Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 24, no. 04 GP 3.16/3-2:24/04 April 15, 2003 

HIGHLIGHTS

Item Selection 

Update Cycle

Begins 1 

JNCI

Privatized 6 

ID Issues

Reviewed 6 

Assuring Free

Public Access 7 

FDLP-L 

Messages 

Archived 9

Readers 

Exchange: 

Promotion 9 

Annual Item Selection Update Cycle 

for FY2004 Begins June 2, 2003 

The annual opportunity to add item numbers to depository library 

selection profiles takes place in June and July, 2003. From June 2 

through July 31, depositories may make additions, which will take effect 

at the beginning of fiscal year 2004 on October 1. The Library Programs 

Service recommends that libraries review their current selections in 

terms of their communities’ government information needs and change 

their selections accordingly. 

The Library Programs Service strongly encourages libraries to select 

electronic information products whenever they are available, when they 

fit the library’s collection plan for Federal Government information. 

About 60% of new Federal Depository Library Program titles are 

available in electronic format, and in recent months two-thirds of the 

new FDLP titles were “online only.” 

The Update Cycle period is the only time that items may be added. 

Items may be dropped at any time. Adds do not take effect until October 

1. 

Information about the Item Selection Update Cycle appears in 

Administrative Notes, on the FDLP Desktop News page at 

<http://www.access.gpo.gov/su_docs/fdlp/tools/news.html>, and on the 

GPO-FDLP-L listserv at <http://listserv.access.gpo.gov>. 

Note: No information packet will be mailed to depository libraries. 
AN-v24-#04-4/15/03

Schedule 

June 2, 2003 “Selection Update Cycle 

2004” begins. 

June-July Depository libraries evaluate 

selections. 

July 31, 2003 Deadline for submission of all 

additions. 

Oct. 1, 2003 New selection profiles become

effective. 

(Drops will be recorded and activated as soon 

as they are entered.) 

Update Cycle Online on the Web 

The 2004 Update Cycle will take place 

electronically on the Web. Libraries will be 

responsible for entering their own 

amendments to selections using the Web site 

"Amendment to Item Selections" on the 

FDLP Desktop Web site at: 

<www.access.gpo.gov/su_docs/fdlp/tools/am

endment.html>. On this Web site, you will 

control the input, and the changes will be

recorded instantaneously. 

You will need your depository library number 

and internal password to submit your 

additions or deletions. 

What If We Can’t Access the Web? 

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 

e-mail: ywashington@gpo.gov 

fax: 202-512-0877 

phone: 202-512-1131 

Automatic Confirmation of Selections 

Automatic confirmation of the changes you 

input is a function of the Web application. In 

addition, if you enter your e-mail address 

along with your depository library number 

and internal password when filling out the 

online selection update form, an e-mail 

confirmation of your transactions should be 

sent to you. However, we have, in the past, 

experienced some problems with the e-mail 

confirmation component of this application. 

For your records you may want to print out 

and/or save the Web page confirmation that 

appears as soon as you hit the Submit button. 

When you save the file, change the file name

extension from .cgi to .html to view the page 

in a Web browser. 

INSTRUCTIONS

Preparing for Your Library's Selection 

Evaluation 

In preparing to amend your depository's item

selection profile for fiscal year 2004, please 

consider the following: 

3⁄4 LPS requests that documents librarians 

conduct a zero-based review of the 

depository’s current item selections by 

carefully examining the need for each 

item.

3⁄4 Librarians should not make their 

collection development decisions in a 

vacuum. LPS encourages cooperative 

collection development to ensure that

all relevant items are available within a 

local area or region without unnecessary 

duplication of little used documents. 

2 
AN-v24-#04-4/15/03

3⁄4 After consulting with other depositories, 

documents librarians should delete any 

items not actually needed to serve 

current or anticipated future needs of

the public. If appropriate, a library 

should add relevant items needed by its 

clientele. 

3⁄4 Regional libraries may choose a single 

format when an item is offered in both 

microfiche and paper formats. 

3⁄4 Selective libraries must choose only a 

single format when an item is offered in 

both microfiche and paper formats. 

Depositories should select items at a level at 

least half the average rate of libraries of a 

similar size and type. Exceptions are made 

for depositories with a written collection 

development policy certifying that their 

current selection rate of tangible and 

electronic information products effectively 

meets the public’s government information 

needs. 

Use the chart of selection averages in 

Administrative Notes, v. 23, # 5 (4/15/02), p. 

7, to help determine your appropriate 

selection rate. This chart is also available on 

the FDLP Desktop at <www.access.gpo.gov/ 

su_docs/fdlp/coll-dev/itemchrt.html>. 

For further information, see "Review of LPS 

Position on Item Selection Rates" in 

Administrative Notes, v. 22, # 5 (3/15/01), p. 

3. 

Tools to Help Evaluate Your Selection 

Options 

Item Lister shows your current item

selections and all of the items currently 

available through the Federal Depository 

Library Program. Item Lister can be found 

on the FDLP Desktop Web site at: 

<www.access.gpo.gov/su_docs/fdlp/tools/ite

mlist.html>. Your drops will be reflected in 

Item Lister the next week after you make 

them. Adds will be activated, and added to 

Item Lister, on October 1, 2003. During the 

Annual Selection Update Cycle only, Option 

5, Pending Adds, is added to Item Lister. 

This will show what adds you have made 

during the Update Cycle. These adds are 

pending, and go into effect October 1 at the 

start of the new fiscal year. 

For both drops and pending adds, the library 

should monitor Item Lister to ensure that the 

submissions were recorded correctly. 

3⁄4 Consult the List of Classes in paper or 

download the file on the FDLP Desktop 

Web site to aid in your evaluation of 

item numbers and titles. The electronic 

List of Classes is located at 

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

lp/pubs/loc/index.html>. 

3⁄4 Check out the collection management

tools available on the Documents Data 

Miner, a cooperative partnership 

between Wichita State University and 

the Library Programs Service, at 

<http://govdoc.wichita.edu/ddm/GdocFr

ames.asp>. 

3⁄4 New item numbers added to the list of

item numbers available for depository 

selection, can be found in several 

locations: 

New item numbers not appearing in the 

paper List of Classes can be found in 

the "Update to the List of Classes, New 

Item Numbers" column in

Administrative Notes Technical 

Supplement. New item numbers are 

added to the Item Lister and also to the 

Documents Data Miner each week. 

3 
AN-v24-#04-4/15/03

Postings of new item numbers, discontinued 

classes, class corrections and other changes to 

the List of Classes are found in the WEBTech 

Notes database at: 

<www.access.gpo.gov/su_docs/fdlp/tools/we

btech.html>. 

The WEBTech Notes database is also 

available in dbf format on the Federal 

Bulletin Board at: 

<http://fedbbs.access.gpo.gov/library/list/files

/?lib=WEBTECN>. 

Passwords 

Each library is assigned a unique internal

password for FDLP administrative functions, 

such as submitting the Biennial Survey, 

amending item selections, and updating the 

directory entry. 

All libraries also have an external password. 

It is used with external applications, such as 

special access to agency Web services (there 

is only one such application in place now: the 

Environmental Health database at 

<http://ehis.niehs.nih.gov>). All passwords 

provided by LPS should be secured and only 

authorized users should be allowed to submit 

adds and drops for a library. If you lose your 

password, or you have problems accessing 

the system, please contact Joe Paskoski at 

<jpaskoski@gpo.gov>, or Yvonne 

Washington at <ywashington@gpo.gov> or 

by fax at 202-512-0877. 

NOTE: For security purposes, password 

requests should come from designated 

depository coordinators or library 

directors only.

For more information on passwords, see 

<www.access.gpo.gov/su_docs/fdlp/tools/faq

s.html#1>. 

Making Amendments to Selections 

Libraries notify LPS of changes to their 

selection profile by submitting their adds or 

drops on the "Amendment of Item

Selections" form found on the FDLP Desktop 

Web site at: <www.access.gpo.gov/ 

su_docs/fdlp/tools/amendment. 

html>. You will need your depository library 

number and internal password to process your 

amendments. Internal passwords begin with 

"FDLP" followed by a series of numbers. 

Information on how to fill out the Web form

and whom to contact are accessible by 

clicking on various buttons on the form. 

If you have specific questions or comments, 

please contact Joe Paskoski at 

<jpaskoski@gpo.gov> or by fax at 202-512-

0877. 

Reporting Errors 

If you mistakenly delete an item number or 

select an item number that you really wanted 

to delete, you must contact LPS. Do not try 

to re-input the correct selection by entering 

another transaction on the "Amendment to 

Item Selections" Web form. To report all 

errors or discrepancies in your selection 

profile, contact: 

Information Processing Unit 

fax: 202-512-0877 

e-mail: jpaskoski@gpo.gov 

ywashington@gpo.gov 

Suggestions for Making Amendments 

Changing Formats 

If you want to change from paper to 

microfiche for dual distribution items, LPS 

suggests the following procedure to reduce 

gaps in holdings: 

4 
AN-v24-#04-4/15/03

1. Add the microfiche item during the 

update cycle. 

2. Once the new selection is distributed in 

October, delete the paper item.

For example, to change the Federal Register 

selection from paper to microfiche, add item

0573-D in June or July, for implementation in 

October. Then use the Web "Amendment to 

Selections" form to delete item 0573-C after 

you begin receiving microfiche copies. 

Items Distributed to All Libraries 

Titles distributed under item numbers 0154-

B, 0556-C, and 1004-E are distributed to all 

depository libraries whether your library 

selects these items or not. LPS will distribute 

other titles under these item numbers 

throughout the year if the informational 

content is deemed relevant to all depository 

libraries. Please do not drop these item

numbers from your selection profile. 

EFFECTIVE DATES

Deletions 

If you have deleted item numbers for paper 

and electronic titles, LPS will stop shipping 

the publications within 1-2 weeks of your 

Web transaction. You should not claim

publications listed under these items on 

shipping lists dated after the date you 

submitted the deletion. 

Deletion of microfiche item numbers will 

take effect beginning the week after the 

amendment was submitted. 

Deletions can be submitted to LPS 

throughout the year. 

Additions 

Libraries will be able to make additions to 

their selection profile only during the Annual 

Selection Update Cycle (June 2, 2003 

through July 31, 2003). 

All additions must be posted to the Web site 

by July 31, 2003. 

All additions remain pending until they are 

activated on October 1, 2003. Libraries will 

begin to receive new publications with 

shipping lists dated October 1, 2003 and 

after. 

Claims 

Do not base your claims for missing 

depository publications on additions made 

during this update cycle period until the first 

shipping list is distributed for FY 2004 (after 

October 1, 2003). If you do, the claims will 

not be honored. 

LPS will always indicate on the shipping list 

which selection update period governs the 

item distributions. Continue to claim from

your 2003 selection profile during the update 

cycle period. 

5 
AN-v24-#04-4/15/03

6 

Journal of the National Cancer Institute 

Privatized 

In December 1996, LPS was advised that the 

Journal of the National Cancer Institute 

(JNCI) [HE 20.3161: item no. 0488] would 

no longer be available to GPO for the FDLP 

or GPO Sales. Under a cooperative research 

and development agreement (CRADA) 

between Oxford University Press and the 

National Cancer Institute, the JNCI was to be 

privatized over a 5 year period. 

Arrangements were made to continue 

depository distribution during the duration of 

the CRADA which ended with the December 

2002 issue. JNCI is no longer a government 

publication and will no longer be distributed 

to depositories. 

Identification Issues in Depository Libraries 

Reviewed 

In light of recent security concerns and the 

heightened atmosphere for public safety since 

the events of September 11, 2001, LPS has 

reviewed the Instructions to Depository 

Libraries and the general guidelines 

associated with Internet access and service 

policies to reassess the prohibition on 

identification requirements. LPS 

recommends that libraries also review their 

security policies and procedures currently in 

place that allow the public to access 

depository resources. In the past, the 

Instructions have prohibited requirements for 

patrons to present identification to utilize 

depository resources. With continued 

security concerns, it is appropriate for 

depository library administrators to determine 

operating hours, access and security 

procedures. 

In developing identification requirements for 

public patrons to access depository resources, 

the libraries should take into consideration 

that some constituents with legitimate library 

needs may not be able to meet these 

requirements. Thus, requiring identification 

to access the depository collection is 

allowable, but libraries are encouraged to 

continue existing procedures that already may 

be in place for most libraries where 

identification is not required, such as asking 

users to sign a guest register and escorting 

patrons to the depository collection. 

Identification requirements should not be so 

onerous as to impede access to the depository 

resources. Requirements for a driver’s 

license or state identification card are 

considered reasonable; provisions should also 

be made for juvenile users, such as high 

school and middle school students. Libraries 

are also reminded the FDLP exists to ensure 

access for all patrons requesting to use the 

depository resources, not simply the residents 

of the local Congressional District or locality. 

As a result of this review, the online version 

of the Instructions has been updated to reflect 

this change in policy. Please take a few 

minutes to review the changes made to 

Chapter 7, Public Service, Section A. Access 

<http://www.access.gpo.gov/su_docs/fdlp/pu

bs/instructions/in_ch7.html#A>. If you have 

any questions or concerns about these 

changes, please contact Depository Services 

staff at (202) 512-1119. 
AN-v24-#04-4/15/03

Assuring Free Public Access to Federal 

Government Information 

Free public access to Federal Government 

information is of paramount importance to 

the U.S. Government Printing Office. It is at 

the core of the Federal Depository Library 

Program, as mandated by Title 44, U.S. Code, 

Chapter 19. According to the Instructions to 

Depository Libraries, July 2000: 

Free access as defined by GPO 

means that any member of the 

general public can use 

Government information products 

in all media at the library without 

impediments. Providing free 

access by the general public to the 

resources of the documents 

collection, including electronic 

resources, is a fundamental 

obligation of all Federal 

depository libraries... 

Access policies, posting of signs, 

World Wide Web pages, and 

public service hours for depository 

patrons must conform to this 

requirement. Depository libraries 

must ensure that their security or

access policies, or those of their 

parent bodies, do not hinder public 

access to depository materials. 

Some examples of recent instances of

impediments to patron access in depository 

libraries include: 

• Limited service hours, i.e., 9:00 a.m. – 

5:00 p.m. weekdays only. Depository 

materials are located in locked rooms 

without access except during these 

hours. 

• Closed stacks with limited public 

service hours, limited cataloging, and 

limited indexes. 

• Offsite storage facilities where the 

material is not cataloged or available for 

browsing, or retrieval time is longer 

than 24 hours. 

• Age limitations, most commonly 

applied to children under the age of 16; 

they cannot use the library unless 

accompanied by an adult or other 

responsible individual. 

• Age limitations imposed for computer 

terminal use. Again, these limitations 

are most commonly applied to children 

under the age of 16. 

• Internet access is limited. Filtering 

software is employed, or access is 

restricted to .mil or .gov sites, with 

other sites added at the discretion of the 

library. 

While depository library administrators may 

determine local operating hours, access and 

security procedures, it is important to keep in 

mind the public access requirements of the 

FDLP. New policies are not needed to 

address these issues, which are covered under 

the following policies updated to reflect the 

changes associated with identification 

requirements: 

Guidelines for the Federal Depository 

Library Program 

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

fdlp/pubs/fdlm/guidelin.html>

Instructions to Depository Libraries, 

July 2000 

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

fdlp/pubs/instructions/index.html> 

7 
AN-v24-#04-4/15/03

FDLP Internet Use Policy Guidelines 

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

fdlp/mgt/iupolicy.html>

Depository Library Public Service 

Guidelines for Government 

Information in Electronic Formats 

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

fdlp/mgt/pseguide.html> 

Managing the FDLP Electronic 

Collection: A Policy and Planning 

Document 

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

fdlp/pubs/ecplan.html> 

An additional step libraries may wish to take 

in reviewing access policies and procedures 

associated with the Federal depository

operation include a review of the operation 

from a fresh perspective. The review may 

include any or all of the following 

suggestions: 

• Checking the library for signs that 

may have a “chilling” effect on public 

patrons, i.e., “Private,” “Not open to 

the general public,” “Open only to 

authorized persons.” 

• Reviewing the library’s policies and 

procedures, especially those dealing 

with age, material placed on reserve, 

and computer access. 

• Searching the library’s or parent

institution’s web pages for limiting 

policies that depository staff may not 

know have been developed, 

implemented, and posted for users to 

see. 

• Taking a fresh look at where the 

depository operation is situated: is it 

visible or is it hidden away in a 

basement?

• For integrated collections, reviewing 

the cross-training of staff in other 

departments. Is the reference staff 

trained to identify depository 

resources that are relevant to patron 

requests, even if the patron has not 

specifically requested U.S. 

Government information?

• Reviewing hours of operation and 

service for adverse impact on public 

access. Have there been reference 

and support staff hour cuts, essentially 

preventing anyone with a traditional 

working schedule from accessing the 

depository material?

8 
AN-v24-#04-4/15/03

Archived FDLP-L Listserv Messages 

Available for Viewing 

All the messages that have been posted to the 

FDLP-L Listserv are available for viewing in 

the list archives. To see the archives, go to 

<http://listserv.access.gpo.gov>, then click on 

Online mailing list archives, and then click on 

GPO-FDLP-L. GPO uses the FDLP-L 

listserv to post time-sensitive messages about 

the Federal Depository Library Program.

Readers Exchange 

Promotion of Documents 

Ursula Ward 

Metropolitan Library System

Oklahoma City, OK 

<uward@mls.lib.ok.us>

As one of our promotion efforts, I prepare a 

bibliography of articles from Oklahoma 

State and Federal periodicals that I think 

would be interesting to our library 

customers. I send the bibliography to the 

library's Public Relations Office to publish 

in one of the library's publications. I send 

one about every two weeks, depending on 

the number of entries. Books received 

through the depository program are also 

included. 

I thought of the title for the periodical 

bibliography when I saw the little figure that

I got from Microsoft Gallery to put with the 

bibliography. I had another name for the 

bibliography in the beginning. After 

looking at the figure I thought it looked like 

the character on the Crackerjack box. 

Bingo! Why not call the bibliography 

“Uncle Sam's Crackerjacks.” 

I loved Crackerjacks as a child and still do 

today. I thought the bibliography would be 

mixture of books and periodicals from both 

Federal and state agencies. Like 

Crackerjacks, it is a mixture of good 

materials. Also like Crackerjacks it has a 

prize inside: information. So the name was 

born and stuck. 

Attached is a recent list. All the lists feature 

titles received within the previous two 

weeks.

9 
AN-v24-#04-4/15/03

10 

UNCLE SAM’S “CRACKERJACKS” 

A Bibliography of Federal and State Documents New on the Downtown Library Shelves. 

Where you always find a prize inside – Information

PERIODICALS 

INSIDE OKDHS MAGAZINE Oklahoma Department of Human Services. Winter 2003. “Georgia 

Pugh Creates Soul Scenes” story and pictures by Gaylene Murphy. Pp. 5-7. 

The author writes about a local artist, Georgia Pugh, who creates clay dolls and putting the dolls 

in scenes. The artist calls her creative scenes “Soul Scenes.” Each “Soul Scene” depicts 

various scenes of African American community and family life by creating from scratch any 

objects needed for the scene. The article has pictures of the artist’s various “Soul Scenes” she 

had created.

OKLAHOMA’S SCHOOL HEALTH Oklahoma State Department of Education January 2003. 

“Bullying Prevention Education in Oklahoma.” Pages 4 and 5. 

This article briefly describes what bullying is and the harm it can do to the children who are 

victims of bullying. It gives advice to schools administrators on what they can do to prevent 

bullying in their schools. At the end of the article is a list of useful web sites for bullying 

prevention information. 

HEALTH VOICE: A PUBLICATION PROVIDED TO MEMBERS OF HEALTH CHOICE

Oklahoma State and Education Employees Group Insurance Board. December 2002 

This little publication has a treasure of short articles on health information. Some articles in this 

issue includes: “Treatment and Understanding Key to Schizophrenia”; “Nutrition tips for Healthy 

Eating”; “Food Safety tips”; “Early Detection and Treatment Delay Glaucoma”; and “Control 

Stress Before It Controls You.” 

EMERGING INFECTIOUS DISEASES National Center for Infectious Diseases February 2003. 

“Preparing for a Bioterrorist Attack: Legal and Administrative Strategies” by Richard E. Hoffman. 

Pp. 241-245. 

“This article purposes and discusses legal and administrative preparations for a bio-terrorist 

attack.” The article purposes strategies for achieving best possible preparation for an attack as 

well as for removing legal barriers that discourage agencies, institutions and persons from 

working together for the overall good of the community. “Issues related to disease surveillance 

and special considerations regarding public health restrictive orders are discussed.”

MONTHLY LABOR REVIEW U.S. Bureau of Labor Statistics. January 2003. 

This issue is devoted to changes in each state laws during 2002 for labor, workers’ 

compensation and unemployment insurance. 

PARAMETERS U.S. Army War College. Spring, 2003. 

“The Concept and Practice of Jihad in Islam” by Michael G. Knapp. Pages 82-94. 
AN-v24-#04-4/15/03

“This article traces the development of jihad through the early Islamic history into the present 

day and focuses on how jihad in concept and practice has been appropriated and distorted by 

Muslim extremists as part of their violent campaign against the West and their own 

governments.” 

PUBLIC HEALTH REPORTS U.S. Public Health Service. January/February 2003. 

“Neighborhood Environment, Racial Position, and Risk of Police-Reported Domestic Violence: A 

Contextual Analysis” by Deborah N. Pearlman ... (etc.) Pages 44 – 58.

“The purpose of this study was to examine the contribution of neighborhood socioeconomic 

condition to risk of police-reported domestic violence in relation to the victim’s race.”

11 
AN-v24-#04-4/15/03

12 

Table of Contents 

Annual Item Selection Update Cycle for FY2004 Begins June 2, 2003 ...................................... 1 

Journal of the National Cancer Institute Privatized ...................................................................... 6 

Identification Issues in Depository Libraries Reviewed............................................................... 6 

Assuring Free Public Access to Federal Government Information .............................................. 7 

Archived FDLP-L Listserv Messages Available for Viewing...................................................... 9 

Readers Exchange: Promotion of Documents \ Ursula Ward....................................................... 9 

Administrative Notes Cumulative Table of Contents 

http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/adnotes_toc.pdf 

Updated with each issue 

Searchable by keyword 

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 at: http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html 

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