1 

Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 20, no. 07 GP 3.16/3-2:20/07 April 15, 1999 

Public Printer Names Five to Depository Library Council 

Public Printer Michael F. DiMario has named five new members to the Depository Library 

Council to the Public Printer. The newly appointed members are: Linda Fredericks, 

Government and Legal Librarian, King County Library System, Bellevue, WA; Robert A. 

Hinton, Assistant Librarian, Reference and Research Team/Government Documents, Indiana 

University-Purdue University Indianapolis, Indianapolis, IN; Sharon Hogan, University 

Librarian, the University Library, University of Illinois at Chicago, Chicago, IL; Mary 

Redmond, Principal Librarian, Collection Acquisition and Processing, New York State Library, 

Albany, NY; and Andrea Sevetson, Head, Government Information, Government & Social 

Science Information Service, University of California, Berkeley, CA. The newly appointed 

members will be introduced to the Council activities and procedures at the fall 1999 meeting in 

Kansas City, MO, to be held October 18-21. 

Special Offer Available to Depositories 

[The following notice was sent to all depository libraries.] 

A Special Offer will begin April 15, 1999 for two products previously distributed through the 

FDLP: 

 The Biographical Directory of the United States Congress, 1774-1989, Bicentennial 

Edition, Senate Document 100-34 

(Y 1.1/3:100-34, Item 0996-A) 

 Binders for the Catalog of Federal Domestic Assistance 

(PREX 2.20:, Item 0853-A-01 ) 

Please check the condition of your library’s volume and respond to the special offer located at 

<www.access.gpo.gov/su_docs/dpos/spec99-1.html> by April 30, 1999. 

This is an online only special offer. 

LPS will distribute the material on a first come, first serve basis. When the copies are exhausted, 

a notice will be posted on askLPS FAQs & News and on the online discussion lists. 
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Survey 99-001 

[The following notice was sent to all depository libraries.] 

Survey 99-001 will run from April 15, 1999 to April 30, 1999. This is an online only survey. 

The product information and survey form are located at <www.access.gpo.gov/su_docs/dpos/ 

surv99-1.html> 

Two products will be surveyed: 

 EPA’s Chemical Emergency Preparedness and Prevention Office (CEPPO), has created 

Risk Management Program, Version 1.0.6. This is a free software package for facilities 

to use in submitting Risk Management Plans (RMP). It consists of a set of four diskettes 

that must be downloaded to the library’s hard drive. Users must also temporarily store 

the material on the library’s hard drive. 

The EPA provided the following information on this product: 

The Clean Air Act §112(r) required EPA to publish regulations focusing on the 

prevention of chemical accidents. On June 20, 1996, EPA published the final rule for 

Risk Management Programs. An estimated 66,000 facilities are subject to this regulation 

based on the quantity of regulated substances they have on site. These facilities will be 

required to implement a Risk Management Program and submit a summary of the 

program (the risk management plan, or RMP) to EPA, by June 21, 1999. 

EPA created RMP*Submit?, a free software package for facilities to use in submitting 

Risk Management Plans (RMP). RMP*Submit helps submitters avoid common reporting 

errors by verifying that all required data elements are completed; allows errors to be 

corrected before submitting an RMP; and provides on-line help. The software comes in 

CD-ROM format, or a set of four diskettes and must be loaded to your hard drive to 

utilize. You will need an IBM-compatible PC with a 486 DX2 or higher Central 

Processing Unit (CPU) (Pentium is recommended) to run RMP*Submit. Your monitor 

must be a Video Graphics Adapter (VGA) or a compatible display (SVGA is 

recommended). RMP*Submit needs Windows Version 3.1 or Windows 95; although it 

will also run under Windows 95. 

EPA is strongly encouraging electronic submission of RMPs. To help assist the regulated 

community who may not have a computer on-site, we would like to offer the 

RMP*Submit software at Federal Depository Libraries to give them an opportunity to 

report on diskette. To use RMP*Submit at a FDL the user would have to temporarily 

store their data on the library’s hard drive.

 The USGS Biological Resources Division Gap Analysis Program (GAP) is the primary 

Federal program for mapping and assessing the status of biodiversity in the U.S. Data for 

each state will appear on 1 to 4 CDs depending on the size of the state and data 

complexity. The product information and survey form are located at 

<www.access.gpo.gov/su_docs/dpos/surv99-1.html>. 

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All libraries, including regional libraries, must respond to the survey by April 30, 1999. If you 

are unable to respond to the survey online, please contact Robin Haun-Mohamed at (202) 512-

1071, fax: (202) 512-1636, e-mail: <rhaun-mohamed@gpo.gov>. 

SuDocs Letter: Destroy Dept. of Justice Document 

[The following letter was sent to all depository libraries.] 

March 11, 1999 

Dear Depository Librarian: 

The Library Programs Service (LPS) was recently apprised by the Office of Legal Education, 

Department of Justice that Courtroom Evidence, September 1998, was not intended for public 

release. The publication contains copyrighted material from commercial publications and the 

agency did not secure copyright release for distribution of the publication outside the Department 

of Justice. 

Descriptive information on the publication: 

Title: Courtroom Evidence, September 1998 

Shipping List Number: 99-0075-P 

Shipping List Date: December 9, 1998 

Item Number: 0717-C-13 

SuDocs Number: J 31.2:C 83/3 

I am requesting that you immediately withdraw the publication and destroy it by any means that 

will prevent disclosure of its contents. Thank you for your cooperation and prompt attention to 

this matter. 

Sincerely, 

FRANCIS J. BUCKLEY, JR. 

Superintendent of Documents 

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SuDocs Letter: Destroy Census Bureau Manual 

[The following letter was sent to all depository libraries.] 

March 15, 1999 

Dear Depository Librarian: 

The Library Programs Service (LPS) was recently apprised by the U.S. Census Bureau that the 

Field Operations Manual, 1998 should not have been distributed to depository libraries. The 

Census Bureau has advised us that the publication was for internal use only. 

Descriptive information on the publication: 

Title: Field Operations Manual, 1998 

Shipping List Number: 98-0286-P 

Shipping List Date: June 28, 1998 

Item Number: 0146-A 

SuDocs Number: C 3.6/2:F 45/8 

I am requesting that you immediately withdraw the publication and destroy it by any means that 

will prevent disclosure of its contents. Thank you for your cooperation and prompt attention to 

this matter. 

Sincerely, 

FRANCIS J. BUCKLEY, JR. 

Superintendent of Documents 

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[Handout] 

Cataloging Branch Update 

Spring 1999 Depository Library Council Meeting 

CATALOGING OPERATIONS

The transition to a more electronic Federal Depository Library Program has produced a complex 

assortment of interrelated works in all media. During the first five months of Fiscal Year 1999, 

approximately 10,000 works in various media were received for cataloging. Approximately 

11,000 of these works were processed, leaving a balance of approximately 10,000 works, mostly 

serials, to be processed. We are investigating the feasibility of a contract to procure commercial 

serials cataloging services to assist in reducing this backlog. 

Most works in paper and CD-ROM and those available via the Internet are cataloged within one 

or two weeks of receipt. A backlog of approximately 300 Browse Electronic Titles (BET) 

entries remain to be cataloged. Most of the backlog in BET and microfiche consists of serials. 

RECRUITMENT OF SERIALS CATALOGER

A recently advertised vacancy for a serials cataloger closed on March 19th. This position was 

announced on GOVDOC-L, CONSER, and SERIALs discussions lists and on Web sites 

maintained by the Office of Personnel Management and the Government Printing Office. When 

hired, the incumbent’s efforts will focus on cataloging Internet related serials. 

RECORDS WITH PURLS AND URLS, AND SUBFIELD “U” OF THE 856 FIELD

During March, 1999, a new policy concerning the display of PURLs and URLs in Monthly 

Catalog records went into effect. This policy requires use of one subfield “u” per 856 field for 

recording a PURL. This policy also stipulates that, when re-establishing links to records that had 

been accessible via a URL, the URL that was in effect at the time the PURL was assigned is to 

be recorded either in the 530 field (multiple format record) or the 538 field (electronic only 

record). As with other Internet related cataloging policies, we expect to make this policy 

available for review at our Web site. 

We have based this policy on consultation with members of the American Library Association’s 

Government Documents Round Table (GODORT) Cataloging Committee, members of the 

Cataloging and Locator Services Committee of the Depository Library Council, and with Jean 

Hirons, CONSER Coordinator, Library of Congress. We appreciate the advice of distinguished 

colleagues and expect that the application of this policy will assist people in identifying 

appropriate access-related data elements in GPO produced Monthly Catalog records. 

CATALOGING BRANCH AND OCLC’S CORC PROJECT

As members of the Federal Library and Information Center Committee (FLICC), we are actively 

involved in FLICC-sponsored efforts to investigate the potential that OCLC’s CORC 

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(Cooperative Online Resource Cataloging) project may have for providing access to works 

published via the Internet. At present, CORC is a research project launched by OCLC staff to 

investigate the feasibility of producing brief bibliographic records to provide access to Internet 

related titles. OCLC personnel have advised us that OCLC has extracted data from several 

thousand GPO produced OCLC records to “seed” the CORC database. We look forward to 

continued involvement with CORC, especially as it may assist us in identifying opportunities to 

improve the scope or timeliness of our cataloging and locator services. 

PURLS AND URLS

The Web edition of the Catalog consists of approximately 115,900 records. Approximately 

8,500 of these records contain PURLs and/or URLs. At present, approximately 2,500 Monthly 

Catalog records contain PURLs. Approximately 6,000 additional older Monthly Catalog records 

contain URLs. As broken links in records with URLs are re-established, these works are made 

accessible via PURLs. 

The Library Programs Service is devoting increasing amounts of time to restoring electronic 

access to electronic works. When our PURLs checking routines identify a broken link in a 

bibliographic record with a PURL, we restore access by updating the PURL lookup table on the 

GPO PURL server with the active URL. Maintaining access through PURLs resolver software is 

intended to eliminate the need for most librarians to maintain access by updating address data in 

GPO produced records in their OPACs. 

PHYSICAL VERSIONS OF THE MONTHLY CATALOG

 Preliminary pages to the paper edition of the Monthly Catalog are being revised and are 

expected to appear in the April 1999 issue. The complete CD-ROM edition of the Monthly 

Catalog, which consists of two CDs, contains approximately 55,000 records. The combined 

1996 and 1997 CD-ROM (with their respective Periodicals Supplements) should be retained for 

the near future. We expect that the January 1999 issue of the CD-ROM Monthly Catalog 

edition, which will include all records for 1998 and 1999 to date, will contain the Periodicals 

Supplements for 1998 and 1999. 

A contract for producing the CD-ROM edition was recently re-awarded to American 

Multimedia, of Burlington, NC. New contract specifications requiring the contractor to receive 

information for jewel case inserts via electronic means should assist in more rapid product 

availability than is presently possible. 

We expect to have published the 1999 paper edition of the Periodicals Supplement in March 

1999. 

CONGRESSIONAL SERIAL SET CATALOG

We estimate that the Congressional Serial Set Catalog for the 103d Congress will be published 

sometime during the summer of 1999. Approximately 1,200 records are expected to be included 

in the Serial Set Catalog. 

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[Handout] 

Depository Administration Branch Update 

Spring 1999 Depository Library Council Meeting 

SPECIAL OFFER

A Special Offer will begin April 15, 1999 for two products previously distributed through the 

FDLP: 

 The Biographical Directory of the United States Congress, 1774-1989, Bicentennial 

Edition, Senate Document 100-34 

(Y 1.1/3:100-34, Item 0996-A) 

 Binders for the Catalog of Federal Domestic Assistance 

(PREX 2.20:, Item 0853-A-01 ) 

Please check the condition of your library’s volume and respond to the special offer located at 

<www.access.gpo.gov/su_docs/dpos/spec99-1.html> by April 30, 1999. 

SURVEY 99-001 

Survey 99-001 will also run from April 15 through April 30, 1999. Two products will be 

surveyed: 

 EPA’s Chemical Emergency Preparedness and Prevention Office (CEPPO), has created 

Risk Management Program, Version 1.0.6. This is a free software package for facilities 

to use in submitting Risk Management Plans (RMP). It consists of a set of four diskettes 

that must be downloaded to the library’s hard drive. Users must also temporarily store 

the material on the library’s hard drive. 

 The USGS Biological Resources Division Gap Analysis Program (GAP) is the primary 

Federal program for mapping and assessing the status of biodiversity in the U.S. Data for 

each state will appear on 1 to 4 CDs depending on the size of the state and data 

complexity. The product information and survey form are located at 

<www.access.gpo.gov/su_docs/dpos/surv99-1.html>. 

PRODUCT UPDATE

Recent discussions with the Central Intelligence Agency have proved beneficial for the FDLP. 

The Handbook of International Economic Statistics (PREX 3.16:, Item 0856-A-09 ) will be 

distributed to libraries this spring in paper format. LPS will also be distributing publications 

from the Center for the Study of Intelligence in microfiche format. One example is the CIA and 

the Vietnam Policymakers: Three Episodes, 1962- 1968. 

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Libraries will also begin to see some older FBIS material arrive in microfiche format under 

PREX 7.10:, Items 0856-B-03 through 0856-B-10. These are missing issues that were provided 

by depository librarians to fill in gaps in this historical series. 

Software for the FBIS CD-ROM (PREX 7.10/3:, Item 0856-A-11) will change from DataWare 

to Folio effective with the Jan-March 1999 issue. At that time, FBIS will no longer provide 

support for a Macintosh platform to access the FBIS on CD-ROM. 

O*NET, The Occupational Information Network, 1998, was distributed to libraries on Shipping 

List 99-0013-S, dated December 30, 1998. It was originally distributed under 0744-G-04, the 

item number for miscellaneous electronic products for the Department of Labor. This 

distribution missed many libraries that currently select the Dictionary of Occupational Titles 

(DOT), which O*NET replaces. Therefore O*NET will be re-distributed to those libraries 

selecting 0780-A-01. This distribution will include the CD-ROM, the Data Dictionary, and the 

User’s Guide. 

NTIS provided copies of the 1999 U.S. Industry & Trade Outlook. It was distributed to libraries 

under SuDocs C 61.48:999, Item 0215-L-08, on Shipping List 99-0020-S dated March 1, 1999. 

The List of Classes (Item 0556-C, GP 3.24:) will change frequency from quarterly to twice 

yearly, effective with the April 1999 issue, not the March issue as previously reported. 

Beginning with this next issue only one copy of the List of Classes will be distributed to each 

library. The online List of Classes is updated on the first Friday of each month. The Federal 

Bulletin Board (FBB) file is located at <http://fedbbs.access.gpo.gov/libs/class.htm>. The 

Documents Data Miner, which provides Web-based data mining of files available from GPO’s 

FBB site, including the List of Classes, the Item Lister, the Federal Depository Library 

Directory, the Government Authors file, and the Inactive and Discontinued Items file, may be 

found at <http://kronos.nia.twsu.edu/govdocs>. 

LPS continues to experience problems with obtaining National Imagery and Mapping Agency 

(NIMA) maps for distribution to depository libraries. The NIMA Map Survey last fall provided 

LPS with current information on map depositories. Libraries responded to the survey promptly, 

and LPS was able to update this information for the first time in many years. The original plan 

as discussed with NIMA and NIMA’s distribution agent, Defense Logistics Agency (DLA), was 

to send material to GPO for distribution via the LPS Distribution Division. LPS now has some 

of these maps but in insufficient quantities for full distribution. LPS continues to work with 

NIMA and DLA staff to ensure that NIMA maps will be distributed to the depository libraries. 

DAB staff work with other members of the Electronic Collection Team on a daily basis to 

identify and locate new online resources that fall within the scope of the FDLP. Since January 1, 

1999, 205 entries have been added to the “What’s New” weekly listing of Browse Electronic 

Titles. 

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[Handout] 

Depository Services Update 

Spring 1999 Depository Library Council Meeting 

OUTREACH

On July 22, 1999, GPO will host a one-day workshop immediately following the 92nd annual 

meeting of the American Association of Law Libraries (AALL) being held in Washington, DC. 

Law librarians should consult their Preliminary Program for registration information. On July 

18, the Superintendent of Documents and the Director, Library Programs Service will provide a 

GPO Update at the Government Documents Special Interest Section. Each of the Depository 

Library Inspectors will speak at other programs. 

The fall Depository Library Council meeting will be held from Monday, October 18 through 

Thursday morning, October 21, 1999. The Radisson Suite Hotel, 106 West 12th Street, in 

downtown Kansas City, MO, is the site. 

The spring 2000 Depository Library Council meeting will be held in Rhode Island. The contract 

for the hotel has not been awarded yet. Locations under consideration include Providence, 

Newport, and Warwick. 

The 9th annual Federal Depository Conference and fall Depository Library Council to the Public 

Printer meeting will be held from Monday, October 23 through Wednesday afternoon October 

25, 2000. The Regional librarians will meet on Sunday, October 22. The Holiday Inn-Rosslyn 

Westpark, 1900 North Fort Myer Drive, Arlington, VA, is the conference hotel. 

SELF-STUDIES

A group of volunteers, including a member of the Depository Library Council, regional 

librarians, selectives, a selective housing site, and Depository Services Staff are reviewing the 

draft of a revised Self-Study of a Federal Depository Library. The revised Self-Study will be 

available by summer 1999. 

In October 1999, depository librarians and their directors whose depository operations were last 

inspected in 1994 will be notified to submit a mandatory self-study. The states include 

Arkansas, California, Florida, Indiana, Iowa, Maryland, Massachusetts, Michigan, Minnesota, 

New Jersey, New York, Ohio, Pennsylvania, and Virginia. The due date for these self-studies 

will be January 15, 2000. These depository librarians will use the new Self-Study template. 

1997 BIENNIAL SURVEY

The Findings of the 1997 Biennial Survey was shipped to all depositories on shipping list 99-

0172-P, dated 3/18/99, SuDocs class number GP 3.33/4:997, item number 0556-C. Since April 

1998, the raw data files, including the survey text, data conversion table, and the responses in 

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comma-delimited format, have been available from the Federal Bulletin Board at 

<http://fedbbs.access.gpo.gov/libs/lps_info.htm>. 

1999 BIENNIAL SURVEY

The Statistical Measurement Committee of the Depository Library Council and Depository 

Services Staff have prepared questions for the 1999 Biennial Survey of Depository Libraries. 

The survey will include optional questions to elicit basic cost data of being a depository, e.g., 

salaries, equipment, etc. So that depository staff may begin gathering figures for the optional 

cost questions, the text of the Biennial Survey will appear in the May 15, 1999 Administrative 

Notes. Submission of the Biennial Survey answers via the WWW will occur in fall 1999. 

Release of the raw data files and the Findings of the 1999 Biennial Survey will occur in 2000. 

RECOMMENDED MINIMUM SPECIFICATIONS

The draft “Recommended Specifications for Public Access Work Stations in Federal Depository 

Libraries” have been posted on GOVDOC-L, MAPS-L, and LAWLIB and are available at this 

meeting. The comment period extends until May 5. The final 1999 specifications will appear in 

the June 15, 1999 Administrative Notes. 

FEDERAL DEPOSITORY LIBRARY DIRECTORY

The February 1999 edition of the Federal Depository Library Directory was distributed to all 

depositories on shipping list 99-0173-P, dated 3/19/99, SuDocs class number GP 3.36/2:999, 

item number 0556-C. 

LIBRARY DIRECTORY MODULE

A new field, to accept the URL of a depository library’s Web page, has been added to the 

Library Directory module at <www.access.gpo.gov/su_docs/dpos/ldirect.html>. The URL 

should be specific to a “Government information” component, not to the main page of a college 

or a general library page. While the links to the URLs are checked monthly before the data is 

loaded to the Federal Bulletin Board and the “Locate Libraries” Web page, depository librarians 

should review their Library Directory entry regularly and advise GPO of any changes no matter 

how small. 

FEDERAL DEPOSITORY LIBRARIES

As of March 22, 1999, there are 1,351 Federal depository libraries, including 53 regionals and 

1,298 selectives. 

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[Handout] 

Electronic Transition Staff Update 

SPRING 1999 DEPOSITORY LIBRARY COUNCIL MEETING

BUILDING THE FDLP ELECTRONIC COLLECTION

After Managing the FDLP Electronic Collection: A Policy and Planning Document (the 

“collection plan,” available at <http://www.access.gpo.gov/su_docs/dpos/ecplan.html>) was 

published in late 1998, the next step was to identify and implement the steps that will bring its 

provisions into practice. This began with an exploratory, cross-organizational team from 

Depository Administration Branch, Cataloging Branch, Electronic Information Dissemination 

Services and the Electronic Transition Staff (ETS). The team met for two weeks to define the 

possibilities, identify the issues and develop strategies for dealing with the issues. 

The team was re-configured slightly and officially became the "Electronic Collection Team." 

This team is examining and evaluating electronic products for inclusion in the Electronic 

Collection. The team also continues to develop the techniques and procedures to process 

electronic resources. This includes selection, bibliographic control, persistent naming, archiving 

and outreach. The collection building activities will be discussed by Laurie Hall and Judy 

Andrews at the Federal Depository Conference on Tuesday, April 13 at 11:00 a.m. 

OUTREACH

ETS personnel continue to make presentations on the collection plan, the electronic collection 

and other facets of the electronic transition. ETS staff spoke at meetings of the Federal 

Publishers Committee, a group of agency publishing officials, in January, and the Internet 

Information Management Work Group at the Department of Health and Human Services, in 

March. Other recent ETS staff contacts include meetings with personnel from the National 

Transportation Library, the library at National Oceanic and Atmospheric Administration and the 

Environmental Protection Agency. 

PARTNERSHIPS

New Partnership Model 

The role of partnerships in providing ongoing access to Government information is evolving. 

The initial model was a three-party agreement between an agency, a cooperating institution, and 

GPO, with GPO in the role of facilitator and safety net. ETS is now drafting a new model 

agreement in which GPO plays a more active role in identifying, "acquiring," providing access to 

information products, and facilitating permanent storage with an institutional partner such as a 

library or university. This new model will better position GPO to offer a useful service to 

agency publishers and to gain the benefits of permanent access for the FDLP and the public. 

National Technical Information Service

The NTIS/GPO Pilot Project went live on January 18, 1999. 22 depository libraries have access 

to a NTIS database of approximately 35,000 image documents. The pilot is scheduled to run for 

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a year. As of mid-March, the search site was averaging 100 visits per week. As the libraries 

explore the site's potential, they are making excellent suggestions for its improvement. Walter 

Finch, project director for NTIS, will be speaking about the project at the Federal Depository 

Conference on Monday, April 12, at 3:45 p.m. 

FDLP/ERIC Digital Library Pilot Project 

The FDLP/ERIC Pilot Project concluded on December 31, 1998. GPO is analyzing the results of 

the user surveys and considering options for availability of ERIC reports electronically. A report 

on the Pilot Project should be issued this spring. 

National Civil Aviation Review Commission 

The University of North Texas has taken on permanent access responsibility for the Web site of 

the National Civil Aviation Review Commission, which ceased operation in late 1997. Based on 

the model for the Advisory Commission on Intergovernmental Relations, GPO and the 

University of North Texas have entered into a Memorandum of Understanding that assures 

permanent accessibility to the Commission materials on the site. Notices have been added to the 

site advising users of the status of the commission <www.library.unt.edu/gpo/ncarc/ncarc.html>. 

Digital Publications Preservation Steering Committee 

Gil Baldwin and George Barnum represent GPO on a Steering Committee organized by the U.S. 

Department of Agriculture (USDA) to implement the Framework for the Preservation of and 

Permanent Public Access to USDA Digital Publications. The "Framework" was developed 

following a 1997 conference for which GPO was one of the co-sponsors. The Steering 

Committee meets quarterly to address the issues of inventory and life cycle management of 

USDA digital publications, technical requirements, and user access and retrieval. Participation 

in this group has been highly beneficial to the development of the FDLP Electronic Collection. 

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Depository Library Council to the Public Printer, Fall 1998 

Recommendations with GPO Responses 

RECOMMENDATIONS 

1. GPO to fill the position of electronic collection manager. 

Council recommends that GPO direct additional resources to building and managing the 

Electronic Depository Collection, including establishing and filling the position of Electronic 

Collection Manager described in Managing the Electronic Collection: A Policy and Planning 

Document. 

Rationale: 

Council believes it is imperative that GPO allocate sufficient resources, both financial and 

personnel, to assure the effective coordination of activities directed toward building the 

Electronic Collection described in Managing the Electronic Collection: A Policy and Planning 

Document. Council recognizes that various activities and functions associated with the 

electronic collection are currently distributed among various GPO units, e.g. collection 

development criteria, outreach, marketing, locator tools, metadata, etc. Council believes that the 

establishment of the position Electronic Collection Manager would provide the most effective 

means to coordinate and use this expertise present in GPO. (Please see Action Item at end of 

document for additional information.) 

Response: 

GPO is taking several steps to allocate additional resources to managing the FDLP Electronic 

Collection. The Library Programs Service (LPS) has established an ongoing Electronic 

Collection (EC) Team that includes personnel from the Depository Administration Branch, the 

Cataloging Branch, the Electronic Transition Staff, and the Office of the Director. The purpose 

of the EC Team is to develop, document, communicate, test, and, when necessary, modify work 

procedures and related policies for the FDLP Electronic Collection. The scope of EC Team’s 

effort include the full range of activities for products in the Electronic Collection, including (but 

not limited to) identification, evaluation, selection, classification, bibliographic control, 

persistent naming, archiving, and communication with stakeholders. The EC Team is also the 

focal point in LPS for tracking such related issues as persistent naming, digital archiving 

technology, National Archives and Records Administration (NARA) policies, and other 

emerging issues. 

Actions are underway to establish and fill the Electronic Collection Manager position in LPS. 

As with any new position there are numerous steps in the process. We have developed a position 

description, it has been classified and graded, and we plan to proceed with advertising the 

vacancy soon. 

Managing the FDLP EC is a cross-organizational effort that involves many offices and 

individuals both within GPO and at partner libraries and agencies. Within the Superintendent of 

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Documents organization, the Office of Electronic Information Dissemination Services (EIDS) 

has several vital EC roles. EIDS has a major role in the identification, evaluation, selection, 

archiving, and communication with FDLP stakeholders, and participation in these activities will 

continue. More specifically, EIDS manages the training and user support functions for GPO 

Access, coordinates the development of Documents’ Web pages, and works closely with 

publishing agencies to bring new electronic products into the FDLP and Documents Sales 

Programs. In addition, EIDS acts as the Documents liaison with GPO Production Department on 

GPO Access developments. 

At LPS’ request the Production Department has designated a staff member to work with our EC 

Team on developing an FDLP EC archive, and also has provided server space for our archiving 

development work. 

On the financial side, GPO has requested an additional $1 million for our FY 2000 appropriation 

for purposes of increasing the resources allocated to managing the FDLP EC. The outcome of 

the FY 2000 appropriations process is not finalized at this time. 

2. Microfiche contracts. 

Council recommends that GPO evaluate and resolve problems with the current microfiche 

contractor procedures and performance to identify other options which would better serve the 

needs of the depository community. Council further recommends that GPO take additional steps 

to bring microfiche processing procedures and requirements to the attention of the depository 

libraries. 

Rationale: 

Since the distribution and claiming of depository microfiche has moved from GPO to full service 

microfiche contracts with independent contractors, microfiche processing has become more 

complex for depository libraries. Some contractors' inability to fulfill all elements of GPO 

contracts, including shipping list and claims delivery, continue to be ongoing problems. Options 

which might be considered include: multi-year contracts; return of microfiche to GPO for 

distribution; use of additional resources for shipping list preparation, contract compliance, and 

quality control; and a link from the microfiche shipping list web page to an information page on 

current microfiche shipment practices and procedures. 

Response: 

LPS and the Term Contracts Division of GPO’s Printing Procurement Department have 

identified several specific steps to improve contractor performance. We have: 

 Instituted more rigorous pre-award testing of new vendors bidding on FDLP work. 

 Changed from tape cartridges to FTP transfer for selection and library address data so 

contractors can respond more quickly to changes in libraries selection profiles. 

 Designed and staffed a more strenuous review of the administrative contract receivables, 

such as the microfiche masters, shipping lists, and associated electronic data files. 

 Requested hiring a second microfiche inspector who would focus more specifically on 

contract compliance issues. 

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These changes have improved LPS’ ability to address and correct performance problems with the 

microfiche contractors, as in the recent situation with the nearly opaque headers on the 

microfiche produced by CRS, Inc. 

For the longer term, we are taking active steps to identify titles currently distributed in 

microfiche for which reliable, official electronic versions are available. As we announced at the 

1999 Midwinter meeting of the American Library Association, we will migrate the depository 

library distribution version of certain titles from microfiche to an agency-issued online resource. 

This direction is in accordance with the plans for the transition to a more electronic FDLP. The 

specific criteria for identifying candidate titles were published in the February 15, 1999 issue of 

Administrative Notes (v. 20, no. 4, pp. 4-6). 

 

In addition, we have reviewed the other suggestions from Council for possible implementation. 

With the current staffing level and allocation of resources in LPS it is simply not feasible to 

bring the microfiche distribution activity back in-house. Our efforts are focussed on 

strengthening contract compliance and quality review, and on enhancing the administrative and 

record-keeping infrastructure required to support effective action against a deficient contractor. 

3. Discontinue or consolidate "traditional" LPS products and services in tangible formats. 

Council recommends that GPO, in consultation with the depository library community, decrease 

the frequency of publication of the paper editions of GPO administrative tools that are available 

online and are more frequently updated. Some titles with a strong sales history should remain in 

the sales program in print editions as long as sales justify the cost of production. 

As an example, since the online List of Classes is updated monthly, Council recommends that the 

print version of the List of Classes be updated, published and distributed (via FDLP and sales) 

only annually, and that each library receive only one depository copy. 

Council further recommends that, provided the annual publication date is flexible, GPO consult 

with the depository community to determine the most appropriate time of year to produce the 

print version. 

Rationale: 

Frequently updated online tools are more useful than print editions that are often dated by the 

time they are printed and distributed. All program libraries should have access to the FDLP web 

site and the ability to download. The online version of the List of Classes is updated monthly 

and can be manipulated to serve multiple purposes. However, libraries may need time to learn 

how to exploit this FDLP electronic resource. During the transition period, some titles may need 

to remain in print even if less frequently updated. This issue should be revisited. 

Response: 

LPS has changed the production schedule for the List of Classes from quarterly to semiannual, 

and reduced the number of copies distributed free of charge to each depository from two to one. 

The next issue is expected to be available in April 1999, prior to the annual selection update 

cycle. 

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AN-v20-#07-4/15/99 

In addition, LPS will examine other administrative publications currently issued in both print and 

electronic format for migration to solely electronic availability. Some potential candidates for 

this migration are the Administrative Notes Technical Supplement, the Inactive or Discontinued 

Items from the 1950 Revision of the Classified List. 

In the longer term, LPS will determine on a case-by-case basis whether new or existing 

administrative publications require a print analog. In general our direction will be to use the 

online information services and reserve the production of new printed products for exceptional 

cases. 

4. Structure of Council meetings, amount of time, location. 

Council recommends that the fall Council meeting be held permanently in the Washington, DC 

area, sometime between the Columbus and Veterans Day holidays, and that the annual Federal 

Depository Library Conference coincide with the fall DLC meeting in Washington. The spring 

DLC meeting would be held in the field, rotating around the country, as it was prior to 1992. 

Council further recommends that the fall DLC meetings begin on Sunday evening and end on 

Wednesday afternoon, instead of beginning on Monday morning and ending on Thursday 

afternoon. Sunday evening would be reserved for Council's organizational meeting, open to 

observers. The full Conference would begin on Monday morning and conclude on Wednesday 

afternoon, with the Regionals' session continuing to be held on the Sunday immediately prior to 

the Federal Depository Library Conference. The spring DLC meeting schedule would be 

modified in similar fashion. 

Council also recommends that GPO continue to monitor attendance at DLC meetings and FDL 

conferences to determine whether changing meeting structure, locations, and dates has an 

adverse affect on depository library participation. 

Rationale: 

A fall meeting in Washington will produce fewer conflicts with other library-related meetings 

and a wider range of choices for hotel accommodations. This change will also restore the 

opportunity for newly appointed Council members to visit the GPO facility. The change to 

Sunday through Wednesday reduces meeting space rental and other FDLC expenses, such as an 

extra day's use/rental of meeting rooms at the hotel, A-V equipment, and coffee breaks. 

Potentially, per diem expenses for DLC members would be reduced. 

Response: 

GPO has implemented this recommendation, and the revised sequence of meetings and use of the 

Sunday through Wednesday meeting structure will begin in 2000. The upcoming sequence of 

Depository Library Council (DLC) meetings and Federal Depository Conferences (FDC) is: 

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AN-v20-#07-4/15/99 

Month/Year Event Location 

10/1999 DLC Kansas City, MO 

04/2000 DLC Providence, Newport, or Warwick, RI 

10/2000 DLC/FDC Arlington, VA 

04/2001 DLC To be determined 

10/2001 DLC/FDC Washington, DC area 

We will monitor the effects of these changes on event attendance and participation and, in the 

event that any adverse impacts are found, will recommend other changes for consideration by the 

Council. 

17 
AN-v20-#07-4/15/99 

18 

Depository Library Council to the Public Printer 

CURRENT MEMBERS (as of 04/01/99) 

TERM EXPIRES SEPT. 30, 1999: 

Thomas K. Andersen 

CLSA Coordinator 

California State Library 

Library Development Services 

P.O. Box 942837 

Sacramento, CA 94237-0001 

(916) 653-7391 

(916) 653-8443 (fax) 

tanderse@library.ca.gov 

Carol Bednar 

Government Documents Coordinator 

Department of Technical Service 

University Library 

California State University Fullerton 

Fullerton, CA 92634-4150 

(714) 278-7035 

(714) 278-2439 (fax) 

cbednar@fullerton.edu 

Denise M. Davis 

The Gale Group 

27500 Drake Road 

Farmington Hills, MI 48331-3535 

(248) 699-4253 ext. 1759 

(248) 699-8066 (fax) 

denise.davis@gale.com 

Diane Eidelman 

Documents Librarian 

Suffolk Cooperative Library System 

627 North Sunrise Service Rd. 

Bellport, NY 11713 

(516) 286-1600 ext. 325 

(516) 286-1647 (fax) 

diane@suffolk.lib.ny.us 

Margaret S. Walker 

3130 Millwood Terrace, #M109 

Boca Raton, FL 33431 

TERM EXPIRES SEPT. 30, 2000: 

Duncan M. Aldrich 

Head, Business & Government Information 

 Center 

University Libraries 

University of Nevada, Reno 

Reno, NV 89557-0044 

(775) 784-6500 ext. 256 

(775) 784-4398 (fax) 

duncan@unr.edu 

Mary Alice Baish 

Associate Washington Affairs Representative 

American Association of Law Libraries 

Georgetown University Law Library 

111 G Street, NW 

Washington, DC 20001-1417 

(202) 662-9200 

(202) 662-9202 (fax) 

baish@law.georgetown.edu 

Diane L. Garner 

Librarian for the Social Sciences for the Harvard 

 College Library 

Lamont Library, Level 1 

Harvard University 

Cambridge, MA 02138 

(617) 496-2532 

(617) 496-0440 (fax) 

dgarner@fas.harvard.edu 

Gregory W. Lawrence 

Government Information Librarian 

Albert R. Mann Library 

Cornell University 

Ithaca, NY 14853 

(607) 255-3242 

(607) 255-0318 (fax) 

GWL1@cornell.edu 

Julia F. Wallace 

Head, Government Publications 

10 Wilson Library 

University of Minnesota 

309 19th Avenue South 

Minneapolis, MN 55455-0414 

(612) 626-7520 

(612) 626-9353 (fax) 

j-wall@tc.umn.edu 
AN-v20-#07-4/15/99 

TERM EXPIRES SEPT. 30, 2001: 

Maggie Farrell 

Associate Dean of Libraries 

Roland R. Renne Library 

Montana State University – Bozeman 

Bozeman, MT 59715-3320 

(406) 994-6474 

(406) 994-2851 (fax) 

farrell@montana.edu 

Paula Kaczmarek 

Manager, Government Documents 

Detroit Public Library 

5201 Woodward Avenue 

Detroit, MI 48202-4093 

(313) 833-1025 

(313) 833-0156 (fax) 

pkaczma@detroit.lib.mi.us 

Donna Koepp 

Department Head 

Government Documents and Map Library 

University of Kansas 

6001 Malott Hall 

Lawrence, KS 66045-2800 

(785) 864-4660 

(785) 864-5154 (fax) 

dkoepp@ukans.edu 

GladysAnn Wells 

State Librarian and Director 

Arizona Department of Library, Archives, 

 and Public Records 

State Capitol, Room 200 

1700 W. Washington 

Phoenix, AZ 85007 

(602) 542-4035 

(602) 542-4972 (fax) 

gawells@dlapr.lib.az.us 

Dr. Fred B. Wood 

Special Expert 

Office of Health Information Programs 

 Development 

National Library of Medicine 

Building 38, Room 2S-14 

8600 Rockville Pike 

Bethesda, MD 20894 

(301) 402-9278 

(301) 496-4450 (fax) 

fred_wood@nlm.nih.gov 

TERM EXPIRES SEPT. 30, 2002: 

Linda Fredericks 

Government and Legal Librarian 

King County Library System 

1111 – 110th Avenue NE. 

Bellevue, WA 98004-4508 

(425) 450-1782 

(425) 450-2469 (fax) 

lindaf@kcls.org 

Robert A. Hinton 

Assistant Librarian 

Indiana University-Purdue University 

 Indianapolis (IUPUI) 

University Library, 2102A 

755 West Michigan Street 

Indianapolis, IN 46202-5195 

(317) 278-2317 

(317) 274-0492 (fax) 

rhinton@iupui.edu 

Sharon A. Hogan 

University Librarian 

The University Library (m/c 234) 

University of Illinois at Chicago 

Box 8198 

Chicago, IL 60680 

(312) 996-2716 

(312) 413-0424 (fax) 

sahogan@uic.edu 

Mary Redmond 

Principal Librarian, Collection Acquisition 

 and Processing 

New York State Library 

Cultural Education Center 

Albany, NY 12230 

(518) 474-5946 

(518) 4740-5786 (fax) 

mredmond@mail.nysed.gov 

Andrea Sevetson 

Head, Government Information 

223 Library 

University of California 

Berkeley, CA 94720-6000 

(510) 643-9346 

(510) 643-6650 (fax) 

asevetso@library.berkeley.edu

19 
AN-v20-#07-4/15/99 

Table of Contents

Public Printer Names Five to Depository Library Council........................................................... 1 

Special Offer Available to Depositories ....................................................................................... 1 

Survey 99-001............................................................................................................................... 2 

SuDocs Letter: Destroy Dept. of Justice Document ..................................................................... 3 

SuDocs Letter: Destroy Census Bureau Manual .......................................................................... 4 

Cataloging Branch Update, Council Meeting, 4/99...................................................................... 5 

Depository Administration Branch Update, Council Meeting, 4/99 ............................................ 7 

Depository Services Update, Council Meeting, 4/99.................................................................... 9 

Electronic Transition Staff Update, Council Meeting, 4/99 ....................................................... 11 

Responses to Recommendations, 1998, Fall............................................................................... 13 

Members, Depository Library Council (1999) ........................................................................... 18 

Administrative Notes is published in Washington, DC by the Superintendent of Documents, Library 

Programs Service, Government Printing Office, for the staffs of U.S. Federal Depository Libraries. 

It is published on the 15th day of each month; some months have additional issues. Postmaster send 

address changes to: The Editor, Administrative Notes 

 U.S. Government Printing Office 

 Library Programs Service, SLLD 

 Washington, DC 20401 

Internet access via World Wide Web at URL: http://www.access.gpo.gov/su_docs/dpos/adnotes.html 

Editor: Marian W. MacGilvray (202) 512-1119 mmacgilvray@gpo.gov 

20