Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 20, no. 14 GP 3.16/3-2:20/14 September 15, 1999 

John Tate Is New Chief of Acquisitions & Classification 

The Library Programs Service is pleased to announce that Mr. John Tate has been appointed as 

Chief of the Acquisitions and Classification Section in the Depository Administration Branch, 

effective August 29, 1999. He will supervise acquisitions and SuDocs classification of 

documents in all media for the Federal Depository Library Program. 

Previously John was Congressional Designation Specialist and a member of the Depository 

Services Staff. Besides overseeing the process of new depository library designations, he also 

assisted in arrangements for the annual Federal Depository Library Conference and Interagency 

Depository Seminar. 

John began his career at GPO in 1974, working in the Depository Distribution Division. From 

1978 to 1985, he served as a Library Technician, classifying documents, among other duties. He 

received his AA degree from Washington Technical Institute and also attended Howard 

University in Washington, DC. 

New Database Coming Soon on GPO Access: DOE’s PubSCIENCE 

The Department of Energy (DOE) Office of Science expects to introduce a comprehensive new 

online service in early October, and it will be available to depository libraries and the public 

through a link on GPO Access. The new service, called PubSCIENCE, indexes research papers 

from hundreds of scientific journals, provides abstracts, and includes links to the original journal. 

PubSCIENCE bibliographic searching will be free to all users. In some cases, access to the full 

text of the article may be free, or users may have to pay a fee or provide a password, depending 

on the journal. LPS has been assisting in the PubSCIENCE beta test this summer. 
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U.S. Congressional Serial Set, 106th Congress, for Sale 

[The following letter was sent to all depository libraries.] 

August 20, 1999 

Dear Depository Library: 

The bound volumes of the U.S. Congressional Serial Set are being offered for both sessions of 

the 106th Congress (1999-2000). The total cost of the volumes is $15,400.00. 

House and Senate Reports and Documents are now being collected for the bound volumes. 

Many of these volumes will be distributed during the years 2002, 2003 and 2004. Your order 

must be received by October 1, 1999 for us to be able to provide an adequate number of bound 

volumes for our customers. 

You have two payment options. You may pay the full amount in one payment due October 1, 

1999. Or you may pay half ($7,700.00) on October 1, 1999, and the remainder by June 1, 2002. 

Please complete and submit the order form below with either full or half payment by October 1, 

1999. Please note the stock number 052-071-01284-2 when ordering. 

Please contact me if you have questions about ordering the U.S. Congressional Serial Set. 

Sincerely, 

ALAN E. PTAK 

Chief, Sales Management Division 

Phone: (202) 512-1707 Mail to: Alan E. Ptak

Fax: (202) 512-1655 Chief, Sales Management Division

E-mail: aptak@gpo.gov U.S. Government Printing Office 

732 N Capitol St NW Stop SSM

Order Processing Code: Washington DC 20401 

3275 

Yes, I wish to receive the U.S. Congressional Serial Set: 106th Congress, S/N 052-071-01284-2. 

(Check one below.) 

___ I will pay $15,400 in full by October 1, 1999. 

___ I will pay $7,700 by October 1, 1999, and the balance ($7,700) by June 1, 2002. 

_______________________________________________ 

Personal name (Please type or print) 

_______________________________________________ 

Company name 

_______________________________________________ 

Street address

_______________________________________________ 

City, State, Zip code

_______________________________________________ 

Daytime phone including area code

Check payment method: 

___ Check payable to Superintendent of Documents 

___ GPO Deposit Account - 

___ VISA ___ MasterCard ___ Discover/NOVUS 

 

 (expiration date)

Thank you for your order! 

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SuDocs Letter: Destroy Treasury CD-ROM 

[The following letter was sent to all depository libraries.] 

September 7, 1999 

Dear Depository Librarian: 

The Library Programs Service (LPS) was apprised by the U.S. Department of Treasury that the 

CD-ROM BondPro Version 1.00 should not have been distributed to depository libraries. 

Treasury has advised us that the publication is for internal use only. 

Descriptive information on this publication: 

Title: BondPro 

Docs Number: T 63.217:999 

Shipping List Number: 99-0065-E 

Shipping List Date: 08/24/99 

Item Number: 0970-A-14 

I am requesting that you immediately withdraw this publication and destroy it by any means to 

prevent disclosure of its contents. Both LPS and the Department of Treasury regret any 

inconvenience resulting from the shipment of this publication. 

Sincerely yours, 

FRANCIS J. BUCKLEY, JR. 

Superintendent of Documents 

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Schedule of Serial Set Volumes, 105th Congress 

in Technical Supplement 

The preliminary Schedule of Serial Set Volumes, 105th Congress, 1st Session, appears in the July 

31, 1999 issue of the Administrative Notes Technical Supplement (v. 6, no. 7). The schedule is 

also available online on GPO Access, at <www.access.gpo.gov/su_docs/dpos/techsup.html#4>. 

Congressional Record Volume to Be Rebound 

[The following letter was sent to all regionals and selecting libraries.] 

August 5, 1999 

Dear Depository Librarian, 

Library Programs Service (LPS) is working with the Congressional Printing Management 

Division to rebind the recently distributed defective parts for volume 142 of the bound 

Congressional Record (X 1.1: Item 0993-A-01). Please find enclosed a mailing label to return 

the defective copies [by] each library currently profiled to receive the bound Congressional 

Record. The defective parts are 5, 7, 8, 11, and 13. All returns must be sent to LPS by 

September 15, 1999. The defective copies will be rebound and returned to the libraries by 

November 30, 1999. 

Please find enclosed the “Notice of Return for the Bound Congressional Record.” Complete the 

information on the form for the column, “SENT FROM THE LIBRARY”, and fax the form to 

Depository Receiving at (202) 512-1610. Be sure to also include the original form in the 

shipment with the defective parts you are returning. 

If you have any additional binding problems related to broken binding due to the size of the 

volume, please [contact] me at (202) 512-1071 or by e-mail at rhaun-mohamed@gpo.gov. 

Thank you in advance for your assistance. 

ROBIN L. HAUN-MOHAMED 

Chief, Depository Administration Branch 

[See form on next page.] 

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Notice of Return for the Bound Congressional Record 

[Corrected form] 

Depository Number: 

Institution: 

Library Name: 

Street: 

City: 

State: 

Zip: 

Documents Phone Number: 

Public Service Phone Number: 

Fax Number: 

CONGRESSIONAL RECORD VOL. 142: 

PART: SENT FROM 

LIBRARY 

RECEIVED 

FROM 

LIBRARY 

SENT TO 

CPMD 

SENT TO 

BINDERY 

RETURNED 

TO LIBRARY 

PT. 5 

PT. 7 

PT. 8 

PT. 11 

PT. 13 

Please fax a copy of this form to (202) 512-1610 with the information on the volumes to be 

returned. Be sure to include the original form along with the volumes to be returned to LPS for 

rebinding. 

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Correction Made to Premature Activation of New Selections 

Upon checking the Depository Distribution Information System (DDIS) computer files, LPS has 

discovered that all "pending additions" from the June/July annual item selection update cycle 

inadvertently became "active selections" on July 30 instead of October 1. The Lighted Bin 

System has used this information since July 31, resulting in rain checks for shortages. Librarians 

using "Item Lister" records updated since July 30 have unknowingly submitted claims for 

materials that they are not entitled to receive until October 1. 

Using backup data, the Office of Information Resource Management has restored the correct 

DDIS files. The "active selections" from the June/July update cycle are now "pending additions" 

to become effective October 1 as originally scheduled. The "Item Lister" dated August 26 

<www.access.gpo.gov/su_docs/dpos/itemlist.html> is the correct one to reference for claims. 

LPS staff will review claims submitted between July 30-August 26. Those that are "pending 

additions" will not be filled and will be returned to the depository libraries. 

Early Posting of Shipping List Information Eliminated 

Shipping list information is now being entered on U.S. FAX Watch, the Federal Bulletin Board, 

and the Web on or after the shipping list date. This change was made to eliminate confusion 

about yet-to-be-issued shipping lists caused when the information was posted prior to the 

shipping list date. 

Copies of the official shipping lists are distributed in the shipping boxes and are available from 

U.S. FAX Watch at (202) 512-1716. Instructions for accessing the U.S. FAX Watch lists are 

located at <http://www.access.gpo.gov/su_docs/dpos/faxwatch.html>. 

Shipping list information in .dbf format is posted on the Federal Bulletin Board at 

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

An enhanced shipping list service, a partnership between the University of New York at Buffalo 

and GPO, is located at <http://ublib.buffalo.edu/libraries/units/cts/acq/gpo/>. This site provides 

access to the shipping list information in electronic format. It also provides a link to a program 

allowing libraries to create their individual item selection profile to check against shipping lists 

and to print out labels for those items with the SuDocs call number. 

Information on microfiche contractors can be found on the List of Contractor-Issued Microfiche 

Shipping Lists page located at <http://www.access.gpo.gov/su_docs/dpos/msl.html>. This site 

provides the names of the current GPO microfiche contractors, the contract numbers, shipping 

lists numbers and dates. 

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askLPS Button on GPO Access, FDLP Administration Page

Since the redesign of the Library Services page on GPO Access, LPS has received numerous 

general reference inquiries from the public. However, LPS is not staffed to handle these types of 

inquiries. The askLPS service is intended to provide answers to questions from the depository 

community about administrative and operational activities of the FDLP. Therefore, the askLPS 

button has been removed from the Library Services page at <http://www.access.gpo.gov/ 

su_docs/libpro.html>. Access to the askLPS service remains available through the FDLP 

Administration page <http://www.access.gpo.gov/su_docs/dpos/fdlppro.html>. 

Besides providing a quick method of sending inquiries, askLPS, under the “FAQs and news” 

section <http://www.access.gpo.gov/su_docs/dpos/answers.html>, includes notices about 

depository products and FDLP operations of importance to the depository library community. 

LPS recommends that depository librarians bookmark this page and review it frequently. 

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Virginia Saunders Earns Library Association Award 

Virginia F. Saunders, Congressional Documents Specialist, U.S. Government Printing Office 

(GPO), has been presented the James Bennett Childs Award by the Government Documents 

Round Table of the American Library Association (ALA). The prestigious honor, given to a 

person who has made a lifetime and significant contribution to the field of government 

documents librarianship, was awarded to Saunders at the ALA annual convention held recently 

in New Orleans. She was chosen for her compilation and publication of the U.S. Congressional 

Serial Set, which collects the background materials for the activities of the United States 

Congress into a permanent record. 

Saunders began her GPO career in 1946. For the last 30 years she has been the one individual 

primarily responsible for the Serial Set, a publication of fundamental value to library collections. 

Throughout her career, she has worked to maintain and improve the Serial Set and has 

generously shared her knowledge with documents librarians nationwide. Saunders has spoken at 

many workshops for depository library staff. In 1998, she gave an overview of the history of the 

Serial Set at the 7th Annual Federal Depository Library Conference. In addition, she has served 

as a panelist at the American Library Association’s annual conference. 

In 1979, Saunders began her tenure on the Serial Set Advisory Committee, established by the 

Joint Committee on Printing. In 1989, her suggestion that 30 volumes of duplicative House and 

Senate reports on the Iran Contra investigation be assigned Serial Numbers as required but not be 

bound saved the Government $600,000 and earned her additional recognition. 

Her nomination for the Childs award summarized, “Ms. Saunders has not only meticulously 

maintained a set of documents of vital importance to the Nation but has worked with information 

professionals and Government officials to improve it, to lower costs, and to enhance its 

accessibility to librarians, researchers, and the public." 

The award is named for James Bennett Childs, a long time documents bibliographer at the 

Library of Congress and first recipient of the honor in 1976. Other recipients of the award 

include GPO’s Superintendent of Documents Francis J. Buckley, Jr., in 1986, and former Joint 

Committee on Printing staff member Bernadine A. Hoduski, in 1977. 

Remarks by U.S. Representative Steny Hoyer (D-MD) in appreciation of Virginia Saunders’ 

achievements appear in the U.S. Congressional Record for Sept. 8, 1999, p. H7962. 

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Readers Exchange 

Government Information Web Page Template 

by 

Cathy N. Hartman 

Documents Librarian: Electronic Resources Coordinator 

University of North Texas Libraries 

Denton, Texas 

Do you frequently wish for a Web page that quickly links you and your users to important 

government information but find yourself too busy to search for the perfect sites and design a 

Web page? A Web page template has been created to help you add a Government information 

component to your library's Web site with ease. The American Library Association (ALA) 

Government Documents Round Table's (GODORT) Government Information Technology 

Committee (GITCO) sponsored the development of the Government Information Web Page 

Template. With minimal alterations, the template can be added to a library's Web site to provide 

access to publications of all levels of Government. Accompanying the template is a Help File 

that presents step-by-step instructions for downloading and altering the template to meet local 

needs. To view the Template and Help File, connect to: 

http://www.library.unt.edu/gpo/template/index.html

Development of the Template 

GITCO discussed the need for a Web page template for government information at the ALA 

Mid-Winter Conference in February 1997. Committee members believed that many librarians 

would find a simple Web page with links to basic government information sites useful in their 

libraries, but staffing and workload pressures might prevent the creation of such a page. GITCO 

members determined that a Government Information Web Page Template should be designed to 

help the librarian at a small- or medium-sized library quickly add a government information page 

to the library’s Web site. Links to key sources of government information were to be selected, 

and each selected site should have a history of stability. This was considered important for the 

purpose of reducing maintenance required to keep the page current. Larry Schankman, 

Mansfield University, and Cathy Hartman, University of North Texas Libraries, agreed to create 

a template and an accompanying Help File. 

Design Criteria 

After the discussion in the GITCO meeting, the following guiding principles were outlined for 

the design of the template: 

 The "template" must be easily loaded with minimal necessary changes. 

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 The design must be simple with minimal graphics. 

 Links must connect to important sites that are known to be stable and provide quality 

Government information. 

 Quality of links must be emphasized rather than quantity. 

 Resources for access to publications of all levels of government must be included. 

 A help file that will assist the novice HTML user with downloading and altering the Web 

page must accompany the template.

Design of the Template

GITCO members believed that a basic Web page would best serve the proposed audience. After 

much discussion and editing, six sections were selected for the Web page: 

 Federal Government: General Information 

 Federal Government: Legislative and Regulatory Information 

 State Information 

 International and Foreign Information 

 Statistical Resources 

 Additional Resources 

Separate sections were created for legislative and regulatory information and for statistical 

information because of the importance and frequency of use of these types of information 

resources. A section for local information was considered, but presented difficulties. Links to 

such local government resources as city, county, or regional council of governments sites would 

need to be included, but would be different for each library. Also, a "documents librarianship" 

section would be useful for depository librarians, but would probably not be needed by other 

librarians. For librarians wanting to add such additional sections to the basic page, information 

included in the Help File gave step-by-step instructions for adding sections. Suggestions for 

appropriate links to additional resources were also included. 

Next, for each section, five to eight key links were selected for inclusion. This was a difficult 

task considering the many well-developed, quality sites available. 

Design of the Help File

The Help File is intended to assist the novice HTML user with downloading the Web Page 

Template and altering it for local library patron needs. Novice users reviewed the draft of the 

Help File and suggested changes. Step-by-step instructions and additional resources to assist 

with Web page design were included in each topic area. Topics covered are: 

A. Getting Started - begins with instructions for setting up a folder and downloading the 

required files. 

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B. Adding New Links - describes the code and shows where to add additional links. 

C. Adding Local Information - gives suggestions and instructions for adding an additional 

section. 

D. Adding Graphics and Colors - gives hints and tips and links to free graphics sites. 

E. Removing Template Sections - describes the procedure for removing a template section. 

F. Adding Documents Librarianship Resources - lists numerous possible links for adding to 

a documents librarianship section. 

G. Adding Annotations to Links - shows the HTML coding for adding annotations for the 

resources listed on the template. 

H. ADA Accessibility Resources - links both to a site that will test the accessibility of your 

Web pages and to the authoritative W3C site. 

I. Adding Requests for Comments - describes how to add your Internet address to the page, 

which is the only change that MUST be made to the Template 

Your Comments and Suggestions Requested 

When you use the Template and Help File, please send your comments about the ease of use and 

the information provided in the Help File to Cathy Hartman <chartman@library.unt.edu>. Your 

comments will help us improve the pages for other users. Also, suggestions for links to be added 

to the Template or Help File are welcomed and will be evaluated for inclusion. GITCO happily 

makes this service available to libraries and librarians. 

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12 

Table of Contents

John Tate Is New Chief of Acquisitions & Classification ........................................................... 1 

New Database Coming Soon on GPO Access: DOE’s PubSCIENCE......................................... 1 

U.S. Congressional Serial Set, 106th Congress, for Sale.............................................................. 2 

SuDocs Letter: Destroy Treasury CD-ROM................................................................................. 3 

Schedule of Serial Set Volumes, 105th Congress, in Technical Supplement............................... 4 

Congressional Record Volume to Be Rebound ............................................................................ 4 

Correction Made to Premature Activation of New Selections...................................................... 6 

Early Posting of Shipping List Information Eliminated ............................................................... 6 

askLPS Button on GPO Access, FDLP Administration Page ...................................................... 7 

Virginia Saunders Earns Library Association Award................................................................... 8 

Readers Exchange: Government Information Web Page Template ............................................. 9 

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