ADMINISTRATIVE NOTES

U.S. GOVERNMENT PRINTING OFFICE

SUPERINTENDENT OF DOCUMENTS

LIBRARY PROGRAMS SERVICE

VOL. 4, NO. 6 MAY 1983

CLAIMS

Claims for nonreceipt of publications and microfiche must be postmarked

within 60 calendar days of receipt of the shipment. Claims postmarked later

than 60 days will not be honored, and the claim form will be returned

to the depository library with this stamped message: GPO will not honor

claims older than the specified 60-day claim period.

Please be sure to submit your claims on the combined shipping list claim

form. The combined form is the only form accepted by GPO for processing

claims. Please make sure that your correct address appears on the claim

form

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SUDOC CLASSIFICATION NUMBER REQUESTS

GPO receives numerous requests for Superintendent of Documents classification

numbers for "fugitive" publications, i.e. publications which are not

received by GPO. We would like to respond to all requests, but the volume

makes this impossible. We realize, however, how important it is for

librarians to be able to shelve and retrieve these documents. To solve

the problems being faced by both GPO and depository libraries, GPO has

decided to take the following steps:

1. GPO will provide its classification policy manual to all

depository libraries.

2. A numbering scheme or group of numbers will be set aside for

local use only, so that librarians may assign their own SuDoc

numbers to many of these publications. We hope to have this

scheme to you by mid-June.

3. It is important that GPO still be notified of fugitive publications

so that important publications may be included in the system and

the Monthly Catalog . Priorities will be established for

processing these requests to best serve the Depository Library

Program, and will be made available to you by the end of June.

4* Clear instructions will be issued for the submission of all

requests by the end of June.

Please send all suggestions to Chief, Cataloging Section 1, Library Division,

U.S. G.P.O., 5236 Eisenhower Avenue, Alexandria, VA. 22304.
GPO CATALOGING GUIDELINES—UPDATES

All depository libraries should have received copies of the Government

Printing Office Cataloging Guidelines by now. The Guidelines will be

updated as needed, through change sheets (not by a "Bulletin"

as previously announced). The first change sheets should be ready for

' distribution during the summer of 1983.

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MAPS REFERENCE TOOL

There is a new maps reference book that might be of interest:

Guide for a Small Map Collection , by Barbara Farrell and Aileen

Desbarats. Association of Canadian Maps Libraries. $12.50

order from: National Map Collection

Public Archives of Canada

395 Wellington Street

Ottawa, Ontario K1A 0N3

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FEDERAL DEPOSITORY LIBRARY MANUAL

The first draft of the Federal Depository Library Manual was created

by the Depository Library Systems Committee of the Depository Library

Council and was discussed by the Committee during the spring 1983

meeting. It Is a valuable reference tool that covers a broad range

of depository activities—from "core collections for various types

of libraries" to "public awareness".

When it is completed (hopefully in late 1983), it will also include

an index and dictionary of terms. We plan to distribute the manual

for the Council in a looseleaf binder in early 1984.

Please do not request copies at this time. The draft is massive and

in rough form.

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DISCONTINUED ITEM NUMBERS

An ongoing project of the Depository Administration Branch of the

Library Programs Service is to identify and delete discontinued item

numbers from the computer printout sent to depository libraries. The

Update Selection Printout to be distributed to depository libraries in

December will eliminate all the discontinued item numbers which we can

identify. Some librarians have told us that they have been compiling

their own lists of discontinued Item numbers. We would appreciate receiving

copies of such lists which can help us update the December Update Selection

Printout. Just drop a note to us at the following address:

U.S. Government Printing Office

Discontinued Item Numbers

5236 Eisenhower Avenue

Alexandria, VA 22304
INSURANCE

It is important to remember that Government depository collections are Government property. The Government is self-insured, and therefore,

the publications need not be insured by your institutions. ********************************************************

SUDOCS CLASSIFICATION SCHEME—CORRECTIONS

In an ongoing effort to be as accurate as possible in assigning

classification numbers, the Classification and Cataloging Branch

has taken the following steps to avoid duplication:

All serials are searched on OCLC before they are classified.

Publications which arrive at the Library Division from agency

mail lists or other miscellaneous sources are checked on OCLC.

These efforts have not, evidently, screened out many duplicate class

numbers, but we will continue to search these categories of publications

for the next few months.

In another effort to tackle the problem, the branch has been developing

a classification manual which will be distributed to depository

libraries in a draft form in the next few months. The section chiefs

hnve worked directly with the classifiers to determine what areas

are most critical for inclusion. This policy manual is currently

a training guide and will eventually be a reference tool somewhat like

the GPO Cataloging Guidelines .

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SHIPPING LIST ERRORS

The Depository Administration Branch has instituted a quality control

program to ensure the integrity of the shipping lists. All typists'

work is monitored and proofread to ensure quality.

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SELECTION UPDATE PRINTOUTS

GPO has begun to mail new printouts to all selecting depository libraries.

These printouts reflect the changes that the libraries requested with the

last updates which were returned to LPS.

Please keep these printouts. We will distribute instructions on how to

change your selections shortly. You may wish to review your selections

before the next update period.
CONGRESSIONAL SERIAL SET

The bound U.S. Congressional Serial Set is being issued only in paper cover

format. The depository libraries that are receiving the House/Senate

reports and documents in microfiche as they are issued will be

receiving a set of plastic dividers which will convert them into the

Serial Set. Together with the dividers, a microfiched copy of the

title page and/or table of contents will be provided. It will list the

reports and documents to be included for each volume of the Serial Set.

The item number for the microfiched title page for House/Senate documents

will be 996-B; for House/Senate reports the item number will be 1008-D.

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

DDIS ITEM CARDS

The "Item cards" which were mailed to the depository libraries with

survey 83-1 in January 1983, were printed without logical word breaks

and consisted of at least two cards per "item number". LPS requested

changes to the printed format, and the DDIS cards are now printed with

logical word breaks for easier reading. The DDIS produced cards will

resume with survey 83-8.

The revised card format still requires at least two cards per "item

number." Efforts to correct this are continuing and should be successful

in the near future. ********************************************************************************

ESTIMATED MONETARY VALUE OF DEPOSITORY LIBRARY COLLECTIONS

Many depository librarians have inquired about the monetary value of

their documents collections. Itfte have compiled the following data to

assist you and your administrators.

The monetary value of a Depository Library Collection for

one year with the cost based on estimated commercial value

of the publications:

Depository Regional - $100,000

Depository Selective - $35,000 (costs based on 35% selectivity)

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NUMBER OF PUBLICATIONS DISTRIBUTED BY FISCAL YEAR

The Library Programs Service distributed the following volume of materials during

fiscal years 1980 and 1981:

Publications mailed (Hardcopy)

FY 80 FY 81

Titles 55,722 40,951

Copies 29,813,484 • 29,230,646

Publications mailed (Microfiche)

FY 80 FY 81

Titles 7,000

Copies 5,840,580

14,655

14,479,840
CPO's name authority personnel are currently participating in LC's TOSCA

training program. We expect that TOSCA will result in more efficient

processing of name authority records, which will be a benefit to the

cataloging program.

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SENATE AMENDMENTS

Effective April 18, 1983, Senate Amendments are no longer being printed

separately in the traditional manner. They will appear only in the

Congressional Record . This action will result in further reduction of

Congressional printing costs.

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PATENT DEPOSITORY LIBRARIES

With this issue of Administrative Notes you will find information

regarding on-line access to U.S. Patent and Trademark Office data.

Since many users of Government documents ask for this, we are pleased

to let you know about CASSIS (Classification And Search Support

Information System). For in-depth patent and trademark information, we suggest that you refer patrons to the Patent Depository Libraries,

most of which are part of GPO'a Congressional Depository Library

Program. (See attachments) ******************************************************************************

PROBLEM SOLVERS

Depository librarians are encouraged to use GPO form #3794,

"Depository Library Request for Information", when the following routine

problems are encountered:

1) Classification inquiry

2) Item number inquiry

3) Monthly Catalog inquiry

4) Claim inquiry , 5) Publication inquiry

6) Daily Depository Shipping List inquiry

7) Any problem where time is not of the essence

The following list of phone numbers is being supplied for the use of

depository librarians when time is. of the essence. Some examples of

critical problems where a phone call is necessary are:

1. When you miss a whole box of depository material .. .please call

703 557-7670.

2. When you begin to miss a specific item number of material from

different shipping lists .. .please call 703 557-9026.

3. When you start to receive another library's material... please

call 703 557-7670.

4. If the number of publications (microfiche or paper) missing from

your shipments suddenly doubles. . .please call 703-557-7670.

These are a few examples of problems where one quick phone call may be able

to save you, GPO, or another library a lot of time and money. Thank you

for your cooperation.
NEW ITEM NUMBER PROJECT

LPS is currently undertaking a major project to identify a different

control number for selection/distribution of publications. With the

DDIS System's problems and with the numerous new types of publications

and maps which we will be distributing, the present item numbering ( system is breaking down. The USGS/DMA map survey alone will create

some 600 new items, with 95,000 item cards required to cover the survey.

Obviously, this will only continue. Our staff has been asked to give

consideration to any scheme, and we expect to have the results by the

1st of June. We would appreciate any suggestions that any of the

depository librarians might have for a more workable system. Obviously,

part of the problem has been the tying of item numbers to the SuDocs

Classification numbers in recent years. Any suggestions you might have

should be in our hands by mid-June 1983.

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THE GP0 TELEPHONE DIRECTORY

The copies of the GPO Telephone Directory ordered for depository distribution

will be delivered to LPS on June 6, 1983. Distribution will be made

immediately to depository libraries.

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DEPARTMENT OF ENERGY

As soon as the interagency agreement between DOE and GPO is signed, DOE

will be prepared to begin distribution of their microfiche to depository

libraries.

The survey on DOE material will be sent to depository libraries within

the next 2 weeks.. The. survey will be Conducted in two parts:

Current materials (1983- ) Retrospective publications (1977-1982)

The analysis of the DOE R&D reports currently made available indicate

that In 1982 alone there were 20,253 publications. From 1977 through

1982 there were 105,000 titles and 136,000 sheets of siicrofiche. The

number of 1983 titles issued through April indicates that the total for this

year will probably far exceed that of 1982.

We will send you additional information about the DOE publications

as soon as we can do so. ********************************************************************************

TOSCA AT GPO

As a cooperative partner with the Library of Congress in cataloging and

in name authority establishment, GPO will participate in LC's TOSCA

program starting June I, 1983. TOSCA stands for Total On-line Searching

for Cataloging Activities. Its primary impact at GPO will be in the changing of

procedures for updating name authority records.


(Classification And Search

Support Information System)

Provides PATENT DEPOSITORY LIBRARIES

direct, on-line access to Patent and Trademark

Office data. Original and cross-reference classifications

of a patent:

Given a patent number, CASSIS will display all its locations in the U.S. Patent Classification

System (PCS) —the world's most comprehensive

system for catagorizing patented technology.

All patents assigned to a classification:

Given a technology as described by a PCS classification, CASSIS will display all patents assigned

that classification, with the newest patents shown

first. Thus, patents relating to a particular tech- nology can be identified. Classification titles: CASSIS will display PCS classification titles three ways and permit the user to alternate between

them while staying focused on a particular classification Page display: shows the titles as they appear

in the official Manual of Classification. Once a

classification has been selected, the system automatically generates a page display with the chosen classification as the starting point and

focus. Coordinate display: shows only those classifications which ( 1

) are in the same broader technological category and (2) have the same "level

of indentation" (detail) as the one selected. This permits faster browsing of classification titles by

eliminating the need to read unneeded detail until an interesting title is found.

Full title display: brings together in one display the title of a chosen classification along with the

titles of all broader category classifications to which it relates This permits quick and complete

retrieval of all pertinent title information on any

classification. Search of key words in classification titles: Given key words. CASSIS will identify all classi- fications whose full titles contain those words.

Further, classifications whose titles contain specified words may be excluded. This permits fast, automatic searching of over 100,000 classification

titles to identify those of interest CASSIS is designed to assist you in using the

patent collections in the Nation's many PATENT

DEPOSITORY LIBRARIES.

CASSIS can eliminate the need for manual look- up and study of various paper volumes of classi- fication reference documents which can require

many steps in different locations within the li- braries CASSIS can help you define a "field of search"

and identify the patents in that field. These patents can then be reviewed in the numerically sequenced

(patent number) file maintained in the paper or microfilm collection of the library.

oiciv ra«M««o ul Liutbi; UOnlSCI Alabama Birmingham Public Library (205) 254-2555

Arizona Tempe: Science Library, Arizona State University (602) 965-7607_

California Los Angeles Public Library (213) 626-7555

Ext 273

Sacramento: California State

Library (916) 322-4572

Sunnyvale: Patent Information > _ Clearinghouse- (408) 738-5580 Colorado Denver Public Librar y (303) 571 2122 o

Delaware Newark: University of 3

Delaware ( 302)738-2238 §

Georgia Atlanta: Price Gilbert Memorial n

Library, Georgia Institute ro

ot Technology (404) 894-4559

Illinois Chicago Public Library (312) 269-2865

Louisiana Baton Rouge: Troy H. Middleton

Library. Louisiana Stale

University ..... (504) 388-2570 Massachu- Boston Pubic Library (617) 536-5400

setts Ext 265

Michigan .Detroit Public Library J313) 833-1450

Minnesota Minneapolis Public Library &

Information Center (612)372-6552

Missouri St. Louis Public Library (314) 241-2288

Ext. 2 14. 215

' Collection organized by subiect mailer.

Nebraska Lincoln: University of Nebraska-Lincoln,

Engineering Library (402)472-3411 New Durham: University ol New

Hampshire Hampshire Library (603) 862-1777 New Jersey_ Newark Public Library^. (201) 733-7814_ New York Albany: New York State Library .. (518) 474-5125

Buffalo and Erie County

Public Library (716) 856-7525

Ext. 267 New York Public Library (Thejtesearch Libraries^ (212) 93JKS850

North Raleigh: D. H. Hill Library, Carolina _N.C. State University (919) 737-3280

Ohio Cincinnati & Hamilton County.

Public Library of (513) 369-6936

Columbus: Ohio State University Libraries (614) 422-6286 Toledo/Lucas County Public

Library (419)255-7055

Ext 212 Oklahoma Stillwater: Oklahoma State

University Library (405) 624-6546

Pennsyl- Philadelphia: Franklin Institute vania Library (215)448-1321'

Pittsburgh: Carnegie Library

of Pittsburgh (412)622-3138

University Park: Paltee

Library, Pennsylvania State

University (814)8854861

" Call only between the hours ol 10 00 a m and 5 00 p m

Rhode Providence Public Library (401) 521-7722

Island Ext. 226

South Charleston: Medical University Carolina _of South Carolina (803) 792-2372 Tennessee Memphis & Shelby County

Public Library and

Information Center ]901) 528-2957 Texas Dallas Public Library ". .. ^14) 748-3071

Houston: The Fondren Library, Rice University (713) 527-8101

Ext 2587

Washington Seattle: Engineering Library, University ol Washington (206) 543-0740

Wisconsin Madison: Kurt F. Wendt

Engineering Library, University of Wisconsin (608) 262-6845 Milwaukee Public Library (414) 278-3043