ADMINISTRATIVE NOTES 

 Newsletter of the Federal Depository Library Program

Vol. 17, no. 08 GP 3.16/3-2:17/08 June 15, 1996 

 Federal Bulletin Board Now Has World Wide Web 

Access

 The Federal Bulletin Board (FBB), a featured component of the U.S. Government Printing 

Office's (GPO) award-winning GPO Access service, is now accessible via the Internet's World 

Wide Web at: 

 http://fedbbs.access.gpo.gov 

 The Federal Bulletin Board is an electronic bulletin board service (BBS) that enables Federal 

agencies to provide immediate, self-service access to Government information in a variety of 

electronic formats and subject areas. Currently, more than 25 agencies representing all three 

branches of the Federal Government provide more than 7,500 files of Government information 

via the FBB. 

 FBB files include information from the White House and Executive Branch agencies (ranging 

from the Departments of State and Treasury to the Office of Foreign Assets Control, the Merit 

Systems Protection Board and the Federal Labor Relations Authority). Supreme Court opinions 

and files from other Judicial Branch agencies are also available. 

 The FBB Web server also contains information on the Federal Depository Library Program at: 

 http://fedbbs.access.gpo.gov/fdlp01.htm 

 FTP, Telnet and dial-in access are also available to the FBB: 

 FTP and Telnet: fedbbs.access.gpo.gov 

 Dial-in:(202)512-1387 (Settings: BAUD 300-14,400 bps, 8 bits, no parity, and 1 stop bit, full 

duplex) 

 The FBB is but one component of the GPO's award-winning GPO Access service. Users of 

GPO's almost two-year-old online service are now downloading and retrieving documents at a rate 

of more than two million per month. GPO Access received the 1994 Federal Technology 

Leadership Award and the 1995 James Madison Award. 

 In addition to access to the FBB, GPO Access features access to key, daily-updated Federal 

databases, including the Federal Register, Congressional Bills, the Congressional Record, GILS 

Records, GAO Reports, the U.S. Code and a growing list of additional databases. 

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 GPO Access databases are available for searching at: 

 World Wide Web: 

 http://www.access.gpo.gov/su_docs/aces/aaces001.html 

 Telnet: swais.gpo.gov (login as guest) 

 Dial-in: (202) 512-1387 (type swais; login as guest) 

 For further information or assistance, contact the GPO Access User Support Team at: 

 E-mail: gpoaccess@gpo.gov 

 Phone: (202) 512-1530 

 Fax: (202) 512-1262 

 List of Classes Now Available Online

 The List of Classes in now available in electronic format on the Federal Bulletin Board, by 

anonymous FTP and through the World Wide Web. 

 The Web address for the List of Classes is: 

 http://fedbbs.access.gpo.gov/libs/class.htm 

 The FTP address is: 

 fedbbs.access.gpo.gov 

 Select the subdirectory CLASS. 

There are two files available in this "file library" (subdirectory): 

 APPENDIX.DOC01/13/95 24350 bytes (downloads 67) 

 Listing of Government Authors 

 Keywords: government authors gpo lps 

depository libraries 

 LISTCLAS.TXT05/03/96 873189 bytes (downloads 371) 

 List of Classes, May, 1996 

 This is an ASCII, comma delimited file that lists the classes offered depository 

libraries. The List of Classes is usually uploaded on the first Friday of 

each month. 

 Keywords: depository libraries gpo lps classes 

For assistance, contact the GPO Access User Support Team, as shown above. 
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 Spaces Available for GPO Access Training 

 In New York and Indianapolis

 Space is still available at the GPO Access training sessions in New York City and Indianapolis, 

IN in July. The training sessions are scheduled in conjunction with the annual conferences of 

ALA in New York and AALL in Indianapolis. 

New York Schedule

 Monday, July 8 and Tuesday, July 9 

 New York Public Library 

 Science, Industry and Business Library 

 Electronic Training Center 

 188 Madison Avenue (34th & 35th Streets and Lexington Ave.). 

 two sessions each day: 8:30 a.m.- 11:30 a.m. 

 1:00 p.m.- 4:00 p.m. 

Indianapolis Schedule

 Thursday, July 18 

 Indiana University-Purdue University at Indianapolis 

 University Library, Room 0106 

 755 West Michigan St. 

 Indianapolis, IN 

 two sessions: 9:00 a.m.- noon 

 1:30 p.m.- 4:30 p.m. 

 If you are interested please register as soon as possible by contacting: 

 John Berger, Marketing Specialist 

 Office of Electronic Information Dissemination Services 

 jberger@gpo.gov 

 Fax: (202) 512-1262 

 Tel: (202) 512-1525 
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 Updated Depository Library Directory Now 

Available 

 on the Federal Bulletin Board

 An updated depository library directory is available on the Federal Bulletin Board. The profile 

information was compiled from data supplied by the nearly 1,400 Federal depository libraries on 

the 1995 Biennial Survey. Each profile contains the depository library number, congressional 

district, name, address, city, state, and zip code. The depository type (selective or regional); library 

type (land-grant, public, law, etc.); and year of designation are included. Each record also contains 

the names of the library director and documents librarian, the documents librarian's and public 

service phone number, and the fax number. 

 This free file is available in both ASCII and database formats. The file is updated irregularly as 

additions and changes are reported to the Library Programs Service. 

 To access the FBB, dial: (202) 512-1387 ( 8 N 1 full duplex) 

 Telnet to: fedbbs.access.gpo.gov 

 FTP: ftp://febbbs.access.gpo.gov 

 From the FBB main menu, key: <I> (Federal Depository Library 

 Information) 

 From the Federal Depository Library Program files, key: 

 <1> (Depository Library files) 

 From that screen, press: <D> 

 At the prompt, key in: <profile.dbf> or <profile.txt> 

 At the next prompt, key in download option. 

 Via GPO's Web site, type: http://fedbbs.access.gpo.gov 

 Click on Federal Depository Library Information 

 Click on Depository Library Profiles 

 Click on either profile.dbf or profile. txt. 

 (To update the record for your depository library, please use the form on the next page.) 
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 Depository Directory Update Form 

Depository Library Number: Congressional District: 

Institution Name: 

Library Name: 

Street Address: 

City: State: Zip+4: 

Library Director's Name: 

Documents Librarian's Name: 

Documents Librarian's Phone Number: Public Service Phone Number: 

E-mail address: Mail, fax, or e-mail this form to:

Chief, Depository Services 

Library Programs Service (SLLD) 

U.S. Government Printing Office 

Washington, DC 20401 

Fax: 202-512-1432 

e-mail: inspect@access.digex.net

Fax Machine Phone Number:
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 GPO Provides Web Access to U.S. Federal GILS 

Records

 Do you need help in finding U.S. Government information for yourself or others? The U.S. 

Government Printing Office (GPO) Superintendent of Documents has created a Government 

Information Locator Service (GILS) Web site as part of its award-winning GPO Access service. 

The GPO Access GILS site can help you identify sources of Federal information, learn more 

about the information available from these sources, and provide assistance in obtaining the 

information. It allows you to search and retrieve GILS records for 25 Federal agencies. It also 

contains records that point to other GILS sites, records designed to serve as pathways to sources of 

information in all cabinet-level and major independent Federal agencies, and Privacy Act Notices 

for all Federal agencies. 

 Each GILS record presents a thorough description of the information resource, including: 

 - - What information is available and why it was created; 

 - - How the information is made available for use; 

 - - Whom to contact for further information; 

 - - In some cases, a direct electronic link to the information itself is provided. 

 The GPO Access GILS site was designed to allow for searches of all records on the site or 

individually by agency. Browse options are also available for the Pathway and Pointer records. 

Using the default selection to search all GILS records on the GPO Access GILS site allows you to 

locate information resources even if you do not know which agency may produce the information 

you need. 

 All individual GILS records and Pointer records on the GPO Access GILS site were created by 

the agencies themselves and will be updated by those agencies. The Pathway records were created 

by the Superintendent of Documents Library Programs Service and will be maintained by that 

organization. 

 To use the GPO Access GILS site, point your browser to: 

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

 If you do not have World Wide Web access, this site can also be reached through: 

 - - WAIS client software directed to Host: 

 wais.access.gpo.gov Port: 210 Database: GILS 

 - - Telneting to swais.access.gpo.gov (login as guest) 

 - - Dialing in to (202) 512-1661 (login as guest) 
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 This GILS site is one of many information retrieval applications available through GPO Access. 

To find out more about what is available: 

 - - Try the Superintendent of Documents Home Page at 

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

 - - Contact the GPO Access User Support team via e-mail: 

 gpoaccess@gpo.gov telephone: (202) 512-1530 FAX: (202) 512-1262 

 GPO Access: 1996 Unified Agenda Database 

 Now Available Online 

 The first issue of the 1996 Unified Agenda (also known as the Semi-Annual Regulatory Agenda) 

was published in the May 13, 1996 issue of the Federal Register. It went up simultaneously as a 

GPO Access database with documents available in both ASCII text and Adobe Acrobat PDF files. 

 The Unified Agenda database is a wonderful tool for identifying future regulatory actions, by the 

issuing agency, topic or CFR part affected. Executive Order 12291 (46 FR 13193) and the 

Regulatory Flexibility Act (5 U.S.C. 602) require that agencies publish semi-annual regulatory 

agendas describing regulatory actions they are developing. The agendas are published in the 

Federal Register, usually during April and October each year. 

 In the table of contents for the May 13, 1996 Federal Register, the agendas are listed by the 

issuing agency under the Proposed Rule category. However, the Unified Agenda entries are 

published as separate parts, not integrated with other Federal Register documents published on the 

same day. The Unified Agenda is maintained as a separate database on GPO Access. 

 Each agency agenda begins with a preamble and a table summarizing the regulatory actions, 

followed by descriptions (abstracts) of each action. The Regulatory Information Service Center 

assigns a Regulation Identifier Number (RIN) to identify each regulatory action listed in the 

Unified Agenda. 

 Following is a brief description of the database and instructions for accessing it via the World 

Wide Web, using SWAIS (telnet or dial-in) or with WAIS client software. 

DATABASE DESCRIPTION 

Menu Name: Unified Agenda, 1996 (Volume 61) 

Host: frwais.access.gpo.gov 

Database Name: 1996_unified_agenda 

Port: 210 
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Description:The 1996 Unified Agenda, also known as the Semi-Annual Regulatory Agenda, 

summarizes anticipated regulatory actions by Federal agencies. The records 

are ASCII text and Adobe Acrobat portable document format (PDF) files. 

The database is updated semi-annually when the Unified Agenda is published 

in the Federal Register, usually in April and October. Helpful Hints for 

searching this database are available online via GPO Access; simply search for 

the word hints. 

WORLD WIDE WEB ACCESS 

 You can connect to GPO Access via the World Wide Web using Netscape or any other Web 

browser. The address for the Superintendent of Documents' home page is: 

http://www.access.gpo.gov/su_docs. The page for connecting to the online databases can be 

accessed directly by adding /aces/aaces002.html. 

TELNET or DIAL-IN ACCESS 

 You can also connect to GPO Access via Telnet. The address is swais.access.gpo.gov. Type 

guest (lowercase) at the login prompt (no password is required). You will be using SWAIS. File 

transfers are by Internet e-mail or screen capture. 

 Users without Internet access can dial-in. Use a modem to call 202-512-1661; type swais and 

then login as guest. The modem settings are 8N1, full duplex. You will be using SWAIS. File 

transfers are by Internet e-mail or screen capture. 

WAIS CLIENT ACCESS 

 If you are using WAIS client software and need source files for the GPO Access databases, 

instructions for adding source files to your client software are available on The Federal Bulletin 

Board. Access the bulletin board by FTP or telnet to fedbbs.access.gpo.gov or use a modem to call 

202-512-1387. Download the file instruct.txt from the file library wais_doc. 

 If you are using WAIS client software and you wish to create a source file for the new database, 

instructions for adding source files to the WinWAIS and MacWAIS client software are available 

below. 

 A. Creating a Source File For WinWAIS: 

 Execute the following steps to create a source file for the new database: 

 1. Open the WinWAIS software; 

 2. Pull down the Edit menu and select the Select Sources menu item; 

 3. Click on the button labeled New; 

 4. Fill in the name, host and database fields using the information provided above; 

 5. Fill in the database description (optional); 

 6. Click the OK button in the Edit WAIS Source Definition Window; 

 7. Click on the OK button in the Selected WAIS Sources Window. 
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 B. Creating a Source File For MacWAIS: 

 Execute the following steps to create a source file for the new database: 

 1. Open the MacWAIS software; 

 2. Pull down the Sources menu and select the New menu item; 

 3. Fill in the name, host and database fields using the information provided above; 

 4. Fill in the database description (optional); 

 5. Click the OK button. 

HELPFUL HINTS 

Helpful Hints for Searching the Federal Register Online via GPO Access includes information on 

the Unified Agenda database. Search for "helpful hints" in the database to retrieve sample searches 

and other instructions. To access this information via the Web, use the address: 

 http://www.access.gpo.gov/su_docs/aces/dcff001.html#ua 

For further assistance, contact the GPO Access User Support Team by e-mail at 

gpoaccess@gpo.gov, by phone at 202-512-1530 or by fax at 202-512-1262. 
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 GPO Access User's Guide Online

 The GPO Access User's Guide, "Helpful Hints for Searching Federal Databases Online via 

GPO Access," is now available online via GPO Access WAIS Server and for downloading from 

the Federal Bulletin Board. The Guide contains an overview of the GPO Access customized 

client, as well as searching tips and Helpful Hints for searching databases online via GPO Access 

for all interfaces. 

** This document is used in GPO Access Training Classes and is useful as a ready reference 

guide. It will be updated as databases are added and enhancements are made to the GPO Access 

Service. 

The following contains: 

 - -A brief database description of this GPO Access publication; 

 - -Instructions for accessing the database via the World Wide Web, using SWAIS (telnet or 

dial-in) or with WAIS client software; 

 - -Instructions for downloading the document from the FBB. 

DATABASE DESCRIPTION: 

Menu Name: GPO Access User's Guide 

Host: wais.access.gpo.gov 

Database Name: GPO_Access_User_Guide 

Port: 210 

Description:This database contains the Helpful Hints for Searching Federal Databases Online via 

GPO Access. It contains an overview of the GPO Access customized client, as 

well as searching tips and Helpful Hints for searching databases online via 

GPO Access for all interfaces. Files are available as ASCII text and Adobe 

Acrobat Portable Document Format (PDF) files. This database will be updated 

periodically as changes are necessary. The guide is also available as ASCII, 

and PDF files from the Federal Bulletin Board. For more information contact 

the GPO Access User Support Team by: Internet e-mail at 

gpoaccess@gpo.gov; phone at 202-512-1530; or fax at 202/512-1262. 

WORLD WIDE WEB ACCESS 

You can connect to GPO Access via the World Wide Web. To connect to the Superintendent of 

Documents' home page, point your browser to http://www.access.gpo.gov/su_docs. The page for 

connecting to the online databases is: www.access.gpo.gov/su_docs/aces/aaces002.html. 

** To get a listing of all the databases currently offered online as well as all of the Helpful Hinsts 

for Databases online via GPO Access connect to: 

www.access.gpo.gov/su_docs/aces/aaces003.html. 

TELNET ACCESS (SWAIS) 
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You can connect to GPO Access by a telnet session to swais.access.gpo.gov. Type guest 

(lowercase) at the login prompt (no password required). File transfers are by Internet e-mail or 

screen capture. 

DIAL - IN ACCESS (WAIS) 

Users without Internet access can dial-in. Use a modem to call 202-512-1661; type swais and then 

login as guest. (Settings are 8N1, full duplex). File transfers are by Internet e-mail or screen 

capture. 

WAIS CLIENT ACCESS 

If you are using WAIS client software, you will need to create a source file for the new database. 

You can manually add the source file to your client software or download the source from the 

Federal Bulletin Board. 

 A. Manually Creating a Source File for WinWAIS 

 Execute the following steps to add the new databases to your Source File: 

 1.Open the EINet WinWAIS system; 

 2.Pull down the Edit menu and select the Select Sources menu item; 

 3.Click on the button labeled New; 

 4.Fill in the Menu Name, Host and Database Name fields (Database Information is 

provided on page 1); 

 5.It is optional to type in the description in the Description Window; 

 6.Click the OK button in the Edit WAIS Source Definition Window; 

 7.Click on the OK button in the Selected WAIS Sources Window. 

 B. Manually Creating a Source File for the MacWAIS client 

 Execute the following steps to add the new GPO Access database to your Source File: 

 1.Open the MacWAIS system; 

 2.Pull down the Sources menu and select the New menu item; 

 3.Fill in the Name, host and database fields; (Database information is provided on page 1) 

 4.It is optional to type in the description in the Description Window; 

 5.Click the OK button. 

 C. Downloading the Source File from the Federal Bulletin Board 

 Access the Federal Bulletin Board via: 

 Dial-in:202-512-1387; From the Main Menu type B for GPO Access; Type 3 for Sources and 

Sample Questions; Select either Windows or Mac; the Windows source file is 
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USERGUID.SRC. (Mac users will have to download all the sources in the 

compressed file sources.sea or sources.hqx. 

 FTP:fedbbs.access.gpo.gov; The Windows source files are in the WIN_SRC directory and 

Macintosh Source files are in the MAC_SRC directory. 

Note: The source files should be downloaded into the Sources directory of the GPO Access 

WAIS client. 

DOWNLOADING FROM THE FEDERAL BULLETIN BOARD 

The guide is available on the FBB in its entirety and as separate files. The guide is offered in its 

entirety under the file names guidetxt.exe (self-executing text file) and guidepdf.exe (self-executing 

PDF file). (Guidetxt.sea and guidepdf.sea are available for Macintosh Interfaces.) The separate 

files are listed by section name and are available in ASCII text and Adobe Acrobat Portable 

Document Format (PDF) as well. 

To access the Federal Bulletin Board: 

 Dial-in:202-512-1387; From the Main Menu type B for GPO Access; Type 4 GPO Access 

WAIS User Documentation and Helpful Hints; Select 2 for Helpful Hints. 

 FTP:fedbbs.access.gpo.gov or Point your Browser to http://fedbbs.access.gpo.gov All of the 

files have been placed on the FBB in the HELP directory. Check 

00INDEX.txt for the file descriptions. 

 *** Note: You will still be able to access the Helpful Hints by searching for the word hints in 

every datbase. 

For further assistance, contact the User Support Team by email at gpoaccess@gpo.gov or phone at 

202-512-1530 or fax at 202-512-1262. 
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 Monthly Catalog Update: Abridged and CD-ROM 

Editions

 "Corrections for Previous Monthly Catalogs" (the corrections page) is being restored to the 

abridged paper edition of the Monthly Catalog, following a suggestion posted to the listserv 

GOVDOC-L. 

 All corrections from January 1996 through June 1996 will be published in the June 1996 edition. 

 Thereafter, the corrections page will appear within each issue. 

 We also expect to include the corrections page as a file within the CD-ROM edition of the 

Monthly Catalog. A prototype version of the CD-ROM is being evaluated by a testing team of 

approximately thirty librarians. Following this review, which should be completed by the end of 

June, LPS will issue a statement concerning the status of the CD-ROM edition. 

 Needs and Offers List Needs New Editor

 The editor of the Needs & Offers List is interested in turning over preparation of the list, 

preferably to someone with the expertise and facilities to manage the list as a listserv, or through 

some other mode of electronic distribution. As there are other online disposal lists, it would not 

be completely reinventing the wheel. There is no definite time deadline, as the current editor, 

George Carlson, is willing to continue with the list until an electronic version can be implemented. 

 Carlson, who has conscientiously produced the list regularly for the last 4 years, says he will be 

pleased to help in any way to effect the transition. If you are interested, please notify: 

 Chief, Depository Administration Branch 

 Library Programs Service (Stop SLLA) 

 U.S. Government Printing Office 

 Washington, DC 20401 

 Fax: (202) 512-1432 

For background information, contact: 

 George Carlson 

 Documents Dept. 

 Orradre Library 

 Santa Clara Univ. 

 Santa Clara, CA 95053 

 (408) 554-5436 

 gcarlson@mailer.scu.edu 
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Spatial Data Supplement to 

Recommended Minimum Specifications for 

Public Access Work Stations in Federal Depository 

Libraries

 In the May 15, 1996 issue of Administrative Notes the Library Programs Service (LPS) 

published the "Recommended Minimum Specifications for Public Access Work Stations in 

Federal Depository Libraries." Those specifications are intended to assist depository librarians 

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

libraries, and should be adequate for most general FDLP electronic products. 

 However, as noted in that article, we were advised that work stations which conform to those 

minimum specifications may not be adequate for electronic spatial data, to run geographic 

information system (GIS) software, or to print maps from electronic sources. The Cartographic 

Users Advisory Council (CUAC) has assisted LPS in the development of this supplemental set of 

specifications which support spatial data applications. All of the caveats concerning work stations 

and software expressed in the May 15, 1996 article also apply to depository libraries which elect to 

serve the public with electronic spatial data. 

Minimum Work Station Configuration for Spatial Data

ComputerIBM-compatible Pentium chip computer operating at 100 mhz or higher 

Memory32 megabytes (Mb) of RAM 

Hard Disk Drive2 gigabytes (Gb) capacity with access to additional storage; 12 ms or less access 

time; IDE or SCSI interface 

Floppy Disk3.5" high density drive. Consider a 5.25" drive if you have a collection of 5.25" 

diskettes that have not yet been converted to 3.5". 

ExpansionThree free expansion bus board slots; 1 or more additional hard drive bay(s) desirable; 

2 serial ports and 1 parallel port. Consider Enhanced Parallel Port or 

other high speed printing connection. 

Monitor21" monitor. Super VGA (SVGA) compatible, with at least 70Mhz vertical refresh rate at 

1024x768 resolution non-interlaced, 0.28 or smaller dot pitch; display 

card which supports 1024x768 resolution at 70Mhz or faster. 4 Mb 

video RAM. 

CD-ROM DriveFor stand-alone use, single or multiple platter drive (ISO 9660 standard). 300 

K/byte per second transfer rate, quadruple (4X) speed support. CDROM XA support. 
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PrinterColor ink jet plotter, 36", 300 dpi, 68 Mb or more memory, or access to a comparable 

networked printer. 

Pointing DeviceMicrosoft-compatible mouse or similar pointing device to support programs and 

Microsoft Windows. 

Network ConnectionDirect Internet or SLIP/PPP connection. 

Or 

Modem28.8 kbps data transfer rate, meeting V.32, V.42, V.42bis or MNP 5 standards and 

compatible with Hayes "AT" command set. 

Operating SystemMicrosoft Windows 3.1 or later (requires MS-DOS 3.3 or higher). Device driver 

for CD-ROM drive and MS-DOS CD-ROM extensions. 

CommunicationsPackage which supports multiple file transfer protocols; several terminal 

emulations such as ANSI-BBS, TTY, VT-100. Data transfer rates up to 

28.8 kbps. Supports Hayes "AT" compatible modems; manages telnet 

sessions. Consider ability to "script" log-on files. 

Client SoftwareWorld Wide Web graphical browser with forms support. ANSI Z39.50 

compatible, GILS-aware WAIS client. Consider EINet WinWais 

customized for GPO Access. 

ViewersPDF file viewer. GIF, GEOTIFF, TIFF, and JPEG graphics viewers. 

Applications Software Options 

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

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

import ability. 

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

and Quattro Pro. 

Word ProcessingSoftware capable of importing major text file formats (Microsoft Word, 

WordPerfect, Multimate, etc.) and ASCII text files. 

Viewing SoftwareViewing software for raster data, such as Photo Shop or Print Shop. 

Mapping SoftwareData manipulation package, such as ArcView 2.1 or higher, Landview, MapInfo, 

or other similar packages. 
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Recommendations from the Spring 1996 Meeting 

of the 

Depository Library Council to the Public Printer 

GPO STUDY ISSUES

1. Council commends the Government Printing Office for completing the Congressionally 

directed Study to Identify Measures for a Successful Transition to a More Electronic Federal 

Depository Library Program, for including representatives from the library community on the 

Study Executive Working Group and Advisory Group, and for carefully considering the input of 

depository libraries throughout the study process. 

2. Council supports the "Principles for Federal Government Information" and the "Missions and 

Goals for the FDLP," as stated in the draft Report to Congress, and Council recommends the 

adoption of these statements for the FDLP. 

3. Council commends GPO for adopting a five-year time frame for the initial transition to a more 

electronic FDLP, and recommends that GPO continue to work with the library community, 

federal agencies, and other appropriate parties, to assess the capabilities of program partners, and 

their progress towards implementing and expanding access to electronic government information. 

4. Council recommends that the Public Printer seek common ground with the Office of 

Management and Budget (OMB) on federal policy that would achieve an appropriate degree of 

government-wide coherence in public information as has traditionally been accomplished through 

centralized cataloging. 

RATIONALE:: Given the huge volume and diversity of information produced and/or 

disseminated by the federal government, descriptive cataloging which continues to allow libraries 

and other information providers to incorporate electronic resources into existing location 

mechanisms is of fundamental importance for public access. This is an even greater imperative as 

more information moves toward intangible electronic products. Yet, it does not seem that the 

OMB legislative proposal specifically addresses how the cataloging function would be achieved 

without GPO in the publishing loop. Council is hopeful that a constructive discussion with OMB 

on this specific topic of cataloging would provide important insights on all sides of the issue. 

5. Council commends GPO for its aggressive and creative proposals for expanding access to 

government information and providing access to previously fugitive government information. 

6. Council supports the Technical Implementation Analysis outlined in the draft Report to 

Congress and urges GPO to continue to pursue the means for conducting this analysis. 

RATIONALE: Council remains concerned that the transition to a more electronic Federal 

Depository Library Program continues to proceed without fundamental data necessary to 

determine the most cost-effective and feasible alternatives for providing access to electronic 

government information to the public through the FDLP. Data is needed for analysis: from 
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publishers in all three branches of government to determine their expected current and long-term 

electronic publishing plans; and from depository libraries to determine their present and near-term 

technological capabilities, including equipment, skills of staff, and electronic technologies best 

suited to meet user needs. Data is also needed to address issues raised in the Technical 

Implementation Assistance (Appendix A) section of the draft Report to Congress. 

REVISION OF U.S.C. TITLE 44

1. Council supports in concept the definitions of government information, government 

information product, and government electronic information services as articulated in the draft 

Report to Congress. Council recommends that GPO continue to work with Congress and the 

library community to identify and recommend legislative changes necessary for a successful 

transition to a more electronic FDLP. 

RATIONALE: The definitions make useful distinctions which should be incorporated in 

revisions to Title 44 of the United States Code. They are not technology-specific and will permit 

the statutory definitions to continue to provide direction even as technological changes occur in 

information formats. GPO has the experience, broad perspective, and involvement with the user 

community that are essential for productive revision of Title 44 to ensure effective access to 

government information. 

2. Council affirms the role of the Superintendent of Documents in the government-wide 

coordination of public access to government information, including the preservation, retention, 

and long-term access of government information, as articulated in the draft Report to the Congress. 

RATIONALE: Historically, GPO has provided the central coordinating authority for distribution 

of print products and has recently moved into a new role as a provider of online information 

services. The Superintendent of Documents (SOD) has a proven history of strong and effective 

involvement with its user community. The SOD has provided bibliographic access and a 

mechanism for long-term access to federal government information for more than one-hundred 

years. No other federal agency has the experience and commitment to broad public access that 

the SOD can provide. Throughout this period of rapid transition and changing technologies, the 

guidance and assistance of the Superintendent of Documents is critical in order to meet the 

challenge of maintaining public access to government information. 

APPROPRIATE FORMATS

1. Council commends GPO for a timely test of the accuracy, feasibility, and cost implications of 

scanning paper publications for electronic dissemination to depositories. The depository library 

community is concerned about GPO's conclusion that graphic-intensive publications of less that 

thirty pages in length are candidates for electronic conversion. Council notes that these 

publications are often intended for public dissemination for informational purposes by the agency. 

These titles may not be suitable for their intended audience in electronic format and may present 

printing problems for depository libraries and users. 
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2. Council reaffirms the principle that paper is a viable format for disseminating government 

information. When choosing publications for scanning, Council reminds GPO that a basic 

assumption stated in the Strategic Plan is that paper and microfiche will continue to be distributed 

when appropriate for user needs. 

RATIONALE: Council remains concerned that, while GPO and the other participants of the 

Study process have formally recognized the importance of paper as an appropriate format, the 

short term economic benefit of electronic conversion will overshadow this principle. Council, as 

an advisory body to the Public Printer, wishes to keep the issue of appropriate information media 

squarely before GPO, and recommends that this principle be reinforced during any deliberations 

and plans regarding dissemination formats. 

BIBLIOGRAPHIC ACCESS ISSUES

1. Council applauds the efforts of the Electronic Transition Team and the Cataloging Branch to 

develop diverse and creative approaches toward providing bibliographic access to government 

information in electronic formats. However, Council recommends that GPO provide a 

mechanism that will search these multiple directories simultaneously. Alternatively, Council 

suggests merging the files of the Pathway List of Titles and the Bibliographic Records Project so 

that those items residing at GPO sites will be searched along with those items residing at other 

federal government agency sites. 

RATIONALE: Council sees significant advantages in providing for such simultaneous searching 

capabilities. As the amount of government information on the Internet increases, it will be 

increasingly difficult to track or separate, for searching purposes, information residing at GPO sites 

and government information residing elsewhere. There are potential advantages for GPO in this 

approach as well. Since the Pathway List of Titles and the Bibliographic Records Project both 

provide title-level access to electronic government information products, the efforts directed 

toward the two projects could be consolidated to create one unified title index. 

2. Council recommends that GPO develop and incorporate, within its suite of Pathway 

Government Electronic Products, records that communicate "continues" and "continued by" notes, 

as well as previous format statements. Council further recommends that depository libraries be 

notified when print/microfiche titles are replaced by electronic, Internet-accessible titles. 

RATIONALE: In this very dynamic environment of electronic government information, it is 

essential that records contain sufficient information for depository librarians to provide accurate 

and efficient service. This includes, but is not limited to, being able to tell a patron that prior to 

this date this title was distributed to depository libraries in paper/fiche or after this date this title was 

made available via the Internet at this URL (universal resource locator). Communication of this 

information is also necessary so that similar notations may be made in local shelflists and/or 

OPAC (online public access catalog) entries. 

3. Council supports the Library Programs Service (LPS) proposal that a Superintendent of 

Documents (SuDocs) classification stem and an accession number be assigned to each government 

information product accessible via GPO Access to partially serve as a unique locator. 
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RATIONALE: Provision of a classification number with a SuDocs stem represents a transitional 

middle ground which will assist depository librarians to relate Internet sources to previously 

printed information and help to identify the provenance of electronic publications. It is anticipated 

that in the future this program may be superseded by other programs, such as the Persistent 

Uniform Resource Locator (PURL) that is under development internationally. 

RETENTION, PRESERVATION, AND LONG-TERM ACCESS ISSUES

1. Council affirms that the federal government has the responsibility to ensure that government 

information is preserved. All government information made available to the public through GPO 

Access, as well as information at federal agency sites to which the public is directed by GPO 

Pathways, should be considered federal depository information and should be preserved in 

perpetuity unless determined otherwise by the Superintendent of Documents. 

RATIONALE: In the increasingly decentralized electronic environment within the federal 

government, it has become increasingly difficult to ensure that all government information is 

identified and becomes a candidate for retention, access, and preservation. Consequently, a 

centralized coordinating authority such as the Superintendent of Documents is more necessary 

than ever. In the absence of a central authority that identifies government information worthy of 

retention, much valuable information may be lost forever. 

2. Council recommends that the Public Printer coordinate with the National Archives and 

Records Administration (NARA) to develop plans for preserving material and to determine the 

categories of material that NARA will maintain. 

RATIONALE: NARA's current practices and policies probably would not ensure that all 

important public information in electronic formats would be preserved for posterity. For instance, 

NARA does not currently retain electronic information for which there is no source 

documentation. Further, NARA converts information to the lowest common source format, such 

as ASCII, and does not retain distinct software interfaces for databases. Council recommends that 

GPO, in discussion with NARA, adopt the principle that information retired to NARA will, insofar 

as possible, be as accessible as before it was retired; in other word, the information should be 

complete, searchable, and available when it is needed by the user. For electronic information that 

NARA will not be maintaining, or for information to which NARA cannot ensure adequate access, 

GPO and the depository library community should look for other partners willing to maintain 

access to the information. 

3. In providing guidance on partnerships between libraries and other non-governmental entities 

(as recommended by Council in Fall 1995), GPO should stress the importance of providing for 

long-term access and identifying responsibilities for archiving data. 

RATIONALE: Council recognizes the number of partnerships being formed between depository 

libraries and federal agencies for accessing electronic information. Council views these 

arrangements as a positive trend in the transition to an electronic depository library system. 

Increasing the number of sites housing electronic government information can help ensure 
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long-term access. However, Council believes LPS should develop model agreements which 

libraries can use in negotiating with federal agencies. The model agreements will help ensure that 

libraries and agencies consider minimum standards for technical and service issues including 

archiving data for long-term access. In addition, model agreements will allow LPS to serve as a 

central source for information on electronic partnerships for federal government information. 

TRAINING AND COMMUNICATIONS ISSUES

1. Council recommends that GPO offer a training component at the Fall Depository Library 

Council Meeting in Salt Lake City. Council offers its assistance with planning and, as appropriate, 

providing some of the training. 

RATIONALE: Training continues to be eagerly sought by government information specialists. 

The success of the recent Spring Conference is ample testimony to this fact. In its Strategic Plan 

FY 1996 - FY 2001, GPO identified training as one of several support services it should provide to 

libraries and librarians (p. 11). Council recognizes that the training sessions at the Fall meeting 

probably cannot be as elaborate as those provided at the Spring Conference, however, with the 

addition of an extra half day to the schedule to accommodate Council's need for daytime work 

sessions, extra time could also be devoted to training. Council believes that with creative planning 

the costs of providing training sessions could be minimized. Providing such opportunities for 

professional growth would also enhance GPO's image within the depository library community. 

2. Council encourages the GPO staff involved in writing documentation for electronic products to 

work with gateway libraries and other interested librarians (i.e. technical support personnel) to 

create user-friendly documentation. Council is pleased to offer its assistance in the organization of 

such a group which would develop a mechanism for facilitating coordination and communication 

between those individuals involved with writing user-friendly documentation and others who would 

advise them. 

RATIONALE: Council is mindful of the dedication and effort that the GPO staff exert in the 

writing of documentation for electronic information products. We believe that with greater 

involvement from the user community, the task would be less burdensome for GPO and provide 

an increased amount of user- friendly documentation. 

3. Council recommends that GPO establish an official mechanism that enables them to 

communicate electronically with depository libraries. 

RATIONALE: This "official" communications channel should have the capability to enable GPO 

to disseminate official, system-wide communications as well as receive information from the 

depository libraries. Types of communication activity should include (but not be limited to) 

conducting surveys in a timely manner, posting Administrative Notes and other information tools, 

initiating claims, disseminating news releases and announcements, etc. This mechanism is not 

intended to be used as a discussion forum. 

GPO OPERATIONAL AND TECHNICAL ISSUES
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1. Council recommends that GPO set as a high priority supplying GPO cataloging personnel with 

adequate computer equipment, Internet accessibility, and appropriate software so that they can 

carry out their responsibilities. 

RATIONALE: As the central coordinating authority for bibliographic access to electronic federal 

government information, it is imperative that GPO staff have the necessary technical infrastructure, 

equipment, and support in place in order to identify, catalog, and monitor government Internet 

sources and provide necessary bibliographic access to these sources for libraries and users. 

2. Council recommends that GPO take full advantage of its world wide web site to provide the 

broadest access to information about the Federal Depository Library Program and databases and 

resources such as the Publications Reference File (PRF). 

3. Council recommends that GPO invest in Universal Resource Locator (URL) verification 

software. 

RATIONALE: The present world wide web URL technology is not designed to have any reliable 

amount of persistence. Consequently, a significant portion of the information referenced with 

URLs becomes lost on a weekly basis. The URL verification software cannot fix broken URLs, 

but it can at least demonstrate which URLs seem to have become obsolete at the time the URL 

verification was attempted. These URLs might then be considered for elimination or re-location 

to the new URL. 

DLC ACTION ITEMS

1. Council will submit a written response with comments to GPO regarding the draft Report to 

Congress within the 60 day comment period. Copies of these comments will be forwarded to the 

appropriate Congressional committees. 

2. Council will conduct an orientation session at the Fall 1996 DLC meeting in Salt Lake City to 

introduce new documents librarians and first-time attendees to the mission, organization, meetings, 

and work of the DLC. 

3. Prior to the Fall 1996 Council meeting, Council should examine the issue of service 

expectations for depository information in online electronic formats. The lack of selectivity for 

online formats and its relationship to collection development should also be considered, as well as 

the relative responsibilities of regional and selective depositories for depository information in 

online electronic formats. 

4. Statistical Measurement Committee 

 Members: Anne Watts, Chair 

 Cindy Etkin 

 Lynn Walshak 
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Charge: Support the efforts of GPO in gathering, analyzing, and disseminating statistical 

information in support of the Federal Depository Library Program. A progress report of 

actions of the Committee will be provided at the Fall 1996 meeting of the Depository Library 

Council. 

 Tasks: 

 a.To develop a statistical survey that can be used annually; 

 b.To create a glossary of terms to ensure consistent data collection among all depository 

libraries; 

 c.To explore or identify existing statistical studies that would be useful for these efforts (i.e. cost 

benefit, input-output measures); 

 d.To provide guidance in identifying a valid random sampling from among depository libraries 

and other measures of data collection. 

5. Council will develop guidelines for the new DLC web site and will develop mechanisms for 

adding/updating information on the web site. 

COMMENDATIONS

1. The Depository Library Council commends Wayne Kelley, Chair of the Study; Judy Russell, 

Chair of the Working Group; Jay Young, and Gil Baldwin for their leadership and hard work in 

the production of the "Report to the Congress: Study to Identify Measures Necessary for a 

Successful Transition to a More Electronic Depository Library Program." 

2. The Depository Library Council commends Julia Wallace, of the University of Minnesota, for 

representing the depository library community on the GPO Study Work Group. 

3. The Depository Library Council commends Maggie Parhamovich Farrell and Raeann Dossett 

for assisting in the development of GPO Pathway services. 

4. The Depository Library Council commends Kathryn McConnell of GPO Creative Services for 

her graphic design and assistance on Council's project, "Fulfilling Madison's Vision." 

5. The Depository Library Council commends Sheila McGarr and GPO staff for their 

extraordinary planning and organization of a very, very successful 1996 Depository Library 

Conference. 

6. The Depository Library Council commends GPO for providing and distributing diskettes of 

the American Library Association Government Documents Round Table Handout Exchange at 

the 1996 Federal Depository Library Conference. 

7. The Depository Library Council wishes to thank the Public Printer, Michael F. DiMario, for 

extending Council sessions by an extra day to allow time for Council input, deliberations, and 

development of recommendations. 
AN-v17-#08-06/15/96 

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Daniel P. O'Mahony Phone: 401-863-2522 

Government Documents Coordinator Fax: 401-863-1272 

Brown University Library - Box A ap201159@brownvm.brown.edu 

Providence, RI 02912 GovDocs@Brown.Edu 
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Table of Contents

Federal Bulletin Board Now Has World Wide Web Access........................ 1 

List of Classes Now Available Online.................................................. 2 

Spaces Available for GPO Access Training In New York and Indianapolis..... 3 

Updated Depository Library Directory Now Available on the 

 Federal Bulletin Board.................................................................. 4 

Depository Directory Update Form..................................................... 5 

GPO Provides Web Access to U.S. Federal GILS Records........................ 6 

GPO Access: 1996 Unified Agenda Database Now Available Online............ 7 

GPO Access User's Guide Online ......................................................10 

Monthly Catalog Update: Abridged and CD-ROM Editions .......................13 

Needs and Offers List Needs New Editor .............................................13 

Spatial Data Supplement to Recommended Minimum Specifications 

 for Public Access Work Stations in Federal Depository Libraries .............14 

Recommendations from the Spring 1996 Meeting of the Depository 

 Library Council to the Public Printer................................................16