Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 29, no. 05-06 GP 3.16/3-2:29/05-06 May 15/June 15, 2008 

HIGHLIGHTS 

New Council 

Members 1 

Interagency 

Seminar 2 

Register for Fall 

Conference 3 

Call for 

Presentations 3 

Item Selection 

Update 3 

Book 

Conservation 6 

Share Your 

Expertise 6 

Help Us Help 

You 7 

Homeland 

Security Digital 

Library 7 

Computer 

Security Issues 8 

Nominate a 

Depository 

Library of the 

Year 9 

Update Your 

Library Directory 

Entry 9 

Public Printer Names New Members 

to Depository Library Council 

Public Printer Robert C. Tapella is pleased to announce the appointment of 

five new members to the Depository Library Council. 

The Council, composed of 15 members each of whom serve three year 

terms, advises the Public Printer on policy matters relating to the Federal 

Depository Library Program (FDLP). The FDLP, which traces its roots to 

1813, provides access across America to the published information of all 

three Branches of the United States Government through partnerships with 

more than 1,250 libraries ranging from public libraries to research 

universities. 

“I am pleased to welcome this talented incoming class of Council 

members,” said Public Printer Robert C. Tapella. “I look forward to their 

advice as GPO continues to work with the library community to provide 

free, open and permanent public access to the documents of our 

democracy.” 

The five new DLC members for the October 1, 2008 – September 30, 

2011 term are: 

David Cismowski, Regional Depository Librarian at California State 

Library, Sacramento. In his role, Cismowski has worked to improve 

communication and networking among California’s depository 

community. He has helped to re-institute California depository 

conferences, kept the California depository community connected via the 

state’s depository online news list and started an orientation program for 

new depository coordinators. 
AN-v29-#05-06-06/15/08 

Carlene Engstrom, Library Director for 

D’Arcy McNickle Library, Salish Kootenai 

College, Pablo, Montana. Engstrom has been 

Library Director at the college since 1999. 

She has also served as the President of the 

American Indian Library Association and is 

active in many other library and educational 

organizations. As an advocate for improved 

access to resources, she has planned and 

coordinated the digitization of 20 years of a 

tribal newspaper. She worked with the 

University of Montana to transfer the 

college’s library catalog to the University of 

Montana Libraries Online Shared Catalog. 

This catalog involves more than 80 libraries 

in the state that pooled resources to purchase 

a library automation system for library 

customers. 

Sarah (Sally) G. Holterhoff, Associate 

Professor of Law Librarianship and 

Government Information/Reference Librarian 

at Valparaiso University Law Library, 

Valparaiso, Indiana. She is also a member of 

the legal research faculty and has been a 

government documents librarian since 1981. 

Holterhoff served on the Depository Library 

Council from 1987-90 and is a member of 

INDIGO (Indiana Networking for Documents 

and Information of Government 

Organizations), a group she helped to 

organize in 1992. She is the immediate past 

president of the American Association of 

Law Libraries. 

Justin Otto, Social Sciences and 

Government Documents Reference Librarian 

at Eastern Washington University, John F. 

Kennedy Library, Cheney, Washington. He is 

the coordinator of the American Library 

Association’s GODORT Federal Documents 

Task Force, which provides a communication 

forum between documents librarians and 

others involved in government information. 

Otto previously served as the Economics 

Liaison Librarian at Emory University in 

Atlanta, Georgia. 

Suzanne Sears, head of the Government 

Documents Department, University of North 

Texas Willis Library, Denton, Texas. Sears 

joined the university in August 2007. She 

spent ten years as Government Documents 

Librarian at the Tulsa City-County Library, 

which was the recipient of the first annual 

Federal Depository Library of the Year 

Award in 2003. She also served as Chair of 

the Oklahoma Library Association’s 

Government Documents Round Table in 

2000-2001. 

Interagency Depository Seminar Preliminary 

Schedule Now Online 

The 21st Annual Interagency Depository 

Seminar will be held in Washington, DC 

from July 28, 2008 through August 1, 2008. 

During the week-long seminar, 

representatives from various Federal agencies 

will present an overview of their information 

products and activities as they relate to 

Federal depository libraries. 

A preliminary schedule of events and 

additional event information is available at: 

<http://www.fdlp.gov/events/ia08.html>. 

If you have registered and know you will not 

be able to attend, please contact Yvonne Ellis 

at (202) 512-1119 or by e-mail at 

yellis@gpo.gov. 

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Registration Now Open for Fall Council Meeting 

and Conference 

Registration is now open for the fall meeting 

of the Federal Depository Library Council 

and Federal Depository Library conference, 

to be held October 20-22, 2008 in Arlington, 

VA. For details, including hotel location and 

registration, visit the events page on the 

FDLP Desktop, at 

<http://www.fdlp.gov/events/falldlc08.html>. 

Call for Presentations at 2008 Federal Depository 

Library Conference 

GPO invites the Federal documents 

community to submit proposals for 

presentations at the annual Federal 

Depository Library conference. 

The conference committee invites 

presentations from introductory to advanced 

levels on topics related to Federal information 

librarianship, including but not limited to: 

• Collection Development 

• Cataloging and Other Methods for 

Access 

• Depository Library Operations, 

Training, Management 

• Regional and Local Depository Events 

• Depository Library Promotion 

• Preservation of Depository Materials 

Presentations may run for 45 minutes or 90 

minutes, with a sole presenter or a panel. 

Audiovisual equipment will be provided. 

To submit a proposal, please visit the FDLP 

Desktop at 

<http://www.fdlp.gov/events/cfp.html>. 

Annual Item Selection Update Cycle 

Begins June 2, 2008 

An opportunity to add item numbers to 

depository library selection profiles will take 

place in June and July 2008. From June 2 

through July 31, depositories may make 

additions, which will take effect on October 

1, 2008. The Annual Item Selection Update 

Cycle will follow existing procedures used 

for previous update cycles. 

GPO recommends that libraries review their 

current selections in terms of their 

communities’ government information needs 

and change their selections accordingly. 

Libraries are strongly encouraged to select 

electronic information products only when 

they adhere to their Federal collection plan. 

The Annual Item Selection Update Cycle 

period is the only time that items may be 

added. Items may be dropped at any time. 

Adds will not take effect until October 1. 

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AN-v29-#05-06-06/15/08 

Please use the amendment of item selections 

form, which can be found on the old FDLP 

Desktop at 

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

ls/amendment.html>. 

SCHEDULE

June 2, 2008 Selection Update Cycle 

2008 begins. 

June-July Depository libraries 

evaluate selections. 

July 31, 2008 Deadline for submission 

of all additions. 

October 1, 2008 New selection profiles 

become effective. (Drops 

will be recorded and 

activated as soon as they 

are entered.) 

In making selections, bear in mind that titles 

in the FDLP Basic Collection 

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

l-dev/basic-01.html> and Essential Titles 

Lists 

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

bs/estitles.html> are primary U.S. 

Government resources which may be of 

interest to many depository library 

communities. 

Please use the amendment of item selections 

form, which can be found on the old FDLP 

Desktop 

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

ls/amendment.html>. 

Detailed instructions follow.

INSTRUCTIONS 

Making Amendments to Selections 

Libraries enter their amendments to 

selections using the Amendment to Item 

Selections form at: 

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

s/amendment.html

You will need your depository library number 

and internal password to submit your 

additions or deletions. 

Contact Information 

To report inputting errors, request your 

password, get help with access, or to ask any 

other question about the update cycle, please 

contact the GPO online help service at: 

http://gpo.custhelp.com/cgibin/gpo.cfg/php/enduser/ask.php

To ensure that your question is routed to the 

correct area, please choose the category 

Federal Depository Libraries and then, under 

the subcategory DEPOSITORY 

MANAGEMENT, choose Annual Item 

Selection Update Cycle. 

NOTE: If you mistakenly delete an item 

number or select an item number that you 

really wanted to delete, you must contact 

GPO. Do not try to re-input the correct 

selection by entering another transaction on 

the Amendment to Item Selections form. 

Suggestions for Changing Formats 

If you want to change from paper to 

microfiche for dual distribution items, GPO 

suggests the following procedure to reduce 

gaps in holdings: 

1. Add the microfiche item during the 

update cycle. 

2. Once the new selection is distributed 

in April, delete the paper item. 

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AN-v29-#05-06-06/15/08 

For example, to change the Federal Register 

selection from paper to microfiche, add item 

0573-D in December or January, for 

implementation in April. Then use the Web 

Amendment to Item 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. GPO 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. 

Regionals Only 

Reminder: Item 0993-A-01, Congressional 

Record (bound) 1985 and forward, SuDocs 

Class X 1.1:, and Item 1008-F, Serial Set 

(bound) 105th Congress and forward, SuDocs 

Class Y 1.1/2:, can be selected only by 

regionals or by one designated library in each 

state that does not contain a regional library. 

Automatic Confirmation of Selections 

Automatic confirmation of the changes you 

input is a function of the Web application. 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, 

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. 

Tools to Help Evaluate Your Selection 

Options 

Tools to help evaluate your selection options 

are listed on the FDLP Desktop at: 

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

ols/index.html. 

Tools include: 

List of Classes 

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

pubs/loc/index.html

Administrative Notes Technical 

Supplement, Update to the List of 

Classes, New Item Numbers 

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

pubs/techsup/index.html

Documents Data Miner 2 (DDM2) 

http://govdoc.wichita.edu/ddm2/gdocfram

es.asp

EFFECTIVE DATES 

Deletions 

If you have deleted item numbers for paper 

and electronic titles, GPO 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 GPO 

throughout the year. 

Additions 

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AN-v29-#05-06-06/15/08 

Libraries will be able to make additions to 

their selection profile only during the Annual 

Item Selection Update Cycle (June 1 through 

July 31, 2008). 

All additions must be posted to the Web 

site by July 31, 2008. 

All additions remain pending until they are 

activated on October 1, 2008. Libraries will 

begin to receive new publications with 

shipping lists dated October 1, 2008 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 after October 1, 

2008. If you do, the claims will not be 

honored. 

GPO will always indicate on the shipping list 

which selection update period governs the 

item distributions. Continue to claim from 

your 2007 selection profile during the update 

cycle period. 

Book Conservation Program Available in 

OPAL Archive 

"The Conservation Kitchen: Basic Tools for 

Any Preservation Recipe" is now available 

for viewing in the GPO OPAL archive at: 

<http://www.opalonline.org/GPO20080520/>. 

Diane Hutchins and Marcea Horst from 

Preservation and Access Services at the 

Washington State Library presented the 

program, which featured simple book repair 

techniques, a few no-cost and low-cost ways 

to extend the life of print materials while 

giving them more shelf appeal, tips on 

utilizing a commercial bindery when it is 

appropriate to do so, and simple ways to 

provide a healthy environment for 

collections. 

Share Your Expertise with Other Depositories 

If you have developed training programs on 

any aspect of depository library operations, 

consider sharing them with the wider 

community through GPO's online learning 

program via OPAL. You can submit a 

proposal anytime at: 

<http://www.fdlp.gov/opal/opal.html>. 

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Help Us Help You! 

When you make an inquiry or provide 

information to us, we can respond to you 

more quickly if you give us complete contact 

information, including your depository 

library number, full name, phone number and 

email address. For password inquiries, we can 

respond only to the depository coordinator or 

director listed in the Federal Depository 

Library Directory, so be sure to keep your 

library’s entry up to date! 

http://catalog.gpo.gov/fdlpdir/login.jsp

For all inquiries, it helps us to have as much 

information about the subject as possible. If 

you are inquiring about a specific publication, 

please supply all known information, 

including the complete SuDocs class and item 

number, as well as the title. If you are 

submitting a claim, we need the shipping list 

number and date, as well as the SuDocs class 

and item number. 

We are committed to providing the best 

service possible, and with your help we can 

respond to your inquiries more quickly and 

accurately. 

Homeland Security Digital Library 

Now Available to Depositories 

GPO and the Naval Postgraduate School have 

announced their recent partnership to provide 

access to the Homeland Security Digital 

Library (HSDL). HSDL is a database of over 

50,000 non-classified Presidential directives 

and policy and national strategy documents, 

as well as specialized resources related to 

Homeland Security. Additional information 

about HSDL is contained in a presentation by 

Greta Marlatt at the Fall 2007 Federal 

Depository Library Conference, which is 

available at: 

<http://www.fdlp.gov/repository/falldlc07/ter

rorism.html>. 

Prior to this partnership, HSDL was only 

available to Federal, state and local 

government officials, research institutions 

and the U.S. military. 

All Federal depository libraries are now 

eligible to add HSDL to their item selection 

profiles. Academic and Federal agency 

libraries will have the option of gaining 

access through IP authentication. All other 

depositories will be eligible for access via a 

password. Individual user names and 

password will be provided to all reference 

librarians. 

A validation form must be signed by your 

library director and faxed to GPO at 202-512-

2300 before you receive access to HSDL. 

Once verified, your library will receive 

instructions on how to set-up an account from 

GPO. 

The validation form is available from the 

FDLP Desktop at: 

<http://www.fdlp.gov/repository/fdlppartnerships/index.html>. By faxing the 

signed form, your library has agreed to the 

terms on the form, which 

include: 

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• Login information is for library staff 

only and should not be given to patrons; 

• You may not allow organizations 

outside your library to connect to HSDL 

using your account and password via 

your library's computer network. 

GPO has classified, cataloged, and created a 

PURL for HSDL. An entry will appear in an 

upcoming Administrative Notes Technical 

Supplement and WebTech Notes: 

SuDoc number: HS 1.18: 

Item number: 0520-B-24 

PURL: 

http://purl.access.gpo.gov/GPO/LPS93521

Aleph system ID: 613113 

OCLC #: 62246163 

Computer Security Issues in Depository Libraries 

In light of recent communications regarding 

authentication of patron identification on 

library computers, the U.S. Government 

Printing Office (GPO) would like to take this 

opportunity to address some of the common 

security issues we are seeing more frequently 

in depository libraries. 

The overall goal of the depository program is 

to provide the public no-fee access to U.S. 

Government information regardless of 

format. That said, GPO recognizes the 

necessity of securing computer networks. 

Balancing the need for network security and 

no-fee access to depository electronic 

information can be accomplished. 

For libraries that use log-ins or 

authentication, the Federal Depository 

Library Handbook 

<http://www.fdlp.gov/handbook/index.html> 

states, "Libraries may provide guests the 

ability to log-in at a workstation or staff may 

log them in at authenticated stations. At a 

minimum, if all workstations providing 

Internet access require authentication, users 

should be directed to public service desks for 

assistance through mediated searching." 

On a similar thread, libraries that employ 

filters, "must allow users the option to use 

workstations without filtering software or 

provide the capability of turning off the filter 

while users are searching FDLP information 

resources... At a minimum, if your library is 

unable to deactivate filtering in a rapid 

manner, you must provide mediated 

searching for depository users." 

Keep in mind that language on public 

workstations, Web pages, and signage should 

promote access to government information 

rather than dissuading or limiting access. 

As technologies evolve, the depository 

community and GPO will continue to work 

together to find that balance point between 

library user needs and network security 

requirements. 

For additional information, please see: 

• Federal Depository Library Handbook, 

Chapter 4. Public Services 

• FDLP Internet Use Policy 

• Depository Library Public Service 

Guidelines for Government Information 

in Electronic Formats 

If you would like to discuss your library's 

situation with GPO, please feel free to contact 

us at (202) 512-1119. 

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Nominate a Depository Library of the Year 

While all depositories work hard to support 

the FDLP and provide Government 

information to the public, there are those 

libraries that have gone above and beyond the 

norm. Please take the time to acknowledge 

those efforts and successes by nominating 

them for the Federal Depository Library of 

the Year. 

Nomination guidelines, information about the 

award, past winners and the nomination form 

are available on the FDLP Desktop under the 

drop-down menu of Outreach and Education 

> Library of the Year. 

Take time to nominate an outstanding library 

using the newly-simplified submission form! 

Nominations must be submitted by June 30, 

2008, via the FDLP Desktop at 

<http://www.fdlp.gov/loty/nominate.html>. 

Update your Library Directory entry 

Please check your library’s entry and input any changes online 

at 

http://catalog.gpo.gov/fdlpdir/login.jsp 

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Table of Contents 

Public Printer Names New Members to Depository Library Council .......................................... 1 

Interagency Depository Seminar Preliminary Schedule Now Online .......................................... 2 

Registration Now Open for Fall Council Meeting and Conference ............................................. 3 

Call for Presentations at 2008 Federal Depository Library Conference....................................... 3 

Annual Item Selection Update Cycle Begins June 2, 2008 .......................................................... 3 

Book Conservation Program Available in OPAL Archive........................................................... 6 

Share Your Expertise with Other Depositories............................................................................. 6 

Help Us Help You! ....................................................................................................................... 7 

Homeland Security Digital Library Now Available to Depositories............................................ 7 

Computer Security Issues in Depository Libraries ....................................................................... 8 

Nominate a Depository Library of the Year ................................................................................. 9 

Update Your Library Directory Entry........................................................................................... 9 

Questions? 

If you have questions or comments on any of the content in Administrative Notes, please send them to askGPO, the 

online help service at: 

http://gpo.custhelp.com/cgi-bin/gpo.cfg/php/enduser/ask.php

To ensure that your question is routed to the correct area, please choose the category "Federal Depository Libraries" 

and the appropriate subcategory, if any. 

You may also contact the GPO Customer Contact Center at 866-512-1800 (Toll-free), or at 202-512-1800 (DC 

Metropolitan Area), Monday through Friday, 7:00 a.m. - 8:00 p.m., EST. 

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, 

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: Administrative Notes 

U.S. Government Printing Office 

 Stop IDED 

Washington, DC 20401 

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

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