ADMINISTRATIVE NOTES 

 Newsletter of the Federal Depository Library Program

Vol. 17, no. 03 GP 3.16/3-2:17/03 February 1, 1996 

Depository Library Council 

Summary of the Fall 1995 Meeting

October 16 - 18, 1995 

Memphis, Tennessee

Monday 16 October 1995

 Chair, Dan O'Mahony welcomed everyone to the 47th meeting of the Depository Library 

Council to the Public Printer. Chair O'Mahony introduced Dr. Les Pourchiau, Director of the 

University of Memphis Library, who welcomed the participants to Memphis. Dan thanked 

Saundra Williams and the staff of the University of Memphis Library for the Sunday evening 

reception they hosted at the University of Memphis Library. 

 Members of the Depository Library Council and the GPO staff were introduced. Phyllis 

Christenson was unable to attend the Council meeting. GPO participants included Superintendent 

of Documents Wayne Kelley; Director of Library Programs Service Jay Young; Chief, Depository 

Services Sheila McGarr; Chief, Depository Administration Branch Robin Haun-Mohamed; 

Director, Office of Electronic Information Dissemination Services Judy Russell; Electronic 

Transition Staff members Ric Davis, Maggie Parhamovich, and Raeann Dossett; GPO cataloging 

supervisor Betty Jones; and Program Analyst Willie Thompson. Chair O'Mahony introduced 

Public Printer Michael F. DiMario. 

PUBLIC PRINTER MICHAEL F. DiMARIO

 Public Printer DiMario provided an update on activities in Washington that affect the Federal 

Depository Library Program (FDLP). GPO testified at two legislative branch appropriations 

hearings; one in the House and one in the Senate. There is interest in Congress and the White 

House in reducing paper distribution. The House suggested that GPO's budget request of 32 

million be reduced to 16 million. Part of the rationale for the reduction in funding was based on 

the House's feeling that the cost for executive agency printing and the distribution of paper 

products in the Federal Depository Library Program should shift from the Government Printing 

Office to the executive department agencies. The House felt that this would be an encouragement 

for executive agencies to produce more products electronically. There was no indication, however, 

that funds would be allocated to the executive branch for this purpose. 

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 The Senate supported GPO's funding request of 30.3 million dollars. Vice Chairman of the 

JCP Senator Stevens was very supportive of GPO's budget request. At conference, a compromise 

was reached that restored funding to GPO subject to a study (GPO Study) being completed by the 

Superintendent of Documents on the Federal Depository Library Program to be used in 

conjunction with 1997 budget planning. The study should include participation by the legislative 

and executive branches of government. The conference report on the Legislative Branch 

Appropriations Act passed both the House and Senate with the GPO Study language included. 

 Because of problems with the passage of the budget, a continuing resolution was passed by 

Congress that would be in effect through November 13. The Resolution specified that funding 

would be determined by taking an average of the suggested House and Senate levels of funding, 

including a 5% reduction. The Legislative Branch Appropriations Act was submitted to President 

Clinton who, although in essential agreement with the Act, did not feel that Congress should fund 

itself before taking care of other parts of the budget. At this time, Congress probably could not 

override a presidential veto. GPO is currently in limbo. 

 Several other bills affecting GPO have been introduced. During this summer, Representative 

Thomas, chair of the House Oversight Committee, held hearings on the bills with a view toward 

introducing his own legislation. Public Printer DiMario, Betty Turock, President of the American 

Library Association, members of the information industry, and Sally Katzen from the Office of 

Management and Budget were among the participants at the hearing. Mr. Thomas indicated his 

hope that there would be a bill introduced this fall and further hearings would be held. So far 

nothing has happened. 

 The resignation of Senator Packwood has had an impact on GPO because it has changed the 

composition of key legislative committees. Senator Stevens, a champion of the FDLP, has moved 

from Chair of Senate Rules and Administration to Chair the Senate Committee on Governmental 

Affairs. He is no longer a member of the Joint Committee on Printing. Shirley Woodrow of the 

JCP staff has resigned. Senator Warner is now Chairman of Senate Rules and Administration. 

His new staff person is George Cartegena. GPO is working closely with the Senate and House 

staff. 

 Senator Ford and Senator Stevens continue to be supporters of the FDLP. There is more 

division within the House concerning GPO. Ongoing dialogue is continuing with both the House 

and Senate. 

 GPO is pursuing an advocacy role for the FDLP. Congress is the body that should be 

responsible for responding to the information needs of the American public. The testimonial 

letters collected by Council have been useful to GPO. 
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SUPERINTENDENT OF DOCUMENTS WAYNE KELLEY

 The Federal Depository Library Program is at a crossroads. The future of the program is at 

stake and all of us have to step up to the challenge. Deadlines are short and unavoidable. The 

Legislative Appropriations Act requires that GPO submit a plan for a transition to a more 

electronic Federal Depository Library Program by December 1995. Further, the Public Printer is 

directed to conduct a strategic study to identify the measures necessary for a successful transition to 

an electronic program which is due in March 1996. Congress intends that the program move to an 

electronic program. 

 Certain assumptions have to be made: 

 1.The Federal Depository Library Program will be primarily electronic. 

 2.Existing law must be amended to define electronic products as publications and include them 

within the scope of the FDLP. Inclusion should be compulsory, not voluntary. 

 3.The funding available to the FDLP from legislative branch appropriations will not exceed the 

current level. 

 4.These factors will lead to changes in the structure of the FDLP. 

 Council should keep in mind a couple of guiding principles when discussing the current 

challenges: 

 1.Preserve free public access to Federal Government information for the American public. 

Format is less important than ensuring access. 

 2.Don't turn against each other or buy into false assumptions. 

 3.There is a need for a strong central coordinating authority and a need for depository libraries 

acting together as partners committed to public access and a government policy that 

guarantees access. 

 GPO needs Council's active leadership. Participants in the FDLP need to tell Congress what it 

is they want by providing input to the GPO Study Group. 

GPO UPDATE

Jay Young, Director, Library Programs Service 

 Mr. Young extended a welcome to the new Council members. He provided the following 

information concerning the Biennial Survey. To date only 332 or 23.9% of the libraries have 

responded to the Survey. Surveys show that more libraries are keeping in touch electronically. 

Based on the surveys received to date, the following patterns are emerging: 
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 1.As of 1995, 75% of depositories monitor GOVDOC-L. 

 2.302 of 332 depositories have Internet access for staff. 

 3.223 depositories have access to the world wide web (WWW). 

 4.Only two depositories have no plans to acquire access to the Internet. 

 5.22% of depositories do not provide Internet access for the public and 15.6% of depositories 

have no plans to provide Internet access to the public. 

 6.44.5% of those responding have registered for GPO Access. 

 7.19% use another institution's Gateway for access to GPO Access. 

 8.31% of depositories plan to register for GPO Access within the next two years 

 9.10% of depositories have no plans to provide GPO Access. 

 10.48.7% have not registered for GPO Bulletin Board. 

 11.Over 90% of depositories have CD-ROM capability. 

 12.65 libraries do not use CD-ROMs. 

 13.59 libraries use CD-ROMs for more than a half-hour daily. 

 14.8.7% would not retain depository status if materials were distributed through the 

depository program in electronic formats only. 

 Members of the GPO Study Group want depository responses to the Biennial Survey. Mr. 

Young mentioned that this is a top priority and LPS personnel will call libraries if necessary to get 

responses returned. 

 Mr. Young mentioned that the opportunity to affect change is great. Although the GPO Study 

was initiated by Republicans, representatives from all branches of government are meeting around 

the same table. 

 Mr. Young feels we need to think of changes in terminology; terminology for two key elements 

of the FDLP. Information products and services encompasses the terms publications and 

documents and includes electronic and physical electronic materials. Access represents the 

customer and includes distribution and dissemination. Near Line means CD-ROMs or optical 

disks which are accessible from a jukebox housed at a remote site. 

 "Electronic Information Access and Dissemination in the Federal Depository Library Program 

(FDLP)" is a new policy statement on access to electronic information. An Electronic Transition 

Staff has been created to deal with these issues. Ric Davis heads the Transition Staff which 

includes Maggie Parhamovich, Raeann Dossett and Joe Paskoski. 
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ELECTRONIC TRANSITION STAFF UPDATE

Ric Davis 

Head, Electronic Transition Staff 

 Mr. Davis, who is serving as Head of the Electronic Transition Staff in the Library Programs 

Service (LPS), introduced himself and the other members of the Electronic Transition Staff. The 

other members of ETS are Maggie Parhamovich, Raeann Dossett and Joe Paskoski. He 

mentioned that the primary purpose of the ETS is to "identify, assess, and implement information 

technology solutions, as LPS moves towards a more electronically based program". 

 ETS will be developing electronic policies, procedures and documentation that will support the 

mission and organization of LPS. Other tasks include the design, development and 

implementation of "Pathway" services, the coordination of world wide web applications, 

participation in the implementation of the recommendations from the "Report of the Serial Set 

Study Group" (October 7, 1994) and "to determine types of electronic information products and 

services to be maintained for the FDLP at sites operated under the authority of the Superintendent 

of Documents and define requirements for depository library access." 

 ETS has drafted a new policy statement entitled "Electronic Information Access and 

Dissemination in the Federal Depository Library Program." Mr. Davis mentioned that the basic 

tenet of the statement is that Federal information in paper and microfiche formats will be 

increasingly converted into electronic formats. While most of the transition will occur as Federal 

agencies publish their information electronically, the Superintendent of Documents will convert 

paper and microfiche publications to electronic formats when it is feasible and cost-effective to do 

so. 

 The public will receive information in three ways: via physical copies of electronic products 

disseminated to depository libraries; via Internet and dial-up connections, and via "Gateway 

Libraries". It is expected that depository libraries must offer their users access to workstations with 

a graphical user interface, CD-ROM capability and Internet connections. Users should be able to 

access, download and print extensive documents. 

 Mr. Davis mentioned that GPO is "making a commitment to provide for long-term access to 

electronic information at sites under its authority as long as usage warrants." He also mentioned 

that legal responsibility for transferring electronic information for permanent preservation to the 

National Archives is the responsibility of the originating agency. If a Federal agency charges for its 

electronic services, GPO will make every effort to make arrangements for free access through 

depository libraries. 
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NEW ROLES IN THE DEPOSITORY LIBRARY PROGRAM

Maggie Parhamovich 

Internet Specialist, Electronic Transition Staff 

 Ms. Parhamovich, Internet Specialist, Electronic Transition Staff, mentioned that GPO is 

beginning to focus more attention on access to information as opposed to dissemination. The 

development of finding aids for locating Federal Government information on the Internet will 

assist depository libraries as they become electronic centers for access to government information. 

 Pathway Services is being developed by the LPS to assist depository libraries with locating 

government information. 

 It is envisioned that Pathway Services will use advanced indexing, searching and retrieval tools to 

identify, describe and link users to Federal information. Pathway will provide links to Federal 

Internet sites that contain .gov and .mil Internet domain names. In addition, links will be made to 

sites which are operated as official government databases in cooperation with private companies or 

universities. 

 Pathway will provide two methods of linking: an indexer, referred to as Scout, and a category 

approach using Subject Bibliography subject terms. An individual can query Scout, similar to using 

a web index or crawler. Using these two methods provides access to government information by 

specific keywords or by browsing to see what may be available. 

 Pathway Services will also provide narrative information on linked sites. Future plans for 

Pathway Services include the identification of specific documents for long-term access and the 

provision of catalog records for those documents. It probably will be several years before Pathway 

Services is fully implemented since Pathway Services is an ambitious project. 

SCOUT FOR GOVERNMENT INFORMATION ON THE WEB

Raeann Dossett 

Internet Specialist, Electronic Transition Staff 

 Raeann Dossett, Internet Specialist, Electronic Transition Staff, provided information on Scout, 

a "group of Internet tools that will present a web-based interface for searching Federal Government 

information on the Internet". Scout will look similar to already existing web tools, such as Lycos 

and InfoSeek. However, Scout will focus specifically on government information on the Internet. 

 The following will be components of the Scout software: a web crawler or a broker/gatherer 

which will go out on the world wide web and obtain specific information about the content of 

Internet sites. It will obtain information on the content of the documents or files such as 

programming language and directory level information for groups of documents stored in various 

Internet protocols such as FTP, Gopher, WAIS, HTTP. 

 An additional piece of software will filter the information retrieved and create a fielded database. 

 Among the fields created will be titles, URLs, originating agency and keywords. 
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 A database search engine will allow for boolean and natural language queries. Searches can be 

limited to particular fields. Scout will provide an active link to the information resource. It will 

point directly to content rather than just Internet address. 

 Additional fields can be added to the records in the database. Title tracing fields and additional 

keywords can be added manually. A prototype of Scout is running at GPO and it is hoped that the 

system can be beta-tested within the next six weeks. 

DEPOSITORY ADMINISTRATION BRANCH UPDATE

Robin Haun-Mohamed 

Chief, Depository Administration Branch 

 Robin Haun-Mohamed introduced Betty Jones, Chief of Cataloging Section 2 of the Cataloging 

Branch, who will be demonstrating a new prototype Monthly Catalog on CD-ROM this evening. 

Ms. Jones is part of the MOCAT products development team and will be available to answer 

questions on the CD-ROM. Jay Baumgardner, Deputy Director, LPS, retired from GPO effective 

September 30, 1995. He was instrumental in helping to clear up the microfiche backlog. Since 

1993 the DAB has lost three staff members who classified publications and two library technician 

positions. The procedures for identifying and acquiring publications has changed as GPO moves 

to a more electronically-based program. 

 In FY 1995, there was an increase in the distribution of paper and electronic publications, while 

the distribution of microfiche titles has remained consistent. The increase in paper and electronic 

distribution may be attributed to the identification and location of fugitive documents. 

 Beginning with Shipping Lists created after October 1, 1995, paper shipping lists contain the 

notation P; separates contain the notation S; electronic products are noted by an E; and microfiche 

shipping lists contain the notation M. The first set of requirements for Phase II of the ACSIS 

online system specify requirements for the online preparation of shipping lists with the ability to 

transfer the Shipping Lists to the Federal Bulletin Board on a regular basis. Shipping Lists 

produced on or after September 1, 1995 are available on the U.S. Fax Watch Service. The DOE, 

DMA and USGS shipments are not currently available through this service. 

 LPS has been connected to the Internet for e-mail since April, 1994. Please include your 

depository number and e-mail address in the body of the message when e-mailing LPS. LPS also 

subscribes to the GOVDOC-L listserv. 

 Depository Administration Branch staff are working on the GPO Study. Ms. Haun-Mohamed 

has been assigned to the following four tasks: Serial set, the Bill Service, publications not 

traditionally included in the FDLP, and publications that were included in the FDLP in the past, 

but are now only available online via a fee-based service. She is working with Steve Hayes, Susan 

Dow, and Debora Cheney on a review of the SOD policy for electronic resources. 

 Work on breaking out item numbers is continuing, focusing on the "List of Classes" database for 

inconsistencies and clean-up. There has been a change in the policy regarding duplicate SuDocs 

number inquiries on pre-1976 publication. LPS is no longer able to research duplicate SuDocs 
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numbers for publications unless a requesting library feels that it is crucial that the inquiry be 

researched. Pre-1976 requests have been returned to the requesting library. 

 Ms. Haun-Mohamed provided the following statistics on electronic item selections. The GPO 

WAIS server has 549 libraries selecting the Congressional Record; 552 libraries selecting the 

Congressional Bills; 558 libraries selecting the Federal Register; 488 libraries selecting the GAO 

reports online and 341 libraries selecting the Federal Bulletin Board. 490 libraries have signed up 

for access to STAT-USA. If you have been unsuccessful in registering for STAT-USA and have 

not received confirmation of your authorization number please contact Robin. 

 The "List of Classes" will, in the future, be available on the GPO FTP site. The List will be 

updated monthly. 

 GPO participated in a focus group organized by the Bureau of the Census to discuss the 

information needs of the library community when information is available mostly in an electronic 

format. The Census Bureau's Data Access and Dissemination System (DADS) is a database that 

will replace many printed Census publications. Although Census anticipates charging for access to 

the database, they want to ensure that the public can access the database, and free access through a 

Federal depository library may be a method used to ensure public access. 

 Ms. Haun-Mohamed has met with staff from the House Documents Room to explain the 

depository library item selection procedure and the location of libraries selecting House and 

Senate reports and publications. 

 Ms. Haun-Mohamed requested Council's advice on whether or not a "congressional" or priority 

box was still needed. This box contains congressional publications and other "hot" publications 

and is given priority for classification and shipping list preparation. These boxes are generally 

shipped within 72 hours of receipt. 

 The contractor for the Bound Congressional Record in microfiche, Information Resources 

Incorporated, is in default on the contract. The new contractor is B&B Information and Image 

Management. 

 Audience Discussion: Census focus group members also included Diane Garner, Chair of 

GODORT, Anne Watts, St. Louis Public Library and Dan O'Mahony, Chair, Depository Library 

Council, who represented the perspective of the user community. This input will assist the Bureau 

of the Census in the planning process for the DADS system. 
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OFFICE OF ELECTRONIC INFORMATION DISSEMINATION SERVICES 

Judy Russell, Director 

 Ms. Russell began her presentation by thanking the staff at the University of Memphis Library 

for providing a location for demonstrating the GPO Access system. 

 File Transfer Protocol (FTP) access to files on the Federal Bulletin Board should be available 

sometime in early November. The separate FTP site that GPO has been maintaining will be shut 

down and all files will be transferred to the Federal Bulletin Board. Now is the time to revisit the 

Federal Bulletin Board and consider registering if you have not already done so. Some materials 

on the Federal Bulletin Board are unique. For instance, the Environmental Protection Agency will 

be loading some materials on the Federal Bulletin Board that used to be available in the Federal 

Register. A notice will be placed in the Federal Register directing readers to the Federal Bulletin 

Board. 

 GPO has been assisting Federal agencies with their GILS activities. The Privacy Act database, 

compiled by the Office of the Federal Register, is being added to the WAIS server as an online 

database. The Office of Management and Budget is requiring that the Office of the Federal 

Register create GILS records for their Privacy Act database. These records will be mounted on 

the GPO server and all of the Privacy Records will be in one place. 

 GPO has made presentations to the Small Agency Council and non-cabinet level organizations. 

Seventy-two agencies have signed up to have GPO production staff produce GILS records for 

mounting on the GPO WAIS server. The records will be accessible through Pathway Services. 

This activity benefits the agency as well as GPO since GPO is able to recover some costs for its 

unfunded mandated Locator service. 

 GPO is continuing to develop its world wide web pages. GPO is creating an online order form. 

 When a customer selects an item from the GPO subscription catalog or from the Subject 

Bibliographies series, a partially filled-in form with the necessary information is available to the 

customer. 

 By the first of November, GPO should have received the entire Office of Technology 

Assessment (OTA) web site. These records will be loaded on the GPO server. OTA will be 

preparing a CD-ROM continuing all their reports for distribution to depository libraries and for 

the GPO Sales Program. GPO is working with the Center for Electronic Records at the National 

Archives and Records Administration (NARA) to handle permanent storage of some OTA 

records and for long-term access to the records through the GPO web site. GPO has been 

offering its service for the development of web pages for other Federal agencies; primarily for 

mounting on the GPO web server. GPO is working with Federal agencies to maintain sponsored 

databases, such as its arrangement with the General Accounting Office. 

 In connection with the GPO Study, a survey is being conducted to determine what Federal 

agencies have produced in CD-ROM format over the past several years. The results of the survey 

can be matched with what has been disseminated through the FDLP to determine fugitive CDROMs and the reasons why Federal agencies do not make their CD-ROM products available for 

depository distribution. 
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 New databases have been loaded on GPO Access. They include House and Senate documents 

and reports, Economic Indicators, Congressional Directory, and House and Senate Calendars. 

House and Senate Calendars will contain only the current day's calendar. Bill information in the 

calendars is cumulative. At end of a Congress, a cumulative edition will be added and all 

cumulative editions will be available. 

 Audience Discussion: Audience members requested clarification on the proposal to include 

only the current day's calendar on GPO Access. Judy responded that the Monday edition could 

be placed on the Federal Bulletin Board and that GPO could ask that a historical file of Monday 

editions be retained, however this will have financial impacts. A positive development is that users 

will have access to the House and Senate calendars on the same day that the calendar covers rather 

than several weeks later. 

 An updated GPO Access User's Manual is in the final stages and should go for printing during 

the first week of November. It will be issued in looseleaf format for easier updating. New 

gateways are being added for GPO Access. 

 The contract for the Phase II software for GPO Access will be awarded within the next 4 to 6 

weeks. Once the contract is awarded the contractor has 90-120 days to deliver the software 

interface. The Phase II software will use the same user interface for CD-ROM and online 

products and will primarily access SGML databases. A prototype should be ready for 

demonstration by the Spring Council meeting. 

COUNCIL BUSINESS 

 Jan Fryer, University of Iowa Libraries, was elected Assistant Chair/Chair-Elect. The following 

cities were suggested for the Fall 1996 meeting of Council: Cincinnati, Denver/Boulder, Ft. 

Lauderdale, Milwaukee, Salt Lake City, Dallas/Fort Worth, Kansas City, Anchorage, Honolulu, 

and Guam. 

 There was no report from Ad Hoc Committee on Regional Restructuring. The Ad Hoc 

Committee will be working with the Council's Guidelines Working Group. 

MONTHLY CATALOG WORK GROUP 

Cindy Etkin, Depository Library Council 

 There will be a demonstration by Betty Jones, GPO Cataloging Section Chief, of the prototype 

Monthly Catalog CD-ROM Monday evening. Everyone is invited to attend. 
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TESTIMONIALS PROJECT

Cindy Etkin, Depository Library Council 

 Cindy Etkin reported on the status of the Testimonials Project. She expressed appreciation to 

those who solicited letters. Additional letters can now be sent to Susan Dow, Council Secretary. 

The pamphlet, developed by the Testimonials Working Group which was distributed at the Spring 

meeting of Council will be distributed to depository libraries. A reproducible edition will also be 

sent. A compilation of most of the letters has been compiled in a document entitled, "Fulfilling 

Madison's Dream". The compilation contains a subject index. A history and the purpose of the 

FDLP is also included. Council members have copies of the final draft. Copies of the document 

will be distributed to depository libraries. 

COUNCIL ARCHIVAL DOCUMENTS

 John Phillips, University of Oklahoma, has been working for several years obtaining various 

documents created by the Depository Library Council. The University of Oklahoma has agreed to 

provide access to this material on the University's web site. John distributed handouts which 

showed the look of the web page, its address and its contents. Council thanked John for his hard 

work. 

 Audience Discussion: E. Christian mentioned that wording in the GPO Policy Document 

statement, SOD-E, draft October 11th, under Application, Section 3, which refers to GPO's 

relationship with GILS, (Government Information Locator Service), should refer to Pathway 

Services as a component of GILS so that it is understood that the government is not developing 

two locator systems. 

 A concern was expressed that Gateway Libraries were not notified in advance when GPO added 

several new databases to GPO Access. Gateways need advance warning so they can work on 

programming their systems for access. 

 L. Kennedy asked for clarification on the item number selection process. The practice of 

adding item numbers to existing item numbers is still problematic for many libraries. 

 A question was raised about what is in the GPO Sales Program and what is sent to depository 

libraries. The purchase of multiple copies of depository publications may not be possible if it is 

felt by the Sales Program that the item would not result in many sales. 

 Many participants expressed the desire that GPO indicate in its cataloging records when a 

depository item stops distribution in a paper/microfiche format and is converted to an electronic 

format. The cataloging record should provide links between the paper/microfiche edition and an 

electronic edition. It was suggested that GPO provide cataloging entries for individual titles located 

on CD-ROMs. If GPO intends to provide long-term access to a document then GPO will provide 

a catalog-like record. NARA has created a manual on how to create GILS records. 
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REVISION OF SOD 13 WORK GROUP 

Steve Hayes, Chair 

 Jay Young provided an outline on the development of Superintendent of Documents (SOD) 

Policy Statements. SOD Policy Statements deal with scope, application, and policy. The 

applications of a SOD Policy Statement are usually procedural in character and are incorporated 

into documents called Office Procedures. Office Procedures often cross branches of GPO and 

are detailed. Desk Instructions are used to instruct personnel. SOD 13 was an unusual document 

because it included much of what would be included in Desk Instructions. 

 The recommendation from the SOD 13 Working Group of Council is to accept the "Draft 

Electronic Policy Statement" as an overall policy document. Much of the detail, such as what was 

in SOD #13 has been drafted by the Working Group and it is envisioned that some of the details 

will be incorporated in the Office Procedures and Desk Instructions. 

 The need still exists for a migration plan for the conversion of paper/microfiche formats to 

electronic formats although many of the elements of a migration plan were included in the original 

draft developed by the Council Working Group. There was concern expressed about some of the 

basic philosophy behind the draft policy statement supplied by GPO. One concern was that the 

FDLP was to become primarily an electronic depository program. 

 As implementation plans are developed to carry out the draft Electronic Policy statement, it 

might be necessary to revise Title 44. It will be necessary to speak with Federal agencies about 

their plans for agency publications and about the most cost-effective methods of disseminating their 

electronic information through the FDLP. It might also be possible to change some microfiche 

products to electronic products. 

 D. Clemmer felt that the issue of preservation needs to be clearer. He feels that in reality most 

of the responsibility of preservation and archiving will fall to libraries. GPO feels that the 

responsibility for long-term storage and preservation of electronic materials falls to the originating 

agency. Perhaps GPO could work with NARA to see that the originating agency transfers 

materials to NARA. GPO cannot enforce the transfer of the materials. Audience members 

expressed concern that there is a difference between long-term storage, and long-term access. 

These issues need to be addressed in the draft electronic policy statement. 

 Clarification is needed about the phrase, "access, download and print" at no charge. J. Young 

mentioned that depository libraries have to provide free access, not necessarily free printing. 

There was a question as to whether or not a library would have to provide access to a site because 

it is linked under Pathway Services. If so, this does not provide depositories with the option of 

selecting those sites most useful to their clientele. J. Young mentioned that in a paper depository 

an act of selection is needed. At this time, Title 44 would need to be revised if depository libraries 

were required to provide access to sites linked by Pathway Services. 

 There was concern that the move towards an electronic depository library system would cause 

problems for those depository libraries that do not have the resources to provide electronic access. 

 These libraries and the public they serve should be considered. 
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GUIDELINES FOR THE FEDERAL DEPOSITORY LIBRARY PROGRAM, AS 

ADOPTED BY THE DEPOSITORY LIBRARY COUNCIL TO THE PUBLIC PRINTER 

Jan Fryer, Chair 

 The Working Group was charged with revising the Guidelines to incorporate electronic 

products and services and to provide a vision for improving depository library service and 

standards to reflect the dynamics of a changing information infrastructure. The goal was to 

produce outcome based Guidelines rather than descriptive guidelines. 

 1,380 depository libraries received copies of the Draft Guidelines. The draft was also available 

on GOVDOC-L and Law-Lib. There were 31 responses to the call for comments. Most 

comments focused on Section 2, "Superintendent of Documents, U.S. Government Printing 

Office" responsibilities. Many comments were also received on Guideline 7.8, which reads as 

follows: "Appropriate hardware should be provided for public users accessing CD-ROMs and online databases available through the Federal Depository Library Program. This hardware should 

include CD-ROM players, printers, and computer terminals capable of providing Internet access 

to government textual and world wide web sites." Many people felt that software should be added 

after "hardware" in the first sentence of the Guideline. Discomfort with using electronic products 

was also expressed. 

 Audience Discussion: Comments included the need to define services provided to remote 

users, especially in the electronic environment; incorporation of Americans with Disabilities Act 

requirements for depository library access; questioning the need for basic collection requirements; 

and concerns about the provision of ILL services from regional libraries (Guideline 10.2). The 

Guideline for the replacement of lost materials was discussed. 

 The role of the regional in providing electronic information was discussed. The intention was 

that if a selective library in an area did not have access to the Internet, the regional for that area 

would assist the selective depository. Concern was also expressed about the length of the 

document and whether or not the Guidelines adequately reflected the emerging electronic 

environment. Some felt that perhaps the Guidelines would be short-lived and that more emphasis 

should be placed on developing Guidelines for the electronic depository library scenario. 

 GPO needs to provide more training for electronic products, not just GPO Access. The 

Guidelines should be re-written to be more expansive and include all types of electronic 

information products and services. 

 The Working Group will review the comments, re-work the Guidelines document, and submit it 

to Council for consideration for adoption. If Council approves the document, it will be sent to the 

Public Printer. 

ELECTRONIC PRESERVATION AND ARCHIVING ISSUES COMMITTEE

"PRESERVING DIGITAL INFORMATION FOR FUTURE USERS"

Dan Clemmer, Chair 
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 Librarians and those who preserve information are concerned about the future accessibility of 

information in digital formats; generally the producers of digital information are not. Money, 

expertise and personnel can stop the deterioration of paper-based information and preserve that 

information indefinitely. Information in paper format is readable without the use of technological 

devices. Preserving usable digital information presents different problems. Hardware and 

software changes, and unless steps are taken to convert electronic information to successive 

migrations of hardware and software, the information will be lost. Who will take on the 

responsibility of preserving digital data? Most depository libraries and the GPO do not have the 

resources to perform this function. The Center for Electronic Records at the NARA can preserve 

digital data. However, not all electronic data makes its way to NARA. 

 There are several questions that need to be addressed at this meeting of Council. 

 1.How can we assure that all agencies will send their electronic data to GPO or Archives? 

Council might aid in the drafting of legislation. 

 2.Council might work on preservation language to be included in agreements between agencies 

and libraries. The long-term preservation of the data must be included in the agreement. 

 3.GPO does not believe that it has a long-term preservation role, but it might have a short-term 

role if it needs to refresh data and migrate it to other platforms and software before it goes 

to the National Archives. 

 4.How can the Archives assure access to enhanced data formats? Archives now asks agencies 

for electronic data in ASCII format which may not be useful for some applications. What 

about spreadsheet applications? 

 5.Can the Archives provide access to all government data forever? 

 6.GPO is looking at several official storage facilities rather than just one. 

 7.How will continually updated databases be preserved? How will the Archives handle 

electronic supplements? 

 8.Is there a role for libraries in the preservation of government information? 

 Audience Discussion: A member of the audience expressed the need for redundancy in 

preservation. There is a need for access as well as preservation. Concern was also expressed 

about the criteria used when making decisions as to what should be preserved. More attention is 

being focused on the issue of preservation of data. The Commission on Preservation and Access 

and the Research Libraries Group have authored a white paper entitled "Preserving Digital 

Information" which deals with all digital information including governmental information. 

 Responses to the Spring 1995 Council recommendations have been received. A discussion was 

held on the possibility of converting the Code of Federal Regulations to electronic dissemination 

only. The concern revolved around being able to capture information for any particular time 
AN-v17-#03-2/1/96 

15

period. For instance, would it be possible to capture the regulations in effect as of a certain date. 

Perhaps the Code of Federal Regulations is a title that should always be available in paper format. 

The agencies issuing the publications often want the information available in a paper format. The 

authentication of legal materials in electronic formats and what is considered official was discussed. 

 The revised SOD electronic policy statement appears to indicate that decisions on whether or 

not to convert an item to electronic format will be made based on cost considerations rather than 

primarily on the item's information content. A suggestion was made that Council develop a list of 

documents that will never be converted to an electronic format. The SOD 13 Working Group 

included classes, or types of information that should remain in paper/microfiche format in its 

preliminary discussions. 

 It was felt that the low return rate for the "Biennial Survey" may be due to the last question which 

asks if your library would remain a depository library if the program were to change to an all 

electronic program in two years. Depository librarians are having trouble answering this question. 

S. McGarr stated that the purpose of the question was to assess general trends by type of libraries. 

No library will be dropped from the FDLP by answering yes. Reasons why libraries answer no to 

this question should be explored. The concerns of depositories could be channeled back to the 

Congressional representatives so that they are aware of the problems depository libraries face in 

providing electronic access to government information. 

 It may be necessary for the Federal Government to help some libraries obtain computer 

hardware so that government information can be provided to the disenfranchised. 

 What is the purpose of depository libraries in an electronic environment? It is especially 

important to answer this question since libraries may be able to provide direct access to electronic 

information without participating in the FDLP. It was suggested that depository librarians can aid 

those segments of the population unable to access Federal Government information. 

FDLP STATISTICAL MEASUREMENT COMMITTEE

 There is a need to gather information on the FDLP. Is there a way that we can help libraries 

who may find they do not have the resources to participate in an electronic Depository Library 

Program? Council had a joint meeting with the ALA-GODORT Statistical Measurement 

Committee at the annual meeting of ALA to see if the resources of both groups could be pooled. 

There is interest in updating the survey of users of depository libraries, but the ALA-GODORT 

Statistics Measurement Committee is in the process of disbanding. It was thought that an Ad Hoc 

Committee of Depository Library Council would be a better approach. 

 FDLP has many statistics on input measures, less on output measures. It is important to 

determine how information is used. Baseline surveys in various areas, such as the survey done last 

year on the technical capabilities of depository libraries, are needed. Updated statistics on the 

users of depositories that can be used in public relations efforts and when contracting Congress 

would be useful. 
AN-v17-#03-2/1/96 

16

 Council will look at charging an Ad Hoc Group with looking at the issues discussed. If anyone 

is interested or has expertise in this area, please contact the Chair of Council. 

Tuesday, 17 October 1995

 Chair O'Mahony called the meeting to order at 9:15 a.m. After explaining the logistics for 

dividing up the audience into one of three study areas: legislative issues, library issues and GPO 

issues, a brief outline of the GPO Study process was given by Wayne Kelley, Chair of the GPO 

Study Committee. 

GPO STUDY GROUP 

Wayne Kelley, Chair 

 The GPO Study Group was set up under requirements of the 1996 Legislative Branch 

Appropriations Act. The Study Group was charged by Public Printer DiMario with focusing on 

the FDLP and the transition to an electronic environment. The Group includes an unusual mix of 

people, including 8 to 10 legislative committee staffers who are actively following the work of the 

Group. The beginning of the process was a "tug-of-war" with the staffers wishing to control the 

study. 

 When the GPO appropriations request was cut in half by the House Appropriations 

Committee, GPO was directed to spend no money except for electronic dissemination. This 

meant no paper or microfiche distribution. The purpose was to encourage the Executive Branch 

to produce materials electronically by mandating that paper production costs would be borne by 

the Federal agency. However, Congress did not appropriate any monies to the Executive branch 

agencies to carry this out. A quick transition from paper to electronic dissemination was not going 

to happen and the result would be a mass exodus of materials from the FDLP. 

 The Senate was more sympathetic and funding was restored with a study requested. The GPO 

study will, "identify the measures that are necessary to insure a successful transition to a more 

electronically-based program". In the conference committee, the monies were restored to GPO's 

budget with added language from the House side stating, "that the GPO is to assure substantial 

progress toward the maximum use of electronic dissemination technologies by all the partners, 

agencies and other entities of the Government with respect to the Depository Library Program and 

information dissemination generally." 

 The Assumptions discussed yesterday are based on the clear intent of Congress to move the 

program to electronics. It is in the best interest of all who care about the FDLP to assert some 

leadership about how the transition will occur. The full picture includes not only the realization 

that Congress is cutting budgets but also a realization that information is power. In the traditional 

model, depository librarians are custodians of the information they receive; now information is 

available on web sites. Librarians must ensure that government information is available for the 

public. 
AN-v17-#03-2/1/96 

17

 M. DiMario stated that the reality is that the program will be electronic and we need to move 

our focus away from paper-based distribution to electronic dissemination mechanisms. 

GPO WORKING GROUP

Judy Russell, Chair 

 The language of the House and Senate reports are different. GPO's 1997 budget will be based 

on the transition to an electronic environment. If a transition plan is submitted with the GPO 

1997 budget request showing how the program will progress to electronics, there may be more of a 

chance to influence the process rather than having the decisions taken away from GPO. 

 An incredible opportunity exists to inform and educate members of the Congressional staffs on 

the nature of GPO because so many staffers are participating in the GPO Study. GPO proposed 

that the following structure be employed for the Study. A Working Group comprised of members 

of the publishing agencies, GPO, the depository community, and the National Archives was 

proposed. At the request of the Legislative committees, staffers were placed on the Study Group 

along with representatives from OMB and the Congressional Research Service. A representative 

from the Administrative Office of the U.S. Courts was also placed on the Working Group. Julia 

Wallace, on sabbatical from University of Minnesota, was placed on the Working Group as a 

representative of the depository library community. An Advisory Group composed of 

representatives from CENDI, the National Commission on Libraries, the National Governors 

Association, the Depository Library Council and representatives from the major library 

associations has been created. A coalition of representatives from the major library associations 

has been formed as a channel for communicating information back to the Associations' members. 

 The real issue in the GPO Study is public access. It seems that there is a strong commitment to 

the FDLP on the part of the legislative staffers. No one is saying that there shouldn't be a FDLP 

but that the Program does need to be looked at. 

 A number of discrete tasks were developed. A handout is available that lists the tasks and the 

progress made to date on each task. Each task is a mini study in itself. The GPO Study is on a 

fast track since a strategic plan is needed when GPO submits its 1997 budget request. Funding for 

a technical assistance grant was requested so that GPO could obtain some quick data collection 

and analysis. The JCP asked that any grant funding be deferred until GPO is more sure of what 

data it would like collected. Julia Wallace is looking for any documents that depositories may have 

compiled that might shed light on the cost and problems of providing public access to government 

information. 

 CRS has been asked to identify all the laws and policies that relate to information dissemination 

no matter how narrow or broad. This provides an opportunity to identify where changes in the law 

may be needed to improve the FDLP. (Study Task 2) 

 A survey of all the CD-ROM titles that are published by Federal agencies is being undertaken 

with the cooperation of the Office of Management and Budget. The reasons for not sending CDROMs through GPO for the FDLP will be investigated. The Group is also looking at the Report 

of the Serial Set Working Group. 
AN-v17-#03-2/1/96 

18

 The results of today's group discussions will provide input for the GPO Study and will also 

provide input to Council for its recommendations. The basic ground rule for the group 

discussions is the assumption that the FDLP will be primarily an electronic 

program. 

LEGISLATIVE/LEGAL GROUP REPORT OF ACTIVITIES

Linda Kennedy, Group Leader 

 1.Are the exemptions from depository publication eligibility presently in Title 44 U.S.C. still 

appropriate and should they apply to electronic information? 

 There was consensus that the agencies should not determine what publications are "strictly 

administrative or operational" because agencies define these provisions broadly thereby limiting 

distribution of information. The burden of proof for not supplying a publication should fall on the 

agency. 

 Publications that fall under security classification exemptions should not be in FDLP. These 

classifications should, however, be correctly applied. Information should be in useable formats. 

 "Cooperative publication" should be eliminated as an exemption although it is understood that 

this is a complex issue. 

 2.Should agencies be required or permitted to charge user fees for information developed at 

public expense? Are there barriers to access and usage associated with cost-recovery 

mechanisms? 

 Agencies should be permitted, but not required, to charge user fees for the public. However, 

information should be available for free in depository libraries. If software licensing is necessary, 

the agency should take that into account when developing the electronic product. 

 3.Who should pay for depository CD-ROMs or other electronic information products and 

services not produced through GPO? 

 The agencies producing the CD-ROM should pay for the CD-ROM. The major cost of the 

CD-ROM is in the development of the CD-ROM. The distribution of depository copies is not felt 

to be that expensive. 

 4.Should the current structure of selective and regional depositories be changed to reflect open 

access to electronic information? If so, how? 

 The current structure of FDLP is essential in the transition period. When everyone is directly 

connected to the electronic network, the current structure may be less important. In the future the 

commercial sector may be running the Internet and there may be substantial charges involved in 

using the Internet so the FDLP may become more important. 
AN-v17-#03-2/1/96 

19

 Political realities dictate that it is important that the structure of the FDLP be based on 

congressional districts. However, the number of libraries that could be participants in an electronic 

FDLP could increase as it would not substantially raise the cost of the program. The issue of 

connectivity to the Internet remains a concern. 

 5. What are the responsibilities of depository libraries, issuing agencies, GPO, the National 

Archives, and/or other partners in preserving electronic government information? 

 The key issue is preservation and long-term access to information. Libraries have traditionally 

had physical custody of materials; the situation with electronic information is much different. 

There are consortium models within the library community that could serve as models for the 

preservation of Federal Government information. 

 NARA should be given the authority and the appropriations for permanent preservation and, to 

the extent possible, for access. Federal agencies also have responsibilities for developing plans for 

long-term access to information when they design an electronic information product. 

 6. How can users determine if they have "official" information? Can or should electronic 

information be authenticated? 

 It was felt that information should be authenticated. 

LIBRARY ISSUES GROUP REPORT OF ACTIVITIES

Jan Fryer, Group Leader 

 1.How will depository libraries cope with the following administrative, service, and cost burdens 

that will likely accompany an increasingly electronic FDLP: technology, human resources, 

local printing expenses, reader services, and loss of selectivity and control? 

 2.If electronic information is "free" over the Internet, what would motivate a library to become or 

continue as a depository? 

 3.What are depository library obligations when the Superintendent of Documents (SOD) points 

to information freely accessible at Federal activity sites? 

 The Study Group addressed questions 1 and 2, but did not have time to address the third 

question. Libraries are finding that they must rely more heavily on other units on their campus or 

in their organizations to help with the technology necessary to maintain access to online services. 

This reliance can cause difficulties because these units often have multiple constituencies to serve. 

Librarians are being asked to learn and to perform technical skills which have not traditionally 

been part of the practice of librarianship. 

 The need to acquire more computer hardware because of the growth of CD-ROM and online 

sources may force some libraries to have to make decisions about restricting access in order to 

serve the needs of their primary clientele. 
AN-v17-#03-2/1/96 

20

 It would be advantageous if GPO could provide standardized software for government 

information products. Common software interfaces would make it easier for the public to learn, 

and for librarians to instruct the public in the use of electronic products. 

 The issue of training was discussed. It would be beneficial if GPO could put effort into training 

both depository librarians and agency publishers about accessing government information. More 

documentation for government produced CD-ROMs and online services would be appreciated. 

 There is a need for better ways to measure the time spent dealing with electronic products, 

especially when it appears that personnel may have to be reassigned to deal with the increasing 

demands of an electronic environment. 

 Loss of selectivity in an online electronic environment was not seen as a major problem, 

although some smaller depository libraries did see lack of selectivity as a potential problem. 

 Depositories are concerned about the issue of printing from online services and CD-ROMs. 

Does access mean providing a hard copy, if requested? Some felt that providing access to the 

information was sufficient and that there was a parallel situation as most libraries do not pay for 

photocopies when a patron wants a copy for their own use. 

 Multiple passwords for popular online services, such as STAT-USA would be desirable. It was 

determined that most libraries are not interested in providing e-mail services for their users. 

 Although there are challenges for depositories in migrating to an electronic depository program, 

most current depositories wish to remain depositories. 

GPO ISSUES GROUP REPORT OF ACTIVITIES

Cindy Etkin, Group Leader 

 1.What is the role of the SOD with respect to electronic information freely accessible at other 

Federal activity sites? 

 2.What arrangements can or should GPO make to obtain free access for depositories when an 

agency or its non-government agent charges fees? 

 3.What are appropriate criteria for converting paper products for direct electronic access or to 

physical electronic format? What should be the mix of media formats and what types of 

files should be available? 

 4.What should be the modes for direct electronic access to information storage and retrieval 

sites? 

 5.What criteria should be used to determine the availability and method of delivery of electronic 

files at SOD sites? 
AN-v17-#03-2/1/96 

21

 6.What is the responsibility of GPO/FDLP in providing access to electronic files not 

immediately available online? 

 The underlying philosophy of the FDLP should remain, and decisions in an electronic 

environment should continue to be, based on providing free public access to government 

information. The GPO has a definite role to play in making electronic information freely 

accessible at other Federal activity sites to depository libraries. Interagency agreements for 

providing information should be developed between GPO and the producing agency. These 

agreements should provide for depository access and include provisions for preservation of the 

information. 

 It is necessary to identify what the user community really needs and GPO should concentrate on 

obtaining access to that information. 

 GPO should pay access charges for depository library access when an agency charges for access 

to its electronic services. 

 The appropriate criteria for converting paper/fiche to electronic formats should be based on 

what the user needs. User needs and usability should be the major issue before an item is 

converted to an electronic format. Cost savings cannot be the only rationale for conversion. A 

common software would be useful. 

 There will be a need for multiple modes of access to electronic storage and retrieval sites. 

Depository libraries have varying technological abilities. In some cases, depository libraries may 

not be able to access the Internet because the infrastructure is not present to do so. In these cases, 

alternative methods of accessing information will be necessary. Regionals, with support from 

GPO, could serve as gateways for selective libraries. 

 Once Pathway Services points to an agency site, GPO should enter into a contractual agreement 

with the producing agency to provide for continued access to the data. Various methods of 

delivering electronic files located at SOD sites should be explored. GPO already uses protocols 

such as FTP, the Federal Board, the WWW and the WAIS server. 

 It was felt that GPO should provide a bibliographic record of electronic information that 

includes how the data can be retrieved. It might be possible to create a CD-ROM of information 

when the information is no longer available online. 

 Depository libraries should inform GPO when they undertake any arrangements to preserve 

government information. GPO could make this information available to other depository 

libraries. 

 NOTE: For a more in-depth report on the Study Groups, please consult "Report of the 

Depository Library Council to the Executive Working Group of the Study to Identify Measures 

Necessary for a Successful Transition to a More Electronically Based Federal Depository Library 

Program," reprinted in Administrative Notes, v. 16. no. 16, December 5, 1995. 

 
AN-v17-#03-2/1/96 

22

 Council/Audience Discussion: Federal agencies usually do not produce electronic products for 

public usage. Since GPO distributes what it receives, it is not always the most user-friendly 

product. Once GPO is aware of potential problems, they may be able to let the agency know. It is 

up to depository libraries to inform GPO and the producing agency of user problems. If 

depository libraries are not the primary users of the product, is it reasonable to expect that the 

agency will resolve the problems? 

 What is the difference between in-house production of library guides for commercial CDROMs and the need for depository libraries to produce in-house guides for government CDROMs? There is a level of customization that needs to be done in-house, especially for GPO 

Access, since individual depositories have different systems. This points out a need for guides and 

finding aids on multiple levels. 

 Have members of the GPO Study Group actually visited a depository library to see how 

electronic information is handled in the real world? Judy Russell mentioned that this might be 

difficult but would be useful. 

 With the emergence of an electronic environment, what incentives are there for libraries to 

continue to be depository libraries? Incentives may not be any different than those of a paper 

environment. Even with current regulations, there are still libraries that are committed to 

providing access to government information. 

SERVING THE PUBLIC IN AN ELECTRONIC FDLP

Anne Watts, Facilitator 

 What is an information have-not? What happens when the information-haves become the 

information have-nots because the information is no longer available? Information haves may 

have the intelligence and economic means but need depository librarians to locate and organize 

information. Depository libraries have a broad vision. Librarians are frequently the advocates for 

the public. 

 The electronic environment will require more direct work with patrons and a reorganization of 

work responsibilities. In order to make this interaction easier, a suggestion was made that GPO try 

to encourage agencies to use uniform software. GPO can make suggestions but it cannot coerce an 

agency into using any particular software. It might be more advantageous to focus on standards, 

such as Z 39.50, and SGML which all agencies should use. Depository librarians can also provide 

suggestions to GPO and the producing agency for improvements. GPO will be providing 

specialized training for Federal agencies. They will also shortly attempt to provide a GILS 

compliance record for each of the top thirty Federal agency sites and place these records on the 

their WAIS server. 

 Many in the audience felt that the "Minimum Technical Guidelines for Depository Libraries" 

should be a requirement for participation in the FDLP. It was suggested that GPO write a letter to 

depository library directors about the need for minimum technical guidelines. 
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23

MANAGING ON-SITE AND REMOTE ACCESS TO MULTI-MEDIA INFORMATION 

SOURCES 

Steve Hayes, Facilitator 

 Depository libraries were asked what they want and/or need in the electronic environment. 

Documentation is a prime need, especially documentation written in a form that is usable by the 

public and does not include lots of agency jargon. 

 The problem of running multiple CD-ROMs on limited equipment was discussed. GPO 

thought it might look at the possibility of obtaining a jukebox that would house CD-ROMs. 

Depositories could access these products remotely, eliminating the need for some equipment for 

depository libraries. 

 Full cataloging of files on agency world wide web sites would be useful for depository libraries. 

Depository libraries would find links between paper/microfiche and electronic versions of the 

same title helpful since this would aid patrons with accessing government information. It was 

mentioned that the issue of cataloging Internet files is being discussed on the national level in 

relation to both government and non-government electronic files. 

 The standards for servicing electronic information should be the same as those for servicing 

paper or microfiche information. In order to accomplish this, librarians need time to explore the 

products available. Technical assistance is necessary at both the local level and from GPO. A file 

of "Frequently Asked Questions" available on the GPO server would be helpful. 

 There was concern that GPO expected that once SOD Pathway Services pointed to an agency 

web site, it was considered selected by a depository library. Some felt that this wasn't a major 

problem, while others felt that depositories would now have a greater number of sites to become 

familiar with and these sites may contain materials outside the general collecting patterns of a 

particular depository. This situation would have an impact on library collection development 

policies. 
AN-v17-#03-2/1/96 

24

ASSURING LONG-TERM ACCESS TO GOVERNMENT INFORMATION 

Dan Clemmer, Facilitator 

 The question, "What can we do in our own libraries to ensure preservation of electronic 

government information" was discussed. It was suggested that groups of libraries could explore 

participation in projects, such as those being developed by the Association of Research Libraries, 

where libraries take responsibility for preserving specific kinds of electronic information products. 

 The preservation tasks may be fulfilled by the commercial sector when they produce 

paper/microfiche products from electronic products. An example of this situation includes the 

CIS microfiche for congressional bills and reports. 

 Perhaps it is necessary for depository libraries to convince their congressmen that specific 

products should be preserved in paper format. It would be more helpful if specific titles were 

given with an explanation of the need for paper preservation. The types of titles that should 

remain in paper format will be part of the conversion guidelines that GPO develops based on the 

GPO Draft Policy Statement of Electronic Government Information. 

 Long-term access and preservation of electronic information needs to be part of any contractual 

agreements between GPO and the producing Federal agency when GPO agrees to provide access 

to the product or to convert a paper/microfiche title to an electronic format. In fact, archiving has 

to begin at the level of the creation of an electronic product. Archiving is part of the life-cycle of 

information. 

COOPERATION WITH FEDERAL AGENCIES 

Eliot Christian, Facilitator 

 Agencies are looking for real life applications about why a particular activity should be funded. 

Agencies tend to feel that they serve a particular clientele based on their mission statement. The 

mission statement might not recognize that Federal agencies have a wider audience that is 

interested in their activities. Federal agencies do not always understand the public service mission 

of libraries. The Department of State (DOS) DOSFAN project was fueled by the interest of DOS 

public affairs staff to inform the American public about DOS activities. 

 Libraries could co-sponsor training sessions with Federal agencies that could train users on using 

agency produced information products. The results of this activity might provide good feedback to 

the agency on the product. It could also serve as a marketing role for the Federal agency. 

 Libraries could serve as beta test sites or as focus groups for agencies when they develop 

products. The Census Bureau has used the focus group approach. 

 One of the outcomes of the electronic environment may be that more partnerships are formed 

between Federal agencies and depository libraries, without the intervention of GPO. It was 

suggested that when a depository library enters into an agreement for providing access to an 

electronic site, that the depository library notify GPO of the arrangement. 
AN-v17-#03-2/1/96 

25

 GPO could provide assistance for depository libraries and other Federal agencies. GPO could 

develop model agreements for access to electronic information that could be used between Federal 

agencies and depository libraries. These model agreements should contain information relating to 

agency homepages, creation of electronic reading rooms, and a mechanism for providing feedback 

to the agency. 

 It is also necessary to provide for the authenticity of information in electronic format. This 

should be done by the Federal agency working with GPO. 

 

 Council/Audience Discussion: Based upon the discussions today, the following areas are of 

major concern. Council will discuss the following areas as it drafts recommendations tonight: 

 1.Remote access for depository libraries to CD-ROM products loaded on a jukebox located at 

GPO; 

 2.Model agreements for preservation activities; 

 3.FAQ files; 

 4.Minimum technical requirements implementation; 

 5.Cataloging issues related to electronic government information; 

 6.List of titles or categories of materials that should remain in paper format; 

 7.Vision statement for depository libraries in the electronic age; 

 8.GPO advocating open standards for software development, and 

 9.GPO providing a mechanism for notifying libraries when items are being archived by other 

depository libraries. 

Wednesday, 18 October 1995

 Chair O'Mahony called the meeting to order. Several questions were placed in the Suggestion 

Box. One question requested clarification on selective housing agreements for electronic 

materials, especially GPO Access and the sharing of passwords. The response was that the 

receiving library must abide by the requirements of the FDLP and provide public access. GPO 

will try to be as flexible as possible with selective housing agreements for electronic products. 

 A suggestion was made that extra copies of the testimonials collected by Council should be 

made available so that depositories can send copies to their own congressional representatives. 

 The following preliminary recommendations drafted by Council were presented. 
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26

Draft Recommendations:

Revised Guidelines

 Council recommends that the Library Programs Service implement the revised "Guidelines for 

the Federal Depository Library Program" as adopted by Council (10/17/95). Council further 

recommends that the Guidelines be reviewed every two years. 

Congressional Priority Boxes

 To ensure the timely delivery of high demand items, Council recommends that the practice of 

GPO providing Congressional priority shipments and hot item priority shipments continue. 

Linkages Within the MARC Record to Electronic Versions

 Council recommends that GPO work with other CONSER libraries to implement a consistent 

methodology to provide the necessary linking information for titles converted from paper/fiche to 

electronic format. 

Transition to Electronic Formats

 Council recommends that GPO prepare a plan for conversion from paper/fiche to electronic 

formats. This plan should balance the needs of users with the potential economic benefit of such 

conversion and affirm that some information is most appropriate in paper. Council is willing to 

work with GPO in the preparation of a plan. 

Preservation Issues

 Council recommends that the Public Printer in cooperation with other Federal agencies seek 

Federal legislation that will insure the preservation of all electronic public information products 

from the time of their initial release to the public. 

Model Agreements

 Council recommends that GPO develop model agreements that depository libraries can use 

when negotiating information dissemination partnerships between Federal agencies and depository 

libraries. GPO should be notified when a depository library enters into an electronic partnership 

with a Federal agency. 

No-Fee Access to GPO Access

 Council recommends that GPO make GPO Access available at no charge to the public, except 

for customized services available by paid subscription. 

STAT-USA Access Commendation and Logon Procedure
AN-v17-#03-2/1/96 

27

 Council requests that the Public Printer express our appreciation to the Department of 

Commerce and STAT-USA for making free accounts to STAT-USA available to Federal 

depository libraries. Council also requests that the Public Printer communicate our concern about 

limiting each depository library to a single free password. The number of passwords available to a 

library should more properly reflect the high use and diversity of electronic products once issued 

to depositories but now available only "bundled" through STAT-USA. 

Advance Notice of GPO Access Changes

 Council recommends that the Public Printer provide advance notice to subscribers of GPO 

Access when new databases are added and when user interfaces are changed. 

User Input Into Software Development

 Council recommends that GPO involve the depository library community in the development 

of the user interface for the GPO Access Phase II software. Council recommends substantive 

involvement of the user community throughout the development of GPO electronic products, 

including further development of the Monthly Catalog CD-ROM. 

Centralized Access

 Council recommends that the GPO investigate the feasibility of establishing centralized access to 

CD-ROM products which have been distributed through the FDLP. 

Support Services

 Council recommends an expanded role for the Government Printing Office in the provision of 

support services for libraries and end users. These services include, but are not limited to: 

technical services, user services, financial services (including grants to libraries), training, 

documentation preparation and resource sharing. This expanded role should be reflected in the 

transition plan. 

Minimum Technical Guidelines Implementation 

 Council recommends that the Government Printing Office establish as minimum technical 

requirements those guidelines outlined in Administrative Notes, January 25, 1995. These 

requirements should be effective October 1, 1996. 

Training for Other Agencies

 Council recommends that the Government Printing Office arrange workshops which will assist 

agencies to publish government information products and provide services suitable for use by the 

general public. 
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Software Changes

 Council recommends that the Government Printing Office take an active role in advocating and 

promoting open standards related to information processing and access, such as SGML and ANSI 

Standard Z 39.50. 

DLC on the WWW

 Council recommends that the Government Printing Office include DLC records on the GPO 

web page. 

Identifying Web Sites Through Cataloging

 Council recommends that the Government Printing Office in cooperation with other cataloging 

agencies consistently utilize existing mechanisms for identifying web sites within cataloging records. 

Monthly Catalog

 Council recommends that the Government Printing Office investigate the inclusion of cataloging 

records from July 1976- to date on the Monthly Catalog CD-ROM, and add OCLC record 

numbers to the new paper edition. 

FAQ's

 Council recommends that the GPO establish an information resource on GPO Access 

consisting of a compilation of Frequently Asked Questions. 

Fall Meeting Site

 Council recommends that one of the following be the site of the Fall 1996 Depository Library 

Council meeting: Cincinnati, Denver/Boulder, Ft. Lauderdale, Milwaukee, or Salt Lake City. 

 Commendations will be written for Jay Baumgardner, Shirley Woodrow of JCP, Mark Scully 

and John Phillips. 

 There are two action items for Council: the preparation of a written report for submission to the 

GPO Study Group based on input received during this Council meeting. The Council report will 

be printed in Administrative Notes. Council will also establish a Working Group on FDLP 

statistics charged with developing output measures, reviewing results of the Biennial Survey and 

determining which depository libraries need assistance in meeting the Minimum Technical 

Guidelines and in making a smooth transition to a more electronic FDLP. 

 Audience Discussion: Clarification was requested on providing free access to GPO Access. 

Would a statutory change be necessary to accomplish this? Some of the resources on GPO 

Access are available free through other sites. Perhaps, providing centralized access to CD-ROM as 
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a means of providing libraries with a method of access should occur only during the transition 

period. 

 The basis under which items are converted to electronic format should be useability by the 

public, not economic considerations. 

 The Council Recommendation on the Transition to Electronic Formats expresses two concepts: 

conversion of materials and useability. Two separate recommendations are needed. 

 GPO is preparing a transition plan as a result of Congressional direction. Therefore, Council 

doesn't need to recommend that GPO prepare a transition plan. 

 Audience comments will be taken into consideration and Council will prepare a final set of 

recommendations with rationales. 

 Chair O'Mahony adjourned the meeting at 10:15 a.m. 

The next meeting of the Depository Library Council will be held on April 15-18 in Virginia. 

Submitted by: 

Susan Dow, Secretary 

Depository Library Council 

1/16/96 
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Table of Contents

Summary, 1995 Fall Council Meeting ................................................. 1