Administrative Notes

Newsletter of the Federal Depository Library Program

Vol. 22, no. 09 GP 3.16/3-2:22/ 09 June 15, 2001

New Library Division Chief Appointed: Trivizas

The Library Programs Service is pleased to announce that Bonnie Trivizas has returned to LPS 

as Chief, Library Division. Prior to joining GPO in 1986, Ms. Trivizas worked for Aspen 

Systems Corp. in the management and development of the National Criminal Justice Information 

System, and the U. S. General Accounting Office as a supervisory librarian and computer 

specialist. After leaving LPS in 1992, Ms. Trivizas worked in the Office of Public Printer and 

the Graphic Systems Development Division.

2001 Recommended Specifications for Public Access Workstations 

in Federal Depository Libraries

These recommended specifications are intended to assist depository librarians who are planning 

purchases of new personal computers (PCs) for public use in Federal depository libraries. This 

document supersedes the Federal Depository Library Program (FDLP) "Recommended 

Specifications for Public Access Workstations in Federal Depository Libraries" (Administrative 

Notes, v. 21, #9, June 15, 2000).

In accordance with Depository Library Council action at its spring 2000 meeting, these 

recommended specifications will become requirements on October 1, 2002.

Recommended New Workstation Configuration

COMPUTER

Processor

IBM-compatible chip, 800 MHz Pentium III or AMD processor minimum. Consider 1 

GHz.

Note: Pentium 4 processors are now available. As of this writing (5/2001) software 

applications need to catch up with this architecture. If, however, your library uses video 

and 3D applications, you should consider purchasing a Pentium 4.

• FOR CARTOGRAPHIC DATA USE: 1 GHz processor

Memory (RAM)

128 MB (expandable) minimum.

• FOR CARTOGRAPHIC DATA USE: 256 - 512 MB SRAM
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Ports

One (1) Serial

Two (2) Universal Serial Bus (USB)

One (1) Parallel

One (1) P/S-2 Mouse

One (1) SVGA Video (If video is built into system board.)

I/O bus

PCI. Should have at least four available PCI or shared PCI/ISA slots after system is 

configured for delivery.

Video

64 or 128 bit PCI interface SVGA controller. Should come with 8MB Windows RAM 

(WRAM) or Video RAM (VRAM), and be expandable. Recommend the selected device 

provide MPEG hardware acceleration.

• FOR CARTOGRAPHIC DATA USE: 64 or 128 bit PCI interface SVGA controller 

with 16 MB WRAM or VRAM.

Audio

Sound Blaster PCI64 sound card or compatible

Drive Bays

One (1) 3.5" half-height (HH).

Three (3) 5.25" HH Externally Accessible.

Two (2) 3.5" HH Internal.

DISK DRIVES AND STORAGE

Hard Disk Drive

20 gigabytes (GB) capacity or greater, partitioned into smaller drives for quicker access 

time. SCSI II interface. Consider additional hard drive space (60GB) in order to increase 

the number of CDs that can be installed or electronic files that can be stored.

• FOR CARTOGRAPHIC DATA USE: 20.0 GB or greater capacity, or network 

connectivity that provides the same.

Removable/External Storage

3.5" 1.44 MB drive. Use an older system for 5.25" floppy conversion.

Also, strongly recommend additional external and/or exchangeable drives, especially 

drives such as CD-RW, Zip or Jaz drives for downloading files too large to fit on a 

regular floppy disk or for large scale back-up.

DVD Drive

5X speed minimum, 8X recommended. Ensure compatibility with CD-ROM, CD-R, 

CD-RW, DVD-ROM, DVD-Rs. Must have a MPEG-2 decoder card for video.

• FOR CARTOGRAPHIC DATA USE: 8X DVD. Single platter or changer design. 

Should support all available standard CD formats. Avoid proprietary I/O designs.
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CD-RW Drive

• FOR CARTOGRAPHIC DATA USE: 4x4x24x (rotational speeds to 

read/write/rewrite).

PERIPHERALS

Monitor

17" Super VGA (SVGA) Multimedia monitor, 0.25 dpi or smaller. Consider 17" flat 

panel. May want to consider rotatable displays if in a technical services area or if users 

do a lot of word-processing.

• FOR CARTOGRAPHIC DATA USE: 21" monitor, Super VGA (SVGA), with at 

least 70 MHz vertical refresh rate at 1024x768 resolution non-interlaced, 0.28 or

smaller dot pitch; display card which supports 1024x768 resolution at 70 MHz or 

faster.

Printer

Ink Jet or laser printer. Must support PostScript. 10MB Memory, minimum. More 

recommended if using PostScript or color. Consider purchasing a color print er for clearer 

output of color maps and graphical representations.

• FOR CARTOGRAPHIC DATA USE: Color ink jet printer, 36", 600 dpi, 80 MB or 

more memory, or access to a comparable networked printer.

Keyboard and Pointing Device

Microsoft-compatible keyboard, plus mouse or other compatible device. Strongly 

recommend ergonomically-designed products.

Internet Connectivity

Local Area Network with TCP/IP. 10/100 MB Ethernet network interface card (Strongly 

Recommended)

or

Broadband connections such as Digital Subscriber Line (DSL) or Cable

SOFTWARE

Operating System

Most new computers with a Windows-based operating system come preinstalled with 

either Windows 2000 or Windows Millennium Edition (ME). Windows 2000 is based on 

the NT kernel, has more security features and is designed for networked environments 

while ME is the replacement for Windows 98 and is marketed for home use. See Related 

Issues and Considerations below for upgrading issues.

Communications

Package which supports multiple file transfer protocols and data transfer rates up to 56 

Kbps.
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Client Software

World Wide Web graphical browser with forms support. Java-enabled browsers such as 

Internet Explorer 4 or Netscape Navigator 4 or greater are required for use of some online 

databases.

Viewers

WWW graphical browser (see above) that handles both GIF and JPEG graphics. Viewers 

for other formats such as tiff, wpd, doc, xls, dbf, mdb, and pdf should also be available. 

Later versions of pdf viewers have a search capability. Adobe Acrobat Reader 5.0 

supports assistive screen readers. A multimedia player is strongly recommended.

• FOR CARTOGRAPHIC DATA USE: GEOTIFF file viewer. Viewing software for 

raster data, such as Photo Shop Pro or Print Shop.

Applications Software

If the library offers services that require applications software, consider an integrated 

"office suite" product such as Microsoft Office or WordPerfect Office. Otherwise:

Database

dBASE file format compatible or dBASE and ASCII comma delimited file 

importing database management software; useful to have fixed field format (SDF) 

importability.

Spreadsheet

Lotus .WK1 file format compatible software; support for other formats such as 

Excel and Quattro Pro.

Word Processing

Software (Microsoft Word, WordPerfect, WordPro, etc.) capable of importing 

major text file formats, e.g., ASCII text and RTF files.

Mapping Software

• FOR CARTOGRAPHIC DATA USE: Data manipulation package, such as ArcView 

3.1 or higher, Landview, MapInfo 4.5 or higher, or another similar package.

DVD AS A PERIPHERAL

A DVD external drive may be purchased to add to an existing workstation. However, here 

are some cautionary notes about this. Most of these products are first and second generation 

DVD drives and not all of them read CD-ROMs. If you want the flexibility to use this as an 

additional CD-ROM drive, verify its compatibility with CD-ROMs before purchasing. 

External drives are available only at 1X and 2X speed. This is equivalent to 9X or 18X 

speed CD-ROMs and slower speeds than were recommended in the 1998 specifications. 

Most external DVD models use a SCSI or PC card interface. Macintosh machines and many 

recent PCs have a SCSI interface. Make sure your system has a compatible interface. It 

must also have a MPEG-2 decoder card for video.
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Related Issues and Considerations

These specifications are intended to assist depository staff in making informed purchases which 

will best achieve the goal of providing public access to Federal Government information in a 

variety of electronic formats.

These guidelines are aimed at providing reasonably robust workstations which should provide 

years of service before they become obsolete, but LPS encourages the purchase of equipment 

that exceeds these specifications if at all economically feasible. The speed at which computer 

capabilities are evolving indicates that the higher the initial outlay, the longer the useful life for 

the equipment. If a higher end system is not affordable, look for flexibility and expandability in 

the system that will allow for enhancements and upgrades at a later date. As these guidelines 

address minimums, ensure compatibility among chosen components before purchasing.

Depository libraries must have sufficient computer equipment to allow timely and equitable 

public access to Government electronic information products and should allow printing or 

downloading information selected by the user. During a depository library inspection LPS will 

use a functional approach to determine compliance with this requirement.

LPS works with the Cartographic Users Advisory Council (CUAC) to develop any additional 

specifications which support GIS applications. These are included in the recommendations with 

the indicator: l FOR CARTOGRAPHIC DATA USE. All depositories are not required to meet 

the cartographic specifications. They are meant to assist with planning purchases for those 

libraries that support and provide data services using spatial data and GIS applications. The 

"regular" specifications will allow for basic mapping applications. Census maps will be 

available in multiple formats, including PDF, so large-scale equipment will not be necessary, 

though consideration should be given to purchasing a color printer.

Viewers versus full working versions of applications software: If viewers are available on 

computers to allow access to Government information in the various formats, this is acceptable, 

and the library will meet the minimum technical requirements. While providing applications 

software and/or staff support to help patrons manipulate data or create reports is desirable, it is 

optional. This position is consistent with Depository Library Public Service Guidelines for 

Government Information in Electronic Formats at <www.access.gpo.gov/su_docs/fdlp/mgt/

pseguide.html>.

If computers in your library are currently running Windows 95/98 and you are considering 

upgrading the operating system to Windows 2000, be advised that there may be hardware and 

software incompatibilities. Because Windows 2000 is based on the NT kernel, upgrading to 

Windows 2000 from NT 4 is less troublesome.

The Workforce Investment Act of 1998 (August 7, 1998) amended §508 of the Rehabilitation 

Act of 1973 to require “individuals with disabilities, who are members of the public seeking 

information or services from a Federal department or agency, have access to and use of 

information and data that is comparable to that provided to the public who are not individuals 

with disabilities.” Federal depository libraries must provide hardware and software to allow this 
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or accommodate users in some other manner. Electronic and Information Technology 

Accessibility Standards; Final Rule was published in the December 21, 2000 issue of the Federal 

Register (pp. 80499-80528). Further guidance from the U.S. Access Board can be found at their 

Web site, which is available from: <www.access-board.gov/news/508-final.htm>.

Libraries should determine if they have a need to duplicate depository CD-ROMs for preserving 

data or to create circulating copies. If the need is there, the library should consider purchasing a 

CD-R (compact disc recordable) or a CD-RW (compact disc rewritable) drive. These can be 

purchased as either internal or external drives. With a CD-RW the discs can be reused, unlike 

those of the CD-R that can only be used once. The other major difference between CD-Rs and 

CD-RWs is that CDs created from a CD-R can sometimes be read in older CD-ROM drives 

while those created from a CD-RW can only be read from MultiRead drives. This is something 

to consider, particularly if you are creating circulating copies and want to meet the needs of most 

of your users. Be sure to check compatibility with your operating system. The chart below will 

help decipher portability:

DRIVE TYPE READ WRITE

CD-R CD-Rs and CD-ROMs CD-R format only

CD-RW CD-Rs and CD-RWs CD-R, CD-RW, CD-ROM

DVD-RAM CD-ROMs, CD-Rs, CD-RWs & DVDs DVD-RAM

LPS cannot anticipate or address every possible depository library computer scenario, and 

depository libraries are encouraged to adapt this menu of specifications to fit their local 

situations. Depositories may require multi-purpose single workstations, electronic access in 

networked environments, or a combination of both. Given the large variation in the size of 

Federal depository libraries and the numbers of users served, LPS cannot recommend a universal 

standard for the number of public access workstations in any given library. However, when 

assessing workstation needs, librarians should consider such local factors as:

• the amount of information provided over the Internet compared with the amount from 

CD-ROM

• whether and how the workstations are networked

• to what extent users are permitted to perform additional information processing at the 

public access workstations

• whether users are experiencing extended waiting times at library peak service hours, 

etc.

When configuring workstations, bear in mind that some government CD-ROM products now 

link to the web to update information on the CD-ROM. This means that for the user to get the 

newer information and the full benefit of the product at least one workstation must have both

CD-ROM capability and Internet accessibility with a graphical browser.
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Additional or different capabilities may be desirable for workstations used by library staff. Some 

libraries may elect to add applications software, such as spreadsheet, word processing, or data 

base software, to their public access workstations, but this is a local resource management 

decision.

Many depository libraries have existing computer equipment that is no longer "state of the art." 

These specifications should not be applied retrospectively to existing equipment, although they 

may assist in determining the appropriate time for replacement or upgrading. Libraries should 

also consider keeping this equipment in order to access electronic products that cannot be read 

with newer hardware and software.

For additional information, or if you have any questions about these specifications, please 

contact Cynthia Etkin, Program Analyst, at cetkin@gpo.gov or by voice at 202-512-1114.

Related guidelines:

• “Depository Library Public Service Guidelines for Government Information in Electronic 

Formats,” Administrative Notes, v. 19, #11 (9/15/98). 

<www.access.gpo.gov/su_docs/fdlp/mgt/pseguide.html>

• “FDLP Internet Use Policy Guidelines,” Administrative Notes, v. 20, #2 (1/15/99). 

<www.access.gpo.gov/su_docs/fdlp/mgt/iupolicy.html>

Fall Council/Conference

October 14-17, 2001

♦

Look for the Agenda

In the July 15 Issue of 

Administrative Notes
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Answers to Frequently Asked Questions about Maps

1) Why are Forest Service quadrangles classified under I 19.81: (and not A 13.28:)?

The administrative quadrangle map series on roads and highways in or near National Forests 

are prepared by Forest Service cartographers; then printed, distributed to depositories, and 

sold by the U.S. Geological Survey (USGS). Since these maps are published by USGS, they 

are classed under that agency, in accordance with the principles of the Superintendent of 

Documents classification system. See GPO Classification Manual, GP 3.29:P 88/993 

<www.access.gpo.gov/su_docs/fdlp/pubs/classman/index.html>.

2) Why does the map key alphanumeric portion of the SuDocs classes for recently issued 

Alaska and Hawaii quadrangles differ from older ones, even though the coordinates are the 

same or almost the same?

GPO assigns this number using the Map Reference Number Key (see GPO Classification 

Manual, p. 90). In 1983, GPO had no criterion to assign these key numbers to quadrangles 

that did not fit the 7.5 minute grid. In these cases, GPO used the next larger number. 

Subsequently GPO complied with a request from USGS to use the next smaller number.

3) Why doesn’t GPO use the number assigned by Canada in the SuDocs class for nautical charts 

of Canada which are reprinted and distributed by National Imagery and Mapping Agency 

(NIMA)?

GPO complied with a request from NIMA, the publisher of the reprints, to use the 

NIMA/DOD (PIN) numbers.

4) Why was the GPO cataloging of National Ocean Service (NOS) aeronautical map serials 

delayed?

Delays developed from assimilating new CONSER instructions and new distribution 

information. Also, assignment of each new item number and class had to wait until receipt of 

that particular physical piece in LPS.

5) Why are two different SuDocs numbers used for Antarctic maps?

Antarctic maps fall under either I 19.25/8: or I 19.100: & I 19.100/nos.:.

I 19.25/8: is assigned to Antarctic research program maps. However, GPO has included 

other related, infrequently received material (e.g., some photo or sketch maps) under this 

class.

I 19.100: & I 19.100/nos. classes are assigned to Antarctic topographic, reconnaissance, etc. 

maps by scale.
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GPO uses item number 0619-G-19 for all Antarctic maps to facilitate receipt of complete 

sets.

6) What is a class for the Census 2000 block maps in paper that are not distributed to 

depositories?

GPO recommends that libraries follow the procedure for creating locally assigned class 

numbers as described in the GPO Classification Manual (p. 3):

For documents falling in existing classes, the class stem in the List of Classes 

may be used, a Cutter number, date, or series number is added after the colon, 

and an arbitrary designation such as "X" is placed at the end to indicate that it is 

a locally assigned number.

However, every library should work out a method that best serves its own needs 

and patrons, and should feel completely free in assigning these numbers.

ITEM SELECTION UPDATE CYCLE 2002

ÿ Begins June 1, 2001

ÿ Deadline for Additions July 31, 2001

ÿ New Selection Profiles Activated October 1, 2001
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Table of Contents

New Library Division Chief Appointed: Trivizas ........................................................................1

2001 Recommended Specifications for Public Access Workstations in Federal

 Depository Libraries ...................................................................................................................1

Answers to Frequently Asked Questions about Maps..................................................................8

Item Selection Update Cycle 2002 Schedule ................................................................................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 at: http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html

Editor: Marian W. MacGilvray (202) 512-1119 mmacgilvray@gpo.gov