U.S. GOVERNMENT PRINTING OFFICE

SUPERINTENDENT OF DOCUMENTS

LIBRARY PROGRAMS SERVICE

ADMINISTRATIVE NOTES

VOL. 5, NO. 9 GP j. 16/3-2; 5£ JUNE 198^-

COUNCIL SUMMARY

Included in this issue of Administrative Notes is the official summary

of the Spring Meeting of the Depository Library Council to the Public

Printer, held in Atlanta, Georgia, April 11-13, 198U. The three com- mittee reports are attached. Also included is the report of the Bibliographic Control Committee which was unavailable when the summary of

the Fall Meeting was sent out with Administrative Notes (Vol. 5> No. k,

March 19Qk)

******************************************* *******^*** ' X- *

L* * X- * *****>'-* X- *

An assortment of colorful brochures designed to acquaint library patrons

with publications from the Government Printing Office were sent in a brown envelope to all depositories on June 19, 198U. These brochures

can show people the wide range of publications available through depository libraries and purchasable from the Government Printing Office and

GPO Bookstores. The brochures are free and available in quantities of

2 5 or 50, while supplies last. If, for some reason, you did not receive

your sample copies, please contact:

***********************************************************************

You may have noticed that the number of microfiche in the GPO Sales

Publications Reference File has been slightly reduced as of May If,

I98U. Although PRF will continue to present the same level of bibliographic coverage and record content, the information will be com- pacted into the available microfiche frames without sacrificing legibility or access. This innovation is expected to save library storage

space as well as $2^,000 in GPO's annual production costs.

******************************* ****** ** * ** *** ***** ** *** * * ***** ********

PUBLICATIONS BROCHURES AVAILABLE

MARKETING DEPARTMENT

U.S. Government Printing Office

STOP: MK

Washington, D.C. 20to

ATTENTION: Mary Lee O'Brien

PRF: FEWER BUT BETTER

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REVISED INSPECTION FORM

The revised Depository Library Inspection Form will be included as part

of the April l^Qk Depository Library Council's microfiche transcript

(the appendix). Those full or selective depositories that wish to

obtain a paper photocopy of the revised form, should direct their inquiries to their Regional Library. The Guidelines for the Depository

Library System (1977) remain by far the best self-study tool for depository libraries. *************************************************** *** *** 'f ** X- ** 'r***** * *

MONTHLY CATALOG "NEW CLASSIFICATION NUMBERS" LISTING

The "New Classification Numbers" listing has been reformatted to ensure easier readability for the microfiche product. The listing is now

printed in alphabetical order by issuing agency. This updated format

appeared for the first time in the April 198^- issue of the Monthly

Catalog . *************************************************************  ^

MARC CONVERSION MANUAL: NAME AUTHORITIES

The MARC Conversion Manual: Name Authorities , a Library of Congress,

Cataloging Distribution Service publication, will be distributed to

depository libraries. The document is now being printed and will be

distributed in paper format under item number 0815. ** ********************************** *************^

REGISTRY OF TOXIC EFFECTS OF CHEMICAL SUBSTANCES, QUARTERLY ISSUE (FICHE)

On microfiche shipping list#M81+0501-l, HE 20. 7112/3 :9&b/l, was distributed with the fiche#2 of 72 missing. The National Institute for

Occupational Safety and Health informs us that no information is missing

from the microfiche. The microfiche, dated January I98U, were misnumbered by the agency and collated sequentially. Please do not claim

microfiche#2 of 72. The National Institute for Occupational Safety and

Health does not intend to refilm. this material.

**************************************************** *********^

DISCONTINUATION OF A JPRS REPORT

Effective immediately, JPRS is discontinuing publication of the USSR

Report: Life Sciences: Effects of Nonionizing Electromagnetic Radiation

as a separate report. Material on this subject will be published in

the USSR Report: Life Sciences: Biomedical and Behavioral Sciences . The Biomedical and Behavioral Sciences report will continue to be

issued monthly.

* ***************************** ** *** *******************   is- ** **** * *****

2
MONOGRAPHIC SERIES, LIBRARY OF CONGRESS

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Allien the catalog Monographic Series was initially published in 197^, it was considered a cooperative catalog; thus, LPS should not have ridden

it for depository libraries. The Monographic Series in print was discontinued as a separate catalog in 1982. Beginning in 1983, access to

series records was provided by the microfiche edition of the National

Union Catalog , which is also a cooperative catalog and does not go to

depository libraries.

*--X--X--X-X-*- x x xxx xxx-x- xxxx x ******************^*^*^*******^

JAG JOURNAL

The last issue of JAG Journal (D 205-7:-, item number 038l) which was distributed by LPS was Volume 32, Number 1, Summer 1982, on shipping

list number 17,587- The Naval Judge Advocate General's Office informed

LPS that the next issue will be published sometime this Summer and they

hope to be on a regular schedule in the near future. Please do not

write for any issues after Volume 32, Number 1, since they do not yet

exist

LPDR UPDATE

The U.S. Nuclear Regulatory Commission has informed the Library Programs

Service that LPDR Update (Y 3.N 88:^6/vol. nos. & nos., item number

1051-H-3^-, on Survey 83- 18) is an administrative/internal newsletter

which has no public interest or educational value. Since the LPDR

Update falls into one of the exceptions under Title kk U. S.C. , no distribution can be made to depository libraries.

-X--X-X-X--X- X XXXX-X- XXXX X **^*^*^***^***^*^*****-X--X--X--X- X- X-X-X-X-X-^-X-X-X-X-X-* X--X- X- X--X--X--X-X- X- XU.S. ARMY FIELD MANUALS

The Army has informed the Library Programs Service that the U.S. Army

Field Manuals (D 101.20:- , item number 032 k) are for internal operational purposes and have no public interest or educational value. Since

the U.S. Army Field Manuals fall into one of the exceptions under Title

kk U. S.C

, no distribution can be made to depository libraries.

-X--X--X- X X X X X--X--X--X-X-X--X-X-X- X X X X*ttW****************M************** X--X--X-X- "r*~X- X- X X-* X- X- XBRAILLE PUBLICATIONS

All Braille publications, regardless of agency or SuDocs classification

number, will be distributed to those libraries currently selecting item

number 0806-A-07. Since the publication, Braille Books , from the Library

of Congress, is the only related item available, the decision was to use

this item number. LPS was given only one week to decide on the count,

making a survey of the libraries impossible.

*****^**-x^ ^** ^************^

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SHIPPING LIST PAPER CHANGE ( TEMPORARY)

If you receive Depository Shipping List P8^0627-1 (class corrections)

and notice that the paper and print are smaller than usual, don't

panic! We were temporarily out of stock of the type of paper that these

lists are usually printed on. We assure you that the next such list

you receive will be printed on the usual 8|" x Ik" pink paper stock.

COAL CONVERSION SYSTEM TECHNICAL DATA BOOK

The Department of Energy has informed the Library Programs Service that

they are discontinuing the Coal Conversion Systems Technical Data Book

(E 1.56:-, item number 0^29-1-3^) with part 5 or 5/6 to be printed in

the near future.

SELECTION UPDATE SCHEDULE

The next two selection updates have been scheduled by LPS and the dates

are as follows:

Milestones Selection Update

1984 - #2 1985 - #1

Selection Update Printouts and

instructions are mailed from

LPS on

July 2, 1984 April 1, 1985

Amendment to Selections due

into LPS no later than

August 24, 1984 May 24, 1985

Implementation of update scheduled

no later than

November 5, 1984 August 2, 1985

The 1985 - #1 update won't commence until April 1985, due to the move of

LPS into the GPO-Washington, D.C. facilities.

k
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MARKETING YOUR DEPOSITORY LIBRARY COLLECTION

As Depository Librarians, you are familiar with all the interesting and

valuable information to be found in Government publication collections.

Books on everything from astronautics to zoology are available through

the Depository Program. But the majority of the American public is

probably unaware of the existence of the Depository system. As library

professionals, improving public awareness and access to information from

our Federal government should be one of our highest priorities. As

participants in a Federally funded program, we should also be concerned

with alerting the American public to the resources for which all of us, as taxpaying citizens, have paid.

Listed below are a few suggestions to help promote your Depository

collection.

Within most Depositories, the government publications are integrated

into the entire library collection. In conjunction with the general

reference librarian, you may wish to create displays combining

Depository and non-depository materials on subjects of current

interest. Joint projects of this nature will also help to remind the

reference librarian of the variety and value of Government publications

in your collection. Encouraging the entire library staff to familiarize

themselves with the Depository items will bring these publications into

the mainstream of library resources most often consulted in reference

and research requests.

For example, as 1984 is the year of Federal, State, and local elections,

you could design a simple display containing publications such as the

Congressional Directory, Congressional District Atlas, and the

Congressional Record. A bound volume of the Record, open to a section

of debate by a local member of Congress should catch the attention of

passing patrons. Combine these materials with non-depository items on State and local candidates, and voter registration information to create

a multi-source display. You may want to make a small sign explaining

Congressional designation of Depositories and the provisions for free

public access to Government publications.

Other topical subjects for display:

Home Heating — Books such as An Inexpensive Economic Solar Heating

System for Homes (NASA), Energy Conserving Features Inherent in Older

Homes, Hot Water from the Sun (both from HUD), and Typical Electric

Bills , 1982 (DOE) could be combined with private sector books and

magazines on wood-burning stoves, and home insulation manuals.

Hobbies for Winter — U.S. Postage Stamps, Bookbinding and the

Conservation of Books , (LOG), Domestic and Foreign Coins, License Plates

198? (D0/r

) , Map Reading (DOD), Foreign Service Institute Basic Languages

Courses in French, German, Spanish or Hebrew.

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A very simple display structure can be made from empty GPO book

cartons. Just pile tbe boxes in a pyramid shape and place books

on each level of the pyramid. This basic design makes good use of

vertical space when only a small area of floor space is

available. Try to place the displays in 'heavy patron traffic' areas such as near the check-out or reference desks, the card

catalog, photocopiers or restrooms. The most valuable floor space

is just inside the main entrance.

To provide convenient access to those Government publications of

pamphlet size, you may wish to file them, by subject, in 3-ring

binders and shelve them in tbe general collection. A note in the

Monthly Catalog indicating their location on the shelf would be

useful. (Credit to Frank Lee of Dallas Public Library for this

idea)

Simple and attractiAre signs designating the points at which the

Government publications can be accessed are easy and relatively

inexpensive ways of focusing attention on your collection.

Depository window decals and an 18" hardboard logo are available

from GPO upon request. Easy access points are vital to increasing

the use of Government publication collections. If only part of

your Depository collection is cited in the main card catalog, you

may wish to place a small sign near there alerting users to the

Monthly Catalog or other sources of access.

You may wish to create special fliers describing the Depository

Program and highlighting the contents of your collection.

Distribute them to such local groups as Friends of the Library,

senior citizens clubs, labor organizations, the PTA, and political

parties. Offer your services to speak at one of their meetings

and bring along government publications of particular interest to

the groups.

Request that your Depository Library address be included on information brochures distributed by organizations such as the

local Chamber of Commerce.

As the local specialist on Government publications, you may want

to make yourself available to nearby radio and television stations

for interviews or call-in shows. Your collection is likely to

hold many items that would be of interest to these audiences. The

Economic Report of tbe President and the 'Grace Commission'

reports are two examples of government publications that have

generated much media attention lately.

You can play a vital role in alerting the American public to the

abundance of information available from the Depository Library

Program. In this age of increasingly complex information needs,

expanding public awareness of the Program should be a primary

concern of all Depository Library professionals.

6
SUMMARY OF MEETING

DEPOSITORY LIBRARY COUNCIL TO THE PUBLIC PRINTER

ATLANTA, GEORGIA APRIL 11, 12, and 13, 1984

Call to Order

The Depository Library Council met at the Sheraton-Atlanta Hotel in

Atlanta, Georgia, on April 11, 12, and 13, 1984. The meeting was called to

order on Wednesday, April 11, by Chairperson Jeanne Isacco. All members of

Council were present.

Government Printing Office Reports

William J. Barrett, Acting Public Printer, welcomed the Council and

introduced Mr. Howard Harrison, Manager of the Regional Printing Procurement

Plant in Atlanta.

Michael F. DiMario, Superintendent of Documents, also welcomed the

Council and presented a Certificate of Excellence to the Ralph Brown

Draughon Library, Auburn University, Auburn, Alabama, for achieving a superior inspection rating. The certificate was accepted by T. Marraon

Straiton, Jr., Head of Government Documents. Mr. DiMario then remarked that

$1,031,000 had been added to GPO's Congressional budget request for its

automation project. Interest has been expressed by the appropriations

committees and support has been received from the American Library

Association

So far, twelve internal applications have been received for the

position of Director of Library Programs Service. Applications submitted

through the Office of Personnel Management have not yet been received.

In a recent six-month period 248 publications were requested from

agencies for distribution to depositories. Eight have been received. Mr.

DiMario promised that new energy would be devoted to the acquisition

program.

Mr. Mark Scully, Chief, Library Division, assured Council that Library

Programs Service is a healthy and functioning organization operating in a low key and cautious manner. He then summarized a number of specific areas

of activity. Major achievements in the area of acquisitions include

establishing contact with agency publishing liaison officials in order to

obtain more easily agency printed publications and the adding of a number of new categories of materials to the depository program. These categories

include Department of Energy reports, NASA reports, ICC Register , EEOC

Decisions , and maps of the Geological Survey and Defense Mapping Agency.

Four major components of depository library documentation will be

published or revised in 1984. These are the inspection form (already

revised and in use), Instructions to Depository Libraries (now being

printed), the Classification Manual (due this summer), and the Depository

Library Manual (due in the fall).

7
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The Monthly Catalog is now offered in microfiche and paper formats

and the preliminary pages have been updated. The results of the GPO/MARC

tape survey were available. Approximately two out of three depositories

responding to the survey have access to the Monthly Catalog on line, most

of them through OCLC or Dialog. However, virtually none of them purchase

the tapes or have direct access to them.

Mr. Scully announced with regret that the popular LPS depository

librarian workshops had been suspended. However, a slide presentation has

been developed and field tested in Arizona. A taped narrative to accompany

the slide show is in preparation. The complete program should be available

for the fall Council meeting. To improve staff awareness of the library

community, GPO sent twenty LPS staff members to the ALA Midwinter Meeting.

Generally, GPO is relying heavily on publications for communication with

librarians. Administrative Notes is the major organ, but others are the

various manuals and guides currently in use or in preparation.

Fall 1983 Resolutions

The resolutions passed by Council at the fall 1983 meeting were read

along with the responses from GPO. There were a number of comments from

members of Council and the audience. Ms. Isacco noted that she had reviewed

past resolutions and had discovered various issues that had never been

resolved satisfactorily in spite of repeated requests from Council for

action. Jan Swanbeck pointed out that the task force requested by Council

at the fall 1982 meeting and again at the fall 1983 meeting (Resolution no.

9) to study the problems in using the GPO/MARC tapes had still not been

appointed. GPO replied that the questionnaire to depositories was designed

to assess the depth of the problem before a task force was organized. Ms.

Isacco added that tape clean up has been an issue for five years.

Barrett Wilkins, in reference to Resolution no. 14, asked whether

slide/tape presentations were sufficient for GPO's effort in the area of

continuing education. Mark Scully answered that they were an interim

measure. He again expressed regret for the suspension of the workshops.

Ms. Isacco thought that GPO should consider a users' service unit, possibly

patterned after the Census Bureau's. Mr. DiMario remarked that the pending

relocation of LPS to downtown Washington is causing delays in implementing

services. The move is now expected to be completed by February 1985 and

when it is, space should be available in which to conduct the workshops.

There was discussion of Resolution no. 5 relating to shipping list errors. Mr. Scully and Barbara Appel, Chief, Depository Administration

Branch, said that typographical errors had been substantially reduced. Gil

Baldwin, Section Chief, Cataloging and Classification Branch, admitted that

while there has been reduction also in classification errors, further

improvement is needed. The problem lies in the lack of scientific

monitoring and the large number of titles classified (approximately 110,000

per year). Sally McLean, Classification Specialist, noted that errors should decline when the classification manual becomes available. Lois Mills

remarked that she is still experiencing classification and typographical

errors in shipping lists.

8
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Paul Thurston responded to GPO's statement on Resolution no. 19 by

arguing that all publications sent abroad on foreign exchange should be

available also to depositories. Ms. Appel replied that SOD 13 governs what

can be distributed to depositories in microfiche. Mr. DiMario added that

SOD 13 might be modified to allow depository distribution. Council Member

Steve Zink added that if a copy of a publication is available to catalog,

one is therefore available to convert to fiche and distribute.

Official City and State Welcome

Richard Leacy (Georgia Institute of Technology Library), who

coordinated local arrangements for the Council meeting, read to the Council

and the audience letters of welcome from Andrew Young, Mayor of Atlanta, and

Joe Frank Harris, Governor of Georgia.

Senate Resolution

Anthony J. Zagami and Bernadine A. Hoduski (Joint Committee on Printing) presented a U. S. Senate resolution honoring depository libraries

and the depository library program. The resolution was accepted by Acting

Public Printer William Barrett. The resolution appears in Congressional

Record , March 30, 1984, and has been reprinted in Administrative Notes .

GPO Data Processing

The remainder of Wednesday morning was devoted to a presentation by

Dennis R. Chastain, Deputy Directory, Data Systems Service, Government

Printing Office. Mr. Chastain discussed in detail the Data Systems Service

organization, the various data systems currently in operation or under

development within GPO, the various Superintendent of Documents data systems

under development, and the automation activity within Library Programs

Service

.

There are fifty-seven separate data systems of varying complexity

currently operational in GPO with another twenty-five under development. Mr.

Chastain described a few of these as examples.

Superintendent of Documents systems currently under study or in

preparation include Integrated Customer Information System (ICIS), Automated

Bookstore Control System (ABCS), Lighted Bin System (LBS), and the Federal

Document Data Base (FDDB, the automation of Library Programs Service). FDDB

will encompass such LPS activities as acquisition, cataloging,

classification, item selection, distribution, etc. Mr. Chastain pointed out

that FDDB will be responsible for about forty output products and that none

of the activities it will govern are new.

Mr. Chastain summarized the major future activities in the development

of FDDB. These include refining requirements at as detailed a level as possible; evaluating and selecting bibliographic, authority, and electronic

mail software; obtaining appropriations and procurement approvals (a

particularly slow process involving appropriations committees, JCP, GPO, and

9
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General Services Administration); buying and modifying software; developing

in-house enhancements to the distribution subsystem; procuring

communications and hardware; testing parallel with existing systems;

training personnel; and beginning phased implementation.

Mr. Chastain expressed a number of concerns relating to FDDB. These

seemed to do less with the technical feasibility of the system than with

overcoming potential external forces. These concerns include availability

of personnel resources, accommodating to conflicting priorities within GPO

and to changes in personnel and policy direction, handling the

appropriations and procurement process, evaluating quality and compatability

of off-the-shelf packages and the quality and qualifications of contractors,

and developing a realistic phased implementation.

Under ideal conditions FDDB could be in place in three years, but Mr.

Chastain resisted committing himself to milestones. He preferred to divide

the project into phases. Phase one would install distribution and

cataloging subsystems for LPS only. Phase two would add acquisition,

classification, shipping, and EMS activities and external services to

federal libraries, regional depositories, by-law depositories, JCP, and the

rest of GPO. Phase three would include full subsystem installation and

network expansion. Additional users would include remaining depositories

and federal agencies such as DOE, NTIS, NAS , and NARS

.

Following his presentation Mr. Chastain responded to questions and

comments from Council members and the audience. Jeanne Isacco asked whether

it was preferable to buy systems off the shelf or build them. Mr. Chastain

replied that he would buy whenever possible but that the need to modify a purchased system was a major consideration. Council Member Pat Reeling

asked when the project would begin. Mr. Chastain estimated two or three

months. Mr. Zink asked whether DDIS would be incorporated into the system.

Mr. Chastain said that DDIS' s functions would be incorporated but that DDIS

itself requires major overhauling. Dr. Reeling inquired whether some regional depositories could be included as phase one users. Mr. Chastain

replied that for testing purposes initial use of FDDB must be limited to

LPS. ' In response to a question regarding system security, Mr. Chastain

indicated that a state-of-the-art IBM security system is being installed.

National Information Policy

The Wednesday afternoon session began with a panel presentation and

general discussion on the issue of national information policy. The panel

members were Dennis R. Chastain, Data Systems Service, GPO; Bernadine A.

Hoduski, Joint Committee on Printing; Richard Leacy , Georgia Institute of

Technology Library; Kenyon C. Rosenberg, NTIS; and Peyton Neal, a private

consultant. Judith Russell, National Standards Association, originally

scheduled for the panel, was unable to attend.

Ms. Hoduski summarized the activities of the Ad Hoc Committee on Depository Library Access to Federal Automated Data Bases. After reviewing

the depository library questionnaire and taking considerable expert

testimony, the Ad Hoc Committee concluded that there is a wide variety of

federal data bases available, that libraries have a wide variety of

10
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equipment available, and that pilot projects need to be developed. These

pilot projects would evaluate the various distribution media (tape,

diskette, videodisc, downloading, etc.), how direct on-line retrieval might

best be set up (central source such as is provided by the Patent and

Trademark Office, regional sources like those maintained by the Census

Bureau, "central gateway" on the order of the Department of Energy, or direct hookup to the agency/owner), and various funding options (special

appropriations to libraries or networks, support from GPO general

appropriations, private funding, or a matching grant program).

Mr. Leacy briefly discussed events leading to the appointment of the

Ad Hoc Committee. Originally, Depository Library Council resolutions

requested exploration of depository library access to federal information in

machine readable form. At first GPO resisted action on the grounds that

Title 44 did not authorize inclusion of data bases in the depository

program. An attempt to amend Title 44 to provide this authorization failed.

Finally, in 1983, JCP appointed the Ad Hoc Committee.

Mr. Chastain essentially asked the question, to what extent do

libraries want non-print data.

Mr. Rosenberg argued that information is a commodity, not simply a resource. Usually government information must be formatted for public use. There is a need to consider costs and how they are to be met and to evaluate

depository library benefits.

Mr. Neal pointed out that information distribution must be a public

sector/private sector cooperative activity and this assumption must be

worked into any pilot project.

Council Member Dennis Bruce asked about efforts to identify the

information available in data bases. Ms. Hoduski replied that the Ad Hoc

Committee's questionnaire had asked about data bases in use or desired. Mr.

Rosenberg added that of some 50,000 government data bases, probably no more

than 1/50 would have any value outside government. Mr. Leacy remarked that

U. S. Geological Survey Circular no. 317 is a list of USGS data bases which

the agency would like to have more broadly used.

Library readiness for data base access was a major issue during the

discussion. It was emphasized that the rules of depository library

selection now applying to print information would apply by law also to

electronic information. No depository need select access to machine

readable files if it felt that they would be inappropriate. Ms. Hoduski

commented, however, that in some cases electronic access is easier than

maintaining print files. As examples she cited the military specifications

and patents. Mr. Leacy pointed out that attitudes towards computers are changing and that young people are much less intimidated by them than their

elders

.

The question of dissemination responsibility is another serious issue.

Who formats and "publishes" raw data? What should be the role of the

private sector? Ms. Hoduski felt that there might be several avenues of

dissemination, depending on the nature of the data base. Ms. Hoduski seemed

pretty certain, however, that some level of cooperation with for-profit

11
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organizations is inevitable. Mr. Rosenberg added that the private sector

might do a better job than the government of publishing and disseminating

information

.

Discussion of national information policy was then closed to allow

committee meetings to proceed. Discussion was resumed during the afternoon

session on the following day. Committee chairs announced their agendas and

Council broke for individual committee sessions. Council resumed in general

session on the following morning.

State Plans

Council reconvened on Thursday morning, April 12. State plan

representatives present at the meeting were invited to comment on the status

of the state plan project in their states. Representatives of sixteen

states were able to report before the Chairperson called time. Another

three representatives reported during the Friday morning session. Of the

nineteen, nine states reported that their plans had been completed. Two

reported that there was little or no need for a state plan in their states

and that no action was being taken to develop one. The remaining states are

in some stage of plan development. Some have only recently embarked on the

project; others are nearly finished.

Joint Committee on Printing

Anthony J. Zagami , General Counsel, JCP, reported on the status of the

proposed revisions to the Printing and Binding Regulations. The comment

period on the first draft of the revisions ended last January and the second

draft is now being written, taking the comments into consideration and

aiming particularly atC improving clarity, especially in the area of intent.

The primary goals will remain unchanged. These are to improve the

management of information, access to information, and coordination among

creators, managers, and users. It is expected that despite some agency

criticism, the sections on documents management and distribution should

remain unchanged. Mr. Zagami reviewed the basic principles behind the

revised regulations. These are assuring full taxpayer access to government

information, keeping costs reasonable, establishing a central sales source,

making information readily available to depositories, ensuring that

publications are consistantly cataloged and described, and ensuring that

depositories serve the public.

In reference to Title 44, United States Code, Mr. Zagami commented that

he expected no challenge to chapters 17 and 19, but that there might be

challenges to section 501. Department of Defense and Office of Management

and Budget have challenged this section on the grounds that a single

Congressional committee does not have the authority to authorize or overturn

executive branch printing decisions. Section 501 provides that JCP must

approve requests from executive departments to have printing performed

outside of GPO. The Department of Justice supports this challenge and the

issue is now under legal review.

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Ms. Bernadine Hoduski, Professional Staff Member, JCP, followed with a general update on government publishing. She noted an increase in the

"A-76" process, agencies turning to private organizations to publish and

distribute information. There has been a general cutback in publishing.

Ms. Hoduski announced that Part II of the GAO report on the depository

program is available. This part contains the results of the depository

library survey. Copies of the publication were available for Council

members

.

Discussion following the JCP presentations centered on two issues:

There was concern that information privately published eludes the depository

system. Mark Scully assured everyone that GPO makes every effort to track

such material and bring it into the program. He admitted, however, that

there may be a lag. Mr. Zagami was asked to elaborate on substantive

changes in the proposed Printing and Binding Regulations. He replied that

he could not comment on what they would be or how extensive. A second draft

will be distributed for comment. Those who commented on the first draft

will receive the second draft automatically.

Government Publications Education

The Thursday morning session concluded with a presentation on continuing education for documents librarians by Dr. Charles McClure,

Associate Professor, School of Library Science, University of Oklahoma. Dr.

McClure pointed out that several groups must be considered players in the

education game. These include not only documents librarians and library

school faculties but also the professional associations, GPO, library

management and non-documents staff, and library clientele. These groups may

have conflicting objectives and incentives which must be considered in order

to provide a successful educational program.

There are also a number of issues to be considered. These may be

expressed as questions such as, What type of learning is required? What are

the target audiences? What level of education is needed and what is the

best way of delivering it? How should programs be funded? How should

results be evaluated? Also to be considered are who does the evaluating and

what incentives can be offered to participants. These issues must be part

of careful planning. Dr. McClure argued that this kind of planning is not

being done now. Too often education for documents librarians is a one-shot

workshop aimed at delivering introductory technical information to whoever

is willing to sign up. Participants tend to be self-motivated and for this reason are probably not the ones most in need of the training.

In developing an educational program a careful needs assessment must be

prepared. This process includes identifying the general goals of depository

library service and then acertaining the specific objectives related to

education. The current level of competency must be determined empirically.

Planning should not be based on self-perceived competency. Performance

measures for documents services must be determined and then the appropriate

levels of adequacy ascertained. Dr. McClure emphasized the need for

measurable objectives. Without measurability , objectives cannot be

evaluated. Planning, according to Dr. McClure, is not a conference room

13
AN-v5n9-6/8U

activity. Research is necessary both to set organizational and educational

goals and to evaluate the success of educational programs.

Dr. McClure suggested various alternatives for beginning the planning

process including taking no action on the grounds that documents education

is not necessary. Which alternative is selected is less important than

selecting one of them in order to make a start. The positive alternatives

recommended by Dr. McClure included (1) forming a consortium of concerned

groups (GPO, GODORT, library schools) to develop a written plan, (2) GPO'

s

taking the initiative by issuing a request for proposal for a needs

assessment or a written plan, and (3) requiring and supporting regional

depositories to take a more active role in education and direct assistance

to selectives. -

In the discussion that followed Dr. McClure' s talk there appeared to be

general agreement with his arguments. Council Member Sandra Faull asked

whether a statement of goals and objectives should be the first step in the

planning process. Dr. McClure replied that theoretically that was true but

that in practice it may be necessary for someone to decide to take action

and to build from there. Ms. Faull also pointed out the need to change

attitudes from negative to positive. Incentives for education should not

take the form of "Your job's on the line," for example, but rather "Let's

improve the institution." Dr. McClure added that it must be assumed that

all trainees are educable. Jeanne Isacco wondered how many state plans

included an education element. Patricia Reeling described a self-evaluation

conducted by Rutgers and argued that such self-evaluations are needed

periodically. There was discussion of certification of documents librarians

or of depository programs as a framework for evaluating competencies and

recognizing achievement. The question was raised as to who would do the

certifying, GPO or ALA, for example.

National Information Policy

The discussion on national information policy which began with the

panel presentation on Wednesday afternoon was resumed. Jeanne Isacco read a letter she had received from Tona Carbo Bearman, Director of NCLIS, who had

been invited to participate. Dr. Bearman wrote that she regretted that

prior committments prevented her from attending the Council meeting. She

reported that national information policy would receive a high priority on NCLIS' s agenda over the next two years. Specifically, NCLIS will be

reviewing for possible revision the Domestic Council Committee Right of

Privacy Report to the President first released in 1976. In addition, NCLIS

will be tracking executive and legislative branch activities in the area of

information policy.

Peyton Neal was invited to summarize the major milestones in the

development of an information policy. He began with the Brooks Act (1965)

and continued with the attempted revision of Title 44 in 1979/80 and the

Paperwork Reduction Act. He also included the Grace Commission report,

revision of the Printing and Binding Regulations, 0MB Circulars A-25 , A-3,

and A-76, comments by ex-Public Printer Danford Sawyer, and the proposal for

a private and non-profit organization to assume the activities of NTIS. He

concluded his summary by stating that there are at present fifty bills in

Ik
AN-v5n9-6/8^

Congress bearing on federal information and its distribution. Mr. Neal also

listed the major "stockholders" in the information policy issue. These

include besides, GPO and the library associations, organizations

representing the publishing and computer manufacturing industries.

Council and the audience concentrated on the issue of availability of

machine readable information and concerns about involving the private

sector. It was pointed out that availability does not ensure access. Charles McClure suggested that access implies additional costs in local

training. Even microfiche is not yet truly accessible. Judy Myers remarked

that when third parties (i.e. a private sector publisher) are involved in

the information dissemination process, the possibility of communication

error is increased. It was also argued that the private sector, through

selective publication, can effectively block full access to information.

However, Bernadine Hoduski pointed out that public/private cooperation in

information dissemination exists now and that the real issue is control.

She argued that contract provisions and procedures need to be carefully

worked out to protect distribution. Kenyon Rosenberg said that libraries

must make choices based on what they need, not what they think they ought to

have

.

At this point Council again adjourned for individual committee

sess ions

.

Election of Chairperson-Elect

Council reconvened on Friday morning, April 13. Dan MacGilvray, GPO,

announced thai, a tour of the Regional Printing Procurement Plant had been

arranged for Friday afternoon. Chairperson Jeanne Isacco called for

nominations for Chairperson-Elect of Council. Jennie B. Cross and Marian

Carroll were nominated. Ms. Carroll respectfully declined and Ms. Cross was unanimously elected.

Committee Reports and Resolutions

Committee chairs read their reports of committee activities and

presented their committees' proposed resolutions. Copies of the reports are

at tached

.

The Depository Systems Committee presented a resolution relating to the

certification of documents librarians. The resolution was withdrawn by the

committee because discussion revealed considerable disagreement on whether

libraries or librarians should be certified and what authority should

perform the certification.

During the report of the GPO Operations Committee, a number of comments

were made. Mr. DiMario agreed to supply the Detailed Functional System

Requirements (DFSR) for the Federal Documents Data Base (FDDB) to Council

members

.

Mr. Scully announced that the Publications Reference File (PRF ) for

March 15, 1984, had been damaged and is expected to be shipped around April

20. A new contractor for PRF should solve delay problems. Mr. Scully also

15
AN-v5n9-6/8i+

announced that PRF format changes resulted in a 20% reduction in the number

of fiche in each issue and a savings of $24,000 per year.

Ms. Hoduski responded to criticisms regarding classification, headers,

and packaging of the DOE fiche. El. 99 was selected as a class over El. 28

because it is more comprehensive. Placing report numbers on top of the

class number in the header is an aid to libraries filing by report number

alone. Placing single fiche in an envelop, rather than an entire

publication, provides added protection.

Council Aims and Structure

Ms. Isacco spoke on the aims and objectives of the Depository Library

Council and presented the new Council structure previously agreed upon by

the members. In the future Council will try to take a more active stance,

initiating action on issues rather than simply reacting to problems. Also,

Council will try to devote more time and effort to the larger issues without

ignoring the more specific, "nitty gritty" problems. Council feels the need

to perform more of its work as a "committee of the whole" so that all

members can be familiar with issues discussed. A tighter Council schedule

will be followed with some restriction in the amount of time scheduled for

open forums so that members can accomplish their work without meeting late

into the night.

Council will be restructured into two committees. This will provide

committees with a larger membership and minimize the audience's need to

choose among competing committee meetings. These committees, as yet

unnamed, will have areas of responsibility as follows: One will concentrate

on GPO activities and deal with depository services, automation, and

procedures. The other will concentrate on depository library needs and deal

with education, state plans, inspections, problems of regionals, etc.

Chairperson assignments were not announced.

Audience comment on Ms. Isacco 1 s presentation centered on the need to

protect the "open forum" time when depository librarians can present

problems and issues for the consideration of Council. Ms. Isacco said she

•hoped Council would always be responsive to audience needs; that meetings

would always be open and audience comment invited.

Adjournment

Council was adjourned at 11:30 AM, Friday, April 13.

16
BIBLIOGRAPHIC CONTROL COMMITTEE AN-v5n9-6/8i+

Comnittee Members: Carol Turner, Richard Nicoles, Marian Carroll,

Jan Swanbeck, Chair

Wednesday, April 11, 1984

The Bibliographic Control Committee began its first meeting with a discussion

of GPO's response to fall resolution number 6. In this response, GPO indicated

that letters had been sent to representatives of the major bibliographic utilities in order to assess the impact of their proposed discontinuance of personal

name authority work. To date, responses have been received from RLIN and UTLAS.

Copies of these letters were distributed to those present. RLIN, in its letter,

pointed out that although the RLIN system would be able to accomodate GPO records

for which authority work had not been done, these records would carry a "nonstandard" or "unknown standard" record-level designation. This would force users

of RLIN records to inspect each record. RLIN went on to offer two alternative

proposals

.

1. That council and GODORT strongly encourage all bibliographic networks

to implement a computer- to-computer link that will facilitate rapid

exchange of authority data.

2. That council and GODORT work towards the acceptance and use of national

minimal level category standards.

UTLAS (University of Toronto Library Automation Systems), in its letter, noted

that their users depend upon source agencies for quality cataloging, and if

standards are reduced by the source agencies, the costs are then passed on to individual libraries. Agnes Ferruso presented to the committee, on behalf of the

Library of Congress, position papers on personal name authority work and minimal

level cataloging. With regard to personal name authority, the Library of Congress

states emphatically that it, as well as its cooperating partners, must continue

personal name authority work. Its position paper on minimal level cataloging

outlines the basic guidelines for a minimal level record adopted in 1979 by the

Library of Congress and the Association of Research Libraries and describes

Library of Congress's use of minimal level cataloging. In the ensuing discussion,

it was suggested that the Library of Congress papers contradict each other.

One .paper calls for continuing personal name authority work, while the other

paper puts forth minimal level cataloging with authority work optional as a solution to backlogs. The problem of the lack of a field-level indication in MARC

format that authority work has been done on a particular access point was discussed, and the question was raised as to whether or not the MARC format committee

has discussed this. In a discussion of minimal level cataloging, the difficulty

of developing criteria by GPO satisfactory to a wide variety of users was addressed. Bernadine Hoduski cited the statistics from the GAO report, Depository

Librarians' Views on GPO's Administration of the Depository Library Program , which indicates that half of the librarians felt that discontinuing name authori ty

would have a negative impact. Other statistics were cited from this report

which indicate that librarians are satisfied with the current level of cataloging.

Over 90% of the librarians surveyed wanted GPO to continue using LC subject heading

17
AN-v5n9-6/81f

Since a minimal level record does not include subject headings, this implies

that it would be unacceptable to depository librarians. When asked what GPO's

future plans were with regard to personal name authority work, the committee

was informed that no changes were planned. GPO has not yet heard from OCLC

and WLN on this issue and would make no decision without their input.

Thursday

On Thursday, Judy Myers presented to the committee, for discussion, a draft document outlining steps/processes required to clean up the GPO cataloging tapes.

She began the discussion with the announcement that Mr. Barrett and Mr. DIMarid

have stated that they are committed to cleaning up the tapes and to making on- going corrections which will be distributed in machine readable form to subscribers;

She went on to say that they needed as much information as possible rel event to

cleaning up the tapes, including a detailed summary of this meeting. Some issues

which did arise during the discussion which should be noted are as follows:

1. In a discussion of subject headings, the question of progress on the

development of an LC/GPO subject authority cooperative project was

raised. It was felt that this proposal which had been tabled by both

agencies should be revived.

2. It was suggested that GPO should convey to OCLC that LC records in some instances continue to bump GPO records, resulting in a loss of unique

GPO identifiers.

3. The fact that GPO continues to catalog microforms as paper copy was

raised. Those present felt strongly that if GPO is distributing publications in microform, it should provide cataloging records which describe

microform.

Sally McClean then summarized GPO's plans to issue corrections to the tapes in

machine readable form. The committee's support for this proposal was addressed

by a resolution. With very little time remaining, the committee discussed the

format of the Monthly Catalog , addressing specifically the proposal prepared

by GPO. Concern was expressed as to how the changes recommended by Council and

GPO would affect the size and cost. It was pointed out that the GAO Report indicates that librarians are satisfied with the Monthly Catalog . In light of

the lack of time available at this meeting, the committee hopes that this important issue will be discussed at the fall meeting.

18
AN-v5n9-6/Qk

BIBLIOGRAPHIC CONTROL COMMITTEE

[Late Report, Seattle, WA, September 15-17, 1983 ]

Committee Members: Carol Turner, Richard Nicoles, Jan Swanbeck, Chair

The Bibliographic Control Committee began its first meeting with a discussion

of the response to spring resolution No. 5; specifically, GPO's proposal to

discontinue personal name authority work on October 1, 1983. It was pointed

out that Council had requested GPO to take such action in conjunction with the

Library of Congress. It was further noted that Council recommended continuation

of personal name authority work for those names which would cause searching

problems

.

Sarah Kadec indicated that authority work would continue for these exceptions

if this plan is implemented. WLN members stressed that their utility would

not accept records for which authority work had not been done. Bernadine

Hoduski suggested that a survey be conducted by Council to determine the impact

of this proposed change to users of GPO cataloging records. Those speaking in

favor of the change pointed out that personal name authority work is not done

by NTIS and DOE, for example, and this does not impede access to tech reports.

Ken Rosenberg of NTIS announced that the SCI-Tech agencies had agreed on a standardized form of personal names, which is last name and first two initials.

At this point the committee decided to defer further discussion until the issue

could be brought up to Council as a whole.

The next item of business was the authentication of serial records through the

CONSER project. Those WLN members present stated that GPO's serial records

have not been loaded into their utility because they have not been authenticated.

It was noted that all GPO serial records have been upgraded to AACR 2, but are currently available only to OCLC users. It was also noted that this is a part

of GPO's interagency agreement with the Library of Congress. All present agreed

that GPO as a CONSER member should participate by authenticating its serial

records

.

The committee then considered, at GPO's request, its plans to automate its shelf

list, beginning with online records created since 1976. Concern was expressed

about creating a shelf list from the GPO tapes which contained numerous errors

and are incomplete. It was suggested at this meeting that GPO use its existing

shelf list when automating, and should begin with current serials and cut+ered

publ i cations.

The committee felt that it would be difficult, if not impossible, to assign

accurate classification numbers if GPO were to rely on the Monthly Catalog tapes

as they now exist, and as stated in the Admin. Notes , on government and commercial indexes and microfilm and fiche files prior to 1976. However, all present

supported the concept of an automated shelf list and saw this as potentially a useful tool for depository libraries.

On Friday, discussion began with GPO's proposal to distribute the Monthly

Catalog in dual format. The abbreviated paper version was considered to be

unacceptable because the register contained inadequate bibliographic information,

and the indexes contained only one data element. Reference was made at the meeting

19
AN-v5n9-6/84

to a GODORT duscussion document developed in 1982. Those present decided that

this proposal better meets the needs of the users of the Monthly Catalog .

Marian White reported to us on a Finding Aid to the Senate publications developed

by the Senate Librarian for depository libraries. She explained, at that time,

that asterisks indicate those titles not distributed because they are for staff

use only.

Next, Jean Ott gave the committee some background on the classification manual,

the first chapter of which was distributed to Council members. Nothing in

writing had existed on classification until a few years ago, when the section

chiefs began recording their policies. In order to satisfy Council's request for

distribution of the classification manual, GPO contracted with Mae Collins to

write this. Concerns expressed by those present were incorporated into a resolution.

We then briefly discussed the note in Admin. Notes , Volume 4, No. 6, indicating

that GPO is implementing Paul Thurston's suggestion calling for GPO to set aside

a group of numbers attached to the general publications classes throughout the

scheme. All present welcomed GPO's decision.

The prior day's discussion of personal name authority was continued. It was suggested that personal name authority work be discontinued for technical reports

only. The one WLN member present felt that she could live with this decision,

even though their utility would not accept these records. WLN's problems with

authority work prompted the committee to recommend that GPO consult with the

bibliographic utilities before making this change.

20
AU-v5n9-6/81+

DEPOSITORY LIBRARY SYSTEMS COMMITTEE REPORT

April, 1984, Atlanta GA.

Members present: Jenny Cross, Pat Reeling, Mildred Mason and

Sandy Faull

On Wednesday, April 11, the Committee reviewed the responses to

the Fall resolutions. The first issue raised was the new inspection

form. Both the inspectors and librarians who had been inspected are

happy with the new form. The librarians present mentioned that they

had not known there was a new form and they had attempted a self -evaluation

prior to the inspector's visit which proved futile when the questions

were not the same. The librarians who had not been inspected in the

last three months in attendance were also unaware of the new form. We have

asked in a resolution that the new inspection form be distributed to

the depository libraries. One regional in Oklahoma has used this new

form with their selective depositories and got several directors to

address the problems in their libraries so the next time these libraries

are inspected, they will achieve an excellent rating.

Last spring, our committee submitted a draft of a pamphlet on How

to become a depository library. Paul Thurston, then at the Detroit Public

Library, worked hard to develop this tool to help regionals and state

libraries answer questions from interested libraries who want to become

a federal depository. It was supposed to be distributed to depository

"libraries. It has not been sent out. We have requested that it be

distributed to depository libraries.

In reading the response to the resolution on the Certificates of

Merit and greater publicity, we felt GPO might have misunderstood what

we wanted. We would like to see more publicity in the library literature

on who has received these awards and the reason for them. The documents

community would like to know who are the outstanding depository libraries

in the country. We also would like to see recognition given to these

libraries in major library journals. Documents librarians in the audience

were unaware that these certificates were also given for anniverseries of

25 years or more as a depository library if requested by the library. This

part of the program needs to be given higher visibility.

Many documents librarians were attending their first Council meeting

and were very impressed with the fact sheets and other information provided

by GPO. They requested this information be distributed to depository

libraries in a timely manner so that the many documents librarians who

are unable to attend Council meetings have access to the same information.

The next topic of discussion was the Depository Library Manual. The

fourth draft was handed to Council members as they arrived at the meeting.

Dan MacGilvray, Administrative Librarian at GPO, said the manual needs a final review and editing. The only section that needs to be rewritten is

the technical processing section and that is because it is based on the

o]d I nstructions to Depository Libraries . There is a completely revised

edition of the Instructions that is at the printer so this section will be

'rewritten as soon as the new Instructions are available. Volunteers from

the attendees divided up the sections for review. The deadline is June 1,

1984. Most sections are so small that it should be done faster than that.

Margaret Powell, Documents Librarian from the College of Wooster in Ohio,

has agreed to do the final general editing of the overall manual. She has

editing and manuscript preparation experience. We hope to have all

but the technical processing section done by August 1. Because of the

great interest in this project from the documents community, a suggestion

21
Depository Library Systems Committee page two AN-v5n9-6/84

that GPO publish the manual in sections as special issues of Administrative

Notes on white paper as they become available so it would be issued as soon as possible. There was disagreement on this idea among committee

members. One item of concern was the chapter on GPO which GPO agreed

to write was not part of the draft. As originally conceived, this chapter

would include a organization chart of GPO and then of the Superintendent

of Documents division, the telephone numbers contact list for LPS, and

a brief discription of each section in this division with major job

responsibilities listed. During the automation presentation of GPO,

the organizational charts do exist. Hopefully this chapter will be

written by August 1 and included in the manual.

Thursday

Discussion of government publications education problems and opportunibased on Dr. McClure's morning presentation occupied the committee's time.

Needs assessment has to be done first, before any discussion about new

training programs and who should be responsible for them takes place. We

agreed that GPO should be asked to convene a task force to advise GPO on

conducting a news assessment. We also talked about incentives needed

for continuing education activities. Dr. McClure mentioned he would like

some accountability that institutions/administrations supported documents

librarians in such activities. He suggested that GPO investigate the

possibility of a certification plan for documents librarians. Until a plan is actually developed, most documents librarians are unsure whether

the certification program is a good idea. (As more discussion on this

issue took place, nobody liked the idea of a federal agency getting

involved in a professional aspect of librarianship and the idea was dropped

from the resolutions presented Friday morning at the full Council meeting,)

How do we reach remote libraries who have little access to training?

Joe McClane's combination of inspection and workshop trip to Arizona is

one way to reach them. The Committee wishes to commend GPO for

allowing such a two day workshop to take place with GPO staff. We hope

this will continue. The anticipated arrival of the slide-tape of GPO

is another good step. The Committee would also like to see the video-tape

of the last GPO workshop edited and made available to depository libraries

for training activities.

General discussion ceased and resolution writing began.

22

I
AN-v5n9-6/84

DEPOSITORY LIBRARY COUNCIL

ATLANTA, GEORGIA

APRIL 11-13, 1984

GOVERNMENT PRINTING OFFICE OPERATIONS COMMITTEE REPORT

Members Present:

Dennis Bruce

Bruce Morton

Johanna Thompson

Barratt Wilkins

Steven Zink, Chair

The Government Printing Office Operations Committee of the

Depository Library Council held meetings on the afternoons of

Wednesday, April 11, and Thursday, April 12, 1984, followed by

its presentation of proposed resolutions for consideration by the

full Council on Friday morning, April 13. For clarity this

report is presented by the topics discussed in the two Committee

meetings

.

Most of the discussion in the GPO Operations Committee

centered around GPO's responses to Council's Fall 1983 resolutions number 17 (dealing with the matter of dropping important

information from covers of high-use Congressional materials due

to the use of new binding methods) , number 16 (the proposed

Federal Documents Data Base plan), and number 19 (the suggestion

that all materials represented in the Monthly Catalog should be

received on deposit).

In examining the GPO's response to resolution number 17,

several members of the audience expressed continued dismay over

the inadequate information found on the covers of the List of

Sections Affected . the Federa l Register , and the Congressiona l

Record . They urged that the Council resubmit resolution number

17 for a more detailed and perhaps a more positive response.

In discussing resolution number 16, dealing with the proposed Federal Documents Data Base, Dennis Chastain of the GPO

answered queries concerning details of the agency's plans and

served as a general resource person for the Committee meetings.

Questions were raised concerning the proposed system, the possible timetable for implementation, as well as the various

components of the database. A substantial amount of time was

devoted to expressing the Committee's desire that the detailed

specifications be released to the members of Council for examination and comment. In the final analysis, the Council expressed

concern that it would be unable to discuss the proposed system in

a meaningful way until detailed specifications were released.

23
AN-v5n9-6/8^

Concerning the Council's request in the Fall 1983 resolution

number 19 that the GPO supply all non-depository titles represented in the Monthly Catalog in microfiche, members of the GPO

staff asserted that this might be difficult for two reasons: (1)

some of the material listed as non-depository in the M onth ly

Catalog , if supplied in microfiche, would be in violation of the

GPO guidelines to be followed in converting paper materials to

microfiche, and (2) perhaps a more important consideration on the

part of GPO was that these materials represented titles from

agencies which had supplied an inadequate number of paper copies

for distribution to depository libraries. It was indicated by

GPO staff that if the Library Programs Service consistently

filmed these titles at its own expense, the issuing agencies

might find it financially convenient to regularly supply the GPO

with insufficient quantities for distribution to depository libraries. As a result the GPO would be, in effect, paying for

agencies' materials for library distribution.

Nevertheless, Committee members and the audience still requested that steps be taken to insure that all materials cited in

the Monthly Catalog be distributed to depository libraries. A

compromise resolution was drafted with the expectation that the

issue would be discussed again at the Fall 1984 meeting of the

Depository Library Council.

As has been the case in other meetings of the GPO Operations

Committee, members heard from various individuals via letters or

from the audience in attendance that numerous day-to-day problems

of GPO operations proved troublesome in administrating depository

libraries. Some of the persistent problems outlined were: (1)

considerable damage to distributed depository microfiche caused

by rubber band residue; (2) bending of loosely packed microfiche

in shipments; (3) arrival of unbound publications fastened together with a single staple in the upper left-hand corner or

otherwise without binders (SuDocs numbers HE 20.7002:V 17,

Y3.T25:45 P 87/final, E 1.45/2:982, HE 20.3362/3 :P94/4/978 , I 19.42/4:83-4003 were provided by a member of the audience as

recent examples); (4) too many separate packages appearing on one

shipping list; (5) missing shipping lists; (6) problems inherent

in the new shipping list numbering system which make it difficult

to determine the number of shipping lists released each day; (7)

problems of serials and series being distributed in mixed microfiche and paper format (an instance of a single microfiche issue

of the Department of. State Bui l etin was noted); (8) receipt of

out-of-print responses to claims, even if claims are filed immediately; (9) datedness of the Pub l icat ions Refer ence File, even

though it was to be distributed on a far more current basis; (10)

receipt of technical report summaries while the full text of the

report is available only from the National Technical Information

Service.

As much as the Committee would like to be able look beyond

these recurring problems to larger issues, the specific

2k
AN-v5n9-6/81+

complaints remain constant and it is believed that they deserve

the attention of the Committee. In two days of discussions these

day-to-day specific concerns of depository librarians resulted in

speculation that many of these problems were the result of GPO's

lack of sufficient attention to quality control and a breakdown

in the establishment or implementation of procedures. Discussions of the Committee and the audience indicated that solutions

would not necessarily be accomplished with the automation of

existing practices.

Another topic of discussion centered around the problems

encountered with the beginning of distribution of the Department

of Energy Technical Information Center microfiche. Although the

GPO reminded members of the Council that the distribution of the

DOE microfiche was being conducted at the Department of Energy's

expense and direction, GPO expressed a willingness to transmit

the Council's concerns to DOE. Problems were raised by members

of the audience and by letters received from members of the

Depository Library community. Problems discussed included: (1)

concern over the establishment of a separate E 1.99 Superintendent of Documents classification stem for this material while E

1.28 was used in the past, giving rise to a division of the

materials in the collection; (2) concern over the decision to use

the Energy Research Abstracts accession number after the SuDocs

stem rather than the more frequently cited and requested laboratory report number; (3) random order of the Technical Information

Center packing lists requires costly staff time to check shipments against packing lists; and (4) undesirable practice of

including each microfiche in a separate envelope requiring additional space in microfiche cabinets.

The Committee briefly discussed two issues (concerning "expansion of the Lis t of Cla sses " and the distribution of item

cards) on which the Government Printing Office had asked for

advice from the Council. The changes proposed appeared to be

rather extensive. Since the Council and the Operations Committee

received this request for advice only upon arrival in Atlanta, a decision was made to table discussion of the issues.

There was also a brief discussion by members of the Committee and by the audience about the possibility that the GPO might

be amenable to providing some monetary support to individuals

wishing to conduct projects dealing with depository library concerns. The Committee expressed considerable interest in this

possibility and will pursue the matter.

25
SERIALS /PERIODICALS UPDATE

6June84

AN-v5n9-6/8i|

A 105.33/2: (date)

A 110.9: (date)

C 55.226: (date)

D 101.93: (date)

E 1.53/2: (v. nos.&nos.)

PM 1.29: (date)

C 3.255/2-2:

C 3.256/2-2:

C 3.257/2-2:

CSA

Cold storage annual summary. Item 24-G (MF) . Title changed

to: Cold storage ... summary (OCLC 10570556). Item changed

to: 24-G-4 (MF) . Class changed to: A 92.21/2: (date)

.

Changes effective with 1983 issue; exact date of title

change is unknown.

Meat and poultry inspection program issuances. Item 21-T.

Title changed to: Compilation of meat and poultry inspection

issuances — (OCLC 10806897) -- with Feb. 1984.

United States earthquakes. Item 208. Class changed to:

I 19.65/2: (date) . Effective with 1981 issue, published

solely by the U.S. Geological Survey.

Schedule of education courses and special programs (OCLC

10806154). Item 322-L. Title changed to: Educational

services brochure and schedule of courses — (OCLC 10806280) — first issue received with new title was Summer 1984,

exact date of change unknown.

LBL news magazine. Item 429-E-l. Last issue published was

v. 8, no. 1-2 (spring-summer 1983) . A new issue is being

prepared.

Federal fringe benefit facts. Item 301-A. Title changed

to: Compensation report — with fiscal years 1981 & 1982.

Future issues will be published each spring covering one fiscal year.

GENERAL INFORMATION

Census of retail trade: Geographic area statistics, advance

reports. Item 132-A-(nos.) . Discontinued with 1977.

Census of wholesale trade: Geographic area statistics,

advance reports. Item 132-B-(nos.) . Discontinued with

1977.

Census of service industries: Geographic area statistics,

advance reports. Item 132-C- (nos .) . Discontinued with 1977

Community Services Administration.

Abolished by Public Law 97-35 of Aug. 13, 1981.

publications were discontinued.

All CSA

26
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AN-v5n9-6

The Federal Depository Library Program

Office of the Public Printer !! FLASH !! Washington, D.C. 20401

June 14, 1984

11:00 A.M. D.S.T.

Depository Librarians:

The following 'call letters' have been added to our list of

broadcast stations airing the federal depository library public

Service Announcements:

RADIO TELEVISION

WDOD - Chattanooga, TN WCCB - Charlotte, NC

WLOP - Oglesby, IL WPCQ - Charlotte, NC

KLO/AM - Odgen, UT KFDC - Wichita Falls, TX

KSTP - Minneapolis, MN WTRF - Wheeling, WV

WDUZ - Green Bay, WI WHO - Des Moines, IA

WMAL - Washington, DC * WSLS - Roanoke, VA * WHJJ/AM - Providence, RI ** KPHO - Phoenix, AZ

KPEL - Lafayette, LA * WRC - Washington, DC

KFSD/FM - San Diego, CA KDSK - St. Louis, MO * KTKN - Ketchikan, AK WSPA - Spartanburg, SC

KVOY - Yuma, AZ

KGNR - Sacramento, CA

[hani 3 pc all of you who have already forwarded reports of the

spots having been a i red on radio and/or television stations in

your area. this kind of feed-back is very helpful to us.

Please keep up the good work. Any news you hear about the PSAs

can be sent to me at the government printing office, stop: mk,

Washington, DC 20401, or call (202) 275-3634.

JOYCE C. TRUMAN

Media Placement Specialist

* Spots have been heard on station several times.

** Spot heard on station during Boston Red Sox Game.

32
UNITED STATES SENATE

98th Congress

AW-v5n9-6/8i+

Senate Committee Hearings

Listed in Numerical Sequence

1 QO^ Mn iyo4, INO.

1 n Maw 1C 4-hvnnnh "31 1 QQ/I iu nay id tnrougn 01, iyo4 rage i ot c Number Title Committee

98-150,

Pt.6

Management of the Department of Defense Governmental Affairs

98-629,

Pt.II

Competitive Equity in the Financial

Services Industry

Banking, Housing, and Urban Affairs

* * * * * * * *

HO 7AO yo-/Uo Alternative Financing Plan for the Clinch

River Breeder Reactor

Energy and Natural Resources

no iArt 98-709 Social Security Coverage for Employees

of Religious Organizations

Finance

QQ 71 n yo- / iu Nominations ot Kuun u. reuers ana Frieda Waldman

aovernmenta i nirair

QQyy- 71 1 / li uvers 1 o> x-ne ben era i Account i ng

Office

Ca\< a^nrnflntal llf f a l rc ou v crniiicii u a i nrra ir b

98-712 Central Interstate Low-Level Radioactive

waste uompacu

Judiciary

98-713 State Mining and Mineral Resources

Research Institute Program

Energy and Natural Resources

98-714 Acid Rain, 1984 Environment and Public Works

98-715 North Carolina Wilderness Areas Agriculture, Nutrition, and Forestry

98-716 Contractual Arrangements with the

Tennessee Valley Authority for the

Purchase of Electric Power

Environment and Public Works

no 717 98-71/ USIA: Recent Developments Foreign Relations

98-718 1983-84 Miscellaneous Tax Bills, VIII:

S. 499, S. 831, S. 842, S. 1231,

S. 1807 and S. 1914

Finance

98-719 Public Lands Acquisition Alternative Act

of 1983

Finance

98-720 Contamination from Ethylene

Dibromide (EDB)

t

Environment and Public Works

33
UNITED STATES SENATE

98th Congress

AN-v5n9-6/8^

Senate Committee Hearings

Listed in Numerical Sequence

1984, No. 10 May 16 through 31, 1984 Page 2 of 2 Number Title Committee

98-721 Ground Water Contamination

(Field hearinqs in Bozeman, Montana:

Washington, D.C.; and, Rochester,

Minnesota)

Environment and Public Works

98-722 Protection of Historic Shipwrecks, and

the National Maritime Museum

Energy and Natural Resources

98-723 American Women: Three Decades of Changes Joint Economic

98-724,

Pt.l

Department of Defense Authorization for

Appropriations for Fiscal Year 1985:

U.S. Mil itary Posture

Armed Services

98-725 Forum for Families: Quality of American

Family Life

Labor and Human Resources

98-726 Rehabilitation Amendments of 1983

(Field hearing in Midvale, Utah)

Labor and Human Resources

98-727 Modernizing Federal Restrictions on Gaming Advertising

Judic i ary

98-728 The Effectiveness of Federal Child and

Maternal Health Programs

Joint Economic

98-729 Small Business Innovation Development Act,

Public Law 97-219

Small Business

98-730 White Sands Missile Range, New Mexico Energy and Natural Resources

98-731 Civilian Agency Multiyear Contracting Act

of 1984

Governmental Affairs

98-732 Long-Term Health Care Finance

98-733 Profile of Organized Crime: Great Lakes

Region

Governmental Affairs

98-734 Review of the Grace Commission Report on the Department of Agriculture

Agriculture, Nutrition, and Forestry

98-735 Hunger in Africa Foreign Relations

3k
UNITED STATES SENATE

98th Congress

AIT- v5n9- 6/84

Senate Committee Hearings

Listed in Numerical Sequence

1984, No. 11 June 1 throuqh 15, 1984 Paqe 1 of 3

Number Title Committee

98-469,

Pt.2

Ground Water Recharge in the High Plains

States; and Delivery of Water to the

North Platte Irrigation Project

(Field hearing in Woodward, Okla.)

(The complete designation for

S.Hrg. 98-469 is S.Hrg .98-469, Pt .1 .

)

Energy and Natural Resources

* * * * * * *

98-736 Federal Antitrust Enforcement and Its Impact on Small BusinessSmall Business

98-737,

Vol.1

First Concurent Resolution on the

Budget—Fiscal Year 1985

(This item was printed with the

incomplete identifying number

S.Hrg .98-737; a subsequent errata

notice correctly designated this

hearing as S. Hrg. 98-/37, Vol .1.)

Budget

98-737,

Vol.2

First Concurent Resolution on the

Budget—Fiscal Year 1985

Budget

98-737,

Vol.3

First Concurent Resolution on the

Budget—Fiscal Year 1985

Budget

98-738 Social Security Disability Program Reform

(Field hearings in Memphis and

Nashville, Tenn.)

Budget

98-739 S. 1920, Small Business Computer Crime

Prevention Act

Small Business

98-740 Nomination --Federal Communications

Commission

(Patrick, Dennis R., to be a member,

Federal Communications Commission)

Commerce, Science, and Transportatior

98-741 Toxicity Testing of Chemicals Environment and Public Works

98-742 Railroad Retirement and Unemployment

Insurance Solvency Act of 1983

Labor and Human Resources

98-743 Marketing Alternatives for Alaska North

Slope Natural Gas

Energy and Natural Resources

35
UNITED STATES SENATE

98th Congress AN-v5n9-6/84

Senate Committee Hearings

Listed in Numerical Sequence

1984, No. 11 June 1 throuqh 15, 1984 Page 2 of 3

Number Title Committee

98-744 Grace Commission Recommendations Finance

98-745 Coast Guard Polar Icebreaking Operations Commerce, Science, and Transportation

98-746 Maritime Administration Authorization Commerce, Science, and Transportation

98-747 Landsat Commercialization Commerce, Science, and Transportation

98-748 Tandem Truck Safety Act of 1984 Commerce, Science, and Transportation

98-749 Federalism and the Federal Judiciary Judiciary

98-750 Strategic Defense and Ant i -Satellite

Weapons

Foreign Relations

98-751 Census Bureau's Report on Federal

Expenditures for Fiscal Year 1983

Governmental Affairs

98-752 World Petroleum 0utlook--1984 Energy and Natural Resources

98-753 Trends in the Fiscal Condition of Cities Joint Economic

98-754 NASA Authorization for Fiscal Year 1985 Commerce, Science, and Transportation

98-755 Marxism and Christianity in Revolutionary

Central America

Judiciary

98-756 Nomination

(Casillas, Frank C, to be Assistant

Secretary of Labor for Employment and

Training, Department of Labor)

Labor and Human Resources

98-757 Fiscal Year 1984 Supplemental Request for

Department of Defense

Appropriations

98-758 Fiscal Year 1985 Budget Review Environment and Public Works

98-759 Federal Reserve Pricing Policy on Check

n^arinn Sprvirp<;

Banking, Housing, and Urban Affairs

98-760 S. 2069, a Bill to Amend the Small

Business Act in Order to Permit the SBA

to Approve Combined 7(a) Regular

Business Loans and 502/503 Development

Company Loans Which Exceed $500,000

Small Business

36
UNITED STATES SENATE

98th Congress AN-v5n9-6/81|

11

Senate Committee Hearings

Listed in Numerical Sequence

June 1 through 15, 1984 Page 3 of 3 Title Committee

Implementation of the Surface

Transportation Assistance Act of 1982

Public Buildings Authorization Act of 1984

Nomination—Marine Mammal Commission

(Evans, Dr. William, to be Chairman,

Marine Mammal Commission)

Automobile Odometer Modification

Food Stamp Optional Block Grant Act

Renewable Energy Industry Development

Act of 1983

*

Nominations —Department of Commerce

(Jones, Sidney, to Be Under Secretary of

Commerce for Economic Affairs; and,

Margulies, Irving Phillip, to Be General

Counsel, Department of Commerce)

Nominations—Department of Transportation

(Hardin, Charles, to Be Assistant

Secretary of Transportation for Governmental Affairs; and, Marquez, Jim J., to

Be General Counsel, Department of

Transportation

Idaho Forest Management Act of 1984

Refinancing the Bond Indebtedness of

the John F. Kennedy Center for the

Performing Arts

Program Fraud Civil Penalties Act of 1983

Coast Guard Authorizations

(Fiscal Years 1985 and 1986)

Environment and Public Works

Environment and Public Works

Commerce, Science, and Transportation

Commerce, Science, and Transportation

Agriculture, Nutrition, and Forestry

Energy and Natural Resources

Commerce, Science, and Transportation

Commerce, Science, and Transportation

Energy and Natural Resources

Environment and Pubic Works

Governmental Affairs

Commerce, Science, and Transportation

37
UNITED STATES SENATE

98th Congress AN-v5n9-6/81+

Senate Committee Prints

Listed in Numerical Sequence

1984, No. 10 May 16 through June 15, 1984 Page 1 of 1 Number Title Committee

98-•195 Legislative Calendar No. 3 (May 24, 1984)

Foreign Relations

98--196 Industrial Policy Movement in the United

States: Is It the Answer?

Joint Economic

98-197 A Summary of Findings on the Impact of

Coal Land Exchanges on Value of

Indian -Owned Coal

Indian Affairs

98-198 Estimating the Effects of Economic Change

on National Health and Social Well-Being

Joint Economic

98--199 Not yet authorized for printing

98--200 Economic Change, Physical Illness, Mental

Illness, and Social Deviance

Joint Economic

98--201* Conference Worksheet: H. Con. Res. 280 Budget

98--202 Revised Table for Apportioning 1985 and

1986 Fiscal Year Funds for the National

System of Interstate and Defense Highways

Environment and Public Works

98--203 Revised Tables for Apportioning 1984 and

1985 Fiscal Year Funds for Interstate

Substitute Highway and Transit Projects

Environment and Public

Banking, Housing, and

Works and

Urban Affair:

98 -204 A Plan to Establish an Independent Agency

for Social Security

Congressional Panel on Security Organization

Social

-<lUD Treaties and Other International

Anro^mpnt q * Thp Rnlp thp

United States Senate

roreign Relations

*For Senate use only; not distributed to depository libraries.

38
1984, No. 3

UNITED STATES SENATE

98th Congress

Senate Pub! i cat ions

Listed in Numerical Sequence

April 1 through May 31, 1984

AN-v5n9-6/84

Page 1 of 1 Number Title Source

98-19

98-21

United States Senate: Ninety-eighth

Congress

(Membership list and seating

arrangement in the Senate Chamber,

March 20, 1984)

United States Senate Telephone

Directory

(May 1984)

Rules and Administration

Sergeant at Arms of the Senate

39
UNITED STATES SENATE

98th Congress

AN-v5n9-6/8^

1984, No. 4

Senate Publications

^ Listed in Numerical Sequence

June 1 through 15, 1984 Page 1 of 1 Number Title Source

98-22* Senate Record Votes 1983 Democratic Policy Committee

*For Senate use only; not distributed to depository libraries.

GPO 906-054 ko