Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 30, no. 05-06 GP 3.16/3-2:30/05-06 May 15/June 15, 2009 

HIGHLIGHTS 

Item Selection 

Update 1 

In Memoriam: 

Virginia 

Saunders 2 

Nominate the 

Library of the 

Year 3 

Interagency 

Seminar 3 

Fall Depository 

Conference & 

Council 

Meeting 4 

Partnership 

Logo 5 

Revised 

Substitution 

Guidelines 5 

Library 

Spotlight 5 

New Promotional 

Items 6 

Reporting 

Fugitive 

Documents 6 

FDL Handbook 

Revision 7 

Book 

Conservation 7 

Annual Item Selection Update Cycle 

Runs June 1 - July 31, 2009 

An opportunity to add item numbers to depository library selection 

profiles is taking place from June 1 through July 31, 2009. 

The Update Cycle is the only time that item numbers may be added. All 

additions remain pending until they are activated with the beginning of 

FY2010: October 1, 2009. Libraries may drop item numbers at any time 

during the year. 

View Update Cycle instructions at: 

<http://www.fdlp.gov/collections/selection/412-annual-item-selectionupdate-cycle-fy-2010-instructions>. 

Schedule: 

• June 1, 2009: Selection Update Cycle 2009 begins. 

• June-July: Depository libraries evaluate selections and make any 

desired changes. 

• July 31, 2009: Deadline for submission of all additions. 

• October 1, 2009: New selection profiles with added item numbers 

become effective. 

More information about item numbers is in the new Desktop article 

entitled "Item Number System," available at: 

<http://www.fdlp.gov/collections/selection/372-item-number-system>. 

GPO recommends that libraries review their current and prospective item 

number selections, while keeping the U.S. Government information needs 

of their community in mind. 
AN-v30-n05-06-06/15/09 

In Memoriam: Virginia Saunders 

Virginia Saunders, GPO’s longest-serving 

employee, passed away in her sleep on June 

19, having recently celebrated 64 years of 

federal service. She started as a clerk typist at 

the F.B.I. in 1945, before spending the last 63 

years working at GPO. Since 1969, Virginia 

had been responsible for the Congressional 

Serial Set—a case-bound compilation of all 

House and Senate documents and reports for 

each session of Congress. 

Virginia was a staunch supporter of the 

FDLP. She was meticulous and generous 

with her time and energy in answering 

librarians’ questions about the Serial Set and 

Congressional publications in general. A 

paper based on her remarks on the Serial Set 

at the Depository Library Council/Federal 

Depository Conference in 1998 is available 

on the FDLP Desktop at 

http://www.gpo.gov/su_docs/fdlp/history/sset

/. In her early years compiling the Serial Set, 

she also served as an occasional inspector of 

depository libraries. 

The American Library Association’s 

Government Documents Round Table 

bestowed the James Bennett Childs Award on 

her for "distinguished contributions to 

documents librarianship" in 1999. The award 

was presented to Virginia “in recognition of 

her lifetime and significant contributions 

towards the compilation and publication of 

the U.S. Congressional Serial Set.” The 

award commendation continues: “One of 

Virginia's most lasting contributions is the 

enthusiasm for the Serial Set as a source of 

information which she has shared with so 

many documents librarians across the 

nation...Virginia has meticulously 

maintained a set of documents of historical 

significance, has worked with information 

professionals and government officials to 

improve the organization, to lower the 

publication costs, and to enhance the 

accessibility of the set to librarians, 

researchers and the public. She has ensured 

the continued existence of the Serial Set and 

her delight in describing the historical 

importance, contents and value of the early 

set has helped to convey to new and seasoned 

documents librarians the importance of this 

research collection.” 

http://ala.org/ala/mgrps/rts/godort/godortcom

mittees/godortawards/childsrec.cfm#1999

For a video highlighting Virginia’s career, go 

to 

http://www.youtube.com/watch?v=X9iK4z1q

KZ4&feature=channel_page. 

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AN-v30-n05-06-06/15/09 

Last Chance to Nominate 

The 2009 Depository Library of the Year 

Wednesday, July 1 is the last day to submit 

nominations for the 2009 Depository Library 

of the Year. To nominate a library – any 

Federal depository library, including your 

own – go to http://www.fdlp.gov/ 

Register Now for the 2009 Annual Interagency 

Depository Seminar 

Space is still available for the 22nd Annual 

Interagency Depository Seminar, scheduled 

for July 20 - 24, 2009 in Washington, DC. 

During the weeklong seminar, representatives 

from Federal agencies, including Census, 

Library of Congress, and the Federal 

Register, as well as GPO, will present an 

overview of their information products and 

activities as they relate to Federal depository 

libraries. 

Don’t miss this valuable opportunity to keep 

up-to-date on the world of Federal 

Government information! Comments from 

participants at past sessions reflect the value 

of the information presented and the 

networking opportunities: 

• Important in the sense of meeting people 

from GPO and other Federal Agencies, 

and other libraries – and learning about 

relevant information sources. I 

appreciate all the work that went into 

planning and developing this incredible 

seminar. 

• Thanks for providing me with tons of 

information! It has been very beneficial. 

• The information presented was 

invaluable and the connections and 

experiences will be carried forward. 

To register or for more information, please 

check the events page at: 

<http://www.fdlp.gov/>. 

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AN-v30-n05-06-06/15/09 

Fall Federal Depository Conference and Council 

Meeting Scheduled 

Registration Open for Fall Council 

Meeting and Conference 

Registration is now open for the fall meeting 

of the Federal Depository Library Council 

and Federal Depository Library Conference. 

For details, visit: 

<http://www.fdlp.gov/outreach/events/calend

ar/icalrepeat.detail/2009/10/21/60>. 

Call for Presentations at 2009 Federal 

Depository Library Conference 

GPO invites the Federal documents 

community to submit proposals for 

presentations at the annual Federal 

Depository Library Conference to be held 

October 19-21, 2009, in Arlington, VA. This 

annual forum offers numerous opportunities 

to share your ideas and knowledge, explore 

new developments, and network with your 

colleagues. 

The conference committee invites 

presentations from introductory to advanced 

levels on topics related to Federal information 

librarianship, including but not limited to: 

• Collection Development 

• Cataloging and Other Methods for 

Access 

• Depository Library Operations, 

Training, or Management 

• Regional and Local Depository 

Events 

• Depository Library Promotion 

• Preservation of Depository Materials 

Presentations are 45 minutes or 90 minutes, 

with a sole presenter or a panel. Audiovisual 

equipment will be provided. 

Accommodations 

The Conference and Council meeting will be 

held at the Doubletree Hotel, located at 300 

Army Navy Dr., Arlington, VA 22202. A 

limited number of rooms will be available on 

a first-come, first-served basis at the 

Government rate prevailing at the time of the 

meeting. The Government rate may increase 

in the new fiscal year effective October 1, 

2009. The current rate is $233 (plus 10.25% 

tax) per night single and $253 (plus 10.25% 

tax) per night double. 

For reservations at the Doubletree, go to 

http://www.fdlp.gov/repository/icalrepeat.det

ail/2009/10/19/72. 

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AN-v30-n05-06-06/15/09 

GPO Partnership Logo Now Available 

GPO has released the first of its new market 

strategies for partnerships. A logo is now 

available for official GPO partners to use on 

their library Web site, partnership Web site, 

or for use in printed educational and public 

relations materials related to the partnership. 

More information about the new logo is 

available at: 

<http://www.fdlp.gov/component/content/arti

cle/45-partnerships/431>. 

Revised Substitution Guidelines 

for Selectives Issued 

GPO has revised the guidelines for selective 

depository libraries to substitute tangible 

depository materials for access to online 

government information dissemination 

products. Guidelines for Depository 

Libraries: Substituting Online for Tangible 

Versions of Depository Publications by 

Selectives is available on the FDLP Desktop 

at: 

<http://www.fdlp.gov/collections/collectionmaintenance/141-substitution-guidelines>. 

In addition to enumerating the substitution 

criteria, the Guidelines provide assistance in 

working with your regional, determining if a 

publication meets the criteria, considering 

issues and best practices before substituting, 

and dealing with the tangible publications. 

Guidelines for Depository Libraries: 

Substituting Online for Tangible Versions of 

Depository Publications by Selectives 

became effective on 05/22/2009 and 

supersedes Guidelines: Substituting 

Electronic for Tangible Versions of 

Depository Publications, dated 09/24/2008. 

Depository Library Spotlight Inaugurated 

In an effort to shed light on Federal 

depository libraries and the unique work each 

is doing for their community, GPO will be 

highlighting a different Federal depository 

library each month. This is called the 

Depository Library Spotlight and is being 

featured on the FDLP Desktop and on GPO's 

agency Web site at 

<http://www.gpo.gov/libraries/>. By 

spotlighting the unique services and offerings 

of our depositories, we can share in the 

strengths and innovations of our partners and 

help promote the essential American service 

that is the FDLP. 

The first Depository Library Spotlight, in 

May 2009, was on The University of 

Alabama University Libraries. The Oklahoma 

Department of Libraries, U.S. Government 

Information Division was spotlighted in June. 

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AN-v30-n05-06-06/15/09 

Visit the Depository Library Spotlight at 

<http://fdlp.gov/outreach/spotlight>. The 

monthly Spotlight can also be found on 

GPO's agency Website at 

<http://www.gpo.gov/libraries/>. 

GPO Releases New Promotional Items 

GPO has released a new Public Service 

Announcement (PSA) created to inform 

students, faculty, and staff at academic 

institutions about the valuable Government 

resources that are available to them 

atdepositories on campus. 

GPO has reached out to a number of campus 

radio stations across the country about airing 

this 30-second PSA. If you are interested in 

having your institution air this PSA, please 

contact us through the askGPO help service 

at: <http://www.gpoaccess.gov/help>. Please 

choose the category "Federal Depository 

Libraries" and the subcategory "Marketing 

Strategies/Radio Spots." 

GPO has also released its first Easy as FDL 

promotional item in Spanish. These 

informational pocket cards inform the reader 

about the FDLP and direct them to their local 

depository. Order the new Spanish Pocket 

Cards at 

<http://www.fdlp.gov/outreach/promotionalre

sources/promomaterials?page=shop.browse&

category_id=8>. 

Reporting Fugitive Documents to GPO 

In an effort to help GPO staff process fugitive 

documents effectively, the Lost Docs form 

<http://www.fdlp.gov/lostdocs> has been 

modified. This modification will enable 

libraries to submit a surrogate of the 

document as an attachment along with the 

Lost Doc request, if available. This 

functionality is available in AskGPO so 

libraries submitting fugitive document 

requests can provide attachments. It is GPO 

policy to have either an actual copy of the 

document or a surrogate in hand in order to 

process or create a cataloging record. 

A surrogate is defined as a substitute for a 

document (an issue of a serial or monograph, 

etc.) from which a cataloging record can be 

created. The surrogate consists of a copy of 

the title page or the title page substitute and 

any other pages providing additional 

information on which cataloging is based 

(e.g., t.p. verso, colophon, pages with a 

running title, spines or covers with differing 

titles from the title page). 

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AN-v30-n05-06-06/15/09 

FDL Handbook Revision Now Online 

The May 2009 Revision of the Federal 

Depository Library Handbook is available at 

<http://www.fdlp.gov/administration/handbo

ok>. 

While revisions to the content of the 

Handbook have been minor and are noted in 

the change log in Appendix F, the format has 

undergone a major change. The Handbook is 

integrated into the FDLP Desktop and will be 

updated as necessary based on changes in the 

Program and community input. Users will 

need to consult the change log to determine 

what revisions have been made to the 

Handbook. 

The Handbook can now be viewed as HTML 

pages, or users can create a PDF copy of 

individual chapters on the fly by simply 

clicking the PDF icon at the top of each page. 

The date that each chapter was created and 

last revised is also now readily available to 

users. These dates appear on the top of each 

HTML page and are included in any PDF 

versions created by the user. Since the 

Handbook is now an integrating resource, 

users should take note of the revision dates on 

each chapter and compare them to any PDF 

copies that may have previously been printed 

to be sure the most current version is being 

consulted. 

Learn Techniques on Book Conservation 

"The Conservation Kitchen Returns! Wraps, 

Jackets, and Boxed Treats", presented by the 

Washington State Library’s Preservation and 

Access Services staff on Thursday May 28, is 

posted to the GPO OPAL archive at 

<http://www.opalonline.org/archiveGPO.htm> for viewing at 

any time. 

The presenters, the Conservation Kitchen's 

well-seasoned crew, Diane Hutchins, Marcea 

Horst, and Laurie Fortier from Washington 

State Library's Preservation and Access 

Services, demonstrated ways to preserve 

library collections when budgets are tight. 

This session, together with the library’s 

previous online program via OPAL, should 

prove invaluable to libraries with 

deteriorating materials in need of inexpensive 

fixes. 

Questions? 

If you have questions or comments on any of the content in Administrative Notes, please send them to askGPO, the 

online help service at: 

http://gpo.custhelp.com/cgi-bin/gpo.cfg/php/enduser/ask.php

To ensure that your question is routed to the correct area, please choose the category "Federal Depository Libraries" 

and the appropriate subcategory, if any. 

You may also contact the GPO Customer Contact Center at 866-512-1800 (Toll-free), or at 202-512-1800 (DC 

Metropolitan Area), Monday through Friday, 7:00 a.m. - 8:00 p.m., EST. 

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AN-v30-n05-06-06/15/09 

Table of Contents 

Annual Item Selection Update Cycle Runs June 1 - July 31, 2009 .............................................. 1 

In Memoriam: Virginia Saunders ................................................................................................. 2 

Last Chance to Nominate the 2009 Depository Library of the Year ............................................ 3 

Register Now for the 2009 Annual Interagency Depository Seminar .......................................... 3 

Fall Federal Depository Conference and Council Meeting Scheduled......................................... 4 

GPO Partnership Logo Now Available......................................................................................... 5 

Revised Substitution Guidelines for Selectives Issued................................................................. 5 

Depository Library Spotlight Inaugurated.................................................................................... 5 

GPO Releases New Promotional Items ........................................................................................ 6 

Reporting Fugitive Documents to GPO........................................................................................ 6 

FDL Handbook Revision Now Online ......................................................................................... 7 

Learn Techniques on Book Conservation Online......................................................................... 7 

The Administrative Notes newsletter will cease with the November-December 2009 issue. The 

FDLP Desktop will be the primary communication vehicle about the Federal Depository Library 

Program. The Administrative Notes archive, including the searchable cumulative table of 

contents, will remain on the FDLP Desktop. 

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, 

Government Printing Office, for the staffs of U.S. Federal Depository Libraries. 

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

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