Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 20, no. 11 GP 3.16/3-2:20/11 July 15, 1999 

First AALL Public Access to Government Information Award 

Given to GPO Access 

The American Association of Law Libraries (AALL) is pleased to announce that its first Public 

Access to Government Information Award will be presented to the Government Printing Office 

at the Association's 92nd Annual Meeting in Washington, DC in July. The award is being given 

to honor GPO Access, the electronic information service that provides access to over 1,000 

databases. More than 97,000 titles are housed on GPO Access servers, and links are provided to 

over 46,000 titles from other Agency web sites. Several databases lack a print equivalent. 

GPO Access was established by Public Law 103-40, the Government Printing Office Electronic 

Information Access Enhancement Act of 1993. It has undergone continual expansion and 

improvement since its creation to provide better service to the public. Early FY 1999 statistics 

indicate that GPO Access receives five million searches and ten to fifteen million document 

retrievals per month, while helping Congress, Federal agencies, and the courts to disseminate 

official information quickly, efficiently, and inexpensively. The convenience and timeliness of 

GPO Access have rapidly made it an invaluable public resource. 

The new Public Access to Government Information Award was created at the request of AALL's 

Government Relations Committee to recognize persons or organizations that have made 

significant contributions to protect and promote greater public access to government information. 

A principal tenet of the Association is the right of equal access to information for all, to ensure 

an informed citizenry and to promote a just and democratic society. The award is designed to 

honor the achievements of those who have championed public access. 

The American Association of Law Libraries was founded in 1906 to promote and enhance the 

value of law libraries to the legal and public communities, to foster the profession of 

librarianship, and to provide leadership in the field of legal information. 
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Vacancy Announcement 

Librarian (Inspector) 

U.S. GOVERNMENT PRINTING OFFICE 

MERIT PROMOTION 

VACANCY ANNOUNCEMENT 

ANNOUNCEMENT NUMBER: 99-156

POSITION: Librarian (Depository Library Inspector)

SERIES/GRADE: PG-1410-12 

SALARY RANGE: $48,796 - $63,436 pa 

ISSUE DATE: 06/25/99

CLOSING DATE: 07/26/99 

NUMBER OF VACANCIES: One 

ORGANIZATION: Library Programs Service 

Library Division 

Depository Services Staff 

GEOGRAPHIC LOCATION: Washington, DC 

PROMOTION POTENTIAL: None 

DURATION OF APPOINTMENT: Permanent 

TOUR OF DUTY: 8 a.m. – 4:30 p.m. 

OPM NOTICE OF RESULTS REQUIRED: N/A 

CIVIL SERVICE STATUS REQUIRED: No 

AREA OF CONSIDERATION: All Sources 

SUMMARY OF DUTIES/RESPONSIBILITIES: 

The incumbent serves as a professional librarian using extensive knowledge of acceptable library 

practices, plans and conducts full scope on-site library inspections. Analyzes depository selfstudies and performs follow-up functions. Identifies certain depository practices where 

significant cost savings to the Government and the depository can be realized. Analyzes 

evidence to discover inconsistencies and patterns, and to isolate illegal or wasteful practices. 

Title 44, United States Code and the Instructions to Depository Libraries. Conducts evaluative 

ratings dealing with the full scope of depository practices. Argues and defends, both orally and 

in writing, complex legal and professional standards for depository libraries. Prepares 

comprehensive reports which accurately reflect current conditions in the depository operation. 

Occasionally speaks before Documents Librarians. Represents the Superintendent of Documents 

and acts as a liaison between GPO and Federal depository libraries. Performs program planning 

and arranges continuing educational events such as Federal Depository Conferences. 

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QUALIFICATIONS: Applicants must possess A or B as follows: (A) Completion of all 

requirements for a master’s degree or 2 full academic years of graduate study in Library Science; 

or (B) Possession of professional or advanced experience or graduate study with one year of 

experience in librarianship or experience related to this position. In addition to A or B above, 

applicants must possess one additional year of experience; or, have completed all requirements 

for doctoral degree; or possess 3 full years of graduate education in Library Science. 

Additionally, applicants must possess one year of professional experience equivalent to the 

GS/PG-11 level in the Federal service. 

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

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

through OPM must state so and provide an additional application. 

SPECIAL NOTE: The position requires 25-30% travel. Selectees must be licensed to operate 

an automobile in that some libraries are not located near public transportation. 

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

rated on the basis of relevant experience, education, training, supervisory appraisal, jobrelated awards, and the factors listed below. Applicants should be specific in documenting 

these areas in their application materials.)

1. Knowledge of theories, principles and techniques of Librarianship 

2. Knowledge of United States Code, title 44, Section 1900-1915 and the Instructions to 

Depository Libraries. 

3. Knowledge of library administration. 

4. Ability to argue and defend legal and professional standards for depository libraries. 

5. Ability to accurately analyze and report on complex depository procedures. 

6. Knowledge of current depository library practices. 

7. Knowledge of public documents and related tools and indexes. 

8. Knowledge of automated library applications and electronic information products. 

TO APPLY: 

GPO Applicants: 

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

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

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

applicants outside of the agency.) 

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

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

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

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

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

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

eligible under the Veterans Readjustment Act (VRA) will also be considered, if this position is 

being announced at the grade PG-11 level and below. Veterans must submit a copy of their DD214, "Certificate of Release or Discharge from Active Duty"; if claiming 10-point veterans' 

preference, submit a SF-15, "Application for 10-Point Veterans' Preference," plus the proof 

required by that form. 

Applicants seeking Excepted Appointments based on disabilities must provide certification from 

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

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

disability.

Selectees must successfully pass a drug test before appointment. 

GPO WILL NOT PAY RELOCATION COSTS. 

OTHER ESSENTIAL INFORMATION: 

Applicants must: 

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

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

not be submitted. 

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

announcement. 

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

report on the status of their application. 

 submit applications and required forms postmarked no later than the closing date of this 

announcement. 

SUBMIT APPLICATION(S) TO: 

Laverne Blackwell 

U.S. Government Printing Office 

Employment Branch, Room C106, Stop: PSE 

North Capitol and H Streets NW 

Washington, DC 20401 

Fax: (202) 512-1292 

FOR ADDITIONAL 

INFORMATION CALL: 

(202) 512-1118 

TDD: (202) 512-1519

*THE GOVERNMENT PRINTING OFFICE IS AN EQUAL OPPORTUNITY EMPLOYER* 

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Item Selection Update Cycle Ends July 31 

Selection Update Cycle 2000, which allows depository libraries to add item numbers to their 

selection profiles, ends on July 31, 1999. The new selections become effective on October 1, 

1999, which is the start of fiscal year 2000 for GPO. Libraries should enter their amendments 

online on the “Amendment to Item Selections” Web site at <www.access.gpo.gov/su_docs/dpos/ 

amendment.html>. 

Keep Your Library’s Directory Information Up-To-Date 

The Library Programs Service (LPS) requests the help of the depository community in keeping 

directory information on each depository library up-to-date. The next semi-annual edition of the 

Federal Depository Library Directory will be distributed in September. The deadline for 

corrections is August 15. 

Please review your entry from the FDLP Administration page at <www.access.gpo.gov/ 

su_docs/dpos/ldirect.html>. If corrections are needed, please use your internal password and key 

in only those changes on the Library Directory module. 

Decision on Technical Supplement Reconsidered 

In the May 15, 1999 issue of Administrative Notes, the Library Programs Service (LPS) 

proposed changing the Administrative Notes Technical Supplement from a printed product to an 

electronic-only product. This proposal is one response to a fall 1998 recommendation from the 

Depository Library Council to the Public Printer to continue the transition to a more electronic 

Federal Depository Library Program by discontinuing or consolidating "traditional" tangible 

products and services. LPS has received numerous comments and expressions of concern over 

this proposed change. Many of these comments concern the difficulties of producing a complete 

and satisfactory printed version of the Technical Supplement from the HTML pages on GPO 

Access <www.access.gpo.gov/su_docs/dpos/techsup.html> 

In light of these comments, LPS is investigating ways to improve the WEBTech Notes 

application <www.access.gpo.gov/su_docs/dpos/webtech.html>. Until such changes can be 

accomplished, LPS is considering continuing the Technical Supplement in paper beyond the 

January 2000 date. Alternatively, after evaluating the e-mail comments sent in response to this 

proposal, the Administrative Notes Technical Supplement paper product may be modified. 

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Request Your 2000 GPO Access Training or Demonstrations 

The Government Printing Office (GPO) provides a variety of GPO Access support services to 

Federal depository libraries. GPO Access support includes the GPO Access User Support Team, 

print and online documentation such as user guides and training booklets, and GPO Access 

training classes and demonstrations. 

While both demonstrations and training classes provide valuable information relating to the GPO 

Access services, their purpose, design and technological requirements are very different. As a 

result, you should consider each characteristic before deciding which support service or 

combination of services would be most beneficial to the intended audience. 

Generally, attendees at GPO Access training sessions should be depository librarians and any 

staff members of depository libraries who assist users with access to Federal Government 

information or conduct research. However, demonstrations may be more appropriate for general 

audiences. 

GPO Access Training Classes 

GPO Access training classes involve hands-on use of GPO Access by participants at individual 

computer workstations. The hands-on training provides an in-depth review of all facets of the 

GPO Access services, including GPO Access components, interfaces, methods of access, general 

searching strategies, Web interfaces, etc. Because of the large amount of information presented, 

a full-day class is recommended. (A full day class is approximately eight hours; six hours of 

actual hands-on training and two hours for breaks and lunch, however, adjustments can be made 

based on your individual needs.) In fact, over 80% of depository librarians who attended a fourhour class said they would rather have attended a full-day class. Appendix A contains the GPO 

Access Training Overview, detailing the information covered during a full-day session. 

The hands-on and practical experience the training session provides will allow you to take full 

advantage of GPO Access services. The knowledge that you gain will prove invaluable, whether 

you are training another librarian, assisting a patron or conducting research. A checklist of the 

technological requirements for all GPO Access training classes starts on page 10. 

GPO Access Demonstrations 

GPO Access demonstrations do not provide for hands-on experience and as a result can cater to 

larger audiences than a training class. In a demonstration, the audience views the presentation on 

a screen or projection monitor. As a result, the technological guidelines for a demonstration are 

not as rigorous because only one terminal and a projection screen or large monitor are required. 

The main purpose of a demonstration is to show the basic GPO Access features and functions. 

Demonstrations are usually two hours in duration, consisting of 90 minutes of lecture and a 30-

minute question and answer period. 

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Making Your Request for GPO Access Training Classes and/or Demonstrations 

Due to the large number of requests for GPO Access Training/Demonstrations, the Library 

Programs Service (LPS) and the Office of Electronic Information Dissemination Services (EIDS) 

have developed a checklist you should use when submitting your requests. Please fill out the 

checklist in its entirety. We will utilize these checklists when reviewing your request, when 

responding to your training requests and prioritizing the allocation of our resources. 

Priorities 

Priority consideration will be given to: 

 training, rather than demonstrations, 

 groups of depository librarians, 

 large audiences, 

 events which may be combined with other official travel or appearances, 

 events in states where GPO has not recently appeared. 

For example, conducting GPO Access training in proximity to national or state library 

association conventions allows us to maximize the use of our travel funds and training personnel. 

Direct requests for GPO Access training or demonstrations to: 

Chief, Library Division 

Library Programs Service (SLL) 

U.S. Government Printing Office 

Washington, DC 20401 

Phone: (202) 512-1119 

Fax: (202) 512-1432 

E-mail: smcgarr@gpo.gov 

In order to facilitate LPS and EIDS planning for 2000, LPS should receive your requests by 

January 1, 2000. If you are unable to meet the January 1, 2000 deadline for training requests you 

may still request training; however, requests will be considered on a first come, first served basis. 

Whenever possible, requests for GPO Access training or demonstrations should be received at 

GPO at least three months in advance of the planned event date. 

GPO will respond to all requests upon final approval of our fiscal year training budget. 

GPO will work with local event planners to ensure that all necessary arrangements are made as 

far in advance as possible. As a general rule, acceptance of travel expenses from an organization 

that is substantially affected by GPO policies and actions is a violation of GPO regulations, and 

is therefore not permitted. 

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GPO Access Training Session Overview 

(Note: all times are approximate) 

9:00 Introduction of GPO Access 

Federal Register 

Adobe Acrobat Reader (PDF files) 

This mandatory introduction includes an overview 

of GPO Access history, components, methods of 

access, file formats, basic searching strategies and 

interface introduction/review (class specific). 

Database coverage includes a brief explanation of 

database content, searching techniques and 

"helpful hints." (Time is allowed for users to work 

independently with databases and receive 

individual attention if needed.) 

10:30 Break 

10:45 Code of Federal Regulations 

Commerce Business Daily (CBD) 

Database coverage includes a brief explanation of 

database content, searching techniques and 

"helpful hints." (Time is allowed for users to work 

independently with databases and receive 

individual attention if needed.) 

12:00 Lunch Break 

1:30 Congressional Database Overview and 

Review of Web Page 

Congressional Record 

Congressional Record Index 

History of Bills 

Congressional Bills 

Public Laws 

U.S. Code 

(Other Congressional Databases 

dependent on time) 

GAO Reports 

Database coverage includes a brief explanation of 

database content, searching techniques and 

"helpful hints." (Time is allowed for users to work 

independently with databases and receive 

individual attention if needed.) 

3:00 Break 

3:15 Additional Web Applications 

Pathway Locator Services 

Government Information Locator Service 

(GILS) 

Privacy Acts 

Monthly Catalog of Government 

Publications (MOCAT) 

Federal Bulletin Board 

Sales Product Catalog and Online 

Ordering 

Look at FDLP Administration Page 

5:00 Class Ends 

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9 

Please note: 

Although GPO will make every effort to honor our GPO Access training or demonstration 

commitments, changing circumstances may require cancellation at the convenience of the U.S. 

Government. 

Curriculum Checklist 

Note: If your available time and resources do not allow for the full-day class (as outlined above), 

it will be necessary to remove sufficient topics and independent practice time to fit the class 

within the available schedule. We will assist you in this elimination process, but would prefer 

that you make the final decision on what will be left out of the classes at your site. If there are 

any additional GPO Access topics that you would like to have added to the class, the same 

elimination procedure will be necessary in order to fit within the allotted class time. 

If you are requesting less than a full-day class, please check off the GPO Access topics you 

would like to be covered: 

Databases: Additional Web Applications: 

Adobe Acrobat Reader ___ 

Congressional Bills ___ 

Congressional Record ___ 

Congressional Record Index ___ 

The Federal Bulletin Board ___ 

Federal Register ___ 

GAO Reports ___ 

GILS ___ 

History of Bills ___ 

MoCat ___ 

Pathways ___ 

Privacy Acts ___ 

Public Laws ___ 

Sales Info. From SuDocs ___ 

U.S. Code ___ 

Other GPO Access topics/databases you wish to be covered: 
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GPO Access Training Requirements 

(Please submit this completed form along with your request) 

I. Site Requirements 

All workstations in one continuous, self-contained training area, preferably a computer lab. The 

maximum number of people per workstation is two, with no more than 30 students per training 

session. 

1. Date(s) and time(s) requested 

___________________ ___________________ ___________________ 

___________________ ___________________ ___________________ 

2. Training Site Location (Full Address): 

 _________________________________________ 

 _________________________________________ 

 _________________________________________ 

 _________________________________________ 

3. Number of workstations at your facility: __________ 

4. Type of platform: MAC _____ IBM Compatible _____ 

4a. If IBM compatible what type of operating system? 

Windows _____ Windows 95 _____ Windows NT _____ DOS _____ 

5. Do you have projection equipment (i.e. overhead projector/LCD unit)? 

Yes ___ No ___ 

6. Is an instructor's workstation available? Yes ___ No ___ 

7. Approximate number of individuals expected to attend training sessions: 

Day 1 _____ Day 2 _____ Day 3 _____ 

8. Will instructor have lab access one day prior to training? Yes ___ No ___ 

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II. Technical Requirements 

It is mandatory that each of the technical requirements listed below are met. 

1. Do you have a Full Internet Connection? Yes ___ No ___ 

2. Do you have a Web Browser, such as Netscape 3.0, successfully installed on each 

workstation? Yes ___ No ___ 

3. Do you have Adobe Acrobat Reader successfully installed on each workstation? 

Yes ___ No ___ 

It is essential that software be configured and tested prior to the arrival of the 

instructors to maximize the time instructors can devote to training. 

III. Personnel Requirements 

It is imperative the contact person(s) be accessible during every event. In addition, the contact 

person(s) must be available the day before the event to meet with GPO personnel to visit all 

facilities and prepare for the following day. 

Training Facility Coordinator Contact 

Name: _________________________ 

E-mail: _________________________ 

Phone: _________________________ 

Technical Contact Person: (if same as above do not complete.) 

Name: _________________________ 

E-mail: _________________________ 

Phone: _________________________ 

*In addition to completing this form, if your request is accepted you will be expected to 

complete and sign a GPO Access Training Agreement Form prior to the session. 

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[Handouts] 

U.S. Government Printing Office 

Library Programs Service 

American Library Association Annual Conference 

June 1999 

These handouts cover recent activities in GPO’s Library Programs Service (LPS), the office that 

administers the Federal Depository Library Program. Questions about LPS activities or products 

may be directed to <askLPS@gpo.gov>. 

YEAR 2000 PREPARATIONS

Several activities are underway to ensure that LPS’ computer systems and applications are Year 

2000 (Y2K) compliant. GPO’s Office of Information Resources Management has completed 

Y2K remediation and testing on our mission-critical mainframe legacy systems: ACSIS 

(Acquisitions, Classification, and Shipment Information System), DDIS (Depository Distribution 

Information System), and MOCAT/SAMANTHA (Monthly Catalog publishing system). The 

ADDS (Automated Depository Distribution System, formerly known as the Lighted Bin System) 

uses proprietary hardware and software supplied by the system vendor, Engineered Systems of 

Omaha, Nebraska. LPS has recently obtained the necessary approvals to upgrade ADDS to meet 

Y2K requirements and to replace obsolete hardware. We expect these upgrades to be completed 

well before “zero day” on 1/1/2000. In addition, all LPS local applications and computers have 

been tested for Y2K compliance and necessary remediation or replacement is underway. 

GPO, together with other Federal agencies, is also developing business continuity and 

contingency plans (BCCP) as required by the General Accounting Office. Each of the BCCPs 

addresses activities within one of GPO’s agency mission or core business areas. LPS’ activities 

fall within GPO’s information dissemination mission area. We have developed BCCPs for LPS’ 

major functional activities to enable us to carry on even if confronted with Y2K problems or 

other emergencies. 

 Additional information about GPO’s Y2K preparations may be found at <www.access.gpo.gov/ 

y2kdiscl.html>. 

SHEILA MCGARR NAMED CHIEF, LIBRARY DIVISION

Sheila McGarr was appointed Chief of the Library Division, effective June 7, 1999. Her new 

duties include managing the Depository Administration Branch, the Cataloging Branch, and the 

Depository Services Staff. For the time being she will continue to supervise the depository 

library inspectors and organize the annual Federal Depository Conference and the Interagency 

Depository Seminar. 

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In December 1981, Sheila began her career at GPO as a depository library inspector. From 

1987-1992, she served as Chief of the Depository Administration Branch. Since September 

1992, she has been Chief of the Depository Services Staff. Prior to joining GPO, Sheila was 

employed in the library at Mary Washington College in Fredericksburg, Virginia, and before that 

worked at the North Shore Community College in Beverly, Massachusetts. She received her 

M.S.L.S. from The Catholic University of America and her B.A. from Merrimack College. 

Cataloging Branch Update 

ESTABLISHING REQUIREMENTS FOR AN INTEGRATED LIBRARY SYSTEM (ILS) 

The Cataloging Branch is currently preparing a requirements analysis for procuring an integrated 

library system (ILS). Cataloging applications will be a major component of the ILS, although 

the system will ultimately have applications throughout the Library Programs Service (LPS). 

The National Library of Medicine and the Library of Congress have shared with LPS relevant 

information regarding their recent acquisitions of ILS software. While keeping in mind that ILS 

funding is not assured, we are working towards obtaining an ILS that should, among many other 

benefits, enable us to effectively maintain the Web edition of the Catalog and thereby create a 

national online public access catalog for U.S. Government publications. 

CATALOGING BRANCH AND OCLC’S CORC PROJECT

As a member of the Federal Library and Information Center Committee (FLICC), LPS 

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

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

published via the Internet. CORC is a research project to investigate the feasibility of producing 

brief bibliographic records to provide access to Internet related titles. To date, OCLC has 

extracted data from several thousand GPO-produced OCLC records to “seed” the CORC 

database. We understand that OCLC intends to extract data from additional GPO-produced 

records in the near future and that consideration is being given to routinely adding GPO records 

to the CORC database on a regular basis. We look forward to continued involvement with 

CORC, especially as it may assist us in identifying opportunities to improve the scope or 

timeliness of our cataloging and locator services. 

CATALOGING OPERATIONS

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

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

approximately 20,000 works in various media were received for cataloging. Approximately 

21,000 have been processed, leaving a balance of approximately 8,900, mostly serials. 

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This serials backlog is being addressed in three ways. First, through daily efforts to reduce the 

backlog as we continue to process incoming work as soon as possible. Second, through efforts to 

recruit a serials cataloger. And third, through developing requirements for a commercial contract 

for cataloging serials in microfiche. 

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

or two weeks of receipt. Our use of an electronic team approach has hastened the cataloging of 

most works listed in Browse Electronic Titles (BET). Approximately 50% of these titles have 

been cataloged as of the day they appear on the BET list. A cataloging backlog of approximately 

300 BET entries has recently been reduced to approximately 160 entries. Most of the backlog in 

BET and microfiche consists of serials. 

RECRUITMENT OF SERIALS CATALOGER

We will make a selection for a serials cataloger as soon as possible after the Office of Personnel 

Management has certified the applications. 

IMPROVEMENTS TO THE CATALOG WEB APPLICATION

Users of the Web edition of the Catalog now have a “user-friendly” display option that includes 

selected data elements that are clearly labeled as to content. The full-record, numeric MARCtagged display remains available as an option. The search screen has been improved, and 

documentation associated with the application has been much improved. 

PURLS/URLS AND THE WEB CATALOG

The Web edition of the Catalog consists of approximately 121,000 records. Approximately 

8,900 of these records contain PURLs and/or URLs. Approximately 2,900 Monthly Catalog 

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

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

accessible via PURLs. 

CD-ROM EDITION OF THE MONTHLY CATALOG

The complete CD-ROM edition of the Monthly Catalog, which consists of two CDs, contains 

approximately 60,000 records. The combined 1996 and 1997 CD-ROM (with their respective 

Periodicals Supplements) should be retained for the near future. We expect that the March and 

April editions will be issued soon. Delays in data processing support account for late distribution 

of monthly issues. 

AVAILABILITY RECORDS

On recommendation of the Depository Library Council, production of availability records will 

cease as of October 4, 1999. The Periodicals Supplement, published in January 2000, will not be 

affected by this change. The supplement produced for January 2001 will include all serials, 

regardless of frequency. 

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Depository Administration Branch Update 

SELECTION UPDATE CYCLE 2000 

Selection Update Cycle 2000 began June 1, 1999. Libraries are responsible for entering their 

own amendments to selections using the Web site “Amendment to Item Selections” on the FDLP 

Administration page at <www.access.gpo.gov/su_docs/dpos/amendment.html>. Instructions for 

the Selection Update Cycle are located at: <www.access.gpo.gov/su_docs/dpos/updatein.html>. 

The Update Cycle is open from June 1 through July 31, 1999. On October 1, 1999, the new 

additions to selection profiles become effective. Drops will be recorded and activated as soon as 

they are entered. You will need your depository library number and INTERNAL PASSWORD 

to submit your additions or deletions. 

If your library does not have Web access, please contact: Joe Paskoski, e-mail: 

<jpaskoski@gpo.gov>, fax: (202) 512-0877; phone: (202) 512-1698 or Yvonne Washington, email: <ywashington@gpo.gov>, fax: (202) 512-0877; phone: (202) 512-1131. 

PAID ONLINE SERVICES AVAILABLE THROUGH THE FEDERAL DEPOSITORY LIBRARY 

PROGRAM

Depository libraries may access some fee-based online services at no charge to the library 

through the Federal Depository Library Program. Each service requires a log-in procedure. If 

you are unsure of the password for your library to access these databases, please contact DAB 

staff for assistance in obtaining your user ID and password. Please remember to protect all user 

ID and passwords. They may not be given out to faculty, patrons, or students. 

Environmental Health Information Service

Libraries may access the National Institute of Environmental Health Sciences Environmental 

Health Information Service (EHIS). Each depository library is being provided one free 

subscription to the database located at <http://ehis.niehs.nih.gov>. This service includes 

online access to the Environmental Health Perspectives, the National Toxicology Technical 

Reports, and the Historical Control Database. The user must be in the library to access the 

database, and the library is limited to one user at a time. 

National Climatic Data Center Online Document Library

The National Climatic Data Center is providing no-charge access for the Federal depository 

libraries to the Online Document Library located at <www5.ncdc.noaa.gov/pubs/ 

publications.html>. Libraries may access the Monthly Climatic Data for the World, Storm 

Data, and Local Climatological Data via this controlled access site. The user must be in the 

library to access the database, and libraries must protect the passwords. At this time there are 

no limitations on the number of concurrent users able to access the database. 

STAT-USA 

STAT-USA, a product of the U.S. Department of Commerce, provides comprehensive 

economic, business, and social/environmental data. Each depository library is provided one 

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free subscription to the database located at <www.stat-usa.gov>. This service includes 

online access to the State of the Nation, Globus & NTDB, and the National Export Directory. 

The user must be in the library to access the database and the library is limited to one user at 

a time. 

CenStats

Information on CenStats is now available free of charge to all at <http://tier2.census.gov/ 

dbappweb.htm>. Applications available from this site include the Annual Survey of 

Manufactures, Census Tract Street Locator, and the Consolidated Federal Funds Report. 

Libraries no longer need to use a password to access this site. 

FUGITIVE DOCUMENT ACTIVITIES

LPS receives many inquiries for information on fugitive publications. The estimated time to 

research, request, acquire, and process fugitive publications averages over 2.5 hours per 

document. On the average, DAB receives 24 requests per month for true fugitive documents, 

those not ordered or printed through GPO. LPS also receives many additional requests for 

missing issues and updates for serial titles. 

Recently, staff from LPS worked with auditors from the National Institutes of Health (NIH) audit 

to review access of NIH printed products for dissemination to GPO for purposes of distribution 

to the depository libraries and inclusion in the Cataloging & Indexing program. The report, 

issued in March by the Department of Health and Human Services, Office of the Inspector 

General, found that of the 100 random FY97 printing jobs chosen for the audit, 38 items were 

not subject to distribution to the libraries (internal use only such as letterhead stationery, signs, 

and administrative forms). Of the 62 remaining print jobs, 46 publications were identified in the 

audit as requiring copies for distribution to the depository libraries. NIH provided sufficient 

copies to GPO in only 10 instances. 

According to the report, because NIH did not provide copies of publications to GPO for FDLP 

distribution, depository libraries and the people who use them did not have ready access to 

documents to which they are entitled; nor were those products listed in the Monthly Catalog. 

Since this audit, LPS has seen a significant increase in notification and cooperation in obtaining 

NIH publications for distribution to the libraries and for inclusion in the Cataloging & Indexing 

Program. 

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Depository Services Update 

OUTREACH

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

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

downtown Kansas City, MO, is the site. The preliminary agenda and registration form will 

appear in the August 15, 1999 issue of Administrative Notes. 

The spring 2000 Depository Library Council meeting will be held in Rhode Island from April 

10-12. The DoubleTree Islander Hotel, Goat Island, in Newport, RI has been awarded the 

contract. The preliminary agenda and registration form will appear in the January 15, 2000 issue 

of Administrative Notes. 

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

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

25, 2000 and the Regional Librarians meeting will be held on Sunday, October 22. The Holiday 

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

The 13th annual Interagency Depository Seminar will be held from May 31-June 7, 2000 at the 

U.S. Government Printing Office. The preliminary agenda and registration form will appear in 

the October 15, 1999 issue of Administrative Notes. 

FDLP ELECTRONIC SUBSTITUTION GUIDELINES

The FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository 

Publications was published in the May 15, 1999 issue of Administrative Notes. With the 

regional library’s permission, a selective depository is permitted to replace tangible versions with 

electronic equivalents provided the electronic version is complete, official, and permanently 

accessible. GPO Access databases on the List of Official GPO Databases That May Be 

Substituted for Tangible FDLP Products <www.access.gpo.gov/su_docs/dpos/ad051599.html> 

meet these requirements. 

GPO ACCESS 2000 - REQUEST FOR TRAINING

The July 15, 1999 issue of Administrative Notes will contain information on how depository 

libraries can request training or a demonstration to show basic or advanced features and 

functions of GPO Access in 2000. 

SELF-STUDIES

The Self-Study Review Committee, which is a group of volunteers from the Depository Library 

Council, regional librarians, selectives, a selective housing site, and Depository Services Staff, 

has nearly completed its work. The revised Self-Study of a Federal Depository Library will be 

available in summer 1999. 

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

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

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

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

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

1999 BIENNIAL SURVEY

The draft 1999 Biennial Survey of Depository Libraries appeared in the May 15, 1999 issue of 

Administrative Notes <www.access.gpo.gov/su_docs/dpos/ad051599.html>. The deadline for 

the depository library community to comment on the survey questions is July 15, 1999. Please 

send e-mail messages to Sheila McGarr at <smcgarr@gpo.gov>. The survey will be conducted 

during October and November 1999. 

RECOMMENDED COMPUTER SPECIFICATIONS

The 1999 update of the Recommended Specifications for Public Access Work Stations in 

Federal Depository Libraries appeared in the June 15, 1999 Administrative Notes at 

<www.access.gpo.gov/su_docs/dpos/ad061599.html>. 

FEDERAL DEPOSITORY LIBRARY DIRECTORY

The August 1999 edition of the Federal Depository Library Directory will be printed and 

distributed to all depositories in September. Each depository library can assure the accuracy of 

its entry by reviewing and updating the information in the Library Directory module on the 

FDLP Administration page at <www.access.gpo.gov/su_docs/dpos/ldirect.html>. 

FEDERAL DEPOSITORY LIBRARIES

As of June 15, 1999, there are 1,351 Federal depository libraries of which 53 are regionals and 

1,298 selectives. 

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Electronic Transition Staff/ Electronic Collection Team Update 

ELECTRONIC TRANSITION STAFF (ETS) EVOLVES

When the first visiting “expert consultants” came to the Library Programs Service (LPS) in 1996, 

ETS focused on developing initial electronic services for the FDLP. Early projects included 

Locator Services, such as the Pathway Indexer and building Web page capability within LPS. 

Later ETS efforts emphasized establishing the content and service partnerships and articulating 

the concepts behind Managing the FDLP Electronic Collection: A Policy and Planning 

Document (the "Collection Plan"), published in 1998. Recently, ETS’ focus has been on 

fostering partnerships, such as the NTIS pilot project, the Department of Energy Information 

Bridge, and DOSFAN (the Department of State Foreign Affairs Network). Currently much of 

ETS’ time is devoted to efforts to implement the plans for the FDLP Electronic Collection 

(FDLP/EC), outreach to Federal agencies and libraries, and developing the infrastructure and 

relationships that will provide permanent public access to FDLP electronic information. 

Personnel changes in ETS parallel this functional evolution. Laurie B. Hall, as Supervisory 

Program Analyst, supervises the program analysts and Office Automation Specialist within LPS 

and the ETS, as there is a substantial congruence in their interests and responsibilities. Currently 

the expert consultants are George Barnum, who will finish his term in July and Judy Andrews, 

who has been asked to stay on for a second year. Steven Kerchoff will join the ETS effective 

October 1, 1999. Kerchoff, a Federal librarian from the Library of Congress’ Federal Library 

and Information Center (FLICC), will use his extensive knowledge of Federal libraries and 

information resources to assist in increasing awareness about GPO’s Electronic Collection 

activities and in developing additional partnership opportunities with agencies. 

 

ELECTRONIC COLLECTION MANAGER

One of the action items in the Collection Plan is establishing an Electronic Collection Manager 

(ECM) position in LPS. This new librarian position was advertised nationally and a selection is 

expected later this year. Once on board, the ECM will establish, review, maintain and modify 

comprehensive plans to assure permanent public access to products in the FDLP/EC. 

ELECTRONIC COLLECTION PROTOTYPE ARCHIVE

Recognizing that an electronic archive is a critical component of the life cycle of an electronic 

resource, LPS has been capturing HTML and PDF files of products announced in the Browse 

Electronic Titles (BET) service for some months. In support of this effort, at its spring 1999 

meeting, the Depository Library Council to the Public Printer (DLC) recommended that GPO 

develop a prototype archive. Though these test files are not yet publicly accessible, LPS has 

obtained a commitment from GPO’s Production Department to aid in the development of a 

functional prototype archive. 

GPO’s goal is to provide permanent public access to the electronic Government information 

products disseminated via GPO Access or otherwise included in the FDLP/EC. One path to 

meeting this commitment is for GPO or one of our partner institutions to have day-to-day 

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management of the electronic resources, and take the necessary administrative and technical 

steps to keep them accessible, while maintaining their authentic and official status. GPO already 

meets this commitment for the products on GPO Access, but the electronic products to which we 

point and link, by definition considered part of the FDLP/EC, must be fully included under the 

umbrella of permanent public access. 

ELECTRONIC COLLECTION TEAM

Since the publication of Managing the FDLP Electronic Collection last year, LPS has worked to 

identify and implement the steps that will bring the Plan's provisions into practice. A crossorganizational work group from Depository Administration and Cataloging Branches, Electronic 

Information Dissemination Services and the ETS has been working to define the possibilities, 

identify the issues and develop strategies for dealing with the issues. The work group was 

successful in this endeavor and has been re-configured into an ongoing "Electronic Collection 

Team,” which is examining and evaluating electronic products for inclusion in the Electronic 

Collection. While looking at these products the team continues to develop the processing 

procedures necessary to fully incorporate electronic resources into the FDLP. 

NATIONAL TECHNICAL INFORMATION SERVICE

The NTIS/GPO Pilot Project, through which 22 depository libraries have access to a NTIS 

database of approximately 35,000 image documents, went live on January 18, 1999. The pilot is 

scheduled to run for a year. As of mid-March the search site was averaging 100 visits per week. 

As the libraries explore the site's potential they are making excellent suggestions for its 

improvement. ETS has been individually contacting participating libraries to gain more detailed 

insights into user behaviors and expectations. 

USDA DIGITAL PUBLICATIONS PRESERVATION STEERING COMMITTEE

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

Department of Agriculture (USDA) National Agriculture Library that will implement the 

Framework for the Preservation of and Permanent Public Access to USDA Digital Publications. 

The "Framework" was developed following a 1997 conference for which GPO was one of the 

co-sponsors. The Steering Committee meets quarterly to address the issues of inventory and life 

cycle management of USDA digital publications, technical requirements, and user access and 

retrieval. George Barnum is chairing the Committee's working group on user access and 

retrieval, which is beginning work on draft preservation guidelines for digital publishing for 

USDA agencies. 

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Library Programs Service Contacts 

July 1999 

Name Voice Fax E-mail 

OFFICE OF THE DIRECTOR 

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

Debbie Ellis – Secretary 202-512-1114 202-512-1432 dellis@gpo.gov 

Laurie Hall – Supervisory Program Analyst 202-512-1114 202-512-0877 lhall@gpo.gov 

Sandy Morton-Schwalb – Management 

Analyst 

202-512-1114 202-512-1432 smortonschwalb@gpo.gov 

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

Electronic Transition Staff 

Judy Andrews – Electronic Transition 

Specialist 

202-512-1114 202-512-1432 jandrews@gpo.gov 

George Barnum – Electronic Transition 

Specialist 

202-512-1114 202-512-1432 gbarnum@gpo.gov 

Mike Clark – Program Analyst 202-512-1619 202-512-0877 mclark@gpo.gov 

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

DEPOSITORY DISTRIBUTION DIVISION 

Vicki Barber – Chief 202-512-1014 202-512-1429 vbarber@gpo.gov 

DEPOSITORY PROCESSING BRANCH

Colleen Davis – Chief 202-512-1007 202-512-1429 cdavis@gpo.gov 

Depository Claims Office 202-512-1024 202-512-1429 

LIBRARY DIVISION 

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

CATALOGING BRANCH

Thomas A. Downing – Chief 202-512-1121 202-512-1432 tdowning@gpo.gov 

DEPOSITORY ADMINISTRATION BRANCH

Robin Haun-Mohamed – Chief 202-512-1071 202-512-0877 rhaunmohamed@gpo.gov 

Micrographics Control Section 

Michele Harris – Chief 202-512-1060 202-512-0877 mharris@gpo.gov 

Yvonne Washington – Publications 

Management Specialist 

202-512-1131 202-512-0877 ywashington@gpo.gov 

DEPOSITORY SERVICES

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

Thomas Oertel – Inspector 202-512-1119 202-512-1432 toertel@gpo.gov 

Cynthia Etkin – Inspector 202-512-1119 202-512-1432 cetkin@gpo.gov 

John Tate – Designation Program 

Specialist 

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

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22 

Table of Contents

First AALL Public Access to Government Information Award Given to GPO Access............... 1

Vacancy Announcement, Librarian (Inspector)............................................................................ 2 

Item Selection Update Cycle Ends July 31 .................................................................................. 5 

Keep Your Library’s Directory Information Up-To-Date............................................................ 5 

Decision on Technical Supplement Reconsidered........................................................................ 5 

Request Your 2000 GPO Access Training or Demonstrations .................................................... 6 

Library Programs Service Update............................................................................................... 12 

Cataloging Branch Update.......................................................................................................... 13 

Depository Administration Branch Update ................................................................................ 15 

Depository Services Update........................................................................................................ 17 

Electronic Transition Staff / Electronic Collection Team Update.............................................. 19 

Library Programs Service Contacts, July 1999........................................................................... 21 

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

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

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

address changes to: The Editor, Administrative Notes 

 U.S. Government Printing Office 

 Library Programs Service, SLLD 

 Washington, DC 20401 

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

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