Administrative Notes

Newsletter of the Federal Depository Library Program

Vol. 23, no. 12 GP 3.16/3-2:23/ 12 September 15, 2002

HIGHLIGHTS

Minimum

Technical

Requirements 1

Reconsidering

Depository

Status 2

Microfiche

Claims 2

Needs & Offers:

Ephemera 4

Promotional

Campaign 4

Order 

Promotional

Materials 5

Spring 2003

Council 7

Register for

2002 Depository

Conference 7

2002 Conference/

Council

Agenda 9

Readers

Exchange:

Marketing 14

Readers

Exchange:

Promotion 20

2002 Minimum Technical 

Requirements Effective 1 October

In accordance with the schedule established to regularly increase 

workstation requirements, new minimum technical requirements for 

workstations in Federal depository libraries will go into effect October 1, 

2002. These requirements were originally issued as the "2001 

Recommended Specifications for Public Access Workstations in Federal 

Depository Libraries" in the June 15, 2001 Administrative Notes (v. 22, # 

9).

All Federal depository libraries must meet the minimum technical 

requirements to keep pace with technological change in order to fulfill 

their Title 44 obligation to provide access to Government information 

products. The Library Programs Service (LPS) will continue to issue 

Recommended Specifications for Public Access Workstations in Federal 

Depository Libraries each spring to assist depository library staff in 

planning for new computer purchases.

As another step in the transition to an e-FDLP and in accordance with 

Depository Library Council recommendations from its spring 2000 

meeting, a schedule was established to regularly increase workstation 

requirements. Fifteen months after issuance, recommended specifications 

will become minimum technical requirements. The requirements, the 

recommended specifications, and the schedule are all available from the 

FDLP Desktop at:

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

Any questions about the Minimum Technical Requirements or 

Recommended Specifications should be directed to Cynthia Etkin at 

<cetkin@gpo.gov>.
AN-v23-#12-9/15/02

2

Depository Services Staff Can Help Libraries 

Reconsidering Depository Status

Libraries that are reconsidering depository 

status are encouraged to contact Depository 

Services and their regional depository 

librarian well in advance of any final 

decision. Once the decision has been made to 

drop out of the Federal Depository Library 

Program (FDLP), it often cannot be reversed. 

When contacted early in the decision making 

process, we can often help the library by 

clarifying issues or discussing areas of 

concern that have contributed to the library’s 

review of its depository status. Often these 

perceived insurmountable barriers that will 

force the library to leave the program can be 

overcome.

For example, libraries sometimes feel they 

must leave the program due to a rating of 

noncompliance in one of the categories 

covered in a self-study or on-site inspection. 

Some libraries believe they are not selecting 

enough material to meet minimum standards. 

Other libraries believe that most of the 

Federal Government resources they need are 

available on the Internet, and that a cost 

savings could be realized if depository status 

were dropped.

Most of these issues can be resolved in a way 

that allows the library to continue 

participating in the FDLP. If you have any 

questions about your library’s participation in 

the Program, or wish to discuss issues or 

concerns that you or your library 

administration believe may require the library 

to leave the program, contact staff in 

Depository Services as early as possible at 

(202) 512-1119 or <askLPS@gpo.gov>.

The Depository Services Staff can also help 

libraries with questions about the self-study 

process, upcoming on-site inspections, 

passwords for the different services available 

through the FDLP, and assistance with 

questions dealing with processing of 

depository materials and collection 

maintenance.

New Microfiche Claim Procedure in Effect

Recently problems with claims for microfiche 

from Court Reproduction Services, Inc. 

(CRS) have come to light. Library Programs 

Service staff have worked with the GPO 

contracting officer and CRS to resolve these 

problems. CRS has made changes in its 

claims department that should dramatically 

reduce the incidence of non-receipt of claims.

In the event that future claims are not filled in 

a reasonable time (10 working days), 

depositories should submit a second claim 

marked “2nd request” at the top. This will 

ensure expedited service.

As always, problems with shipments or 

claims should be brought to the attention of 

LPS personnel as soon as possible to prevent 

escalation of a problem. Microfiche concerns 

should be directed to Betty Jones at 

<bjones@GPO.gov>, and problems 

concerning other tangible shipments should 

be directed to James Mauldin at 

<jmauldin@gpo.gov>.
AN-v23-#12-9/15/02

3

A letter to depositories from CRS is 

reproduced below. CRS is sending a copy of 

the letter to all depositories.

Court Reproduction Services, Inc.

Arsenal Business Center Bldg 210-3

P.0. Box 5920 5301 Tacony Street

Philadelphia, Pa 19137

(215) 535-7790 Fax (215) 535-7808

Dear Librarian,

It has come to our attention that some libraries have not received microfiche even after

submitting a claim. We are sorry if this is the case and have altered our claims department to 

hopefully eliminate this error from occurring in the future. Therefore, in the event that you do 

not receive a claim for items not received, please identify a second claim as a 2nd request by 

writing "2nd request" at the top of the claim form. These requests will even receive a higher 

priority than normal claims.

Hopefully this will never occur, but if the need arises, this will expedite the microfiche shipment 

to your library.

Thank you for your cooperation in this matter. If you have any questions or need assistance with 

any outstanding claims, please do not hesitate to contact Mrs. Linda Frazier at 215-535-7790. If 

you prefer, our fax number is 215-535-7808.

Sincerely,

Linda P. Frazier

Vice President of Operations
AN-v23-#12-9/15/02

4

Ephemera on Needs and Offers Lists

Should be Identified

The Needs and Offers List serves a valuable, 

two-fold function: it helps libraries do 

necessary weeding, and it helps depositories 

and other libraries fill gaps in their collections. 

The Needs and Offers List has traditionally 

been used for substantial titles of historical and 

research interest, runs of serials, etc. However, 

it can also be used for more ephemeral 

material, such as Park Service leaflets. It 

would be helpful to the receiving libraries if 

this material were identified in some way, i.e., 

by labeling it as a circular, pamphlet or flyer, 

or giving the number of pages.

Depository libraries should submit lists, or a 

URL that links to a list on their Web site, by email or e-mail attachment, to William (Bill) 

Gordon, the list editor, at 

<william_gordon@mail.und.nodak.edu>. 

Please use "GovDoc Exchange List" as the

subject line. Lists are posted for 90 days, or 

less if the submitting library requests it. Please 

include contact information somewhere either 

at the top or bottom of the list, in addition to 

the e-mail message.

For more information, contact:

Bill Gordon/GovDocs

University of North Dakota

Chester Fritz Library

3051 University Avenue

Grand Forks, ND 58202-9000

701-777-4628

Fax: 701-777-4811

william_gordon@mail.und.nodak.edu

New Campaign to Promote the FDLP

Now Underway

GPO has recently produced a new marketing 

plan featuring the theme “U.S. Government 

Information: Make the Connection at a 

Federal Depository Library.” GPO’s new 

marketing strategy, developed to increase 

awareness of the FDLP among various 

constituencies, is the product of a GPO 

working group led by the Chief of the 

Program Awareness Office, with 

representation from the Library Programs 

Service (LPS) and the Office of Electronic 

Information Dissemination Services (EIDS).

GPO’s efforts, while aimed primarily at the 

various constituenc ies in the library 

community (administrators, reference staff, 

and bibliographers), also reach out to the 

faculty, business, students, government, and 

the general public.

In addition to developing new marketing 

materials for librarians to use, GPO has taken 

an active role in promoting the Federal 

Depository Library Program (FDLP). LPS 

contracted with the North American Precis 

Syndicate (NAPS) to provide information 

about the FDLP to daily and weekly 

newspapers and radio stations across the 

country. One- and two-column filler pieces 

and a radio spot were developed for 

distribution to these media outlets as Public 

Service Announcements. With the campaign 

still in its early stages, the pieces have 

already seen much use by the media with a 

wide-range of audiences.
AN-v23-#12-9/15/02

5

During the first month, the radio spot was 

broadcast at least 188 times on 85 radio 

stations in 40 different states, which 

cumulatively serve 3,280,224 listeners. Of 

those broadcasts, 50% were in the top 50 

markets and include the listening areas of 

New York, Chicago, Philadelphia, Boston, 

Detroit, Atlanta, Seattle, San Antonio, and 

Las Vegas. One hundred and twelve were in 

the top 100 markets. During the same time 

frame, the one-column ad that uses the new 

campaign graphic generated 276 known 

newspaper articles in 20 different states with 

a readership of 10,000,576. This release has 

had 44 placements in the top 50 markets, 220 

in the top 100 markets and 276 in the top 300 

markets.

LPS is interested in knowing if you have seen 

these ads, heard the radio spot, or had patrons 

mention them. Please share this information 

with Cynthia Etkin at cetkin@gpo.gov. The 

text of these ads is available for you to 

download for local use from the FDLP 

Desktop at <http://www.

access.gpo.gov/su_docs/fdlp/pr>.

Order Promotional Materials From the Web!

Now you can order FDLP promotional 

materials through the FDLP Desktop! Need 

depository decals for that new library door? 

Giving a presentation and need FDLP 

folders? Order posters and bookmarks with 

the new campaign theme, “Make the 

Connection at a Federal Depository Library.” 

Other new items include brochures for GPO 

Access, tracking legislation, tracking 

regulations, Ben’s Guide to U.S. Government 

for Kids and a User’s Guide to the U.S. 

Government Online Bookstore. Order online 

now from 

<http://www.access.gpo.gov/su_docs/fdlp/pr/

order.html>.
AN-v23-#12-9/15/02

6
AN-v23-#12-9/15/02

7

Ideas Needed for Spring 2003 Council Program

Volunteers are needed to make presentations 

at the Spring Depository Library Council 

Meeting, being held April 6-9, 2003 in Reno, 

Nevada. The meeting will be held at the 

Peppermill Hotel Casino, 2707 South 

Virginia Street, Reno, NV 89502.

Depository librarians are invited to attend the 

council sessions or any of the programs held 

concurrently. Council members meet to 

discuss issues, while the concurrent programs 

provide updates on Federal agency 

information products, ideas on management 

and promotion of depository libraries, etc.

Sessions are generally 75 to 90 minutes long, 

and briefer presentations may be grouped into 

a single longer session.

LPS is seeking ideas for presentations dealing 

specifically with either Federal information 

resources or ways to improve depository 

collections and services in the libraries.

If you have any ideas, please contact Robin 

Haun-Mohamed, Chief, Depository Services, 

(202) 512-1119 or e-mail <rhaunmohamed@gpo.gov>. The Spring Council 

agenda will be published in the January 2003 

issue of Administrative Notes.

Register Now for the 2002 Federal Depository 

Library Conference and Fall Depository Library 

Council Meeting

All those expecting to participate in the 2002 

Federal Depository Library Conference and 

Fall Depository Library Council meeting 

should be registered with LPS. An easy, 

quick online registration form is available at 

<http://www.access.gpo.gov/su_docs/fdlp/too

ls/02conreg.html>. Alternatively, the form 

below may be faxed or e-mailed.

The meeting hotel is the Holiday Inn Rosslyn 

at Key Bridge, 1900 North Fort Myer Drive, 

Arlington, Virginia 22209. A limited number 

of rooms are available at the $150 (plus tax) 

Government rate, per night. This rate will 

be honored only through September 20, 

2002.

You can make reservations by calling 1-800-

368-3408 or the hotel directly at 703-807-

2000 and mention Code: DLC.

The conference and council meeting will be 

held October 20 through October 23, 2002, in 

Arlington, VA. The Conference is the largest 

gathering in the country designed specifically 

for depository library staff.
AN-v23-#12-9/15/02

8

REGISTRATION FORM

FALL DEPOSITORY LIBRARY COUNCIL MEETING

& FEDERAL DEPOSITORY LIBRARY CONFERENCE

Arlington, VA - October 20-23, 2002

E-Mail or FAX to:

Ms. Robin Haun-Mohamed

Library Programs Service (SLLD)

U.S. Government Printing Office

Washington, DC 20401

Email: rhaun-mohamed@gpo.gov Fax: (202) 512-1432

Name

Institution

Library/Office

Address

City/State/Zip Code

Telephone (include area code) Fax

E-mail Address

GPO will seek to make accommodations for attendees with disabilities. Please specify needs when returning this 

registration. Further, if you have a medical condition, you may want to list someone to contact in case of an 

emergency.

Special Needs

Emergency Contact Name/Phone
AN-v23-#12-9/15/02

9

Agenda

Federal Depository Library Conference

and

Depository Library Council Meeting

Fall 2002

Sunday, October 20

Morning

8:30 Regional Meeting

• John Phillips, Oklahoma State University

• Robin Haun-Mohamed, Library Programs Service (LPS)

10:00 Break

10:20 Regional Meeting

12:00 Lunch

Afternoon

1:30 Regional Meeting

3:00 Adjourn

4:00-5:00 Orientation for first-time attendees

• Cathy Hartman, Council Chair

• Robin Haun-Mohamed, LPS

Evening

7:00-9:00 Depository Library Council Working Session

Monday, October 21

Morning

8:30 Plenary Session

Welcome and Remarks

• Chief, Depository Services, LPS

• Council Chair

• Public Printer

10:00 Break

10:30 Plenary Session

11:30 GPO Question & Answer Session

12:00 Lunch

Afternoon

2:00 Council Working Session
AN-v23-#12-9/15/02

10

2:00 Orientation for New Documents Librarians

• Thomas A. Downing, Cataloging Branch, LPS

• Cornelius Greene, Depository Distribution Division, LPS

• Laurie Hall, Program Analyst, LPS

• Robin Haun-Mohamed, Depository Services, LPS

• Betty Jones, Depository Administration Branch, LPS

• James Mauldin, Depository Distribution Division, LPS

2:00 GPO Access Open Forum

• T.C. Evans, Electronic Information Dissemination Service (EIDS)

2:00 Agency Update

FEMA’s Multihazard Mapping Initiative: HazardMaps.gov

• Dr. Stephanie Hulina, Harvard Design & Mapping Co.

Science.gov

• Gail Hodge, CENDI

2:00 Tour: U.S. Senate Library

2:00 Tour: National Air & Space Museum Library

2:00 Tour: Dibner Library of the History of Science and Technology

3:15 Break

3:30 Council Working Session

3:30 Cataloging Issues: Online Resources

• Thomas A. Downing, LPS

• Jim Noel, MARCIVE, Inc.

• Rebecca Culbertson, University of California, San Diego

3:30 Depository Reference without Walls or Parking

• Joe Aufmuth, University of Florida

• Gayle Christian, Georgia State University

• Linda Johnson, University of New Hampshire

• Sherry Mosley, Florida International University

• Jan Swanbeck, University of Florida

• Megan Waters, Florida International University

3:30 Agency Update

STAT-USA

• Cheryl Brumm, STAT-USA

Census

• Andrea Sevetson, Census Dept.

National Agriculture Statistics Service

5:00 Adjourn
AN-v23-#12-9/15/02

11

Tuesday, October 22

Morning

8:30 Council Working Session

8:30 Public Promotion: Outreach: It Doesn’t Have to Overwhelm You!

• Stephen M. Hayes, University of Notre Dame

GPO Resources Available for Libraries

• Jim Cameron, Promotion & Advertising Branch, GPO

Showcasing Rare, Valuable, and Unusual Documents

• Ann Marie Sanders, Library of Michigan

8:30 Finding Historical Documents on the Web

Technical Reports and Other Treasures

• Tim Byrne, University of Colorado, Boulder

Discovering and Managing Older Online Docs: The University of Denver Experience

• Chris Brown, University of Denver

8:30 Agency Update

Internal Revenue Service

• Greg Carson, IRS

United States Patent and Trademark Office

• Martha Crockett Sneed, USPTO

Social Security Administration

• Margy LaFond, SSA

10:00 Break

10:30 Pursuing the Past: Genealogy Resources in Depository Libraries:

• Carole Callard, Library of Michigan

• Gay Carter, University of Houston—Clear Lake

10:30 CD-ROM Options—Not Dead Yet!

• Amy West, University of Minnesota

• Colleen Parmer, Bowling Green State University

• Karen Nordgren, Emporia State University

10:30 Agency Update

Office of the Federal Register

• Kevin Green, OFR

Business Law—Small Business Administration

• Patricia Cavanaugh, SBA

10:30 Tour: Library Programs Service

12:00 Lunch

Afternoon

2:00 Council Working Session

2:00 U.S. Congressional Serial Set and History:

Publishing the Serial Set

• Aimee Quinn, University of Illinois, Chicago
AN-v23-#12-9/15/02

12

2:00 E-Competencies and Development of Standards

New Jersey Library Association

• Janie L. Hassard Hermann, Princeton Public Library

American Association of Law Libraries

• Timothy L. Coggins, University of Richmond School of Law

ALA-GODORT

• Sherry DeDecker, University of California, Santa Barbara

• Amy West, University of Minnesota

2:00 The Good, the Bad, and the Ugly: When Remote Storage is Your Only Option

• William Sudduth, University of South Carolina, Columbia

• Ann Miller, Duke University

2:00 Tour: U.S. Senate Library

2:00 Tour: Dibner Library of the History of Science and Technology

2:00 Tour: Department of Justice Library

3:15 Break

3:30 Council Working Session

3:30 How to Use Searching Tools

Adobe Acrobat and Searching Techniques

• Leslie Greenberg, GPO

Documents Data Miner 2

• Nan Myers, Wichita State University

3:30 Using Census Data—Local Product Development

• Sharon Morris, Johns Hopkins University

• Michael Furlough, GEOSTAT: Geospatial & Statistical Data Center, University 

of Virginia

3:30 Government Sites for Kids

• Mary Goetzinger, Federal Consumer Information Center

• Jim Veatch, LibraryHQ

• Barbie Selby, University of Virginia, Arthur J. Morris Law Library

• T.C. Evans, EIDS

Evening

7:00 to 9:00 Council Working Session

Wednesday, October 23

Morning

8:30 Council Working Session

8:30 Designing Government Documents Training Programs

Creating Subject Specific Modules for Reference Librarians

• Suhasini Kumar, University of Toledo

Library Instruction: A Peer Tutoring Model

• Kathleen Keating, University of New Mexico
AN-v23-#12-9/15/02

13

8:30 Academic and Public Libraries Working Together

• Mark McCullough, Minnesota State University-Mankato & Traverse des Sioux 

Library System

• Sue Kendall, San Jose State University

8:30 Agency Update

EDPubs

• Judy Craig, Department of Education

Centers for Disease Control and Prevention

• Mamie J. Bell, CDCP

Department of Housing and Urban Development

• Letha Strothers, HUD

10:00 Break

10:30 Council Working Session

10:30 Everything You Wanted to Know About Weeding

Weeding: the Basics

• Kathyrn C. Millis, DePauw University

Weeding in Multi-Library Systems

• Lou Malcomb, Indiana University, Bloomington

10:30 Agency Update

Federal Trade Commission

• Carolyn Shanoff, FTC

Consumer Product Safety Commission

• Elaine Tyrrell, CPSC

Food and Drug Administration

• Nichelle Cherry, FDA

12:00 Lunch

Afternoon

2:00 Plenary Session

3:30 Adjourn
AN-v23-#12-9/15/02

14

Readers Exchange

Marketing the Library

Patrick J. McGuckin

Manager, Library Communications

Illinois State Library

Springfield, IL 62701

Preface

Our libraries engage in numerous activities 

and perform worthwhile services that are of 

interest to and that benefit the community at 

large. Public support for our libraries is 

enhanced when the public is made aware of 

these services and activities.

It is imperative that the library community 

understands how to present their positive 

achievements to the patrons they serve. This 

presentation is designed to educate you about 

easy and effective ways by which you can 

market and promote your library's services to 

patrons and potential users.

Getting Started

Preparing a media list

Most of what the public learns about libraries 

comes from the media--radio, television, 

newspapers and the Internet. Therefore, it's

important for you to know who your local 

media are, and how to make them aware of 

what's going on at your library.

That requires the preparation of a media list. 

The easiest way to find out who your local 

media are is to go to the Yellow pages of 

your telephone directory. Media outlets 

might include some or all of the following:

Commercial television stations

Cable television stations

Radio stations

Daily newspapers

Weekly newspapers

Monthly newspapers

College newspapers

Shoppers

Senior citizen newspapers

African American or other 

ethnic/religious newspapers

Magazines

Wire services

Newsletters

Business/professional publications

For your media list, include the following:

Name of media outlet

Address

City, State, Zip

Contact person (Editor, News Director, 

Assignment Editor, Community Affairs 

Director)

Phone

Fax

E-mail

Webpage (if applicable)

You'll use this media list each time you want 

to notify the media of something newsworthy 

that's happening at your library. It's a good 

idea to update your media list once a year.

Writing A News Release/Media Advisory
AN-v23-#12-9/15/02

15

A news release or media advisory should be a 

document, generally no longer than two 

pages, typed and double-spaced, that informs 

the media of a significant event you want the 

media and the public to know about. It 

should be copied on library letterhead clearly 

identifying it as a news release or media 

advisory. It should list a contact person 

reporters may call for further information. 

When writing a news release or media 

advisory, the first paragraph should sum up 

everything you wish to convey, focusing on: 

WHO, WHAT, WHEN, WHERE, WHY, 

HOW.

Here is a sample media advisory:

FOR IMMEDIATE RELEASE For further information:

May 1,2002 Kathy Smith 217-555-1234

MEDIA ADVISORY

SPRINGFIELD, Illinois--Members of the Springfield Public Library Board will hold a news 

conference on Tuesday, May 21st, 2002 at 10 a.m. to discuss a proposed library expansion 

project. The news conference will be held in the 1st floor Conference Room of the main 

Library at 123 West Main Street.

###

Media advisories should be sent out as far 

ahead of the event as possible. Follow-up 

phone calls should be made the day before 

the event to remind the media of the event 

being held.

SAMPLE NEWS RELEASE

{NEWS RELEASE LETTERHEAD)

FOR IMMEDIATE RELEASE For further information:

May 21,2002 Kathy Smith 217-555-1234

SPRINGFIELD PUBLIC LIBRARY BOARD UNVEILS LIBRARY EXPANSION PROJECT

SPRINGFIELD, Illinois--The Springfield Public Library Board today announced plans to add a 

3,000 square foot addition to its main downtown facility, insisting the new space is badly 

needed to meet the growing demands of library patrons.

Library Board President John Smith said construction would hopefully begin early next year 

on the $1 million addition. Smith said the new addition will include increased space for books 

and periodicals, a large conference room, children's reading room, Internet room with 12 new 

terminals, and an expanded work room for library staff.

"We have clearly outgrown our existing facility, and we desperately need this new addition to 

meet the demands of our ever-growing library population," Smith said. "The main downtown 

facility was constructed in 1947. This will be the first addition made to the structure. We 

have the space for the expansion at the eastern end of the building. Most importantly, we 

can pay for the expansion with existing funds and a grant from the Illinois State Library's Live 
AN-v23-#12-9/15/02

16

and Learn Construction Grant program. Taxpayers will not be asked to pay increased 

property taxes for this improvement.

"This new addition will allow us to meet the ever-changing educational and entertainment 

needs of patrons as we move into the 21st century."

LIBRARY add 1

Smith said the Library will provide $750,000 of the cost of expansion, and the state of Illinois 

will provide $250,000. Becker and Gair Associates, a Springfield architectural firm, has been 

hired to design the addition. Smith said he hopes construction on the new addition will be 

completed by October, 2003.

###

Preparing For A News Conference

You've sent out your media advisory and 

prepared your news release. What else 

contributes to a successful news conference?

--It's not a bad idea to have a "mock" press 

conference ahead of time, especially if the 

subject to be discussed is controversial. Try 

to anticipate the questions that might be 

asked by members of the media so that you're 

not caught off guard. Have staff members act 

as "reporters" and question the person(s) who 

will be speaking at the event. Have a 

prepared statement, a speech of sorts, for the 

main speaker to read that will drive home all 

of your points before taking questions from 

reporters.

--Visual aids will improve your presentation. 

Charts, graphs, banners, etc.

--Reporters love free food! Depending on the 

time of day, arrange for refreshments--maybe 

bagels, coffee and juice for a morning news 

conference, cookies and punch for an 

afternoon event.

Once a year, host all of your local media at a 

"press breakfast." This is an informal affair 

where you get to know your media 

representatives on a more personal basis. 

You may choose to announce news at the 

event as well. After everyone's finished 

eating, the formal news conference would 

begin. A good time to have such an event 

might be early in the year, where you could 

announce the library's goals for the coming 

year.

--Make sure you have enough copies of your 

news release and any attachments (charts, 

graphs, fact sheets, etc.) You may wish to 

include these items in an attractive folder.

--Have one of your staff tape the news 

conference, with either an audio or video tape 

recorder. Critique the event by reviewing the 

tapes.

--Use a podium for anyone speaking at the 

event.

--Provide an easel if you wish to highlight 

charts or graphs.

--Though most camera crews have their own 

lights, make sure the event is held in a room 

with suitable lighting if the event is being 

held indoors.

--Make sure there is enough seating for 

speakers, guests and reporters.

--Send a thank you note to reporters who 

attended thanking them for their coverage and 

inviting them to contact you if they ever have 

questions about the library.

Television
AN-v23-#12-9/15/02

17

--Commercial television stations all have 

community affairs directors and televised 

community calendars. Make certain the 

community affairs director is on your media 

list, and keep them appraised of events going 

on at your library.

--Cable television systems have what are 

known as public access channels. These are 

channels on which any member of the public 

can have their own television program, 

usually running 15 o 30 minutes. This would 

be the perfect outlet for a monthly show 

about what's going on at your library.

--Some television stations still provide 

commentary, usually 60 second pieces read 

by the station manager. Viewers may provide 

rebuttals to any commentary. If a 

commentary relates to anything you're doing 

at the library, you may provide a rebuttal.

--Most commercial television stations have 

morning or noon newscasts that include 

interview segments about upcoming 

community events. Contact the program 

director about promoting an important library 

event.

--Television stations do "live" remotes on 

occasion, such as during newscasts. If you've 

got a major event at your library, suggest to 

the assignment editor that they do a remote 

from your event.

Radio

--Most radio stations have local listener callin programs. Contact the station manager or 

news director about appearing on such 

programs to promote important library events 

or to discuss timely issues. For example, 

with Internet filtering being a controversial 

topic nowadays, perhaps local radio may be 

interested in doing a segment on how your 

local library is responding to filtering 

concerns.

--Radio and television stations air what are 

known as public service announcements

(PSA's). These are 10-, 30- and 60-second 

segments used by stations to fill unpurchased 

airtime. PSA's are good ways to promote 

library events. Here's a sample 30-second 

PSA:

"Reading together is one of the greatest gifts 

a parent can give a child. I'm Kathy Smith, 

head librarian at the Springfield Public 

Library. The Springfield Public Library is 

proud to be participating in Family Reading 

Night, Thursday November 20th. Family 

Reading Night is sponsored every year by 

Secretary of State and State Librarian Jesse 

White to encourage families to read together. 

Please set aside some time on the evening of 

November 20th to read to your kids. To find 

out more about Family Reading Night, call 

me, Kathy Smith, at the Springfield Public 

Library, 555-1234."

--Like television, radio stations do live 

"remotes", especially during popular 

morning programs. See if your local radio 

station may be interested in doing a live 

remote from your library, especially during a 

major event such as a Book Fair.

Newspapers

--Many newspapers have Sunday Book 

Sections or Arts Sections. Send the editors 

of those sections information about important 

events going on at your library.

--Write letters to the editor about issues 

affecting your library (filtering, obscenity 

standards, referenda, etc.) Make sure you 

identify yourself as an employee of your 

library.
AN-v23-#12-9/15/02

18

--Offer to write a guest editorial or column 

about an important subject.

--If you can afford it, consider purchasing 

advertisements (this applies to all media) to 

publicize a major library event.

Mark Your Calendar!

There are so many "special" days and events 

during the course of the year that provide 

wonderful opportunities to market your 

library. Set up special book displays or 

provide special programs, and notify the 

media about what you are doing so that the 

public will want to stop by and have a look. 

These "special" days might include:

Martin Luther King Jr. Birthday

Super Bowl Sunday

Black History Month

Lincoln's Birthday

Valentine's Day

President's Day

St. Patrick's Day

Easter

Passover

Earth Day

April 15th (Tax Day)

Mother's Day

Armed Forces Day

Memorial Day

Flag Day

Father's Day

4th of July

Labor Day

Columbus Day

Baseball World Series

Halloween

Election Day

Veterans Day

Thanksgiving

Hanukah

Christmas

Banned Books Month

Summer Reading Programs

Birthdays of Significant Authors 

(Hemingway, etc.)

Family Reading Night

Miscellaneous

--Don't turn down invitations to attend things 

like Business After Hours, Kiwanis Club 

events, or other social events where you can 

talk about your library. Make sure you have 

business cards or something to give people 

who ask about the library.

--People love free things and "handouts." If 

you can afford it, market your library on 

pencils, bookmarks, matchbooks, nail files, 

magnets, business card cases, rulers, etc.

--Get a Web page! Take a class to learn how 

to design a Web page, or hire someone to 

design a Web page for your library. See if 

you can link your Web page to other sites 

(like the local Chamber of Commerce, for 

example).

--Stay in touch with your local lawmakers 

(City council, State lawmakers, etc.) Put them 

on your mailing list, and keep them appraised 

of what you're doing.

--If you can afford it, send out a monthly or 

quarterly library newsletter. You can write 

and design it on a computer.

Hard And Fast Rules For Dealing With 

The Media

1. Don't lie--it will hurt your credibility.

2. Return telephone calls immediately.

3. Think before you speak--don't ad-lib.

4. It's important that errors not be left to 

stand. Correct a reporter's mistake, 

but keep your cool.
AN-v23-#12-9/15/02

19

5. Don't do or say things you don't want 

to read about on the front page or see 

on the news.

6. Be polite, helpful, courteous and 

open. Do not be rude, obstructionist 

and closed.

7. Assume that every conve rsation you 

have with a reporter is on the record 

unless otherwise stated and clearly 

understood.

8. Be proactive.

9. "No comment" can be interpreted that 

you have something to hide.

Patrick J. McGuckin

Manager, Library Communications

Illinois State Library

300 South 2nd Street

Springfield, IL 62701

Phone 217-558-4029

Fax 217- 782-8261

e-mail pmcguckin@ilsos.net

Patrick McGuckin joined the Illinois State 

Library as Manager of Communications in 

September, 2000. Prior to that he served for 17 

years as a Communications and Research 

specialist and Assistant Press Secretary for the 

Illinois Senate Democratic Caucus. He worked as 

a State Capitol reporter for an Illinois radio 

network for four years before entering 

government. Pat has a Bachelor of Science 

degree in Radio-Television from Southern Illinois 

University at Carbondale and a Master of Arts 

degree in Public Affairs Reporting from 

Sangamon State University (now the University 

of Illinois at Springfield.)
AN-v23-#12-9/15/02

20

Readers Exchange

Depository Promotion: Flag Display and 

Program

Produced by: Susan Schlaeger,

Montebello Lead Reference Librarian

contributions by Patricia Winiecki,

Montebello Government Services Librarian

Montebello Public Library

Montebello, CA

June - September 2002

Display Case: Read About the United States Flag

Contents:

D 214.9/2:F 59 Our Flag, United States Marine Corps, 1971

SI 1.28:21 Thirteen-Star Flags: Keys to Identification, 1973

Y 1.1/3:105-13 Our Flag, 1998

Y 1.1/7:100-247 Our Flag, 1989

Y 11.1/7:107-145 Our Flag, 2001

[929.92] Flag Manual, United States Marine Corps, 1971
AN-v23-#12-9/15/02

21

[Pamphlet] USS Arizona Memorial, National Parks Service, U.S. 

Department of the Interior

[Certificate & Flag] Certificate of Flag Presentation with U.S. Flag: Kathleen J. 

Billings, National Park Service, Superintendent, USS 

Arizona Memorial

[Commercial Publications] All Flags Flying (C. Bishop)

Flags of Our Fathers (J. Bradley)

Saga of the American Flag (C. DeBarr)

So Proudly We Hail (F. William)

Long May She Wave (K. Hinrichs)

National Flag (W. Johnson)

The Stars and Stripes (B. Mastai)

Star-Spangled Banner (M. Sedeen)

Brochure: Bibliography of Titles and Flag Etiquette

This display case was created in conjunction 

with a featured Montebello Library Program, 

“Long May She Wave.” Guest speaker 

Charles Kissel traced the history of the 

American Flag, displaying thirty-five flags to 

the delight of twenty-five people.
AN-v23-#12-9/15/02

22

Table of Contents

2002 Minimum Technical Requirements Effective 1 October .....................................................1

Depository Services Staff Can Help Libraries Reconsidering Depository Status ........................2

New Microfiche Claim Procedure in Effect .................................................................................2

Ephemera on Needs and Offers Lists Should be Identified..........................................................4

New Campaign to Promote the FDLP Now Underway................................................................4

Order Promotional Materials From the Web ................................................................................5

Ideas Needed for Spring 2003 Council Program..........................................................................7

Register Now for the 2002 Federal Depository Library Conference and Fall Depository Library 

Council Meeting............................................................................................................................7

2002 Federal Depository Conference and Fall Council Meeting: Agenda ...................................9

Readers Exchange: Marketing the Library / McGuckin.............................................................14

Readers Exchange: Depository Promotion: Flag Display and Program / 

 Schlaeger, Winiecki.................................................................................................................20

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, DC 20401

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

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