Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 30, no. 07-08 GP 3.16/3-2:30/07-08 July 15/Aug. 15, 2009 

HIGHLIGHTS 

New Council 

Members 1 

Claims Fax 

to be 

Discontinued 2 

Disposal of 

Depository 

Documents 3 

Discussion 

Area on the 

Desktop 3 

FDLP on the 

Go 4 

Digitizing 

Federal 

Publications? 4 

Library 

Spotlights 4 

Interagency 

Depository 

Seminar 

Proceedings 5 

MF Shipping 

List Dates 5 

Cataloging 

Change 6 

AdNotes to 

Cease 7 

Public Printer Names Five New 

Depository Library Council Members

Public Printer Bob Tapella has announced the appointment of five new 

members to the Depository Library Council (DLC). They are: 

• James R. Jacobs is a Government Information Librarian at 

Stanford University in California. Jacobs is a specialist in digital 

technologies and information access in the digital world. Jacobs 

has also helped found several organizations including the UrbanaChampaign Independent Media Center, Radical Reference and 

Free Government Information. 

• Jill A. Moriearty is the Knowledge Commons Liaison at 

University of Utah’s J. Willard Marriott Library. She currently 

serves as Treasurer of the Government Documents Round Table 

(GODORT) and Reference Services Section (RSS) Liaison to 

Reference User Services Section’s (RUSA) Professional 

Development Committee. Moriearty has been active in numerous 

other professional national and local library organizations. 

• Daniel P. O’Mahony is a Senior Scholarly Resources Librarian in 

the Social Sciences at Brown University in Rhode Island. In the 

1990s, O’Mahony served as a chair of Council. He has been active 

in groups such as: the GODORT Legislation Committee, the ALA 

Committee on Legislation Sub-Committee on Government 

Information and the Inter-Association Working Group on 

Government Information Policy. 

• Ann Marie Sanders is the Head of Government Documents at the 

Library of Michigan. She has led the library’s ongoing effort to 

digitally archive state documents, and she has spearheaded their 

participation in the OCLC Digital Archive Pilot Project. Sanders 

received the Jennie Cross Award from the Government Documents 

Round Table of Michigan and the Bernadine Abbott Hoduski 

Founders Award from the American Library Association. 
AN-v30-n07-08-08/15/09 

• Camilla Tubbs is Head of 

Instructional Services and a Reference 

and Government Documents librarian 

at Lillian Goldman Law Library, Yale 

Law School. She specializes in U.S. 

Federal legal research, legislative 

history, anti-discrimination law and 

the rights of minorities. Tubbs is also 

an advocate for permanent public 

access to authentic government 

information. She was recently named 

Chair of the Government Relations 

Committee for the American 

Association of Law Libraries 

(AALL). 

The new members will serve from October 1, 

2009 through September 30, 2012. Their first 

meeting will be the Fall DLC Meeting, which 

will be held in Arlington, VA, on October 19-

21, 2009. 

“I am very pleased to welcome this incoming 

class of Council members,” said Public 

Printer Bob Tapella. “With their proven track 

records, they will bring another dimension of 

experience to the Council. I look forward to 

their advice as GPO continues to work with 

the library community to provide free and 

open public access to the documents of our 

democracy." 

The Depository Library Council is composed 

of 15 members, each of whom serve three 

year terms. They advise the Public Printer on 

policy matters relating to the Federal 

Depository Library Program (FDLP). The 

FDLP, which traces its roots to 1813, 

provides access across America to the 

published information of all three branches of 

the United States Government through 

partnerships with more than 1,230 libraries 

ranging from public libraries to research 

universities. 

Claims Fax Number for GPO Distribution 

To Be Discontinued 

The claims fax number for GPO-distributed 

tangible products (paper and electronic 

products, including separates) will no longer 

be in use as of September 30, 2009. After that 

date, all depository claims to GPO should be 

routed through the Web Claim Form on the 

FDLP Desktop, at 

http://www.fdlp.gov/webclaimform. Calls to 

the fax claims number, 202-512-1429, will 

not be processed after September 30. 

Microfiche claims should continue to be 

faxed to the appropriate microfiche 

contractor, and USGS map claims should 

continue to be faxed to the USGS. For 

contact information, see Claims on the FDLP 

Desktop: 

http://www.fdlp.gov/collections/claims/147-

claims. 

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AN-v30-n07-08-08/15/09 

Share Your Ideas on Disposal of 

Depository Documents 

During the data gathering phase of the 

report on regional conditions, discussions 

at recent strategic planning sessions at the 

Depository Library Council meeting, and 

the latest meeting of regional depository 

library coordinators, many in the 

depository library community expressed 

concern over the processes in place for 

the disposition of depository materials. 

The Depository Library Council, at its 

spring 2009 meeting, recommended that 

GPO report at the fall 2009 meeting on 

best practices for streamlining the 

disposal process. 

GPO seeks your opinions on the issues 

surrounding discard procedures, your 

suggestions for improving them, and your 

ideas for automating the process. 

Participate in the discourse through the 

FDLP Community Web site. 

A GPO forum has been established to 

discuss improving and streamlining the 

disposition of depository materials. If you 

are not already registered, please register 

to use FDLP Community at 

<http://community.fdlp.gov/register.html

>, join the discussion, and share ideas. To 

link directly to the Disposition of 

Depository Library Materials Forum, 

follow this link: 

<http://community.fdlp.gov/forum/index.

php?f=56&rb_v=viewforum>. 

GPO Discussion Area Created on FDLP 

Community Site 

The FDLP Community site, available 

since October 2008, provides a location 

where depository library staff can meet, 

collaborate, share ideas, ask questions, 

create discussion groups, and much more. 

As part of GPO's commitment to 

improving the Federal Depository Library 

Program (FDLP), GPO will start using 

the forum piece of the FDLP Community 

site for interactive discussions on various 

aspects of the FDLP. We will begin with 

a forum on the discard and Needs & 

Offers processes. GPO's participation in 

the Community forum will be limited to 

categories that reside under the "GPO 

Discussion" section. GPO staff will 

continue their practice of not responding 

to posts in the FDLP Discussion or 

Community Groups sections. 

In order to participate in these 

discussions, you must have an account on 

the FDLP Community site. To register, go 

to 

<http://community.fdlp.gov/register.html

>. Instructions for using various aspects 

of the forum can be found at 

<http://community.fdlp.gov/forum/faq>. 

We look forward to using these dynamic 

tools to interact with you. 

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AN-v30-n07-08-08/15/09 

FDLP on the Go Inaugurated on the Desktop 

The U.S. Government Printing Office is 

constantly on the go as we work to 

improve the Federal Depository Library 

Program (FDLP) and to communicate 

with you about the Program. FDLP on the 

Go, a new set of pages on the FDLP 

Desktop, features upcoming and recent 

Library Services and Content 

Management (LSCM) visits to libraries 

and gives you more information about 

how to request LSCM participation at 

your library. We encourage you to take a 

look, and we look forward to seeing you 

as we're on the road! 

FDLP on the Go is at 

<http://www.fdlp.gov/outreach/events/45

0-fdlp-on-the-go>. 

Digitizing Federal Publications? 

In order to increase access to and 

awareness of digitized Federal 

publications, GPO wants to hear about 

your library's digitization activities. Share 

information about digitization projects 

underway at your library or about any 

ideas your library may have for a 

digitization project. More information on 

how to participate in this important 

activity is available on the FDLP Desktop 

at 

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

/article/19-general/440>. 

Depository Library Spotlights 

for July and August, 2009 

In continuation with GPO's commitment 

to promote the innovative services and 

other work depository libraries are 

performing for their users, we are pleased 

to announce the Depository Library 

Spotlight for the month of July 2009 is 

the Johnson County Library. Located in 

Overland Park, Kansas, Johnson County 

Library is the first public library in the 

Spotlight. The spotlighted library for 

August is the Purdue University Library 

in West Lafayette, Indiana. 

Visit the Depository Library Spotlight on 

the FDLP Desktop at 

http://www.fdlp.gov/outreach/spotlight. 

By spotlighting the expert services and 

contributions of our depositories, we 

share in the strengths and innovations of 

our partners and help promote the 

essential American service that is the 

Federal Depository Library Program. 

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AN-v30-n07-08-08/15/09 

Interagency Depository Seminar 

Proceedings Posted 

The 22nd Annual Interagency Depository 

Seminar was held in Washington, DC, on 

July 20-24, 2009. Representatives from a 

variety of Federal agencies presented an 

overview of their information products 

and services as they related to Federal 

depository libraries. 

32 Federal government speakers, 

including GPO staff, conducted the 

seminar for the 36 attendees from the 

Federal Depository Library community. 

Five full days of intense classroom 

presentations, many with hands on 

interaction, alternated with several tours, 

including the Library of Congress, the 

Copyright office, and GPO. The GPO 

tour included the depository distribution 

area’s lighted bins, where depository 

material is gathered and mailed, as well as 

the printing and binding areas. 

The agencies listed below have given us 

permission to share their presentations 

with the Depository community via the 

FDLP Desktop. Find the files at 

http://www.fdlp.gov/component/docman/

cat_view/177-outreach/97-events/98-

interagency-depository-seminar/187-

2009.

• U.S. Census 

• National Technical Information 

Service 

• NARA – Office of the Federal 

Register 

• General Services Administration 

• Commerce/STAT-USA 

• National Agricultural Library 

• National Library of 

Education/ERIC 

Clarification on Microfiche 

Shipping List Dates 

Until further notice from LSCM, please 

allow six weeks from the date on 

microfiche shipping lists for receipt of the 

microfiche in the library. 

In the interest of improving customer 

service, LSCM has been posting 

microfiche shipping lists in a timely 

manner to the Federal Bulletin Board, and 

providing them for posting on Documents 

Data Miner 2. It has come to our attention 

recently that some microfiche shipping 

lists have been posted prematurely with 

an unintentionally misleading 

ship/delivery date, causing an increase in 

claims and subsequent offering of 

duplicate microfiche. 

Unlike shipping lists for tangible 

publications (Paper, Separates, and 

Electronic), the shipping list date on the 

microfiche shipping list is tied to 

contractual time points and reflects the 

contractor pickup date from GPO of the 

publications for conversion to microfiche. 

The conversion process takes twenty 

business days after the pickup date, or 

about thirty calendar days, to complete. 

Receipt of the mailed microfiche by 

selecting libraries can take up to two 

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AN-v30-n07-08-08/15/09 

additional weeks. To demonstrate, the 

titles on shipping list 2009-0225-M, dated 

July 1, 2009, will ship on or around July 

31, and can take up to two weeks to reach 

libraries, around August 15. So please 

allow six weeks from the microfiche 

shipping list date before considering a 

shipment late and submitting a claim. 

Please remember to send microfiche 

claims to the vendor listed on the 

shipping list. GPO does not have the 

ability to fill microfiche claims. 

Claims will continue to be filled for 

shipping lists that have been shipped out 

to libraries, based on the information 

given above. 

We are reviewing our processes to 

address this issue, and will keep the 

community informed of changes. 

Change in LSCM Cataloging Practice for 

Electronic Resource Monographs 

Library Technical Information Services 

(LTIS), Bibliographic Control 

(Cataloging) staff is making a change to 

cataloging practice effective August 1, 

2009. The Program for Cooperative 

Cataloging (PCC), Bibliographic 

Cooperative (BIBCO) has recently 

modified its cataloging practice for 

electronic resource monographs. LTIS 

has evaluated the change in practice and 

has decided to adopt the BIBCO 

requirements for cataloging following the 

provider-neutral model. LTIS will be 

applying this cataloging practice to all 

electronic resource monographs cataloged 

beginning on Monday, August 3, 2009. 

LTIS staff will not be modifying older 

records in the Catalog of U.S. 

Government Publications (CGP) 

<http://catalog.gpo.gov/>, only modifying 

existing records found in the OCLC 

database that will be added to the CGP. 

This change supersedes GPO guidance on 

"Cataloging Digital Reproductions" 

issued on issued on May 20, 2009 

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

/article/16-cataloging/415>. This 

information on the FDLP Desktop will be 

revised to reflect the change in practice. 

The BIBCO policy is available for review 

at: 

<http://www.loc.gov/catdir/pcc/bibco/PNFinal-Report.pdf>. 

The BIBCO documentation identifies the 

specific MARC fields that will be 

changed or modified. For an example of a 

cataloging record cataloged under the 

new practice, see CGP system number 

000648752 (Use expert search, 

sys=000648752). 

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AN-v30-n07-08-08/15/09 

Administrative Notes to Cease Publication 

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. 

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, 8:00 a.m. - 5:30 p.m., EST. 

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AN-v30-n07-08-08/15/09 

Table of Contents 

Public Printer Names Five New Depository Library Council Members ...................................... 1 

Claims Fax Number for GPO Distribution to Be Discontinued ................................................... 2 

Share Your Ideas on Disposal of Depository Documents ............................................................ 3 

GPO Discussion Area Created on FDLP Community Site........................................................... 3 

FDLP on the Go Inaugurated on the Desktop............................................................................... 4 

Digitizing Federal Publications?................................................................................................... 4 

Depository Library Spotlights for July and August, 2009............................................................ 4 

Interagency Depository Seminar Proceedings Posted .................................................................. 5 

Clarification on Microfiche Shipping List Dates.......................................................................... 5 

Change in LSCM Cataloging Practice for Electronic Resource Monographs.............................. 6 

Administrative Notes to Cease Publication .................................................................................. 7 

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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