ADMINISTRATIVE NOTES 

Newsletter of the Federal Depository Library Program

Vol. 18, no. 09 GP 3.16/3-2:18/09 June 15, 1997 

Item Selection Update Materials Mailed; 

Online Updating Takes Place June 2 - July 31

A packet of item selection update materials was mailed to depository libraries in late May. 

 Each library’s packet contained a printout of its current item selections, a password allowing 

use of the new automated system, and instructions on how to make the changes online. 

The update period began June 2, 1997. Though items may be dropped at any time, they 

may be added only during the update cycle, which ends on July 31, 1997. 

Some libraries have sent in the soon-to-be-obsolete “green cards” for making changes. 

LPS will hold these and process them after the close of the update cycle. LPS strongly 

recommends that all libraries with Internet access use the automated system for the most timely 

processing of their item selection changes. Those libraries that do not have Internet access 

should contact the Depository Administration Branch by fax at (202) 512-0877, or by e-mail at 

<lhall@gpo.gov>. 

New Chief of Depository Distribution Appointed: 

Vicki Rhone Barber

The Library Programs Service is pleased to announce that Vicki Rhone Barber has been 

selected as Chief of the Depository Distribution Division, effective May 11, 1997. 

Vicki joined the Government Printing Office in 1990 as a Management Analyst in the 

Outstanding Scholar Program. In 1992, she began working in cooperation with the Federal 

Depository Library Program promotional efforts while in Documents Promotion & 

Advertising. Vicki most recently served as the Chief of the Publications Branch in Documents 

Sales Service. 

Vicki is a 1990 graduate of Bowie State University, receiving her B.S. degree in Business 

Administration (Management-Finance). She will complete her Master’s degree studies in 

Counseling Psychology at the Adler-Dreikurs Institute at Bowie State this fall. 

Vicki can be reached on (202) 512-1014, or by fax at (202) 512-1429. 

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LPS Seeks Expert Consultants for Electronic Transition

The Government Printing Office (GPO) Library Programs Service (LPS) is seeking a 

person for a one-year appointment as an Expert Consultant to work on with the Library 

Programs Service (LPS) on the transition to a more electronic Federal Depository Library 

Program (FDLP). We are looking for a librarian or other information professional associated 

with the depository library community who has a demonstrated interest and expertise in the 

creation, dissemination, use, or permanent public accessibility of electronic Government 

information products, and who would like to work with LPS on related issues and projects for 

the next year. 

Our current Expert Consultants are Duncan Aldrich, who departs at the end of June, and 

Sandy Morton-Schwalb, who ends her GPO tour in August. Maggie Farrell and Raeann 

Dossett held these positions in 1995/1996. We have reached tentative agreement with George 

Barnum from Case Western Reserve University to join LPS for one year beginning in July 

1997. 

The Expert Consultant(s) will work on projects directly involved in the creation, 

dissemination, bibliographic control, use, or permanent public accessibility of electronic 

Government information products. Some of these projects are continuing efforts, and some 

will be new ones initiated in response to emerging opportunities. 

During the next year we expect the focus of these two positions to be on: 

• outreach and liaison activities, both with Federal publishing agencies and depository 

libraries, for the purpose of establishing partnerships to bring additional electronic 

products into the FDLP; 

• an intensive review of LPS' cataloging program and operations, in order to function 

more effectively in the Internet/World Wide Web environment, and to determine if a 

commercial, off-the-shelf local cataloging system software can support the LPS 

cataloging operation, 

• acting as the principal point of contact for the "Assessment of Standards" project now 

underway with the National Commission on Libraries and Information Science 

(NCLIS), and to 

• continue efforts with the National Archives and Records Administration (NARA) to 

advance the permanent access initiatives authorized by the "storage facility" component 

of the GPO Access Act. 

Other work responsibilities of this position include, but are not limited to: 

• management of projects relating to the implementation of GPO's Strategic Plan; 
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• coordinating efforts by GPO's Library Programs Service, Electronic Information 

Dissemination Service, and Sales Service staff on policies and procedures related to 

implementation of the Strategic Plan; 

• designing, developing, and enhancing locator services in GPO's suite of Pathway 

Services; 

• working to coordinate FDLP activities with other Federal agencies, and other Federal 

units responsible for dissemination of Government information products; 

• analyzing and drafting briefs on issues pertaining to the implementation of the Strategic 

Plan. 

The successful candidate will be hired as an "Expert Consultant" for a maximum of 12 

months, with a starting date to be determined. Pay to be determined, based on applicant's 

salary history. Benefits include some vacation and sick leave. Retirement benefits, health 

insurance, and relocation expenses are not included. 

The next opportunity to interview prospective candidates will be during the ALA Annual 

Conference that will be held in San Francisco, CA, between June 27 and July 1, 1997. 

If you are interested in one of these positions, whether or not you are planning to attend 

ALA, please contact us to arrange for an interview. Prospective candidates should submit a 

resume, and contact LPS to set up an interview or to request further information. At ALA, 

you may locate us at Government Documents Round Table (GODORT) events, or at the 

GODORT hotel, the Pickwick. 

The LPS contacts are: 

Gil Baldwin, Chief, Library Division 

(202) 512-1002, fax (202) 512-1432, 

e-mail <ebaldwin@gpo.gov>; or 

Jay Young, Director, Library Programs Service 

(202) 512-2332, fax (202) 512-1432, 

e-mail <jyoung@gpo.gov> 

If you have questions about the position(s), please feel free to contact Duncan Aldrich 

<daldrich@gpo.gov> or Sandy Schwalb <sschwalb@gpo.gov>. They may both be 

reached by phone on (202) 512-1698 or by fax at (202) 512-1432. 
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Recommended Specifications for Public Access Work Stations 

in Federal Depository Libraries

These recommended specifications are intended to assist depository librarians who are 

planning purchases of new personal computers (PCs) for public use in Federal depository 

libraries. The Federal Depository Library Program (FDLP) "Recommended Minimum 

Specifications For Public Access Work Stations in Federal Depository Libraries" 

(Administrative Notes, v. 17, no. 7, May 15, 1996) and "Spatial Data Supplement to 

Recommended Minimum Specifications For Public Access Work Stations in Federal 

Depository Libraries" (Administrative Notes, v. 17, no. 8, June 15, 1996) are both superseded 

by this document. 

RECOMMENDED NEW WORK STATION CONFIGURATION

COMPUTER 

Processor 

IBM-compatible Pentium chip, 133 MHZ minimum. Consider 166 MHZ or 200 MHZ, 

and Pentium MMX processors. 

Ports

One (1) Serial 

One (1) Universal Serial Bus (USB) 

One (1) Parallel 

One (1) P/S-2 Mouse 

One (1) SVGA Video (If video is built into system board.) 

I/O bus

PCI/ISA (should have at least four available slots after system is configured for delivery) 

Drive Bays 

One (1) 3.5” HH 

Three (3) 5.25” HH Externally Accessible 

Two (2) 3.5” HH Internal 

Memory (RAM) 

24 Mb minimum - 48 Mb recommended 
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Hard Disk Drive 

3.0 gigabytes (Gb) capacity, partitioned into two 1.5 Gb drives for quicker access time 

IDE or SCSI interface 

Floppy Disk

3.5” 1.44Mb drive. Use an older system for floppy conversion. 

CD-ROM DRIVE 

4X speed minimum - 8X speed recommended. Single platter or changer design. Should 

support all available standard CD formats. Avoid proprietary I/O designs. 

Monitor 

17” Super VGA (SVGA) Multimedia monitor. May want to consider rotatable displays if 

in a technical services area or if users do a lot of word-processing. 

• FOR CARTOGRAPHIC DATA USE: 21" monitor, Super VGA (SVGA) compatible, 

with at least 70 MHZ vertical refresh rate at 1024x768 resolution non-interlaced, 0.28 

or smaller dot pitch; display card which supports 1024x768 resolution at 70 MHZ or 

faster. 

Video 

64 or 128 bit PCI interface SVGA controller. Should come with 2Mb Windows RAM 

(WRAM) or Video RAM (VRAM), and be expandable to at least 4Mb WRAM or VRAM. 

 Recommend the selected device provide MPEG hardware acceleration. 

Audio 

Sound Blaster 16 or better, or compatible (only if appropriate for library setting). 

Printer 

Ink Jet or laser printer. Must support PostScript. 10Mb Memory, minimum. More 

recommended if using PostScript or color. 

• FOR CARTOGRAPHIC DATA USE: Color ink jet plotter, 36", 300 dpi, 68 Mb or 

more memory, or access to a comparable networked printer 

Pointing Device 

Microsoft-compatible mouse or other compatible pointing device. Strongly recommend 

ergonomically-designed products. 
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Internet Connectivity 

Local Area Network with TCP/IP – Strongly recommended 

or 

Dial-up SLIP/PPP connection using 33.6kbps or better modem (Internal modem would be 

advisable to reduce cabling and power requirements) 

Operating System

MS-DOS 6.22 with Microsoft Windows for Workgroups 3.11 

or 

Microsoft Windows 95b (OEM release which includes “FAT-32” and other fixes) 

or 

Microsoft Windows NT 4.0 Workstation 

SOFTWARE 

Communications

Package which supports multiple file transfer protocols; several terminal emulations such 

as ANSI-BBS, TTY, VT-100. Data transfer rates up to 28.8 kbps. Supports Hayes "AT" 

compatible modems; manages telnet sessions. Consider ability to "script" log-on files. 

Client Software

World Wide Web graphical browser with forms support. ANSI Z39.50 compatible, 

GILS-aware WAIS client. Consider EINet WinWais customized for GPO Access. 

Viewers

WWW graphical browser (see above) will handle both GIF and JPEG graphics. 

Additional PDF viewer and MPEG player; consider viewers for other file formats such as 

TIFF. 

• FOR CARTOGRAPHIC DATA USE: GEOTIFF file viewer. Viewing software for 

raster data, such as Photo Shop or Print Shop. 

Applications Software

Consider getting an integrated “office suite” product such as Microsoft Office or Corel 

WordPerfect7 Suite. Otherwise: 
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Database

dBASE file format compatible or dBASE and ASCII comma delimited file importing 

database management software; useful to have fixed field format (SDF) import ability. 

Spreadsheet

Lotus .WK1 file format compatible software; support for other formats such as Excel and 

Quattro Pro. 

Word Processing

Software capable of importing major text file formats (Microsoft Word, WordPerfect, 

Multimate, etc.) and ASCII text files. 

Mapping Software

• FOR CARTOGRAPHIC DATA USE: Data manipulation package, such as ArcView 

2.1 or higher, Landview, MapInfo, or other similar packages. 

RELATED ISSUES AND CONSIDERATIONS

These specifications are intended to assist in the purchase of new public access work 

stations capable of using most FDLP electronic information products. Additional or different 

capabilities may be desirable for work stations used by library staff. Some libraries may elect 

to add applications software, such as spreadsheet, word processing, or database software, to 

their public access work stations, but this is a local resource management decision. 

Last year, LPS was advised that work stations which conformed to our specifications 

might not be adequate for electronic cartographic information, or to run geographic 

information system (GIS) software. At that time, LPS worked with the Cartographic Users 

Advisory Council (CUAC) to develop a supplemental set of specifications which support GIS 

applications. Beginning this year, additional specifications for cartographic data have been 

integrated into the main recommendations with the indicator “• FOR CARTOGRAPHIC 

DATA USE:”. 

Depository libraries are encouraged to adapt this menu of specifications to fit their local 

situations. Depositories may require multi-purpose single work stations, electronic access in 

networked environments, or a combination of both. LPS cannot anticipate or address every 

possible depository library computer scenario. Rather, these specifications are intended to 

assist depository staff in making informed purchases which will best achieve the goal of 

providing public access to Federal Government information in a variety of electronic formats. 
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Computer equipment in depository libraries must be sufficient to allow timely and 

equitable public access to Government electronic information products and should allow 

printing or downloading information selected by the user. 

Given the large variation in the size of Federal depository libraries and the numbers of 

users served, LPS can not recommend a universal standard for the number of public access 

work stations in any given library. However, when assessing work station needs, librarians 

should consider such local factors as the amount of information provided over the Internet 

compared with the amount from CD-ROM, whether and how the work stations are networked, 

to what extent users are permitted to perform additional information processing at the public 

access work stations, whether users are experiencing extended waiting times at library peak 

service hours, etc. 

LPS has deliberately not provided specifications for Apple Macintosh (Mac) or UNIX 

work stations. Based on responses to the 1995 Biennial Survey, Macs are the computer of 

choice for a small minority of the depository libraries. However, depository libraries which 

have a Mac or UNIX environment should assess their functional capabilities in light of these 

specifications. 

Many depository libraries have existing computer equipment which is no longer "state of 

the art." These specifications should not be applied retrospectively to existing equipment, 

although they may assist in determining the appropriate time for replacement or upgrading. 

These specifications are not intended to describe a “best possible” work station. Instead, 

they are the baseline specifications which should be considered when purchasing new

stand-alone public access work stations. LPS encourages the purchase of equipment which 

exceeds these specifications if at all economically feasible. The speed at which computer 

capabilities are evolving suggests that a higher initial outlay will result in an extended useful 

life for the equipment. 

For additional information, or if you have any questions about these specifications, please 

contact Lee Morey, Electronic Transition Specialist, at <dmorey@gpo.gov> or by voice at 

(202) 512-1698. 
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New Pathways Services Product Launched: 

List Federal Agency Internet Sites

The Government Printing Office is happy to announce an addition to the GPO Access 

Pathway Services: List Federal Agency Internet Sites. The List is based on agency entries in 

the U.S. Government Manual and links users to those agencies’ Internet sites. 

A partnership between GPO and the Louisiana State University, LSU Libraries has made 

this new Pathway Service possible. LSU Libraries developed and maintain the agency listing. 

The partnership with GPO should give this excellent agency list increased visibility as it joins 

the suite of Pathway Services on the GPO Access Web site. 

To get to this new service at GPO: 

1. Go to the Superintendent of Documents Web page, at: 

http://www.access.gpo.gov/su_docs/index.html 

2. Scroll down to the third subcategory, Locate Government Information Products. 

List Federal Agency Internet Sites will be the second item listed or: 

3. You can go directly to its location at 

http://www.access.gpo.gov/su_docs/dpos/agencies.html 

GPO extends its thanks to Louisiana State University, specifically to Mary Jane Ledvina, 

Government Documents Librarian at LSU Libraries, who maintains this list. 

The List of Federal Agency Internet Sites is one of several partnerships GPO has entered 

into during the past six months. GPO anticipates entering into additional partnerships in the 

future to leverage the skills of the depository library community. 

Two FAQs regarding FDLP partnerships are: 

What are FDLP Partnerships?

FDLP Partnerships are working agreements between GPO and one or more depository 

libraries or other service institutions to work jointly on projects that expand or enhance 

the capabilities of the Federal Depository Library Program (FDLP). 

What kinds of activities can constitute an FDLP Partnership?

FDLP partnerships are of two types: 

1. Content Partnerships - These partners host remote Internet sites for official 

FDLP electronic collections. 
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2. Service Partnerships - These partners engage in service activities which 

enhance the FDLP. 

If your institution is interested in participating in the FDLP Partnership Program, please 

contact LPS' Electronic Transition Staff at: 

Phone: 202-512-1698 

Fax: 202-512-1432 

E-mail: ets@gpo.gov 

Instructions for Installing and Running the Windows-based 

NTDB(r) CD-ROMs under Windows 3.1, 95, NT 

[Text prepared by NTDB staff.] 

First time installers should proceed to the "How to Install the NTDB CD-ROMs" and 

"How to Run the NTDB CD-ROMs" sections below. 

Other users should follow the appropriate instructions according to the month of issue. 

• Users who have already installed the February '97 (or later) issues don't have to install 

the current discs to use the NTDB. You should proceed to the "How to Run the NTDB 

CD-ROMs" section. If the current discs contain a new software release, the New 

Version button in the NTDB opening screen will be activated. Click on that button for 

an automatic update to the new release. 

• Users who have previously installed the December '96 or January '97 issues (only) 

must install both current discs. The new software will create separate icons for each 

disc. 

If you have previously purchased network and/or extract licenses and are installing the 

current discs, you must install to the same directory as before, and respond “no” to the 

network and extract licensing questions. The installation software will retain the necessary 

licensing information from your previous installation. 

How to Install the NTDB CD-ROMs:

1. Insert disc 1 into your CD-ROM drive. 
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2. Run the SETUP program: 

a. Using Windows File Manager or MS Explorer: 

• Open the Windows File Manager or MS Explorer and choose your CD-ROM drive 

(usually D: or E:). 

• Find the program SETUP.EXE in the ROOT directory of the CD-ROM and double 

click on its associated icon. 

b. Using RUN command line: 

Choose the Run command line option from the File pull-down menu and type in the drive 

and full path directory location of the SETUP program (e.g., d:\SETUP.EXE) in the 

appropriate field, where d = drive letter associated with your CD-ROM drive. 

3. Follow the prompts through the setup process. The SETUP program will prompt you for 

network and extract license serial numbers. If you are installing the NTDB on a network 

drive, then you must click on the ‘Yes’ button and provide both a valid network license, in 

the format xxx-xxxx-xxxx-xxx, and a fully qualified path to a directory within your 

network where information can be written to by the software. If you are installing on a 

stand-alone PC, then click on the ‘No’ button. Additionally, if you plan to use the NTDB 

batch extraction facility, then you must click on the ‘Yes’ button and type in a separate 

license key in the format xxx-xxxx-xxxx-xxx. 

Before the installation of disc 1 is completed, the SETUP program will: 

• copy the NTDB.EXE program to the C:\NTDB directory (default directory can be 

changed to any other valid directory name) 

• copy the NTDB.INI file to the Windows directory 

• add a shortcut icon for disc 1 to your desktop, if supported by your operating system. 

4. Insert disc 2 into your CD-ROM drive. 

5. Run the SETUP program - follow the instructions as in step 2 above. 

6. Follow the prompts through the setup process. Before the installation is completed, the 

program will add a second shortcut icon for disc 2 to your desktop, if supported by your 

operating system. 

7. Eventually, your Program Group called STAT-USA will have two Program Items: 

• NTDB(CD 1), which can be invoked to access disc 1 
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• NTDB(CD 2), which can be invoked to access disc 2 

How to Run the NTDB CD-ROMs:

1. Insert the NTDB disc 1 (or disc 2) into your CD-ROM drive. 

2. Click on the NTDB icon for disc 1 (or disc 2). 

3. Click on the Options button if you wish to change the default values for the maximum 

number of documents that you can retrieve, colors and index order. 

4. After exiting the Options window, a search for documents can be initiated through the 

Basic Search, Structured Search and Free Form Search buttons. Single documents can be 

viewed and entire information programs can be extracted by clicking on the Browse by 

Program button. 

Readers Exchange

Reaching Out: To Other Depositories, 

Your Community, Your Congress

by Irene Herold 

Hewes Library 

Monmouth College 

Monmouth, Illinois 

[This is an edited and updated version of an article that first appeared in the March 1996, Volume 24, 

No. 1, Documents to the People, titled "A Congressional District Level Documents Group: 

Empowerment at the Grassroots," by Irene Herold, Robert Conklin, Charlet Key, Tiina Kurman and 

Sheila Nollen.]

You might ask yourself, what do a public library, a community college, a private fouryear liberal arts college and a mid-sized public university have in common? They are all 

members of the 17th U.S. Congressional District in the State of Illinois, and they are all 

Federal depository libraries. These widely different libraries have found common ground 

through group meetings, helping each other through recent depository library inspections, 

teaching each other about emerging technologies and resources in the Federal Depository 

Library Program, assisting patrons better through understanding the individual institutions' 

collections and services, and garnering the attention of our local Member of Congress and his 

staff. 
AN-v18-#09-6/15/97 

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In the fall of 1993, Irene Herold, a second-year public services librarian in charge of 

Federal documents at Monmouth College, contacted Sheila Nollen, head of government 

publications at Western Illinois University in Macomb, about arranging for a site visit. Ms. 

Nollen suggested including the documents librarian, Robert Conklin, from Galesburg Public 

Library in Galesburg. This first gathering proved very informative and useful for the 

attendees. They toured the government publications floor, discussed common concerns, 

especially an upcoming, but yet-to-be-scheduled Federal depository library inspection, and 

what that would mean in terms of preparation, and decided to create a Union List of documents 

for the three depositories. They discussed having a meeting every quarter with the site rotating 

among the libraries, and inviting Charlet Key from Black Hawk College, in Moline, to the next 

meeting, so all of the Federal depository libraries from the 17th Illinois U.S. Congressional 

District would be present. Thus started the 17th U.S. Congressional District Federal 

Depository Librarians Group, or the Group for short. 

During the next few years, the Group started preparing for Federal depository library 

inspections and then completed them. The Group co-wrote brochures about depository 

materials on the topics of history, education, business, tax, statistics, travel, nutrition and 

consumer information, besides one on what is a depository in general. Several group members 

distributed these brochures in the community. Ms. Herold spoke at a local junior high about 

the depository, using the brochures as visual aids, while Ms. Nollen used them with the 

League of Women Voters and Business and Professional Women. When visiting each library 

during the course of the year, demonstrations were given of electronic depository products and 

Internet access--first, telnet and gopher sites, later of Web sites. Each library has had slightly 

different Internet access, and being able to see what could be done encouraged other libraries 

to utilize available resources. Cooperative housing agreements were made between the group 

members, and nondepository products that index depository information have been 

demonstrated. When Ms. Herold went on an unexpected leave two months before 

Monmouth's Federal depository library inspection in May of 1995, the interim library director 

attended the Group. Because of the cooperation and collaboration of the previous year and a 

half, the other Group members were able to assist him in completing the draft self-study in 

preparation for the inspection. 

As part of their outreach, the Group decided to inform, by sending meeting minutes, and 

invite the 17th U.S. Congressional District Representative and his staff to the meetings. After 

a year of invitations, two staff from the Member of Congress local office now attend the 

meetings, usually at a rate of one or two a year. The Group has discussed with these staff 

what depository libraries are and can provide in the way of printed and electronic materials. 

The staff members were impressed with the Internet access, and expressed that they had not 

realized how much information was available through the World Wide Web. Staff members in 

later meetings have also expressed their appreciation about knowing what is available in the 

depository libraries in their district so they can redirect constituents appropriately. They have 

stated that being at the Group's meeting has been useful to them. Lane Evans, the 17th U.S. 

Congressional District Representative, visited Monmouth College in August of 1996, toured 

the depository operation and held a joint press conference with Ms. Herold to discuss the 

impact of a more electronic Federal Depository Library Program. This press conference was 

covered by three local newspapers and two local radio stations. 
AN-v18-#09-6/15/97 

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Others who have attended the Group's meetings include the documents coordinator from 

the regional at the Illinois State Library. The Group has decided that it has been very useful to 

meet and that they will continue the quarterly meetings, even though the next depository 

library inspection, which was a driving force in the creation of the Group, will be far in the 

future. There have been many benefits to the individual librarians and libraries that constitute 

the Group. For further information about starting your own group, please contact Irene 

Herold at Irene@wpoff.monm.edu. 

 Fugitive Documents: Scope and Solutions

[Entered into the record of the Senate Rules Committee hearing on Title 44 revision and compliance, 

held 5/22/97. Printed in the Congressional Record, 5/22/97, by Rep. Hoyer (D-MD), p. E1045-

E1046.]

 THE SCOPE OF THE PROBLEM

According to 44 U.S.C. Sec. 1902, "Government publications, except those determined by 

their issuing components to be required for official use only or for strictly administrative or 

operational purposes which have no public interest or educational value and publications 

classified for reasons of national security, shall be made available to depository libraries 

through the facilities of the Superintendent of Documents for public information." Depository 

libraries make these publications available for free use by the public. Traditionally, most 

Government publications of general interest, including legislative, regulatory, business, and 

consumer titles, as well as many scientific and technical reports and studies, have been 

distributed through the GPO's Federal Depository Library Program (FDLP). 

Many publications produced by the Government fail to be included in the FDLP. 

Documents that belong in the Program, but which are excluded, are known as fugitive 

documents. Their absence from depository library collections impairs effective public access 

to Government information. 

Although no study has resulted in a definitive answer, we estimate that more than 50 

percent of all tangible Government information products are not being made available to the 

Federal Depository Library Program (FDLP). Of these, we estimate that there are about 

55,000 scientific and technical documents and reports which are neither printed through GPO 

nor furnished by the issuing agencies to the FDLP as required by law. The issuing agencies 

do, however, provide either a printed copy or an electronic image file of each of these 

documents to the National Technical Information Service (NTIS). 

In FY 1996, NTIS took in about 160,000 scientific, technical, and business-related titles, 

most but not all of which were published by the Government. We estimate that about 70 

percent, or 112,000, of NTIS's total intake belongs in the Program. Compared with the 

57,000 titles in the FDLP in FY 1996, this leaves at least 55,000 fugitive titles which should 

have been provided to GPO by the publishing agencies. NTIS provides bibliographic access to 
AN-v18-#09-6/15/97 

15 

the publications it takes in through its abstracting and indexing activities. This makes them 

available to the public and to depository libraries on an on-demand basis from NTIS, but at a 

significant cost. 

In addition, there is an unknown number of fugitives which are primarily general, public 

interest materials produced by agencies using avenues other than GPO. It is virtually 

impossible to estimate the total number of these titles, but they may well number in the 

thousands and include, but are not limited to, the publications of Federal District Courts and 

Courts of Appeal, Federal Election Commission financial disclosure statements, and Library of 

Congress Congressional Research Service reports. 

Recently, four major factors have contributed to increasing losses of key general interest 

publications to the FDLP. These are: (1) electronic information dissemination via agency Web 

sites without notification to the FDLP; (2) the decreasing compliance with statutory 

requirements for agencies to print through GPO or to provide copies of publications not printed 

through GPO to the FDLP; (3) the increasing trend for agencies to establish exclusive 

arrangements with private sector entities that place copyright or copyright-like restrictions on 

the products involved in such agreements; and (4) increasing use by agencies of language in 44 

U.S.C. Sec. 1903 that permits publications to be excluded if they are "so-called cooperative 

publications which must necessarily be sold in order to be self-sustaining." 

Even in cases where the FDLP learns about such fugitive general interest publications, 

extensive negotiations and even Congressional intervention have proved necessary to ensure 

compliance with the depository library provisions of Title 44. The following list includes some 

particularly egregious examples of failure to comply with statutory requirements. It should be 

noted that OMB's Office of Information and Regulatory Affairs (OIRA) has not provided any 

significant assistance to GPO in detecting or resolving these problems. 

U.S. International Air Travel Statistics 

U.S. International Air Travel Statistics was published by the Department of Transportation 

using data derived from the Immigration and Naturalization Service and distributed to the 

FDLP. In FY 1996, Congress transferred the collection and dissemination of this data to the 

Department of Commerce's International Trade Administration (ITA). According to ITA, this 

publication is available for sale from ITA's Tourism Industries office, is a self-sustaining 

publication not fully funded by Federal monies, and is exempt from distribution to the FDLP. 

Handbook of International Economic Statistics 

For many years, this publication was printed and published by the CIA as the Handbook of 

Economic Statistics, sold by the Superintendent of Documents Sales Program and distributed to 

the FDLP. After 1992, the CIA no longer made it available to the sales or depository 

programs. It is now sold by NTIS and paper copies are not being offered to the FDLP. The 

1996 edition of the CIA's World Factbook CD-ROM includes an electronic version of the 

Handbook, but for such standard reference works, the preferred format for depository 

distribution is paper. 
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Precursor Systems Analyses of Automated Highway Systems 

This CD-ROM product is being sold by the Department of Transportation and is not being 

provided to the FDLP. Although FDLP may be receiving some of the printed reports that 

form the basis of the CD-ROM, it is probably not receiving all of the data included.

Order Now CD-ROM 

This NTIS CD-ROM product includes two years' worth of abstracts and indexes not 

available elsewhere. NTIS has expressed a willingness to make the CD-ROM available as a 

benefit to the public and as a promotional tool for their sales program, provided GPO paid the 

retrieval software fees, but has stated that “[a]t no time did we consider this to be a question of 

compliance with Title 44,” apparently based on the fact that the publication in question is 

electronic rather than print. 

Toxic Substance Act Chemical Substance Inventory 

The last material associated with this EPA product that was received by the Depository 

Program was the 1990 Supplement to the 1985 edition. It is now available exclusively through 

NTIS. When contacted, EPA said that it supplied data to NTIS, not a finished product, and for 

this reason was not responsible for depository copies. NTIS has not furnished copies for the 

Depository Library Program. 

Creating a Government That Works Better but Costs Less: Status Report CD-ROM 

This series has been distributed by the Sales and Depository Programs in print but the CDROM, which includes additional information, is available only from NTIS. NTIS has not 

responded to requests for depository copies.

Export Administration Regulations 

Despite a request in writing to the Bureau of Export Administration requesting a copy of 

this database for mounting on GPO Access, the agency has not responded. The agency has, 

however, entered into an exclusive distribution agreement for both print and electronic 

versions of the EAR with NTIS, and has paid NTIS to mount the database. A year ago, the 

Superintendent of Documents wrote to Bruce McConnell of OIRA to request an OMB review 

of the agreement between NTIS and the Office of Export Administration but did not receive a 

response. Several months of discussion with NTIS, as well as intervention by the Joint 

Committee on Printing, were required before it agreed to provide print copies of this product. 

Big Emerging Markets 

Developed by the International Trade Administration and printed by a private firm in a 

joint venture with NTIS, this product was originally offered to the FDLP in microfiche format. 
AN-v18-#09-6/15/97 

17 

 This was unsuitable due to the presence of color charts in the product. Only after several 

months of discussion and Congressional pressure did NTIS provide print copies. 

Journal of the National Cancer Institute

This periodical is now published by Oxford University Press under the terms of a 

Cooperative Research and Development Agreement (CRDA) with the National Cancer Institute 

(NCI). Initially the FDLP was told by NCI that this arrangement rendered the Journal a nonGovernment product, even though editorial work is still being performed by NCI employees. 

After NCI officials discussed the matter with the Joint Committee on Printing, Oxford 

University Press agreed to furnish depository copies. NCI has not, however, returned calls 

made by FDLP for the purpose of setting up a mechanism to accomplish this. 

Hispanics-Latinos; Diverse People in a Multicultural Society 

This title was first published by a private sector trade association based in Washington, 

DC. Although the data was gathered and prepared at public expense, it was provided to this 

private group, which then copyrighted the publication and sold it for $10 per copy. Because 

Hispanics-Latinos was not printed through GPO, it was not initially available to the Depository 

Program. When this situation was brought to the attention of the Census Bureau through 

Senate Rules Committee hearings, the Bureau reprinted the book through GPO so depository 

copies would be available. 

A Nation of Opportunity/KickStart Initiative

The United States Advisory Council on the National Information Infrastructure issued two 

reports that were initially published by West Publishing, a major private sector seller of legal 

publications and databases, although they were prepared by the Commission at public expense. 

 Initially these publications were not made available to either the Superintendent of Documents 

Sales or Depository Programs. 

Once the Joint Committee on Printing was apprised of this situation it contacted the 

Commission. As a result, the National Telecommunications and Information Administration of 

the Department of Commerce reprinted the publications through GPO in a much less elaborate 

black-and-white format and both the Sales and Depository Programs acquired copies. 

Population of States and Counties of the United States: 1790-1990

This Census publication was printed by NTIS rather than through GPO. Through what 

was described by Census as a "handshake agreement," NTIS asked that Census not make this 

publication available to either the Depository or Sales Programs for its first six months so as 

not to hurt its exclusive sale by NTIS. As a result of Senate Rules Committee hearings, GPO 

obtained a copy from Census shortly after its publication by NTIS. The Depository Program 

printed copies for its use and Sales acquired copies for sale to the public. 

SOLUTIONS TO THE FUGITIVE DOCUMENTS PROBLEM
AN-v18-#09-6/15/97 

18 

Since nearly all fugitives involve titles not printed or procured through GPO, the simplest 

and most cost-effective solution would be for agencies to obtain all of their tangible 

information products through GPO. This would afford the FDLP the opportunity to ride for 

depository copies. Any agencies not obtaining their information products through GPO would 

be in compliance with Sec. 1903 if: 

* The agency provides the requisite depository copies to the FDLP, free of any 

encumbrances such as software licensing fees or copyright-like restrictions 

* In the case of online services, the agency provides no-fee access to the FDLP 

The Costs of Compliance

If delivered to the Superintendent of Documents (SoD) in print format, these formerly 

fugitive titles would represent a significant new workload that neither the SoD or the libraries 

in the FDLP have adequate resources to handle. We estimate that, based on the current mix of 

paper, microfiche, and electronic formats being disseminated by the FDLP, providing these 

fugitives in a similar mix would increase costs by approximately $8 million. This, however, is 

an unlikely scenario. 

In our view, it is more plausible that the migration of printing to electronic publishing 

already in evidence will continue to grow. This scenario provides a unique opportunity to 

bring additional information into the FDLP for no-fee public use. When the source 

information is in electronic format, the agency can either make it available on their own 

Internet Web site, or can ask GPO to make it available via the GPO Access service. Either of 

these approaches would enable the FDLP to provide more information to the public, while 

limiting the increased costs to the Government. In this scenario, the projected decline in the 

amount of printed material would gradually reduce the costs to the Program. 

When an agency publishes via the Web, the major SoD cost increases are for the provision 

of cataloging and locator services so users can find the information; and for permanent access 

services to ensure that the electronic content is maintained for use in the future. We believe 

that these costs should be funded out of the SoD appropriation. If an agency provides 

electronic content for disseminating via GPO Access, there will be costs associated with 

processing that information and mounting it on the system. These "developmental" costs may 

be borne by the originating agency, by the SoD, or by a combination of the parties. In any 

case, we would expect some cost savings to the Government and the SoD from this electronic 

approach when compared to the all-print scenario. 

A low-cost solution for the FDLP may be at hand which would make the scientific and 

technical information held by NTIS available on a no-fee basis to depository libraries through 

the use of electronic imaging technology. We are presently participating in a pilot project 

whereby NTIS will provide depository libraries access to these image files at no cost. An issue 

that still needs to be resolved is that NTIS is considering restrictions on the redissemination of 

these files by depository libraries to prevent any adverse effect on NTIS sales. Before the 

NTIS solution can be viewed as a workable approach for large quantities of fugitive 
AN-v18-#09-6/15/97 

19 

information, NTIS' copyright-like restriction on redissemination of the electronic version of 

the information must be eliminated. 

In addition, it is critical that any revision of Title 44 make clear that an agency's obligation 

to provide their information to the FDLP is not overtaken by other requirements, including any 

mandate to operate on self-sustaining or cost-recovery basis. For example, when an agency 

charges users for access to Government information at its Web site, there needs to be statutory 

language that clearly directs the agency to provide no-fee depository access. 

Revisions to Chapter 19 of Title 44 must also provide for advance notification of the 

FDLP by agencies when information products are initiated, modified, or terminated on agency 

Web sites, define Government information products so as to include in the FDLP any 

publications produced under agreements with private sector entities, and delete the current 

exemption for "cooperative publications." 
AN-v18-#09-6/15/97 

20 

New Phone Numbers, E-mail Addresses in LPS

As the renovation of the Library Programs Service offices proceeds, more phone numbers 

and e-mail addresses have changed. The chart on the next page shows the current contact 

points for LPS staff. 

Depository Libraries 

Bringing 

Government 

Information to You 

THE FEDERAL DEPOSITORY LIBRARY PROGRAM
AN-v18-#09-6/15/97 

21 

Library Programs Service 

Directory

 Revised June 1997 

Voice Fax E-mail 

DIRECTOR'S OFFICE

James Young 202-512-2332 202-512-1432 jyoung@gpo.gov 

William Thompson 202-512-1114 202-512-1432 wthompson@gpo.gov 

LIBRARY DIVISION

Gil Baldwin 202-512-1002 202-512-1432 ebaldwin@gpo.gov 

DEPOSITORY ADMINISTRATION BRANCH

Robin HaunMohamed202-512-1063 202-512-1636 chiefdab@access.digex.net 

Mike Clark 202-512-1619 202-512-1636 mclark@gpo.gov 

Laurie Hall 202-512-1062 202-512-1636 lhall@gpo.gov 

Michele Harris 202-512-1063 202-512-1636 lpsmail@access.digex.net 

Earl Lewter 202-512-1129 202-512-1636 elewter@gpo.gov 

DEPOSITORY SERVICES STAFF

Sheila McGarr 202-512-1119 202-512-1432 smcgarr@gpo.gov 

Gail Snider 202-512-1119 202-512-1432 bsnider@gpo.gov 

John Tate 202-512-1119 202-512-1432 jtate@gpo.gov 

CATALOGING BRANCH

Tad Downing 202-512-1121 202-512-1432 tdowning@gpo.gov 

ELECTRONIC TRANSITION STAFF

Duncan Aldrich 202-512-1698 202-512-1432 daldrich@gpo.gov 

Sandy Schwalb 202-512-1698 202-512-1432 sschwalb@gpo.gov 

Lee Morey 202-512-1698 202-512-1432 dmorey@gpo.gov 

Joe Paskoski 202-512-1698 202-512-1432 jpaskoski@gpo.gov 

DEPOSITORY DISTRIBUTION DIVISION
AN-v18-#09-6/15/97 

22 

Vicki Barber 202-512-1014 202-512-1432 lpsmail@access.digex.net 

Colleen Davis 202-512-1007 202-512-1429 

(claims) 

202-512-1432 (other) 

202-512-1636 (backup)

lpsmail@access.digex.net 

Table of Contents

Item Selection Update Materials Mailed; Online Updating Takes Place 

 June 2 - July 31 ............................................................................................. 1 

New Chief of Depository Distribution Appointed: Vicki Rhone Barber ............................ 1 

LPS Seeks Expert Consultants for Electronic Transition............................................... 2 

Recommended Specifications for Public Access Work Stations in Federal 

 Depository Libraries ....................................................................................... 4 

New Pathways Services Product Launched: List Federal Agency Internet Sites.................. 9 

Instructions for Installing and Running the Windows-based NTDB(r) CD-ROMs 

 under Windows 3.1, 95, NT ...........................................................................11 

Readers Exchange: Reaching Out: To Other Depositories, Your Community, 

 Your Congress .............................................................................................13 

Fugitive Documents: Scope and Solutions...............................................................14 

New Phone Numbers, E-mail Addresses in LPS .......................................................20 

Library Programs Service Directory (Rev. June 1997) ...............................................21