^fOES Op

U.S. GOVERNMENT PRINTING OFFICE

SUPERINTENDENT OF DOCUMENTS

LIBRARY PROGRAMS SERVICE

ADMINISTRATIVE NOTES

VOL. , NO. l6 OCTOBER 1983

SPECIAL NOTICE - ITEM CARDS

Depository" libraries were recently sent a set of item cards which reflect

items listed in the "Printout Instructions for Depository Libraries Selections" dated November, 1982 Con page 5, "Item Breakdown"). These sets of

item cards were not sent as a survey, do not bear a survey number, and

need not be returned to GPO. However, we do ask that librarians match

these item cards against the latest item selection printouts to verify

their current selections. By doing this, librarians will be able to

identify item numbers for which they are not listed, and which they may

wish to select during the next amendment cycle. Also, librarians should

check recent shipping lists as well as issues of Administrative Notes for

announcements of class number changes or deletions effecting these new items.

*^***^*#*****-X^-X--X--*-X--X--X--X-*- -X-X-X--X--X-X-X- #--X~X- -X--X- -X- X~X- X-X- * X-X- X-*-* X- X--X--X--X- X--X--X- X--X-* X-** X-X-X--X--X- *

"Basic Manual" publications can pose special problems because they can be

updated and revised on a sporadic and unpredictable basis. Typically, a "Basic Manual" is published, then subsequently updated with irregular

supplements or transmittal sheets. Eventually, the "Basic Manual" will be

updated at the discretion of the issuing agency.

A depository library desiring to initiate a "Basic Manual" subscription

between revisions will not be able to obtain the "Basic Manual" on depository distribution, since the Library Programs Service does not retain

back stock. However, the depository library can enter a paid subscription

through the GPO Documents Sales Service to receive a current "Basic Manual"

and update for one year.

^******^*-X-*-X--X--X--X-*****-X-*^-X--X--X--X--X--X- X-X-X--X-X--X- X-X--X--X- X- X- X- X--X--X- X- X-* !< X--X- X--X--X--X--X- x-*-***-**-*-*-*-***-*-**--*

The publication Grist , item number ^6U-T-2, classified I 29-72: - is a cooperative publication which must of necessity be sold in order to be

self-sustaining. Hence, this publication will no longer be a depository

item.

-*-*tv-X*-X--X-X--X--X-##-X-*--X--**-X--X-**^

11 BASIC MANUAL" PUBLICATIONS

GRIST

1
AN-v*ml 6-10/83

RECEIPT OF DOCUMENTS AS A NEW DEPOSITORY LIBRARY

After a library is officially designated as a U.S. Government Depository,

shipments can begin only after completion of certain steps to establish

the new library in the depository distribution system. First, mailing

labels must be produced so that the library can start receiving copies of

shipping lists and material that goes to all libraries. Mailing labels

are presently generated by the Depository Distribution Information System

(DDIS) in just a few days; so there is no significant delay at this point.

The real delay, which can occur, is attributable to the item selection update cycle, which is currently semiannual. Because the establishment of a new depository library is linked to the selection update cycle, document

shipments to the new depository cannot commence until the end of that cycle —a period as long as six months. To mitigate this delay, new depositories

are allowed six to eight weeks to select up to 25 "hot" items that are desired immediately. Upon receiving the new depository's list of 2 5 "hot"

items, LPS will manually annotate the warehouse bin selection printouts,

a process requiring several hours of work. To hand- annotate the bin

selection printouts for a new depository's entire item selection (rather

than just the 25 "hot" items) would take from 12 to 35 hours.

The alternative is to input the new depository's selection into DDIS and

have bin selection printouts produced every time a new library enters the

Depository Program. If at first this appears feasible, consider that in

the last update it took three weeks for the LPS staff to separate the bin

selection printouts by item number, and then break them into zones. Hence,

this procedure is too time consuming to perform for every new depository

library.

What is our purpose in explaining this procedure by which new libraries

are established in the depository system? It is not to suggest that we

are satisfied with current delays and inconveniences to libraries. Nor

is it to say that the process cannot be improved, for we are doing just

that in some tangible and creative ways. Our purpose is to say that, at

present, LPS is operating under certain systemic constraints which can only be eliminated completely with the advent of a more flexible, useroriented, automated system. Depository librarians may be assured that

while we are working to achieve an improved system, we will endeavor to

provide the best service that can be offered under the existing system. *********ww*************^******-*-*-********** x-x-x :<~* x-x-x-^-x-x-x-x xx- x* \- - x 'f

v :- x-x- x x x- x

AN-v4nl6- 10/83

What may appear to some as a cryptic code in the upper right hand corner of Administrative Note s for October, is a little helper suggested by some librarians who duplicate issues. It is designed to help them keep track

of issues. It translates as: Administrative Notes - volume k number lb - October 1983.

*******«M «** *#-:fx- iff 'i.*^^**^,^^ X-*-**-* x-x-x - Yc********************-*

2
AN-vlml6-l0/83

LIBRARY PROGRAMS SERVICE DISTRIBUTION STATISTICS

The Library Programs Service distributed the following volume of materials

during fiscal years 1978, 1979, 1980, 1981, 1982 and 1983.

Publications Mailed in Hardcopy

Fiscal Year Titles Copies

1978 32,142 12,928,901

* 1979 69,878 19,580,302

1980 34,234 9,395,283

1981 37,385 11,923,321

** 1982 15,849 7,023,392

1983 18,292 8,663,839

Publications Mailed in Microfiche

Fiscal Year Titles Copies

1978 4,045 1,544,755

1979 16,553 7,473,049

1980 24,438 10,651,385

1981 27,993 12,820,265

1982 27,974 13,686,010

*** 1983 43,850 21,748,730

* This high figure is due to the large backlog which was eliminated during

this year.

** This low figure is due to the elimination of sending out 9,044 Congressional

bills in paper.

*** This high figure is due to the filming and distribution of 10,304 Block Statistic

maps in a microfilm format.

3
AN-v4nl6-10/83

MEMBERS OF THE DEPOSITORY LIB

Mr. Dennis L. Bruce

Director

Spartanburg County Public Library

Post Office Box 2409

Spartanburg, SC 29304-2409

(803) 596-3507

Ms. Marian Carroll

Government Publications Librarian

Milner Library

Illinois State University

Normal, IL 61761

(309) 438-7441

Ms. Jennie B. Cross

Assistant Director

Educational Resource Center

Oakland Schools

21 Pontiac Lake Road

Pontiac, MI 48054

(313) 858-1969

Ms. Sandra K. Faull

Documents Librarian

New Mexico State Library

325 Don Gaspar Avenue

Santa Fe, NM 87503

(505) 827-3826

Ms. Jeanne Isacco

Program Director

State & Public Libraries

0CLC Online Computer Library

Center, Inc.

6565 Frantz Road

Dublin, OH 43017

(614) 764-6063

Ms. Mildred Mason

Director of Library and

Information Center

The Bureau of National

Affairs, Inc.

1231 25th Street, N.W.

Washington, D.C. 20037

(202) 452-4470

Mr. Bruce Morton

Information Service Librarian

Carleton College Library

Northfield, MN 55057

(507) 663-4266

COUNCIL TO THE PUBLIC PRINTER

Mr. Richard H. Nicoles

Senior Librarian for Government Documents

California State Library

Post Office Box 2037

Sacramento, CA 95809

(916) 322-4572

Ms. Sandra K. Peterson

Documents Librarian

Earl Gregg Swem Library

The College of William and Mary

Williamsburg, VA 23185

(804) 253-4404

Dr. Patricia G. Reeling

Associate Professor

School of Communication,

Information and Library

Studies

Rutgers-The State Unversity of New Jersey

4 Huntington Street

New Brunswick, NJ 08903

(201) 932-7915

Ms. Janet Swanbeck

Head , Documents Department

University Library

Texas A & M University

College Station, TX 77843

(713) 845-2551

Ms. Johanna Thompson

Reference Librarian

Delaware Law School Library

Post Office Box 7475

Wilmington, DE 19803

(302) 478-5280, Ext. 247

Ms. Carol Turner

Chief, Documents Librarian

The Stanford University Libraries

Stanford, CA 94305

(415) 497-2727

Mr. Barratt Wilkins

State Librarian

State Library of Florida

Supreme Court Building

Tallahassee, FL 32304

(904) 487-2651

Mr. Steven D. Zink

Government Publications Librarian

The University of Nevada, Rene

Reno, NV 89557

(702) 784-6579