Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 26, no. 06 GP 3.16/3-2:26/06 June 15, 2005 

HIGHLIGHTS

Russell 

Honored 1

Fall 2005 

Conference &

Council 

Meeting 2 

ESI MF 

Contract 

Terminated 3 

Electronic

Depository

Manual 

Underway 3 

Nominate the 

Federal 

Depository

Library of 

the Year 4 

Digital 

Preservation:

Metadata 

Report 5

Future Digital 

System 

Documents 6 

ID Staff: 

 Moorhouse 7 

Judy Russell Honored with 

Top Library Award 

Judy Russell, Managing Director of Information 

Dissemination at the U.S. Government Printing 

Office, has been honored by the Special 

Libraries Association (SLA) for her outstanding 

contribution to the global community of 

information professionals. She is one of two 

honorees to receive the 2005 SLA Professional 

Award for exceptional and exemplary service as 

an information resource expert. 

Russell, who also serves as the 22nd Superintendent of Documents and is 

the first woman to hold the historic position, is delighted to be included in 

the list of outstanding individuals recognized. "I am extremely honored to 

be among those receiving this important award. I am especially touched 

because I know how tirelessly my fellow award recipients work in the 

library communities to continuously strive for excellence and set standards 

for our entire country," Russell said. 

At the GPO, Russell leads the agency in providing public access to 

Government information published by the U.S. Congress, Federal 

agencies, and the Federal courts. She manages the Federal Depository 

Library Program, the Document Sales Program and the GPO Access Web 

site, which provides electronic access to many of the most important 

information products produced by the Federal Government. 

The SLA selected a total of 23 individuals to be recognized in 12 award 

categories. Award winners and honorees were celebrated at a special 

reception on June 5th in Toronto.
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2005 Federal Depository Library Conference & 

Fall Depository Library Council Meeting 

Scheduled for Washington, DC 

The fall Depository Library Council meeting 

will be held in Washington, DC at the Hyatt 

Regency, located at 400 New Jersey Ave., 

NW. The meeting will begin Sunday, October 

16, 2005. Registration starts at 8:00 a.m., and 

the first session, the New Attendees 

Orientation, begins at 10:00 a.m. The GPO 

Update and a plenary session will commence 

that afternoon. The meeting will conclude at 

12:00 p.m. on Wednesday October 19, 2005. 

The Council meeting is open to everyone and 

there is no registration fee. The meeting 

provides Federal depository library staff, 

information professionals, and all others 

interested in Federal Government information 

dissemination the opportunity to stay current 

with Federal Depository Library Program

activities, to provide input into the planning 

process, and to exchange ideas among 

colleagues. 

Advance registration is important to provide 

us the information necessary to make this 

meeting productive and enjoyable for you. 

The earlier you register, the more time it 

allows us to prepare. Pre-registration is now 

available at: 

http://www.access.gpo.gov/su_docs/fdlp/even

ts/fall_conference.html

A block of 250 sleeping rooms is available at 

the meeting hotel for attendees at the 

government rate of $153.00 per night (plus 

tax) single, or $178.00 per night (plus tax) 

double occupancy. The District of Columbia's

room tax is 14.5%. This rate will be honored 

for stays up to 3 days before and after the 

official meeting dates (10/13-22/05). 

Online hotel reservations are accepted for this 

meeting at: 

https://resweb.passkey.com/Resweb.do?mode

=welcome_ei_new&eventID= 21633

Reservations may also be made by calling 1-

888-421-1442. Please mention the GPO's 

Federal Depository Library Conference and 

Council meeting to receive the correct rates. 

The hotel does not offer shuttle service from

the airport. Metro rail from the Reagan 

National Airport to Union Station is 

approximately $1.75 and cab fare is 

approximately $9.00. If you drive, daily, 

overnight and valet parking is available for a 

maximum of $33.60 per day (including tax). 

A preliminary agenda is being developed and 

will be available soon at: 

http://www.access.gpo.gov/su_docs/fdlp/even

ts/fall_conference_agenda.html

Additional information is available at these 

websites:

Washington DC, Convention and Visitors 

Bureau - "The Official Tourism Site for 

Washington DC" 

http://www.washington.org/index.cfm?blnNa

vView=True&idContentType=36&idCurrent

Page=7&CFID=14964317&CFTOKEN=278

24960

National Park Service, District of Columbiahttp://data2.itc.nps.gov/parksearch/state.cfm?

st=dc

Washington DC, A National Register of 

Historic Places - 

http://www.cr.nps.gov/nr/travel/wash/index.h

tm

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Microfiche Contracts with ESI Terminated 

GPO has terminated the contractual services

of Engineered Systems, Inc. (ESI), one of 

three microfiche providers for the Federal 

Depository Library Program. ESI will no 

longer accept claims from depository 

libraries. All microfiche claims in which ESI 

served as the provider should be directed to 

the Office of Acquisitions and Development, 

Betty M. Jones (bjones@gpo.gov) (202) 512-

1071. 

Joint Effort Underway to Prepare Electronic 

Depository Manual 

GPO is consolidating and updating its various 

FDLP instructions and manuals into a single 

online publication. The Electronic Depository 

Manual will be a collaborative effort by GPO 

and the depository library community. Within 

the manual will be best practices, tips, and 

hot links to additional information of interest 

to government documents librarians. For 

more information, a presentation about the 

new manual from the Spring 2005 Federal 

Depository Library Council/Conference 

proceedings is available on GPO Access at: 

http://www.access.gpo.gov/su_docs/fdlp/pubs

/new_manual.ppt

The publications to be consolidated and 

updated in the electronic manual include the 

Instructions to Depository Libraries available 

at: 

http://www.access.gpo.gov/su_docs/fdlp/pubs

/instructions/index.html, and the Federal 

Depository Library Manual and its 

supplements, available at 

http://www.access.gpo.gov/su_docs/fdlp/pubs

/fdlm/index.html. 

GPO is working with volunteers from the 

depository library community to create this 

new online publication. A call for volunteers 

was issued through the GPO-FDLP-L listserv 

(http://listserv.access.gpo.gov/) on June 6, 

2005, and the community had to volunteer by 

June 15. The next step will be to form the 

teams to write each chapter. 

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AN-v26-#06-6/15/05

Nominate the 2005 Federal Depository 

Library of the Year 

What is the Award? 

The Federal Depository Library of the Year 

Award provides 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. 

What are the benefits of winning? 

Here's what a past winner had to say: 

"Winning the Federal Depository Library of 

the Year award enabled us to increase 

awareness of our library in the community 

and among our colleagues. It also gave us the 

'bells and whistles' we needed to raise our 

profile with our library board. I think any 

depository library could greatly benefit from

winning." 

Suzanne Sears, Tulsa City-County Library 

The winner will be announced at an award 

ceremony during the fall 2005 Depository 

Library Conference and meeting of the 

Depository Library Council. The conference 

will be held in Washington, DC from October 

16-19, 2005. GPO will provide travel to and 

lodging during the Conference for the 

depository coordinator and library director 

from the winning library. 

How Do I Nominate A Library? 

You are invited to nominate any Federal 

Depository Library, regardless of its size or 

type. To apply, go to: 

http://www.access.gpo.gov/su_docs/fdlp/fdlo

fyear/application05.html. (Past winners, 

libraries of current Depository Library 

Council members, and libraries on probation 

are ineligible for consideration.) 

The nomination deadline for the 2005 Federal 

Depository Library of the Year Award is July 

15, 2005.

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AN-v26-#06-6/15/05

GPO Releases Report on Digital Preservation: 

Metadata Specifications 

The final version of The Report on the 

Meeting of Experts on Digital Preservation: 

Metadata Specifications is now available on 

GPO Access at 

http://www.gpoaccess.gov/about/reports/meta

data.html. 

Background: 

GPO is working with the library community 

and others in the information community on a 

national digitization plan, with the goal of 

digitizing a complete legacy collection of 

tangible U.S. Government publications. The 

objective is to ensure that the digital 

collection is available, in the public domain, 

for no-fee permanent public access through 

the FDLP. 

The project will ensure that the collection is 

digitally reformatted for preservation 

purposes. The digital preservation masters 

and the associated metadata will be preserved 

in the GPO electronic archive (in addition to 

any other places that the materials might be 

held), and there will be no-fee public access 

to the content through derivative files on 

GPO Access. 

The Report on the Meeting of Experts on 

Digital Preservation: Metadata Specifications, 

which is located at 

http://www.gpoaccess.gov/about/reports/meta

data.html, is a summary of the second of two 

meetings held to assist GPO in developing 

specifications for the digitization project. 

This meeting, focusing on descriptive and 

preservation metadata, was held at GPO in 

June 2004. A summary of the overall 

discussion of the experts and the necessary 

resources for the metadata package 

submission are included in the report. Also 

included is a listing of metadata elements that 

is not meant to be viewed as a final list of 

required metadata elements, but a list of 

metadata elements, based on this discussion 

and the recommended readings as put forth in 

the meeting. It provides a common set of 

elements from which to build for the

digitization project. For information on The 

Report of the Meeting of Experts on Digital 

Preservation: Digital Preservation Masters, 

held March 2004, go to 

http://www.gpoaccess.gov/about/reports/pres

ervation.html. 

Please visit 

http://www.gpoaccess.gov/legacy/index.html

for more information on GPO's digitization 

and preservation initiatives.

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AN-v26-#06-6/15/05

Future Digital System Documents Available 

As discussed at the past two FDLP 

conferences, the Future Digital System

(FDsys) currently under development by 

GPO will be a world-class information lifecycle management system that will transform

GPO into a leadership content management 

agency. The system will be designed to 

accept, organize, manage and output 

authenticated content for any use or purpose 

and to preserve the content independent of 

specific hardware or software. For more 

information, please visit the Office of 

Innovation and New Technology's website at 

http://www.gpo.gov/projects/fdsys.htm. 

Three documents regarding the FDsys are 

now electronically available in PDF format: 

• FDsys Requirements Document v1.0 

• FDsys Concept of Operations v2.0 

• FDsys Phase 3 Summary 

The Requirements Document (RD) defines 

preliminary requirements for the FDsys. 

These requirements will be refined and 

shaped based on feedback from user, 

technical, and vendor communities. RD 

version 1.0 is available at 

http://www.gpo.gov/projects/pdfs/FDsys_RD

_v1.0.pdf

The initial FDsys Concept of Operations 

(ConOps) document was released in October 

2004. ConOps documents are designed to 

describe the high-level user requirements of a 

system, as well as general system capabilities. 

In order to remain consistent with the FDsys 

Requirements Document, the FDsys ConOps 

has been updated to version 2.0 and is 

available at 

http://www.gpo.gov/projects/pdfs/FDsys_Co

nOps_v2.0.pdf. 

Completing the initial RD fulfilled Phase 3 of

the FDsys project. An executive summary of 

Phase 3 is available at 

http://www.gpo.gov/projects/pdfs/Summary_

Phase3.pdf. This document also outlines the 

activities required for future phases of the 

FDsys project. 

Questions and comments are highly 

encouraged and should be submitted to the 

Office of Innovation and New Technology at 

int@gpo.gov by July 2, 2005. 

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AN-v26-#06-6/15/05

7 

Appreciation for Map Cataloger Vi Moorhouse 

Vi Moorhouse came to work at the United 

States Government Printing Office on 

September 9, 1968, after working at the New 

York Public Library for 7 years. Vi’s 

commitment to serve the public via the 

United States government was strengthened 

by a desire to do something positive 

following the assassinations of Dr. King and 

Robert Kennedy in 1968. 

Since that time, Vi has served the GPO 

faithfully for 37 years as a cataloger of 

monographs, serials and maps, and at times 

served as GPO’s only maps cataloger. She 

has contributed more than 106,000 

bibliographic records and has initiated an 

uncountable number of geographic name 

authority records in the Library of Congress 

authority database, providing a deep 

contribution to the field of geophysical data. 

Her prodigious talents have been so valued 

that in 1998 she received the American 

Library Association’s Map and Geography 

Round Table (MAGERT) award presented to 

librarians for outstanding service to map 

librarianship. In the late 1990s she published 

regular articles on GPO map cataloging in the 

MAGERT publication base line and in GPO's 

own Administrative Notes newsletter, and she 

wrote the chapter on the Superintendent of 

Documents classification of maps in GPO's 

Classification manual. Vi has been active in 

ALA’s Government Documents Round Table 

and in the Cartographic Users Advisory 

Council, as well as in MAGERT. 

As we begin a new phase in GPO’s 

cataloging with the inception of our 

Integrated Library System, Vi is training a 

new map cataloger and learning the use of the 

ILS herself. We’d like to take the opportunity 

to thank one of our greatest assets in the 

Office of Bibliographic Services for her 

significant service contributions. Thanks, Vi, 

for all that you do!
AN-v26-#06-6/15/05

Table of Contents 

Judy Russell Honored with Top Library Award........................................................................... 1 

2005 Fall Depository Library Council Meeting & Conference Scheduled .................................. 2 

Microfiche Contracts with ESI Terminated.................................................................................. 3 

Joint Effort Underway to Prepare Electronic Depository Manual................................................ 3 

Nominate the 2005 Federal Depository Library of the Year........................................................ 4 

GPO Releases Report on Digital Preservation: Metadata Specifications..................................... 5 

Future Digital System Documents Available ............................................................................... 6 

Appreciation for Map Cataloger Vi Moorhouse........................................................................... 7 

Administrative Notes Cumulative Table of Contents 

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

Updated with each issue 

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