ADMINISTRATIVE NOTES

Newsletter of the Federal Depository Library Program

Vol. 16, no. 09 GP 3.16/3-2:16/09 July 15, 1995

New Letterheads Available to Depositories for Publicity

Federal Depository Library Program

News Release US. Government Information... ELECTRONICALLY

SuDocs' Advertising and Promotion Branch (formerly Office of Marketing) has

developed a depository library news release letterhead that incorporates both the traditional

and electronic depository library logos. We will ship initial quantities of 250/500 to those

libraries interested in using it for local media relations outreach.

We also can provide a camera-ready master of the letterhead for local reproduction.

Please fax Vicki Barber at 202-512-1656 to request an initial 250 or 500 copies of the

letterhead and/or a camera-ready master.

The newly revised PSA (public service announcements) are currently being printed.

They will be placed in outgoing depository library shipments upon receipt.

The scanned Depository Logo is also being prepared. The 3 Vi" diskette includes the

main logo you currently use and the new electronic logo. This diskette will be placed in

outgoing depository library shipments upon receipt as well.

And if you would like some assistance with developing a local media outreach strategy,

call Kathryn McConnell in Advertising and Promotion at 202-512-1710.

Thank you for an overwhelming response to the new Depository Library Promotional

Materials Order Form. We've received over 500 requests for promotional materials. Due to the increase in volume of the orders, please allow 6-8 weeks for receipt of your order.

If you have any questions regarding these announcements, please contact Vicki Barber on

202-512-1712.
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Act Now to Kill Virus on 0PM Disk!

The Library Programs Service has learned that the disk enclosed with the Handbook for

Attorneys on Court-Ordered Retirement, Health Benefits, and Life Insurance Under the Civil

Service Retirement System, [RI 38-116, Revised January 1995] contains the computer virus

BUPTBOOT. The virus is a boot sector virus and is supposed to be rather innocuous.

However, like all computer viruses, it should be taken seriously.

Recommended Actions to Take

The Office of Personnel Management recommends you take one of the following actions:

* Download the files on the disk from OPM Mainstreet. OPM Mainstreet is a computer

bulletin board operated by the U.S. Office of Personnel Management. Anyone may use the

bulletin board free of charge. The telephone number is 202-206-4800. The files may be

downloaded from the Retirement and Insurance Service forum. You will receive information on how to download the files when you select the forum.

or

* Use virus detction software that identifies the virus on the disk and cleans the disk.

Descriptive information on this publication is as follows:

Title SuDocs # Shipping list # Shipping

list date

Item

A Handbook for

Attorneys on CourtOrdered Retirement...

PM 1.8AT 8/

995

95-011 0-P 3/27/95 0296-B

Both LPS and the Personnel Management Office regret any inconvenience resulting from

the shipment of this publication.
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[The following Updates were presented on June 24 at the ALA annual meeting in Chicago.]

Depository Administration Branch Update

Depository Shipping List Numbering

Effective October 1, 1995, the numbers for the Depository Shipping Lists will follow the

fiscal year. New sequential numbers starting 0001 will follow the 2-digit designation for the

fiscal year. In the past, the change in numbering sequence did not begin until the new

calendar year. A change in the symbol for the separates shipping list will also be

implemented at this time. Separates will follow the already established pattern of using the

initial at the end of the number, thus, 96-000 1-S will be used after October 1 for the first separates shipping list of the new fiscal year. These changes are being made in preparation

for producing the shipping lists via the automated acquisitions and classification system

(ACSIS).

Annual Selection Update Cycle

Remember, the Annual Selection Update Cycle ends July 5, 1995. The GPO Form 3495

(the Green Cards), must be received before this date. Do not fax the cards in. We retain the

originals to verify and clarify if problems arise. Please be sure to fill out the library number

and address, and double check to be sure the card is signed before sending it out. We

receive many cards with illegible library numbers, no addresses and unreadable signatures.

The requests on these cards cannot be entered into the DDIS system.

Anonymous Inquiries

When sending email, fax requests, or inquiries using GPO Form 3794, please include the

name of the person making the request, the depository number and address, and the telephone

number. We often receive inquiries with only the return e-mail address, or the general name

of the institution.

"

Second Claims

When submitting a second request for a claim, please do not use the shipping list method. Use the GPO Inquiry Form (Form 3794) for the second claim. Claims staff have

begun noticing libraries submitting a claim and then two days latter submitting a second

claim. This can result in two claims copies being sent to the library and another library not

being able to have a claim filled because the claims copies are exhausted.

FBIS and JPRS

Libraries should begin receiving the FBIS. The JPRS titles are being scaled back, with

agency intention to fold the remaining titles in with the FBIS titles. A notice advising the

libraries of these changes will be in an upcoming edition of Administrative Notes. Because

of copyright limitations, the agency has requested the libraries to not allow reproduction of

these resources via photocopy machines or printers. At present, the copyright restrictions

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and the inclusion of classified material on the CD-ROM has prevented the inclusion of the

CD-ROM format for distribution through the Program.

New Publications of the U.S. Geological Survey

Libraries should again be receiving the microfiche titles from the New Publications of the

U.S. Geological Survey. Thanks to those who notified us of the problem. These

publications should be coming into the libraries again next month.

Electronic Version of the List of Classes

The electronic version of the List of Classes continues to be updated on a monthly basis.

It is in ASCII format and is located on the Federal Bulletin Board. We hope to have it also

loaded in a DBF format sometime later this summer.

Surveys

There will be a survey out soon for the Digital Raster Graphics CDs from USGS. The

digital raster graphic is a scanned image of a USGS topographic map. USGS anticipates

producing 900 discs for this series, which will begin with the l:24,000-scale, 7.5-minute

quadrangles. We are going to assign item numbers for each state and libraries will be able to choose the states they need. As with the DOQs, regionals will be allowed to select those

areas for which they will receive discs. This series will have viewing software on the CDROM, but a commercial GIS package will be needed to make extensive use of these discs.

USGS has no plans at present to discontinue the distribution of the paper 7.5-minute

quadrangles.

Please remember when responding to a survey, it must be faxed to the numbers listed on

the survey. Do not attach or write notes on the survey form, as the software package cannot

correctly interpret the responses when this is done. The final day for receipt of the survey is binding. If you have problems responding to the survey because of machine incompatibility,

etc., please call Robin Haun-Mohamed at (202) 512-1071 or contact staff in the Shipment

Control and Administration Group at (202) 512-1082.

Missing Shipping Lists Faxed on Demand

LPS is completing a program to provide libraries on-demand copies of missing shipping

lists via a fax system. It is now being tested and we hope to open it to all in July.

Microfiche Contracts

Please continue to advise us of problems you are encountering with the full-service

microfiche contracts. You can contact Nick Ellis at (202) 512-1061 or send a message via

fax at (202) 512-1636 or email: < lpsmail@access.digex.net > .

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Cataloging Branch Update

Organizational Objectives

1) Timely and quality cataloging of receipts:

Our reviews indicate that titles published in paper and CD-ROM are cataloged within

approximately two days of receipt. Most titles distributed in microfiche are cataloged within

approximately 10 to 15 workdays of receipt. As a result of these efforts, more than 90% of our cataloging is original.

2) High hourly and annual production of cataloging records:

Our reviews indicate that catalogers maintain an average hourly production of

approximately 1.9 full level records per hour. High individual production results in high

annual production of cataloging records with low cataloging costs of approximately $21 per

record. If spread among approximately 1400 depository libraries, this already low cost

would approximate 2 cents per record.

3) Continued reduction in the cataloging backlog:

In FY 1992 our cataloging backlog approximated 20,000 titles. As of several days ago, our backlog was approximately 5.200 titles. A sustained increase in production of cataloging

records and a slight decline in receipts during this three year period account for this backlog

reduction.

Approximately 65% of this backlog consists of NASA microfiche. This March, we

implemented our proposal to enter NASA Thesaurus terms taken from appropriate NASA

RECON records into equivalent MOCAT records. As expected, entry of NASA terms in

preference to assignment of LCSH to NASA microfiche has increased production from

approximately 2 records per hour to approximately 2.8 records per hour. To date, we have

produced approximately 4,100 NASA records using these new procedures.

As of June 15, 1995, the cataloging backlog approximated 5,200 titles. Fiscal Year to date production approximates 23,000 records.

4) Increased dissemination of cataloging records, improved access to records, and

decreased costs of dissemination:

Several initiatives are being undertaken to achieve these objectives. Our World Wide

Web application for the Monthly Catalog will allow users to search an online MOCAT

containing cumulated records from January 1994 to the present, or to within one day after

production in OCLC. This application converts the Monthly Catalog into a "daily catalog" of

United States Government Publications . With the exception of recently produced records, all other records will have been edited. With a linkage to a locator function, users will be able

to select nearby depositories with holdings that correspond to searchable records.

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The Locator MOCAT will be complemented by the CD-ROM edition of Monthly

Catalog of United States Government Publications . We expect to publish a monthly edition

with monthly cumulations from January through December of each year. We have produced

several prototypes and are managing this project as top priority.

• Initiatives to increase the number and speed of disseminating searchable records directly

from LPS should enable us to eliminate the microfiche edition of MOCAT and reduce costs

of publishing the paper edition by revising it from its current size to a much smaller product.

A reduced cost edition would be a useful ready reference adjunct to complete records

available electronically. Much of the approximately $500,000 per annum spent on the

microfiche and current paper edition would pay for the CD edition.

5) Initiatives to establish bibliographic control of, and access to, information published

via Federal Internet sites:

Our Pathway project has moved from theory to the recent development and

demonstration of a prototype application. Among other features, this application identifies

and associates substantive informational content available at Federal Internet sites with

searchable subject headings. Using the three headings developed so far, clicking a subject

heading brings users to annotations that describe and evaluate substantive information

available at selected sites. A hot key brings the user from the abstract to the site itself. This

is the first of several initiatives associated with the Internet.

Cataloging Branch personnel will maintain products and services as they move from

concept to reality. We look forward to involvement with the Internet and welcome

suggestions. Comments may be directed to:

Thomas A. Downing

Chief, Cataloging Branch

(202) 512-1121

catlps@access.digex.net
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Depository Services Update

Outreach:

The 5th annual Federal Depository Conference will be held from April 15-18, 1996 in

the Washington metro area. The format for the 4th Conference received positive evaluations

from participants. Simultaneous sessions from Federal agencies, an expanded "new

documents librarians" focus session, agency exhibits, more choices, etc., will be scheduled.

Plan now to attend!

The 9th annual Interagency Depository Seminar is planned for May 29-June 5, 1996 in

Washington. "New" documents staff (3 years or less experience in this field) are the target

audience for the program. Sessions are conducted by GPO, Bureau of the Census, Office of

the Federal Register, Bureau of Labor Statistics, Patent and Trademark Office, and more

agencies to be announced.

Publications:

A new Designation Handbook for Federal Depository Libraries was printed and

distributed to all depositories. Its intended audience is library administrators seeking

depository status and Federal Government officials involved in the designating process.

The Proceedings of the 4th Annual Federal Depository Conference will be distributed to

all depositories in late summer.

Personnel:

In February and April respectively, Depository Services gained two new depository

library inspectors: Carole Callard and Gail Snider. They have undergone training and have

begun solo inspection trips.

Inspection Activities:

A second revision to the pre-inspection self-study will be distributed for comment in midsummer. A number of recently inspected libraries voluntarily completed the self-study and

provided useful feedback.

Libraries, which were last inspected in 1988 and 1989, are tentatively scheduled for

inspection during the remainder of 1995 and early 1996 in the following states: Arizona,

Arkansas, California, Connecticut, Indiana, Iowa, Maryland, New York, and Texas.

Inspectors will contact depository librarians by telephone approximately 6 weeks in advance

to confirm a date for the compliance review.

The 1995 Biennial Survey of Depository Libraries will be distributed in the Fall. The

answer form will be faxed back to allow speedier tabulation of the data.

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Staff are working with a subcommittee of the Depository Library Council to revise the

nearly 20-year old Guidelines for the Depository Library System . A subcommittee report

will be presented at the Fall 1995 Council meeting in Memphis.

Recently updated depository directory information has been uploaded to the Federal

Bulletin Board. This data is used for GPO's World Wide Web site, depository shipments,

and on U.S. Fax Watch [202-512-1716] where patrons can obtain a list of depository library

locations of depositories sorted by telephone area code.

For more information, contact:

Sheila McGarr

(202) 512-1119

inspect@access . digex . net

Documents Sales Service Request for Comments

Publications Reference File on Microfiche

Background

For more than twenty years, the Documents Sales Service has been distributing

microfiche copies of the Publication Reference File (PRF) to Federal Depository Libraries.

These microfiche copies are made from COM fiche. The contractor supplied COM fiche are created from the GPO's mainframe computer's MARC tapes.

Depository libraries have benefited from receiving the PRF in microfiche format. This

format has allowed GPO to supply depositories with large amounts of Documents Sales

information within a few weeks of its generation.

There are currently three microfiche versions of the PRF that are distributed to Federal

Depositories: 1. PRF New Sales Titles, distributed bi-monthly; 2. Full PRF, distributed

bi-monthly; 3. PRF Weekly, distributed to Regional Libraries.

GPO's Bibliographic Systems Branch is updating Documents Sales Service's sales tools.

Part of this effort includes exploring the possibility of replacing one or more of the

microfiche versions of PRF with an electronic version of the PRF. Available technology

would allow GPO to provide upgraded and more timely PRF information at lower costs to depository libraries.

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Proposal

If PRF information were made available from GPO via internet, the weekly

dissemination of the microfiche PRF to Regional Libraries could be eliminated. It might also

be possible to eliminate one or both of the bi-monthly versions of the PRF that are sent to all depository libraries. As all depository libraries will eventually be required to have internet

accessibility, the dissemination of the PRF via internet should not prove a hardship to any

depository library.

If this proposal were adopted, GPO's customers would realize many benefits.

Significantly greater resources could be concentrated on producing more extensive

annotations of sales records.

Comments

Your opinion is important to us. If you have any comments or suggestions concerning

this proposal, please contact: Chief, Bibliographic Systems, U.S. Government Printing Office

(SSMB), Washington, DC 20401. E-mail: Bybsys@access.digex.net

Readers Exchange

Selection Update Procedures at University of Pittsburgh's Hanley Library

Rosanne O'Hanesian, Government Documents Librarian, provides the selection update

procedures in place at the Hanley Library at the University of Pittsburgh in Bradford,

Pennsylvania.

Selection Update

Selection update is a continuous yearly process ending in May when selections and

deletions are sent to GPO and beginning again in June for the upcoming year. At present,

Hanley Library selects about 43 % of the Suggested Core Collections: Small Academic

Library .

As stated in its Collection Development Policy for Government Documents, Hanley

Library bases its selection of government documents upon the current and anticipated needs

of its patrons.

The steps taken to accomplish this are:

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1 . Considering the research needs of faculty (see Faculty Development grants and ILL

requests) and students (see list of majors from Admissions Office and Comp. II Research Topics lists).

2. Consulting the college catalog for programs offered.

3. Reviewing Educational Policies Committee (EPC) minutes for additions and changes

to existing courses and the addition of new ones.

4. Seeking input from the Director of the Bradford Area Public Library as to the

information needs of the local community.

5. Receiving input about the information needs of faculty from the other Hanley

Librarians who are working with designated academic disciplines on collection

development.

6. Reviewing ILL requests for documents in order to identify gaps in the collection.

7. Noting possible documents to be selected as reviewed in BOOKLIST and LIBRARY

JOURNAL'S yearly NOTABLE GOVERNMENT DOCUMENTS feature.

8 Reviewing the List of Classes . Subject Bibliographies , and Monthly Catalog .

9. Continuing review of Using Government Information Sources: Print and Electronic

by Jean L. Sears and Marilyn K. Moody. (This selection tool was recently added to the selection update procedures. The documents in each subject area chapter are marked "Y" or "N" according to whether or not they have been selected previously

by the library. This is determined by checking against the selection printout.

Faculty members in the appropriate disciplines are then asked to review the chapters

and indicate whether additions or deletions of documents should be made. The

descriptions of the government documents under DISCUSSION in each chapter are most helpful. They provided needed information and clarification for titles in the

List of Classes , thereby preventing selection errors. This portion of the selection

update procedures will be ongoing until all 54 chapters in the book have been

covered.)

10. Checking possible additions against the DELETED and NON-SELECTED card file drawers to determine whether they have been considered in the past.

1 1 . Checking possible additions on NOTIS in an effort to determine subject content.

12. Examining weekly documents shipments to determine whether selections made are appropriate or whether they should be considered for deletion.

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Introducing

The Superintendent of Documents'

Home Page on the GPO Web Site

The Pathway to Government

Information

Information For Sale From the Superintendent of

Documents (SuDocs)—Purchase books,

periodicals, and electronic information products.

Identify and order information for sale by the GPO;

view and download Subject Bibliographies, the CD-ROM list or the current Subscription Catalog.

Locate U.S. Government Bookstores, including

addresses, telephone numbers and local maps. GPO On-Demand Delivery Services

View or download Adobe Acrobat files from selected CD-ROMs and the GPO Access databases, such as:

67?Z.:http://w ww.access, gpo.gov/su_docs/

Initial Web applications cover four areas:

GPO Access On-line Services—Search the Federal

Register, Congressional Record and other on-line databases; link to Federal Depository Libraries offering free public access; find libraries offering

free on site access.

GPO Access Federal Locator Services

Identify

and locate Federal Government publications,

subscriptions and electronic resources on topics of

interest, including:

Find Federal depository libraries by state or

area code.

Search the Monthly Catalog or the DOE

Bibliographic Reports database for publications distributed to depository libraries.

Identify and link to selected Federal internet sites with information on business, cancer and solar energy; search indexes to locate individual pages on

these Web sites.

Connect to the Consumer Information Catalog for

free and low cost Federal in formal ion

The Budget of the United States (FY 1996)

and The Economic Report of the President

Country Studies and Selected Foreign Affairs Documents from the State Department

Current Daily Digest of the Senate and

House of Representatives from the Congressional Record.

Current table of contents of the Federal Register

Connect to The Federal Bulletin Board to obtain

free and low cost information on demand from over 25 Federal agencies and organizations.

These services represent our initial Web

applications. For additional information,

contact:

Electronic information Dissemination (EIDS)

U.S. Government Printing Office; MS: SDL

Washington, DC 20401

Phone. (202) 512-1530

Fax. (202) 512-1262

Internet E-mail.

help@eids05.eids.gpo.gov

Fax-On-Demand. (202) 512-1716

M'/HF. http://www.access.gpo.gov/su_docs/ i

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Table of Contents

New Letterheads Available to Depositories for Publicity 1 Act Now to Kill Virus on OPM Disk! 2

Depository Administration Branch Update, 6/95 . , 3

Cataloging Branch Update, 6/95 5

Depository Services Update, 6/95 7

Documents Sales Service Request for Comments 8

Readers Exchange: Selection Update Procedures 9

Introducing the Superintendent of Documents' Home Page on the GPO Web Site 11

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

U.S. Government Printing Office

Library Programs Service, SLLD

Washington, D.C. 20401

Editor: Marian W. MacGilvray (202) 512-1130

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