Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 20, no. 02 GP 3.16/3-2:20/02 January 15, 1999 

FDLP Internet Use Policy Guidelines 

These guidelines are effective January 15, 1999. 

All depository libraries must offer the general public free access to online Federal Government 

information provided through the Federal Depository Library Program (FDLP). This follows the 

same principle of free access that governs the use of traditional depository materials, as provided 

in Section 1911 of Title 44, United States Code. 

Depository libraries should have a written access policy that addresses these issues regarding 

obtaining FDLP information on the Internet: 

 All depository libraries are expected to provide access to the products in the FDLP 

Electronic Collection.

 Information products in the FDLP Electronic Collection must be available to any library 

user free of fees or other restrictions such as age or residency status. Free and 

unrestricted searching may be provided at one or more workstations. The number of 

available workstations is dependent upon the size of the depository operation and must be 

sufficient to serve the depository's patrons efficiently and effectively. Time limits and 

the use of sign-up sheets are acceptable. 

 Since the use of filtering software may restrict access to official FDLP information, for 

example in the health or biological sciences fields, depository libraries must allow users 

the option to use workstations without filtering software or to turn off the filter while 

searching FDLP information. 

 Security measures must be consistent with FDLP guidelines and requirements. 

 Patrons cannot be required to present identification. 

 Log-in or sign-up sheets may be used (as with circulation records, confidentiality 

of these records must be assured and consistent with applicable privacy statutes). 

 Special passwords may be used. 

 E-mail capability of the Web browser(s) may be blocked. 

 Patrons’ use of depository workstations is subject to the library’s overall acceptable use 

policy. 

 Users may be charged the “usual and customary” fees for printing and diskettes. 

 Use or access may be mediated or unmediated. 
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Further guidance, particularly concerning service support issues, is found in “Depository Library 

Public Service Guidelines for Government Information in Electronic Formats,” Administrative 

Notes, v. 19, no. 11 (9/15/98), pp. 5-6, and in the 1998 “Recommended Specifications for Public 

Access Work Stations in Federal Depository Libraries,” in Administrative Notes, v. 19, no. 8 

(6/15/98), pp. 3-8 <//www.access.gpo.gov/su_docs/dpos/adnotes.html>. 

Superintendent of Documents Reports on Japan Symposium 

Francis J. Buckley, Jr., Superintendent of Documents, U.S. Government Printing Office, was a 

featured speaker at a symposium held November 27, 1998, by the National Diet Library (NDL) 

in Tokyo, Japan. The symposium was held in honor of the 50th anniversary of the NDL Branch 

Libraries System. It was focused on the digitization of government information. Buckley's 

presentation was on the Dissemination of U.S. Government Information in tangible and 

electronic formats. 

The other speakers were Mr. Hideru Momozaki, Director-General, Institute of Administrative 

Information Systems and Dr. Kotaro Nawa, Professor, Kansai University. They addressed the 

implications of utilizing electronic systems for e-mail, data collection, information storage, and 

dissemination in an environment in which government information is considered national 

property, primarily administrative in nature, and in which the private sector is heavily involved 

in printing and publishing. 

REPORT FROM TOKYO 

FRANCIS J. BUCKLEY, JR. 

Superintendent of Documents 

I was invited to Tokyo by the National Diet Library (NDL) to deliver a presentation on the 

Dissemination of U.S. Government Information at a Symposium in honor of the 50th anniversary 

of the Branch Libraries System on November 27, 1998. The Branch Libraries are equivalent to 

Federal agency libraries in the executive branch and the Supreme Court. 

It was a fascinating trip because of the similarities and differences in the organizational 

structures, policies, and problems for government information in our two countries. 

The National Diet Library is the national library of Japan, providing services to the Diet 

(legislative branch), the executive and judicial branches of the government, and for the people of 

Japan. It was modeled on the Library of Congress. It is under the supervision of the Standing 

Committees on Rules and Administration of the House of Representatives and the House of 

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Councilors (similar to the legislative oversight of LC and GPO). It includes a large main library 

with extensive research collections in two buildings, the Detached Library in the Diet building, 

the Ueno Library, the Tokyo Bunho (Oriental Library) and 35 Branch Libraries. Each Branch 

Library functions as the library for its parent agency and collects government documents from 

the parent agency for itself, the NDL, exchange programs and for distribution to academic and 

public libraries. The Branch Libraries are under the dual administration of the NDL and the 

agency in which they are located. 

The NDL utilizes U.S. Government publications for research in the Official Publications Room, 

the Parliamentary Publications Room, the Research and Legislative Reference Bureau (similar to 

the Congressional Research Service), as well as in the Branch Libraries. The NDL obtains U.S. 

publications through the International Exchange Program and purchase. Bibliographic records 

for U.S. monographic publications are loaded in their online catalog in a GPO MARC format. 

Serials are entered in a book catalog. 

The focus of the symposium was on planning for the digitization of information by Japanese 

government agencies and how to provide access to this information. In a speech that was like a 

choral reading, I reviewed the U.S. system for printing and distributing tangible publications as 

well as the systems for access to Federal electronic information with the help of two interpreters. 

I used a PowerPoint presentation and my remarks after each slide or short commentary were 

punctuated by translations. The two Japanese speakers in the Symposium addressed various 

issues of access pertinent to the Japanese situation in this transitional planning period. 

In the print environment, the Ministry of Finance handles the printing of government 

publications intended for public dissemination. Many Japanese government publications are 

produced by private sector organizations and only available commercially. Also many Japanese 

government publications are considered administrative and not widely distributed. 

Mr. Hideru Momozaki, Director General, Institute of Administrative Information Systems, spoke 

about the current status and challenges of dissemination of electronic information in 

administration. He discussed a range of electronic system applications from e-mail to 

administrative government functions including record keeping, filing for permits and reports, as 

well as publishing information. Planning is underway to revise their Information Disclosure 

Law. In addition, the structure of federal agencies is to be reviewed over the next few years. 

Mr. Momozaki focused on the concept of using this opportunity and new technology to provide 

one stop shopping as a service to citizens and enable them to file applications or reports for 

various agencies as well as to obtain government information from one computer location. He 

foresaw having everyone using the electronic network registered for identification and security, 

as well as a set of standards for software programs for compatibility interoperability and data 

transfer. 

Dr. Kotaro Nawa, Professor, Kansai University, discussed digitization and networking of 

administrative information, disclosure and commercialization. Among the issues he analyzed 

were the implications of present Japanese government copyright of its information as national 

property and the use and distribution of the information by the private sector. 

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Other issues facing the NDL and Japanese libraries include obtaining the resources needed to 

procure the hardware and systems for expanding their electronic resources, as well as the ever 

present problem of compliance with the publication deposit requirements of the NDL Law by 

Japanese government agencies. In Japan the fugitive documents problem is exacerbated by the 

decentralized nature of government printing. 

The Symposium was attended by about 200 people from the NDL, the Branch libraries, 

government agencies, as well as faculty and students from nearby universities. There were many 

questions from the audience about U.S. programs and plans for electronic information; the 

involvement of GPO, LC and NARA; copyright; and free vs. fee access. 

I was pleased to meet the NDL Librarian, Mr. Musao Tobari, and many of the administrative 

staff and to tour the NDL in detail. In addition, I was given in-depth tours of the Diet, the 

Detached Branch Library in the Diet, the Supreme Court and the Branch Library in the Supreme 

Court. When I toured the Diet we were given special access to the chambers of the House of 

Councilors which were being prepared for the opening of the session the next day and a visit by 

the Emperor, so I was able to see the Emperor's throne which is normally shielded from view by 

elaborate drapes. 

On Saturday following the Symposium the NDL made arrangements for me to be given a private 

tour of the Imperial Palace grounds by a staff member from the Imperial Household Agency 

Library. Thus I was taken to see a number of non-public buildings including the temple used by 

the Emperor for religious ceremonies, the state hall building, the greenhouses and bonsai 

collection, the stables and ceremonial coaches, and the archery range where the Imperial archers 

were practicing classical archery techniques. The public and nonpublic gardens were incredibly 

well-manicured with beautiful specimen trees and bushes, set off by the castle moats and huge 

stone walls built without any mortar. 

I was also able to make brief visits to the Toshogu Shrine, the Tokyo National Museum and the 

Museum of Western Art in Ueno Park. 

I was particularly impressed with the courtesy, and friendliness, and helpfulness of all the people 

I met. They made my brief visit very interesting and enjoyable. 

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O*NET Materials Distributed to Depositories 

The CD-ROM edition of the Occupational Information Network (O*NET), and the Data 

Dictionary and User’s Guide in paper format, were sent to depositories as separates in late 

December, 1998. Descriptions of the pieces appear below, along with downloading instructions 

taken from the O*NET home page: 

O*NET 98, The Occupational Information Network, “Keeping Pace With Today's Changing 

Workplace” (CD-ROM) 

SuDocs: L 37.25:OC 1/CD 

Item: 0744-G-04 

Format: CD-ROM 

Note: The military crosswalk files in .dbf format were inadvertently omitted from the 

database installation used to produce the CD-ROM product. To obtain these files, go to 

the Tips for Downloading page and click as instructed to download milxwalk.zip 

<dbflat/milxwalk.zip> (102 KB). After unzipping this file, place milcode.dbf, 

moctitle.dbf, and xwalkmoc.dbf in the same directory as the O*NET database directory 

for a complete database installation. This only applies to the O*NET 98 database and in 

no way affects the operation of the O*NET 98 Viewer. To unzip this file, download the 

shareware version of pkunzip.exe <dbflat/pkunzip.exe>. 

O*NET 98 The Occupational Information Network, "Keeping Pace With Today's Changing 

Workplace", Data Dictionary Release 1.0 

SuDocs: L 37.25:OC 1/DICTIO. 

Item: 0744-G-04 

Format: Paper 

O*NET 98 Data Dictionary <datadict/datadict.pdf> Details on the structure of the 

O*NET 98 Database. In .pdf format. Requires the free Adobe Acrobat Reader. (2.7MB) 

To download the free Adobe Acrobat Reader, click on 

<http://www.adobe.com/prodindex/acrobat/readstep.html> 

O*NET 98, The Occupational Information Network, Viewer User's Guide For Version 1.0, 

“Keeping Pace With Today's Changing Workplace,” 1998 

SuDocs: L 37.25:OC 1/GUIDE 

Item: 0744-G-04 

Format: Paper 

O*NET 98 Viewer 1.0 <vwflat/setup.exe> The easiest way to access O*NET 98 data. 

Download this file to your hard drive, then install it by double-clicking on the filename. 

Stand alone version. Requires Windows 3.x/95/98/NT (6.6MB). For network 

installation use the CD-ROM. 

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O*NET 98 Viewer User's Guide <onetview/onetview.pdf> A handbook that tells you 

how to use the O*NET 98 Viewer. In .pdf format. Requires the free Adobe Acrobat 

Reader. (1.8MB) 

O*NET 98 Database <dbflat/setup.exe> If you wish to use O*NET 98 data without the 

Viewer, download this file to your hard drive, then install it by double-clicking on the 

filename. Requires software capable of configuring and reporting .dbf files. Windows is 

required to run the installation program. In .dbf format (3.8MB) For Access and Paradox 

formats, use the CD-ROM. 

O*NET online is located at <http://www.adobe.com/prodindex/acrobat/readstep.html>. 

Tips for Downloading Hundreds of different configurations of computers are possible. If these 

general tips for downloading O*NET 98 products do not work for you, please consult the 

documentation or manufacturer of your software and computer. O*NET 98 products are 

currently available only for PCs, not Apple computers. Before you begin to download the 

O*NET 98 Viewer or Database files, create an empty directory on your hard drive using File 

Manager (Win 3.1) or Windows Explorer (Win 95/98/NT). Write down the name and location 

of the directory. Click on the links above to begin the download process, noting the name of the 

file (i.e.: setup.exe) and making sure it is being stored in your newly created directory. When the 

download is complete (the Viewer will take about 50 minutes to download using a 28.8 K 

modem), exit your browser, go to File Manager or Windows Explorer, locate the directory and 

double-click on the name of the download file (i.e.: setup.exe). Follow the on-screen instructions 

to install the Viewer or Database files. If you are downloading both the Viewer and the Database 

into the same directory, be sure not to copy over the setup.exe file. Rename one of the files (i.e.: 

setup2.exe) or download it into a different directory. Before downloading the User's Guide 

(onetview.pdf) or Data Dictionary (datadict.pdf) files, make sure you have the Adobe Acrobat 

Reader installed on your computer. Your browser may immediately open the file or ask whether 

you want to save it to disk. If you save the files to disk, note the directory and file name, then 

exit your browser, go to File Manager or Windows Explorer, locate the directory and doubleclick the file name. The document will open automatically in the Adobe Acrobat Reader. 

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Depository Library Council to the Public Printer 

Recommendations, Commendations and Action Items 

Fall 1998 

RECOMMENDATIONS 

1. GPO to fill the position of electronic collection manager 

Council recommends that GPO direct additional resources to building and managing the 

Electronic Depository Collection, including establishing and filling the position of 

Electronic Collection Manager described in Managing the Electronic Collection: A 

Policy and Planning Document. 

Rationale: 

Council believes it is imperative that GPO allocate sufficient resources, both financial 

and personnel, to assure the effective coordination of activities directed toward building 

the Electronic Collection described in Managing the Electronic Collection: A Policy and 

Planning Document. 

Council recognizes that various activities and functions associated with the electronic 

collection are currently distributed among various GPO units, e.g. collection development 

criteria, outreach, marketing, locator tools, metadata, etc. 

Council believes that the establishment of the position Electronic Collection Manager 

would provide the most effective means to coordinate and use this expertise present in 

GPO. 

(Please see Action Item at end of document for additional information.) 

2. Microfiche contracts 

Council recommends that GPO evaluate and resolve problems with the current 

microfiche contractor procedures and performance to identify other options which would 

better serve the needs of the depository community. Council further recommends that 

GPO take additional steps to bring microfiche processing procedures and requirements to 

the attention of the depository libraries. 

Rationale: 

Since the distribution and claiming of depository microfiche has moved from GPO to full 

service microfiche contracts with independent contractors, microfiche processing has 

become more complex for depository libraries. Some contractors' inability to fulfill all 

elements of GPO contracts, including shipping list and claims delivery, continue to be 

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ongoing problems. Options which might be considered include: multi-year contracts; 

return of microfiche to GPO for distribution; use of additional resources for shipping list 

preparation, contract compliance, and quality control; and a link from the microfiche 

shipping list web page to an information page on current microfiche shipment practices 

and procedures. 

3. Discontinue or consolidate "traditional" LPS products and services in tangible formats 

Council recommends that GPO, in consultation with the depository library community, 

decrease the frequency of publication of the paper editions of GPO administrative tools 

that are available online and are more frequently updated. Some titles with a strong sales 

history should remain in the sales program in print editions as long as sales justify the 

cost of production. 

As an example, since the online List of Classes is updated monthly, Council recommends 

that the print version of the List of Classes be updated, published and distributed (via 

FDLP and sales) only annually, and that each library receive only one depository copy. 

Council further recommends that, provided the annual publication date is flexible, GPO 

consult with the depository community to determine the most appropriate time of year to 

produce the print version. 

Rationale: 

Frequently updated online tools are more useful than print editions that are often dated by 

the time they are printed and distributed. All program libraries should have access to the 

FDLP Website and the ability to download. The online version of the List of Classes is 

updated monthly and can be manipulated to serve multiple purposes. 

However, libraries may need time to learn how to exploit this FDLP electronic resource. 

During the transition period, some titles may need to remain in print even if less 

frequently updated. This issue should be revisited. 

4. Structure of Council meetings, amount of time, location 

Council recommends that the fall Council meeting be held permanently in the 

Washington, DC area, sometime between the Columbus and Veterans Day holidays, and 

that the annual Federal Depository Library Conference coincide with the fall DLC 

meeting in Washington. The spring DLC meeting would be held in the field, rotating 

around the country, as it was prior to 1992. 

Council further recommends that the fall DLC meetings begin on Sunday evening and 

end on Wednesday afternoon, instead of beginning on Monday morning and ending on 

Thursday afternoon. Sunday evening would be reserved for Council's organizational 

meeting, open to observers. The full Conference would begin on Monday morning and 

conclude on Wednesday afternoon, with the Regionals' session continuing to be held on 

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the Sunday immediately prior to the Federal Depository Library Conference. The spring 

DLC meeting schedule would be modified in similar fashion. 

Council also recommends that GPO continue to monitor attendance at DLC meetings and 

FDL conferences to determine whether changing meeting structure, locations, and dates 

has an adverse affect on depository library participation. 

Rationale: 

A fall meeting in Washington will produce fewer conflicts with other library-related 

meetings and a wider range of choices for hotel accommodations. This change will also 

restore the opportunity for newly appointed Council members to visit the GPO facility. 

The change to Sunday through Wednesday reduces meeting space rental and other FDLC 

expenses, such as an extra day's use/rental of meeting rooms at the hotel, A-V equipment, 

and coffee breaks. Potentially, per diem expenses for DLC members would be reduced. 

COMMENDATIONS 

1. FDLP Tools on the Web 

Council commends GPO staff for developing and continuing to improve the Federal 

Depository Library Program administrative services offered via GPO Access. Depository 

libraries now have easy access to interactive tools for communicating efficiently with 

GPO, as well as up-to-date versions of essential administrative information. These 

services, which are being developed through cooperative team work within GPO and 

through creative service partnerships, are a significant benefit to individual libraries and 

to the program. 

2. Jay Young 

Council commends James D. Young, former Director of Library Programs Service (LPS), 

for his substantial and significant contributions to the Federal Depository Library 

Program, on the occasion of his retirement from GPO. As Director of LPS from 1980 to 

1982, and again from 1993 to 1998, Mr. Young has been especially effective in 

strengthening communications between the GPO and the library community. He 

deliberately and consistently involved librarians in LPS efforts to implement a transition 

to a more electronic FDLP. Ever ready to bring change through action, Mr. Young 

reallocated staff internally to create the Electronic Transition Staff, and initiated a highly 

successful program to bring documents librarians into the GPO as consultants. Mr. 

Young exhibited a sense of vision and administrative flexibility that has brought out the 

best in the LPS staff and has nurtured the FDLP. 

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ACTION ITEM (under Recommendation #1): 

Managing the FDLP Electronic Collection Plan 

Council is pleased that GPO has developed Managing the FDLP Electronic Collection: A 

Policy and Planning Document. This document represents a significant initiative. Council 

has assigned work to the following four committees/workgroups to assist GPO in the process 

of implementing and establishing priorities for the Plan: 

 Electronic Transition Committee 

Duncan Aldrich (chair), Margaret Walker, Greg Lawrence, Diane Eidelman, Diane 

Garner, Paula Kaczmarek, Maggie Farrell, Fred Wood; Gil Baldwin, T.C. Evans (GPO 

liaisons) [additional members from the depository community] 

Charge: Standing committee of Council to address issues related to the FDLP Electronic 

Transition. 

Two immediate issues to be addressed are: 1) Criteria for format replacement, including 

from fiche to electronic and from print to electronic; and 2) outreach to Federal agencies, 

depository library community, and others interested in developing the Electronic Federal 

Depository Library Program (E-FDLP). 

 Partnerships Workgroup within Electronic Preservation and Archiving Issues Committee 

Donna Koepp (chair), Diane Garner, Paula Kaczmarek, Fred Wood, Mary Alice Baish; 

T.C. Evans, Gil Baldwin (GPO liaisons) [additional members from the depository 

community] 

Charge: The development of partnerships as a means of providing data storage, access 

and preservation, is an integral part of managing the FDLP Electronic Collection. While 

GPO has developed a small number of model partnerships to date, the working group will 

examine strategies that would help GPO accelerate their leadership role to facilitate 

partnerships between agencies and other constituents. 

 Cataloging/Locator Workgroup within GPO Operations Committee 

Carol Bednar (chair), Maggie Farrell, Julia Wallace, Diane Eidelman; Tad Downing 

(GPO liaison) [additional members from the depository community] 

Charge: Advise GPO on short and long term policies concerning the scope and 

effectiveness of cataloging and locator services. Workgroup will solicit comments from 

the depository library community when possible. 

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 Electronic Preservation and Archiving Issues Committee 

Greg Lawrence (chair), Donna Koepp, Duncan Aldrich; T.C. Evans, Gil Baldwin (GPO 

liaisons) 

Charge: A standing committee of Council to address issues related to the long-term 

access, storage, and preservation of electronic information disseminated through the 

FDLP. This includes, but is not limited to: 

 Promote identification of "at risk" digital publications. 

 Promote digital "risk management" awareness in the FDLP. 

 In consultation with GPO and member depository libraries, propose and promote 

model preservation policies and guidelines. 

 In addition, in consultation with GPO and member depository libraries, promote 

prototype projects that broaden and enrich features of the digital depository libraries. 

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Upcoming FDLP Events 

Regionals Meeting 

Apr. 11 Bethesda, MD

Federal Depository Conference

April 12 – 15 Bethesda, MD

Interagency Depository Seminar

June 2 – 9 Washington, DC

Oct. 18 – 21 Kansas City, MO

Spring Depository Library Council/ 

Fall Depository Library Council Meeting

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Library Programs Service Contacts 

January 1999 

Name Voice Fax E-mail 

OFFICE OF THE DIRECTOR 

Gil Baldwin – Director 202-512-1114 202-512-1432 ebaldwin@gpo.gov 

DEPOSITORY DISTRIBUTION DIVISION 

Vicki Barber – Chief 202-512-1014 202-512-1429 vbarber@gpo.gov 

Depository Processing Branch 

Colleen Davis – Chief 202-512-1007 202-512-1429 cdavis@gpo.gov 

Depository Claims Office 202-512-1024 202-512-1429 

LIBRARY DIVISION 

William Thompson – Program Analyst 202-512-1114 202-512-1432 wthompson@gpo.gov 

Sandy Morton-Schwalb – Management 

Analyst 

202-512-1114 202-512-1432 smortonschwalb@gpo.gov 

Electronic Transition Staff 

Judy Andrews – Electronic Transition 

Specialist 

202-512-1114 202-512-1432 jandrews@gpo.gov 

George Barnum – Electronic Transition 

Specialist 

202-512-1114 202-512-1432 gbarnum@gpo.gov 

Joe Paskoski – Management Analyst 202-512-1698 202-512-1432 jpaskoski@gpo.gov 

CATALOGING BRANCH

Thomas A. Downing – Chief 202-512-1121 202-512-1432 tdowning@gpo.gov 

DEPOSITORY ADMINISTRATION BRANCH

Robin Haun-Mohamed – Chief 202-512-1071 202-512-0877 rhaunmohamed@gpo.gov 

Mike Clark – Program Analyst 202-512-1619 202-512-0877 mclark@gpo.gov 

Acquisitions: Inquiry Group 

Earl Lewter – Supervisor 202-512-1129 202-512-0877 elewter@gpo.gov 

Micrographics Control Section 

Michele Harris – Chief 202-512-1060 202-512-0877 mharris@gpo.gov 

Shipment Control & Administration Group 

Laurie Hall – Library Systems Analyst 202-512-1062 202-512-0877 lhall@gpo.gov 

Yvonne Washington – Publications 

Management Specialist 

202-512-1131 202-512-0877 ywashington@gpo.gov 

DEPOSITORY SERVICES

Sheila McGarr – Chief 202-512-1119 202-512-1432 smcgarr@gpo.gov 

Gail Snider – Inspector 202-512-1119 202-512-1432 bsnider@gpo.gov 

Thomas Oertel – Inspector 202-512-1119 202-512-1432 toertel@gpo.gov 

Cynthia Etkin – Inspector 202-512-1119 202-512-1432 cetkin@gpo.gov 

John Tate – Designation Program 

Specialist 

202-512-1119 202-512-1432 jtate@gpo.gov 

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14 

Table of Contents

FDLP Internet Use Policy Guidelines........................................................................................... 1 

Superintendent of Documents Reports on Japan Symposium ...................................................... 2 

O*NET Materials Distributed to Depositories ............................................................................. 5 

Recommendations, Depository Library Council, 1998, Fall ........................................................ 7 

Upcoming FDLP Events............................................................................................................. 12 

Library Programs Service Contacts, January 1999..................................................................... 13 

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

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

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

address changes to: The Editor, Administrative Notes 

 U.S. Government Printing Office 

 Library Programs Service, SLLD 

 Washington, DC 20401 

Internet access via World Wide Web at URL: http://www.access.gpo.gov/su_docs/dpos/adnotes.html 

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