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Federal Depository Library Program (FDLP) fdlp.gov 

 

LPS Annual Report: FY 2001 

Within the U.S. Government Printing Office, the Library Programs Service (LPS) is 

charged with the administration of the Federal Depository Library Program (FDLP), the 

Cataloging and Indexing Program, and the distribution component of the International 

Exchange Program of the Library of Congress. These programs are accomplished through 

the basic functions of LPS: 

• Acquisition, classification, and bibliographic control of U.S. Government 

publications in all formats 

• Distribution and format conversion of tangible U.S. Government publications 

• Assuring permanent public access to all publications in FDLP collections, with 

particular attention to the current and ongoing accessibility of electronic U.S. 

Government publications 

• Inspection of depository libraries for compliance with statutory requirements 

• Providing continuing education and training initiatives that strengthen the ability 

of depository library personnel to serve the public 

Summary 

The transition to a more electronic FDLP, begun in 1996, is continuing, as required by 

Congress and consistent with the trends in Government publishing. In FY 2001, LPS 

began moving ahead of the publishing agencies in terms of reliance upon online 

information. No longer passively proceeding "in tandem" with agency publishing 

decisions, LPS is frequently selecting only the electronic version of Government 

publications for FDLP even when the originating agency may still be publishing in a 

tangible format. This process has contributed to an increasingly complex workload for 

LPS staff. 

LPS' cataloging and locator services have emerged as a critical element in the FDLP's 

provision of current public access to U.S. Government publications. Long recognized as 

the national authority for cataloging Government publications, LPS is also gaining 

recognition as a center of excellence in other aspects of managing an electronic collection 

for permanent public access. 

In FY 2001, about 60% of the titles in the FDLP were available online. This ongoing 

change is reflected in changes in the LPS organization. While the areas of LPS that are 

associated with processing tangible publications are either static or shrinking in size, 

additional resources are required for the discovery, classification, cataloging, and 

archiving of electronic publications. 
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Staffing and automated systems resources continue to be issues for LPS. Loss of 

experienced personnel and managers has occurred at an unprecedented rate this year, 

with the worst losses occurring in the Cataloging Branch and the Depository Distribution 

Division. Filling these vacancies will take considerable time, and the new staff will not be 

completely on board and assimilated into the workflow until well into FY 2002. 

LPS has begun the process of acquiring an up-to-date library cataloging and data 

management system, typically referred to as an integrated library system (ILS). Such a 

system would enhance LPS' ability to perform the statutorily authorized functions of the 

Cataloging and Indexing Program and the FDLP. 

LPS Highlights for 2001 

• FDLP publication distribution increasingly electronic 

• Policy guidance for acquiring online publications 

• Significant personnel turnover 

• Expanded role of cataloging staff 

• New directions for partnerships 

• ILS acquisitions planning process 

• State plans revision initiative 

• Web Document Digital Archive project with OCLC 

FDLP Publication Dissemination 

The FDLP has become a primarily electronic program. Under policies articulated early 

this year, Government publications are furnished to Federal depository libraries solely in 

online electronic format unless certain criteria or circumstances exist. As a result, there is 

now a higher proportion of online-only titles in the FDLP than ever before. 

Many format changes begun in FY 2000 are now in effect. LPS previously established 

the requirements for depository copies for many publications that are printed under GPO 

term contracts beginning in FY 2001. Last year, LPS checked each term contract to see if 

that title or set of publications was available online. If so, and it did not fall into one of 

the exception categories, LPS changed the depository dissemination to electronic only. 

LPS reviewed about 700 annual term contracts and changed about 25% of them to solely 

electronic dissemination. The results of these decisions, coupled with the program 

funding reductions, are showing up in FY 2001, with nearly a 29% reduction in the 

number of FDLP paper titles. There has also been an even sharper reduction in the 

number of microfiche titles, due in large measure to the cessation of the Congressional 

bills in microfiche at the end of the 106th Congress. 

By the end of July, 18,387 additional online titles were made available via GPO Access. 

Overall, 59% of the titles disseminated this year were online, compared to 53% in FY 

2000. The following chart shows the distribution of publications in the FDLP in FY 1999, 

2000, and 2001: 
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Federal Depository Library Program (FDLP) fdlp.gov 

Media FY 1999 FY 2000 FY 2001*

Titles Titles Titles

Online (GPO Access) 17,885 11,715 15,755 

Online (other agency sites) 14,166 20,951 5,480 

Paper (includes USGS maps) 13,103 13,660 9,650 

Microfiche 25,740 14,572 4,867 

CD-ROM, DVD 682 617 491 

Total 71,576 61,515 36,063

* Projection based on data through August 

The downturn in the number of new links to online publications at other agency sites is 

caused primarily by a reduction in the new additions to the Dept. of Energy partnership 

sites, particularly the DOE Information Bridge (http://www.osti.gov/bridge/). Despite 

significant staffing losses in the Cataloging Branch, LPS operations to identify, catalog, 

and link to external resources have continued at a steady pace. 

Policy Guidance Developed 

In January 2001, the Superintendent of Documents (SOD) issued policy guidance 

(produced with library community input) to assist GPO staff in determining which 

publications should be disseminated solely online. SOD 71, the 

"Dissemination/Distribution Policy for the FDLP" and the related list of "Essential Titles 

for Public Use in Paper Format" are important working documents for LPS staff to use in 

acquiring publications for the FDLP, and making possible more consistent decisions. 

SOD 71 and the "Essential Titles" list are available on the FDLP Desktop. 

Personnel and Staffing 

FY 2001 saw unprecedented personnel turnover in LPS. Within a one-year span, LPS has 

lost four staff to the Library of Congress, two to the Defense Technical Information 

Center, and one each to the Internal Revenue Service and the National Library of 

Education. This attrition is exclusive of retirements and other causes. The impact of this 

out-migration has been particularly marked among the library inspectors, catalogers, and 

the Depository Distribution Division. 

Vicki Barber, formerly Chief of the Depository Distribution Division, recently left LPS 

for a promotion to Chief of the Documents Technical Support Group. LPS is in the 

process of recruiting to fill this key position. Colleen Davis, an LPS veteran who had 

been acting as Chief of the Depository Distribution Division, retired in July. William 

Teele, Chief of the Depository Receiving Section, retired in September. Filling these 

positions is a priority for LPS. 
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Bonnie Trivizas returned to LPS as Chief of the Library Division. Bonnie, who 

previously served in LPS from 1986-92, has management responsibility for the 

Cataloging Branch (CB), the Depository Administration Branch (DAB), and the 

Depository Services Staff (DSS). 

DSS' library inspection team shrunk to only one library inspector for part of the year. 

Two additional inspectors were selected in August. One of the candidates is from a 

depository library and one is from the LPS cataloging staff. 

Thomas A. Downing, Chief of the Cataloging Branch, was the acting Chief, DAB from 

January through July, in addition to continuing as Chief of the Cataloging Branch. In 

July, LPS selected Betty M. Jones, previously Chief of Cataloging Section 2, to become 

the Chief, DAB. Having lost 5 catalogers during the year, LPS is now recruiting 

catalogers using an "open-until-filled" announcement to fill these positions on an ongoing 

"flow" basis, rather than by reacting to individual vacancies. LPS has investigated a 

variety of retention strategies, including upgrading the cataloging positions. However, 

GPO's Position Management Branch has advised LPS managers that these positions are 

correctly graded at the PG-11 level. 

In summary, as of mid-September there were 20 recruitment actions underway in LPS, 

and of these five selections have been made, including two catalogers and two library 

inspectors. Additionally, one new program analyst came on board in August through the 

Outstanding Scholar hiring program. Coupled with the high number of staff in new 

positions, this personnel turnover has impacted LPS' production operations and other 

activities. 

Cataloging Developments 

The Cataloging and Indexing Program managed by LPS has an important role in 

providing access to online resources through bibliographic control. LPS has expanded its 

cataloging and locator services efforts, and moved beyond the traditional Monthly 

Catalog as its principal output. As a center of excellence for Government publications 

cataloging, the role of the LPS cataloging staff is expanding to encompass a broader 

range of decisions regarding online resources. 

Bringing new employees into dynamic online cataloging environments is both a 

challenge and an opportunity. The challenge is in trying to work as productively as 

possible while continually recruiting and training staff. The opportunity in training newly 

hired catalogers is to integrate cataloging with the complete range of LPS technical 

services. In addition to their traditional functions, as new catalogers are hired they are 

being trained to: 
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• Determine if online resources fall within the scope of the Electronic Collection 

• Evaluate online resources and their association (if any) with physical forms of the 

same title 

• Classify online resources and assign item numbers to them 

• Catalog online resources (as well as physical forms) 

• Determine the appropriate pages for initial access via bibliographic records 

• Assign PURLs to bibliographic records 

• Communicate with agency webmasters, as necessary, to restore broken links and 

to encourage them to provide permanent public access via user and cataloger 

friendly web pages 

These duties create a stimulating work environment and contribute to efforts to identify, 

describe, and provide permanent public access to both online and physical resources. 

Partnerships 

There have been recent changes in the partner relationships between libraries and GPO. 

Increasingly, LPS is asking its library partners to act as the administrators of partnerships, 

in addition to implementing them or organizing the volunteers. Some recent examples 

include the University of Central Oklahoma taking on the administration of the Browse 

Topics service, and the University of North Dakota assuming responsibility for the Needs 

& Offers list project, both of which originated as GPO-managed services. These and 

other partnerships are very well served by being managed by librarians in the FDLP 

community. 

State Plans Initiative 

In August the Superintendent of Documents asked the directors of the depository libraries 

for their support and assistance in revising the state plans for the delivery of FDLP 

services. Some 20 years ago, many depositories and state library agencies worked 

together to develop state plans for the delivery of depository services within their states 

or service areas. Since then, much has changed in the FDLP and in the way libraries 

receive and deliver information in general. From GPO's perspective, the time for state 

plans has come again. Among the benefits of the state plan process is the opportunity to 

strengthen the relationship among all of the depositories in a state or service area, to 

coordinate with other library and information planning initiatives, and ultimately to 

provide improved, cost-effective library services to the citizens. 

Federal Depository Libraries 

The number of depository libraries continues to decline, with several libraries leaving the 

system with no advance notification to LPS that relinquishing status was under 

consideration. LPS is developing various approaches to address this issue. Both library 

inspections and the review of self-studies proceeded at less than optimal rates due to the 

severe staffing limitations on the inspection team. 
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Federal Depository Library Program (FDLP) fdlp.gov 

FY 1999 FY 2000 FY 2001*

FDLP libraries 1,347 1,328 1,313 

New depository designations 3 1 2 

Libraries leaving the FDLP 16 20 17 

Libraries placed on probation 5 11 1 

Inspections 100 120 36 

Self-studies evaluated 252 145 87 

*Actual data through August

Web Document Digital Archive Pilot Project 

LPS and OCLC, Inc. are testing an initial release of a system to locate, identify, process, 

describe, catalog, and archive electronic publications. The Web Document Digital 

Archive Pilot Project has recently been expanded to include several other partners, 

including the State Library of Connecticut and the State Library of Ohio. The proposed 

system will incorporate a mix of new and existing solutions in an effort to refine and 

integrate LPS workflow and routines for processing and storing e-titles for the long term. 

GPO is a full partner in this project, and staff has worked closely with OCLC, providing 

input in the development process. The initial application of the project is based on the 

CORC interface. Archiving functionality will be added in a subsequent development 

phase beginning in early 2002. In September ten LPS staff received intensive hands-on 

training in the CORC interface, paving the way for LPS' participation in phase one of the 

project. 

LPS' own archive of electronic publications continues to evolve and grow. The highest 

priority candidates for this "in-house" solution remain agency publications that are 

primarily textual or images of text, and which have no tangible counterpart in the FDLP. 

Information about the operation of the FDLP/EC Archive can be found at 

<www.gpo.gov/ppa/resources.html>. 

Systems Modernization 

LPS is in the process of acquiring an up-to-date library cataloging and data management 

system that will enhance LPS' ability to perform the statutorily authorized functions of 

the Cataloging and Indexing Program and the FDLP. In the marketplace such a system is 

typically referred to as an integrated library system (ILS). 

The transition to a more electronic FDLP has given GPO and LPS a distributed library 

collection of electronic resources to manage and maintain. To meet these requirements, 

mandated by 44 U.S.C. Chapter 41, LPS needs an improved cataloging and library data 

management system. 
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Currently LPS is operating through a patchwork of legacy mainframe systems, standalone desktop applications and Web-based service applications that do not share data and 

are not interoperable. LPS' efforts to integrate our technical services operations and to 

manage and improve public access to electronic resources should improve with the 

acquisition of an ILS. A cataloging and library data management system using state of 

the art technologies must be acquired to meet the demands of the changing Government 

information environment. 

As a result of the initial analysis performed, LPS' efforts are focused on purchasing 

Commercial-Off-the-Shelf (COTS) cataloging and library management software from the 

GSA Schedule, provided it meets our system requirements. Significant costs and time 

associated with a full competitive procurement will be saved with this approach. LPS 

expects to adjust internal workflow procedures, as necessary, to mesh with the new 

system, minimizing modifications to the standard software. 

LPS Outreach 

In addition to the usual appearances at American Library Association conferences and 

Depository Library Council meetings, LPS staff presented papers and made presentations 

on various aspects of the FDLP and the Cataloging and Indexing Program in a variety of 

venues. 

In November 2000, Thomas A. Downing, Chief, Cataloging Branch, contributed to LC's 

"Bicentennial Conference on Bibliographic Control for the New Millennium: 

Confronting the Challenges of Networked Resources and the Web." His paper, entitled 

"An Initial Survey and Description of How Selected United States Government Libraries, 

Information Centers, and Information Services Provide Public Access to Information via 

the Internet" was published by LC. The paper appears as part of the "Proceedings of the 

Bicentennial Conference on Bibliographic Control for the New Millennium" and is 

accessible at <http://lcweb.loc.gov/catdir/bibcontrol/downing.html>. 

At the Preservation 2000 Conference, York, England, December 2000, George Barnum 

presented "The FDLP Electronic Collection: Preserving a Tradition of Access to United 

States Government Information." 

Barnum also updated the Federal Library and Information Center Committee 2001 

Information Technology Update at LC on "The GPO-OCLC Digital Archiving Pilot 

Project," and presented "SuDocs 101: Where did SuDocs Classification come from and 

what's it for?" at the May 2001 Interagency Depository Seminar. 

In Athens, Georgia, in May 2001, Gil Baldwin met with the directors of depository 

libraries and the Georgia documents librarians. He made two presentations and 

participated in Georgia's state plan discussions. In September, he was scheduled to appear 

before the depository librarians of Maine, Vermont and New Hampshire to discuss the 

future of the FDLP. The tragic events of September 11, 2001, led to the postponement of 

this program until October 30.