Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 21, no. 16 GP 3.16/3-2:21/16 December 15, 2000 

ALA Attendees Invited to Tour GPO: Behind the Scenes of the 

Federal Depository Library Program 

Visit the Government Printing Office (GPO) during ALA and tour the Library Programs Service, 

which manages the Federal Depository Library Program. For demonstrations of GPO Access, 

stop by the GPO booth in the Convention Center. 

When: Tuesday, January 16, 2001 

9:30 - 11:00 a.m. 

1:30 - 3:00 p.m. 

(choose one) 

Where: U.S. Government Printing Office 

732 North Capitol Street, NW

Washington, DC 

(Main entrance, not the Bookstore 

entrance) 

Getting There:

Union Station Metro stop on the red 

line 

1 and 1/2 blocks to GPO 

To register, contact:

Laurie Hall 

phone: (202) 512-1114 

fax: (202) 512-1432 

e-mail: lhall@gpo.gov 

The tour groups will form at the main GPO entrance. All visitors must be escorted while in 

GPO. 
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Documents Converted to Electronic Only Status 

Are in Transition Stage 

LPS has received many inquiries about the status of publications that have been converted to 

online electronic only dissemination format as noted in the Administrative Notes Technical 

Supplement and WEBTech Notes. Libraries have noted the change, but continue to see physical 

copies arrive in the shipment boxes, and many people are questioning when the delivery of 

physical products will stop for the depository libraries. 

When LPS notifies libraries via the Technical Supplement and WEBTech Notes that a specific 

title will no longer be physically distributed to the libraries, steps have already been taken to stop 

the acquisition of the physical product. However, physical distribution may continue after the 

notice has been made, due to the timing of the ordering process for the title. Many times there 

are still orders in process, thus the material arrives after the notification. These straggler copies 

are distributed to the libraries because the funds have already been expended for the product, and 

any other action would be inappropriate from a fiscal viewpoint. Another scenario occurs when 

the agency has been notified of the change, but the change has not been processed all the way 

through the ordering process at the agency. LPS is contacting the agency when this happens to 

be sure the distribution count is changed, and to ensure we are not being charged for copies we 

did not order. 

LPS does not compile sales availability information separately for those tangible products that 

have been converted to online dissemination for Federal depositories. Sales information will 

continue to be included in the cataloging records in the Catalog of U.S. Government Publications 

(CGP). Libraries are encouraged to check the online CGP located at <www.access.gpo.gov/ 

catalog>, or the annual Serials Supplement (GP 3.8/8-8: Item 0557-D-01) for information on 

sales availability. Another good resource is the U.S. Government Online Bookstore located at 

<http://bookstore.gpo.gov/index.html> or the U.S. Government Printing Office Sales Program. 

That office may be contacted at (202) 512-1800 (between 7:30 a.m. and 4:30 p.m., Eastern Time) 

or by fax at (202) 512-2250. 

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Depository Library Council to the Public Printer 

Fall 2000 Meeting 

Recommendations, Commendations, and Action Items 

RECOMMENDATIONS

1) Cataloging Priorities 

Council recommends that GPO articulate its cataloging priorities for all publications, both 

tangible and online. Council further recommends that GPO identify the scope of its cataloging 

activities for online resources; i.e., what will be cataloged, what will not, and whether records for 

tangible publications will be updated when electronic versions are discovered. 

Rationale: 

Federal depository libraries can make best use of both GPO cataloging records and local staff 

resources when they are able to dovetail their own workflows and procedures with those used by 

the GPO Cataloging Branch. Libraries can plan activities such as enhancement of GPO records 

with URLs for online versions if they know whether or not GPO will add PURLs/URLs to its 

records retrospectively, or they can catalog online resources that are not a priority for GPO 

Cataloging. 

2) GPO Participation in Governmentwide Initiatives 

Council recommends that GPO continue to interact with agency and interagency initiatives that 

focus on access to government information utilizing new and emerging technologies. 

Rationale: 

GPO has much to offer new information access initiatives given its experience in providing 

government information through the FDLP. FirstGov is the latest in a series of government 

initiatives that would benefit from the consultation and assistance of GPO in such areas as 

metadata, PURLs/URLs, Web site design for public access, Web search engines, and policies 

such as permanent public access. 

3) PURL Identification 

Council recommends that GPO enhance the online versions of Administrative Notes Technical 

Supplement and WEBTech Notes by adding a GPO PURL server search box so that URLs may 

be searched easily to identify associated PURLs. Council further recommends that the URL for 

the GPO PURL Server Search page be published in each issue of the paper format 

Administrative Notes Technical Supplement to aid FDLP library staff in resolving PURL issues. 

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Rationale: 

Council is aware that many FDLP libraries wish to add PURLs to their catalogs and Web pages 

when Electronic Library (EL) titles are announced in Administrative Notes Technical 

Supplement. Recognizing that the time lag between discovery of online titles and PURL 

assignment would result in an unacceptable delay if inclusion of PURLs were required for 

announcement of online titles in Administrative Notes Technical Supplement, Council suggests 

this solution to support timely announcement of accurate information. 

4) Policy and the Infrastructure for Permanent Public Access 

Council recommends that GPO, with assistance from a Council working group and selected 

members of the depository community, examine policy and infrastructure necessary for the 

hosting and maintenance at multiple FDLP sites of digital government information for the 

purpose of providing no-fee permanent public access. 

Rationale: 

In light of the dramatic increase in online products, there is a need to identify the policies and 

infrastructure necessary to accelerate the partnership processes. Council believes that the 

establishment of a working group, consisting of the Council Electronic Preservation Committee 

and selected experts from the depository community, would assist GPO in accomplishing the 

recommendation. The working group should consult with content partners and others involved 

in digital preservation for their experiences relating to costs and lessons learned. The issues to 

be examined should include: 

 Official status and authenticity 

 Currency (maintenance and updating of serial files) 

 Integrity and viability of files 

 Costs involved (to include public services) 

 File types (source files, PDF, text, HTML, etc.) 

 Redundancy (mirror sites). 

5) Draft SOD 

Council recommends that GPO proceed with the draft SOD dated October 6, 2000. We further 

recommend that GPO consider a review of the definitions listed in the policy, a clarification of 

the concepts therein, and an expansion of the essential titles to be available for selection in paper. 

Rationale: 

Council understands that GPO must take serious steps to balance their budget in light of the $2 

million budget reduction directed by Congress. However, the policy can be clarified in the 

following ways: 1) adding and defining the term announcement and reviewing the definitions for 

dissemination and distribution in relation to the term announcement; 2) adding the term online 

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product to parallel the term tangible product; 3) reviewing the entire document to reflect these 

new and changed definitions; and 4) editing and amending the content as Council discussed. 

Council is concerned that the list of essential titles needs broader input from the depository 

community. Council requests that interested parties submit additional titles for consideration to 

Laurie Hall <lhall@gpo.gov> by November 10, 2000. 

6) Official Status of Online Bills 

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

to certify the official status of Congressional bills available through GPO Access. Council 

requests that GPO report on their progress at the Spring 2001 meeting of the Depository Library 

Council. Council further recommends as an interim solution that GPO add a statement on 

applicable Web pages that the official print bills are produced from the same source as the online 

products available on GPO Access. 

Rationale: 

It is the sense of Council that users need to be assured of the official status of the online 

Congressional bills. We believe that this can be accomplished by a certification statement 

similar to that used by the National Archives and Records Administration on GPO Access for the 

Federal Register and the Code of Federal Regulations. 

7) Identification of Online Products for Inclusion in the FDLP 

Council recommends that GPO establish a working group for the purpose of tracking selected 

agency Web sites for online-only government publications. The goals of the working group 

would be to determine the scope of agency online publishing, recommend priorities for inclusion 

in the FDLP, and examine other issues as identified by the working group. 

Rationale: 

Recent trends by government agencies toward exclusive use of the Internet to publish 

information have challenged the FDLP, as information dissemination is very different in the 

digital environment. GPO needs to bring these resources into the FDLP. However, GPO’s 

resources to discover these products are limited. Therefore, Council believes that the depository 

community should participate in bringing these documents into the FDLP. The above working 

group will plan this pilot project, seek volunteers, and implement and manage this undertaking. 

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COMMENDATIONS 

1) Council commends GPO and the National Library of Medicine (NLM) for their recently 

completed partnership agreement. This agreement assures permanent public access to many 

NLM titles and covers important online resources such as PubMed. The agreement 

exemplifies Council’s desire and the stated Electronic Collection Plan goal that GPO partner 

with agencies to assure permanent public access to Federal Government information. 

2) Council commends GPO for the development and implementation of NET: New Electronic 

Titles. Council is especially pleased with the deliberate and thorough process used in 

development of NET as evidenced by the April 2000 report on GPO’s Cataloging and 

Locator Services. 

3) Council commends GPO for the Conference that now runs in conjunction with the 

Depository Library Council Meeting. Experts from all fields of government and librarians 

offer information and advice, and hear input from depository librarians from all across the 

country. This has been especially valuable during the ongoing transition to an electronic 

environment as: 

 The Proceedings of the Conference are a concrete body of work depository staff can use 

for training and referral in their home libraries. 

 Increasing attendance at the Conference provides Council with a variety of valuable input 

for its deliberations. 

 Library administrations across the country recognize the value of the programs, training 

opportunities, and networking environment, and show the importance by supporting 

attendance at the Conference. 

Council further commends Sheila M. McGarr (Chief, Library Division, Library Programs 

Service) for her enthusiasm, energy, organizational skill, and persistence. Her ability to perceive 

needs in the depository community and to craft programs that address those needs has provided 

ongoing professional development benefiting thousands of depository librarians and those they 

serve. 

4) Council commends GPO for the superb work on the redesign of the operational pages that 

resulted in the FDLP Desktop. The unifying nature of the Desktop maximizes the power of 

the electronic environment to serve the needs of depository staff. Improved navigation and 

the Site Index and Site Search capabilities ease finding program information, greatly 

increasing access to FDLP publications. 

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ACTION ITEMS 

1) Review of NCLIS and GAO Reports 

Council will review the forthcoming National Commission on Libraries and Information Science 

(NCLIS) and General Accounting Office (GAO) reports on government information and the 

Government Printing Office. Council will send forth comments regarding these two reports to 

the Public Printer. 

2) Replacement Value of a Depository Library Collection 

Council will organize the information gathered regarding the replacement value, for insurance 

and other purposes, of a depository library collection and publish the findings on the Depository 

Library Council Web site. 

3) Letter on FDLP Value in the Digital Age 

Council will forward a letter to the Public Printer reaffirming the values of the FDLP in the 

digital age. The letter will emphasize the key role of the FDLP in assuring no-fee public access 

to Federal Government information, and will highlight the defining contributions of the FDLP 

toward this end. 

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8 

Table of Contents 

ALA Attendees Invited to Tour GPO ........................................................................................... 1 

Documents Converted to Electronic Only Status Are in Transition Stage................................... 2 

Recommendations, Depository Library Council, 2000, Fall ........................................................ 3 

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