Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 25, no. 12-13 GP 3.16/3-2:25/12-13 November 15/December 15, 2004 

HIGHLIGHTS

Spring 

Council 1 

Interagency 

Seminar 2

New SuDocs 

Managers 

 Gassie 3 

 Kimble 4 

Directory

Update 4 

Final Shipping

List Nos. 5 

USGS Map 

Distribution 5 

Digital 

Archiving 6

New Editor for 

Needs & Offers

List: Baier 6 

ConOps

Document 

Distributed 7 

Promotional 

Items 8

5-Year

Retention 10 

MF & Discard 

Lists 11

Award 

Letters 17

Spring 2005 Depository Library Council 

Meeting Scheduled for Albuquerque 

The spring Depository Library Council meeting will be held in 

Albuquerque, NM, at the Sheraton Old Town Hotel, located at 800 Rio 

Grande Blvd., NW in the heart of historic Old Town and approximately 15 

minutes from Albuquerque International Sunport. The meeting will begin 

Sunday, April 17, 2005, starting with registration at 8:00 a.m. until noon, 

and the first session, New Attendees Orientation, begins at 10:00 a.m. and 

ends at noon. The regular schedule will commence that afternoon. The 

meeting will conclude at 12:00 p.m. on Wednesday April 20, 2005. 

The Council meeting is open to everyone and there is no registration fee. 

The meeting provides federal depository library staff, information 

professionals, and all others interested in Federal Government information 

dissemination, the opportunity to stay current with the Federal Depository 

Library Program activities, provide input into the planning process, and 

exchange ideas among colleagues. 

Advance registration is important to provide us the information necessary 

to ensure effective planning to make this meeting productive and enjoyable 

for you. The earlier you register, the more time it allows us to prepare. 

Pre-registration is now available at: 

http://www.gpoaccess.gov/spring_reg.html. 

A block of 150 sleeping rooms is available at the meeting hotel for 

attendees at the government rate of $68.00 per night (plus tax) single or 

double occupancy. This rate will be honored beginning Wednesday, April 

13 through Saturday, April 23, 2005. Reservations must be made by calling 

the hotel directly at 505-843-6300 or toll free at 877-901-7666. Mention 

the U.S. Government Printing Office or the Depository Library Council 

meeting in order to receive the Government rate. Online reservations are 

not accepted for meeting attendees. The hotel does not offer shuttle service 

from the airport, but free parking is available. 

A preliminary agenda is near completion and will be available soon at: 

http://www.access.gpo.gov/su_docs/fdlp/events/spring_council_agenda.

html. 
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Interagency Seminar Scheduled for June 2005 

The 18th Annual Interagency Depository 

Seminar will be held in Washington, DC on 

June 8 through June 15, 2005. The weeklong 

seminar will consist of an overview of 

various agencies' information products and 

activities as they relate to Federal depository 

libraries. Many Federal agencies will make 

presentations at the seminar, including: 

• Bureau of the Census 

• Library of Congress 

• Office of the Federal Register 

• Patent and Trademark Office 

• Government Printing Office 

• and more to be announced. 

At the Interagency Depository Seminar, 

representatives from Federal Government 

agencies showcase their products and 

services. The seminar consists of 

presentations that focus on the content of and 

access to these products and services, 

interspersed with tours and question and 

answer sessions. It offers the opportunity 

both to acquire information and to discuss 

and exchange ideas with colleagues, agency 

representatives, and Information 

Dissemination staff of the Government 

Printing Office. The intended audience is 

documents staff with three years or less of 

recent experience with Federal Government 

documents. 

Attendees with reference or public service 

responsibilities will find these sessions 

particularly useful. Attendance is limited to 

50, so registration preference will be given to 

those outside the Washington, DC area and to 

those who have not previously attended the 

seminar. 

There is no charge for the seminar. However, 

librarians attending the seminar must cover 

their own travel and subsistence expenses, as 

no government funds are available for that 

purpose. 

Registration 

Prospective attendees should complete the 

online registration form at: 

www.gpoaccess.gov/interagency_reg.html 

by March 31, 2005. As there is often a 

waiting list, a helpful hint is to submit the 

registration form to reserve a place first, then 

try to obtain full or partial funding from your 

library administration later. If you wait until 

funding is assured, the limited slots for the 

seminar may be filled. 

If you have any questions about the seminar, 

please contact the Education and 

Development Staff by telephone on (202) 

512-1119; by fax on (202) 512-1432; or by email at <lcummins@gpo.gov>. 

Accommodations

A block of 35 rooms has been reserved for 

seminar participants at the Holiday Inn 

Downtown. The hotel is located at 1155 14th 

Street, NW, Washington, DC 20005, within 

walking distance of the McPherson Square 

Metro Station. Attendees can take the Metro 

subway train from the Washington Reagan 

National Airport to the hotel as well as to 

Union Station, a block from GPO. The 

Library of Congress can be reached by Metro 

or by walking (about twenty minutes) from

GPO. For information about the hotel, see its 

Website at: 

http://www.ichotelsgroup.com/h/d/hi/1/en/hd/

wasdn?irs=null. 

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For a map of the Washington, DC, Metro 

system, see: 

http://www.wmata.com/metrorail/systemmap.

cfm.

Rooms are available at the room rate of 

$119.00 single or double, not including tax. 

If you wish to reserve a room at the Holiday 

Inn Downtown, you should call as soon as 

GPO confirms your seminar reservation. 

Hotel reservations at the Holiday Inn must be 

made no later than May 8, 2005. After that 

date, the Holiday Inn does not guarantee 

room availability or the seminar rate. If you 

choose to make other hotel arrangements, be 

sure the hotel is near a Metro subway stop for 

ease of transportation to and from seminar 

sites. 

To make reservations, call the Holiday Inn 

direct at 202-737-1200. The fax number is 

202-783-5733. Please tell the reservation 

clerk that you are attending the GPO 

Interagency Depository Seminar and quote 

the above room rate. If you are interested in 

sharing a room with another librarian 

attending the seminar, Nick Ellis at GPO will 

try to match up roommates. You may contact 

him by telephone on 202-512-1114 or via 

email at nellis@gpo.gov.

Acquisition and Development Director Hired: 

Lillian Gassie 

Lillian Woon Gassie has joined Information 

Dissemination (Superintendent of 

Documents) as Director of Acquisitions and 

Development, effective November 15, 2004. 

With a background in information systems 

development, knowledge management, 

content aggregation, organization and 

management, Ms. Gassie is well positioned to 

lead GPO’s content acquisition program in an 

environment where more and more 

government documents are self-published and 

released by agencies only in electronic 

format. 

Prior to joining GPO, Ms. Gassie was the 

Senior Systems Librarian at the Naval 

Postgraduate School (NPS), Monterey, 

California where she managed the Systems 

Office of the Dudley Knox Library and was 

Project Manager and later, co-Principal 

Investigator of the NPS Homeland Security 

Digital Library. Ms. Gassie was recognized 

as Federal Librarian of the Year by the 

Federal Library Information Center 

Committee (FLICC) for her innovative 

leadership and professionalism in the 

promotion and development of library and 

information services during fiscal year 2003. 

Ms. Gassie previously worked at the Army

Research Laboratory (ARL)’s Knowledge 

Management Center where she received the 

1999 ARL Award for Customer Service for 

work related to digitization and electronic 

access of ARL technical reports. Ms. Gassie 

has a master’s degree in Library and 

Information Science from the University of

Hawaii at Manoa. 

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Manager for GPO Access Content Development 

Section Appointed: Dr. Robert Kimble 

Bob Kimble has joined Information 

Dissemination (Superintendent of 

Documents) as Supervisory Content 

Development Specialist, Education and 

Development Office, Library and Customer 

Relations Service, effective November 15, 

2004. New to the civil service, Dr. Kimble is 

a retired Marine officer with extensive 

programming and system administration 

experience. He is highly qualified to 

modernize the system for developing content 

for GPO Access and the online bookstore. 

Dr. Kimble comes to GPO from the private 

sector. In late 1999, he co-founded a small 

Internet startup company, iPlicity, based in 

northern Virginia. He and his partners sold 

the company to IceWeb, Inc. in late 2003, 

and he stayed on for several months to help 

with the transition and integration of iPlicity 

technology into the new company. Dr. 

Kimble wrote a good portion of iPlicity’s 

flagship product, a web content management 

system. Consequently, his most recent 

experience directly applies to the challenges 

he faces here at GPO. 

Before iPlicity, Dr. Kimble worked on a 

variety of information systems projects, 

primarily for User Technology Associates of 

Arlington, VA. His principal client while 

there was the Financial Crimes Enforcement 

Network (FinCEN) of the U.S. Treasury 

Department. Dr. Kimble authored a number 

of state-of-the-art information applications, of 

which the Project Gateway query alert system

was the most recent. 

During his Marine Corps career, Dr. Kimble 

logged more than 1500 hours in the Douglas 

A-4 Skyhawk, a small tactical jet bomber 

used extensively by both the Navy and the 

Marine Corps in combat operations 

throughout the Viet Nam war. Dr. Kimble 

also taught undergraduate physics and 

mathematics courses at the U.S. Naval 

Academy in Annapolis, MD. He graduated 

with honors from the Naval Academy, and he 

subsequently graduated from the 

Massachusetts Institute of Technology with a 

Ph.D. in mathematics.

Depository Directory To Be Updated for 2005

GPO will soon be preparing the 2005 paper 

edition of the Federal Depository Library 

Directory. Please take a few moments to 

make sure that your library’s entry is correct. 

If there have been any changes, i.e., library 

name, address, or phone numbers, please 

input those changes online at: 

http://www.access.gpo.gov/su_docs/fdlp/tool

s/2.

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Final Shipping Lists for FY 2004 

Paper: 2004-0278-P 

Separates: 2004-0055-S 

NIMA: 2004-2008-S 

Electronic: 2004-0030-E 

Microfiche: 2004-0548-M 

Cancelled microfiche lists for FY 2004: 

2004-0245-M 

2004-0246-M 

2004-0247-M 

2004-0316-M 

2004-0317-M 

2004-0337-M 

2004-0371-M 

Distribution of USGS Maps Slows Temporarily 

Many depository libraries have noted a 

diminishing number of shipments of USGS 

maps in recent months. This is caused in part 

by the U.S. Geological Survey’s contracting 

with the Federal Aviation Administration to 

print its maps. The FAA, which now does the 

bulk of the map printing for the U.S. 

Government, has a large backlog of items to 

print. Once the FAA has printed the maps, 

they are sent back to the USGS in Denver for 

shipping. Distribution by USGS to 

depositories of the USGS topos and other 

maps is therefore slowing down. 

In addition, the number of USGS geology 

(thematic) maps has dropped dramatically. 

The GQ and I series have been discontinued. 

Also, the MF series has been available 

exclusively on the web for the last few years 

and is no longer printed. 

GPO is stepping up its efforts to identify and 

catalog additional online maps and other 

geospacial online information. 

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Digital Archiving through Bibliographic Control 

Begins in November 

The Office of Bibliographic Services (OBS) 

began the full implementation of the OCLC 

Digital Archive System in November, 

enhancing our existing archiving activities. 

Beginning in 2002, staff from Superintendent 

of Documents worked with OCLC and other 

partners to develop a set of tools and services 

for digital archiving. The tools harvest 

content, create preservation metadata, and 

place the harvested objects in a secure, 

managed storage environment. OBS shortterm plans are to manage and store 

monographs from a wide variety of agencies 

using this new archiving tool. 

In preparing for the November roll-out, 

Bibliographic Control librarians processed 34 

monographs using the Digital Archive 

System. Librarians create a full MARC 

record for the item, harvest the digital object, 

and create Dublin core metadata. 

Access to the digital object will be through 

the PURL, which resides in the MARC 

bibliographic record. PURLS will be directly 

linked to the OCLC Digital Archive, not 

routed to the agency web site. Users will be 

able to identify which electronic objects have

been harvested and stored in the Digital 

Archive by the presentation of an interim

page which gives brief information about the 

date/time the item was archived. OCLC 

refers to the interim page as “Object 

Associated with Page”, but to retrieve the 

interim page at the top, it reads: “Query 

Result Page.” For an example, see: 

http://purl.access.gpo.gov/GPO/LPS11163

Needs & Offers List’s Bill Gordon Moves On 

Brian Baier Becomes New Editor 

Bill Gordon has notified GPO that he has new 

duties at the University of North Dakota and 

will no longer serve as editor of the National 

Needs and Offers List. Superintendent of 

Documents Judy Russell has thanked him on 

behalf of the Federal Depository Library 

Program for his innovative work with the list 

since 2001. Mr. Gordon made many 

enhancements to the online list, creating userfriendly forms and an alert system. His efforts 

have been highly effective and valuable to 

depository libraries nationwide and have 

helped make U.S. government information 

available to the public. 

The Needs and Offers List is a tool used by 

depository librarians for collection 

development purposes, in which selective 

depositories seeking to dispose of 

publications withdrawn from their collections 

may place publications with other 

depositories. It may be accessed at 

http://www.und.edu/fdlp/.

The University of North Dakota will maintain 

the list until July 2005 under the direction of 

the new editor, Brian Baier. He may be 

reached at: brianbaier@mail.und.nodak.edu. 

GPO is examining its resources for 

maintaining the list in-house after July 2005

6 
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Concept of Operations Document 

Distributed to All Libraries 

The Concept of Operations (ConOps V 1.0) 

for the Future Digital Systems has been 

distributed to all libraries in the FDLP. The 

companion summary document was mailed 

Monday, November 24, 2004. 

The main report is available online at: 

http://www.access.gpo.gov/su_docs/fdlp/tool

s/ConOps_1004.pdf 

For the summary, see: 

http://www.access.gpo.gov/su_docs/fdlp/tool

s/Conops_Summary.pdf 

Distribution Information: 

Main report 

Class: GP 1.2:D 56 

Item no.: 0556-C 

Shipping list number: 2005-0034-P 

Shipping list date: Nov. 12, 2004 

Summary document: 

Class: GP 1.2:D 56/SUM. 

Item no.: 0556-C 

Shipping List number: 2005-0043-P 

Shipping List date: Nov. 26, 2004 

The Concept of Operations was presented by 

Mike Wash, Chief Technical Officer, Office 

of Innovation and New Technology at the 

Fall Federal Library Conference and 

Depository Library Council Meeting, October 

17 - 20, 2004. 

From the Preface: 

“The proposed Future Digital System will 

ingest, preserve, and provide access to the 

information produced by the U.S. 

Government--including information produced 

by all three branches of Government--and to 

the material currently in the custody of the 

Government Printing Office (GPO). The 

proposed system is envisioned as a 

comprehensive, systematic and dynamic 

means for preserving any kind of content, 

independent of specific hardware and/or 

software. The system will enable GPO 

customers to obtain hard copy publications 

and to electronically access the content they 

want, and it will enable GPO to deliver that

content in the formats its customers desire. 

The system should automate many of the 

content lifecycle processes and make it easier 

to deliver the content in formats suited to the 

needs of GPO customers.” 

7 
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Free Depository Library Promotional Items 

Available 

A variety of free promotional items for 

depository libraries are just a click away, at 

http://www.access.gpo.gov/su_docs/fdlp/pr/o

rder.html. The 25 items listed below are 

suitable for many different uses: instruction; 

signage; promotion of the depository 

collection to the media, administrators, and 

visitors, and to add to anniversary 

celebrations. They can enhance all your 

depository public relations opportunities, and 

they’re free! 

To navigate to the site from the GPO home

page at www.gpo.gov, click on the following 

choices: 

GPO Access > Federal Depository Libraries 

> FDLP Desktop > Depository 

Management > Promotion of Depository > 

Order Promotion Materials 

Fill out the easy-to-use online order form, and 

the Marketing staff will be happy to send the 

items you choose. 

Depository Library Promotional Items 

1. Bookmark (50/package) 

2. Classification Chart [SuDocs, laminated poster] 

3. Depository Door/Window Decals [glue on BACK] 

4. Depository Door/Window Decals [glue on FRONT] 

5. FDLP Presentation Folder (50/package) 

6. Electronic Depository Decal [glue on BACK]

7. Electronic Depository Decal [glue on FRONT] 

8. Federal Publication Stickers (500/roll) 

9. Local Access: Make the Connection at a Federal Depository Library (brochure) 

(50/package) 

10. Hardboard Depository Logo Sign 

11. Big Poster (26" x 33 5/8") 

"U.S. Government Information: Make the Connection at a Federal Depository Library." 

12. Small poster (8 1/2" x 11") 

"U.S. Government Information: Make the Connection at a Federal Depository Library." 

(25/package) 

13. Ben's Guide to U.S. Government for Kids (brochure) (50/package) 

14. U.S. Government Online Bookstore (brochure) (50/package) 

15. User's Guide to The U.S. Government Bookstore (brochure) (50/package) 

16. GPO Access (brochure) and Stat-USA (insert) (50/package) 

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17. GPO Access Finding Aids (brochure) (50/package) 

18. Tracking Regulations Using GPO Access (brochure) (50/package) 

19. Tracking Legislation Using GPO Access (brochure) (50/package) 

20. Public Service Articles (2) (Camera Ready Copy) 

[actual size - Sample 1: 4 5/8 " x 9 1/2"; Sample 2: 4 1/2 " x 8 "] 

21. Public Service Articles (CD-ROM)

22. Public Service Radio Spot (CD-ROM)

23. Happy Anniversary Federal Depository Library - Post Card (50/package) 

24. Happy Anniversary Federal Depository Library - Letterhead (50/package) 

25. Happy Anniversary Federal Depository Library - Notepad (8 pads/package)

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10 

5-Year Retention Policy 

Recommendations Developed 

In 2004, the Superintendent of Documents 

convened an Ad Hoc Committee to Define 

Criteria for Disposal Prior to a 5 Year 

Retention. The Committee was charged with 

developing guidelines that would support 

implementation of a proposed amendment to 

the 44 USC 1911 and 1912, which would 

remove the mandates for selective depository 

libraries to retain all tangible depository items 

for a minimum of 5 years. The guidelines 

were intended to define criteria to be issued 

by the Superintendent of Documents for 

disposition of materials prior to the 5-year 

requirement if the legislative change was 

enacted. Although the amendment was not 

enacted, the recommendations of the Ad Hoc 

Committee are being utilized in a review of 

changes that could be made within the current 

statutory limitations. The reports are available 

at: 

http://www.access.gpo.gov/su_docs/fdlp/colldev/index.html#procedures. 

AdHoc Committee Charge 

http://www.access.gpo.gov/su_docs/fdlp/coll-dev/ad_hoc_charge.pdf

AdHoc Committee Cover Letter 

http://www.access.gpo.gov/su_docs/fdlp/coll-dev/ad_hoc_cover.pdf 

AdHoc Committee Report 

http://www.access.gpo.gov/su_docs/fdlp/coll-dev/ad_hoc_report.pdf 

GPO Response to Report 

http://www.access.gpo.gov/su_docs/fdlp/coll-dev/adhoc_gpo_response.pdf 
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1995 Memorandum On Eliminating Microfiche 

From Future Discard Lists

At its fall meeting in October 2003, the 

Depository Library Council identified a 

number of services/added benefits that GPO 

could provide to encourage depositories to 

remain in the Federal Depository Library 

Program. A report, titled Incentives 

Document, Progress Report: How’s the 

Carrot Crop Doing? October 2004, and 

located at 

http://www.access.gpo.gov/su_docs/fdlp/stay

withtheprogram.html, summarizes 

developments and progress to date. One of 

the Council requests asked GPO to publish a 

memorandum concerning discard lists. The 

request, the GPO response, and the 

memorandum are reprinted below. 

Publish, in Administrative Notes, the 1995 memorandum on eliminating microfiche 

from future discard lists.

The 1995 memorandum on eliminating microfiche form future discard lists will be printed in

the next edition of Administrative Notes. Many of the recommendations from this memo were 

incorporated into the 2000 revision of the Instructions to Depository Libraries. In Chapter 9 

(Regional Services) section C Publication Disposal Process, regional depositories are given 

the option to “exempt specific categories or formats from the disposal listing requirement.” 

The regional is given the discretion to decide what those categories or formats should be, 

taking into consideration the collections in their state or region. 

UNITED STATES GOVERNMENT MEMORANDUM 

DATE: 4/7/95 

REPLY TO ATTN OF: Chief, Depository Services 

SUBJECT: Implementation of Disposition Policies 

TO: Regional librarians 

Background: 

Under 44 U.S.C. §1912, "regional depositories may permit depository libraries, 

within the areas served by them, to dispose of Government publications which 

they have retained for five years after first offering them to other 

depository libraries within their area, then to other libraries." 

Regional libraries were created under the Depository Act of 1962. While GPO 

expected that each regional depository issue written guidelines for discard to 

the selective depositories under their jurisdiction, the first documented 

guidance appeared in the 1974 Instructions to Depository Libraries. The 

language in these Instructions drew heavily from recommendations of the 

Depository Library Council to the Public Printer. The Guidelines for the 

Depository Library System, section 12, outlined responsibilities of the 

regionals as well. 

11 
AN-v25-#12-13-12/15/04

12 

Current Procedure: 

Regional depositories require every selective depository to exhaustively list 

each document they are discarding including SuDoc number, title, and date per 

the Instructions. Many regionals also require depositories to number the 

lists. In conjunction with State Plans, some have implemented weeding 

schedules and only evaluate certain categories of documents during specific 

months. Many receive the lists electronically as well. 

Regionals are expected to cull any documents missing from their own permanent 

collection in order to create a comprehensive one. This is particularly 

important for younger libraries designated regionals. 

After regional library review, the lists are distributed to other libraries in 

the state and the materials can also be offered to depositories nationwide. 

Once this procedure is completed, the discarding depository can offer any 

remaining documents to non-depository libraries or recycle them. 

Problem: 

This procedure is onerous for depositories. Compiling the lists of materials 

is labor intensive. It is difficult to find space for storing documents to be 

discarded for months until the lengthy procedure is completed. 

Recommended Solutions: 

1. Grant regional depositories greater flexibility, more latitude, and more 

discretion in the weeding process. The Instructions (1992) already state that 

"[T]he regional library should issue these special instructions with the 

concurrence of the Superintendent of Documents." 

2. Allow regional depositories to permit discard of materials by visiting the 

library and "eyeballing" the items offered rather than requiring lists. 

3. Allow regionals to issue "needs" lists in lieu of the "offers" procedure 

now in place. States in which libraries cooperate can create a union "needs" 

list for the state. Electronic communication can make this procedure very 

efficient. 

4. Encourage regionals to follow the already approved "Cornwell method" for 

discarding microfiche [see attachment 1]. 

5. Allow regionals to list documents that (a) must always be listed and (b) 

should never be listed on disposal lists. 

6. Create a list of "automatic discards" as part of the Superseded List that 

can be weeded after 5 years without listing. 

In his memo of April 4, 1995 [see attachment 2], GPO's General Counsel stated 

that "[T]he six-point procedure ...does not conflict with the controlling 

provisions of Title 44 as cited above. ...the manner by which this is 

accomplished would remain a programmatic decision for the Superintendent of 

Documents to make in consultation with regional and other depositories so 

affected. The inclusion of the newly agreed-upon and newly- adopted procedures 

in the Instructions to Depository Libraries or other advisory document also 

would be a decision for the Superintendent of Documents." 
AN-v25-#12-13-12/15/04

13 

If you have any questions, please contact me by telephone on 512-1119; by fax 

on (202) 512-1432; or by e-mail at <inspect@access.digex.net>. 

SHEILA M. McGARR 

Attachment 1

February 1, 1993 

Gary Cornwell 

Government Documents 

University Libraries 

University of Florida 

Gainesville, FL 32611 

Dear Gary: 

Thank you for your memorandum of January 8 eliciting comments and advice 

regarding a proposed discard policy for Florida depository libraries. I have 

taken this matter up with the members of the Library Programs Service 

Inspection Team for review. These are our conclusions: 

Under provision of 44 ~ 1912, "libraries designated as regional depositories 

may permit depository libraries, within the areas served by them to dispose of 

Government publications which they have retained for five years after first 

offering them to other depository libraries within their area." 

The Instructions to Depository Libraries states, “The principle responsibility 

of a regional depository library is to ensure the comprehensiveness and 

integrity of the States' or region's depository resources.” 

GPO advises the regional depository to pursue the following strategy: 

1) Carefully define those areas of Federal information need within the purview 

of the selectives in Florida. This can be done by collecting the collection 

development policies in the area. 

2) Authorize disposal based upon an analysis of the collection development 

policies of the libraries. The regional may find that it does wish to 

authorize disposal of certain categories of material in certain areas of the 

state. 

3) Remain alert to staff changes in selective depositories in the region and 

insure that no bad advice is passed from one local depository staff to 

another. 

Obviously, the purpose in doing this is to ascertain that the State is 

adequately served for Federal documents. How this is accomplished is the 

responsibility of the regional depository. 

It is the view of GPO that the regional may legally authorize disposal of the 

material as suggested after the mandatory five-year retention period. GPO 

finds this policy generally acceptable, as long as the comprehensiveness and 
AN-v25-#12-13-12/15/04

14 

integrity of the region's Federal depository resources are guaranteed. 

Consequently, GPO would appreciate the regional's response on how meeting this 

requirement would be accomplished. 

GPO is aware of the financial exigency facing depository libraries, and 

appreciates the effort the regional depository is taking to relieve selectives 

of some of the administrative tasks of documents librarianship. However, GPO 

advises the regional to proceed cautiously with this policy. Although the 

Directory will be issued biennially, there is a concern at GPO that the 

institutionalization of the discard process as described may become accepted 

and common practice among the selectives in its jurisdiction. This could 

foster a misunderstanding among selectives about the legal requirements for 

disposal. The concern is based on the presumption that once a library has 

regularly discarded the material, it may be difficult to re-instate disposal 

policies more commonly practiced among regional depositories and more in line 

with the requirements of the Instructions. Such procedures as the one proposed 

are easily inherited among depository staff and could lead to problems of 

illegal disposal of the documents. GPO would hate to see entire microfiche 

collections in the region served by University of Florida to be "Zuckered." 

If I can be of any further assistance to you about this matter, please do not 

hesitate to contact me at (202) 512-1119. 

Sincerely, 

SHEILA M. McGARR 

Chief, Depository Services 
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THE UNIVERSITY OF FLORIDA 

The University Libraries 

GAINESVILLE, FLORIDA 32611 

January 8, 1993 

MEMO TO: Shelia McGarr 

FROM: Gary Cornwell 

RE: Disposition of Microfiche 

The University of Florida libraries are in the process of revising our 

biennial Directory of Federal Document Depositories and Resource Information 

for F1orida and the Caribbean. A major section of the directory is our 

Instructions to selective depositories for preparing disposition lists. 

As the regional for Florida and the Caribbean, we are seeking GPO’s approval 

to allow selective depositories in our region to discard microfiche without 

offering it on disposition lists. Currently, selectives in our region are 

devoting considerable staff time to the preparation of these lists which we as 

the regional are essentially not even reviewing. (Nor are the other selectives 

in our region.) It is our policy to supply all libraries in our region with 

fiche copies of depository documents at no charge. Those documents which we 

are occasionally missing are easily obtained and copied for our collection on 

an "as identified" basis. Given the staff and budgetary problems affecting 

virtually every library in our region, it seems much more prudent for 

available staff to spend their time servicing their depository collections 

rather than preparing these lists. 

If approved, it would be our policy to: 

1) Allow selective depositories in our region to discard microfiche copies of 

depository documents after they have been retained for 5 years without 

offering them on disposition lists. 

2) Libraries discarding large runs or sets of microfiche documents, such as 

DOE microfiche, must receive permission from the regional before discarding. 

The regional would reserve the right to require selectives to prepare 

disposition lists for this or any other type of material. 

3) The regional would continue to supply all libraries within our region with 

microfiche copies of depository documents at no charge. 

4) The regional would supply selective depositories in our region with claim 

copies of depository documents whenever possible. 

5) The regional would continue to obtain replacement copies of missing 

microfiche as needed. 

6) Selective depositories would continue to prepare disposition lists for 

paper depository documents as directed in our instructions to depository 

libraries. 

I realize that you continue to be the bearer of many hats, but I hope that 

this request can be easily and expeditiously resolved so that we might proceed 

with the publication of our "Directory." Thanks in advance for your help and 

support. 

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Attachment 2

GOVERNMENT PRINTING OFFICE 

memorandum 

DATE: April 4, 1995 

REPLY TO 

ATTN OF: General Counsel 

SUBJECT: Implementation of Disposition Policies for Depository Library 

Publications 

TO: Chief, Depository Services 

This responds to your memorandum to me dated March 27,1995, concerning the 

statutory requirements and procedures for the disposition of Government 

publications distributed by GPO to Federal depository libraries. Specifically, 

you have asked this office to review a six-point plan developed by Depository 

Services, which is designed to facilitate the disposal of Federal documents by 

depository libraries in a manner that would prove less cumbersome to the 

individual libraries while at the same time insuring full compliance with the 

applicable provisions of Title 44, United States Code. 

Depository libraries which are served by regionals must retain for 5 years all 

publications selected and received through the Depository Library Program. 44 

U.S.C. § 1911 (1976). As stated in your memorandum to me, Section 1912 of 

Title 44 authorizes regional depositories to "permit depository libraries, 

within the areas served by them, to dispose of Government publications which 

they have retained for 5 years after first offering them to other depository 

libraries within their area, then to other libraries." Of course, the rule for 

regional depositories is far more prohibitive in that Section 19-12 requires 

them to accept and retain, on a permanent basis, copies of all Government 

publications "(except those authorized to be discarded by the Superintendent 

of Documents)." 

The six-point procedure outlined in your March 27 memorandum does not conflict 

with the controlling provisions of Title 44 as cited above. Provided the 

individual depositories retain their Federal collection for at least 5 years 

and dispose of eligible documents (with the permission of their regionals) 

only after making them available to other depositories and then to any other 

libraries in their region, the manner by which this is accomplished would 

remain a programmatic decision for the Superintendent of Documents to make in 

consultation with regional and other depository libraries so affected. The 

inclusion of the agreed-upon and newly-adopted procedures in the Instructions 

to Depository Libraries or other advisory document also would be a decision 

for the Superintendent of Documents. 

You have requested a meeting with me to discuss your memorandum and my 

response on this matter. Should you believe that a meeting is still necessary, 

feel free to contact me on 20033 to schedule a time prior to next week's 

Depository Library Conference. 

ANTHONY J. ZAGAMI 

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Federal Depository Library of the Year Award 

Documents 

http://www.access.gpo.gov/su_docs/fdlp/fdlofyear/04.html 

Transcript of U.S. Senator Gordon Smith's congratulatory video to the Lenn 

and Dixie Hannon Library for receiving the 2004 Federal Depository Library 

of the Year Award from the Government Printing Office 

[U.S. Senator Gordon Smith speaking to the 

camera from his office] 

I'm Senator Gordon Smith and I'm happy to 

congratulate the staff of the Lenn and Dixie 

Hannon Library at the Southern Oregon 

University on its receipt of the Federal 

Depository Library of the Year award. The 

GPO selected the Hannon Library for this 

award because it exemplifies one of the most 

vital trends in Government, the need to make 

Government Information fully available 

through the use of digital media. The 

Southern Oregon digital archive is a valuable 

collection, and without the efforts of the 

Hannon Library it may not be available for 

the scholars and the general public. In 

addition to modernizing its collection, the 

Library staff is also making every effort to 

preserve its historic collection of printed 

Government documents so that future 

generations can use the original materials as 

well as have access to the digital versions. 

The commitment to the traditional values of

public service through comprehensive 

research training, promotion of the 

Government Depository and the digital 

archive, and cooperative efforts with other 

Oregon libraries ensures that the public can 

use these wonderful resources to the 

maximum. So on behalf of the people of 

Oregon, and the United States Senate, I 

congratulate the Hannon Library on being the 

Federal Depository Library of the Year, and I 

commend the GPO for acknowledging the 

work of the Library and its dedicated staff. 

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Congratulatory Letter from Oregon U.S. Senator Ron Wyden 

September 30, 2004 

Hannon Library 

1250 Siskiyou Blvd. 

Ashland, OR 97520-5010 

Dear Friends: 

Congratulations on being named the Federal 

Depository Library of the Year by the Federal 

Depository Library Program. This is a 

prestigious honor that dates back to Thomas 

Jefferson and you must be very proud. 

Southern Oregon University has greatly 

benefited from Hannon Library's 

achievements. Achievements such as the 

Digital Archives project, classes teaching use 

of the Government documents to 

undergraduates, and the relocation of the 

Government Documents collection to the 

main floor. These accomplishments help 

ensure that students, and the community, 

have the accessibility and the knowledge to 

use Hannon Library's vast resources. 

Congratulations again on your remarkable 

achievement. Libraries are the cornerstones 

of communities and I am so happy that this 

one is in such good hands. Best wishes for 

your continued success. 

Sincerely, 

RON WYDEN 

United States Senator

Congratulatory Letter from Theodore R. Kulongoski, Governor of Oregon 

October 15, 2004 

Elisabeth Zinser 

President 

Southern Oregon University 

1250 Siskiyou Boulevard 

Ashland, OR 97520 

Dear President Zinser: 

Being selected from over 1,200 libraries 

nationwide as the 2004 Federal Depository 

Library of the Year by the United States 

Government Printing Office (USGPO) is 

truly a grand honor. Congratulations to you 

and all of your staff involved in making the 

Lenn and Dixie Hannon Library at Southern 

Oregon University such a recognized national 

leader in providing access to government 

information. 

The passion and productivity of the SOU 

library is demonstrated by several of its 

outstanding initiatives that garnered the 

attention of the USGPO. Among the SOU 

Library's innovative strategies were: the 

Digital Archives project; teaching classes on 

the use of governmental materials; and 

making government documents more readily 

available to the public. 

Through this award for its library, Southern 

Oregon University has again shown that it is 

not only an outstanding regional educational 

institution, but also a recognized national 

leader in serving its students, its 

communities, and the state. On behalf of a 

grateful state, please accept my

congratulations and best wishes as you 

rightfully celebrate this prestigious award to 

the Lenn and Dixie Hannon Library at SOU. 

Sincerely, 

Theodore R. Kulongoski 

Governor

18 
Letter from Elisabeth Zinser, President of Southern Oregon University, to 

Bruce James, Public Printer 

October 14, 2004 

The Honorable Bruce James 

Public Printer of the United States 

U. S. Government Printing Office 

732 N. Capitol Street NW 

Washington, DC 20401 

Dear Mr. James: 

It is a great honor to Southern Oregon 

University and the Lenn and Dixie Hannon 

Library to be awarded the Federal Depository 

Library of the Year Award from the United 

States Government Printing Office. We are 

immensely grateful to you for this honor. It is 

a perfect capstone on the achievements of our 

digitalization project and a wonderful 

launching pad for our "Library of the Year" 

program for 2005 as we complete the 

magnificent renovation and expansion of our 

Library. 

Southern Oregon University benefits greatly 

by the partnership our Library has developed 

with your Agency. You are a partner in 

making government documents available for 

citizen understanding, business development, 

scholarly work, and student learning. 

Thank you very much for your deep and 

enduring contributions to our Library's 

programs and to the University as a whole. I 

wish very much that I could be there for the 

award ceremony, but am sure that Senator 

Lenn Hannon, Professor Deborah Hollens, 

and distinguished SOU alumni from the 

beltway community will represent us well. 

With deep respect and gratitude, 

Elisabeth Zinser 

President 
AN-v25-#12-13-12/15/04

Table of Contents 

Depository Library Council Meeting, 2005, Spring, Scheduled for Albuquerque....................... 1 

Interagency Seminar Scheduled for June 2005............................................................................. 2 

Acquisition and Development Director Hired: Lillian Gassie...................................................... 3 

Manager for GPO Access Content Development Section Appointed: Dr. Robert Kimble .......... 4 

Depository Directory To Be Updated for 2005 ............................................................................ 4 

Final Shipping Lists for FY 2004 ................................................................................................. 5 

Distribution of USGS Maps Slows Temporarily.......................................................................... 5 

Digital Archiving through Bibliographic Control Begins in November ...................................... 6 

Needs & Offers List’s Bill Gordon Moves On: Brian Baier Becomes New Editor ..................... 6 

Concept of Operations Document Distributed to All Libraries.................................................... 7 

Free Depository Library Promotional Items Available ................................................................ 8 

5-Year Retention Policy Recommendations Developed............................................................. 10 

1995 Memorandum On Eliminating Microfiche From Future Discard Lists............................. 11 

Federal Depository Library of the Year Award Documents....................................................... 17 

Administrative Notes Cumulative Table of Contents 

http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/adnotes_toc.pdf 

Updated with each issue 

Searchable by keyword 

Administrative Notes is published in Washington, DC by the Superintendent of Documents, 

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: Administrative Notes 

U.S. Government Printing Office

 Stop IDED 

Washington, DC 20401 

Internet access at: http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html 

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