Our favorite reference tool, the

"Monthly Catalog," with us since

1895, received a facelift in 1973 when

its standard green cover was enlivened

with cheerful color changes planned

for each new year. Now, in 1974, we

are in the midst of automating the

preparation of the Catalog witli the

most advantageous changes since the

addition of the index entry numbers

September 1974. _J <Our Library stafTs first cautious

etteps into this new field show in the

slender catalogs of the past months.

Gradually the cataloger-indexers, editors and data processors have become

familiar with the requirements of and

possibilities inherent in the use of

computers. An immediate improvement was the division of the index into

subject, personal author and title files. The usefulness of divided catalogs

have long been apparent to librarians.- At the start, the copy was set on lino- type from computer printouts necessitating proof reading, re-entry for cor- rections, physical copy marking for the printers, and other time consuming procedures that seemed even

{continued on page 2)

1

News Notes

We are in the process of filling

three new positions for professional

librarians which have been estab- lished in the Documents area. One li- brarian will maintain constant contact with libraries and library associations

served by Documents to advise them

on Government Printing Office proce- dures to eliminate problems in the

program. He will solve urgent problems that arise with depository librarians, and attend meetings and workshops concerned with the work of the

Office of the Superintendent of Documents. The other two positions are for

depository library inspectors who will

be inspecting libraries throughout the

country, ofiFering suggestions and help

with individual problems.

We are developing a training pro- gram for checkers in the sales pro- gram. Checkers verify the orders after they have been filled to insure that

publications being mailed are the cor- rect ones, and that the order is complete. A new "Checkers' Manual" is being prepared, and a 5-day training

session will be conducted.

(continued on page 3)

New Headquarters for Library and Depository Services More About The

On September 1, the receipt of the

key to a new buihiing in Alexandria.

Va., signified the first step in actualization of plans to relocate the Library

and Statutory Distribution Service.

Now that we have the key to our new

home, we are moving in gradually.

Some of the depository shipments

are presently being sent from Alexandria. Soon we hope to be completely

installed in our new location. In the

meantime, we'll be in touch and our

mailing address will not change.

The Depository Program, the Li- brary Di\'ision, and the Monthly Cata- log operations have been growing at the old location on North Capitol

Street since 1895. Our work has in- creased as the volume of Government

publications has increased and as we

try to respond to new interest in and

demand for these documents. There

just wasn't any more room for us to expand. Working conditions were be- coming increasingly cramped. For in- stance, the Depository ^Mailing Unit was servicing over 1100 libraries in the same amount of space it had when

there were 600 libraries.

In the new building, we shall have

20.000 square feet of warehouse space,

all of it immediately accessible. In the

past, many publications had to be

stored in places far removed from the

depository mailing section. Floor space for the Library Division, where your "Monthly Catalog,"

"Numerical Lists and Schedule of

Volumes," "Classified List of Publications Available for Selection by Depository Libraries," and "Daily Depository Shipping List" are prepared,

will be increased from 4.000 to 7.000

square feet. We expect to put a few new employees into the extra space to help us get our work done faster A tremendous amount of work and

planning is necessary to move and to reconstruct all our functions in an- other place. These functions have

been going on for a long time at the

old place. We may have a few pangs, and we may lose a little moss gathered

over the years. We think it's worthwhile. We expect to gain a new out- look, and hope to be able to serve you

better. If, during this transition period, things seem to get worse before

they get better, please be patient.

"Monthly Catalog"

{continued from page 1

)

slower after the speed of computerized

copy preparation.

Now a further step is planned. In

the near future the texts and indexes,

proofed at the time of insertion, will

be produced by a photocomposition

system using the GPO Linotron, a tape-driven photo-typesetting machine

to be used in the automatic composition of material which is stored in a machine-readable computer data base. The great advantage that this elec- tronic composing system offers is to make possible the reproduction of data stored in a computer, or on computer readable discs or tapes, by re- setting it in graphic arts quality at a reasonable cost and much greater

speed, and reducing the bulk or number of pages to be printed.

All in all, with its divided index and

future increase in speed, the Catalog is well on its way into the use of technological developments to expand and

improve its usefulness. You, the users, should have an active part in that usefulness, and we hope you will have, by

expressing yourselves.

BROADENING

THE SCOPE

Each month the Public Documents

Library receives many requests from

librarians for the classification numbers of publications that they were unable to find in the Monthly Catalog.

When our search for the publication

confirms this omission in the Catalog,

the natural question that arises is "Why was it never entered?"

While the Monthly Catalog should

be the comprehensive listing of all Government publications and should

^^be the medium by which the public

^p/can locate Government materials on

all subjects, the Library can catalog

only those publications which it re- ceives. There is no dilTiculty in obtaining publications that are printed or

sold by the GPO, but we do experi- ence some difficulty in obtaining

non-GPO produced publications. We

do make requests for individual publications when we become aware of a specific title that we should have and we do notify the agencies when we

have not received issues of a certain

series title that has been regularly re- ceived in the past. We generally rely

upon the individual agency to furnish us with all of their material. Because

our expectations were not always met

in the past. Circular Letter no. 105, was sent to the Printing and Publishing Officials of the Federal Government, reminding them that according

to Title 44, Sec. 1710 of the United

States Code. Government departments

are required to furnish the Superintendent of Documents with one copy

of each publication issued bv them ex- clusive of those of a purely administrative or confidential nature. Greater compliance with this law in the fu- ture, will enable us to broaden the

scope of the Monthy Catalog by making more publications available to us

for cataloging.

Frequently, libraries send us Xerox copies of title pages or covers

of books that they received from the

agency, and which they would like to have cataloged and entered in the

Monthly Catalog. We can provide

class numbers for these publications

but they sometimes prove to be incorrect since information may be missing

from the title page or cover which

would be needed to make a more ac- curate classification, e.g. a more complete title, additional subordinate

bureaus, dates, edition information.

This possible inaccuracv and our obvious inability to catalog without a complete book, makes it infeasible for us to enter these publications in the

Monthly Cataloc. When a librarv can

give us the hardcopy of a publication

for our permanent collection, it helps

us to improve our service since we can then classify and catalog accurately

and completely and place the entrv in

the Monthy Catalog for public knowledge for all. Xerox copies of the

complete book can fulfill the same

function but they create difficulties in

correctly counting the book's pagination. Throuah the increased cooperation

of the Federal agencies and the li- braries, it is our hope that we can make the Monthly Catalog the comprehensive public record it was meant

to be. _

I

Questions and Answers

About Depository Libraries

and ibe "Montbly Catalog"

Q. Will there be a Regional Depository Library Workshop on the

West Coast similar to the one that

uxis held in New York City last July?

A. We are planing to conduct such a workshop in San Francisco next summer.

Q. What will the neiv mailing address

be when the Library and Deposilory Divisions have moved to Virginia?

Wi.. The mailing address will remain

the same: Library Division, Li- brary and Statutory Distribution

Service, Government Printing Office, Washington, D.C. 20402.

Q. Is a printed list of subject headings used in the "Monthly Catalog"

available? Many librarians would

like to have such a list. A. Our subject authority file consists

of approximately 20.000 2" x 3"

slips, each representing a subject or a reference. We have found this the best method of keeping the list current. Thought has been given to issuing this in printed form, but no

final decision has been made.

Is the "Monthly Catalog" going

to have a numerical index as well

as indexes for subject, author, and

title? This would be very helpful.

This will be decided after we have

perfected our computer program

and input procedures. At the pres- ent time, we are aiming for elec- tronic photocomposition which

will speed up the printing of the

Catalog. After this stage has been

reached, further refinements will

be considered.

Q. Why are some numbers in a scries sent to depository libraries, and

others not sent? A. Sometimes not all issues of a series are printed at the Government

Printing Office. By law. the Government departments issuing the

publications should furnish the

Superintendent of Documents with

enough copies for distribution to depository libraries. We are now

working with the individual agencies to solve this problem.

Q. Why can't Depository Library

claims for missing publications be

filled at the regional bookstores?

Depository libraries and bookstores in the same regional areas

of the United States are likely to have the same subject interests and

requests.

A. The bookstores are operated under

the Superintendent of Documents

sales program while depository

service is operated under depository library appropriation. The

funds for the two programs are not interchangeable. Also, the

bookstores have limited stock, in- ventories of only about 2000 titles.

News Notes

(continued from page I ) Two-hundred employees have taken

a 2-week Analytical Trouble Shooting

(ATS) course. It is designed to teach

employees how to solve problems, by

working logically step-by-step to the

root of the problem, solving the problem, and establisliing procedures to eliminate the cause. Formal instruction in the ATS process is presented

during the first week of training. In

the second week, trainees return to their jobs, and concentrate on problems in their own work areas. This is proving to be of benefit to the Office,

and when the prosram is completed,

300 employees will have received this

training.

Government Printing Office

Depository Library Council of tbe Public Printer

Meeting

The Depository Library Council of the Public Printer will meet at 8:30

a.m. to 5:00 p.m. on October 29 and 30, 1974. Meeting place will be the

Government Printing Office, Hayden Conference Room, located on North

Capitol and H Streets NW., Washington, D.C.

The purpose of this meeting is to discuss the Depository Library

Program.

The meeting will be open to the public. Any member of the public

who wishes to attend shall notify Dr. Ralph McCoy, Chairman, 1902

Chautaugua, Carbondale, Illinois 62901.

General participation by members of the public, or questioning of

Council members or other participants shall be permitted with approval

of the chairman.

Dated: September 27, 1974.

T. F. McCORMICK

Public Printer.

3

Librarians' Information Exchange

1. South Dakota School of Mines and Technolojiy's Devereaux Library increases document use by placing posters on

alored background at ends of rantjes in Government documents area showing basic skeletal structure of dociunents'

lassification as subjects to familiarize users with Governments and to enable them to browse.

For example

GOVERNMENT DOCUMENTS CLASSIFICATION

Agriculture Department Environmental Protection Agency

Al. Secretary's Office EPl. Secretary's Office

A 13. Forest Service EP2. Water Programs Office

A 43. Extension Service EP 3. Solid Waste Management

A 57. Soil Conservation EP4. Air Programs

A 68. Rural Electric Adm. EP 5. Pesticides

A 77. Agricultural Research EP 6. Radiation

A 93. Economic Resej :ch EP7. Technology Transfer

A 98. Food and Nutrition

Treasury Department

Census Bureau

TL General

C3. Census T22. Internal Revenue

C21. Patent OiBce T28. Mint Bureau

C31. Civil Aeronautics

C41. Domestic Commerce Veterans' Administration

C42. International Commerce

C46. Economic Development VA

C47. Travel Service

C56. Census

2. "The Monthly Catalog—What's It All About?" is a slide and tape program prepared by North Dakota State University. More information on the program and its availability may be obtained from Mr. Michael Miller, Instruc- tional Services Librarian, North Dakota State University Library, Fargo, ND 58102.

List of Publications of

Interest to Depository

Librarians and Others

Concerned with Government

Publications

The revised edition of the manual,

"Instructions to Depository Libraries," was distributed to depository li- braries in late September. This was the

first revision in several years and was welcomed by all involved in any way

with depository work. Many suggestions from librarians across the country were incorporated in tiiis edition

which is perforated for use in a standard three-ring binder. It is dejgned to provide guidance regarding

duties and privileges of libraries j.6signated as depositories for United

States Government publications. Additional copies are available from this

Office.

Other publications available from

the Superintendent's Office are: Government Depository Libraries, Present Law Governing Designated Depository Libraries, Revised

April 1974. (Committee Print of the

Joint Committee on Printing.)

Explanation of the Superintendent of Documents Classification Sys- tem.

List of Classes of United States Government Publications Available

for Selection by Depository Libraries,

Revised April 1974. Selected United States Govern-- ment Publications (monthly)

Government Periodicals and Subscription Services. (Price List 36)

Monthly Catalog of United States Government Publications. (S19.35 per

vear)

4

"Public Documents Highlights" is circulated bi-monthly by the Superintendent of Documents, Washington,

D.C. 20402, and is mailed at first class postage rates. "Public Documents

Highlights" is intended primarily for librarians of the Federal Depository

Library Program. Material proposed

for circulation may be submitted to the Editor, Public Documents Highlights, Public Documents Department,

Box 1533, Washington, D.C. 20013.

The Superintendent of Documents,

however, retains the right to accept

such material, to edit it, and to assign

priorities of circulation.

CP 0 66 2- 201(3)