Proceedings of the

9^^ Annual Federal

Depository Library

Conference

October 22-25, 2000

Library Programs Service

U.S. Government Printing Office

Wasliington, DC 20401
U.S. Government Printing Office

Michael F. DiMario, Public Printer

Superintendent of Documents

Francis j. Buclcley, jr.

Library Programs Service

Gi! Baldwin, Director
Proceedings of the 9th Annual

Federal Depository Library

Conference

October 22 -25, 2000

Holiday Inn Rosslyn Westpark Hotel

Arllington, VA

Library Programs Service

U.S. Government Printing Office

Wasiiington, DC 20401

2001
Marian W. MacGilvray

Editor

Sheila McGarr

Conference Coordinator

Any use of trade, product, or firm names in this publication is for descriptive purposes only and does not imply endorsement

by the U.S. Government.
2000 Federal Depository Library Conference - Proceedings

Preface

In what has become the Nation's premier event for Government information librarians, nearly 600

depository librarians and federal agency representatives attended the 9"" annual Federal Depository

Library Conference, sponsored by GPO. The conference was held concurrently with the 57'^ meeting of the Depository Library Council to the Public Printer, in Arlington, VA.

Highlights of the 3-day conference included demonstrations of Web sites from FirstGov, the Defense Technical Information Center, the U.S. Geological Survey, the U.S. Institute of Peace, the National Transportation Library, and others. GPO's ongoing transition to a more electronic FDLP,

including the budget cuts to the program contained in GPO's fiscal year 2001 appropriations bill, was a primary focus of the event. The Census Bureau and STAT-USA from the Department of Commerce, the National Imagery and Mapping Agency, the Forest Service, the Department of Energy, and others presented updates on their agencies' public information activities and products. The National Commission on Libraries and Information Science provided a status report on its review of the Federal Government's information dissemination activities, including the Superintendent of Documents' programs. Concurrent technical and information sessions included digital archiving, economic statistics. Presidential libraries, and library grants. Tours of the Senate Library, the Center for Legislative Archives, GPO's Library Programs Service, and the Library of Congress were also conducted for meeting attendees.

In concluding the conference, the Depository Library Council commended GPO for its role in organizing the event:

Council commends GPO for the Conference that now runs in conjunction with the Depository Library Council Meeting. Experts from all fields of government and

librarians offer information and advice, and hear input from depository librarians from all across the country. This has been especially valuable during the ongoing

transition to an electronic environment as:

• The Proceedings of the Conference are a concrete body of work depository staff can use for training and referral in their home libraries.

• Increasing attendance at the Conference provides Council with a variety of valuable input for its deliberations.

• Library administrations across the country recognize the value of the programs,

training opportunities, and networking environment, and show the importance

by supporting attendance at the Conference.

Council further noted that the conference presents programs that address needs in the depository

community, providing ongoing professional development benefiting thousands of depository

librarians and those they serve.

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2000 Federal Depository Library Conference - Proceedings

Table of Contents

Preface iii Agenda vii The Regional Role in Permanent Access to Electronic Governnnent Information: Jim Byrne 1 Comprehensive Assessment of Public Information Dissemination Reforms: }udy Russell 5 DTIC Resources: Wendy S. Hill 10

Electronic Document Management at the U.S. Nuclear Regulatory Commission: Teresa Linton .. 1

5

Enabling Scientific Progress with DOE Products/Tools/Services: Dr. Walter L. Warnick 22

Historical Government Documents Cataloging Project: The Five Colleges of Ohio:

Ellen P. Conrad 27 USDA Forest Service Mapping: Betsy Banas 37 NIMA: Guaranteeing the Information Edge: James Lusby 40 Gateway to the Earth: An Integrated Approach to USGS Information Delivery: David L. Govoni 46 OCLC Content Management Services: ]ohn A. Hearty 50

Bringing Indian Affairs: Laws and Treaties to the World Wide Web: Suzanne L. Holcombe 57

Digitizing the Historic USGS Maps of New England: Meredith Richer 65 NARA Electronic Records Archives Program: Accomplishments to Date: Robert Chadduck 70 The Open Archival Information System: A Model for Preserving Digital Information: Don Sawyer, Lou Reich 78

Finding Government Economic Statistics: Deborah Klein 84

Technology Opportunities Program - TOP: Sahon Palmer 86

Applying for Library Grants: Michele Farrell 89

Delivering Census 2000 Information to Users: John Kavaliunas 93 STAT'USA®: Robert Wendling 97

Balancing FDLP Access with Library Missions and Community Mandates: Cynthia Etkin 101

FirstGov - What It Is and How It Works: Thomas Freebairn 107

National Transportation Library: Janice W. Bain-Kerr 121 The Digital Libraries Initiative: A USA Federal Program of Research and Applications: Stephen M. Griffin 127

National Agricultural Library: Gary K. McCone 133

Products and Services from the United States Institute of Peace Supporting International Conflict Resolution: Ellen Ensel 1 35

Creating Government Document Displays: Mary L. Nere 142 Government Documents Displays (and the Displaying of Government Documents): A Case Study: Mary Sue Lovett 1 44

Writing the Disaster Response Plan: Going Beyond Shouting "Help! Help!": Stephen Henson 1 50

Questions for "Reconsidering Depository Status": A. Hays Butler, David C.R. Heisser, Sheila M. McGarr, Elizabeth M. McKenzie 1 59 How Do I Cite This? Automating Reference Assistance: Kenneth Furuta 1 71

Full Text Government Periodicals Project: Paul A. Arrigo 1 77

Contributors 183

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2000 Federal Depository Library Conference - Proceedings

Agenda

Depository Library Council sc Federal Depository Conference

October 22 -25, 2000

Holiday Inn Rosslyn Westpark

1 900 North Fort Myer Drive

Arlington, VA

Sunday, October 22

Morning All day meeting of regional librarians

8:45 Welcome

• Sheila M. McGarr, Chief, Library Division, LPS

9:00 Disposition and Replacement Issues for Regionals • Daniel C. Barkley, Interim Head, Government Information, University of New Mexico

10:45 Regional Role in Permanent Access to Electronic Government Information • Tim Byrne, Head, Government Publications, University of Colorado Afternoon

2:00 The Electronic Transition: Regionals' Role in a More Electronic Federal Depository Library Program (discussion) • William Sudduth, Head, Documents/Microforms, University of South Carolina

2:45 Wrap Up

• Sheila M. McGarr, LPS

4:00 Orientation to the Depository Library Council and Federal Depository Library Conference

This session is designed to acquaint first-time attendees with how the Council works and to preview Conference activities over the next 3 days. • Sandy Morton-Schwalb, LPS, Facilitator • Sheila M. McGarr, LPS, Facilitator

7:30 Depository Library Council Working Session [open to all]

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2000 Federal Depository Library Conference - Proceedings

Monday, October 23

Morning

8:30 Welcome and Remarks . ',

- • Sheila M. McGarr, Chief, Library Division, LPS

• Maggie Farrell, Council Chair • Michael F. DiMario, Public Printer -

: • Andrew M. Sherman, Director, Congressional, Legislative, and Public Affairs

9:30 GPO Update

• Francis J. Buckley, Jr., Superintendent of Documents

10:30 GPO Update (continued) • Gil Baldwin, Director, Library Programs Service • T.C. Evans, Assistant Director, Office of Electronic Information Dissemination Services (EIDS)

11:15 GPO hiformation Exchange: Council and Audience Q&A

1 1 :45 NCLIS Assessment of the Federal Government's Public Information Dissemination Policies and

Practices • Judith C. Russell, Deputy Director, National Commission on Libraries and Information Science Afternoon

1:30 Depository Library Promotional Materials • Kathryn A. McConnell, Chief, Creative Services, Promotion & Advertising, GPO

2:00 Depository Library Council Working Session [open to all] • Council Committee Reports and Recommendations for Council Action

2:00 Federal Agency Update Session, Part I Defense Technical Information Center (demonstration) • Wendy Hill, SBIR Program Manager, Defense Technical Information Center, U.S. Department of Defense

U.S. Nuclear Regulatory Commission

• Teresa D. Linton, Reference Librarian, Public Document Room, U.S. Nuclear Regulatory Commission

U.S. Department of Energy

• Dr. Walter L. Wamick, Director, Office of Scientific and Technical Information, U.S. Department of Energy

2:00 Historical Government Documents Cataloging Project: The Five Colleges of Ohio

• Ellen P. Conrad, Project Coordinator, Five Colleges of Ohio
2000 Federal Depository Library Conference - Proceedings

2:00 New Documents Staff Informal session to answer questions about depository issues • Sheila M. McGarr, Chief, Library Division, LPS, Facilitator • Vicki A. Barber, Chief, Depository Distribution Division, LPS, Facilitator

2:00 LPS Tour

2:00 National Archives and Records Administration Tour

3:45 Federal Agency Update Session, Part II U.S. Forest Service • Betsy Banas, Staff Cartographer, U.S. Forest Service, U.S. Department of Agriculture National Imagery & Mapping Agency

• James Lusby, Staff Officer, National Imagery & Mapping Agency, U.S. Department of Defense

U.S. Geological Survey

• David L. Govoni, Web Services Coordinator, National Mapping Division, U.S. Geological Survey

3 :45 GPO/OCLC Electronic Archiving Project • John A. Hearty, Director, Business Development Division, OCLC Online Computer Library

Center, Inc.

Tuesday, October 24

Morning

8:30 Depository Library Council Working Session [open to all]

8:30 Government Information Reference Services: New Roles and Models for the Post-Depository Era • Debbi Schaubman, Head, Government Documents, Michigan State University, Moderator

• Bert T. Chapman, Government Documents Librarian, Purdue University • Ann E. Miller, Head, Government Documents, Duke University • Anna A. Sylvan, GIS/Govemment Documents Librarian, Saint Charles City-County Library

District • John A. Shuler, Head, Government Documents, University of Illinois, Chicago

• William Sleeman, Government Documents Librarian, University of Maryland School of Law

8:30 Digitizing Indian Affairs: Laws and Treaties • Suzanne L. Holcombe, Documents Librarian, Oklahoma State University

Digitizing Historic USGS Maps of New England

• Meredith A. Ricker, Data Center Coordinator, University of New Hampshire

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2000 Federal Depository Library Conference - Proceedings

8:30 Digital Archiving at NARA

• Robert Chadduck, Computer Specialist, National Archives & Records Administration The Open Archival Information System: A Model for Preserving Digital Information • Donald M. Sawyer, Computer Specialist, National Aeronautics & Space Administration, Goddard Space Flight Center

10:00 LPS Tour / ; ^ . -

• 10:00 NewseumTour

10:00 U.S. Senate Library Tour : ^ ; /

^ :

^

'

10:30 Findmg Government Economic Statistics • Deborah P. Klein, Associate Commissioner for Publications, Bureau of Labor Statistics, U.S. Departmentof Labor

10:30 Presidential Libraries: Their Roles & Resources

• Nancy Smith, Director, Presidential Materials Staff, National Archives and Records

Administration

10:30 Applying for Library Grants • Michele Farrell, Program Officer, Institute of Museum & Library Services Technology Opportunities Program

• Sahon Palmer, Program Officer, National Telecommunications Information Administration, U.S. Department of Commerce

Afternoon

1 :30 Depository Library Promotional Materials • Kathryn A. McConnell, Chief, Creative Services, Promotion & Advertising, GPO

2:00 Federal Agency Update Session, Part III Census Bureau

• John C. Kavaliunas, Chief, Marketing Services Office, Census Bureau, U.S. Department of Commerce STAT-USA Products • Robert Wendling, Acting Director, STAT-USA, Economics & Statistics Administration, U.S. Department of Commerce

2:00 GPO Access Open Forum (Ben's Guide, Interactive CD-ROM, Online Bookstore (and other

topics suggested by attendees) • T.C. Evans, Assistant Director, EIDS, Facilitator

2:00 How to Balance FDLP Access with Library Missions and Community Mandates

• Cynthia L. Etkin, Program Analyst, LPS

2:00 Depository Library Council Working Session [open to all]

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2000 Federal Depository Library Conference - Proceedings

2:00 LPS Tour

2:00 Newseum Tour

2:00 Serial & Government Publications Division Tour

2:00 U.S. Senate Library Tour

3 :45 Federal Agency Update Session, Part IV

FirstGov • Thomas Freebaim, Director, FirstGov, U.S. General Services Administration

National Transportation Library • Janice Bain-Kerr, National Transportation Library, U.S. Department of Transportation

3:45 Science Agencies: Emerging Technologies & Digital Libraries • Stephen M. Griffin, Program Officer, National Science Foundation

7:00 Depository Library Council Working Session [open to all] Wednesday, October 25

Morning

8:30 Depository Library Council Working Session [open to all]

8:30 Federal Agency Update Session, Part V

National Agricultural Library • Gary K. McCone, Associate Director for Automation, National Agricultural Library, U.S. Department of Agriculture U.S. Institute of Peace (demonstration) • Ellen Ensel, Computer Systems Librarian, Jeannette Rankin Library Program, U.S. Institute of Peace

8:30 Government Document Displays: A Tutorial & Clearinghouse • Mark McCuUough, Government Documents Librarian, Minnesota State University, Mankato

Creating Government Document Displays • Mary L. Nere, Government Documents Technician, Minnesota State University, Mankato

Government Document Displays: A Case Study • Mary Sue Lovett, Reference Librarian, St. Olaf College

8:30 Disaster Response Plans: Going Beyond Shouting "Help! Help!" • Stephen Henson, Government Documents & Maps Librarian, Louisiana Tech University

10:00 LPS Tour

10:00 National Archives & Records Administration Tour

10:00 Newseum Tour

10:00 Serial & Government Publications Division Tour

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2000 Federal Depository Library Conference - Proceedings

10:30 Reconsidering Depository Status • A. Hays Butler, Government Documents/Reference Librarian, Rutgers University School of Law, Camden

• David C.R. Heisser, Reference/Documents Librarian, The Citadel Military College • Elizabeth M. McKenzie, Director, Suffolk University Law Library • Sheila M. McGarr, Chief, Library Division, LPS

10:30 Search Engine Indexing of GPO Access Web Pages: An Open Discussion on How to Measure

and Improve Results • T.C. Evans, Assistant Director, EIDS, Facilitator

10:30 How Do I Cite This? Automating Reference Assistance • Kenneth Furuta, Electronic Resources Specialist, Arizona State University Search Full Text U.S. Internet Government Periodicals • Paul A. Arrigo, Reference/Government Documents Librarian, Washburn University School of Law

Afternoon

2:00 Depository Library Council: Plenary Session Report of draft recommendations and action items, including audience response and comments

3:30 Adjourn

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2000 Federal Depository Library Conference - Proceedings

The Regional Role in Permanent Access to

Electronic Government Information

Tim Byrne

University of Colorado at Bouldtr

Boulder, CO

Providing Permanent Public Access to Electronic Government Information

• A Modest Proposal Permanent Public Access

• There is a difference between "Permanent

Public Access" and "Archiving." • Depository Libraries have been concerned

about permanent public access since the

early 1990's. • GPO's efforts to provide permanent public access is being attempted because the depository library community made its concern known.

• GPO usually tries, within reason, to do

what the depository community asks. Although GPO's solutions are not always what we desire, GPO should get credit for trying. Superintendent of Documents Letter dated August 25, 2000

• Many Concerns

1. GPO Funding

2. GPO's Electronic Collection

3. How can you call it a depository program if publications are not "deposited" in the libraries?

1. GPO Funding

• GPO has never received the level of funding necessary to identify, catalog, and

distribute all Federal Government

publications. • The House of Representatives just tried to cut the Salaries and Expenses

Appropriation of the Superintendent of Documents in half. • The sad truth is that GPO cannot really guarantee its own continued existence, let alone permanent public access to electronic Government information. • A little over a year ago, how many of us would have believed that the Department

of Commerce would try to close NTIS?

2. GPO's Electronic Collection

• GPO doesn't maintain a print collection.

Is it fair to expect them to do a perfect job

maintaining an electronic collection? • "Managing the FDLP Electronic Collection: A Policy and Planning Document": 3 Quotes

1 . "FDLP Electronic Collection consists of four elements: ... (3) Remotely accessible

electronic Government information products that GPO identifies, describes, and links to but which remain under the

control of the originating agency."

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2000 Federal Depository Library Conference - Proceedings

1 . "Products in the Collection will be

selected and acquired under policies and procedures that encourage and

facilitate the sharing of resources."

2. "The experience of the FDLP with

tangible products demonstrates that obtaining full compliance by the

originating agencies has been an

elusive goal." Managing the FDLP Electronic Collection

• World Factbook: previous editions GONE?

A message on GOVDOC-L (Monterroso) • "Just wondering. ..Should the agencies have some kind of liaison at GPO whom

they have to consult before erasing their online pubs?" • Response from George Barnum sent by

Robin Haun-Mohamed

World Factbook Response

• Realistically describes the problem of establishing and maintaining relationships with agencies. • "All this is voluntary" • Back issues of World Factbook not archived since it was distributed in paper.

3. How Can You Call It a Depository

Program?

• Of course, it is our hope and GPO's that some titles will always be distributed in paper. • The biggest problem with permanent

public access is that electronic products

are pointed to, not distributed to libraries. • If electronic products were distributed to

libraries, we would not be dependent on

the Federal Government getting its act together and coming up with an

enforceable Government-wide policy on

electronic Government information.

Why Would Electronic Files Be Distributed to

Libraries When They Can Already Be

Accessed from a Central Location?

• Because of economics and the cyclical nature of the centralized vs. decentralized access to electronic data. • Cataloging through OCLC is an example of centralized access to electronic data. • Subscribing to a CD-ROM cataloging

service (Marcive) is decentralized access to electronic data. Government Information Examples of Centralized vs. Decentralized Access

• NASA Mainframe computers at the various NASA research centers (Decentralized) • NASA RECON Database (Centralized) • RECON = Remote Console

• DIALOG and other database vendors

• CD-ROM databases (Decentralized) • The World Wide Web (Centralized) • The next step would be towards

decentralization Economics of Centralized vs. Decentralized Access

• It was too expensive for NASA to have its bibliographic database loaded on mainframe computers at each of its research centers. • NASA contractors still would not have

access to the bibliographic database. • Less expensive to pay a contractor (Lockheed) to mount RECON database on

dedicated mainframe and provide remote

access. Economics of Government Information

• Lockheed spins off DIALOG and begins

vending many databases.

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2000 Federal Depository Library Conference - Proceedings

• Pay as you go searching. Pay DIALOG for access. Pay royalty for each citation. • CD-ROM provides unlimited searching. • Allows unmediated searching. • Networks allow concurrent users. • Each technological advance broadens the market. • The commercial vendors are making more money and the libraries are spending more

money.

• With a few exceptions, when a library cancels subscriptions to electronic products, they retain nothing from the

subscriptions paid in previous years. • When you cancel a print subscription, you

still have the printed volumes.

• There is duplication between various aggregator databases. • The University of Colorado has some titles that are contained in at least four aggregator databases we subscribe to. • How long can libraries continue to pay for

this duplication? • With growing frequency, publishers are ending licensing agreements with aggregator database providers and

marketing the electronic version of their

titles themselves. • Libraries need guarantees that they will actually retain access to the titles for which

they purchase access. • Economics will cause libraries to demand

an electronic product that the libraries control and can guarantee permanent

public access within the library. • As technology advances, computer storage becomes much cheaper. Network Storage

• Snap Servers: a hard drive that connects to a network. The network can be accessible from the Internet.

• Microwarehouse <http://www.warehouse.com> lists a Quantum Snap! 1 20 GB Server 4000 at $2,699.95. • This is about the cost of two Russ Bassett 10 drawer microfiche cabinets. • 120 GB will hold a lot of PDF, HTML and

text files. • Snap servers can be connected to networks

with their own IP addresses. They can be

daisy chained to add more storage to the same address. • Moving computer files is much easier than

shifting books or microfiche. • Compression software will allow even

greater storage on snap server. • How did GeoLythics get all of the 1990

Census STF lA and 3A data, plus the mapping data on to one CD-ROM disc? New Expenses for Depository Libraries

• With every new format distributed to depository libraries, new equipment is required. • Microfiche: readers, printers, cabinets,

fiche duplicators. • CD-ROM/Floppy Disks: computers, laser

printers, networks, more computers.

• Internet: more computers. Expenses for Depository Libraries

• Every year the cost of computer equipment

goes down while the hard drives get larger. • Microfiche cabinet prices just keep going

up. • You can't replace 10 microfiche cabinets with one cabinet that holds everything in the 10 cabinets, but is the same size as one

cabinet.

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2000 Federal Depository Library Conference - Proceedings

How Could GPO Distribute Electronic Titles?

• GPO already touches each electronic title that is cataloged. • With a couple of extra clicks, most files can be downloaded to a GPO computer.

• The file name assigned by GPO could be some form of accession number.

• GPO could include this accession number

in the cataloging record. Simple Distribution Scheme

• GPO could create a compressed file containing a week's worth of downloaded

titles. • The weekly files would be made available

for FTP. • Any library could download the week's

file. • Regionals would be required to download

each week. Complicated Distribution Scheme

• Selective depositories would be able to make selections of the types of titles they want to receive, similar to the current item

selections (but simplified). • Each selective depository would have its own FTP file to download, much like Marcive distributes cataloging records. • Regionals would still get everything. Won't There Be Files That Are Problematic to Download?

• Yes. • The vast majority of electronic Government publications are in PDF, HTML or text format. • The files and databases that cannot be downloaded can still be linked to in the GPO catalog record.

What Do We Do with These Electronic Titles Once We Have Them in Our Library?

• Anything you want. • Using GPO catalog records, you can create

links to the files on your server. • You can classify the titles in SuDocs, LC, Dewey, or just use an accession number.

So What Are We Going to Do with All These

Electronic Files?

• Provide the answer to the permanent

public access problem.

What Is the Greatest Benefit to Regionals of

Electronic Depository Libraries?

• No discard lists!

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2000 Federal Depository Library Conference - Proceedings

Comprehensive Assessment of Public Information

Dissemination Reforms

]udy Russell

U.S. National Commission on Libraries and Information Science Washington, DC

Introduction NCLIS is an Advisory Agency

• NCLIS Charter is to Advise the President &

the Congress on the Information Needs of the American People

Chronology

August 1999 - Commerce Proposed to Close NTIS & Transfer Its Collections & Operations to the Library of Congress

Fall 1999 - Senate & House Oversight Committees Held Hearings October 1999 - NCLIS Began Its Independent Assessment of NTIS March 2000 - NCLIS Issued Its "Preliminary Assessment" Available at http://www.nclis.gov/govt/ntis/ntis.html Recommendations Re NTIS The Commission Recommendations to Congress & the Administration Were:

• Retain NTIS in Commerce Through FY

2001 to Allow Further Study

• Appropriate Sufficient Funds to Cover

Inherently Governmental Activities of NTIS

• Authorize NTIS to Continue To Offer Other

Services on a Cost-Recovery Basis in Compliance With OMB Circular A-1 30

• Appropriate Funds to Defray the One-Time

Costs for NTIS to Offer Full Service to Federal Depository Libraries • Restore NTIS to a Satisfactory Level of Capacity, Staffing & Service Current Situation

• Congress Has Not Introduced Legislation to Close NTIS

• NTIS Continues to Operate With an

Anticipated Surplus of $1 .3 Million for FY 2000

• Hiring Freeze is Still Imposed But

Contractors Supplement NTIS Staff Current Study

June 2000 - Senate Commerce Committee

Requested Additional Independent Study by NCLIS

• To Be Completed by December 1 5, 2000

• Review Broad Reforms Necessar/ for Federal Government Information Dissemination Practices • Proposing New or Revised Laws, Rules, Regulations, Missions & Policies • Modernizing Organization Structures &

Functions

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2000 Federal Depository Library Conference - Proceedings

• Revoking NTIS Self-Sufficiency ^ Requirement

• Strengthening Key Components of the

Federal Information Dissemination

Infrastructure

July 2000 - Senate Governmental Affairs Committee Joined the Commerce Committee

Request

• Make PRA 2001 Reauthorization recommendations

• Consider Viability of NTIS as Centralized

Fully Electronic Repository of Federal STI August 2000 - Representatives Morella & Davis Request GAO Study of NTIS

• Size, Age, Demand for NTIS Holdings

• Extent of NTIS Holdings Available from Other Sources

• Federal Agency Compliance With Laws

Requiring Deposit of STI • NCLIS Consultants Woody Horton & Sarah Kadec Are Co-Coordinators of the NCLIS

Study • Study Plan & Outline Are on the NCLIS Web site at: http://www.nclis.gov/govt/assess/assess. html Current Study Process 4 Study Panels

1 . NTIS Business Model (Peter Urbach)

2. Federal Agency Service Bureau Requirements (Kurt Molholm)

3. External Users of Government Information

Services (Miriam Drake)

4. Public Sector/Private Sector Roles in Government Information (Wayne Kelley)

• Republish 1982 NCLIS Report on Public Sector Private Sector Interaction in Providing Information Services • Establish a Board of Experts on IT, Economic, Librarianship & Legal Matters (in Addition to Public Comment)

• Coordinate With Other Legislative &

Judicial Branch Entities • Coordinate With CIO Council & Other

Executive Branch Entities • Continue Liaison With Interagency Groups

(CENDI, FLICC, FPC, lACSP, ICPPS, etc.) • Continue Dialog With Stakeholders

Including Library Associations • Conduct Other Research Activities (e.g.. Analysis of Information Laws, Public Information Resources Map)

• Solicit & Publish White Papers With New

Ideas & Unique Perspectives • Continue to Solicit, & Evaluate Public Comments Throughout the Process • Post Relevant Materials on the NCLIS Web

site at: http://www.nclis.gov/govt/assess/assess. html Current Study Schedule October 20, 2000

• Complete Information Resources Map

White Papers & User Group Surveys

• Complete Panel Reports November 15, 2000

• Complete Board of Experts Reviews

• Commission Meeting to Review Findings

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2000 Federal Depository Library Conference - Proceedings

December 15, 2000

• Issue Final Report & Recommendations to Congress & the President December 18, 2000 & Following

• Conduct NCLIS Presentations & Briefings

for Interested Stakeholders

Panel 1: NTIS Business Model

1 . Reject Commerce proposal to close NTIS & transfer collection to LC

2. Continue NTIS as an agency within Commerce

3. Support NTIS with a mix of sales income, agency reimbursements &

appropriations

4. NTIS should receive appropriations for "public good" functions

5. NTIS scope should continue to include

information for business and industry

6. NTIS charges should be based on

incremental cost of dissemination

7. NTIS should change from image

scanning to full test scanning

8. NTIS should obtain electronic files for new documents whenever possible

9. NTIS should link from its database

records to documents on agency Web

sites

10. NTIS should develop PURL system to track documents on agency Web sites

1 1 . Reports not available free on agency Web sites should be free on NTIS Web

site, except older reports & reports that require high cost handling

12. NTIS should provide permanent public access & charge incremental cost for copies of, or access to, older reports

13. NTIS should continue to sell paper, microfiche & electronic formats at incremental cost, as long as demand for the format justifies its use

14. Commerce should lift hiring freeze on

NTIS, especially for professional, direct

hire information experts

15. (a) Consideration should be given to consolidation of Superintendent of Documents & NTIS to create a more

effective central information service, reduce duplication & simplify public access

(b) NTIS should explore ways of joining Superintendent of Documents in cooperative programs that will make

public access less duplicative & more

seamless

Panel 2: Federal Agencies

1. (a) Institutionalize interagency

cooperative efforts for information

sharing, for R&D, decision-making &

record keeping

(b) Establish & implement policies to ensure privacy, confidentiality, security & authenticity of shared information

2. Clarify "life-cycle planning" concept from OMB Circular A-1 30, improving documentation of data elements &

establishing a registry of data elements

3. Data elements should be reported in XML

4. (a) Agencies should provide NARA

metadata for records series to improve

searching & acquisition

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2000 Federal Depository Library Conference - Proceedings

(b) Agencies should consult stakeholders concerning needed

Information taxonomies

5. Need comprehensive analysis of currently non-digital Government

information that should be converted, & the cost to convert it

6. Need comprehensive analysis of steps needed to ensure permanent public access to Federal digital publications

7. Establish interagency committee to develop a Government-wide,

authoritative information taxonomy

8. Establish interagency committee to determine how Federal identifiers can be used to assist agencies & the public

in obtaining information across agencies

9. Need a comprehensive analysis of

efficient ways to translate & coordinate

state & local identification numbers

with Federal identifiers

10. Establish IT research program for long- term Federal information content needs

(security, integrity, privacy, etc.)

1 1 . (a) OSTP should assume legally- mandated leadership responsibility for oversight & management of ST!

(b) Consider formation of COSATI-like group with members from public &

private sectors

Panel 3: External Users

1 . Need new program for Government

information dissemination to increase quantity & quality of available information & improve access

2. (a) Need sustainable easy to use systems that ensure authenticity,

integrity & preservation

(b) Establish standards for agency

publishing, cataloging, metadata,

abstracting, indexing & inter-operability

3. (a) NARA lead effort to establish an

interagency council to set standards, share expertise & provide infrastructure

to assist all agencies with information dissemination

(b) Establish a smart portal with

infrastructure & financial support for a

sustainable system of access

4. Federal commitment to provide

information to the public should

include training for librarians

5. Partnerships with private sector can

increase availability & ease of finding Government information & expand

choices for consumers

5. Private sector should have access to all raw data & information provided to the public by agencies

7. Congress should make a commitment

to develop & implement online systems

that disseminate, archive & preserve Government information to benefit all citizens

Public Sector/Private Sector

1 . Federal Government should continue to have primary responsibility for the entire

life cycle of electronic Government

information, including dissemination &

permanent public access

2. (a) Private sector & libraries play a crucial

role in dissemination of & access to Government information

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2000 Federal Depository Library Conference - Proceedings

(b) Federal Government has an obligation

to facilitate a diversity of sources for dissemination of & access to Government

information

3. Consider applying basic provisions of PRA

(44 use 3506(d)) to Legislative & Judicial Branches

4. Create realistic enforcement provisions, with real consequences, to assure compliance with Government information

laws, including FDLP

5. Establish an effective means for consultation & collaboration among the 3 branches of Government to assure dissemination of, & access to, all Government information in a manner most

effective to meet the needs of the American

people

Current Study Information NCLIS Web site Is a Dynamic "Bulletin Board"

for Information Dissemination to Encourage

Public Awareness & Participation by

Stakeholders

• Timetable for Comments on Posted Documents Is Very Short • Check the Web Site Frequently NCLIS Contact:

Forest Woody Norton

Phone: (202) 606-9200

Fax: (202) 606-9203

E-mail: whorton@nclis.gov

Web Site: http://www.nclis.gov/govt/ntis/ntis.html http://www.nclis.gov/govt/assess/assess. html

9
2000 Federal Depository Library Conference - Proceedings

DTIC Resources

Wendy S. Hill Defense Technical Information Center

Fort Belvoir, VA

Why DTIC? • Defense Scientific & Technical information

collections - Collect ^

- Organize . - Disseminate • Chartered to support Defense and Federal Community

What's in DTIC collections? • Types of information - Public release - Sensitive information - Classified information • Controls - Public access/Unlimited - Registration required

What does DTIC make available? • Technical reports & memos

• Studies & analyses • Theses and dissertations • DoD directives & instructions • Test results • Journal articles • Conference proceedings • Patent information • Command histories

Related DoD Web sites and information support Where to start: • DTIC home page: http://www.dtic.mil

Pathway to services for all users • Technical Reports: STINET - http://stinet.dtic.mil/ • DTIC home page Search - http://stinet.dtic.mil/quicksearch.html • Find It - http://www.dtic.mil/dtic/find.html • Defense Technical Information Web

- http://www.dtic.mil/dtiw/ STINET capture Home page search capture

Find it capture Defense Technical Information Web capture Defense Technical Information Web Locator capture STINET Accessible Resources • DODISS (DoD Index of Specifications and

Standards) • RDDS (Research and Development

Descriptive Summaries) • Easy to locate selected full text documents

(Subsets) DODISS capture RDDS capture Subsets high interest capture

Subsets topical capture

Subsets indexed by topic capture STINET Resources (cont.) • Related resources & databases (Resources) • Direct link to NAS/VDOE tech report

literature (Other Federal)

10
2000 Federal Depository Library Conference - Proceedings

STINET related resources capture AULIMP capture GILS capture TopicLinks choices capture MCTL capture HTGI capture STINET other Federal DTIC Alert Service • Technical Report Awareness Links (TRAIL) - Bi-weekly E-mail updates - Based on DTIC subject arrangement:

Subject Categorization Guide for Defense Science and Technology

http://www.dtic.mil/dtic/subcatguide/ index.html TRAIL capture DTIC Small Business Support OLTIPS capture

SITIS capture DoD Small Business Support • DoD Small and Disadvantaged Business

Utilization (DoD SADBU)

- SBIR/STTR : http://www.acq.osd.mil/sadbu/sbir - Selling to the Military: http://www.acq.osd.mil/sadbu/

publications/selling/index. html - HBCU/MI:

http://www.acq.osd.mil/sadbu/hbcumi/

index.htm DoD SBIR site capture SBIR solicitation capture Awards dB capture SBIR Resources capture Sample Small Business Resources capture HBCU/MI SADBU capture DTIC Academic Research Support • Historically Black Colleges and Universities (HBCU)/Minority Institutions (Ml): http://www.dtic.mil/dtic/hbcu.html - Hispanic Serving Institutions (HSIs) - Tribal Colleges and Universities (TCUs)

• University Research Support Program

(URS): http://www.dtic.mil/dtic/urs.html - Multidisciplinary University Research

Initiative (MURI) - Defense Experimental Program to Stimulate Competitive Research (DEPSCoR) DTIC HBCU/MI Support capture DTIC URS Support capture -

References Worth Having

• DTIC Thesaurus ADA 321 038

• How to Get It: A Guide to Defense

-

Related Information Resources, Librarian's Edition, July 1998 (rev. ed. planned for 2001) DTIC Publication • DTIC Digest: - http://www.dtic.mil/dtic/digest - Includes best sellers: The Militarily Critical Technologies List. Part 1 : Weapons Systems Technologies The Militarily Critical Technologies List. Part II: Weapons of Mass Destruction Technologies The Industrial Security Professional's Desktop Resource Guide for Security Awareness Training Education, Version

2 (CD-ROM)

DTIC Compilation • DTIC Review: 3 or more technical reports based on a common subject - http://www.dtic.mil/dtic/review - Recent titles: Information Terrorism Urban Warfare

Bioterrorism: A Grim Reality DTIC Web Resources • Comprehensive listing: Web Links - http://www.dtic.mil/dtic/url.listing.html

11
2000 Federal Depository Library Conference - Proceedings

DefenseUNK

• DoD main departmental home page • Search capability • News (including alerts) • Service branch links • Most comprehensive navigation tool DefenseLink capture DefenseLINK: Useful Information — DoD overview:

http://www.defenselink.mil/pubs/ dodlOl

- Pentagon tour: http://www.defenselink.mil/pubs/ pentagon - Recruiting: http://www.todaysmi I itary.com - Special Reports: http://www.defenselink.mil/specials

DoD 101 capture

Virtual Pentagon Tour capture

Recruiting capture

Special Reports capture

Special Reports pull-down capture

file £* Miew fio Eommmcata Help lililSlAEHEI

_| ' Bookmaiks j(i V defcmelink mJ/pubs/abanacyaJrnanac/peopWinsignias/'enltsled.Nrnl ~2] C^'WWsReWed

Thp U-S- Cnast Guard 's a part nf thp DfipartinRnt nf Trarspnrtabnn 111 pparptainfi aiifl thp Nauy HI tiirips nf war

Coast Guard rank insignia are the same as ttie Navy except for color and the seaman recruit rank, which has one

stripe, Fnvate Seaman Recruit (SR) I Private Autoan Basic

Private E-2 (PV2) Seaman Apprentic (SA) A : S

Private First Class (PFC) 4

Private Fu-st Class (PFC)

Lance Corporal

jj' 1 Document Dori Rank chart capture

Airman

(Amn)

Airman First Class (AlC)

Some DoD/Mllitary Pages • American Forces Information Service — http://www.defenselink.mil/afis - DoD Almanac:

http://www.defenselink.mil/pubs/ almanac

• Joint Chiefs of Staff — http://www.dtic.mil/jcs Doctrine: http://www.dtic.mil/jcs

Electronic Library: http://www.dtic.mil/jcs

APIS capture JCS Site Index capture

Joint Doctrine capture

JEL capture

12
2000 Federal Depository Library Conference - Proceedings

More DoD/Military Pages • DoD Organization and Functions Guidebook

- http://www.defenselink.mil/pubs/ofg/ index.html • DoD Fact File - http://www.defenselink.mil/faq

DoD Fact File capture DoD Fact File capture

Historical/Event Based Sites • Korean War 50th Anniversary

Commemorative

- http://korea50.army.mil • Defense Prisoner of War Missing in Action

Office - http://www.dtic.mil/dpmo Korean War 50th Capture POW Office capture

Military Future • National Defense Panel - http://www.dtic.mil/ndp • DoD Research & Development Descriptive Summaries - http://www.dtic.mil/rdds

National Defense Panel capture RDDS capture Technology/Business • DoD Director, Defense Research &

Engineering - http://www.dtic.mil/ddre - http://www.dtic.mil/dusdst • DoD Dual Use Science and Technology

Program - http://www.dtic.mil/dust/ DDR&E capture DUST (S&T) capture Dual Use Solicitation capture

international Technology/Business • International Aeronautical information Network - http://wwvv'. dtic.mil/iain • North American Technology & Industrial Base Organization (NATIBO) - http://www.dtic.mil/natibo

IAIN capture NATIBO capture Technology Transfer • Small Business Technology Transfer - http://dticam.dtic.mil/t2/t2.html • TechTRANSIT

- http://www.dtic.mil/techtransit T2 database (MATRIS) capture TechTRANSIT capture Laboratory information • LABLINK

- http://www.dtic.mil/lablink/index.html • Laboratory Management & Technology

Transition - http://www.dtic.mil/labman LABLINK capture Lab Mgmt & Tech Transition capture Environmental Resources • DoD Environmental Resources - http://www.dtic.mil/envirodod/ dodenvir.html • DoD Environmental Cleanup - http://www.dtic.mil/envirodod

DoD Environmental Resources capture (USMC

highlight) DoD Environmental Cleanup capture iHuman Systems • DoD Directory of Design Support Methods (DDSM)

- http://dticam.dtic.mil/hsi/index.html

13
2000 Federal Depository Library Conference - Proceedings

• Directory of Researchers for Manpower,

Personnel, Training and Human Factors - http://dticam.cltic.mil/resdir/inclex.html DDSM capture MATRIS Researcher Directory capture DTIC Services • Internet Training: Online clickable courseware • Distance Learning - DoD Scientific and Technical

Information (STINFO) Manager

Training Program

http://training.dtic.mil/welcome/ welcome.html - Coming soon: Searching DTICs Database/Web Enabled DROLS

• Customer Help Desk

Internet Training capture

Internet courseware sample capture

DTIC Custom Services • Document identification • Bibliography compilation • Profile based alert services • Information Analysis Centers (lACs) Contacting DTIC

• Headquarters: Fort Belvoir, Virginia - (800) CAL DTIC

- http://www.dtic.mil • Regional Offices: - Northeast- Boston MA (781) 377-2413

- Midwest- Dayton OH (937) 255-790

- Southwest - Albuquerque NM. (505) 846-6797

- Western - Los Angeles CA (3 1 0) 363- 8980

• Detailed list: http://www.dtic.mil/dtic/phone.numbers.

html

14
2000 Federal Depository Library Conference - Proceedings

Electronic Document Management at the U.S.

Nuclear Regulatory Commission

Teresa Linton

U.S. Nuclear Regulatory Commission

Wasiiington, DC

I appreciate this opportunity to talk to you

about ADAMS (Agencywide Document Access and Management System), the Nuclear

Regulatory Commission's new electronic document management system. First, however, I want to explain who we are and what we do since my experience has been that many people do not know this. The Atomic Energy Commission or the AEC

was established in 1946 and had the dual

responsibility for both developing and

regulating nuclear activities. Since Congress found that there was an inherent conflict in the development and promotional activities versus

the regulation of nuclear power, the AEC was

split in 1 975. At that time, the U.S. Nuclear

Regulatory Commission (NRC) was formed to regulate the various commercial, industrial, medical and institutional uses of nuclear

energy, including nuclear power plants to produce electricity. Federal research and development work for all energy sources, as well as nuclear weapons production, was

conducted by the second agency created from

the AEC, now the Department of Energy. Under its responsibility to protect public health and safety, the NRC has three principal regulatory functions: (1) establish standards and

regulations, (2) issue licenses for nuclear

facilities and users of nuclear materials, and (3) inspect facilities and users of nuclear materials

to ensure compliance with the requirements. These regulatory functions relate to both

nuclear power plants and to other uses of nuclear materials-like nuclear medicine

programs at hospitals and academic activities at educational institutions. The NRC staff numbers approximately 2,900

with a budget of about $470 million. The NRC

budget comes from the fees from our licensees. Roughly two-thirds of the NRC employees work in the agency's headquarters in Rockville, Maryland. The remainder are located in four

regional offices throughout the country or at resident inspector offices at each commercial

nuclear power plant. Any organization or individual intending to possess or use radioactive materials must

obtain a license. Typically, licenses describe

the location of use, the training and

qualifications of workers, specific procedures

for using the materials, and any special safety precautions required. The license holder must

follow the specific license requirements as well

as the more general NRC regulations. The NRC sets the rules that users of radioactive

materials must follow. These rules are intended to protect the persons using the

radioactive materials and the general public from the potential hazards of radioactivity. NRC regulations are found in 10 CFR Parts 0- 199. And now a word about where I work at NRC. 1 am now a reference librarian in the Public Document Room. I joined the NRC in December 1985 as reference librarian for the Local Public Document Room Program (LPDR).

This was a program begun in 1971 that established document collections in libraries

15
2000 Federal Depository Library Conference - Proceedings

located near commercially operated nuclear power reactors. Most of the collections were

related to power reactors, with a few

collections for other types of facilities. The

collections were site-specific, related only to the local reactor, and in paper. In 1990, the paper collections in power reactor LPDRs were

replaced by a microfiche collection of all publicly available NRC documents issued since January 1981. The collections were no longer

site-specific. So that in all of the 75 power

reactor LPDRs the microfiche collections were

identical, containing approximately 1.5 million documents. Some of you may be at libraries that were designated LPDR libraries. The LPDR program ended October 1, 1999. It ended largely because of the move of the NRC

to an all electronic document management

system. Since paper or microfiche copies of documents would no longer be produced,

there would be nothing more to send to the LPDR libraries. Most of the libraries that had served as power

reactor LPDRs decided to keep the materials

that had been sent to them, especially the comprehensive microfiche collections. There were a few libraries that did not want the documents and NRC in cooperation with the Federal Depository Library Program at GPO

arranged to have these collections moved to depository libraries. Some of you may be at libraries that received the microfiche

collections.

I want to mention briefly some of the types of documents generated by or received at NRC.

There are documents that are specific to

facilities, such as license applications and amendments, inspection reports, emergency

plans, periodic operating reports (such as monthly and annual reports and annual

radioactive effluent release reports). There are also general Commission documents

such as Commission meeting transcripts. Commission correspondence, FOIA requests,

Technical/NUREG reports and regulatory guides. ADAMS is certainly not the first experience the NRC has had with automation and document management systems. The first was the Nuclear Documents System (NUDOCS) which became operational in September 1978. Documents were sent to a central location to be indexed. This information was entered into an on-line bibliographic record. NUDOCS

contains citations only (with a few exceptions), not full text. The documents were then filmed onto microfiche and the bibliographic record updated with the microfiche address. The

microfiche was then reproduced and

distributed to locations within NRC and to the power reactor LPDR libraries. Many LPDR

libraries had computer access to NUDOCS.

NUDOCS is still available to search; however, no new records have been entered since October 31, 1999, when ADAMS became

operational. NUDOCS can be used to locate documents within NRC microfiche collections. Access requires a password, which is provided

by NRC staff. It is dial-up modem access (800 number). There is another system for searching older, pre-ADAMS records. It is the PDR's own

system, BRS (Bibliographic Retrieval System).

This is an in-house PDR system, not the commercial BRS. This system also contains the bibliographic information for NRC records. It uses different search commands than NUDOCS. BRS can be accessed by dial-up modem to an 800 number or by telnet. Access

requires a password that is assigned by the PDR staff. BRS can still be searched, but again, no new records have been added since October 31, 1999.

I want to talk briefly about the NRC's new

electronic initiative in document management.

16
2000 Federal Depository Library Conference - Proceedings

ADAMS is:

a document management system to organize, process and manage agency documents

a workflow system that uses e-mail to route work items and documents for review, comment or concurrence

in lieu of the original paper document. Image

files are OCR'd to generate a searchable text

file. [OCR: Optical Character Recognition]

Internally generated NRC documents are added

to ADAMS as a file in their native application, such as WordPerfect, and automatically converted to PDF files when they are declared OAR.

• a record-keeping system that maintains

the official records of the agency and manages their disposition based on the established record retention schedule

• a public information dissemination system that places full-text publicly

available records on the NRC public

server Documents are put into ADAMS a couple of ways. Externally generated paper documents

are scanned as TIFF files. The image file kept

in ADAMS is the Official Agency Record (OAR)

23 Desktop ^|g|^|-^|fei|^|ig'|ag|BlE]| 3 u s. Nucleai Regulatoiy Con 06 £dit View Favofiles lools Help

Ajjdresi |S hllp7/www nrc.gov/'

At this point, I want to turn to my

transparencies. I want to show you the NRC

Web site and briefly how to get into ADAMS.

1 . (Transparency #1 : The NRC Web site.) The NRC Web site URL is <http://www.nrc.

gov> . I invite you to take a look at this

site. Maybe just click on the Index at the bottom and scroll down to get an idea of what is here. Access to information about

the ADAMS system is from here, the Public

Electronic Reading Room, at the bottom of the page.

3 iC**Go

U.S.. Nuclear Eegulatary Conimissioji

NEWS&

INFORMATtON

PUBLIC INVOLVEMENT

PLANNING & FINANCIAL MANAGEMENT

4^

ABOUT

NRC

RADIATION PROTECTION & EMERGENCY

RESPONSE

•g] http: //www.nrc, gov/hlimage/N RC/l CONS /homepas^. map?289.241

|g8Slart|

i] g fc ^ ^ |j '^lnbox-Mic...| Ijy Microsofl

.

T I \^ \rHmiea [«JU.S. Nu... |i9J!E3l|C$ 1;29PM

I want to quickly mention a few things about

this home page. In the Reference Library you

will find recent NUREG series reports and 10

CFR. The Information Digest is a good source

of general information on the agency. It has

locations of nuclear reactors, dates of

17
2000 Federal Depository Library Conference - Proceedings

construction permits, operating licenses, and maps showing locations of reactors.2. (Transparency #2: Welcome to the NRC

Public Electronic Reading Room.) I would

encourage you to go down through this page on your first visit and print this page.

llHf^ Desktop SjjSllhl'i^lfellekNI^lEll

'3 NRC Public ElectK Miciosott Internet Expio

file Edit View F§voiites Jools Help

j Address |^ htip:/ gov/N RC/ADAM S /index.hlml 3

U.S. l\'u<-{far Rcguiatoiy Welcome to the NRC Public

Contim\*,<ion Electronic Reading Room

NUIiiitilriiili tuitlnfl

[ ADAMS Quick Lauitck: Laimch in Web Browser | Lamtch in Separate Windaw ]

I Not sure which to use? | Using a text-oiUv browser? | NRC Home Page ]

m

" """" ^start

| jj g ^ I j i;y Microsoft Woid - 21X1..| [ 0] NRC Public Elec... jf^aEglC? 218PM

The following questions are answered: What Is ADAMS?

How Do I Install ADAMS?

How Do I Run ADAMS?

How Are Documents Organized in ADAMS?

How Do I Get Help?

Access to ADAMS requires downloading a

Citrix client plug in. Depending on the kind of PC you have and if you are on a LAN, there are some potential problems in the initial installation of the client. On the PERR page,

there is a link to the ADAMS Issues Update which describes problems that some have

encountered and the suggested action to take

to resolve them. One of the issues is the

firewall on LAN systems. If you try to install the Citrix client and get an error message that your system is unable to connect to the Citrix server that generally indicates a firewall problem. We have information to help you

work through that and I will give you an e-mail address and phone number at the end of my

presentation to contact us with any questions about firewalls or anything else. Once you have installed the Citrix client, and you do that one time, you return to the Pf RR

page and "launch ADAMS" at the top of the page. You have two options for "launching"

ADAMS. The link to "Not sure which one to use?" gives the pros and cons of each method. A Filenet log on screen will appear for the

Publicly Available Records System. The

Publicly Available Records System (PARS) is the library of publicly available electronic documents. The user name is GUEST, no

password or group. Press Enter or hit OK.

3. The ADAMS Document Manager screen

will appear. There are two main libraries. The Public Legacy Library is not

operational. This will be the part of

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2000 Federal Depository Library Conference - Proceedings

ADAMS with the bibliographic citations of pre-ADAMS documents. When it is functional it will replace the NUDOCS and BRS systems. PARS, the electronic portion of the system, has several folders. The ADAMS Helps and

Tips offers guidance on various functions of ADAMS, such as how to save a search

strategy, and it has the frequently asked

questions.

4. The Recent Released Documents folder expands to monthly folders, then daily

folders. These are lists of documents

released on a particular day. There are a few other folders set up here, for example, one for meeting notices and one for FOIA

requests and responses. These are lists of documents, this is not how you search for documents in PARS.

There are two forms of documents, PDF

files or TIFF files. The type of file is identified by a symbol in front of the title. Depending on whether it is a PDF file or TIFF file, if you right mouse click on a title, you will get a pop-up menu of options. You can view, open the document, copy to a local drive, or print the document. You

can mark documents to create a report, which is the Filenet terminology for creating a hit list.

5. Options for PDF file. Right clicking on the

title of a PDF file will bring a pop-up menu

of options.

6. Options for TIFF file. Right clicking on the

title of a TIFF file will bring a pop-up menu

of options for text and image.

7. ADAMS FIND. Searching in PARS is from TOOLS, ADAMS FIND on the tool bar. There are two search modes: Simple and Advanced.

8. Simple find. With the Simple search, you

are limited in the fields that you can search, there are no boolean operators except

implied "and," but there are drop down

pick lists, and content searching in the title and text of documents.

Just as a word of caution, the maximum

number of hits returned has a default of 10.

I would recommend raising that to several hundred before you begin searching.

9. In the Advanced search you select the search field (property) from a drop down

list, select the operator and enter the value. There is a Browse Values feature that helps you find values. There is content searching

for words or phrases. And you can use boolean logic in the search. You can save

search strategies.

10. Sample advanced search. This transparency shows a typical advance

search with boolean logic. When you have

entered the search criteria, click on Find Now to perform the search. The search

results are behind the search screen. Once you have completed a search, you

view your hitlist by clicking on "View" then "Show Criteria." This will remove the search window. Right mouse click on a

title and you get a pop up menu. You can view the text or image of documents, by

opening the text of a document you can

search within the text, you can save a document to a local drive, print a document, or create a report (hitlist). If you

run into any problems at all when using

ADAMS, please contact us at the PDR.

There are issues in printing TIFF files, and we do recommend that these be saved to a

local drive and opened by the imager with your system.

1 1 . Saving to local drive. Saving to a local drive can be tricky. When you ask to save

to a local drive (or copy image to a local

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2000 Federal Depository Library Conference - Proceedings

drive) the default drive is not yours. You

must select your drive (C$ on client C is your hard drive).

12. Client File Security. The first time you save

a file to a local drive, a security access

screen will pop up, and you must select full access in order to save the file. The default

is no access, and if you left this screen on no access and clicked on never ask me

again, you will not be asked again and you

will not be able to'save a file to a local drive. You can get this security screen back and change the access by right mouse

clicking on the symbol in the upper left hand corner of the ADAMS - Citric ICA

Client bar.

We don't have a live connection and I'm not going to go into any detail on

searching. There is a link to the ADAMS

Users Guide on the PERR page. You can download it, or I would be happy to mail you a copy.

13. PDR information. I have one handout, an

information sheet for the Public Document

Room. It includes our e-mail address and

telephone number. You may not have a need to use NRC

documents, but if anyone has questions or has encountered problems with ADAMS, please contact the NRC Public Document Room by e- mail to pdr@nrc.gov or by phone to (800) 397- 4209.

PUBLIC DOCUMENT ROOM FACT SHEET

LOCATION: One White Flint North

11555 Rockville Pike

Rockville, MD 20852 MAILING ADDRESS:

TELEPHONE NUMBERS:

U.S. Nuclear Regulatory Commission

Public Document Room

Washington, DC 20555

Voice: (301) 415-4737 or (800) 397-4209

Fax: (301)415-3548 ' : INTERNET E-MAIL: READING ROOM

HOURS:

TELEPHONE REFERENCE

HOURS:

pdr@nrc.gov

7:45 a.m.-4:15 p.m. Monday-Friday,

Eastern Time, Closed Federal Holidays

8:30 a.m.-4:15 p.m. Monday-Friday

Eastern Time, Closed Federal Holidays

HOLDINGS: The PDR maintains over 2.3 million agency documents in paper, microfiche and,

selectively, electronic full text (diskette and online). The majority of these documents relate to the licensing and inspection of nuclear facilities and to the use, transport, and disposal of nuclear

20 i
2000 Federal Depository Library Conference - Proceedings

materials. NUREG/BR-0052, "PDR File Classification System," gives a more detailed listing of PDR holdings. It is advisable to call the PDR in advance if a research project involves reviewing

pre- 1980 material because many older documents are retired. REFERENCE ASSISTANCE: The PDR files are open to the public, and PDR reference

librarians assist on-site researchers in their use. The reference staff also responds to requests received by telephone, Internet, fax, and mail. Although staffing constraints prohibit PDR staff from performing extensive research on behalf of users, the staff will assist the public in doing

their own research. AGENCY DOCUMENT MANAGEMENT SYSTEM (ADAMS): The ADAMS database

contains citations and full-text to public documents. The ADAMS legacy library contains

citations and some full-text to documents released prior to October 31, 1999. The ADAMS

Publicly Available Records System (PARS) library contains full-text documents from October

31, 1999 forward. The PDR staff will assist clients in formulating search strategies and provide them with printouts of results. The PDR does not charge for computer searches, but does limit the size of free printouts. The staff will train clients in the use of ADAMS. A Users' Guide is available at the NRC Web site <http://www.nrc.gov/NRC/ADAMS/index.html>. Documents can be printed or downloaded from ADAMS by the user or ordered, for a fee, from the PDR staff DOCUMENT REPRODUCTION SERVICE: The PDR on-site reproduction contractor copies, with some exceptions, PDR documents in paper, microform and electronic full-text for a fee. The PDR also offers a Standing Order service that enables customers to receive certain categories of documents on a regular basis as they become available, without having to renew the order repeatedly. Fees and turnaround times vary depending on the amount and kind of material. See the current price schedule for more information. Reproduction orders can be picked up onsite or mailed to the requester by regular or express mail. Facsimile service is also available. A

self-service duplicating machine and a number of coin-operated reader-printers are available at the PDR for users who need immediate copies of documents. PDR USERS'GUIDE: For more information about the PDR, contact the reference librarians to order a free copy of the "Public Document Room Users' Guide," or access the most recent version on the Internet at <http:/www.nrc.gov/NRC/PDR/pdrusers.htm>.

NRC HOME PAGE: For information about NRC and its mission as well as electronic versions of many NRC documents, visit the NRC Web site at <http://www.nrc.gov>. For a list of

frequently used URLs, request a copy of the "PDR Information Sheet" handout. October 19, 2000

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2000 Federal Depository Library Conference - Proceedings

Enabling Scientific Progress with DOE

Products/Tools/Services

Dr. Walter L. Warnick, Director

U.S. Department of Energy

Office of Scientific and Teciinical Information Germantown, MD

I want to thank the Federal Depository Library Program for inviting me here this afternoon.

Information technology has raised the expectations of researchers for access to information in the physical sciences. We in the Department of Energy (DOE) are beginning

to address researchers' expectations by lowcost deployment of this technology. The new technology allows, for the first time

ever, for information centers like ours to be

reached directly by researchers. I will be quick

to point out that this in no way compromises

the essential role played by libraries, which

traditionally have been our primary audience. They have an important role, but one that is changing, too. Libraries have always guided

their patrons to information resources; today

they have a growing role in pointing their patrons to resources on the Internet. They also have a role, not yet fully exploited in my view,

of shaping resources on the Internet as they

evolve. Today, we can share knowledge as never

before possible. The very concept of an

information collection is being revised. No

longer need an information collection be

actually collected in one physical location. Information can reside at multiple sites; it can be a virtual collection.

Similarly, the concept of a library is being

revised. No longer need a library be one

physical place. We now speak of digital

libraries that are accessible from almost any

place. They can have all the advantages of the

Internet to which we have now become

accustomed: almost instantaneous access, no

cost to patrons, full text information. Our concept at DOE is to deliver RELIABLE

information in world-class products using new

information technology, which is available now for the first time ever.

Already, our center at DOE has vast virtual collections of full text gray literature, vast

virtual collection of hyperlinks to full text journal literature, and searchable access to as many of the preprint servers in the physical sciences as we can find in the world. Young researcher at work

Today, I will share with you a story of a young

researcher. His ambition is to help to create a world in which there is inexhaustible, clean energy. Having been accepted into a graduate

Fellowship program in Automotive Technology

at his University, he is assigned to research

storage technologies for hydrogen fuel cells. Practical storage of hydrogen remains an

important hurdle. He hopes to develop

inexpensive, on-board hydrogen storage for the

car of the future. His budget, time and

resources are limited. He will consult his University librarian to guide him to the information resources he needs. The librarian points him to the information provided by DOE

as one major resource.

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2000 Federal Depository Library Conference - Proceedings

OSTI products

Department of Energy products, tools and

services are at their disposal. Many of these

services are available through GPO Access. Among his first tasks, it is important for this researcher to see what type of research has been done. In this way, he will become

confident of his knowledge of the state of the

art in hydrogen storage. Further, he needs to learn whom he might collaborate with to obtain information. How can he accomplish

this?

Federal R&D Project Summaries home page To check out research project summaries in hydrogen fuel cell technology, he searched the Department of Energy's Federal R&D Project Summaries database, a Web-based interagency

tool. This site makes project summaries of 240,000 Federal grants, and awards available

for him to review.

Federal R&D Project Summaries Search

Results With a single, distributed query, he was able to search three vast databases: DOE's R&D

Project Summaries Database, the National Science Foundation (NSF) Awards Database and the National Institutes of Health (NIH) CRISP system. Thus, with one search, he

accesses the three largest grant-making

agencies in the world. By searching this system for fuel-cells AND hydrogen, he found

13 DOE research project summaries and 52 NSF Awards. From NIH, he learned about a new ceramic technology that could be used for transportation systems. From DOE and NSF,

he tracked down several experiments about on- board hydrogen generation. Of great value to him were the details of the awards, the project

abstracts and principal investigator's contact

information.

Next, he wanted to read up on Department of Energy research that had recently been

completed. His librarian was aware that DOE

has a huge R&D program (about 8 billion dollars per year) and that DOE has made all of

its gray literature available electronically since 1995! DOE Information Bridge He searches the Department's DOE

Information Bridge Web site. In the bibliographic record, he searched for "hydrogen storage" and finds 133 full-text DOE

research reports. This site offers almost 5

million pages of searchable full-text in 60,000

research reports, presenting the results of over 100,000 person-years of effort.

Bridge search results He is then able to search within the full-text of selected reports to find advanced hydrogen

storage technology about a recently developed

storage metal. He was also pleased to find an

analysis of the costs associated with

transporting hydrogen in vehicles. He is saving

himself time and money because he thought he would have to perform this analysis himself. GrayLIT Network home page

Having examined DOE gray literature, he is ready to look at the gray literature from other

agencies. At the OSTI site, he taps into the search engines of the Government's gray

literature collections, enabling him to search over 100,000 full-text Government documents

without knowing the sponsoring agency. Search Page He executed a distributed search on this site and, in addition to the report literature found on the DOE Information Bridge, he retrieved 1 report from DTIC, 49 documents from NASA

jPL, 48 documents from NASA Langley, and

100 documents from EPA on hydrogen storage.

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2000 Federal Depository Library Conference - Proceedings

GrayLIT Search Results Page

This research tool is the world's most comprehensive portal to Federal gray literature. By offering a mode of communication for this hard-to-find class of literature, the GrayLIT Network enables convenient access by the American public to Government information. This integrated search mechanism is indicative

of a new age in making information available

to the public regardless of its form, format, or where it resides. Now, as this researcher is well aware, it is invaluable to read peer-reviewed journals when researching a project. He is overwhelmed with the prospect of searching

through all of the appropriate journals. He also would like to do some of his research from home during the summer but he does not have

personal subscriptions to the journals. However, his computer is connected to his University's network. His librarian directs him

to PubSCIENCE. PubSCIENCE Home Page From his desk at home, he goes to the PubSCIENCE Web site where he is able to quickly navigate through 2 million journal

abstracts with a single search. He searches for "carbon nanotubes" one of the hydrogen

storage technologies currently under

investigation and retrieves 190 peer-reviewed

journal article abstracts, a number of which are

related to his particular interests. PubSCIENCE Search Results He is then able to hyperlink to the journal

publisher's doorstep, retrieve the journal and

read the complete full-text articles because his University library has subscriptions to many of the journals. For other articles, he opts to use

the pay-per-view option.

Science Magazine May 2000 Issue Being told where to go to find specific information in journal articles, then directed to the journal and full-text article has again saved

this researcher considerable time and effort. Science Magazine abstract/full-text He finds that PubSCIENCE provides him 1,250

peer-reviewed journals from 35 prestigious world-wide publishers. It is made available by

a unique partnership with Federal Government

and scientific journal publishers.

Early findings on hydrogen storage are also available to this researcher through preprints- work circulated by authors outside of the

traditional publishing environment, through

research papers that have been submitted for dissemination and review among peers, for publication in journals, or prior to presentation

at conferences. PrePRINT Network home page He discovers he can get to 1 ,525 preprint sites from DOE's PrePRINT Network, the only cross

preprint search vehicle in the world! Here he

has a field day using distributed search to survey through 330,000 preprints from all of these sites with one query.

PrePrint Search Results Remote Preprint Site He is able to find 21 preprints or eprints on an

initial search for carbon nanotubes, link directly to the full-text of the preprint, visit the

hosts of the preprint information. He was also provided links to some 180 scientific societies and associations which focus on topics related

to DOE's R&D research initiatives.

Finally, a cross-cutting system using the

distributed search technology allows him to search 500 diverse Web sites and databases on

a specific subject, deep within information

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2000 Federal Depository Library Conference - Proceedings

layers to retrieve resources he is not aware

exist. He searches EnergyFiles.

EnergyFiles Home Page

Selecting the Renewable Energy topic, he was

provided a huge resource index of related ST! databases and Web sites, publications, conference proceedings, and international

collections.

EnergyPortal Search Results Page

Selecting the EnergyPortal functionality, he found 94 documents on hydrogen storage

costs. OSTI Logo

These systems are what the Department of Energy's Office of Scientific and Technical

Information (OSTI) is about. We create the

products, tools, and services that give this researcher the information he needs to do his work. We provide your libraries these resources to help these researchers do their work.

All this is just the beginning. More needs to be done with text: digitizing the repository of

historic physical science literature (which only

exists in paper or microfiche); making the

availability of electronic journal literature truly comprehensive; and making the physical sciences more user friendly for education,

business, and communities.

But text is just the beginning. Once text is conquered, there are domains of images,

video, and audio. Text is but the low-hanging

fruit. Other media are on the frontier being

explored by R&D programs. We have a vision to help this researcher even

further, to give him and millions of other

researchers and students like him a fundamentally new way of doing science. As you can see, great progress has already been

made in delivery of textual information to the desktop. We have a vision to put a system in place that allows the rapid communication of information essential to their success. The Department of Energy is proposing a Future Information Infrastructure for the

Physical Sciences.

Future Information Infrastructure for the

Physical Sciences What we hope to create in the next four to six years is:

• a common knowledge base that seeks in an

integrated approach to provide

comprehensive access and facilitate the reuse of worldwide sources of physical sciences information, regardless of where

they reside, what platform(s) they reside on, or what format or data structure they

employ.

• a point of convergence for ensuring the awareness, availability, use and development of information technologies and tools to facilitate information

assimilation, data analyses, peer communication and collaboration, sharing

of preliminary research results, remote

experimentation, validation of experimental results, etc.

• a freely available source of information to serve all users, from students to scientists to concerned citizens, in a highly efficient electronic environment, with tools to assist users in their quest for information and

ultimately knowledge.

DOE hosted a Workshop in May of this year at the National Academy of Sciences to address an information infrastructure of the physical sciences that would increase the productivity

of the scientific enterprise in the United States.

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2000 Federal Depository Library Conference - Proceedings

Workshop Report ; The results of this Workshop can be read in "A Workshop Report of a National Infrastructure of the Physical Sciences." This report is an

enthusiastic endorsement from the scientific community for a national infrastructure for the

physical sciences. I encourage you to take a look at this report. It may very well result in a better way for your libraries to serve your

research and educational communities. Young Researcher again

It may very well change the way young

researchers realize their dreams. You are invited to stop by OSTI's exhibit booth and find out more about our products, tools, and resources. Further, we seek your input about the evolution of information products on

the Web. We at OSTI make systems happen.

We make content happen. In doing this work, we want to address your needs. Thank you for providing me the opportunity to

talk to you.
2000 Federal Depository Library Conference - Proceedings

Historical Government Documents Cataloging

Project: The Five Colleges of Ohio

Ellen P. Conrad

Five Colleges of Ohio

Gambier, Oliio

Introduction We are happy to talk with you today about our

project. It is my pleasure to be the coordinator

of this project and to work with all five of the

colleges in the consortium. I would like to thank Mary Prophet for all her work on the PowerPoint slides and Margie Powell for her

editing and writing assistance.

All of us have horror stories of research that did not get done or of hours spent by some

unsuspecting reference librarian or patron

trying to find an elusive old document. I'll never forget the student who wrote his senior

thesis on Senator Joseph McCarthy using

secondary sources only to learn later that the

library had all the original hearings - but they were not in the on-line catalog. 1 know some

of the responsibility lies with the researcher, but we need and want to do all we can to make these sources accessible. There are way

too many of these hidden treasures. We are excited about and proud of the

Historical Cataloging Project of the Five Colleges of Ohio and want to give the brightest possible picture of it, but I am compelled as well to be honest. I will try to include some of our real life stories, not to discourage you but

to let you see that this IS a do-able project and we hope you will want to try it too. We have

planned for time to take questions and for discussion at the end. With the advent of the on-line catalog in the

1970's, the documents community began to

dream. Over the years there have been many

discussions and much interest in providing

access to older documents. In fact the Depository Library Council and GPO have

initiated and encouraged discussions. Some

current members of the Five Colleges Documents Committee were part of these early

talks. Wooster History

In 1984, Margaret Powell and Barbara Bell, Documents Librarians at the College of Wooster, went to Library Director Michael Freeman proposing to catalog documents.

"Prove to me it can be done," he said. So we

did. Margie Powell, Deborah Smith Johnston,

a student employee, and I studied the

availability and quality of OCLC records for documents and published the results of that study in 1985. Based on our positive results and with the support of Mike Freeman and the Technical

Services department, the documents staff began

a two-pronged cataloging project on July 1 5, 1986. Since that time, all current U.S. Government Documents acquisitions have been cataloged using OCLC.

Also beginning that day, a piece by piece

retrospective cataloging of the historical documents collection at Wooster began. The

first pass through the collection took ten years and the vast majority of the documents

collection was cataloged. As part of the consortium's current project, Wooster is

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2000 Federal Depository Library Conference - Proceedings

working through the titles they were unable to complete in that first pass through. The Five Colleges of Ohio

In the fall of 1 995, The Five Colleges of Ohio

Consortium was formed with funding support from the Mellon Foundation. These schools,

all undergraduate liberal arts colleges, are Denison University, Kenyon College, Oberlin

College, Ohio Wesleyan University and The

College of Wooster.

Although the consortium involves more than

the libraries, the initial focus was on library cooperation. In 1996 four of the five colleges merged their online catalogs into the single CONSORT system based at Denison

University, and that joint catalog became part of OhioLINK's central catalog. OhioLINK is a major consortium of all the public universities and many private colleges in Ohio. CONSORT, Oberlin and OhioLINK are all Innovative Interfaces Inc. systems. The consortium and the joint catalog provided

the opportunity for cooperative cataloging of the four documents collections. The

documents staffs of the colleges were already

well acquainted, had shared in many projects and ideas in the past and were among the

original dreamers of documents cataloging. Beginning in January 1997, they began

dividing current cataloging responsibilities and

assignments by item number. In an article in the Ohio GODORT newsletter, Mary Prophet, then acting director of Denison, discusses this process. With the cooperative cataloging of current

acquisitions well underway, in January 1998

the documents committee proposed a project

to catalog their historical collections. In a

relatively small geographic area there is a wealth of information available that is not

easily accessible. Ohio Wesleyan became a depository in 1 845 and is the oldest depository

in the state. Kenyon is second in the state -

designated in 1873; followed by Denison in 1884 and Oberlin in 1885. And, adding to this wealth of materials we had the Wooster project

to build on. We were ready to take the next

step.

Initial Plans From the start our single goal was to provide

bibliographic access to these valuable

materials. Ail five of the libraries are charter members of OCLC and as a group we are very committed to the growth and integrity of the OCLC database for worldwide access to bibliographic information. Funding had been included in the original Mellon grant for databases and services which became available as part of our OhioLINK

membership. Therefore, these funds could be

used by the libraries for other purposes. You know documents folks aren't likely to pass up a good opportunity. So, the Documents

Committee worked with the five Library Directors to redirect these monies. The Mellon

funds have covered the OCLC and coordinator

costs since July 1998. In addition to Mellon

funds, the individual libraries cover the costs

for student workers, staff at each college, computer equipment, space and supplies. So, with a great idea and some money in hand, the committee was ready to go!

Staffing

Happily, this coincided with my return to Ohio. My experience at Wooster gave me a good background for the project, and I feel fortunate to have been hired as Project Coordinator. It was fun for me to be part of the

original Wooster plan and now to build on that project with the Five Colleges, helping to move

historical documents cataloging to the next

level. The colleges have each designated staff to work with the coordinator and the students. In each case, they work with other aspects of
2000 Federal Depository Library Conference - Proceedings

documents and have added this cataloging to

their responsibilities. They typically spend

from one tenth to one third of their time on the

project. The documents personnel at each

college are the mainstays of the project. They

are the hands-on people who deal with the everyday work and questions.

In addition to the continuing staff, each of the colleges has committed student workers to the

project. Student time and responsibilities vary

at each library. If you have had the opportunity to work with students you

understand when I say that they are the joy and

the headache of a project. However, when

you find the rare one who truly gets excited about the documents and handles them with

the care and interest we have all developed, it is a rewarding day. Duration The project funds were to be spent within three

years. We have been downright miserly with

the money and will be able to fund the full three years with additional help and support from the libraries. We are looking for other ways to continue after these original funds are depleted. Regardless of outside funding, we

plan to continue the documents cataloging and

estimate it will take from 4 to 8 more years.

I remember when we began retrocon at The

College of Wooster, many commented on our

estimate that it would take at least ten years. We were right; it did take that and more, but now looking back we are so glad that we did it. So now with money and staff, we began to implement the plan. Resources Available for Cataloging Because of Wooster's original project, there were over 100,000 document records in the CONSORT joint catalog upon which to build

this project. We also had encouraging, helpful and supportive Technical Services staffs. Each

of the Five Colleges was already cataloging

with OCLC. Using OCLC for historical documents copy cataloging was a natural next

step.

Since many of the historical documents do not have records available on OCLC, we explored

options for original cataloging. We contacted

other libraries to solicit references for TechPro and possible other ideas. We looked at interns from Kent State University Library School. We

interviewed several individuals who were

interested in piecework contracts. We talked with a private firm that does a variety of library technical services projects. While each of these options had merit, they each had drawbacks. Where would we set someone up to work and which school would

be responsible for providing space and

equipment, or would they travel so we would

have to have five work stations and travel money? Who would supervise and review

their work? How would we do billing and payment? What about quality control and OCLC access? A financial analysis showed us

that most of these options would cost about as much, if not more than TechPro. We decided OCLC TechPro was the best choice. We contracted with TechPro including

unique information and specifications for each

of the five schools and we have been very pleased with the decision. If you have

questions about this part of our project, we

would be happy to talk with you later.

Preservation We are very concerned about and interested in preserving, protecting and repairing our fragile treasures. Unfortunately we are not trained

preservationists and do not have the facilities or the resources for large-scale preservation. We are operating under a strict "do no further damage" plan. All of our staff and students are

trained in the gentle handling of the documents.

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2000 Federal Depository Library Conference - Proceedings

We have purchased acid-free envelopes to store documents in need. We have moved

some documents to special collections. We

have made phase boxes and preservation

folders, a variation of which we call "Cynthia

folders" named for one of our colleagues who

is making them. We are doing some

photocopying of fragile items. We plan to microfilm the publications of the Children's Bureau and we will combine our collections to create a complete set. We are looking forward to spending more time and energy on preservation as the project progresses and we are working with the preservation specialist at Wooster, planning a workshop on strategies and techniques.

Potential Problems and Concerns

In any major project, there are problems and we have gone down our share of dead ends and made our share of wrong turns. While it has not always been a smooth ride, I can

honestly say that we have been able to negotiate most of the problems. Some of the

issues are as simple as, "I thought I was

supposed to be cataloging the Office of the

President, it looks like someone else is doing

it." I check my records to see who is assigned,

tell someone to wait, tell someone to proceed,

problem solved. Some of the problems are harder: such as questions of record quality, or serials check-in

standards. We have made great progress with many questions, but in some cases we

acknowledge that we are indeed five different

institutions and we compromise. This group

has a history of working together successfully on a variety of projects and we build on that relationship. Necessary Papers, Policies, Etc. To direct and support the project, we have

defined many parameters and have written and

collected policy statements, procedures.

instructions and samples. For example, we

have criteria for brief records, collection consolidation and sharing, record enrichment, TechPro preparation, record evaluation, and

notes fields and statements. We have pulled this material together from OCLC Tech Memos, the Wooster Cataloging

Manual, OhioLINK standards, and assorted job

descriptions, but mainly from the discussions,

desires and ideas of the Five Colleges documents group. These working papers, changed and updated as needed, have been

invaluable in helping us think through what we

want to do and how to do it consistently. We spent considerable time and energy on

these beginning steps. Deciding on the scope

of the project took much thought and

discussion. Do you do everything in the

collection? Do only pre-1976 (when GPO

began cataloging on OCLC), which would

leave sections of material between '76 and the

currently cataloged materials un-cataloged? What about different formats? Do you work in priority classes only? You can see the issues. We have set guidelines for what the project

will cover, when to bend them a bit, and who

will pay for what. This was and continues to be a difficult issue. It comes down to the need

to balance our desire to catalog everything

with the reality that we have limited funds and

staff. I think this is the balance you all look at every day. This is one of the places I mentioned earlier, we compromise.

We did decide to focus on pre-76 publications, because the project was originally presented to catalog historical materials and because we

believed the post-76 documents would be

easier for each college to tackle on their own. Many post-76 docs ARE being cataloged as we

work through the shelves, but are not counted

as part of the project.

Setting standards for what statistics to keep and how to track them was also a big job. We

knew we needed simple bibliographic and

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2000 Federal Depository Library Conference - Proceedings

item record counts. But which bibs and items?

All of them, ones for only pre-' 76, item records attached to existing records in the system? We

have gone back and forth on this, too. What we HAVE done is find places in the records to

insert codes so we can run lists of the records we create. These codes took some doing. We

had to find unique codes and unique places to put them. They needed to be searchable fields for list making. They needed to be easy enough to do that they would get done. Some we have been able to pre-program so they appear automatically. Some statistics can be

taken from the OCLC bills, Tech Pro records

and record enrichment. Another challenge, but one that was do-able. Each of the colleges created a prioritized list of

classes to catalog. The five lists were combined to create a consortium-wide priority

list for cataloging. This assures that if we are not able to do all of the documents, admittedly our dream and goal, those we have identified as highest priority will get done. A sample

from that follows. I am pleased to say that we

have already worked through many of those

highest priority classes.

Priority Classes for Cataloging Sample Entries

Class Agency Assignment

I 52 and War Relocation Authority Denison, Kenyon

Pr 32.5400 Ohio Wesleyan, Wooster

1 20 Indian Affairs Bureau Oberlin W, M, N, D Military Agencies Kenyon

119 Geological Survey Ohio Wesleyan

For example, the War Relocation Authority is classed in both the I 52's and the PR 32's. Denison, Kenyon, Ohio Wesleyan and Wooster all listed it as a high priority. The

Indian Affairs Bureau was a high priority for Oberlin.

At Ohio Wesleyan the entire collection of US

Geological Survey materials, a highly used part of their collection, has now been cataloged. Denison's outstanding collection of Depression

Era documents and World War II materials are now in the system. The Peace Corps materials

are completed at Oberlin which is particularly appropriate since they have had 41 3 alums in the Peace Corps, the fifth highest number among small colleges. Kenyon has completed

the PR's through the W's, a wonderful body of documents. These are just a few examples. The next two screens give you an example of how we track these assignments.

In order to share the workload and to catalog

as many unique titles as possible, we have developed a rotation system. For each

individual class, we select the college which

has both strong holdings in that class and a high priority for cataloging it. They become

the first library to catalog the materials from

that agency. When they are finished, a second

college is assigned to the class. Of course for the second school the rate of matches in CONSORT is much higher as they have the

first college's records to build on. Then the

third college searches, etc. Documents

without records on OCLC are set aside for TechPro cataloging. This cataloging rotation is working very well, and has given us a better idea of how much unique material is in the combined collections.

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Current Classes Assigned & Completed Sample Entries

Class DNU KEN OBE OWU

117-18 A 9/99 A 6/00 C 4/00 WOO

L 13 &

L 36.100 C4/99 C8/99 A 9/00 C2/99 C4/99

This is a sample of the classes currently assigned and completed, by college. The I 1 7 and 18 documents were assigned (the designation A) to Denison in September of '99 and to Kenyon in June of 2000. Ohio

Wesleyan has completed the classes, the C

4/00 note. Wooster and Oberlin have not yet been assigned these classes.

To facilitate a smooth and efficient workflow between colleges, I track when a class is assigned for linking, copy cataloging, original cataloging and clean up. These are my most

fluid and most complete records. I have a page

for each class in the SuDocs system so I can know who, what or if there is any work in progress. Looking at our priority lists, Kenyon had a fine collection of War Department documents; it is one of their strengths. It was first on their

priority list so that is where we began

cataloging. BIG MISTAKE. While it was

philosophically the right decision, it was

actually a really bad place to start. The section

consists entirely of very old materials, which makes the presence and quality of OCLC

records pretty slim. It is full of serials, manuals,

revisions and other catalogers' nightmares. It was just way too difficult to begin there to train new catalogers. So the moral of the story is: evaluate a class for the type of materials and

potential problems in it and begin with an

easier section to insure that all-important factor

- initial success. However, the War

Department is now finished and we lived to

tell about it. In fact, in addition to War, we

have done Defense (the D's), and the N's and

M's (Navy and Military) completing a nice

subject area. ,

Since Oberlin's catalog is not part of CONSORT they proceed a bit differently, searching OCLC first and adding records to

their catalog.

Student Workers Our student employees are critical to the

project, and we couldn't do it without them.

All five colleges have long traditions of good

student workers in their libraries and the students on this project are no exception. Each school interviews, hires and gives basic

instruction to the student workers. The

coordinator also plays a role in student training

for the project. Students are trained on the

local systems, searching OCLC and WorldCat,

using the paper tools like Monthly Catalog,

Andriot's Guide to US Government

Publications, and The 1909 Checklist. Depending on their assignments and skills, students are given other specialized training. When students begin to actually catalog, their work is closely supervised and checked. We

are also careful about the types of material given to them for cataloging. Serials, for example, are usually reserved for the staff or for that rare exceptional student.

Jessy was one such student. We gave her a

cart to link, thinking it would be simple and we

were wrong. She discovered all kinds of

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2000 Federal Depository Library Conference - Proceedings

variations. I wanted to highlight her thoroughness and the thought that went into her work. She found title changes, OCLC

records, SuDocs number changes, and

authenticated records that she was unhappily unable to enrich. This is a complex and

exacting piece of work. We are proud of our

student workers.

Cataloging So now you have a book truck full of old docs, here is what you are going to do:

First, search CONSORT, the combined catalog

for Denison, Kenyon, Ohio Wesleyan and

Wooster. If a suitable record is found there,

edit it as needed and add a local holdings

record. Include barcode, write control numbers on documents, and so forth. Add

holdings to OCLC and enrich the OCLC record when possible. When no matching record is found in CONSORT, we search the OCLC database

using a retrocon authorization. We do initial searching on WorldCat, which is easier for students to search and reduces our OCLC

expenses. When a record is selected for use, it may be enriched, holdings are added and the record is exported to the CONSORT catalog where local editing is done. The Five Colleges of Ohio Government

Documents Group is committed to high quality records, both in our individual catalogs and in the OCLC database, benefiting the entire documents community. We have routinely corrected and upgraded records in our local catalogs, but we wanted to do more. OCLC

enhancement means bringing a record up to

full Encoding Levehl status. The four CONSORT colleges have neither the time nor

the expertise for this. Oberlin, however, has

full enhancement status and can upgrade

OCLC records.

There is another option-enriching OCLC

records. With full cataloging status, we can make improvements to selected fields in existing records. For example: 074 GPO item numbers 0860 SuDocs number (when none are

in the record) 300 Physical description in CIP

records 505 Contents notes 6xx Subject headings if there are no LC headings

OCLC record number 10579584 is a record we

have enriched with a SuDocs number and two

subject headings. The OCLC symbols in the 040 field now reflect Ohio Wesleyan and

Wooster. You may notice it is an Encoding LevehK record. We have added significantly to the quality of a K level record, but are unable

to change its status. Of course copy cataloging is the simplest and

easiest type of cataloging. It is those titles without records that we are especially eager to catalog. I mentioned earlier that we send

uncataloged materials to TechPro for original cataloging. Documents with poor quality records are also sent to them and are enhanced

to full Encoding Level:! records. Our cataloger, Peter Applin, has been a great addition to our

project. He has copies of Andriot and the Checklist on his desk now-we are trying to convert him into a docs person. We are very

pleased with the work he has done for us and

with the system. It is a pleasure to have high

quality records contributed to OCLC in the name of the Five Colleges. While I am not sure the error report division of OCLC is pleased, we are also aggressively sending reports to them. There are typos,

errors of numbers and so forth in the records on line. In our quest for the best information

possible, we report them. This is easy using

the on-line form. Electronic Bibliographic

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2000 Federal Depository Library Conference - Proceedings

Change Report. I even have it book marked at

all five colleges. ^ We continue to work with the tension between

perfect records versus reality. This is a very

difficult balance, because we all want things to be perfect, but we need to make reasonable

progress, too. We have written standards for acceptable records and we strive to reach and

maintain these standards. Oberlin - Consort Records Transfer With two catalogs in the Five Colleges consortium, we are sharing records between CONSORT and Oberlin. We have successfully

transferred records, evaluated them, checked

for duplicates, and added holdings. It is a bonus to be able to share the work; we all benefit from it. The systems managers for the two catalogs have been great about running

tests, loading records and creating lists. For me

this high tech part of the project is a mystery

but there are people who make it happen. You

don't have to be the techie.

State Library of Ohio

We are also working with the State Library of Ohio Cataloging Center and Barbara Kussow,

the regional documents librarian for Ohio. They are very interested in the project, both

original and copy cataloging. Since they are in the midst of moving their whole library, they have not been able to work with us at this time, but we are looking forward to their participation in the future. We have supplied them with a list of records for the Women's

Bureau (an agency we have completed) as a

test for them to work with. It is fun to see the

project expand-not to mention sharing the work load.

Statistics Now when all of you go back to your libraries, raving about this project, you are going to want

statistics, so here they are. We have given you

totals by college.

Bibliographic Records

juiy 1998- June 2000

Denison University 6,366 Kenyon College 2,378

Oberlin College 2,191 Ohio Wesleyan University 6,951 The Col lege of Wooster 3, 1 76

Total 21,062

In two years we have added over 21,000

bibliographic records for pre-1976 documents

to the catalogs. One of the interesting things about the project is the statistics. There are so many variables that influence them. Kenyon,

for example, has a lower bibliographic record number in part because they have been the second college to catalog in several classes and

have added to the work of the first college. Wooster is working on the titles that were left from the first pass through the collection so

virtually everything they work on is a problem. Item Records

July 1998 -June 2000

Denison University 19,740

Kenyon College 14,374

Oberlin College n/a Ohio Wesleyan University 13,272 The Col lege of Wooster 7,075

Total 54,461

Item records count the number of pieces we

have processed. There are now over 54,000 more pieces reflected in our catalogs, many

being linked to bib records added by another

college. Since Oberlin is working in a separate

catalog their item record count closely parallels their bib number of 2,191 bring our total item count for the project close to 57,000.

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2000 Federal Depository Library Conference - Proceedings

Records Enriched on OCLC

January 1999 - June 2000

Denison University 4,888

Kenyon College 1,879

Oberlin College 846 Ohio Wesleyan University 4,305 The College of Wooster 2,693

Total 14,611 The opportunity to enrich records and the need

for original cataloging are both strongly influenced by and tied to the classes being

cataloged. Some areas, such as the old USGS

titles, had no SuDocs numbers in the OCLC

records so, for example, Ohio Wesleyan was

able to do a lot of enriching as was Denison

with Smithsonian reports. We have been

enriching records since January 1 999 and have upgraded 14,611 records. OCLC TechPro Records

July 1999 -June 2000

Denison University 336 Kenyon College 151 Oberlin College 44 Ohio Wesleyan University 30 The College of Wooster 391

Total 952

The fact that Wooster is focused on problem documents makes it reasonable that they would have higher TechPro numbers since these are the titles they were unable to catalog

earlier. We began taking documents to TechPro in July of 1999 and they have created 952 new records. It is also noteworthy that of the 21,000 new titles we have cataloged, less than 1,000 needed original cataloging. There ARE records for most of the older documents. Rewards We have already seen many rewards from the

project. I would like to highlight a few:

In addition to improved access, cataloging has given us better control over the collections. We now know exactly what we have, are more

familiar with the materials, and have the opportunity to share and strengthen our

collections. We have seen a notable increase in use and

circulation of the materials, both locally and

through interlibrary loan. For example, we had

an ILL request recently at Wooster for a document that was not on the shelf, a Labor Department report. Upon checking, we

realized it was one that had JUST been finished by TechPro and had not even gotten back to the library yet. The patron was so glad to have found the information, he was happy to wait

the few days it took us to get it to him. Women's Bureau Leaflet #6, Jury Duty for Women, was cataloged by Kenyon. Denison was working through their holdings and found

they had only the addendum for that title, but

not the main document. We transferred the addendum and made one complete report. GPO has agreed that we may transfer materials within the consortium without creating

individual selective housing agreements.

I've already talked about enrichment and given you statistics, but we just had to include enrichment in our list of "rewards" of the

project and hope you agree with us that it is an

important addition to documents cataloging. The library administrations have allowed us to keep the enrichments credits ($0.53 a record)

to supplement the project funds.

Since both catalogs are part of the OhioLINK

system, our holdings are added to that database and strengthen it as well. Our plans to work with the State Library will improve access to their collection and benefit the entire Ohio depository community, which

includes 59 selective depository libraries.

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2000 Federal Depository Library Conference - Proceedings

The records, enrichments and holdings we

have added to OCLC are available to all. Conclusion As you can tell, we are excited about and

proud of our project. I have had the privilege

of talking with you today. I want to introduce you to some of the people who are the ones who make this happen. Denison University Cynthia Cort

Beverly Gage

Mary Prophet ^ Kenyon College Mark Gooch

Andrea Peakovic Donna Wilson

Oberlin College

Tom Hinders

Cecilia Robinson

John Sluk Ohio Wesleyan University Joy He XuDong Jin Judy Orahood

The College of Wooster

Barbara Bell Jennifer McMullen

Margaret Powell The Five Colleges of Ohio

Ellen Conrad We can give you information that might help you "sell" this idea to your own colleagues and

administrations. We are happy to share our

policies and procedures. Our statistics are tangible proof that this is a do-able project. We encourage you not to look at this as an overwhelming, therefore impossible, task. Set some priorities and start small. Focus on a unique or strong part of your collection. Doing

something, even if it is not doing everything, is definitely better than doing nothing.

Tackle copy cataloging first. If you use OCLC,

you can build on what we and others have

already done. Look into Enrichment status on OCLC. While

this must be done with care, it is an

opportunity for all of us to improve records that already exist. When copy cataloging is not available, don't

give up. Original cataloging may not be out of reach. Many of you have the necessary

training or technical staff to help. TechPro and

other contractors are available.

Or, at the very least, create brief records in your local catalog. This can be done by less than fully trained catalogers and provides some

access and identification of materials. To catalog historical documents, there is room

for a wide variety of approaches. We are working with two catalogs, five schools, five technical service departments, five unique documents staffs and five different ways of approaching the daily work, all stirred up

occasionally by one coordinator. It is challenging and sometimes hard-and it is working. We are getting documents

information into the catalog and documents

into the hands of those who need them.

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2000 Federal Depository Library Conference - Proceedings

USDA Forest Service Mapping

Betsy Banas

U.S. Forest Service Washington, DC

Forest Service Organization

• First Chief of the Forest Service - Gifford Pinchot, 1905-1910

• Current Chief of the Forest Service - Mike Dombeck, 1997 to Present

Forest Service Regions

• Nine geographic regions. • Regional offices located in major cities along rail lines. • Decentralized - Decision making at the local level, not

in Washington. - Decision makers are more familiar with

local and region-wide issues. Mapping in the Forest Service

• Initially was done at the Forest and District

level. • Mapping was a vital part of planning and managing the administrative area. • Maps were made to the specifications and

requirements of the particular Forest. • Little standardization or consistency among

Regions. • During World War II there was an effort to consolidate mapping for defense purposes, and Forest Service played a key role. - Had the equipment and expertise. - Mapped areas of the US along the

Pacific Coast.

- Aided the US Hydrographic Service in making detailed maps of Japan. - Worked out of Gettysburg, PA.

• Regular Forest Service mapping business continued to be decentralized and nonstandardized. • This trend continued into the late 1960s.

• Mapping technology began to change.

• New, costly equipment, computers, etc., required the centralizing of mapping

operations.

Geospatial Service and Technology Center (GSTC)

• Founded in 1975 (Geometronics Services

Center). • Located in Salt Lake City, Utah. • Intent was to consolidate a large part of the

Forest Service mapping activities at one

location. • Bring together the skills and resources needed to build and maintain a standardized base mapping program.

• The Center's program expanded to include production of digital data. • Today GSTC provides a full suite of geospatial services, data and maps.

• These services and products support core

Forest Service business needs: - Forest Planning - Watershed Restoration - Resources Inventory - Transportation Management

- Forest health protection

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2000 Federal Depository Library Conference - Proceedings

- Enabling ecosystem sustainability - Fire Management - Burned Area Emergency Recovery Remote Sensing Application Center (RSAC)

• Co-located with GSTC in Salt Lake City. • Provides technical support in evaluating and developing remote sensing, image

processing, and related geospatial technologies throughout the Forest Service. • Provide project support and assistance with

using remote sensing technologies. • Provide technology transfer and training.

Forest Service Maps

• Primary Base Series - 1:24,000 scale - Single Edition Quadrangle Map

Program

• Secondary Base Series - Inch/mile scale - Base for the Forest Visitor Map

Single Edition Quadrangle

• In 1992 Forest Service entered an

interagency agreement with USGS to produce 1 :24,000 scale maps over forests. • Maps are produced by the Forest Service,

to USGS standards. - With Forest Service information as

well. • USGS prints and distributes the maps for the Forest Service. • Primarily used for administrative purposes. Secondary Base Series

• Base cartographic work is performed at GSTC

• The base map is forwarded to Region/Forest where it is enhanced with

photos, transportation guides and visitor

information to become the standard Forest

Visitor Map

Forest Visitor Maps

• Family of maps

• Recently signed agreement with the USGS

for the sale of Forest Visitor Maps. - Previously only available at Forest

Visitor Centers. - New agreement provides for the sale of Forest Visitor Maps through USGS

vendor network. - Provides customers with one stop shopping. - Maps are available to vendors at volume discounts. - Increased customer service. Other Forest Service Maps

• Wilderness Area Maps

• Wild and Scenic Rivers • Pocket Guides

• Guide to Your National Forest • Other Specialty Products Other Collaborative Efforts

• Outdoors America Map

- Guide to recreation opportunities on

Federal lands - 11 Federal agencies involved

• Lewis and Clark Bicentennial Commemoration - Over 1 5 Federal agencies involved. - Will produce a map/brochure.

• The National Atlas of the United States • Other Exchanges with USGS

- Digital Elevation Models - Digital Orthophoto Quad production and exchange

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2000 Federal Depository Library Conference - Proceedings

• Data Sharing with the Bureau of Land Management (BLM): - Cadastral information US Board on Geographic Names

• Forest Service Director of Engineering is a voting member on the US Board on

Geographic Names. - Domestic Names Committee

• Forest Service is a key player in updating and editing the Geographic Names

Information System

Roadless Area Conservation

• October 1 999 President Clinton called a

halt to all road construction in unroaded

areas of National Forests. • An Environmental Impact Study was

performed. • First Draft Released May 2000.

• Geospatial Information Systems (GIS ) analysis was used to produce maps for the

study. • Final Report is due December 2000.

Support to Wildland Fire Detection, Suppression & Rehabilitation

• Fire Season 2000 was extremely severe. • GIS and Remote Sensing were essential in

fire fighting efforts and are being used in restoration and rehabilitation efforts as

well.

Geospatial Advisory Committee (GAC)

• The GAC was formed in 1 999 to address

the task of moving the Forest Service into a GIS environment. - Maps on Demand

- Use of GIS in Forest Management, etc. - Incorporating Forest Service Databases

into a GIS environment.

Important Forest Service Web Sites

• Forest Service Home page:

http://www.fs.fed.us/

• Roadless Web page:

http://www.roadless.fs.fed.us/

• GSTC Web page:

http://www.fs.fed.us/gsc/

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2000 Federal Depository Library Conference - Proceedings

NIMA: Guaranteeing the Information Edge

]ames Lusby

National Imagery and Mapping Agency

Reston, VA

Why NIMA?

• Strengthen end-to-end management of imagery discipline • Accelerate fusion of geospatial information and imagery intelligence • Meet growing and diverse customer need

for a common digital view of the mission space

• Increase leverage of RDT&E and

commercial resources Desert Shield/Desert Storm

• Right Product • Right User

• Right Format

• Right Time

Key Shortfalls

• Dissemination - Inadequate delivery and access to imagery and geospatial data • Archiving - Shoebox storage of imagery products - Aging, proprietary raw imagery storage - Outdated Geospatial Data

• Communications - Insufficient bandwidth to support large products

• System Interoperability - Proprietary systems, incompatible data formats

• Data Fusion - Imagery and geospatial data fusion impossible Imagery and geospatial data are moving from a hardcopy to a digital environment.

National Imagery and Mapping Agency Origin

• Disestablished - Defense Mapping agency (DMA) - Central Imagery Office (CIO) - Defense Dissemination Program Office (DDPO)

- National Photographic Interpretation Center (NPIC) (missions & functions

only)

• Incorporated: Imagery exploitation, dissemination, & processing elements - National Reconnaissance Office (NRO) - Defense Intelligence Agency (DIA) - Defense Airborne Reconnaissance

Office (DARO)

- Central Intelligence Agency (CIA)

Mission

• Provide timely, relevant, and accurate: - Imagery - Imagery intelligence, and - Geospatial information

In support of the national security objectives of the United States.

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2000 Federal Depository Library Conference - Proceedings

Vision

• Guaranteeing the information edge

• NIMA is committed to ensuring

information superiority in the 21st century

battlespace. - Geospatial - Imagery intelligence - Imagery

Plans and Customer Operations (PCO) Customer Operations

Why Customer Operations?

• To ensure that NIMA is satisfying the

"right" requirements by: - Understanding Customer Needs/Assist

in defining Customer needs for current and future operations - Facilitating the development of new

solutions to customer requirements - Prioritizing competing requirements - Ensuring execution of approved

programs that have a direct impact on Customer satisfaction • Be the single POC into the Agency for our customers - Single Point of Accountability for Customer Satisfaction Across NIMA

- Provide tailored Customer access to entire suite of NIMA's products and

services • Team with Customers / Inform Customers Customers

• Many Missions, Many Needs

National and Civil Customers Have diverse and complex requirements

• Civil - Department of the Interior: USGS, NPS, BLM, BOR, F&WS

- Department of Agriculture: USPS, NRCS

- FEMA

- EPA - NASA

- GPO:FDLP

• National - Department of Energy: Office of Energy

Intelligence, DOE Labs, Emergency

Response - Department of Commerce: Office of Executive Support, NOAA

- Department of State: Office of the Geographer, USAID

- CIA - MSG

• Law Enforcement - Department of Justice: DEA, USMS,

FBI, INS, Office of National Drug

Control - Department of the Treasury: Customs,

Secret Service, ATE A Worldwide Presence

• CONUS

- Bethesda, MD (HQ) - Washington DC

- (Pentagon, Navy Yard, Boiling AFB) - Reston, VA

- Langley, VA

- Ft. Belvoir, VA

- Chantilly, VA

• OCONUS

- 1 7 Countries (63 civilian/military personnel)

• Customer Operation Branches/liaison

officers/technical representatives servicing

all major customers

Current Initiatives

• NASA Sensor Calibration - DTED 1 and Ground Control Points

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- MOU for storage and re-dissemination

of DIED

• uses Environmental Crisis Support - Hurricane Mitch - DIED 1 and Hardcopy maps - Columbian Earthquake

DIED 1 and Hardcopy maps

• Secret Service Support - Papal Visit to St. Louis - Energy Conference in Houston - World TradeOrganization Conference

- Seattle • National Oceanic and Atmospheric

Administration - National Ocean Service (NOS) - DTED1 for Airport Safety Modeling - National Weather Service (NWS)

DTEDl for Hurricane flooding and

ground tracking • National Transportation Safety Board - DIED 1 and Controlled image Base

(CIB) • Release of Gl products for National and

Civil users - DIED

- ADRG/CADRG

- VMAPl

• Web Page for Public Sale Products

Papal Visit to St. Louis January 1999

• N IMA supported Secret Service with

information that helped them plan for

initial technical security operations prior to and during the event, as well as plan for any emergency response operations that could potentially occur during the event

• Data produced by NIMA included: - Large scale annotated intelligence imagery - 1 :2,000 scale and 1 :5,000 scale Gridded Reference Graphics which

depicted an orientation map as well as individual imagery shots of the various

event sites and surrounding areas with accompanying reference grid overlay - A CD-ROM Photomap with a commercial city map, corresponding

annotated commercial imagery, and ERDAS Imagizer software - Annotated paper plots generated from

the CD Photomap data Support to State Department Ecuador/Peru Border Dispute

• NIMA provided geospatial information, imagery, and terrain visualization

capabilities to Department of State • Supported negotiations under the four

nation Guarantor Observer Group and

cease-fire verification of the Multinational

Military Observer Mission Ecuador/Peru

• NIMA Liaison acted as technical advisor to U.S. Representatives to treaty negotiations

Digital Product Availability

Digital Terrain Elevation Level 0 30 Arc Second Terrain Data

• This DTED® product is a uniform matrix of

terrain elevation values which provides

basic quantitative data for systems and

applications that require terrain elevation,

slope, and/or surface roughness

information. DTED® Level 0 elevation post spacing is 30 arc second (nominally one

kilometer) • In addition to this discrete elevation file, a separate binary file provides the minimum,

maximum, and mean elevation values computed in 30 arc second square areas (organized by one degree cell). • Finally, DTED® Level 0 contains the NIMA

Digital Mean Elevation Data (DMED)

providing minimum, maximum, and mean

elevation values and standard deviation for each 1 5 minute by 1 5 minute area in a one

degree cell. • This data set may be freely copied,

manipulated, adapted or combined with

other geospatial information as desired by
2000 Federal Depository Library Conference - Proceedings

the user. It allows a gross representation of the Earth's surface for general modeling and assessment activities. Such reduced

resolution data is not intended and should

not be used for automated flight guidance

or other precision activity involving the

safety of the public.

Digital Product Availability Shuttle Radar Topography Mission

Terrain Data Level

• The Jet Propulsion Laboratory will process

the SRTM Data in Seven Blocks: - North America - South America - Africa - Eurasia - Indonesia - Australia - Islands

Digital Product Availability Shuttle Radar Topography Mission

Terrain Data Level Vz • Releasablility of Data - Global DIED 1 will be released through uses EDC

- DTE D 2 over United States will be

released through USGS EDC

- All other SRTM Data will be Limited

Distribution.

Digital Product Availability Arc Digitized Raster Graphic (ADRG)

• ADRG is a digital image produced by

scanning paper charts and transforming the data into the ARC Raster System on WGS

84. Data is collected from a single series and scale to be maintained as a world-wide

seamless database, and is stored on CD- ROM.

Digital Product Availability Vector Map Level 1 (VMAPl)

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2000 Federal Depository Library Conference - Proceedings

Digital Product Availability Large Scale Product Availability

Hardcopy Product Availability Large Scale Map Series

Series Scale Map Type Country

Coverage Remarks

E732 1:50,000 TLM Haiti E935 VARIOUS CITY

E751 1:50,000 TLM Nicaragua E956 VARIOUS CITY

E752 1:50,000 TLM Honduras E752Z 1:50,000 TLM

E952 VARIOUS CITY

E753 1:50,000 TLM El Salvador E955 VARIOUS CITY E754 1:50,000 TLM Guatemala E754Z 1:50,000 TLM

E954 VARIOUS CITY G742 1:50,000 TLM Sierra Leone H731 1:50,000 TLM Bolivia H632 1:100,000 H632Z

H931 VARIOUS CITY H032 LANDSAT IMAGE

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2000 Federal Depository Library Conference - Proceedings

H032Z IMAGE

L7014 1 :50,000 TLM Vipfn:^ V 1 LI 1 Cllm1 1 L7015 1:50,000 TLM Laos L701

6

1 :50,000 TLM Cambodia Sheets produced before 1994 M709 1 :50,000 TLM Yugoslavia

M6010 1 :1 00,000

M903 VARIOUS CITY Only NIMA produced City Maps

Y629 1:100,000 TLM Somalia Y630 1:100,000 Y921 VARIOUS CITY Y745 1 :50,000 TLM Tanzan ia Y941 VARIOUS CITY Y737 1:50,000 TLM Uganda Y932 VARIOUS CITY Z901 VARIOUS CITY Zaire Z724 1:50,000 TLM Burundi Z921 VARIOUS CITY Z922 VARIOUS CITY Rwanda

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2000 Federal Depository Library Conference - Proceedings

Gateway to the Earth: An Integrated Approach

to USGS Information Delivery

David L. Govoni

U.S. Geological Survey

Reston, VA

Where We Were: Survey Science

• Discipline-specific scientific surveys: - Geology, Cartography, Geography,

Hydrology, Biology, etc. information Is Usually Grouped and Accessed by Organization

• Biologic Information • Geographic Information • Hydrologic Information • Geologic Information Where We Are Going: Integrated Science Gateway to the Earth Is Designed to Foster Appropriate Integration Customers Require Information from Many

Points of View

• Organization - Science Center, District Office, Science Team, Mapping Center,

Field Office • Discipline - Biologic, Geographic,

Geologic, Hydrologic

• Theme - Hazards, Resources, Environment

• Geography - Place, Ecoregion,

Physiography, StreamAA/atershed, Latitude/ Longitude, Congressional District • Time - Date, Epic, Time Series Access Should Be Integrated and Interactive Scope of Gateway to the Earth

• Gateway to the Earth encompasses all of the ways that users find, get, and use

natural science information • Initial focus on USGS Web sites and Webbased services

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2000 Federal Depository Library Conference - Proceedings

Gateway to the Earth Project Elements

• Customer needs and expectations • Standardized lexicon and metadata tagging

• Information architecture and graphical design • Robust search capability • Advanced geospatial search • Information infrastructure support Customer Needs and Expectations

• Ensure utility for target audiences

• Identify primary and secondary customers and their information and support needs

• Analysis based on extensive customer

interaction including focus groups Standardized Lexicon and Metadata Tagging

• Support meaningful, consistent content

description (metadata) and labeling • Permit more accurate search results • Assemble a broad high-level (JSCS

thesaurus with links to deeper thesauri as needed

• Tag all appropriate content with controlled metadata

Information Architecture

• Provide a high-level framework for consolidating and presenting our Webbased knowledge assets in a way that is: - Understandable - Logically structured - Appropriately integrated - Consistently labeled - Easy to navigate and use • More effective thematic browse interface

Information Architecture

• Logical physical or virtual grouping of like

information promotes less redundancy, more efficient navigation, and more

meaningful cross-linkages

Information Architecture Design Strategy

• Analyze current Web architecture - Identify principal knowledge assets and

linkages - Identify potential improvements

• Define Gateway information architecture - High level organization of information

assets - Principal topics and pathways for thematic browse

• Browse trees reflect rather than dictate information architecture Web Browse Interface

• Create visual metaphors to provide context and organization of content tailored for: - Audience (scientist, planner, student,

etc.) - Learning styles (non-linear, visual, etc.) - Purpose (informational, visualization, decision support, e-commerce, etc.) • Labeling system closely linked to thesaurus • Tight integration of browse trees with automated, directed search tools Robust Search Capability

• One interface for querying all USGS

information sources • Improved information discovery - High probability of finding important,

relevant resources - Aggregated, meaningful results - Ability to integrate related USGS

information: "Find other stuff like this!" "Tell me more about this place!"

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2000 Federal Depository Library Conference - Proceedings

Improved Search Engine Technology

• Ultraseek search engine - Adjusted rankings for major themes - Standard keywords from thesaurus - Geographic search capabilities

Data Bases Search Engine (DBSE) - Focus initially on major USGS data bases - Search to granularity of each data base

Standard USGS Search

File Edit yiew Favoriles-Tiools hfelp

Beck

Address |#] htip //-amw usgs gov/ m 0 ffi I m 0 mstop Refresh Home i Search Favorites History Mail _J r>Go ^USGS sdenceforachanglngwortd

Intranet || Bright Ideas || Strategic Change || Strategic Plan || Intranet Search Program Support U.S. Geological Survey [lext Version ] ^ *tBiit U» J ^ CoiUel U* J

Enter search text |Potomac|j

Clear

[

WHAT-S NE1M MEWS KELEAKs j Cohgress w

J

News Agencies

f^t"hpr (^nv/prnmpnt USGS Information by

State

Par+hni ifllcoc

I I 140 Internet

Standard USGS Search Result - Today

Found 1235 results - pages or documents

Pretty good for Web pages and on-line reports

Bl8 Edit Yisw Fauofitet loolE bolp

Bock stop Refresh Home ^3 <5Go

Water-Quality Assessment of the Potomac River Basin: Analysis 58% —i-l Of Available Pesticide Data. ... 15 Mar 00

Report abstract, Water-Quality Assessment of the Potomac River Basin pintj Similar Analysis Of Available Pesticide Data. 1972-1990 USGS- U S Geological Survey, Waler Resources Division, h(lp://dCMsgs gov/publicalions^mr-$7-4051/ - size 5, IK Potomac: 19 57% . Potomac NAWQA - Press release

Ttie first long-term, compretiensive assessment of tfie water quality of ' t*^^' ttie Potomac River basin is now being launctied by the U S Geological Finf Similar Sun/ey. Department of the intenor The Potomac basin , hllpy/ac usgs gov/publicalions/press_release/pr9W327 html - size S 6K Potomac 21 USGS CIRC 1166: Water Quality In the Potomac River Basin. 55% —i-l

IVIarviand. Pennsylvania. Virginia, ... May 00 Summary report on water quality in the Potomac River Basin, (vlaryiand.

'

Pennsylvania. Virginia. West Virginia, and the , , USGS U S Geological Survey, National WalerJ2ualily UlpJ/mti usgs goWpublicalions/circ1166/ - size 5 9K Potomac 15

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2000 Federal Depository Library Conference - Proceedings

Separate Searches of Other Data Bases Yield More Information

• National Water Information System - 24 streamgaging stations along the Potomac River • Map-List Data Base - 2 1 :24,000 scale topographic maps named "Potomac"

• National Geologic Maps Database - 36 references to "Potomac"

• National Biological Information

Infrastructure - /36/ references to "Potomac" from

various sources Search Results We'd Like to See

• List of ALL databases that contain

potentially relevant information • Links that "drill down" into each database Advanced Geospatial Search Capability

• Permit fully integrated geographic and

thematic searches of all USGS content • Initial capability - Search points and bounding rectangles

of latitude/longitude - Implement in Ultraseek • Advanced Spatial Search Engine - Search polygons - Consider factors like footprint, shape, and data density to establish relevance

ranking

Information Infrastructure Support

• Extensive network upgrades

• Failure-resistant Web services - When data access is most critical it is also most vulnerable - Content mirroring - Geographically dispersed servers at major Internet gateways

Integrated Information Is the Hub

• Land and Water Sustainability • Coastal Habitat • Environmental Change

• Land and Water Restoration • Hazards

• Species and Habitats • Land Resources • River Management

• Nonrenewable Resources Gateway to the Earth Is the Key

• Provides a common enabling structure so anyone can find, get, and use the data and

information they need to: - Integrate relevant data and information

to solve scientific problems - Make decisions - Educate and learn - Create new products and services - Use USGS scientific information in ways we have not envisioned

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2000 Federal Depository Library Conference - Proceedings

OCLC Content Management Services

John A. Hearty

OCLC

Dublin, OH

'

Agenda

• Dimensions of Digital Archiving • Obstacles to Digital Archiving

• OCLC's Digital Archiving Experience

• OCLC Vision • OCLC Strategy • OCLC Content Management Programs

• OCLC/GPO Content Management Program

• Implementation Sequence and Schedule

Digital Archiving Dilemma

"The explosive growth of information in digital form is stretching the ability of traditional archives to ensure its accessibility and usability

to future users. In addition, technology

evolution is causing hardware and software systems to become obsolete in a few years, resulting in inaccessible media formats and

data structures." From the Digital Archive Directions Workshop,

College Park, MD, June 1998

Dimensions of an Ideal Digital Archive

• Security • Access

• Economy

• Openness

• Library Needs

• Publisher Needs

• End-user Needs

Dimensions: Security

• Destruction due to natural hazard • Deterioration of physical media over time • Technological obsolescence

• Business failure Dimensions: Access

• Standards and tools for descriptive,

structural, and archival metadata

• Provisions for sustaining accessibility over

time and through stages of migration • Contract protection for access arrangements Dimensions: Economy

• Digital archiving must be lower than

existing costs • Opening up of shelf space/reduction in capital expense

• Greatly reduced "circulation" costs • Elimination of duplicate content costs (physical and electronic) • Cost recovery options for content owners

and service providers Dimensions: Openness

• Facilitates broader access • Open linking with other front-end services and archives—expands access

opportunities/reach
2000 Federal Depository Library Conference - Proceedings

• Ease of adaptation as better technologies appear Dimensions: Library Needs

• Assurance of long term access • Low and predictable costs • Leverage existing investments • Choices in access, archiving, and other content management facilities Dimensions: Publisher Needs

• Provision for compliance with intellectual property rights • Credible protection against unauthorized

use • Subscription/usage fee models which

reduce publisher risks Dimensions: End-User Needs

• Ease of searching and browsing archival contents • Content in context • Integration with other information sources • Immediate access to content from around

the world

Obstacles to Implementing Digital Archives

• Standards and tools for content capture and

creation (including metadata)

• Rights, permissions, and access management

• Long term preservation and access • Library trust • Stewardship of the cultural, historical, and

scientific record is a cornerstone of

librarianship • Few organizations trusted to assume this

critical role for the library community.

Standards and Tools for Content Capture and

Creation

• Diverse content structures require

flexibility in workflow and metadata

creation facilities • Digital content lends itself to automation of otherwise labor-intensive processes • Standards and best practices not yet well established OCLC Response

• OCLC CORC—Cooperative Online

Resource Catalog. - Web-based - Support for MARC 21 and Dublin Core - Flexible resource description options - Descriptive and pathfinder metadata

tools - To be upgraded to adapt to digital content management application • Cooperative digital publishing network

Rights, Permissions, and Access Management

• Balancing desire to expand access with

rights and needs of content owners

• Support for distributed, linked access environment, with a high level of object migration expected.

• Contracts to support more distant time horizon than the community is accustomed

to OCLC Response

• Independent third party with track record

of working as a liaison between publishing and library communities

• 30 years of experience managing complex

access control scenarios • PURL technology to manage object migration challenge

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2000 Federal Depository Library Conference - Proceedings

• New Naming Service to enhance inter- service linking Long term preservation and access

• Many unique concerns: - Deterioration of physical media over

time - Technological obsolescence—data, document formats, display technologies - Business failure OCLC Response

• Guarantee a process, not an outcome.

• Establish principles to provide maximum

probability of perpetual access • Consistent with DLF position and OAIS

framework - "Perfect solutions are the enemy of

getting anything done" Clifford Lynch - "Establish some archival repositories," with two requirements: • Participants will adopt OAIS framework

• Agreement on minimum requirements for a

digital archival repository From DLF Web site: <http://www.clir.org/

diglib/preserve/presjour.htm >

Library Trust "When faced with the reality that no vendor

can provide "guaranteed forever archiving,"

library decision-makers are pragmatic in their assessment about this issue (e.g., they need to

realize a certain "comfort level" with a vendor and simply acclimate to this realization) and

are highly supportive of, and receptive to, the guiding principles OCLC has outlined regarding this issue." Carl Hendrickson, Market Measurement OCLC Archiving Principles

• OCLC will dedicate staff to monitor all aspects of related technology

• OCLC will escrow a percentage of service

fees to fund future technology migration • All materials archived by OCLC will be

placed in safe and redundant storage

facilities and routinely refreshed • If necessary, OCLC will microfilm and store information and data deemed important by

the membership or by the content owner

• OCLC will establish three advisory groups

to monitor OCLC's archiving program and

provide direction (1 - Computing and

Storage, 2 - Software and Data Formats, and 3 - Information Technology)

• OCLC will embrace the OAIS framework, work collaboratively with the DLF and

other key payers, and continue to play an

active role on all International Standards Groups that influence any aspect of archiving • OCLC will guarantee to provide to the content provider, subscriber and/or

copyright owner on a usable transport and

in an appropriate format all content if OCLC is unable to continue maintaining

the archive OCLC Response

• Fill the vacuum. Continue OCLC's

traditional role of applying technology to address library needs to the digital archiving problem

• 687o of libraries surveyed believe OCLC

will do the "best job" fulfilling this role OCLC Digital Archiving Experience

• WorldCat Backup

• RLG Collaboration • JSTOR Safety Storage • netLibrary Escrow Services • ECO Archive

• Electronic Archive Pilot • FDLP/ERIC Digital Library Pilot Project

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2000 Federal Depository Library Conference - Proceedings

OCLC Electronic Archiving Pilot Project: FDLP/ERIC Digital Library Pilot Project

• Partnership between GPO, NLE, and OCLC

• Two-year file of ERIC Research Reports • Each report is approximately 1 33 pages of TIFF images

• Memorandum of Understanding signed • OCLC acknowledged as GPO/FDLP partner • Great potential for Depository Libraries

OCLC Vision for Digital Content Management

Services Help libraries and other institutions fulfill and expand their role as stewards and providers of

local information, and become premier, highly

sought-after destinations on the global Web.

Digital Content Management Strategies

• Make digital publishing of locally controlled content easy and cost effective

for all interested libraries and other like- minded institutions • Become a major node on a global network

of trusted electronic archives

• Employ a partnership-intensive program to achieve scale and tap into needed talent and other resources • Actively promote OCLC's interest and commitment in this area

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2000 Federal Depository Library Conference - Proceedings

OCLC Digital Content Management Program

I OCLC ConlenI Management Programs and Services

|

Researchhiving, melat

olher

pfDieci db/deannghouse)

Mliance PnDgram

Partnerships,

Content Preparation

Other publishing

(SiteSearch image/

Redtstnbulion

(Vault Services)

Levels

Data Preserv;

(Bit Preservation)

|e g WondCal]

Resource Preservation

(Bit Rendering)

le g ECO)

• Content Preparation - Discovery - Selection - Cataloging - Workflow Management

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2000 Federal Depository Library Conference - Proceedings

Archive-it" button on CORC interface

£iio £.dit iiiow Favotilo* Xooli Help

ill' '^s^'n^""" 1^

ward Stop BeJrosh Homo | Search Fovo ro^^oh2/CorcQ uory7s

StNGLS RECORD

MULTIPLE REG IMPORT RECOnOS

CONSTAKT OATA TAOOED HC

3ns: I Eiditing Record XVt-<=t-»lvg»-lt OCZ-C- NEW Bnterod.- C@R 2000-10-03 Savafila U.- 000000 New record Last replaced.- C@R 2000-10-03 Status.- Expires in.- 28 days Mo holdinss in C@I?. and no other holdings

ESTABLISHMENT ACT OF 2000

HOUSE OF REPRESENTATIVES 2c

-eS6 40 Sd t=xt/h

joi i » / ciat efc/ 1 0 6 c o r Fixed fields | Books

5o-ees9-

GPO/OCLC Digital Content Management

Program

• Content Preparation • Content Management - Ingest Function - Archival Storage - Data Migration & Refreshing - Administration • PURL Maintenance - Backup/Redirection Functionality - Validation - Migration Tracking " • Access - GPO Access - WorldCat/FirstSearch - Library OPAC

55
20G0 Federal Depository Library Conference - Proceedings

Implementation Sequence & Schedule

months CORC Archiving IntprfscG with

button to archive at GPO. Existing CORC selection and workflow

lUOIb 1 1 II 1 1 1 1 1 Idl ly cl 1 1 Idl ILtrU . rL>l\Lb manually inserted.

Archiving System

development

At the end of 6 months, GPO uses the CORC-based

tools to archive to GPO's

archive using TeleportPro.

3-6 months CORC Archiving Interface Archiving System

6-9 months CORC development continues. OCLC PURL server enhanced.

Archive development

continues.

GPO continues to use tools

to archive to their archive.

9-12 months

Enhanced CORC-based features including selection, harvesting, and

reporting. Archiving button expanded to include the options of archiving at OCLC. Minimal

descriptive metadata records exported froiij CORC. Retrieval of documents from the OCLC archive.

Creation of archive metadata, storage and preservation, archive maintenance.GPO pilot is merged into tne general Electronic Archiving solution. Available to all libraries.

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2000 Federal Depository Library Conference - Proceedings

Bringing /nd/an Affairs: Laws and Treaties to tlie

World Wide Web

Suzanne L. Holcombe

Oldalioma State University Library

Stillwater, OK

Presentation Highliglits

• Overview

• Text

• Grants and Contract

• Process • Equipment

• Format

• Standards • Recommendations

• OSU Digitization Center Overview

In the mid-90's the OSU Library decided to begin a digitization effort as was taking place at other various institutions. The administration agreed that Indian Affairs: Laws and Treaties would be a text with which to start. It is a seven volume Federal publication that provides

the most comprehensive record to date of the

relationship between Native Americans and the

Federal Government, 1 778-1 971 . It is of value

to various populations (Native peoples,

researchers, attorneys, legislators, teachers) and

it had not yet been digitized in full. On the Web

Volume II (Treaties) in its entirety is now

available on the Web. We have added a Table

of Contents for access to the treaties by year, as they are organized in the text, in addition to the original index. Page images have been

included in JPEG format. The text is also available in SGML (archival copy), and the images will also be in compressed TIFF format

for archival purposes. We are in the process of coding Volumes I and III in HTML for the Web

and they should be available later this year; the JPEG images are now available, as is some text. We are currently seeking additional funding to complete Volumes IV-Vll. We have tried to

retain as much as possible the appearance and

intent of the original work.

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2000 Federal Depository Library Conference - Proceedings

http://digital.library.okstate.edu/kappler/

file Edit View fio Qommunicator Ijelp ^1 " Bookmarks ^ Location |http //digital library slate edu/kappler/ 7] ^jJ'WhQl's Related jjj ^ -i ^ cj. 1^

Back -..i. Reload Home Search Netscape Print Security 'v':

Indian Affairs: Laws and Treaties

Compiled and Edited by Charles J. Kappler

Volume I (Laws, Compiled to Dec. 1, 1902) Volume II (Treaties. 1778-1883) Volume III (Laws, Compiled to Dec. 1, 1913)

Inrroduction Search About the Artwork OSU Library Digitization Cen ter

Produced by the Oklahoma State University Library Generous support provided by The Coca-Cola Foundation . Atlanta, GA

j S'F^r [Document Done " ^ '

' II -iit ^ 43 ES) j Start I ^ Holcombs. Suzanne .. I |^KAPPLER'S INDI... MiaosoftWord - Kap. . |

: 4 H^!i^'>^EloMAM'^

Images The top image used on the site is "Indians Traveling" by Seth Eastman in Henry Rowe

Schoolcraft's Indian Tribes of the United States 1851-1857 (BIA). This text was selected and

celebrated by the OSU Library as its twomillionth volume.

Text: Indian Affairs: Laws and Treaties

Indian Affairs is a seven-volume set of U.S.

laws, treaties and executive orders pertaining

to Native American Indian tribes. It was

compiled and edited by Charles J. Kappler. It includes margin notations and a comprehensive index in each volume.

• Volume I: U.S. Laws, exec, orders, proclamations, 1871-1902.

• Volume II: U.S. Government treaties with Native Americans, 1778-1883.

• Volume III: Laws through 1912, annotated

with citations, opinions. • Volume IV: Laws, unratified treaties, discussion of legal matters and a reprint of

Title 25 (Indians) of the USC.

• Volume V: Laws through 1938.

• Volumes VI, VII: Laws, exec, orders,

regulations, through 1970.

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2000 Federal Depository Library Conference - Proceedings

Text: Publication • Volumes l-V first published in the Serial Set (1903-1941). • Volumes l-ll republished (2d ed.) in the

Serial Set and by the Senate Committee on

Indian Affairs. • Volumes l-V republished by GPO in 1 975

and Volumes VI-VII published in 1979 by

the Dept. of Interior (P.L. 90-284, 1968).

All classed in I 1.107: • Should be updated again (P.L. still in effect). • A Supplement compiling Federal

regulations relating to Native Americans was published by the Department of the

Interior in 1975. I 1.77:K 14

Text: Reproduction, etc. The seven volume set has been reproduced by

private presses. Volume II (Treaties) as a solo

publication has also been reproduced. OSU's

online reproduction is in progress. Documents of American Indian Diplomacy

covers 1920's-90's and includes unratified

treaties (agreements rejected by the Senate and

others by tribes), etc. The University of Oklahoma is attempting to represent current materials (charters, codes,

constitutions) on their site < http://www.thorpe.ou.edu/>

.

Why Indian Affairs and Why Digitize It?

• Comprehensive source of treaties, statutes, proclamations, executive orders, etc. pertaining to the U.S. Government's

dealings with Native Americans

• Margin notes included by the editor assist the reader and provide cross-references to

statutes and session laws and provide a source of legislative history. Indexes in each volume.

• Software on server provides for comprehensive indexing of Web site (search signatures, margin notes, etc.)

• Active readership • Absence of copyright • Value to researchers and Native peoples • Digitize it to preserve it and provide

universal access to it

Grants: AMIGOS

In May 1996, the AMIGOS Bibliographic Council awarded the OSU Library a $1,500

fellowship to convert 1 50 pages of text or 59

treaties from Volume II of Indian Affairs to a

digital format, maintaining as much as possible

the appearance and intent of the original work

while allowing for enhanced access including

full-text indexing. These pages included all of the pre-removal treaties of the Five Tribes: Cherokee, Chickasaw, Choctaw, Creek and

Seminole (significant to the state of Oklahoma). The $1 ,500 was used for student wages. A

small scanner and software were already

available in-house. Students scanned the text and did initial proof-reading, staff completed

the proof-reading and tagged the text in HTML

in both table and non-table/simple-text formats. Average time per page: Staff: 66 minutes,

Students, 32.5. Images of the pages were

added later. This took over a year to complete. The signatures, etc., were very time-consuming

to mark up in FHTML, and there was one

librarian working on this as time allowed.

Grants: Coca-Cola

In September 1999, the Library received word

from the Atlanta-based Coca-Cola Foundation

(which has an interest in supporting Native American projects) that it would be the

recipient of a $25,000 grant to continue work

on Indian Affairs. The Library contracted with TechBooks, a data conversion company in Fairfax, Virginia, to digitize the remaining text from Volume II and continue with Volumes I and III.

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2000 Federal Depository Library Conference - Proceedings

Grants: Suggested Resources The OSU Library's Director of Library Development, who generates private gifts and

financial support for the OSU Library, suggests

that it is best to request assistance from

foundations, etc., that have an interest in the subject material with which you are working.

If the material will be published on the Web,

corporate foundations are often eager to be

advertised on the Web site as supporters. Contract With the $25,000 grant from Coca-Cola, TechBooks scanned the remaining pages in Volume II and tagged the text in HTML and SGML. They scanned Volumes I and III, and

tagged them in SGML. Pages: 3,000. Cost: over $21,000. Time: 5 weeks.

Process We organized the Vol. II files (1 treaty = 1 file), linked them to the online index and

organized the Web site. SGML code was then stripped from Volumes I and III (by Libronix Corporation) and we are coding the text in HTML in-house using an HTML editor (Arachnophilia). Students scanned the pages as .jpg images using new

equipment (workstation, scanner, software) purchased with other funds. Inclusion of images of the actual pages adds authority by

allowing researchers to verify the accuracy of the electronic text (OCR is 99.9% accurate).

This work is very time intensive and notably

costly. As a small project, scanning and

tagging the first 59 treaties in-house was slow

but relatively cost effective. The contract for approximately 3,000 pages of text was time

efficient and less costly in the long run. Coding in SGML is complex and requires some

programming. As standards and systems move

toward XML, the production of digitized

archival quality material may be somewhat

streamlined as the tagging can be done by staff, software, etc. Equipment

• For Scanning and Editing, we are currently using a higher-end workstation with: - Scanner (Minolta PS 3000) - Scanning Software (Caere's Omnipage

Pro (for OCR) and Epic 3000(images)

for Windows) — Word Processing Software (MS Word) — Web Editing Software (Arachnophilia) • For Web Access: Gateway ALR 8300

server, running Windows NT with indexing

software. 45 GB of storage. Format • Links for Home, Table of Contents, Index, Search, Page or Chapter and Page Images

are available at the top of each document. • The Margin notes are hyperlinked and are

at the top of each document.

• Other links include Introduction, Vision, Mission, Disclaimer and Usage. Standards

Indian Affairs followed the lead of major

digitization projects worldwide by using Standard Generalized Markup Language

(SGML) for archival copy, a standard for representing texts in electronic form that is platform independent (defines structure), ensuring long-term access. The SGML files use a modified version of the Text Encoding Initiative (TEI) Lite, a document

type definition (DTD) that SGML requires. The

TEI definition is used for scholarly texts. Institutions are currently pursuing the

Extensible Markup Language (XML) as a replacement for SGML (flexibility, ease of use,

cost).

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2000 Federal Depository Library Conference - Proceedings

The images are also being produced in a TIFF format for archival purposes, in addition to the JPEG version that can be viewed on the Web.

Meta tags (describe the document so that search engines can retrieve it) using the Dublin Core Standard. Recommendations: Administrative Support and Funding • Digitization projects should support an

institution's overall mission. • The library administration must provide the

financial and human resources necessary

for staffing, training and consulting services as required. • The OSU Library created a Digitization Task Force after digitizing the first 59

treaties of Kappler to recommend to the Dean what would be necessary if the

Library wished to commit to additional

digitization projects. From this, two

librarian and two staff positions now have

part-time responsibility for Digital Collections. • Financial: Use in-house funding if available, pursue foundation and grant funding. The Digitization Center at OSU is generating income for projects by digitizing material for other institutions. • Human Resources: Release time for employees to pursue project goals. If a full- time project, create a new professional

position. Give staff the opportunity to attend professional training in digitization technology (conferences, etc.). Contract

with a digitization consultant to assist in the initial planning and onset of digital operations.

Recommendations: Goals, Equipment and

Organization • Define your goa/s as to what your

organization wants to accomplish, how you

will accomplish it, the final results and

time/cost estimates for both in-house and

outsourcing. • Keeping with your goals, choose equipment which will complement your

plans if working in-house (consult

literature, systems department). • Decide on what computer the files will be

stored and how the files will be named,

organized and accessed. How will the Web page delivering the data be organized and designed? Recommendations: Contractual Arrangements

• Unless an organization is equipped with

the necessary equipment (hardware,

software, etc.), trained staff and time, it is often more time and cost-efficient to contract with a data conversion vendor,

also if thousands of pages are to be

scanned. • Select a vendor (from vendors at meetings,

literature, recommendations) according to your needs. • Get a quote if the vendor is able to give an

estimate. Get a written contract if necessary and understand all terms. Be a^ clear as possible as to what you want done

and give as many guidelines as possible. Recommendations: Formats and Standards • Format: SGML or XML tagging should be

used for archival materials (in addition to the HTML files that are viewed on the Web).

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2000 Federal Depository Library Conference - Proceedings

• For images, the TIFF format is archival

quality. JPEG can be used for viewing on

the Web.

• PDF files created by Adobe software are widely used by Government and industry but are not guaranteed to be useable 100

years from now.

• Standards: Keep abreast of the standards

that exist for the digitization of materials and work within these guidelines, always

with a long-term view as to the future

accessibility of the information. The World Wide Web Consortium < http:// www.w3.org/>, develops common protocols

that promote the evolution of the Web and

ensure its interoperability. The Web Standards

Project <http://www.webstandards.org/>, is an organization that works with browser

software emphasizing the importance of standards. See also the DigLib list <http:// www.ifla.org/ll/lists/diglib.htm> (discussion

list for digital libraries, researchers and

librarians).

Digitization Center The OSU Library has created the OSU Library

Digitization Center to continue with the Indian

Affairs project and other digitization projects.

It is staffed by two full-time librarians and two

support staff. We also have a Native American

student assistant working on the Kappler

project.

For more information visit < http://digital. library.okstate.edu/kappler/> or contact Cokie

Anderson, (405) 744-7086, or cokie@okstate.edu Of Note: Ad Hoc Committee on Digitization of Government Information

This committee has recently been created and

currently exists under the jurisdiction of ALA GODORT < http://www.lib.berkeley.edu/

GODORT/DGI/ah_dgi.html > . Its charge is to coordinate the digitization of Federal documents. Cathy Hartman, University of North Texas, is chairing this effort.

Indian Affairs, Laws and Treaties Charles J. Kappler

Washington, D.C., U.S. Government Printing

Office, 1903-1941, 1976, 1979

7 volumes

Description

Indian Affairs, Laws and Treaties, compiled and edited by Charles J. Kappler, is a

historically significant, seven volume

compilation of U.S. treaties, laws and

executive orders negotiated between the U.S. Government and Native American Indian

tribes. Each volume includes margin notes and

a comprehensive index. The volumes cover

U.S. Government treaties with Native Americans from 1 778-1883 (Volume II) and

U.S. laws and executive orders concerning

Native Americans from 1871-1970 (Volumes I, lll-VII). The first five volumes comprise the

original set which was published between

1903-41 by the U.S. Government Printing

Office. In 1968, Public Law 90-284 authorized and directed the Secretary of the Interior to revise and extend Kappler's compilation

resulting in Volumes VI and VII being issued in

1 979, updating the set to 1 970. As this law is still in effect, updates should be issued for 1971 - present. Web sites such as the Native American Constitution and Law Digitization Project <http://www.thorpe.ou.edu/>, are accumulating legal documents concerning

Native Americans, but there is not one

resource to access for a complete record of recent documents. The first five volumes are available in the U.S.

Serial Set. Kappler compiled these volumes

from the statutes. The first two volumes were

reissued as a second edition again in the Serial

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2000 Federal Depository Library Conference - Proceedings

Set and also by the Senate Indian Affairs Committee. In 1975, GPO reprinted the first five volumes in the set and classed them under

I 1.107:. Volumes VI and VII, issued in 1979,

are a cumulation of various groups of laws and

proclamations in the U.S. Statutes at Large, selected provisions of the 1970 U.S. Code, and

executive and departmental orders from the Federal Register. See below for Serial Set and SuDocs numbers. The set has also been reproduced by private publishers. William S. Hein & Co. and AMS

Press have produced it in paper and several companies have republished Volume II (treaties). Various publishers have also issued the set in microfiche.

For treaties that were not ratified (negotiated with Native Americans but not passed by

Congress), see Documents of American Indian diplomacy: v. 1-2: Treaties, agreements and

conventions, 1775-1979 by Vine Deloria and Raymond J. DeMallie, 1999. 2 v. From the May 2000 Choice review: "... encompasses

unratified treaties, ... railroad agreements, land

grants to private parties and land settlement

acts of the 1920s-90s for broken treaties. Most welcome is the inclusion of formal agreements

rejected by the Senate and others that were

rejected by tribes."

John B. Phillips Suzanne L. Holcombe

Oklahoma State University Library Volumes:

• Indian Affairs, Laws and Treaties

\. (Laws, executive orders, proclamations, etc.) compiled to Dec. 1, 1902

II. (Treaties)

v. I-II: 57th Congress, 1st session. Senate Document 452. Serial Set nos. 4253-4254.

III. (Laws) compiled to Dec. 1, 1913

V. Ill: 52d Congress, 2d session. Senate Document 719. Serial Set no. 6166.

IV. (Laws) compiled to March 4, 1927

V. IV: 70th Congress, 1st session. Senate Document 53. Serial Set no. 8849.

V. (Laws) compiled from Dec. 22, 1927

to June 29, 1938

V. V: 76th Congress, 3d session. Senate Document 194. Serial Set no. 10458.

VI-VII. (Laws) compiled from 1939 to 1971

(2 V.) V. VI-VII: 76th Congress, 1st session - 91st Congress, 2d session, 1979.

I 1.107:

• 2d ed.: Indian Affairs, Laws and Treaties, 2d ed., V. I-II: 58th Congress, 2d session. Senate Document 319. Serial Set nos. 4623-4624.

• 2d ed.: Indian Affairs, Laws and Treaties, 2d ed., V. I-II. ix + 1 1 62 + 1 099 p. (Indian

Affairs Committee, Senate). Y 4.IN 2/2:L

44/v. 1-2

• Supplement to Kappler's Indian affairs, laws and treaties: compiled Federal

regulations relating to Indians, Charles J. Kappler. U.S. Dept. of the Interior, 1975.

I 1.77:K 14

• Reprint: Indian Affairs, Laws and Treaties. U.S. GPO, V. I-V, 1975. I 1.107:

Notes:

• Commonly known as the Kappler report. • Vols. VI-VII issued by the Dept. of the

Interior with title: Kappler's Indian affairs.

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2000 Federal Depository Library Conference - Proceedings

• All volumes include bibliographical references and index.

Reproductions:

Indian Affairs, Laws and Treaties, Charles J. Kappler, v. I-VII New York: William S. Hein & Co., 1990, 1995. $550.00

New York: AMS Press, Inc., 1 971 ?. $895.00

Indian treaties 1778-1883, Charles J. Kappler

(Originally published as Indian

Affairs.. Volume II.) New York, Interiand Publishing, Inc., 1973

Laguna Hills, CA, Histree, 1992

Mattituck, NY, Amereon House, 1972 ONLINE: Indian Affairs, Laws and Treaties To date: v. II, images for vols. I-III. http ://d i g i ta I . i i b ra ry . okstate .ed u/ka pp I e r/

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2000 Federal Depository Library Conference - Proceedings

Digitizing tlie Historic USGS Maps of New

England

Meredith Ricker

University of New Hampshire

Durham, NH

The Historic USGS Maps of New England

Project was conceived in October 1998 and

substantially completed in September 1999. The purpose of the project was to make

valuable historical USGS topographic maps

easily accessible through the Web. The 1,188- map archive represents complete geographical coverage of New England from the 1890s to 1950s.

Project Conception

Christopher Marshall of Amherst, New

Hampshire, began scanning old topographic maps of New Hampshire out of personal

interest. A map enthusiast with an interest in New Hampshire railroad history, he began

searching out old maps in order to discover the

locations of abandoned railroads and train stations. He found that current maps

sometimes show old railroad right-of-ways, but sometimes those grades have been reused for newer roads, thus obscuring the old

information. He needed the older maps, but found locating them problematic. Since area

libraries had spotty collections and did not

circulate the maps, Chris started to scan them

in order to be able to examine them as a group. He started at his local public library and went

from library to library until he reached us at the University of New Hampshire.

Although we have many more maps in our

collection than Chris had previously found, he

also had scanned images of maps we did not own. When I noticed the quantity and

coverage of the images that Chris had already

collected, I immediately saw the value of his collection. We've had a large number of

inquiries over the years from patrons wishing

to borrow, purchase or make color copies of our maps. I saw an opportunity to make a valuable collection easily available to a large number of people, while at the same time

decreasing handling of our fragile collection and increasing our own library holdings. I approached Chris and asked if we could have

the images to start a Web site, and the Historic USGS Maps of New England project was born.

Project History The site started small, but like many projects it quickly took on a life of its own. Originally, Chris and I expected the collection to be comprised of only New Hampshire maps. In fact, I originally named the project The New

Hampshire Historic USGS Map Collection. But

with many of the maps covering both parts of Vermont and New Hampshire, it was soon

obvious that adding Vermont would actually be easier than trying to figure out how to exclude it. Then, there was a whole series of maps that straddled the northern border of Massachusetts so adding Massachusetts became the obvious next step. At this point, I became stuck on a name for the expanded

collection. The original name no longer worked, and the three-state grouping of New

Hampshire, Vermont and Massachusetts made

no sense. We think of New Hampshire, Vermont and Maine as Northern New England, but New Hampshire, Vermont and

Massachusetts were not bound together by

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2000 Federal Depository Library Conference - Proceedings

anything more than common borders. At this point, Chris was still doing all the scanning in his free time, and the size of the state of Maine

prohibited an enthusiastic rush to the scanner.

I asked Chris, at this point, if he would be

willing or interested in expanding the scanning

to the southern New England states of Connecticut and Rhode Island. A true map

enthusiast, he agreed. Once these states were

completed, Maine seemed somehow much

smaller and New England was quickly

completed.

Technology & Equipment The majority of the maps were scanned on a Hewlett Packard HP 4C scanner with a maximum scan size of 8.5 by 14 inches. Since

the maps tend to be about 20 by 27 inches, Chris scanned the maps in four overlapping

quarters. He scanned the maps at a resolution

of 200 DPI and saved them as TIFF images of about 14 MB each or 56 MB per map. He

connected his scanner to a laptop computer armed with an external JAZ drive to store the

large image files. The images were then converted to JPEG images approximately 1.4 MB in size using Paint Shop Pro software. These images are large enough to be readable and useful on screen or when printed while being small enough to download rapidly over our T1 lines and acceptably over most home

users' modem lines. Not only did I discover an avid map enthusiast

in Chris, but also an accomplished computer

programmer! When he and I first made

arrangements for me to download the 80 maps

Chris had scanned, I expected to have to spend

a couple weeks writing HTML pages to present

the images on the Web. Instead, Chris had

written what he called "a little Java program"

driven by a text-based catalog which includes each map's geographical coordinates to generate HTML pages linking to the scans. He

had also written another program to generate

the image maps that also link to the maps.

While the program saved countless hours of

start-up time and created magnificent indexes

that would have been largely impossible to create and maintain by hand, it also created a magnificent number of small errors. We had HTML pages for images that did not exist, or whose name had been misspelled at the scanning stage, and many misspellings, typos, and HTML coding errors. Many hours of my

labor as well as approximately 250 hours of student labor went into correcting errors on the

site. To this day, at least once or twice a month I'll get an e-mail from somebody

pointing out a misspelling in the name of a

local town, and many table coding errors still stand in need of correction. These types of corrections are often not easily discovered but can be easily corrected with a good HTML

editor. I currently use Allaire HomeSite 4.5 but have recently purchased Adobe GoLive 5.0. We run the site on a Dell Power Edge 2300

Server, 450 MHz, 256 MB memory, 54 GB

hard drive, and 12 GB tape drive, running

Windows NT 4.0 and Internet Information

Server 4.0 software.

Since the original scanning was done, we have

purchased a Microtek ScanMaker 9600XL

scanner capable of scanning images up to a

size of 1 2 by 1 7 inches. I use Adobe

Photoshop 5.5 and ImageReady 2.0 to adjust and resize images for the Web. As time

permits, I will use this software to reduce the current JPEG images to an even smaller size. We have also purchased software called Panavue ImageAssembler, which allows the four overlapping scans of a map to be stitched together into a single, perfect image. We are in the process of purchasing LizardTech's Mr. Sid image compression software, which will allow

us to present the images in an even userfriendlier format. We have an Epson Color Stylus 2000 printer capable of printing images of 1 3 x 1 9 inches. Although we are unable to allow patron access

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2000 Federal Depository Library Conference - Proceedings

to this because of current limitations on our

library printing systems, we are able to make

prints upon request. We have assembled an archive of the original TIFF images on 12 GB tapes. Those images

currently fill 9 tapes for a total of 108 GB. We

have created an index to the images on these

tapes from the filenames in each tape's directory so that we can retrieve the TIFF images when needed. Retrieving these images

is a slow and aggravating process that will be

alleviated when we are able to add more

storage space to our current server.

Project Financing

• May 1997: Received a UNH Parents Association Grant for $621 5 to purchase a

server to serve as a campus wide resource

for students in the social sciences. This

was the second server used by the department.

• March 1999: Received library funds for $7200 to purchase a Dell Power Edge

2300, 450 MHz with two 18 GB mirrored hard drives running Windows NT Server.

• April 1999: Received a UNH Parents Association Grant for $1399 to purchase a Microtek ScanMaker 9600XL large format

scanner. The scanner will scan sheets up

to 1 2 X 1 7 inches at 600 x 1 200.

• July 1999: Received library funds for $750

to add two 18 GB hard drives for Windows NT server.

Statistics & Space Requirements

HTML Pages Quad HTML pages 725 files 4.27 MB

Town HTML pages 1898 files 3.48 MB

Total 2623 files 8.75 MB

Images

Massachusetts 1603 JPEGs 401 maps 2.69 GB

Connecticut 735 JPEGs 1 84 maps 1.25 GB

Maine 1329 JPEGs 332 maps 2.20 GB

New Hampshire 450 JPEGs 113 maps 829 MB

New York 128 JPEGs 32 maps 218 MB

Province of Quebec 4 JPEGs 1 map 8 MB

Rhode Island 137 JPEGs 34 maps 205 MB

Vermont 362 JPEGs 91 maps 703 MB

TIFF Images 4748 TIFFs 1188 maps 108 GB

Total 4748 images 1 188 maps 116GB

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2000 Federal Depository Library Conference - Proceedings

Usage Statistics

Server logs show that the site attracts an

average of 6000 visits (including us) per month.

Publicity

I sent announcements to the Maps-L and GOVDOC-L lists, and Chris posted an announcement to a'map newsgroup. The site was mentioned in The Scout Report for Science and Engineering on 27 October 1999. Chris was asked to write an article about the site for the Boston Map Society Newsletter. The site was announced in the NEMO Newsletter

(Quarterly Newsletter of the North East Map

Organization), Number 33, March 1999, and

in Granite State Libraries, Volume 35, Number

2, March/April 1999. The site was mentioned

in UNH's Campus Journal on 25 February 1999. The majority of the publicity for the site, however, has been by word of mouth.

Benefits to the Library

• Increased the holdings of our collection by

the number of scans collected from 1

1

other libraries and one bookstore. • Generated a donation by local map

collector Representative Richard Ahern of 72 historic New Hampshire maps.

• Aids in protecting our fragile paper

collection by allowing general access to

digital versions. • The project quickly became a high profile, easy to demonstrate showpiece for library fundraising efforts. • Allowed the library to make a contribution

to the growing collections of research

material available on the Web.

• Serves as a companion effort to our role as an ESIC. • Establishes the Government Documents

Department as a major player in the

library's emerging digital initiative.

Future Plans The site is still a work in progress. Users still email me with corrections in spelling of town

names. This winter, I need to begin re-coding

the site to repair problems and replace deprecated HTML code with style sheets. Site navigation will eventually be improved.

1 . Three additional digital collections are in the works:

• Town and City Atlas of the State of New Hampshire published in 1892 by

D.H. Hurd. Organized by county, the

atlas contains maps of every town and

for most towns contains detailed maps

of the town center. In many cases, homes with owner's names are shown. Two of New Hampshire's ten counties have been scanned already.

• Atlas Accompanying the Report on the Geology of New Hampshire by State Geologist C.H. Hitchcock, 1878. These maps, which accompany a five- volume report, are the first statewide compilation of New Hampshire

geologic history. They would be

valuable to researchers used in comparison with current, readily available images. The volume is scanned.

• Maps from the US Congressional Serial

Set. This set is very fragile. The maps

are frequently folded and printed on

thin paper, and thus at greater risk than

the text portions of the set. Our Special Collections is planning to establish a

Digital Copy center where we will be

able to scan and serve a collection of

Serial Set maps illustrating New

Hampshire.

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2000 Federal Depository Library Conference - Proceedings

2. We are about to purchase LizardTech's Mr.

Sid image compression software for use on

these projects. I hope to use this technology in the same way it is being used by the Library of Congress' American Memory Project, to offer these maps in a more user friendly format on the Web.

Eventually I hope to stitch and compress

the entire topographic map collection.

3. We have not created formal records for the online collection either through traditional MARC cataloging or alternative forms of metadata such as Dublin Core or Federal Geographic Data Committee (FGDC). This

is an area that is currently being explored.

4. uses topographic maps are constantly

revised, but we ended our historic map

project with maps from the 1950's. Maps

published in the last forty years document

many significant changes in New England. We are considering including more recent maps in the Web site, especially those from New Hampshire, many of which are in our paper map collection and thus readily available for scanning. Conclusion

Digitization projects are perhaps technically more challenging than print publishing, but are

certainly more pliable. We were able to quickly gather the images into a coherent

collection on the Web, and then allow both the

original concept and the collection to grow and

change. The flexibility of Web publication allowed this project to plan itself to some

extent, and fostered a collaboration of two

people with different goals and skills to produce a valuable research source.

j Adds** Ig] hltp://docs unh eduynhlopos/nhlopos htm m

UNH DIMOND LIBRARY

Documents Department & Data Center Historic USGS Maps of New England

New Hampshire Quad Index Town Index ImaeeMap

Connecticut Ouad Index Town Index ImageMap Maine

Ouad Index Town Index ImaeeMap

Massachusetts Ouad Index Town Index ImaseMap Rhode Island Ouad Index Town Index ImaeeMap

About our online Collection Standard S</mbols of USGS Maps 1932 Topozone & Maptech Current Topos

Vermont Ouad Index Town Index ImageMap

http://docs.unh.edu/nhtopos/nhtopos.htm

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2000 Federal Depository Library Conference - Proceedings

NARA Electronic Records Archives Program:

Accomplishments to Date

Robert Chadduck

National Archives and Records Administration

College Parl<, MD

What Is the Electronic Records Archives? The Electronic Records Archives is a comprehensive, systematic, and dynamic means of accomplishing the archival work that must be done to provide continuing access to authentic electronic records over time. Why Do We Need an Electronic Records

Archives?

• The conduct of business is increasingly enabled by, and dependent on, digital computer and communications

technologies • The records that are being created in this environment are increasingly electronic • Many of these records cannot be expressed

in non-electronic form

• Digital technology is both necessary and

advantageous for discovering and

delivering information

Technical Challenges in Building ERA

• Overcome technological obsolescence in a way that enables the preservation of demonstrably authentic records • Find ways to take advantage of continuing

progress in information technology in order

to maintain and improve customer service

• Build solutions that recognize that today's progress is tomorrow's obsolescence Research Background

• Technology Used to Instantiate a Collection Changes Every 3 Years

• Data Presentation Technology Changes

Every 4 Years

• Archival Storage Technology Changes

Every 5 Years Approach - Context Based Objects

• Data has value when it is given a context - When archiving a digital object, must

also archive the context of the object - Requires metadata for defining the

structure of the object

• Use collections to define the context - When archiving a collection, must also archive the information needed to reassemble the collection. - Requires metadata to define the

structure of the collection

• Use presentation context to control access - Requires metadata to define structure of presentation
2000 Federal Depository Library Conference - Proceedings

Web Accessible Empirical Results Research Scope:

• Investigate innovative, highly scalable approaches that lead to or enable

revolutionary advances in state of the science high performance technologies

applied specifically to formal archival object preservation and indeterminate term

• Future access support ultimately scalable to ultra-high file and physical volume object

collections Research Execution Strategy:

• Concepts are to be demonstrated by means

of prototypes or testbed implementations in association with empirical collection of systems performance, level of technical

effort and cost metrics ultimately scalable

to ultra-high file and physical volume

object collections

Result of Collaboration Among:

• The National Archives and Records

Administration &

• Defense Advanced Research Projects Agency

• Office of the Clerk, United States House of Representatives • ASD(C31)

• Joint Interoperability and Test Command

• United States Census Bureau

• United States Patent & Trademark Office • The National Partnership for Advanced

Computing Infrastructure

"Best of Class" Technologies Investigated:

• World class high assurance, highly

scalable, technology independent

distributed architectures • World class digital library information models & research products

• World class archival community

preservation models

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2000 Federal Depository Library Conference - Proceedings

• Actual electronic records - "Live Ammo

Test" • Deployable today COTS/GOTS/Public

domain technologies Data Collections

• E-mail postings - 1 million records • TIGER/Line 1 992 (Bureau of the Census) • 1 04th Congress ^

• Vote Archive Demo 1 997 (VAD)

• Electronic Access Project (EAP) • Combat Area Casualties Current File (CACCF)

• Patent Data (USPTO) - 2 million patents • Image collection (AMICO)

• JITC collection

Collections Characteristics Raw Size # Records Archival Time Container Type

E-mail 2.52 GB 1,000,000 1 h 02 m Record / SRB

Tiger92 24.47 GB 50,951 Tar: 19h 28 m Record

104th 0.32 GB 1 1 ,437 Tar: Oh 14m File VAD97 0.03 GB 1,288 Tar: Oh 03m File EAP 0.84 GB 1 1 ,543 Tar: Oh 42m Database

Vietnam 0.07 GB 58,181 Tar: Oh 03m Database

Patent 150.00 GB 2,000,000 40 h Database AMICO 0.12 GB 51 Tar: Oh 08m SRB

JTIC 0.38 GB 680 Tar: Oh 16m Database

COTS/GOTS/Public Domain Technologies

Testbed:

• Archival storage system > IBM-SP 8-node, 32 processor, 180TB tape storage, three 9490 tape robots, 1 .6 TB RAID disk cache

• Data management system > Sun Enterprise 4-processor serve • Archival storage system SW> IBM HPSS

• Data handling system > Storage resource broker • ORDMS> Oracle 7.3, IBM DB2 UDB

Technology Sources

• Archive Community - IEEE Mass Storage Systems Technical Committee - Scalable storage systems

• Digital Library Community

- NSF Digital Library Initiative, Phase II - Information management mediation - XML

• Supercomputer Community - Scalable ingestion platforms • Grid Forum - Data handling systems for interoperability • Archivist Community

- Management policies and standards

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2000 Federal Depository Library Conference - Proceedings

Federating Data Collections

Synopsis:

Identified and executed an empirical study

(costs, performance metrics, level of effort) of candidate architectures, storage systems, SMLbased design strategies potentially capable of sustaining indeterminate term access to object

classes of electronic records that works at both an appropriate scale and at an appropriate

stage of technology evolution while

maintaining identified relationships among

records, collections of records, and aggregates

of collections

Present Research Perspectives

Generality of Persistent Archive

• Same information model needed to manage - Migration over time

Collection creation and update

• Persistent archive - Federation in space

• Metacomputing environment

• Interoperable services for digital libraries • Same storage systems needed to support - Supercomputer center data - Discipline specific data collections - Digital library collections

Collection Based Persistent Object

Preservation: Method

• Create metadata models - the internal components of objects - the sequence of components within

objects - the attributes of presentation of preserved objects • Apply models by marking up objects • Express links among records and

collections as persistent data values • Define the semantics of components

• Preserve the models, the transformed

records and procedures to apply the models

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2000 Federal Depository Library Conference - Proceedings

• Provide rich, comprehensive and flexible metadata management for discovery,

retrieval & preservation

Persistent Object Preservation: Implementation

• Comprehensive - All types of computer applications - All types of electronic records - Collections as well as individual records - All required archival processes • Infrastructure Independence - Objects and Collections of Objects - Enable replacement of any component

• Scalable - Up to > > 100,000,000 objects - Down for small collections &

institutions • Metacomputing - over the Internet • Extensible over the Records Lifecycle ERA & Synergy Beyond A uniform architecture is emerging across:

• persistent archives (NARA)

• digital libraries (NSF) - NSF: - DLI2, National SMET Education

Digital Library NPACI data grid for neuroscience

brain image federation • grid development (DOE, NASA, NLM)

- DOE: - ASCI Data Visualization Corridor remote data processing

Particle Physics Data Grid object

replication - NASA: - Information Power Grid

distributed data processing - NLM: - Digital Embryo Project data

grid for image processing and storage ERA Research Benefits

Validation mechanism for the: • common data management architecture • differentiation between knowledge,

information, and data and the choice of representation standards

Integration vehicle for tying together:

• persistent archives with grid environments

• grid environments with digital libraries • digital libraries with persistent archives

Collection Based Access (2/3)

• Abstract data set naming and

administration away from physical storage resource - Data sets defined by attributes - Logical collection used to group data

sets across storage systems

Enables support for replication of data - Collection owned data • Authentication controlled by data handling system • Persistence controlled by data handling system

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2000 Federal Depository Library Conference - Proceedings

ERA: Archival Components Concept

Grid Security Infrastructure:

X

Storage Resource Brokcr/Bxtcns ibic M cta-data C A Talog ^

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2000 Federal Depository Library Conference - Proceedings

Partnerships ?•

• ISO draft Model of Open Archival Information System - NASA/Consultative Committtee on

Space Data Systems

• International research on Permanent

Authentic Records in Electronic Systems

(InterPARES) - 7 international research teams, 10

national archives • Intelligent processing of electronic records - Army Research Laboratory, Georgia Tech Research Institute • Distributed Object Computation Testbed - Defense Advanced Research Projects Agency, U.S. Patent and Trademark

Office • National Partnership for Advanced

Computational Infrastructure - National Science Foundation

• Archivist's Workbench - NHPRC Grant to San Diego Super

Computer Center How Do These Activities Fit Together?

• OAIS Model - High level framework for entities, functions, data flows • InterPARES

- Archival requirements, electronic records typology, preservation model,

best practices • Intelligent processing - Tool sets for archival processes • DOCT

- Persistent Object Preservation • NPACI

- Core technologies for ERA

• Archivist's Workbench - Scale ERA for smaller archives What Have We Accomplished?

• Research prototype - migratable information architecture - scalable 'archive' • Demonstrated application - Process from ingest through access - Multiple types of collections: Databases, e-mail, GIS, digital images, office automation files. • Experiments - Application of knowledge-based,

natural language processing, and other technologies to archival processing of records

Additional Information

• http://www.nara.gov • http://www.sdsc.edu/NARA

• http://www.ces.btc.gatech.edu/ research.htm

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2000 Federal Depository Library Conference - Proceedings

Data Handling System (1/3) Storage Resource Broker & Meta-data Catalog

Application

File SID DBLobjSID £E SRB

VDSM HPSS DB2 Oracle Unix 1 I 1 ± 1

mil hip for Advanced Compulational Infrasfr

SRB Containers 0/3) Managing Archive Latency

Create container in a logical storage

client resource containing at least one

"cacheabie" resource t Create objects in containers , i_ "Cache" daemon will move filled containers to archive synch and purge API's

cached containers Distributed Storage Resources mil

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2000 Federal Depository Library Conference - Proceedings

The Open Archival Information System:

A Model for Preserving Digital Information

Don Sawyer Lou Reich

NASA/NSSDC CSC

Greenbelt, MD

Outline

• What is a reference model?

• Why an OAIS reference nnodel? ^ • Development of the OAIS reference model

• Highlights of the model

• Results to date • Recommendations , . What Is a Reference Model?

• A framework - for understanding significant relationships among the entities of an environment, and - for the development of consistent standards or specifications supporting

that environment

• A reference model can also be called an

abstraction of the key concepts, and their relationships, of an environment

• A reference model - is based on a small number of unifying concepts and - may be used as a basis for education and explaining standards to a nonspecialist Why an OAIS Reference Model?

• Agencies have a significant stewardship

responsibility for the information obtained from their observational programs - Observational data are often

irreplaceable - Taxpayer's investment must be

prudently managed

• Long term (indefinite) preservation of this information is difficult - Data + metadata (i.e., information) must

be migrated across new media,

operating systems, and management

systems - Field representations and formats may

need to be revised to keep pace with evolving technologies and supported

standards - What constitutes adequate metadata is not widely understood or standardized - Information is becoming ever more

widely distributed - Information must be readily transportable from archive to archive More on 'Why an OAIS Reference Model'

• No consensus on what 'archiving' means,

or what services might be available from an

archive - Preserving the information is not the same as preserving the data bits - Will the customer understand the information in 10, 50 or 100 years? - How can we know when effective archiving is being achieved? - Lack of consensus impedes

establishment of standards and

commercial support services

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2000 Federal Depository Library Conference - Proceedings

• ISO TC20 requested that an archive data standard be developed - Would be wasted effort without an agreed framework among users and

archives - First need an archive reference model

Response to ISO

• No framework widely recognized for developing specific digital archive standards • Establish an Archive Work-Package within CCSDS Panel 2 (Information Interchange) • Begin by developing a 'Reference Model'

to establish common terms and concepts

• Ensure broad participation, including

traditional archives - (Not restricted to space communities;

all participation is welcome!)

• Focus on data in electronic forms, but recognize that other forms exist in most

archives • Follow up with additional archive

standards efforts as appropriate US Organizational Approach

• Organize US contribution under a framework with NASA lead - Establish liaison with Federal Geographic Data Committee (FGDC)

and NARA

- Agency archives and users must be

represented in this process - US contributions to be submitted to CCSDS Panel 2 • Will be an "Open" process - Important to stimulate dialogue with broad archive/user communities - Results of US and International workshops put on Web

- Support e-mail comments/critiques

• Expect there will be a core group willing to devote 10-20% of time

- Develop material and attend meetings

Getting Started

• First open US workshop held October 1995 - Advertised widely - Variety of government, academic, and

industry participation, including

National Archives - Received presentations on archive

efforts underway - Laid out initial reference model

objectives, proposed way to work - Provided initial concept paper on what

the reference model might look like - Confirmed that a reference model would be useful • Active US working group was formed - About 1 5-20 persons from a variety of agencies/organizations US Workgroup Takes Lead

• US workgroup activities are fully open - Held 2-day working meetings

approximately quarterly - New participants always welcome

- Plans, minutes, drafts available from Web

• Broad international workshops also held - Britain and France

• Issue resolution at CCSDS international workshops

Technical Approach

• Investigated other Reference Models - ISO "Seven Layer"Communications

Reference Model - ISO Reference Model for Open

Distributed Processing - ISO TC21 1 Reference Model for Geomantics

• Define what is meant by 'archiving of observational data'

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2000 Federal Depository Library Conference - Proceedings

• Break 'archiving' into a few functional areas (e.g., for ingest, storage, dissemination, and searching functions) • Define a set of interfaces between the

functional areas • Define a set of data classes for use in archiving • Choose formal specification techniques - Data flow diagrams for functional models and interfaces - Object Modeling Technique (OMT) for data classes

Resulting Model

• Model targeted to several categories of reader - Archive designers - Archive users - Archive managers, to clarify digital preservation issues and assist in securing appropriate resources - Standards developers • Adopted terminology that crosses various

disciplines - Traditional archivists - Scientific data centers - Digital libraries • Getting favorable comments wherever

exposed

Reference Model for an Open Archival Information System

Open Archival Information System (OAIS)

• Open

- Reference Model standard(s) are developed using a public process and

are freely available • Information - Any type of knowledge that can be exchanged - Independent of the forms (i.e., physical

or digital) used to represent the information

- Data are the representation forms of information • Archival Information System - Hardware, software, and people who

are responsible for the acquisition, preservation and dissemination of the information - Additional OAIS responsibilities are

identified later and are more fully defined in the Reference Model document Document Organization

• Introduction - Purpose and Scope, Applicability, Rationale, Road Map for Future Work, Document Structure, and Definitions of Terms

• OAIS Concepts - High level view of OAIS functionality and information models - OAIS external environment - Minimum responsibilities to become an "OAIS"

• Detailed Models - Functional model descriptions and

information model perspectives • Migration perspectives - Media migration, compression, and

format conversions

• Archive Interoperability - Criteria to distinguish types of cooperation among archives • Annexes - Scenarios of existing archives, compatibility with other standards

Purpose, Scope, and Applicability

• Framework for understanding and applying concepts needed for long-term digital information preservation - Long-term is long enough to be concerned about changing

technologies

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2000 Federal Depository Library Conference - Proceedings

- Starting point for model addressing

non-digital information • Provides set of minimal responsibilities to distinguish an OAIS from other uses of

'archive' • Framework for comparing architectures and

operations of existing and future archives • Basis for development of additional related standards • Addresses a full range of archival functions • Applicable to all long-term archives and

those organizations and individuals dealing with information that may need long-term

preservation • Does NOT specify any implementation Model View of an OAlS's Environment

• Producer is the role played by those

persons, or client systems, who provide the information to be preserved • Management is the role played by those who set overall OAIS policy as one component in a broader policy domain

• Consumer is the role played by those

persons, or client systems, who interact with OAIS services to find and acquire

preserved information of interest OAIS Information Definition

• Information is defined as any type of knowledge that can be exchanged, and this Information is always expressed (i.e., represented) by some type of data • In general, it can be said that "Data

interpreted using its Representation

Information yields Information" • In order for this Information Object to be

successfully preserved, it is critical for an

archive to clearly identify and understand

the Data Object and its associated Representation Information

Information Package Definition

• An Information Package is a conceptual

container of two types of information

called Content Information and

Preservation Description Information (PDI) OAIS Responsibilities

• Negotiates and accepts Information Packages from information producers

• Obtains sufficient control to ensure long- term preservation • Determines which communities

(designated) need to be able to understand

the preserved information • Ensures the information to be preserved is independently understandable to the Designated Communities

• Follows documented policies and

procedures which ensure the information is preserved against all reasonable

contingencies • Makes the presen/ed information available

to the Designated Communities in forms

understandable to those communities

Reference Model Summary

• Reference model is to be applicable to all digital archives, and their Producers and Consumers

• Identifies a minimum set of responsibilities

for an archive to claim it is an OAIS

• Establishes common terms and concepts for comparing implementations, but does not

specify an implementation

• Provides detailed models of both archival functions and archival information • Discusses OAIS information migration and

interoperability among OAlSs

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2000 Federal Depository Libraiy Conference - Proceedings

Reference Model Status

• CCSDS Reference Model Red Book

released August 1999 - http://ssdoo.gsfc.nasa.gov/nost/isoas/ref _model.htnnl • ISO Draft International Standard (DIS) released June 2000 - Same content as CCSDS Red Book

• Comments are actively solicited - Participate In various ways:

• ISO TC20/SC 1 3 review in your

country CCSDS review by your space agency

• Send comments to donald.sawyer@gsfc.nasa.gov - All comments will be considered and

non-editorial comments will get a response

• Some comments received suggest we may

want to add a process model addressing

preservation

Results to Date

• Conferences to publicize/enhance the Reference Model

• Workshop Presentations to discuss Long Term Preservation and additional standards • Partnership with Traditional Archives and

Digital Libraries - Research Efforts - Use as Architecture • Enhanced Communications among varied Communities

Conferences and Workshops

• Digital Archive Directions (DADs)

workshop June 1998 - http://ssdoo.gsfc.nasa.gov/nost/isoas/ dads/

• Tutorial session at GSFC/IEEE Mass Storage Conference March 1999

• Archival Workshop on Ingest, Identification, and Certification (AWIICS) October 1999 - http://ssdoo.gsfc.nasa.gov/nost/isoas/ awiics/ws.html • Example presentations at various Conferences - Society of American Archivists 1 997

annual meeting - NAGARA (Gov't archivists) 1998

Annual Meeting - NSF Workshop on Data Archival and

Information Preservation, March 1999 - ICSTI May meeting, presented by Gail Hodge

Partnership with Traditional Archives and

Digital Libraries

• NARA and NASA were primary

contributors to the OAIS RM and sponsors

of DADS and AWIICS

• Long article by Brian Lavoie in Online Computer Library Center (OCLC)

summarizing the OAIS Reference Model

• CEDARS: A multi-site UK project to create exemplars in Digital Archiving is using OAIS representation data as the basis for research into long term preservation • NEDLIB (Networked European Deposit

Library) effort used OAIS RM as a basis for the design and architecture of Deposit

System for Electronic Publications (DSEP) Enhanced Communications among Varied Communities

• NARA contracted some work on long term

preservation of collections to the San Diego

Super Computer Center. Both parties claimed use of the OAIS RM saved about two weeks of effort in the specification of the task • Similar experiences between: - NCSA HDP format developers and DNA researchers

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2000 Federal Depository Library Conference - Proceedings

- Life Sciences Archive developer and

micro-gravity researchers - French space agency (CNES) and

National Library of France

representatives Recommendations

• Look to the OAIS reference model to aid in managing and preserving digital resources

http://www.ccsds.org/documents/pdf/

CCSDS-650.0-R-l.pdf

• Critique the OAIS reference model by

following instructions at:

http://www.ccsds.org/RP9905/

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2000 Federal Depository Library Conference - Proceedings

Finding Government Economic Statistics

Deborah Klein

Bureau of Labor Statistics Washington, DC

Overview

• U.S. statistical system

• Demographic data • Industry statistics • Economic indicators • Prices and Inflation • Measures of compensation

• Forecasts and projections • International comparisons

• Finding economic data Why do you need them?

• Accurate

• Timely

• Authoritative

U.S. Statistical System

• Decentralized

• Key agencies for economic statistics • Specialized agencies

h tt p ://stats .bis. gov/oreoth e r . h tm Demographic Data

• Population (and housing) Census

http://www.census.gov/dmd/

www/pdf/d61a.pdf

• Every decade since 1 790

• Necessary for detailed geographic data

• Intercensal surveys - CPS

http://www.bls.gov/cpshome.htm - SIPP

http://www.sipp.census.gov/sipp/

pubsmain.htm - CE

http://stats.bls.gov/csxovr.htm

Industry Statistics

« Economic Census

http://www.census.gov/epcd/ec97/us/

USOOO.HTM

• NAICS vs. SIC http://www.census.gov/epcd/ec97brdg/

http://www.census.gov/epcd/naics/

NDEF51.HTMN51

Economic Indicators

• National Accounts/GDP

http://wwwl .whitehouse.gov/fsbr/ output/html http://www.bea.doc.gov/bea/an/

0398niw/maintext.htm

• Employment, hours, earnings

http://1 46.1 42.4. 24/cgi-bin/surveymost?ee

• FED Beige Book

http://www.bog.frb.fed.us/FOMC/

BeigeBook/2000/

• Productivity

http://stats.bls.gov/lprhome.htm

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2000 Federal Depository Library Conference - Proceedings

• Other indicators http://www1 .whitehouse.gov/fsbr/

production.html

http://www.bog.frb.fed.us/releases/Gl 7/ Current/

Prices and Inflation

• CPI

http ://stats . b I s . gov/c p i fact8 . h tm

• Other inflation measures - PPI http://stats.bls.gov/ppihome.htm - PCE

http://www.bea.doc. gov^ea/glance/ htm - IPP

http://stats.bls.gov/news.release/ ximpim.toc.htm - EC!

http://stats.bls.gov/wh/ectbrief.htm Measures of Compensation

• Wages and Benefits

http://stats.bls.gov/news.release/ebs3. tOl.htm

http://stats.bls.gov/comhome.htm • Occupational and area differences

http://stats.bls.gov/oes/national/ oes_prof.htm

http://stats.bls.gov/oes/national/ oes31502.htm

http://stats.bls.gov/soc/soc_home.htm

Forecasts and Projections (including private sector sources)

• Conference Board: leading economic

indicators http://www.conference-board.org/

products/frames. cfm?main = lei 1 .cfm • NBER: business cycles http://www.nber.org/cycles.html

• BLS: projections of occupations and demand for skills http://stats.bls.gov/asp/oep/noeted/ empoptd.asp

http://stats.bls.gov/ocohome.htm

International Comparisons

• BLS

http://stats.bls.gov/flsdata.htm http ://stats . b I s . gov/oreoth e r . h tm

• IMF

http://dsbb.imf.org/country.htm

Finding economic data

• Statistical Abstract http://www.census. gov/statab/www/

• FedStats http://www.fedstats.gov/ • Economic Report of the President http://w3.access.gpo.gov/eop/ • Economic Briefing Room

http://www1 .whitehouse.gov/fsbr/esbr.html

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2000 Federal Depository Library Conference - Proceedings

Technology Opportunities Program - TOP

Sahon Palmer

National Telecommunications and information Administration Washington, DC

Technology Opportunities Program - TOP

Formerly Known as TIIAP Program Cycle

• Announced: January

• Deadline: March

• Notification: September

• Project Start Date: October 1

Project Length

12-36 Months Awards

• $600,000 Maximum Varies (< >)

• $200/300,000 Average

• $200,000 (Below) Occasionally Fund

• Hardware

• Contractual • Training • Personnel

• Software • Cable

• Wiring

• Bandwidth

Do Not Fund

• For-Profit Organizations

• Individuals • One-Way Networks

• Single Organization Projects • Equipment Replacement/Upgrades

Technologies

• Internet • Wireless • Java • Geographical Information Systems (CIS) • Video

• Cable TV

• Web TV

• Broadband

• Audio

Matching Funds

• 50/50 Match

• Certification of Matching Funds

• Cash

• In-Kind

Library Funding

• Access

• Distance Education

• Digitization • Virtual Libraries

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2000 Federal Depository Library Conference - Proceedings

Information Networks

Literacy Resource Delivery

Service Delivery

The Technology Opportunities Program Web Site http://www.ntia.doc.gov/otiahome/top/index.html

08 Edit View £o Communicalof Help

-i^^''_Bookmaiks Jj, Locatiorc |hKp7/www, niia. doc. gov/otiahome/lop/index. What's Rebled Technology

Opportunities

^n^ Program

who we are

i (or Pi'Ople 2l)0(>

7 Of Awafd to BLickuburg

Library Grants Search Criteria

• Application Area All Application Areas

• State All States • Year All Years • Keywords Library • Records Found 91 Denver Public Library

http://www.denver.lib.co.us/

• Digital Images

• Access (Public/Rural) • Information Network

• Existing Infrastructure

New Yorl< Public Library http://www.nypl.org/branch/oss/

• Literacy • English as a Second Language

• Neighborhood Libraries • Teacher Training

Southeastern Library Network - SOLI NET

http://www.solinet.net/

• Regional • Standardization • Consensus Building • Marketing

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2000 Federal Depository Library Conference - Proceedings

Lessons Learned

• Training (Staff/End Users) • Staff Time

• Partnerships • Connmunity Involvement

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2000 Federal Depository Library Conference - Proceedings

Applying for Library Grants

Michele Farrell

Institute of Museum sc Library Services Washington, DC

Congress established IMLS through the Museum and Library Services Act of 1996 An independent grant-making agency, IMLS

fosters leadership, innovation & lifetime learning by supporting museums & libraries LSTA priorities

• Provide electronic linkages among and between libraries • Link libraries electronically with

educational, social, or information

services • Assist libraries in accessing information through electronic networks

• Establish consortia to share resources • Acquire computers and

telecommunications technologies • Promote library services to the underserved and persons having

difficulty using the library

Library Grants to the States

• a population-based formula

• cost sharing required • awarded annually by IMLS

State Libraries distribute funds tlirougli:

• Statewide services and initiatives and/or

• Sub-grant competitions

Eligibility

• Public, academic, research, school and

special libraries

National Leadership Grants

• Generally, up to 2 year projects • Awards range from $1 5,000 to $500,000

• Cost sharing required • $1 1 million available

National Leadership Grants for Libraries Who can apply: • Libraries, library agencies, consortia,

associations, archives and institutions of higher education Education & Training

• Attracting individuals from diverse backgrounds to librarianship &

information science • Increasing the availability of librarians with advanced skills • Training librarians to enhance people's

ability to use information effectively

Louisiana State University Baton i^ouge, LA

• Two-year project • $91,291

• Develop a national model for teaching

librarians in small libraries, how to

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2000 Federal Depository Library Conference - Proceedings

accommodate new technologies in their

^ building renovation project plans.

Preservation or Digitization

• Address ^he challenges of preserving and

archiving digital media

• Develop standards, techniques, and models for digital image management

• Preserve and enhance access to unique

library resourcesUniversity of Georgia, Athens, GA

• One-year project • $178,628

• 1,000 documents and visual images

relating to Native Americans of the Southeast will be digitized and made

available through a Web site Research & Demonstration

St. Louis Public Library, St. Louis, MO

• $208,550

• Partnering with Baltimore, Birmingham,

Phoenix, and Seattle, to refine a case- study methodology to communicate the economic benefits of large public libraries services and to estimate the direct monetary return on annual taxpayer

investment.

Eastern Iowa Community College District, Davenport, Iowa

• Two-year project • $249,951

• Develop ATEEL - Advanced Technology

Environmental Education Library and a taxonomy of environmental technology

descriptive metadata.

National Leadership Grants for Library &

Museum Collaborations Demonstrate leadership in the education of

lifelong learners with emphasis on: • using technology

• enhancing education

• serving the community

Museum & Library Collaboration

University of Kansas, Lawrence, KS

• Two-year project • $224,076

• Partnership with the Kansas State Historical Society. Digitize primary

resources from the Civil War era and

develop curriculum units. Your NLG proposal must...

• Creatively address issues of national concern

• Provide a mode/ for other organizations

to adopt

• Be designed using efficient and effective methods to address a problem

• Provide evidence that the activities can be

successfully completed

• Explain how the project's benefits will continue beyond the grant period Don't forget evaluation

• Use an assessment method that will describe clear and measurable project outcomes, findings or products • Outcome-based evaluation is encouraged, whenever appropriate • Dissemination - Make the results, products or benefits understandable to a broad audience - It's required so include it in the budget

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2000 Federal Depository Library Conference - Proceedings

Projects Using Technology

• Technical Knowledge - Exhibits knowledge of best practices - Employs the most promising,

innovative or appropriate

technologies • Information Access - Communicates the increased

availability of electronic access - Maintains electronic access after Federal funding ends The Project Objective Statement

• What is the project? • Who is the targeted population? • Why is this project important? • How long will the project take? Your NLG proposal must...

• Explain how the money, personnel,

facilities, equipment, and supplies will be managed

• Show efficient use of funds

• Cover all resources needed for the project • List only items related to project activities • Show the applicant's commitment to the

project through cost sharing

NLG Grants Applications

• Face Sheet

• Abstract • Narrative • Schedule of Completion

• Project Budget

• Organizational Profile • Assurance/Certification • Attachments (resumes, etc.)

Some Tips:

• Create a wish list • Keep your resume up-to-date • Get a partner/co-author • Think outside the box

• Start thinking, planning, writing now

Once you've started...

• Read and follow the guidelines • Begin with an end in mind

• Double check your math

• Ask someone not familiar with the proposal to read the application and

describe the project to you

Give yourself enough time to:

• obtain required signatures • gather supporting documents, indirect cost agreement, resumes, and other attachments.

Application Deadlines

February 1 • Education and Training • Research and Demonstration

• Preservation and Digitization

April 1 • Library and Museum Collaboration

Applications must be postmarked no later than the application deadline.

Retain proof that you mailed the application before the deadline.

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2000 Federal Depository Library Conference - Proceedings

Award Announcement Dates

July 15 • Education and Training

September 15 ® Research and Demonstration

• Preservation and Digitization • Library and Museum Collaboration

Please visit our Web site:

http://www.imls.gov

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2000 Federal Depository Library Conference - Proceedings

Delivering Census 2000 Information to Users

]ohn Kavaliunas

U.S. Census Bureau

Washington, DC

l-|g|x|

Fie £« View fio ComratniMlOf Hdp ;^'Bookn«kt ^ Netsie: |http7yM<wv. census, gov/ jJ^'WhafsRela ed ^

i ^ ^

Sack Fofwad Reload Home a cl- II

Search Netscape Prirt Security rii US. Census Bureau

Umled States Department ofCommeice

SubjertsAlo Z ABCDEFCHI JKLMNOPQ

RSTUVWXY2

Searth Access Tools

catalog PublkationsOW) Jobs^Census About the Bureau ReUted Sites

Census 'Advertising • Ooeratiori? • 2000 Partnerships • News • Mote

People Estimates • Projections

International • Income • Povert-/ Genealogy • Housing • More

Business Economic Census • Government

MA.ICS Foreign Trade • More Geography TIGER Gazelieer • More News Releases • Webcasts • Minonlv

Links Contacts • More

Special Conversations tvith Amenca • Topics American Communilv Suivev • Statistical Abstract • FedStats

U.S. 275,747.973 World 6,096,979,448

09:09 EOT Sep 18.2000

Census 2000 Data Products Our Goal: To deliver timely information in appropriate formats to a variety of customer

groups. Major Product Lines

• Products: Summary Files, Profiles, Quick

Tables, Geographic Comparison Tables,

printed reports, maps, microdata • Media: Internet, CD-ROMs, DVDs,

publications • Formats: ASCII, PDF, custom, other

Media

• Internet • CD-ROM /DVD

• Paper

Internet

• Data released first on American FactFinder • Community profiles available under

QuickFacts

• Printed reports available in Portable Document Format (PDF) • Maps available in Portable Document

Format (PDF)

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2000 Federal Depository Library Conference - Proceedings

Download (FTP) option

Eie El* )L'f>» £o £ommunicaloi Help

' ^1 " Bookmaiks f/. Localion |hllp //f3ctlindei

Back 'iA-- Reload Home

i-|g|x|

gov/i3va_ptod/dads, ui, homePage HomePage

: r Secuirty Slop

"3 ®'^h*'«''»'al8<i ^

U.S. Census Bureau American FactFindef

Whafs New

j About FactFlnder About Help Me >

Conlidentiallty | Frequently Asked

^ |

1 Pago : Feedsack

Fads about My Community

Find a profile of selected social, housing characteristics for states, cities, counties, congressional districts, and more.

CornfnuhilY Profiles Population and Housing Facts

Locate data from U S Census and American Community Sun/ey about households, education, income, homeownership, and more. Geographic Summary Tables - tables that compare information for states, counties, and

places Quick Tables predefined tables that provide frequently requested information for a single geographic area

Detailed Tables tables containing data for the

year, survey, and geographic areas you select Census Bureau Products

Find Census Bureau products related to the data

in Amencan FactFinder: printed publications.

Maps

Make a map.

Reference Maps - show the boundaries an

features for a geographic area Quick Thematic Maps - reveal the geographic patterns in statistical data

Industry and Business Facts

Find Economic Census data. Industry Quick Reports - industry statistic

for the United States by state Geography Quick Reports - all industries

for a geographic area

Build a Query - identify a data set and

select data items for geographic areas Search FactFinder

Enter your search criteria (subject, coverage date, file type, etc ) to find Census Bureau data.

four source iorp a

<^ Tables • \

Wfiafs in FactF:! Confidentialiiy

for i the United Stales

Census 2000 Release Sc

KicfcV

1997 Economic Census

The Economic Census profiles The

the U S Economy everySyears. Suruev (ACS) is 9 survey

from the national to the local level conducted by the U.S. Census

lr.dustfv Q'jici< R6&ort Bureau that provides profiles of GeoaiaphyCiuid. Repoil

S?^i9h I Prq.dM';! Catalog I Data Access Tools I FQIA I Piiv^cy Poligie? I Contjct Mi I Homs

ibocumenl; Done s^. m,, s^,.

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2000 Federal Depository Library Conference - Proceedings

CD-ROM/DVD

• Redistricting Summary File and 4 series of detailed tables similar to 1 990 STFs

• Profiles, Quick Tables, Geographic

Comparison Tables, and printed reports (PDF)

• Maps (PDF) • Access software • Formats Paper

• 3 Series of printed reports - Summary Population and Housing

Characteristics - Sumary Social, Economic and Housing

Characteristics - Population and Housing Unit Totals • Maps

- Census Block Maps

- Census Tract Outline Maps

- Reference Maps

• Print on demand

Redistricting Summary File

• Total population and 18-and-over

population by 63 race categories and

Hispanic/Latino • Lowest level of geography: block • Release date: March 2001

100-Percent Summary Files Summary File 1 • Counts and cross tabulations Summary File 2 • Tables reiterated by race, Hispanic/Latino, and American Indian and Alaska Native

Tribes

Sample Data Summary Files Summary File 3 • Counts and cross tabulations Summary File 4

• Tables reiterated by race, Hispanic/Latino, and American Indian and Alaska Native

Tribes, and ancestry Demographic Profiles 100-Percent data profile Sample data profiles Census 2000 Data Products Quick Tables Geographic Comparison Tables Maps and Related Products

• Census 2000 TIGER/Line Files • Census Block Maps (County and Governmental Units) • Census Tract Outline Maps

• Boundary Files Census 2000 TIGER/Line Files

• January/February 2001 release without ZCTAs or final address ranges • March release with complete geography Census Block Maps

• Paper Qanuary/February 2001) (May 2001)

• HPGL (March 2001) (June 2001)

• PDF (April/May 2001) (July 2001) Census Tract Outline Maps

• Paper, Internet, DVD

• PDF and HPGL

• Various releases: January through May

2001

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2000 Federal Depository Library Conference - Proceedings

Boundary Files

• Suitable for desktop mapping

• Internet • Summer 2001

Public Use Microdata Files

• Unaggregated records of responses to Census 2000 with all identifying information removed

• Two Files - 1 -Percent National Characteristics File - 5-Percent State Files

• 1 00,000 population threshold for geography

• 10,000 population threshold for characteristics Timeline for Census 2000 Data

• December 3 1

, 2000: Official apportionment counts • April 1, 2001 : Data for 63 race groups and

Hispanic/Latino by block • Summer 2001 : 1 00-percent counts and

characteristics • Summer 2002: Sample data products

For more information: http://www.census.gov

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2000 Federal Depository Library Conference - Proceedings

STAT* USA®

Robert Wendling

U.S. Department of Commerce

Washington, DC

The STAT* USA Mission

• To produce and distribute business, economic, and trade information products

that American businesses and the public need to make intelligent and informed

decisions. STAT-USA Summary

• Congress and the Administration removed STAT-USA from the Federal budget in September 1994

• STAT-USA operates under a Revolving Fund

• STAT-USA products and services are priced

to 'break even' Products and Services

• National Trade Data Bank CD-ROM

(NTDB)®

• STAT-USA/lnternet

• USA Trade® CD-ROM

• USA Trade ©Online

• Other CD-ROM Products - Energy Information Disc (Department

of Energy) - Statistical Abstract (Census Bureau) • Internal Web Design and Lotus Notes

consulting

The Export Connection® The National Trade Data Bank®

• OmnibusTrade Actof 1988

• Ten year anniversary • Down to a single disc with new software • FDLP dropping in FY2001 since entire content is on STAT-USA/lnternet STAT-USA®/! nternetTM

http://www.stat-usa.gov

• NPR recommendation: "Build a Business and Economic Information Node for the Information Superhighway."

• First online October 1994

• NTDB and EBB content merged on

http://www.stat-usa.gov • Thousands of single users • Over 500 site licenses • FDLP now allows two-workstation access

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2000 Federal Depository Library Conference - Proceedings

USA Trade CD-ROM®

Fie E* View fiiir TIME SERIES

item: Value (S) |DIST: 00 Total. All Districts CTRY: 0000 World Total TIME SERIES Jan-Feb 1998 Jan-Feb 1997

B-ln|x|

Vegetable Plaiting Materlola I Products Nesol

Animal or Vegetable Fats. Oils Etc & Waxes

Edible Preparations of Meat Fish. Crustaceans Etc Sugars and Sugar Confectionary Cocoa and Cocoa Preparations Prep Cereal. Rour. Starch or Mlllc Bakers Wares

Prgp Vegetables, Fryit. N<rts or Qther Pl^nt P^ris Miscellaneous Edible Preparations BeYgfjggs, Spirit? m<i yinenar

Fffod IntltfstrY Rgyidues S WB3tc: Prep Aoimsl Fegd Tgbaccg and Man ufsptu rg ^) Tflt> jipyQ gMfr gtUwIes Sale Sulfur Earth 8 Stone: Lime & Cement Plaster Ores. Slag and Ash

Miner;)) Fuel. Oil Etc; Bitumin Subst; Mineral w^x

Inprq Chem; Prec 8 Rare-Earth Met S Padioact Com| Organic Chemicals

Pharmaceutical Products

7,400,021

F1 7.528.081 134.729.073

87.058.119

72.855.836 195.068.359

322.583.743

355.495.164

239.715,471 890,248,937

1,012,091.310 237,744.257

154.068.829

1.877,639.938 867,145,968

2,988,560,294

1,129,531,550 381,540,939

5,338,130 310,017,147 133.625.250

92.121.974

78.086.646 186.590.128

358.096.205 379,232,627

240,078,457

890,324.605

1.075,401.405 250.601.565

150,540,047

2,147,713,445 811,157,359

2,874,222.149 976.014.292

533.772,034

[|TIME SERIES: 2/2 items shown lActive Cell; Jan-Feb 1998

USA Trade CD-ROM®

• First published March 1998

• Contains U.S. Merchandise Trade

• Combines valuable data with a dynamic

software engine that allows the user to maneuver data with ease • Available on the day of release • FDLP dropped in FY2001 . Content is on Census U.S. Merchandise Trade CD-ROM

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2000 Federal Depository Library Conference - Proceedings

http://www.usatradeonline.gov

Oata Bank

e x p orts - FebiMa^^^^

Sive Definition^ I'.

'^"''^ Feb 2000 Jjn 2000

U»ii!*iJ S-drig.Jorr, Wo till Tot J

I

I.! Totjl

rotjl

.Vr.jtntiru

USA Trade® Online

• Available online March 2000

• Contains U.S. Merchandise Trade

Combines valuable data with a Internet- based software engine

Data available on the day of release Royalty issues made FDLP access difficult

in FY2001

Show me the trade datal

demand. Online.

New Directions

• Completing new academic-oriented companion document to STATUSA/lnternet

• Negotiating for OECD data • Negotiating for U.S. Industrial Outlook

• Redesigning STAT-USA/lnternet to ensure compliance with Section 508 of the

Rehabilitation Act

• Developing Spanish language Web site

Issues

• Fugitive documents (A Basic Guide to Exporting, U.S. Industrial Outlook, etc.)

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2000 Federal Depository Library Conference - Proceedings

• Health of information agencies (NTIS, STAT-USA)

• Encroachment on information industry

Contact STAT* USA!

Phone: (800) STAT-USA

E-mail: statmail@mail.doc.gov

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2000 Federal Depository Library Conference - Proceedings

Balancing FDLP Access with Library Missions and

Community Mandates

Cynthia Etkin

U.S. Government Printing Office Washington, DC

Abstract The importance of the free flow of information

in a democratic society was recognized very

early in our country's history. The Founding

Fathers thought it essential that the citizenry be

informed about its Government and its workings so as to allow effective participation

in the democratic process. This belief provides

the foundation of the Federal Depository

Library Program (FDLP), which can trace its roots back to 1813.

Laws, regulations and guidelines governing

depository libraries and the geographic

distribution of the libraries themselves have

access to Government information at the core. Throughout the Federal depository designation process the library's director must indicate a willingness to provide unrestricted public access to the depository collection and

services. By signing the final papers and

entering the FDLP the library is legally obligated to provide such access. Access is paramount, and if a library is found to restrict access it will be placed on probation

automatically. What must be accessible? There must be unimpeded access to the library building and

the library must be in compliance with the Americans with Disabilities Act (ADA).

Collections and services must be accessible.

All patrons, regardless of age, must be able to view resources in the tangible collections, electronic information, and have the bibliographic access to find these materials.

The Government Printing Offices recognizes

that a library's environment is constantly changing. Circumstances may no longer be as they were when the library first became a depository library. Potential conflicts to the

library providing unrestricted access may arise from internal and/or external forces. These

forces can be offset and access does not have

to be problematic.

First, the depository coordinator should communicate regularly with the library's administration. Administrators need to be aware of changes at GPO and with the Program and how these changes affect local operations. The depository coordinator should ensure that clear written policies be in place and revised as necessary. This not only protects the library should an incident arise; it also informs patrons

of the parameters in which they can use the

library and its collections. The depository should not operate in a vacuum and the depository coordinator should be aware of the

library's culture and participate in the development or revision of strategic plans, vision documents, library policies, and mission

statements. The depository collection and services should be promoted. Let users know what you can

provide them rather than continually telling them what you cannot.

Finally, the library's signage should be viewed

as a promotion tool. Look at signs with fresh

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2000 Federal Depository Library Conference - Proceedings

eyes and remove those with chilling effects. Also eliminate instances where the absence of

signs, unbeknownst to the patron, restricts access. A balance between the access required of Federal depository libraries and conflicts with

library missions and local mandates can be

achieved, and the public will have access to the Government's information as our Founding

Fathers envisioned.

Title 44 Mandate

§191 1 states, "Depository libraries shall make

Government publications available for the free use of the general public ..."

Instructions to Depository Libraries

"Providing free access by the general public to the resources of the documents collection, including electronic resources, is a fundamental obligation of all depository

libraries ..."

Designation Agreement

The depository designation process stresses the importance of public access through: • Letters of recommendation

• Letters of support '

'

• • Depository checklist of minimum

requirements

• Designation acceptance letter

Outwardly Visible Symbol

THIS LIBRARY IS A CONGRESSIONALLY DESIGNATED

DEPOSITORY FOR U. S. GOVERNMENT DOCUMENTS.

PUBLIC ACCESS TO THE GOVERNMENT DOCUMENTS

COLLECTION IS GUARANTEED BY PUBLIC LAW.

Access to . .

.

• The library building - Unimpeded access - ADA compliance

• The depository collections and services - Tangible collections - Electronic information - Bibliographic Access

Potential Conflicts

• Internal factors - Influences within the library in which

the library administration or personnel have the ability to change

• External factors - Influences beyond the library to which

the library administration or personnel must respond but do not have the

authority to change

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2000 Federal Depository Library Conference - Proceedings

Internal Factors

• Library mission

• Library policies • Security • Equipment

Library Mission From a public library: We welcome and support all people in their enjoyment of reading and pursuit of

lifelong learning. Working together, we strive to provide

equal access to information, ideas and knowledge through books, programs and

other resources. We believe in the freedom to read, to

learn, to discover.

Library Mission From an academic library at a private

institution: The mission of the University Libraries is to provide University of [...] students,

faculty, and staff with information

resources and services that enable them

to succeed in their academic pursuits. How to Balance

• Provide input if mission statement is revised • Devise a separate statement for the depository

How to Balance From an academic library at a state institution: The Library enables individuals to seek

information and use it effectively to enrich

their lives. The Library advances the

University's mission of teaching, research, and service by:

• Ensuring quality service to all patrons • Teaching information skills that lead to academic success and life-long learning • Building collections of distinction that support academic programs

• Providing leading technologies that enhance access to information resources How to Balance

Mission statement from a law library: The [...] School of Law Library serves primarily the curriculum and research needs of the faculty, staff, and students of the School of Law. Beyond those, the staff endeavors to serve the needs of the University community, the legal and library professions, and the general public. How to Balance

Mission statement for a depository: The [...] government documents area serves a two-fold purpose. First, to support

curricular and research needs of the [...] campus community; and second, to provide access to Government information

to persons living in the 7th district of

[state]. However, any library patron can

access the collection. [...] has been a Federal depository library since 1957.

Library Policies May . . . ® not mention depository collections or

services • make inconsistent demands on users • create a "chilling effect"

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2000 Federal Depository Library Conference - Proceedings

Library Access Policies

[...] faculty, staff, and students need to show or swipe their [...]Card to enter many of the [...] Libraries. It is also important to carry your

[...]Card because you will need to show it when you borrow books, use reserve materials, use the Library's computer labs, etc.

Please note: Access policies vary by library and may change during reading and exam

periods. Restrictions on access to a particular

library may be necessary because of seating

limitations, reduced staffing levels or for reasons of security and safety.

Visitor Access to U.S. Government Documents

in the [...] Library Center Weekdays/Evenings: Access is unrestricted

until 10 pm. Visitors are invited to use the

Library's collection of depository documents

and are asked to sign a log book and show a photo ID. Weekends/Holidays: We ask visitors who

need to use U.S. depository Government

documents on weekends or holidays to consult with [...] reference staff in advance, if possible, so that we may determine if the materials needed are easily available and that staff are on hand to help. Please call [...] Reference at [phone number] or e-mail us at [e-mail address]. How to Balance

• Should embrace all library collections/services • Exclusions should be noted and explained • Provide input when policies are created/revised • Devise a separate policy for the depository • Make all library policies available in one

place

How to Balance Here are descriptions of select policies for the

Libraries:

• Circulation and Fines Policy - Description

of loan periods, sanctions & service charges, recalls, reserves, holds, and

replacement charges. • Collection Development Policies -

Description of goals, collection types,

criteria and standards for selection. See

also the Materials Suggestion Form.

• Conduct Policy - Description of nonpermissible activities in the libraries. • Disabled Student Services Policy -

Description of services provided by the

Libraries and registration of disability with Disabled Student Services Department.

• Eagle Card Policy • Food/Beverage/Tobacco Policy

Description of acceptable drink receptacles and restriction of food and tobacco consumption.

• Group Study Rooms and Meeting Rooms

Policy • Policy on Children in the Libraries -

Defines age range requiring adult

supervision. • Policy on Use of the Instruction Room

• Policy Statement Regarding Controversial

Library Materials • Public Service Policy for Government

Information in Electronic Formats and

Information Access

Security

Libraries are responsible for maintaining the

security of library patrons and staff, materials and equipment. Restrictive policies are often a

result of aiming for a safe environment.

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2000 Federal Depository Library Conference - Proceedings

How to Balance

• Educate staff about access obligation • Have a log book for patrons to sign • Have policies in place - Policies required by FDLP

- User Behavior - Acceptable Use How to Balance Who may use the library? When the law school is in session, the law

library is open to the public from 8 AM to 5 PM weekdays and on Saturdays. During these

hours, anyone may use the library for legal research. After 5 PM, and all day on Sunday,

only [...] students, faculty, alumni, and patrons

using Federal depository documents may use

the law library. IDs are checked at the library entrance in the evening and on the first floor of

[...] Center on Sundays. For more complete

hours, including holidays and dates the library may be closed, see the complete Library Hours

page. Equipment

• Not having the appropriate equipment can

restrict access - Microfiche readers - Computers - Printers How to Balance

• Minimum Technical Requirements

• Old equipment

• Assistive/adaptive technology

• Depository Library Public Service Guidelines For Government Information in Electronic Formats

• FDLP Internet Use Guidelines

External Factors

• Institutional policies • Federal, state, and local codes

Institutional Policies May ... • require restrictive or "chilling" signage • block computer use • require IDs • require fees

Institutional Policies Law Library Access

[...] University Law School restricts building access during evenings and weekends to law

faculty, law students, law staff and authorized

library patrons. The building is OPEN on Monday through Friday from 6:30 a.m. to 8:30

p.m. Building doors are locked all other hours

[evenings, weekends, holidays, etc.] and

authorized cards are required for access. How to Balance

• Provide alternative means of access • Have additional signage for depository usage • Educate those who staff entrances about

access • Designate a computer for access to Government information • Conduct mediated searches • Fees cannot be charged for access

Federal, State, and Local Codes

• Require accessibility or accommodation

• Require filtering or blocking software • Permit fees to be levied

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2000 Federal Depository Library Conference - Proceedings

How to Balance

• Know what's required for ADA compliance - http://www.access-board.gov » Have written policies in place • Conduct mediated searches • Ability to turn filters on/off • Provide fee exemptions for those using

depository resources Written Policies

• Access

• Sen/ice in Electronic Environment

• Internet Access

• Collection Development

• User Behavior

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

#policies Model Access Policy

Federal Depository Library Suggested Model Access Policy prepared by Chicago Law Librarians March 1994 The Law Library recognizes its obligation under 44 U.S.C. §1911 (1988) to "make Government publications available for the free use of the general public." In order to conform to this requirement, the following

access procedures will be followed:

1 . Members of the public wishing to use depository materials shall be admitted to the library without impediments. For most

effective access, depository patrons are urged to see a reference librarian during

regular service hours.

2. The library will prominently post the depository emblem or signage indicating

that the library is a Federal depository and

that Government publications can be used by the general public at no charge.

3. Depository patrons shall receive reference

service which is comparable to that provided to other library users.

4. Depository patrons shall have access to depository Government information in all formats available in the library. (Equipment needed to use non-print formats will be

provided.)

5. Users of depository materials may be

restricted in their use of other parts of the

library collection that are not part of the depository collection.

6. To insure the personal safety of all library users, persons wishing to use the depository collection may be asked to sign

in or to provide identification when

entering the library/building. They will not be denied access if they are unable or unwilling to produce identification.

7. Depository patrons will be expected to display appropriate conduct as library users. The library reserves the right to remove any disruptive patron. Conclusion A balance between FDLP access and conflicts with library missions and local mandates can be achieved. Access will not be problematic if you:

• Communicate regularly with library administration • Have written policies in place • Are aware of library's "culture" • Promote depository collection & services • Have good signage

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FirstGov - What It Is and How It Works

Thomas Freebairn

U.S. General Services Administration Washington, DC

First Gov A metaphor: A Skyscraper & Its Lobby

The Information How to get to it

It's in the skyscraper Go to the lobby first

First Gov Where is government information?

Imagine all the government's publicly

available information being in various rooms in a skyscraper.

It is an imposing task to find any

particular piece of information, so we'd

like to make it accessible, even inviting. If you know exactly where it is, you can go directly to that floor, that office.

If not, we're here to help.

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2000 Federal Depository Library Conference - Proceedings

Making information easy to find

That's the metaphor. The following slides describe

how it will work.

Remember one thing: FirstGov will help you get started and be a familiar place if you get lost. And, it will provide answers to some obvious queries.

Also remember, the government's Web pages are hosted and managed by the Federal agencies, who

will welcome FirstGov having helped you navigate to their Web site.

The 3-Facets of FirstGov

1 . The Front Lobby

The citizen 's first entry to FirstGov.

3. The Brand

2. The Back Room

Where copies ofthe government 's Web

pages are stored to enable rapid

searches. How commercial

search portals get

"certified"

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2000 Federal Depository Library Conference - Proceedings

Fixst ,Gav|

The Lobby: a good place to start

First Govi

1. The Front Lobby QgnBICP

The citizen 's first entry to FirstGov

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2000 Federal Depository Library Conference - Proceedings

2. The Front Lobby: How it might work.

[ Think of it as a multiple page portal: Let's tip this page and look at it as the "top" page in a series of pages. As most people do now, we can click on a button on the top page and be taken to lower pages.

2. The Front Lobby: How it might work.

Topic Button

These specific pages of "topic lists" would reside at an agency, either for

that agency's information or as an

interagency topic list, organized by

subject (e.g. trade, toxic waste.) Actual Web Pages

(residing in the host agency.)

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2000 Federal Depository Library Conference - Proceedings

First GoV^

That's how the lobby IBIi©^ might

work . . . with its concept of a multiple page portal.

Now, let's look at the second part of the 3-part

idea that is the FirstGov system, the very

important "Back Room." That is where

information from all those floors, rooms, file spaces is kept. Let's look in.

First Gov

2. The Back Room (Fed-Search)

Where copies oftlie government 's web pages are stored to enable rapid searches.

The Fed-Search

project will spider or crawl to as many as 100 million agency web pages. Copies will be

brought back to the

Big dB

Eric Brewer's Fed-Search NPO

(Not-for-profit Organization)

The

Fed-Search Big dB

(Database/ Index)

Other branded

search

portals

... see slides 23-28for a description ofliow commercial web searches work and how

FirstGov searches would work.

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2000 Federal Depository Library Conference - Proceedings

First Goy^

One more digression ... to part 3 of the

3 -part FirstGov system, Branding. Along with the Lobby (QIQII^ ) and the FedSearch Back Room, this whole Firstfiov concept

will use a unique branding approach.

We expect private sector partners to operate their

own portals that will be permitted by the

government to use the FirstGov brand.

Here's how that will work.

First Gov

3. TheESKIBrand

How search portals might get certified to provide assurance to users

#111%

Certified Partners a

WKRP Press Table A press-orienled portal designed for working

journalists

Lib of Cong: FirstGov A portal designed for users

familiar with asdfsda sdlj asdfa afa

.

Private or other public portals may use the FirstGov brand in exchange for meeting certain conditions. These portals will innovate to offer the best search environment to their customers.

Certification Conditions ^abbreviated description):

1. INTEGRITY; must use the government information "as is"

2. FREE ACCESS: must provide uninterrupted free access

3. PRIVACY: must not track individual actions on the site. 4. POSITIONING: not associated with inappropriate content

5. ATTRIBUTION: must attribute to U.S. Government

6. ACCESSIBLE: must comply with Section 508

7. FEEDBACK CHANNELS: establish methods for user feedback.

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2000 Federal Depository Library Conference - Proceedings

First Gov- Now back to the lobby or main

portal igiQligi

Let's look at the DRAFT mock-up and see how each

module might work. First, we'll see a full page

mock-up and then show one slide for each module.^

Remember, this FirstGov.gov main portal page is just a draft. The whole

FirstGov system will be designed by design professionals.

Pull-poge ''mock-up" of how the moin

Firstfiov.gov page could look.

EfOV f?gov Your first click to digital government

Welcome! Thanks for taking this first step. This

site is designed to allow you a range of actions from a quick search to guidance on where to go

next. For those who like to For those who like search by keyword: to search by topic: For those who prefer to use Certified Partners

Go right to the Concierge FEEDBACK / COMMUNITY Module TELL US what you think, what you

think about the Certified Partners, general? Participate in moderated chat

ant? Click here to see what others

th| Agency sites, about FirstGov in loms about FirstGov.

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2000 Federal Depository Library Conference - Proceedings

1. The Front Door The citizen 's first entry to FirstGov r

J'To get to FirstGov, users

simply type* FirstGov and

get to the main portal. Then, they can choose from

several options.

i

,gov Your first click to digital government mkeyword: topic: Q^rVfi^ rW\ izE mGoright to the Concierge

Users may also type FirstGov.gov or FirstGov.net or .org or .com and get to the main portal.

1. The Front Door ne citizen's first entry to FirstGov Pointers to a few Bis Places

One option is a simple set

of buttons to take the

user to the Legislative, Executive or Judiciary

sites.

These sites would be maintained by the "owner." As an example,

the White House could maintain

the Executive site, Thomas could be the destination when the user

clicks on "Legislative Branch."

P^v' "^.gov Your firs clict< to digitol go«nniTi€nt

For thoM who like For those

to search by tike to saarc k^Y^ord: ^ooic .^^ 1 < 1 r®

»ho For Ihoie who

h by profer to use Cenined Partners 1 \ > \

1 . 1 Go right to the

k 1 "ffl 1 Concierge

rniHi

iIlI. us ohm you think. wl£t>w S^n tliink atoul the Ccn.ncd Knli^ #!lOov in general? Participate in moj

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2000 Federal Depository Library Conference - Proceedings

l.The Front Door ne citizen's first entry to FirstCov

Another option is a

simple, classic keyword

sexxrch, which will be done on the Big dB. Results will be returned

in the familiar form.

Keyword Search

Your first click to digital government

Ilk* to search by profsr ti topic CgfTfffgtf Pflrtoss ce:

fEEPff ACK'CPMMVMTY^

TELLUS»hil you think,

1. The Front Door ne citizen's first entry to FtrstCov

Another option is a

szarcy\ by topic. The

user could click to a page

full of locations showing other pages where

government information has been grouped by

topic.

Pages would be specific to an agency

or be a combined page where various agencies had banded together to provide easy navigation to government

information for specific subject areas.

Topics

.gov Vour first click to digital government

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2000 Federal Depository Library Conference - Proceedings

First Gov L The Front Door The citizen s first entry to FirstGov 1^

1 The Certified Portal Partners

Users can select a particular Certified Portal Partner from this list. These companies will have

tailored their portal to support" customer needs.

One or more portals could be general purpose sites. Others could tailor their look and feel and their content to specific constituencies.

;',g0V Voup first click to digital government

^^^^^^^^^H 1. The Front Door ne citizen $ first entry to FirstGov ^^^^^^^ „ , |\; 1 j Tlie Cottcierge Biiietln Board 1 | ( The Concierge will

I periodically select topics

1 or subjects of special

1 interest.

PPrirst pSv FTgov Voup first click to digitol government

For those who lik« For those who For those who

One button might take the user to a site where all agency press releases had been listed. Another might take you to a site where

information for a particular emergency was listed. Another might have collected useful information about exporting products.

to sesrch by like to search by prefer to use keyword: toolc Qini"^ ffrtnm r<i --^^ J

iSSfek 1 1 Go right to the Concierge

lllllll FirstGov in gcnerBl? Panicipatc in mol crated chat twms about FitBtOov

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2000 Federal Depository Library Conference - Proceedings

1. The Front Door The citizen 's first entry to FirstGov The Feedback Section

"Learning in the Internet age means you are in charge ofit. Users will be able to learn from others and provide comments about all aspects

of the site.

The FirstGov team will moderate the online discussions.

Partners, users, and agencies will be

responsible for responding to useful

criticism.

Voup first click to digital govennnwnt

keyword: topic:

pr«for to u» nn

fEEPBACK'CQMMWITYMFirst Gov: How do searches work?

The following 5 slides describe how searches

work in the commercial sector and how we

imagine searches working in the FirstGov

system - very similarly, in fact. The first 3 slides describe the process using

the huge Inktomi scalable search engine. The

next 2 describe the process we see for

government Web pages.

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2000 Federal Depository Library Conference - Proceedings

How Searches WOlt mextssiides) A Typical Commercial Web Search Sequence

Before anyone ever asksfor a search ofany kind, a lot is happening in the "hack room.

" A major search engine (in this example, Inktomi) is out there "spidering" or "crawling" all the worldwide web sites. It brings backfull-text, and text-only, copies ofthe sites ' web

pages. This full-page text is stored in the Big Database.

A Typical Commercial Web Search Sequence

Info Portals Users access Info Portals, which usually access a big search engine.

Inktomi

Big database

(500+ million pages) (51

'4

Information Seeker

AOL Govt.. Guide

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2000 Federal Depository Library Conference - Proceedings

A Typical Commercial Web Search Sequence

Information Seeker

The Big database returns a list of "results" to the

user, based on her search criteria. These resuhs

are short summaries of the web page plus a "URL", which is the address of the original web page. When the user selects a "result" and clicks on the URL, she goes

directly to the site of the original web page and this page shows up on her screen. Now the user is directly connected to the original web site.

BowSeareliesWPffM

a

a

a

a

A Typical FirstGovWeb Search

Sequence

Same system : after 'crawling' and

'spidering' the government pages,

full-text copies are brought back

to the Big dB.

The Fed-Search Big dB

(Database/

Index)

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2000 Federal Depository Library Conference - Proceedings

How SearellCS Work a Tvplcal FlrstGov Web Search Sequence

a

Same process: user gets results via a user-friendly

portal, either the FirstGov.gov portal or one of the branded sites to which the FirstGov.gov portal guides the user

.

URL

The Fed-Search Big dB

(Database/

Index)

Keyword

Topics

IiracpcHowiy Citizen WKRP Press Table

I Lib of Cong: RrsiGov

BuckeycGowPlaoB

ni4 01lkiSl,ill'ljllH(lMl; Mcdii^l Sthof'J ciiipl)ijsi/i)ig

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2000 Federal Depository Library Conference - Proceedings

National Transportation Library

Janice W. Bain-Kerr

National Transportation Library Washington, DC

I bring you greetings from the Bureau of Transportation Statistics and the U. S. Department of Transportation, the parent agencies of the National Transportation Library (NTL). I am pleased to be with you today and

to provide you with some background, and a

status report, on the National Transportation

Library. As a long-time academic reference and fee-based information service librarian, I am mindful, as we develop the NTL, of your

needs and requirements as primary points of access to Federal information. Some of you have heard presentations that have been done at ALA and SLA conferences over the past two years. These focused heavily on the background and the need for the NTL.

Today, our presentation is couched along the

lines of GPO's and other Federal agencies'

efforts in determining appropriate performance measures for Government Web sites, as discussed in the August 1 5 issue of the FDLP

Administrative Notes, and tell you how the NTL is developing in relation to these performance measures.

Transportation, historically and now, plays an

important role in the development and

unification of the United States, and

increasingly, is a major technology transfer focus, as other parts of the world address their infrastructure needs and the technological,

social, and economic facets of developing,

rebuilding, or rethinking transportation policy and practice. The U.S. transportation information output, as measured by major

traditional resources such as reports,

legislation, regulatory documents, journal

articles, and trade publications, dates from the

Nation's earliest transportation legislation—the

Tariff Act of 1 789—and probably totals about a

million items-produced by both the public and

private sectors. Add to that the growing

electronic information resources and the count

swells. Thus there is, on the one hand, a need

to develop approaches to knowledge

management for today's transportation

researchers, practitioners, policymakers and the general public. On the other hand, there is an equally growing need for preservation and archiving this body

of information. Libraries and information

centers specializing in transportation are disappearing, and the body of transportation

literature that documents the history, public

policy, practice, and social and economic

development aspects of transportation is being

discarded, or perhaps even worse, quietly

disintegrating in back rooms and storage areas

for lack of funding and expertise to bring it under bibliographic control or preservation programs.

Transportation has not enjoyed the level of public investment to provide access, and to develop and preserve collections that we have

seen in agriculture, medicine, education and

other science and technology areas. For example, in 1998, it was estimated that transportation invested only $.40 per

transportation worker in information, whereas

medicine spent $13.30, and agriculture $6.00, per worker. The one major public investment that has been made in transportation information is the Transportation Research Information Service

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2000 Federal Depository Library Conference - Proceedings

(TRIS) a bibliographic database developed in the early 1970s by the Transportation Research Board with Federal and state monies. The NTL grew out of an awareness on the part of our parent agency, the Bureau of Transportation Statistics, one of the younger

operating units of the Department of Transportation, of these issues. This, together with their awareness, gained through several years of responding to what were supposed to be statistical data inquiries, that users of the numeric and statistical representation of transportation often needed more information beyond just the statistics and that many had no

formal library access to needed material, led

first to a fledging digital library and ultimately,

in 1998, to the legislative mandate, contained

in Sections 5109 (d), (e) , (g)(b) of P.L. 105-

1 78—the Transportation Equity Act for the 21st Century, to:

1. establish and maintain a National

Transportation Library containing a collection of statistical and other

information needed for transportation decision making at the Federal, State, and

local levels;

2. facilitate and promote access to the Library

for purposes of improving access to information and statistics, as well as sharing information throughout the transportation community;

3. develop in coordination with other

transportation libraries and public and

private information providers, and

4. by extension, to support the International Transportation Data Base to be developed

by BTS.

In sum, we have satisfied the first basic evaluative criteria: We have a legal mandate. However, the legislation doesn't mandate

dedicated funding, an example that many of

you know all too well: new programs without new funding! The second criteria—goals and objectives—is met, both in our legislation, and in our mission

statement, which is contained in our Five Year

Plan that is, in turn, a part of our parent group's

five year plan. Our infrastructure—the third criteria— is not so

clear. Funding, as I said earlier, is not dedicated. Organizationally, within BTS, we

will be reporting to the BTS Director through a newly created Office of Information, which

includes several specialized information

gathering and analysis groups, special studies, and the information technology group. The

recently hired NTL Manager, Nelda Bravo, will be joining us from the Illinois Regional offices of the FHWA in early November. Ms. Bravo is a transportation and information technology

specialist. We have several other positions ready to be advertised. These equate to library counterparts for collection development;

public services, and technical services. We

expect to advertise these shortly. Much of the work is, and will continue to be, done through

contracts, and here we expect to work closely with the library community on many of the

projects.

Functionally, we are organized into six operations:

• the digital library, • TRIS Online, • Reference, • DOTBOT,

• Union Catalog, and

• the National Transportation Data

Archive. Each has different staffing, technology, and communications requirements.

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2000 Federal Depository Library Conference - Proceedings

Briefly, let me touch on the criteria of site content in connection with each of these

operational areas. The digital library to date contains over 6000

electronic documents that are either created as such or are the product of our own imaging

operations. We are working on collection development policies and also a core

collection. I entertain grandiose fantasies about producing the transportation equivalent

of the Harvard Business Core Collection.

Essentially, we are dedicated to capturing

present, future, and retrospective materials that

reflect transportation policy, technology, and

practice in the U.S., and to a lesser extent, worldwide, for all transportation modes. The

process is selective, following fairly rigid

criteria, and we expect to use panels of experts

for the retrospective materials. We are on the third draft of an Order to be

issued via the DOT Office of the Secretary to have all DOT information products, broadly

defined, and their metadata, forwarded

automatically to us. This does not supercede

the requirement to send things to NTIS, to publish through GPO, or to mount on agency Web sites. Our move is aimed at capture and permanent access. We believe that the DOT

produces some 3000 transportation reports annually and that there are probably another 1500-2000 transportation and transportationrelated reports issued by other Federal agencies. The states, local and regional agencies produce

a significant body of literature as well, and that

is heavily reflected in TRIS. Journal literature output in transportation and transportationrelated subjects is well captured by TRIS, and we will provide full text links there. Trade

publications and association materials which meet our collection development guidelines, and where the publisher grants permission, will be available in full text; otherwise we will have

to rely on citations in TRIS and links from that component of NTL.

The DOTBOT, the NTL spider, is an InfoSeek

search engine, as is the NTL, incidentally. DOTBOT is only licensed at the moment to crawl through DOT Web sites. We have a temporary license to spider outside the DOT

and we are hoping the results will result in expanding the license to allow us to crawl through the additional 1600 Federal Web sites we have identified as having major

transportation content. Review of the spider's gleanings will also provide content for the

digital library. Persistent URLs are created for those items we wish to retain. The searches you do in each DOT operating administration's Web sites are being done by DOTBOT as well. We are using the Dublin Core Metadata

standards, and we hope to begin to input records to CORC soon, and perhaps to create MARC crosswalks. The Transportation Research Thesaurus, the TRT, recently developed under the Transportation Research

Board, is used for subject terminology. The TRT continuation is under discussion now, and

the NTL may take a leading role in advancing

its future. At the moment, the TRT is available on CD-ROM from TRB, and there is a plan to publish it in print. A multi-lingual version is also a goal over time. We've hit the point where we need to get serious about a corporate authority file and are beginning to work with one of the academic

transportation libraries on developing an

authority file that can be used for both TRIS Online and the NTL. The digital library is very much a work-inprogress. Our policy is to assign persistent URLs except where the item is a standard,

regulation, legislation in progress, guidelines or another material which may be continuously

updated and where it is critical, from our

perspective, that the user have access to the

latest version. We run a monthly program to

identify defunct URLs and have found that we

can retrieve most under their new URL or move them to the NTL with an NTL URL. The

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2000 Federal Depository Library Conference - Proceedings

site is authentic, official and timely, but not yet comprehensive. This is our work for many

years to come.

Content of the NTL was bolstered by the

loading, earlier this year, of TRIS, the Transportation Research Information Service, on the Web. Of the 500,000 records in TRIS, we have loaded 400,000. Licensing

restrictions at the moment preclude our loading

the international record component of TRIS, but we are hopeful that we will be able to do

so shortly, and conversations are ongoing at OECD, even as we speak about this. TRIS previously was available only on vendor

platforms such as DIALOG and SilverPlatter, or

to sponsors only. It is now free and accessible

to all users, and we are working on full-text links for some 70% of the records. Here we

must deviate a tad from the free content

criteria. About 40% of TRIS comprises

citations to journal articles and 27% are

citations to conference papers and other copyrighted association publications for which

royalties are required. We expect to provide

links to document delivery services which can

provide a major percentage of the cited articles and ILL links to transportation libraries that have agreed to participate. We will also be working on access for users without ready

access to libraries for ILL. The remaining content of TRIS is citations to technical reports in the public domain and we

are actively working with NTIS to link to the

reports in their database and to purchase the 10,000 or so they have imaged in recent years. These will be in the NTL digital library with

persistent URLs, and to NTIS for users who

wish to obtain copies. NTIS has provided us with a file of some 50,000 links in the

transportation arena and we are now matching them to TRIS "PB" numbers, and you will see more live links to the NTIS order system each

time you access the database.

The union catalog is in its early developmental

stages. We will begin with a project early next

year, in cooperation with the DOT Libran/, to bring the 23 libraries and information centers within the DOT, countrywide, under

bibliographic control and link them to the NTL. The union catalog will not, at this stage, have merged records, other than for the DOT

libraries that choose to have their holdings

reflected in the Headquarters Library catalog. We hope to begin to work with the larger academic transportation libraries on linking them shortly. Our Reference Service is our human interface with our users. They contact us by e-mail or by

phone, and we respond accordingly. There are

several reference librarians and several subject experts under contract to Netalyst who answer

the inquiries, and I work on some of the more

gnarly ones. We have followed the trend used by many e-mail reference services that are moving to forms-based input. The form is online at < http://www.bts.gov/cgi-bin/ntl/

ref/ref.cgi >

.

The Reference Service closely tracks the content of answers sent to users. From that information, and from scanning of transportation news, we hope to anticipate frequently asked questions, and address them

directly on the Web pages we maintain.

In particular, we now keep a list of hot topics on the Reference form. For instance, shortly

after concerns arose about Firestone tires, and

the subsequent link to Ford vehicles, we added

a FAQ for these issues. We expect over time to have special projects underway. At the moment our only one is a Web site dedicated to the overlap between

agriculture and transportation, with a focus on

rural transport. There are a few brochures for

this Web site for distribution. The Web site may be accessed at: < http://ntl.bts.gov/ ruraltransport>

.

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Over time, our total content will be more

complete. But I hope this will give you some

sense of the effort being mounted and our

goals and objectives. Design issues are still being addressed by the DOT and the NTL. Adherence to prevailing ADA and Federal security requirements will be

continuously addressed. As we add additional resources to the NTL - DOTBOT, TRIS Online,

the list of Transportation libraries, and the Union Catalog - we recognize that customers would like the option of a single point of access. We will be conducting tests to determine how best to present a unified search and browse interface.

Last week's release of the dynamic NTL is one

step in this direction NTL uses cookies in TRIS Online. We use them to allow users to assemble a "basket" or shopping cart of citations from searches for printing and review. We are shifting to session cookies, in keeping with Federal policy mandates. Cookies will be an ongoing challenge for TRIS

Online, since we intend to serve as a gateway

for full text and document delivery to numerous other sites. In keeping with e- commerce practice, these sites may use cookies in a variety of ways, and we have no

control over these sites. We do not share our usage data with anyone,

nor do we provide conduits for any third party cookies from our own Web pages. We do measure our usage. We measure

session use in TRIS and number of visitors to the NTL, and our reference responses. TRIS is averaging about 7200 user sessions per month. We respond to about 2000 reference requests monthly, and there are some 83,000 visitors to the NTL site monthly and about 217,000 hits on DOTBOT.

We are visible. NTL is the first answer when

searching Google for "transportation library;" the fifth on Northern Light, and one of seven

libraries listed in Yahoo's Home Business and Economy. FirstGov provides easy access to the NTL as does GPO Access. Marketing and outreach is ongoing within the

transportation community. We need to do more in the academic market and with local and regional bodies. Usage and questions

received indicate that we have a significant new body of transportation information end

users and one that is not a traditional research

library one. We have good children's and young adult Web

pages within DOT, and the Garrett A. Morgan

program is the primary point for contact with

the educational community. The NTL has been actively involved in promoting the GAM

projects within the components of the library community that interact with young adults, children, educators and media specialists. By

advertising the GAM transportation poetry

contest through the Web sites, listservs and

newsletters of these groups last spring, there were thousands of poems submitted. This year

the contest will focus on young adults and will be a Web design contest. We'll keep you

posted on this.

In closing, I'd like to share one of those poems

with you. It was written by Andy, a third grader from Ohio and kind of sums up how we

hope the younger generation, who will reap

the benefit of the actions we are now taking with the NTL, and will share Andy's view:

"transportation is cool."

Transportation Moves You

Transportation is cool. A bus takes you to school.

It is not a fake, A boat will float on the lake. You can walk on the street. By using your feet.

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You can go far. When you are in your car. You might ride in a train. You might ride in a plane. Transportation moves you. Whatever you do.

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The Digital Libraries Initiative:

A USA Federal Program of Research and

Applications

Stephen M. Griffin

National Science Foundation

Arlington, VA

Digital Libraries Initiative (DLI) http://www.dli2.nsf.gov Phase 1: Program Profile

• Sponsored by NSF, DARPA, NASA

• 1994- 1998

• Six university-led projects; similar project model for each

• $24M total over five years, ending fall 1998.

• A program of fundamental digital libraries research, testbed building and partnerships

Project/Research Focus

Carnegie Mellon University: Digital Video

Libraries • speech, image and natural language

technologies integration

University of Michigan: Intelligent Agent

Architectures • software agents; resource federation;

artificial service market economies;

educational impact

Stanford University: Uniform Access

• interoperability; protocols & standards;

distributed object architectures; interface design for distributed information retrieval

University of California, Santa Barbara: Geographic Information Systems

• spatially-indexed data; content-based

retrieval; image-compression; metadata

University of Illinois: Intelligent Search and the Net

• large-scale information retrieval across knowledge domains; semantic search; SGML; user/usage studies

University of California, Berkeley: Media

Integration and Access

• new models of "documents"; natural language processing; content-based image

retrieval; innovative interface design DLI Phase 1 Collaboration and Partnering DLI Lead Institutions: Carnegie Mellon

University of California, Berkeley

University of Illinois Stanford University

University of Michigan

University of California, Santa Barbara Flow of Resources, Technologies, Knowledge,

Intellectual Products Computer & Communications Companies

Digital Equipment Corp. Xerox Corp.

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2000 Federal Depository Library Conference - Proceedings

Xerox PARC

Intel Corp. Apple Corporation

Bellcore Eastman Kodak Co. IBM

Lockheed

Interconnect Tech Corp.

Enterprise Integration (EIT) Bellcore

Interval Microsoft Corp.

Bell Atlantic Network Services AT&T

Hewlett Packard

United Technologies

Softquad

BRS/Dataware

Spyglass

Hitachi

Publishers/Content Providers

Elsevier Science Group

Encyclopedia Britannica McGraw-Hill Publishers Dialog Information Services O'Reilly

WAIS, Inc. QED Communications

John Wiley & Sons

U.S. News & World Report M&T Publishing Tribune Company

UMI

Professional Societies American Math Society (AMA)

ACM

IEEE American Institute of Aeronautics and

Astronautics (AIAA) American Physical Society American Institute of Physics

NCGIA

Association of Research Libraries Other Universities SUNY Buffalo

University of Maine

University of Arizona Open University, U.K.

University of Wisconsin

University of Colorado MIT

Cornell University

Libraries Project Site University Libraries USGS Library Library of Congress

California State Library Sonoma County Library

St. Louis Public Library New York Public Libraries

International Organizations ERCIM

Primary & Secondary Schools

Project-local community schools

Fairfax County Public Schools

Winchester-Thurston School Ann Arbor Public Schools

Stuyvesant High School, NYC

Shasta County Office of Education Government Agencies and Labs DMA/CIO

US Navy

USGS

NASA/ARC

Research Agency of California San Diego Association of Governments

Other/Non-Profits CNR!

Environmental Systems Research Institute Mellon Foundation

Kellogg Foundation

Getty Foundation

Digital Libraries Initiative - Phase 2

• Core Sponsors: NSF, DARPA, NLM, LoC, NASA, NEH

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~$8-10 million/yr for 5 years (beginning FY98)

• sponsor a full-spectrum of activities: fundamental research, content &

collections development, domain

applications, testbeds, operational environments, new resources for education and preserving America's cultural heritage • address topics over entire DL lifecycle: information creation, dissemination,

access, use, preservation, impact, contexts • implement a modular, open program

structure: add new sponsors, performers,

projects at any time Program Goals: New DL research, technologies and

applications to advance the use of distributed, networked information of all types around the

nation and the world

DLI Phase 2 Collaboration and Partnering DLI2 Academic Institutions Flow of Resources, Technologies, Knowledge,

Intellectual Products Computer & Communications Companies

Digital Equipment Corp. Xerox Corp. Xerox PARC

Intel Corp. Apple Corporation IBM

SRI International Oracle GE

Interval Microsoft Corp.

Bell Atlantic Network Services AT&T

Lucent Technologies

Hewlett Packard

Informix Sharp

NEC

Hitachi Sun Microsystems

Healthwise Welch Allyn Government Agencies and Labs Smithsonian Institution US Navy

Los Alamos National Laboratory

National Park Service

California Academy of Sciences CA Env. Res. Eval. Sys. (CERES) CA Dept. of Water Resources San Diego Supercomputer Center uses

NASA/ARC

Resources Agency of California

S. California Earthquake Center Consortium of Research Libraries-UK UK Office for Library & Information Networking

Libraries/Museums

Library of Congress

California Digital Library New York Public Library NASA Ames Library uses Library Museum Fine Arts, Boston

Professional Societies Modern Language Association ACM

Oral History Association NCGIA

Association of Research Libraries Chicago Historical Society

Other/Non-Profits Mellon Foundation

Parkard Humanities Institute Getty Foundation Columbia Presbyterian Medical Center

International Organizations

EU/ERCIM

JISC

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2000 Federal Depository Library Conference - Proceedings

DFG

Content Providers CNN

The News Hour with Jim Lehrer Dialog Information Services Academic Projects Partners

University Arizona

University of Bath

University of Bristol University of California at Berkeley

University of California at Davis

University of California at Los Angeles

University of California at Santa Barbara Carnegie Mellon Columbia University Cornell University Eckerd College

Georgia State University Harvard University

University of Illinois at Chicago

Indiana University John Hopkins University

University of Kentucky

King's College, London

University of Leeds

University of Liverpool

University of Maryland

University of Massachusetts

University of Michigan

Michigan State University

University of North Carolina Old Dominion University Oregon Health Sciences University Oregon Graduate Institute of Science and Technology

University of Pennsylvania

University of Texas at Austin

University of South Carolina Southampton University Stanford University Swarthmore College

Tufts University

University of Washington

University of Wisconsin at Madison

Comparison of DLI with DLI - Phase 2 DLI - Phase 1 (1994-1998)

Research: broad, technology-centered

Testbeds: for technology research

Content/collections: donated to projects

Infrastructure: limited testbed development

Context: primarily user evaluation DLI -Phase 2 (1998-2002)

Research: refined technical scope; extend to new areas and dimensions in the DL

information lifecycle Testbeds: for DL research with added emphasis on interoperability & technology

integration Content/collections: increased emphasis on

content, collections development and management

Infrastructure: operational DLs with collections

of value to domain and other "communities" of users Context: understanding DLs in domain,

economic, social, international contexts The Federal High Performance Computing

and Communications Program, 1992-1996

• Early focus on speed and bandwidth

• Two dimensional thinking of early 1 990s

• Three dimensional thinking of mid-1 990s

Next: Advanced functional capabilities, wide

use

• Digital libraries must present vastly

different content at the use level yet maintain striking similarities at the digital

level. To do this requires interdisciplinary research at all stages of the content

lifecycle and layers of networking

infrastructure.

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Add context and structure to digital content in early stages of preparation

• adding metadata to digital content early makes a digital library much more useful and inexpensive than trying to create more

intelligent software to compensate for it later Challenges for Digital Libraries

• use the Internet to enhance creation, access, and usability of globally distributed content-of-value

• build information technologies to acquire new knowledge and understanding from

the world's stores of information • maintain the substance, form, and function

of information objects from source through network to user (skeuomorph) A Major Issue for Sponsors

What proportion of resources should go to:

1 . Efforts to make software intelligent?

2. Efforts to make content intelligible?

Worldwide Production of Original Content (Estimates, 1999)

Storage Medium TB/Year TB/Year Growth rate. Upper Estimate Lower Estimate Percent Paper 240 23 2 Film 427,216 58,216 4

Optical 83 31 70

Magnetic 1,693,000 635,660 55 TOTAL 2,120,539 693,930 50

Source: School of Information Management and Systems, University of California, Berkeley http://www.sims.berkeley.edu/how-much-info/

• Information technology is pushed by

research and applications in other

disciplines. • Computer Science is stressed by and

enlivened by engagement in new topical problem areas. • Interdisciplinarity beyond the sciences has much to offer. Changing Scales and Contexts of Interaction and Collaboration

• International collaborative efforts are

essential to achieving a content-rich, balanced Global Information Infrastructure. Issues must be addressed through

collaborations at many levels.

Making Global Digital Libraries Infrastructure Means:

• Merging intellectual perspectives • Dealing with heterogeneity at many levels • Achieving interoperability at many levels • integrating information technologies

• Building large collections of great diversity • Supporting functions beyond search and

query

• New conceptualizations of the future (imagination) • Global participation • Economic and IP models for new

information use

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Bui!ding Large Scale Operational Systems

® Our understanding of the impacts of digital libraries on social institutions and practices

is limited because we do not yet have

large-scale systems being heavily used to observe and analyze. • The reflexive behaviors of systems, supporting infrastructures and user populations become apparent when

millions of peopleuse digital libraries, not thousands. Making Digital Libraries Infrastructure Requires Dealing with Heterogeneity at Many

Levels:

• Objects, collections, services, platforms Making Digital Libraries Infrastructure Requires Merging Intellectual Perspectives

Traditional Libraries Stress: ® Service • Selection, Organization, Structure for Access

• Centralization, Standards • Physical objects & standard genres Contemporary Technological Capabilities (e.g., WWW) Stress: • Flexibility, Openness

• Rapid Evolution ® Decentralization (geographic,

administrative) • Digital objects, old and new genres Making Digital Libraries Infrastructure Requires ® Application of Integrated Technologies

• Building Large Collections of Diverse

Information • Supporting More than Query

• New Conceptualizations of the Future

(imagination)

Digital Libraries Initiative Project Highlights

• Basic Representations of Music & Audio

• Blobworld Update

• Open Archives Metadata Set • Alexandria Digital Library • Informedia-ll: Integrated Video Information

Extraction and Synthesis • Example of a Large Data Object:

Michelangelo's David

• The Digital Atheneum

• Cervantes Project Goals for the Future

• Gather information and build collections

(to better use what we have and discover what is missing...) • Create new global communities (to communicate and collaborate) • Make technology disappear (from our awareness and experience) The definition of "digital library" continues to evolve

Internet accessible digital objects (representing

text, data, documents, images, sound, video,

agents, databases, middleware...) with

sufficient identity, structure and contextual information to allow creating coherent

collections on demand to service the needs of diverse user communities (query, analysis, communication, collaboration, ...)

For More Information:

• Digital Libraries Initiative Home Page: http://www.dli2.nsf.gov/

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National Agricultural Library

Gary K. McCone

National Agricultural Library

Beltsvilie, MD

National Agricultural Library

• Serves As the Nation's Chief Agricultural Information Resource

• Provides Agricultural Information Products and Services • Coordinates a Network of Public and

Private Colleges

• Provides Leadership in International Agricultural Information Activities FY 2000 Key Statistics

• Budget: - $21 million Appropriated - $2 million Reimbursable • Staff: - 1 75 PTE - 60 (Contract)

Information Management Activities

• Acquire information (Collection) • Organize materials (Catalog) • Provide access to information: - Indexing (AGRICOLA) - Information retrieval professionals - Document delivery - www-delivery

• Archive and preserve NAL Collection

• 3.5 Million Items • 23,000 Journal Titles

• 70 Languages

http://www.nal.usda.gov/ag98/AG98.html

• 1970 -Present • 3.5 million bibliographic records - ~ 1 1,000 records linked to content • Worldwide availability

Library Services

• Reference Librarians & other Information

Specialists - respond to 40,000 -i- annual reference

transactions - produce information products - interact with targeted clientele to meet

their information needs

• Document Delivery - 160,000+ annual requests for documents - Electronic document delivery • Electronic Media Center - Bibliographic databases - CD-ROMs

- 350 Full-text electronic journals

National Cooperators

• Land-grant Community

• Agribusiness Community

• United States Agricultural Information Network (USAIN)

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National Center for Agricultural Law Research and Information (NCALRI)

• U.S. Department of Agriculture Grant

International Cooperators

• Food and Agriculture Organization of the United Nations - AGRIS (International Information Systems for Agricultural Science and Technology)

• Inter-American Institute for Cooperation in Agriculture • Exchange Partners

Electronic Information Initiative

• Access to Electronic Information • Convert Print Pubs to Electronic • Preservation of Electronic Media

• AGRICOLA on the Internet • Cooperative Programs

Agriculture Network Information Center (AgNIC) http://www.agnic.org

• Distributed network of 35+ partners • Organizing agricultural information on

Internet

Preservation of Publications

• USDA Digital Publications Preservation Program

• USDA History Collection

National Agricultural Library

• Maximizing access to information through

collaborative efforts and utilization of technology

• Protecting our research investment

• Ensuring and enhancing access to

agricultural information for a better quality

of life

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Products and Services from the United States

Institute of Peace Supporting International

Conflict Resolution

Ellen Ensel

U.S. Institute of Peace Washington, DC

Good morning. I'm delighted to be here to discuss with you products and services from

the United States Institute of Peace (USIP). For some of you, this will be an introduction to the work of the Institute; for all of you, I hope to provide more information and an update on

the Institute's activities, in particular, the partnership the Institute's Library has

established with the Government Printing Office (GPO).

First, I want to be sure all of you have picked up the blue folder packet, with a stapled set of Web page printouts on one side, and print publications and forms on the other side. The

audio-visual element of this presentation will be a Web page display, without benefit or hindrance of a live Internet connection, but in the packet I have provided you with printed publications designed to give you a sampling

of the type of work done at the Institute. (Publications include: the Guide to Specialists, the USIP Press Catalog, a flyer for the National Peace Essay Contest, a fact sheet about the

Institute, a list of free publications available and a form to sign up for the print and

electronic mailing lists.)

Briefly, let's look at the mission statement of the Institute found on the Web.

"The United States Institute of Peace is a nonpartisan, independent Federal institution created and funded by Congress to strengthen

the nation's capabilities to promote the

peaceful resolution of international conflicts. Established in 1984, the Institute meets its congressional mandate through an array of programs, including grants, fellowships, conferences and workshops, library services, publications and other educational activities."

This mission statement is spelled out in various ways in the products the Institute creates, both

in print and digital format, and the services it provides. Restated elsewhere, the Institute's mandate also emphasizes research and its implementation, as in the Institute's Training or Rule of Law programs. The U.S. Institute of Peace, like the Smithsonian Institution, is listed as a quasi-independent agency in the U.S. Government Manual, published by GPO.

USIP participates in the Federal depository system through some of its printed

publications, specifically the bi-monthly

newsletter PeaceWatch and monographic

series of reports called Peaceworks. The

Institute produces other print and digital publications which are not currently part of the depository system, and it is those items I plan

to concentrate on today. The Library's digital publications are also the subject of the partnership with GPO, which I mentioned

before and which I will discuss later. The handout of Web page printouts will walk

us through some parts of the Institute's Web

site and the digital publications. Let's begin

with a Web site index. It does not actually

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exist as a Web page because the Institute's Web site will be undergoing re-organization and re-design. I created one for you as a guide

to follow. As you can see, the Web site is organized by department or program. This is largely because the generation of content is decentralized; each program is responsible for the content on its portion of the Web site. I, for example, am the Webmaster for the pages

listed under Library & Links. Web Site Index

Highlights/Main USIP page

Current Issues Briefings and New Resources

Events and Archives Webcasts (Audio and Video) Newsroom and Archives On the Wire and Archives

Special Reports and Archives Guestbook

http://www.usip.org/usip.html

Publications USIP Press Catalog

Recently Published Books PeaceWatch (Newsletter) and Archives Peaceworks (Monographic Series) and Archives

Special Reports and Archives

http://www.usip.org/pubs.html Research Areas

Research and Studies Program

Bosnia in the Balkans (now Balkans Initiative) Religion, Ethics and Human Rights (now

Religion and Peacemaking)

Rule of Law

Virtual Diplomacy

http://www.usip.org/research.html Education Program

National Peace Essay Contest College and University Faculty Seminars Summer Institute for Secondary School Social Studies Teachers Curriculum Materials Featured Resource

http://www.usip.org/ed.html

Training Program

Training Program Activities and Contact

Information

http://www.usip.org/tr.html Grant Program

Types of Grants and Grant Cycles Grant Applications Funded Projects Grants Database

Grant Products

Staff and Contact Information

http://www.usip.org/grants.html

Fellowship Program

Types of Fellowships

Fellowship Applications Current Senior Fellows

Current Peace Scholars Former Fellowship Projects Contact Information

http://www.usip.org/fellows.html

Library and Links

Library Program Collections and Services

Library Staff and Contact Information

Internship Opportunity

Digital Library Project Peace Agreements

Truth Commissions

Annotated Web Links

Lists of Links to Related Web Sites http://www.usip.org/library.html About the Institute Description of the Institute Guide to Specialists Congressional, Media and Public Relations http://www.usip.org/aboutusip.html

Building for Peace

Introduction and Brochure for Capital Campaign

http://www.usip.org/headquarters.html

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Publications and Supporting Web Links A glance at the home page of the Web site two weeks ago (Oct. 12, 2000 USIP home page: <http://www.usip.org>) shows an emphasis on Yugoslavia's elections and right away,

points to several products available from the

Institute. Specific Institute events. Webcasts

and publications are featured: a Peaceworks monograph entitled Women in War and Peace:

Grassroots Peacebuilding is available here as a PDF file; several Special Reports (which are not depository items, by the way) are listed, the

latest being The Role of the Ambassador in Promoting U.S. Human Rights Policy Abroad. We link to the audio and video from Webcasts

of current issues briefings from here.

For a more complete overview of the publications available, we can look at the publications Web page (USIP Publications: < http://www.usip.org/pubs.html > ). Here we

have the online version of the USIP Press catalog (the print version is in your blue

folder). The Institute does, in fact, have its own

press which publishes books; two of the most

recent are featured here. These are not free, though, unlike the other publications online. The latest monograph in the Peaceworks series

is here, and I've reproduced some pages from

the PDF file for you in the handout. You'll find our mission restated, our Board of Directors

listed, other titles in the Peaceworks series cited and related publications listed. I've also reproduced the first page of the August

newsletter PeaceWatch in your handout.

In the print/PDF version of the Peaceworks, we

have tried to capture the thematic scope of the

series and related materials available. The

concept of related items is one that the Web

can handle well and one that I think the

Institute's Web site tries to take advantage of. Let's look at the latest Special Report (The Role

of the Ambassador in Promoting U.S. Human

Rights Policy Abroad: <http://www.usip.org/ oc/sr/sr000830/sr000830nb.html>). This link takes us to a newsbyte, aimed at journalists or

students who need a quick overview; and then

links to the full report with related links (The Role of the Ambassador in Promoting U.S. Human Rights Policy Abroad: <http://www.

usip.prg/oc/st/st000830/sr000830.html > ). The

newsbyte and the HTML version of the report also link to a PDF version of the report, the first page of which is reproduced in your handout. From the full report, we can link to a Web page

that I produced, (U.S. Human Rights Policy: Web Links: <http://www.usip.org/library/

topics/hr.html > ) This is one of several pages of annotated Web links that complement Special Reports written by program officers and

researchers on staff or fellows and research

assistants in residence in the Fellowship Program. All annotated Web pages that support reports link back to those reports and

thus illustrate further the concept of

interrelation. These Web pages typically include links to general resources. Government

agencies and international organizations,

selected documents, media and news sources, maps and guides. The categories of links for each page are usually determined by the nature

of the report. The human rights links page is part of a larger category of topical resources pages (Topical Resources: < http://www.usip.org/library/

topical.html >) produced by the Library. Another category is that of regional resources

(Regional Resources: <http://www.usip.org/

library/regional. html >). In line with the timely

emphasis on Yugoslavia's elections, this page

of annotated Web links is on (Supporting

Democracy in Yugoslavia: <http://www.usip.

org/1 ibrary/regions/dem_yugo. html >). The

categories here are atypical, mostly because

the report concentrated on funding sources and

recipients. The principle remains the same, however; the annotated Web links page,

intrinsically connected to the report, will nevertheless remain online as a publication in

its own right while complementing the report. This is one of the categories of digital publications produced by the USIP Library.

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Digital Library Collection A look at the USIP Library main Web page < http://www.usip.org/library.html > provides an overview of the mission of the Library and

its efforts toward building digital resources. A

more detailed description of this effort is found on the Digital Library in International Conflict Management Web page <http://www.usip.

org/library/diglib.html > including documents

related to peace agreements and truth commissions.

Digital Library Collection: Peace Agreements

First, we'll look at the Peace Agreements

Digital Collection <http://www.usip.org/

library/pa. html >, which currently contains 45

agreements covering 19 regions or countries. We'll look at one regional page for the peace

agreements as an example of what we hope to do in our partnership with GPO.

GPO-USIP Partnership The U.S. Institute of Peace Library is partnering with GPO to catalog digital documents created

or compiled (edited) by the U.S. Institute of Peace, beginning with documents created by

the Library. This would include the annotated Web links pages we saw previously, the peace

agreements pages and truth commissions

pages. This is a pilot project for a relatively small collection (about 50 Web pages) in which GPO will provide MARC records for these online resources. These records will become part of CORC, the Cooperative Online

Resources Catalog from OCLC, WorldCat, and

the Catalog of U.S. Government Publications

(formerly known as the Monthly Catalog). This

will facilitate access and increase awareness of these digital documents while aiding in the organization of Web and Internet resources. We are at the very beginning of this project and are in the process of working out the

details of how this will be done.

I have been working with Steve Kerchoff from

the FEDLINK network; he had been on loan to GPO for the last year. He proposed utilizing CORC to assist the GPO catalogers in their work. Inspired by the example of the Smithsonian Institution Libraries, Steve suggested I take the metadata I was already

putting into the source code of my HTML

documents and reorganize it as Dublin Core

elements. The GPO catalogers could then

harvest the digital document using CORC's

automated harvest feature and have a basic MARC record to work from. I want to emphasize that I am not a cataloger and I do

not intend to replace the work done by

catalogers, but I believe I can provide useful background information for a collection I know

well. How might this work? Here's an example.

This is the index Web page for Sierra Leone

peace agreements: <http://www.usip.org/

library/pa/index/pa_sierra_leone.html > . This

is the page that would be cataloged, because

this is the page compiled by the U.S. Institute of Peace.

Preliminary Dublin Core Elements Some preliminary Dublin Core elements that might be used include the following: < link rel = "schema. DC"

href = "http://purl.0rg/DC/elements/l .0/" >

<meta name = "DC.Title" content = "Title"

>

< meta name = "DC.Creator.NameCorporate"

content = " United States Institute of Peace" >

<meta name = "DC.Type" content = "text" >

< meta name = "DC. Format"

content = "text/htm I " >

< meta name = "DC. Identifier" content = "URI/URL">

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<meta name = "DC. Language"

content = "eng"> < meta name = "DC.Subject. Geographic"

content = "LC heading"

>

< meta name = "DC.Subject.Topical"

content = "LC heading"

>

<meta name = "DC.Subject.Keyword"

content = "Sierra Leone, Lome Accord, peace, peace agreements, peace accord, agreement,

digital libraries, digital library, international,

conflict, conflict resolution, interstate, intrastate, Revolutionary United Front (RUF), ECOWAS, Burkina Faso, Liberia, Nigeria, Ghana, Cote D'lvoire, Commonwealth of Nations, United Nations, Togo, Organization

of African Unity, OAU, July, 1999"> < meta name = "DC.Subject.NameCorporate"

content = "Organization/Government named" >

< meta name = "DC.Subject.NamePersonal"

content = "Persons named" >

<meta name = "DC. Relation" content = " Peace Agreements Digital Collection; http://www.usip.org/library/pa.htmr'> <meta name = "DC. Relation" content =

" Regional Resources;

http://www.usip.org/library/regions.html"> for regional links <meta name = "DC. Relation" content = "Yugoslavia:" Building Democratic

Institutions; http://www.usip.org/oc/sr/ sr990414/sr99041 4.html" > for annotated links <meta name = "DC. Description" content = "Peace Agreement Between the Government of Sierra Leone and the Revolutionary United Front of Sierra Leone (07- 07-1999); Statement on Signing of the Sierra Leone Peace Agreement, July 6, 1999 (07-06- 1999)">

<meta name = "DC. Date" content = "1 999-08- 19">date created <meta name = "DC. Publisher" content = "Washington, DC: United States

Institute of Peace" >

This is a preliminary selection of those elements we wanted included in the cataloging

record. I welcome any and all comments on

the use of Dublin Core, including corrections. Of course, the harvesting is not perfect, so

there are still several problems and details to be worked out, in collaboration with GPO

catalogers and additional guidance from OCLC's CORC staff. The catalog record

represents the collection of peace agreement documents for Sierra Leone. The actual agreement is online <http://www.usip.org/

library/pa/sl/sierrajeone_07071 999.html >

and access to the document would be through

the cataloged index page. The agreement,

created by the parties to the conflict in Sierra Leone, would not be cataloged separately.

Digital Library Collection: Truth Commissions

Similarly, the related Web pages fo^ Truth Commissions < http://www.usip.org/library/

truth.html > would receive MARC records. This main page includes background and

descriptions for 12 truth commissions and links to another page (Commissions of Inquiry: < http://www.usip.org/library/tc/tc_coi.html >)

for descriptions of 1 2 commissions of inquiry and related bodies. The main page also links to a page listing supporting documents <http:// www.usip.org/library/tc/tc_supdoc.html >

which in turn links to the full text of charters establishing truth commissions. This charter

establishes a commission for Chad < http:// www.usip.org/library/tc/doc/charters/tc_chad. html>.

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Webcasts and Virtual Diplomacy The Institute is involved in efforts to create a community of interested individuals working

for conflict resolution through the use of new

technologies. One example is the use of Webcasts for current issue briefings and other newsworthy events put on by the Institute. This program (Current Issues: Yugoslavia after the Revolution: <http://www.usip.org/oc/

cibriefing/yugorevo_cib.html >) was held following the recent Ytigoslavia elections and was broadcast over the Web in video and

audio, utilizing telephone conferencing for some of the participants and taking e-mail questions from the Web audience. These Webcasts are held in real time and later archived in both audio and video formats. Another effort that examines the use of technology for international conflict resolution

is the Institute's Virtual Diplomacy Initiative, < http://www.usip.org/oc/virtual_dipl.html >

.

This fact sheet identifies the mission of the

initiative "to explore the role of information and communications technologies (ICTs) in the conduct of diplomacy, particularly their effect upon international conflict management and

resolution. The Institute's practical objective is to extract lessons and insights for future

training of international affairs specialists, whether in government, international organizations, or the private sector." The

Virtual Diplomacy Initiative has produced

reports, conferences, panel discussions and

brought together experts and practitioners to resolve problems. Other Products and Services Other products and services from the Institute involve more traditional, but nonetheless, much in demand, programs involving grants, education, and fellowships. The Grant program <http://www.usip.org/

lgrants.html > spends one quarter of the

Institute's budget on grants for supporting

research, education, training and

"dissemination of information on international peace and conflict resolution." This Web page

describes the types of grants available and links to a list of funded projects by topic area or

region, a database of grants that have been

awarded, and a list of books produced from USIP grants. Applications for grants may be downloaded. The Education program <http://www.usip.

org/ed.html > Web page features some of its major projects, including the annual National Peace Essay Contest for high school students and the annual summer institutes for educators.

I've included information on the National Peace Essay Contest in your blue folders. The Fellowship program <http://www.usip.

org/fel lows.html > awards Senior Fellowships and Peace Scholar Dissertation Fellowships to individuals to conduct research on issues concerning international conflict and peace.

This page describes the nature of the

fellowships, projects undertaken, and current

fellows and peace scholars.

I've included an example of the Institute's e- mail Pingme mailing list, which is sent out approximately once a week to inform

interested individuals of announcements of new Institute programs, events and resources.

Instructions for subscribing are at the bottom of the message. (To subscribe to the Pingme USIP

list, send a message to: < listserver@usip. org> . In the body of the message write: subscribe pingme your e-mail address.) The Guide to Specialists, < http://www.usip. org/oc/gts/gtshome.html > which is included in the blue packet in print form, is also online, although here is an instance in which the print

is ahead of the electronic. The print publication is the new guide; the online

version is from last year, but will soon be

replaced and should have the same URL. This

is perhaps the single most comprehensive

publication describing the work of the Institute

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and the expertise of its staff and fellows. It describes six interrelated activities of the

Institute (supporting policymakers, training today's diplomats, educating America's youth, breaking down barriers, raising public awareness, and applying cutting-edge technology), the Institute's resources, and many

of the programs and Web resources I've talked about today. The last Web page is that of Library Services < http://www.usip.org/library/libservices. html > ; I want you to know that the library is open to the public and all of us on staff are happy to help with questions and any other

assistance we can provide. I welcome your comments and suggestions for ways in which we can improve our services and products.

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Creating Government Document Displays

Mary L. Nere

Minnesota State University, Manl<ato Mankato, MN

It is good to see so many in the audience

today. That tells me that you value print resources, as well as etectronic formats! Government documents contain a wealth of information. We need to encourage their usage! Our library users should be informed as

to what is available in the "document world," and one of the best ways to do this is through

the creation of document displays. There are other reasons for promoting your collection through the use of displays. After a few months of displaying, I think you will find that

library users will be checking out your display area to discover the latest topic being

highlighted, and you may actually be bringing

people INTO the library for this same reason.

Also, I think displaying your materials encourages library users to check out items that they normally would not. There are several things to consider when one

is thinking of embarking on display creation.

First of all, it is important to evaluate the amount and type of space available. An

effective display can be designed for either a small or large area, although, of course, there

will be some limitations in a smaller area. The

types of space may vary. Tables, walls, or

display cases may be available - or possibly all three! Display cases are wonderful for displaying archival materials or visual items

that may "walk away" if not under a lock and

key. However, tables do have their advantages. I like the fact that documents can be displayed openly and therefore library users can pick them up, page through them, study them, and check them out if desired.

Your budget may effect the extent of your

display. It will probably determine whether you will have simple or elaborate displays. For

instance, whether you can invest in a display

case. It may also be a part of your decision as

to the frequency of your displays, whether they

are bimonthly, monthly, or a long-term exhibit. Another point to consider will be the amount

of time you have to devote to creating displays.

It does take time, but there are shortcuts you

can take. One of those is to enlist the help of student workers or volunteers whenever

possible. Also, be sure to save ideas, signs, bibliographies, etc., from all displays for possible use at a later date when you feel swamped with other things. Now it is time to get it all together! Some of the supplies you will need may include: tabletop book stands, poster-size floor stands, 3 or 4-panel hinged display boards, fabric or

tablecloths for draping (color is important), boxes to drape cloth over for a three- dimensional look, posterboard, foamcore,

construction paper, markers, etc. Once you have some supplies to work with, you can go on to choosing a topic. Some

places to get great ideas for displays are newspaper articles, student assignments, campus events, and Chase's Calendar of

Events. After you have an idea, decide on a

title to define your display. Then pull related documents from your collection. You may find

that you need to adjust the title as you

progress. Sometimes you may find too many

documents and will need to narrow the scope,

or you may find too few and will need to

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broaden it or even change your idea completely.

After you have decided on your subject, you

are ready to gather information. You may want

to incorporate resources besides government

documents, such as books from other

collections, or pamphlets from non-profit organizations. Check the Internet for facts,

statistics, or graphs related to your topic. Include Web site addresses related to your

topic in your display.

Next, you will want to start making or gathering visual materials. These will probably

include: a large title sign, smaller signs with

captions or descriptions of individual materials or groups of materials, photos or copies of photos, graphs, maps or newspaper clippings, posters from the collection or requested from government agencies or non-profits, and any

objects related to your topic. There are also a couple of things you will want

to think about when assembling your display.

If you are using any valuable items or documents from archives, for instance, be sure

to place them in a locked display case. Some

visual items do tend to walk off. Check on the

library's insurance coverage. Also, if borrowing items from a private party, have the lender sign a loan agreement. You will also want to consider the preservation

of the items you are displaying. All light damages materials; diffused or deflected light is best. You may want to invest in special

preservation lighting for your display cases. Turn off lighting in your display cases whenever possible. Temperature and humidity can be a problem in tightly closed display cases. A cool, relatively dry atmosphere is best to avoid fading, curling, buckling, and mold problems (45-55% relative humidity, 65-75 degrees F.) Small squares of

silicone may be used to maintain ideal conditions in a case. You may want to use the technique of encapsulation to enclose any

archival document sheets or maps.

Finally, you may want to develop a library display policy, if you don't already have one. Now, you are ready to begin. Initially, displaying Government Documents can seem

challenging. However, knowing a few tips and

tricks can make it easier. Also, having a Web

site to refer to when you have exhausted your

brain is a big bonus. So. ..get your creative

juices going... and have fun!

Resources:

Franklin, Linda C, Library Display Ideas. McFarland, 1980

Heath, Alan, Off the Wall: the Art of Book

Display. Libraries Unlimited, 1987

Tedeschi, Anne C, Book Display: a Library

Exhibits Handbook. Highsmith Press, 1997

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Government Documents Displays (and the

Displaying of Government Documents):

A Case Study

Mary Sue Lovett

St. Olaf College

Northfield, MN

[The presentation accompanies a Powerpoint

Presentation, which slides are referred to throughout this written proceeding. Additional props referred to include: a binder with

additional pictures and signage; a picture file; and a sampling of display boxes and binders. Special thanks to Don Bezanson, Documents

Associate, and Jodie Crofts, Senior St. Olaf

Student.] Good Morning. I am Mary Sue Lovett, a Reference Librarian at St. Olaf College. Like most of you, I wear many hats. I am the liaison to a number of academic departments,

including English and Art, and conduct

bibliographic instruction sessions for them and

others, as well as for our First Year Seminars and a few local High School mentoring

programs. I spend one-third of my time at the reference desk. Outside the libraries, I serve as chair on a College committee, speak at Chapel, work the chain gang at football games and am

one of the official scorers for the men's

basketball team. I do not participate in these

extra activities solely for the purpose of promoting the libraries, and, in turn, the Document collection, nonetheless the exposure helps.

I am the Government Documents Coordinator. What does this mean? I maintain the Web

page; learn something new everyday from GOVDOC-L and our Documents Associate; and use every means possible to incorporate our 27% collection into the classes I teach, and

into my everyday contact with students, faculty and the wider community.

St. Olaf is a liberal arts college with approximately 2,900 students. St. Olaf

Libraries are "teaching" libraries. What do

creative displays and attractive documents

have to do with scholarship and pedagogy?

Perhaps there is a study somewhere - perhaps

in the future. I only know that the collection is used. This presentation represents the work of Don Bezanson, the Documents Associate at St. Olaf, whose user friendly signage and creative touches dare the users to explore the

collection.

Let me set the stage. Most students, in particular First Year Students, come from

libraries that use the Dewey Decimal system. They enter college and are introduced to Library of Congress Classification—only our music majors seem pleased with this arrangement. Then they are faced with an

entirely different scheme; one that includes colons and slashes. At least the opening letters

in the SuDocs numbers make some sense. Moreover, thanks to Don, the St. Olaf documents collection looks different; inviting; enticing. The document collection is located in Rolvaag Memorial Library which houses all of our main collection except most music and

science: we have separate science and music

libraries. Our Web page directs the users to

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2000 Federal Depository Library Conference - Proceedings

the catalog, indexes and databases, library information, maps of the collection, and, of course the Government Documents Web page.

Most of our documents are cataloged. All of our documents are located on the 3rd floor (the main floor).

1510 St. Olaf Avenue Norlhfield, Minnesota S50S7

Questions? Need Research Assistance? Ask Us!

NEW! Send Interlibrary Loan requests online! Try out our nev

online request form on the Interlibrary Loan Web page. Our Hours | Maps of Our Collection About the St. Olaf Libraries

Library Departments & Personnel

Course-Specific Research Guides Government Documents

Halvorson Music Librap^^ Archives | NAHA j Kierkegaard Library Maps & Guides for Carleton & U of M Libraries

Library Review Documents | DRAFT Copyright Policy

SAGE - Our Library Catalog Indexes & Databases

NEW! Electronic Journals Research and Reference Sources on the Internet Other Library Catalogs

ST. OLAF COLLEGE Home Page

The main documents collection covers 4,550

square feet. As you enter from the main lobby

area, you are first greeted by a display area. The "topical" display area is 12 shelves and

bulletin boards along side of 20 shelves for current serials, 1 3 shelves for new books, and

2 shelves for a permanent GPO display.

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This is the current display. At the top are humerus and satirical political quotations (from

a book in the reference collection). VOTE is made from pictures of people and other

subjects meant to trigger an emotion and

reflect an issue. The government documents

on display include Campaign Guides, We the People, How our Laws Are Made, and Where's Dan Quayle? —I must admit, we occasionally may take a liberty in an attempt to coax a student to look further.

Previous displays have included a Valentines Day Display, each letter of the 1960's love symbol cut out of different red fabric surrounded by only documents with red covers. The caption read: Take a document to bed: exciting; safe; no regrets. Another was a display titled "Dinky Docs" and showcased

only the smallest of the documents.

To the left of these are Current Periodicals. I have a binder with me that includes additional

pictures as well as some documentation on how the original shelves were converted into

this display area.

Across from these the Maps are located in two wooden cabinets alongside two mounted map

boards, each 4x12 feet. Maps displayed on

these boards vary. A student finds the cabinets

user-friendly. Notice the largest (oversized)

rolled maps in the container to the right, each

labeled with SuDocs number and bar-coded. To the right of this is a two-drawer metal

cabinet housing PREX maps (set up as a vertical

file). The smaller CIA PREX maps are in binders in the Documents Reference area. All microform and CD-ROM's are also in this area.

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Each shelve is properly labeled with SuDocs

numbers, with occasional "helpful hints" which

Whenever possible, all books have clearly marked SuDocs labels on the binding. In this case the Congressional Debates. Some

pamphlets, such as Federal Motor Vehicle

do come in handy for the patrons. Duplicates

of these signs are also in the binder.

Standards and Regulations are in decorated

binders.

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The Bezanson Box Method

Save pictures: from bookcovers; catalogs; magazines (not from your library collection). Don crops them and files them under: Human

Figure, Abstract, Landscape, Solids, Wildlife,

Letters & Numbers. Use solid color pieces of book jackets to outline labels or as a

background for small pictures. (I have a

picture file with me today). Run #924 adhesive tape (two sided) down the

vertical sides of the picture. Make a title label either by word processor or copy or scan the logo from the publication. Most use titles only, and do not include the SuDocs number unless

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A box may include more than the title. If a joumal is continued by microform or otherwise, it is indicated not only in the catalog

record, but also on the box. For collections of pamphlets in various sizes, it may be necessary

to identify them by series of SuDocs. I have a few boxes with me that show these exceptions, including the Department of the Interior National Parks pamphlets.

In many cases, effort is made to match the

pictures to the topic: Survey of Current

Business, Women's Bureau. Some areas are portrait galleries: Congressional Record is Portrait Gallery. Congressional

Hearings are a black and white dog gallery, which I don't have a slide of, but do include a

picture in the binder.

This gives you a sampling of the St. Olaf Government Documents collection. It's our way to promote our collection, and it serves us and our users well.

After Mark talks about the Clearinghouse and how you can participate, please fill free to ask me questions and stop up to examine some of the props.

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Writing the Disaster Response Plan: Going

Beyond Sliouting "Help! HelpP'

Stephen Henson

Louisiana Tech University Ruston, LA

Librarians don't like to think about disasters damaging books and library materials. But a look at the library literature reveals a long list of disasters affecting libraries. These disasters include fires, floods, earthquakes, hurricanes, tornadoes, and workplace violence. Any of these disasters has the potential to harm the

library's collections, the building, the library employees, and the library users. In addition

to potential damage, the disaster may disrupt the services that the library offers to its users. Having a disaster response plan in place before

a disaster strikes can help the library minimize

the impact of a disaster and restore collections and services in an optimum time. A library disaster is a threat that might cause harm to the library collection, building, staff, or

users, or it is an unscheduled disruption of normal library services.

Library disasters may be dramatic:

• Fire • Flood

• Earthquake

• Tornado

• Hurricane • Bomb threat • Civil disturbance or riot • Work-place violence

• Hostage situation

Any of these disasters has the potential for damage to the library building and collections, or could result in a disruption of services. Some disasters, while less dramatic than the previous list, are equally threatening to the

library collection, staff, and users:

• High temperatures • High or low humidity

• Mold and mildew

• Pests • Asbestos These disasters, although subtle, still require valuable time and attention of the library administrators and staff. In addition, remedying these disasters can require considerable monetary resources from the

library. The disaster response plan is a document that describes the steps a library takes to prepare for and prevent a disaster and, should a disaster occur, the procedures the library will follow to respond to the disaster and recover from it.

In this paper, we will look at the following

topics:

• Objectives and Purpose of the Disaster Response Plan • Disaster Response Plan • Disaster Response Team

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• Emergency Instructions • Priorities for Salvaging Materials • Contents of the Disaster Response Closet • Disaster Response Reports • Special Problems during a Disaster • Format of the Disaster Response Plan On the 1999 Biennial Survey of Depository

Libraries, we were asked to respond to Question 1 1 : Does the library have a disaster response plan in which the Federal depository

collection is included? Of responding libraries, 57% answered Yes, 43% answered No.

Objectives and Purpose of the Disaster Response Plan

In writing a disaster response plan, it is important to keep in mind several objectives

for the finished plan:

• To anticipate possible disaster and

introduce measures to reduce the effects should a disaster occur

• To ensure that library staff are informed and trained in disaster procedures • To ensure that trained professionals frequently inspect the building • To ensure that disaster response procedures

are well planned

• To ensure that disaster supplies and equipment are on hand or readily available • To establish priorities to determine the order in which items are rescued and

recovered

• To establish contact with contractors and

consultants who specialize in disaster response • To ensure that normal conditions and

services are re-established as soon as possible after a disaster • To ensure that the library introduces feed- back mechanisms to evaluate the

effectiveness of the disaster response plan

A library disaster can occur at any time of day

or night. Thus, it is impossible to know in advance who will discover a disaster. It may

be a custodian, a security person, a stack page,

or a librarian. You should compile a disaster response plan that provides useful information

to the first person on the scene regardless of the person's expertise. The disaster response

plan should:

• Outline initial action to be taken in event

of a disaster • Outline long-term steps to complete a recovery effort • Provide contacts with personnel essential to a successful recovery During any emergency or disaster, the

protection and safety of human life must be the unquestioned first priority of all persons

involved with the salvage effort. Do not enter, or allow others to enter, a damaged or flooded

area until officials declare it safe. All library

staff and volunteers who assist in a salvage

effort should understand that they should never

risk their own safety to protect or rescue library materials. A human life, unlike books and

materials, cannot be replaced.

Disaster Response Plan The process of writing the disaster response

plan consists of four steps:

• Survey the library building and grounds

• Outline the disaster response plan • Write the plan • Revise, revise, revise

Begin the writing process with a survey of the

library building and grounds. Monitor indoor

air quality for temperature, humidity, mold, and mildew. Monitor the collections and

building for pests. Look for potential hazards

both inside and outside the building. Clean up

potential trouble spots such as obstructions

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near exits or old paint cans stored in mechanical rooms. Outside the building, look

for tree limbs that overhang the building or clogged drains on the roof or in the parking lot.

After a survey of the building and grounds,

outline the disaster response plan. Involve

library administrators, librarians, and support

staff in the process because any disaster in the

library will somehow affect all these groups. Everyone working in the library needs to have

an investment in the disaster response plan.

Identify the disaster response team, and assign

duties to the team members. Determine the

priorities for rescuing and salvaging library materials. Anticipate disasters that affect either small or large areas of the library, or that affect the community as a whole such as tornado, earthquake, or hurricane. During a major

disaster affecting the entire community, where

will the library turn for resources? Plan for damage to computers and electrical equipment. Establish a communications policy

that identifies the library's official spokesperson

as well as an official communications outlet. Contact suppliers, contractors, and consultants who specialize in disaster response to identify the services that meet the library's needs and

budget.

If you have done a good job in surveying the

facilities and outlining the disaster response

plan, writing the plan will be easy. Compile a phone tree of the disaster response team. Compile the list of priorities for rescue and

salvage. Compile a list of suppliers, contractors, and consultants with which the

library will do business. Finally, write down

all steps the library will take to recovery from a

disaster.

Revising the disaster response plan is an ongoing, never-ending process. To be

effective, the disaster response plan must be

current and accurate. You should review the

disaster response plan at least once each year and revise as needed.

Disaster Response Team

An essential part of an effective response is a good disaster response team. The disaster response team is an on-going group who work

constantly on identifying contractors and

consultants, refining recovery priorities, and

developing recovery techniques. Because of the members' work in advance of a disaster, the team is ready to swing into action when a

disaster occurs. Each team member has a

specific role to play. A disaster response team

might include the following members:

• Team Leader

• Recovery Specialist • Crew Manager

• Supplies and Transportation Manager

• Recorder

• Photographer

• Communications Manager

• Keeper of the Disaster Response Plan • Others as needed The Team Leader manages any recovery and

salvage operation and coordinates recovery

activities. After consulting with other members

of the team, the Team Leader determines the

level of response based on established

priorities and the scope of the disaster. The Team Leader handles publicity and public

relations such as requesting volunteers. The Recovery Specialist stays current on

recovery procedures by reading the literature and attending conferences and meetings. With

the knowledge gained through these experiences, the Recovery Specialist develops

specific recovery procedures for the library. By

training library staff and volunteers, the Recovery Specialist ensures that appropriate recovery and salvage procedures are followed. The Crew Manager assembles and coordinates work crews of library staff and volunteers. In addition, the Crew Manager controls the flow

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of materials into and out of the recovery center. Because breaks, food, and refreshments can

help improve the morale of work crews, the Crew Manager arranges for these amenities.

After a disaster, the Crew Manager should

recognize volunteers who help in a recovery

project. The Supplies and Transportation Manager, working with the Recovery Specialist, determines the supplies that the library needs

to keep on hand for immediate response in the event of a disaster. As the person in charge of the disaster response closet, the Supplies and

Transportation Manager issues supplies to work

crews. In addition, the Supplies and

Transportation Manager arranges transportation

of library materials that are sent to commercial

salvage companies. The Recorder maintains the list of priorities for recovery. This list is also included in the copies of the disaster response plan. The

Recorder tracks damaged materials sent from

the library building. In addition, the Recorder

corrects the library's holding records when

material is discarded. The Photographer helps document a disaster and subsequent recovery effort by

photographing or video-taping the damage to the building, collections, and furniture. It is important that the Photographer keep a careful record of the date and time of the photos or videos. When a damaged area is declared safe to enter, the Photographer should photograph

or video an area before any clean up work is done as well as after an area is cleaned. The Communications Manager operates the

library communications center and handles incoming and outgoing calls. The Keeper of the Disaster Response Plan, working with other members of the disaster response team, coordinates all activities concerning the disaster response plan. As the

principal writer of the disaster response plan.

the Keeper revises pages or sections as needed. The master copy of the disaster response plan

is held by the Keeper. At least once each year, the Keeper asks all members of the disaster response team to bring in their copies of the plan for review and revision.

In the course of writing a disaster response

plan, the library staff may decide that they want

or need other team members. Positions should be created and duties assigned as needed. Emergency Instructions

All library personnel should have a copy of emergency instructions that cover severe weather, earthquake, fire, flood, bomb threat, and work-place violence. The emergency

instructions should include evacuation

procedures. In the event of evacuation from

the building, the library should have a designated gathering point for all library personnel. At the designated gathering point,

officials can take a head count to determine if all employees got out successfully. In addition

to evacuation from the building, the emergency

instructions should include information on

evacuation to a designated emergency shelter.

Priorities for Salvaging Materials

It is essential that the library administrators and

staff agree in advance on the priorities for salvage. Because mold and mildew growth may begin within 48 hours of materials getting wet, the library must know in advance which

materials will be salvaged and which will not. The larger the scale of the disaster, the more

important the priorities become. In establishing

priorities, the library administration and staff must think of the library as a whole, not just in terms of a unit or a department. The priorities are important in the aftermath of a disaster to help everyone to work together on the recovery effort.

Several questions are important in determining

priorities for salvage:

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• Is the material critical for the ongoing

operation of the library? • Is the material available in another format

or another nearby collection? • Would replacement cost more or less than

restoration? • Is the piece rare or important to the

library's collection? • Does the piece require immediate attention (clay-coated paper, .vellum, or watersoluble ink)? When establishing priorities for salvage, there

are some suggested categories of material to consider:

• First priority. These are the materials judged essential to the library operation. Examples could include - Unique office files including personnel

files, financial records, and insurance

policies. Before establishing this material as a first priority, determine if some or all of the material is duplicated

in a central file for the city, county, or campus. You may find that portions of these files are duplicated and thus could be easily reconstructed. If so, that portion of the office file would be a lower priority. - Irreplaceable items such as unique books and manuscripts. - Record copy of theses and

dissertations. For decades, many

academic libraries have microfilmed

theses and dissertations. Some libraries are now digitizing them. Whether film or digital, it is a good idea to store a copy outside the library building.

• Second priority - Rare books - Microform master copies.

The library can establish as many levels of

priority as are judged necessary to the library's operation. Contents of the Disaster Response Closet To respond effectively to a disaster, the library should keep essential supplies on hand. Although it is not necessary to keep these

supplies in a closet, some level of security is important to keep materials from getting used

in everyday operations. The Supplies and

Transportation Manager controls the disaster response closet and issues materials as needed.

Keys to the disaster response closet should be

readily accessible at all times, even when the

library is closed. A list of materials to have on hand in case of emergency includes:

• Wet-dry shop vac

• Dehumidifier

• Electric fans • Heavy-duty, grounded extension cords • Plastic sheeting to drape book stacks and

furniture to protect them from a ceiling leak • Unprinted newsprint to cover work tables

to protect them from water stains • Freezer wrap for covering wet materials going to a commercial restoration firm • Waxed paper to interleave books with clay- coated pages

• Latex or rubber gloves • Small plastic buckets

• Paper towels and sponges

• Masking tape and duct tape • Scissors • CAUTION: DO NOT ENTER tape and

signs • Monofilament line (fishing line) to hang

signs • Dust masks

• Rescubes® and plastic milk crates for moving wet materials

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• Cleaning products and disinfectants

Disaster Response Reports

After each disaster, regardless of how minor, an

appropriate individual, usually the librarian responsible for the area where the disaster occurred, should write a disaster response

report summarizing the incident. Because the

disaster response report will create institutional memory about the disaster, you should write the report for the librarians who will work in the building five to ten years in the future. To

record the incident fully, the disaster response

report should include:

• The date and time of the disaster • The area of the library affected by the

disaster • A description of the disaster • An approximate number of pieces affected • The immediate response taken • The long-term actions taken • The amount of time rescuers spent on the recovery operation (person hours) • The results or impact of the disaster • A description and number of pieces

discarded, if any

• The financial impact of the disaster including human resources, supplies, replacement materials • The photographs or videos made by the Photographer The person writing the disaster response report should send copies of it to each of the following files or individuals:

• Library department or unit files • Appropriate library administrator • Keeper of the Disaster Response Plan The library administrators and the disaster response team should review the disaster

response reports annually to identify trends and

to determine the costs of disasters. By

analyzing the disaster response reports, the

library administration can establish maintenance priorities for the library building and grounds.

Special Problems during a Disaster There are special problems that need particular attention during the response to a disaster:

• Mold and mildew. The spores of some

molds and mildews are toxic to humans,

causing flu-like symptoms and even death. Anyone with asthma, mold allergies, chronic respiratory disease, or a compromised immune system should not

enter an area until it is clean, dry, and

tested for molds and mildew.

• Asbestos in the building creates problems. While dry flakes of asbestos can be cleaned from books, there is no recognized way to salvage books and library materials that are wet with water contaminated with

asbestos.

• Electric equipment and computers that have been wet should be treated carefully. Because of potential shock hazards, a professional electrician should check all circuits and equipment before the

electricity is turned on. Format of the Disaster Response Plan Consider creating two versions of the disaster response plan: a master copy and working

copies. The master copy, which should be

held by the Keeper of the Disaster Response

Plan, includes features that are not in the working copies. These additional features could include a purpose statement, the disaster response reports, and the revision table. By

contrast, the working copies, which are

distributed to the disaster response team and to

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public service points in the library, are stripped-down versions of the master copy and

are utilitarian. They have no material that does

not directly address disaster response. The

working copies have no introduction, no

purpose statement, and no disaster response

reports. The format of the disaster response plan can

help users understand instructions and take proper action. Make the plan easy to use. If the plan is hard to use, people won't use it. Don't make responders wade through verbiage

to find information. In formatting the plan, consider how it will be used. The person using

the disaster response plan is facing a disaster and will probably be under some stress. The

plan will probably have few prose paragraphs.

Instead it will consist primarily of lists, tables, charts, and floor plans. The writing style should be clear, concise, and

consistent. Be certain the reader can

understand the instructions you have written.

If possible, test the instructions on library staff and others to see if they can understand an

instruction without additional information. If the test subjects have questions or do not understand an instruction, rewrite the

instruction until the test subject understands it. Use the active voice and the imperative mood.

Use precise room numbers and other locations. Avoid acronyms; the person using the response

plan may not be familiar with library acronyms. Do not write an instruction that states "Go in the ILS office, and turn off the main switch." The responder may not know what ILS means

or where that office is located. Instead write an

instruction with a precise room number: "Go in room 105, and turn off the main switch."

In addition to being clear, the disaster response

plan should be concise. Don't use unnecessary words. There will be few

adjectives in the disaster response plan. Be

sure to include all relevant information without

floundering in unnecessary details.

The final key is to be consistent both in word

usage and page layout. By presenting the

material in a consistent manner, you help the reader understand the instructions. Be

consistent in the use of terms and titles. If you

refer to the Government Documents

Department in one sentence and in the next,

refer to the Government Documents Unit, the reader may question if you are referring to the same entity. Eliminate potential confusion by

consistent use of terms.

In addition to consistent use of terms, help the reader understand the instructions by using a

consistent page design and layout. A

consistent page layout gives the reader visual clues that help in understanding the

information. Consider using a bold sans serif face (such as Arial Bold) for headers and a serif face (such as Times New Roman) for text. In addition to being consistent in the use of typefaces, be consistent in the layout of the page. Put the title and other information in the same place on each page. The reader can then

anticipate where and how the instructions are presented. Use white space to guide the

reader's attention to important information. Make the plan easy to revise. If the plan is hard to revise, you won't revise it. Because the plan has to be current to be useful, the information in it should be revised as often as needed. In the next part of this paper is a list of sections that may be included in the disaster response plan. The plan will be easier to revise if each of these sections starts on a new

page. To make the plan both easy to use and revise, put the pages in plastic page protectors in a 3- ring binder. Use clear index tabs to indicate

sections. Date and initial every revision, no

matter how minor.

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Suggested Outline for the Disaster Response

Plan

At a minimum, a good disaster response plan

will include the following sections:

• Emergency telephone numbers

• Disaster response team members and

duties • Emergency instructions • Priorities for salvaging materials • Recovery techniques and procedures for salvaging damaged books

• Inventory of the disaster response closet

,

location of keys to the disaster response

closet • Disaster response reports (master copy

only) • List of contractors and service providers who specialize in disaster recovery • Resources such as large freezers • Distribution of copies of the disaster response plan • Revision table (master copy only).

Distribution of Copies

Distribute copies of the disaster response plan

to appropriate people and offices:

• Provide members of the disaster response team with two copies: one to keep at work,

the other to keep at home.

• Provide library administrators with two

copies: one to keep at work, the other to keep at home.

• Provide all public service points in the

library with one copy

• Provide library security with one copy

• Provide city or campus safety office with one copy

• Provide other concerned offices with one

copy.

My daddy always said, "Hope for the best, but

plan for the worse." If you are lucky, your

library will never need to use the disaster response plan. If, on the other hand, your

library does suffer a disaster, you will be ready

with information that should help achieve the

best possible outcome.

Selected Resources Books

Alire, Camila, ed. Library Disaster Planning and Recovery Handbook. New York: Neal- Schuman, 2000.

Kahn, Mariam. Disaster Response and Planning

for Libraries. Chicago: American Library Association, 1998.

Articles Hobbs, Lenora. "Chaos Limitation: Emergency

Response Plans." Public Libraries 30

(September/October 1999): 277. Moore, Mary. "Attack of the Killer Mold

Spores." American Libraries 30 (March

1999): 46-9. Morgan, G. and J.G. Smith. "Disaster Management in Libraries: The Role of a

Disaster Plan." South African Journal of

Library and Information Science 65 (March

1997): 62-71.

Page, Julie A. "When Disaster Strikes: First Steps in Disaster Preparedness." The Serials Librarian 36 (1999): 347-61.

Schaefer, Mary Jo Jecklin. "An Ounce of Prevention: The Importance of a Written

Disaster Plan." Texas Library Journal 71 (1995): 158-61.

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Schink, Michael Lee. "Selecting Disaster Recovery Software." Colorado Libraries 25

(Spring 1999): 38-9.

Wettlaufer, Brian. "Preparing a Library Disaster

Plan." Library Mosaics 5 (November/

December 1995): 8-10. Documents

Fox, Lisa L. Disaster Preparedness Workbook

for U.S. Navy Libraries and Archives; prepared on behalf of the Northeast Document Conservation Center for the

U.S. Naval War College Library. Newport,

R.I. : The Library, 1998. SuDocs: D 208.202:D 63

http://disaster.lib.msu.edu In left panel

select Sample Plans, then select U.S. Navy

Libraries and Archives Disaster Preparedness Workbook in either PDF or HTML version Chart Emergency Response and Salvage Wheel;

produced by the National Institute for the Conservation of Cultural Property in cooperation with the National Task Force on Emergency Response. Washington,

D.C.: The Institute, 1997.

http://www.heritagepreservation.org/

PROGRAMS/Wheell .htm

Internet sites (URLs checked on 21 September

2000)

Amigos Library Services, Inc. A Disaster Plan

for Libraries and Archives, 2000:

http://www.amigos.org/disasterplan.pdf Colorado Preservation Alliance. Disaster Recovery Plan.

http://felix.aclin.org/other/libraries/cpa/ articles/disaster/disasterplan2.html LALINC Task Force on Preservation and

Disaster Planning.

http://www.latech.edu/disaster SEFLIN Preservation and Conservation Committee. Disaster Plans on the Internet. http://seflin.org/preserv Scroll down to Various Disaster Plans SOLINET. Preservation Services. http://www.solinet.net/presvtn/preshome. htm

Stanford University Libraries, Preservation Department. CoOL: Conservation OnLine:

Resources for Conservation Professionals.

http://pal i mpsest.stanford .edu Western New York Library Resources Council. Western New York Disaster Preparedness and Recovery Manual for Libraries and

Archives. http://www.wnylrc.org/pub/disman.htm

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Questions for Reconsidering Depository Status"

A. Hays Butler Sheila M. McGarr

Rutgers University Scliool of Law U.S. Government Printing Office Camden, Nj Wasliington, DC

David C.R. Heisser Elizabetli M. McKenzie

The Citadel Military College Suffolk University Law Library Charleston, SC Boston, MA

Introduction: A. Hays Butler The Federal Depository Library Program is almost two centuries old. Most librarians would agree that this system has provided this country with very effective access to Government publications and Government

information during the last 200 years. However, the electronic revolution has raised many issues about the future of the program in general and, in particular, about the value of

participation in the program.

It is almost impossible to grasp the full magnitude of what is happening. Let me cite one eye-catching statistic. In October 1995, about 800,000 documents were downloaded

from GPO Access. In March 2000, 29.1

million documents were downloaded from GPO Access. That is in just one month. That

is a 30-fold increase in just five years. I understand that the monthly average is currently 25 million documents. That is close

to 300 million documents a year. It is mindboggling. How does this incredible electronic achievement affect the traditional depository program? As Government information has become increasingly available on the Web, many library administrators have questioned

the costs and benefits of continuing to participate in the program. What is the relevance of continuing to receive millions of

documents in print and continuing to spend

very substantial library resources on the processing and management of these

resources? Those are the questions we want to grapple with today. For those of you who are considering whether to retain your depository

status, we would like to present you with some

of the considerations you may wish to take into account in making this decision.

Let me explain the format we have decided to

use. Instead of having members of the panel address you sequentially, we have decided to use a question and answer format. I will present questions to the panel and ask members to take turns providing their perspectives on the questions. We have grouped the questions into several categories. Your handout includes the questions and you

might want to follow the questions on your handout as we move along.

Before we begin the discussion, I would like to introduce the speakers on our panel. All the speakers on the panel bring a lot of expertise to the issues we are considering in this program.

I am very excited they have agreed to come

today to share their experience and insights.

Let me start with Sheila McGarr. Since June

1 999, Sheila has been the Chief of the Library Division at the Library Programs Service at GPO. Prior to 1 999, Sheila held a number of positions at GPO involving the FDLP,

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including Chief of Depository Services and

Chief of the Depository Administration Branch. She continues to supervise the depository

library inspectors. Sheila received her MSLS

from Catholic University and her BA from Merrimack College. David Heisser is Reference and Documents

Librarian at the Daniel Library of The Citadel

Military College in Charleston, South Carolina, where he has worked since 1995. He has a MLS from Columbia University. He has been a documents librarian for most of the past 23

years and is currently Federal Relations Coordinator of the South Carolina Library Association. Last year David published an

article in Government Information Quarterly about depository library administrators' plans

for offering public services in the age of electronic transformation of Government

information. This is listed in your

bibliography.

Betsy McKenzie has been a law librarian since 1986 and Director of Suffolk University Law

Library since 1996. Several years ago, Suffolk decided to drop its depository status. Betsy was the Director of the library when this decision was undertaken. I think we are

fortunate to have Betsy here to share some of the considerations and issues that were

involved in this decision.

I would like to mention, in particular, two

aspects of Betsy's experience that are relevant

to the program we are presenting today. First, as a graduate student in library science at the University of Kentucky, Betsy had a graduate

assistantship in government documents. This experience was very influential in the development of Betsy's views concerning some

of the issues we will discuss today. The

second experience occurred while Betsy was

serving as Chair of Legal Information Services

to the Public Special Interest section of the American Association of Law Libraries several years ago. At that time, Greta Boeringer

approached Betsy about co-sponsoring several

programs concerning Federal depository issues. Greta is a former FDLP library inspector and

has strong views about the obligations that depository libraries have to the public. At that time, Betsy and Greta had a number of conversations that had an important impact on

Betsy's views when it came time to consider

Suffolk's depository status.

Let me note that we have prepared a bibliography. You can find extensive

discussions of the questions we will address today in the articles and materials cited in the bibliography. There is also a list of the questions I will pose to the speakers during the program, which you have, as a handout.

Question 1: Access to materials - Comments

by Sheila M. McGarr

a. What titles or categories of materials would a library lose if they withdraw from

the FDLP?

Everything! Free access to paid subscriptions

to STAT-USA, Environmental Health

Information Service, NOAA Climatic Data, etc. Legal reference materials in paper such as

Statutes at Large, U.S. Code, House & Senate

reports and documents; periodicals such as FDA Consumer, Social Security Bulletin; agency annual reports; and maps if you have a

selective housing site with a Geography or Geosciences Department.

b. How important is that material to library users? ESSENTIAL to the library's primary clientele AND the public. A depository library, depending on how broad its collection development is, gets a wide selection of materials free of charge in exchange for providing public access to the information.

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c. Can the information be obtained through

other channels and if so, at what cost? As an aside, I hope we are beyond looking upon the FDLP as only a "free book" program and that depositories remain in the FDLP for the knowledge and research value that government information products in all media

add to a library's collections and for the public good.

In an attempt to answer this question, Rob

Lopresti at Western Washington University took a random sample of shipping lists from

the first 4 months of 2000, then from each list randomly selected a document. Using the Catalog of U.S. Government Publications, Govbot, and the home page of the authoring agency, he discovered that about 48% of the sample was available on the WWW. Marcia

Gorin at Florida State University attempted to duplicate Lopresti's study and found that 45%

was on the WWW.

Depository materials are available through

other channels, but not all are available for purchase. There is ILL from a depository but

that won't help the "I need it yesterday" needs. Some materials can be purchased from GPO

and the prices can be obtained by using the

Sales Product Catalog at < http://bookstore. gpo.gov> or from vendors. GPO does not sell agency annual reports or certain periodicals, and for a tangible copy the library must get onto an agency's mailing list.

d. What material in the current collection must be surrendered if the library withdraws from the FDLP?

Potentially ALL OF IT! Realistically a small portion that the Regional depository "cherry

picks" to fill in gaps, replace worn copies, get duplicates of high use items, etc., in order to maintain a comprehensive collection for the

benefit of the state or region. The Regional may direct the former depository to offer major

sets to the Needs and Offers list.

e. Are electronic resources acceptable to ail of the library's users?

It depends. Are there electronic (online) versions of all the library's current tangible

selections? Does the library already have a Web presence for electronic "distance

learners?" Do users want "just-in-time" access

or "just-in-case" ownership? Do your users or the courts need official, authentic photocopies? Does your user community have the computer

or navigation skills to access online

information? A recent article in the Washington Post and also the report of panel 3 [External User Needs] of the NCLIS study [Comprehensive Assessment of Public

Information Dissemination Policies and

Practices] mention the need of computer skills for both librarians and patrons.

f. Are all materials suitable in electronic format? Not necessarily. Also there is the dilemma of cost shifting to libraries and the public

[computer workstations, software, printers, licensing fees, printing fees] versus generally one-time purchase of storage cabinets,

shelving, etc.

g. Will GPO and agency electronic sources be available indefinitely? Permanent public access (PPA) is an essential element of a responsible electronic information dissemination program. LPS is working with

other Federal agencies to raise public awareness. In fall 1999, GPO began quarterly meetings with representatives of the national

libraries (LC, NLM, NAL); other Federal agencies with major information dissemination programs (DOE, DTIC, etc.); and informationrelated organizations (NCLIS, Coalition on Networked Information, Council on Library and Information Resources), to advance the

goal of keeping electronic Government

information available to the public

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permanently. GPO hosts the PPA Working

Group Web site at < http://www.gpo.gov/ ppa>.

h. What plans are in place to guarantee permanent access to electronic Government information? GPO Electronic Information Access Enhancement Act of 1993 (PL 103-40) charged

GPO with developing mechanisms to enhance

public access to elecfronic information. One

provision is to operate an electronic storage

facility to which online access is made

available. The most visible is the production and maintenance of the Congressional Record and Federal Register for remote online access. Managing the FDLP Electronic Collection (1998) states that GPO is assuming

responsibility for key aspects of the life cycle management of electronic Government

information products in the FDLP. GPO wants

to preserve and provide continuous access to authentic, official, and reliable Government

information. Permanent public access is being

assured through documented partnerships with GPO, Federal depository libraries, and Federal agencies. In every case, GPO acts as the PPA

safety net for the external partner and

guarantees PPA to everything in the FDLP

Electronic Collection. Question 1: Access to Materials - Comments

by Elizabeth M. McKenzie

Sheila's point about the age of the depository is particularly good in this section. If we had become a depository in earlier years, or held

rare materials for some other reason, we would

have been much more likely to lose valued

items upon leaving the depository system. The

materials would also have been more difficult to replace.

I also liked the comments made about

electronic materials. Some materials are just not suitable in electronic format, at least until

electronic paper makes lengthy reading of electronic documents comfortable.

I am very worried about the continued

availability of electronic materials from the GPO and especially agency sources. Even if the materials are archived, which does not seem to be happening yet, the archiving

institution must commit to updating the format

as technology advances. Those of us with 5.25

inch disks or files in Wordstar format will understand the need to copy electronic documents periodically into the current format

in order to ensure continued access over time. Question 1: Access to Materials - Comments

by David Heisser

I can't underscore too strongly the great issue of archiving of the information. Some of the value of the individual depositories will be to archive hard copy documents. And the program as a whole should help to direct the archiving of electronic documents. I would

hope libraries would think hard about making

a contribution to that effort.

Question 2: Cost & Expenses - Comments by

Elizabeth M. McKenzie

The bibliography lists several excellent studies looking at the total cost to a library of

participating in the depository program. These

include such hidden costs as the need for more

highly trained personnel for acquisitions, processing, and reference services dealing with government documents. There are the costs of complying with special FDLP requirements such as time on the Needs and Offers lists before discarding unwanted material, or dedicating new electronic equipment to depository patron use. There is the more

indirect expense of constantly receiving unwanted documents because one must select the entire item number and accept everything

that is grouped there. Ironically, the more

serious the library is about providing real

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access to documents, the more expensive

participating in the FDLP becomes. The expense of maintaining a good depository

library is higher than many have thought.

Libraries are not receiving strictly "free" materials through the Federal Depository

Library Program. There are extra finding aids, such as Andriot's or SilverPlatter to buy, as well

as the hidden expenses mentioned above. With the migration of so much government

material to the Web, the benefit of participating

in the depository program is shrinking for those

libraries where the mission does not include

public access as a central value. Not

everything is on the Web, or ever will be. But

the more is there, the less reason may appear

to continue in the FDLP. Note my concern

about archiving and long-term access to this material. However, those materials that are marginal to my collection are tempting to get from the Web now and count on other libraries to warehouse it for later needs. The costs of withdrawing from FDLP must also be weighed. We must replace through paid

subscriptions the serial items we wish to continue receiving. Because of difficulties in ordering through the government, our library decided to pay extra and use a jobber to replace most government documents. For exact information on the added expense, see

the article I co-authored, which is listed in the bibliography. A library that is required to return materials to the Regional depository must also spend money to replace (if possible) those materials. There are other, unquantifiable costs to consider as well. We

lose the expertise of the documents librarian. Depending on the community, we may lose the status of participating in the FDLP, and the good will generated from supplying documents

to the larger community. Some libraries lose the ability to point to FDLP standards and

requirements to pressure parent institutions or communities into funding these purchases.

We did not save any money by withdrawing

from the program, even considering the personnel costs and other indirect costs to our

libraries. We did not eliminate any positions. Our former government documents librarian position was vacated and transformed into a

regular reference librarian. Our former documents processor moved to another

position in the library, and we replaced his position with a serials clerk. The serials clerk was needed because that department carried the long-term brunt of processing the materials we now receive from our jobber that formerly came from GPO. Although these replacement

positions are not as highly paid, we spent the savings and more on vendors. We pay for the items we receive now, and even something

extra for the convenience of using a jobber. Although we only receive items that we really want, and do not have the FDLP standards and

special requirements, leaving the FDLP was not

a cost saving to us at ail. I should say here that we left the program, not because of cost considerations, but because we were informed

that the new building would require ID cards

to access the front door and again to open the

elevators on the library floor. We considered

that this aspect of our new building would make it impossible to truly comply with the

obligation to allow public access on an equal

footing with our regular patrons. I feel strongly

that, having accepted the benefit of the depository program materials for my library, we have a reciprocal obligation to supply

access to those materials to the public. Question 2: Cost and Expenses - Comments

by David Heisser Being a depository entails investing in public workstations and other equipment that may be

costly to acquire and maintain in accordance

with GPO standards. But I have heard from many colleagues that, instead of being an

intolerable burden, the standards have helped

the library to justify purchases of high end equipment that will also be used for other

services-in other words, the standards have

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helped them obtain things they were

eventually going to need anyway.

Question 3: Library Mission and Public Service - Comments by David Heisser When it comes to public service, documents

librarians have always been zealots. The

phrase "Documents to the People" is not just a

slogan. It is a battle cry. Maintaining

collections of documents in paper and other formats has always entailed a strong service commitment.

So, if a library considers leaving the depository program, it should look carefully at its mission. My institution is a state college, so we'll offer public access and service no matter what

happens. And I have heard library directors at private academic institutions speak eloquently

of their schools' ongoing commitment to serving the general public of their communities.

In 1998, I visited 24 depository libraries, 8 each in three regions of the country, and I interviewed the library directors and documents librarians about how they expected

to provide public service in an electronic environment. These institutions included

public libraries and both private and public

colleges and universities. I was impressed by

the strong commitment so many expressed to continuing to offer service to the public. At some of the private academic libraries I was

told that their parent institutions had a policy of being a beneficial part of their communities, and that depository service was part of this. I found such strong positive statements that I suspected that, if the depository program died,

it would be a matter of the ship leaving the

rats. In recent weeks I have been back in contact with people at the institutions I visited

in '98. And although several of these have conducted or will conduct reviews of the

benefits of staying with the program, I am still hearing a willingness to offer some degree of public service.

But libraries are finding themselves compelled

by their institutions to measure and justify the

benefits and costs of remaining in the program and providing service to a public outside their primary clientele, usually meaning their tuition- paying students. A number of prestigious

private academic institutions in different parts of the country are watching the changing

situation very closely. As a matter of interest I'd like to ask-would

you raise your hand, if you work in a library where, if you were not in the depository program, your institution would probably

curtail or deny general public access?

In the paper environment there was a kind of

social contract whereby the library agreed to serve the general public in return for the valuable and hard-to-get documents. But the

deal may not look so appealing if most documents are made available to all on the Web. Of course, having information on the Web doesn't mean that people don't need

assistance in finding and using that information-or even in gaining access to the Web itself. There are still many people who

are not computer-literate. The Internet may

well increase the public's expectations for information and for service.

If your library is thinking of getting out of the program, I would urge you to gauge the impact

this will have on all your users, present and

future. And try to assess the effects on your

surrounding community. Will you continue to

assist the public? If you restrict access and

service, where can people turn for help? I think it is also worth considering what community you serve-now that the Web and

e-mail obliterate geographic and political boundaries. Congressional districts and even

state lines. You may consider what impact your

withdrawal will have on the depository program itself and its ability to serve the public. As a documents librarian I know that I am part

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of a great network of colleagues on whom I can count for their government information

expertise. The two shared regionals in my state give excellent and exemplary service, both

directly to citizens and through their backup

support of the selective depositories. I would

also suggest that you consider the impact your

leaving the program might have on the GPO

itself and that agency's ability to continue to

offer its special services to libraries and to the public nationwide.

If you do decide to leave the program, it would

be good to share your expertise with those

libraries in your area that will continue to serve

the public. This can be done through training, advising and referrals. Question 3: Library Mission & Public Service - Comments by Elizabeth M. McKenzie

Suffolk University is a private university, in a

large urban area, a short trolley ride from the Regional depository, Boston Public Library. We do not feel that we injured the interests of the document-seeking public by withdrawing,

since there are so many depository libraries to whose missions the public is central. It would

be a different matter if we were the only

depository for many miles. It would also be

different if service to the general public were a

central part of our mission. Law schools in particular have trouble with the public access part of the depository mission. As a group, we have been troublesome members of the depository community, often barring or restricting public access. See the bibliography for some articles on this issue. Our primary user group, the law students and

faculty, feel a strong sense of ownership in the law school library, and often complain about

use by even the undergraduates of our own

institution. There is, then, this inherent conflict

in the mission to our primary patron groups and the depository mission for public access.

There are some constantly troublesome members of the depository community that will perhaps benefit the program by dropping out. Law schools tend to select a small percentage

of the materials available (we were selecting about 1 1 7o), but among those are the most

expensive materials produced, such as Federal

Register, U.S. Reports, CFR, Statutes at Large, U.S. Code. I believe there will be a shake-out, with libraries leaving the FDLP for whom

public access was not central to their mission, and/or who did not strongly support the program either through selection of materials or spending to enhance access. I hope the

result will be a stronger depository program.

After our initial decision to leave the depository program was made due to public access problems in our new building, we saw

other advantages to leaving the program. In our old space, the government documents

were stored in a separate library area. It was

easy to restrict the documents users to that area. Though in practice, we did not really

restrict them, if there were security concerns or disturbances, it was easier to feel secure in expelling problem patrons from the non- document library space. We were also moving

from a fairly secluded residential section of town to a very public, high-profile location near the Boston Common. We anticipated that security concerns and disturbances might occur more frequently in our new location. With the documents integrated into the larger collection,

it would be more problematic to deny access

to worrisome public patrons. Question 4: Intangibles - Comments by

Elizabeth M. McKenzie

I think I touched on these above in some ways.

I am very concerned that GPO and the FDLP

remain strong. If librarians do not speak and

support the program, nobody will. No citizen

realizes that he or she is going to want a government document until the day comes. Only the library community recognizes the continuing importance of free public access to government documents. I would like to see

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the library community work with the GPO to support their efforts to archive electronic documents and keep them in viable formats. I sincerely hope that my articles and

participation on this program spark, not an exodus from the FDLP, but a shakeout of the marginal participants, and a re-commitment to the central mission of the depository program

by the remaining participants. Question 4: Intangibles - Comments by David

Heisser

I think it is worth considering the value of the aggregate experience of the depository

community, including GPO itself. I am one who is dubious about whether FirstGov or any

of the mega search engines will be able to do

the job by itself to satisfy the public's information needs. The depository program

has been a kind of nursery for training a lot of superb librarians, because of the variety and

complexity of documents work. And I include

areas such as familiarity with CD-ROMs and

other electronic resources, maps and GIS

applications, and much more. I would hate for the library world to lose that. The depository program is being and will be

rethought-and I would like to see enough

libraries remain while this rethinking and

eventual redesign is accomplished, so that a

revised and renewed program can continue to make great contributions. Question 5: Withdrawal Procedures - Comments by Sheila M. McGarr When a depository decides to voluntarily

relinquish depository status, the procedures, from GPO's perspective, are less complicated

than obtaining status.

1 . The library director writes a brief letter to the Superintendent of Documents (SuDocs)

stating the desire to voluntarily cease being

a depository. The letter is addressed to:

Francis J. Buckley, Jr. Superintendent of Documents (SD)

U.S. Government Printing Office Washington, DC 20401 A copy should also be faxed to the Chief, Depository Services, at (202) 512-1432, as that

office actually handles the paperwork and

expedites the process.

2. SuDocs replies to the library director reminding him/her that the depository

materials remain the property of the U.S. Government. SuDocs directs the depository to work with the regional

librarian on the disposition of the depository materials. A Federal agency or Federal court library follows the requirements of the Exchange and Gift Division of the Library of Congress and CFR 701.33(4) governing surplus property. The highest appellate court library of a state follows the guidance in the Instructions to Depository Libraries for handling

secondary copies.

3. SuDocs notifies the Regional about the

library dropping status and working with

the selective on the disposition of the depository materials.

4. If the library holds a representative or

Senatorial designation, the Member of Congress is also notified.

5. Internal GPO staff and the microfiche

contractors are notified to stop all shipments. LPS staff deletes item selections from DDIS, deletes the libraiy's directory and Web records, posts the information in Administrative Notes Technical Supplement, etc. These steps generally take 7-10 days from the time the letter is received in GPO.

Once the library and the Regional receive the

letters from SuDocs, the timetable for disposing

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of the depository collection is negotiated. The

disposition timetable is often 3-6 months but can last longer depending on staffing at one or both libraries. In general, the former selective depository provides two lists to the regional: 1) those holdings that the former depository wants

to retain; and, 2) those materials the library wishes to dispose of. The 5-year retention rule no longer applies. The regional will evaluate

the requests and direct the library in the proper procedures for discard or retention. For example, a list of major sets that the former

depository no longer wants to keep may be

posted to "Needs and Offers."

Retention of materials by a former depository is a privilege. A Regional may require the library to transfer specific volumes of the Statutes at Large, United States Reports, Serial Set, etc., to

it. Should a former depository appeal to GPO,

the SuDocs will support the Regional's claim. While the Regional has this right, it is not often exercised. Generally, the regional approves

both lists. Question 5: Withdrawal Procedures - Comments by Elizabeth M. McKenzie

While Sheila and the listed Web sites lay out

the process for withdrawal, I would like to comment on tips that make the process smoother. Our library began the process by

inquiring of the Regional and of Sheila what would happen if we withdrew. They were thus

alerted to the possibility well before receiving the official letter from me. I think the early contact made a lot of difference. It also made a difference that our library had a good record of compliance with the spirit as well as the letter of the FDLP rules. Our documents librarian was active in the community and knew the

regional and central administrators. I have to give huge credit to the folks at Boston Public

Library, our Regional, because they were just wonderful to work with. But I am sure that if we had a history of trying to evade our

responsibilities under the program, it would

have been a different scenario. It would

certainly depend on the outlook of the Regional administrators about withdrawing

from the program, as well as towards the

individual library, because the Regional is where the control resides about what materials have to be returned to the program. One comment about the length of time to complete the withdrawal: I was just stunned at the quickness of the GPO reply after I sent my

letter asking to withdraw. If you plan to leave,

set up all your replacement vendors before you

send the tetter (though you should have called ahead to discuss withdrawing! Sheila's story about hearing from a vendor that a certain

library was withdrawing was hair-raising!).

Selected Annotated Bibliography:

Evaluating the Federal Depository Library Program

By Elizabeth M. McKenzie

Blazek, Daniel, "Private Academe and

Public Depositories: Access and Promotion,"

Journal of Government Information, 24, no. 4

(1997): 285-311. A survey of private colleges and universities with depository libraries, looking primarily at public access and

promotional activities.

Boeringer, Greta, "Federal Depository

Library Status Dropped by Urban University Law School," Trends in Law Library Management and Technology, 8, no. 5 (Nov/Dec 1 997). A brief article about a hypothetical law school dropping out of the depository system in order to charge access

fees. The author worked at Pace University Law Library at the time of publication, but had

formerly been an inspector for the FDLP.

Dugan, Robert E., and Ellen M.

Dodsworth, "Costing Out a Depository Library: What Free Government Information?," Government Information Quarterly, 1 1, no. 3

(1994): 261-284. An excellent cost analysis

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done at Georgetown University. Compares the

institution's expenditures to the expenditures

by the GPO in supporting that depository. Includes a selective bibliography of cost analyses and depository libraries generally.

Faull, Sandra K., Cost and Benefits of Federal Depository Status for Academic

Research Libraries. Chicago: American Library Association, May, 1979. Also available as an ERIC document. This report is the earliest cost

analysis study, and inckides ARL member

libraries which were then depositories. The

information by now is aged, but the study is a model of cost analysis. It includes salary information for all staff working with documents, down to student assistants and

desk aides. It factors in length of service for the personnel. It also figures the floor space, equipment costs, outreach and "program"

costs, commercial reference tools, retrospective

costs for materials, cost for discarding

documents, cost for ordering documents,

cataloging costs, and number of questions answered using Federal documents.

Heisser, David C. R., "Federal Depository Program at the Crossroads; The

Library Administrator's Perspective," Government Information Quarterly, 16, no. 3 (1999): 241-259. An interesting survey of

directors and government documents librarians

at twenty-four libraries, in New England, Lower

South and Florida. The author actually visited and conducted in-person interviews, asking a

series of questions designed to elicit the

participants' opinions on the future of the depository program. Libraries included public

libraries, and public and private academic

libraries in each region. The author finds strong support for the depository program and

its aims, not only from the public institutions, but also from the private institutions.

Kahles, William, "Congress, Higher

Education and the U.S. Federal Depository Program," Government Publications Review 13

(1986): 233-242. A legislative history arguing

that the documents of twenty years show that Congress viewed the expansion of the depository program as assistance to higher education.

Kelley, Wayne P., "Commentary:

Access to Depository Materials," Law Library

Journal, 85 (1 993): 413-415. A short but pithy

article responding to recently published pieces

in the same journal, and arguing strongly that depository libraries have an obligation to provide real public access to documents. The

author was at the time Superintendent of Documents. The articles to which he was

responding (and criticizing) were: James E. Murray, "Limiting Secondary Patrons' Use of Academic Law Libraries During Examination

Periods," Law Library Journal 84 (1992): 365; and Barbara J. Snow, "When Goals Collide: Planning and Implementing a Restricted Access

Policy at the University of Michigan Law

Library," Law Library Journal, 84 (1992): 383. Kram, Lorraine, "Why Continue to Be a Depository Library if It Is All on the Internet Anyway?," Government Information Quarterly,

15, no. 1 (1998): 57-71. This is a very helpful

article. The author considers how much

depository material really is available on the

Internet, and the prospects for change in the

future. She looks briefly at the costs of being a depository and the potential savings of more

electronic distribution of government

information. Brief annotated bibliography of

cost analyses.

Larson, Kathleen T., "Establishing a New GPO Depository Documents Department

in an Academic Law Library," Law Library

Journal, 72 (1980): 484-496. Interesting view

of the beginnings of depositories in law school

libraries. The author urges us to "evaluate both

the benefits and drawbacks for such a step." She correctly spots that the primary drawback

for law librarians is the right of public access, but includes other issues such as shelf space as

well.

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2000 Federal Depository Library Conference - Proceedings

McKenzie, Elizabeth, Elizabeth Gemellaro and Caroline Walters, "Leaving

Paradise: Dropping out of the Federal Depository Library Program," Law Library Journal, 92, no. 3 (2000). In-depth discussion

of the process of leaving the depository program at Suffolk University. Includes cost

figures, details and analysis of the process and

results. McKenzie, Elizabeth, Robert E. Dugan

and Kristin Djorup, "Perspectives on... Leaving

the Federal Depository Library Program," The

Journal of Academic Librarianship, 26, no. 4

(2000): 282-285. A brief discussion of the process of deciding and withdrawing from the depository program at Suffolk University. Analysis of replacement costs. Morton, Bruce, "Doc Doldrums: A

Response to the Documents Librarians' Manifesto," Government Publications Review, 20 (1993): 245-247. Argues that the depository program is an entitlement program for libraries, and that the program would be better reorganized to recognize that fact.

Orr-Waters, Laura, "Love it or Leave it: Government Depositories in Law Libraries," Legal Reference Services Quarterly, 15(3/4) (1996): 133-145. Weighs the arguments for staying and for leaving the depository system.

Includes cost figures for replacing basic documents and a selective bibliography.

Ryan, Susan M. "Square Peg in a Round

Hole: Electronic Information and the Federal Depository Library Program," Journal of Government Information, vol. 24, no. 5 (1997): 361-375. Examines the history of electronic products and how this change in format is changing the meaning of dissemination for the depository program. Author discusses possible

roles for non-depository information services, and the future for public access to government

information. The author also has a book that may be of interest: Downloading Democracy: Government Information in an Electronic Age

(Cresskill, N.J.: Hampton Press, 1996).

Schlueter, Kay, "Selection of Government Documents in Law School

Libraries," Law Library Journal 71 (1979): 477-

480. Interesting for an early view of depositories in law school libraries. Author

surveyed law school libraries on the number

and type of depository items selected, and

found remarkably little consensus. "Documents should not be considered as being

free acquisitions even when available through

the depository system."

Smith, Diane H., Ed., Management of Government Information Resources in Libraries. Englewood, Colorado: Libraries Unlimited, 1993. Good chapters include

discussions of the issues created by the shift to distributing documents in electronic form, and

the costs and benefits of depository

membership to libraries. Way, Kathy A., "Quality Reference

Service in Law School Depository Libraries: A

Cause for Action," Government Publications Review, 14 (1987): 207-219. Studies the

quality of reference service in law school

depository libraries in the Los Angeles area. Notes the variation in quality and

completeness of answers given by the degrees

held by the reference librarians. The rationale behind offering depository status to law school

libraries was the higher quality assistance that could be offered by librarians with greater law

training.

Willis, Paul A., and Richard G.

Hutchins, "Law Libraries and the Depository Program," Law Library Journal, 65 (1973): 190- 212. Discusses benefits of depository

membership. Surveys 36 law library depositories on their selections. Interesting

illustration of law libraries' changing attitude toward depository participation.

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2000 Federal Depository Library Conference - Proceedings

GPO Policies, Instructions, Guidelines, and

Materials

A. Federal Depository Library Program

Background 44 U.S.C. Chapter 19

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

pubs/title44/chapl 9.html Keeping America Informed

h ttp ://w ww. access^, gpo . gov/s u_docs/fd I p/ pr/keepam.html

Snapshots of the Federal Depository

Library Program

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

history/snapshot.html

B. FDLP Electronic Collection Background

GPO Electronic Information Access Enhancement Act of 1993

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

pubs/title44/chap41 .html Managing the FDLP Electronic Collection: A Policy and Planning Document

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

pubs/ecplan.html

Study to Identify Measures Necessary for a Successful Transition to a More

Electronic Federal Depository Library Program

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

pubs/study/studyhtm.html

C. FDLP Rules, Policies, and Program Goals

Collection Development Guidelines for Selective Federal Depository Libraries http://www.access.gpo.gov/su_docs/fdlp/

pubs/fdlm/coldev.html

Depository Library Public Service Guidelines for Government Information

in Electronic Format

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

mgt/pseguide.html FDLP Guidelines for Substituting Electronic for Tangible Versions of Depository Publications http://www.access.gpo.gov/su_docs/fdlp/

col l-dev/subguide. html FDLP Internet Use Policy Guidelines

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

mgt/iupolicy.html Guidelines for the Federal Depository

Library Program

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

pubs/fdim/guidelin.html

Instructions to Depository Libraries http://www.access.gpo.gov/su_docs/fdlp/

pubs/instructions Recommended Specifications for Public Access Work Stations http://www.access.gpo.gov/su_docs/fdlp/

computers/rs.html

D. Depository Termination Procedures

Instructions to Depository Libraries, Chapter 1 http://www.access.gpo.gov/su_docs/fdlp/

pubs/instructions/in_chl .html#C

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2000 Federal Depository Library Conference - Proceedings

How Do I Cite This? Automating Reference

Assistance

Kenneth Furuta

Arizona State University Tempe, AZ

In early 2000, I became interested in writing a

JavaScript application that would generate

bibliographic citations for government documents (DocsCite - http://www.asu.edu/lib/

hayden/govdocs/docscite/docscite.htm). In part, I was interested in exploring the use of automation to see where it can help and

extend what we do as reference librarians. In addition, I wanted to learn JavaScript. JavaScript is a computer language that enables

authors to design interactive Web sites. The work is based on a program by Scott Salzman, Systems Librarian at Furman

University in South Carolina. He had been

developing a similar application and

generously allowed me to use and modify his code. He also offered encouragement and

suggestions throughout development of DocsCite. A search on the Internet turned up three other

citation generators. Robert J. Tiess created an

experimental program Webcite <http:// members.tripod.eom/~ rtiess/Webcite.htm >

,

which builds MLA citations. The Turabian

Citation Generator < http://jove.prohosting. com/~turabian/> creates citations for footnotes and bibliographies in that style. Copyrighted by Lyie Flint, StyleWizard.com < http://www.stylewizard.com/> generates

bibliographic citations in the APA format. The home page notes that the MLA format will be

available soon. DocsCite differs from those citation generators because the others do not focus on government

publications. Further, with the exception of StyleWizard.com, they are limited to generating bibliographic citations from one

style manual. When complete, DocsCite will handle MLA, APA, Chicago/Turabian, and the Garner/GODORT formats. DocsCite

Currently, DocsCite creates bibliographic

citations in the APA^ and MLA^ formats for government publications. The patron first sees

a page formatted in frames. On entry, only the top frame displays content. It contains two pull down menus, one for the style manual and the other for the format of the document

(Print/Microform, Document on a CD-ROM,

Citation for the entire CD-ROM, and an

Internet document). When an entry is selected

in both boxes and the search button clicked, the program generates a form specific to the

selections in the lower frame (figure 1). After the user fills out the boxes and clicks the "Submit Citation" button (at the bottom of the

^American Psychological Association.

Publication Manual of the American

Psychological Association. 4th ed. Washington, DC: American Psychological Association, 1994. Also American Psychological

Association. Electronic Reference Formats Recommended by the American Psychological

Association. 19 Nov. 1999. 8 May 2000. < http://www.apa.org/journals/webref.html >

.

^ Gibaldi, Joseph. MLA Handbook for Writers

of Research Papers. 5th ed. New York: Modern

Language Association of America, 1999.

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2000 Federal Depository Library Conference - Proceedings

input form) an error checking routine may

notify them through an alert box that a required

field is blank. When everything is complete, a

separate window opens with the formatted

bibliographic citation (figure 2).

File Edit Stiew £o Communicator Help ARIZONA STATE UNtVERSiTY LIBRARIES HOME • CATALOG • INDEXES • RESOURCES • SERVICES • HEUP Government Documents Service - DocsCite

|MLA 3 I Print/Microform 3 Submit |

Issuing Agency

Government Name

I US Federal Jljor T

Department/Agency

[Dept. of the Interior Personal Author (optional) V Cite by the Personal Author

Last name

|Ger lach !

Create a MLA Citation for a Printed/Microform Document

Lowest Level Agency

|Geological Survey

iDocument: Done Figure 1 . Upper frame and top of DocsCite input form

Help

Help

lUSt_..m,..M^i!iL^J

Be §(* Sew &o £ommu*«tor Help

US. Dept of the Interior. Geological Sunjey. The National Atlas of the United States of America. Ed. Arch C. Gerlach. Washington, D.C.: GPO, 1970

Figure 2. Bibliographic citation generated by DocsCite Development

At the beginning of creating DocsCite, I naively thought that learning JavaScript would present

the most challenge because my programming

background is limited. I had a class in Fortran

in the mid-1970s. In the mid-1980s I had Basic

as part of a course and took a class in Pascal. As time went on and I became more

comfortable with the language, designing the

user interface emerged as the most difficult issue. That also became the most interesting aspect. This section traces that development.

Figure 3 shows part of the prototype created as proof of concept and as a vehicle to learn JavaScript. As can be seen, the page can

generate a citation in MLA, APA, and

Chicago/Turabian formats. I modified Salzman's error-checking code to help ensure

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2000 Federal Depository Library Conference - Proceedings

that the user completes all needed information

Visible at the bottom of the figure is the

selection where the user indicates whether the format of the document is physical or online. Those sections later became a major concern

in designing the user interface. Because the prototype was mainly for my use, I did not worry about the design of the interface and

wrote a plain page. ^Government Docun^ents Otations - EKecutWe Branch - Netscape

File Edit View Go Communicator Help C MLA <~ APA f~ Chicago/Turabian

Name of the Government

Parent Agency

Lowest Level Agency

Personal Author

Title

Edition Agency Report Number

Date

Series Notes

All Sources

I Government

Click for Online Format Citation <~ Click for Physical Format Citation C _ Click if the publisher is the

|H]>= i jDocument! Done Figure 3. Prototype To write the prototype, I studied the style manuals in order to produce the citations. I learned that each applies a different philosophy. For example, unlike the others, the Garner/GODORT style includes the SuDoc

number as part of the citation^ Because of differences like this, I decided to create a separate page for each style manual. Separate pages would enable DocsCite to reflect the

differing requirements more easily and would

be easier to maintain than one large page.

The first style developed was MLA. The layout

of the interface can be described as "Baroque," which is "marked by the use of complex

forms.'"* As can be seen in figure 4, the user was required to select a physical or Web

format and then make their way through a gauntlet of options. For example, if the publication resided on a CD-ROM, a user would have to know to also select the physical format. Unless all the entries under that section were completed, the error routine would inform the user to provide more

information - a further frustration. In an

^ Garner, Diane L., et. al. The Complete Guide To Citing Government Information Resources: A Manual For Writers & Librarians. Rev ed. Bethesda, MD: Congressional Information

Service, 1993. p. 34.

''Encyclopedia Britannica Online Dictionary. Merriam-Webster Online. 3 Oct. 2000. < http://www.eb.com: 1 80/cgi- bin/dictionary?va = baroque >

.

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2000 Federal Depository Library Conference - Proceedings

attempt to help, I changed the font color of the

field names to maroon. I hoped that the color would guide the user to the input box. Although adding a festive air, this change did

not reduce the clutter. To further confuse

matters, the help information was below the form on the same page.

Elle Edit View £otmiunicator Help

f~ Physical Format Help r Click if the publisher is the Government Printing OEBce

Place of Publication: | Help

Source: In Pub. <" User Supplied f~ No Place

Publisher: | Help V Click if the publisher is issuing agency

Source: In Pub <~ User Supplied C No Publisher Date of Publication:

| Help

Source: In Pub. Receipt Stamp f~ Approximated ^

No Date r Click if the document is on a CD-ROM

CD-ROM Title (f different r

from above): ' Date of CD-ROM: V Help

Source: On CD C Receipt Stamp <~ Approximated <~ No Date

<~ Web Format Hele

Revised Date:

| Month Year

Database Name: | URL: I Access Date:

| Month Yearf

Help Help

Help

Help

Get Citation | Clear Fofm |

Itf |=#=r ~iDocumenti Done Figure 4. MLA document format area - early version They say, "If it ain't Baroque, don't fix it." Since it was Baroque, I e-mailed one of my

sisters (a technical writer, photographer and

former typesetter) for ideas on the page design. Her layout simplified the page by realigning the field labels and other elements in relation to the input boxes, editing the labels, and

moving the help information to a separate page

(figure 5). She also mentioned seeing reference

to a way to hide unneeded fields. Displaying

only the required fields for a given format

further simplifies the user interface. For example, a citation for a paper document does

not require a URL or date viewed.

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2000 Federal Depository Library Conference - Proceedings

Documents Gtations - MLA - rtetscap

Ete &ft Vtew go Coinn'unfcator r Document is Available on CD-ROM

CD-ROM Title different from above)

IDate of CD-ROM CD Date Source:

I C OnCD

'~ Receipt Stamp

*~ User Supplied C No Date Document is Printed

Place

r~ (Government Printing OfSce) or i

Publisher

r" (Issuing Agency) or |

Date of Publication

iiri'lHl^l pocumenti Done Figure 5. Redesigned document format area

Place Source:

<^ Publication

(~ User Supplied r No Place

Publisher Soiirce:

<^ Publication ^ User Supplied

<~ No Publisher

Publication Date Source

Publication

<~ Receipt Stamp

f~ User Supplied

Based on her layout and thoughts, my next

effort was to experiment with layers. Layers

are like a stack of overhead transparencies. Separate sheets contain different sections of the form. The user's selections determine which

sheets are employed. In my trial I soon learned

that Netscape and the Internet Explorer differ in how they refer to elements in different layers. Continuing that track would have required DocsCite either to work for only one browser

or to recognize which browser was viewing the page and to adjust accordingly. Although

possible, it was more complex than my skills or

available time allowed. During this entire effort I was in contact with Salzman. He had been urging me to use frames as the method to manage the interface. He noted that using frames was a simpler

solution than layers and would accomplish the

goal of controlling which fields appeared on

the form. I resisted that idea because I thought

frames generally clutter a page, detracting from

its content. When the layers avenue failed, I finally took his advice. The Final Version There are three windows in the frameset, one

hidden below the screen (figure 6). The top window contains the ASU Libraries header as well as the menus for the style manual and the format of the document. After selecting the

style manual and the format of the document

the user clicks the "Submit" button. With that

click, a page written for that manual loads in the hidden window (step 1 in the figure). The page in the hidden window contains the code for creating the input form, error checking, and producing the citation. Upon

loading, it checks the selected document

format in the top window (step 2). It then

writes preformatted HTML, specific to that format, to the bottom visible window (step 3). When the user clicks the "Submit Citation" button (step 4), the JavaScript code checks for

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2000 Federal Depository Library Conference - Proceedings

errors. Finding none, it formats the input from writes the citation to a new window in HTML

the fields into the bibliographic citation and (step 5).

, ,What Style Manual? z\ | Format of Document? ^1 Submit Government Documents Service - DocsCite

Create a MLA Citation for a Document from the Internet

Clear Form

J I

(JavaScnpt Code)

Figure 6. DocsCite flow diagram Next Stages DocsCite is a work in progress. The next steps

will be developing modules for the ChicagoATurabian and the Garner/GODORT

style manuals. In addition, sections for legal citations and congressional documents will be

created. Finally, the user interface is still not

quite right and will take more work. Conclusion

JavaScript is a useful tool in developing Web

resources. For example, it is used to check that a user has completed a form before forwarding

it for further processing. Nevertheless, in developing DocsCite, I learned that using

JavaScript does not automatically guarantee a successful page. Designing the user interface has been, and will continue to be, a tougher

problem than writing the JavaScript code.

Currently, DocsCite extends what reference

librarians do by automating the mechanics of formatting a bibliographic citation, i.e., what to underline and where to place various elements.

It may never be able to handle all of the

intricacies of a citation question. Recently, a colleague wanted to know how to cite the Congressional Record. We assembled the

citation fairly easily and continued to chat. She

noted that the citation dealt with someone's

testimony before Congress. Although she was

under the impression that all testimony was in the Congressional Record, I knew that it did not include hearings where the discussion probably took place. I quickly found the

hearing, verified with her that it was the right one, and we built the correct citation. I was

working on DocsCite at the time and wondered if I could ever give it a level of sophistication to recognize when a patron is referring to a wrong source.

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2000 Federal Depository Library Conference - Proceedings

Full Text Government Periodicals Project

Paul A. Arrigo

Washburn University School of Law

Topeka, KS

Full Text Government Periodicals Project

Why Create It At All?

• Need quick access to periodical issues when cataloging and binding serial titles • No ONE place to find all of the government periodicals • Create a product similar to the CIS Government Periodicals Index • Provide access to full text online journals

rather than just bibliographic information Mission of the Project

• Provide serial issue access to depositories

for binding and claiming purposes • Provide full text search capability

Located the Periodicals

• University of Auburn

• University of Louisville • Military Periodical Site

All Links Were Loaded into an Access Database

• Access assists us with the maintenance of the collection • Only need to make changes to each record once

• Assists us in updating the periodicals on a weekly and monthly basis by keeping track of their frequency

• Use of a Web-agent

Static Database Query Arranged Alphabetically by Title

I £ite Edii yiew FavcrftJes Xoofe n 98 252 9 95/home/hlmlpage V

[aBM Online

htmlpage

[search [P 201.44: |search|Y3.B 27:16 IHTML

jAccess Current "19-10/98 to present ^^^^"^ 2

1 jmonths Ihiml

lAdministrative Notes [search [gP 3.16/3-2: [Aug 96-Prese Stml

|Aero space Technolosy Innovation L , [iSTAS 1.95: P^|(N,No,&NOS. j^l993-Present every 2 months HTML & PDF

|aFDC News Update L , [e 1.114:(V.NO. I^^Inos.)]

1997-Present ! Quarterly html & PDF

jAFIP Letter L , [5 l6l.ll7:(V.NO. |S^|nos)] Dec 98- Present every 2 months PDF

AaExporter L . D 101 n7(V,NO

I^^^^^Inos)]

1997-Present :Month]y ^html

lAeLetter

(Aaricultural Chemical TJsaae Search FR 1 2 AG Ix/ ISearch A 92 50 (DATE)

1996-Present

1990-Present

Quarterly IPDF jirwcL

Asncultural Income and Finance

[(Situation and Outlook Report)

iSearch A 93,9/8:(NOS.) 1995-Present Annual |pDF & TXT

[Agricultural Information Bulletin [search [a 1 75: jPDF

fAancultural Libraries Information [_ , A 17.23: r^^'^" \f\T NO ANO<; 1 1995-1997 Quarterly HTML U

"""" - ~ - - -

\tl^ Internet > II \m<^. [l«iiia«8'®s{-55^'^« 10 32AM

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2000 Federal Depository Library Conference - Proceedings

Static Database Query Arranged by SuDocs Number

mm

\a 1.47: jAsricultural Statistics [Search [Aimuai iPDF fr994-Pre'sent

" A 1 57 (V No &Nos.) iuSDA News Search Past (html [jan 96-Present

i A 1.75 lAencultural Information Bulletin jSearch iPDF

|a 105 23/8 (DATE) iSheep and Goats ISearch [Annual [PDF |l995-Present A 105/30:(DATE) jFlonculture Crops [Search [Annual "^[PDF |1999

|a wVu: iRural Cooperatives iSearch [Past [HTML [jul-Aug 98

|ATior]9^ iFood S_afetv Educator iSearch jQuarterly iHTML f 1 996-Present \aY\Z20: iCrop Insurance - Manaser's Bulletins ISearch [Monthly [html

" [1995-1999

[a 13 141:(DATE)

iA 13.32: &PDF |l994-Present V. 57-1 to Present

A 57.46A7:(r)ATE) i Washington Basin Outlook Report HTML & TXT 11990-Present

1 1 90 Inlmnot

What About the Search Engine?

• Received an internal grant from Washburn

University of $40,000

• Participated in a partnership with the Topeka Area Bankruptcy Council • Provide access to their decisions • Purchased ISYSWeb

• A full text search engine warehouse

• Purchased ISYS Spider

ISYSWeb's Capabilities

• Index up to 30 different types of file formats • Link up to 35 indexes • Web Spider component

Web Spider Results

• Not satisfied with the ISYS Spider brief

results • Brief results were not consistent - Some results displayed HTML tags and

others text

17«
2000 Federal Depository Library Conference - Proceedings

\\ Efe £* yksw Favorilos loolj Help ]lAddio«|^ hllp://198 252 9.95:8Q81 /'Child5£20S uppoil htm Child Support Report

ISYS:Web Fulltext Search

Inter the ISYS Fulltext query:

|child support!

ItZr ^"""^"^ rcu.ge - BEFORE. AFTER

\lVild cards: Manag * ; Tense cor^flation : Manager~

\Boolean Operators: Proximity Operators: // (same

|«SJC |fflS^<5)®4 C^S,^ 9:50AM

fe1l1IWiiLI:»j.4J:l:l.^:M.t>J.j!tiP.t.<IIXIJllJr,HJUJ A

j j £ae £dit )Ban Favorites locals Help j : Address ji^e] h(lp//198 252 9.95:9081 /Child^20Supporl.htm

|j ^ ! ^ 2f ' ISYS Search Results

Your query ; "child support" found 8558 hits in 117 documents

Hits 1 to 10 of 117: Help

Return to OCSE Home Paee |09-Jun-00 [362 hits Original HTML

[ 2 Idemojernt.htm |09-Jun-00 |288 hits Onginal HTML

HTrP-EO'CrrV="Content-Type" CONTENT="text/htn:J. charset=wmdows- |o9-Jun-00 |l54 hits Onfcinal HTML 1252"> |4 IRetum to OCSE Home Page [09-Jun-00 |l52 hits Onanal HTML

1 5 jChild Support Report - July 1996 :09-Jun-00 1 38 hits 'Ongrnal HTML

[ 6 [Announcement '09-Ju.i-OO |l 38 hits Original HTML

r? [September Child Support Report '09-Jun-OO |l32 hits 'Onicinal HTML

HTTP-EOUTV="Content-Tvpe" CONTENT="text/html. charset=windows- p9-Jun-00

j 1 30 hits Onainal HTML 1252"> r: HTTP-EOUTV="Content-Tvpe" CONTENT="text/html. charset=windows- L. , .J._.., L . ,

j 1 |9 Intsinel iJJ

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2000 Federal Depository Library Conference - Proceedings

Deciding to Mirror

• Downloading all of the periodical issues gave us more control over them

• Provides permanent public access to them

• Mirrored with Black Widow software • Required at least 18+ gigs of hard disk space

• Very time consuming - Ask Dee my documents assistant - Restructured our Department

Mirroring Problems

• Some sites do not allow mirroring - Use anti-robot files - Several Military sites used these • Some formats cannot be indexed

automatically - Zip files • Not accessible some days

• Difficult to download images in HTML

documents

Individual Title Search

£ile Edit View F^vonles loote Help Address |e] Nlp;//198.252,9.95:8081 l-lglxl

AgExporter

ISYS:Web FuUtext Search

ter the ISYS Fulltext query:

OK

I

Phrases: Manager

Date range: BEFORE, AFTER

Wild cards: Manag * Tense cot^flaiion: ManagerBoolean OpenUors: Proximity Operators: // (same

iias>a.i| ® CS! 3 B5 <dl _^mJ[^JaI «iil3(5)®<J 10:13*

Searching the Periodicals

• Each periodical title can be searched

• The subject search was created by grouping

the periodicals by broad topics and

allowing the user to search more than one

title at a time.

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2000 Federal Depository Library Conference - Proceedings

Multiple Periodical Subject Search m&B £tit yaw Fjvortej lools Help J

| Adiess fgl

U.S. Government Periodicals

Commodity Titles

R Almond Production W Cherry Production P Citrus Fruits P Cotton and Wool Outlook

j P Cotton and Wool Yearbook

I P Cotton Ginnings P Cotton Ginnii^gs -- Annual Repc

P Customs Laboratory Bulletin P Housing Completions P Housing Starts P Monthly Wholesale Trade Survey P Producer Pnce Index P Statistical Briefs

^Phnises: Manager Bonus

>earch for: | Searchl |

Sort by: I Number of hits in each document 'I

\Dat£ range: BEFORE, AFTER

^"jSf^^-i 10:12AM

What About Backups?

• Backed up all of the data onto 6 CD-ROMS

• Search engine indexes are being backed up

daily on tape

Future Plans

• Create a search engine that will search all of the periodicals at once

• Provide an FTP site where people can download the periodical issue they need

• Have a partner site at the University of

Louisville, who will mirror our site • Goal of adding five new titles a week

• Convert HTML to PDF

Lessons Learned

• Be INNOVATIVE & CREATIVE

- Identify an electronic niche • Be Realistic - Plan ahead - Start small & beta test your product

• In house project - Be patient - Be willing to reorganize your department or get outside funding

through grants

http://1 98.252.9.1 08/home/govper.html

181

2000 Federal Depository Library Conference - Proceedings

Arrigo, Paul A. Washburn University School of Law Library

1 700 College Avenue

Topeka KS 66621

(785) 231-1010 ext. 1787

2zarri@washburn.edu

Bain-Kerr, Janice

U.S. Department of Transportation National Transportation Library 400 7th Street, SW (MS-50) Washington DC 20590

(202) 366-8806

j an i ce . kerr@bts . gov

Banas, Betsy

U.S. Forest Service Engineering Division 201 14th Street, NW

Washington DC 20090

(202) 205-1432

bbanas@fs.fed. us

Butler, A. Hays

Rutgers University, Camden

Law Library 217 North 5th Street Camden NJ 08102

(856) 225-6496

ahbutler@crab.rutgers.edu

Byrne, Tim

University of Colorado, Boulder

Norlin Library

1 720 Pleasant Street Boulder CO 80309-0184

(303)492-4375

byrnet@spot.colorado.edu

Contributors

Chadduck, Robert

National Archives & Records Administration 8601 Adelphi Road

College Park MD 20740

(301) 713-7330, ext. 294

robert.chadduck@arch2.nara.gov

Conrad, Ellen P. Kenyon College Oiin/Chalmers Libraries GambierOH 43022-9624

(740) 427-5658

con rade@kenyon .ed u

Ensel, Ellen U.S. Institute of Peace

Jeannette Rankin Library Program 1200 1 7th Street, NW, Suite 200

Washington DC 20036-301

1

(202) 429-3895

ellen_ensel@usip.org

Etkin, Cynthia L. U.S. Government Printing Office

Library Programs Service (SL) 732 North Capitol Street, NW

Washington DC 20401

(202) 512-1119

cetkin@gpo.gov

Farrell, Michele

Institute of Museum & Library Services

Office of Library Services

1 100 Pennsylvania Avenue, NW

Washington DC 20506

(202) 606-5394

mfarrell@imls.gov

Freebairn, Thomas

U.S. General Services Administration

1 800 F Street, N

W

Washington DC 20405

(202)219-1941

thomas.freebairn@gsa.gov

183
2000 Federal Depository Library Conference - Proceedings

Furuta, Kenneth

Arizona State University

University Libraries TempeAZ 85287-1006

(480)965-3387 -

kfuruta@asu.edu Govoni, David L. U.S. Geological Survey

National Mapping Division National Center (MS 508)

Reston VA20192

^

(703) 648-5565

dgovoni@usgs.gov

Griffin, Stephen M. - National Science Foundation

Information and Intelligent Systems Division 4201 Wilson Boulevard

Arlington VA 22230

(703)306-1930

sgriffin@nsf.gov

Hearty, John A. OCLC

6565 Frantz Road

Dublin OH 43017-3395

(614)764-6006

john_hearty@oclc.org

Heisser, David The Citadel Military College

Daniel Library 171 Moultrie Street Charleston SC 29409-6140

(843) 953-6902

david.heisser@citadel.edu Henson, Stephen

Louisiana Tech University

Prescott Memorial Library

Everett Street at The Columns

Ruston LA 71272

(318)257-4989

sdhenson@latech.edu

Hill, Wendy - U.S. Department of Defense

Defense Technical Information Center 8725 John J. Kingman Road, Suite 0944

Fort BelvoirVA 22060-6218

(703) 767-8225

whill@dtic.mil Holcombe, Suzanne L. Oklahoma State University

Edmon Low Library

Stillwater OK 74078-1071

(405) 744-6546

sholcom@okstate.edu

Kavaliunas, John C. Census Bureau

U.S. Department of Commerce

Building 3, Room 3021 Washington DC 20233-0800

(301)457-4090

john.c.kavaliunas@ccmail.census.gov

Klein, Deborah P. Bureau of Labor Statistics U.S. Department of Labor

2 Massachusetts Avenue NE, Rm. 41 10 Washington DC 20212

(202) 691-5900

klein_d@bls.gov

Linton, Teresa D.

U.S. Nuclear Regulatory Commission

Public Documents Room, LL-6 Washington DC 20555

(202) 634-3273

tdl@nrc.gov

Lovett, Mary Sue

St. Olaf College

Rolvaag Memorial Library 1510 St. Olaf Avenue

Northfield MN 55057 ^

' (507)646-3598

lovett@stolaf.edu

18^
2000 Federal Depository Library Conference - Proceedings

Lusby, James

National Imagery & Mapping Agency

Attn: CONC, Mail Stop: P48 12310 Sunrise Valley Drive

Reston VA 20191-3449

(703) 264-3026

lusbyj@nima.mll

McCone, Gary K. National Agricultural Library U.S. Department of Agriculture 10301 Baltimore Avenue

Beltsville MD 20705

(301)504-5018

gmccone@nal.usda.gov

McGarr, Sheila M.

U.S. Government Printing Office

Library Programs Service (SLL) 732 North Capitol Street, NW

Washington DC 20401

(202) 512-1119 smcgarr@gpo.gov

McKenzie, Elizabeth M.

Suffolk University Law Library 120Tremont Street Boston MA 02108-4977

(617) 573-8705

emckenzi@acad.suffoik.edu

Nere, Mary L. Minnesota State University, Mankato

Memorial Library Maywood & Ellis Mankato MN 56002-8419

(507) 389-5153

mary.nere@mankato.msus.edu

Palmer, Sahon

National Telecommunications Information Administration

U.S. Department of Commerce

1401 Constitution Avenue NW, Rm. 4092

Washington DC 20230

(202) 482-0696

spalmer@ntia.doc.gov

Reich, Lou CSC

Ricker, Meredith A.

University of New Hampshire

Dimond Library Durham NH 03824

(603) 862-4754

meredith.ricker@unh.edu

Russell, Judith C. National Commission on Libraries &

Information Science

1 1 10 Vermont Avenue, NW, Suite 820

Washington DC 20005-3552

(202) 606-9205

jrussell@nclis.gov Sawyer, Donald M.

National Aeronautics & Space Administration Goddard Space Flight Center Greenbelt Road GreenbeltMD 20771

(301) 286-2748

donald.sawyer@gsfc.nasa.gov

Warnick, Walter L. U.S. Department of Energy

Office of Scientific & Technical Information 19901 Germantown Road MS: F-237 Germantown MD 20874

(301) 903-6132

walter.warnick@science.doe.gov

Wendling, Robert

U.S. Department of Commerce

Economics & Statistics Administration

14th & Constitution Avenue, NW, Rm. H-4885

Washington DC 20230

(202)482-1431

bwend 1 i ng@doe.gov

185 AU.S. GOVERNMENT PRINTING OFFICE:2001-472-736/35810