Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 20, no. 09 GP 3.16/3-2:20/09 May 15, 1999 

Technical Supplement To Be Discontinued in Paper 

In October 1998, the Depository Library Council to the Public Printer made a recommendation 

to discontinue or consolidate “traditional” LPS products in tangible formats. As the Council 

noted, frequently updated online tools are more useful than print editions that are often dated by 

the time they are printed and distributed. LPS has begun implementing this recommendation by 

changing the List of Classes from quarterly to semiannual and reducing the number of copies 

distributed free of charge to each depository from two to one. 

Effective December 31, 1999, LPS will discontinue the paper edition of Administrative Notes 

Technical Supplement. The Technical Supplement (item 0556-C, GP 3.16:3/3:) will continue to 

be available for download from the Federal Bulletin Board at <http://fedbbs.access.gpo.gov/ 

libs/webtechn.htm> or as a searchable database at <http://www.access.gpo.gov/su_docs/dpos/ 

webtech.html>. 

This change does not apply to Administrative Notes (item 0556-C, GP 3.16/3:3-2:), which will 

continue to be distributed in paper format to all libraries. Please make any comments to Robin 

Haun-Mohamed, Chief, Depository Administration Branch, by phone at (202) 512-1071 or by 

e-mail at <rhaun-mohamed@gpo.gov>. 

New FDLP Brochure Distributed 

A new brochure entitled "Keeping America Informed" for promoting the Federal Depository 

Library Program was distributed recently. All depository libraries have received a shrink 

wrapped packet containing 100 flyers on shipping list 99-0221-P dated 5/3/99, item number 

0556-C, SuDocs class number GP 3.2:IN 3. 

The stock number is 021-700-00534-9. Additional packets of 100 can be obtained at no cost by 

contacting: 

Charles Goodspeed 

Promotion & Advertising (SM) 

U.S. Government Printing Office 

Washington, DC 20401 

Phone: (202) 512-1709 

Fax: (202) 512-1656 
AN-v20-#09-5/15/99 

Item Lister and UnionL Now Updated Weekly 

Item Lister, at <www.access.gpo.gov/su_docs/dpos/itemlist.html>, and UnionL (the companion 

files of Item Lister data for all depositories) on the Federal Bulletin Board at <http://fedbbs. 

access.gpo.gov/libs/unionl.htm>, are now updated weekly. 

Item Lister/UnionL data files will be downloaded from GPO's mainframe computer each 

Thursday evening, and uploaded each Friday to the Web and Federal Bulletin Board to update 

Item Lister and UnionL. 

Documents librarians are strongly encouraged to check item number drops made using the 

Amendment of Item Selections application at <www.access.gpo.gov/su_docs/dpos/ 

amendment.html>, by reviewing the Item Lister. Drops made from Friday through 6:00 p.m. on 

the following Thursday should show up in the subsequent Friday's Item Lister files. 

If your library’s deselections are not reflected in Item Lister, please contact Joe Paskoski 

(jpaskoski@gpo.gov; phone (202) 512-1698; fax: (202) 512-1432), and forward a copy 

(preferably by e-mail or by fax) of the Web page or e-mail confirmation you received for your 

dropped item numbers. 

FDLP Guidelines on Substituting Electronic for 

Tangible Versions of Depository Publications 

Background 

At its spring 1998 meeting, the Depository Library Council asked GPO to provide guidance on 

retention of tangible publications that are also available in the FDLP Electronic Collection. In 

response to the Library Programs Service’s (LPS) request, GPO’s General Counsel issued a 

memorandum opinion in the fall of 1998 concerning the legality of withdrawing tangible formats 

and replacing them with on-line electronic equivalent versions. 

The following guidelines are based on this opinion, the 1984 formal opinion regarding 

commercial on-line equivalents of depository publications, and the 1985 memorandum opinion 

regarding substituting microfiche for print versions. 

Discussion 

In 1993, Congress passed the GPO Electronic Information Access Enhancement Act, P.L. 103-

40, whereby it expressed its clear intent for GPO to use electronic technology to make 

Government information more accessible to the greatest number of people. This objective is 

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stated in the 1996 Study to Identify Measures Necessary for a Successful Transition to a More 

Electronic Federal Depository Library Program. 

Substitution Criteria 

A depository is permitted to replace tangible versions with electronic equivalents provided the 

electronic version is complete, official, and permanently accessible. GPO Access databases on 

the List of Official GPO Databases that May Be Substituted for Tangible FDLP Products meet 

these requirements. 

In keeping with the free access provisions of the FDLP, as required by law, Government 

information in electronic form must be free of charge to the user. 

Retention of substituted materials must follow retention rules for the given depository. For 

example, a selective depository may substitute materials if held less than 5 years, must offer the 

tangible products to the Regional, and must receive the Regional’s permission to dispose of the 

tangible material. If permission is not granted, the selective must keep the tangible material but 

may apply at a later date for approval to dispose of the tangible products. If permission is 

granted, the tangible materials must be offered to the Regional and other selectives through 

disposal lists, Needs and Offers, etc., as is the practice for materials older than 5 years. 

Tangible products appearing in the Superseded List that are substituted with an electronic 

equivalent may be superseded in the normal fashion provided they are included on the List of 

Official GPO Databases that May Be Substituted for Tangible FDLP Products. Libraries are 

encouraged to offer significant superseded sets on disposal lists, Needs and Offers, etc. No 

library is required to substitute electronic versions for paper, microfiche, CD-ROM, etc. 

Electronic Collection

A key component of an electronic FDLP is the establishment of the FDLP Electronic Collection. 

GPO Access full-text databases comprise a significant portion of the FDLP Electronic 

Collection. GPO assumes the responsibility for determining that the GPO Access electronic 

version is the equivalent of a tangible version. It is these full-text official electronic versions on 

the List of Official GPO Databases that May Be Substituted for Tangible FDLP Products which 

depository libraries may substitute for tangible (print, microfiche and compact disc) versions. 

Detailed information about Managing the FDLP Electronic Collection: A Policy and Planning 

Document can be found in the hardcopy publication at SuDocs class number GP 3.2:C 68 or 

<www.access.gpo.gov/su_docs/dpos/ecplan.htm>. 

Guidelines for Implementation 

Depository librarians should use professional judgement and consider patron characteristics, 

usage patterns, community needs, research requirements, and collection development policy 

when determining if electronic-only access is best suited for a given title. Issues to consider 

include: 

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 Is the title better suited in another format? 

 What is its scope, purpose and intended audience? 

 Is the title authoritative? 

 What is the date range or coverage? 

 Is the information time sensitive? 

 Is the title's electronic presentation comparable to the tangible version? 

Electronic-only information may require more staff time to learn, train, and assist patrons. Staff 

levels must be adequate to do this and other required depository tasks. 

Electronic-only information may limit the number of patrons who can use all parts of the 

collection at one time. The library must be committed to funding for future upgrades of 

computer hardware, printers, and software to ensure adequate numbers of computer workstations 

for public access to electronic Government information. 

Each depository library’s policies for electronic formats and Internet use must be within the 

guidelines established by the FDLP. The Depository Library Public Service Guidelines for 

Government Information in Electronic Formats can be found at <www.access.gpo.gov/ 

su_docs/dpos/pseguide.html>, and the FDLP Internet Use Policy Guidelines can be found at 

<www.access.gpo.gov/su_docs/dpos/ad011599.html#1>.

The library should properly reference the substitution so it may be easily located and accessible 

to users. This can be accomplished by creating shelf dummies, OPAC/shelflist notes, or Web 

links. 

A Regional’s disposal guidelines should include cooperation among depositories to ensure that 

one or more libraries in a state or region still retain a tangible version. The substitution 

guidelines can be negotiated in a State Plan. Maintaining a viable copy of these titles in tangible 

format within a state or region is still a part of a Regional’s mission. A Memorandum of 

Understanding between the Regional and other depository is a mechanism to ensure that a 

tangible copy is available in perpetuity. 

 

 

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List of Official GPO Permanent Full-Text Databases 

Database Database Tangible Product 

Title Coverage SuDocs Item 

Federal Register 1994- AE 2.106: 0573-C 

0573-D 

LSA, List of CFR Sections Affected 1997- AE 2.106/2: 0573-C 

0573-D 

Code of Federal Regulations 1997- 

1996 (part) 

AE 2.106/3: 0572-B 

0572-C 

United States Government Manual 1995- AE 2.108/2: 0577 

Weekly Compilation of Presidential Documents 1993- AE 2.109: 0577-A 

Public Laws 1995- AE 2.110: 0575 

Commerce Business Daily 1996- C 1.76: 0231-G-03 

Monthly Catalog of U.S. Government Publications 

(discontinued paper version) 

1994- GP 3.8: 0557 

Monthly Catalog of U.S. Government Publications 1994- GP 3.8/7: & /8: 0557-C 

0557-D 

Monthly Catalog of U.S. Govt. Publications 

Periodicals Supplement 

1994- GP 3.8/8-8: 0557-D-01 

Shipping lists [paper, microfiche, separates, electronic] 

Shipping lists [maps] 

FY1997- 

1998- 

GP 3.16/3: 0556-C 

Administrative Notes 8/96- GP 3.16/3-2: 0556-C 

Administrative Notes Technical Supplement 7/96- GP 3.16/3-3: 0556-C 

Subject Bibliographies Current edition 

only 

GP 3.22/2: 0552-A 

Sales Product Catalog (formerly PRF) Current edition 

only 

GP 3.22/3: 0552-B 

Proceedings of the Annual Federal Depository Library 

Conference 

1996- GP 3.30/3: 0556-C 

Supreme Court Decisions (preliminary prints) 1992- JU 6.8/A: 0740-B 

Supreme Court Decisions (individual cases) 1992- JU 6.8/B: 0740-A 

Economic Report of the President 1995- PR 42.9: 0848 

Budget of the U.S. Government 

Appendix 

Citizens Guide 

FY1996- PREX 2.8: 0853 

Budget of the U.S. Government FY1996- PREX 2.8/1: 0853-C 

Analytical Perspectives FY1996- PREX 2.8/5: 0855-B 

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Database Database Tangible Product 

Title Coverage SuDocs Item 

Historical Tables FY1996- PREX 2.8/8: 0853 

Budget System and Concepts FY1997- PREX 2.8/12: 0853 

Congressional Record (daily) 1994- X 1.1/A: 0994-B 

Congressional Record Index & History of Bills 1983- X 1.1: 0993-B 

House, Senate & Treaty Documents (partial holdings) 1995- Y 1.1/3: /4: & /7: 0996-A 

0996-B 

House, Senate & Executive Reports (partial holdings) 1995- Y 1.1/5: /6: & /8: 1008-C 

1008-D 

Calendar of the U.S. House of Representatives 1995- Y 1.2/2: 0998-A 

United States Code 1994- Y 1.2/5: 0991-A 

0991-B 

Senate Calendar of Business 1995- Y 1.3/3: 0998-B 

Congressional Bills 1993- Y 1.4/1: to /9: 1006-A 

Economic Indicators 1995- Y 4.EC 7:EC 7 0997 

Congressional Directory 1995- Y 4.P 93/1:1 0992 

Congressional Pictorial Directory 1997- Y 4.P 93/1:1 P 1004-C 

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Draft 1999 Biennial Survey 

Of Federal Depository Libraries 

With the assistance of the Depository Library Council, Library Programs Service (LPS) has 

revised the Biennial Survey that will be conducted later this year. The purpose of the Biennial 

Survey as stated in the enabling legislation, 44 USC §1909, is to report on the conditions in 

depository libraries. To do this and to meet Council’s recommendation to standardize the survey 

to allow longitudinal studies, the survey was derived primarily from the questions posed to 

depository librarians during the self-study and on-site inspection processes. LPS will mail the 

survey in October to be completed on the Web by December 1, 1999. A draft version appears 

below and LPS welcomes any suggestions for further revision. There will be hypertext links to 

policies in the Web version. Please send your comments to Sheila McGarr <smcgarr@gpo.gov>, 

no later than July 15, 1999. 

 

 

DRAFT 

1999 Biennial Survey of Federal Depository Libraries 

 

1. Enter your depository library number: (e.g., 0001, 0024A, 0681, 

0681A) 

2. Enter your password: 

3. Enter your e-mail address here to receive a confirmation of your Biennial Survey responses: 

Your depository library PROFILE data: 

Depository Library Number: 0123 

Congressional District: 99 

Institution Name: Mary Doe College 

Library Name: Jones Library 

Street Address: 100 West University Blvd. 

City: Anytown 

State: WA 

Zip +4: 98765-1234 

Library Director’s Title: Dr. 

Library Director’s Name [First]: Shelly D. 

Library Director’s Name [Last]: English 

Documents Librarian’s Title: Ms. 

Documents Librarian’s Name [First]: Jane S. 

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Documents Librarian’s Name [Last]: Smith 

Documents Librarians Phone Number: (316) 575-2855:282 

Public Service Phone Number: (316) 575-2855:217 

E-mail address: jsmith@doe.edu 

Fax Machine Phone Number: (316) 575-8000 

Depository Web Site URL: http://www.library.doe.edu/govdocs/govdocs.html 

Biennial Survey Form 

I have reviewed my library’s PROFILE information above, and (choose a or b): 

 a. All the information is correct 

 b. Some of the information is incorrect, and the corrections were submitted to LPS 

using the Depository Directory Form above 

1. Do you want to remain in the Federal Depository Library Program?  Yes  No 

 If you answered “No,” skip the remaining questions and write a letter to the Superintendent 

of Documents indicating that the library wishes to relinquish its status as a depository for U.S. 

Government publications.

COLLECTION DEVELOPMENT 

2. How many cataloged and uncataloged items are in your library system? Include Federal 

depository and non-depository materials, all formats, and all collections and libraries under 

the purview of your library director. 

 < 100,000 

 100,000 – 250,000 

 250,001 – 500,000 

 500,001 – 1,000,000 

 1,000,001 – 5,000,000 

 5,000,001 – 10,000,000 

 > 10,000,000 

3. Depository’s selection rate from Item Lister? __________ % 

4. Do you have a collection development policy for U.S. Government depository documents? 

 Yes  No 

If yes, was it revised within the last five years?  Yes  No 

5. Are Federal depository documents integrated into the library’s main collection?  Yes  No 

If “No, ” are any documents housed in a location separate from the majority of the 

depository collection?  Yes  No 

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6. Are you substituting official online resources for tangible depository materials?  Yes  No 

BIBLIOGRAPHIC CONTROL 

7. Do you provide piece-level records for all depository receipts?  Yes  No 

8. Is your shelflist for the depository collection (Check all that apply): 

 Part of an integrated library system 

 PC-based 

 Card-based 

 Other 

9. Is the processing of depository receipts integrated into the processing unit for other library 

materials?  Yes  No 

MAINTENANCE 

10. Are written binding and replacement policies in place?  Yes  No 

11. Does the library have a disaster plan in which the Federal depository collection is included? 

  Yes  No 

12. Is the collection weeded on a regular basis?  Yes  No 

13. Are documents included in the library’s major preservation and conservation activities (e.g., 

binding, encapsulating, materials moved to climate controlled areas)?  Yes  No 

14. Is the majority of the print depository collection arranged using the SuDocs classification? 

 Yes  No 

HUMAN RESOURCES 

15. Number of FTE (full time equivalencies) staff devoted to depository operations (e.g., Based 

on a 40-hour work week, for example, if four librarians spend 100 hours per week on 

depository activities report 2.5 FTE for librarians): 

 ______ Librarians 

 ______ Support Staff 

 ______ Other (students, volunteers, etc.) 

16. Is the depository operation an independently administered unit (i.e., responsible for 

procedures and policies)?  Yes  No 

If “No,” with which area(s) is documents most closely associated? 

  Acquisitions 

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 Administration 

 Cataloging 

 Reference 

  Special Collections 

 Subject Collection (e.g., business, social sciences) 

 Other, please specify: ______________________ 

17. Does the library administration budget for attendance at meetings and continuing education 

activities for professional staff? (Check all that apply) 

 Local 

 State 

 Regional 

 National 

 Does not support 

18. Does the library administration budget for attendance at meetings and continuing education 

activities for support staff? (Check all that apply) 

 Local 

 State 

 Regional 

 National 

 Does not support 

PHYSICAL FACILITIES 

19. Since the last on-site inspection of your library, has any construction, remodeling, or 

relocation affected the depository operation?  Yes  No 

20. Are there barriers to depository resources (print and electronic) for persons with disabilities? 

  Yes  No 

21. At current selection rates and with regular collection maintenance, is there five years of 

growth room for all depository formats ? 

Print  Yes  No 

Microfiche  Yes  No 

CD-ROMs  Yes  No 

Maps  Yes  No 

22. Does the library meet the requirements for “Public Access to Electronic Information 

Provided Through the Federal Depository Libraries,” Administrative Notes, v. 17 #7, May 

15, 1996?  Yes  No 

23. Does the library have computer equipment for the physically challenged that uses assistive 

technologies (hardware or software) ?  Yes  No 

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24. Depository CD-ROMs are currently accessible: 

 Yes, from (Check all that apply): 

 Stand alone workstation(s) 

 Library-wide LAN 

 Wide Area Network (WAN), beyond the library (i.e., campus wide) 

 Internet 

 Circulation to patrons 

 No (Check one response only): 

 We have CD-ROM capability, but we do not select depository CDs 

 We select depository CDs, but we do not have CD-ROM capability 

 We do not have CD-ROM capability nor do we select depository CDs 

PUBLIC SERVICE 

25. How many hours per week is the library open? __________ 

26. How many hours per week is there professional level assistance at a reference desk that 

services the depository collection? __________ 

27. Is there a service desk for the depository collection that is maintained separately from the 

library’s main reference desk?  Yes  No 

28. Does your library have a written access policy for the depository collection?  Yes  No 

29. Does your library have a written policy regarding public services for Government 

information in electronic formats?  Yes  No 

30. Does your library have a written policy for FDLP Internet use?  Yes  No 

31. Are any U.S. depository documents included in the library’s catalog?  Yes  No 

If “Yes,” do you use (Check all that apply):  Cataloging tape loads  Original/copy 

cataloging 

32. What percent of current depository receipts are included in the library’s catalog? 

 ________ % 

33. Are Federal Government Internet sites included in your library’s catalog?  Yes  No 

 If “Yes,” are they active hypertext links?  Yes  No 

34. How are library staff regularly made aware of new Government information products, 

services, and resources? (Check all that apply) 

 Regular staff meetings 

 E-mail 

 Demonstrations 

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 Hands-on training sessions 

 Help guides created 

 No regular program 

35. Do you promote your participation in the Federal Depository Library Program through your 

library’s web page?  Yes  No  Do not have a web page 

36. Do you provide reference service through e-mail or your web site?  Yes  No 

37. Is the library’s catalog available via (Check all that apply): 

 Dial-in access 

 Internet 

 Network with other libraries 

 Not applicable 

38. The library’s promotion (e.g., flyers, newspaper articles, etc.) of the depository to the general 

public can best be described as: 

 Active, on-going promotion to the general public 

 Infrequent promotion to the general public 

 No promotion to the general public 

39. On average, how many patrons use the depository collections or services each week 

(including all incidents of use, i.e., in person, phone, fax, e-mail, etc.)? You may choose a 

week to sample. This refers to the number of people using depository materials, not the 

number of people who enter the library. ___________ 

40. Has your library conducted user surveys or other studies to determine the quality of 

depository services?  Yes  No 

41. Does your library charge a fee for any of the following depository services? (Check all that 

apply) 

 Printer paper 

 Formatted floppy diskettes 

 Fax 

 Extensive reference service 

 None of the above 

 Other, please specify: __________________ 

COOPERATIVE EFFORTS 

42. Is your Federal depository operation governed by a State Plan for providing government 

information services, including such elements as interlibrary cooperation, advisory group, 

coordination of training, etc?  Yes  No  Don’t know 

If “Yes,” has the Plan been revised within the last five years?  Yes  No 

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43. Do you use the following? (Note: hypertext links to the these services will be provided in the 

final survey insturment) 

askLPS  Yes  No & if “No,” why not? 

  Did not know about it  Know about, but not how to use it  Not useful 

 Documents Data Miner  Yes  No & if “No,” why not? 

  Did not know about it  Know about, but not how to use it  Not useful 

 Enhanced Shipping List Service  Yes  No & if “No,” why not? 

  Did not know about it  Know about, but not how to use it  Not useful 

 Federal Bulletin Board  Yes  No & if “No,” why not? 

  Did not know about it  Know about, but not how to use it  Not useful 

 FDLP Electronic Collection  Yes  No & if “No,” why not? 

  Did not know about it  Know about, but not how to use it  Not useful 

 Government Information Locator Service (GILS) via GPO Access  Yes  No & if “No,” 

 why not? 

  Did not know about it  Know about, but not how to use it  Not useful 

 GPO Access Databases  Yes  No & if “No,” why not? 

  Did not know about it  Know about, but not how to use it  Not useful 

 GPO’s Online Catalog of U.S. Government Publications  Yes  No & if “No,” why 

 not? 

  Did not know about it  Know about, but not how to use it  Not useful 

 Pathway Locator Services: 

 Browse Electronic Titles  Yes  No & if “No,” why not?

  Did not know about it  Know about, but not how to use it  Not useful 

 Browse Topics  Yes  No & if “No,” why not? 

  Did not know about it  Know about, but not how to use it  Not useful 

 Federal Agency Internet Sites  Yes  No & if “No,” why not? 

  Did not know about it  Know about, but not how to use it  Not useful 

 Searchable Agency Databases  Yes  No & if “No,” why not? 

  Did not know about it  Know about, but not how to use it  Not useful 

 Search the Federal Government  Yes  No & if “No,” why not? 

  Did not know about it  Know about, but not how to use it  Not useful 

 Sales Product Catalog  Yes  No & if “No,” why not? 

  Did not know about it  Know about, but not how to use it  Not useful 

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THE FOLLOWING QUESTIONS OF THE SURVEY ARE OPTIONAL 

Cost of Operating a Depository Library 

Using your most recently completed fiscal year, please provide the following information. If it is 

necessary to estimate, please do so. 

The following information is based on ____________ fiscal year. 

O-1. Salaries and Benefits. Include all full and part-time staff who were identified in 

question 14 above. If staff only work part-time on depository activities, estimate that 

portion of their time that deals with Federal depository activities. Round your answer to 

the nearest thousand dollars. 

O-1A. How much money was spent by your library on salaries for staff working with the 

Federal Depository Library Program? Include benefits, if possible. 

$ ___________________ 

O-1B. Does this figure include benefits?  Yes  No  Don’t Know 

O-1C. Explain any unusually large expenditures (e.g., temporary employees for special 

projects): 

O-2. Library Materials and Services. Include print and electronic resources, purchases from 

the sales program, trade publications, subscriptions, online services, site licenses, 

bibliographic services, preservation, binding, and any other collection resource that 

supports the depository operation. Round your answer to the nearest thousand dollars. 

O-2A. How much money has your library spent on library materials and services that support 

the depository operation? $ __________________ 

O-2B. Explain any unusually large expenditures (e.g., received special allocation for one-time 

purchases): 

O-3. Equipment, Furniture, and Computers. Round your answer to the nearest thousand 

dollars. 

O-3A. How much money did your library spend on equipment, furniture, and computers in 

support of the depository operation? $ ________________ 

O-3B. Explain any unusually large expenditures (e.g., new building to furnish, grant money for 

computer upgrades): 

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O-4. Training and Travel. Include GPO or agency-sponsored events, professional library 

meetings, meetings in your state, and computer or other specialized training. Round your 

answer to the nearest thousand dollars. 

O-4A. How much money did your library spend on depository staff for training and travel? 

$ _________ 

O-4B. Explain any unusually large expenditures (e.g., training for new staff or new library 

system): 

O-4C. How much money was spent by depository staff that was not reimbursed? $ _________ 

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Recent Cataloging Branch Activities 

Remarks by Thomas A. Downing 

Chief, Cataloging Branch 

Before the Depository Library Council and 

Federal Depository Conference 

April 12, 1999 

Bethesda, MD 

Good morning! It is a pleasure to be here with you today and to provide an overview of recent 

Cataloging Branch operations. My remarks will include comments on operations, efforts to 

recruit a serials cataloger, the by now familiar Persistent Uniform Resource Locators, or PURLs, 

URLs within cataloging records, OCLC’s Cooperative Online Resource Cataloging, or CORC 

project, and information regarding versions of the Monthly Catalog, the Periodicals Supplement, 

and the Congressional Serial Set Catalog. I will conclude by noting some of the issues that we 

look forward to discussing with Council’s Cataloging and Locator Services Committee. 

Cataloging Operations 

The transition to a more electronic Federal Depository Library Program has produced a complex 

assortment of interrelated works in all media. During the first five months of Fiscal Year 1999, 

approximately 10,000 works in various media were received for cataloging. Approximately 

11,000 of these works were processed, leaving a balance of approximately 10,000 works, mostly 

serials, to be processed. Most of the approximately 160 Browse Electronic Titles (BET) 

awaiting cataloging also consist of serials. 

Given that our backlog is concentrated in serials, we are investigating the feasibility of a contract 

to procure commercial serials cataloging services to assist in reducing this backlog. We also 

expect that we will succeed in efforts to recruit a serials cataloger for a recently vacated position. 

As noted in a recent message to GOVDOC-L, a time lag of six to eight weeks from the date of a 

shipping list until the appearance of a Monthly Catalog for works in microfiche and CD-ROM is 

not unusual. Because of a correlation between titles that many people consider “important” and 

what is distributed in paper or published via Internet sites, most works distributed in paper and 

those that are made accessible via Browse Electronic Titles (BET) are cataloged within 

approximately two weeks of shipment or posting. 

Recruitment of Serials Cataloger

A recently advertised vacancy for a serials cataloger closed on March 19. This position was 

announced on GOVDOC-L, CONSER, and SERIALs discussions lists and on Web sites 

maintained by the Office of Personnel Management and the Government Printing Office. When 

hired, the incumbent’s efforts will be focused on cataloging Internet related serials. We should 

see positive effects on reducing this backlog within some months after this person has been 

selected and trained. 

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Records with PURLs and URLs, and Subfield “u” of the 856 Field 

During the first week of April, 1999 a new policy concerning the display of PURLs and URLs in 

Monthly Catalog records went into effect. This policy requires use of one subfield “u” per 856 

field for recording a PURL. This policy also stipulates that, when re-establishing links to records 

that had been accessible via a URL, the URL that was in effect at the time the PURL was 

assigned is to be recorded either in the 530 field (multiple format record) or the 538 field 

(electronic only record). 

As with other Internet related cataloging policies, we expect to make this policy available for 

review at our Web site. To give a sense of how quickly policies may change in an electronic 

environment, I would like to add that, based on continuing discussions, we have already 

modified our URL policy by stipulating that the URL in effect as of the time the work is initially 

posted at BET with a PURL is recorded in a note. 

Given the information value that URLs have for some people, they will be recorded in either the 

538 or 530 note field, as appropriate. I must emphasize that recording URLs in the 530 or 538 

note field is for information purposes only, not access. We will do our best to maintain access 

via PURLs in the 856 field by maintaining our PURLs server. We are not able, in addition, to 

maintain access by frequently modifying URLs in note fields. Again, note fields are for 

information, not access. At the present time, we use PURLs for access because the PURLs 

server is a more amenable environment for changing URLs than are bibliographic records. 

These policies are based on consultation with Carol Bednar, Chair, Depository Library Council 

Locator Services Committee, members of the American Library Association’s (ALA) 

Government Documents Round Table (GODORT) Cataloging Committee, and with the 

CONSER Coordinator at the Library of Congress. We appreciate the advice of these groups and 

colleagues and expect that the application of this policy will assist people to identify appropriate 

access-related data elements in GPO produced Monthly Catalog records. 

Cataloging Branch and OCLC’s CORC Project 

As members of the Federal Library and Information Center Committee (FLICC), we are actively 

involved in FLICC sponsored efforts to investigate the potential that OCLC’s CORC 

(Cooperative Online Resource Cataloging) project may have for providing access to works 

published via the Internet. 

At present, CORC is a research project launched by OCLC staff to investigate the feasibility of 

producing brief bibliographic records to provide access to Internet related titles. OCLC 

personnel have advised us that, to start this project, OCLC has extracted data from several 

thousand GPO produced OCLC records to “seed” the CORC database. At this time, the 

direction this project may take is not entirely clear. Various issues of significance have not been 

defined precisely. One of our catalogers will attend a FEDLINK sponsored CORC training 

session at the Library of Congress later this month. We look forward to continued involvement 

with CORC, especially as it may assist us in identifying opportunities to improve the scope or 

timeliness of our cataloging and locator services. 

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PURLs, URLs and the Web Edition of the Monthly Catalog 

The Web edition of the Catalog consists of approximately 115,900 records. Approximately 

8,500 of these records contain PURLs and/or URLs. At present, approximately 2,500 Monthly 

Catalog records contain PURLs. Approximately 6,000 additional older Monthly Catalog records 

contain URLs in the 856 field. As broken links in records with URLs are re-established, these 

works are made accessible via PURLs in the 856 field. At the time these PURLs are assigned, 

the URL that was most current at the time the resource was made accessible via PURLs is 

recorded in either a 530 or 538 note field. 

Library Programs Service staff devote increasing amounts of time to restoring electronic access 

to electronic works. When our PURLs checking routines identify a broken link in a 

bibliographic record with a PURL, we restore access by updating the PURL lookup table on the 

GPO PURL server with the active URL. 

Maintaining access through PURLs resolver software is intended to eliminate the need for most 

librarians to maintain access by updating address data in GPO produced records in their OPACs. 

Improvements to the Web Edition of the Catalog of United States Government Publications 

I would like to call your attention to a handout that is available at the back of the room. This 

handout represents a significant re-design of the search page and related pages of the Web 

edition of the Catalog of United States Government Publications <www.gpo.gov/catalog>. 

We have given the catalog application a new look and, in doing so, we believe we have 

significantly improved the quality of information about the catalog and how to use it in the most 

effective and efficient manner. Information includes the history of the catalog, what it is, and 

advice on basic, advanced, and specialized searching. In keeping with our objective of making 

this resource into a National Online Public Access Catalog for United States Government 

publications, we have sought to provide a search screen, information about the catalog, hot links 

to relevant cataloging policies, and search strategies in an intuitive and “user-friendly” 

presentation. 

Speaking of “user-friendly” displays, we are pleased to announce that we now have a “userfriendly” display of records. We are grateful to our Production Department for its efforts to 

create new display options that offer users the opportunity to display “user-friendly” records with 

named data elements for the most significant elements of potential interest to most catalog users 

and an option for a complete USMARC numeric tagged record. The “user-friendly” display, as 

you will see from the handout, should facilitate use and understanding of bibliographic 

information by public users. 

CD-ROM Edition of the Monthly Catalog of United States Government Publications 

The complete CD-ROM edition of the Monthly Catalog, which consists of two CDs, contains 

approximately 55,000 records. The combined 1996 and 1997 CD-ROM (with their respective 

Periodicals Supplements) should be retained for the near future. We expect that the January 

1999 issue of the CD-ROM Monthly Catalog edition, which will include all records for 1998 and 

1999 to date, will contain the Periodicals Supplements for 1998 and 1999. 

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A contract for producing the CD-ROM edition was recently re-awarded to American 

Multimedia, of Burlington, NC. New contract specifications requiring the contractor to receive 

information for jewel case inserts via electronic means should assist in more rapid product 

availability than is presently possible. 

1999 Edition of the Periodicals Supplement 

The 1999 paper edition of the Periodicals Supplement was distributed in March of this year. 

These Periodicals Supplement records will be included in the January 1999 and subsequent 

issues of the CD-ROM edition of the Monthly Catalog. 

Congressional Serial Set Catalog 

We estimate that the Congressional Serial Set Catalog for the 103d Congress will be published 

sometime during the summer of 1999. Approximately 1,200 records are expected to be included 

in the Serial Set Catalog. 

Consultations with the Cataloging and Locator Services Committee 

One of the most important aspects of Council is the opportunity to consult with colleagues from 

throughout the United States. I would like to conclude remarks by noting how much we value 

the opportunity to meet with members of the Cataloging and Locator Services Committee to 

discuss a range of issues associated with locating and providing bibliographic control of 

important works published in all media, including those that are made available via the Internet. 

This committee is chaired by Carol Bednar. Committee members include Maggie Farrell, Diane 

Eidelman, Andrea Sevetson, and Julie Wallace. We will be meeting in the Maryland Room 

tomorrow afternoon from 3:45 p.m. until approximately 5:00 p.m. Topics include cataloging and 

locator services, the mix of current services, the potential benefits of eliminating the distinctions 

between serials and periodicals, re-examining the need for availability records, and possible 

enhancements to the Periodicals Supplement. Because many of these topics could affect the 

distribution of cataloging records, we have invited representatives from Marcive, Auto-Graphics, 

and the Cataloging Distribution Service, Library of Congress. We look forward to worthwhile 

discussions and invite those of you with interests in these topics to attend this meeting. 

I would like to conclude remarks by thanking you for this opportunity to share information. This 

is an exciting time to work together to create an electronic collection and a more electronic 

Federal Depository Library Program. I look forward to many useful discussions during the next 

few days. Thank you. 

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Library Programs Service Proposals 

Spring 1999 Depository Library Council Meeting 

April 12 – 15, 1999

[Council recommended that both proposals be implemented.] 

PROPOSAL 1 – CEASE PRODUCTION OF MOST AVAILABILITY RECORDS

Eliminate the production of availability records for all serial and multipart monograph tangible 

and electronic products for the Monthly Catalog. 

This proposal covers only issues related to availability record production for serial and multipart 

items. A separate investigation is needed to address the issue of availability record production 

for map products. The proposed solutions suggested here should be considered as interim 

solutions. 

POTENTIAL BENEFITS

 Would free up cataloging resources to be allocated to other work. Staff time now 

required to gather and input local bibliographic data for availability records could be used 

for other cataloging and processing activities. 

 Would eliminate unique local practices that may cause confusion to some end users. 

DEFINITIONS

 Availability record A bibliographic record that contains information about a specific 

issue of a serial title or a part of a multipart set in local data fields. 

 Contin A publication issued 3 or more times a year 

 Master serial record A serial record that includes information that relates to all issues of 

a serial title. 

 Multipart set A bibliographic record representing a multipart set includes 

information that relates to all issues of the multipart set. This open 

entry record is modified each time a new volume or part of the set 

is received. 

 Produce An online transaction on the OCLC database that creates a record 

containing unique bibliographic and issue specific information for 

Monthly Catalog production. Specific field information created 

during a produce transaction does not remain in the OCLC 

database. 

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 Serial A publication issued 2 or fewer times a year. 

 Update An online transaction on the OCLC database that adds or changes 

information on an existing OCLC record.

BACKGROUND

Historically, the printed Monthly Catalog was the primary tool GPO provided to the depository 

community for the identification of items. Availability records were created to provide current 

awareness for materials processed by the Cataloging Branch in the preceding month and are 

actually a procedural holdover from the pre-automated Monthly Catalog production era. 

The sheer volume of serials issued 3 or more times a year (contins) made it a practical 

impossibility to provide availability records for all of them. Two separate cataloging processes 

were therefore created for serials: producing collective records for contins in the Serials 

Supplement (later the Periodicals Supplement) and producing availability records for annual and 

semiannual serials in the regular issues of the Monthly Catalog. Availability records for 

multipart monographic works were created to identify a newly published title, volume or part of 

a series or group of publications. 

Until a change was made to the cataloging tape product in the early 1990’s, the Monthly Catalog 

tape product paralleled exactly the contents of the paper Monthly Catalog. With the introduction 

of the GPO Cataloging Tapes, the production of cataloging records now followed two separate 

paths: producing records for the printed Monthly Catalog and producing records for the 

cataloging tapes. 

The GPO cataloging tapes include the last change or update made on OCLC to a cataloging 

record during the publishing month as well as the last “produce” transaction made to a record by 

GPO during the publishing month. These “produce” transactions are stripped out of the GPO 

cataloging tapes and used to create the printed Monthly Catalog. Essentially, the printed 

Monthly Catalog and the GPO cataloging tapes are two different products. 

However, the availability record policy did not change. As libraries began using the 

bibliographic records provided by the GPO cataloging tapes in their online public access catalogs 

(OPACs), the need for availability records was questioned. Commercial vendors requested that 

availability records be uniquely identified so that these records could be stripped out if users 

preferred not to receive these issue-specific records as part of their tape loads. Given this 

background, the changes in depository library practices, and the need for LPS to modernize 

legacy systems, the availability record policy needs to be re-examined. 

IMPACT OF AVAILABILITY RECORDS ON CATALOGING ONLINE RESOURCES

The need for availability records has again been questioned in the context of cataloging records 

for electronic resources. The Electronic Collection Team has encountered problems when a 

cataloger is required to create an availability record for a tangible product that has a related 

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online version. Two separate URLs are needed: one for the master record, with the emphasis on 

citing a Web location where all online issues of a serial or multipart product can be reviewed; 

and another URL for the availability record that points users only to an individual issue of the 

serial or volume of a multipart set. 

This is especially problematic given the haphazard organization of government Web sites. By 

eliminating the practice of producing availability records for serials and multiparts, LPS products 

would direct users only to the Web locations where the majority of issues reside. Because 

agencies do not organize their Web sites as would best fit our processing and cataloging needs, 

we may need to provide several URLs to cover all issues of the serial or multipart. 

The question also arises as to the use and need for availability records by our library customers. 

Discussions with the vendors of GPO cataloging data and depository libraries that choose to 

receive availability records would give us a better understanding of how these records are used in 

library OPACs. It is generally thought that libraries do not use availability records for tangible 

products provided in the Monthly Catalog. It is our assumption that the majority of libraries 

identify a specific issue of a serial or periodical from the shipping list or a shipping list product 

and add their own holdings information to their library’s OPAC records. 

However, LPS may need to provide availability type information for individual issues of 

electronic serials and multiparts for the FDLP Electronic Collection. The proper location and 

structure of this availability information and other metadata is being investigated in the context 

of the Electronic Collection. 

CURRENT PRACTICE

Availability records contain issue-specific information about a particular document. Currently, 

these are produced for serials that are issued 2 or fewer times a year, for individual issues of a 

multipart set and for certain categories of maps. In most cases, the availability records contain 

the shipping list number, date and issue information, stock number, price information, and a 

unique Superintendent of Documents classification number. The designation “AVR” identifies 

these records in the 949 field of the MARC records. This identification allows vendors to offer 

these records to their customers or purge them if they are not deemed useful by the institution. 

IMPACTED PRODUCTS AND SERVICES

If LPS ceases production of availability records, the following products and services would be 

affected: Monthly Catalog, Periodicals Supplement (paper and CD-ROM version), Web 

MOCAT, GPO cataloging tapes, vendor products sold to depository customers, and OPAC 

record loads. 

ACTION REQUIRED

 If Council concurs with this proposal: 

4 Develop new procedural guidelines 

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4 Prepare requirements for systems modification 

4 Implement Monthly Catalog product enhancements 

4 Develop strategy and timetable for migration to new processes 

4 Issue a Cataloging Guideline that reflects policy and changes in procedure 

4 Prepare information for Administrative Notes and FDLP community 

PROPOSAL 2 – REPLACE PERIODICALS SUPPLEMENT

Replace the Periodicals Supplement with a more comprehensive tool, listing all serials in the 

FDLP or all serials cataloged in the preceding year 

POTENTIAL BENEFITS

 All cataloging records for serials would appear in the regular issues of the Monthly 

Catalog regardless of frequency. 

 Would eliminate duplicate records that are a result of the production of the Periodicals 

Supplement from the Monthly Catalog. 

 Would eliminate local practices that may confuse some end users. 

BACKGROUND

The Periodicals Supplement, previously known as the Serials Supplement, is a separate volume 

of the Monthly Catalog that is issued once a year. The creation of this volume is a result of the 

Cataloging Branch processing policy for cataloging serial titles. Serial titles issued three or more 

times a year are processed for inclusion in the Periodicals Supplement. Serials that are issued 

once or twice a year receive availability records and appear in the regular monthly issues of the 

Monthly Catalog. The printed Periodicals Supplement was discontinued in 1996 with the 

introduction of the new format of the paper Monthly Catalog and the CD-ROM version. In 

1998, at the request of the depository community, the publication of the Periodicals Supplement 

was resumed. 

If the serial cataloging processing policy is changed, replacing the Periodicals Supplement with 

an enhanced product would be a logical outcome. 

ACTION REQUIRED

 If Council concurs with this proposal: 

4 Evaluate product options and select most appropriate product 

4 Develop new procedural guidelines for product creation 

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4 Prepare requirements for systems modification 

4 Develop strategy and timetable for migration to new processes 

4 Produce the product 

4 Amend Cataloging Guidelines to reflect changes in policy 

4 Prepare information for Administrative Notes and FDLP community 

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Mark Your Calendars! 

Upcoming FDLP Events

1999 

Interagency Depository Seminar

 June 2 – 9 Washington, DC

Fall Council Meeting

 Oct. 18 – 21 Kansas City, MO 

2000 

Spring Council Meeting

 April 10-12 Newport, RI

Interagency Depository Seminar

 May 31-June 7 Washington, DC 

Regionals Meeting

 October 22 Arlington, VA

Federal Depository Conference / Fall Council Meeting 

 October 23-25 Arlington, VA 

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26 

Table of Contents

Technical Supplement To Be Discontinued in Paper ................................................................... 1 

New FDLP Brochure Distributed ................................................................................................. 1

Item Lister and UnionL Now Updated Weekly............................................................................ 2 

FDLP Guidelines on Substituting Electronic for Tangible Versions 

 of Depository Publications......................................................................................................... 2

List of Official GPO Permanent Full-Text Databases .................................................................. 5 

Draft 1999 Biennial Survey Of Federal Depository Libraries...................................................... 7 

Recent Cataloging Branch Activities / Downing, Council Meeting, 4/99.................................. 16 

Library Programs Service Proposals: Availability Records & Periodicals Supplement, 

 Spring 1999 Council ................................................................................................................ 20 

Mark Your Calendars! Upcoming FDLP Events, 1999-2000 .................................................... 25 

 

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