ADMINISTRATIVE NOTES

Newsletter of the Federal Depository Library Program

Vol. 16, no. 08 GP 3.16/3-2:16/08 June 15, 1995

Library Division Chief Chosen: Gil Baldwin

The Library Programs Service (LPS) is pleased to announce that Gil Baldwin has been

chosen as Chief of the Library Division. A long-term employee of LPS, Mr. Baldwin has

most recently served as Senior Program Analyst, in which capacity he has helped develop the

Gateways for depository library access to Federal electronic information.

Shipping List Numbering To Follow Fiscal Year

"S" Will Designate Separates Lists

Beginning on October 2, 1995, all shipping list numbering will reflect the fiscal year,

which at GPO runs from October 1 through September 30. New sequential numbers, starting

with 0001, will follow the 2-digit designation for the fiscal year.

In fiscal year 1996, numbering for the four types of shipping lists will be assigned

according to the established pattern:

Paper: 96-0001 -P, 96-0002-P, etc.

Microfiche: 96-0001-M, 96-0002-M, etc.

Electronic: 96-000 1-E, 96-0002-E, etc.

Separates: 96-000 1-S, 96-0002-S, etc.

Note that separates shipping lists will be designated by the letter "S". They will continue

to be differentiated from the other lists by the number 9 in the 4-digit sequential number (95-

9004-P, etc.) through September 29, 1995.

The Library Programs Service is making these changes to improve budgetary

accountability and automated processing. Depository libraries should review their shipping

list processing procedures and make any necessary changes before October.

l
AN-vl6-#08-6/15/95

Upcoming Meetings

Fall Council Meeting Oct. 16-18, 1995

Memphis, TN

Spring Council Meeting April 15-17, 1996

Washington Metro Area

Federal depository Conference April 15-1S, 1996

Washington Metro Area

Interagency depository May Z9-June 5, 1996

Seminar

Washington Metro Area

Fall 1995 Depository Library Council Meeting Scheduled

The Fall 1995 meeting of the Depository Library Council to the Public Printer will convene in Memphis, Tennessee from Monday, October 16 through Wednesday noon,

October 18. The meeting will be held at the East Memphis Hilton. The hotel is located in

the Clark Tower Complex in East Memphis, and the address is:

•East Memphis Hilton

5069 Sanderlin Avenue

Memphis, TN 38117

A block of rooms has been retained for the attendees. Special room rates are $57 per

night, guaranteed through September 25, 1995. This special rate cannot be guaranteed after

September 25. Reservations must be made by calling (901) 767-6666 or 1-800-HILTONS*

or by fax at (901) 683-8563. Please specify the Depository Library Council when you

contact the hotel.

*If you are advised on the 800-number that all of the special rate rooms are gone prior

to September 25, please call the East Memphis Hilton Sales Manager, Ms. Amy McDaniel, on (901) 767-6666.
AN-vl6-#GS-6/ 15/95

REGISTRATION FORM

FALL 1995 COUNCIL MEETING

Mail, fax, or e-mail to:

Mr. William Thompson

Library Programs Service (SL)

U.S. Governmer. Printing Office

Washington, DC 20401

Fax: (202) 512-1432

E-mail: stafl lps@access.digex.net

Yes, I plan to attend the Fall 1995 meeting of the Depository Library Council in Memphis,

Tennessee.

I will need a name badge. Preferred first name (i.e. Billy, Susie, etc.)

OPTIONAL TOURS *

I am interested in taking a night tour of Memphis (indicate night, Sunday, Monday, Tuesday or Wednesday) .

I am interested in taking an afternoon tour of Memphis (specify day, Sunday or Wednesday)

Please type or print clearly:

Name

Institution

Library/Office

Address

City/State/Zip Code

Telephone (include area code)

* GPO will not arrange the tours but work with the hotel in scheduling. Information on discounted tour packages, with prices, will be available through the hotel, if there is an interest.

GPO will seek to make accommodations for attendees with disabilities. Please specify needs when

returning this registration.

3
AN-v 16-008-6/15/95

Depository Libraries

Would you like to know about . .

.

"Social Consumer

Security Space Issues

Education Solar Computers

Energy

Business Career

Opportunities Planning

or othei Government information?

Visit o Depository Library.

4
AN-vl6-#08-6/15/95

Gateway Information Now on U.S. Fax Watch

"GPO Access: Information for Depository Libraries" contains the ground rules for the

Gateway Program, copies of the fax-in registration form, the model selective agreement for

electronic resources, a listing of all current gatev/ay sites, and much more!

It was shipped to every depository library in hard copy format in January, 1995. Since

that time, it has been in a near-continuous process of revision, and numerous copies have

been e-mailed to people interested in the Gateway Program. As an e-mail file, it's bulky;

now up to over 7 IK of text.

Well, relief is in sight! "GPO Access: Information for Depository Libraries" is now

available to you via U.S. Fax Watch, a service of the Government Printing Office. Due to the size of the document, it has been divided into four parts.

To request copies, use a touch-tone phone to call U.S. Fax Watch at (202) 512-1716.

Then press 4 (information on popular products and services or ordering information); then

press 4 again (information on popular products, GPO Access, or the Federal Bulletin Board).

You will then be prompted to enter document numbers, and then your fax telephone number.

Ask for document numbers:

3352 - The Gateway Program and General Background (10 p.)

3357 - Registration; Selective Housing; SWAIS or WAIS? (11 p.)

3353 - Frequently Asked Questions (8 p.)

3354 - Gateway Connections and Contacts (7 p.)

For information on becoming a gateway, contact:

William Thompson < staflLPS@access.digex.net

or

Gil Baldwin < manage@access.digex.net

Library Programs Service

(202) 512-1002

fax (202) 512-1432
AN-vl6-#08-6/ 15/95

Gateway Connections and Contacts

Revised May 15, 1995

Highlights: There are now 15 gateways; the newest are the Web site at Purdue University

and the SWAIS gateway at the Texas State Library.

For Gateway information, contact:

William Thompson < staflLPS@access.digex.net

or

Gil Baldwin <manage@access.digex.net>

Library Programs Service

(202) 512-1002

fax (202) 512-1432

• WAIS access via World Wide Web (WWW)

Purdue University (IN)

Point your Web browser to http://thorplus.lib.purdue.edu/gpo

User Support: Carl Snow (317) 494-2764, or < carl@smart.lib.purdue.edu

Technical Contact: Bert Chapman < chapman@sage.cc.purdue.edu >, or Cary Kerr (317) 494-2857

Where dial-in is an option, modem settings are 8 data bits, full duplex, no parity, 1 stop

bit; terminal emulation is VT100. Unless otherwise specified, baud rate is 2400.

# WAIS client access using Lynx WWW browser

University of North Carolina-Chapel Hill

Telnet to library.unc.edu. Dial in (300-14.4 baud) at (919) 962-9911. Login as library; no password. Users of GPO Access should select option 2- Government

Databases and option 2 again for GPO Access.

User Support: Ridley Kessler (919) 962-1151, or < kessler.davis@mhs.unc.edu

Technical Contact: Derek Rodriguez (919) 962-1288, or < Derek_Rodriguez@unc.edu >

6
AN-v 16-#08-6/15/95 • via SWAIS

Case Western Reserve University (OH)

Telnet to catalog.cwru.edu. Once connected with EuclidPLUS, select "GPO Access."

.For a modem connection (300-14.4 baud), dial into Cleveland FreeNet at (216)

368-3888. In order to use Cleveland Free Net, users must register online at no cost. Once registered, users select "The Library", then "CWRU Libraries", then "University

Library", then "EuclidPLUS." Within EuclidPLUS, select "GPO Access."

User support at CWRU: George Barnum (216) 368-6512, or < gdb2@po.cwru.edu

COIN (Columbia Online Information Network; in cooperation with the University of

Missouri - Columbia)

Telnet to coin.missouri.edu, or dial (314) 884-7000. Login as guest; no password.

From the main menu select choice 5, "Government Center." From the resulting menu,

select GPO Access.

User Support: Marilyn McLeod (314) 443-3161, or < mmcleod@mail.coin.missouri.edu >

Technical Contact: Jim Newton (314) 882-2000, or <jim@more.net>

Georgetown University (DC)

Telnet to library.georgetown.edu. Login as gpo; then follow the prompts.

For a modem connection up to 9600 baud, dial (202) 687-3052. To obtain the prompt,

depress < enter > twice. When prompted for a login password, enter access, all lower

case. Press < enter > to continue, then select 1 for GPO Access. When prompted for

the next login, enter gpo. This will connect with GPO Access.

User support: Joan Cheverie (202) 687-7467, or <jcheverie@guvax.georgetown.edu> . Technical Contact: Steve Jackson < sjackson@guvax.georgetown.edu >

Georgia Southern University

Telnet to gsvms2.cc.gasou.edu, or dial into GSnet (9600 baud) at (912) 681-0005. To

obtain the GSnet prompt, press < enter > twice.

From the GSnet prompt, enter this command to reach the host GSU computer:

connect gsvms2

Users with slower modems (1200 baud) may dial PeachNet at (912) 681-0500. From the

PeachNet prompt, enter this command to reach the host GSU computer:

connect gsvms2.cc.gasou.edu. (Note: All four periods in the command are significant,

including the final one.)

Once connected with gsvms2, public users should login as INFO; no password. From

the Public Information Services menu select GPO Access.

7
AN-vl6-#08-6/15/95

User Support: Lynn Walshak (912) 681-5032, or < soliblw@gsvms2.cc.gasou.edu

Technical Contact: David Ewing (912) 681-5364, or < dewing@gasou.edu >

Ocean State Free Net (in cooperation with the Federal Depository Libraries of

Rhode Island)

Telnet to osfn.rhilinet.gov, or dial (401) 658-3995 (other numbers also available). Login

as guest. Use VT100 terminal emulation. From the Main Menu, choose 8, Government

Center; then Federal information; then select GPO Access.

User support: Dan O'Mahony at Brown University, (401) 863-2522,

or <ap201 159@brownvm.brown.edu > .

Penn State University

Telnet to LIAS.psu.edu, or dial (814) 865-5427, at 300-14.4 baud. Once connected with

LIAS (Library Information Access System), press the enter key, and then respond to the

prompts for terminal emulation. When prompted for a "Penn State ID Number," press

the enter key. No password is required. The LIAS Welcome Screen will appear. From

there type SELECT to go to the selection menu, and then choose "GPO Access." An

extensive help message is available by typing "help GPO" at the LIAS prompt.. Please

note: a limited number of simultaneous connections is available on GPO Access. If all connections are in use, you'll be told to "try again later."

User Support: Debora Cheney (814) 863-1345, or < dlc@psulias.psu.edu

Pueblo Library District (CO)

Telnet to PLDVAX.PUEBLO. LIB. CO. US, or use the IP address of 198.247.6.1.

Terminal emulation is VT100. Dial (719) 542-7629 up to 9600 baud; press Return to obtain a prompt. Login as library. Then select #6 from the main menu.

User Support: Robert Farries (719) 543-9600, or <bob@pueblo.lib.co.us>

Seattle Public Library (WA)

Telnet to 198.137.188.2, or dial (206) 386-4140. Login as library - all lower case. Select VT100, and answer the terminal emulation questions. Select "internet" from first and second menus. From the gateways menu, select GPO Access.

User Support: Patrick Grace (206) 386-4139

Technical Contact: Jim Taylor (206) 386-4169, or <jtaylor@spl.lib.wa.us>

SLED (Alaska's Statewide Library Electronic Doorway)

Telnet to sled.alaska.edu. Users within Alaska may dial into SLED via the AlaskaNet

node nearest their city or village or, for questions, dial 1 (800) 478-4667. Once

connected with SLED, press the return key to continue; at the SLED main menu, choose

Government Information (#5), enter; then choose Federal Government Information (#2), enter; then choose GPO Access.

User Support: Walt Herreid < ffwh@aurora.alaska.edu >

8
AN-vl6-#08-6/15/95

Texas State Library

Telnet to link.tsl.texas.gov, or dial into (512) 475-4444. Login as link (all in lower

case). Confirm terminal emulation as VT100. Once connected to the Texas State

Electronic Library, select choice 15, Find a Menu Item in the Electronic Library by

Keyword. Enter gpo as the word to search. You will then see a gopher client listing of

GPO Access databases.

User support: Diana Houston (512) 463-5426, or < diana_houston@tsl.texas.gov > . Technical support: Christine Masleid (512) 463-5528

University of Memphis (TN)

Telnet to msuvxl.memphis.edu, or for a modem connection up to 19,200 baud, dial

(901) 678-3600. For telnet use login as library; modem users login as guest. Confirm

choice of VT100 terminal emulation. Connect to University Library; from the menu

select Find; then Choose Database; select GPO Access.

User support: Saundra Williams (901) 678-2206, or < willias@cc.memphis.edu > . Technical support: Phil Smith (901) 678-4399, or < smithp@cc.memphis.edu > .

University of Virginia

Telnet to gwis.virginia.edu. Login as gwis. Use VT100 terminal emulation. Then

choose Library Services; Social Sciences Data Center; Government Printing Office; GPO

Access.

For a modem connection, dial (804) 982-5966. At the "Connect" prompt, type telnet

gwis < enter > ; login and password are both gwis.

User Support: Walter Newsome (804) 924-4963, or < wln@virginia.edu > .

Ursinus College (PA)

Telnet to lib.ursinus.edu. Login as library; GPO Access should be choice #7 on the

gateway menu.

Modem users dial (610) 409-3616. Once connected, press the return key once or twice.

Choose the library option; GPO Access is choice #7 on the menu.

User Support: Debbie Malone (610) 489-4111, ext. 2460. or < dmalone@lib.ursinus.edu >

Technical Contact: David Mill (610) 489-4111, ext. 2283, or < dmill@lib.ursinus.edu
AN-vl6-#08-6/15/95

[This letter was sent to all depository library directors by first class mail during the week of May 5.]

SuDocs Letter: Invitation to GP0/G0D0RT Meeting

Dear Depository Library Director:

I am pleased to invite you to a special program for the directors of depository libraries during

the upcoming Annual Meeting of the American Library Association (ALA) in Chicago,

Illinois. The topic will be Opportunities for Federal Depository Libraries in the Electronic

Future.

The meeting is sponsored by the U.S. Government Printing Office (GPO) in cooperation with

the Government Documents Round Table of ALA. It will be held on Saturday, June 24,

1995. from 8 a.m. to 9 a.m. in the Oxford Room of the Westin Hotel. Your invitation to the

meeting is enclosed. Information on the session also will be listed in the final ALA

Conference schedule.

Our keynote speaker will be Mr. Michael Gorman, Dean of Library Services at California

State University-Fresno. Mr. Gorman is coauthor of a just-published book, Future Libraries , subtitled: "Dreams, Madness & Reality" (ALA, 1995). Mr. Gorman will discuss key

technology issues as they relate to the best means of disseminating Government information.

As you undoubtedly know only too well, there are problems as well as payoffs associated

with the rapid growth of electronic information. GPO has committed itself to an aggressive

program to insure that Federal Government electronic information is readily available and

free of charge to the American public. We have made another important commitment ~ to coordinate with and consult with the depository library community every step of the way.

We will bring you Up to date on our special electronic initiatives. We have a growing list of

libraries who have become gateways to GPO's online services either through their own

systems or by partnering with public networks in their area. The direct involvement of a

library's top management is essential to bring together the resources needed for a GPO

gateway. After only a few months, participating libraries are already sharing success stories

including software and systems innovations. If you would like information on gateway

opportunities, please contact Mr. Jay Young, Director, Library Programs Service, at (202)

512-1114.

I look forward to seeing you in Chicago. This is a crucial time for us to work together on

shared values and goals.

Sincerely,

WAYNE P. KELLEY

Superintendent of Documents

10
AN-vl6-#08-6/ 15/95

[This letter was sent to all depository libraries in shipment boxes during the week of May 3.J

SuDocs Letter: 1994 Journal of the Senate

May 3, 1995

Dear Depository Librarian:

The Library Programs Service (LPS) was apprised that the 1994 Journal of the Senate was

defective. The issuing agency will provide a corrected version for distribution to depository

libraries in the near future.

Descriptive information on this erroneous publication:

Title: 1994 Journal of the Senate

Shipping List Number: 95-9027-P

Shipping List Date: April 21, 1995

Item Number: 1047-B

SuDocs Number: XJS: 103-2

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

that will prevent disclosure of its erroneous contents. Thank you for your cooperation and

prompt attention to this matter.

Sincerely,

WAYNE P. KELLEY

Superintendent of Documents

n
AN-vl6-#08-6/15/95

Readers Exchange

Shipping List Log

[Linda Johnson, head of the Government Publications Department, forwarded this description of the

automated shipping list log maintained at San Jose State University 's Clark Library.]

During our last inspection, San Jose State University was asked to share its procedures

for keeping an electronic shipping list log. The log provides easy access to determine which

shipping lists are missing; which lists have items that have been claimed; and which shipping

lists have unfilled claims which have been ordered from GPO or the appropriate agency.

We use the WordPerfect word processing program, but a database program can also be

used . We create a separate annual file for the different shipping list formats of paper,

microfiche and electronic. The separates shipping lists are included at the beginning of the

paper file. We also create a separate file for each year—for example 1994, 1995, etc.

Within each file, three columns are created. Here is an example:

1994 SHIPPING LISTS - MICROFICHE

Shipping List Number Shipping List Date Action

205 05/05 CLAIM

206 - 208 05/09 OK

209 - 219 05/16 OK

221 - 236 05/16 OK

237 - 241 06/03 OK

242 06/03 CLAIM-ON ORDER

The action column indicates "OK" to signify that we have received the shipping list and

that there are no problems with it. If we have to claim any items from the shipping list, the

action column will read "CLAIM." Once a claim is received, an "OK" is added to the action

column. We also state "ON ORDER" for any shipping lists that have items that have been

flagged for purchase.

The files can be periodically scanned for any missing shipping lists which are easily

identifiable by a blank line in the list. This usually means that we may have missed a shipment which can then be claimed. The list can also be printed out at any time.

It is important to always remember to make a back-up copy your files—each time the file

is changed .

12
AN-vl6-#08-6/15/95

[The following text is from the Census Bureau's Marketing Brief, no. 3, April 1995.J

Customers Are Talking -Statistical Abstract on CD-ROM Is a Hit!

Since 1876, the Statistical Abstract of the United States has been a perennial U.S.

Government best seller. The 1993 edition was made available, for the first time, in both

print and on CD-ROM.

The book is hard to beat, but the disc goes it a few better: The CD-ROM contains more

time series, subject, and geographic detail than the book.

To make search and access easier, we included proprietary software, Textware Lite®, on

the disc. In addition, the CD-ROM contains Lotus Worksheet® files for those who wish to do

their own data manipulation.

We decided to see if customers liked the Abstract in this form and the features it offered.

To measure satisfaction, in August 1994, Census surveyed all purchasers as well as a sample

of state data centers and Federal depository libraries.

We Asked and They Responded

• Businesses accounted for almost half

the retail customers (46 percent);

Academia and research organizations

for 22 percent, and government entities

16 percent.

• All state data center/business and

industry data center/and census

information center lead agencies

received a questionnaire; a one-in-ten

sample of affiliates was also included.

• A one-in-ten sample of Federal depository libraries that had received the product was the

final component of the survey.

Twenty-three percent of recipients, representing some 264 users, responded to the

survey

.

The survey contained 15 questions that dealt with overall product satisfaction and

respondents' use and satisfaction with specific features of the Statistical Abstract on CD-ROM

including the on-disc access software.

There were also two questions that asked how users found out about the product as well

as CD-ROM products in general.

On page 2 you'll find out what they told us.

Profile ofStatisticalAbstract Survey Respondents by

Customer Group and Customer Type

Customtr Group Cuttor.nr Type

Retal customer* 72%

13
AN-vl6-#08-6/15/95

And Here's What They Told Us

How Do You Find Out About New CD-ROM's?

Percent of respondents citing a» poMfete sources 73%

61 . 1 WBMj

33%

^^^^

^^^^

34%

20%

7%

13%

Magazine!

or journals

Promotions! Newsletters Word of

fjisP-rtgr, mouth

Online Trade snows

service or

buRetin boards

PC user groups

Other

• Most respondents had used the printed report; about two-thirds considered the CD-ROM as a supplement to the book. About a third saw the CD-ROM as a replacement for the printed

volume.

• About three-fourths of respondents were satisfied with the 1993 Abstract on CD-ROM.

Sixty-two percent would purchase the product again.

• The Census Bureau's monthly communications were the major source of information about

the availability of the Abstract on CD-ROM. About a third of the respondents found out

about the product's availability through the Monthly Product Announcement, the Bureau's

monthly listing of new product releases.

Slightly less indicated Census and You, the Bureau's monthly newsletter. Other sources of information cited by respondents included direct mail and automatic distribution through

the state data center or depository library program.

(The Census Bureau conducted several direct mail advertising campaigns to promote the

Abstract on CD-ROM. A significant number of sales can be traced to these campaigns.)

• The way users generally find out about new CD-ROM products varied somewhat from how

they find out new Census Bureau products. Magazines and journals were mentioned most

frequently: 73 percent. But only 8 percent found out about the Abstract CD-ROM this way.

Promotional mail and newsletters were also specified by over half the respondents.

Word of mouth was cited by over a third.

• Over 90 percent of respondents thought that more time series, more subject detail, and

more geographic detail were important enhancements that could be made to the product.

14
AN-vl6-#08-6/ 15/95

About a third of the respondents wrote in

suggestions for improving future versions of the

Statistical Abstract. Most comments dealt with

the Textware Lite® software. The most

frequently requested features were simplified

software, better searching capabilities, a better

index, and a Macintosh® or Windows® version of

the software.

In response to user comments, we've made

two important changes to the 1994 version of the

Statistical Abstract on CD-ROM. A Macintosh®

version of the software has been added to the

disc. The opening interface has also been

changed to allow users quicker access to the full range of data tables.

Products and Satisfaction Surveys

For information on the Statistical Abstract CD-ROM and other compendia, contact the

Census Bureau's Statistical Compendia Branch (301-457-1171) or Customer Services (301-

457-4100).

To see a copy of the questionnaire or to discuss the results of this survey, contact

Training, Education and Marketing in the Data User Services Division (301-457-1210).

Most Customers Were "Satisfied" or

'Very Satisfied"

Uval of aatlftfaction with Statistical Abstract CO-ROM, p*rcant

Total: 245

U.S. Documents Among Top 100 Serials

Six Federal serial titles distributed through the Federal Depository Library Program are included in the list of "Top 100 serials" published in the OCLC Newsletter for January/

February 1995. The list, compiled by OCLC's Mark Crook, is based on the number of

library holdings symbols attached to the cataloging records for the various titles.

The Federal serial titles are, in descending order of "popularity,"

Statistical Abstract of the United States

The United States Government Manual

Monthly Labor Review

FDA Consumer

Occupational Outlook Handbook

County and City Data Book

C 3.134:

AE 2.108/2:

L 2.6:

HE 20.4020:

L 2.3/4:

C 3.134/2:C 83/2/

15
AN-vl6-#08-6/ 15/95

Recommendations to the Public Printer of the United States

Depository Library Council

Arlington, Virginia

1012 April 1995

Disappearing Depository Publications

1 . Council is concerned with agency conversion of depository titles to electronic editions

without prior provision for depository notification and archiving guarantees. An example of

this is the Census Bureau's recent conversion of the annual Government Finance (GF) and

Government Employment (GE) series.

Council recommends that the Public Printer contact the Census Bureau, and other agencies as necessary, to suggest that prior notification of title conversion be given to the depository

program, and that a copy of the electronic file be transferred to GPO Access. Such a

transfer will maintain depository compliance and insure eventual archiving to the GPO

storage facility. Given the Census Bureau's commitment to distributing its electronic

information through the Federal Depository Library Program, these discussions and the

resulting procedures could serve as a model for other agencies.

Monthly Catalog

2. Council, based on the work of the Monthly Catalog Working Group, recommends that

GPO continue to perform full AACRII cataloging on OCLC and that this cataloging continue

to be made available via MARC tapes to the library community. Full cataloging records that can be loaded into the public catalogs are essential to basic bibliographic access to U.S.

government publications. Full cataloging records should also be used as the basis of a Monthly Catalog CD-ROM product.

Further, having reviewed the report "Data Elements to be Included in Future Issues of the

Printed MoCat" and having received input from the depository library community, the

Council recommends the following modifications to the printed edition of the Monthly

Catalog:

• Utilize the AACRII Minimal-Level Model as defined in the DataElements Report

• Maintain the title/keyword, series/report number, and author indexes

• Eliminate the semi-annual index

Council further suggests that, should financial constraints dictate, the title/keyword,

series/report number, and author indexes be maintained; remaining indexes (e.g., stock

number) could be eliminated.

16
AN-vl6-#08-6/15/95

It is further recommended that the Periodicals Supplement to the Monthly Catalog continue as

it is presently configured and as a separate issue with title/keyword indexing only.

Council will continue to work with GPO in modifying the format of the paper edition of the

Monthly Catalog, if necessary , as the CD-ROM version nears completion.

Pagination of Congressional Record

3. Council supports GPO's ongoing development of electronic editions of the Congressional

Record Index. Council recommends that any product development effort must include a mechanism which correlates pagination of the daily edition with pagination of the final

edition. The Depository Library community relies on both editions of the Congressional

Record. Since the pagination differs between the daily and the final editions, it is important

that the electronic index be usable with either edition.

Regional Structure

4. In an electronic environment it is not necessarily efficient or cost effective for regional

libraries to operate in isolation or provide all services to all selective libraries. The flexibility to enter into cooperative agreements in support of the spirit of the depository system is essential. Informal arrangements already in existence need to be documented.

Council endorses the principle that regional and selective depository libraries have a shared

responsibility to guarantee public access to government information. Council charges the Ad

Hoc Committee on Regional Structure, in conjunction with Council's Depository Guidelines

Work Group, with developing a statement of service responsibilities. These responsibilities

may be met individually; shared through written cooperative agreements between regional

and selective depositories; or through multi-state cooperative agreements.

Cooperation with NTIS

5. Council recommends that GPO continue to pursue cooperative agreements with the

National Technical Information Service in the identification and delivery of fugitive

documents. Council supports inclusion of technical reports in the Federal Depository Library

Program in accordance with U.S.C. Title 44. A cooperative agreement between GPO and

NTIS should include the following:

• An identification system of fugitive titles which should be included in the Federal

Depository Library Program

• A delivery system which provides complete and timely access to fugitive documents

available from NTIS

17
AN-vl6-#08-6/15/95

• A delivery system may be a "jusi in time" program in which Depository Libraries

identify NTIS documents as needed and the selected titles are distributed in a timely manner. The documents may be stored at GPO (e.g., GPO Federal Bulletin Board,

electronic storage facility, or WWW) or at NTIS.

Council understands the statutory constraints placed upon NTIS and GPO and is supportive of

innovative strategies which provide access for Depository Libraries. Council will continue to work with GPO in formulating solutions to provide access to fugitive documents available

from NTIS. Existing cooperative agreements with the Department of Energy and the General

Accounting Office should serve as models for future cooperative agreements with other

federal agencies.

Depository Inspections

6, As the pre-inspection self-study is implemented, Council recommends that GPO continue

to review the inspection process. GPO, in consultation with regional librarians, should

develop criteria/guidelines that define the role of regional librarians within the inspection

process.

Communication with Other Organizations

7. Council commends GPO for the prompt and positive steps taken to communicate its vision

of the electronic capabilities and requirements of the Federal Depository Library Program to key groups of library administrators. The January 4, 1995 letter to depository library

directors and the GPO presentations at ALA and COSLA established important

communication channels with these groups. Council encourages GPO to continue to pursue

similar opportunities for outreach to library and institution administrators (e.g., Association

of Research Libraries, Public Library Association, Library Trustees, EDUCOM, Governors'

Conference, National Conference of State Legislators, etc.). Further, Council encourages

GPO to continue outreach and education efforts aimed at a broader audience that demonstrate

the comprehensive services included in the FDLP (i.e., identifying, acquiring, cataloging,

distributing, servicing, and preserving federal government information). Additionally,

Council commends GPO for its increased use of press releases and other publicity

announcements to highlight developments and achievements of GPO, the FDLP, and

depository libraries.

8. Council recommends that the Public Printer continue his efforts to increase understanding

of the FDLP among all parties by inviting contractors to attend Depository Library Council

meetings and the annual Federal Depository Conference.

18
AN-vl6-#08-6/ 15/95

GPO Electronic Initiatives

9. Council commends the GPO for expanding free online public access to federal government

information by adding the General Accounting Office's database of reports to the GPO

Access service. Council urges GPO to work with other government agencies in offering a wide range of government information through GPO Access at no cost to the public through

Depository Libraries and Gateways.

10. Council commends GPO on their innovative and continued improvement of electronic

databases and services such as the GPO World Wide Web, GPO Access, GPO Federal

Bulletin Board, and the proposed GPO Pathfinder. Council supports GPO's efforts in making

the transition from traditional print formats to the dynamic electronic environment and

encouraging flexible delivery options among depository libraries.

11. With the development of GPO Pathfinder, non-GPO produced electronic information will

be identified and accessible to depository libraries. This raises a number of issues regarding

identifying, acquiring, cataloging, distributing, servicing, and preserving this information, as well as its designation as depository. Council recommends that as GPO develops Pathfinder,

discussions with Council include the ramifications of designating such information as depository.

12. Council recommends that GPO, in cooperation with appropriate depository libraries,

develop a suitable strategy to provide backup for GPO electronic databases and systems (e.g.,

mirror sites).

Training for New Documents Librarians

13. Council commends GPO for scheduling the New Documents Librarians Meeting at the

Spring 1995 Federal Depository Conference. The significant number of participants and the

nature of the questions asked at this meeting demonstrate a need for additional training

opportunities for new and less experienced documents staff.

Council recommends that GPO sponsor an annual program during the Federal Depository

Conference for new documents librarians designed to accommodate a wide range of training

needs.

Disposition Policy

14. Council endorses the revised disposition policy (Memorandum re: Implementation of

Disposition Policies, 4/7/95) and commends GPO for taking affirmative steps to accommodate the needs of regional and selective libraries regarding the disposition process.

19
AN-vl6-#08-6/ 15/95

James Madison Freedom and Government Leadership Awards

15. Council congratulates GPO on receiving the 1995 James Madison Award from the

Coalition on Government Information and the 1994 Federal Leadership Award from the

General Services Administration, Office of Management and Budget, Department of Defense,

and Government Executive magazine. These awards recognize GPO's innovative leadership

in improving public access to electronic government information through GPO Access.

Bernadine Abbott Hoduski

16. Council congratulates Bernadine Abbott Hoduski on receiving the Public Printer's

Distinguished Service Award. We share the Public Printer's deep appreciation for Ms

Hoduski 's many years of work on behalf of the Federal Depository Library Program.

Action Items for the Depository Library Council

> The Depository Library Council endorses GPO's invitation to Federal Depository

Libraries to participate in the upcoming National Electronic Open Meeting, "People and

Their Governments in the Information Age," May 1-14, 1995.

This National Electronic Open Meeting presents a high profile opportunity for Depository

Libraries to serve as public access sites and challenges depository librarians to personally

address five topics:

• Services

• Benefits

• Information

• Participatory Democracy

• Technology

In addition to personal participation in this national electronic forum, this open meeting

presents an excellent opportunity for depository librarians to promote, through local media,

electronic access to government information available at their local depository library.

The Depository Library Council urges depository librarians to lead their communities in this

National Electronic Open Meeting and thus confirm librarians' commitment to public access

to government information in various, changing formats.

Council will assume ongoing responsibility for collecting testimonial letters from

Depository Library users, making copies widely available to support and promote the FDLP.

Council will produce a compilation of these testimonial letters for Legislative Day 1995.

i

20
AN-v 16-008-6/15/95

Council will collect news articles and other media announcements about the Federal

Depository Library Program and serve as a clearinghouse for these materials.

Council will monitor opportunities for contributing to Congressional hearings on the

Federal Depository Library Program, U.S.C. Title 44 revisions, and other related areas and

assist in recruiting librarians and users to present testimony.

The Information Exchange Committee shall update and revise the draft Council handbook

to include committee and work group charges and travel procedures (including forms). The

final draft handbook will be sent to GPO by June 1 for distribution to members of Council

and all depository libraries. The Committee will ask GPO to distribute to new Council

members copies of the following publications:

• Instructions to Depository Libraries

• Federal Depository Library Manual (with supplements)

• Directory of Depository Libraries

The Committee shall submit to GPO electronic files of the Council Charter and list of

Council members to be posted on the GPO Federal Bulletin Board.

Council expresses its continuing concern with the item selection process. In its response

to Council's Fall 1994 recommendation on this issue, LPS stated that it had resumed

distribution of item selection surveys for new publications with 94-001 in December 1994.

Council had urged that the interim practice of adding new titles to existing item numbers and

automatically distributing these to libraries selecting that specific related item number be used

only when absolutely necessary for time-sensitive or unanticipated items.

Council will explore with GPO the issues involved in the item selection process, including the

ability to immediately select the newly added items before the next selection process.

Council will investigate the potential for cooperative agreements between GPO and

non-profit organizations (such as ICPSR) that archive federal electronic databases. Issues to consider are fugitive databases and the development of more user-friendly electronic

products.

21
AN-vl6-#08-6/ 15/95

Table of Contents

Library Division Chief Chosen: Gil Baldwin 1 Shipping List Numbering To Follow Fiscal Year;

"S" To Designate Separates 1 Upcoming Meetings 2

Fall 1995 Depository Library Council Meeting Scheduled 2

Registration Form, Fall 1995 Council Meeting 3

Gateway Information Now on U.S. Fax Watch 5

Gateway Connections and Contacts, Revised May 15, 1995 6

SuDocs Letter: Invitation to GPO/GODORT Meeting 10

SuDocs Letter: 1994 Journal of the Senate 11

Readers Exchange: Shipping List Log 12

Statistical Abstract on CD-ROM Is a Hit! 13

U.S. Documents Among Top 100 Serials 15

Recommendations, Depository Library Council, April 1995 16

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, D.C. 20401

Editor: Marian W. MacGilvray (202) 512-1130

22