ADMINISTRATIVE NOTES

Newsletter of the Federal Depository Library Program

Vol. 16, no. 13 GP 3.16/3-2:16/13 October 15, 1995

Biennial Survey on U.S. Fax Watch

The Biennial Survey of Depository Libraries was sent to all depositories the week of

September 18-22 via first class mail in a large manila envelope stamped BIENNIAL

SURVEY, OPEN IMMEDIATELY.

The survey consists of a 12-page questionnaire and 2 answer sheets.

If your library does not receive its copy of the Biennial Survey by October 1, 1995, you

should obtain a copy by fax from U.S. FAX WATCH.

The number for U.S. Fax Watch is (202) 512-1716. Dial from a fax machine with a phone handset or from a touchtone phone, and follow the voice instructions.

Order numbers are as follows:

Questionnaire: 3356

Answer sheets: 3359

The Biennial Survey answer

sheets are due back to GPO by

November 1, 1995.
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9th Annual Interagency Depository Seminar

Announced for May 1996

The 9th Annual Interagency Depository Seminar will be held in Washington, DC from

May 29 through June 5, 1996. The week long seminar will consist of an overview of various

agencies' information products and activities as they relate to Federal depository libraries.

The seminar is being sponsored by several agencies, including:

• the Bureau of the Census

• the Bureau of Labor Statistics • the Copyright Office

• the Office of the Federal Register

• the Patent and Trademark Office,

• the Government Printing Office, and more

to be announced.

The Interagency Depository Seminar is the most comprehensive introduction to U.S.

Government information now offered (see attached schedule of events). It is aimed at documents librarians with basic working experience in a depository. In the eight years that it has been offered, the seminar has become extremely popular with the documents library

community. As attendance must be limited to sixty-five librarians, preference will be given

to those librarians who have not previously attended the seminar and whose libraries are

located outside the Washington, DC metropolitan area.

Costs for the seminar are being kept as low as possible. A $10.00 registration fee will

be the only charge. Librarians attending the seminar must cover their own travel and

subsistence expenses, as no government funds are available for that purpose.

Prospective attendees should complete the registration form and mail it, along with a check for $10.00 made out to "GPO Cafeteria Service," to the Library Programs Service by

February 29, 1996. Librarians who are officially registered for the seminar will be notified

by mail. If you have any questions about the seminar, please contact the Chief, Depository

Services, by telephone on (202) 512-1119; by FAX on (202) 512-1432, or by e-mail at < inspect@access.digex.net >

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9th Annual Interagency Depository Seminar

-Preliminary AgendaTuesday, May 28, 1996

There will be a very informal get together of seminar participants in the large meeting

room of the St. James Hotel at 6:00 p.m. Librarians will be able to meet some colleagues

and agency staff in an informal setting. Those who are interested may enjoy dining together.

Wednesday, May 29 U.S. Government Printing Office

The Library Programs Service (LPS) of the Government Printing Office will host the

first day of the seminar. LPS staffers will describe the process by which GPO acquires,

classifies, catalogs, and distributes depository publications. Staffers will also discuss the

responsibilities of Federal depositories in the areas of free access, collection development,

bibliographic control, depository promotion, and inspections. There will be a comprehensive

tour of the LPS facility, a question and answer period, and an opportunity to network.

Thursday, May 30 Federal Register Workshop

This half-day workshop on the Federal regulatory system is presented by the Office of

the Federal Register (OFR), National Archives and Records Administration. The workshop

covers the regulatory process, including the relationship between laws and regulations; the

important elements of the Federal Register and the Code of Federal Regulations (CFR); a research problem using the finding aids of the Federal Register/CFR publication system; and

and overview of electronic access to certain publications of the OFR..

In the afternoon, GPO's Office of Electronic Information Dissemination Services will

demonstrate the variety of GPO Access on-line services, including the Federal Register,

Congressional Record, bills, etc.

Friday, May 31 Census Bureau Seminar

Staff of the Census Bureau will present a status report and product review of the 1990

Census, the 1992 economic censuses, and demonstrate other new products on CD-ROM.

Bureau staff will provide a variety of handouts and answer questions about the availability

and uses of census data.

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Monday, June 3 Intellectual Property Workshop

A full day workshop will cover the basics of intellectual property: patents, trademarks

and copyrights, featuring speakers from the U.S. Patent and Trademark Office and the

Copyright Office of the Library of Congress. Attendees will learn to differentiate between

three types of Federal protection for intellectual property and the methods by which this

information is accessed by the public. Publications and search methods, where applicable,

will also be discussed.

Tuesday, June 4 Bureau of Labor Statistics

The Bureau of Labor Statistics will present a half-day workshop covering how statistics on

Prices, Employment/Unemployment, Employment Projections, and Compensation/Working

Conditions are derived. Publications and search methods, where applicable, will also be

discussed.

Library of Congress

The Serial and Government Publications Division will conduct a tour of its operation. There

will be a presentation on the National Digital Library.

Wednesday, June 5

There will be agency presentations this morning. As yet, the speakers and agencies are not

finalized.

The seminar will conclude at noon.

All presentations during the seminar week will be held in the Carl Hayden Room of the

main building of the Government Printing Office, except the Bureau of Labor Statistics from

9-12 noon and the Library of Congress from 1:30-4 p.m. on June 4. Presentations will

begin promptly at 8:30 a.m. and will last until 4 p.m. All participants are expected to attend

all presentations.

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Accommodations

As May is a peak tourist period for Washington, accommodations can be very hard to

find. A block of suites has been reserved for the seminar participants at the St. James Hotel.

The hotel is located at 950 24th Street NW, Washington, DC. This hotel is in a good section

of the city, one half block from a Metro station. Attendees can take the Metro train to Union

Station, which is about a block from GPO.

A complete suite (bedroom, kitchen, complete with china and cookware, and dining area)

is available for $114.00 per night for single or double and $20.00 each for a third person. If you wish to reserve a suite at the hotel, you should call as soon as your seminar reservations

are confirmed by GPO.

The phone number of the reservation desk at the St. James Hotel is (202) 457-0500.

Please tell the reservation clerk that you are attending the GPO seminar and quote the above

room rate. If you are interested in sharing a suite with 1 or 2 librarians attending the

seminar, you may call John Tate at GPO: (202) 512-1109. Mr. Tate will try to match up

roommates.

Registration Form

Mail to: Chief, Depository Services Mail By: February 29, 1996

Library Programs Service (SLLD)

U.S. Government Printing Office Washington, DC 20401

I' would like to attend the May 29-June 5, 1996 Interagency Depository Seminar.

I need lodging and will contact the hotel directly.

I have not previously attended a GPO sponsored seminar.

Enclosed is my check for $10.00 payable to "GPO Cafeteria Service".

Please type or print clearly:

Name Telephone (include area code)

Institution

Library/Office E-mail

Address

City/State/Zip Code
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6P0 Launches Study of an Electronic

Federal Depository Library Program

In order to promote and ensure the public's right to timely, equitable, and cost effective access to government information in the "information age," the U.S. Government Printing

Office (GPO), at congressional direction, has initiated a cooperative study to identify measures necessary for a successful transition to a more electronic Federal Depository

Library Program (FDLP).

In adopting the conference report to H.R. 1854, the Legislative Branch Appropriations

Act of 1996, Congress has established this cooperative effort which includes representatives

from the legislative, executive, and judicial branches of government, as well as the national

library community and other appropriate government and public entities.

As outlined in the congressional report, the dramatic advances in technology provide new

opportunities for enhancing and improving public access. However, the effect on the FDLP

of the increasing utilization of electronic technologies in support of dissemination programs

by all branches of government requires careful analysis, planning, and a strongly coordinated

effort.

Among other objectives, the study will:

• examine the functions and services of the Federal Depository Library Program,

• survey current technological capabilities of the participating libraries in the Federal

Depository Library Program,

• survey current and future information dissemination plans of originating agencies,

• identify measures that are necessary to ensure a successful transition to a more

electronically-based program,

• identify the possible expansion of the array of Federal information products and

services made available to participating libraries, and,

• identify measures to ensure the most cost effective program to the taxpayer.

The completed study shall be available to Congress by March 1996.

The study is coordinated by GPO's Superintendent of Documents Wayne P. Kelley. An

executive working group has been formed comprising staff from the:

• Joint Committee on Printing

• Office of Management and Budget

• House Oversight Committee

• Senate Committee on Rules and Administration

• House and Senate Appropriations Committees

• Government Printing Office

• Congressional Research Service of the Library of Congress

• Center for Electronic Records, National Archives and Record Administration

• Federal Publishers Committee

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}

• Interagency Council on Printing and Publication Services

• Administrative Office of the U.S. Courts

• Federal depository library community.

The working group will be assisted by advisors from the:

• Supreme Court

• National Commission on Libraries and Information Science

• CENDI (a group representing several Federal scientific and technical information

activities) • information industry

• major library associations

• Depository Library Council (a group that advises the Public Printer on matters relating

to the Federal Depository Library Program)

• State governments.

Individuals and organizations wishing to provide comments or suggestions about the

study or specific study tasks can send Internet e-mail to study@gpo.gov or send a fax to the

attention of FDLP Study at 202-512-1262. Correspondence can be addressed to FDLP

Study, Mail Stop SDE, U.S. Government Printing Office, Washington, DC 20401.

Study to Identify Measures Necessary for a

Successful Transition to a More Electronic

Federal Depository Library Program

Initial Tasks for Implementation

(Revised 9/20/95)

1 . Technical analysis by a Federally-funded research and development center (FFRDC) to determine the most cost effective way to provide electronic access to Federal government

publications to the American public through the Federal Depository Library Program

[Task Leader: Jay Young]

2. Identification of relevant laws, regulations and policies regarding Government

information dissemination and evaluation of agency compliance in so far as it affects the

Federal Depository Library Program [Task Leaders: Jane Griffith (identification) and

Judy Russell (compliance)]

3. Identify, acquire and evaluate already available information, both published and

unpublished, relevant to the study [Task Leader: Julia Wallace]

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4. Identification of current and ongoing electronic information dissemination activities for

the Federal Depository Library Program [Task Leader: Judy Russell]

5. Evaluation of incentives for publishing agencies to migrate from print-on-paper products

to electronic format, for inclusion in the FY 1997 Federal Depository Library budget

submission [Task Leader: Roy Francis]

6. Evaluation of current laws governing the Federal Depository Library Program and

recommendation of legislative changes, if any, necessary for a successful transition to a more electronic program [Task Leader: Jay Young]

7. Survey Federal agencies to identify CD-ROM titles that are not currently included in the

Federal Depository Library Program [Task Leader: Gil Baldwin]

8. Individual case studies of specific Federal electronic information dissemination initiatives

with respect to their costs, and impact on public access to information through the

Federal Depository Library Program in comparison with present methods of

dissemination. Case studies include Congressional Bills, the Congressional Serial Set,

Department of Energy (DOE) research reports and Office of Technology Assessment

(OTA) reports [Task Leaders: Charles Cook (Congressional information), Gil Baldwin

(DOE), Fynnette Eaton and Tom Brown (OTA)]

9. Evaluation of issues surrounding inclusion in electronic formats of materials not

traditionally included in the FDLP in either paper or microfiche, including case studies

on Securities and Exchange Commission EDGAR data and Federal District and Circuit

Court opinions. [Task Leaders: Julia Wallace (overview and SEC) and Gary Bowden

(Federal courts)]

10. Review of Federal programs permitting or requiring the sale of information to recover

costs, and the effects on efforts to assure free public access through the FDLP, including case studies on STAT-USA and the National Library of Medicine MEDLINE Service.

[Task Leader: Ken Rogers (overview and STAT-USA) and Gil Baldwin (MEDLINE)]

Individuals and organizations wishing to provide comments or suggestions about the

study or specific study tasks can send Internet e-mail to study@gpo.gov or send a fax to the

attention of FDLP Study at 202-512- 1262. Correspondence can be addressed to FDLP

Study, Mail Stop SDE, U.S. Government Printing Office, Washington, DC 20401.

Individual task leaders can be contacted directly as follows:

Gil Baldwin, Chief, Library Division, Library Programs Service

U.S. Government Printing Office

Telephone: 202/512-1002; Fax: 202/512-1432 E-mail: manage@access.digex.net

Gary Bowden, Regional Administrator

Administrative Office of the U.S. Courts

Telephone: 202/273-1574; Fax: 202/273-1555

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Tom Brown, Chief, Archival Services, Center for Electronic Records

National Archives and Records Administration

Telephone: 301/713-6630; Fax: 301/713-6911 E-mail: thomas.brown@arch2.nara.gov

Charles Cook, Superintendent, Congressional Printing Management

U.S. Government Printing Office

Telephone: 202/512-0224; Fax: 202/512-1101 E-mail: ccook@gpo.gov

Fynnette Eaton, Acting Director, Center for Electronic Records

and Chief, Technical Services

National Archives and Records Administration

Telephone: 301/713-6640; Fax: 301/713-6911 E-mail: fynnette.eaton@arch2.nara.gov

Roy Francis, Chief, Branch of Policy and Printing Management

Department of the Interior

Telephone: 202/208-7247; Fax: 202/208-7984 E-mail: rfrancis@ios.doi.gov

Jane Griffith, Acting Chief, Science Policy Research Division

Congressional Research Service, Library of Congress

Telephone: 202/707-9547; Fax: 202/707-7000 E-mail: jbgriffith@crs.loc.gov

Ken Rogers, Director, STAT-USA

Department of Commerce

Telephone: 202/482-0434; Fax: 202/482-2164 E-mail: krogers@doc.gov

Judy Russell, Director, Electronic Information Dissemination Services

U.S. Government Printing Office

Telephone: 202/512-1622; Fax: 202/512-1262 E-mail: jrussell@gpo.gov

Julia Wallace, Head, Government Publications Library

University of Minnesota

Telephone: 202/512-1691; Fax: 202/512-1262 E-mail: jwallace@eids22.eids.gpo.gov

Jay Young, Director, Library Programs Service

U.S. Government Printing Office

Telephone: 202/512-1114; Fax: 202/512-1432 E-mail : direclps@access . digex . net
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NTDB Software to be Updated:

Library Input Sought

[The following announcement was received from the Director, STAT-USA, U.S. Dept. of Commerce.]

STAT-USA is working on an update to the National Trade Data Bank CD-ROM software

to make it more usable, correct problems with the current software, and bring it up to date

with current PC technology such as Windows. The new software will use the same Inquery

search engine found on the Internet version of the NTDB.

Access to the search engine will be through a new interface program now being

developed for STAT-USA by Auto-Graphics, Inc. The Browse/Romware interfaces to the

data bank will be discontinued as we roll out the new software.

One issue we are confronting is whether to continue to support personal computers

running 8086 or 80286 processors, i.e., very old equipment. The new software will support

16 bit operating systems (386 or higher processors); it will be very difficult to alter the

software to run on the older 8-bit systems.

We need to know the impact of this change on depository libraries. We have received

anecdotal evidence from GPO and a few librarians that suggest this will not be a problem but

would like to hear from others who may be affected. We are posting this notice in

GOVDOC-L and GPO will print it in the October 15, 1995 issue of Administrative Notes.

Please post your response through GOVDOC-L or you may fax your response to Ken

Rogers, STAT-USA, (202) 482-2164.

Finally, we hope to have the DOS version of the software for the January 1996 issue of

the NTDB and the Windows version by March, 1996.

Ken Rogers

Director, STAT-USA

Phone: (202) 482-1405

Fax: (202) 482-2164

krogers@doc . gov

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Monthly & Seasonal Weather Outlook Data

to Appear Electronically in Climate Outlook

In November, 1994, the National Oceanographic and Atmospheric Administration

announced that The Monthly & Seasonal Weather Outlook (item 0275-F, SuDocs C 55.109:)

would no longer be published in paper format. (See Administrative Notes Technical

Supplement, v. 2, #8 and v. 2, #9). An electronic version of the information will appear in

the publication entitled Climate Outlook on the home page of the Climate Prediction Center.

The URL is http://nic.fb4.noaa.gov

Climate Outlook "features seasonal outlooks at leads of 2 weeks to about one year

ahead." The Climate Outlook will be issued once per month near the 15th and will be

available via the Internet and the NWS's AFOS and DIFAX systems. The AFOS will

contain a complete set of the maps and DIFAX will contain only the 1/2 month lead seasonal

products.

For further information, contact:

CAC

ATTN: Climate Outlook

Predictions Branch

5200 Auth Road

Camp Springs, MD 20746

Information about the Climate Outlook can be obtained from the Regional Climate Center

(RCC) at the numbers listed below:

Northeast South High Plains

Ithaca, NY Baton Rouge, LA Lincoln, NB

607-255-5950 504-388-5021 402-472-8294

Southeast Midwest West

Atlanta, GA Rosemont, IL Reno, NV

803-737-0800 217-244-8226 702-677-3106

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Depository Logos Distributed on Diskette

GPO's Office of Advertising and Promotion produced 3 1/2" diskettes containing the

new electronic depository logo (ELECLOGO.DOS) and the familiar, original depository logo

(MAINLOGO.DOS). The Library Programs Service distributed the disks to depositories

under item 0556-C, SuDocs GP 3. 38. EL 2, on shipping list 95-0031-E, dated August 4,

1995.

GPO staff have become aware that some depositories experienced difficulty in accessing

these images from the two files on the disk. Because these are graphics files, they must be

treated as graphics, not retrieved as text files. The DOS extension may be misleading to individuals without automatic graphics recognition software.

ELECLOGO.DOS is a Tag Image File Format (TIFF) graphics file and

MAINLOGO.DOS is an Encapsulated PostScript (EPS) graphics file. The files can be used

with software packages that recognize these specific graphics formats (for example,

WordPerfect 5.1 for Windows).

Some software packages may require that the extension .DOS be changed to .TIF or .EPS as appropriate, in order for the software to properly recognize the graphics format.

Census Bureau Expands Electronic Data Dissemination

[The following announcement was released by the Bureau of the Census, Economics and Statistics Administration.]

As part of its stepped-up effort to dramatically expand Americans' access to official

demographic and economic information, the Commerce Department's Census Bureau today

announced plans to expand electronic dissemination of its data. The Internet, along with

other electronic delivery systems, will gradually become the primary sources for Census

Bureau statistics.

As with its early adaptation and use of the CD-ROM, the Census Bureau has been one of

the pioneer Federal agencies using the Internet to disseminate its vast storehouse of

information. On average, the bureau is now receiving approximately 50,000 inquiries per

day from customers who access its Internet site. The Census Bureau's Internet site was

established in 1994 as part of the Administration's government reinvention program and was

a recipient of Vice President Gore's "Hammer" Award for improving government operations.

"These changes respond to the Vice President's National Performance Review directive

to deliver more census data faster, to more people, and electronically. It is our hope that

Americans eventually will be able to directly access a vast, largely untapped demographic and

economic data base, downloading just the data they need for just the geographic areas they

need," Census Bureau Director Martha Farnsworth Riche said.

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"The new dissemination plan will allow for quicker release of detailed data many people

want. In the past, issuing tables and analyses in printed reports could add months to the

process. And since we could only print a selection, users still might not get the data they

wanted. A major advantage of this initiative is that it will allow users to receive data files on demand and to create their own reports rapidly," she added.

This future system Will be accessible to the widest possible array of users through the

Internet and all available intermediaries, including the bureau's network of 1,800 State Data

Centers and their affiliates, Census Information Centers and similar groups, libraries,

universities, and private firms.

In response to customer suggestions, the agency is redesigning its printed reports to make

them more user friendly. In the near future, most of these short analyses of policy-relevant

issues will be disseminated via the Internet.

"We will work with census data users and the communities they serve to continue our

efforts to meet their needs and expectations," Director Riche said. "We recognize that not all data users have access to the Internet and we intend to make sure that people not on the

information highway still have access to the data they need."

The bureau already has discontinued some printed reports and begun implementing this

new data dissemination plan. Some of the discontinued reports include the annual, reports in

its governments' finance and employment series, current industrial reports, and monthly

population estimates. The bureau will keep data users informed about information available

and upcoming additions to the Internet.

Non-Internet consumers can still obtain extracts of data from the electronic files available on CD-ROM, floppy diskette, or as computer printouts on a reimbursable basis. Under the

plan, CD-ROM will be used for archival purposes and to publish large collections of similar

data (e.g., monthly foreign trade data) and reports, extended and more detailed historical

data, and public-use microdata. Some transactions may include a fee for service—for

example, for customized file extracts and graphical summaries.

The Census Bureau's plan calls for development and implementation of the full system in

time to disseminate the results of Census 2000. Plans already are under way to disseminate

most of the data from the 1997 Economic and Agriculture censuses electronically.

The Census Bureau's electronic dissemination program is one of several coordinated

efforts underway at the Department of Commerce's Economics and Statistics Administration

to improve and expand data dissemination.

The bureau invites the general public to communicate its comments and suggestions to: comments@census.gov on Internet; the Census-BEA Electronic Forum (301-457-2310);

CENDATA (via CompuServe's "User Feedback"); telephone 301-457-4094, or mail (John C.

Kavaliunas, Office of Director, Room 3682, U.S. Census Bureau, Washington, DC 20233).

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Several printed report series, listed below, have been consolidated, streamlined, or

replaced either totally or in part by electronic media such as CD-ROM and the Internet. The

specific mix of media available for accessing any given tabulation will likely continue to change in response to user needs and evolving technology.

User suggestions are welcomed. Please provide comments to the Customer and Product

Development Office, Census Bureau, Washington, DC 20233-0103 or e-mail to comments@census . gov

.

Agriculture

1992 Census of Agriculture Zip Code Tabulations of Selected Items

Replaced by CD-ROM - same title

Construction and Housing

The H-lll Series, Housing Vacancies and Homeownership, will be available only on Internet

and as quarterly press releases.

H-121, Housing Characteristics. Future subject analysis will be released in much shorter

form or as Statistical Briefs, with some detailed tables on the Internet. The report, Our

Nation's Housing: 1993, is in preparation.

H-123, Special Reports, is discontinued.

Decennial Census

Several reports in the CP-3 and CH-3, Population and Housing Subject Reports series, have

been issued only on computer tape and CD-ROM. These include the following:

CP-3 Earnings by Occupation and Education.

Replaced by CD-ROM, CD90-SSTF22

CP-3 Geographical Mobility for Metropolitan Areas

Replaced by computer tape, SSTF15, and a forthcoming CD-ROM.

CP-3 Journey to Work in the United States

Replaced by computer tape, SSTF20 and CD-ROM, CD90-SSTF20 (not yet

available)

CP-3 Language Use in the United States

Photocopies of tables and a CD-ROM are available through Population Division

CP-3 Occupation by Industry

Replaced by CD-ROM, CD90-SSTF14

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CP-3 Poverty Areas in the United States

Replaced by CD-ROM, CD90-SSTF17

CH-3 Metropolitan Housing Characteristics

A printed report with U.S. summary data is available. Data for States and specific

metropolitan areas are available on CD-ROM, CD90-SSTF7.

CH-3 Housing of the Elderly

Replaced by CD-ROM, CD90-SSTF8

CH-3 Housing Characteristics of New Units

Replaced by CD-ROM, CD90-SSTF9

CH-3 Mobile Homes

Replaced by CD-ROM, CD90-SSTF10

CH-3 Condominium Housing

Replaced by CD-ROM, CD90-SSTF18

Foreign Trade

FT247 Imports for Consumption: Harmonized TSUA-Commodity by Country of Origin

Replaced by CD-ROM, CDIM-yr-mo

FT447 U.S. Exports: Harmonized Schedule B-Commodity by Country

Replaced by CD-ROM, CDEX-yr-mo

FT927 U.S. Merchandise Trade: Exports and General Imports by Country, Standard

International Trade Classification

Incorporated into FT925 U.S. Merchandise Trade: Exports, General Imports and

Imports for Consumption, Standard International Trade Classification

Geography

Geographic Identification Code Scheme

Replaced by CD-ROM

Governments

Most printed reports from the Annual Survey of Governments: Government Finances (GF)

and Government Employment (GE) series have been dropped and data are available only on

the Internet, diskette, or magnetic tape. Specific titles include:

• State Government Tax Collections: 1993

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• City Government Finances: 1992-93

• County Government Finances: 1992-93

• Finances of Employee-Retirement Systems of State and Local Government: 1992-93

• City Employment 1993

• County Government Employment: 1993

Quarterly reports on tax revenues and retirement system finances will be available on

FastFax, as well as on the Internet.

Reports from the 1992 Census of Governments will still be issued; summaries will be made

available on Internet and larger files will be released on CD-ROM and magnetic tape.

However, the following publications have been canceled and data are available neither in

print nor electronic format.

• GC92(3)-3 Labor-Management Relations

• GC92(3)-4 Government Costs for Employee Benefits

• GC92(6)-1 Historical Statistics on Government Finances and Employment

• GC92(6)-2 State Payments to Local Governments

• GC92(6)-3 Governmental Statistics for Puerto Rico, Virgin Islands, Guam, and Northern

Mariana Islands

• GC92(6)-4 Graphic Summary

Manufacturing and Mineral Industries

Beginning in 1993 all Current Industrial Reports, with the exception of the M3-1, MQ-C1

and MA200 reports, are available on CENDATA, the Electronic Bulletin Board or FastFax.

This series consists of over 100 separate "reports" that provide monthly, quarterly, annual or

biennial statistics on production, inventories and orders for approximately 5,000 products.

Population

There have been changes to all six series of Current Population Reports:

P-20, Population Characteristics. There were 8-10 reports on recurring topics (as indicated

below) in the P-20 series during the 1980's. There were 6 reports issued in 1994. It is planned that most of these reports will continue as printed documents, although some may be

significantly reduced. There are plans to continue the Statistical Briefs related to the topics

covered by the reports.

Black Population: Currently published annually, but will become smaller biennial report.

Data will be released electronically every year.

Asian and Pacific Islander Population: The first report was issued in August 1992 and annual

reports were planned; there will now be a smaller biennial report with annual electronic

release.

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Hispanic Population: This annual report will become biennial, with data released

electronically every year. The series also contains a periodic "Hispanic Chartbook," the

future of which is unknown at this point.

Educational Attainment: This is a biennial report; some materials will be available on

Internet.

School Enrolment: Some materials from this annual report will also be available on Internet.

Geographic Mobility: Some materials from this annual report will also be available on

Internet.

Voting Registration: There will be no printed report. Text and tables will be available on

Internet.

Fertility: This will continue as a biennial report with some text and tables available on the

Internet.

Marital Status and Living Arrangements: This will continue as an annual report and tables

and text will be available through Internet.

Households and Families: will continue as an annual report with some text and tables on

Internet. A new report in the series, Characteristics of the Foreign-Born Population, will appear in late summer 1995 and will be in a format similar to the Statistical Briefs.

P-23, Special Studies. Information pertaining to methods, concepts, or specialized data is furnished in these publications. Also included are occasional reports on family life, women,

voter turnout, computer use and other topics. This report series consisted of one report in

1994, with 3 planned for 1995, down from 6 in 1993.

Currently the recurring reports in this series are: A biennial report on the sixty-five and over population that may be revamped; some text and

tables are planned for the Internet.

The Population Profile series which will continue; some text and tables may also be available

on Internet. How We're Changing, Demographic State of the Nation, which will continue as an illustrated

overview of data on selected topics. Data will also be available on the Internet.

P-25, Population Estimates and Projections, and P-26, Local Population Estimates.

Included in these series of reports are annual midyear estimates of the population by age,

race, sex, and geographic area; projections for the United States and States; and county,

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incorporated place, and metropolitan area population estimates. There were approximately

48 reports issued over a 2-year period. The last issue of the monthly 2-page U.S. population

estimates P-25 report, for December 1994, was released in February 1995; data continue to be available on Internet. Current plans envision 7 reports in this series over a 2-year period.

The size of the reports will also be significantly reduced. Data will be available

electronically on Internet, diskette, the electronic bulletin board, and on CD-ROM.

There has not been a report printed in the P-26 Series since the 1988 estimates. These data

are now being released as part of the P-25 series and electronically.

P-60, Consumer Income. Reports in this series provide income and poverty information on

families, individuals, and households, by various demographic characteristics. Data are also

presented on noncash benefits and health-Gare coverage. Several other research reports were

also issued in this series. The content of this series has been drastically shortened.

Historical tables are available on the Internet; historical and detailed tables, along with the

microdata, are available on CD-ROM.

There were no reports issued in 1994 and two will be issued in 1995.

P-70, Household Economic Studies. The content of reports in the P-70 series will be

drastically shortened. Reports that are based on core questions collected in the Survey of

Income and Program Participation will continue to be produced as part of the Dynamics of

Economic Well Being series, though some may appear in a format similar to the Statistical

Briefs, e.g. a forthcoming report on Income. Key statistics from these reports will eventually

appear concurrently with the release of the microdata. Reports based on "topical modules"

from the Survey of Income and Program Participation will appear in short reports or as

briefs, with detailed tables on the Internet. There were 7 reports in 1994 and approximately

9 planned for 1995.

Technical papers and Survey of Income and Program Participation (SIPP) working papers

will continue in printed form but will also be available on the Internet.

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Defective Census CD-ROM to be Corrected

Title SuDocs # Shipping list # Item #

County-to-County Migration Flow

Files: 1990 Census of Population and

Housing Special Project 312 (SP312),

In-Migration CD-ROM

C 3.284:

CD 90-MIG-01

95-00 10-E 0154-E-03

There is an error reported in the January 1995 issue of this disc. The error is corrected

in the May 1995 impression of the disc. The Census Bureau will notify LPS regarding the

corrected version. LPS will alert the depository community as information and/or the

corrected disc becomes available.

Planning for a Library Inspection

Remarks by

Sheila M. McGarr

Chief, Depository Services

California Depository Librarians

University of California, Irvine

September 14, 1995

[This speech is updated from one which appeared in JurisDocs, v. 8 #1 (1985), pp. 5-1 O.J

In my role as a representative of the Superintendent of Documents, I, and the three

Depository Library Inspectors, examine depository libraries for compliance with Chapter 19

of Title 44, United States Code. We are especially concerned with the provisions of Section

1911 which state in part that "depository libraries shall make Government publications

available for the free use of the general public." A library must observe this stipulation in

order to gain, and thereby retain, its depository designation.

History of Inspection Program

To better understand the inspection program, I will briefly summarize its short history.

Since the Printing Act of 1895, later codified as Section 1909 of Title 44, the Superintendent

of Documents has been authorized to make "firsthand investigations of conditions for which

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need is indicated." Until 1972, depository libraries were infrequently visited. Instead, GPO

relied on the "Biennial Survey", inaugurated in 1947, for data.

The first inspection form, a 12-question checklist, was developed in late 1971 and used

in 1972. Bookstore managers, GPO staff on travel, as well as specific examiners, "dropped

in" on depositories without warning. The examiners would visit several libraries in a day.

The form was filled out and placed in the depository library's permanent file at GPO. No

copy was mailed to the library or the regional. Often, the documents librarian was not

available and other staff answered the questions.

By the mid-1970's, GPO, on advice from GODORT (Government Documents Round

Table of the American Library Association) and the Depository Library Council to the Public

Printer, concluded that depository libraries needed systematic and formal inspection to insure

the effectiveness of the Federal Depository Library Program. Our job in Depository Services

is to determine that libraries receiving government documents paid for by the taxpayers are

fulfilling the not too onerous responsibility of making government publications freely

available to the public.

In 1974, the first full-time inspector, a professional librarian, was hired. A second

librarian was employed in 1976. The inspection form was evolving with more questions on

bibliographic control, housing, and public access. By 1977, the Depository Library Council

had developed standards to "provide an inspection tool for the Superintendent of Documents,

a guide for education of documents librarians, and a tool for communication with library

administrators." These Guidelines for the Depository Library System (Guidelines) were

distributed to all depositories and became the basis for the next version of the Inspection

Report. In conjunction with issuing the Guidelines, a wholesale revision of the Instructions

to Depository Libraries, the rules and regulations of the Program, took place.

Since 1972, the inspection process has evolved from a cursory examination to an all-day

comprehensive review. At first, inspections were unannounced and the inspector visited two

or more libraries per day. With no advance warning, our staff found interesting surprises,

such as piles of unopened boxes, material in locked rooms, no one in charge of the

collection, etc. On occasion, we still find that today.

Preparing for the Inspection

Since 1978, we have notified depository staff of the specific inspection date from 4-6

weeks in advance and request an appointment for an oral exit interview with the library

director in order to summarize our overall evaluation and recommendations. The regional

librarian is also notified of our trip and invited to accompany us, if possible, because he or she can provide valuable insights about funding sources, cooperative networks, disposal

guidelines, etc.

The inspectors have always been professional librarians. We help to identify areas of

strength and weakness by rating the entire operation, not judging the documents librarian.

We are fully aware that librarians and administrators cannot totally control their working

environment, architecture, or funding. After inspecting nearly 500 libraries, I am very

familiar with the challenges and difficulties facing most depository libraries.

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Libraries are generally inspected in chronological order by date of last inspection.

Geography and climate are also considered. For these reasons, Arizona is not visited in the

summer nor Minnesota in January. The American Automobile Association tour books and

the Rand-McNally Road Atlas are invaluable since we make our own hotel reservations and

work with a travel agent to obtain airline tickets and rentals cars. The elapsed time between

inspections is about six years due to staff turnover and lengthy hiring procedures. The three

inspectors travel about 40% of the work year and each examines about 70 libraries annually.

Because of my other responsibilities, I examine about 25 libraries a year.

I would like to explain briefly how the inspection itinerary is prepared. Once a portion

of a state has been selected, the library staff is contacted by telephone. After we identify

ourselves, there is usually 5 seconds of dead silence at the other end. We run down the

inspection routine to calm the documents librarian. The appointment is later confirmed by

letter. Accompanying the letter is a pamphlet entitled "Preparing for a Depository

Inspection," which is actually Chapter 8 of the Federal Depository Library Manual. We also

recommend that the librarians perform a self-study using the draft which was announced in

the November 25, 1994 issue of Administrative Notes, pp. 27-37. Such an evaluation can

often anticipate the inspector's findings and be communicated to the library administration

before we arrive. This internal review may make the inspection process less stressful as there are fewer "surprises" when we orally summarize our findings with the library

administration.

With the uniform set of written questions in the self-study, the documents staff can

review critically what they are doing and have the opportunity to comply with the law and

GPO regulations in advance of the inspection. The self-study can be a strategic assessment

document and can steer the documents librarian toward issues such as collection development

policy, ADA compliance, etc., which need careful consideration. Even with a self-study, the

inspector still has a regulatory role to identify areas of strength and weakness in the entire

depository operation and the educational role to act as a consultant and make

recommendations based on experience. The communications role as the on-site audit is often

the only way some documents staff and library administration interact with a GPO

representative. We plan to issue a revised text of the optional self-study as another Federal

Depository Library Manual Supplement in 1996.

In the intervening 4-6 weeks before the inspection, the documents librarian is urged to review the Guidelines for the Depository Library System, the Instructions to Depository

Libraries, Superseded List, and the Federal Depository Library Manual and its Supplement,

plus collect whatever materials would be useful, e.g., procedures manual, collection

development policy, annual reports, promotional flyers, etc.

The Inspection

Before entering the library, we check outside the building for handicapped ramps and for

the depository emblem on the entrance doors. Not only is the depository decal the focal

point of our entire marketing campaign but it also states for all to see that "public access to the government documents collection is guaranteed by public law." We also look for the new

"U.S. Government information ... electronically" decal given to those libraries which

subscribe to GPO Access services.

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All depositories are expected to serve the public, not just their institution's clientele,

except the highest appellate court of each state which is exempt by Federal law. In reality,

all appellate court depositories serve the public, except in California, because they receive

state funding as public law libraries. Yet we have discovered various tactics, most often in

law-related depositories and private institutions, which have a "chilling effect" on public

access: charging a fee for a pass to enter the library; enforcing a dress code; age restrictions;

actively referring patrons to other depositories; closing the library to all non-students and

faculty, etc. Often door guards and student workers are unaware of the legal responsibility to ensure free, unimpeded, access by the public to the depository collection. Misunderstandings

are less apt to occur in institutions which openly promulgate their access policies through

signs, leaflets, and policy statements.

After entering the library, we look for adequate signs, a floor plan, or directory to locate

documents in the building without having to ask a staff member. Some libraries have

installed creative signage while others fail to mention the depository collection at all in

library handbooks, pathfinders, newsletters, or brochures. We inquire about special

procedures for those without the appropriate library card to insure that a guard or access

services office will not detain anyone who wishes to use Federal documents in the building.

After meeting the documents staff, some time is spent answering GPO-related questions

and becoming familiar with the library and the depository operation. A principal concern is who is in charge of the depository function. Is there a clear demarcation of duties? Is there one person reporting to the library administration on the Federal Depository Library

Program? For example, if technical services processes the shipments, circulation shelves and

retrieves the pieces, and reference provides access to the information, there should be one

person, a professional librarian, coordinating the entire program. GPO needs a point of

contact too.

The inspection follows the work flow of the depository operation. Access includes not

only physical entry to the building but also record keeping and shelving and filing the

materials in all formats in a timely manner and in an orderly fashion. The items do not have

to be filed in SuDocs classification order but ought to be arranged in a recognizable scheme

such as Dewey, LC, or shelving Army Lawyer with law reviews, Statistical Abstract in the

reference collection, etc.

Processing

Initial processing is examined first. Federal documents should be handled in a similar

fashion as "regular" materials. Is there a shelflist or holdings record for the complete

bibliographic control of all monographs, serials, microfiche, CD-ROMs, and maps? Have

written criteria been formulated for determining which titles are fully cataloged, rebound,

replaced, and security-plated to insure preservation and uniform decisions? It is always

surprising to discover the lack of a specific written collection development policy for Federal

documents in view of the public service responsibilities of depositories. To that end, in 1994

GPO issued the Federal Depository Library Manual Supplement to aid in formulating a written collection development policy. We urge the creation of a procedures manual which

specifies internal policies and work flow as well as incorporates GPO's requirements found in

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the Instructions to Depository Libraries. Too often we meet new documents librarians

groping for direction.

The library is expected to assure that the depository collection is used and not merely

stored or placed in a remote location. If microfiche, periodicals, and maps are housed

separately, we check whether there is a location note on the shelflist. Since many libraries

integrate some of their documents into the main book collection, we verify that the call

number or location is noted on the kardex, shelflist files, or automated records to speed

retrieval. If some material is in storage, have the appropriate shelflist notations been made

and can the publications be retrieved promptly (preferably within 24 hours)?

There is a noticeable and encouraging trend to fully catalog documents via a profiled tape

load into on-line catalogs using the SuDocs classification system. Another approach to increase visibility and to relieve overcrowding is to selectively house material at another

campus library or other local institution. Under GPO Access, depositories may provide up to ten Internet Protocol (IP) addresses to GPO for the on-line services. We also allow selective

housing of excess IP addresses at a gateway site, e.g., Portals in Oregon, Ocean FreeNet in

Rhode Island, etc. Should a depository library adopt either or both of these methods, a "Memorandum of Agreement" outlining the host institution's responsibilities toward public access and retention should be signed and forwarded to GPO and the regional librarian. A

sample agreement for traditional products can be located in Chapter 2 of the Federal

Depository Library Manual. The model agreement for on-line services appeared in the

December 15, 1994 issue of Administrative Notes on pp. 18-19; in the booklet entitled GPO

Access: Information for Depository Libraries dated January 1995, and on U.S. Fax Watch

(202) 512-1716 as document number 3357.

As mentioned earlier, the primary role of the inspector is to insure that Title 44 is followed. Our secondary role is advisory. In that capacity, we urge documents librarians to conduct an annual zero-based item selection review with the goal of building a quality

collection not only to meet the informational needs of a library's primary clientele but also of

the surrounding congressional district. The "Suggested Core Collections" in the Federal

Depository Library Manual is a useful selection tool. The List of Classes in ASCII format is available for downloading from GPO's Federal Bulletin Board.

Weeding the collection of extraneous material after the five-year statutory retention

requirement has been met is a key component of collection development. When I hear

complaints about the onerous weeding process, I respond by asking whether some of the

items in question would have been purchased with acquisition funds. If the answer is no, then I ask why the staff has "purchased" the document with Federal revenues. Setting up a weeding schedule and following the Regional' s guidelines for disposition is preferable and

more comprehensive than weeding isolated overcrowded shelves.

Public Service

One of the most important categories in the Inspection Report is "Public Service."

Whether institutions are publicly or privately funded can color their perception of the public.

Some private institutions are more open than some publically supported ones. The privilege

of depository status imparts more than custodial maintenance and an open door. Depository

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libraries are expected to provide skilled reference staff, research aids, and equipment. If the

reference librarian cringes when someone asks for Federal material or tells a patron to return

another day or at another time, the remedy is to conduct "in-service" seminars. The

reference staff can then serve as auxiliary documents librarians to insure that government

information is an integral part of their search strategy and not an afterthought.

During our tour of the library, we check for supplementary commercial indexes and

databases which have been purchased to facilitate use. Is the Publications Reference File and

the Monthly Catalog, in CD-ROM, on-line, or GPO iterations, near the reference desk if that

is the only service point? We want to see all of the microfiche readers, reader/printers, and

storage cabinets. We want to see the map cabinets, CD-ROM work stations, jukeboxes,

photocopiers, fax machines, etc., and when necessary recommend that more be purchased.

Is interlibrary loan service provided or referrals made to other depositories or to a GPO

bookstore?

Does the public even know that the library is a depository? GPO's marketing staff has

developed a campaign for publicizing depository libraries via posters, bookmarks, and

brochures to help you get started. We have recently distributed more order forms so that you

can obtain folders, "Federal Publication" stickers, and we now have a new electronic logo on

diskette and on decals.

Bibliographic guides, book displays, and library newsletters are basic means to spotlight

the collection. Consider using the campus radio station, local cable television, plus speaking

before the Rotary or Chamber of Commerce on business tools, the Sierra Club on the

environment, or law and education before the League of Women Voters. When reprinting

your bookmarks and student and faculty handbooks, add a note about being a depository.

Many of you, I am sure, have received urgent long-distance telephone calls from alumni who

must have specific information located on the shelves between the second and third window

on the left and the book is tan. They think only your library can provide the answer. They

have completed their education without ever finding out about the nearly 1 ,400 libraries in

the depository network.

Contacting City Hall, the planning board, and county government officials, plus

informing the local office staff of your Member of Congress and state legislator to inform

them of depository services available to their constituents are additional public awareness

tactics. Conducting a workshop which includes faculty, non-depository librarians, and even campus branch librarians to teach them the nuances of locating government information is another idea. Other ideas can be found in Chapter 7 of the Federal Depository Library

Manual or in the Proceedings of the 3rd Annual Federal Depository Library Conference

(1994).

Administration

Have you talked with your boss lately about the Federal Depository Library Program?

Tips of communicating depository needs to the library administration also appeared in the

Proceedings of the 3rd Annual Federal Depository Library Conference on pp. 149-158. I hope you are not waiting for six years until we act as your advocates.

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Does your library administration appreciate the monetary value of materials added to the

collection in return for the obligation to provide public access? Occasionally, we are asked

about the value of materials shipped to an individual depository, especially after a new library

administrator is hired. It is impossible for GPO to accurately determine the figure because

only about 20% of what we distribute is available for sale, 60% is in microfiche, and, except

for the regionals, all other depository profiles are different. We recommend that staff locate

prices for essential documents including costly CD-ROMs in the U.S. Government

Subscriptions catalog, Publications Reference File, Census Catalog and Guide, etc., to approximate value.

Are sufficient statistics maintained on the number of titles and pieces added and

withdrawn from the collection to accurately reflect your workload? Maintaining statistics on

the number of questions answered by documents, or not answered because material was

lacking, can validate that increased needs of patrons require a larger staff, added space and

equipment, etc. Counting the number of pieces circulated is a standard practice and since so many Federal documents never leave the library, you may wish to count and mark

documents, maps, CD-ROMs, and microfiche prior to reshelving.

Rating

After bombarding the documents librarians with questions such as the ones I have just

enumerated, completing the questionnaire is the next step. Each library is rated in seven

categories: Collection Development; Bibliographic Control; Maintenance; Human Resources;

Physical Facilities; Public Service; and Cooperative Efforts. Regional libraries are rated in an additional area.

In February 1993, the nearly 20-year practice of assigning point scores for each question

and ratings of Excellent, Good, Satisfactory, and Unsatisfactory in each category was

abolished because they so often created unnecessary tension, negotiation, and competition

among libraries. Instead, we substituted Compliance and Noncompliance. We are interested

in the basics of access, custody, maintenance, and service, not whether a library scored a 71

or 83 on the day of the inspection. After the compliance review, the Inspection Report and

recommendations are forwarded to the library director, documents librarian, and regional

librarian.

Ratings among the over 200 libraries inspected in a year approximate the Bell curve. Few receive compliance in all categories and the majority fail in one or two areas. However,

if a library earns noncompliance ratings in three or more categories, which is about 3% per

year, it is placed on probation for the legally mandated probationary period of six months. A

re-inspection is scheduled at a later date. The majority of probationary depositories make

significant improvement in the deficient areas and are removed from probation. Some others

have voluntarily relinquished depository status. In my 13 years, I can count on one hand the

number of libraries GPO has terminated from the program.

At day's end, the inspector meets privately with the library director in an exit interview

to provide an oral summary of the inspection findings. Inspectors use the ratings as a

skeleton. Our narrative comments elaborate certain findings plus offer suggestions and

positive strategies to strengthen the depository operation.

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From the beginning of the program in 1972, inspections were viewed by both GPO and

the library community as a positive supportive experience. Each library is different. Its patrons' needs and operating constraints are unique. However, every director of a depository

library signed a contract entitled "Acceptance of Designation as a Depository Library for

United States Government Publications."

The pertinent paragraph states in part "it is hereby agreed that this library and its staff

will abide by the law governing depository libraries and such regulations and instructions as have been or may be issued by the Superintendent of Documents in administering the law."

It is a fact that a library requests depository designation in its own self-interest. Precious

acquisitions funds can be allocated elsewhere now that a source for free material has been

found. It is unfortunate that some depositories are under the misapprehension that they are not required to comply with sections 1909 and 1911 of Title 44 which the Superintendent of

Documents is entrusted with safeguarding. Libraries which cannot or will not comply with

the stipulation of being accessible to the public should voluntarily relinquish depository status.

To sum up, GPO monitors depository libraries through the inspection program which has

also proven beneficial to GPO. Regularly scheduled examinations are cost-effective and

valuable for this agency since continuing problems in a depository usually mean an increased

investment of time and resources on GPO's part. An efficient and effective Federal

Depository Library Program is in everyone's best interest. Our investigation offers the

documents librarian a chance to exchange information, make suggestions for improvements at GPO, and reinforce our mutual commitment to provide the American public with easy access

to Federal Government information.

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6P0 Access Training Schedule

Revised 9/26/95

Friday,

October 20

Kansas City, MO - University of Kansas

Regents Center

Ann Liebst (913) 594-6451

Joe Lorino (913) 897-8400

Session 1: 9:00 a.m. - 12:00 noon

Session 2: 1:00 p.m. - 4:00 p.m.

Coinciding with the

Kansas Library

Association/Missouri

GODORT meeting

Friday and

Saturday

November

10 & 11

Santa Clara, CA - Orradre Library

University of Santa Clara

George Carlson (408) 554-5436

Both days: Session 1: 9:00 a.m. - 12:00 noon

Session 2: 1:00 p.m. - 3:00 p.m.

Coinciding with the

California Library

Association Conference

Tuesday,

November

14

Los Angeles, CA - Leavy Library

University of Southern California, University

Park

Julia Johnson (213) 740-5192

Session 1: 9:UU a.m. - 12:00 noon

Session 2: 1:00 p.m. - 3:00 p.m.

Thursday

November

16

Tempe, AZ - Arizona State University

Business Administration Bldg. - Rm. 396

Ken Furata (602) 965-3387

Janet Fisher (602) 542-4417 (Phoenix State

Library)

Coinciding with

Arizona GODORT

Meeting

To reserve a place, or for more information, contact:

John Berger

Office of Electronic Information Dissemination Services

E-mail: john@eids05.eids.gpo.gov

Telephone: (202) 512-1525

Fax: (202) 512-1262

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Table of Contents

Biennial Survey on U.S. Fax Watch 1 9th Annual Interagency Depository Seminar Announced for May 1996 ... 2

GPO Launches Study of an Electronic Federal Depository Library Program 6

Study to Identify Measures Necessary for a Successful Transition

to a More Electronic Federal Depository Library Program 7

NTDB Software to be Updated: Library Input Sought 10

Monthly & Seasonal Weather Outlook Data to Appear Electronically

in Climate Outlook 11

Depository Logos Distributed on Diskette 12

Census Bureau Expands Electronic Data Dissemination 12

Defective Census CD-ROM to be Corrected 19

Planning for a Library Inspection: Remarks by Sheila M. McGarr 19

GPO Access Training Schedule: Revised 9/26/95 27

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

28