Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 24, no. 03 GP 3.16/3-2:24/03 March 15, 2003 

HIGHLIGHTS Library of the Year Award 

Library of the 

Year Award 1 

SuDocs Speech 

at ALA 3 

Evans Named 

Deputy

SuDocs 4

GPO Access 

Workshop 5 

Register for 

Interagency 

Seminar 6

ILS Selection 

Underway 9 

Floppy Disk 

Project 9 

FDLP 

Promotion 

Campaign 10 

Government 

Document 

Display Ideas 10 

• 

Inaugurated 

The U.S. Government Printing Office is pleased to announce that it is 

accepting nominations for its first annual Federal Depository Library of 

the Year Award. 

GPO recognizes that Federal depository libraries invest significant time 

and resources in their public services. This award will provide special 

recognition for a library that furthers the goal of the Federal Depository 

Library Program; by ensuring that the American public has free access to 

its Government's information through: 

Outstanding service to meet the Federal government information needs 

in the library’s service area 

Creativity and innovation in developing specific community programs 

for use of Federal government information or a dramatic increase in 

their community’s usage of Federal government information 

• 

• Leadership in creating public service programs that can be emulated 

by other Federal Depository Libraries 

You are invited to nominate your library, or any other Federal Depository 

Library, regardless of its size or type. 

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The Federal Depository Library of the Year 

demonstrates the following attributes: 

Documented knowledge of the Federal 

government information needs in the 

library’s service area; 

• 

• 

• 

• 

• 

• 

• 

Knowledgeable depository staff to assist 

patrons in the identification and use of the 

Federal government information that best 

meets their needs; 

Excellent bibliographic control practices 

that enhance public access; 

Outstanding public services, including 

significant promotion of the collection 

and services in the library and in the 

community; 

Substantial cooperative efforts with other 

depository and non-depository libraries to 

share knowledge and resources with a 

larger community; 

Access to a well-defined collection of

Federal depository tangible and electronic 

resources adequate to meet the needs of 

the library’s service area; 

Exceptional care and preservation of the 

depository collection. 

The nomination should focus on the above 

attributes. You are encouraged to discuss any 

innovations, collaborations with other 

libraries and community organizations, and 

other accomplishments that greatly enhance 

access to Federal government information at 

the nominated library. You are welcome to 

reference online information, such as the 

library’s home page and collection 

development or other policies, by providing 

their Web addresses. You may also submit 

copies of policies, testimonials, promotional 

materials, or other information that document 

superior service within the past 12 to 18 

months. The U.S. Government Printing 

Office will retain the nominations and any 

attachments. 

The nomination deadline is June 30, 2003. 

The selection committee will be comprised of

the Superintendent of Documents, the 

Director of Library Programs Service, and the 

Chair of the Depository Library Council to 

the Public Printer. 

The award-winning library will be notified by 

the end of August and will be recognized at 

the 2003 fall Federal Depository Library 

Conference, which will be held October 19-

22 in Arlington, Virginia. GPO will provide 

travel and lodging to the Conference for the 

depository coordinator and the library 

director from the winning library to accept a 

certificate honoring their recognition as 

Federal Depository Library of the Year. The 

annual Conference is the largest gathering of 

government documents librarians in the 

country and is a wonderful opportunity for 

the depository coordinator and director from

the winning library to highlight their library’s 

best practices and outstanding service. 

Each entry must include the following 

information: 

1. Name, address and phone number of 

nominated library and the name of the 

person to contact should the library 

become a finalist, as well as contact 

information for the submitter if different 

from the library contact. 

2. A written explanation of up to several 

pages, or a list of bulleted narrative 

points, that clearly enumerates how the 

library's accomplishments fit the criteria 

for the award listed above. (Note: Entries 

that describe programs and their effects 

on the community will be especially 

helpful to the judges in rendering a 

decision. While supporting materials, 

such as brochures, testimonials, press 

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clippings, etc., may be included and are 

helpful, they are less important than the 

written narrative.) 

3. Statistical data, if available, including the 

population served; number of staff 

dedicated to the use of Federal 

government information; percentage of 

the dedicated staff who are professional 

librarians; and usage of the Federal 

government information collection by the 

community. (Note: The judges do not 

make selections based on numbers, 

though they are helpful in giving context 

to the written submission.) 

Please submit the nominations to: 

Federal Depository Library of the Year Award 

Director, Library Programs Service 

Stop SL 

U.S. Government Printing Office

Washington, DC 20401 

Judy Russell: 

ALA GODORT Introductory Speech 

January 25, 2003 

I am delighted to be back at GPO and 

working with all of you again. I am honored 

that I was chosen by Bruce James to be the 

first woman and second librarian to serve as 

Superintendent of Documents. Wayne Kelley 

and Fran Buckley are a tough act to follow, 

but I look forward to the challenge. 

If you saw Bruce James’ statement at his 

confirmation hearing, you know that he 

comes to GPO to improve permanent public 

access to government information and effect 

Federal information policy, not to run a 

printing plant. He recognizes the great value 

of the FDLP and the library community and 

partners with and advocates for GPO, now 

and in the future. 

Bruce expects to spend the next year 

gathering information in order to prepare a 

strategic plan for GPO. Your participation in 

that process is essential to its success. 

Together we need to develop a vision of the 

FDLP of the future and identify what we need 

to do to get there, including legislative 

changes that may be necessary. As part of 

the process, there will be a change in the 

format of the Depository Library Council 

meeting in Reno. Monday, April 7th will be a 

day dedicated to discussions of the future. 

In the meantime, while planning for the 

future, we will continue to work on the 

delivery of current services and providing 

outstanding service to you, Documents’ most 

important customers. 

When I was director of LPS, you often heard 

me say that the FDLP was a delicate balance 

between the self-interest of the library and the 

public interest in access to Federal 

information. Electronic dissemination—or 

more accurately the loss of paper 

distribution—has disturbed the balance in 

significant ways. Together we need to 

identify the services that GPO can deliver, 

now and in the future, that will restore the 

balance, and that is likely to be different for 

each type and size of library. I encourage 

you to start discussions among yourselves 

and with us on this topic. 

We also need to look at the work of the 

SOAR committee, to learn what we can about 

the reasons that libraries leave the program. 

Preliminary data indicates that many of the 

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libraries that withdraw are small libraries, 

both academic and public, in economically 

disadvantaged areas — the very areas that 

most need government information for 

economic development. Stronger libraries, 

with more experience and resources, can help 

the more vulnerable ones by working with us 

to develop a recommended collection and set 

of services for small libraries specifically 

targeted to economic development. This will 

help these at risk libraries help their 

communities and give them reasons to stay in 

the program. We will work with STATUSA, the Small Business Administration and 

other agency partners in this effort in order to 

offer special training and other assistance, but 

we need your expertise to help define and 

implement this plan. This is an example of 

targeting FDLP services to different sizes and 

types of libraries. 

Before I turn this over to the panel to answer 

your questions, let me share with you the fact 

that T.C. Evans has agreed to serve as my

Deputy Superintendent of Documents. The 

appointment is effective tomorrow. He will 

also continue to serve as Acting Director of 

Sales until that position is filled. 

A few weeks ago when Bruce asked me to 

join him at GPO, he said that he expected me

to spend 80% of my time on operations 

(today’s issues and opportunities) and 20% 

working with him on the future. Already he 

has asked that I change that to 50-50. Having 

T.C. as the Deputy Superintendent, handling 

many of the operational issues, will allow me

additional time to work with Bruce and with 

you on the strategic vision for the future of 

GPO and the FDLP. 

Again, I am honored and delighted to be your 

new Superintendent of Documents, and I look 

forward to working closely with you to 

improve permanent public access to 

government information.

Thomas C. Evans III Named Deputy 

Superintendent of Documents 

Thomas C. (T.C.) Evans III, a 22-year 

veteran of the Government Printing Office 

(GPO), has been named Deputy 

Superintendent of Documents, the secondranking position in the organization 

overseeing GPO's information dissemination 

programs. The appointment was effective 

January 26. He reports directly to 

Superintendent of Documents Judith C. 

Russell. 

Evans began his GPO career in 1981 as a 

Supply Systems Analyst in the 

Superintendent of Documents Technical 

Support Group and became head of the 

Documents Planning and Development 

Branch in 1988. In 1994, he joined GPO's 

Office of Electronic Information 

Dissemination Services and was named 

Assistant Director in 1996. He was 

appointed Director of the Office in 2000. 

In making the appointment, Public Printer of 

the United States Bruce R. James said, 

"We're very fortunate to have an individual of 

T.C.'s experience and capabilities to help 

manage our information dissemination 

programs. Our Superintendent of Documents 

operations will be critical in our efforts to 

transform the GPO into an information 

factory designed to meet the demands of the 

21st century."

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Through its Superintendent of Documents 

programs, the GPO disseminates the largest 

volume of U.S. Government publications and 

information in the world. The foremost 

program is GPO Access

(www.gpo.gov/gpoaccess), the only 

Government Web site that provides easy, 

one-stop, no-fee access to information from

all three branches of the Federal Government. 

Today, GPO Access links the public to more 

than 225,000 Federal titles, and more than 31 

million documents are retrieved from GPO 

Access every month. 

Providing online access is only one of the 

Superintendent of Documents'

responsibilities. Under one of the 

Government's longest-standing programs, the 

Superintendent of Documents disseminates 

Government information in both print and 

electronic formats to more than 1,200 Federal 

depository libraries nationwide for the free 

use of the public. For those who wish to 

purchase Government documents, the 

Superintendent of Documents offers nearly 

9,500 individual titles for sale via online, 

phone, fax, or mail order, and operates the 

well-known Consumer Information Center in 

Pueblo, CO. 

Under other programs, the Superintendent of 

Documents provides for the cataloging and 

indexing of Government information, 

distributes Government publications to 

recipients designated by law, operates a 

reimbursable distribution service for Federal

agencies, and distributes official U.S. 

Government publications to foreign countries 

under document exchange agreements 

pursuant to international treaty. 

Evans earned his B.S.B.A. degree at East 

Carolina University in 1979 and his M.B.A. 

at Marymount University in 1988. He resides 

in Silver Spring, MD. 

GPO Access Workshop Offered in Reno 

Tuesday, April 8, 2003 9 a.m.-5 p.m. 

Free 

Preregistration required - details below

Held in conjunction with the Spring 

Depository Library Council Meeting in Reno, 

Nevada, at: 

E.L. Cord Training Lab 

Getchell Library 

1664 North Virginia Street 

University of Nevada, Reno 

Workshop Description: 

GPO Access training classes involve handson use of GPO Access by participants at 

individual computer workstations. The 

hands-on training provides an in-depth 

review of all facets of the GPO Access 

services, including GPO Access components, 

interfaces, methods of access, general 

searching strategies, Web interfaces, etc. The 

hands-on and practical experience the 

training session provides will allow you to 

take full advantage of GPO Access services. 

The knowledge that you gain will prove 

invaluable, whether you are training another 

librarian, assisting a patron or conducting 

research. 

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Registration:

Only 25 seats are available, so make your 

request as soon as possible. 

To register for the GPO Access workshop, 

send your contact information: 

Name: 

Address/Institution: 

Email: 

Phone:

to: 

Patrick Ragains 

Business and Government Information 

Librarian 

Mail Stop 322 

University of Nevada, Reno 89557 

(775) 784-6500, ext. 309 

fax: (775) 784-4398 

ragains@unr.edu

Interagency Depository Seminar 

Coming Up in May 

Space Still Available: Register Now! 

A few spaces are still open to attend the 16th 

Annual Interagency Depository Seminar 

scheduled for May 27 through June 4, 2003, 

in Washington, DC. Registration for the 

seminar has been extended to April 11, 2003. 

The weeklong seminar, offered at no charge, 

is designed to acquaint newer depository 

library staff with the information products 

and services of a multitude of Federal 

Government agencies. 

Updated Agenda 

Tuesday, May 27, 2003 

There will be an informal get-together of 

seminar participants in the lobby of the 

Churchill Hotel at 6:00 p.m. Librarians will 

be able to meet some colleagues and 

Depository Services staff in an informal 

setting. Those who are interested may enjoy 

dining together in the area with a member of 

the Depository Services inspection team. 

Wednesday, May 28 

Government Printing Office 

The Library Programs Service (LPS) of the 

Government Printing Office will host the first 

day of the seminar. LPS staff will be 

available to answer questions about how GPO 

acquires, classifies, catalogs, and distributes 

and disseminates government information 

products in all media. There will be a 

comprehensive tour of the LPS facility and an 

opportunity to network. 

Thursday, May 29 

Federal Register 

The Office of the Federal Register (OFR), of 

the National Archives and Records 

Administration, will present this morning’s 

program on the Federal regulatory system. 

The workshop covers the rulemaking process, 

including the relationship between laws and 

regulations; the important elements of the 

Federal Register and the Code of Federal 

Regulations; using the finding aids of the 

Federal Register/CFR publication system; 

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and an overview of electronic access to 

certain publications of the OFR. 

GPO Access 

In the afternoon, GPO's Office of Electronic 

Information Dissemination Services will 

demonstrate the variety of GPO Access online services, including the Federal Register, 

Congressional Record, U.S. Code, 

Congressional bills, and other databases. 

Friday, May 30 

National Libraries 

The morning session will feature the products 

and services of four national libraries: 

National Agriculture Library, National 

Library of Medicine, National Transportation 

Library, and the National Education Library. 

Library of Congress 

In the afternoon, there will be tours of the 

Library of Congress Thomas Jefferson 

Building Great Hall and of the Serial and 

Government Publications Division, and a 

National Digital Library Learning Center 

demonstration. 

Monday, June 2 

Bureau of the Census 

Staff of the Census Bureau will present 

product information for the 2000 Census, 

American Community Survey, American 

Factfinder, etc., and demonstrate other 

products on DVD or CD-ROM and the 

Census home page. Bureau staff will provide 

a variety of handouts and answer questions 

about the availability and uses of Census 

data. 

Tuesday, June 3 

Intellectual Property 

A full day workshop will cover the basics of 

intellectual property: patents, trademarks and 

copyrights, featuring speakers from the U.S. 

Patent and Trademark Office and the 

Copyright Office of the Library of Congress. 

Attendees will learn to differentiate between 

three types of Federal protection for 

intellectual property and the methods by 

which this information is accessed by the 

public. Publications and search methods, 

where applicable, will also be discussed. 

Wednesday, June 4 

Environmental Protection Agency 

In the morning, the Environmental Protection 

Agency, and one more agency to be 

announced, will discuss their products, 

services, and electronic initiatives. 

The seminar will conclude at noon. 

Accommodations 

A block of rooms has been reserved for 

seminar participants at the historic Churchill 

Hotel. The hotel is located in Embassy Row, 

at 1914 Connecticut Avenue, NW, in 

Washington, DC. The hotel is four blocks 

from the Dupont Circle Metro Station, and is 

close to such attractions as the National Zoo, 

the Smithsonian, and the National Gallery of 

Art. Attendees can take the Metro subway 

train from the Washington Reagan National 

Airport to the hotel as well as to Union 

Station, a block from GPO. The Library of 

Congress can be reached by Metro or by 

walking (about twenty minutes) from GPO. 

For information about the hotel, see its 

Website at <www.thechurchillhotel.com>. 

For a map of the Washington, DC, Metro 

system, see: 

<http://www.wmata.com/metrorail/systemma

p.cfm>. 

Rooms are available for the single room rate 

of $119.00, double room rate of $139.00, not 

including tax. Parking at the hotel is $19.00 

per day. If you wish to reserve a room at the 

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8 

Churchill, you should call as soon as GPO 

confirms your seminar reservation. Hotel 

reservations at the Churchill must be made no 

later than April 11, 2003. After that date, 

the Churchill does not guarantee room 

availability or the seminar rate. If you choose 

to make other hotel arrangements, be sure the 

hotel is near a Metro subway stop for ease of 

transportation to and from seminar sites. 

The phone number of the reservation desk at 

the Churchill Hotel is 202-797-2000. The fax 

number is 202-462-0944. Please tell the 

reservation clerk that you are attending the 

GPO Interagency Depository Seminar and 

quote the above room rate. If you are 

interested in sharing a room with another 

librarian attending the seminar, Robin HaunMohamed at LPS will try to match up 

roommates. You may contact her by 

telephone on 202-512-1119 or via email at 

<rhaun-mohamed@gpo.gov>.

INTERAGENCY SEMINAR REGISTRATION FORM

Fax to: Chief, Depository Services Fax by: April 11, 2003

Library Programs Service (SLLD) 

 202-512-1432 

____ I would like to attend the May 27-June 4, 2003 Interagency Depository Seminar. 

____ I need lodging and will contact the hotel directly. 

____ I have not previously attended this GPO-sponsored seminar. 

Please type or print clearly: 

Depository #_____________

Name________________________________________________________________________________________

Institution Name________________________________________________________________________________

Library Name__________________________________________________________________________________

Street Address__________________________________________________________________________________

City, State, Zip Code + 4__________________________________________________________________________

Telephone (include area code)______________________________________________________________________

Internet E-mail Address___________________________________________________________________________________ 
AN-v24-#03-3/15/03

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ILS Selection Process Underway 

LPS, together with other areas of GPO, has 

completed the initial steps towards 

procurement of an Integrated Library System 

(ILS). GPO staff, with the assistance of 

RMG Consultants, performed a detailed 

review of written vendor submissions in 

December and January, comparing and 

contrasting vendor capabilities, strengths, and 

weaknesses. Many questions and requests for 

further information resulted from this review. 

Vendors had a chance to respond both in 

writing and in intensive 2-day on-site visits, 

which were completed on February 12. GPO 

is now in the final evaluation stage prior to 

selecting a vendor to implement the ILS. 

LPS has unique requirements, including 

preparation of a printed catalog, distribution 

of thousands of documents, and maintenance 

of item selection profiles, that existing offthe-shelf systems were not designed to 

address. The evaluation therefore involves 

determining which vendors have the capacity 

and flexibility to meet these extraordinary 

requirements, while meeting GPO’s needs for 

traditional library functions. 

Managers and staff from every area in LPS 

were involved in the review process, which 

was organized by the analyst staff, with 

Laurie B. Hall serving as ILS Project 

Manager. GPO expects to make a final 

selection by the first week of April 2003. 

Floppy Disk Data Now Available Online 

With the addition of the CIC/Indiana 

University Floppy Disk Project to GPO’s 

roster of Permanent Public Access 

Partnerships, the note shown below is being 

inserted into the FDLP Guidelines for 

Determining Superseded Materials 

<http://www.access.gpo.gov/su_docs/fdlp/col

l-dev/supersede.html>. 

Please note that the amendments to the 

Substitution List are pending, and a revision 

of that list will appear in a forthcoming issue 

of Administrative Notes. 

A Note About Floppy Disks 

Between approximately 1987 and 1999, 

some agencies provided floppy disk 

versions of some titles. In many cases 

libraries are unable to utilize these disks as 

hardware and software have become 

obsolete. In 2002, the Indiana University, 

Bloomington Libraries and the Committee 

on Institutional Cooperation (CIC) joined 

GPO in a partnership to make data from 

FDLP floppy disks available for download 

over the Internet via FTP. A searchable list 

of titles in the CIC Floppy Disk Project is 

available at 

<http://www.indiana.edu/~libgpd/mforms/flo

ppy/floppy.html>. 

Floppy disk titles appearing on this list are 

considered superseded, and may be 

discarded without further permission. In 

some cases, the online version may be 

substituted for the paper version. See the 

Substitution List 

<http://www.access.gpo.gov/su_docs/fdlp/c

oll-dev/substitutions.html> to verify these 

titles. 
AN-v24-#03-3/15/03

Federal Depository Library Program 

Promotion Campaign Continues 

As reported in the September 15, 2002 

Administrative Notes, Library Programs

Service (LPS) contracted with the North 

American Precis Syndicate (NAPS) to 

provide information about the FDLP to daily 

and weekly newspapers and radio stations 

across the country. Since this campaign 

began in August 2002, more than 1,000 

articles have run and more than 250 radio 

spots have aired. The media is still using 

these materials. 

LPS is interested in knowing if you have seen 

the ads, heard the radio spot, or had patrons 

mention them. Please share this information 

with Cynthia Etkin at cetkin@gpo.gov. The 

text of the ads is available for you to 

download for local use from the FDLP 

Desktop at < 

http://www.access.gpo.gov/su_docs/fdlp/pr/p

sa-text.html >. 

Promote Government Documents! 

Ideas Galore at 

Government Documents Display Clearinghouse 

http://www.lib.mankato.msus.edu/lib/govdoc/proj/tutorials/finalfront2.html 

That many fascinating and even beautiful 

documents chock full of information can be 

found in Federal depository collections is 

proved by the displays featured at the 

Government Documents Display 

Clearinghouse. Images of actual library 

displays, often accompanied by 

bibliographies of Federal documents 

(complete with SuDocs numbers) cover a 

wide range of topics. You can find displays 

on archaeology, biotechnology, the census, 

space exploration, Spanish language 

documents, weather and natural disasters, and 

much more. You can get ideas and 

inspiration for your own library displays, and 

the Clearinghouse sponsors welcome new 

submissions. Use your imagination and 

display documents! 

March 2003 marks the third 

anniversary of the Government 

Documents Display Clearinghouse. 

35 libraries have submitted 

displays, and 120 displays are 

available. 

From the Clearinghouse home page: 

This clearinghouse was established to 

assist federal depository library staff in 

creating intriguing and eye-catching 

displays for promoting government 

documents collections. A number of

displays submitted to us from around the 

U.S. have been incorporated into this site. 

This enables others to view displays on 

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AN-v24-#03-3/15/03

11 

numerous topics, as well as the sources 

used to create them. 

You can find an alphabetical Subject List of 

displays which were featured at various 

libraries. Simply click on the desired topic 

to view the photos and source list from the 

respective library. 

The clearinghouse is seeking displays from 

other libraries. We welcome digital images 

and lists of sources. These items may be 

submitted to Government Documents 

Displays via e-mail. 

Created and Maintained by Mark McCullough, 

Government Documents/Maps Librarian; Mary 

Nere, Government Documents Technician; 

Pam Schmutz, Graduate Assistant; and Abu 

Ashraf & Rasheed Rabid, Student Assistants; 

Memorial Library

Sponsored by ALA GODORT Education 

Committee and Minnesota State University, 

Mankato, MN

Made Possible by the U.S. Government 

Documents Depository Community, (List of 

Contributors) 
AN-v24-#03-3/15/03

Table of Contents 

Library of the Year Award Inaugurated........................................................................................ 1 

Judy Russell: ALA GODORT Introductory Speech..................................................................... 3 

Thomas C. Evans III Named Deputy Superintendent of Documents........................................... 4 

GPO Access Workshop Offered in Reno...................................................................................... 5 

Interagency Depository Seminar Coming Up in May .................................................................. 6 

ILS Selection Process Underway.................................................................................................. 9

Floppy Disk Data Now Available Online..................................................................................... 9 

FDLP Promotion Campaign Continues...................................................................................... 10 

Promote Government Documents! Ideas Galore at Government Documents 

 Display Clearinghouse .............................................................................................................. 10 

Administrative Notes Cumulative Table of Contents 

http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/adnotes_toc.pdf 

Updated with each issue 

Searchable by keyword 

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

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

Depository Libraries. 

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

Postmaster send address changes to: The Editor, Administrative Notes 

U.S. Government Printing Office

Library Programs Service, SLLD 

Washington, DC 20401 

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

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

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