Public Documents

April 1981 Number 45 (GP 3.27:45) Assistant Public Printer (Superintendent of Documents) U.S. Government Printing Office

GPO Responds to Depository Library

Council Resolutions

[This is the first of two reports on the Spring Meeting of the Depository Library Council to the Public Printer, April 13-15,

1981. The second report will appear in HIGHLIGHTS for June

1981.]

RESOLUTIONS APPROVED BY THE DEPOSITORY LIBRARY

COUNCIL TO THE PUBLIC PRINTER 10/1/80 WITH THE

RESPONSES OF THE SUPERINTENDENT OF DOCUMENTS

4/13/81

1. The Depository Library Council supports the GPO micro- form conversion program which affords depository li- braries the option of selecting certain Government

documents in hardcopy or microfiche. In particular, the Council would like to see the microform conversion pro- gram for Congressional committee publications expanded

to encompass all Congressional Hearings and Committee

Prints. It is the desire of the Council that all depository

libraries have the opportunity to select this highly im- portant category of materials and that no library be

limited in its selections because of space or monetary

constraints. Therefore, recognizing and responding to

individual requests from depository librarians, a unani- mous resolution from regional depository librarians meeting in Alexandria, Virginia, on September 28, 1980, and

communications from other library associations and

groups, the Depository Library Council recommends that deopsitory libraries be surveyed to determine their indi- vidual selection needs for each committee's publications

in either hardcopy or microfiche format, distribution of

all Committee Hearings and Prints in the format selected

to begin with the 97th Congress, 1st Session.

We surveyed the Depository Library Community for their preference of either hardcopy or microfiche format of Congressional Hearings and Committee Prints with dis- tribution starting with the 97th Congress, 1st Session. 833 libraries responded with 45% selecting hardcopy

and 55% selecting microfiche. The new prospect of

availability in microfiche of Hearings and Committee

Prints prompted 17% of those responding to select for the very first time these important publications, thereby

broadening public access through depository libraries. An economic analysis was prepared and presented on November 24, 1980, to members of the Public Printer's Council on Micropublishing. The analysis indicated there would be an estimated 1981 cost reduction of approximately $350,000 to be realized by introducing a microfiche option along with hardcopy of Hearings and Committee Prints. The Council on Micropublishing responded

with a positive recommendation to the proposal. On

December 15, 1980, the Public Printer announced his decision "To convert to microfiche all Congressional

Hearings and Committee Prints beginning with the 97th

Congress.

2. The Depository Library Council desires that no depository

library have to refrain from selecting available docu- ments because of space constraints. The Council there- fore urges that in the future, in addition to considering

the cost savings to GPO of offering titles in microform,

the impact upon space and the cost savings to depository

libraries be considered of equal importance.

THE BUSIEST BOOTH AT MIDWINTER ALA where LSDS staff member Joe Mahar answers questions on GPO publications.

3.

We are in agreement with this resolution and believe that further development of microform distribution will result in cost savings not only tfl Government, but to depository libraries as well. Be it resolved that the Depository Library Council com- mends and expresses its appreciation to Carl LaBarre and Jay Young for their efforts in reorganizing and ex- panding the Library Division of the Library and Statutory

Distribution Service. Council believes these actions will result in significantly improved output and staff in the

Division. The appreciation expressed by Council to the Superin- tendent of Documents and to the Director of the Library

and Statutory Distribution Service for efforts to reorganize and modernize the Library Division is most welcome.

Regrettably, the recent job freeze was imposed before completion of these efforts and may delay achieving some of the original goals.

1
4. The Depository Library Council recommends that GPO

catalog and classify its own publications which are of general interest to libraries for distribution to depository

libraries.

GPO will classify and catalog its own publications which

are of general Interest and suitable for distribution to depository libraries. We have treated in this manner the Annua/ Report of the Public Printer, and plan to continue this with the PRF Users Manual which will be avail- able this summer.

5. The Depository Library Council requests that GPO sur- vey new items rather than use the "classes added"

method of distributing publications, except in those

cases where such documents are determined to be "re- lated materials" or a single publishing effort.

We will survey new publications that are unrelated to

existing items numbers. We will only use the "Classes

Added" method where it is appropriate. Also, steps are being taken to identify item numbers which happen to

include related and unrelated publications. The April is- sue of Public Documents Highlights asks librarians to nominate the five most irritating item numbers. When

we study these responses, we will resurvey and assign new item numbers.

6. The Depository Library Council recommends that GPO

resurvey the microform offering of the GAO Legislative

History File, in the variety of options feasible, with a

clear description of its physical limitations and file size.

Assuming budgetary conditions allow, and if our sup- plemental request is approved, plans for distribution of the GAO Legislative History File will continue. A new

survey will be conducted which will include a clear description of the image quality, with a sample law on

fiche. It will be stressed in the description that the material leaves much to be desired, but that nothing better

is available through GAO or GPO. We will also provide a disclaimer notice with this product. Covering material from the 65th through the 94th Congress, will be 20,000

laws in individual envelopes holding a total of 40,000

fiche. This works out to 70 linear feet. Distribution will take place at a rate of 2,000 fiche per month over a two

year period.

7. The Depository Library Council recommends that GPO

offer dual media editions of the Congress/'ona/ Record

bound edition, with text in microfiche and the index in bound form, ar^i that this item be resurveyed.

We have taken a close look at the Congress/ona/ Record

bound edition with its index to determine the most practical and economical method of distribution. Presently

657 libaries receive the Record in the hardcopy format

and 694 receive it in microfiche. Making a third offering available (text in fiche, index in hardcopy), would generate additional expense for GPO. However, if we distribute the bound edition in microfiche only, and the index in hardcopy, a savings of approximately one million dollars per year would be realized. The Joint Committee on

Printing is supportive of the Record being produced on

fiche. Not only will a savings be realized, but the material would become available more quickly. Microfiche

distribution of the Record would help decrease the cost

of the depository program without cutting other services.

8. The Depository Library Council recommends that GPO

send to regional libraries and state library agencies, on

a weekly basis and as a separate and additional service,

second copies of shipping lists which accompanied ship- ments mailed during the previous week.

Okay! We will distribute a second copy of the Daily

Depository Shipping List to regional depository libraries.

In order to keep mailing costs low, cumulated sets will be sent in the depository shipment mailed to regionals

at the end of each week. State library agencies will be

asked regarding their desire to receive this material; and,

upon receipt of a positive response, will be included in this distribution.

9. The Depository Library Council recommends that the

Library Division use established means of communication including the depository library inspectors, re- gional libraries, and state library agencies, to encourage

the return of information, (e.g., the computerized item

lists, vital to the depository library operation).

Communication between our Library Division and de- pository libraries has been strengthened by the assignment of publication responsibilities to the recently se- lected Administrative Librarian, Dan MacGilvray. Among

other things, he is looking after the newly created Administrative Notes, the GPO Cataloging Bulletin, (being

developed) and Public Documents Highlights, all of which

are encouraging the flow of information (including

printouts) from depository libraries. He will also strive to enlist greater cooperation in information dissemination from regional libraries and state library agencies, as

well as from GPO staff to depositories.

10. The Depository Library Council requests a report from

the Superintendent of Documents on the results of his study on the use of Selected U.S. Government Publications as a marketing tool for Government documents.

The Council further requests additional information on

the intended focus and audience for Selected U.S. Gov- ernment Publications. The Council urges GPO to increase

its marketing and promotional efforts in the sale of docu- ments to non-depository libraries and to the general

public.

The administration of the Selected U.S. Government Publications mailing list has been in the hands of a commercial contractor for approximately nine months. A part

of this contract requires the matching of Selected List orders received against the mailing list and inclusion of

this data on the customer record. A preliminary analysis

has revealed that approximately 65% of Selected List orders are from customers who are on our mailing list. We are also aware that a large percentage of our

Selected List customers never purchase publications

through the monthly issues. At the end of the year. Se- lected List recipients who have not placed orders will be contacted in an effort to determine why they did not buy from GPO and what are their needs and interests which might be reflected in future issues. We intend to also use the positive part of the mailing

list (those who buy) as a mailing list for promotional

flyers. This campaign will highlight Government docu- ments and their availability through GPO.

The Selected List will continue to be mailed to any cus- tomer who requests it. We include it as a part of all our promotional activities.

2
GPO is always looking for means of extending our marketing and promotional efforts in the sale of Government

documents. Recent agreements have been reached with Lockheed Dialog Information Retrieval Service to make

the Publications Reference File (PRF) available on their system. We will also participate in their Dialorder Online

Ordering Service which will allow any customer who subscribes to the Dialog System to place orders directly to GPO via the Online System. Both regular and priority

processing of customer orders placed through this sys- tem will be provided.

11. The Depository Library Council recommends that the

Office of the Public Printer observe procedures for deter- mining which Government publications will be converted

to microfiche for depository distribution, as outlined in the letter of August 29, 1980, to Mr. James Adier which was signed by Samuel Baylor and Gordon Andrew McKay.

The Council wishes to emphasize the importance of the

taking of the survey of depository libraries as a part of

this procedure.

GPO has and will continue to observe procedures on

microfiche conversion as outlined in the letter of Au- gust 29, 1980. There will be an economic analysis to determine if publications meet the criteria outlined, and

a survey of depository libraries will be a part of the

procedure.

12. The Depository Library Council recommends to the Public Printer that a meeting of regional depository libraries be scheduled to precede the April 1981 meeting in San

Antonio, Texas, in order for regionals to discuss their problems and concerns. Discussion during the first ses- sion will be limited to regional depository representatives. There will be an open session provided for selective depository librarians to voice their concerns. The

session will be moderated by the Depository Library

Systems Committee of the Council.

In response to the concern expressed by many regional

librarians, and ably put by Chairperson Barbara Smith,

the focus of the Spring meeting of the Depository Library Council is on regionals and their role in the Depository

Library Program. This has been publicized in issues of Public Documents Highlights and in Administrative

Notes. With this major theme for the three-day meeting,

the need for a separate pre-Council session as in the

recent past disappeared and none was scheduled.

13. The Depository Library Council commends the Public

Printer on his publicity efforts and recommends that the GPO public service radio spots be distributed to all de- pository libraries for their use in publicizing the depository library program.

In response to requests from librarians for publicity materials suitable for radio public service announcements,

a usable model of a 60 second spot announcement was

published in the February issue of Public Documents

Highlights. An article citing the value of radio spot an- nouncements appeared in the same issue; and a contest was initiated to have depository librarians create 30 and

60 second radio spot announcements and send them to the editor. The best announcements will be chosen for publication in Highlights this summer for the use of the

entire Depository Library Community.

14. The Depository Library Council recommends. to the Public Printer that the sound recordings produced in conjunction with the Foreign Service Institute Basic Lan- guage Courses (Item 872-A) be made available for de- pository distribution.

GPO responded during the Fail 1980 Council Meeting to a similar resolution, Number 13, regarding distribution of non-print materials. In our response, we indicated that Congressional funding would be necessary if audio

visuals were sent to depositories; and that pending clari- fication of the definition of the word "publication" our

General Counsel advised we not attempt to distribute them to depository libraries. The Foreign Service Institute has been asked, meanwhile, if they would be willing to supply Foreign Service

Institute Basic Language Courses Sound Recordings at no cost to GPO. If their response is positive, we will undertake distribution of the sound recordings to the 594 depositories currently selecting the Basic Language

Courses.

15. The Depository Library Council recommends to the Public Printer that he communicate with the Joint Commmittee on Printing with a view toward making briefs avail- able for depository distribution.

On January 7, 1981, pursuant to this resolution, a letter went from the Superintendent of Documents to the Staff Director, Joint Committee on Printing, concerning Congressional Research Service Publications, such as re- ports and issue briefs. The Joint Committee on Printing was asked to advise the Government Printing Office as

to the availability of such material for inclusion in the Depository Library Program. Bernadine Hoduski has been

working on this and may be able to give us a status

report during this conference.

3
(

16. The Depository Library Council recommends to the Public Printer that the Government Printing Office conduct

a study to determine if all unclassified CIA materials re- ceived by Documents Expediting Service, Library of Congress, are also being sent to GPO for inclusion in the de- pository library system.

Responding to a communication from GPO in regard to

thiis resolution, the Printing and Photography Division of the Central Intelligence Agency began in fiscal 1981

sending to GPO cumulative computer printouts of all unclassified materials that were authorized for release in either hardcopy or microform.

These printouts list the titles of unclassified CIA publications, their identification nunrber, and a distribution list which includes the ordered quantity count for each re- cipient. One copy of each of these printouts will continue

to be sent to GPO for the purpose of assuring that all of the CIA's unclassified documents are included in the Depository Library Program.

17. The Depository Library Council recommends to the Public Printer that the Flood Insurance Studies (Item 594-C)

be included in the microfiche conversion program, the

text to be converted to microfiche and sent together with the paper copy maps as a package, beginning no later than April 1981.

Evaluation of the Flood Insurance Studies on microfiche

indicate that they are of acceptable quality for distribu- tion to depositories. Regrettably, some of the contour maps do not reproduce well, and may prove illegible on

fiche. Due to the considerable costs involved, these maps

cannot be separated from the studies and distributed in hardcopy. We cannot bear the initial expense of creating the fiche. We have to encourage the originating agency

to produce the fiche so that we can "ride" their requisition. Meanwhile, we will resurvey with more selective breakdowns by state. 18. The Depository Library Council finds the response to the

request to publish the Official List of Depository Libraries

in the Government Manual unsatisfactory. Council's in- tention was to have the list published in a widely

available document. The Directory of Federal Regional

Structure does not fall within that category. Therefore, we recommend that the Public Printer communicate with

Mr. Robert E. Lewis, Director of the Presidential Docu- ments Division, Office of the Federal Register, restating Council's position that the list be published in the Gov- ernment Manual and Council's concern to reach the widest audience as soon as possible.

The Office of the Federal Register was again contacted

regarding inclusion of the Official List of Depository Li- braries in the Government Manual. They again declined

to include it, but they agreed to have it appear in the

Directory of Federal Regional Structure, where it will be

included with the next edition. 19. The Depository Library Council believes that GPO, as

the center of authority for the cataloging of Federal doc- uments, has a responsibility to issue a cataloging bulletin

in order to communicate GPO's cataloging rule interpre- tations and other detailed cataloging policies, so that catalogers in other libraries can be consistent with GPO

policies. Users of the Monthly Catalog and on-line services which provide access to the GPO cataloging tapes

20-

also need these interpretations and policies in order to search these data bases effectively. The Depository Li- brary Council recommends that GPO issue a cataloging

bulletin containing the information now issues internally as the GPO Cataloging Manual, and that GPO make this publication available as a depository and as a subscription item. GPO recognizes its responsibility as a cataloging authority in the area of Federal Documents, along with the

desirability of disseminating cataloging decisions, rule interpretations, etc. To enable the library community to

better understand GPO cataloging policies and practices,

steps are being taken by Dan MacGilvray and GPO Cataloging Librarians to format and publish a GPO Cataloging

Bulletin. This publication will be made available to de- pository libraries at regular intervals. The Depository Library Council commends the Govern- ment Printing Office for the reformatting of the Publications Reference File. The PRF, which gives current infor- mation on sales publications, has become an indispensable bibliographic source to depository libraries and their users. Council recommends the monthly distribution of the PRF to depository libraries.

At this time we cannot consider monthly distribution of the Pub//cat/ons Reference File to depository libraries. This type of service would increase our appropriated

printing budget by $85,335.47, and cause us to be in violation of the existing PRF contract. In addition, be- cause of the number of fiche contained in a PRF set, contractors would experience extreme difficulty in meeting production and delivery schedules.

4
21. The Depository Library Council recommends the follow- ing enhancements to the microfiche edition of the Congressional Bills, beginning with the 97th Congress:

(1) The microfiche should be numbered consecutively throughout both sessions of Congress,

rather than starting the numbering over at the beginning of the second session;

(2) In order to produce the interim Finding Aid

rapidly and thus expedite shipment of the bills, the paper Finding Aid should cumulate

throughout the first session, then begin a new

cumulation with the second session, as is the

current practice;

(3) At the end of the 97th and subsequent Congresses, a final cumulation of the Finding Aid

for the two sessions of Congress should be produced in microfiche;

(4) A user's guide to the Finding Aid should appear

in each issue.

Beginning with the 97th Congress, 1st Session, the microfiche on which the Congressional House and Senate

Bills are listed, will be numbered consecutively throughout both sessions of Congress.

Individual Cumulative Finding Aids for each session of Congress will be produced as previously furnished in the past with three exceptions: (1) A table of contents

will be listed in each Finding Aid for easy reference; (2) The number of columns used to display the individual

bill or amendment number, fiche number, and X-Y grid

coordinate will be reduced from "4" to "3" columns;

and all Finding Aids will be accompanied by the Superintendent of Documents Microfiche User's Guide for Congressional House and Senate Bills, and instructions for locating X-Y grid coordinates; (3) Pages in the Finding

Aid will no longer be color coded for specific categories

of bills and amendments, but will be replaced by the

table of contents. A consolidated numerical sequence listing of bills intro- duced in the two sessions of Congress cannot be con- sidered at this time because of insufficient staff and the

limited storage capabilities of the equipment used to produce the Finding Aid. However, we will produce a two-part Finding Aid in one booklet that will list all bills and amendments for an entire Congress. Part one will

list those bills and amendments introduced in the First Session, and part two will list those introduced in the Second Session. This document will be issued in both hardcopy and microfiche format.

22. The Depository Library Council commends the Govern- ment Printing Office for the "Keyword in Context Title Index" which first appeared in the July 1980 Monthly

Catalog. The index is much improved over the sample

presented to Council in April 1980. Since this is a trial index, Council recommends that GPO elicit user response

via a questionnaire which is to be sent to all Monthly

Catalog subscribers. The Bibliographic Control Committee of the Council volunteers to assist with the development of a questionnaire to be mailed shortly after shipment of the January-June 1980 semiannual index to the Monthly Catalog.

User reaction to the "Keyword Title Index" was solicited by GPO and the response has been overwhelmingly fa- vorable. It is our feeling that a questionnaire is unnecessary at this time. However, should the Council's Biblio- graphic Control Commmittee presently feel a questionnaire is imperative, and would design such a questionnaire GPO will be pleased to distribute it to all depository

libraries and to all subscribers.

23. The Deoositorv Librarv Council recommends that GPO

The above title with the great graphic is the attractive logo of the new newsletter produced by the Government Documents Round Table of Michigan.

accept the classification numbers for the Serial Set as proposed by the Government Documents Round Table (GODORT) to GPO and outlined below:

Suggested Classes Examples

Y 1.1/2: Serial Set Y 1.1/2:12165 Y 1.1/3: Senate Documents Y 1.1/3:95-21 Y 1.1/4: Senate Executive Documents Y l.l/4:96-AA

Suggested Classes Examples

Y 1.1/5: Senate Reports Y 1.1/5:96-11 Y 1.1/6: Senate Executive Reports Y 1.1/6:96-17 Y 1.1/7: House Documents Y 1.1/7:96-75

Y 1.1/8: House Reports Y 1.1/8:96-21

Since some of the recipients of the Reports and Docu- ments comprising the Serial Set will retain only the

microfiche edition issue originally as House and Senate Documents and Reports, with the classification numbers for their individual series. Council recommends

that GPO supply cardboard dividers with the following information:

(1) Serial Set volume number;

(2) SUDOCS class number of the House or Senate

publications comprising that volume;

(3) SUDOCS class number of the "Title page and

Contents" microfiche for that Serial Set volume.

We have agreed to implement the GODORT Proposal per- taining to classification numbers for Congressional docu- ments. This proposal has been adopted for all Congressional publications beginning with the 97th Congress.

GPO will also supply dividers for the microfiche edition of the Serial Set. This edition was issued originally as House and Senate Documents and Reports with classi- fication numbers for the individual series. The Serial Set dividers will include the Serial Set SuDocs

classification number, volume number, and the inclusive report of document numbers for that volume equivalent.

Although the "Title Page and Contents" microfiche for that volume will have a unique SuOocs classification number, the number will not appear on the divider itself, since it appears on the appropriate fiche.

5
24. The Depository Library Council is concerned that GPO's

present policies do not provide for correction of all errors

in the cataloging records in the OCLC data base or in the tapes distributed by the Library of Congress, even if errors are discovered and corrected either prior to or

following production of the Month/y Catalog. Council

recommends that all corrections made in the Monthly

Catalog be transmitted to OCLC, and that GPO seek a mechanism by which corrections can be distributed in machine-readable form to purchasers of the GPO cata- loging tapes. As a means of distribution of these tape

corrections. Council notes that the Library of Congress

has, twice in the past year, offered to distribute tapes of corrections. We feel that it is essential for GPO to correct

its AACR II records as soon as errors are discovered.

In consultation with Judy Myers and GPO staff members

after the 1980 Fall Council Meeting, a series of guidelines and procedures were designed which would allow

corrections to GPO data to be disseminated to the public.

A series of new problems were identified during our at- tempts to integrate the new procedures with existing software. We have identified the new problem areas and are moving toward resolution. As soon as clearance

to proceed is received, we will begin processing correc- tions for general distribution. 25. The Depository Library Council recommends that GPO

not limit its search for an automated cataloging system

to the three proposals presently being reviewed. We rec- ommend that GPO issue a general request for proposals

to the public and to the cataloging utilities.

We have expanded our search for a suitable approach to accomplish our automation project. We have investi- gated numerous resources and utilities in addition to the original three. However, most are not equipped to meet the level of sophistication which we require. The

Washington Library Network has been identified in this search as an alternative approach and their software package has been included in our plans for further study.

26. Whereas, The Government Printing Office has been

given statutory responsibility (Title 44, sec- tions 1710 and 1711) for providing a comprehensive master catalog of U.S. Government

publications, and

Whereas, The U.S. Government publications user community needs a standardized system of ac- cess, both bibliographic and subject, to all Government publications, and

Whereas, GPO is complying with the internationally ac- cepted code of cataloging rules (AACR II) and

the federally and internationally accepted

MARC format (which has been promulgated

by the National Bureau of Standards as the standard Federal format for machine-readable

bibliographic records), and

Whereas, Individual U.S. Government agencies have par- ticular subject expertise which is directly applicable to developing a standardized subject access system and to provide both biblio- graphic and subject input to a master catalog

of U.S. Government publications (cooperative

cataloging), and

Whereas, A cooperative system of standardized input to

a master catalog of U.S. Government publica- tions will (1) eliminate duplicate processing

and (2) reduce the time and effort required

to produce the catalog, thereby reducing the

cost of its production, at the same time making it a more useful tool, available to the public in a more timely manner.

Therefore, The Depository Library Council recommends

that GPO in consultation with the Joint Committee on Printing and the Federal Library

Committee, prepare a plan for the development and production of a master catalog of

U.S. Government publications, utilizing stand- ardized cooperative cataloging from all appropriate Government agencies, including, but

not limited to the following: The Senate Li- brary, National Technical Information Service, Department of Energy, Department of Defense, National Aeronautical and Space Administration, and the National Bureau of Standards.

We are discussing the possibility of shared cataloging of technical report literature with the Department of Energy

Technical Information Center at Oak Ridge, Tennessee. We are actively exploring a possible cooperative cataloging venture with the National Technical Information Center, NASA, and the Department of Energy. In addition, consultations have also taken place with the Library of Congress, Federal Library Committee, Joint Committee

on Printing, National Commission on Libraries and Infor- mation Science, and others on defining the best means

of developing a shared cataloging project or network

within the Federal sector. We expect these discussions to continue and will report on developments as they occur.

6
Monthly

Catalog Corner

Serials cataloging at the Government

Printing Office entered a new phase in late 1980 when GPO became a member

of the Conversion of Serials (CONSER)

Project. As a CONSER member, GPO

cooperates with other major libraries in the United States and Canada to maintain an authoritative and up-to-date file of serial records on OCLC.

A further step will be taken this sum- mer when GPO becomes the center of authority for Federal document serials cataloging. GPO will then assume the

responsibility for authenticating CONSER document records. At the same

time, GPO will begin cataloging Federal document serials for LC's Serial Rec- ord Division. Another cooperative effort is planned

with the National Serial Data Program

(NSDP), which is the United States center of the International Serial Data System (ISDS) in Paris. Their primary function is to assign key titles and ISSN

numbers to serials. GPO hopes to take

over this responsibility for Federal doc- uments later this year.

In January 1981, GPO began establishing monographic series for the Li- brary of Congress through the Name

Authorities Cooperative Project. This

will assure uniform treatment of series by GPO and LC.

Serials cataloging has experienced some very major changes as a result of AACR 2. Serials are now to be cataloged

under the same rules which apply to monographs. There are no longer special rules for main entry. Serials may

be entered under person (in the case of compilers), corporate body, or title, ac- cording to the rules in chapter 21 of AACR 2. Because the rules restrict cor- porate main entry, almost all monographic series as well as most serials

will be entered under the title. The concept of "generic" titles has been

dropped.

The problem of distinguishing be- tween different serials and series with

identical titles is not addressed in AACR^. Thus, the Library of Congress

and the National Library of Canada

agreed to adopt the policy of assigning uniform titles based on Rule 25.5. The uniform title will be used in cases

of actual conflict between serials. It will consist of the title proper plus either the corporate body, place of publication, or some other identifying infor- mation enclosed in parentheses. The

uniform title will print in the standard

position for uniform titles. An important change in the tran- scription of the title is going to result

in many titles being entered subordi- nate to main titles, previously treated as series. An example is "Current in- dustrial reports." A title such as "Glass

containers" (C 3.158:M 32 G) will now

be entered as "Current industrial re- ports. M32G, Glass containers." "Current industrial reports" will no longer

be treated as a series and will not be

found in the series index. The rule for changes in title proper

is going to result in many new records being made. However, the concept of fluctuating titles, although not included

in AACR 2, will be retained for monographic series. Other changes affecting the appear- ance of serial records are the addition

of a statement of responsibility when

one exists, and the inclusion of ISBD(S)

punctuation. The concept of prescribed sources is going to result in far more

bracketing [one of the more negative

aspects of AACR 2!]. A major problem has been encountered when attempting to convert exist- ing OCLC records to AACR 2. Changing

records from author to title main entry, or adding uniform titles, can affect the number of records needed in OCLC.

GPO is currently working with CONSER

and LC to resolve some of these

problems.

With the change to AACR 2, GPO re- evaluated some of its policies concerning serials. One major change is that

all basic manuals will be cataloged as monographs (Prior to 1981, those sold as GPO subscriptions were treated as

serials). The ones which are subscriptions will be retained in the SQna\s Supplement, but will be cataloged as monographs and include the date of the lat- est edition.

Another- change is that GPO will no

longer use the serial record for a monographic series to produce records for

individual titles to be included in the Monthly Catalog. As a result, individual

titles of series such as "Current population reports" and "Background

notes" will each have their own record on OCLC.

The Serials Supplement is currently

in the process of being recataloged and

should be issued this summer. In addition to the changes in cataloging al- ready mentioned, there will be a new

section. This will be a separate section

of catalog entries for numbered monographic series. It will be arranged by

title rather than SuDocs class, as not

all series have their own class. We anticipate this section to be rather limited

in the 1981 Supplement due to a lack

of time and of staff to catalog series. However, it should grow from year to year and, hopefully, will provide val- uable information for documents

librarians.

7
^WORKSHOPS ,

(

Questions

and

Answers

Q. Has the membership of the Joint Committee on Printing changed with the advent of 97th Congress, First Session?

A. Yes, the membership has changed

with the incoming Congress. The Committee has been enlarged from six to ten members; and its structure is as fol- lows: Charles McC. Mathias, Jr., Senator from Maryland, Chairman; Augustus

F. Hawkins, Representative from Cali- fornia, Vice Chairman; Howard W. Cannon, Senator from Nevada; Wendell H.

Ford, Senator from Kentucky; Joseph

M. Gaydos, Representative from Pennsylvania; Newt Gingrich, Representative from Georgia; Mark 0. Hatfield, Senator from Oregon; Ed Jones, Representative from Tennessee; Lynn Martin, Representative from Illinois; John

W. Warner, Senator from Virginia. The

Staff Director and Associate General

Counsel is Gordon A. McKay; and the Deputy Staff Director is Faye M. Padgett. Their mailing adress is:

Joint Committee on Printing

Committee Room S-151

The United States Capitol

Washington, D.C. 20510

Phone: (202) 224-5241

( /

1981 PARTICIPANTS IN GPO's Library and Statutory Distribution Workshops
Our Best Effort!

[Displaying documents and losing documents sometimes go together. Here is one librarian's novel solution to this perennial problem. Keep your "Best

Efforts" coming for HIGHLIGHTS

readers!]

One of the factors which is generally

attributed to the apparent low use of Government documents is lack of publicity. This situation is further worsened

in those libraries where documents de- partments are pushed into some remote

corner, or into a basement where they

have low visibility, remote from direct contact with principal public service departments.

Few are the libraries where Govern- ment documents are considered a source valuable enough to be treated 9

on an equal basis with books and paid

serials. To publicize the useful infor- mation contained in the public documents has been a matter of great con- cern to most documents librarians: es- pecially now when most libraries are faced with cuts in book and serial budgets.

As a means to promote such use, and

to lure the patrons into the Documents

Division of the Oregon State University

Library, I started displaying some se- lected popular documents on a vertical 36" X 64" display stand which has five shelves. About twenty to twenty-four

titles were displayed each time and re- placed at six week intervals with new

titles. However, during each display, we

averaged a loss of four to five titles. After a temporary interruption due to

this loss of material, we made another

start. This time, instead of displaying the original documents, I photocopied

the title pages of some representative

documents and placed them on the dis- play stand. The stand was also relo- cated to a strategic point likely to capture attention from oncoming pedestrian traffic. The results have been terrific! Most

of the titles remain in heavy demand

during the period of display. We also have an opportunity to help patrons

with related materials on a given subject. In this process, the patrons be- come aware of a valuable information

resource; and, significantly, they be- come aware of our existence in the

Library!

Now we are not losing any material from our display since few are likely to walk away with a photocopy of a title page. Display pieces locked up behind

glass doors seldom get due attention. But the vertical display stand placed in a thoroughfare is likely to lure the public; and we have found it an excellent advertisement to combat lack of documents awareness.

Harbans S. Chona

Documents Librarian William Jasper Kerr Library

Oregon State University

Corvallis, Oregon
Document Review

[HIGHLIGHTS welcomes short reviews

by depository librarians of significant recent documents. Just send them

typed double spaced to the Editor. Our

most recent contribution is by Donald

Voorhees, Reference /Documents Li- brarian, Arthur A. Houghton, Jr. Li- brary, Corning Community College,

Corning, New York.]

Naval DocumQr\\.% of the American Revolution, Volume 8: American Theatre,

March 1, 1777-April 30, 1777; Euro- pean Theatre, January 1, 1777-May

31, 1777; American Theatre, May 1, 1777-May 31, 1777. Edited by William

James Morgan. (Washington, D.C.: Naval History Division, Department of the Navy, 1980.) Pp. 1184. $24.00.

D 207.12: 8. Item No 399-D. (Avail- able through GPO Bookstores, Stock

Number 008-046-00080-8. Preceding volumes also available.)

I.

Students of the naval phase of the American Revolution will not be disappointed by this latest addition to the

Naval History Division's compilation of documents. As rich in variety and scope

as its predecessors, this volume pre- sents a comprehensive selection of materials from archives in both the

United States and Europe. Every conceivable topic is covered from the activities of the Continental Marine Committee to the performance of privateers, state and Continental naval vessels. The collection is made even more valu- able by the inclusion of correspondence

from such notables as George Washington, Benjamin Franklin, the Comte

de Vergennes, and Lord Howe.

Following the lead of previous vol- umes, a fine balance between British and American materials has been maintained. From an American viewpoint, the Spring of 1777 was bleak indeed.

British occupation of Newport and control of surrounding waters continued

to trap Commodore Hopkins' Continental ships in the Providence River. Fur- ther south, the Pennsylvania State Navy was being built to prepare for the expected assault on Philadelphia. Obtaining crews for these ships was an

acute problem as the better pay and

less harsh conditions of privateer service attracted the best men. Many commanders, notably Captain James Nich- olson of the frigate "Virginia," resorted

to heavy handed use of press gangs, an act which brought him into a serious

confrontation with both Maryland and

Continental authorities.

In some ways the British hardly fared

better. American activity in European

waters forced the Royal Navy to expand

its convoy and patrol duties. Even linen ships from Dublin bound for England were placed under convoy. As Franklin commented, "it is extremely mortifying

to proud Britain that all her boasted

naval power cannot prevent her being

insulted on her own coasts." Particularly galling was the capture of the

mail packet "Prince of Orange" in the

English Channel by the Continental lug- ger "Surprize" under Captain Gustavus

Conyngham. His hardly tactful act of sending his prize into the port of Dunkirk nearly resulted in war between

England and France. These and many less important is- sues are presented in great detail. Log

entries of daily operations, muster

rolls, and ships' manifests all reveal what it was like to be at sea in this era. Partciularly interesting is an appendix

taken from the records of Lord Howe

which lists ships captured (and often recaptured) by the Royal Navy's Ameri- can squadron during the first half of the year.

All material is presented in chronological order and is divided into Ameri- can and European theatres of operations. An excellent index provides ready access to individual documents; and a descriptive list of illustrations is also

useful. For this volume, five additional manuscript collections not represented

earlier are included. Without question,

this work and its companions are essential tools for anyone interested in naval or diplomatic history.
GPO Graphics Praised

[GPO's Typography and Design Division has long regarded HIGHLIGHTS as a

labor of love. Your editor has only asked

that they try to capture some of the imaginativeness met with in depository

libraries across America. The following

letter eloquently says that GPO graphics

have not gone unnoticed!]

I just wanted to send you a word (or

words) of praise on your use of graphics for the past year, and more: FAR

OUT!

If you care to share your secret source of these outstanding images, I would greatly appreciate it, as I edit a

local Sierra Club newsletter, and would

like to brighten its pages, as you have

done in Public Documents Highlights.

Sincerely,

Jay S. Gertz Documents Librarian

D. Hiden Ramsey Library

University of North Carolina

at Ashville

Can You Help?

[The following call for assistance has come to HIGHLIGHTS. Perhaps some

documents people would be willing to share the experience of their libraries with the writer.]

"I am interested in hearing from

documents librarians at libraries which

are currently selectively cataloging Federal documents through OCLC, and pro- ducing cataloging records which assign

the Superintendent of Documents classification rather than an LC or Dewey

Decimal classification. I am anxious to learn of both positive and negative

experiences with the process and the

end product. Knowing full well how busy

documents librarians are, I only request

that they identify themselves to me as having experience with this cataloging

approach. I will then call or contact them with specific questions.

"Thank you for your help."

Ms. Roseann Bowerman

Documents/ Reference Librarian Linderman Library 30

Lehigh University

Bethlehem, Pennsylvania 18015

11
Nominate

the Top Five

Irksome Item Numbers!

Item numbers when they cover more

than one publication should contain re- lated publications. We realize that over

the years when the "classes added"

method was used to bring publications

together under the same item number,

the results sometimes proved unsatisfactory. Depository librarians have told us certain clustered item numbers are

a real pain.

To help GPO eliminate such irritat- ing item numbers, we ask librarians

to nominate their top five candidates

for subdivision. Just choose the five item numbers that irk you the most and

send the list to the Editor of HIGHLIGHTS. In the August issue we wi

identify the top five villians and inform

you of their fate.

M-X Missile

Bibliography

Offered to

Librarians

Steven D. Zink, Regional Depository

Librarian with the University of Ne- vada/Reno, has prepared an extensive

ten page bibliography of documents

relating to the proposed M-X Missile System (with special emphasis regarding its impact on Nevada and Utah). He

is willing to send a copy to interested

librarians. Just drop him a note and ask

for the "M-X Bibliography" (two 18

cent stamps would be welcome).

Mr. Steven D. Zink

Regional Depository Librarian Government Publications Dept.

The University Library

University of Nevada/ Reno

Reno, Nevada 89557

Public Documents Highlights is cir- culated bi-monthly by the Superintendent of Documents, Washington, D.C. 20402, and is mailed at first class postage rates. Public Documents Highlights

is intended primarily for librarians of the Federal Depository Library Program.

Material proposed for circulation may

be submitted to the Editor, Public

Documents Highlights, Library and

Statutory Distribution Service, U.S. Government Printing Office, Washington, D.C. 20401. The Superintendent of Documents, however, retains the right to accept such material, to edit it, and

to assign priorities of circulation.

12 GPO 880-225