Administrative Notes

Newsletter of the Federal Depository Library Program

Vol. 23, no. 03 GP 3.16/3-2:23/ 03 February 15, 2002

HIGHLIGHTS

Fugitive 

Documents 1

GPO News 

Releases 1

USGS

CD-ROM 2

Interior Dept.

Library 3

Cataloging 4

Council Meeting

Summary 6

New Email Address Activated for 

Reporting Fugitive Documents

The Library Programs Service (LPS) has established a new email 

address, <lostdocs@gpo.gov>, for reporting fugitive documents. 

Previously the Electronic Documents Working Group and other members 

of the depository community sent all such notices to askLPS. The 

increasing volume of submissions to that location prompted the decision 

to separate the fugitive documents reports. This address, or its 

corresponding Web page, should be used to notify LPS of any fugitive 

documents, regardless of format. Fugitives are those documents of 

public interest or educational value, and not classified for reasons of 

national security, which have not been acquired for distribution to 

Federal depository libraries or disseminated through the Catalog of U.S 

Government Publications (CGP).

The new address has been in effect since January 15, 2002. Add 

<lostdocs@gpo.gov> to your email address list today and bookmark 

the corresponding Web page form at: 

<http://www.access.gpo.gov/su_docs/fdlp/tools/lostdocs.html>.

GPO News Releases Available Online

GPO news releases, many of them on subjects of interest to the 

depository library community, are available on GPO Access at 

<http://www.access.gpo.gov/public-affairs/news/02news.html>.

Some of them could be used in conjunction with depository library 

promotion efforts, in library newsletters, etc.
Statement on Request To Withdraw USGS 

Source-Water CD-ROM from Depository 

Libraries

[GPO News Release]

The following is a statement of the facts 

regarding the October 2001 request by the 

Superintendent of Documents to certain 

Federal depository libraries to withdraw 

from public circulation and destroy their 

depository copies of a U.S. Geological 

Survey (USGS) CD-ROM providing 

information on water resources:

• By letter dated October 12, 2001, 

Superintendent of Documents Francis J. 

Buckley, Jr. requested Federal 

depository libraries to withdraw and 

destroy their depository copies of a 

USGS CD-ROM entitled Source Area 

Characteristics of Large Public SurfaceWater Supplies in the Conterminous 

United States: An Information Resource 

for Source-Water Assessment, 1999. The 

Superintendent of Documents is the 

Government Printing Office (GPO) 

official who by law is responsible for the 

operation of the Federal Depository 

Library Program (FDLP), under which 

the GPO distributes copies of Federal 

publications to designated libraries for 

the use of the public.

• The Superintendent of Documents' letter 

was issued pursuant to a letter from the

USGS, dated October 5, 2001, which 

asked the GPO to "request that

depository libraries receiving the 

[Source-Water CD-ROM] be instructed 

to destroy their copies." When a member 

of the library community questioned the 

USGS on the need for this action, a 

USGS e-mail reply dated October 31, 

2001, said: "Subsequent contact with the 

Government Printing Office and the 

USGS Committee that sets official policy 

on restriction of sensitive information 

has reconfirmed the validity of the 

original written instruction from USGS 

and GPO to destroy the report."

• The Superintendent of Documents' 

October 12 letter went to the 335 Federal 

depository libraries which had selected 

this document for their collections (there 

are 1,310 Federal depository libraries 

nationwide). The letter was 

subsequently published in the 

Superintendent of Documents publication 

"Administrative Notes," which is made 

available to the entire depository library 

community and is posted online on the 

GPO's Web site, at www.gpo.gov. The 

Superintendent of Documents' request 

applied only to copies of the SourceWater CD-ROM distributed under the 

FDLP.

• The Superintendent of Documents' 

request followed established policy for 

the withdrawal of documents from the 

FDLP. This policy has been 

communicated in writing to all Federal 

depository libraries. Under the FDLP, 

the Government may request the removal 

of materials from depository libraries 

since the law (chapter 19 of Title 44) 

indicates that all FDLP materials remain 

Government property. Requests to 
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3

withdraw happen rarely, however. Since 

FY 1995, the GPO has distributed 

230,019 tangible product (print, 

microfiche, and CD-ROM) titles to 

depository libraries, and recalled just 20 

(16 to be destroyed, 3 returned to the 

agency, 1 removed from shelves). Such 

actions are taken only on the request of 

the issuing agency, most commonly 

because the titles contain information that 

is erroneous or has been superseded. 

The Superintendent of Documents has no 

statutory ability to deny agency 

document withdrawal requests, but 

instead serves as the statutory conduit for 

carrying them out. Prior to initiating any 

withdrawal request, the Superintendent 

of Documents' policy is to carefully 

review each request and ensure that all 

such requests to GPO are made in 

writing.

In partnership with Federal depository 

libraries, the GPO has been the 

Government's agent for providing public 

access to Government information for nearly 

two centuries. The GPO takes very 

seriously any Federal agency's request to 

restrict access to Government information 

that has been made public. However, the 

GPO also has a duty under the law to 

cooperate with Federal agencies in the 

appropriate distribution of the official 

information they publish. Since the 

September 11 attacks, the USGS CD-ROM 

is the only document that the Superintendent 

of Documents has requested to be withdrawn 

from depository libraries. Any future 

agency withdrawal requests will be handled 

in accordance with law and established 

policy.

Department of the Interior Library Services 

Continue Despite Internet Access Shut-down

[Text provided by the Department of the Interior Library.]

As a consequence of a recent court order, 

Internet access to most Department of the 

Interior (DOI) Web sites, including the Web 

pages of the DOI Library 

<http://library.doi.gov/> has been 

effectively shut down. Despite the 

shutdown, the library continues to serve 

patrons needing to use depository materials 

housed in the library. While some services, 

such as interlibrary loan and cataloging 

activities, have been limited due to the lack 

of DOI Library access to OCLC via the 

Internet, the DOI Library is still able to 

perform most other routine library functions. 

Anyone who has questions about accessing 

the DOI Library’s collection or the status of 

library services can call 202-208-5815 or 

visit the library at 1849 C Street, NW in 

Washington, DC.
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4

LPS Cataloging Update

American Library Association Midwinter Conference

January 2002

First, the good news. LPS is pleased to 

report that, between the "Online Fugitives 

Group" and the "Law Librarians Fugitives 

Group", approximately 170 online fugitive 

titles have been discovered. Other good 

news is that the submissions of both groups 

are of high quality and fit very well within 

the scope of the FDLP Electronic 

Collection.

Because of the high quality of work 

performed by submitters, many of these 

titles have been added to the collection with 

minimal effort. Other submissions, mostly 

serials, take more time. I do not have an 

exact figure on the number of titles that have 

been cataloged and added to the collection, 

but most of the work that has been submitted 

has been done. We appreciate these efforts 

and believe that efforts by the fugitives 

groups are of significant value to the Federal 

Depository Library Community.

Now for some seriously bad news. As 

reported at last ALA, we have lost 30% of 

our cataloging staff to higher graded 

positions, particularly at the Library of 

Congress. Since ALA, we have lost twothirds of our Cataloging Branch supervisory 

staff. Both these losses have a significant 

adverse effect on our ability to discover, 

catalog, and archive resources. Our 

production figures have decreased in 

proportion to the decrease in staff.

What may not be clearly understood is that 

in the online environment in which we work, 

discovery of resources, cataloging of 

resources, and archiving of resources are 

one and the same. Without cataloging, 

works are not brought into the FDLP 

Electronic Collection. This is because our 

catalogers must discover work for 

themselves, evaluate the work for suitability 

for the collection, classify it, catalog it, 

assign a PURL for persistent access, take 

people to the right "page", and archive the 

resource for the collection.

Given this complex level of work and the 

need to make many decisions concerning a 

single resource, a lack of sufficient 

catalogers means that our FDLP Electronic 

Collection is not growing anywhere near the 

pace with which agencies are publishing. If 

we do not act quickly to discover, catalog, 

and archive works (all done by catalogers) 

we may never know of the works that are 

taken from agency servers before they can 

be discovered.

Given the tremendous importance of 

cataloging online resources and the need for 

these resources to build a modern electronic 

collection, we are working very hard to 

recruit replacements to our lost staff. 

Unfortunately, we are losing staff to other 

Federal libraries with GS-12 positions, 

which offer considerably more pay that our 

GS-11 catalogers earn at GPO. This 

inequality of positions and incomes is 

creating a serious crisis for the future of the 

FDLP Electronic Collection.

Our need to continually recruit personnel has 

an adverse impact on production because, 

for the first year after people are recruited, 

production decreases. This decrease occurs 
AN-v23-#03-2/15/02

5

because our experienced catalogers must 

train new catalogers.

What is more troubling, however, is that we 

expect to lose more catalogers to other 

Federal libraries with higher grades. We 

also expect that several of our most 

experienced and productive catalogers will 

retire sometime this year. What is most 

troubling of all, however, is that it is 

becoming extremely difficult to recruit 

people to become catalogers. At the present 

time, we have only fourteen catalogers. I 

hope that we will be able to recruit several 

people sometime this year but expect that, if 

we do so, these gains will be offset by more 

defections to other Federal agencies and/or 

by retirements.

Be assured that I am working very hard to 

hire two section chiefs and as many 

catalogers as I can recruit. I am also 

continuing with efforts to make our best case 

for position upgrades. Position upgrades 

should solve most of the problems we have.

Again, I am very sorry that I am unable to 

attend. Your meetings are very important to 

me and I hope that I will be able to meet 

with you during ALA Annual. Best wishes 

for a successful meeting.

Thomas A. Downing

Chief, Cataloging Branch

Library Programs Service

January 17, 2002
AN-v23-#03-2/15/02

6

Depository Library Council

Summary 2001 Fall Meeting

October 14-17, 2001

Alexandria, VA

Sunday, October 14, 2001 Council 

Working Session, 7:30 p.m.

Council Members present:

Paul Arrigo, Washburn University;

Daniel C. Barkley, University of New 

Mexico;

Charlene C. Cain, Louisiana State 

University;

Barbara J. Ford, Chicago Public Library;

Linda Fredericks, King County Library 

System, Bellevue, WA;

Cathy Nelson Hartman, University of 

North Texas Libraries;

Dena Hutto, Reed College, Portland, OR;

John C. Kavaliunas, U.S. Census Bureau;

Greta E. Marlatt (Secretary), Naval 

Postgraduate School, Monterey, CA;

Mary Redmond, New York State Library;

Andrea Sevetson (Chair);

Roberta Shaffer, Special Libraries 

Association; and

John A. Stevenson, University of 

Delaware Library;

Robert A. Hinton, Indiana University –

Purdue University Indianapolis and Sharon 

A. Hogan, University of Illinois at Chicago 

were excused.

Chair Andrea Sevetson welcomed everyone 

and had the Council members and audience 

introduce themselves. The new Council 

class was encouraged to spend some time 

together to bond.

Francis J. Buckley, Jr., Superintendent of 

Documents

Mr. Buckley expressed Mr. DiMario’s 

regrets that, due to another commitment, he 

could not be there but he would be there for 

the plenary session on Monday. He gave a 

report on the status of GPO. He indicated 

this is a “strange time” for GPO not only 

because of the September 11 tragedy but also 

because of the lack of any transition 

activities yet. There still has been no 

announcement regarding a new Public 

Printer or Superintendent of Documents. 

With the lack of a Joint Committee on 

Printing (JCP) there have been a number of 

holdups, since JCP has certain 

responsibilities in terms of operational 

activities within GPO. A number of things 

are pending due to the lack of purchase 

abilities, including the authorization for 

major purchases and labor contracts. Mr. 

DiMario has had to approve a number of 

things as administrative actions to keep 

things going.

He indicated that printing is down; the 

number of new tangible publications is 

down; and because of a loss of staff, the 

intake and cataloging of electronic 

documents is also down.

The recent article in American Libraries

(“Government Documents at the 

Crossroads” by Karrie Peterson, Elizabeth 

Cowell and Jim Jacobs, American Libraries, 

September 2001, p. 52-55) raised some good 

questions about the preservation of 
AN-v23-#03-2/15/02

7

electronic information, but the authors didn’t 

acknowledge the work that GPO has done or 

look at GPO’s relationship or 

communication with the various 

communities related to this. Gil Baldwin 

and George Barnum have written an article 

in response for American Libraries

(“Government Documents for the Ages,” 

December 2001, p. 38.)

Council members asked questions regarding 

the status of the budget and the Public 

Printer and Superintendent of Documents 

appointments. Mr. Buckley indicated the 

final budget has not been passed yet but that 

either the House or Senate version would be 

a good increase over last year. He also 

stated that no word has been received on the 

appointments and it was likely that there 

would not be any nominations until next 

year.

Committee Reports

Operations Committee – Linda Fredericks 

reported there were no pressing concerns to 

report. The same problems as always still 

exist, some shipments are still late or don’t 

arrive but there doesn’t seem to be a pattern. 

Concern has been expressed about GPO’s 

lack of timely review of the self-studies. 

Robin Haun-Mohamed indicated that due to 

the loss of inspectors, they are making 

progress but are still backlogged and have 

not requested any new self-studies since 

1998. No new self-studies will be requested 

until next year.

Cataloging and Locator Committee – Dena 

Hutto also indicated there was nothing new 

to report. Episodic concerns appear on

GOVDOC-L about the ability to share 

cataloging information with GPO. 

Overtures regarding shared cataloging 

initiatives have not been favorably received 

by GPO.

Communication Committee – Charlene Cain, 

reporting for Sharon Hogan, indicated 

nothing new seems to have come out of the 

GAO study. Mr. Buckley indicated there 

has been no action; comments were sent 

back to GAO and GPO has not heard 

anything back, but that was expected, and 

the National Commission on Libraries and 

Information Science (NCLIS) report on 

NTIS has been overtaken by the recent 

terrorist events.

Concern was expressed about the taking 

down of web pages with documents 

considered a threat to national security. 

This will need to be monitored.

Preservation Committee – Cathy Hartman 

reported the committee had been charged 

with looking into the issues associated with 

Recommendation #4 from Fall 2000. The 

group had decided to investigate 4 models 

related to the issues of preservation of 

electronic information. The models 

evaluated were: LOCKSS (Lots of Copies 

Keep Stuff Safe), the National Library of 

Canada Electronic Collection, the National 

Library of Australia’s PANDORA Project 

and the Texas Electronic Depository Project. 

A handout evaluating and comparing these 

models was given out.

It is likely the new “Guidelines for Ensuring 

and Maximizing the Quality, Objectivity, 

Utility, and Integrity of Information 

Disseminated by Federal Agencies” issued 

by the Office of Management and Budget 

(OMB) will also have an impact on this 

topic.
AN-v23-#03-2/15/02

8

Other Reports

Permanent Public Access – John Stevenson 

reported there had not been a meeting since 

May 21, 2001 and there was nothing 

scheduled for the immediate future. Mr. 

Buckley gave a brief overview of this group 

for the new members.

Spring 2001 Recommendations and 

Responses

Council reviewed GPO’s responses to the 

Spring Recommendations.

Paul Arrigo asked about the status of the 

GPO’s acquisition of an Integrated Library 

System (ILS). Gil Baldwin responded that 

they were in the early part of the process 

and were still collecting input from the 

community. The government’s procurement 

process is very complicated.

Monday, October 15, 2001, 8:30 a.m. 

Plenary Session

Council Members Present

Paul Arrigo, Daniel C. Barkley, Charlene 

C. Cain, Barbara J. Ford, Linda Fredericks, 

Cathy Nelson Hartman, Dena Hutto, John 

C. Kavaliunas, Greta E. Marlatt, Mary 

Redmond, Andrea Sevetson, Roberta 

Shaffer, and John A. Stevenson.

Opening Remarks

The Honorable Patricia S. Ticer, Virginia 

State Senator, welcomed conference 

attendees and encouraged everyone to 

explore the fine city of historic Alexandria.

Robin Haun-Mohamed, Chief, Depository 

Services Branch, welcomed everyone and 

thanked them for their perseverance and 

willingness to attend despite the recent 

tragedies. She provided logistic details for 

the conference, gave the traditional statistical 

count, welcomed the newest depository 

libraries and encouraged everyone to 

network.

Andrea Sevetson, Council Chair, called the 

meeting to order. She asked Council 

members to introduce themselves. She 

thanked Robin Haun-Mohamed and Willie 

Thompson for their efforts in organizing a 

wonderful conference. She conducted the 

usual “Council Aerobics” including asking 

people to stand based on the time zone they 

were from and asked GPO staff members to 

introduce themselves.

John Stevenson gave an overview of the 

Sunday night Council working session.

Welcome and GPO Update by the 

Honorable Michael F. DiMario, Public 

Printer

Mr. DiMario welcomed and complimented 

everyone for having the courage to come 

despite recent events. GPO’s desire to hold 

the meeting was paramount and in 

accordance with President Bush’s wishes 

that we not let the terrorist acts stop us as a 

nation.

Mr. DiMario gave a quick update regarding 

the status of his appointment and the lack of 

any new information as to whom the White 

House plans to nominate to the Public 

Printer position. Various names have been 

floated but nothing definitive.

He also gave an overview of the effect of the 

changes in Majority and Minority positions 

in the Senate due to the shifting of party 
AN-v23-#03-2/15/02

9

affiliation by one member. This shift affects 

oversight roles and specifically the 

appointment of the Joint Committee on 

Printing (JCP). The Senate finally put 

together a Senate Concurrent Resolution 

(SCR) to name people to the JCP and a new 

committee appears to have been appointed 

and will meet in the near future. There are a 

number of things that require their approval.

The appropriations bill, while not complete 

yet, looks like it will be very favorable. The 

GPO should get close to level funding. 

Current funding is from continuing 

resolutions until the new appropriation 

budget is passed.

He thanked everyone and their institutions 

for “carrying the day in keeping the program 

alive and well.”

Remarks by Francis J. Buckley, Jr., 

Superintendent of Documents

See Administrative Notes, Nov. 15, 2001, v. 

22, no. 16 --

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

bs/adnotes/ad111501.html#6

Remarks by Gil Baldwin, Director, 

Library Program Services

See Administrative Notes, Nov. 15, 2001, v. 

22, no. 16 --

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

bs/adnotes/ad111501.html#7

Remarks by T.C. Evans, Director, Office 

of Electronic Information Dissemination 

Services (EIDS)

See Administrative Notes, Nov. 15, 2001, v. 

22, no. 16 --

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

bs/adnotes/ad111501.html#8

Audience Questions

Diane Eidelman, Suffolk Cooperative 

Library System, NY asked if GPO could 

give an idea of what percentage of 

congressional hearings are online.

TC Evans answered no.

Jim Veatch, Library HQ, asked if, given the 

recent decision by the Nuclear Regulatory 

Commission (NRC) to pull their web site, 

and since GPO is archiving it, do they have 

a provision for retaining the information.

Mr. Buckley responded that there was no 

policy in place yet; but it is being worked 

on.

Ellen Sweet, National Library of Education, 

asked how a library can learn about and get 

hard copies of publications when FDLP is 

only distributing an electronic copy.

TC Evans pointed to the new listservs as a 

means of communicating. These will 

include the 6 most commonly requested SBs 

(Subject Bibliographies). Subscribers would 

be notified of new publications and have the 

ability to order them online.

Duncan Aldrich, University of Nevada, 

Reno asked about the mirror sites for GPO 

Access: what is currently used and what are 

the “regional offices” TC Evans mentioned 

in his talk.

TC Evans responded they have multiple 

copies in the main building and elsewhere. 

They want to get a more geographically 

separate backup completely away from the 

DC area.
AN-v23-#03-2/15/02

10

Kay Collins, University of California, Irvine 

inquired about the future of the GPO Access 

gateways.

TC Evans’ response was that the local levels 

know their constituency so some are 

configuring a more tailored “GPO access” 

but it’s a value judgment each site will need 

to make.

Ursula Ann Ward, Metro Library System, 

Oklahoma City, OK asked if there would be 

future improvements in the Commerce 

Business Daily.

TC Evans responded that it was being 

replaced by Fed Biz Opps 

(http://www.fedbizopps.gov/ ). CBD will 

continue to be published until January 2002.

Bernadine Abbot Hoduski, Government 

Information Advisor, expressed concern 

about the need for multiple formats. The 

National Libraries are not getting paper 

copies and she would like to see a policy 

developed that would ensure the National 

Libraries would get multiple formats.

Fran Buckley commented that when a print 

order is received from an agency for 

material that GPO is not going to distribute 

in paper to depositories, they still ride the 

contract to get enough copies to cover the 

“by law” distribution. Therefore those 

agencies are getting their print copies – but 

they aren’t necessarily keeping them. 

Library of Congress, for example, doesn’t 

want them all.

Susan Tulis, Southern Illinois University, 

asked who was going to run the Fed Biz 

Opps and would there be free access.

TC Evans responded it would be run by the 

General Services Administration (GSA) and 

he didn’t know if it would be free although it 

currently is free.

Nan Myers, Wichita State University, asked 

2 questions. The first was regarding the 

response to Recommendation #4, 

cooperative cataloging. She felt the 

response was confusing and asked if there 

were plans to review it. Would a 

partnership possibly cause a greater backlog?

Dena Hutto indicated there is an interest in 

finding ways to allow depository libraries to 

share with GPO and others. She encouraged 

those who were interested to attend the 

cataloging meeting.

Nan Myers second question was to ask if 

any thought had been given to new 

depository initiatives that would allow 

libraries to be virtual depository libraries 

only.

Robin Haun-Mohamed responded they had 

been approached by a couple of libraries and 

the only steps taken so far have been to open 

conversations.

Lori Smith, Southeastern Louisiana 

University, expressed concern about those 

paper items that are being superseded by 

electronic ones. We have not been given

specific instructions that we can get rid of 

these. When should we get rid of those 

paper copies that have been superseded by 

electronic copies?

Julie Wallace, University of Minnesota, 

suggested we need to think about the 

“Monthly Catalog.” Title 44 hasn’t changed 

and GPO has always cataloged government 

products not just depository ones. She 
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11

would like to see GPO catalog things in the 

tangible format even when they are only 

distributing the publications electronically. 

Some libraries may still want to obtain hard 

copies and would still need SuDocs numbers 

so the paper copies can be shelved.

Tad Downing agreed that nothing has 

changed in Title 44. The mechanics are 

always open to discussion.

Jill Moriearty, University of Utah, 

commented on the superseded issue. She 

agreed that there are no guidelines and 

stressed that this is a growing issue.

Andrea Sevetson suggested to GPO that this 

might be an excellent topic for an upcoming 

meeting.

Jo Anne Beezley, Pittsburgh State 

University, KS, suggested putting stickers 

on the outdated paper items. In doing a 

review of their catalog she has noticed there 

are still a large number of brief records for 

microfiche and wondered what the status of 

getting full records was.

Tad Downing indicated there isn’t a great 

backlog of microfiche and asked that she or 

anyone else with the same concern give him 

the specific information.

Jill Vassilakos-Long, California State 

University, San Bernardino asked about the 

electronic archive – is there only one or do 

copies exist in other places?

GPO gave the same response as before, 

there is more than one but they need to move 

at least one to a location that is farther away.

Julie Wallace, University of Minnesota, 

spoke to the superseded issue and indicated 

we should be seeing a new superseded list 

soon. She suggested perhaps the 

introduction should address the policy of 

electronic versions of items.

Masako Yukawa, Long Island University, 

NY asked about the new workstation 

specifications, DVDs and the lack of ability 

to use some of them since her university is 

now on an NT system but some products 

require the use of an older operating system 

(e.g. Windows 95 or 98).

Gil Baldwin indicated that the GPO looks at 

what the current state of the art is and tries 

to be compatible with that, plus GPO does 

not control the specifications the agencies 

choose to put on their products, and 

sometimes they are not compatible with the 

hardware. GPO would appreciate 

information about those specific problems.

Robin Haun-Mohamed indicated this 

compatibility problem is specific to some 

Census products, and the Census Bureau is 

looking to see if there is an NT (operating 

system) they can use.

Nan Myers, Wichita State University, asked 

if there was a reasonable explanation 

regarding the discrepancies between the 

number of records in the Monthly Catalog 

and the Monthly Catalog production 

database.

Tad Downing replied that a distinction needs 

to be made – there really are no missing 

records from what people get from their tape 

loads. The missing records, and there are 

not thousands of them, are the records that 

are not in the Catalog of Government 

Publications at the website, and this goes 

back to the “tortured data processing.” 

They have reviewed their procedures and 
AN-v23-#03-2/15/02

12

now have new ones in place where they 

check their records against OCLC and what 

is on the website so please let him know of 

the problem records.

Cindi Wolff, University of Wisconsin, 

inquired about the security of backups and if 

this is an argument for or against electronic 

distribution of information.

Monday, October 15, 2001, 2:00 p.m. 

Council Working Session

Gil Baldwin asked Council to look at the 

issues associated with the scheduling of 

Council meetings, specifically the need to 

make time for new Council members to have 

time to tour GPO without it interfering with 

Council working time. A discussion ensued.

Council also began discussion on possible 

recommendations and action items and 

assigned them to specific committees.

The Committees and Working Groups then 

broke up and met throughout the rest of the 

afternoon.

Tuesday, October 16, 2001, 8:30 a.m. 

Plenary Session

(see Conference Proceedings for 

presentations)

Tuesday, October 16, 2001, 2:00 p.m. 

Council Working Session

George Barnum, Electronic Collection 

Manager, gave Council an overview of the 

CORC interface and how it works. He also 

discussed PDI (Personal Data Interchange) 

and what it does and does not do. It isn’t 

like creating a bibliographic record and is 

not used for retrieval purposed but rather is 

metadata that will be placed in the digital 

archive along with the digital object. It 

indicates when the item was created, how, 

by whom, when it is modified and by whom. 

They have been able to stay on schedule 

pretty well so far and February 2002 is a 

solid date for implementation of Phase 2.

Tuesday, October 16, 2001, 7:00 p.m. 

Council Working Session

Council members worked on writing the 

various recommendations, commendations 

and action items.

Wednesday, October 17, 2001, 8:30 a.m. 

Council Working Session

Council reviewed the various 

recommendations and talked about the need 

for more revisions to the Council Manual. 

Chair Sevetson will work with the incoming 

Chair on this. The need for a possible 

meeting “lessons learned” or “after action” 

report was discussed so things could be 

passed on for the next meeting and hopefully 

eliminate the same problems occurring 

again. One item learned from this meeting 

was that our spontaneous decision to find 

other rooms for smaller breakout groups cost 

GPO extra money.

Nominations were accepted for the next 

Chair. Paul Arrigo nominated Charlene 

Cain and this was seconded by Roberta 

Shaffer. Greta Marlatt nominated Cathy 

Hartman and was seconded by Dena Hutto. 

Cathy Hartman was the winner by vote.

Committee make up is as follows:

Electronic Preservation

Paul Arrigo – Chair

Dan Barkley
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John Stevenson

Greta Marlatt

Depository Operations

Linda Fredericks - Chair

Dan Barkley – Chair Elect

Charlene Cain

Bob Hinton

Mary Redmond

Communications & Information Exchange

Sharon Hogan – Chair

Charlene Cain – Chair Elect

John Kavaliunas

Barbara Ford

Roberta Shaffer

Cataloging

Dena Hutto - Chair

John Stevenson

Paul Arrigo

Council discussed various ways to improve 

sessions for the future, including the kinds 

of documents we want to have in the packet. 

Listed were: Council Membership, Council 

Committees, the recommendations, 

responses, commendations and action items 

from the previous meeting, any appropriate 

older working documents, as well as a call 

to Council for other articles and documents 

to bring.

Wednesday, October 17, 2001, 2:00 p.m. 

Plenary Session

Chair Sevetson brought the session to order 

and thanked attendees for staying for the 

final session. She thanked the secretary and 

announced that Cathy Hartman would be the 

new Chair in Fall 2002. Council members 

then read the recommendations, 

commendations and action items 

(Administrative Notes, v. 22, # 17, 

12/15/01) and then entertained questions 

from the audience.

Mr DiMario made some closing remarks. 

He thanked Council for their hard work and 

the audience for their participation.

Chair Sevetson gave some final thanks to 

Willie Thompson and Robin Haun-Mohamed 

for all their efforts for bringing the meeting 

together and to Mr. DiMario and Mr. 

Buckley for all their support and for 

listening to Council.

Dan Barkley complimented Andrea for all 

her efforts.

Meeting adjourned.

Respectfully Submitted,

Greta E. Marlatt

Council Secretary
AN-v23-#03-2/15/02

14

Table of Contents

New Email Address Activated for Reporting Fugitive Documents................................... 1

GPO News Releases Available Online ...................................................................... 1

Statement on Request To Withdraw USGS Source-Water CD-ROM from

 Depository Libraries .......................................................................................... 2

Department of the Interior Library Services Continue Despite Internet Access Shut-down .... 3

LPS Cataloging Update, ALA, January 2002 ............................................................. 4

Summary, 2001 Fall Council Meeting....................................................................... 6

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

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