Micropublisliiiig and

the Government

Printing Office

The foUoiving summary of the history

and current status of micropublishing at the GPO is presented in con- junction with the recent survey of

Depository Libraries regarding their

interest/utility for micropublished

documents.

Printing in the United States Government is a unique support service

unique because the printing itself and

the equipment used are controlled by

a special public law. In 1861, Congress established a Government

Printing OfTice and then in the Act of

January 12, 1895, Congress consolidated laws relating to public printing

into Title 44, United States Code,

"Public Printing and Documents." A

permanent Congressional Joint Committee on Printing was establislied

and the position of Public Printer of

the United Slates was created as head

of the GPO.

The Government Printing Office

8till operates under Title 44 which

places all printing, binding, and

blank-book work for Congress, the

Executive Office, the Judiciary other

than the Supreme Court of the United

States, and every executive department, independent office, and estabment of the Government under the

responsibility of the GPO. Printing or binding may be done at the GPO only

when authorized by law. In 1970 the late Public Printer, A.

jV. Spence, submitted a proposal to the

Joint Committee on Printing urging

permission for GPO to study the possibility of micropublishing. His pro- posal was presented in the following

terms

:

"The Documents Division of the

GPO disseminates GPO-produced

docimients or those procured through

GPO contracts to customers submitting paid orders. As I interpret the

intent of the enabling legislation, my

responsibility is to distribute Government-funded and created documents as widely as possible to the

taxpaying public at the lowest possible price. As you know, micropublishing has been accorded a wide de- gree of acceptance in information

producer and user circles for a variety

of reasons. The purpose of this communication

is to obtain approval for the GPO to enter the field of micropublisljing and

to offer filmed documents to customers

either in addition to or in lieu of printing. For the purposes of this communication it is held that the term micropublishing embraces all end products

of a photominiaturi/ed nature without

regard to currently used nomenclature, size, or reduction ratios.

One of the reasons for this request

is the ever growing concern of large

users of information, primarily insti- tutional and industrial libraries, with

the sheer volume of printed information received. Microform has been the

major ameliorator of the space problem. Also, microform can be more

speedily and economically retrieved

than can hard copy.

One of the areas of concern to me is the large number of titles which are

lost annually due to exorbitant costs

to go back to press on a limited number of copies, particularly when the

number of pages is large. Original

filming of an existing printed page

costs pennies, the duplicate cost of a microfiche, representing a typical

document, is but a fraction of the cost of one piece of lithographic negative.

Approval of micropublishing would

enable the GPO to revive existing lost documents and preclude others from

falling into disuse.

1

My request for approval of a niicropublisliiiig system is based on niy belief tbat a Government publication is nonetlieless a publication wliether it ^ appears in film or printed form. Tbis

i belief seems to be supported by the

General Accounting; Office rulinp; in 41

C.G.211 tbat, for the purpose of 31

U.S.C. 530a, providinji for advance

payments for subscriptions, periodicals, and other publications, 'microcards' are 'publications'.

Immediatelv there comes to mind

the overall effect a micropublishinsr

program would have on distribution

to Depository Libraries. The advantages to the Librarie&are obvious: Savings in space, ease of retrieval. Equally

obvious, if film distribution is simply added to the existing printed

program, costs will increase. Therefore, with your approval, it is proposed

to send a questionnaire to Depository

Libraries eliciting their views so that

further recommendations can be made

to you."

(signed) A. N. Spence,

Public Printer.

There were several informal discussions between various members of the

staff of the Joint Committee, the

members of the Committee, as well as other knowledgeable officials both in

\^and out of Government.

On April 20, 1972, Acting Public

Printer Humphrey addressed a letter to the JCP in which he expressed his concern that, "Restrictions on the sale and distribution of microforms by the

GPO are leading other agencies into

this field, thereby duplicating or over- lapping the functions of the Superintendent of Documents."

The JCP, in response, concluded

that micropublishing was a part of

Government printing and subject to the provisions of Title 44. The Public

Printer, Thomas F. McCormick, submitted to the JCP a plan to obtain

data on microfiche needs of the Depository Library community. The

plan was as follows:

"To determine if there will be suffi- ciently wide interest at least in the

library community to distribute

microform copies, I believe the fol- lowing logical steps are necessary:

a. Screen the Depository Li- braries for interest/utility for

specific categories of publications in microform. ^ b. Evaluate the returns from the

pj Depository Libraries to determine if there is a sufficient re- quirement for microform pro- duction.

c. After tbis evaluation, request

permission of the JCP for a small sample of publications to be produced in microform by

commercial contract for dis- tribution by this Office.

d. After this pilot procedure, and

if it proves satisfactory, plan

for the expansion of the pro- gram to other depository cate- gories."

The approval of the Public

Printer's plan resulted in distribution

of the survey on micropublishing

which you should have received by

now. Should results of this survey in- dicate sufficient interest, plans will be

made for distribution of a small sample of publications to a group of

libraries. The program would next be

expanded to include other depository

categories. Ultimately, this would

mean that either microfiche or hard

copy could be furnished for depository collection ; however, should both

be desired, it would be necessary to purchase one.

If the GPO is successful in each step,

and the JCP approves, then by early

1975, Depository Libraries may get

their documents in microfiche, if desired.

Superintendent's Log

Initial response to "Public Documents Highlights" has been such that

"Highlights" will now be circulated on a quarterly basis. We hope this newsletter will continue as a viable

tool for dialogue between depository

librarians and the Public Documents

Department.

In this issue you will notice a new

column, "Librarians' Information Exchange," which will provide a forum

for librarians to offer tips or advice on procedures used in their libraries

to help others improve the Government Documents operation. If you employ any special procedures or have

any pointers that may be helpful to

others please drop a line to the Editor, "Public Documents Highlights"

whose address is listed on the back

page. Returns on the "Biennial Report

Questionnaire" (Report Series No.

12) are being compiled at this time.

We have received many responses

under the section "General Comments Regarding Depository Pro- gram," pointing out the growing importance of Government Documents

in libraries throughout the country.

Many librarians mentioned the possi- bilitv of micropublishing and its role

in GPO's future plans. An article on

micropublishing is included in this edition of "Highlights."

As part of the Docimients Department's plans for a svstematic review of

possible uses for microforms, Mr. Jim

Livsey has recently joined the Superintendent of Documents' office as Micrographics Specialist. Mr. Livsey,

who comes to us from the Navy Publications and Printing Service, has 26

years experience in the graphic arts and printing fields as well as an extensive background in micropublishing

systems planning. He is a member of

the National Microfilm Association

and Chairman of the Computer Output Microfilm Software Standards

Committee. Librarians are encouraged

to write or call Mr. Livsey regarding

questions on microfilm, readers,

reader/printers, formats, reduction

ratios, storage devices, or indexing. His

phone number is (202) 541-3772. His

mailing address is: Superintendent of

Documents, Attn: Jim Livsey, Box

2916, Washington, D.C. 20013.'

A major reorganization of the Public Documents Department is underway as part of an effort to provide improved service in all aspects of the

Documents operation. Initial plans for restructuring to establish three major

Services, containing standard or- ganizational elements of divisions,

branches, sections, and units have

been approved. A Library and Statu- tory Distribution Service will be a major element in the new organization. A chart of the new organization

is shown on page three. Watch for further details on the reorganization

in the next issue of "Highlights."

c
si
Public Documents Department

Reorganization Chart:

PUBLIC PRINTER

ASSISTANT PUBLIC PRINTER SUPERINTENDENT OF DOCUMENTS

MICROGRAPHIC SPECIALIST

SPECIAL ASSISTANT

DOCUMENTS SALES

SERVICE

LIBRARY AND STATUTORY

DISTRIBUTION SERVICE DOCUMENTS SUPPORT

SERVICE

SALES MANAGEMENT

DIVISION

ORDER DIVISION

WAREHOUSE DIVISION

ORD£R PROCESSING

DIVISION

LIBRARY DIVISION

DEPOSITORY DISTRIBUTION

DIVISION

STATUTORY STOCK

DISTRIBUTION DIVISION

NK3HT SUPERVISOR

FIELD OPERATIONS

OtVISWN

NIGHT SUPERVISOR

Another Reminder

Claim forms shoulrl be used only

for claiming publications missing

from depository shipments. For faster handling, any inquiries should be

listed on a separate sheet of paper

showing your library name and address. It is possible that a question

added to a list of missing publications

could be overlooked, since different

sections of the Office handle various

phases of the work.

Please help us to help you.

ADMINISTRATIVE DIVISION

ANALYSIS & REVIEW

DIVISION

RECEIPTS & ACCOUNTS

DIVISION

NIGHT SUPERVISOR

Telephone Numbers

Do you sometimes want to call the

Government Printing Office, or the

Office of the Superintendent of Documents, but do not know which section

to call, or get transferred from place

to place?

For problems concerning sales or- ders, call (202) 541-2055.

For questions concerning depository

claims, depository shipping lists, clas- sification numbers, "Monthly Cata- log" entries, and related subjects, vou may call Mrs. Mae Collins, or Mr. Norman Barbee, in Qur library at (202)

541-2015.

Public Documents

Sales Program

Recently several important changes

have taken place in the Documents

Sales Program. In an effor* to make

the sales program more cost-effective and to maintain it on a self-sustaining

basis, unsubsidized by the American

taxpayer, as required by law, modifications have been made in pricing

and discount policies.

In general, prices are being in- creased to reflect the increased costs of materials, wages, and postage. Publications now in stock are being re- priced and current selling prices for

many publications may differ from the

prices printed in the publication.

Subscriptions and dated periodicals

will be sold on a one year basis only, to permit periodic price adjustment.

Also, back copies of dated periodicals

will not be mailed as part oi a subscription. Single copies may be avail- able for a limited time after publication. A 25 percent discount is allowed to purchasers of 100 or more copies of a single publication, pamphlet, periodical or subscription service when

mailed to a single address. And, any

book dealer, buying for the purpose

of resale, can receive this discount re- gardless of quantity, providing the

publications are mailed to his place

of business. No discount will be al- lowed when the publication, pamphlet, periodical, or subscription ser\'-

ice is mailed to a third party (unless

in quantities of 100 or more )

.

As part of our effort to reduce costs, beginning with the January, 1974 is- sue "Selected U.S. Government Publications," which announces new and

topical government publications for

the general reader, is being published

monthly rather than biweekly. The

"Selected List" is being printed in a larger format, containing more list- ings to compensate for the change in

frequency.

0

i

Survey on Microform

Copies

By this time, your Depository Li- brary should have received Part II of

the "Biennial Report of Depository

Libraries" which is being used to sur- vey Depository Libraries to determine

whether there will be sufficient iuterest by the library commimity to warrant distribution of specific categories

of publications in microform rather

than in printed (hard) copy. Your

participation in this survey will have

important consequences in determining the future of micropublishing in

the GPO.

Librarians'

Information

Exchange

(This suggestion was received from

the North Dakota State University

Library.

)

Every library has a need for labels

which do not peel and are resistant to the effects of heat, humidity, and

time. If a label peels from a periodical

which will be bound, no great harm is done, hut when labels start falling

from never-to-be-bound documents

and pamphlets, trouble and waste of

staff time result. North Dakota State University Library conducted an in- formal test of paper and fabric labels,

with fabric labels the clear winner.

Paper labels were discovered peeling

from documents less than six months

old.On a tip from another library. North

Dakota Stale University Library con- ducted the following test. Putting five of the labels, together with paper la- bels, on a sheet of paper placed on the

shelf above the hottest radiator in the

library, it was discovered that the

paper peeled immediately, but after three years no change was seen in the

fabric labels. As a result, the Docu-

.lents OfTice of the \DSU library now

uses fabric labels exclusively, even on bound volumes which previously had

to he Seal-in labeled.

The Kwikat Collection (new hooks

not yet cataloged, but readv for checkout) also uses the fabric labels since

they do not require heatsealing and

are permanent, but may be peeled

off easily when ready for final processing. An additional plus—unlike paper

labels, fresh typing does not smear.

Questions and Answers on

the Depository Operation

in the Public Documents

Department

Q. How will our Depository Library

knotu what publications have

ceased due to the paper shortage?

A. Some publications may be discontinued due to budgetary restric- tions of various Government agencies, and the paper shortage. Discontinued notices will appear in the "Monthly Catalog" for such

items. Information on items not found listed in the "Catalog" may

be obtained from the Public Documents Library.

Q. Why aren't all committee prints sent to Depository Libraries? A. A committee print is considered

the property of the Committee pre- paring it and may be distributed

to Depository Libraries only upon

request of the originatinji Committee. Sometimes a Committee print,

by specific legislation, will be is- sued also as a House or Senate

Document. The publication will

then be sent to Depositories in Document edition.

Q. Why do we receive subscription

copies nf periodicals before tve re- ceive the same publication in a depository shipment?

A. The Public Documents Department's automatic mailing equipment and facilities are utilized for the mailing of paid subscriptions.

Most depository subscriptions are handled manually along with

other depositorv publications. For

this reason paid subscriptions are often received by libraries before

the depository copies. Depository

copies of the "Congressional Record," "Federal Register," and a few other periodicals are being

mailed by means of automation.

We plan to use this facility for mailing more depository material

as soon as arrangements can be

made to do so.

Q. Why arc subscriptions sometimes

received when only a single issue

of a periodical was ordered?

A. When ordering a single issue of a periodical from the Superintendent of Documents, use tlie volume

number and/or date along with

the title, as well as the classifica- tion number in the appropriate

place on the order form. This will

indicate at a glance that it is not a subscription order, but a request

for a single publication.

Q. Is it true that the "Monthly Catalog," produced by the GPO. and

"Government Reports Announcement," produced by the National

Technical Information Service,

will be combined?

A. The Superintendent of Documents

and the National Technical In- formation Service are charged hv

law (United States Code, Title 44,

Section 1711; and Title 15, Section

11.52) to perform different functions. While some of tlie publications listed in the two catalogs pre- pared by these agencies may overlap, it is inilikely that the two

catalogs could he combined and

still have the agencies carrv out

their separate duties as prescribed

by law.

Q. What factors are used in determining whether a publication icill be a depository item?

A. Wlien a publication is sent to the

GPO, a work jacket (or envelope)

containing the specifications, number of copies to be printed, and

delivery instructions, is prepared.

At this time, if the publication is of educational value, and not of an administrative or confidential

nature, enough depositorv copies are ordered printed for Libraries

which are on the list to receive that

particular item. This is a standard

procedure.

"Public Docinnents Highlights" is circulated quarterly by the Superintendent of Documents, Washington,

D.C. 20402, and is mailed at first class postage rates. "Public Documents

Highlights" is intended primarily for librarians of the Federal Depository

Library Program. Material proposed

for circulation may be submitted to the

Editor, Public Documents Highliglits,

Public Documents Department, Box

1533, Washington, D.C. 20013. The Su- perintendent of Documents, however,

retains the right to accept such material, to edit it, and to assign priorities

of circulation.

4 GPO 87 5. 200