Policy

on U.S. Agriculture

Joint Economic

98-274 The Economic Evolution of Agriculture Joint Economic

98-275 Not yet authorized for printing

98-276 Not yet authorized for printing

98-277 East-West Technology Transfer:

A Congressional Dialog with the

Reagan Administration

Joint Economic

35
UNITED STATES SENATE

AN-v6n2-2/85

Senate Committee Prints

Listed in Numerical Sequence

1985, No. 2 January 16-31, 1985 Page 2 of 2 Number Title Committee

99th Congress

99-2 Constraining Social Security

Cost-of -Living Adjustments: Background

Budget

36
AN-v6n2-2/85

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