Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 19, no. 09 GP 3.16/3-2:19/09 July 15, 1998 

Handling Misdirected Shipments 

Your patience is appreciated as Potomac Business Center resolves the problem of misdirected 

shipments as well as other kinks that come with the start-up of a new contract. 

A small number of depository libraries have received depository shipments belonging to other 

libraries through either the transposition of numbers (0586A input at 0568A), or database errors 

initially input into the processing system PBC uses to handle depository shipments. 

PBC is actively working to correct these mistakes. However, GPO asks that libraries either 

refuse the incorrect shipment or forward the shipment to the rightful owner. Refused shipments 

are returned to PBC and are re-routed to the correct library. 

To alleviate mailing costs charged to your library when forwarding shipment boxes to the rightful 

owner, please contact the GPO claims office on (202) 512-1024 to request a mailing label for the 

correct depository library. The label will be mailed to you via the US Postal Service. 

Special Offer 1998-1 

LPS has received complimentary copies of: 

Winks, Robin W. 

 Laurance S. Rockefeller: Catalyst for Conservation. – 

Washington, D.C. : Island Press, 1997. 

If your library would like a copy, please e-mail your request to: jbrungart@gpo.gov 

Copies will be placed in your depository shipping boxes. 

Include your depository number in your request. 

Deadline for requests: August 31, 1998 
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Request Your 1999 GPO Access Training or Demonstrations 

The Government Printing Office (GPO) provides a variety of GPO Access support services to 

Federal depository libraries. GPO Access support includes the GPO Access User Support Team, 

print and online documentation such as user guides and training booklets, and GPO Access 

training classes and demonstrations. 

While both demonstrations and training classes provide valuable information relating to the GPO 

Access services, their purpose, design and technological requirements are very different. As a 

result, you should consider each characteristic before deciding which support service or 

combination of services would be most beneficial to the intended audience. 

Generally, attendees at GPO Access training sessions should be depository librarians and any 

staff members of depository libraries who assist users with access to Federal Government 

information or conduct research. However, demonstrations may be more appropriate for general 

audiences. 

GPO Access Training Classes 

GPO Access training classes involve hands-on use of GPO Access by participants at individual 

computer workstations. The hands-on training provides an in-depth review of all facets of the 

GPO Access services, including GPO Access components, interfaces, methods of access, general 

searching strategies, Web interfaces, etc. Because of the large amount of information presented, 

a full-day class is recommended. (A full day class is approximately eight hours; six hours of 

actual hands-on training and two hours for breaks and lunch, however, adjustments can be made 

based on your individual needs.) In fact, over 80% of depository librarians who attended a fourhour class said they would rather have attended a full-day class. Appendix A contains the GPO 

Access Training Overview, detailing the information covered during a full-day session. 

The hands-on and practical experience the training session provides will allow you to take full 

advantage of GPO Access services. The knowledge that you gain will prove invaluable, whether 

you are training another librarian, assisting a patron or conducting research. A checklist of the 

technological requirements for all GPO Access training classes starts on page 6. 

GPO Access Demonstrations 

GPO Access demonstrations do not provide for hands-on experience and as a result can cater to 

larger audiences than a training class. In a demonstration, the audience views the presentation on 

a screen or projection monitor. As a result, the technological guidelines for a demonstration are 

not as rigorous because only one terminal and a projection screen or large monitor are required. 

The main purpose of a demonstration is to show the basic GPO Access features and functions. 

Demonstrations are usually two hours in duration, consisting of 90 minutes of lecture and a 30-

minute question and answer period. 

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Making Your Request for GPO Access Training Classes and/or Demonstrations 

Due to the large number of requests for GPO Access Training/Demonstrations, the Library 

Programs Service (LPS) and the Office of Electronic Information Dissemination Services (EIDS) 

have developed a checklist you should use when submitting your requests. Please fill out the 

checklist in its entirety. We will utilize these checklists when reviewing your request, when 

responding to your training requests and prioritizing the allocation of our resources. 

Priorities 

Priority consideration will be given to: 

 training, rather than demonstrations, 

 groups of depository librarians, 

 large audiences, 

 events which may be combined with other official travel or appearances, 

 events in states where GPO has not recently appeared. 

For example, conducting GPO Access training in proximity to national or state library 

association conventions allows us to maximize the use of our travel funds and training personnel. 

Direct requests for GPO Access training or demonstrations to: 

Chief, Depository Services 

Library Programs Service (SLLD) 

U.S. Government Printing Office 

Washington, DC 20401 

Phone: (202) 512-1119 

Fax: (202) 512-1432 

E-mail: smcgarr@gpo.gov 

In order to facilitate LPS and EIDS planning for 1999, LPS should receive your requests by 

January 1, 1999. If you are unable to meet the January 1, 1999 deadline for training requests you 

may still request training; however, requests will be considered on a first come, first served basis. 

Whenever possible, requests for GPO Access training or demonstrations should be received at 

GPO at least three months in advance of the planned event date. 

GPO will respond to all requests upon final approval of our fiscal year training budget. 

GPO will work with local event planners to ensure that all necessary arrangements are made as 

far in advance as possible. As a general rule, acceptance of travel expenses from an organization 

that is substantially affected by GPO policies and actions is a violation of GPO regulations, and 

is therefore not permitted. 

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GPO Access Training Session Overview 

(Note: all times are approximate) 

9:00 Introduction of GPO Access 

Federal Register 

Adobe Acrobat Reader (PDF files) 

This mandatory introduction includes an overview 

of GPO Access history, components, methods of 

access, file formats, basic searching strategies and 

interface introduction/review (class specific). 

Database coverage includes a brief explanation of 

database content, searching techniques and 

"helpful hints." (Time is allowed for users to work 

independently with databases and receive 

individual attention if needed.) 

10:30 Break 

10:45 Code of Federal Regulations 

Commerce Business Daily (CBD) 

Database coverage includes a brief explanation of 

database content, searching techniques and 

"helpful hints." (Time is allowed for users to work 

independently with databases and receive 

individual attention if needed.) 

12:00 Lunch Break 

1:30 Congressional Database Overview and 

Review of Web Page 

Congressional Record 

Congressional Record Index 

History of Bills 

Congressional Bills 

Public Laws 

U.S. Code 

(Other Congressional Databases 

dependent on time) 

GAO Reports 

Database coverage includes a brief explanation of 

database content, searching techniques and 

"helpful hints." (Time is allowed for users to work 

independently with databases and receive 

individual attention if needed.) 

3:00 Break 

3:15 Additional Web Applications 

Pathway Locator Services 

Government Information Locator Service 

(GILS) 

Privacy Acts 

Monthly Catalog of Government 

Publications (MOCAT) 

Federal Bulletin Board 

Sales Product Catalog and Online 

Ordering 

Look at FDLP Administration Page 

5:00 Class Ends 

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5 

Please note: 

Although GPO will make every effort to honor our GPO Access training or demonstration 

commitments, changing circumstances may require cancellation at the convenience of the U.S. 

Government. 

Curriculum Checklist 

Note: If your available time and resources do not allow for the full-day class (as outlined above), 

it will be necessary to remove sufficient topics and independent practice time to fit the class 

within the available schedule. We will assist you in this elimination process, but would prefer 

that you make the final decision on what will be left out of the classes at your site. If there are 

any additional GPO Access topics that you would like to have added to the class, the same 

elimination procedure will be necessary in order to fit within the allotted class time. 

If you are requesting less than a full-day class, please check off the GPO Access topics you 

would like to be covered: 

Databases: Additional Web Applications: 

Adobe Acrobat Reader ___ 

Congressional Bills ___ 

Congressional Record ___ 

Congressional Record Index ___ 

The Federal Bulletin Board ___ 

Federal Register ___ 

GAO Reports ___ 

GILS ___ 

History of Bills ___ 

MoCat ___ 

Pathways ___ 

Privacy Acts ___ 

Public Laws ___ 

Sales Info. From SuDocs ___ 

U.S. Code ___ 

Other GPO Access topics/databases you wish to be covered: 
AN-v19-#09-7/15/98 

GPO Access Training Requirements 

(Please submit this completed form along with your request) 

I. Site Requirements 

All workstations in one continuous, self-contained training area, preferably a computer lab. The 

maximum number of people per workstation is two, with no more than 30 students per training 

session. 

1. Date(s) and time(s) requested 

___________________ ___________________ ___________________ 

___________________ ___________________ ___________________ 

2. Training Site Location (Full Address): 

 _________________________________________ 

 _________________________________________ 

 _________________________________________ 

 _________________________________________ 

3. Number of workstations at your facility: __________ 

4. Type of platform: MAC _____ IBM Compatible _____ 

4a. If IBM compatible what type of operating system? 

Windows _____ Windows 95 _____ Windows NT _____ DOS _____ 

5. Do you have projection equipment (i.e. overhead projector/LCD unit)? 

Yes ___ No ___ 

6. Is an instructor's workstation available? Yes ___ No ___ 

7. Approximate number of individuals expected to attend training sessions: 

Day 1 _____ Day 2 _____ Day 3 _____ 

8. Will instructor have lab access one day prior to training? Yes ___ No ___ 

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II. Technical Requirements 

It is mandatory that each of the technical requirements listed below are met. 

1. Do you have a Full Internet Connection? Yes ___ No ___ 

2. Do you have a Web Browser, such as Netscape 3.0, successfully installed on each 

workstation? Yes ___ No ___ 

3. Do you have Adobe Acrobat Reader successfully installed on each workstation? 

Yes ___ No ___ 

It is essential that software be configured and tested prior to the arrival of the 

instructors to maximize the time instructors can devote to training. 

III. Personnel Requirements 

It is imperative the contact person(s) be accessible during every event. In addition, the contact 

person(s) must be available the day before the event to meet with GPO personnel to visit all 

facilities and prepare for the following day. 

Training Facility Coordinator Contact 

Name: _________________________ 

E-mail: _________________________ 

Phone: _________________________ 

Technical Contact Person: (if same as above do not complete.) 

Name: _________________________ 

E-mail: _________________________ 

Phone: _________________________ 

*In addition to completing this form, if your request is accepted you will be expected to 

complete and sign a GPO Access Training Agreement Form prior to the session. 

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LPS Progress Report 

Remarks by Gil Baldwin 

Chief, Library Division, Library Programs Service, GPO 

Before the Federal Documents Task Force 

Government Documents Round Table 

American Library Association 

Saturday, June 27, 1998 

Washington, DC 

Good morning, everyone. Welcome to the new home of the Stanley Cup! Oh no, there’s goes 

my snappy lead-in, and we’re back to business as usual! So once again, welcome to summer in 

our Nation’s Capital. I appreciate the opportunity to come before you today, in the enviable 

position of being the last speaker before lunch! I’m here to bring you up to date on the activities 

of the Library Programs Service (LPS). I’ll be talking about both the transition to a more 

electronic Federal Depository Library Program (FDLP) and our activities with more traditional 

distributions. It’s only been about 9 weeks since our Federal Depository Conference, but we do 

have a few new developments to report on. Just for interest’s sake, how many of you were here 

in April for the Conference and the Spring Council meeting? OK, you all are excused to go get a 

latté. 

We have quite a few members of our LPS team in the audience today, staffing the booth, or 

hanging out in the lobby. We invite you to get together with any of us, either in the meetings or 

at the GPO booth (number 2771-2773), if we can answers question or help you in any way. We 

also have several handouts from the different operating areas within LPS. 

Finding Tools and Bibliographic Control 

We have been putting a lot of effort into our family of cataloging and locator services. We have 

developed an integrated process for providing bibliographic control to Internet resources. Our 

various tools are working together in a consistent manner, and our use of PURLs, or Permanent 

Uniform Resource Locators, should reduce the record maintenance burden for libraries which 

include GPO’s cataloging records in their OPACs. LPS is using PURLs to assist with providing 

permanent access to Government electronic resources listed in our Browse Electronic Titles 

(BETs) Pathway service and then cataloged by LPS. Our use of PURLs is made possible by 

OCLC's recent release of enhanced PURL software that includes an integrated URL checker 

application, the ability to machine generate unique, consecutively assigned accession numbers, 

and a basic exceptions report module that identifies broken links. PURLs are of critical 

importance to efforts to provide continued access to electronic titles. 

When we learn about a new Government product on the Internet, either from an announcement, 

an inquiry, or from our Web mining efforts, we assign that resource a PURL, and we announce it 

in our Browse Electronic Titles Pathway service. Then we catalog it and we include the PURL 

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in the cataloging record. That means that wherever that GPO cataloging record is used, whether 

in our own Web catalog, or in your local OPAC, the user can click on the PURL and move 

directly to the content. And when the URL changes, we fix the problem for everybody by 

updating our PURL software. It’s like when you move, and you put in a change of address form 

with the Post Office. Your friends may not know your new address, but you still get your mail. 

Our PURLs application means that the LPS cataloging staff, vendors, and libraries with OPACs 

avoid labor intensive work of changing URLs within bibliographic records, no matter where 

those records appear. When a resource changes its Internet address, we update our PURL 

resolver table, and no one has to touch the cataloging records or the Pathway services entries. So 

the bottom line for PURLs is--we do the work so you don’t have to. With LPS PURLs, libraries 

do not need to update records locally when URLs change. PURLs are an essential component of 

our efforts to bring bibliographic control to products in the FDLP Electronic Collection. 

Recently there was a lengthy thread of GOVDOC-L messages concerning LPS’ use of PURLs 

and what they are good for. There was an apparent misunderstanding of what our so-called 

Deadlinks page is and how this page is used. I’m going to engage in some risk-taking behavior 

and attempt to explain this without a safety net. When LPS' link-checking software is run, and 

errors are detected, LPS takes action to relocate the product. If we are unsuccessful, LPS 

attempts to identify a responsible party in the originating agency and we inquire about the 

location of the publication. If it is determined that the product is no longer available, a note is 

made on the Browse Electronic Titles page to the effect that the title is "No longer available." 

LPS hypertext links this to the Deadlinks page. The last known link for the title is left intact so 

users are still able to see the last known site of the product. The Deadlinks page also provides a 

way to contact LPS in case you have a lead on the whereabouts of the missing title. 

The Deadlinks page is not a substitute for the URL for the missing title. But it provides an 

avenue to alert users to the fact that LPS is aware that a product is missing, that LPS has 

attempted to locate the title, and a point of contact if the user has any information about the title. 

The Catalog of United States Government Publications 

The Web edition of the Monthly Catalog of United States Government Publications now 

contains nearly 101,000 records produced from 1994 through the present. More than 4,200 of 

these records contain URLs or, more recently, PURLs. When broken links are detected, we 

convert URL data to PURLs. When links cannot be re-established, we delete URL/PURL data 

from the cataloging record and add a note advising users that the resource is no longer available 

via the Internet. Records are updated in OCLC and in the GPO Web application. In addition, 

these updated records are provided to the Cataloging Distribution Service (CDS) at the Library 

of Congress for distribution to commercial vendors. Librarians encountering records with bad 

links should advise us using <askLPS@gpo.gov> or the contact listed on the Deadlinks page. 

Just one more note on cataloging, concerning our production. We expect to catalog some 4,000 

more records this year than we did in FY 1997, as the two new catalogers we brought on board 

last year are really hitting their stride. 

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Status of GPO Tapes and Monthly Catalog Products 

The Cataloging Distribution Service of the Library of Congress has distributed GPO cataloging 

data for the 1998 Periodicals Supplement and data corresponding to the January through May, 

1998 issues. We expect that CDS will distribute cataloging data to vendors in a far more timely 

manner than has been evident in recent months. We have worked intensively with CDS and the 

various other units within GPO to resolve the problems which slowed the distribution of the 

cataloging data this spring. Selecting libraries have received January and February issues of 

paper and CD-ROM editions of the Monthly Catalog. More recent issues will be distributed in 

the near future, probably within several weeks of each other. 

Electronic Collection Activities 

I’ve appeared before this group several times to talk about the "collection management" concept 

and the FDLP Electronic Collection. A vast amount of electronic Government information is in 

scope for the FDLP and it is a critical part of our public access mission. We are developing 

strategies to ensure permanent public access to electronic Government information products, 

whether those products are shipped to depository libraries or made accessible via the Web. In 

our policy and planning discussions we have taken the position that GPO’s permanent access 

responsibility extends to electronic Government information products that we bring under 

bibliographic control through our cataloging and locator services, but which remain on their 

originating agencies’ servers. As I’ve said, we’re working hard to develop a comprehensive set 

of cataloging and locator services for the FDLP Electronic Collection. For several months we 

have been working on a paper called Managing the FDLP Electronic Collection: A Policy and 

Planning Document. I’m pleased to tell you that GPO’s internal review of this paper has been 

completed, and the paper has been forwarded to Depository Library Council for review and 

comment. We’re getting a number of positive and useful comments from Council, and we 

expect that a refined version of the paper will be available on GPO Access for wider review and 

discussion later this summer. We will also be sharing this paper with the National Archives and 

other interested agencies and institutions. We are also working closely with other GPO 

organizations to identify the resource implications of our permanent access commitment, so we 

can include these items in our FY 2000 budget request. 

FDLP Electronic Collections Web Pages 

One of our first collections web pages was the "Core Documents of U.S. Democracy: An 

Electronic Collection," which we created over a year ago. CoreDocs of Democracy is one of 

only two Internet resources included in the May 1998 Library Journal/ALA Notable Government 

Documents list. CoreDocs is also included in a site compiled by the G7 Group of Industrialized 

Nations that includes information about the U.S. and other democracies. But we’re also breaking 

into the K through 6 community. An obviously progressive elementary school near Nashville, 

TN, includes CoreDocs in their cool site links, right in there with Worm World. 

FDLP Electronic Collections 

A new series of pages will bring the FDLP Electronic Collection to the Web. Developed by 

Cynthia Etkin of the Depository Services staff, the site is "FDLP Electronic Collection: Bringing 

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Government Information to You,” and is based on components of the Collection. The new pages 

include full text resources from GPO, FDLP partner sites, and other Government agencies. A 

collection of finding tools will assist users in locating tangible electronic products in depository 

libraries, as well as products published on other agency Internet sites. There’s a handout here 

showing the FDLP Electronic Collections home page and the “About” page. The URL is: 

<www.access.gpo.gov/su_docs/dpos/ec>. 

Of course a major electronic collection is the "DOE Information Bridge," developed by the 

Department of Energy (DOE) Office of Scientific and Technical Information (OSTI) and rolled 

out during the April depository conference. This gateway provides a public view to the more 

than 15,000 reports processed by DOE/OSTI annually, with coverage beginning with January 

1996. During its first month, Information Bridge was a "Pick of the Week" from Yahoo!, the 

Web navigation and indexing site. This project is a model of outstanding cooperation to expand 

public access, and I want to thank Dr. Warnick and the OSTI staff for all of their efforts. I’ve 

worked with the OSTI folks on depository projects since 1984 and they’re great! 

The initial libraries in the FDLP/ERIC Digital Library Pilot Project have received their 

authorizations and passwords and are ready to make public domain ERIC reports available free 

via the OCLC FirstSearch interface. Reports from January 1997 forward previously provided to 

the FDLP in microfiche will be converted to TIFF image format and stored at OCLC. This pilot 

will provide the project participants with useful information on managing a large, high-demand 

electronic collection. The remaining libraries in the pilot group of approximately 300 will be 

online in July. We are talking with the National Library of Education and OCLC about 

expanding the number of participating libraries, so we can get broader participation in the 

project. You can see a demonstration of this project at the OCLC booth. 

NCLIS Assessment 

You’ve been hearing progress reports for some time on the agreement between GPO and the 

National Commission on Libraries and Information Science (NCLIS) to conduct an "assessment 

of electronic government information products." The assessment should be very useful in 

identifying medium and format standards that are the most appropriate for permanent public 

access. 

The negotiations have been lengthy, but NCLIS has now contracted with Westat, Inc., to 

undertake research and data collection from a select number of Federal agencies in all three 

branches as well as solicit opinions from selected knowledgeable experts. We have established a 

firm project time line, and expect to have a preliminary report of findings presented at the 

October Council meeting. I appreciate the efforts many of you made to recommend agency 

information products to be included in the data gathering phase of this project. This effort was 

very helpful in establishing which agencies will be the focus of the Assessment, and in 

developing our initial list of products to be examined in depth. We will meet with the key 

individuals in the target agencies later this summer, and data collection will take place in the 

early fall. We plan to include an update and preliminary report on this study at the October 

Council meeting. 

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Self-Studies 

In October 1998, depository librarians and their directors whose depository operations were last 

inspected in 1993 will be requested to prepare and submit a mandatory self-study. The states 

include California, Florida, Georgia, Illinois, Indiana, Michigan, New Hampshire, New Jersey, 

New York, Ohio, Pennsylvania, South Dakota, Texas, and Virginia. The due date for the selfstudies will be January 15, 1999. Based on the evaluations from the spring Conference, we plan 

to include self-study workshops in upcoming events. The next one will be held at the fall 

Council meeting in San Diego. 

Cost Study and Biennial Survey 

The Depository Library Council’s Statistical Measurement Committee has identified two tasks. 

One sub-committee will develop questions to elicit basic cost data of being a depository 

including salaries, computer equipment, storage cabinets, purchases of supplementary indexes, 

databases, cataloging and shipping list services, etc. LPS anticipates these cost-related questions 

being incorporated into the 1999 Biennial Survey. A second sub-committee will recommend 

changes in the other questions for the 1999 Biennial Survey. Volunteers from the depository 

community will be working with Council members and GPO on these issues. Preliminary 

reports will be presented at the fall Depository Library Council meeting in San Diego. We hope 

to get a draft Biennial Survey out to you late this year, so you’ll have advance notice of any new 

data collection requirements. 

Selection Update Activities 

The 1999 Item Selection Update Cycle is being conducted electronically on the Web. So far 

fewer than 300 depositories have used this service. Libraries should enter their amendments to 

selections using the Web site “Amendment to Item Selections” on the FDLP Administration 

page. 

This Web site has been redesigned to make your item selection changes as easy and simple as 

possible. You will need your depository library number and your new FDLP internal password 

to submit your additions or deletions. All submissions for additions must be made during the 

Update Cycle, which is open through July 31. Remember, your new item selection additions do 

not become effective until October 1, 1998. But deletions can be made at any time, and take 

effect immediately. 

If your library does not have Web access, please contact Laurie Hall or Yvonne Washington at 

LPS, using the e-mail or phone number in the handout, to put yourself on report. 

New FDLP Passwords 

Each library has been assigned a new, unique password for internal FDLP administrative 

functions. The new internal password was mailed to each library in late May as part of the 1999 

Update Cycle information packet. If you have lost your password, or did not receive the new 

password, please contact us. Your previously assigned password is not valid for the 

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“Amendments to Item Selections” process. But do not destroy the old password. This is now 

your library’s external password, to be used to access databases and services provided by 

agencies and FDLP partnerships. 

We have gone to the two-password system to address concerns about using the same password 

for public service applications and FDLP administrative activities. 

Address Changes 

We plan to publish a new depository library directory this fall, so it’s important that you advise 

us of any changes in address, personnel, and telephone and fax numbers, no matter how small. 

When address information on shipment labels is unclear, the package delivery service charges an 

additional fee per package to verify the correct street address before the shipment can be 

delivered. When telephone area codes change, it is difficult for patrons using the “Locate 

Libraries” function on GPO’s Web site, or other resources such as U.S. Fax Watch and Federal 

Depository Library Directory, to contact the depository library. 

Using their new internal password, depository libraries may update their directory information 

using the Library Directory module from the FDLP Administration Web page. 

askLPS 

I hope that you all know about and are using askLPS, our Web-based inquiries and 

announcements service. In April LPS began accepting inquiries and questions from depository 

librarians and the public via askLPS. askLPS is an automated inquiry service to make filing of 

inquiries and directing e-mail to the appropriate LPS staff member easier. There is an askLPS 

Web page or you can e-mail your question to <asklps@gpo.gov>.

Users are encouraged to check the WEBTech Notes and the FAQ & News sections before 

submitting a question to askLPS, as the question may already have been researched and the 

answer posted to the database. Remember to always include your name, your library’s name and 

depository number on your inquiries, whether they are sent via askLPS, telephone, fax, or mail. 

For the months of April and May, LPS received 5838 inquiries and responded to 5288, leaving a 

balance of 645 inquiries. Although LPS strives to answer all askLPS inquiries within ten days, it 

is a challenge to research fugitive documents inquiries within this time frame. Of the 645 

inquiries still on hand, 517 are fax inquiries, most related to questions concerning item numbers 

for documents not received in several years. Some of the fugitive documents inquiries are quite 

old, so we must devote our first attention to the more recent products, where there is still a 

reasonable opportunity to obtain the product for the FDLP. We are moving through all of these 

inquiries systematically and posting information in the Administrative Notes Technical 

Supplement. 

Potomac Business Center 

As you no doubt know by now, our distribution work is now being handled by a small startup 

company called Potomac Business Center, or PBC. PBC uses United Parcel Service (UPS) as a 

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subcontractor, so nearly all depository shipments should be arriving in the familiar brown trucks. 

We are working closely with GPO’s contracting office and PBC to iron out the typical kinks that 

occur during the startup period of any new contract. But if you continue to experience any kind 

of shipment difficulties, missing shipments, obscured labels, etc., please contact us via askLPS or 

call Vicki Barber directly. 

Shipping List Label Program 

In late May through early June most of the services associated with the label program of the 

Enhanced Shipping List Service were unavailable for use because of a computer virus on a 

University of Texas--Arlington computer. The service again became available, on June 15, 

1998. LPS continues to work with the State University of New York, Buffalo and the University 

of Texas--Arlington to improve the processes for this extremely helpful and popular service. 

This service was the first service partnership, and as such wasn’t created using the more rigorous 

contractual partnership agreement we use today. We will be taking the necessary steps to 

establish a formal partnership agreement for the shipping list service. 

Microfiche Distribution 

LPS has 15 full-service microfiche contracts. Five different companies provide service under 

these contracts. During the first eight months of FY 1998, LPS has distributed over 16,800 

microfiche titles, which is more than were distributed during all of FY 1997. There is no 

backlog of paper documents awaiting conversion to microfiche format at this time, and we are on 

a pace to distribute more than 25,000 microfiche titles this year. However, we do see a 

continuing slight decline in paper titles, and expect to finish the fiscal year about 600 titles short 

of last year’s 13,200 paper titles. 

Take the Tour 

It’s hot and humid here, and no doubt your days are full. So I invite you to relax, stay cool, and 

when you get home, and take the LPS Virtual Tour at our Web site. 

Thank you for coming today! 

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GPO Access: Current and Future 

Remarks by T.C. Evans 

Assistant Director, Office of Electronic Information Dissemination, GPO 

Before the Federal Documents Task Force 

Government Documents Round Table 

American Library Association 

Saturday, June 27, 1998 

Washington, DC 

Introduction 

It is a pleasure to have another opportunity to update the library community on the current and 

future state of GPO Access. As always, I want to thank you for the quality feedback that plays a 

vital role in the continuing development of GPO Access. I also want to express my appreciation 

to our Production Department for their hard work in implementing these improvements. 

These efforts are paying off both in terms of utility to our users and attention for the site. GPO 

Access was selected as one of the “Best Feds on the Web” by Government Executive Magazine. 

This award was followed by a letter from Vice President Gore congratulating GPO “for the 

excellent customer service you are providing through your Web site.” 

There are now more than 800 official Government databases available on GPO Access. These 

databases contain over 81 gigabytes of data and the total is growing daily. In addition, thousands of 

other Government information products are accessible through GPO Access. In fact, a recent count 

designed to equate titles available electronically to paper titles distributed through the Federal 

Depository Library Program revealed a very interesting number. More than 114,000 electronic 

titles are available through the FDLP Electronic Collection. These titles include all of the products 

and services available on and linked to from GPO Access. 

This total is dramatic evidence of the transition to a more electronic FDLP. The number of 

electronic titles has grown by more than 31,000 so far this year and will continue to expand as 

more content is added to our servers, additional partnerships are achieved, and more titles on 

other sites are bibliographically controlled and linked from our site.

Usage 

GPO Access usage continues to be high, even though we are entering the traditionally slowest time 

of the year. Over 153 million documents have been downloaded from GPO Access since it began 

operation in 1994, with more than 80.5 million downloaded in FY 1998 through May. At the 

current rate, almost 127 million documents will be downloaded in FY 1998, compared to about 46 

million for FY 1997. 

User support contacts have continued to be strong as well. The GPO Access User Support Team is 

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now fully staffed, with eight specialists ready to answer your questions, and planning is underway to 

add more specialists as workload warrants. In mid-May our support hours expanded, running from 

7:00 a.m. to 5:30 p.m. EST. While this increase has proven to be beneficial to our users, volume 

during the extra half-hour has been light. This volume may increase as more users find our about 

the extension and we will continue to monitor these reports to see if additional time is needed. 

What’s New on GPO Access 

There are a number of recent changes to GPO Access that should be noted. The most important 

are: 

 A new shopping cart feature has been added to the Sales Product Catalog (SPC) application. 

With this feature you can order up to 20 Sales products on a single order. These products can 

be selected from either a single search or from multiple searches. There is also an 

opportunity for you to edit your order before submitting it to GPO. These improvements to 

the SPC are just the start of many improvements that are planned to assist you in locating and 

purchasing sales products from GPO. 

 A browseable Table of Contents for the Federal Register, with links to the individual 

documents, is now available and has been receiving a heavy volume of use. User response 

indicates that this was a very useful modification to the application. 

 A new GPO Access Training Manual has been published and will be shipped to depository 

libraries in the near future. A limited number of evaluation copies are also available at our 

booth in the Convention Center. 

 Two new promotional posters for GPO Access have been created. While copies will be 

shipped to depository libraries around the first week in July, copies are also available at our 

booth in the Convention Center. 

 Ways and Means Committee Print 105-7, known as the 1998 Green Book, containing 

background material and data on programs within the jurisdiction of the Committee on Ways 

and Means, is now available on GPO Access. It is accessible through the Ways and Means 

Committee database.

What’s on the Horizon for GPO Access 

As always, work is under way to add more content to GPO Access and to refine access to the 

materials already provided. Some key examples of current efforts are: 

 Building upon the popular success of the new Federal Register browseable table of contents, 

browseable versions of the tables of contents for the individual parts and subparts of the 

Code of Federal Regulations is under development. 

 A cooperative project is underway to enhance CBDNet. GPO is working with Commerce, 

GSA, and NASA to enhance CBDNet to provide the single face for Government 

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procurement called for in the FY 1998 Defense Appropriation Act. These enhancements 

include adding links in notices that will take users directly to all documentation related to a 

given procurement, and enabling users to establish e-mail profiles so that notices matching 

that profile will be sent to them as soon as they are entered into the system. In the future, 

businesses will also have the ability to directly submit their bids to Government through the 

system. Starting with the e-mail profiles, these enhancements should become available in the 

near future. 

 New databases for the House and Senate Journals are under development. These journals 

contain the official minutes of the House and Senate. They record in summary the activities 

of each legislative day and official acts of Congress, broken down into paragraphs. The 

Journals are different from the Congressional Record in that they summarize the events of a 

session as opposed to capturing the debate verbatim. The Journals for 1991 on will be 

included in this application when it is finished.

 An increasing number of congressional committees are requesting that their hearings be 

posted on GPO Access. The number of Senate committees asking that their hearings be 

posted on GPO Access is growing, while only a few House committees have made their 

materials available to date. A study is underway to determine the best user interface to 

provide a central means of accessing these important documents. 

 A site search application for the GPO Access Web site is still under development. When 

ready, it will be prominently displayed on the GPO Access home page. 

 Based on feedback received from focus groups conducted at the Federal Depository Library 

Conference in April, a new GPO Access home page is under development. It can be viewed 

at our booth in the Convention Center. 

I urge you to stop by Booth Number 2771-2773 and see this and other new GPO Access 

offerings. We will be happy to demonstrate any part of GPO Access. We can also provide you 

with promotional materials on what is available in the Sales Program, and as an added bonus, 

LPS personnel will be available to answer questions related to the Federal Depository Library 

Program. 

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[Handout] 

Cataloging Branch Update, June 1998 

PURLS

LPS has established persistent uniform resource locators (PURLs) as a service to assist with 

providing permanent access to the electronic resources listed in Browse Electronic Titles (BETs) via 

cataloging records produced by the Cataloging Branch. Our use of PURLs is made possible by 

OCLC's recent release of enhanced PURL software that includes an integrated URL checker 

application, the ability to machine generate unique, consecutively assigned accession numbers, and 

a basic exceptions report module that identifies broken links. 

Working with OCLC, we have participated in the development of a freely available new release of 

OCLC's PURL software that contains features that are essential for large scale use of PURLs. 

PURLs provides an effective environment for updating broken URLs by providing a seamless 

interface between the user, via a PURL, and the most recent URL. PURLs are of critical 

importance to our efforts to provide continued access to electronic titles. 

PURLS AND CATALOGING OPERATIONS

With a PURLs server environment, which provides for easy maintenance of URLs for association 

with PURLs, we avoid labor intensive work associated with maintaining URLs within bibliographic 

records in both OCLC and our Catalog application on the Web. With PURLs, our catalogers spend 

most of their time producing cataloging records. Without PURLs, our catalogers would spend less 

time in producing records and more time in updating bibliographic records in both OCLC and our 

Web site. 

The 856 field of most records in the Web edition of The Catalog of United States Government 

Publications representing electronic titles posted from January 1998 through the present now 

contain PURLs. PURLs embedded in entries for electronic titles provide the redirect function for 

this application. 

PURLS AND LOCAL CATALOGS

LPS' PURLs application is significant for the many library catalogs that contain URLs. With LPS 

PURLs, libraries will not need to update records locally when URLs change. PURLs are an 

essential component of our efforts to bring bibliographic control to products in the FDLP Electronic 

Collection. 

COLLECTION LEVEL CATALOGING POLICY

We have established a collection level record cataloging policy to provide access to resources 

through the Browse Electronic Titles Web application. This policy has been approved by the ALA 

GODORT Cataloging Committee, is consistent with AACR2 practice, and is consistent with the 

realities that face users when they encounter multiple resources accessible via one electronic title. 

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With this policy, we now have a one-to-one correspondence between an electronic title and a 

catalog record and now have a single PURL associated with both applications. This policy is the 

most recent of our Internet-related cataloging policies and will soon be posted at the Publications 

portion of the FDLP Administration page on GPO Access. Other cataloging policies available at 

this site include policies on modes of access and linking fields. 

CATALOGING ELECTRONIC TITLES

As of June 8, 1998, the Depository Administration Branch has posted 2,959 entries in the Browse 

Electronic Titles application. As of the week of June 1, 1998, 2,792 of these entries had been 

cataloged. Of the 167 titles in the backlog, 70 are monographs and 97 are serials. Application of 

our new collection level record policy is a significant factor in our ability to establish a pace of 

cataloging that closely matches the rate at which entries are posted. With the exception of some 

serials, most electronic titles are cataloged within one week of posting. 

THE CATALOG OF UNITED STATE GOVERNMENT PUBLICATIONS

The Web edition of the Monthly Catalog of United States Government Publications now contains 

more than 100,645 records produced from 1994 through the present. More than 4,202 of these 

records contain URL or PURL data. When broken links are detected, we convert URL data to 

PURLs. When links cannot be re-established, we delete URL/PURL data from records and add a 

note advising users that the resource is no longer available via the Internet. Records are updated in 

OCLC and in the GPO Web application. In addition, these updated records are provided to the 

Cataloging and Distribution Service (CDS) at the Library of Congress for distribution to 

commercial vendors. Librarians encountering records with bad links should advise us using 

<askLPS@gpo.gov>. 

STATUS OF GPO TAPES AND MONTHLY CATALOG PRODUCTS

The Cataloging and Distribution Service of the Library of Congress has distributed GPO cataloging 

data for the 1998 Periodicals Supplement and data for the months of January through May, 1998. 

We expect that CDS will distribute cataloging data to vendors in a far more timely manner than has 

been evident in recent months. 

As of the end of June, selecting libraries have received January and February issues of paper and 

CD-ROM editions of the Monthly Catalog. More recent issues will be distributed in the near future, 

probably within several weeks of each other. 

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[Handout] 

Depository Administration Branch Update, June 1998 

UPDATE CYCLE

The 1999 Item Selection Update Cycle is being conducted electronically on the Web. 

Depository libraries should enter their amendments to selections using the Web site 

“Amendment to Item Selections” on the FDLP Administration page at: 

<http://www.access.gpo.gov/su_docs/dpos/amendment.html>. 

This Web site has been redesigned to make item selection changes as easy and simple as 

possible. Each library will need its depository library number and NEW FDLP INTERNAL 

PASSWORD to submit additions or deletions. All submissions for additions must be made 

during the Update Cycle, open from June 1, 1998 through July 31, 1998. New item selection 

additions become effective October 1, 1998. Deletions may be submitted at any time. 

Libraries without Web access should contact Laurie Hall <lhall@gpo.gov> or Yvonne 

Washington <ywashington@gpo.gov> at (202) 512-1131 or fax (202) 512-0877. 

NEW FDLP PASSWORDS

Each library has been assigned a new, unique password for internal FDLP administrative 

functions. The new internal password was mailed to each library in late May as part of the 1999 

Update Cycle information packet. If a library did not receive a new password or has lost it, 

please contact the Information Processing Unit, via e-mail: <ywashington@gpo.gov>, fax (202) 

512-0877, or phone (202) 512-1131. 

A library’s previously assigned password is not valid for the “Amendments to Item Selections” 

process. Do not destroy the old password! This is now the library’s external password, to be 

used to access databases and services provided by agencies and FDLP partnerships. For 

example, this password is used to access the Environmental Health Information Service database 

at <http://ehis.niehs.nih.gov/>. 

ASKLPS 

On April 6, 1998, LPS began accepting questions from depository library staff and from the 

public via the askLPS service. askLPS is an automated inquiry service to make filing of 

inquiries and directing e-mail to the appropriate LPS staff member easier. The askLPS home 

page is located at <http://www.access.gpo.gov/su_docs/asklps.html>. Questions may also be emailed to <asklps@gpo.gov>. 

Users are encouraged to check the WEBTech Notes and the FAQ & News sections before 

submitting a question to askLPS as the question may already have been researched and the 

answer posted to the database. Inquiries should always include the inquirer’s name, the library’s 

name, and the depository library number, whether they are sent via askLPS, telephone, fax, or 

mail. 

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For the months of April and May, LPS received 5838 inquiries and responded to 5288, leaving a 

balance of 645 inquiries. Although LPS staff strive to answer all askLPS inquiries within ten 

days, it is a challenge to research fugitive documents inquiries within this time frame. Of the 

645 inquiries still on hand, 517 are fax inquiries, most related to questions concerning item 

numbers for documents not received in several years. DAB staff are moving through these 

systematically and posting information in the Administrative Notes Technical Supplement and 

on WEBTech Notes. 

SHIPPING LIST LABEL PROGRAM

In late May through early June most of the services associated with the label program of the 

Enhanced Shipping List Service were unavailable for use because of a computer virus on a 

University of Texas-Arlington computer. The service again became available on June 15, 1998. 

LPS continues to work with the State University of New York, Buffalo and the University of 

Texas-Arlington to improve the processes for this extremely helpful and popular service. 

MICROFICHE DISTRIBUTION

LPS has 15 full-service microfiche contracts. Five different companies provide service under 

these contracts. During the first eight months of FY 1998, LPS has distributed over 16,800 

microfiche titles, which is more than the total distributed during all of FY 1997. There is no 

backlog of paper documents awaiting conversion to microfiche format at this time. 

LPS does have a number of GAO agency-supplied microfiche awaiting duplication and 

distribution to depository libraries. We are working with GAO to determine why so many 

duplicate GAO fiche have been sent for replication and distribution through theFDLP. 

PRODUCT UPDATE

A two disc CD-ROM set will be sent to libraries later this summer to replace volumes 1-81 of the 

Federal Energy Guidelines, FERC Reports (SuDocs E 2.17:, item 0438-C). Libraries will 

continue to receive the FERC Reports in paper format mailed directly from the Federal Energy 

Regulatory Commission’s contractor, CCH. The retrospective 2-disc CD-ROM set will 

supersede the paper volumes. 

The American Community Survey, 1996 in CD-ROM format will be distributed to libraries this 

June under SuDocs class C 3.297:, item 0154-B-14. Survey data on this CD-ROM includes 

easy-to-read profiles of communities and population groups, Summary Tables similar to the 

decennial census Summary Tape Files, and Public Use Microdata for researchers to create their 

own custom tables. 

The TIGER/Line 1997 CD-ROM has been received at GPO. It will be distributed under SuDocs 

C 3.279:, to libraries selecting 0154-E. The last edition of the TIGER/Line was distributed under 

the Department of Transportation, SuDocs TD 1.56/6:, 0982-L-06. 

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[Handout] 

Depository Services Update, June 1998 

OUTREACH

The Fall Depository Library Council meeting will be held in San Diego, California from 

Monday, October 19 through Thursday morning, October 22, 1998. The Handlery Hotel, 950 

Hotel Circle North, San Diego, California 92108 is the site in Mission Valley. A limited number 

of rooms at a special rate of $93.00 per night (single/double) are available to those making 

reservations through September 18. Reserve early by telephoning the hotel on (800) 676-6567 or 

(619) 298-0511. Please specify the Government Printing Office when contacting the hotel. The 

Handlery Hotel will provide complimentary transportation to and from the airport via Cloud 9 

Shuttle Service. The preliminary agenda will be announced in the August 15, 1998 

Administrative Notes. The online registration form for the Council meeting is located at URL: 

<www.access.gpo.gov/su_docs/dpos/counreg.html>. 

The 8th annual Federal Depository Library Conference and Depository Library Council meeting 

is tentatively scheduled for April 12-15, 1999 in the Washington, DC metro area. The Regional 

Librarians meeting is planned for April 11. GPO’s Materials Management staff is working on 

the invitations to bid to area hotels. The preliminary agenda will be announced in the December 

15, 1998 Administrative Notes. 

The 12th annual Interagency Depository Seminar is scheduled for June 2-9, 1999 in Washington, 

DC. The preliminary agenda will be announced in the October 15, 1998 Administrative Notes. 

ADDRESS CHANGES

Depository libraries should advise LPS of any changes in address, personnel, and telephone and 

fax numbers, no matter how small. When the address information is unclear on depository 

shipment labels, the package delivery service charges an additional fee per package to verify the 

correct street address before the shipment can be delivered. When telephone area codes change, 

it is difficult for patrons using the Locate Libraries function on GPO’s Web site, or other 

resources such as U.S. Fax Watch and Federal Depository Library Directory, to contact the 

depository library. 

Using their new internal password, depository libraries may update their directory information 

using the Library Directory module from the FDLP Administration Web page at URL: 

<www.access.gpo.gov/su_docs/dpos/ldirect.html>. 

SELF-STUDIES

In October 1998, depository librarians and their directors whose depository operations were last 

inspected in 1993 will be notified to submit a mandatory self-study. The states include 

California, Florida, Georgia, Illinois, Indiana, Michigan, New Hampshire, New Jersey, New 

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York, Ohio, Pennsylvania, South Dakota, Texas, and Virginia. The due date for the self-studies 

will be January 15, 1999. 

Electronic Service Guidelines 

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

Products,” recently adopted by the Depository Library Council, will be published in the July 15, 

1998 Administrative Notes. It will also be available in the “Publications” area of the FDLP 

Administration Web page. 

Cost Study and Biennial Survey 

The Depository Library Council’s Statistical Measurement Committee has two tasks. One subcommittee will develop questions to elicit basic cost data of being a depository including 

salaries, computer equipment, storage cabinets, purchases of supplementary indexes, databases, 

cataloging and shipping list services, etc. LPS anticipates these cost-related questions being 

incorporated into the 1999 Biennial Survey. A second sub-committee will recommend changes 

in content for the 1999 Biennial Survey. Volunteers from the depository community will be 

working with Council members and GPO on these issues. Preliminary reports will be presented 

at the fall Depository Library Council meeting in San Diego. 

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[Handout] 

Electronic Transition Staff Update, June 1998 

FDLP Electronic Collection Plan 

GPO’s internal review of "Managing the FDLP Electronic Collection: A Policy and Planning 

Document" has been completed, and the paper has been forwarded to the Depository Library 

Council for review and comment. We expect that it will be available on GPO Access for wider 

review and discussion later this summer. 

FDLP Electronic Collections 

www.access.gpo.gov/su_docs/locate.html 

The Department of Energy (DOE)/Office of Scientific and Technical Information (OSTI) 

introduced the depository library version of its electronic dissemination system, "Information 

Bridge," during the April Federal Depository Conference. This gateway will provide a public 

view to the more than 15,000 reports produced by DOE/OSTI annually, with coverage beginning 

with January 1996. During its first month, Information Bridge was a "Pick of the Week" from 

Yahoo!, the Web navigation and indexing site. 

The initial libraries in the FDLP/ERIC Digital Library Pilot Project have received their 

authorizations and passwords and are ready to make public domain ERIC reports available free 

via the OCLC First Search interface. Reports from January 1997 forward, previously provided 

to the FDLP in microfiche, will be converted to TIFF image format and stored at OCLC. This 

pilot will provide the project participants with useful information on managing a large, highdemand electronic collection. The remaining libraries in the pilot group of approximately 300 

will be online in July. 

www.access.gpo.gov/su_docs/dpos/coredocs.html 

GPO's Core Documents of Democracy is one of only two Internet resources included in the May 

1998 Library Journal/ALA Notable Government Documents list. Core Documents is included in 

a site compiled by the G7 (Group of 7 Industrialized Nations) that includes information about the 

U.S. and other democracies. 

www.access.gpo.gov/su_docs/dpos/ec/ 

A new series of pages will bring the FDLP Electronic Collection to the Web. Developed by 

Cynthia Etkin of the Depository Services staff, the site is "Bringing Government Information to 

You,” and is based on components of the Collection. The new pages include full text resources 

from GPO, FDLP partner sites, and other Federal Government agencies. A collection of finding 

tools will assist users in locating tangible electronic products in depository libraries, as well as 

products on other agency sites which GPO identifies, describes, and links. We look forward to your 

comments and suggestions on these new pages. 

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Browse Topics 

www.access.gpo.gov/su_docs/dpos/pathbrws.html 

The initial collection of sites for almost all 160 Topics in the Subject Bibliography-based Browse 

Topics list is now complete. Currently 56 topics are being maintained by volunteers from the 

depository and information communities. Links have been created from Topics to relevant 

Subject Bibliographies. Our goal is to update all Topics on at least a quarterly basis. 

Pathway Indexer 

http://gather.access.gpo.gov/Harvest/brokers/Pathway/query.html 

We are currently maintaining our Pathway Indexer search engine of online Federal Government 

information using the freeware product Harvest and will continue this effort until the 

government-mandated Advanced Search Facility is online. This service indexes well over 

200,000 Web pages from over 1524 different servers. New sites are added to the list on a daily 

basis. 

Recommended Technical Specifications 

www.access.gpo.gov/su_docs/dpos/mintech.html 

The 1998 revision of the recommended specifications for new public access workstations in 

depository libraries is now available in Administrative Notes and on the FDLP Administration 

page. 

Web Activities 

ETS continues to work with other staff from LPS, Electronic Information Dissemination 

Services (EIDS) and GPO's Production Department on a number of Web projects. One project is 

exploring Web claiming and the related issue of electronic shipping lists. The Depository Web 

Site URL Survey (deadline July 31, 1998) has been issued. We will add these URLs to our Web 

directories of depository library information. askLPS, a Web-based inquiry and answer module 

for the depository community to communicate with LPS staff was implemented in April, and so 

far is proving a success. 

Take the LPS Virtual Tour at <www.access.gpo.gov/su_docs/dpos/lpstour.html>. 

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Recommendations and Commendations 

Federal Depository Library Council 

Spring 1998 

RECOMMENDATIONS

1. Service Guidelines 

Council recommends that GPO adopt the "Draft Depository Library Public Service Guidelines 

for Government Information in Electronic Formats" as amended at the spring 1998 Depository 

Library Conference. Council understands that GPO may need to make certain technical 

amendments. 

Rationale: 

The eighteen-month process of creating the Draft Guidelines has provided the entire depository 

library community with adequate time to comment, recommend changes, and dialog with one 

another. These comments and recommendations, as well as those from GPO, resulted in many 

changes to the original draft. It is now time to move forward and finalize the Guidelines. 

2. Biennial Survey 

Council recommends that: 

 GPO formalize and standardize the Biennial Survey; 

 The core elements of the Biennial Survey remain consistent over time; 

 The core elements of the Biennial Survey be compatible with other major 

 Data surveys (e.g., ARL, IPEDS, Public Libraries Data Survey) wherever possible; 

Council and FDLP libraries be consulted on the content of the survey 

 instrument; 

 Experts in survey research be consulted on the methodology of the survey 

 instrument; 

 Council and GPO review the instrument in the intervening years between surveys; 

 New questions to survey be announced with sufficient notice; and, 

 If the Biennial Survey must be used to gather data needed on an occasional or emergency 

basis, those questions be relegated to a special section. 

Rationale: 

Although the Biennial Survey, as it currently exists, has yielded useful information for the GPO, 

the process could also be made useful to depository libraries if the data were tracked over time 

and made compatible with other data collection instruments. The data that are gathered should 

meet the needs of GPO and the FDLP libraries: for FDLP management; for FDLP advocacy; for 

reporting to Congress; for depository library management; for depository library advocacy; and 

for satisfying the requirements of the law. We need to begin to gather data on a consistent and 

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methodologically sound basis. Each data element should be sufficiently defined so that FDLP 

libraries can complete the survey instrument with accuracy and consistency. FDLP libraries 

should have sufficient notice of new data or definitions to allow them to prepare; e.g., if annual 

data are required, the libraries should know at least a year in advance. 

3. Training 

Council recommends that the Public Printer allocate appropriate resources for GPO Access 

training and user support and asks the Public Printer to provide a progress report to Council on 

the GPO Access Learning Center. In addition Council recommends that GPO expand its GPO 

Access hands-on training efforts. 

Rationale: 

The remarkable success of GPO Access as evidenced by the phenomenal growth in its use as 

well as the positive publicity that has appeared in the professional literature demonstrate the need 

for expanding training opportunities. Despite the reality of constrained funding, Council 

reiterates the importance of training and user support in the continuing transition to a more 

electronic Federal Depository Library Program. The entire GPO Access user community 

continues to benefit from the training efforts at conferences as well as on-site training and user 

support. 

4. Processing of Monthly Catalog Tapes 

Council recommends that GPO resolve problems related to the processing of cataloging records 

so that these records are available in a timely manner for the production of GPO's own products 

and for use by libraries. Specifically, Council urges GPO to: 

a) In the short term, intensify the current analysis of tape processing problems within GPO 

and with the Cataloging Distribution Service of the Library of Congress, to ensure that a 

usable product is available promptly each month; 

b) In the longer term, work toward a solution based on modernizing the entire technological 

infrastructure; 

c) Keep the depository library community informed of developments because of the 

importance of these records to the libraries and their users. 

Rationale: 

Cataloging of depository information is an essential function of GPO. In addition, many libraries 

depend on tapes of GPO records for their online catalogs. Delays in the production and 

distribution of these tapes cause serious problems for libraries. 

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5. Frequency of Updating the Superseded List 

Council recommends more frequent updating of the online Superseded List. Council and GPO 

should establish an ongoing committee of depository librarians to evaluate new items for 

retention decisions, with special emphasis on tangible electronic products. 

Rationale: 

The Superseded List is heavily used in depository libraries as a collection management tool. 

More expeditious updating of the list for new information products would greatly assist these 

libraries in the management of their collections. Information about agency policies relating to 

retention of electronic products is especially necessary, since it may be more difficult to ascertain 

from the product in hand. Council believes that GPO is in the best position to determine from 

the publishing agencies their policies and recommendations regarding retention. Regional 

libraries as a group should be encouraged to evaluate new items, in particular new tangible 

electronic products, to make recommendations on retention by some or all Regionals. 

6. Guidance on Retention of Tangible Products 

Council recommends that GPO provide the FDLP community with guidance on retention of 

tangible products that are available in the FDLP Electronic Collection 

Rationale: 

GPO is now providing permanent public access to many Congressional and administrative 

publications through GPO Access. GPO is also developing plans for the FDLP Electronic 

Collection. In light of these developments, depositories are asking whether they may withdraw a 

tangible product and rely on the electronic version as their official depository copy. While the 

electronic collection plan is still under development, it is time to begin the deliberations about 

this complex policy issue. Council will want to work with GPO and regional libraries as the 

requirements of the law are clarified and appropriate guidelines are developed. 

7. Hearings 

Council recommends that GPO work with the Secretary of the Senate and the Clerk of the House 

to encourage more Congressional committees to create electronic files of hearings transcripts, 

and that these be made available through the GPO Access database of Congressional hearings. 

Rationale: 

GPO Access provides online access to important Congressional resources, including the 

Congressional Record, bills, House and Senate Reports and Documents, and other valuable 

Congressional materials. Council applauds efforts by GPO to enhance the GPO Access system 

by creating a database of selected hearings from the 105th Congress (1997) forward and 

encourages further efforts to develop this into a more comprehensive database. 

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8. Congressional Research Service 

Congress is currently considering legislation (S. 1578 and H.R. 3131) that would provide no-fee 

public access through the Internet to issue briefs and reports of the Congressional Research 

Service (CRS). If this legislation is enacted, Council recommends that GPO pursue making 

these important Congressional materials available through GPO Access. 

Rationale: 

CRS Issue Briefs and Reports are an important part of the Congressional decision-making 

process. Council believes that, if this legislation is enacted, these important materials should be 

available to the public through GPO Access. 

9. Z39.50/GILS 

Council recommends that GPO continue to provide an update at Council meetings on its progress 

in implementing Z39.50/GILS compliance for the databases GPO maintains. 

Rationale: 

Council reiterates its concern, expressed in recommendations of October 1997, that GPO remain 

committed to the interoperability of its online services using the ISO 23950 (ANSI Z39.50) 

international search standard and GILS Profile. This particular interface is essential to GPO's 

ability to keep pace with technology evolution in its own information systems, as well as to 

GPO's ability to enable access to information throughout government. 

10. Information Architecture Committee 

Council recommends the formation of a committee to provide expert advice to GPO and Council 

on issues of information architecture in systems operated in support of the FDLP. 

Rationale: 

The complexity of systems supporting the FDLP would be a design challenge under any 

circumstances. The pace of change in information technologies compounds the challenge and 

makes it even more critical to attend to the basics of information architecture, such as the 

interfaces between central and distributed databases or facilities for networked information 

discovery and retrieval. Council and GPO could benefit greatly from an ongoing source of 

architectural advice focused specifically on the FDLP. Council believes such advice could be 

obtained directly from information architecture expertise available among institutions 

participating in the FDLP. The work of such a committee might also generate a greater 

awareness of the FDLP among computer science and networking leaders. 

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COMMENDATIONS

Electronic Service Guidelines 

Council commends Dan Barkley and Ridley Kessler for their extraordinary efforts in the writing 

of the "Draft Depository Library Public Service Guidelines for Government Information in 

Electronic Formats". Their commitment to work on this project with the entire depository 

community and GPO is greatly appreciated. 

Persistent Names for Internet Resources 

Council commends GPO for its active and positive role in assigning and maintaining persistent 

names for cataloged Internet resources. In addition to the challenges of tackling a complex 

technical problem, GPO has demonstrated leadership in accepting the risks associated with 

choosing among competing technologies such as PURLs and DOIs. Council looks forward to 

GPO's continued leadership in this critical area. 

Biennial Survey Data 

Council commends GPO for making the raw data from the 1997 Biennial Survey available for 

downloading from the Federal Bulletin Board. 

Needs & Offers List 

Council commends Kevin Reynolds of the University of the South for his implementation and 

maintenance of the online "Needs and Offers List." This service provides a rich opportunity to 

Federal Depository Libraries to exchange depository publications 

"User-Friendly" Web Site Display Of Catalog Records 

Council commends GPO for developing a new user-friendly default public display of entries in 

the Catalog of U.S. Government Publications, while retaining the MARC display as an option. 

Council believes that the public will more easily understand this descriptive-label display. 

Periodicals Supplement to the Monthly Catalog 

Council commends GPO for resuming publication of the Periodicals Supplement to the Monthly 

Catalog. The recent selection of this title by 990 depository libraries is a clear indication of 

continuing need for this product. 

Department of Energy Information Bridge 

Council commends the GPO and the Department of Energy for providing no-fee public access to 

the Office of Scientific and Technical Information's "Information Bridge" through GPO Access. 

This partnership between a major technical agency and GPO provides a convenient and costeffective successor to the DoE depository microfiche collection.

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AN-v19-#09-7/15/98 

31 

WEBTECH NOTES

ON ASKLPS 

www.access.gpo.gov/su_docs/dpos/webtech.html 

 Cumulative from 1991 

 Searchable by item, class, 

keyword, date 

 Updated weekly 
AN-v19-#09-7/15/98 

Table of Contents

Handling Misdirected Shipments 1 

Special Offer 1998-1 .................................................................................................................... 1 

Request Your 1999 GPO Access Training or Demonstrations .................................................... 2 

LPS Progress Report / Baldwin, ALA, 6/98................................................................................. 8 

GPO Access: Current and Future / Evans, ALA, 6/98 15 

Cataloging Branch Update, June 1998 ....................................................................................... 18 

Depository Administration Branch Update, June 1998 ............................................................. 20 

Depository Services Update, June 1998 .................................................................................... 22 

Electronic Transition Staff Update, June 1998 .......................................................................... 24 

Recommendations, Depository Library Council, 1998, Spring ................................................. 26 

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 

32