Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 19, no. 10 GP 3.16/3-2:19/10 August 15, 1998 

Michael F. DiMario 

Public Printer 

Prepared Statement before the Committee on Rules and Administration 

U.S. Senate 

On 

S. 2288, the Wendell H. Ford 

Government Publications Reform Act of 1998 

Wednesday, July 29, 1998 

Mr. Chairman, Senator Ford, and Members of the Committee on Rules and Administration, 

thank you for inviting me here this morning to discuss my views on S. 2288, the Wendell H. 

Ford Government Publications Reform Act of 1998. 

Mr. Chairman, I commend you for holding these hearings. S. 2288 is the first bill to propose a 

comprehensive revision of the public printing and documents statutes of Title 44 in more than a 

generation, and these statutes clearly are in need of revision. The constitutional issues regarding 

the execution of GPO's statutory mission need to be laid to rest. To serve the taxpayers and 

Government information users, GPO's authority as the central point for Government printing, 

procurement, and dissemination must be maintained. In this age of the Internet, it's time to 

clarify that the statutory jurisdiction of GPO's depository library program includes information in 

electronic formats. To protect public access, we must reduce the incidence of "fugitive 

documents," and as Government information increases in its value and utility to the public, we 

must provide for an effective system of permanent public access to Government information 

products. These are actions that have long been recommended by many, including GPO, as 

necessary to maintain and expand public access in the coming years. 

Under your leadership, Mr. Chairman, the Rules and Administration Committee over the past 

two years has held hearings that systematically exposed the problems confronting Title 44 today. 

Your bill goes a long way toward making the needed changes. We look forward to continuing to 

work with you and Senator Ford in this critically important effort. 

Senator Ford, you have been a champion of GPO's operations for many years, and under your 

guidance you have moved GPO in directions that have greatly benefited the taxpayers and the 

public. Perhaps most lasting, under your leadership Congress enacted and President Clinton 

signed into law the GPO Access Act, P.L. 103-40, making electronic dissemination a mainstay of 
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our operations and providing the public with a new and convenient way to access Federal 

Government information. Today, more than 12 million documents are retrieved by the public 

every month from this service. In an independent study of GPO, Booz-Allen & Hamilton, Inc., 

recently called this one of the Federal Government's most heavily used Web sites, and GPO 

Access was recently praised by the Vice President and Government Executive magazine as one 

of the Government's best Web sites out of the more than 4,300 such sites identified by the GAO 

last year. 

Moreover, Senator Ford, you have continued to support a centrally-managed printing, 

procurement, and dissemination authority in GPO when others advocated less cost-effective 

alternatives, and the taxpayers have benefited from your support. The GPO saves millions for 

the taxpayers every year through its programs, as study after study has shown, and the public has 

access to a comprehensive range of Government publications simply, and effectively, through 

GPO's programs. 

The need for change to Title 44 has never been more apparent. I testified before this Committee 

about the challenges confronting Title 44 and GPO in July 1996, April 1997, and March 1998. I 

have also addressed these issues in testimony before the House and Senate Legislative Branch 

Appropriations Subcommittees and the Joint Committee on Printing. We have asked for a 

legislative resolution to these problems. As an outcome of our Study to Identify Measures 

Necessary for a Successful Transition to a More Electronic Federal Depository Library Program 

(in which staff from this Committee participated), in August 1996 we recommended statutory 

changes to chapter 19 of Title 44 to accommodate and facilitate the growing use of electronic 

information technologies to provide public access to Government information. In May 1997, we 

submitted a comprehensive legislative proposal to modernize the depository library program, 

transfer JCP administrative responsibilities to the Public Printer, and update our procurement and 

sales authorities. Many of the proposals we recommended are included in S. 2288. 

During the development of S. 2288, we had frequent discussions with representatives of the 

library community, including the Inter-Association Working Group on Government Information 

Policy (IAWG). The library community and GPO have a shared outlook on the need for 

improvements to chapter 19 of Title 44 to promote and protect public access to Government 

information in the electronic era. Such improvements are consistent with the legislative intent 

and the history of the depository library program, which dates to 1813 and is indeed America's 

first "freedom of information" program. While we think there is still room for some technical 

adjustments to Title IV of S. 2288 for the sake of clarification and to ensure administrative 

workability--and we are working with your staff on these adjustments--the modernization of the 

depository library program envisioned by Title IV is clearly needed. 

We also have no problems with Title I of the bill, which provides for a transfer of functions of 

the Joint Committee on Printing. We have long advocated the transfer of administrative 

functions of the JCP to the Public Printer, who can exercise them as a Presidential appointee and 

therefore avoid any question of constitutional impropriety. As to the future of the JCP and its 

discharge of other functions, that is Congress's decision to make. 

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The provisions of Titles II and III of S. 2288 are designed to strengthen and equip the GPO to 

serve as the centrally-managed producer/procurer of printing and information products for the 

Government, aiding in our mission to provide comprehensive, equitable public access to 

Government information. We think this is the appropriate and historically correct way to cast 

GPO's role in Government as the agency whose mission is to keep the Nation informed, and S. 

2288 makes this mission clear. 

The conceptual framework of S. 2288 is well settled. Our concern at this point is to ensure that 

there is sufficient clarity and workability in its details so that GPO personnel have the tools they 

need to carry S. 2288 fully into action as effectively and economically as possible. To this end, 

we have had a number of discussions with your staff, but there remain some features that we 

believe need further adjustment. These include clearly establishing GPO's status as an 

independent agency within the Federal Government, adjusting the mechanism for determining 

the future of agency inplant operations to provide for an effective system of oversight and 

compliance, and ensuring that the definition of "Government publication" in the bill is applied in 

an appropriate manner to production and procurement functions as well as dissemination. We 

are pleased that a system has been devised for providing the Administrator with prudent 

guidelines for the issuance of delegations of procurement authority to the agencies, and we are 

continuing to discuss the level of discretion that may be exercised by the Administrator in 

observing those guidelines. We look forward to working with your staff to iron out these and 

related issues. 

Mr. Chairman, Senator Ford, and Members of the Committee, once again we believe S. 2288 is 

an important step forward in updating and modernizing the ability of the public to gain access to 

Government information. The need for the kind of changes proposed by the bill has never been 

clearer, and these changes will endow GPO with the capabilities we need to carry out GPO's 

informing mission into the next century. While we believe there are still adjustments that need 

to be made in the bill, we are confident we can work constructively and productively with your 

staff to craft the necessary language, and we look forward to this task. 

Mr. Chairman, this concludes my prepared statement, and I would be pleased to respond to any 

questions that you or the Members of the Committee may have. 

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4 

Register for Fall 1998 Depository Library Council Meeting

The fall 1998 meeting of the Depository Library Council to the Public Printer will convene in 

San Diego, California, from Monday, October 19 through 10:00 a.m.on Thursday, October 22. 

The meeting will be held at the Handlery Hotel. The hotel address is: 

 Handlery Hotel 

 950 Hotel Circle North 

 San Diego, CA 92108 

A limited number of rooms has been retained for the attendees. Special room rates are $93 per 

night, guaranteed through September 18, 1998. Reservations must be made by calling (800) 

676-6567, (619) 298-0511. Please specify the Government Printing Office (GPO) or the 

Depository Library Council Meeting when you contact the hotel. 

Register on our WWW page at: 

www.access.gpo.gov/su_docs/dpos/counreg.html 

or fill out the form below: 

REGISTRATION FORM FALL 1998 COUNCIL MEETING 

San Diego, CA October 19 - 22, 1998 

E-mail, fax or mail to: 

Mr. William Thompson Fax: (202) 512-1432 

Library Programs Service (SL) E-mail: wthompson@gpo.gov 

U.S. Government Printing Office 

Washington, DC 20401 

Please type or print clearly:

____________________________________ ____________________________________ Name Telephone (include area code)

____________________________________ 

Library/Office Preferred first name or nickname for badge: 

____________________________________ 

Institution ____________________________________ ____________________________________ 

Address 

____________________________________ 

City/State/Zip Code

GPO will seek to make accommodations for attendees with disabilities. Please specify needs when registering. 
AN-v19-#10-8/15/98 

Preliminary Agenda 

Fall 1998 Depository Library 

Council Meeting 

October 19-22, 1998 

Handlery Hotel 

950 Hotel Circle North 

San Diego, California 

Sunday, October 18 

Afternoon 

Location

4:00-5:00 Orientation to the Depository Library Council 

This session is designed to acquaint first time attendees 

with how the Council works and to preview Council 

activities over the next 3 1⁄2 days 

 Anne Watts, St. Louis Public Library, former 

Council Chair 

Club

6:00 Informal pre-dinner get-together to network by food 

preference 

Monday, October 19 

Morning 

8:30 Registration and Coffee with Council and GPO Staff 

9:00 Welcome and Remarks 

 Thomas K. Andersen, Council Chair 

 Michael F. DiMario, Public Printer 

Crystal

9:30 GPO Update 

 Francis J. Buckley, Jr., Superintendent of 

Documents 

 Gil Baldwin, Chief, Library Division, LPS 

 T.C. Evans, Assistant Director, Office of Electronic 

Information Dissemination Services (EIDS) 

10:15 Break 

10:45 GPO Update (continued) 

 LPS Staff 

12:00 Lunch 

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Afternoon 

2:00 Depository Library Council – Plenary Session 

GPO Information Exchange: Council and Audience Q&A; 

 Committee Reports and Recommendations for Council 

Action; Election of Officers 

Crystal

3:15 Break 

3:45 New Documents Librarians 

Informal session to answer questions about depository 

issues. 

 Sheila McGarr, LPS, GPO, Facilitator 

 Cynthia Etkin, LPS, GPO, Facilitator 

Garden

3:45 Demonstration of GPO Partnership Sites: DOE 

Information Bridge, National Library of Education, and 

NTIS 

 Speakers TBA 

Terrace

3:45 Depository Library Council Working Session Club

5:00 Adjourn 

Tuesday, October 20 

Morning 

8:30 Coffee with Council and GPO Staff 

9:00 Depository Library Council – Plenary Session 

Statistical Measurement Committee: Report on the 1999 

Biennial Survey, and Open Discussion 

 Diane Garner, Council Member, Facilitator 

Crystal

10:15 Break 

10:45 Depository Library Council – Plenary Session 

GPO Access: Future Developments 

 T.C. Evans, EIDS, GPO, Facilitator 

Crystal

12:00 Lunch 

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Afternoon 

2:00 Regional Librarians: Topic and Speakers TBA Garden

2:00-5:00 Depository Library Council Working Session Club

2:00 Assessment of Electronic Government Information 

Products: Update and Discussion 

 Woody Horton, Consultant, National Commission 

on Libraries and Information Science 

Terrace

3:15 Break 

3:45 Regional Librarians: Identifying Potential Depositories and 

Handling Discards by Those Relinquishing Status 

 Speakers TBA 

Garden

3:45 National Archives and Records Administration (Pacific 

Region) Regional Records Services 

 Paul Wormser, Archivist, National Archives and 

Records Administration 

Terrace

5:00 Adjourn 

Wednesday, October 21 

Morning 

8:30 Coffee with Council and GPO Staff 

9:00-12:00 Depository Library Council Working Session Club

9:00 Writing the GPO Self-Study 

 Cynthia Etkin, LPS, GPO 

 Sheila McGarr, LPS, GPO 

Garden

9:00 Transboundary Resource Inventory Program 

 Richard Wright, Department of Geography, San 

Diego State University 

Terrace

10:00 University of San Diego Pardee Legal Research Center Tour

10:15 Break

10:45 GPO Access Focus Group 

 T.C. Evans, EIDS, GPO, Facilitator 

Garden

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8

10:45 U.S.-Mexico Border Issues 

 Speaker TBA, San Diego Border Liaison Office, 

U.S. Environmental Protection Agency 

Terrace

12:00 Lunch 

Afternoon 

2:00 How to Determine Costs of Being a Depository Library 

 Anne Watts, St. Louis Public Library, Facilitator 

Garden

2:00 Using Government Documents in Genealogical Research 

 Carole C. Callard, Library Specialist, Library of 

Michigan 

Terrace

2:00-5:00 Depository Library Council Working Session Club

3:15 Break 

3:00 San Diego Public Library Tour

3:45 Topic and Speakers TBA Garden

3:45 Topic and Speakers TBA Terrace

5:00 Adjourn 

Thursday, October 22 

Morning 

8:00 Coffee with Council and GPO Staff 

8:30 Depository Library Council – Plenary Session 

Report of Draft Recommendations and Action Items 

(including audience response and comments) 

Crystal

10:00 Adjourn 
Preliminary Agenda 

Fall 1998 Depository Library Council Meeting San Diego, CA 

 Crystal Club Garden Terrace Sunday, October18 4:00 Orientation 6:00 Monday, October19 9:00 Welcome 9:30 GPO Update: Plenary 

Session 

2:00 Council Plenary Session 3:45 Council Working Session New Documents 

Librarians 

Partnership Sites 

Tuesday, October20 9:00 10:45 

Council Plenary Session 

2:00 Assessment of Electronic 

Products 

3:45 

Council Working Session Regional Libraries 

National Archives Regional Services 

Wednesday, October21 9:00 10:00 

Self-Study Transboundary Resource 

Inventory 

10:45 

Council Working Session 

GPO Access U.S.-Mexico Border Issues 

2:00 3:00 

Costs of Being a Depository 

Documents in Genealogy 

3:45 

Council Working Session 

TBA TBA 

Thursday, October22 8:30 Council Plenary Session 
AN-v19-#10-8/15/98 

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You Can Help Plan the 1999 Federal Depository Conference 

Once again, the Library Programs Service is seeking assistance from the depository community 

to identify topics, potential agencies, speakers, and information products for the 1999 Federal 

Depository Conference. 

The participants in the 1998 Federal Depository Conference placed the highest value on the 

Federal agency presentations, especially the latest information on their electronic products and 

services. The one-hour orientation to the Conference/Council on Sunday afternoon and the 

three-hour brainstorming session with experienced documents librarians and GPO staff on 

Monday afternoon were hits as well. Hints on writing the self-study, Documents Data Miner, 

depository management, and tours were very popular. 

Your ideas are needed to create another successful Federal Depository Conference. The 1999 

conference, regional meeting, and Depository Library Council will be held in a hotel in the 

Washington, DC metro area during the week of April 12-15, 1999. 

If you would like to volunteer as a speaker or can identify potential speakers or topics, please 

contact Sheila McGarr by telephone on (202) 512-1119; by fax on (202) 512-1432; or by e-mail 

on smcgarr@gpo.gov no later than October 30. 

Dept. of Education Requests Comments on CD 

The U.S. Department of Education is soliciting feedback from libraries receiving the following 

title on CD-ROM: 

Title: Integrated Postsecondary Education Data System (IPEDS) CD-ROM 

Class: ED 1.334/4:995 

Item: 0455-N-06 

Shipping list: 98-0045-E (4/23/98) 

Depository librarians’ comments will assist the Department of Education in improving 

instructions, displays, commands, and outputs for subsequent versions of this and other future 

CD-ROM products. 

Comments on the information provided on the CD, and on its instructions, installation, or 

searching, should be addressed to: 

Carl Schmitt 

Department of Education 

carl_schmitt@ed.gov 

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Nautical Almanac Office Notice To Depository Libraries 

[The Nautical Almanac Office posted the following notice to the GOVDOC-L listserv.] 

The Astronomical Almanac for 1999 and the Air Almanac for 1999 have recently been 

distributed. A mail-back survey for readers was shrink-wrapped to the outside of each book. 

The Nautical Almanac Office, which produces these publications, has been receiving the surveys 

back from librarians. While we appreciate the effort to respond, this does not serve the purpose 

of the surveys. We really must have responses from the people who actually use the book, in 

order to ascertain whether to continue the publications and in what form. A return from someone 

who does not use the book gives us almost no information useful to our survey, and it also 

removes the notification that is intended to alert the reader that a survey is under way. 

It would serve our purpose best if libraries that receive either publication would make an effort to 

notify the readers of the books about the survey. Perhaps the survey form could be prominently 

posted on a bulletin board, or a supply of extra copies put out in a prominent place. If any library 

needs more copies, please send a message to the address below, and please state which 

publication(s) you have. We will close the survey on 1 September, so time is of the essence. 

In the case of the Astronomical Almanac for 1999, the mail-back form is a fallback if the reader 

does not have access to the Internet. We really want a reply to the more complete survey posted 

on a web site, whose URL is on the survey form: <www.ast.cam.ac.uk/nao/survey.html>. 

For those libraries that receive The Air Almanac, we are trying to spread the word that a 

significant percentage of copies of the Air Almanac for 1999 have been found to have 3 sheets (6 

pages) bound in reverse order. These are pages A131-136. There is no information lost, so it is 

not necessary to return such copies. However, we would appreciate it if you would examine any 

copies you have, and if this defect does exist, just tag it or write a note on the cover to alert 

readers. 

Please feel free to forward this notice to any appropriate departmental staff or listservers within 

your respective institutions. 

Thank you for your assistance. 

Dr. Alan D. Fiala 

Chief, Nautical Almanac Office 

Astronomical Applications Department 

U. S. Naval Observatory 

3450 Massachusetts Avenue NW 

Washington DC 20392-5420 

Telephone: (202)-762-1496 

Email: adf@usno.navy.mil 

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Readers Exchange 

Using A Dummy Patron to Track GPO Claims and Rainchecks 

Lori Smith 

Sims Memorial Library 

Southeastern Louisiana University 

Hammond, LA 

The Linus A. Sims Memorial Library recently began receiving weekly loads of Shipping List 

records, and monthly loads of full bibliographic records from Marcive. We quickly realized that 

we would inevitably have records in our catalog for items we had not received from GPO (claims 

and rainchecks). We considered supressing the records, but didn't want our patrons to lose 

access to them entirely. We hoped to find some way to indicate in the OPAC that the item was 

not actually held in the collection until a copy could be obtained. 

The solution we struck upon was to create a dummy patron to whom we would "check-out" the 

items we hadn't received. We use NOTIS software, but I imagine that other software packages 

might have similar capabilities. 

In step one, our Systems Librarian established a separate patron category with only one patron, 

GPO Claims. Having the dummy patron in its own category allowed us to set up the timing of 

overdue notices, designate that the patron would not be blocked as a result of having items 

overdue, and set up other customized features. The most important feature was the appearance 

in the OPAC of a note reading "on order" whenever an item was checked-out to the dummy 

patron. That is a note that our patrons are accustomed to seeing in the OPAC, and it does convey 

the essence of the truth. 

The next step was to begin checking-out claims and rainchecks to the dummy patron. In order 

for any item to circulate, it must have a barcode assigned to it, and an item record must be 

created in the database. This was a bit tricky, because some of our titles receive smart barcodes, 

others receive dumb barcodes, and some receive no barcodes at all. Also, since the default 

location codes given to our Marcive records are non-circulating, each claimed or rainchecked 

item must temporarily be given a circulating location code. The procedures we established to 

handle each of these barcoding situations are detailed at the end of this article. 

Once the item has been assigned a barcode and an item record, it's a simple matter to check the 

item out to the dummy patron. The barcode and a SuDocs number label are attached to a 3" X 5" 

card and filed in SuDocs number order in our claims file. If a disgruntled student worker should 

happen to run off with our claims file some day, it is possible within NOTIS to see a detailed list 

of all items currently checked out to the Claims patron. 

If a claimed or rainchecked item is received, we pull the barcode and SuDocs label, affix them to 

the document, check the item back in, and process the document as usual. 

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If the document has not been received within sixty days of being checked-out to the dummy 

patron, we receive a printed overdue notice from our Circulation Department. We check the 

shelves to make sure the item has not been received, processed and shelved without being 

discharged. 

After another sixty days we receive a second overdue notice. At that point we check again to see 

if the item is on the shelves. If it isn't, we'll consider ordering a copy. After a final sixty day 

period, we'll receive the third and final overdue notice. If we haven't yet been able to obtain a 

copy of the item, we will discharge the item and delete or suppress the record. 

One danger of this system is the artificial inflation of circulation statistics for documents. We 

believe, though, that we have found the solution to this problem in NOTIS Quikreport number 

CIRC017A. This report gives us the number of check-outs to a specific patron category within a 

specific period of time. We will likely run this report monthly so that "real" circulation statistics 

may be kept. 

DETAILED PROCEDURES FOR GPO CLAIMS PATRON 

by Lillie Cobb and Lori Smith 

Claims made (charges): 

1. Paperclip or staple label and barcode at the upper left on a 3"x5" card. 

2. Logon to NOTIS, and enter LTSG mode (the documents processing unit). 

3. For a document that receives no barcode: assign a temporary dumb barcode from the file of 

temporary barcode cards; create an unlinked item record, inserting the temporary location 

docd,circ. 

4. For a document with a dumb barcode: create an unlinked item record, inserting the temporary 

location docd,circ. 

5. For a document with a smart barcode: enter the item record, and insert the temporary location 

docd,circ. 

6. Enter the circulation mode and charge the document out to the claim patron. 

7. File the card in SuDocs no. order in the claims/rainchecks file. 

Claims filled (discharges): 

1. When the claimed/rainchecked document is received, pull the card with the 

label/barcode from the claims/rainchecks file, and process the document following 

established processing procedure. 

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2. Logon to NOTIS and enter the circulation mode. 

3. Discharge the document from NOTIS. 

4. For a document that receives no barcode: Enter the item record and delete the unlinked item 

record by changing the note in the status field from "a" to "d". NOTE: Remove the SuDoc 

number label from the barcoded 3"x5" card and attach it to the document, and process the 

document following established processing procedures. Return the barcoded card to the 

temporary barcode file, saving it for a future claimed/rainchecked issue of a serial receiving a 

temporary barcode (documents that will get no [permanent] barcode). 

5. For a document with a dumb or a smart barcode: Enter the item record and delete the 

temporary location. 

6. Place the document, with shipping list attached, at the designated location on the work station 

reserved for processed documents. 

Overdue notices: 

FIRST NOTICE 

1. Check stacks/cabinets to verify that the document has not been received. 

2. If the card with the label/barcode is in the claims/rainchecks file, and the document is not 

located, discard the overdue notice. 

3. If the document is located, verify that the document has been properly processed. Check the 

claims/rainchecks file for the correct label/barcode, logon to NOTIS and ensure there are not 

two item records for the same document. If the document has been properly processed, enter 

the circulation mode in NOTIS and discharge document, access the item record and delete 

the temporary location. 

4. Place the document, with the overdue notice attached, in the designated location in the work 

area. 

SECOND NOTICE 

1. Check stacks/cabinets to verify that the document has not been received. 

2. If the document is not located, place the overdue notice in the designated tray in the work 

area. The notice will be forwarded to the Documents Librarian for her to determine if the 

document should be ordered. 

3. If the document is located, verify that the document has been properly processed. Check the 

claims/rainchecks file for the correct label/barcode, logon to NOTIS and ensure that two item 

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records do not exist for the same document. If the document has been properly processed, 

enter the circulation mode in NOTIS and discharge document, access the item record and 

delete the temporary location. 

4. Place the document, with the overdue notice attached, in the designated location in the work 

area. 

THIRD NOTICE 

1. Check stacks/cabinets to verify that the document has not been received. 

2. If the document is not located, place the overdue notice in the designated tray in the work 

area. The notice will be forwarded to the Documents Librarian for her to determine if the 

record should be suppressed or deleted. 

3. If the document is located, verify that the document has been properly processed. Check the 

claims/rainchecks file for the correct label/barcode, logon to NOTIS and ensure that two item 

records do not exist for the same document. If the document has been properly processed, 

enter the circulation mode in NOTIS and discharge document, access the item record and 

delete the temporary location. 

4. Place the document, with the overdue notice attached, in the designated location in the work 

area. 

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17

Table of Contents

Public Printer Statement: Senate Committee on Rules and Administration................................. 1 

Register for Fall 1998 Depository Library Council Meeting........................................................ 4

Depository Library Council Meeting, 1998, Fall, Preliminary Agenda ....................................... 5 

You Can Help Plan the 1999 Federal Depository Conference ................................................... 10 

Dept. of Education Requests Comments on CD......................................................................... 10 

Nautical Almanac Office Notice to Depository Libraries .......................................................... 11 

Readers Exchange: Using a Dummy Patron to Track GPO Claims and Rainchecks................. 12 

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 via World Wide Web at URL: http://www.access.gpo.gov/su_docs/dpos/adnotes.html 

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