ADMINISTRATIVE NOTES 

 Newsletter of the Federal Depository Library Program

Vol. 17, no. 16 GP 3.16/3-2:17/16 November 15, 1996 

Library Programs Service Update

Remarks by Gil Baldwin 

Chief, Library Division, 

Library Programs Service 

U.S. Government Printing Office 

Depository Library Council to the Public Printer 

Monday, October 21, 1996 

Salt Lake City, Utah 

Introduction

 Good morning, everyone. I'm pleased to be here today to talk about the healthy state of the 

Federal Depository Library Program. This has been a truly watershed year for the FDLP; one in 

which we together designed our future and began to carry it out. In this election year, we've been 

hearing a lot about bridges - to the past, to the 21st century. I think its fair to say that together, we 

have built the bridge to the future, one which ensures the continued vitality of our program, and its 

role in keeping the public informed. However, we have not burned our bridges behind us. Our 

approach to changing this program is evolutionary, and it builds upon the historic strengths of the 

FDLP: geographic distribution, centralized services, and the dedication and skills of documents 

librarians who are the first line of service to the public. 

 1996 is memorable for the intensive review and planning for the future of the FDLP which took 

place in the context of the "Study to Identify Measures Necessary for a Successful Transition to a 

More Electronic Federal Depository Library Program." The basic future direction and timetable 

for incorporating electronic information into the FDLP were developed in close consort with the 

depository library community, and generally accepted by the Congress. But it was also a year 

marked by progress in every area of LPS in effectively moving toward a more electronic program. 

 As a result of articulating our principles and goals, and the short- and long-term planning efforts, 

LPS is better able to balance the complex issues attending the transition to electronic information 

dissemination and our ongoing traditional services. Every area of LPS has benefitted from the 

planning process and has made real strides toward incorporating electronic Government 

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information products into the FDLP, bringing the results of transition projects into the regular dayto-day life of the operation. 

 Some highlights for FY 1996 include: 

 •The first "Internet-only" products appeared in the FDLP; 

 •Subscription fees to GPO Access were eliminated; usage exceeded 3 million downloads 

per month; 

 •The Monthly Catalog CD-ROM and pamphlet editions were published; 

 •Pathway Services were developed and introduced; 

 •A basic electronic information service requirement was established for depository 

libraries. 

Study Report: Strategic Plan

 The public comments in response to the Transition Plan, which was submitted with our FY 

1997 budget request, led directly to the development of the Strategic Plan included in the June 

1996 Study Report. The Strategic Plan proposed a more gradual transition, during the period 

from FY 1996 through FY 2001. It emphasizes incorporating electronic information into the 

existing structure of the FDLP. The Plan reflects the views and advice of the library community, 

Federal publishing agencies, and users of Government information. Library community, and 

especially Council input was critical in establishing the more gradual transition timetable, in 

emphasizing appropriate formats, and in embracing the responsibility to guarantee permanent 

public access to electronic information. 

 Input from both publishing agencies and depository libraries stated that the more gradual 

transition is more realistic and cost-effective since it would allow GPO to change to electronic 

information as rapidly as the publishing agencies can produce it and the libraries can absorb it. 

This view was accepted by the Congress during the consideration of GPO's FY 1997 

appropriations request. 

 In accordance with the Strategic Plan, the FDLP is providing Government information products 

in a variety of formats to the depository libraries. Electronic information is being made accessible 

to the public directly or through depository libraries from a system of Government electronic 

information services administered by GPO, other Government agencies, or institutions acting as 

agents for the Government. The Pathway Services are identifying and connecting users to 

electronic information products and services of GPO and other agencies. We are working to 

obtain electronic source files from agencies, such as the Department of Energy, for mounting on 

GPO Access. Tangible Government information products, including CD-ROMs, diskettes, paper, 

or microfiche, continue to be distributed to libraries although the volume is declining. 

Legislative Changes Which Support the Transition
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 Substantial changes in the FDLP already are underway within the structure of the existing 

statute. GPO is acting upon its existing statutory authority to incorporate electronic Government 

information products into the FDLP. However, certain amendments to Chapter 19 of Title 44 

would facilitate the transition. For example, it should be established without question that 

electronic Government information must be included in the FDLP, to establish authority and 

responsibility for the FDLP to ensure that both tangible and electronic Government information 

products are maintained permanently for depository library and public access, and to authorize the 

Superintendent of Documents to request that the originating agencies provide electronic source 

data files of their information products. Some suggestions for legislative changes, which 

incorporate the advice of various program stakeholders, are included in the Study Report. At the 

request of the Senate Committee on Rules and Administration, a detailed proposal for revising 

Chapter 19 was prepared and forwarded to the Committee for consideration. This proposal and 

a summary of its key points were published in the August 30, 1996, issues of Administrative Notes. 

 We want to thank the many people outside of GPO who contributed to this effort. This 

includes those who worked on the task of an "evaluation of current laws governing the FDLP and 

recommendation of legislative changes" as part of the Study, Depository Library Council members, 

and the many people who spent many hours on this at the American Library Association annual 

conference in New York. We made every effort to have an open process of involvement and 

consultation, and we feel the results demonstrate that. 

Usage of the FDLP and GPO Access

 Based on the number of users, the FDLP continues to be a principal mechanism to meet the 

Government information needs of the American public. The 1989 McClure and Hernon study 

estimated that there was "a minimum of 167,000 [depository] users, per week ... in academic and 

public libraries." In the 1995 Biennial Survey of Depository Libraries, GPO collected updated 

estimates on the number of users of all depository libraries. The Biennial Survey responses, from 

virtually every depository library, yielded an estimate that 189,000 to 237,000 persons used FDLP 

information each week. We designed the Biennial Survey question with the idea of getting data on 

more than just the face-to-face transactions which occur in the library, so the question was intended 

to cover electronic transactions such as e-mail reference inquiries. 

 In addition, users are also getting Government information directly from the GPO Access 

service at a rapidly growing rate. Users are downloading an average of 2.5 million documents per 

month from over 70 databases. You won't be surprised to hear that system usage has expanded 

significantly since the user fee requirement for GPO Access was eliminated in December 1995. 

Library Service Requirements

 If you'd indulge me for a minute here, I'd like to ask one of those aerobic questions. Could we 

have a show of hands from everyone from a depository library which offers public access to 

Government information on the Web? 

 In May 1996 we advised the depository community that technical requirements for serving the 

public with electronic information would become mandatory by October 1, 1996. All depositories 

are expected to offer public users access to work stations with a graphical user interface, CD-ROM 
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capability, Internet connections, and the ability to access Government information via the World 

Wide Web. This system-wide capability is valued by publishing agencies, since when we go to 

promote participation in the FDLP, one of the first questions is usually "What can the libraries 

handle?" 

 Last spring we also issued a revised set of "Recommended Minimum Specifications for Public 

Access Work Stations in Federal Depository Libraries." These recommended specifications are 

intended to assist depository librarians who are planning purchases of new public access work 

stations capable of using most text-based FDLP electronic information products. 

 We were late advised that work stations which conform to the "Recommended Minimum 

Specifications" may be inadequate for electronic spatial data, to run Geographic Information 

System (GIS) software, or to print maps from electronic sources. The Cartographic Users 

Advisory Council (CUAC) then assisted LPS in the development of a supplemental set of 

specifications to support spatial data applications, which we published in June 1996. 

 In this context, questions have come up concerning how GPO will treat the workstation 

recommendations and the related requirement to provide public access to electronic Government 

information products. By now, each depository should be able to offer the public access to 

Government information products disseminated via the Internet. During a depository inspection, 

this capability will be considered in the context of Physical Facilities, along with other matters such 

as adequate space, shelving, microfiche storage, and so forth. LPS will use a functional approach 

to determine compliance with the public access requirement. The LPS inspector will focus on the 

depository library's ability to provide public access to electronic FDLP information. The method 

selected by the depository library to meet this public access requirement is a local determination, 

and we expect to see, and welcome, a lot of creative solutions. For example, public access to 

Government information provided via the Internet may be provided either through mediated 

searches, or by allowing members of the public to use depository library work stations on their 

own. In making such decisions, depository librarians should keep in mind the "rule of thumb" that 

services associated with FDLP information products should be at the same level as those accorded 

to products which are purchased for the library's collection. 

 To assist depositories in promoting their electronic capabilities we are also working on a packet 

of promotional materials for distribution to all depositories. We've ordered a new run of lapel 

pins, printed decals of all types (electronic and "classic," for doors or windows), and we have a 

prototype of screen saver software with the FDLP electronic logo. Revised order forms for 

"Depository Promotional Materials" are being prepared along with some clip art. We hope to have 

the packet out to you by early 1997. 

Superintendent of Documents Web Site

 We continue to enhance the Superintendent of Documents Web site, which provides users a 

single point of entry for all of GPO's electronic services. Key improvements include introduction 

of the Pathway locator services, redesign of numerous pages to reduce scrolling and excess 

verbiage, direct links from Monthly Catalog records to content on the Internet, the Browse 

Electronic Titles page, and the FDLP administrative information pages. 
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Electronic Transition Staff

 LPS' Electronic Transition Staff (ETS) now includes Duncan Aldrich and Sandy MortonSchwalb, who joined LPS on one-year appointments, as well as Lee Morey and Joe Paskoski, who 

are "on assignment" from other areas in LPS. The purpose of ETS is to identify, assess, and 

implement information technology solutions for the transition of LPS to a more electronically 

based program, with special emphasis on development of the Pathway Services. Duncan is 

concentrating on the issue of permanent public access for electronic information, while Sandy is 

working primarily in negotiating with agencies to expand depository access to their electronic 

information services. 

 This afternoon, at 2:00 p.m., and again tomorrow morning, at 8:45 a.m., Lee Morey of ETS 

will be demonstrating the suite of Pathway services, including the Pathway indexer. 

 One of our strategies is that ETS pioneers new electronic initiatives in a "project" mode, and 

then we incorporate them into our regular line operations. This helps raise general awareness and 

skills in dealing with electronic products, and moves the whole organization forward. 

Distribution to Libraries

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

preparation, and physical distribution of the tangible Government information products which 

LPS distributes to the depository libraries. 

 LPS' FY 1996 distribution of tangible products was again down from the previous year. LPS 

shipped some 29,400 titles, compared to 44,700 in FY 1995. We attribute this decline to several 

factors, including the lengthy Government shutdowns, the budget uncertainty faced by the 

executive branch agencies, and the continued trend toward electronic publishing. We are hopeful 

that this trend may reverse somewhat this year, with the early resolution of the Government's FY 

1997 funding. GPO Customer Service is seeing more business coming in the door already, and 

this is beginning to show up as increased receipts in LPS. 

 In addition to what we shipped, depository libraries received some 1.5 million microfiche copies 

of nearly 12,000 Department of Energy reports distributed directly from the DOE facility in Oak 

Ridge, Tennessee, and over 210,000 maps directly from the U.S. Geological Survey. FY 1996 is 

the final year of the distribution of the DOE reports in microfiche, as the DOE Office of Scientific 

and Technical Information (OSTI) is terminating its microfiche operations and beginning its own 

transition to an electronic information management system. DOE/OSTI and GPO are working 

together to develop an electronic replacement which will keep this content available to depository 

libraries. Sandy Schwalb will report in depth on our progress with the DOE electronic data. 

 Nearly all depository shipments continue to be delivered by commercial carriers. GPO awarded 

a new delivery contract to United Parcel Service, which now delivers nearly all depository 

shipments from LPS. Delivery by the U.S. Postal Service still accounts for less than 10% of all 

depository shipments. 
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 The Lighted Bin System was enhanced in order to replace equipment and reduce maintenance 

costs. LPS updates the Lighted Bin System with a daily download from GPO's mainframe of item 

selection files from DDIS (the Depository Distribution Information System). In addition, the 

reliability of the LBS relating to the lamp drivers and LED displays at each throwing zone was 

upgraded by replacing the display units at each of the throwing zones with new, commercially 

available, off-the-shelf equipment. 

Electronic Transition Activities

 Now, I'll concentrate on LPS activities which support the transition. We defined a number of 

key transition tasks, assigned responsible individuals to oversee them, and developed specific steps 

and milestones toward their completion. This is consistent with our approach of bringing these 

electronic responsibilities into the line operations. Duncan Aldrich and I are providing general 

oversight to our transition tasks. 

 We have identified four major areas for LPS electronic transition activities: 

 •Acquiring content for the FDLP; 

 •Ensuring permanent public access to official and authentic information; 

 •Enhancing cataloging and locator services; 

 •Providing support services to depository libraries. 

 Acquiring content for the FDLP is Robin Haun-Mohamed's major responsibility, and she will be 

giving you a lot of detail next about individual products and negotiations with agencies. I just want 

to touch on two content-related issues, which illustrate some of the issues we encounter in the 

electronic FDLP. The first of these is STAT-USA, and the second is the bound U.S. 

Congressional Serial Set. 

STAT-USA Products in the FDLP

 For several months the Library Programs Service (LPS) and STAT-USA, a component of the 

U.S. Department of Commerce, have been exploring alternatives which would provide additional 

depository library access to STAT-USA's National Trade Data Bank CD-ROM (NTDB) and 

Internet service. 

 After extensive review, we have decided to continue the present arrangement, which offers the 

most balanced mixture of products. Single-user access to the STAT-USA Internet service and 

NTDB will continue to be made available at no cost to depository libraries by STAT-USA. LPS 

will continue to distribute those paper and microfiche products which also appear on the NTDB 

or the Internet service as long as sufficient funds are available. 

 The LPS/STAT-USA discussions involved using funds appropriated to GPO for the purpose of 

operating the Federal Depository Library Program (FDLP) to reimburse STAT-USA for its costs 

associated with additional depository library usage of these two products and services. 
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 Expanding depository access to the STAT-USA electronic products entails additional costs 

which would have been offset by eliminating the distribution to depository libraries of some 74 

paper and microfiche products currently distributed to depository libraries and are also included 

on the NTDB and/or the Internet service. Here are some of the titles which could have been 

eliminated: the Army Area Handbooks, the State Department Dispatch, and Commerce's Foreign 

Labor Trends, Business America, and Global Trade Outlook. 

 With the acceptance of the more deliberate, 5 to 7 year period for the transition to a more 

electronic FDLP, LPS is focussing our efforts on products which the Federal agencies are 

migrating to electronic formats. The longer transition period affords more time for depository 

libraries and users to accommodate these electronic products and services into their operations. 

 Beginning with the October 1996 disks, the NTDB will utilize Auto-Graphics' Impact® 

software. This software will not permit networking the NTDB CD-ROM. LPS is funding the 

single workstation use of this software for depositories which select the NTDB. Licensing fees for 

even single workstation use of this software will cost the FDLP nearly $100,000 yearly, so this 

software change is a major concern for us, too. There has been some recent GOVDOC-L traffic 

on whether the older DOS version of NTDB with the Browse software will still be around. Yes, 

but only for a short time. STAT-USA will discontinue the DOS version of NTDB by next 

February. 

 Depository libraries which require additional access to the NTDB beyond the single-workstation 

level being provided through the FDLP by LPS and STAT-USA will have to purchase it from 

STAT-USA. STAT-USA has agreed to continue the "special, low-cost networking licenses" to 

depositories for multiple-user access to the NTDB through December 31, 1996. For up to 5 

simultaneous NTDB users, the annual cost is $500; for up to 15 users the cost is $1,000. 

 STAT-USA is continuing to provide a password to any requesting depository library for singleuser access, and to date over 650 depositories have registered for this service. LPS will continue to 

act as the liaison with STAT-USA to establish and maintain these accounts. As with the NTDB, 

depository libraries which require additional access to the Internet service have to purchase it from 

STAT-USA. 

Bound Serial Set

 As you have probably heard, in the Legislative Branch appropriations language Congress 

directed us to change the format and distribution for the bound U.S. Congressional Serial Set. We 

have been directed to produce a CD-ROM Serial Set, and to limit the distribution of the hard copy 

paper Serial Set to regionals and one library in each State without a regional. Let me give you 

some detail on how we plan to deal with this direction. There's a more detailed handout on our 

plans for the Serial Set beginning with the 105th Congress which will get underway in January, 

1997. 

 GPO is now binding and distributing the 102d Congress, 1st session. Bound volumes will 

continue to be distributed to all current selecting libraries until the 104th Congress is finished. 

Using current arrangements, distribution of the bound Serial Set will continue until FY 1998 or 
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1999, when the 104th Congress work will be completed. Under H.R. 3754, depository 

distribution of the bound Serial Set will be limited to regionals and one library in each state without 

a regional. Distribution of the bound volumes for the 105th, 1st session will begin about FY 2000. 

 GPO will investigate offering the bound Serial Set for sale. A survey to determine interest is 

under development. 

 H.R. 3754 directs GPO to begin a CD-ROM product with the 105th Congress. Specifications 

for a CD-ROM Serial Set are yet to be determined, and we would welcome your advice or 

comments concerning its design and attributes. You can forward those to me or to Robin. Once 

in production, LPS intends to make it available for selection by any depository. 

 The WAIS databases of Documents and Reports began with 104th Congress, 1st session. Some 

graphics-intensive titles, particularly in Documents, are not included. 

 Distribution of slip Reports and Documents in paper and/or microfiche will continue. Language 

in House Report 104-657 indicates that Congress expects the distribution of the "slips" to continue. 

Permanent Public Access

 One of our most challenging project areas is to ensure permanent public access to official and 

authentic information. Permanent access to Government information is a critical issue in the 

electronic environment. The FDLP has always had the responsibility for providing permanent 

access to the official Government information disseminated through the program. Historically this 

has been the role of the regional depository libraries. Permanent access also is an essential 

element of the more electronic depository library program, but it will be more difficult to attain. It 

is too big a task for any agency or library to accomplish alone. It requires the development of a 

distributed system which includes all of the institutional program stakeholders: information 

producing agencies, GPO, depository libraries and the National Archives and Records 

Administration (NARA). To ensure permanent public access to official electronic Government 

information, all of the institutional program stakeholders (information producing agencies, GPO, 

participating depository libraries and the National Archives) must cooperate to establish the 

authenticity of official information, provide persistent identification and description of 

Government information products, and establish appropriate arrangements for their continued 

accessibility. To this end, discussions are already underway with NARA and the National 

Commission for Libraries and Information Science (NCLIS), and permanent access has become is 

a key element in our decision process about new electronic products in the FDLP. Duncan 

Aldrich will cover this topic in depth during his presentation. 

Cataloging and Locator Services

 A third major project area is expanding cataloging and locator services so that GPO can assist 

depository libraries and the public to identify and obtain access to the full range of Federal 

Government information. This project falls to Tad Downing, Chief of our Cataloging Branch, and 

he will update you on developments in his area. 

Depository System Support
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 Sheila McGarr is in charge of our other major project area, support services to depository 

libraries. Since Sheila will be facilitating two other sessions during the Council, I will cover some 

of activities which this very broad task includes. 

 As I mentioned we have again issued the updated technical specifications for computer work 

stations in depository libraries, most recently with the supplemental specifications to support 

spatial data, or online maps, applications. Sheila's area is responsible for these specifications, and 

we will update them periodically. 

Self-Study

 LPS worked extensively with the Council and the library community to develop, field test, and 

refine the depository library self-study, which will become a very important tool in the modified 

inspection process. Based on the voluntary use of the self-study we made some changes to make it 

simpler and more understandable. I thank those of you who took the time to use and field-test the 

self-study; your comments and experiences helped improve it for everyone. The self-study will be 

put into regular use in FY 1997, beginning with those libraries which were last inspected in 1989 

and 1990. 

 [The "Self-Study of a Federal Depository Library" was issued as Federal Depository Library 

Manual Supplement 3 in September 1996 and the template is available for downloading from the 

Federal Bulletin Board (FBB) and FDLP Administration Web page.] 

Conference Planning

 As always, Sheila is involved in the planning cycle for the 1997 Federal Depository Conference. 

It will be tough to top this year's success, but we'll try. She would welcome your suggestions for 

topics and speakers for next Spring's conference, so if you have an idea about a topic or a person, 

please let her know. I'm pleased to tell you that next Spring's Conference will be held once again 

at the Washington National Airport Hilton in Crystal City, on April 14-17, 1997. Within LPS, 

Sheila's area takes the lead in organizing continuing education efforts for documents librarians. 

We will have two planning sessions during this Council; the one on the Federal Depository 

Conference will take place tomorrow at 3:15 to 4:00 p.m. in the Imperial Room. 

Regionals Conference

 The other planning session, which will be this afternoon at 3:30 in the Fairlane Room, concerns 

a new event which we are planning for 1997. This will be a special, one-time-only conference for 

regional depository librarians. It is intended to strengthen the ability of the regional depository 

librarians to support the program as a whole, and to enhance the services which they provide to the 

selective depositories in their region. This effort is especially timely due to the changes associated 

with the expansion of electronic Government information in the depository program, and our 

increasing reliance on the regional librarians to be our "eyes and ears" as we attempt to scale back 

inspection travel. We intend for this to be a practical conference, with solid information which will 

showcase the "best practices' of successful regional librarians. We will invite the documents 

librarian from each of the 53 regional depository libraries. From those 8 States which lack a 
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regional, we would invite the State library authority to designate an attendee, who should represent 

a leading depository. And we will invite the Chair of Council. All of the invited attendees will 

come at GPO's expense. 

 In light of other obligations with Council meetings, Conference, the Interagency seminar, the 

library association meetings, and the academic year, we plan to hold this conference for 2-1/2 days 

in mid-August 1997. It will take place in Minneapolis, MN. This will reduce travel time and 

expense, as it is an airline hub, should have mild summer weather, and has a reasonable per diem 

rate. Best of all we have Julia Wallace, who has agreed to help with local arrangements. 

FDLP Web Page

 LPS's Depository Services staff and the ETS staff worked together to develop the FDLP 

Administration page which came up on GPO's Web site in August. LPS publications, such as the 

"Guidelines for the Federal Depository Library Program," Administrative Notes and 

Administrative Notes Technical Supplement, and the "Superseded List" are available for viewing or 

download. Meeting announcements and key LPS staff lists, linked with e-mail addresses, are also 

available. 

 [The direct link is <http://www.access.gpo.gov/su_docs/dpos/fdlppro.html>.] 

 Beginning January 1, 1997, LPS will upload only the Tables of Contents from Administrative 

Notes and Administrative Notes Technical Supplement to the GOVDOC-L listserv. Those 

interested in the complete electronic text must use our Web site. A printed copy of these 

publications will continue to be distributed to all depository libraries in the shipment boxes. 

 We are currently in the early stages of planning and developing applications which will allow the 

receipt of FDLP-related information via Web forms transactions. Applications under 

consideration include selection surveys, conference registrations, claims, etc., from depository 

librarians, and electronic information product notifications from agency publishers. 

Inspections

 The Depository Services Staff (DSS) conducted on-site inspections in 217 depository libraries, 

13 more than in FY 1995. The number of inspections reflected the full travel schedule by the 2 

inspectors hired in the Spring of 1995. As many of you know, full staffing for the inspection staff is 

four, but we've rarely achieved that level. One inspector, Joe Paskoski, is working with the 

Electronic Transition Staff. Greta Boeringer resigned in August 1996, and Carole Callard's has 

indicated her resignation is imminent, due to family medical problems. So we will be down to one 

inspector. We hope to advertise for up to two new inspectors in the near future. So if you're 

interested in a position that's not just a job, but an adventure, keep on the lookout for our vacancy 

announcement. 

 The redesign of the inspection program began in FY 1996, in the context of the planning 

process associated with the Study. This will permit some of the resources devoted to periodic 

inspections to be reallocated to FDLP system support and related services for depository libraries. 

 With the adoption of the DSS-initiated depository library self-study as an evaluation tool for use 
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by the libraries, the basis for inspections will be that which is specified in 44 U.S.C. §1909, which 

states that "the Superintendent of Documents shall make firsthand investigation of conditions [in 

depository libraries] for which need is indicated ..." 

Biennial Surveys

 Responses from the 1995 Biennial Survey of depository libraries were collected by LPS by the 

end of December 1995. Because the data was collected and compiled using the Teleform fax 

software, results were available to LPS sooner than any previous year. The survey data on the 

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

products and services, was timely and extremely useful in the Study process. But be advised - it's 

almost time to start again. It will soon be two years, and we expect to conduct another Biennial 

Survey in late 1997. 

Financial Situation

 Let me shift gears now from operations to finances. Significant progress toward a more 

electronic FDLP is being made, even with slightly declining funding. The Superintendent of 

Documents appropriation funds four programs: Depository Library Distribution, Cataloging and 

Indexing, International Exchange, and By-Law Distribution. GPO's FY 1997 funding request of 

$30.8 million for the S&E Appropriation assumed that some FDLP expenses, especially those 

associated with acquiring and shipping printed products, will decline as the use of electronic 

information dissemination technologies increases. However, we also factored in offsetting cost 

increases in other areas, such as expanding the capacity of the GPO Access system, acquiring, 

processing and mounting electronic source data files, and CD-ROM software licensing fees. 

 Since December 1, 1995, when the GPO Access service was made available at no charge, costs 

associated with public use of the service have been borne by the FDLP. During FY 1996, FDLP 

funds have been used for such GPO Access system enhancements as additional storage capacity, 

dedicated servers for new databases and the Pathway indexer, and enhanced telecommunications 

capabilities. 

 Congress has appropriated $29.077 million, which is $1.75 million less than what we requested. 

 However, given the decline of tangible products in the program, we're feeling confident of our 

ability to move forward. There were some key items which we requested which were not 

approved, including: 

 •The $500,000 for the technology grants. 

 •$1.2 million was cut by directing that most Serial Sets be provided in CD-ROM, which we 

already discussed. 

 •Finally, another $50,000 was cut from the S&E request by directing the conversion of the 

bound Congressional Record to CD-ROM. This saving is apparently based on the 

current cost of providing the bound CR to regionals plus one library in each state 

without a regional compared to the estimated cost of furnishing them with a CD-ROM 

edition only. Robin will giving more detail on the Record in her remarks. 
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 Congress, as expressed in the House report language, also recognized the validity of the more 

deliberate 5-7 year timetable for the transition to a more electronic FDLP, even though the House 

language refers to that timetable as "somewhat lengthy." Your input was clearly influential in 

convincing the Congress of the wisdom of permitting a longer period to adjust the program and 

accommodate the new technologies. 

Conclusion

 We are moving forward on a number of fronts in the transition process and, as you might 

expect, progress is not equal across the board. Some of the issues are difficult, and new projects 

have a way of surfacing overnight. But on the whole, we are incorporating electronic information 

to our program in ways that make sense. We have a good team at LPS, and we are open to 

hearing your suggestions and input on how we can improve our services to you. 

 In closing I want to thank every one of you in the audience for your support of the FDLP, and 

your contributions to the planning processes of the past year. Your input has been invaluable to us 

and it's the key to designing services which are useful to you and to the public. Now I'll turn over 

the program to our LPS managers who provide greater detail on what's happening in their areas. 
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 Depository Administration Branch Update

Remarks by Robin Haun Mohamed 

Chief, Depository Administration Branch

 Good morning. What a terrific place for Council to meet. Thanks to Jill Moriearty for making 

the suggestion and following through with a "persuasive" argument to have this meeting in Salt 

Lake. 

Recent Activities

 It has been a very full and exciting year for the Federal Depository Library Program. DAB staff 

have participated in several tasks associated with the "Study" (Study to Identify Measures Necessary 

for a Successful Transition to a More Electroni Federal Depository Library Program). The final 

Study in hard copy was mailed to libraries in June. Electronic versions of the Study were posted 

on the Federal Bulletin Board in PDF and WordPerfect formats before the print version was 

mailed. And we have recently posted an ASCII version to meet Americans With Disabilities Act 

requirements. 

 DAB staff also participate in the development of the Pathway Services, specifically, the "Browse 

Electronic Titles" page or "B-titles" page, which made its debut in June of 1996. A number of 

projects have been implemented since last April; some of them were not even in the planning stage 

a year ago in Memphis. Council's recommendation in Memphis that each library must be capable 

of accessing the Internet has allowed LPS to pursue many of these projects. I'd like to again thank 

Council for this recommendation. 

Outreach

 Since we last met in April, LPS has begun visits to agencies in a concerted effort to discuss 

electronic products. Recent visits include Agriculture, Census, NASA, SBA, Treasury, and NTIS. 

 Council's recommendation at the Memphis session for each library to be Internet capable 

effective October 1, 1996 has been raised in discussions during each visit. Agencies are very 

pleased to hear that the Federal depository libraries are committed to making this level of 

electronic access available to the public and to agencies' resources. 

 Agency outreach is of such importance to LPS that Gil Baldwin and T.C. Evans will be 

addressing the November meeting of the Federal Publishers Committee on GPO's electronic 

initiatives. Some of the information that will be relayed to Federal publishers include the need to 

update other agencies when a change is made on a Web site, or as in the CIA case recently, when 

a Website is taken down. We were not notified of their actions and found out as did everyone else 

when the link was tried, or by reading about the problem in the newspapers. We also can relate to 

agency Webmasters what happens when they make a simple change in a URL, like taking it from 

".Html" to ".html" (this is a real life example). We sent a message to the Webmaster when we 

identified the problem, but did not get a response back. 
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 Also at this time we hope to cover the rather mundane, but important issue of filling out the 

"3868" completely. Recently a CD-ROM serial was distributed through the FDLP that required a 

password. The product is "Unit Level Logistics System Ground"" or "ULLS-Ground". Not only 

could you not access the program, you also could not easily de-install the CD-ROM. Upon 

checking with the agency it was determined that this product should not have been ordered for the 

depository libraries and a recall is in process for this title. The problem in this case was the 

submission of an incomplete 3868 which did not specifically identify the material as for either 

limited distribution and that additional software would be needed to use the product. 

 In addition to agency visits and attendance at meetings such as the recent Webmasters 

conference, LPS staff have been working on other outreach efforts to bring additional electronic 

products into the program. LPS has developed a Web form for agencies to use to advise GPO 

when products or sites are changed. It is entitled "Internet Information Product Notification 

Form" and it has been reproduced as a handout for this Council meeting. 

 A new circular letter, number 413, "Disseminating Electronic Government Information Products 

to the Public Through the Federal Depository Libraries," has just been completed. The next step 

is to utilize mailing lists from Customer Service, Marketing, and the Federal Printing Institute to 

distribute the letter to other agencies and to publicize electronic efforts at GPO. The URL for the 

new Web update form has also been included in the circular letter. LPS also plans to develop a 

marketing brochure based on the letter to further promote electronic initiatives at GPO. 

"B-Titles" Web page

 Before the new Web form was released, DAB staff developed a mini-notification message for 

agencies when staff pointed to electronic resources on the "B-Titles" Web page. When staff point 

to a new site we are now attaching an e-mail message advising the agency of the specific title we are 

pointing to and providing the URL for the "B-Titles" page. My e-mail address is also included in 

case the agency has problems or concerns about LPS pointing to their site. Now that the new Web 

form has been released, we have also included that URL in the e-mail messages. While the 

response rate to these e-mail messages has been a great deal less than spectacular, there have been 

some responses, including a few praising our efforts and advising us they will monitor our site to be 

sure their new electronic products are included in the future. I've included a copy of the new Web 

form page, the e-mail message and a few responses in a handout which is available at the back of 

the room. 

 The B-Titles page continues to grow, but at a much less rapid rate than it did in the first three 

months. As mentioned earlier, this page made its debut in June 1996 and has grown from a very 

modest entry of some fifty titles to its present size of over 500 listings. We recently began taking 

off listings that have been up for at least 3 months. These are generally monographs and older 

annuals. Because of problems with URLs and serial titles in the Monthly Catalog, the serials are 

generally being left on the list. 

 If you haven't been to the page in some time please revisit the site. Not only has it grown in size, 

but additional resources have been included on the site, specifically a category entitled "Other 

Resources." These include database sites that are not really a title or product, but a service. The 

recent mounting of the FLITE database of Supreme Court cases has been included in this 
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category. Because it is difficult to take a URL down when listening to this type of presentation, the 

URL for all Pathways Services pages has been reproduced for this Council session and is located 

with other handouts. 

Electronic Initiatives

 Another reason to visit the B-Titles pages is to review the seven graphically intensive products 

converted and mounted in response to Council's concern over differing electronic formats. Each 

of these titles were mounted in July in PDF, JPEG, and ASCII formats. We have had some 

responses to the different formats, but I would appreciate additional input. Right now there is a 

pretty even split between preferences for the PDF and JPEG, but almost all preferred the ASCII 

format, mostly because of the time associated with downloading or printing of the other two 

formats. We will leave the link to these products off this page until the end of November and then 

the main link will be from the Monthly Catalog record. One final reminder on these graphically 

intensive products, do not attempt to download them from a slow modem if you wish to look at 

either of the graphic image formats. It will tie up your computer for quite a long time. 

 Also along electronic lines, I would like to highlight three applications we are working on at the 

present. None of these are original concepts, to some degree they began in depository libraries 

and we have taken on similar projects because of requests from Council and depository librarians. 

 The three projects are shipping lists in an electronic format, development of a survey mechanism 

via the Web and an electronic item number listing for each library available via the Web. All of 

these applications will be available off the FDLP Administration Page. 

 Before I describe these projects I need to publicly thank the Electronic Transition Team--

former and present team members--but most specifically Joe Paskoski who has been instrumental 

in pushing me into the 21st century with Web applications for traditional services. Many of the 

projects we are currently working on have been started due to Joe's enthusiasm and of course, the 

library community's examples and innovations. 

 One of the most exciting projects is the posting of paper, electronic and separates shipping list 

information in a DBF format on the Federal Bulletin Board. This is still very much a pilot project, 

but we hope to develop the necessary in-house procedures to allow it be done on a regular basis by 

the end of this year. The plans include posting of the shipping lists on a regular basis, at least 

within two days of the shipping list date on the FBB. And we hope to expand this project down 

the road to include the contractor-distributed microfiche products and shipping lists. 

Shipping Lists Online

 We also hope to develop a partnership with the University of Buffalo, State University of New 

York, and the University of Texas, Arlington to improve electronic access for the shipping lists. 

We hope to point to their excellent shipping list site and the label program that is currently in 

place. The posting of the shipping lists on the FBB should also prove helpful for this very useful 

and innovative service as title information will also be included for the first time. And GPO will 

direct libraries to these partner libraries, the University of Texas, Arlington and the University at 

Buffalo, State University of New York site for ASCII formats and for the label program. For this 

project, I request Council's assistance in reviewing the usefulness of having both sites available to 

the FDLP libraries in light of the commercial resources currently available and the limited 
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16

resources of the FDLP for staff and funds. I had hoped to have a demo for this session, but we are 

still working on placement of the directory on the FBB and speaking with staff at the two 

Universities to set up a partnership. Additional information about this project will be relayed to 

Council in the near future. 

My thanks to the individuals and the supporting institutions for taking the initiative to develop such 

a program and share it with the libraries. And if you know of other services or people with specific 

skills to provide better service to the program libraries who would be interested in developing a 

partnership with the Library Programs Service, please let us know. 

Survey Responses via Web

 The next time a survey is done for a product we will begin allowing response via the Web. We 

have developed a "Green Card" online and are interested in the community's response to this 

mechanism. For some time now we have been utilizing telefax for survey responses, and while this 

has proved more timely than the mailing back the surveys, it still requires keying in of the green 

cards into the online system. Recent software acquisitions have allowed us to develop this new 

mechanism. Libraries will be advised via first class mail when a new survey is ready, and I look 

forward to putting the project to the test (I love to key green cards!). 

Item Number Selection Profiles on Web

 The third project I'd like to discuss has perhaps the greatest implications of the three in that it 

could eliminate the need to send out item number listings and sending in of green cards to add and 

deselect products. GPO staff are working on an item number listing that will allow libraries to see 

their item number profile on the Web site and pull down that information in an electronic format. 

 As most of you know, the current process of obtaining an item number listing of your library's 

profile requires you to request the printout if we are not in the midst of the update cycle. And 

while we have been sending an individual library's profile on a diskette, this has been done on an 

extremely limited basis because the process is not automated. Staff that pull this information from 

the mainframe are responsible for so many other duties at the same time. 

 When this project is ready for testing, I will advise Council and I look forward to your specific 

responses to this service. It has a future potential of eliminating not only the green card 

keyboarding, but also the stuffing and mailing of printouts to the libraries. All libraries will be able 

to access their profile at any time. 

New CD-ROM Products

 Before I leave electronics for the more traditional services I'd like to cover some of the new CDROM products in the program. The SSA on CD-ROM was distributed to libraries in August, 

three years after it was surveyed. It has many products in addition to the POMS that was originally 

surveyed, including the Social Security Handbook, Social Security Rulings, and Acquiescence 

Rulings. These additional products are what caused the shorts for the initial release of the product. 

 It is important to remember that each issue cumulates, and therefore supersedes the previous 

month's issue. 
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 USAPAT came into GPO before the survey could be done, thus many libraries that would not 

have selected it had they been surveyed received the first couple of shipments before they 

deselected the item number. This product was originally going to be included with the FBIS on 

CD-ROM, Survey 96-003. But with three to five CD-ROMs per week arriving and no warehouse 

space to store the titles until the survey could be completed, we sent the material directly out to the 

libraries under an item number split. Since we began sending out the CD-ROMs we have had 

many requests for a user guide or manual. The agency recently contacted LPS to advise us there is 

a users manual, but they did not intend to reprint it soon. LPS will obtain a copy and reprint it at 

our cost for distribution to those libraries that still select USAPAT. 

 FBIS on CD-ROM will be distributed to libraries this fall. We surveyed for it during the month 

of September, but have extended the survey period due to a low item selection rate from the 

libraries. Recently I sent a notice to GOVDOC-L advising libraries to reconsider adding this 

highly useful and valuable product to their collection, but a minimal number of libraries 

responded. 583 libraries have selected this item number for their library. This product should 

prove to be an extremely popular, well-used product, but it appears most public and community 

college libraries did not select this title during the survey. 

 Earlier this month it was announced that the "Government Reports Announcements and Index" 

was being discontinued by the publisher. The 1994 and 1995 cumulative indices will not be 

produced at this time. NTIS is in the process of developing a new product, "OrderNow" on CDROM. This is a cooperative publication that must be self-sustaining to recover the costs of 

producing the product. Current plans do not include distribution to the FDLP libraries at the 

present time. LPS is talking to NTIS to find a way to have this product included in the program. 

 This summer GPO was advised by GSA that the GSA FAR/FIRMR on CD-ROM was no 

longer going to be produced by GPO, but by NTIS. Several subsequent meetings between GPO 

staff and GSA were held to bring the issues into focus, including the price differences between the 

NTIS and GPO products and the services GPO could provide in setting up a Web page for the 

FAR. A letter was sent from the Public Printer to the head of the GSA, but it appears the project 

has already gone forward with NTIS. We spoke with staff at NTIS to be sure that NTIS knows 

the depository libraries will continue to need copies of the FAR on CD-ROM and the specific 

number of copies that we need for distribution to all libraries currently selecting this item number. 

 Staff at NTIS have advised me the depository copies will be forthcoming and verified the total 

quantity needed for distribution. 

 Lastly, for new physically distributed electronic products I need to raise the recent problems for 

the NTDB on CD-ROM, Beta disc. I apologize for the confusion in getting the test disc to the 

libraries late and without the accompanying instructions. Sometimes when we try to do a service it 

works out great, and then there are times like this. Despite the confusion and mix-ups, I hope you 

had a chance to test drive the new software. 

 When the disc moves to a production version, hopefully with the November issue, libraries will 

receive the old and new version for only one month, then only the Windows version will be 

distributed to the libraries. The libraries will not be given a choice as the DOS version will only be 

available through January 1997. Beginning in February, only the Windows version will be 

available. The new software provides a more user friendly graphical interface than the DOS 
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version. The new product's searching capability is far superior to the old version's. The search 

engine on the Windows version is the same as the NTDB on the online STAT-USA service. And 

the new version allows a search across the entire database on the CD-ROM. The DOS version 

does not. 

And effective October 1, 1996, the minimum technical guidelines became a mandatory 

requirement for all depository libraries. 

??? 

Finally, the new CD-ROM utilizes an operating system that is more in line with current products 

and programs that are being produced today. 

Other Online Services

 The Census Bureau's Subscription Service is still available to all at no charge via the Web site, 

but the new date for the service to convert to a charge service is January 1997. I confirmed again 

that Census intends to provide access to Federal depository libraries at no charge to the library. 

They are still working on the specifics of the charging mechanism, but assure us we will have access 

for all depository libraries. 

 LPS is pursuing discussions with the Federal Election Commission (FEC) for access to their feebased online database. Portions of their information are available on the Web site at no charge to 

libraries, but recent information is not available except through the Direct Access Program 

database. We are attempting to gain access to this paid database for the libraries and I will advise 

Council on how this discussion proceeds. 

New Item Selection Printouts

 I would like to update Council on the services the Depository Administration Branch has 

traditionally provided to the libraries of the Federal Depository Library Program. New item 

selection printouts that reflect the changes made during the update cycle were mailed to the 

libraries the week of October 7-October 11, 1996. The printout replaces the "Amendments to 

Item Section" report that was usually sent to libraries in late August. Recent programming changes 

for the Lighted Bin System caused problems with this report. As many libraries have placed 

requests for an updated printout, we hope this action proves helpful to the libraries. 

US FaxWatch

 Early this fall, LPS was notified of a space problem on the US FaxWatch service. The shipping 

lists on FaxWatch were cut to thirty days, rather than sixty days. We advised the libraries of the 

problem as soon as we were notified. Because of the popularity of this service, we are in the 

process of upgrading the memory of the FaxWatch to again allow shipping lists to be maintained 

for 60 days. Remember, we also load surveys on the system. When we do the next survey 

libraries will be able to obtain a copy in one of three ways: 1) via 1st class mail, 2) via FaxWatch, 

and 3) via the Web off the Administration Page. 

Bound Congressional Record
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 Because of delays in the bindery, the Bound Serial Set and Congressional Record are still 

running behind schedule. Gil discussed the Bound Serial Set and it is my pleasure to update you 

on the Bound Congressional Record. The last volumes of the Bound Congressional Record 

distributed to the libraries were the indices for the 101st Congress, 2nd Session on Shipping List 

96-0044-S. The Bound Congressional Record will continue to be distributed to Regional libraries 

and one library in each state for those without a regional through the 104th Congress. Beginning 

with the 105th Congress, GPO has been directed to produce and distribute a CD-ROM product 

for the material in the Bound Congressional Record. GPO staff in Production and Congressional 

Printing Management continue to work on the specifics for this product. Council will be advised 

when additional information is available. 

 Congressional Printing Management Division is working with the Joint Committee on Printing to 

revise the distribution list for the Bound Congressional Record in paper format. Although the 

House Legislative Branch Appropriations Bill, 1997, directs GPO to discontinue distribution of 

the Bound Congressional Record to the limited number of depository libraries that now receive 

the set, the required steps have not yet been taken to implement this limited distribution. One 

final word on the Bound Congressional Record. The House appropriations language made no 

mention of the microfiche version of the Bound Congressional Record, hence the Bound Record 

in microfiche will be continued for the foreseeable future for all libraries. 

Micrographics Operations

 In DAB we continue to work on a backlog of titles to convert from paper to microfiche. Please 

continue to bear with us in this area. The backlogs for agency supplied microfiche have been 

caught up for NASA, FBIS, and GAO titles. We are focusing on preparing and sending the 1994 

Federal Reserve Home Mortgage Data out to the contractor. And we have now received the 1995 

fiche, so when the 1994 is done, we will move right into the 1995 issues. 

 Our full-service microfiche contractors continue to have problems, thus further delaying the 

conversion of documents from paper to microfiche. We do random inspection of microfiche, but 

we currently have an open position for an inspector. Michele Harris, our new Supervisory 

Micrographics Technician, has followed up the problems the libraries have relayed to us. 

Presently there are no contractors in default, but two of the three major contractors have been 

issued notices of quality defects. Term Contracts and the Quality Assurance sections continue to 

work with Micrographics staff to monitor the full-service microfiche contracts. 

 Many claims have been made by libraries for materials distributed by Information Resources 

Inc., for materials included in defaulted contract 823-S (Bound Congressional Record in 

microfiche), and for documents included in several of the last print orders under contract 562 

(Senate and House Committee Prints, Reports and Documents). LPS has received 393 claims for 

1312 titles that need to be sent to depository libraries. We have collected the claims and will be 

sending them out for replication, and we plan to ship them to the libraries by the end of the year. 

Depository Administration Branch Staffing, Equipment, Operations
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 I'd also like to address Council on the current mix of services being done by LPS staff. As in the 

libraries our staff continues to decrease, but additional duties seem to be ever on the increase. We 

have come a long way from a year ago, or even six months ago, in the acquisition of equipment to 

assist staff in identifying electronic resources for the FDLP, including new computers for all DAB 

staff. We have added additional Internet access points, and acquired new software to assist in 

checking URLs and developing pages with HTML codes. Staff are becoming more familiar with 

the Internet, and additional staff members are being trained on Internet "mining" techniques. 

 DAB staff have begun implementing conversion of titles from microfiche to electronic format. 

We are beginning with materials sent for microfiche conversion and/or duplicated on CD-ROMs, 

such as telephone directories and newsletters that are available in an electronic online format. 

There have also been some monographs that we have pointed to, but not distributed in a tangible 

format. In many ways I am glad I did not have to relay to Council the number of paper titles that 

we would have had to discontinue distributing if the interagency agreement with STAT-USA had 

gone through earlier this summer. As things stand now there still continue to be many resources 

that are sent in multiple formats, including the World Factbook, the Country Studies, Background 

Notes, and Dispatch. 

 DAB staff continue to receive inquiries on fugitive documents. The first step we now take in 

responding to these inquiries is to check if the product is available online. If it is, we point to the 

product from the B-Titles page. For those titles that have been part of the program in the past, or 

that look like they would meet hot topic requests for specific subjects, or that look like they would 

meet reference needs, we contact the agency to determine if the agency has sufficient paper copies 

for depository distribution to the libraries. For fugitives which are dated, or which have 

traditionally converted to a microfiche format, or for which the agency does not have sufficient 

copies, the entry point into the FDLP is via the B-Titles page and cataloging into the Monthly 

Catalog for the online format. We continue to rely on the assistance of depository librarians to 

help direct us to the most important resources in the very large field of online products that are 

currently available via the Internet. 

 To summarize, I seek Council's assistance in reviewing the graphically intensive files located off 

the "B-Titles" page. LPS also would like Council to review both the shipping lists online project 

and the item number listing project when they are ready for testing. I look forward to your 

responses and thank you for your time this morning. 

ADD HANDOUTS? 
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