Administrative Notes

Newsletter of the Federal Depository Library Program

Vol. 22, no. 16 GP 3.16/3-2:22/ 16 November 15, 2001

Safety of FDLP Shipments

The Library Programs Service (LPS) has been receiving numerous telephone calls and emails 

concerning the safety of the shipments to Federal depository libraries. While we wish we could 

answer all of these questions, we do not have all of the information to respond to you concerning 

the safety of the depository shipments, or whether they may, in some way unknown to GPO, 

pose any hazard.

GPO's Director of Occupational Health and Environmental Services has stated that “We do not 

believe that any area of GPO has been exposed to anthrax.” No trace of anthrax was detected in 

tests of GPO’s incoming mail processing areas.

Here is what we know about how your materials are shipped:

FedEx Ground:

Most depository shipments are delivered to you by the LPS' shipping contractor, FedEx Ground. 

FedEx Ground deliveries do not go through the postal stream. FedEx Ground shipments include:

Depository shipments to the “lower 48” states.

U.S. Geological Survey maps from Denver, CO.

NIMA and other maps from LPS.

Separate shipments from LPS.

U.S. Postal Service:

Shipments to International Exchange System (IES) libraries.

LPS depository shipments beyond the “lower 48” states.

Microfiche shipments from LPS' contractors. These are not mailed from Washington, 

DC.

You may obtain the latest information from these carriers by checking their Web sites at 

<www.usps.gov and http://www.fedex.com>.

This is the extent of the information that LPS has at this time. Should additional information 

become available we will provide an update.
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Please Fax Claims for Safe, Efficient Service

LPS reminds libraries that faxing claims is the fastest and most economical way of submitting 

claims for missing depository receipts. Because of the recent safety concerns and possible 

delays to mailings in the Washington, DC area, we at LPS now strongly prefer that all claims 

usually mailed via the U.S. Postal Service be sent via fax. In this way we can continue to receive 

your claims and process them as normal, while eliminating potential safety hazards for our mail 

handlers here at GPO. All claims can be faxed to 202-512-1429 or 202-512-0877.

Policies and Procedures for Withdrawing Documents

from the FDLP

Francis J. Buckley, Jr.

Superintendent of Documents

In response to the concerns raised about the withdrawal of information from the Federal 

Depository Library Program, I would like to restate some of my comments at the recent 

Depository Library Council meeting regarding our policies and procedures and clarify the 

situation regarding my recent request to withdraw a U.S. Geological Survey CD-ROM.

The Government Printing Office is entrusted by Congress with the stewardship of depository 

materials, both as tangible property and as intellectual property, for free distribution and public 

access. Over the last couple decades there have been an average of two documents a year which 

GPO has asked depositories to remove from their collections for one reason or another. Only the 

Public Printer, the Superintendent of Documents, or our agent can legitimately order a library to 

withdraw a document from its depository collection.

The Government Printing Office acts as an agent of the Federal publishing agency, which makes 

the decision that a title should be pulled. When an agency requests that a title be withdrawn, we:

1. Verify that the title was distributed through the FDLP.

2. Discuss the reasons for the recall with the agency’s official contact. Was there an error in 

content? Will the publication be replaced by a revised edition? Was official or sensitive 

information released inadvertently? Is the publication to be embargoed until a certain 

date? We try to get as much information as we can, but sometimes agencies just don’t 

give a reason and we do not have the authority to demand one.

3. Inform the agency of recall options:

• Request libraries destroy

• Request libraries pull and hold until further notice
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• Request libraries return the title to GPO

• Request libraries return the title to the publishing agency

4. Inform the agency that GPO must receive an official request in writing. These 

procedures are for tangible publications that were distributed to depository libraries. We 

are in the process of formulating a policy and procedures for titles that are online only, 

consistent with that for tangible publications.

At GPO we have had one recent request to withdraw a publication from the FDLP. The U.S. 

Geological Survey Associate Director for Water, following the above procedures, requested that 

USGS Open File Report 99-248: Source-Area Characteristics of Large Public Surface-Water 

Supplies in the Conterminous United States: An Information Resource Source-Water 

Assessment, CD-ROM, be destroyed. On October 12, 2001, I issued a notice requesting 

depository libraries to withdraw and destroy this publication.

Subsequently Mary Jane Walsh from Colgate University contacted USGS and was given 

contradictory advice. But recently Mr. Patterson, Hydrologist, USGS, issued the following 

statement:

We at the U.S. Geological Survey share your frustration at having to reverse our 

normal role of disseminating useful information, and instead restrict it. It was in 

this vein that I mistakenly gave Mary Jane Walsh the verbal advice to secure, 

rather than destroy the USGS CD-ROM report... Subsequent contact with the 

Government Printing Office and the USGS Committee that sets official policy on 

restriction of sensitive information has reconfirmed the validity of the original 

written instruction from USGS to GPO to destroy the report... Hopefully in the 

future we will be able to reissue the report, or issue a modified version that will 

still be helpful to those who would like to protect our water resources.

Biennial Survey Ends November 30

The 2001 Biennial Survey of Depository Libraries is in full swing and will end on November 30. 

To avoid the last-minute rush, submit early, on:

<www.access.gpo.gov/su_docs/fdlp/bisurvey/01survey.html>.

Additional information about the Survey is posted at <www.access.gpo.gov/su_docs/fdlp/

bisurvey/index.html>.
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Resources on Costs of Replacing

A Federal Document Depository Library Collection

[Prepared by Mary Redmond, Depository Library Council member, at the request of the Depository 

Library Council to the Public Printer - October 2001]

A. Specific examples

1. “Valuation of Government Documents/Maps Collection,” email message from Michael 

Cotter, East Carolina University, 4/22/99. Cotter calculated a figure of $18 for bound 

documents (average price of items for sale from GPO bookstore was then $13 but did not 

include historical items that are out of print or which may be reprinted commercially); 

$10 per map; $0.25 per fiche (duplicating cost, not purchase cost); $19 per CD-ROM 

(averaged from 20 representative titles); $34 per reel of National Archives films and $50 

per reel for other films). He then multiplied the number of each type of item in his 

depository’s collection by the average prices for each. He used the 1998 Price List of 

Congressional Information Service, Inc. to estimate his institution’s cost for 

commercially produced microfilm or microfiche of Congressional hearings, U.S. 

Executive Branch Documents, Statutes at Large, Congressional Record, U.S. Census, and 

similar publications. He also noted that the replacement cost of some items in paper, 

such as the Statutes at Large since 1923, did not figure in the replacement for bound 

volumes because if his depository were to lose the volumes, they would be replaced with 

microfiche instead of the bound volumes.

2. “Replacement value of documents collections,” email message from Mary Fetzer, 4/1/99. 

Refers to Sandy Faull’s January 1980 Documents to the People report of a small group of 

Government Documents Round Table (GODORT) members. Pp. 37-38 of the article 

describe how several sample collections were examined for the value of merely one 

year’s receipts, plus an alternative method of taking number of documents received on 

deposit for a given year multiplied by the average per copy printing cost for a publication 

shipped (using a figure supplied at that time by the Superintendent of Documents).

A formula used by another respondent in the 1970s was to take a sampling of prices in 

the Publications Reference File (PRF) to get a cost per page estimate. Pages per inch 

were then calculated and multiplied by the linear length of the collection.

A third respondent used the Congressional Information Service price list to come up with 

replacement costs for those segments of the collection which CIS made available. 

Additional calculations were made for microfilm reels purchased from the National 

Archives and Records Service (NARS) at the cost of $34/ reel.

3. “Value of Depository Collection,” email message from Jim Vileta, University of 

Minnesota, Duluth, 10/25/93. Used the publication “New Books, Publications for Sale 

by the Government Printing Office” to compute average prices for paper documents. 

Indicated that, in the past, it was “commonly agreed” that $100,000 was the average 

value for a full depository’s collection. Suggested using $12.34 (average paper document 
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price for 1992/93) and multiplying by number of items in a selective depository’s 

collection to arrive at value. (Recent update from Joe McClane, Chief, Bibliographic 

Systems, of GPO's Sales Management Division: “[GPO's ] Tech Support says the average 

price per document in FY 2000 is $15.13. This figure is based on publications and 

individual issues of subscriptions. The figure comes from Tech Support . . . The average 

price is derived from the statistics from the Superintendent of Documents Bluebook on 

the Sales Program and they are consistent with previous estimates given.

“The usual caveats apply: This is the average for the SALES PROGRAM not the 

Depository Program. The figure includes individual issues of subscriptions rather than 

the entire subscription run price. There are many ways to count our sales publications. 

Also, this is a general average and due to anomalies in pricing and counting sales 

publications, it is not as precise as we would like. But, it our official estimate.”)

4. “Value of spatial data holdings,” email message from Barbara Levergood, University of 

North Carolina, 1/30/01. Includes resources that sender identified as containing files that 

can be used in a GIS (with ArcView, MapInfo, Arc/Info, ERDAS Imagine, etc.). List of 

her institution’s holdings includes the estimated value of each (based on current or actual 

selling price). Federal Depository Library holdings account for $18,462 and are also 

broken down by title.

5. “Cost of replacing ‘essential titles’”, email message from Sharon M. Partridge, Jefferson 

County Public Library, Lakewood, CO, 12/26/00 (calculation performed in 1998)

6. “Cost Figures—Basic Government Documents for Law Libraries.” Source “The Federal 

Depository Program in Law Libraries: Status Symbol or Essential Service?” 1995 

Annual Meeting, American Association of Law Libraries, Pittsburgh, PA. Compiled by 

Susan Tulis.

B. General information

1. U.S. Government Subscriptions Catalog. 

2. GPO Subject Bibliographies https://orders.access.gpo.gov/su_docs/sale/sb/about.html

3. “Prices of U.S. and Foreign Published Materials,” by Sharon G. Sullivan (Chair, ALA 

ALCTS Library Materials Price Index Committee). The Bowker Annual 2001. Latest 

version of an article feature which provides price indexes and percentage changes for 

trade publications. Useful to apply as an inflationary factor even though not specifically 

for government documents.

4. American Libraries. May issues include updated information on U.S. Periodical Prices 

and U.S. Serial Services. Again, not government documents but gives an idea of inflation 

rates.

5. Commercial publishers. Catalogs and price lists from publishers selling reprints, 

microforms, or electronic versions of U.S. government information.
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<www.access.gpo.gov/su_docs/fdlp/council/drepcost.html>

Developments in the FDLP

Remarks by Francis J. Buckley, Jr.

Superintendent of Documents

Depository Library Council Meeting

Alexandria, VA

October 15, 2001

Good morning! Let me also add my welcome to you. I am very pleased to see such a good turn 

out at this conference. We at the Government Printing Office (GPO) recognize that many of you 

had to rearrange travel plans and take convoluted routes to get here and we thank you for taking 

these extra efforts. Indeed the perseverance and determination you all have shown to get to this 

joint meeting of the Depository Library Council and the annual Federal Depository Library 

Conference is just one indication of your dedication and commitment to the Federal Depository 

Library Program (FDLP) and what it stands for.

I have a little story to tell you. It is said that in the House of Representatives in the 1890s, the 

then Speaker of the House, Thomas Brackett Reed, was once forced to send telegrams to absent 

members asking their attendance in order to obtain a quorum. One congressman, delayed by a 

flood that had disrupted railway service telegraphed back: “Washout on line. Can't come.” 

Upon receiving this message Reed sent a reply telegram: “Buy another shirt; come on next 

train.”

Well, we certainly didn't have to send telegrams to get you here and I know you will not be 

disappointed in your decision to attend the conference. We have a full agenda in the coming 

days, so I'd like to take just a few minutes to talk about the state of the Federal Depository 

Library Program.

State of the Program

Last week I traveled to the heartland of America to speak with librarians at the Missouri Library 

Association in St. Louis and to participate in a program at Fort Hayes State University to 

recognize their 75th anniversary as a depository library. What I took away from those programs 

was a renewed recognition of the strength and importance of the FDLP to librarians and the 

public. Next week I'll be traveling to Wichita to recognize their 100th anniversary in the FDLP. 

But, of course, the Program today has changed dramatically from when these libraries became 

depositories.

Inside the Beltway we hear that change happens at a glacial pace in the Federal bureaucracy. 

Indeed, it took eleven years and the careers of four Public Printers for GPO to move from the 
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horse and carriage to the electric automobile (1912). However, this is not so with the transition 

to an e-FDLP. It was at the request of Congress that GPO began the transition in 1996. It only 

took three years for online dissemination of information to exceed tangible distribution.

A major part of building the Federal Depository Library Program Electronic Collection 

(FDLP/EC) has been in partnership with libraries and Government agencies. I am pleased to be 

able to announce today a new partnership with the Department of Energy's (DOE) Office of 

Scientific and Technical Information (OSTI). Energy Citations Database, (ECD) is now 

available through GPO Access. ECD contains bibliographic records for energy and energyrelated scientific and technical information from the DOE and its predecessor agencies, the 

Energy Research & Development Administration (ERDA) and the Atomic Energy Commission 

(AEC). Dr. Walter Warnick will be talking about this new service during the Federal Agency 

Update Session on Tuesday afternoon.

GPO and depository libraries are now on the threshold of year six of the electronic transition. 

We have seen Y2K come and go and we have seen a change in administrations. We weathered

both of those events nicely. Of course, that is not to say that we have been without challenges. 

And today, as an aftermath of the terrorist attacks of September 11, we, as Americans and as 

depository librarians, find ourselves confronted with an old issue with a new face--access to 

Government information. Our favorite quote of James Madison from 1822 (A popular 

government without popular knowledge or the means of acquiring it is but a prelude to a farce or 

a tragedy or perhaps both) is being used by more than the depository community these days. In 

the LA Times last week it closed a commentary entitled “An Informed Public is the Greatest 

Weapon of Democracy.” The Government is grappling with trying to balance our “right-toknow” with ensuring national security. In this environment we are concerned with two types of 

access: (1) physical access to information itself and (2) publishing agencies taking information 

out of the public arena. And again, these are not new.

Physical access involves not only the patrons being able to get into a library, but also being able 

to get to the information they need. This includes using tangible materials as well as the library 

having the equipment to access online Government information. The purpose of the Federal 

Depository Library Program is to make Government publications available for the free use of the 

general public and restricting such access is a direct violation of Title 44. Mindful of safety and 

security issues facing libraries, GPO has tried to build flexibility into its access and service 

policies, allowing libraries to strike a balance. The Internet Use Policy and Service Guidelines 

for Electronic Formats are available from the FDLP Desktop and are handouts here at the 

conference. We are interested in learning if depositories are facing this problem and how you 

are handling it.

The Government Printing Office is entrusted by the Congress with the stewardship of depository 

materials, both as tangible property and as intellectual property for free distribution and public 

use. There have been occasions, and no doubt there will be more, when GPO has asked 

depositories to remove documents from their collections. Considering the number of 

publications that have been distributed to depositories through the years, there have not been 

many requests of this nature. Over the last couple of decades there has been an average of two 

documents recalled per year. Only the Public Printer, the Superintendent of Documents, or 
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our agent can legitimately order a library to withdraw a document from its depository 

holdings. Let me review how this process works. It is important to remember that GPO acts as 

an “agent of the agency.” We do not decide that a title should be pulled; that decision is made by 

the publishing agency. When they contact us this sets into motion a sequence of events:

1. Verify that title was distributed

2. Discuss with the agency's official contact the reason for recall

Is it an error in content? If so, will they be replacing it with a revised version? Was 

official or sensitive information released inadvertently? Is the publication to be 

embargoed until a certain date? We try to get as much information as we can so that we 

can have comprehensive records and we pass as much information as we have on to you. 

The reasons for a recall are numerous. Sometimes agencies just don't give us a reason, 

and we do not have the authority to demand one.

3. Inform the agency of the recall options

• Request libraries destroy

• Request libraries pull the title and hold until further notice

• Request libraries return the title to LPS

• Request libraries return the title to the agency

4. Inform the agency that GPO must receive the request in writing

GPO will take no action until a written request is received. It has happened that after 

speaking with GPO agencies change their mind about undertaking this process.

These procedures are for tangible products that were distributed to depositories. We are in the 

process of formulating a policy and procedures for titles that are online only, in the FDLP 

Electronic Collection. A model consistent with that for tangible products will be applied to EL 

titles. Again, we are agents of the agency. Our business is to provide public access to published 

Federal Government information that is within the scope of the Program and we will do this 

unless we are directed by the agency to do otherwise. As to what is to be made available to the 

public, §1902 of Title 44 states:

Government publications, except those determined by their issuing components to 

be required for official use only or for strictly administrative or operational 

purposes which have no public interest or educational value and publications 

classified for reasons of national security, shall be made available to depository 

libraries through the facilities of the Superintendent of Documents for public 

information.
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State Plans

In the electronic environment the relationship between GPO and depository libraries and among 

depositories is changing. Rather than GPO being a provider of materials and depositories being 

receivers, we are working together even more as partners in the Federal Depository Library 

Program. In a recent letter to all depository libraries and directors I urged that state plans for 

depository services be reviewed in light of changes in the Program and expectations of 

information seekers. State planning is one way that depositories can come together in the spirit 

of resource sharing to help each other improve delivery of services to users and make the best 

use of already stretched limited resources. We have always said the Federal Depository Library 

Program functions best when libraries cooperate rather than work in a vacuum. State plan 

revision strategies were discussed at yesterday's meeting of regional librarians and I am certain 

that we will all benefit from the creative juices generated by the discussion.

Sales Program Update

Documents Sales Service is now offering a standing order plan for acquiring the U.S. 

Congressional Serial Set for the 107th Congress (2001-2002). The volumes will be distributed 

during the years 2004-2005 and will cost approximately $26,000. There is concern in the 

community about how long it takes to assemble and distribute the Serial Set. I have had 

discussions with Production about picking up the pace of this process and extra staff has been 

assigned to this project.

GPO Bookstores in Philadelphia, Boston, San Francisco and McPherson Square in Washington, 

DC are now closed. The decision to close these locations was based upon program performance. 

Despite increased marketing attempts, these locations continued to have significantly reduced 

sales. This has resulted from the public's increased ability to access Government publications 

free of charge over the Internet, as well as a reduction in the number of publications produced to 

sell. Press releases announcing the closings encourage the use of the Online Bookstore and the 

new toll free number (866-512-1800, 7:30 a.m. to 4:30 p.m. Eastern time). Free use of 

Government information at local Federal depository libraries is also encouraged.

Conclusion

Amid our rapidly changing environment there are some things that never change. The Federal 

Depository Library Program will survive, as its purpose is based on the principles of access to 

government information. And though part of a larger community, depositories respond to local 

needs and have an impact in their districts daily. The expertise of a government information 

specialist is still very important and there will continue to be a role for them in libraries. The 

president’s Management and Performance Plan has citizen centered e-government initiatives as 

key elements of government reform. As you cope with change and try to find new meaning for 

what we do, turn to the jargon of the day. Dig deep to find the meaning and purpose. Crossagency citizen centric information portal is a new way to say Federal depository library.

I am going to close today with a little technology trivia. On this day in 1950 the first radio 

paging service began and the first page was sent to a doctor on a golf course twenty-five miles 

outside of New York City. While many of you probably have pagers and/or cell phones with 

you today, you will not need them to find GPO staff. We are all around this place, and will be 
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through Wednesday, should you need assistance or just want to talk. Enjoy your stay in the DC 

area and have a good conference. Thank you very much.

Marking a Decade of Change: FDLP Developments

Remarks by Gil Baldwin

Director, Library Programs Service

Depository Library Council Meeting

Alexandria, VA

October 15, 2001

Thank you for joining us today for the 10th annual Federal Depository Library Conference. A lot 

has changed in the decade since we began these conferences. Back then microfiche was the 

biggest component of the FDLP and a handful of CD’s was the extent of our electronic 

dissemination.

This morning it’s my pleasure to represent a very dedicated group of people – the staff of GPO’s 

Library Programs Service. We’ve all been through a lot this year, and we’ve been touched by 

events that few of us even dreamed possible. So today I want to focus more on people and their 

accomplishments than on operations.

Personnel Changes

Some of the LPS people you’ve known for years have left us, some through retirement and 

others for greener pastures. This past fiscal year saw unprecedented personnel turnover in LPS, 

both among the managers and the operational staff. Within a one-year span, LPS has lost four 

people to the Library of Congress, two to the Defense Technical Information Center, and one 

each to the Internal Revenue Service and the National Library of Education. These moves don’t 

count retirements and other causes. The impact of this out-migration has been particularly 

marked among the library inspectors, Cataloging Branch staff, and in the Depository Distribution 

Division.

We have some new faces for you to get to know, and some LPS managers who have really come 

through for you in new or expanded roles.

• Bonnie Trivizas has returned to LPS as the Chief of the Library Division. Bonnie has been 

on a lengthy tour over in GPO’s Production Dept., working on the E-CFR and other GPO 

Access projects.

• Cornelius Greene, Chief of Depository Processing Section, has been with LPS for many 

years. But with Vicki Barber’s departure, and Colleen Davis’ retirement, he has been 
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running the Distribution Division for you, and I know I appreciate the job that he’s been 

doing in a Division that’s lost half its managers in 6 months.

• Betty Jones, formerly one of our Cataloging Branch section chiefs, became Chief of the 

Depository Administration Branch this summer. I’m really pleased to have Betty in this 

critical position, and I’m sure you’ll all come to appreciate how good she is.

• I want to thank Tad Downing for stepping up to the plate and covering not only the 

Cataloging Branch but also DAB until we got Betty in there. Covering both of these 

operations took an incredible effort, especially with the personnel turnover in those two 

Branches.

• And finally, Robin Haun-Mohamed, who took over Depository Services, which means 

leading the inspection team, plus organizing this Conference. You all know Robin earned 

her spurs in DAB, and now she’s carrying on the tradition in DSS. This is Robin’s first 

conference, and I think she’s done a great job in getting this organized.

• But these Conferences could not happen without Willie Thompson. Willie is an expert on 

conference arrangements and he works non-stop with the hotels to make these things run 

smoothly. Please give Robin and Willie a round of applause for their hard work.

There are lots of other LPS people here today as well; would you all please stand up. Thank you 

all. If you in the audience are finding it hard to tell all the players without a scorecard, we have 

an LPS organization chart as one of the handouts. And you can always find us through the 

“Contacts” page on the FDLP Desktop.

If you would like to meet some of these people up close and personal, or you are new to the 

documents arena, you should check out this afternoon’s 2:00PM session for “New Documents 

Librarians.”

Having lost 5 catalogers during the year, LPS is now recruiting catalogers using an “open-untilfilled” announcement to fill these positions on an ongoing “flow” basis, rather than by reacting to 

individual vacancies. We will also soon be recruiting for 2 Cataloging Section Chief vacancies 

as Betty Jones has moved on and Andrea Gruhl has decided to retire. We will miss Andrea’s 

dedication to the cataloging program, but clearly we need to get these positions filled. As of 

mid-September there were 20 recruitment actions underway in LPS, and of these five selections 

have been made, including two catalogers and two library inspectors. One new program analyst 

came on board in August through the Outstanding Scholar hiring program. Coupled with the 

high number of staff in new positions, this personnel turnover has impacted LPS’ production 

operations and other activities.

LPS Highlights for 2001

Some of LPS’ highlights for the fiscal year just ended include:

• FDLP publication distribution increasingly electronic

• Policy guidance for acquiring online publications
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• Expanded role of cataloging staff

• New directions for partnerships

• ILS acquisitions planning process

• State plans revision initiative

• Web Document Digital Archive project with OCLC

LPS Update

The transition to a more electronic FDLP, begun over 5 years ago, is continuing, consistent with 

the trends in Government publishing. Last year LPS began to move ahead of the publishing 

agencies in terms of reliance upon online information. No longer reactively moving “in tandem” 

with agency publishing decisions, LPS now frequently selects only the electronic version of 

Government publications for FDLP even when the originating agency may still be publishing in 

a tangible format. This process has created an increasingly complex workload for LPS staff, and 

stretched the boundaries of our organizational structure.

Since 1996 the FDLP has followed direction from Congress and evolved into a primarily 

electronic program. To illustrate, in just the last two years the distribution mix has changed from 

45% online and 55% tangible in 1999, to 60% online and 40% tangible in 2001. GPO has 

carried out this transition in continuous consultation with the library community, publishing 

agencies, and other FDLP stakeholders, and each step has been developed in an open and 

ongoing dialog.

The changes in the FDLP reflect general changes in Federal publishing practices, and in other 

information delivery arenas that libraries face every day. Each year more Government 

documents are being published solely on the Internet; when GPO has a choice between a print or 

an equivalent electronic document a rigorous evaluation is part of the format selection process. 

This process is described in the January 2001 GPO policy document (SOD 71), published after 

extensive discussions with the library community. The heart of this policy is that “information 

content remains the primary selection criteria” for inclusion in the FDLP.

Many format changes begun in FY 2000 are now in effect. LPS previously established the 

requirements for depository copies for many publications that are printed under GPO term 

contracts beginning in FY 2001. Last year, LPS checked each term contract to see if that title or 

set of publications was available online. If so, and it did not fall into one of the exception 

categories, LPS changed the depository dissemination to electronic only. The results of these 

decisions became apparent to you in FY 2001, with nearly a 29% reduction in the number of 

FDLP paper titles. There has also been an even sharper reduction in the number of microfiche 

titles, due in large measure to the cessation of the Congressional bills in microfiche at the end of 

the 106th Congress.

Partnerships

There have been recent changes in the partner relationships between libraries and GPO. 

Increasingly LPS is asking its library partners to act as the administrators of service partnerships, 

in addition to implementing them or organizing the volunteers. Some examples include the 

University of Central Oklahoma taking on the administration of the Browse Topics service and, 
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more recently, Bill Gordon at the University of North Dakota assuming responsibility for the 

Needs & Offers list project. LPS previously managed both of these services, although Needs & 

Offers has traditionally been run by a depository librarian. In fact N&O is our oldest partnership. 

These and other partnerships are very well served by being managed by librarians in the FDLP 

community, and we appreciate the contributions of those librarians and their institutions.

On the content partnership front, we also have a new agency permanent access agreement with 

the National Renewable Energy Lab in Golden, CO, for their electronic reports. We're in serious 

negotiations for an FDLP site for Census 2000 Summary Files, and we hope we can finalize that 

partnership soon. And we're still looking for a partner to assist us with checking out and 

archiving the titles represented by the pre-FDLP Archive PURLs.

2001 Biennial Survey of Depository Libraries

The 2001 Biennial Survey of Depository Libraries will be conducted on the Web from 

November 1 through November 30. The purpose of the Biennial Survey is to report on 

conditions in the depository libraries. Required by law (44 U.S.C. §1909), the Biennial Survey 

gathers data from all the depository libraries every 2 years, supplementing the more in-depth 

inspections or self-studies that are performed every 6 or 7 years.

To avoid survey rush hour, you’ll want to submit your survey responses as soon as possible. 

Additional information will be posted at the Biennial Survey web page late this month, at 

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

Just a reminder: You will need your FDLP internal password to access the survey. If you’ve 

misplaced it, contact us at askLPS.

Electronic Documents Working Group

Last year at this time, Council recommended that GPO establish what has become the 

“Electronic Documents Working Group.” Volunteer members of the depository library and law 

library communities are assisting GPO in its efforts to bring additional online documents into the 

FDLP Electronic Collection (FDLP/EC).

The main functions of community volunteers is to:

• Identify electronic titles that are not yet in the Program, and evaluate them for inclusion in 

the FDLP/EC.

• Identify online titles currently in the program in tangible format for possible migration to “eonly.”

• Identify titles/products that are currently in the Program that have become fugitive. 

Determine status and availability.

Recently LPS established the Working Group site on the FDLP Desktop, including lists of the 

participants, what agencies they are each looking at, project resources, and more. We have asked
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contributors to supply some basic bibliographic elements, suggest a SuDocs class stem, and so 

on. So there’s more involved in this project than just the resource discovery phase. To support 

that, the various policies and processing guidelines that we use in LPS are available on the FDLP 

Desktop. So far we have received over 50 submissions, and 9 of these concerned URLs that 

might be added to existing records, rather than identifying electronic fugitive documents. If 

you’d like to participate in this effort, I invite you to look at the project site, stake a claim, and 

start mining.

Web Document Digital Archive Pilot Project

GPO is legally mandated to retain FDLP publications in the program permanently, whether in 

regional depository collections or in the FDLP/EC. We have developed a comprehensive 

strategy for providing permanent public access to agency publications, which includes 

agreements with publishing agencies and digital file preservation. GPO and its partners have 

made significant strides in the past five years to ensure permanent public access to online 

publications through bibliographic control, arrangements with Federal publishing agencies, and 

partnerships with universities and other institutions. A multi-year project with OCLC and 

cooperating libraries, the Web Document Digital Archive Pilot Project, will support the 

preservation of electronic publications with persistent naming, bibliographic description, a 

metadata schema specifically for preservation, and distributed file archiving.

LPS and OCLC, Inc. are testing an initial release of a system to locate, identify, process, 

describe, catalog, and archive electronic publications. The Web Document Digital Archive Pilot 

Project has recently been expanded to include several other partners including the state libraries 

of Arizona, Connecticut, and Ohio. The proposed system will incorporate a mix of new and 

existing solutions in an effort to refine and integrate LPS workflow and routines for processing 

and storing e-titles for the long term.

GPO is a full partner in this project, and staff has worked closely with OCLC, providing input in 

the development process. The initial application of the project is based on the CORC interface. 

Archiving functionality will be added in a subsequent development phase beginning in early 

2002. In September ten LPS staff received intensive hands-on training in the CORC interface, 

paving the way for LPS’ participation in phase one of the project. To hear more about this 

project, you should attend the conference plenary session Tuesday morning at 10:30 a.m., in this 

very chamber.

LPS’ own archive of electronic publications continues to evolve and grow. The highest priority 

candidates for this “in-house” solution remain agency publications that are primarily textual or 

images of text, and which have no tangible counterpart in the FDLP. Information about the 

operation of the FDLP/EC Archive can be found at <www.gpo.gov/ppa/resources.html>. Those 

of you taking the LPS tour will also see the GPO Access “server farm” and the physical site of 

the FDLP Electronic Collection archive.

No single electronic collection is adequate to meet the needs of different communities in this 

large and diverse nation, and GPO has never proposed that approach. One way in which the 

electronic FDLP mimics the traditional print world is that depositories create individual selection 

profiles tailored to local needs, and select from a collection of materials that GPO discovered and 
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acquired for FDLP distribution. This capitalizes on the reliability and security of a distributed 

system, as well as meeting local needs. The requirement that libraries select and provide access 

to publications that meet the needs of their users is unchanged by the transition to a primarily 

electronic program. Far from being a monolithic entity, our Electronic Collection is a distributed 

set of collections, maintained by participating agencies, depository libraries, or in GPO’s own 

archive servers. A library’s item selection profile becomes a tool for providing bibliographic 

records in local catalogs and finding aids, rather than physical custody of the tangible items.

Conclusion

I want to thank each of you for being here today for the capstone of our first decade of 

Conferences. We know it hasn’t been easy this year and we appreciate this demonstration of 

your commitment to the program and the work of “keeping America informed.” There’s no 

doubt that this has been a very interesting decade, and it seems that we are entering another 

period that tests the fundamental values of the FDLP. With your help we can continue in our 

joint mission to provide access to the published works of our Government, both today and into 

the future.

GPO Access Improving and Growing

Remarks by T.C. Evans

Director, Office of Electronic Information Dissemination Services

Depository Library Council Meeting

Alexandria, VA

October 15, 2001

Introduction

I appreciate the opportunity to update the Depository Library Council and the library community 

on the current and future state of GPO Access. Hopefully, you have a copy of our printed GPO 

Access update. It contains a variety of statistical information on GPO Access, as well as what is 

new and on the horizon.

GPO Access continues to grow in terms of both the quantity of information available and in the 

amount of usage it sees. This growth will continue, particularly in the area of usage, as we 

improve performance of the site. Efforts are underway to remove some recently discovered 

barriers to timely and efficient use of the applications on GPO Access, and this should pave the 

way towards a faster rise in the number of documents downloaded from GPO Access. These 

barriers have acted to slow, or prevent altogether, the downloading of key documents at prime 

times during the business day (downloads of documents that time out, particularly large files). If 

successful, the changes being made should provide better and faster access to documents in 

popular applications such as the Code of Federal Regulations and the Federal Register. The
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changes will be made in phases, beginning with the newly released new titles of the CFR, and 

they will be implemented elsewhere as time and workload allow.

While we believe that this will greatly reduce the problems being experienced by users, we will 

continue to strive towards other improvements that will benefit our users. Plans are under 

development for a GPO Access mirror site, to be housed in a geographically removed location 

such as the Denver Regional Printing and Procurement facility. Initially, the site will consist 

only of servers configured to provide geographically separate backup storage. Once a 

replacement for the existing WAIS search engine has been identified, procured, and 

implemented, work will be undertaken to expand this facility into a complete mirror site for GPO 

Access.

We are also actively engaged in expanding our ability to measure the performance of the GPO 

Access system from the user’s perspective. Two tracks are being pursued concurrently. The 

first is a contract with the Keynote performance measurement service. This contract provides 

data on the performance of key elements of GPO Access as experienced by users who are both 

geographically and technologically diverse. The contract also measures performance of 

transactions such as searching for and retrieving a large file from Title 40 of the CFR. Data from 

the first three months of the contract has already proved beneficial in identifying areas needing 

work and we are looking at the possibility of expanding the contract to provide even more useful 

data.

The second track focused on utilizing volunteers from our user communities to act as our eyes 

and ears to test system performance. The initial attempt proved unsuccessful, as only two 

volunteers returned test results. My staff is currently revaluating our approach to see if the 

concept could be redesigned to get a better response.

User Survey

On July 25, 2001, we posted our latest user survey on GPO Access. It was our fourth annual 

survey and was designed to learn about our users, their use of GPO Access, and their opinions as 

to how it could be improved. Almost 500 responses were received by the September 30, 2001 

deadline. As always there were some interesting findings and the following are some I would 

like to share:

• More than a third of our respondents indicated that they represented a Federal depository 

library. Thank you for your strong participation.

• More than two thirds said that they use GPO Access more than twice a month and over a 

third use it 10 or more times a month.

• The single most given response when asked how they learned about GPO Access was 

from a depository library. Considering the number of depository respondents, who did 

not all give that answer by the way, this means that quite a few of the non-depository 

respondents learned about us through your efforts. Thank you for helping to spread the 

word.
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In general we received information that will help as we work to improve our products and 

services. This is particularly true of the self-help tools on GPO Access. In part, the information 

gathered will be used to aid a new effort my staff is working on to develop a hyper-FAQ which 

will hopefully lead users to the appropriate GPO Access resources by clicking on answers to 

questions designed to learn what they are looking for. I would very much like the assistance of 

some of the depository community in finalizing this product. If you are willing to share your 

well-earned expertise in assisting patrons needing Government information resources to help 

with this effort, please see me at some point during the conference.

Search Engine Results

The seventh in a series of ongoing evaluations of the positioning of GPO Access pages in the 

search results of major Internet search engines and directories has just been completed and will 

be available on the Federal Bulletin Board. It has become clear that it is important to be among 

the top five results from a search if you want your site to get noticed and the results of this 

evaluation are encouraging. Top-5 returns improved significantly, with three engines: 

Searchgov, FirstGov, and GoogleUncleSam each doing so more than 40 percent of the time. 

Top-10 returns also increased, but at a much smaller rate. While top-30 returns showed marked 

increases, current industry thinking holds that these are becoming less important in reaching new 

users. Two sites, Excite and Webcrawler, achieved significant improvement in GPO Access 

returns, both increasing 122% in top-5 returns from the sixth evaluation to the seventh. Dramatic 

declines were discovered for About, NorthernLights, and AOL.com.

The increasing importance of paid positioning and how it might relate to GPO Access is being 

tested through paying for positioning on five keywords related to the U.S. Government Online

Bookstore in the widely used index created by GoTo. Since July 12, 2001, over 900 users have 

visited the Online Bookstore as a result of this positioning. Because GoTo supplies the paid 

portion of the indices for AOL Search, MSN, HotBot, Lycos, Netscape Search, and Alta Vista, 

paying for position in GoTo covers a lot of ground. The test’s early success suggests that it 

might be worthwhile to buy positioning for other GPO Access applications in the future.

As part of our effort to improve through this project, it would be helpful if you could assist us in 

reviewing the keyword search terms that we are using in the evaluation. Hopefully you picked 

up a copy of the Keyword Suggestions form that was next to our update handout in the back of 

the room. Please take a few moments to let us know what you think and return the forms to the 

registration desk before leaving the conference. If you can’t find the time before leaving, please 

complete the form when you get home and mail it to the address provided on the form.

What’s new on GPO Access

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

notable are:

• The redesigned GPO Access Training is now available online and an initial print copy 

will be delivered to each depository library in the near future. It is designed in a doublesided, three-hole, loose-leaf format so that future updates can easily be incorporated into 

the existing manual. Notifications of all updates will be posted to the listserves 
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commonly followed by the depository library community and the updates will be 

available online through the GPO Access help page.

• A new listserve service is now available. Anyone with e-mail service can subscribe to a 

growing number of lists to receive information as e-mail messages. Initially, the options 

include the daily table of contents from the Federal register and both decisions and 

studies from the Merit Systems Protection Board. In the near future lists will be added 

for a number of key subject areas to notify interested individuals of new publications 

available through the Sales Program. GPO is also working to satisfy requests for 

different listserves from several other agencies.

• Some important changes have been made to the suite of finding aids available on GPO 

Access. The Pathway Indexer has been replaced with search across the Federal 

Government provided by FirstGov. FirstGov was also kind enough to supply an index of 

just GPO’s web sites that can be searched from the same page. A new page was added to 

provide links to indexes that are put up by other agencies to identify their publications. 

This agency publications indexes page currently has links to indexes offered by the 

Agriculture, Education, Energy, Health and Human Services, and Justice Departments, as 

well as the National Aeronautics and Space Administration.

What’s on the Horizon for GPO Access

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

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

• A search is underway for the appropriate software to facilitate the completion and official 

rollout of the eCFR application. In the meantime the beta version will continue to be 

available.

• Work is progressing on the use of Public Key Infrastructure (PKI) to ensure the 

authenticity of documents downloaded from GPO Access. Initial efforts are focusing on 

notices submitted for publication in the Federal Register and Congressional Bills. Users 

will be able to use a free reader to verify that a document retrieved from GPO Access has 

not been altered since it was signed. This will remain true if the file is passed on to 

another user from the user who originally downloaded it. There will be a free version of 

the reader available for download on GPO Access that has been customized for use with 

our products, but the regular version will work with our files as well.

• My staff is also hard at work on the Biennial Report to Congress on GPO Access, which 

is due in December. It will be available on GPO Access as soon as it has been officially 

transmitted to Congress.

• A number of key enhancements are on the horizon for the U.S. Government Online 

Bookstore that will make it even easier to use. We are also looking at software packages 

being used by successful e-tailers that will form the platform for future development of 

this important site.
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As you can tell, there is a lot happening with GPO Access as it continues to grow and improve. I 

urge you to participate in this development process by continuing to provide us with your 

valuable feedback whenever possible. Participate in this afternoon’s open forum, volunteer for 

usability studies and focus groups, or just give your comments to the GPO Access User Support 

Team. Thank you and I look forward to talking with you during the conference.

[Handout]

GPO Access Update

Office of Electronic Information Dissemination Services

Federal Depository Conference / Fall Council Meeting

October 14-17, Alexandria, VA

GPO Access Statistical Measures

4 Since January 2001, GPO Access has reached over 32 million document retrievals in both 

January and March, and is averaging almost 31 million document retrievals per month.

4 GPO Access contains 128,229 electronic titles and points to 87,668 others for a total of 

215,897 titles.

4 GPO Access provides use of over 2,200 databases through more than 80 applications.

What’s New on GPO Access

4 The FY 2001/2002 United States Government Manual is now available at 

<www.access.gpo.gov/nara/nara001.html>

4 GPO Access hosts the U.S.-China Security Review Commission Web site at 

<www.uscc.gov>.

4 The Budget of the United States Government for FY 2002 is now available at 

<www.access.gpo.gov/usbudget>.

4 Hinds’ Precedents of the House of Representatives database is available at 

<www.gpo.gov/congress/house/precedents/hinds/hinds.html>.

4 The 2001 Unified Agenda (also known as the Semi-Annual Regulatory Agenda) is now 

available at <www.gpo.gov/gpoaccess/aces/aaces002.html>.
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4 The new finding aid, Agency Publications Indexes, is now available at 

<www.access.gpo.gov/su_docs/locators/api/index.html>.

4 A new regulatory catalog featuring sales products relating to U.S. laws, regulations, 

decisions, and guidelines is available at <bookstore.gpo.gov/regulatory/index.html>.

4 GPOLISTSERV is now available at <listserv.access.gpo.gov>. This service enables 

customers to subscribe to email listservs moderated by GPO or hosted on GPO Access for 

other Federal agencies. Current lists include the Federal Register Table of Contents and 

MSPB Decisions and Studies Lists. Several listservs are under development that will 

announce GPO sales products related to popular topics.

New Training Manual

A new GPO Access Training Manual has been completed and is now available at 

<www.gpo.gov/gpoaccess/help/trainingbk/trainingbk01.pdf>. The library community will be 

notified of updates to the manual through various available listservs. The new training manual 

includes search tips for recently added applications as well as a better user-friendly format. An 

initial print copy will be distributed in double-sided, three-hole, loose-leaf format to each Federal 

depository library. In order to provide the most current training manual possible, updates to the 

manual will be available from the GPO Access help page to print and add/replace pages in the 

booklet. Printed versions of the manual are currently in the print process and will be distributed 

in the near future.

GPO Access now features FirstGov search interface

A new GPO Access finding aid has been added to provide greater accessibility to Federal 

Government information. Designed to replace the page containing the Pathway Indexer, the 

agency search engine feature, and the discontinued GovBot, users may now search the Federal 

Government using the FirstGov search index. Users will have the choice to search the entire 

federal government or just GPO Access pages.

Search Engine Results

EIDS has completed the seventh in a series of ongoing evaluations in an attempt to achieve 

higher positioning for GPO Access pages in the search results of major Internet search engines 

and directories. The results of this report have been favorable. Top 5 returns have improved to 

23%, a 10% increase. While top 10 returns only increased 4%, top 30 returns increased 14%. 

Two search engines that have shown a significant improvement in returns of GPO Access pages 

are Excite and Webcrawler, both increasing 122% in top 5 returns from the sixth evaluation to 

the seventh. Furthermore, paid positioning has been purchased for the Online Bookstore for five 

keywords in the popular search engine GoTo. Since July 12, 2001, over 900 users have clicked 

to the Online Bookstore from GoTo or one of its affiliates. Because GoTo supplies the paid 

portion of the indices for AOL Search, MSN, HotBot, Lycos, Netscape Search, and Alta Vista, 

paid positioning in GoTo will also achieve higher rankings in these engine. Copies of this report 
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will soon be available at <fedbbs.access.gpo.gov/access.htm> by clicking the link for GPO 

Access Search Engine Project Report.

2001 User Survey Results

On July 25, 2001, we posted our User Survey on GPO Access. It was the fourth user survey 

designed to learn from our users their usage patterns, and their opinions of GPO Access. By our 

deadline of September 30, 2001, we received 478 responses. Below, we have summarized some 

of the survey’s key findings.

Personal Affiliation: Federal depository library (35%); general public (20%); government 

(14%); other (13%); academic/education (12%); non-depository library (7%).

Time GPO Access used per month: 10+ (36%); 0-2 (27%); 3-5 (19%); 6-10 (18%)

Gained knowledge of GPO Access: Federal Depository Library (24%); Internet search 

(20%); link from another site (16%); training class (11%); conference/trade show (5%); 

other (26%)

The most frequently used Finding Aids were: Catalog of U.S. Government Publications 

(21%), Government Sites By Topic (16%), Federal Agency Internet Sites (16%), 

Government Information Products For Sale By Topic (11%), Sales Product Catalog (10%), 

Government Information on Selected Internet Sites (9%), New Electronic Titles (8%), 

Government Information Locator Service (8%), and other (1%).

Percentage of the time users find the information they needed: 75%-100% (46%), 50%-

75% (32%); 0%-25% (10%); 25%-50% (8%); never (3%).

GPO Access Site Search page rating: Good (44%), Fair (28%), Excellent (15%), and Poor 

(14%).

Upcoming Outreach

EIDS personnel will be attending and displaying the GPO booth at the following shows:

Nov. 4-8 ASIS (American Society for Information Science and Tech) Washington, DC

Nov. 6-8 Internet Librarian 2001 Pasadena, CA

Nov. 14-18 American Association of School Libraries Indianapolis, IN
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Public Printer Responds to NTIS Proposal

[Handout]

September 13, 2001

Mr. Walter L. Finch

Associate Director for Business Development

National Technical Information Service

5285 Port Royal Road

Springfield, VA 22161

Dear Mr. Finch:

This letter transmits the Government Printing Office’s (GPO) comments regarding Docket No. 

010719182-1182-01, RIN 0692-XX08; “Information Dissemination Activities; New Method of 

Disseminating and Information Product,” published at page 42631 in the Federal Register, 

August 14, 2001. These comments also incorporate the views of the Depository Library Council 

to the Public Printer (Council), a body of Government information professionals and users that 

advises GPO on the administration of the Federal Depository Library Program (FDLP) and other 

information access issues.

As you know, the FDLP is the Nation’s oldest public information access program, and 

disseminates a wide variety of published U.S. Government information through the network of 

over 1,300 depository libraries across the country. In addition, GPO provides current and 

ongoing free public access to Government electronic information for millions of users through 

our GPO Access system.

GPO supports the Department of Commerce's initiative to increase access to Government 

information without cost to libraries and citizens. GPO has long been supportive of efforts to 

increase access to scientific and technical information (STI) from the National Technical 

Information Service (NTIS) collection. In recent years a limited number of STI products have 

been made available electronically to selected depository libraries under the auspices of an 

NTIS-GPO partnership.

Concerning the NTIS database, GPO recommends that NTIS make the entire bibliographic and 

abstracts database available for no-fee searching rather than limiting free access to the portion 

representing “technical reports entered into its collection since 1997.” Providing access to the 

entire database free of charge would be a positive step in providing public access to 

Government-funded STI reports. GPO further believes that making the entire NTIS database 

open to the public will increase sales of paper copies.

GPO also recommends that NTIS make the electronic version of the reports available for free. 

Under the proposal the electronic version will only be available free from the publishing agency. 

Given the size of the report files, and NTIS' already low rate of sales for such reports, we do not 

believe that such access would have a depressing effect on the sale of hard copy versions of the 

reports.
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We are also concerned about permanent, no-fee, public access to the reports. As proposed by 

NTIS, an electronic file will only be available for free as long as it is still available online from 

publishing agency's site. If the agency opts to take the report down from its online site, an 

electronic version will then only be available for a fee from NTIS. If NTIS or the publishing 

agency would work with GPO, we could develop a partnership that would keep this content 

available to the public at no cost to the user or the agency. GPO already has a permanent public 

access program in place, archiving agency electronic publications for continued no-fee public 

access. These measures may involve a partnership with a Government agency, depository 

library, or other institution, or utilize GPO’s own electronic storage facility; a capability that is 

authorized by 44 U.S.C. 4101.

In conclusion, GPO must point out that publishing agencies’ and NTIS’ own responsibilities to 

provide their publications to GPO for inclusion in the FDLP are in no way altered or diminished 

by participation in an NTIS free dissemination effort.

I appreciate the opportunity to comment on this proposal, and I commend NTIS for a significant 

first step in expanding no-fee public access to the Nation’s STI resources. If you would like to 

discuss these comments, please contact Mr. Francis J. Buckley, Jr., Superintendent of 

Documents, at 202-512-0571, or by email at fbuckley@gpo.gov.

Sincerely,

MICHAEL F. DiMARIO

Public Printer
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Table of Contents

Safety of FDLP Shipments ...........................................................................................................1

Please Fax Claims for Safe, Efficient Service ..............................................................................2

Policies and Procedures for Withdrawing Documents .................................................................2

Biennial Survey Ends November 30.............................................................................................3

Resources on Costs of Replacing A Federal Document Depository Library Collection..............4

Developments in the FDLP \ Buckley, Council Meeting, 10/01 ..................................................6

Marking a Decade of Change \ Baldwin, Council Meeting, 10/01.............................................10

GPO Access Improving and Growing \ Evans, Council Meeting, 10/01 ...................................15

GPO Access Update ....................................................................................................................19

Public Printer Responds to NTIS Proposal.................................................................................22

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

Programs Service, Government Printing Office, for the staffs of U.S. Federal Depository Libraries.

It is published on the 15th day of each month; some months have additional issues. Postmaster send 

address changes to: The Editor, Administrative Notes

U.S. Government Printing Office

Library Programs Service, SLLD

Washington, DC 20401

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

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