W] ADMINISTRATIVE NOTES

7 J Newsletter of the Federal Depository Library Program

Vol. 16, no. 17 GP 3.16/3-2:16/17 December 15, 1995

December 12, 1995

Dear Library Director:

Critical Federal Government information issues and unique educational opportunities are on

the agenda of the 1996 Federal Depository Library Conference. This conference, the largest

meeting in the country designed specifically for depository library staff, will be held from

April 15 - 18, 1996, in Arlington, VA, in conjunction with the spring meeting of the

Depository Library Council and the Regional Librarians' Meeting. As your library maintains

a Federal depository, I urge you to send at least one library representative to this very

important conference.

The 1996 conference offers a full menu of presentations, with sessions designed for the

beginning depository librarian or technician as well as for the experienced staffer with

extensive skills in using electronic media. Federal agencies will review their newest

electronic information products and preview those still in the planning stages. The future of

Federal Government information and of the Federal Depository Library Program will be

critical issues on the agenda.

The conjunction of the Federal Depository Library Conference, the Depository Library

Council meeting, and the Regional Librarians' Meeting provides a valuable opportunity for

exchange of ideas among depository librarians unequaled in the depository library

community. As the meetings will focus on current issues with potentially immediate impact on depository libraries nationwide, I cannot over stress the importance of your library's

attendance.

There is no registration fee for either the Federal Depository Library Conference or the

Depository Library Council meeting.

Thank you for your cooperation and for supporting your Federal depository operation.

Sincerely,

WAYNE P. KELLEY

Superi : indent of Documents

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Depository Distribution from 6P0 Halted December 25-29

The Depository Distribution shipping line will be closed for the week of December 25-

29. No shipments will be sent out for this week. We will post the last shipping list number

prior to December 25 on the listserv GOVDOC-L when the number is known.

This shipping hiatus affects only the paper, electronic, and microfiche shipments

distributed by GPO. Other shipments by publishing agencies and contractors will continue as usual.

Meeting Site Announced for Spring 1996 Council Meeting

and 1996 Federal Depository Library Conference

The spring 1996 meeting of the Depository Library Council and the 1996 Federal

Depository Library Conference will be held jointly in Arlington, VA on April 15-18, 1996.

The Washington National Airport Hilton has been selected as the meeting site. A block of

rooms at $114 per night is being held for Council/Conference attendees; however, to receive

this rate, you must register by April 1. Be sure to mention the GPO Conference when you

register.

To register, call the reservations desk at 703-418-6800, or fax 703-418-3763. The hotel

address is: Washington National Airport Hilton

2399 Jefferson Davis Highway

Arlington, VA 22202

Non-smoking rooms are available on request, and the hotel provides free transportation

to and from Washington National Airport. Metro's Crystal City subway station is three

blocks from the hotel and one stop from Washington National Airport.
AN-vl6-#17-12/15/95

Registration Form

Return by March 15, 1996

Yes! Register me for the 1996 Federal Depository Conference and

Spring 1996 Depository Library Council Meeting, to be held at the

Washington National Airport Hilton, Arlington, VA, on April 15-18, 1996.

(For hotel reservations, see previous page.)

PLEASE TYPE:

Depository Library Number (if applicable):

Name:

Institution:

Address:

City: State: Zip

Phone:

Internet Address:

I am new to U.S. Government documents (3 years or less)

Library Typf D Academic Public Law Other

Library Size: Small (0-150,000 vols.)

Medium (150,000-600,000 vols.)

Large (600,000+ vols.)

Mail, fax, or e-mail to:

Chief, Depository Services Fax: 202-512-1432

Library Programs Service (SLLD) inspect@access.digex.net

U.S. Government Printing Office

Washington, DC 20401

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Spring 1996 Depository Library Council Meeting

al Depository Conference: Preliminary Agenda

April 15 18, 1996

Washington National Airport Hilton

(formerly Stouffer Renaissance Crystal City Motel)

2399 Jefferson Bails Highway

Arlington, Virginia

§Unday9 April 14 Location

Afternoon

4:00-5:00 New Documents Librarians TBA1

Orientation to Council and Conference

6:00 Informal pre-dinner get-together to network by food preference Hotel

lobby

Morning

8:00 Registration and Coffee

8:30 Welcome & Introductions - Plenary session

8:45 Welcome & Government Information Initiatives Update Decatur/

• Michael F. DiMario, Public Printer Farragut

9:15 GPO Update

• Wayne Kelley, Superintendent of Documents

® J.D. Young, Director, Library Programs Service (LPS)

LPS Staff

© Judith Russell, Director, Office of Electronic Informatics.

Dissemination Services (EIDS)

10:15 Break

10:30 GPO Update (continued)

12:00 Working Lunch

In order to foster networking, librarians are requested to lunch

with other librarians from similar types of institutions.

Afternoon

2:00-5:00 ' Option 1: Depository Library Council Decatur

Committee Reports and Recommendations for Council Action

4
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2:00-5:00 Option 2: New Documents Librarians ' \ « Informal session to answer questions from mundane to complex about depository issues. For new documents

librarians or those who feel "new" to any aspect of depository

librarianship. Veteran documents librarians from a variety of

backgrounds plus GPO staff will be available:

2:00-3:00 Option 3: CD-ROM Standards

• William Reilly, Technical Writer/Editor, Graphic Systems

Development Division, GPO

2:00-3:00 Option 4: GPO Access Demonstration: Federal Register

• Judith Russell, Director, EIDS

2:00 Option 5: LPS Tour

2:00 Option 6: Patent Public Search Room Tour

3:00-4:00 Option 1: Preservation and Archival Issues for Electronic

Records

• Theodore Hull, Archives Specialist, Center for Electronic

Records, NARA

• Fynnette Eaton, Chief, Technical Services Branch, Center for

Electronic Records, NARA

3:00-4:00 Option 2: GPO Access Demonstration: Congressional products Dewey III

• Judith Russell, Director, EIDS

4:00-5:00 Option 1: Access to and Services for Federal Information in a Farragut

Networked Environment

• Joan Cheverie, Visiting Program Officer, Coalition for

Networked Information

4:00-5:00 Option 2: GPO Access Demonstration: All Other Databases Dewey 111

• Judith Russell, Director, EIDS

Farragut

Dewey III

GPO

*PTO

Farragut

Tuesday, April 1€

Morning

8:00 Coffee with Council & GPO

8:30 Depository Library Council/Conference - Plenary Session Decatur/

(Agenda to be announced) Farragut

10:15 Break

10:30 Depository Library Council/Conference

(Agenda to be announced)

12:00 Working Lunch

In order to foster networking, librarians are requested to lunch

with other librarians from similar sized institutions

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Afternoon

2:00

2:00-5:00

2:00-3:00

2:00-3:00

2:00-3:00

2:00-3:00

3:00-4:00

4:00-5:00

4:00-5:00

4:00-5:00

4:00-5:00

Scientific and Technical Information Center Tour *PTO

Option 1: Depository Library Council Decatur

(agenda to be announced)

Option 2: Knowing Your Local Community: Using Federal Farragut

Information to Learn About Community Change

8 Vicky York, Acting Associate Dean, Montana State

University Library

Option 3: GPO Access Demonstration: Federal Register Dewey III

• Judith Russell, Director, EIDS

Option 4: Using Older U.S. Documents in Historical Research Dewey I

e Judith M. Feller, Documents Librarian, East Stroudsburg

University

Option 5: LPS Information Exchange (Drop-In) Dewey II

Option 1: Internet as a Shared Community/Library Experience Farragut

in Michigan

® Carolyn Gaswick, Documents Librarian, Albion College

• Carolyn Price, Documents Librarian, Flint Public Library

Option 2: GPO Access Demonstration: Congressional Products Dewey III

9 Judith Russell, Director, EIDS

Option 3: FinanceNet Dewey I

• Glynis Long, U.S. Securities and Exchange Commission

Option 4: DTIC Agency Services and Technical Reports Dewey II

• Holly Wilson, Defense Technical Information Center

Option i : How to Utilize Internet, WWW, and Enhance Farragut

Services to Patrons Seeking Government Information

9 Doreen L. Hansen, University of Minnesota, Duluth

Option 2: GPO Access Demonstration: All other databases Dewey III

9 Judith Russell, Director, EIDS

Option 3: ERIC in the Electronic Age Dewey I

9 Dr. Larry Rudner, Executive Director, ERIC System

Option 4: Federal Statistical Policy Dewey II

® Edward J. Spar, Executive Director, Council of Professional

Associations on Federal Statistics • Association of Public Data Users

(speaker TBA)

• Thomas Brown, Past President, International Association for

Social Science Information Service and Technology

6
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Wednesday* April 17

Morning

8:00

8:30-12:00

8:30-10:00

8:30-9:30

8:30-9:30

8:30-10:00

9:00-10:30

10:00-12:00

10:00

10:00

10:30-11:30

10:30-12:00

Coffee with Council & GPO

Option 1: Depository Library Council working session

Draft Recommendations and Action Items

Option 2: Handout Exchange (Drop in) • Facilitator: Larry Romans, Documents Coordinator,

Vanderbilt University (see p. 13-14 for more information)

Option 3: Working Toward a Virtual Library

• Laurie E. Stackpole, Chief Librarian, Naval Research Library

Option 4: Pathways Demonstration

• Raeann Dossett, Internet Specialist, GPO

Option 5: REIS CD-ROM

Option 1: Regional Program

Welcome and Introductions

The World Wide Web: Four Perspectives on Its Use

• Kenneth Mortensen, Director of Operations, Villanova

Center for Information Law and Policy

• Anna Sylvan, GIS/Documents Librarian, St. Charles CityCounty Library District

• Maggie Parhamovich, Internet specialist, GPO

• TBA

Option 1: Federal Publishers Committee

An opportunity to meet representatives from Federal agency

publishers

Op'km 2: LPS Tour

Option 3: Patent Public Search Room Tour

Option 1: Pathways Demonstration

• Raeann Dossett, Internet Specialist, GPO

Option 2: Regional Program

Automated Check-in of Documents at Regional Depositories:

Experiences with Innovative Interfaces, Inc.; Margaret

Mooney's PC-based USDOCS System and Bernan; and

USDOCS System and Marcive

• Jerry Frobom, Federal Documents Librarian, University of

Nebraska-Lincoln

• Lily Wai, Head, Government Documents, University of Idaho

• Elizabeth Baur, Documents Librarian, University of Memphis

10:30-12:00 Option 3: REIS CD-ROM Training Session

Dewey I

Dewey 11

Decatur

Dewey 111

**BEA

Farragut

Decatur

GPO

*PTO

Dewey III

Farragut

**BEA

7
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10:30-12:00 Option 4: LPS Information Exchange (Drop in) • LPS staff and contractors

Dewey II

12:00 Working Lunch

In order to foster networking, librarians are requested to lunch with other librarians from ihp wmp creocxranhir recnon

Afternoon

1:30-3 00 Option 1: REIS CD-ROM Training Session **BEA

2:00-5 00 Option 1: Depository Library Council working session Dewey I

2:00-3 00 Option 2: Regional Program

Working Groups, Committees, Associations, Task Forces,

Coalitions v— V/CX L .'. -.. :U11l. . 'What V* licit II«V Havev W?V 7 W Been UCwii Doincr JL-'V-' ill|^ for 1U1 the Li lw Past X CLtjL XFpiv WV

Years? - ~\

• Julia Wallace, Documents Coordinator, University of

Minnesota

Dewey II

2:00-3:00 Option 3: GPO Access Demonstration: Federal Register

• Judith Russell, Director, BIDS

Dewey III

2:00-3:00 Option 4: Facilities Planning for the Electronic Age

® Robert Kinton, Documents Librarian, Indiana UniversityPurdue University at Indianapolis

Decatur

2:00-4:00 Option 5: WAIS, Lynx, and S-WAIS Gateways: How to Set

One Up, User Support Issues, and Why Join Up

• Bert Chapman, Documents Coordinator, Purdue University

Libraries

® George Barnum, Documents Coordinator, Case Western

Reserve University

© Walter Newsome, Documents Coordinator, University of

Virginia

® Suzann Holcombe, Documents Librarian, Oklahoma State

University

University

» Debora Cheney, Head, Documents and Maps, Perm State

I<JTni111 versif V Wl J M.I.Vv

Farragut

2:00 Option 6: LPS Tour GPO

2:00 Option 7: Scientific and Technical Information Center Tour *PTO

3:00-5:00 Option 1 : Regional Program

Open Discussion: Transition to an Electronic Federal

Dewey II

Depository Library Program

• Facilitator: Cass Hartnett, Documents Coordinator, Detroit

Public Library

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3:00-4:00 Option 2: GPO Access Demonstration: Congressional Products

• Judith Russell, Director, EIDS

3:00-4:00 Option 3: TBA

• Speaker TBA

4:00-5:00 Option 1: NOAA Electronic Products and Services

• Anna Fiolek, Documents Coordinator, NOAA Central

Library

Option 2: GPO Access Demonstration: All Other Products

• Judith Russell, Director, EIDS

4:00-5:00 Option 3: TBA

Dewey III

Decatur

Farragut

Dewey III

Decatur

Thursday, April 18

Morning

8:00 Coffee with Council & GPO

8:30 Council Report on Draft Recommendations and Action Items Decatur/

(including audience response and comments) - Plenary Session Farragut

10:00 Conclusion of Council

10:30 Break

10:45 Speakers TBA

12:00 Adjourn

1 TBA: To be announced

* PTO: Patent and Trademark Office, Crystal Plaza 3, 2011 South Clark Place, Arlington,

VA.

** BEA: Bureau of Economic Analysis, U.S. Dept. of Commerce, 1441 L Street NW,

Washington, DC. To register, see next page.
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REIS CD-ROM training sessions will be held for Depository Librarians attending the April

1996 Federal Depository Conference. Each session is an introductory, hands-on training course on how to use the Regional Economic Information System CD-ROM. Topics

covered include using both the main REIS software and supplementary software to produce

tables and extract data from the REIS CD-ROM.

Date:

Sponsor:

Location:

Times:

April 17, 1996

Bureau of Economic Analysis, U.S. Dept. of Commerce

Bureau of Economic Analysis

1441 L Street, NW

Washington, DC

8:30 a.m. - 10:00 a.m. (please choose only one)

10:30 a.m. - 12:00 p.m.

1:30 p.m. - 3:00 p.m.

The REIS CD-ROM contains annual estimates of personal income and employment for all counties and metropolitan areas for 1969-93.

Seating is limited to 15 per class. Registration must be received by April 10, 1996. To

reserve a seat:

1. Call (202) 606-5360 -or2. Fax (202) 606-5322 -or3. Send your reservation via e-mail to:

reis . remd@bea. Doc . Gov We will contact you to verify your reservation.

Directions: From the Washington National Hilton Hotel, take the Metro Blue line from the

Crystal City station to the McPherson Square station. Exit the McPherson Square Station

towards the rear of the train (Vermont Avenue/White House). Walk north along Vermont

Avenue one block, until you reach K Street. Vermont Avenue now becomes 15th Street, at K Street. Walk north along 15th Street one more block until you reach L Street. Head east

(right) on L Street 1/2 block to reach the Bureau of Economic Analysis, at 1441 L Street,

NW

.

U.S. Department of Commerce / Economic and Statistics Administration / Bureau of Economic Analysis

10
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Abridged Monthly Catalog Makes Debut in January

CD-ROM Edition to Follow

Periodicals Supplement to Appear Only in CD-ROM Edition

The January, 1996 issue of the Monthly Catalog will be the first issue of the abridged

paper edition. The abridged version will contain minimal data in each record. Records will

include OCLC numbers and will be accessible via a single key word index. We anticipate

that the page counts for the paper edition will decline from an average of approximately 780

pages per issue to approximately 200 pages per issue. The reduction in the size of each issue

allows us to reduce the price from the current $234.00 per year to $65.00 per year. We will no longer publish cumulative indices in paper.

We anticipate publishing the initial CD-ROM edition of the Monthly Catalog during the

first months of 1996. The Periodicals Supplement, which has been published as a separate

paper issue of the Monthly Catalog, will now appear only on the CD-ROM edition.

The CD-ROM Monthly Catalog and the abridged paper edition are depository items.

Regional depositories may select both, but other depositories may select either the CD or the

paper but not both. The abridged paper and the CD-ROM Monthly Catalog appeared on

Survey number 96-001, dated October 27, 1995.

The price for the CD-ROM edition has been established at $245 per year for 12 issues.

Issues cumulate so that a year's worth of records will be available in the December issue of

each year. At present, we are considering cumulating two or more year's data in a single

CD. We have considered issuing a retrospective product that would combine Monthly

Catalog records from 1976 through 1995, but have not had sufficient opportunities to weigh

costs/benefits and technical issues associated with such a product. The CD-ROM product

does not have a locate function. We do intend to work towards this objective as we refine

the product.

If you are interested in a locate function, please use the WWW GPO Locator. This

application links Monthly Catalog records with the names and addresses of libraries known to have selected specific titles. Access to this application is available at: http://www.access.gpo.gov/su_docs/. We maintain records at this site from January, 1994

through the present.

W

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GFO Access Training in San A:.IlliOIii1D

Personnel from the GPO's Office of Electronic Information Dissemination Services

(EIDS) will be conducting GPO Access training for depository librarians in conjunction with

the American Library Association mid-winter conference in San Antonio, Texas.

The training is scheduled for Friday, January 19. It will be held at San Antonio College,

Moody Learning Center, Room 201, 1001 Howard St., San Antonio, TX 78212. The

college is a short distance from the San Antonio Convention Center where the ALA

mid-winter conference activities are centered.

There will be two sessions: 8:30 a.m.- approximately noon and 1:30 p.m.- approximately

5:00 p.m. Seating is limited, so if you are interested please register as soon as possible by

contacting:

John Berger, Product Manager

[The following is based on a posting from Ken Rogers, Director, STAT- USA, on the listserv GOVDOC-L.J

The STAT-USA office at the Dept. of Commerce is aware that the supplemental tables

that accompanied the Global Trade Outlook CD-ROM are corrupt. The CD was disti >"ted

to depository libraries selecting item 0215-L-07, under class C 61.34/3:995-2000, on shipping

list 95-003 1-E dated 8/4/95.

Corrected discs are being manufactured and GPO will provide the supplemental files discs to depositories once GPO receives the files from the Commerce Dept.

These files are currently available to libraries subscribing to the Economic Bulletin

Board. They will also be included on the December NTDB.

Office of Electronic Information Dissemination Services

jberger@eids21 .eids.gpo.gov

Fax: (202) 512-1262

Tel: (202) 512-1525

Corrected Global Trade Outlook

Supplemental Tables CD-ROM to be Issue

12
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Retention Policy for Materials Mistakenly Distributed to

Depository Libraries

Depository libraries may occasionally receive Federal publications that they do not select.

A recent occurence was a non-distribution title, "En route with the Routt" (A 13.126:). The

April 1994 issue was incorrectly classed A 13.13:R 75/2 and distributed to depositories.

Non-distribution items do not need to be retained when distributed in error, and therefore

the April 1994 issue of "En route with the Routt" may be disposed of.

Depository library staff should be aware, however, that the distribution status of serials

and periodicals can change. The current "List of Classes" should be checked to verify

current depository status of a serial or periodical even though there is a "Not distributed to depository libraries" note on a GPO serial record.

The complete instructions for disposing of non-selected materials can be found in the

Instructions to Depository Libraries, p. 18, section H, Secondary copies.

Depository Library Finding Aids, Policies,

Training Materials to Be Collected on Floppy Disk

Contribute Yours Now!

For distribution on diskette at the 1996 Federal Depository Conference, we are collecting

copies of policies, training materials, handouts, guides, bibliographies, and other finding aids.

The time and effort you have spent creating these items can have a larger impact by helping

other documents librarians who are trying to do the same things.

We are particularly interested in:

• collection development statements/collection policies;

• staff or student training materials;

• handouts about the Internet or compact-disc products, and

• bibliographies of government documents on current "hot" topics (for

example, the Balkan conflict or welfare reform).

However, any other handouts will be gratefully accepted. Please send them to Larry

Romans at the address below.

If you can, please send your contributions on a high-density 3 1/2-inch diskette in

WordPerfect, Microsoft Word, generic word-processing format, or DOS text. If you use

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Pagemaker or similar software, please strip off the formatting, since many people don't have

that software. Most word-processing software has a "save as" option to allow you easily to download to generic word-processing format or DOS text. If your contributions are not on

computer, please send two Copies of each.

At the bottom of the text of each item, please include the name of the person who

created it, and the name of the depository. Please mail your contributions by March 1.

The free diskette containing all of the contributions will be available at the Federal

Depository Library Conference. Soon after the conference, the disk's contents will be

available for downloading on the Federal Bulletin Board.

Please send your contributions to:

Larry Romans

Head, Government Information Department

Central Library, Vanderbilt University

419 - 21st Ave. South

Nashville, TN 37240-0007

romans@library . vanderbilt . edu

(615) 322-2838; Fax (615) 343-7451

Wanted: Tour Ideas on Promoting the Depository Program

The Promotion and Advertising office at GPO plans to revamp the Discover Depository

Libraries posters. Sherlock Holmes is being retired. At conferences and informal meetings,

many librarians have offered suggestions on ways to promote the depository library and

available services.

Here's your opportunity! What depository services would you like to call attention to in a new poster? What other mediums could Promotion and Advertising use to help you

promote depository libraries?

Please fax Vicki Barber your suggestions by January 31, 1996. The fax number is (202) 512-1656.

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6P0 Guidelines for Online Processing

of Depository Documents

[This updates a policy statement which appeared in Administrative Notes, v. 11, #15, 7/15/90.]

New technologies for the initial processing of depository materials streamline the often

tiresome tasks associated with the bibliographic control of Federal documents. Many

libraries have improved the efficiency and effectiveness of their depository operations by

developing their own database programs, copy cataloging, or subscribing to labels, shipping

lists, and MARC record tape loads from commercial vendors. Yet using these technologies

has provoked valid questions. Librarians are concerned about how the U.S. Government

Printing Office (GPO), through the Instructions to Depository Libraries and the Guidelines

for the Federal Depository Library Program, will interpret its established rules on

bibliographic control and the timely processing of Federal depository materials in the

electronic environment.

GPO's purpose for requiring a piece level holdings record of Federal property can best

be summarized by asking the questions: "Do I know what I have?" and "Do I know whose it is?" It is well known that shelflisting and cataloging facilitate access to and visibility of

depository holdings to patrons. GPO encourages online processing of documents which

conform to GPO's requirements on bibliographic control of depository holdings.

In Chapter 3, Part A of the Instructions to Depository Libraries, the pertinent paragraph

asserts that "... each depository will maintain a holdings record to the piece level of all depository selections regardless of format." The Instructions further state that "[A]

depository holdings record can be part of a larger all encompassing library record..." and "... cataloging all or part of the documents collection is recommended.

GPO is less interested in the mechanics of bibliographic control than ensuring that each

depository meets the standards set forth in the Instructions. How these standards are achieved is up to each library. Many librarians have asked, "Will Marcive's, Bernan's,

Auto-graphics', OCLC's GovDoc or some other product suffice for a holdings record or

shelflist?" The answer depends on how these products are used.

Merely "dumping" a monthly tape into the online catalog does not constitute a holdings

record to the piece level. Tape dumping by itself is similar to asserting that the Monthly

Catalog is a holdings record. But tape loading, when the tape is tailored to the library's item

number profile, checked against actual receipts, and coupled with the library entering

individual issues of serials received meets GPO's requirements.

A shelflist, to meet the requirements for accountability for Federal property and to

facilitate public service, should contain certain additional information such as a SuDocs

number and an accession or receipt date to aid in disposition, and, if applicable, a unique

depository identifier, location symbol, supersession notice, etc. GPO does not want to define

every acceptable shelflist element as such a list could never be exhaustive. As long as the

library has a record or records that fulfill these piece level requirements, the standards in the

Instructions will be met.

15
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For nearly twenty years, the Guidelines have stated that "[W]henever possible

documents should be available for public use within 10 days after receipt; they should be

retrievable even if cataloging information is not yet available." As some librarians prefer to use an online product as the foundation for a shelflist, they are concerned about the time lag

between receipt of an item and the availability of its full MARC bibliographic record.

Most MARC records for paper documents and electronic deliverables are available on

OCLC and GPO's Web site within two weeks of their receipt in GPO's Cataloging Branch.

Most MARC records for documents converted to microfiche are available within two weeks

of their receipt from the microfiche contractors. Profiled tape loads from commercial

vendors who rely on Monthly Catalog derived data may take longer.

For temporary holding records, depository librarians use shipping list records from a commercial shipping list service, suppress records, or employ other methods as a bridge until

the complete bibliographic records are accessible online. A temporary holdings record can

be maintained for up to three months in such an environment before a permanent record is required by GPO.

_ ~ ~~ ~ ~~D

GPO Access Now Free!

Government Information Available to Internet/Dial-in Users

[This GPO press release was issued on December 1, 1995.

J

The U.S. Government Printing Office (GPO) announces free use of its award-winning

GPO Access online service beginning December I, 1995. All Internet and dial-in users can now receive electronically, at no charge, the Congressional Record. Federal Register,

congressional bills, and a growing iist of important government documents on the same day

of publication.

"We believe the public should have timely access to vital information about the

activities of their government without charge," says head of the GPO, Public Printer Michael

F. DiMario. "This service is made possible through the congressional funding of the Federal

Depository Library Program at a time when more and more citizens are receiving their

information by computer.

The GPO Access service was created by an Act of Congress in 1993 and went online in

June 1994. The service earned the 1994 Federal Technology Leadership Award and a 1995

James Madison Award sponsored by the Coalition on Government Information.

Until now, GPO Access has been free only to users on-site in some 600 of the Nation's

nearly 1 ,400 Federal Depository Libraries and to remote users connecting through over 20

depositor)7 library "gateways." It was available to others on a subscription basis for a low

16
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fee. Under the new program, the subscription fee has been dropped and refunds of unused

portions will be sent to current subscribers.

DiMario emphasizes that depository libraries will continue as an essential link between

GPO Access and the public. "Citizens lacking either computers or computer skills can visit a

local depository for assistance," he explains.

The new system now gives equal and free access to those utilizing a depository library

and to those who are linked already by dial-up or Internet connections to electronic

information. As the Federal Depository Library Program becomes more electronic in nature,

additional databases will be available through GPO Access. Since its creation in 1994, the

number of databases offered online via GPO Access has increased from seven to more than

two dozen.

Government databases can be reached via the Internet or by dial-in through a modem.

Internet users can access the databases with a World Wide Web browser through the

Superintendent of Documents' home page at: http://www.access.gpo.gov/su_docs/ or with

WAIS client software.

Internet users can also telnet to swais.access.gpo.gov; then login as guest. Dial-in users should use a modem to call 202-512-1661; type swais and then login as guest.

In more than 20 States, users with modems can connect to GPO Access through

depository library "gateways" with a local phone call. Listings of depository libraries and

"gateways" can be found on the Superintendent of Documents' home page.

General information on accessing these databases is available by:

e-mail: help@eids05.eids.gpo.gov

phone: (202) 512-1530

fax: (202) 512-1262

Questioiis about the GPO Access service can also be directed to a nearby Federal

depository library. At least one such library is located in nearly every congressional district.

17
AN-vl6-#17-12/15/95

More on SPO Access and the

GPO Access

The news release announcing that GPO Access is now available for free use appears on

the previous page and was also put on GOVDOC-L, LAW-LIB, and REGIONAL-L. The

information below is taken from a letter to depository library directors and a leaflet sent to depository libraries in shipment boxes the week of December 4.

We are pleased to advise you that effective December 1, 1995, use of the Government

Printing Office electronic information services, GPO Access, became free of charge to all users. The GPO Access online service includes over 20 important Federal databases such as the Federal Register, Congressional Record, and Congressional bills and is growing steadily.

Registration will no longer be required to use GPO Access. Depository libraries may

now connect servers or any number of users to GPO Access, without restriction. Libraries

that have previously registered to use GPO Access may continue to use their established user

identification numbers, account numbers, or passwords, until December 31, 1995.

There will be no restrictions on the number of simultaneous users. However, if you use

the customized client software, for IBM or Macintosh, sold by GPO, please be sure to notify

the GPO Access User Support Team if you plan on installing additional copies. This will

enable GPO to pay the proper licensing fees. Each library may request up to 10 copies of

the customized WAIS client software from the GPO Access User Support Team.

Beginning December 1 , anyone can connect to GPO Access by using one of several

options. Each depository library will be provided in-depth assistance from the GPO Access

User Support Team and will receive special information about new databases and

developments.

rhe Electronic FV^ P'^.-y::[rry

Library Program (FDLP)

. . . we expect that nearly all of the

information provided through the

FDLP will be electronic by the end

offiscal year 1998.

Based on directives from Congress, we

expect that nearly all of the information

provided through the FDLP will be

electronic by the end of fiscal year 1998.

The Library Programs Service has advised

libraries concerning minimum levels of

computer hardware, software, and connectivity required to effectively support the depository

operation, most recently in Administrative Notes (v. 16, #2, 1/15/95) as recommendations to the depository community.

In light of the impending transition to electronics, and upon advice of the Depository

Library Council to the Public Printer, these specifications will become requirements for

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AN-vl6-#17-12/15/95

participation in the FDLP on October 1

,

1996. Every depository library should be

taking steps now to ensure that it will be

able to serve the public effectively in an

electronic information environment.

Minimum requirements may change as technology progresses. The Recommended

Minimum Technical Guidelines for Federal

Depository Libraries follow, below.

It is our intent to regularly communicate information about GPO Access to all depository libraries via e-mail. You will receive a form asking you to furnish us with your

e-mail address. It is important that all depository libraries take the time to fill out this form

because e-mail will become our primary method of communication with the depository

community.

We appreciate your ongoing support of the FDLP, and look forward to working with

you as the Program evolves into the electronic future. If you have any further questions

about GPO Access, please contact the GPO Access User Support Team.

...e-mail will become our primary

method of communication with the

depository community.

Recommended Minimum Technical

Guidelines for Federal Depository Libraries

Revised January 1995

In order to assist depository libraries in remaining current with advances in personal

computer (PC) technology, the Library Programs Service (LPS) has once again revised the

"Recommended Minimum Technical Guidelines." This revision emphasizes the Windows

operating system and Internet capability, and is based in part on the findings of the Electronic

Capabilities Survey which LPS conducted in 1994. Libraries having equipment which meets

or exceeds these guidelines will be in a position to use the electronic products distributed

through the Federal Depository Library Program. In addition, these guidelines support the use of the GPO Access online services, as well as other Federal online information resources.

Although these are recommendations, rather than requirements, LPS strongly

encourages depositories to install microcomputer work stations that meet at least these

minimum standards. It is also recommended that these guidelines be applied to public work

stations, as well as those intended for depository staff.

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Minimum Workstation Configuration

Computer IBM-compatible 486DX2 computer operating at 66Mhz

Memory 8 or more megabytes (Mb) of RAM; expandable to 16 Mb or more

Floppy Disks Both 3.5" high density and 5.25" high density

Hard Disk Drive 540 Mb capacity or higher; 15ms or less access time; IDE or SCSI

interface

Expansion

Display

CD-ROM Drive

Printer

Pointing Device

Modem

Network

Connection

Minimum of three free expansion bus board slots; 1 or more

additional hard drive bay(s) desirable; 2 serial and 1 parallel ports;

consider an available ZIF (zero insertion force) CPU upgrade

socket.

Super VGA (SVGA) compatible, 15" monitor with at least 70Mhz

vertical refresh rate at SVGA resolution (800X600) non-interlaced,

0.28 or smaller dot pitch; display card which supports 800X600

resolution at 70Mhz or faster. Consider a 19" high resolution

monitor to display 8.5" x 11" mil page images.

Single or multiple platter drive compatible with ISO 9660 standard;

consider the multi-media supporting standards. (300 K/byte per

second transfer rate, double speed support, CD-ROM XA support,

include a 16 bit sound board for PC; Ad-Lib or Sound Blaster

compatible)

24 pin dot matrix; Epson or IBM Proprinter emulation compatible.

Consider purchase of low cost color dot matrix printers for multimedia output or laser printers for high resolution graphics (HP

compatible).

Microsoft-compatible mouse or similar pointing device to support

programs and Microsoft Windows.

14.4 kbps, meeting V.32, V.42, V.42bis or MNP 5 standards and

compatible with Hayes "AT" command set.

SLIP/PPP Internet connection, with FTP (File Transfer Protocol)

capability.

Software

Operating System Microsoft Windows 3.1 or later (requires MS-DOS 3.3 or higher);

Device driver for CD-ROM drive and MS-DOS CD-ROM

extensions.

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Database

Spreadsheet

Word

Processing

dBASE file format compatible or dBASE and ASCII comma

delimited file importing database management software; useful to have fixed field format (SDF) import ability.

Lotus .WK1 file format compatible software; support for other

popular formats such as Excel and Quattro Pro.

Software capable of importing major text file formats (Ami Pro,

WordPerfect, Microsoft Word, Multimate, etc.) and ASCII text

files.

Communications Software package which offers "script" files to automate log-on

procedures; and supports XMODEM, YMODEM, ZMODEM, and

Kermit file transfer protocols; several terminal emulations such as ANSI-BBS, TTY, VT-100; and capable of up to 19200 bps transfer

speeds; supports Hayes "AT" compatible modems; manages telnet

sessions.

Client Software WAIS client (EINet WinWais customized for GPO Access

recommended), and a World Wide Web browser.

Viewers Adobe Acrobat PDF file viewer.

Costs

The cost section is being eliminated from this revision. Cost information is readily

available, and subject to rapid change and local market conditions. The ranges offered in the

previous "Guidelines" were too wide to support accurate planning and budgeting.

Rationale

The above configuration provides ample resources to handle multiple software and CDROM retrieval packages, yet is available at a reasonable cost. Current 486DX2 prices are only slightly higher than the 486SX. The ability to run 32 bit specific software in a graphical

environment is desirable. Selection of the high end options mentioned in these guidelines will

help to delay the onset of obsolescence. The available system memory can be better utilized

by a variety of software. The software recommendations should permit the use of most

anticipated government produced products. Microsoft Windows 3.1 software is also easily

supported by this configuration.

While this configuration should prove satisfactory, LPS encourages the purchase of a

configuration superior to this if affordable. The speed at which the computer industry

changes dictates that flexibility is a desirable quality in any hardware and software purchases.

Systems which are more than adequate today are obsolete tomorrow.

21
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GPO and the University of New Mexico Zimmerman Library

Open Free Web Link to Federal Information

The U.S. Government Printing Office (GPO) has opened a "gateway" site in New

Mexico giving the public free access to many of the Nation's most important Federal

documents via an Internet connection or a phone call. The Zimmerman Library joins 24

other sites in 21 states and the District of Columbia in providing this service.

The Congressional Record, Federal Register, Congressional Bills, U.S. Code and other

Federal databases are now available to off-site users on the same day of publication through

the University of New Mexico Zimmerman Library. The library, one in the Nations 's system of nearly 1,400 Federal depository libraries, and working closely with the University

Health Science Library, Law Library and Computing & Information Resource Technology

(CIRT) Department, is offering free public access to the GPO databases as part of an

expanding gateway program. Each gateway operates through a cooperative arrangement with one of the Federal depository libraries.

The University of New Mexico Zimmerman Library is the seventh electronic pathway to GPO Access accessible via the World Wide Web. Users may access the gateway by pointing

their web browser to: http://www.unm.edu/~cmclean/gpo.html. Users of the University of

New Mexico Zimmerman Library gateway may search the databases as frequently as they

like, without charge. For local user support, contact Ms. Maria Teresa Marquez or Mr.

Clark McLean, at voice: 505-277-5441, fax: 505-277-6019, e-mail: govref@unm.edu.

These databases are also available to walk-in patrons at the University of New Mexico

Law and Health Science Center Libraries and are available for free electronic searches to patrons of some 540 of the Nation's depository libraries under the "GPO Access" program

authorized by law and launched in June 1994.

There is at least one Federal depository library in nearly every Congressional District.

"It is our goal to establish local outlets to the GPO electronic system in every State," said

Public Printer Michael F. DiMario, the head of the GPO. "We want these important

Government publications available to the American public around the clock, 7 days a week.

GPO is working with depository libraries to develop model gateways for no-fee public access to GPO's databases. Built on existing campus and public networks, these gateway

depositories serve as models for the nationwide depository library system.

GPO Access online interactive system consists of three individual services:

The Federal Register Service: The Federal Register database includes proposed and

final Federal regulations and Presidential documents as well as meeting and grant notices

and the semi-annual Unified Regulatory Agenda database.

2?
AN-vl6-#17-12/15/95

Congressional Record Service: The Congressional Record database includes the

activities and debates of Congress dating back to January 1994, the History of Bills

database and the Congressional Record Indexes from 1992 forward.

Legislative Service: The Congressional Bills database includes all published versions of

House and Senate bills from the 103d and 104th Congresses, Public Laws of the 104th

Congress, the U.S. Code database and the History of Bills database.

The full text of the documents is available the day of publication. Also available is the

GPO Access Users Manual.

Other Online Databases: GAO Reports, all published reports, except correspondence

and reports that are restricted or classified, is a free database sponsored by the General

Accounting Office. The FY 1995 database is updated two business days after the reports are released. In addition, the Congressional Directory, House and Senate Calendars,

Congressional Reports, and Documents and Economic Indicators are available to GPO

Access Congressional Record and Legislative Services subscribers on a trial basis. Other

databases will be added as they become available.

The GPO Access services are authorized by Public Law 103-40, the Government

Printing Office Electronic Information Access Enhancement Act of 1993. Under this law,

depository libraries have access to the GPO service without charge. The online publications

are available separately with low-cost subscriptions for anyone who wishes to purchase

directly from GPO.

Inquiries about the availability of GPO Access services should be directed to the GPO

Access User Support Team at voice: (202) 512-1530, fax: (202) 512-1262; or e-mail:

help@eids05.eids.gpo.gov. Information about the GPO Access and GPO products and

services can also be obtained via U.S. Fax Watch, the GPO's fax-on-demand service, by

dialing (202) 512-1716.

Clark E. McLean

Government Information Dept.

General Library

University of New Mexico

Albuquerque, New Mexico 87131-1466

cmclean@unm. edu

Phone: (505) 277-5441

Fax: (505) 277-6019

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AN-vl6-#17-12/i5/95

Energy Conferences and Symposia Available Online

[The Dept. of Energy's Office of Scientific and Technical Information (OSTI) sent LPS the following

notice.]

Energy Conferences and Symposia (ECS), an OSTI monthly publication which indexes

conferences, symposia, workshops, congresses, and other formal meetings pertaining to Dept.

of Energy programmatic interests, has been available on the World Wide Web since

November 1, 1995. It is accessible on the OSTI home page at http://www.doe.gov/osti/ostipg. html under "Energy Meetings" as portable document format

(PDF) file.

ECS subscriptions in paper will continue through December 1995. [ECS is not a depository item.] Beginning with the January 1996 issue, distribution of printed copies will

be discontinued and ECS will reside on the OSTI home page.

Claims Processing Contracted Out

Mo Procedural Changes for Depositories

[This notice was sent to all depositories in shipment boxes the week of Dec. 4-8, 1995.J

The Library Programs Service (LPS) has contracted out its paper claim fulfillment

operation. All claims for paper and separate titles will be packaged and shipped by the DDD

Company, located in Annapolis Junction, MB. DDD will begin handling claims for

publications on all paper and separate shipping lists beginning with shipping lists dated

December 1, 1995.

The DDD Company was our addressing and mailing services contractor from October

1990 through December 1994. They are therefore familiar with all facets of the LPS

distribution operation and have the facilities and personnel to handle claims in a timely and

efficient manner.

There is no change for depository libraries in filing claims for paper and separate titles. Libraries will continue to fax, using (202) 512-1429, or mail their claim requests to LPS

where they will be recorded and batched in shipping list number sequence and then sent to the contractor.

LPS personnel will still be responsible for answering any questions or inquiries

concerning claims. They will make every effort to solve any problems that may occur as a

result of this change. If you have any questions concerning this matter, please feel free to contact Carl Redd, Chief, Depository Distribution Division, by telephone on (202) 512-1014.
AN-vl6-#17-12/15/95

Readers Exchange

World Wide Web Pages Promoting U.S. Government Depository Libraries

By Marek Baxter Waterstone

The O'Quinn Law Library

University of Houston

The purpose for these pages is to assist the public and other library patrons in the

Houston area in the task of identifying and locating Federal government information which is provided through the Federal Depository Library Program in electronic and other formats.

The pages aim to telescope users out to the world and to bring them back to focus on the

Houston area sources where possible.

The URLs for the Homepages are found as the last line of text at the bottom of the

pages. The underlined terms on each page indicate a hypertext link.

There are three Homepages. The "Flagship" page is the single page of links identified as follows:

University of Houston

The O'Quinn Law Library

A Federal Depository Library

From Online Access to Congressional Information provided by GPO to a map for locating the

Houston GPO bookstore to the Villinova site for linking to specific Federal agencies and

beyond including search engines and, lastly, to a form for asking me a question by e-mail,

this page is a primary, government web intersection for our patrons. I have chosen the links

for this page because, in my opinion, they provide the best one page set for beginning to

fulfill the purpose stated in the first paragraph. I intend to promote this page through

traditional public sources of information distribution such as local newspapers.

In addition, from this Flagship page, a person can access the HANOI Homepage.

HANDI is the Houston Area Network of Documents Information, the group of Federal and

Texas depository libraries in the Houston area. The HANDI pages are still under

construction, but at this time the public can find out the location and contact people at the

various libraries. Finally, from the Flagship page, a person can tap into the Homepage for

the Government Information Services Department of the O'Quinn Law Library.

Our Web site at the University of Houston Law Center Library is not the most developed

site. It is young and growing rapidly; it is still hungry for input. This means that there is opportunity to produce local depository library information that is very welcome. The site is accepting all we can produce right now. I am assuming other libraries are in similar

situations.

At this time, in the library we have one World Wide Web terminal running Netscape in a public area. We have several terminals that run Netscape and others that access LYNX, a

25
AN-vl6-#17-12/15/95

WWW textual interface, for the use of our primary patrons. I am finding that a surprising

number of public patrons who request information from me have Internet access and are eager to learn useful URLs.

In the future, I expect our library to increase the number of terminals in the public areas

that will have WWW access and the Law Center to increase accessibility to faculty and

students. We librarians will be continuing to work to provide direction to those who have

specific need for government information. The hypertext Web world is one of the important

tools in this endeavor.

I am providing the print of the the O'Quinn Law Library Homepage screen, below, for

publication in Administrative Notes so it might encourage and assist people who are looking

for this way of promoting the depository library program in their areas. I would be happy to communicate with anyone seeking further information.

Marek Baxter Waterstone

(formerly Mary Shearer)

Government Information Services

The O'Quinn Law Library

University of Houston

MBCMW@UH.EDU

713/743-2335

http : //www. lawlib . uh. edu/faculty/MWaterstone . html

I OUST ON

THE O'QUINN LAW LIBRARY

A Federal Depository Library

•Online Access to Congressional Information. •Connect to GPO ACCESS Online Databases Through a Federal Gateway Library. •Locate Electronic Federal Depository Libraries. •Search for Newer U.S. Publications Available at Federal Depository Libraries. •Locate Federal Depository Libraries in the Houston Area. •Locate theU.S. Government Bookstore in Houston, Texas - includes map. •The Federal Web Locator - Villinova Center for Information Law and Policy. •Ask Online for further assistance in finding U.S. publications in The O'Quinn Law Library.

Please report problems with this Web page and send suggestions to Government Information Services Librarian Marek

Baxter Waterstone, mbcmw@uh.edu

Created 19 October 1995; Last Major Update 23 October 1995; Accessed

URL http ' www.la¥ lib ul ,edu/handi/fd!ph >me.htm!

times since last update.

26
AN-vl6-#17-12/15/95

Library Programs Service

Fiscal Year 1995 Annual Report

Mission

As authorized by Title 44, United States Code, the Library Programs Service (LPS)

administers the Federal Depository Library Program (FDLP), the Cataloging and Indexing

Program (C&IP), and manages the distribution component of the International Exchange

System (IES) Program for the Library of Congress. These programs are accomplished

through the six basic functions of LPS: the acquisition, classification, format conversion,

distribution, and bibliographic control of publications; and the inspection of depository

libraries.

Summary

The Federal publishing environment is in a period of transition from centralized printing

to decentralized printing and electronic online access and dissemination. One consequence of

this transition is that many information products, whether printed or online, are not being

directed to GPO. In FY 1995, LPS attempted to anticipate, plan, and manage this transition,

to the end that Federal information content, regardless offormat, is available to the public

through the FDLP. However, these transitional elements must be balanced against LPS'

ongoing efforts to maintain and even improve its traditional services to depository libraries.

During FY 1995, there was unparalleled Congressional interest in increasing the amount

of information available electronically through the FDLP. During the FY 1996

appropriations process there was considerable discussion in the House to make the Program

entirely electronic. Although this view did not ultimately prevail, it is clear that Congress

wants the transition to electronic information access to be as rapid and all-inclusive as possible.

The resulting tension between a wholesale conversion to electronic information

dissemination and the necessity to maintain the flow of traditional services leads to the basic

structure of this report. Rather than an exhaustive recounting of each Branch's activities, this

report will focus on the transition to electronics, and will but briefly highlight traditional

services activities.

Electronic Transition Activities

In February 1995 LPS published a report on the "Electronic Capabilities of Federal

Depository Libraries, Summer 1994," which presented the results of the "Electronic

Capabilities Survey" mailed to all depository libraries in July 1994. In summary, this survey

revealed that while most depositories have some capacity to handle electronic Government

information ("94% have a PC"), most libraries have a long way to go before they can serve

the public effectively when the FDLP becomes predominantly electronic.

27
AN-vl6-#17-12/15/95

The results of this survey were also used to update the "Recommended Minimum

Technical Guidelines'' for computer hardware and software. The revised guidelines specified

486 chip PCs, the Windows operating system, and Internet connections. These guidelines were published in January 1995, as an advisory to the depository community.

As part of LPS' efforts to move the FDLP forward electronically, we put the libraries on

notice that technical requirements for serving the public with electronic information would

become mandatory by 1998. This message was delivered in presentations at the American

Library Association (ALA) 1995 Midwinter Meeting, and subsequently reiterated in

Administrative Notes. In retrospect, this warning was probably not drastic enough, as the

Congress has clearly stated that the FDLP is to proceed to maximum utilization of electronic

technologies as quickly as possible.

Beginning late in FY 1994, and continuing throughout FY 1995, LPS led the project to expand the public's use of the GPO Access online service through the no-fee subscriptions

offered to depository libraries. The first stage of this project was to raise the depository

libraries ' limit on no-fee GPO Access subscriptions from one to ten per institution. Next, we

announced the "Model Gateway Libraries" project, which encouraged depositories to allow

remote public users to connect to GPO Access by going through the depository library's

gateway. COIN (the Columbia, Missouri, Online Information Network), the first gateway,

opened in October 1994 with the SWAIS text-only interface. There are now 22 gateways in

service, including four World Wide Web (WWW) gateways, covering 18 states and

Washington, D.C. We have at least one gateway prospect in every other state and the

Commonwealth of Puerto Rico.

LPS' communication with the depository community was significantly enhanced by using

Internet e-mail and by participating in the GOVDOC-L listserv. For example, the gateway

development was extremely e-mail intensive, and the planning for the Federal Depository

Conference and Council meetings was greatly expedited.

One of the most significant efforts of FY 1995 was the development and opening of the

Superintendent of Documents (SoD) Web site. Finally, Internet users had a single point of

entry for all of GPO's electronic services. Key applications include connections to all of the

Gateways, direct connections to the GPO Access databases, user-specific identification of

conventional and electronic depository libraries, and the locator function. This allows users

to search the Monthly Catalog database to identify specific publications, and then find which

depositories in a user-defined area selected those titles. The URL (Uniform Resource

Locator) address for the SoD Web site is: http:Wwww.access.gpo.gov/su_docs/

Also of significance was our establishment of WWW Locator services. Our Web

application now includes all Monthly Catalog of U.S. Government Publications (MoCat)

records produced from January 1995 through the present. Users may search and retrieve

abridged or full records, and may link cataloging records with names and addresses of

depository libraries known to have selected titles represented by our records. As of the

present, records are published on the web within three days after production in OCLC. This

remarkable improvement in timely dissemination overcomes the nearly three months that

lapse between production of records in OCLC and their appearance in MOCAT paper and

28
AN-vl6-#17-12/15/95

microfiche editions. Our objective for the Web is to load our cataloging records one day

after production on OCLC.

LPS has established an Electronic Transition Staff (ETS), with a staff of five, including

Maggie Parhamovich and Raeann Dossett, noted electronic information experts recruited from

the depository community. The purpose of this group is to identify, assess, and implement

information technology solutions for the transition of T ,PS to a more electronically based

program, with special emphasis on development of the Pathway service.

A policy statement for electronic information access and dissemination in the FDLP has

been drafted and is under review. In accordance with this statement, all depositories must be

prepared to offer users access to work stations with a graphical user interface, CD-ROM

capability, Internet connections, and the ability to access, download, and print extensive

documents.

An interagency agreement was drafted to delineate roles and responsibilities when GPO

works with other agencies to bring electronic information dissemination products under the

aegis of the FDLP. These products include publications which are published in a physical

format (i.e., CD-ROMs, diskettes, etc.), made available through on-line interactive services

(i.e., World-Wide-Web (WWW), etc.) or through non-interactive on-demand services

(Bulletin Board Services, near-line CD-ROM jukeboxes, etc.).

Beginning with lists dated September 1, 1995, facsimile copies of daily depository

shipping lists were available from the US FaxWatch service. Copies of all lists processed by

LPS or our microfiche contractors will be available for 60 days following the shipping list date.

Throughout FY 1995 LPS has worked with the Production Department to design a CDROM edition of the Monthly Catalog. The CD-ROM, which will replace the microfiche

edition, is expected to go into production for the 1996 catalog year. Featuring both DOS and

Windows user interfaces, the CD-ROM will cumulate data on an ongoing basis through the

subscription year, with each issue replacing the previous disc.

In the Conference Report to H.R. 1854, the Legislative Branch Appropriations Act of

1996, Congress directed GPO to initiate a cooperative study to identify measures necessary

for a successful transition to a more electronic FDLP. Participants in the study include

representatives from the legislative, executive, and judicial branches of government, as well

as from the national library community and other appropriate government and public entities.

GPO has been directed to provide Congress with the results of this study by March 1996, and

to submit an FY 1997 appropriations request consistent with a strategic plan based on those

results.

The study is coordinated by GPO's Superintendent of Documents Wayne P. Kelley. An

executive working group has been formed, comprised of staff from the:

• Joint Committee on Printing

• Office of Management and Budget

• House Oversight Committee

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AN-vl6-#17-12/15/95

• Senate Committee on Rules and Administration

• House and Senate Appropriations Committees

• Government Printing Office

• Congressional Research Service of the Library of Congress

• Center for Electronic Records, National Archives and Records Administration

• Federal Publishers Committee

• Interagency Council on Printing and Publication Services

• Administrative Office of the U.S. Courts

• Federal depository library community

The study has been subdivided into a number of tasks designed to elicit specific

information which will assist the Congress in revising the FDLP to better utilize modern

information technologies, while still maintaining equitable public access to Government

information.

TRADITIONAL SERVICES

Distribution to Libraries

LPS' Depository Distribution Division (DDD) is responsible for the receipt, shipment

preparation, and physical distribution of the publications which LPS ships to the depository

libraries.

LPS' FY 1995 distribution by format was:

Percent

Titles FY1994 FY1995 Change

Paper 15,267 17,466 14.4%

Electronic 306 412 34.6%

Microfiche - LPS 672 1,274 89.6%

Microfiche - Contractor 28,398 25,582 (9.9%)

TOTAL 44,643 44,734 0.2%

Percent

Copies FY1994 FY1995 Change

Paper 7,114,769 7,162,418 0.7%

Electronic 201,801 231,269 14.6%

Microfiche - LPS 273,088 605,258 121.6%

Microfiche - Cont. 9,466,973 8,978,317 (5.2%)

TOTAL 17,056,631 16,977,262 (0.5%)

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AN-vl6-#17-12/15/95

In FY 1995, the total number of titles and copies distributed in paper and microfiche

formats was nearly identical to the previous year. However, the percentage of microfiche

distributed by LPS decreased slightly, from 65.1% in FY 1994 to 60.0% in FY 1995.

In addition, depository libraries received 2,326,355 microfiche copies of 17,117

Department of Energy (DOE) reports distributed directly from the DOE facility in Oak

Ridge, Tennessee. As of December 7, 1995, LPS has not received equivalent distribution

reports from our other two interagency agreement partners, the U.S. Geological Survey and

the Defense Mapping Agency.

Nearly all depository shipments were delivered by commercial carriers. The Roadway

Package Service (RPS) now delivers to nearly all of the domestic libraries, and Federal

Express is used for delivery to libraries located in Guam, Hawaii, Puerto Rico, and other

outlying areas. Delivery by U.S. Postal Service accounts for the less than 10% of all depository shipments.

The Lighted Bin System (LBS) was enhanced by the installation of a fully automated

mailing system, which scans, weighs, and rates each package. The Tandata InMotion System

reduces LPS personnel requirements by 2 FTEs, and saves an estimated $50,000 per year in

labor costs. The reliability of the LBS was improved by installing 11 microcomputers and

custom software. These replaced the obsolete Texas Instruments video display terminals

which were in service since 1985 and are no longer produced.

Depository Inspections

The Depository Services Staff (DSS) conducted on-site inspections in 204 depository

libraries, 3 less than the 207 inspected in FY 1994. Three libraries were designated

depositories in FY 1995, while 6 libraries relinquished their depository status. At year's end

there are 1,386 libraries in the FDLP, a reduction of three from a year earlier. Seven

libraries were placed on probation as a result of deficiencies discovered during inspections,

while eight others were removed from probationary status based on improvements in

compliance which we *e observed during the re-inspection.

The two vacant inspector positions were filled with experienced Government documents

librarians who have completed their training and are now inspecting on a regular "two-weekin, two-out" schedule.

DSS has worked extensively with the Depository Library Council (DLC) to revise and

update the 1977 Guidelines for Depository Libraries. This project should be completed by

early 1996, and the revised Guidelines will be published as a supplement to the Federal

Depository Library Manual.

Although the focus of DSS is on the functioning of the individual libraries and their

relationship to each other and to GPO, DSS also organizes continuing education efforts for

documents librarians. The two premier events are the annual Federal Depository

Conference, which is conducted in conjunction with the Spring DLC meeting, and the annual

Interagency Depository Seminar.

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The 1995 Conference again allowed the attendees to choose from simultaneous sessions

rather than plenary sessions. The DLC meeting occupied the first day, and then continued as a separate "track," enabling some of the attendees to pursue other interests. The "new

librarians' track" was very well received, and will be expanded upon in the 1996 Conference.

DSS also coordinated the 8th Annual Interagency Depository Seminar held from May 3-

10, 1995. This seminar was presented by GPO, Library of Congress, Patent & Trademark

Office, Copyright Office, Office of the Federal Register, Bureau of the Census, Bureau of

Labor Statistics, etc. Fifty librarians attended this very popular seminar, which is designed

to enhance the knowledge and skills of new depository librarians to better serve the public.

The 1995 Biennial Survey of Depository Libraries was sent to all libraries in September

1995. Based on our successful 1993 test, the 1995 Biennial Survey data is being collected

and compiled using the Teleform fax software. The survey was modified to collect additional

data on the number of users served by the depository libraries, and on the libraries'

utilization of electronic products and services. Many of the questions were intended to update the 1994 "Electronic Capabilities Survey," and to provide information for the

Congressionally-directed study of the transition to an electronic FDLP.

Cataloging and Indexing Program

LPS has extensively revamped the Monthly Catalog of U.S. Government Publications

(MoCat) product line. The CD-ROM format MoCat has undergone extensive development,

as well as internal and external testing. A prototype version was demonstrated at the 1995

American Library Association Annual Conference and was well received. The CD-ROM

MoCat will replace the microfiche edition beginning with the 1996 subscription year. LPS

has also made substantial modifications to the contents, organization, and indices of the paper

MoCat. These changes will reduce the size and cost of the paper product, thus enabling LPS

to produce the CD-ROM edition without a significant funding increase. The changes to the

MoCat products were based on consultation with members of the Depository Library

Council, the depository community, Joint Committee on Printing (JCP) sL^ff, and GPO's

General Counsel in order to broadly define the attributes of such products.

In addition, the Superintendent of Documents' Web site includes MoCat data online, with

the capability to identify specific libraries which selected that information. LPS has

developed procedures to assure that we have the ability to load MoCat records into the

Locator application on the Web on a daily basis.

During FY 1995 approximately 49,000 tities were received for cataloging, and

approximately 51,000 tities were processed. Processing included approximately 32,600 titles cataloged; and approximately 17,000 serials processed and 1,000 duplicate titles removed

from the backlog.

By the end of FY 1995 the cataloging backlog stood at 3,513 titles, representing about one month's work. Just three years ago, at the end of FY 1992, our cataloging backlog was

approximately 20,000 titles. During these years we have continued to receive a large number

of receipts but have applied various initiatives that have increased production without

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compromising the quality of our records or the standards used to produce them.

Approximately 30% of the titles in the backlog are National Aeronautics and Space

Administration (NASA) microfiche.

During FY 1995 LPS began adapting NASA Recon subject headings for NASA technical

reports. This measure decreases cataloging time for NASA materials by accepting the

substitution of NASA Recon terms already assigned by NASA ihdexers in preference to our

application of Library of Congress Subject Headings (LCSH). This measure has already

shown a significant impact on the reduction of the cataloging backlog, as some 6,000 NASA

technical reports were cataloged using the new procedures.

ACSIS System Progress

The Depository Administration Branch (DAB) and GPO's Office of Information

Resources Management (OIRM) continues to strive for completion of the Acquisitions,

Classification, and Shipment Information System (ACSIS). We have completed user documentation of the ACSIS Phase II requirements and data element definitions. One of the

key features of ACSIS Phase II is the automation of the daily depository shipping list. This

is a critical operation for LPS, and will ultimately have significant benefits for LPS and for

the FDLP.

Many of DAB's future plans rely upon completion of ACSIS, which will give better

control over the acquisition of periodical and serial titles. Once we are using ACSIS to produce shipping lists, we must develop a better tracking mechanism for the microfiche

publications. The completed ACSIS system will meet these needs. .

Financial Situation

Congress authorized an FY 1995 appropriation of $32,207 million for the Salaries and

Expenses (S&E) of the Superintendent of Documents, the largest amount authorized for the

four S&E programs (Depository Library Distribution, Cataloging and Indexing, International

Exchange, and By-Law Distribution). Approval of the $32,207 million funding level allowed

LPS to continue the range of publication and format choices which have been available to the

depositories, while underwriting a significant expansion of depository libraries' use of the

GPO Access online services.

In spite of the House of Representatives' threat of a radical cut in program funding,

Congress ultimately passed the FY 1996 Legislative Branch Appropriations Bill with S&E

funded at $30,307 million, the full amount requested by GPO. However, based on

Congressional direction, we are developing a transition plan to move the FDLP to a predominantly electronic program by the end of FY 1998.

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Table of Contents

SuDocs Letter: 1996 Federal Depository Conference 1 Depository Distribution from GPO Halted December 25-29 2

Meeting Site Announced for Spring 1996 Council Meeting

and 1996 Federal Depository Library Conference 2

Registration Form, Spring 1996 Council and Conference 3

1996 Council and Federal Depository Conference, Preliminary Agenda ... 4

1996 Regional Economic Information System CD-ROM Training Sessions 10

Abridged Monthly Catalog Makes Debut in January 11

GPO Access Training In San Antonio 12

Corrected Global Trade Outlook Supplemental Tables

CD-ROM to be Issued 12

Retention Policy for Materials Mistakenly Distributed to Depository Libraries . . ; 13

Depository Library Finding Aids, Policies, Training Materials

to Be Collected on Floppy Disk 13

Wanted: Your Ideas on Promoting the Depository Program 14

GPO Guidelines for Online Processing of Depository Documents 15

GPO Access Now Free! 16

More on GPO Access and the Electronic Federal Depository

Library Program 18

Recommended Minimum Technical Guidelines for

Federal Depository Libraries (rev. 1/95) 19

GPO and the University of New Mexico Zimmerman Library

Open Free Web Link to Federal Information 22

Energy Conferences and Symposia Available Online 24

Claims Processing Contracted Out 24

Readers Exchange: World Wide Web Pages Promote Depositories 25

Library Programs Service Fiscal Year 1995 Annual Report . . 27

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, D.C. 20401

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