Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 21, no. 06 GP 3.16/3-2:21/06 April 15, 2000 

Public Printer Names Five to 

Depository Library Council 

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

Council. The Council advises the Public Printer and Government Printing Office (GPO) officials 

on issues related to public access to Government information products through the Federal 

Depository Library Program (FDLP). Administered by GPO, the FDLP is a nationwide system 

comprising more than 1,300 libraries acting in partnership with the GPO to provide the general 

public with local access to Federal Government information products at no cost. 

The newly appointed members bring diversified experience to the Council. They are: 

 Charlene C. Cain, Associate Librarian/Government Documents Librarian, Louisiana 

State University Law Library, Baton Rouge, LA; 

 Cathy Nelson Hartman, Documents Librarian, Electronic Resources Coordinator, 

University of North Texas, Denton, TX; 

 Dena Hutto, Documents/Social Science Librarian, Reed College, Portland, OR; 

 Greta E. Marlatt, Head, Information Services, Naval Postgraduate School, Monterey, CA; 

and 

nment Documents and Maps Processing Unit, 

University of Delaware, Newark, DE. 

 John A. Stevenson, Coordinator, Gover
AN-v21-#06-4/15/00 

Vacancy Announcement 

Librarian (Cataloger) 

U.S. GOVERNMENT PRINTING OFFICE 

MERIT PROMOTION VACANCY ANNOUNCEMENT 

ANNOUNCEMENT NUMBER: 00-081 

POSITION: Librarian 

SERIES/GRADE: PG-1410-09/11 

SALARY RANGE: $35,310 - $55,541 PA 

ISSUE DATE: 03/16/00 

CLOSING DATE: 04/13/00 

NUMBER OF VACANCIES: One 

ORGANIZATION: Library Programs Service 

 Library Division 

 Classification and Cataloging Branch 

 Cataloging Section 2 

GEOGRAPHIC LOCATION: Washington, DC 

PROMOTION POTENTIAL: PG-11 

DURATION OF APPOINTMENT: Permanent 

TOUR OF DUTY: 8 a.m. - 4:30 p.m. 

OPM NOTICE OF RESULTS REQUIRED: N/A 

CIVIL SERVICE STATUS REQUIRED: NO 

AREA OF CONSIDERATION: All Sources 

SUMMARY OF DUTIES/RESPONSIBILITIES: 

Catalogers are assigned to one of the sections in the Cataloging Branch, and are responsible for 

cataloging and related support activities and projects for several publication formats from a 

variety of Federal publishers. Performs descriptive cataloging of Federal documents, including 

monographs, serials, maps, audiovisual materials, microfiche, and machine-readable data files, 

including Internet online documents. Consults a variety of sources and analyzes data in order to 

create appropriate bibliographic access. Performs subject analysis of all material cataloged in 

order to assign Library of Congress (LC) subject terms for retrieval purposes. Consults the 

Library of Congress Subject Headings (LCSH) to determine correct subject treatment. In 

cooperation with LC, establishes new subject headings to be added to the LCSH files when 

necessary. Creates new bibliographic records and adapts already existing records on the Online 

Computer Library Center (OCLC) database, in conformance with standards for cataloging 

established by the Branch and by national cataloging authorities. 

QUALIFICATIONS: For the PG-09: Completion of all the requirements for a master's degree 

or two (2) full academic years of graduate study in library science; in an accredited college or 

2 
AN-v21-#06-4/15/00 

university; or, in addition to meeting the basic requirements for the GS-07, (equivalent to PG07), one year of professional experience in librarianship that included the performance, 

supervision, or administration of one or more major functional areas of librarianship, or one year 

of advanced experience in cataloging. 

For the PG-11: Applicants must meet the basic requirements for the PG-09, plus have had either 

one year of professional experience in librarianship or cataloging; or have completed all the 

requirements for a doctoral degree; or possess 3 full academic years of graduate education in 

library science or cataloging. 

Note: All non-status candidates who meet the minimum requirements will be referred to the 

Office of Personnel Management for certification. Status candidates who also which to compete 

through OPM must state so and provide an additional application. 

RANKING FACTORS: (Applicants who meet the above qualification requirements will be 

rated on the basis of relevant experience, education, training, supervisory appraisal, job-related 

awards, and the factors listed below. Applicants should be specific in documenting these areas 

in their application materials.) 

1. Knowledge of the theories, principles and techniques of librarianship. 

2. Knowledge of cataloging according to Anglo-American Cataloging Rules, second edition 

(AACR2) and Co-operative Online Serials Program (CONSER). 

3. Ability to analyze complex cataloging issues and make policy decisions. 

4. Knowledge of OCLC and other automated library databases/systems. 

5. Ability to communicate effectively in writing and orally. 

TO APPLY: 

GPO Applicants: 

Applicants must submit a copy of their latest annual performance rating and Optional Form 612, 

"Optional Application for Federal Employment," (or SF-171). 

Non-GPO Applicants: (The following instructions apply only when the position(s) is open to 

applicants outside of the agency.) 

Applicants may submit an Optional Form 612, "Optional Application for Federal Employment" 

(or SF-171), or a resume. If a resume is submitted, it must contain all pertinent data in the OF612. 

Current and former Federal employees must submit copies of their latest annual performance 

rating and SF-50 as proof of status or reinstatement eligibility. 

Veterans who are preference eligibles or who have been separated from the armed forces under 

honorable conditions after 3 years or more of continuous active service may apply. Applicants 

eligible under the Veterans Readjustment Act (VRA) will also be considered. Veterans must 

3 
AN-v21-#06-4/15/00 

submit a copy of their DD-214, "Certificate of Release or Discharge from Active Duty"; if 

claiming 10-point veterans' preference, submit a SF-15, "Application for 10-Point Veterans' 

Preference," plus the proof required by that form. 

Applicants seeking Excepted Appointments based on disabilities must provide certification from 

a State or District of Columbia rehabilitation counselor indicating that they meet the 

requirements for and are eligible for an Excepted Appointment based on a physical or mental 

disability. 

Selectees must successfully pass a drug test before appointment. 

GPO WILL NOT PAY RELOCATION COSTS. 

OTHER ESSENTIAL INFORMATION: 

Applicants must: 

 include the vacancy announcement number and position title on their application. 

 describe their duties and responsibilities in their own words; position descriptions may 

not be submitted. 

 meet time-in-grade and qualification requirements by the closing date of this 

announcement. 

 submit a GPO Form 2566, "Report of Merit Promotion Action," if they wish to obtain a 

ns and required forms postmarked no later than the closing date of this 

announcement. 

UBMIT APPLICATION(S) TO: 

, Stop: PSE 

ets NW 

1 

AX (202)512-1292 

OR ADDITIONAL INFORMATION CALL: 

DD (202) 512-1519 

*THE GOVERNMENT PRINTING OFFICE IS AN EQUAL OPPORTUNITY EMPLOYER* 

report on the status of their application. 

 submit applicatio

S

Unit 2 

U.S. Government Printing Office 

Employment Branch, Room C106

North Capitol and H Stre

Washington, DC 2040

F

F

(202) 512-1200 

T

4 
AN-v21-#06-4/15/00 

Follow-up on Nuclear Regulatory Commission Transfer 

With the completion of the transfer of microfiche collections from Nuclear Regulatory 

Commission (NRC) Local Public Document Rooms to Federal depository libraries (announced 

in Administrative Notes v. 21, #5, 3/15/00), depositories now holding the fiche collections are 

reminded that the fiche are now depository items, subject to all guidelines and requirements of 

the FDLP. The item number for the collection is 1051-H-45, and the SuDocs class stem is Y 3.N 

88:62/. Although it will remain an active item number for the foreseeable future, no further 

distribution is expected to be made on 1051-H-45. Libraries need not select or deselect it in the 

upcoming update cycle. 

Bibliographic access to the collections is available by using the NRC's Agencywide Documents 

Access and Management System (ADAMS), found at <www.nrc.gov/NRC/ADAMS/index. 

html>. Staff from the NRC Public Documents Room in Washington, DC will provide assistance 

in using ADAMS by phone at (800) 397-4209 or (202) 634-3273, 8:30 a.m. - 4:15 p.m. eastern 

time, Monday through Friday, by e-mail <pdr@nrc.gov>, and by fax at (202) 734-3343. Staff 

will also provide ADAMS training at the upcoming GPO Interagency Depository Seminar and at 

the October, 2000 Federal Depository Library Conference in the Washington, DC area. 

USAPat Subscriber Notice: USAPat on DVD-ROM 

[The following notice was provided by the U.S. Patent & Trademark Office.] 

We are pleased to announce that the USAPat production problems have been resolved. We have 

sent the first six weeks of 2000 for mastering and will ship at least two weeks of issued 

documents each week until the backlog is completely caught up. The discs will be shipped in the 

order they are issued. We expect to be caught up in April. 

Please be reminded that the USAPat discs you will receive will be on DVD-ROM as CD-ROM 

production has ceased. 

Thank you for your patience. We sincerely apologize for this delay in delivery. 

5 
AN-v21-#06-4/15/00 

Daily Depository Shipping Lists via U.S. Fax Watch: 

Revised Instructions – March 2000 

Step 1: Dial 1-202-512-1716 

Note: In order to use the Fax Watch system, the call must be made from a touchtone telephone. 

Step 2: Press ‘8’. 

Step 3: The voice response will ask: 

a) If you would like a list of all shipping lists currently available on the U.S. Fax 

Watch, Press ‘1’. 

Note: If you choose 1, you will need to re-dial if you need to request specific 

lists. 

b) If you would like to request a copy of a specific shipping list, Press ‘2’. Enter 

the number without the dashes, using the corresponding number on the keypad 

to represent the alpha character, except use ‘1’ for ‘P’ (paper). P (paper) = 1, 

E (electronic) = 3, S (separate) = 7 and M (microfiche) = 6 

Note: Shipping list no. 2000-0155-P should be entered as 0001551. 

Remember: Enter only 2 digits to represent the year. 

Enter the pound sign (#) after the shipping list number has been entered. The 

system will verify the shipping list you are requesting, or indicate if the list 

you requested is unavailable and allow you to re-enter the shipping list 

number. Press ‘1’ to have the system accept the number. To re-enter the 

shipping list number, press ‘#’. 

Step 4: If you would like to request an additional shipping list number, the system will 

indicate that you can enter the next list. If you have finished selecting the desired 

number of shipping lists and are ready for the lists to be faxed to you, press ‘2’. 

Note: Up to three different shipping list numbers can be requested per call. The 

system cannot supply multiple copies of one shipping list during a single phone 

session. 

Step 5: The system will ask you to enter the phone number of the fax machine that you 

want the shipping list to be sent to. Press the # sign after the complete phone 

number is entered. Do not include the prefix ‘1’.

Note: The phone number must include the area code and complete phone 

number, even if you are calling from the local Washington, DC metropolitan area. 

6 
AN-v21-#06-4/15/00 

The system will read back the phone number for verification. If correct, press ‘1’. 

If incorrect, press ‘2’ and enter the correct phone number. 

Step 6: The shipping list copies you requested will be faxed to you. 

Tips:

If you need copies of more than 3 shipping lists, you will need to make several calls into the 

system. Users should wait until the first shipping list request has faxed completely before calling 

again. The system will make three attempts (at three minute intervals) to fax to the phone 

number you submitted before canceling the request.

If you have specific questions about your fax requests or are having trouble with your 

transmissions, please contact the Fax Watch Manager at <eidsnetfax@gpo.gov>, ATTN: Fax 

Watch Manager or by fax at 202-312-0114. 

Readers Exchange 

Census Promotion at Kent State University Library 

To support Census 2000 efforts, the depository staff at Kent State University Library recently 

mounted a Census 2000 display in conjunction with a website giving information on the census. 

The Akron census office provided posters and handouts, and further publicity was provided 

through an article in the Inside The Daily Kent Stater. Thanks to Rosemary D. Harrick, Head, 

Government Documents, for providing the photo of the lobby display. 

7 
AN-v21-#06-4/15/00 

FDLP Desktop Ready for Review

FDLP Desktop, a revised version of the FDLP Administration page, is now available for your 

review and comment. 

The draft site, which currently revises the top two levels of the FDLP Administration page, 

features a new look, new structure and navigation, additional information about the Federal 

Depository Library Program, and much more. 

Check it out! 

http://www.access.gpo.gov/su_docs/dpos/test/FDLPDESK.HTML 

We would like your feedback. Please forward your comments and suggestions to Laurie Beyer 

Hall <lhall@gpo.gov > by Friday, May 5. 

LPS Update 

Spring 2000 Depository Library Council Meeting 

April 10-12, 2000 

Newport, RI 

New Titles in the FDLP 

Online electronic U.S. Government information is the most prevalent dissemination medium in 

the Federal Depository Library Program (FDLP), while the distribution of tangible products 

through the FDLP continues to decline compared to FY 1999. The number of online and 

tangible titles added to the FDLP from October 1999 through February 2000 is: 

Media Titles Copies % of FDLP Titles 

Online (GPO Access) 4,173 n/a 16.4 

Online (links to other agency sites) 8,956 n/a 35.2

Subtotal for Online 13,129 51.6

Paper (includes USGS maps) 5,178 2,400,292 20.4 

Microfiche 6,826 3,026,140 26.8

CD-ROM 290 107,235 0.1

Subtotal for Tangible 12,294 5,533,667 48.4

Grand Total 25,423 5,533,667 100.0 

8 
AN-v21-#06-4/15/00 

Migrating Products from Microfiche to Electronic - Bills and GAO reports

LPS is phasing out the physical distribution of certain FDLP microfiche titles and migrating to 

the online version, when an official, reliable electronic version is available. As part of this 

migration process, LPS is identifying groups of titles that agencies issue in both print and online 

versions. When LPS determines that the content of the online version is substantially equivalent 

or superior to the print version, LPS selects the online version for the FDLP.

LPS staff met with personnel from the General Accounting Office (GAO) and determined that 

nearly all GAO publications are available online, either from the GAO website or from GPO 

Access. Therefore, except for unusual cases, LPS will discontinue distributing GAO 

publications in microfiche as of September 30, 2000. 

LPS will also discontinue distribution of the Congressional Bills on microfiche effective with the 

last of the 106th Congress Bills. Bills are permanently accessible on GPO Access beginning with 

the 103rd Congress. 

New Depository Shipping Contract 

In light of problems with batching, misdirected shipments, delayed receipts and resulting 

processing problems for depository libraries, LPS elected not to exercise its contract option year 

with Potomac Business Center (PBC). Previous mail contracts have covered all GPO mailers 

and were not specific to the needs of the Federal Depository Library Program. Unfortunately, 

this resulted in more generic contractual language with insufficient safeguards for quality service 

to libraries. However, because of the many inconsistencies in the performance of this past 

contract, LPS is now able to segregate its pick up and delivery requirements and has completed a 

much-strengthened Statement of Work to begin the procurement process for an upcoming 

mailing contract. GPO’s Procurement Office announced the requirement for pick up and 

delivery services in the Commerce Business Daily on March 2, 2000. In addition, LPS began 

date stamping all outgoing boxes in early March, and is also upgrading its TanData system to 

increase the ability to track depository materials from the time shipments leave GPO to the time 

shipments arrive at depository libraries. All changes should be in place by mid-June, 2000. 

In the meantime, LPS has sent some shipments to depository libraries through the U.S. Postal 

Service as well as through PBC, resulting in a mixture of deliveries from UPS and some from the 

Postal Service. Library processing staff who detect any anomalies or errors in their shipments 

should contact Ms. Vicki Barber, Chief of LPS’ Depository Distribution Division, at 202-512-

1014, or by e-mail at <vbarber@gpo.gov>. 

Biennial Survey Data Available 

The raw data from the 1999 Biennial Survey of Depository Libraries is available for 

downloading from the Federal Bulletin Board (FBB). There are four files: 

1) Text of the Biennial Survey (file name: s99text.rtf). 

2) Optional questions and answers (file name: s99optn.csv). 

3) Survey questions and answers, excluding the optional questions (file name: s99main.csv). 

9 
AN-v21-#06-4/15/00 

4) Survey key (file name: s99key.rtf). 

Depository librarians can use the data to compare their depository operations with others in their 

peer group or within their state or region. LPS plans to issue a written report entitled "Biennial 

Survey of Depository Libraries: 1999 Results" later this year. 

The FBB can be reached at <http://fedbbs.access.gpo.gov/libs/lps_info.htm>; by dial-in on 202-

512-1387; by telnet to <fedbbs.access.gpo.gov>; or FTP to <ftp://fedbbs.access.gpo.gov>. 

Bound Congressional Record 

In August 1999, libraries receiving the bound Congressional Record were directed to return 

specific volumes of the Record to GPO for rebinding. The volumes have been over-sewn and 

are in the process of being returned to each library. Libraries should expect to see the volumes 

back in their libraries by the end of April. 

Depository Product Update 

These important products will be distributed to depository libraries: 

 U. S. Industry and Trade Outlook, C 61.48:, Item 0215-L-08. Copies are expected in GPO 

shortly after April 30, 2000. 

 NOAA Diving Manual, C 55.8:D 64/, Item 0250- E-15. This publication is to be printed this 

summer. 

In addition, Mental Health: A Report of The Surgeon General, 1999, HE 20.402:M 52/2, item 

0497-D-01, was distributed on shipping list 2000-0134-P, dated 2/10/2000. 

LPS Joins BIBCO 

In January, officials of the Library of Congress’s Program for Cooperative Cataloging (PCC) 

asked GPO to become members of the BIBliographic COoperative (BIBCO) of the national 

Program for Cooperative Cataloging (PCC). In March, GPO map and monograph catalogers 

completed two days of BIBCO training. GPO is now a member of all four PCC components: 

BIBCO, CONSER (Cooperative Online Serials) Program, NACO (Name Authority Cooperative) 

and SACO (Subject Authority Cooperative). 

Membership in BIBCO means that GPO PCC map and monograph records will be accepted, 

with little or no review, by the Library of Congress and the other national libraries. To be coded 

PCC, all access points of map and monograph records must be represented by authority work. In 

keeping with our policy of establishing personal name authorities for only congressional 

publications, most of GPO’s PCC coded records will be restricted to maps and congressional 

publications. 

10 
AN-v21-#06-4/15/00 

GPO Granted OCLC National Level Enhanced Status 

OCLC has recently granted GPO National Level Enhanced Status. This status authorizes GPO 

catalogers to modify all OCLC records, including those produced by the national libraries. 

GPO Joins CORC 

In January 2000, GPO joined OCLC’s CORC (Cooperative Online Resource Catalog) project. 

From 1999 through the present, OCLC has extracted data from more than 4,000 GPO produced 

OCLC records with PURLs (Persistent Uniform Resource Locators) for inclusion in the CORC 

database. Membership in CORC entitles GPO to contribute to OCLC’s development of CORC’s 

data extraction software and other software features and to evaluate CORC for potential LPS 

applications. 

Responses to Fall 1999 

Depository Library Council Recommendations 

Spring 2000 Depository Library Council Meeting 

April 10-12, 2000 

Newport, RI 

1. Technological Capabilities 

Council recommends that the U.S. Government Printing Office (GPO) evaluate and report on the 

technological capabilities of the depository libraries to provide cost-effective public access to 

electronic Government information products. This will include using information from the 1997 

and 1999 Biennial Surveys about the costs and availability of equipment, software, 

telecommunications, staff training and other depository library expenses for accessing and 

utilizing electronic Government information products through the Federal Depository Library 

Program (FDLP). 

Rationale: In the Progress Report on the Transition to a More Electronic FDLP 1996-1999, GPO 

reported the Biennial Survey includes questions on the technological readiness of Depository 

Libraries. Council would like a qualitative assessment of the technological capabilities of 

depository libraries. 

Response: GPO has analyzed the relevant data from responses to the 1999 Biennial Survey of 

depository libraries. Of 1,335 responding libraries, 1,274 (95.4%) meet the requirements for 

public access to electronic information provided through the FDLP. This requirement is based 

on the 1996 "Recommended Specifications for Public Access Workstations" which specifies a 

low-end Pentium-chip PC workstation. The 1999 survey responses show continued 

improvement compared to the results of the 1995 and 1997 Biennial Surveys. In 1995 only 38% 

11 
AN-v21-#06-4/15/00 

of the responding depository libraries reported offering graphical Web access to the public, but 

by 1997 88% reported having this capability. 

Over the corresponding time period the FDLP has evolved to the point at which the majority of 

new products disseminated to depositories are in online electronic format. GPO is concerned 

that 61 libraries (4.6%) still do not offer even a minimal level of public access to FDLP 

electronic content. Of even greater concern is that 22 of the 268 (8.2%) public libraries do not 

meet this expectation. 

GPO has not yet analyzed the responses to the 1999 Biennial Survey optional questions on costs. 

Data on responses to the cost questions will be included in the published report on the 1999 

survey. 

2. Disposition of Depository Collection to NARA 

Council recommends that GPO report at the Spring 2000 Depository Library Council Meeting on 

the status of records disposition of depository publications cataloged in the Monthly Catalog, 

including electronic files for publications with no paper copy, microfilm, or microfiche 

equivalent, and the related file documentation. 

Rationale: The GPO collection of depository publications cataloged in the Monthly Catalog is a 

valuable resource in terms of options for permanent public access. Council encourages GPO's 

efforts to ensure appropriate records management practices for these publications and would like 

to be kept current on progress in this area. 

Response: Under the provisions of the Federal Records Act, government agencies are required 

to take a variety of actions that ensure that the essential evidence of the functions of the 

government is appropriately preserved by the agency and the National Archives and Records 

Administration (NARA). NARA and agencies work together to develop records retention 

schedules which guide the life cycle of records and the process of selecting which records are 

permanently retained and which are destroyed. 

Tangible government information products in all formats that have been cataloged by LPS are 

subject to these requirements as essential evidence of GPO carrying out its statutory function of 

cataloging and indexing. 

In 1995 records officers in GPO Support Services initiated a request to NARA to schedule the 

disposition of publications with no paper, microfilm, or microfiche equivalent (primarily CDROM and floppy disks) accumulated from the cataloging activity. In order for electronic 

products to be eligible for transfer to NARA, the products must meet certain requirements, 

principally that data must be in a format independent of any software (such as retrieval software). 

The most common manifestation of this requirement is ASCII text. As issued by their publishing 

agencies, very few products in the FDLP meet this requirement. 

During the review process, the request for records scheduling was withdrawn and has not, to 

date, been reactivated. NARA advised GPO that “[a]t this time, it is not feasible to complete our 

12 
AN-v21-#06-4/15/00 

appraisal of these records as many technical, legal, and organizational issues relating to the 

preservation of electronic information products and digital publications are still pending." 

However, in the absence of a records schedule providing otherwise, such records are considered 

permanent and must, by law, be retained by the agency. Therefore, tangible FDLP electronic 

products are being retained by LPS. 

In accordance with existing records schedules, print and microfiche Government publications 

cataloged by LPS are regularly transferred to NARA in four-year increments that coincide with 

presidential terms. Each four-year block of print publications must be interfiled into a 

continuous sequence in Superintendent of Documents classification number order. This 

requirement also applies to the microfiche copies transferred to NARA. The three most recent 

blocks, consisting of publications cataloged during the 1984-1996 presidential terms, were 

prepared for transfer to NARA by private sector contractors. The GPO material in Record Group 

287 is first transferred to NARA’s Washington National Records Center, and later is accessioned 

by NARA for public access. GPO is working with NARA to review certain NARA concerns 

over the accession and interfiling of products transferred to NARA during the 1980’s, and these 

concerns are being addressed within NARA and GPO. 

For electronic files for which no tangible equivalent is in the FDLP, the application of NARA 

requirements is still unclear. Records retention schedules are still based on actual custody rather 

than the concept of a virtual collection. Standards for electronic records are still evolving. 

GPO’s concern in this area will be for the files we place in the FDLP Electronic Collection 

archive. GPO will be working to assure that our practices conform to NARA’s requirements to 

preserve the evidence of this function. GPO’s discussions with NARA on the relationship 

between our permanent public access initiatives and permanency of records are ongoing. 

3. GPO Access Gateways 

Council recommends that GPO evaluate and define the future role of GPO Access Gateways. 

Rationale: GPO encouraged depository libraries to become GPO Access Gateways in order to 

expand free public access to GPO Access. Gateway libraries expend time and resources in this 

effort, which still requires all gateways to update their sites with links to all GPO Access 

databases. Recently several libraries have dropped their gateway status. Gateway providers and 

the depository community need clarification regarding the continuing role and purpose of 

gateways. 

Response: GPO staff facilitated a discussion on the role and goals of the GPO Access Gateways 

initiative at the October 1997 Council meeting. An assumption of that discussion was that the 

Gateways initiative began with specific objectives at the time of GPO Access as a fee-based 

service, and that when those objectives were substantially achieved (when GPO Access was 

made free) no new benchmarks were put in place for Gateways. 

Four goals for the Gateways initiative were defined or reaffirmed at the 1997 session: 

13 
AN-v21-#06-4/15/00 

 The Gateways initiative should promote and enable low-end access to GPO Access through 

dial-up and Telnet connections. 

 The Gateways initiative should provide an environment for high quality service, innovation 

and experimentation. 

 WWW-based Gateways should provide significant locally tailored instructional, 

navigational, or interpretive content. 

 The Gateways initiative should support stability and consistency for end users. 

g. 

has received a request to grant new Gateways status, and several libraries 

y operations or by continuing GPO efforts to refine the GPO Access 

rganization and interface. 

ng no-fee 

ith a 

n the 

normal depository 

perations, rather than as part of the separate Gateways program effort. 

. Communication between GPO and Library Directors 

-

ries. Copies of the communications 

ould be supplied in advance to depository librarians. 

ess and 

ings for 

cademic Officers" that is an adjunct piece to Journal of Academic Libraries. 

depository libraries when necessary to advise the directors about significant program activities or 

Since that time, no further action has occurred except to address concerns raised at the meetin

Occasionally GPO 

have dropped out. 

In reviewing these four goals, the one most specific to Gateways is the issue of low-end, dial-up 

users. Based on anecdotal observations of the operations of the SWAIS interface, it appears that 

users not connecting to GPO Access through a graphical user interface and the World Wide Web 

are a rapidly diminishing population. The second and third goals are addressed either within the 

context of general depositor

o

GPO acknowledges and appreciates the successes of the Gateways initiative in openi

access to Government information, and the effort of many depository librarians and 

administrators, systems staff, and others in creating those successes. However, GPO also 

recognizes that the Gateways initiative has served its purpose and is no longer a program w

clear mission or need. Thus, GPO will end formal support of the Gateways initiative as of 

September 30, 2000. The SWAIS interface will continue to be operated by GPO, and no links 

will be disabled, so current Gateways will be able to continue to operate if they so choose. I

future such activities will be acknowledged as outreach activities within 

o

4

Council recommends that GPO establish direct, periodic (minimally on an annual basis), issue

oriented communications to directors of depository libra

sh

Rationale: Council recognizes the need for direct communication from GPO to directors at 

Depository Libraries in order to reinforce the importance of the program, to inform directors of 

current issues facing depositories, and to form a basis of discussion between depository librarians

and their administrators. The proposed communications would assist in building awaren

support at higher levels. The communications might be patterned on the "Brief

A

Response: GPO will initiate issue-oriented communications with the directors of Federal 

14 
AN-v21-#06-4/15/00 

changes. Examples of such issues include changes in FDLP public service requirements, or 

situations that may have library budget implications, such as updates to the recommended 

minimum technical specifications for public access computer workstations. Communication 

with directors is a shared responsibility, and GPO encourages depository staff to actively engage 

their directors in ongoing communications about the FDLP, for example by sharing issues of 

Administrative Notes that include important statements from the Public Printer or the 

Superintendent of Documents. 

5. Digital Storage Facility 

Council is pleased at the efforts by GPO to develop a digital storage facility to provide 

permanent public access to its electronic resource collection. Council urges GPO to develop a 

plan for the archive and to move its current state from test bed to a publicly accessible electronic 

repository. 

Rationale: Council understands that the online facility has two years storage capacity. Council 

urges GPO to develop strategies to manage material which may be transferred to offline ondemand storage and update Council at the next meeting. 

Response: GPO is pleased to report that the archive component of the FDLP Electronic 

Collection (FDLP/EC) is in operation. Issues of two publications in the FDLP/EC recently 

became unavailable from their agency source and users are being redirected, via the PURL, to 

archived copies on GPO servers. Except for the intermediary access screen that explains the 

status of the publication and the date of its capture, the process is seamless and invisible to the 

user. 

Electronic publications acquired for the FDLP/EC in online form only (with no tangible 

equivalent in the FDLP) are being captured, documented, and stored. GPO staff are still learning 

to effectively manage a multiplicity of file types, formats, and web design issues, but are actively 

transferring earlier experimental captures to the archive server, and are adding newly acquired 

publications regularly. 

Planning for the archive is taking place within the larger context of the electronic collection plan. 

Over the coming months the Electronic Collection Manager, the Electronic Collection Team, and 

other key contributors will begin to more fully flesh out the outlines of the plan with policies and 

procedures based on our experience to date. In terms of infrastructure, we are very fortunate that 

the archive utilizes servers dedicated solely to it, and therefore planning for additional capacity 

and operational improvements will be based solely on FDLP utilization and concerns. 

6. Silver Halide Masters 

Council recommends that GPO verify the presence of silver halide masters for microfiche 

distributed through the FDLP and stored at NARA and/or LC and to identify cost effective 

procedures for replacement copies of aging microfiche in our collections, and inform the library 

community of these procedures. 

15 
AN-v21-#06-4/15/00 

Rationale: Council assumes that the depository program will still have access to copies made 

from the silver halide master. Since many of our microfiche are approaching 25 years old, we 

believe that setting a procedure now for libraries to follow for getting replacement copies would 

be wise planning. 

Response: The conversion of depository publications from paper to microfiche format results in 

three categories of microfiche: 

 First generation silver halide master copies. These are sent to NARA every four years 

according to an established records disposition schedule. 

 Second generation silver reproducible microfiche. Reprints for depository claims are made 

from these copies until the material is transferred every two years to the Library of Congress. 

 Diazo copies sent to the Federal depository libraries. 

In 1989, the Library of Congress (LC) and GPO entered into an interagency agreement (IA), 

which provided for the transfer of the second generation silver reproducible depository 

microfiche to LC. Under this agreement, LC agreed to house the microfiche in its permanent 

collection. This material is now available in LC’s Serials and Government Publications 

Division. 

According to the IA, “The Library of Congress can use this collection to better serve the 

information needs of the United States Congress and its other users, to fulfill claims from foreign 

libraries under the International Exchange Program, and has the facilities to reproduce 

microfiche and paper blowbacks for the public.” 

Every two years GPO sends the second generation silvers to LC. Under the IA, LC assumed 

responsibility for all interfiling of microfiche into Superintendent of Documents classification 

number order at its site. LC also agreed to assume sole responsibility for on-demand sales of 

microfiche and/or paper blowbacks to the public. GPO agreed to direct all inquiries to LC for 

microfiche copies for material already transferred to LC. If GPO needs a temporary loan of 

some of this microfiche material, LC loans the material to GPO on a short-term basis. 

Libraries may obtain replacement copies of individual titles from LC. The standard fees for 

duplication are $4.00 per microfiche for silver and $1.75 per microfiche for diazo. There is a 

minimum charge of $10.00 per order. If a cost estimate is required, there is a $10.00 

prepayment. This amount will be applied to duplication costs if an order is placed. Shipping and 

handling charges are extra. 

As covered in the response to Recommendation 2, Disposition of Depository Materials to 

NARA, LPS transfers cataloged copies of microfiche publications to NARA in four-year blocks. 

However, LPS recommends contacting LC for replacement copies of FDLP microfiche. 

LPS does not believe it is in the best interests of the FDLP to expend funds from the limited 

appropriations budget for replacement copies of the diazo microfiche material. LPS does not 

16 
AN-v21-#06-4/15/00 

systematically expend funds for replacement of aging tangible products in any other format. If 

the decision were made to replace this material, there would have to be a corresponding decrease 

in other products and services to offset the costs involved in replacing this material. 

7. Coordinate Government-wide Discussion of Permanent Public Access 

Council recommends that GPO continue to assume a leadership role in bringing together key 

government officials and other appropriate representatives to hold collaborative discussions 

regarding the permanent public access of electronic Government information. 

Rationale: The current federal government information landscape has become increasingly 

fragmented as individual federal agencies publish directly to the Web in lieu of using traditional 

channels for printing, dissemination, and records disposition. Though agencies publishing 

directly to the Web often meet immediate missions to create and distribute information, they too 

often ignore issues of permanent public access and preservation, functions traditionally carried 

out through the FDLP and NARA. High level discussions among major federal and private 

stakeholders, including GPO, NARA, the national libraries, and the archivist and library 

communities, will help clarify roles and focus issue oriented discussions regarding electronic 

information resources. 

Response: GPO continues to organize and host a series of meetings regarding permanent public 

access to electronic Government information. These meetings bring together key Government 

officials and other stakeholders representing agencies and organizations active in the permament 

public access arena, including NARA, the Library of Congress, the National Libraries of 

Agriculture, Medicine, and Education, the Department of Energy’s Office of Scientific and 

Technical Information, the National Commission on Libraries and Information Science, the 

Council on Libraries and Information Resources, the Office of Management and Budget, and 

staff from key Congressional committees. The sessions, now held on a quarterly basis, 

emphasize top level discussions and cross-cutting awareness of permanent public access 

initiatives in various Government and related settings. The most recent meeting, held March 31, 

2000, featured presentations from GPO on the FDLP Electronic Collection archive and from 

NARA on the research initiatives concerning large groups of electronic records. The group also 

previewed the prototype of new permanent public access forum web site, located at 

http://www.ppa.gpo.gov. 

8. Review of Online Locator and Finding Aid Tools 

Council recommends that GPO conduct a comprehensive review of online locator and finding 

aid tools to evaluate the need, redundancy, and organization of current tools. The report should 

also address possible development of new tools. The review process will require Council and 

depository library input as well as an analysis of available statistics. The Council requests a 

report prior to the spring meeting. 

Rationale: Council is concerned that the current online tools may be redundant with other online 

tools and may not be as effective or necessary as when they were first developed. Council 

believes that an analysis of usage from the Biennial Survey and Web statistics will assist GPO in 

17 
AN-v21-#06-4/15/00 

its review of these tools. The report will assist GPO and Council in deciding the future of GPO 

locator tools. 

Response: GPO has conducted a comprehensive review of online cataloging and locator 

services, and copies of the resulting report were provided to Council in March. A primary 

purpose of this review is to evaluate the need, usability, and organization of current tools. In 

essence, the review concluded that GPO’s suite of cataloging and locator services needs to be 

refined rather than replaced. To this end, GPO has initiated several actions to improve these 

services, and has proposed other related changes for Council’s consideration. In conducting this 

review GPO also found that issues relevant to the online cataloging and locator services led to a 

consideration of changes in the print and CD-ROM publications based on GPO cataloging. 

Therefore, the report includes two proposals concerning the future directions for the Monthly 

Catalog-based tangible output products. 

9. Self-Study Process 

Council is encouraged by the modifications that GPO is making in the self-study schedule. 

Council recommends that GPO investigate methods for providing timelier acknowledgment of 

the submission of self-studies, and information for depositories on the status of self-studies and 

inspections. 

Rationale: Depository libraries take the self-study process seriously, and devote large amounts 

of time to the preparation of their reports. Libraries now receive no acknowledgment that their 

self-studies have been received. A brief acknowledgment, even by e-mail, would assure 

depositories that their studies were in the process, and would be a courtesy much appreciated by 

the libraries. The time delay between self-study submission and evaluation reports would be 

more acceptable to libraries if some information on progress could be made available. Efficient 

ways of accomplishing this could be regular communication with Regionals, and/or a web page 

with general information on the schedules of the inspection team. 

Response: Beginning with the batch of self-studies due in May 2000, Depository Services will 

notify each depository by e-mail of its receipt at LPS. Depository Services will continue to 

notify the regionals of any self-studies not received at LPS by the deadline. Subsequently the 

regionals can remind the depository under their purview to complete the self-study. LPS is 

working with the Library of Michigan on a partnership for "regional pages" including a section 

on inspections and self-studies. 

18 
AN-v21-#06-4/15/00 

19 

Members, Depository Library Council 

April 2000 

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 

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 
AN-v21-#06-4/15/00 

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 

Reference and Research Team/Government 

Documents 

Indiana University-Purdue University 

Indianapolis 

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 

Empire State Plaza 

Albany, NY 12230 

(518) 474-5946 

(518) 4740-5786 (Fax) 

mredmond@mail.nysed.gov 

Andrea Sevetson 

Head, Government Information 

Government & Social Science Information 

Service 

218 Library 

University of California 

Berkeley, CA 94720-6000 

(510) 643-9346 

(510) 642-6830 (Fax) 

asevetso@library.berkeley.edu 

TERM EXPIRES SEPT. 30, 2003: 

Charlene C. Cain 

Associate Librarian/Government Documents 

Librarian 

Paul M. Hebert Law Center 

Louisiana State University 

Baton Rouge, LA 70803-1010 

(225) 388-4957 

(225) 388-5773 (Fax) 

llcain@lsu.edu 

Cathy Nelson Hartman 

Documents Librarian: Electronic Resources 

Coordinator

University of North Texas Libraries 

P.O. Box 305190 

Denton, TX 76203-5190 

(940) 565-3269 

(940) 565-2599 (Fax) 

chartman@library.unt.edu 

Dena Hutto 

Documents/Social Science Librarian 

Reed College 

3203 SE Woodstock Boulevard 

Portland, OR 97202 

(503) 777-7572 

(503) 777-7786 (Fax) 

dena.hutto@reed.edu 

20 
AN-v21-#06-4/15/00 

21 

Greta E. Marlatt John A. Stevenson 

Coordinator, Government Documents and Maps 

Processing Unit

Head, Information Services 

Dudley Knox Library 

Naval Postgraduate School University of Delaware Library 

411 Dyer Road 181 South College Avenue 

Monterey, CA 93943 Newark, DE 19717-5267 

(831) 656-3500 (302) 831-8671 

(831) 656-2842 (Fax) (302) 831-1046 (Fax) 

gmarlatt@nps.navy.mil varken@udel.edu 
AN-v21-#06-4/15/00 

Table of Contents 

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

Vacancy Announcement Librarian (Cataloger)............................................................................ 2 

Follow-up on Nuclear Regulatory Commission Transfer............................................................. 5

USAPat Subscriber Notice: USAPat on DVD-ROM ................................................................... 5 

Daily Depository Shipping Lists via U.S. Fax Watch: Revised Instructions – March 2000........ 6 

Readers Exchange: Census Promotion at Kent State University Library..................................... 7 

FDLP Desktop Ready for Review ................................................................................................ 8

LPS Update, Spring 2000 Council................................................................................................ 8 

Responses to Council Recommendations, 1999, Fall................................................................. 11 

Members, Depository Library Council (2000) ........................................................................... 19 

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 

22