ADMINISTRATIVE NOTES 

 Newsletter of the Federal Depository Library Program

Vol. 17, no. 02 GP 3.16/3-2:17/02 January 15, 1996 

Committee Formed To Revise List of Superseded 

Documents

 In response to a request for volunteers, the documents librarians listed below are beginning to 

work on the 1996 edition of the Superseded List. They will review the List of Classes, the "Update 

to the Superseded List" columns, and the 1992 edition of the Superseded List, as well as look at 

documents in their own collections and take suggestions from other documents librarians. 

 The committee members will need, and appreciate, assistance from other documents librarians 

in recommending new titles in all formats to include in the Superseded List. The name, address, 

telephone number, e-mail address, and agencies assigned to each committee member appear on 

the following pages. Please contact committee members with any suggestions you may have no 

later than March 15, 1996. 

Superseded Documents Committee Agency Assignments

Daniel Barkley Federal Reserve 

General Library Federal Trade Commission 

University of New Mexico Foreign Trade Zones 

Albuquerque, NM 87131-1466 Congress X 1.1: - Y 1.6: 

(505) 277-5441 

barkley@unm.edu 

Rebecca Burke Defense D 201.1: - D 305.22/3: 

308 Hayden Library State 

Arizona State University 

Tempe, AZ 85287-1006 

(602) 965-3387 

iacrjb@asuvm.inre.asu.edu 

John Camenga Defense D 1.1: - D 15.13: 

Tampa-Hillsborough County Public U.S. Information Agency 

 Library Smithsonian 

900 North Ashley Drive 

Tampa, FL 33602 

(813) 273-3629 

camengj@mail.firn.edu 

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Carol Coon HUD 

San Francisco Public Library Interstate Commerce Comm. 

Civic Center International Trade Comm. 

San Francisco, CA 94102 National Mediation Board 

(415) 557-4470 National Capitol Planning 

sfpl2@class.org 

Sandra da Conturbia EPA 

Evans Library FEMA 

Texas A&M University 

College Station, TX 77843-5000 

(409) 862-1046 

sdaconturbia@tamu.edu 

MaryEllen Donathen National Credit Union 

Admin. 

Lockwood Memorial Library National Foundation of the 

SUNY at Buffalo Arts & Humanities 

Amherst Campus Fine Arts Commission 

Buffalo, NY 14260-2200 Federal Housing Financing 

(716) 645-2305 Farm Credit Administration 

ulcmeo@ubvm.cc.buffalo.edu 

Joanne Donovan Interior I 20.2: - I 72.18: 

Central University Library Justice 

University of California, San Diego 

9500 Gilman Drive 

La Jolla, CA 92093-0175 

(619) 534-8692 

jdonovan@ucsd.edu 

Rene Erlandson Interior I 1.1: - I 19.108: 

Documents Library Transportation TD 1.1: - 

University of Illinois TD 3.112: 

 at Urbana-Champaign 

1400 West Gregory Drive 

Urbana, IL 61801 

(217)333-1056 

erlandso@ux1.cso.uiuc.edu 

Peter Giordano Congress Y 4's 

Sawyer Library 

Williams College 

Williamstown, MA 01267 

(413) 597-2514 

peter.giordano@williams.edu 
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Leone Johnson Commerce C 1.1: - C 1.115: 

Minneapolis Public Library C 13.1: - C 51.21: 

300 Nicollet Mall 

Minneapolis, MN 55401-1992 Veterans Affairs 

(612) 372-6535 

mlgovdoc@vz.cis.umn.edu 

Julia Lewis Agriculture A 1.1: - A 88.61: 

Camden-Carroll Library Treasury 

Morehead State University 

Morehead, KY 40351 

(606) 783-2160 

j.lewis@msuacad.morehead-st.edu 

Anne Liebst HHS HE 20.7901: - HE 25.17: 

Collins Library 

Baker University 

606 Eighth St. 

Baldwin City, KS 66006-0065 

(913) 594-6451, ext. 389 

liebst@harvey.bakeru.edu 

Michael McDonnell GAO 

Waldo Library Transportation TD 4.1: - end 

Western Michigan University 

Kalamazoo, MI 490008 

(616) 387-5208 

michael.mcdonnell@wmich.edu 

Sheila McGarr GPO 

Library Programs Service (SLLD) 

U.S. Government Printing Office 

Washington, DC 20401 

(202) 512-1119 

inspect@access.digex.net 

Mary McInroy Federal Maritime Comm. 

University of Iowa Libraries GSA 

Iowa City, IA 52242-1166 Library of Congress 

(319) 335-5926 

mary-mcinroy@uiowa.edu 

Sandra Mitchell Education 

Memorial Library Small Business 

Administration 

Mankato State University Securities & Exchange Comm.

 
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Mankato, MN 56002-8414 

(507) 389-5153 

mitchell@msus1.msus.edu 

Jan Oberla HHS HE 11.1/2: - HE 20.3416: 

Evans Library Social Security 

Texas A&M University 

College Station, TX 77843-5000 

(409) 845-2551 

joberla@tamvm1.tamu.edu 

Roberta Palen Labor 

Chicago Public Library Vice President 

400 South State St. Railroad Retirement Board 

Chicago, IL 60605 

(312) 747-4508 

rpalen@interaccess.com 

Roxanne Palmatier Congress - Y 3's 

 

Snell Library 

Northeastern University 

360 Huntington Ave. 

Boston, MA 02115 

(617) 373-2354 

rpalmatier@lynx.neu.edu 

Sinai Rocha Commerce C 57.13: - end 

Moody Memorial Library Federal Communications 

Baylor University Commission 

Waco, TX 76798-7148 Civil Rights Commission 

(817) 755-2157 

sinai_rocha@baylor.edu 

Alpana Sarangapani Energy 

Anderson Library NASA 

University of Houston 

4800 Calhoun Blvd. 

Houston, TX 77204-2091 

(713) 743-1050 

asarang@uh.edu 

Frances Skiffington National Science 

Foundation 

Long Library Overseas Private Investment 

University of New Orleans U.S. Postal Service 

Lake Front Office of Personnel Management 
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New Orleans, LA 70148 Peace Corps 

(504) 286-7276 

fwsli@uno.edu 
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John Stevenson Census 

University of Delaware Library 

Newark, DE 19717-5267 

(302) 831-2965 

john.stevenson@mvs.udel.edu 

Walter Stubbs Agriculture A 89.20: - 

Morris Library A 111.9/3: 

Southern Illinois University Action 

 at Carbondale Arms Control 

Carbondale, IL 62901 

(618) 453-7108 

wstubbs@lib.siu.edu 

Elka Tenner Defense D 101.1/3: - D 120.8: 

Evans Library NLRB 

Texas A&M University MSPB 

College Station, TX 77843-5000 

(409) 845-2551 

etenner@tamvm1.tamu.edu 

Nancy Wikel HHS HE 20.3451: - HE 20.7811: 

Edmon Low Library 

Oklahoma State University 

Stillwater, OK 74078-0375 

(405) 744-6546 

newlib@okway.okstate.edu 

John Wilson Commerce C 55.1/2: - C 55.627: 

Moody Memorial Library Executive Office of the 

Baylor University President 

Waco, TX 76798-7148 

(817) 755-3447 

john_wilson@baylor.edu 

Michelle Wu National Archives 

Burns Law Library Federal Mediation Service 

George Washington University Judiciary 

716 20th St., NW 

Washington, DC 20052 

(202) 994-7338 

mwu@burns.nlc.gwu.edu 
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8

Cataloging Branch Update

[The following text was presented at the ALA Midwinter Meeting, GODORT, 1/20/96.]

CATALOGING BACKLOG NEARLY ELIMINATED 

During each fiscal year from FY 1992 through the end of FY 1995, the Cataloging Branch received 

an average of about 49,000 publications for processing. As of January 2, 1995, our cataloging 

backlog consisted of approximately 1,500 titles. Not since FY 1984, when receipts were 

27,780 and the backlog was 850 titles, has our backlog been this low. Most materials are 

cataloged within three weeks of receipt. 

RECORD LINKS 

In response to a recent Council recommendation, we have begun to establish links between 

records for selected titles in multiple formats. To date, approximately 100 records for the 

USDA "Quick Bibs" published in paper, microfiche, and electronic products have been 

linked. We expect to add links for many other selected titles, but will need adequate space 

within OCLC records and records maintained within internal LPS systems. 

At the present time, we are not cataloging titles accessible via agency Internet sites. A review of 

Internet titles indicates that most are only temporarily accessible, hence we neither catalog nor 

make links to such sites from non-Internet related records. 

PATHWAY BIBLIOGRAPHIC RECORDS 

For the near future, we expect to produce brief Pathway bibliographic records as an alternative to 

producing Monthly Catalog records for selected titles at agency Internet sites. These records 

will be based on selected data elements from Government Information Locator Service 

(GILS) records and will be accessible via the GPO Homepage 

(http://www.access.gpo.gov/su_docs/). Access to Pathway records will be achieved via title, key 

word, and Subject Bibliography terms. Users may use "hot links" within Pathway bibliographic 

records for access to relevant Internet sites. We expect to create records for this application 

early this year. 

STATUS OF MONTHLY CATALOG DISSEMINATION PROJECTS 

Several organizations within GPO jointly provide the data processing required for publishing 

Monthly Catalog records. Recent holidays, a furlough, and two blizzards have contributed to 

delays in publishing Monthly Catalog GPO Locator records and publication of the CD-ROM 

and abridged paper editions of the Monthly Catalog. 

The most recent load of Monthly Catalog records for the GPO Locator on the web site was 

through December, 1995. We regret the delay and expect to resume updating this application 

within three days after records have been produced in OCLC. 

The microfiche edition of the Monthly Catalog is no longer published. Despite lost time from 

work, we still plan to publish the abridged paper edition of the Monthly Catalog during 

January, 1996. However, we expect a delay of several weeks in the publication of the CD-
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ROM edition. Additional time is required to complete development of software to assure 

efficient and timely data conversion to support this application. 

Questions may be directed to: 

 Thomas A. Downing 

 Chief, Cataloging Branch 

 (202) 512-1121 

 catlps@access.digex.net 

January 1996 

Depository Administration Branch & Depository 

Distribution Division Update

[The following text was presented at the ALA Midwinter Meeting, GODORT, 1/20/96.]

U.S. FAXWATCH 

Librarians' response to the U.S. FAXWATCH system continues to be positive. Just a reminder, 

only shipping lists produced after Sept. 1, 1995 will be loaded onto the system. Each shipping 

list is retained on the system for 60 days and then off-loaded. The separates are placed on the 

system well before they arrive in the shipment boxes. The telephone number for the U.S. 

FAXWATCH is (202) 512-1716. 

NEW ITEM SURVEY 

A new item survey, associated with Shipping List 96-0092-P, will be distributed the week ending 

January 19, 1996. We are surveying for electronic products from the Library of Congress and 

for Braille publications from the Labor Department. The survey due date is February 16, 

1996. 

CHANGES DUE TO TRANSITION PLAN 

As the Depository Administration Branch begins the transition toward the electronic depository as 

outlined in the Electronic Federal Depository Library Program Transition Plan, FY 1996-FY 

1998 (Administrative Notes, v. 16, no. 18, Dec. 29, 1995), several projects and procedures 

have been identified as candidates for termination. By discontinuing these efforts, LPS staff 

will be able to concentrate on the changes that are expected to occur in the next several 

months. 

The item number break out project as recommended in the April 30, 1994 Item Selection Process 

Report (Administrative Notes, v. 15, no. 6) will cease as of February 1, 1996. New 

Superintendent of Documents classification numbers will be established only for serials, 

series, and category classes as needed. To the greatest extent possible, other new publications 
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received and processed by LPS will be classed under existing class stems. Staff will focus 

primarily on ceased or merged publications and agencies and on eliminating their item 

numbers and titles from the List of Classes. 

Responding to classification inquiries from depository libraries will also be greatly curtailed. Staff 

resources will be diverted to processing the classification backlog before electronic conversion 

processes begin. 

SCANNING TEST IN PROGRESS 

In connection with the electronic conversion process, 45 paper publications have been identified 

and submitted to the GPO Production Department for conversion to an electronic format. 

This project includes publications traditionally distributed in microfiche and paper, and the 

titles were chosen to cover the many types of publications distributed through the Federal 

Depository Library Program. 

For other information or questions about the Depository Administration Branch, please contact 

Robin Haun-Mohamed at (202) 512-1071, fax: (202) 512-1636, email: 

chiefdab@access.digex.net 

SNOW CLOSES THE DISTRIBUTION LINE 

Distribution's Lighted Bin System closed down for the week ending January 12, 1996 because of 

the government closure due to snowstorms in the Washington, DC area. Paper and 

electronic shipments resumed January 16, 1996. 

 

CLAIMS FULFILLMENT 

LPS has contracted out the paper claim fulfillment operation. All claims for paper and separate 

titles will be packaged and shipped by the DDD Company. DDD began handling claims for 

publications on all paper and separate shipping lists beginning with lists dated December 1, 

1995. Libraries should continue to mail or fax their claims to LPS at (202) 512-1429. Staff in 

the Distribution Division will batch the claims in shipping list number sequence and send 

them to the contractor. LPS personnel will continue to be responsible for answering any 

questions or inquiries regarding claims. If you have any questions concerning this matter, 

please contact Carl Redd, Chief, Depository Distribution Division, at (202) 512-1014. 
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1995 Biennial Survey Update

[The following text was presented at the ALA Midwinter Meeting, GODORT, 1/20/96.]

INTERNET TOOLS

E-mail # % 

 For staff ..............................................................................................1260 ................ 91.8 

 For primary patrons (students, faculty, etc.) ........................................664 ................ 48.4 

 For the public.......................................................................................294 ................ 21.4 

Telnet 

 For staff ..............................................................................................1235 ................ 90.0 

 For primary patrons (students, faculty, etc.) ........................................799 ................ 58.2 

 For the public.......................................................................................534 ................ 38.9 

FTP 

 For staff ..............................................................................................1155 ................ 84.2 

 For primary patrons (students, faculty, etc.) ........................................695 ................ 50.7 

 For the public.......................................................................................423 ................ 30.8 

World Wide Web (graphical) 

 For staff ................................................................................................942 ................ 68.7 

 For primary patrons (students, faculty, etc.) ........................................693 ................ 50.5 

 For the public.......................................................................................516 ................ 37.6 

World Wide Web (non-graphical) 

 For staff ................................................................................................843 ................ 61.4 

 For primary patrons (students, faculty, etc.) ........................................559 ................ 40.7 

 For the public.......................................................................................375 ................ 27.3 

No plans for Internet access for the public .................................................169 ................ 12.3 

GPO ACCESS

 Not registered for the GPO Federal Bulletin Board...........................732 ................ 53.4 

 Registered for GPO Access .................................................................545 ................ 39.7 

 Access through gateway .......................................................................283 ................ 20.6 

 No plans to provide GPO Access .......................................................127 .................. 9.3 

HARDWARE

486 Computers with Internet access 

 For staff (between 1-4) ......................................................................... 758 ................ 55.2 

 For the public (between 1-4)................................................................321 ................ 23.4 

 Have only 1 486 with Internet for the public ......................................174 ................ 12.7 

CD-ROM capability ..................................................................................1140 ................ 83.1 

MISC.

Most paper documents in SuDocs # order...............................................1090 ................ 79.6 

Most microfiche in SuDocs # order..........................................................1231 ................ 89.7 

On-line catalogs .........................................................................................1175 ................ 85.6 

OPAC accessible from the Internet............................................................956 ................ 81.4 

Subscribe to commercial Monthly Catalog CD-ROM................................727 ................ 52.9 

Monitor the GOVDOC-L listserv.............................................................1013 ................ 73.8 
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January 1996 
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 New Databases Now Available on GPO Access

 The following is a summary of the NEW databases online via GPO Access as of January 

1996. 

SWAIS Users:

If you are accessing GPO Access via telnet or dial-in, the new sources will immediately appear on 

the Source Selection Screen. 

World Wide Web Users:

The new databases will be listed on the Superintendent of Documents' World Wide Web Page. 

WinWAIS and MacWAIS clients:

Users may want to update their source files in order to access these new databases. 

 The following is a brief description of the new databases via GPO Access and instructions on 

how to modify your Source file manually for WinWAIS or MacWAIS. 

General Description of New Databases Online via GPO Access

Menu Name: Privacy Act Issuances 1993 Compilation

Host: wais.access.gpo.gov 

Database Name: PrivacyAct 

Port: 210 

Description:The Privacy Act database contains the Privacy Act Issuances, 1993 Compilation. The 

Privacy Act Issuances 1993 Compilation Online Database contains descriptions 

of Federal agency systems of records maintained on individuals and procedures 

Federal agencies follow to assist individuals who request information about their 

records. The three main categories of documents in this database are: individual 

Privacy Act system descriptions; multiple descriptions of Privacy Act systems; 

and agency record keeping policies and practices. The database is not updated. 

There are two sources of Privacy Act Notices: the Privacy Act Issuances, 1993 

Compilation and the Federal Register, which has updates to the 1993 

Compilation. 

Menu Name: GILS Database (Government Information Locator Service) 

Host: wais.access.gpo.gov 

Database Name: GILS 

Port: 210 

Description:The GILS database contains records that represent systems of Federal agencies and 

were created by those agencies to foster public access to their systems. Records 

are ASCII text and are updated irregularly. 
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Menu Name: Congressional Record

Host: wais.access.gpo.gov 

Database Name: 1996_record 

Port: 210 

Description:The Congressional Record for the 104th Congress, 2nd Session, Volume 142 (1996) 

contains the proceedings and debates of the U.S. House of Representatives and 

the U.S. Senate as ASCII text files and portable document format (PDF) files. 

The Congressional Record is published daily when Congress is in session. The 

database is usually updated between 9 and 11 a.m. each day that the Record is 

published. 

Menu Name: Congressional Record Index

Host: wais.access.gpo.gov 

Database Name: 1996_cri 

Port: 210 

Description:The Congressional Record Index, 1996 (Volume 142) provides information about the 

proceedings and debates of the U.S. House of Representatives and U.S. Senate 

during the 104th Congress, 2nd session, as published in the Congressional 

Record. Index entries are provided as ASCII text files. References are to the 

page numbers in the daily, rather than the final (bound) Congressional Record. 

The database is usually updated the day after the publication of the 

Congressional Record. 

Menu Name: 1996 Federal Register

Host: wais.access.gpo.gov 

Database Name: 1996_register 

Port: 210 

Description:The Federal Register database contains proposed rules, rules, notices, Presidential 

documents, executive orders and other material from the Federal Register as 

ASCII text and Adobe Acrobat portable document (PDF) files. The Federal 

Register is published Monday through Friday, except Federal holidays and is 

updated by 6 a.m. each day the Federal Register is published. 

Menu Name: History of Bills 1996

Host: wais.access.gpo.gov 

Database Name: 1996_hob 

Port: 210 

Description:The History of Bills and Resolutions is a section of the Congressional Record Index, 

Volume 142 (1996), that provides information about all bills and resolutions 

introduced during the 2nd Session of the 104th Congress. Entries for each bill 

include actions that are reported in the Congressional Record and reference 

page number(s) where the action is reported. All entries are provided as ASCII 

text files. The database is cumulative from the beginning of the session and is 

updated usually the day after the Record is published. 
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Adding Source Files

A. 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 Name, host and database fields. 

 (Information for each database is provided above) 

 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. For MacWAIS: 

 Execute the following steps to add the new databases 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. 

 (Information for each database is provided above) 

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

 5. Click the OK button. 

 If you have any questions or require additional information, please contact the Electronic 

Information Dissemination Service help desk at: 

 Telephone: 202-512-1530 

 Fax: 202-512-1262 

 Internet E-mail: help@eids05.eids.gpo.gov 
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How to Request GPO Access Training or 

Demonstrations

 In an increasingly electronic environment the Government Printing Office (GPO) intends to 

expand its role in providing support services for depository libraries and librarians. The purpose is 

to better enable depository librarians to serve as intermediaries providing expert services directly to 

end users. Expanded support services to libraries will include, but not be limited to, locator 

services, user support, training, and documentation. 

 Training and user support for GPO Access services are a top priority. We encourage 

depository librarians to identify opportunities for demonstrations or training in the use of the GPO 

Access electronic information services. We have developed the following guidelines to assist you 

in making requests and to assist the Library Programs Service (LPS) and the Office of Electronic 

Information Dissemination Services (EIDS) in responding to your training requests, and in 

prioritizing the allocation of our resources. 

 1.Generally, attendees at training or demonstrations conducted by GPO staff should be 

librarians and any staff members of depository libraries who assist users with access to 

Federal Government information. We also wish to promote GPO Access to other 

libraries which have service to the public as their primary mission and encourage them to 

become adjunct public service outlets for electronic Federal information. Therefore, 

requests are welcome from public library groups as well as from depository library and 

Government documents interest groups. 

 2.Requests for GPO Access training or demonstrations should be directed to: 

 Chief, Depository Services Staff 

 Library Programs Service 

 Stop SLLD 

 U.S. Government Printing Office 

 Washington, D.C. 20401 

 Telephone (202) 512-1119 

 Fax (202) 512-1432 

 E-mail <inspect@access.digex.net> 

 3.Whenever possible, requests for GPO Access training or demonstrations should be 

received at GPO at least three months in advance of the planned training date. GPO will 

respond to all requests within two weeks. GPO will work with local event planners to 

ensure that all necessary arrangements are made as far in advance as possible. 

 4.Requests should specify either a demonstration of GPO Access or training. GPO considers 

a demonstration to be an audience viewing a GPO Access session, generally on a 

projection screen or large monitor. Training typically involves hands-on use of GPO 

Access by the participants at individual computer work stations. In general, the technical 
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site requirements for training are more rigorous, but training is more beneficial to most 

participants. 

 5.Requests should also specify the size and composition of the intended audience, and the 

date, time, and venue, and if any specific features or databases are to be emphasized. A 

specific individual who is responsible for local arrangements, including workstation and 

network connection issues, should be identified. 

 6.Priority consideration will be given to groups of depository librarians, larger audiences, or to 

events which may be combined with other official travel or appearances. 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. 

 7.As a general rule, acceptance of travel expenses from a private organization which is 

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

therefore not allowed. 

 8.In order to facilitate LPS and EIDS planning for the remainder of 1996, your requests 

should be in our hands by March 1, 1996. 

 Cumulated Abridged Index Medicus Ceases 

Publication

 The National Library of Medicine (NLM) has announced that its Cumulated Abridged Index 

Medicus ( Item 0508-E-01, SuDocs HE 20.3612/2-2:)will cease effective with volume 25, the 

cumulation of the 1994 issues of the monthly Abridged Index Medicus. A cumulation of the 1995 

issues will not be published. 

 NLM cites declining subscriptions, increased use of the MEDLINE database, and budgetary 

constraints as reasons for ceasing publication. 

 This decision does not affect the unabridged Cumulated Index Medicus nor the monthly 

Abridged Index Medicus for 1996. 

 Users who would like to comment or explore alternative sources for the information 

contained in the Cumulated Abridged Index Medicus may contact NLM Associate Director for 

Library Operations, Lois Ann Colaianni at (301) 496-6921 or at <loisann@nlm.nih.gov>. 
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NASA Publications Go On-line

 The National Aeronautics and Space Administration has informed the Library Programs 

Service (LPS) that the 

...NASA Scientific and Technical Information (STI) program is moving towards electronic 

distribution of our information and publications.... Some publications are being 

discontinued. For other publications, we are eliminating hardcopy distribution and using 

electronic means for access, primarily through the Internet.... 

 Budgetary constraints, low demand, and duplication via alternative means of access are the 

reasons for this decision. The publications are available via the NASA STI program's Internet 

home page which is located at: 

 http://www.sti.nasa.gov 

From that URL, there is a link to STI Program Publications. 

 Several publications are available at that site. Among them are: 

 Aeronautical Engineering (a subset of Scientific and Technical Aerospace Reports 

(STAR)). 

 six newsletters (1995 issues only) 

 STI Bulletin 

 NASA Video Catalog 

 According to NASA, beginning in 1996, this list will expand to include STAR and other 

publications. 

 The files are available in Portable Document File (PDF) format. PDF is a file format that is 

accessed by using a viewer provided by Adobe Systems, Inc. 

 LPS wishes to thank Ms. Mary Moran, Memphis State University, for initiating the research 

that led LPS to discovering this important development in delivery of NASA documents and for 

her valuable assistance. 
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19

 Readers Exchange

 Scanning Shipping Lists

 When the Acquisitions Department at the State University of New York at Buffalo took over 

documents processing for our General Libraries' depository program, our main consideration was 

to get bibliographic records for all documents into our online catalog upon receipt. We soon 

discovered, however, that the actual physical processing of the documents afforded some 

challenges as well. We needed to check the shipping lists against our exclusion list, as all 

depositories do, but we also needed to determine the final location for each document, as we have 

a number of areas here that house documents. In addition, we wanted to replace the traditional 

hand-written SuDocs number at the top of the document with a label of some sort. We were an 

88% selective depository at the time, so quantity was an issue. 

 We loaded our exclusions into a dBASE III program, making them instantly searchable, and 

we put our locations into a searchable QuickBasic program. Another QuickBasic program 

produced Orator-font type on thin adhesive labels. We still had to key in the item numbers, the 

SuDocs stems, and the full SuDocs numbers, respectively, but it saved a lot of time. Happily, our 

current methodology renders even these innovations obsolete! 

 We now scan each shipping list on a Hewlett-Packard ScanJet 3p and, using the accompanying 

HP WordScan software, save the item number/SuDocs number portion of the shipping list as 

ASCII text. The operator then calls up a batch program which does the following: 

 •A QuickBasic program left-justifies the item/SuDocs text block, then the DOS edit function 

is called up. This allows the operator to check item numbers to be sure they have been 

scanned correctly. Scanning quality has been remarkably accurate. 

 •When the operator saves the file, the program matches the item numbers against our 

exclusion file, replacing the scanned SuDocs number with the word "EXCLUDED" on the 

scanned file. Then, the file again comes up in the edit function, so the SuDocs numbers 

can be checked for accuracy and edited if necessary. The SuDocs that have been replaced 

with "EXCLUDED" are now noted on the shipping list and deleted from the file. 

 •When the operator saves the file again, the program matches the SuDocs with the location 

file, and SuDocs labels are automatically produced, preceded by "US", "SEL US", "HSL 

US", and so forth. 

 •The entire process takes less than 15 minutes for the average shipping list, and eliminates 

virtually all keystrokes. 

 Our scanning procedure gives the operator more time to be involved in the bibliographic 

processing of the documents, thereby significantly improving our efficiency. It is important to note 

that we are not programming wizards here; the QuickBasic programs we have written are relatively 

simple, and they have surpassed our expectations. For more information, contact me at 716-645-

2305 (e-mail: dnuzzo@.acsu.buffalo.edu). 
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David J. Nuzzo, Head 

Acquisitions Department 

University at Buffalo 

 Upcoming Meetings, 1996

Spring Council Meeting April 15-18 

Arlington, VA 

Federal Depository Conference April 15-18 

Arlington, VA 

Interagency Depository Seminar May 29-June 5 

Washington, DC 
AN-v17-#02-01/15/96 

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Table of Contents

Committee Formed To Revise List of Superseded Documents .................... 1 

Cataloging Branch Update................................................................ 6 

Depository Administration Branch & Depository Distribution 

 Division Update ......................................................................... 7 

1995 Biennial Survey Update ............................................................ 9 

New Databases Now Available on GPO Access......................................10 

How to Request GPO Access Training or Demonstrations.........................13 

Cumulated Abridged Index Medicus Ceases Publication ...........................14 

NASA Publications Go On-line .........................................................15 

Readers Exchange: Scanning Shipping Lists..........................................16 

Upcoming Meetings, 1996 ...............................................................17