Proceedings of the

3rd Annual Federal

Depository Library

Conference

April 20-22, 1 994

and

Regional Federal Depository

Seminar

April 23, 1994

Arlington, VA

Library Programs Service U.S. Government Printing Office

Wasiiington, DC 20401
U.S, Government Printing Office

Michael F. DiMario, Public Printer

Superintendent of Documents

Wayne P. Kelley

Library Programs Service

James D. Young, Director

Depository Services Staff

Sheila M. McGarr, Chief
Proceedings of the 3rd Annual

Federal Depository Library

Conference

April 20-22, 1994

and

Regional Federal Depository

Seminar

April 23, 1994

Rosslyn Westpark Hotel

Arlington, VA

September 1 994

Library Programs Service U.S. Government Printing Office

Washington, DC 20401
Marian W. MacGilvray

Editor

Any use of trade, product, or firm names in tinis publication is for descriptive purposes only and does not imply endorsement by the U.S. Government.
Table of Contents

Preface vi Agenda: 1994 Federal Depository Conference vii Agenda: 1994 Regional Federal Depository Seminar xi

1994 Federal Depository Conference

Informing Your Congressional Representatives about the Federal Depository

Library Program: Ca/7 Nicula 3 Informing Your Congressional Representatives about the Federal Depository

Library Program: Shirley A. Woodrow 7

Library Programs Service Update: ).D. Young 11 CD-ROM LAN in an Academic Library: Barbara Kile 17

Setting Up a CD-ROM Work Station In an Academic Library: Robert Lopresti 21 Reference Service in an Urban Setting: Sherry Mosley 29

Internet at the Library of Congress: Charles W. Bean 33 Hidden Treasures of the National Defense University Library: Ann Sullivan 35 New York Cooperative METRO Project, Law Library Support for Public Librarians: Rosemary Campagna 39 METRODOCS Presentation, Law Library Support for Public Librarians: Lynn Wishart 45

Integrating Documents into the Instruction Program: Katherine Warkentin 51

Setting Up a CD-ROM Workstation - Summary of Remarks: Armand F. Isip 55 The Role of Federal Libraries in the Federal Depository Library Program:

Dan Clemmer 59
Proceedings - 1994 Federal Depository Conference

Using dBase® in an Academic Library: A Service Perspective: Susan M. Ryan 65 Government Information on the Internet: An Introduction: Kathleen Keating, Clark McLean 71 Depository Materials Not Listed in the Law Library Core Lists But Which Support

Lav^ Related Needs: Susan L. Dow 77

Developing an Electronic Information Service Policy: Dianne Hall 85

Developing a Service Policy for Electronic Products: Leone Johnson 91 Developing a Service Policy for Electronic Products - Summary of Remarks: Anne Watts 93

Status of Current Legislation Affecting the Federal Depository Library Program: Susan Julis 95 The Internet and Academic Libraries: Ann E. Miller 103

Internet Resources, U.S. Government Information: Maggie Parhamovich 109

Mainstreaming Government Information on the Internet: Grace Ann York 133

Future of the Public Library in the Federal Depository Library Program: Ca/7 Snider . 141

Future of the Public Library in the Federal Depository Library Program: Robert Williams 145 Communicating Depository Needs to Library Administration: Kandace Rogers 149 Communicating Depository Needs to Library Administration: Sharon Tucker 151 Communicating Depository Needs to Library Administration: Anne Watts 157

Marketing Business Resources: John Autio 159

Marketing Business Resources: /\n/ta Dan/e/ 163

Marketing Business Resources: Nancy Trott 167 Government Information Locator Service: Eliot Christian 173 Government Information Locator Service: Mark Scully 175

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1994 Federal Depository Conference - Proceedings

Promoting Consumer Access & Self Advocacy Utility of U.S. Government

Publications on the Americans witli Disabilities Act: R. Brantley Cagle )r 179

Americans with Disabilities Act: Christine Fitchett 183 Americans with Disabilities Act: Co/een Parmer 187

1994 Regional Federal Depository Seminar

List Management Technologies: An Overview: Craig A. Summerhill 193

State Electronic Government Information List, The Texas Experience:

Mary I. Shearer 1 97

The Multi-State Regionals, The Problems and Challenges in Providing a Regional Service: Julia F. Wallace 207

Shared Regional, The South Carolina Experience: Maureen Harris 211

V
Proceedings - 1994 Federal Depository Conference

Preface

With this volume, the Proceedings of the Federal Depository Conference and Regional

Federal Depository Seminar have been published together in one place for the first time. The

available papers of the first two conferences were published in Administrative Notes, Newsletter

of the Federal Depository Library Program, in various issues of vol. 13 (1992) and vol. 14 (1993).

All available papers from the 1994 conference are included. As noted in the text, some

presentations have been summarized by their authors, or have been published elsewhere as copyrighted material and could not be re-published here. The Library Programs Service thanks all those who contributed to the success of this conference: speakers, presenters of demonstrations, and all those who put in many hours behind

the scenes to plan the entire program.

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1994 Federal Depository Conference - Proceedings

Agenda

1 994 Federal Depository Conference

April 20 -22, 1994

Rosslyn Westpark Hotel

1900 N. Ft. Myer Drive

Arlington, Virginia

Wednesday, 20

8:30 Welcome

• Michael F. DiMario, Public Printer

• Wayne P. Kelley, Superintendent of Documents

Informing Your Congressional Representatives about the

Federal Depository Library Program

• Gail Nicula, U.S. Armed Forces Staff College, VA

• Susan Callanan, Legislative Assistant, Congressman Owen Pickett

• Shirley Woodrow, Minority Staff, Joint Committee on Printing

• Wyatt Shields, Legislative Assistant, Senator Charles Robb

10:30 Library Programs Service Update

• J.D. Young, Director, Library Programs Service GPO Information Exchange and Open Forum

• Library Programs Service Staff 12:00 Working Lunch

In order to foster networking, librarians are requested

to lunch with other librarians from similar types of institutions. 2:00 Option 1: CD-ROM Panel Discussion CD-ROM LAN in an Academic Library

• Barbara Kile, Rice University, TX

Setting Up a CD-ROM Work Station in an Academic Library

• Robert Lopresti, Western Washington University

• Doreen Hansen, University of Minnesota, Duluth

Reference Service in an Urban Setting

• Sherry Mosley, Florida International University Option 2: GPO Information Exchange

(Small group break-out sessions with GPO staff)

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Proceedings - 7994 Federal Depository Conference

Option 3: Federal Agency Libraries - Specialty Resources

Internet at the Library of Congress

• Charles Bean, Library of Congress

Resources at the U.S. Postal Service Library

• Jerry Mansfield, U.S. Postal Service Library Hidden Treasures of the National Defense University Library

• Ann Sullivan, National Defense University Library 3:00 Option 1: CD-ROM Panel Discussion (continued) Option 2: Joint Public & Special Library Presentation New York Cooperative METRODOCS project Law Library Support for Public Librarians

• Rosemary Heisler Campagna, Brooklyn Law School Library, NY

• Lynn Wishart, Cardozo School of Law Library, Yeshiva University, NY

Thursday, 21

8:00 Option 1: Modelling by the Numbers: A Statistical Research

Strategy for the (Undergraduate) Masses

• Mary Mallory, University of Illinois at Urbana-Champaign

Integrating Documents into the Instruction Program

• Katherine VVarkentin, Shippensburg University, PA

Option 2: Setting Up a CD-ROM Workstation

• Armand Isip, New York Public Library Option 3: The Role of Federal Libraries in the Federal Depository Library Program

• Dan Clemmer, U.S. Dept. of State, DC

9:00 Option 1: Using dBase in the Academic Library: A Service Prospective

• Susan Ryan, Stetson University, FL Option 2: Government Information on the Internet

• Kathleen Keating, University of New Mexico

• Clark McLean, University of New Mexico

Option 3: Depository Materials Not Listed in the Law Library Core Lists But Which

Support Law Related Needs

• Susan Dow, Sears Law Library, SUNY Buffalo, NY

10:00 Option 1: Managing Micro Data

• Lauris Olson, University of Pennsylvania

viii
1994 Federal Depository Conference - Proceedings

Option 2: Developing a Service Policy for Electronic Products

• Dianne Hall, East Brunswick Public Library, NJ

• Leone Johnson, Minneapolis Public Library, MN

• Anne Watts, St. Louis Public Library, MO

Option 3: Justice Department Resources

• Kristina Rose Crisafuli, Bureau of Justice Statistics Clearing House

• Gene Martin Lively, National Criminal Justice Reference Service

• Victoria Major, Uniform Crime Reports 11:15 Plenary Session

Status of Current Legislation Affecting the Federal Depository Library Program

• Susan Tulis, American Association of Law Libraries, DC

Update on Chicago Conference Initiative

• Duncan Aldrich, University of Nevada, Reno

• Linda Kopecky, Sangamon State University, Springfield, IL 12:15 Working Lunch

In order to foster networking, librarians are requested to lunch

with other librarians from similar sized institutions. 2:00 Option 1: Internet Panel Discussion The Internet and Academic Libraries

• Ann Miller, James Madison University, VA

Internet Resources-U.S. Government Information

• Maggie Parhamovich, University of Nevada, Las Vegas

A Facelift for Tradition: Mainstreaming Government Information on the Internet

• Grace York, University of Michigan

Option 2: GPO Information

(Small Group Break-Outs with GPO Staff) Option 3: Library Programs Service Tour #1 3:00 Option 1: Internet Panel Discussion (continued) Option 2: Future of the Public Library in the Federal Depository Library Program

• Gail Snider, County of Los Angeles Public Library, CA

• Cassandra Hartnett, Detroit Public Library, Ml

• Robert Williams, Anchorage Minicipal Libraries, AK

Option 3: Library Programs Service Tour #2

ix
Proceedings - 1994 Federal Depository Conference

Friday, 22

8:00 GPO Small Group Information Exchange Session 9:00 Option 1: Future of Maps in the Federal Depository Library Program

• Pat McGlamery, University of Connecticut Option 2: Communicating Depository Needs to Library Administration

• Kandace Rogers, University of Kentucky

• Sharon Tucker, Jersey City Public Library, NJ

• Anne Watts, St. Louis Public Library, MO

Option 3: Sources of Information on LANs and Networking

• Rod Atkinson, Naval Research Laboratory, DC

10:00 Option 1: Geographic Information System (CIS) Software Demonstration

• Paul Bergen, University of Virginia

• Denise Stephens, University of Virginia Option 2: Marketing Business Resources

• John Autio, Anderson Public Library, IN

• Anita Daniel, Wayne Public Library, NJ

• Nancy Trott, Brooklyn Public Library, NY

Option 3: Glimpse of the Future from the Economics and Statistics Administration Focus Group

• Kenneth Rogers, Office of Business Analysis 11:15 Plenary Session: Government Information Locator Service

• Eliot Christian, Information Systems Division, U.S. Geological Survey, VA

• Mark Scully, Deputy Director, Office of Electronic Information Dissemination

Services 12:00 Working Lunch

In order to foster networking, librarians are requested

to lunch with other librarians from the same geographic region. 2:00 Plenary Session: Americans with Disabilities Act

• R. Brantley Cagle, Jr., McNeese State University, LA

• Christine Fitchett, Vassar College, NY

• Coleen Parmer, Bowling Green State University, OH

3:00 General Session: Networking

3:30 Wrap Up

4:00 Adjourn
1994 Federal Depository Conference - Proceedings

Agenda

1 994 Regional Federal Depository Seminar

April 23, 1994

Rosslyn Westpark Hotel, Arlington, VA

9:00 Welcome

9:15 Getting Beyond User Friendly: The Elements of Software Design

• Ka-Neng Au, Rutgers University, NJ 10:00 Break

10:10 Providing Remote Access to Government Information on CD

• Raeann Dossett, University of Illinois at Urbana-Champaign

1 1:00 The Internet: Three Perspectives on Its Use by Documents Librarians

List Management Technologies: An Overview

• Craig Summerhill, Coalition for Networked Information, DC

Regional-L: Shrouds of Darkness in Days of Sunshine

• Duncan Aldrich, University of Nevada, Reno

State Electronic Government Information List: The Texas Experience

• Mary Shearer, University of Houston Law Library 12:00 Lunch (Break out by type of library) 2:00 Regional Depository Support to the Selectives Depository Orientation Program for New Documents Librarians in Michigan

• Cass Hartnett, Detroit Public Library, Ml The Multi-State Regionals: The Problems and Challenges in Providing a Regional

Service

• Julie Wallace, University of Minnesota

Shared Regional: The South Carolina Experience

• Maureen Harris, Clemson University, SC

3:15 "Ad Hoc Committee on Regional Structure: A Discussion

• Gary Cornwell, University of Florida 4:30 Adjourn

xi

1994 Federal Depository Conference - Proceedings

1 994 Federal Depository Conference

1
Proceedings - 1994 Federal Depository Conference
799-^ Federal Depository Conference - Proceedings

Informing Your Congressional

Representatives about the

Federal Depository Library Program

Gail Nicula

U.S. Armed Forces Staff College Library Norfolk, VA

Good morning! My name is Gail Nicula, and I am the depository librarian at the Armed

Forces Staff College in Norfolk, Virginia. I am

also the Library Director. One of these

positions I competed for... the other one, I inherited. I'll let you guess which was which. The Staff College is a school that trains officers from all the services and from the

services of our allies to work on joint staffs, in a combatant command, or for a commander in chief, such as General Schwarzkopf, at the United States Central Command. We have

about seven classes per year of students who

are mid-career and senior officers representing

the Army, Navy, Air Force, and Marine Corps. The Staff College graduates about 900 students per year. Our library is an academic one-we are in the 2nd Congressional District of Virginia, covering parts of Norfolk and Virginia Beach. Other depository libraries in our district are Norfolk Public Library and Old Dominion

University Library. In lean years, the only new, incoming material we have received has been through the depository system. When I became the library directory in 1991, our library had not been inspected in 6

or 7 years. In the fall of 1992, Robin Haun- Mohammed called me and dropped a little bomb. She said we were going to be

inspected in February of the following year.

We went into a flurry of activity at the

library-trying to correct in 3 months the problems that had been noted in previous

inspections. Finally the day came. We met

Robin for the first time-she was charming,

patient, supportive, and very, very encouraging. She liked what we had been

doing and tried to help us do more within our

capabilities. Well, we passed, and were very encouraged by her help and her suggestions. Then, in about August or September of 1993,

she called again. By this time, I should have known better than to take her calls. She

asked me if I would be willing to work with a group of total strangers, but nice ones, to help

put the special libraries part of this conference

together. The 3 dumbest words that have ever come out of my mouth came out of my

mouth. Sure, why not? So I began to think about some of the suggestions Robin made in February of 1993, about cooperating with the other depository

libraries in our area, and about HOW WE

GOT THE WORD OUT ABOUT OUR

DEPOSITORY COLLECTION TO THE PEOPLE

IN OUR DISTRICT. Well, the answer was

simple, we didn't.

[SLIDE: THE CATALOG OF FEDERAL DOMESTIC ASSISTANCE]

Do you know the only question we ever seemed to get from non-AFSC patrons "THE

PUBLIC" concerned this book! And no one

3
Proceedings - 1994 Federal Depository Conference

ever wanted to look at it. They all wanted us

to read the entire thing to them over the telephone! According to the Instructions to Depository Libraries, the depository program was established by Congress to help Congress

fulfill its responsibility to inform the public on

the policies and programs of the Federal Government. Again, from these instructions, "Every effort should be made to ensure that the depository collection IS USED." ! meanhere it is~we had a mandate, and I didn't know exactly how well we were fulfilling it. So I called Congressman Pickett's office, talked to Lou Jurewicz, a wonderful staff member in our Norfolk office, and said, would

you be interested in knowing about some of the things the Staff College Library publishes on a regular basis. Things like our Periodical Review, which is a weekly listing of some of the articles we index from our current

periodicals, our new accessions listing, and

other handbooks or bibliographies that we

publish. They said, sure, send it on. We did, and in about a month, we had our first call. It was from a local fire chief, and he was

looking for information on new developments

in fire retardant materials. Well, that wasn't

exactly what we had hoped for, being a

military library, but we tried to give a good

referral. So in the fall, when Robin called, I thought about this whole problem, and

decided that there might be others of you who

are not really sure how we can best reach out

to the people we are supposed to help keep

INFORMED. So I called Congressman

Pickett's office and asked if they would like to help us with ideas on what people ask them, and how to better inform the public of what we had in our collection. Then I called Robin, told her where I was, and she

suggested calling a friend in Alaska who was a depository librarian, and we called Senator Robb's office as well. So today, I am very pleased to present to you three very knowledgeable people, representing The Joint Committee on Printing, Congressman Owen

B. Pickett, and Senator Charles Robb, to discuss how we as depository librarians can

better fill that MANDATE THAT WE

ACCEPTED WHEN WE BECAME A

DEPOSITORY.

I will introduce each of our three speakers now, and they will discuss the issue of "Informing Your Congressional

Representatives about the Federal Depository

Library Program," and we will leave room at the end for questions.

Shirley Woodrow - Minority Staff, Joint Committee on Printing

• became involved with libraries and government in the 1960s while living

in Alaska. Volunteered with the Juneau/Douglas public library and

eventually began to work with senator Ted Stevens. With a very strong

interest in civil rights, she served as the Governor's Chair of the Alaska Commission for Human Rights, the

first woman and first Caucasian to do

so. She also coordinated the historic

visit between President Richard Nixon

and Emperor Hirohito in Anchorage.

• She moved from Alaska to Oregon

and worked for Senator Robert

^ Packwood in his constituent outreach program, later working for the Governor of Oregon.

• A third move led her to Colorado and

genealogical research. In 1988 she and her husband moved to Washington where she was asked to serve as Senator Stevens' appointee to the Joint Committee on Printing, serving in the minority position for the Senate. It is from this position

that she has become knowledgeable

about printing and the Depository

Library Program. Today, she will take us inside the Senate and remind us, in a practical way, just how the process works.

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1994 Federal Depository Conference - Proceedings

Susan Callanan is a legislative assistant on the staff of Congressman Owen B. Pickett. She is a graduate of Yale

University with a bachelor's degree in History.

• She has worked for the Congressman

since 1991, dealing with issues such

as: Budget

Agriculture Trade

Taxes

Judiciary Small Business Banking some Armed Services and Merchant Marine issues

• She is responsible for researching and

tracking legislation in these areas, for drafting responses to constituent mail

- for answering telephone communications requesting

DOCUMENTS - for proposing

legislative initiatives and working to obtain support and passage into law - attending committee meetings and

representing Congressman Pickett in meetings with business and

organization representatives - researching and drafting speeches

Wyatt Shields is from Greenwood,

Virginia.

• He is a 1991 graduate from the

University of Virginia, an English

Literature major.

• For those of you here from the

University of Virginia, Wyatt worked

for three years at Alderman Library, our state depository.

• Mr. Shields currently serves as a

legislative staff assistant to Senator

Charles S. Robb of Virginia.

His duties include handling material

requests, government ethics, and

Congressional and campaign finance

reform.

5
Proceedings - 799-^ Federal Depository Conference
1994 Federal Depository Conference - Proceedings

Informing Your Congressional

Representatives about the

Federal Depository Library Program

Shirley A. Woodrow

joint Committee on Printing Staff U.S. Congress

Wasliington, DC

I am thrilled to join you here this morning. I would like to thank Robert Williams of Anchorage for initiating my

invitation to join this panel. My first thought upon receiving the invitation was to use my

time to promote our wonderful libraries in Alaska and recognize the exceptional

librarians who serve our mutual constituents

there. But I was asked to advise you about

practical ways to "inform your Congressional

Representatives about the Federal Depository

Library Program," so I will talk about that subject from my perspective in the Senate-about getting started, by going back to the basics in establishing access to the Members of Congress. I am going to talk about:

• how depository librarians can

establish better access to a Member of Congress, and

• how librarians can use Senate and House staff to improve upon this access.

If time permits I will offer some examples

on the results of quality access to Congress by

depository librarians.

Librarians are the pioneer leaders of information dissemination and Federal depository librarians are uniquely qualified to lead in this area because of their legal

partnership with the Congress. The Congress

established the Depository Library Program in 1895 and supported the program substantially

further by expanding the number of depository

libraries in the first session of the 87th Congress in 1961. Whether you are an academic librarian, a

State or Federal librarian or a Law or Court or public librarian, or an "other," my message

will remind you about what you already know- that successful relationships between

you and your political representatives result from access. When author John Jakes wrote, "Libraries are magical places," I agreed, but I think this

is true perhaps because librarians are magical

people. A professional person often is recognized as such by his or her commitment

to the profession and its disciplines-to its growth and contributions to the society. Therefore it is to you, the magical people, that

I raise this issue today.

I was educated at Western Michigan

University to become a teacher, and I began

my professional life intending to teach in the

nation's rural schools. Instead, like my own

pioneer family who traveled to the Midwest in the 1800's, I traveled even further west from my home in Michigan to spend my adult life in the new West in the mid-1 900's, in California, Alaska, Oregon and Colorado.

7
Proceedings - 1994 Federal Depository Conference

Another change in my life's plans occurred as well; I did not find my profession in education, but in government and politics.

I have learned one basic truth about

politics, and it carries over to library services

as well~in public service, in positions of public trust, whether as elected officials, legislative staff. Federal bureaucrats, or local librarians-to be effective, everyone depends

on the free exchange of information. Democracies survive because of it, and each

of us has a part to play in supporting that goal. Whether congressional staff are political appointees on committee staffs, such as myself, or professional librarians, our mutual

goal is to provide clear and timely communication between the Members of Congress and the people we all serve.

I am reminded of a time in 1985 when I was running a Congressional office in a small town in Western Colorado. A constituent

called and asked me to locate a publication, but after a series of telephone calls to various Washington offices, I was advised to go to the depository library. I was not familiar with the term. "What is that?" I asked. "Oh, it is a

library that has a lot of government books," I was told. "Where is it?" I asked. Given the

address, I knew it was within a few blocks of my office, and I walked over and introduced

myself. Today, with my own consciousness

raised, you can imagine how simply my

problem could have been resolved if the depository librarians had taken the initiative, had come over and introduced themselves when I first opened that office for the new

Congressman.

I intend to emphasize only one basic point this morning: that the quality access Depository Librarians require rests on making

contact with the right person on the Senate or House staff... and upon your ability to learn how your Senate and Congressional offices do

business with libraries. Here is how to start:

• Identify the person who will be your

principal contact in a congressional

office. This person will likely be the

individual who receives the mail sent

to the Congressman by constituents on issues that affect information

policy, education, and libraries.

• Make the call. Make an appointment

with this staff person for a courtesy

visit. Every Senator and

Representative has state and District

offices, and Members are in the states frequently enough to meet with you

after you have talked with the staff person, either in person or on the telephone.

• Arrange for future meetings or communications with the staff person

to acquaint him or her with your

expertise and ability to provide them

with information they need to help

the Member of Congress to serve the

constituency.

After you have reached that first goal, of course you will want to expand upon your

effort and maximize your time. The most

important factors in communicating with a Member of Congress or a staff member is to

recite the facts-briefly, specifically, and

realistically-and to educate about the needs of the library and the information community in your state. Members of Congress and their

staffs are accessible in person, on the telephone, by E-Mail, by fax, by letter, or on

the Internet.

If you are communicating with your

Senator or Representative by mail it is important that your message be specific and

concise. For example, in 1992 a librarian in Alaska might have written, "I would like you

to vote for the GPO Access bill because it will allow me to capture data that I can transfer electronically to the Eskimo villages in my

region." Specific correspondence such as this routes directly to the staff person assigned that subject matter.

*8
1994 Federal Depository Conference - Proceedings

Another point, if you are communicating

by mail, comment on one subject at a time. If your correspondence is not focused or is too

broad, perhaps including a wish list for the next century, the real issue could be bounced

around the Member's office while the mail handler spends more time with your communication than the appropriate

professional on the staff. Senate offices receive hundreds upon

hundreds of communications daily. And

while you may wish to comment on several matters, communicate on only one subject at a time. The focused approach will provide

quicker access to the staff person with whom

you are establishing a partnership.

Senators do not complain about the sacks

of mail every day on all subjects, or the floppy

disks, or the E-Mail, or the Internet messages by the hundreds, or the telephone calls, but they must make necessary internal decisions

affecting the responses to constituents.

In the office of Senator Stevens, for example, in-depth responses are prepared

mainly in response to communications that have come from Alaskan constituents. Most

other communications are handled by referral to other offices; some routed to another

Senator who represents the state from which

the communication originated. Sometimes,

depending on the subject matter, it goes to an agency for review and response. You may have heard Senator Stevens at a Senate Rules Committee hearing recently ask a witness if the Secretary of the Senate had the

technical capability to sort mail for all the Senate offices as they do in the British Parliament. The Senator asked if they could

tag the e-mail coming into the office so each

Senator would receive only the messages and

e-mail about his state or from his state. With

the information technology advances of the

1,990's, congressional offices are adopting

important internal procedures to help move

communications along. It is helpful if you know what they are at least in a general way.

Mail not withstanding, generally it is your

access to someone on the staff that works. If you are meeting a staff person or a Member of Congress, bring a one-page, typed document,

describing who you are, how you can be

reached, and a summary of what you have come to say to the Member of Congress or his

staff. You would be surprised to know how

often a written description of the purpose of your visit will expedite the successful result of your mission.

If you are an old hand at this access and communications business, you may find that Senators and their staffs take the important

bridge between their offices and the depository libraries in their state for granted.

Certainly I believe that Members of Congress

count on their librarian constituents to provide them with facts that affect the future of

libraries. I have been in meetings in which a Senator or his staff might say, "Well, I have

not heard from my librarians on this." In other words, an issue therefore may not be

considered to be significant since a Member

of Congress had not heard from "his or her"

librarians.

If you use the Internet, you may have

read the testimony from the Senate Rules Committee hearing on February 10th. You

would have noticed how astonished Senator

Stevens was that the National Performance Review panel never sought the opinion of

librarians on the information segment of their proposal. Thanks to Katherine Mawdsley and Anne Heanue, the Congress has as part of the

legislative record the recognition that the ALA

had taken the initiative and made their views known. The operative word here is initiative. Another lesson: After you have practiced some of these techniques, and if the Senator

or the Representative tries to achieve your

objective or does what you want him or her to do~say thanks. Your elected officials like to receive recognition. Take the initiative to bring the issue to closure by extending your

appreciation. It pays long range dividends in maintaining access. I can report how pleased

Senator Stevens was to receive the Alaska

9
Proceedings - 1994 Federal Depository Conference

Library Association resolution honoring him

for his work on the GPO Access bill, not to mention being included in the Freedom of Information Day Awards by the Coalition on Government Information.

Finally, if you are reluctant to get involved with politicians just because

politicians are politicians, I would urge you to take the initiative and consider that most

politicians view books and libraries in a very

bipartisan way. I doubt -that you will find a Senator or Representative in either party not

interested in books and libraries. Some of them simply do not know about you. So take the initiative, be exact, be brief, relay the

facts, and extend thanks.

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1994 Federal Depository Conference - Proceedings

Library Programs Service Update

].D. Young

Library Programs Service U.S. Government Printing Office

Wasliington, DC

Good morning. I am pleased to see such

a great turnout for the third Federal Depository Conference, and I hope that many of you will be able to stay on for Saturday's meeting of the regional depository librarians, and next week's Depository Library Council meeting.

During my time this morning, I want to bring you up to date on some of the issues and change processes which are effecting GPO's

Library Programs Service and the Federal Depository Library Program. Often external forces change the Depository Library Program. GPO and government printing in general have been

scrutinized in the National Performance Review process, and different visions of our

future are being discussed in Congress. Right now, we are watching with great interest the

action on HR 3400 as it moves through the Senate Governmental Affairs Committee and

the markup process, and the interaction we

hear is going on between the Senate Rules Committee and the OMB.

So far this year, the depository program

has been affected by a reduction in the volume of printing coming through GPO. Some of the reasons for this reduction include

the Clinton Administration's effort to reduce

the overall cost of Government, the technological shift toward electronic publishing, and originating agencies retaining a portion of their printing work in-house. The

result is that there have been less print orders coming through for us to ride for depository

copies. Our distributions to libraries are

down significantly from last year. Through the end of March, LPS distributed nearly 14%

fewer titles than during the comparable period

in FY 1993.

This reduction in the number of acquisitions opportunities is also effecting LPS

financially. At this point, the dollars obligated

for depository library printing and

reproduction are also running about 15%

behind last year's pace. Because of this lower-than-projected rate of spending, we will probably be able to operate the program

within the available resources this fiscal year. However, Congressional action on our FY 1995 Appropriations will have a major effect on future program offerings, as well as the

drive toward electronic dissemination. In his testimony before the House Appropriations Committee on GPO's appropriations request

for FY 1995, Public Printer Mike DiMario

presented a full needs-based budget request. GPO's FY 1995 request for the Depository Program, for Cataloging and Indexing, and

other Programs under our Salaries and

Expenses Appropriation was $33.9 million, an

increase of $4.8 million, or 16.6% over FY

1994.Most of the requested increase, or $3.5

million over the FY 1994 budget, is for depository library printing and reproduction,

the line item that also includes electronic information delivery. We asked Congress for

sufficient funds to continue distribution of the

full range of content and format choices which

11
Proceedings - 1994 Federal Depository Conference

have traditionally been in the Program, as well

as to increase our range of electronic

offerings. The requested increase includes $1.5 million to fund online dissemination of the Congressional Record and Federal Register

at no cost to depository libraries under the GPO Access Act. Another $1.1 million will cover production of depository copies of the 1994 revised edition of the bound U.S. Code

which is revised each 6 years. As you may

recall, we requested $33.7 million in FY

1994, but were only appropriated $29.1

million, the same as FY 1993. Realistically, getting $29.1 million again is probably the

best we can expect for FY 1995.

If we continue at a flat funding level, it is not likely that we will be able to afford the range of format choices that you have seen in the past, while at the same time adding online

services under GPO Access. When electronic formats are significantly less expensive than

the paper or microfiche there will be a real financial incentive to offer only the electronic product. We should welcome this change. It is rare that you can get more for less, but in the case of electronic products, you often get increased functionality at a lower cost. A side

effect of this movement toward distribution solely in electronic format will be to increase the users' pressure on the depositories for more PCs, more network access, and more

user assistance.

Clearly, the challenge of electronic information will be driving change for both GPO and the depository libraries. As

traditionally print-oriented institutions, we

must evolve to face these challenges:

• Since the production of electronic information is becoming distributed

rather than centralized, GPO's role is changing. The challenge to GPO is to act as a coordinator, a facilitator, to bring the electronic information to you under the legal basis of the

Federal Depository Library Program. Our position in this regard is that any agency acting outside the Program, as defined in Title 44 of the U.S. Code,

will be spending taxpayers' money

without the return obligation on the

part of depository libraries to retain the information or make it available

to the public.

• The challenge to depository libraries

is to provide free access to electronic information to the general public. This requires a shift for libraries; from ownership to delivery; from a just-in- case to a just-in-time philosophy.

I want to cover in some depth how LPS is evolving to meet these challenges, but 1 will also comment on what we think depositories must do to meet the electronic information

challenge. In LPS, we are following three

general approaches:

1) We are increasing our reliance on

electronic information;

2) We are attempting to maintain

information dissemination under the

official Depository Library Program

through developing strategic alliances with other Federal information

providers, and

3) We are working to improve our communications and responsiveness

to depository libraries. GPO Electronic Access Ten months ago. President Clinton signed

into law the "Government Printing Office

Electronic Information Access Enhancement

Act of 1993." Under this authority, we are building an electronic infrastructure to establish the depository program in the

electronic future. We must guard the public's

right to free access to Government information while still juggling a limited program budget. The Access Act requires GPO to provide

online access to the Congressional Record

Record and Federal Register; to establish an

electronic information storage facility; and to

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1994 Federal Depository Conference - Proceedings

develop an electronic locator of government

information products and services. In addition, as the Senate Rules Committee

report language made clear, Congress viewed

information dissemination to libraries through

the Federal Bulletin Board as also under the Access Act umbrella. We have handouts here

that provide the latest information pertaining

to the online Record and Register, the GPO

Locator, the Federal Bulletin Board, and the

storage facility, known as Federal IDEA

(Information Dissemination for Electronic Access). There will be demonstrations of the

Bulletin Board and the online Record and

Register tomorrow; from noon to 2:00PM, and

from 4:00 to 5:00. GPO's Internet connection is in place and we have the Federal Bulletin Board up on

Internet for internal testing. The Bulletin Board will soon be available to you on

Internet, and we plan to authorize one user ID

per depository library to have unlimited access

to the Board's paid files, at no charge to the depository library. Each depository must re- register on the Board and designate one

specific ID which will have the no-charge download capability. Each depository will be

receiving a detailed packet of information on

the new Bulletin Board offerings and the

registration process. We will monitor the use of the Board by

depositories during a six-month test period to assess what types of libraries are using it, which files are being used, the time spent on

the system, etc. The reason for monitoring is that even with online electronic dissemination,

there is no free lunch. Files must be prepared and loaded, kept up-to-date, users registered, inquiries answered, and so forth. The costs of the depository use will be charged to our

appropriation; the same funding source that covers everything else in the Program. The Library Programs Service is also involved in the development of the GPO

Locator. The University of Kentucky Research Foundation is under contract to develop a prototype of the Locator Service. This prototype is being designed to point users to

government information which is available through both the Depository Library Program

and the GPO Sales Program. The basic point

of entry to the Locator Service will be via

Internet, although asynchronous (dial-up) use

will be an option. One of the Locator applications will employ existing Library Service and Sales Service data, but link it together in new ways. The prototype will contain a year's worth of bibliographic records from the Monthly

Catalog and the entire Publications Reference

File. This will show what's out there, and of

that, what's for sale. The MOCAT records will be linked with item selection and library address data to show which depositories have

a publication and where those libraries are

located.

I outlined some of the features of the Locator Service at ALA Midwinter in Los Angeles. However, one of the most critical functions will be to direct users to a

depository library for assistance even if their locator system search is unsuccessful. This

feature may very well increase reference and

referral demands on depositories, but it is vital to our users. Even if users cannot find exactly what they want on their own, the Locator should guide them to a Government

documents librarian for assistance. The

depository librarian will help to close the widening gap between the information rich and poor in our society; between

technologically sophisticated users who can

navigate on their own; and those users who

still need the mediation of a professional

librarian.

Electronic Dissemination - Effect on Libraries GPO is focusing on practical applications

of electronic technology, and we expect these

to increase utilization of depository libraries.

Is your library ready~The preliminary results from the 1993 Biennial Survey indicate rapid growth of electronic capabilities in depositories, but too often the high-tech workstation is in the library's technical service

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Proceedings - 1994 Federal Depository Conference

or staff only area. Depository libraries must

increase electronic capabilities for public use,

as more and more, electronic media and

networks will be the preferred, or even sole, channel of dissemination. A depository's

ability to serve the public with electronic information is a great concern. Clearly, when

the Government expends funds to disseminate

information to libraries, it is with the expectation that libraries will serve the general

public; not just their students, their faculty, or the residents of their immediate municipality.

In order to get more detailed information on depositories' computer assets and

networking capabilities, we will conduct a detailed survey later this spring. Some

questions wiW focus on whether your computer assets are available for public use

rather than simply dedicated to the library

staff. We need better information to plan

future electronic dissemination and product

selection decisions. The survey results will also assist your library in its planning, by

giving you a benchmark to compare to similar

libraries. These issues are increasingly critical, especially the provision of Internet access for public users as well as library staff. Internet

will be the main channel to get into the various components of GPO Electronic Access. There will be increased pressure for depositories to allow the public to use their Internet connections. In addition, our long term view is that we will use Internet as the vehicle for depository program administrative information. Every depository should be planning to get on Internet; both to communicate with GPO and other depositories, and to permit

their users to access electronic Government

information. We recognize that this direction has very serious resource implications for depositories, particularly those in public

libraries and small academics. However, in the interest of service equity and public access

to Government information, it's the direction we should be heading.

External Alliances with Other Providers

In the coordination role I mentioned

earlier, one development we have underway now is the dialogue between GPO and the National Technical Information Service. A

GPO/NTIS partnership represents a real opportunity to improve the comprehensiveness of the depository program.

In its Rules announced in the Federal Register back in January, which resulted from the American Technology Preeminence Act, NTIS

proposed to use its capabilities to bring more

scientific, technical and engineering

information products into the Program. The NTIS Rules, when originally issued

for public comment, had little mention of depository libraries, but due to feedback from

the community, ended up with a great deal. Following the issuance of the final NTIS Rules, the Public Printer wrote to NTIS Director Don

Johnson and proposed that NTIS carry out

these activities relating to Depository Libraries through an Interagency Agreement with GPO.

In his March 1st letter to the Public Printer, Don Johnson indicated that NTIS is eager to enter into an Interagency Agreement with GPO. We have drafted an Agreement, and in a talk I made to the NTIS Advisory Board

recently, I outlined some of the key provisions

of the draft. NTIS actions under its new Rules, to provide full text online access to final STEI products for depository libraries at no charge,

will be a significant contribution to our Program in gaining access to Executive Branch

online information. We hope to have the draft agreement in NTIS' hands very soon, and then to begin what should be an interesting negotiation

process. I will speak more on this at the Council meeting next week. We welcome NTIS or any other Federal agency's involvement in the Program, but our

greatest concern, as I mentioned earlier, is that the information be provided specifically under

the auspices of the Depository Library

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1994 Federal Depository Conference - Proceedings

Program in accordance with Chapter 19 of

Title 44 of the U.S. Code. This is necessary to assure that information provided by the

Federal Government at no cost to the depository libraries is in turn made available

free to the general public as required by Title 44. Unless distributed under the official Depository Library Program, libraries would

not have the obligation to retain materials or

to provide access to the general public, as is clearly the intent of the law.

I'm sure you have heard about NTIS' $6

million appropriations request for technology

grants to depository libraries. If Congress

funds this request, we will work with NTIS,

the Joint Committee on Printing, and

representatives of the depository library community, to develop a plan to ensure that depository libraries which receive NTIS

technology grants utilize the funds strictly to enhance the libraries' electronic information handling capabilities to improve public access

to Government information. However, we are concerned about equity issues - the "rich

libraries getting richer." We will encourage NTIS to consider using the grants to bootstrap the most needy libraries to help them get up

to speed.

Responsiveness to Depository Library Community

I'm sure most of you know that the

Library Programs Service is now on the

Internet. LPS staff access the Internet through

a network service provider, which gives us e- mail and access to the listservs. We are using Internet to keep you posted on developments in the Program. We're also monitoring and accepting inquiries on GOVDOC-L.

We have one request though-please

continue to use the "Depository Inquiry Form"

for complex inquiries. If your request requires research on a specific title for acquisitions or

classification, or is about a fugitive publication, we need documentation from you

in the form of photocopies of title pages, etc.

to support the request. The already

established procedures for the "Depository

Inquiry Form" allow us to more systematically respond to all types of requests. We are committed to providing a timely response to inquiries, but there is insufficient

staff to respond to complicated e-mail requests within the necessary limited time frarne associated with e-mail. For many of the

requests that have been sent via the Internet to Depository Administration Branch, the Internet

is not providing a more timely format, but is rather adding an additional step to the

process. We will appreciate your assistance during this transition phase to this electronic medium.

Many of you have probably seen that we

are using GOVDOC-L to collect your

nominations for the Claims Core List Open

Season. We recently extended the deadline

until May 31 for you to propose additional

titles for the Claims Core List, so the libraries which rely on Administrative Notes for this kind of information have an adequate chance

to respond. It's the right time to be looking at this list again, as we can include the results in the annual item selection update process, which will establish our order counts for the upcoming fiscal year. As I mentioned at ALA Midwinter, last

Fall I established a study group within LPS, led by Tad Downing, our Chief of Cataloging, to look at how the selection process could be

refined to assure that fewer unwanted

materials would be received by depository

libraries. This effort was a response to the numerous comments we got from librarians at the Chicago Depository Library Council meeting last November. We concluded that moving toward a one-to-one correspondence between item numbers and class numbers will achieve the purpose of refined selectivity and

should decrease problems with selection. Specific proposals related to achieving the one-class-stem-to-one-item-number relationship have been developed and reviewed. As to who will carry all of this out, I am pleased to announce, that I have recently selected Robin

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Proceedings - 1994 Federal Depository Conference

Haun-Mohamed, who has been with our

inspection team for over 2 years, to fill the

critical position of the Chief of the Depository

Administration Branch.

Robin's area manages the item number

and classification systems, and under her

leadership, will be moving ahead with the item number refinement. You can expect this to be a gradual process, and one that we will implement with due care and consultation with the community. It is likely that this process will require more preference surveys, and as you know, we have been trying out some modified survey techniques. Last fall, we had the fax survey, 93-002, covering the

Digital Chart of the World CD-ROM.

Recently, we were able to take the data compiled by the Teleform fax software, and

upload the results directly into our system without keying. This is an important step for

us, and we may employ additional fax surveys

in the future. We also heard your concerns and

inquiries concerning Roadway Package System

(RPS) deliveries. We've sat down face-to-face with RPS and discussed these problems with them. RPS explained that the problems were

almost always a direct result of the severe weather last winter, often meaning their trucks

just could not get through. We are conducting a survey on RPS delivery services

at this meeting, and I hope you'll take the time to fill one out. Also, an RPS

representative will be at the Information Exchange on distribution services, today at 2:00PM.

In order to maximize the communication

opportunities of this conference, we have

included in the agenda three GPO Information Exchange Sessions, and one Open Forum. The Open Forum session follows my talk, and

will be moderated by Sheila McGarr. During

the Open Forum we will have most of the LPS

senior managers here to field your questions and listen to any concerns you may have.

Sheila will follow me and will explain the Open Forum ground rules.

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1994 Federal Depository Conference - Proceedings

CD-ROM LAN in an Academic Library

Barbara Kile

Rice University Library Houston, TX

Introduction

I am sure we all had a variety of reactions when we first heard that we might be

receiving CD-ROMs as part of the depository

library program. These reactions probably

varied from screams of "Not another format!"

to great excitement at the thought of being

involved with this new technology. Government information on CD-ROMs

certainly opened a new dimension to documents librarianship. We, the librarians, had to become the interface between the patron and the sources. No longer is a familiarity with government publications and

their content sufficient to help the user, now we also must possess the technical skill to access the information or data in this new

format.The advantages of CD-ROMs were

quickly touted. They would make more

information available more quickly, searching

capabilities would be improved and

expanded, and the storage capacity of one

disc was far greater than a printed publication

or floppy disk. However, as we all know,

there were disadvantages to issuing government information in this format. First, CD-ROMs required new and expensive

equipment to access the information. Secondly, there was no support for standardization of the product. We received CD-ROMs with a variety of search software or with no software. Finally there was the issue of training staff and users to competently

access the CD-ROM and the information it contained. We have shared information and our

frustrations as we attempt to bring this technology into our libraries. Today the members of this panel are going to talk about

various ways to provide access to the growing numbers of CD-ROMs in our libraries. I am

beginning by discussing the establishment of a

local area network (LAN).

Definitions

First, I would define a network as two or more computers connected together by some

communication mechanism like a traditional wire or state of-the-art fibre optics. I would

further refine this definition for a local area network as computers connected together in a defined local area, i.e. an office, department,

floor, or building.

Planning As with any library operation, we need to do adequate planning for this new operation. We need a good plan to convince

administrators to spend the money necessary

to set up a LAN, to convince our colleagues

that this is going to be an exciting new way to provide service, to convince some of our users

that this little disc truly does contain

information and is not something their teenagers use to blast them out of the house,

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Proceedings - 1994 Federal Depository Conference

and finally we need a good plan to insure that our LAN is up and running all of the time. Our plan might begin with some of the reasons for putting CD-ROMs on a LAN:

• Economic benefits Multiple users share equipment

• File sharing

Files are shared or sent to others on the systenr

• Increased security Controlled access to the CD-ROMs

• Remote access

Increases the potential for outreach

activities Next we need to define the perimeters of our LAN-will it be in the documents

department or throughout the building? Once that decision is made, we can determine how many terminals we will needfor example, two in the documents

department and four in the reference department.

Now we need to look at our users-are they undergraduates who are very computer

literate or older faculty who still want to use

printed materials or people from the community with varying computer skills? In

all likelihood, they will be a mix from all of these groups and our LAN will need to be

designed to meet varying needs and technical

skills. To meet these needs we will probably need to set up help screens and menus that provide for different levels of searching. The next planning question is "What CD- ROMs are going to be mounted on our LAN?" A decision must be made whether this LAN

will be limited to bibliographic files or whether it will include research materials. An integral component of our plan is staffing. Who will be the LAN administrator, do we need to hire someone? Will the

existing public service staff provide the

interface between the users and the LAN?

Will one or two staff members be given this as a primary duty? Along with staffing levels, we must

consider training. The staff will need to be

trained in using the LAN. They must

understand the subject/content of the CD- ROMs in order to help formulate search

strategies and understand the capabilities of the network. They must also know how to bring the system up, print, download and how

to do some troubleshooting. Another component of training is the assistance that is given to our users. We need to train our

users, so that, their searches yield positive

results. To that end pertinent questions are "What kind of written documentation will we

provide? Can we provide hands-on training

for our users?" Most of what we have discussed so far in our planning process are items that all of us can understand and about which we can make

recommendations. However, there are many

technical considerations that have to be

included in our plan, so throughout these

discussions we need to include people with

the technical knowledge to advise us. There may be staff in the library or university that can provide this information or it may be

necessary to hire a consultant. Once we have made these planning

decisions about the LAN, we should be ready

to prepare a budget.

BudgetOur budget should include:

• Equipment costs (terminals, server,

printers, etc.) • Wiring to connect our equipment

• Software requirements

• Personnel (technical staff, altering public service positions)

• Furniture (tables, carrels, chairs)

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1994 Federal Depository Conference - Proceedings

• Training costs (workshops, printed documentation)

• Supplies (paper, ribbons, etc.) • Network support (ongoing cost for enhancements and upgrades)

Finally, our plan should Include a timetable for implementation and assignment

of responsibility for the various components of the LAN. Coordination of these activities Is essential.

Other Factors

It is Important that we keep in mind our campus environment and how this LAN will

fit into the campus automation plan. This goes hand-ln-hand with the technical considerations In planning and budgeting.

Establishing a LAN provides the potential

for increasing our outreach activities. If our LAN Is set up for remote access, we have the means to reach many more users through dialIn access.

Finally, we must not forget publicity. We

need to think about how we are going to let people know about this wonderful new

resource. This can be as simple as signs in the library and announcements In campus

publications or a special event to announce

the Inauguration of the LAN.

With thorough, proper planning, realistic budgeting and an emphasis on service, a LAN

can be established which provides "Documents to the People."

References: CD-ROM Local Area Networks: A User's Guide, ed. by Norman Desmarals. Westport, CT:

Meckler, 1991. Depository Library Use of Technology: A Practitioner's Perspective, ed. by Jan Swanbeck and

Peter Hernon. Norwood, NJ: Ablex, 1993. Management of Government Information Resources in Libraries, ed. by Diane H. Smith. Englewood, CO: Libraries Unlimited, 1993.

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Proceedings - 1994 Federal Depository Conference

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1994 Federal Depository Conference - Proceedings

Setting Up a CD-ROM Work Station

In an Academic Library

Robert Lopresti

Western Washington University Library

Bellingliam, WA

(Loosely adapted from: Lopresti, Robert. "Setting Up a Public Workstation with a Pioneer

Six-Changer, " in: Maxymuk, John (ed.). Government CD-ROMs: A Practical Guide to Searching Electronic Documents Databases. Available from Mecklermedia, 1 1 Ferry Lane West,

Westport, CT 06880. 203-226-6967.)

introduction

I am here today to talk about setting up a

single workstation to run government

CD-ROMs in an academic depository library.

I am not here to convince you to do it my

way. I'm not even here to tell you "how we

do it good at WWU." In short, I am not here

to give you all the answers. What I hope to do is give you the right questions. If you set up a workstation you will have to answer

these questions in the process. If you know

about the questions in advance you have a much better chance of finding as answer that

satisfies you. My own experience is at Western Washington University, where we run about 40 separate CD-ROMs on a workstation that we call DOCBASE. However, this speech is not limited to the set-up we use on DOCBASE. You may choose to answer the questions differently than we did. I am

assuming that you have decided on a workstation approach; that is: running several government CD-ROMs on a personal computer, as opposed to dedicating a

computer to a single disc, or running a disc on a network. The decision wheel on the accompanying diagram lists the main

categories of questions you need to answer, or decisions you need to make, in setting up

your workstation. One reason for showing it as a circle is to indicate that these questions

are of equal or near-equal importance. They

all need to be answered. However, we have

to start somewhere, so we will begin at the top and work clockwise.

CD-ROMS and Other Electronic Formats Which CD-ROMs should run on the government documents workstation? This is a very complex question, even for a depository

library whose choices are more or less limited

to the materials offered by the GPO program.

First, we must examine a basic assumption. Throughout this speech I keep

referring to CD-ROMs, but are they the only

material that will run on our workstation? The

Department of Energy is putting out its material on floppy discs. Other material can be downloaded onto a hard-drive from BBSs. Some CD-ROMs, like NEPA/BRAC from the Department of Defense, contain material that

will only run from a hard drive. Some CD-ROMs contain mostly "microdata," meaning that they consist essentially of just numbers, with no method of access. Unless

the library acquires software to sort the data

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Proceedings - 1994 Federal Depository Conference

and places that software on the hard drive of the computer, there is no purpose for running

these on a public machine. Many of the CD-ROMs that do come

with software arrive in many different discs, or volumes. In these cases the library needs to decide which discs to run on the workstation.

For example, you may only want to run the latest month's issue of U.S. Exports. You may choose to run all of the Census long form

discs, or only the disc for your state. Of

course, all depository discs need to be

available to the public in some way.

Just as with paper and fiche, libraries need to be cautious when deciding that a CD-ROM has been superseded and may be

discarded. Each issue of the U.S. Exports and

Imports CD-ROMs give figures for the current month and the year to date. Some patrons, however, are likely to want month-by-month

figures, and that can only be obtained by

comparing discs for all the months. Another example was recently pointed

out on GOVDOC-L. The GPO permits us to discard older issues of NESE, but some special

files, such as Clinton's Economic Plan, appear on only one issue. A library may decide not to run a

particular disc at the workstation because of

its contents. I am not talking about censorship

here, but recognition of patron interest. A

disc that is expected to have no use may be

stored and only brought out upon request. Some government material arrives from

outside the depository system. One example

is SAID, the Department of Labor's Substance Abuse Database. You may want to include some electronic publications which are not governmental issue

at all. Examples might include U.S. Code

Annotated or CIS's new Index to US

Governmental Periodicals. In such cases it becomes important to check licensing

arrangements, since commercial ones may be

quite different from those of the government.

Hardware

At a minimum, the physical equipment

for a public workstation for government

CD-ROMs should consist of:

• A PC-type computer. PC is preferable

to Macintosh simply because most government CD-ROMs have been coming in DOS format.

• Floppy drives. Ideally both a three and a half inch drive and a five and a

quarter inch drive.

• A CD-ROM drive. This can be

stand-alone, or a tower, or a juke-box

type device.

• A printer.

• A cabinet for storing CD-ROMs when

not in use.

Location

Finding the best location for the workstation is a major consideration. As with any computer, the workstation needs to be

located in a place that won't damage the discs

or machinery. This involves checking for electromagnetic problems as well as heat, cold, and humidity issues.

Like any public computer, the work

station will need to be under at least occasional observation. The printer will need

maintenance. Depending on what equipment you are using to run the CD-ROMs, and how many

you are offering to the public, you will probably need some system for switching

discs.

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1994 Federal Depository Conference - Proceedings

If a patron wishes to access CD-ROMs

that are not currently plugged into the drive, she will either have to do it herself or ask a

staff person to do it.

If the staff person is going to change the

disc then ideally both the six-changer and the spare discs should be close to the staffer's station. If the patron is going to make the change then proximity to the staffer may not

matter, but questions of security become

important: are the discs going to be within reach of the patron? If so, are they safe from

theft?Any plan that requires the patron to handle the discs increases the chance not only

of theft, but of accidental damage. Careless handling can break boxes. Not only do machines need space, but so do the people using them. You will need to provide work space next to the computer. There must also be room near the machine for

all the manuals the library wants to supply.

Software

Each CD-ROM requires software to function. The library must decide what

software to make available to the public. This can affect which discs to run on the machine.

Furthermore, the software may affect the size of hard drive and amount of memory needed. Many government CD-ROMs come with

software on them or on an accompanying

floppy disc. In some cases, such as the OSHA

CD-ROM, this is the only software available or needed. From the library's point of view this

is the easiest situation; the only decision is whether to move the software onto the hard

disc. This is often recommended, usually to improve speed of access. Many of the Census Bureau's discs can be used with EXTRACT, a software program

developed by the Bureau. The program is available on some of the discs and can also be downloaded from the Census Bulletin Board.

EXTRACT requires auxiliary files, which are sometimes found on the discs and sometimes

on the Census Bulletin Board. EXTRACT permits a user to access information

in spreadsheet form, through more

complicated methods than are allowed by the GO software that comes with most Census

discs. EXTRACT is too complex for the average patron to use without assistance or

training, so if a library chooses to put EXTRACT on the computer, it needs to train

staff and/or patrons. There are several sources for noncommercial software. Some libraries may

have access to people capable of creating software to fit their own needs. Shareware and freeware are computer

programs produced and distributed through

informal means, such as hand-carrying or

bulletin boards. Freeware is, as the name

implies, free for the taking. Shareware is usually available for a free examination, with

the understanding that you will pay a fee if you find the program useful.

This can be a helpful way to share home-made programs and keep from

reinventing the wheel. However, it is important to be aware that such material seldom comes with guarantees and typically receives less checking for bugs than commercial software. Hand-carried programs,

also known as "sneakerware," are a major

transmitter of computer viruses. There are at least three categories of commercial software relevant to government CD-ROMs. Some discs can be used with

standard spreadsheet programs such as dBase

or Lotus. Some CD-ROMs contain files that can

only be used with a word-processing program,

usually WordPerfect. Sections of the Army's

NEPA/BRAC disc are only available that way. Other CD-ROMs require or permit the use of commercial products specially designed

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Proceedings - 1994 Federal Depository Conference

for those discs. A number of programs exist to turn the TIGER files into useful maps, for example. The library has to decide which

programs, if any, to buy and run on the computer. Specialized programs tend to be aimed at specialists, and the average patron may not have the vocabulary and skills necessary to use them without help. The

library will need to decide what kind of assistance to provide. —

The librarian also needs to make sure the purchase contract for commercial software permits the usage the library intends to make

of it. Software manufacturers may not have

anticipated multiple use, or their software being copied onto a public access machine.

Interface Government agencies show their individual personalities in their publications. This is a polite way of observing that the products of the various departments are inconsistent and often incompatible with each

other.By putting all or most of the CD-ROMs

on one machine, we can help the patrons to cope with the variety of discs. This is why

many libraries choose to give their computer a name, such as DOCBASE or EDD, rather than

labeling it with a dozen signs that say: Census, OSHA, NEPA/BRAC, and so on. The library needs to make decisions about the face the computer will show to the

public. To begin with, the library needs to determine whether to use DOS, Windows, or Macintosh. Most CDs are designed for DOS,

but many will run with Windows and 1994

has shown us the first few, like the IRS disc, which run only with Windows.

In order to show the patron a list of available CD-ROMs, the library needs a menuing system. Two approaches to this are being demonstrated at this conference. One is

the DOCBASE system, which was designed at Western Washington University using basic DOS commands like EDLIN and COPY CON.

The other is the Electronic Data &

Documents system developed by James Vileta of the University of Minnesota, Duluth. EDD

operates with a commercially available menu

software program called MenuWorks.

Both systems have been described in Administrative Notes and you are welcome to

try them out and compare the different approaches.

In either case the goal is the same: to use menus and batchfiles to make the selection of CD-ROMs as transparent as possible for the

user. For example, the patron should be able

to start a CD-ROM without knowing the

start-up commands.

The final element that should be available

in the Interface is some kind of basic system

help, available from the main menu.

Unfortunately not all the CD-ROMs provide

help, but we can at least start the patron out

in a friendly atmosphere.

Security

For obvious reasons, the library needs to be able to control the use and content of the computer. I have already mentioned the

possible dangers involved in allowing patrons

to handle the CD-ROMs.

If the patron has access to the keyboard and to a floppy drive, she could change or even destroy the contents of the hard disc. The library can write or purchase security software that hides key files (such as AUTOEXEC) and commands (such as FORMAT), or produces password controls. Commercial menuing software often has these

capabilities. Whatever system is used,

librarians should never become so confident

that they forget the most important security measure: frequent backups of the hard disc.

24
1994 Federal Depository Conference - Proceedings

The newly revised Federal Depository

Library Manual requires that back-ups be made of all floppy discs received through the depository system.

Service Most patrons are going to need help the

first time they encounter a government

CD-ROM. A library needs to decide v^hat kinds of help it wants (or is able) to provide. As indicated earlier, a major factor in deciding on the location of the computer

should be proximity to librarians and staff who

can help the public in using it. You also need to determine the hours

that staff will be available and how much

training the assistants will have. If only a few

people are really expert in using the CD-ROMs, you may want to encourage

patrons to set up appointments.

How much training will the staff serving

the area receive? Will they all go to Census workshops on Extract? Will they at least have had a chance to read the help files? At many libraries, people who work

outside the depository section are notoriously

reluctant to deal with government

publications. CD-ROMs can exacerbate that,

or, if you are creative, may serve as an

opportunity to combat it. Many government CD-ROMs come with

lengthy instruction manuals. Others come

with only a brief handout or nothing at all. The GPO depository system generally does not send a manual in printed form if the

library can produce a copy by printing it off from the CD-ROM. The library thus has to decide whether to make do with a "home-made" copy of the manual or purchase a more professional looking copy

from the government. If the library has decided to put commercial software on the

computer, then manuals for these programs

must be available too. A library will probably want to create an overview guide for the work-station. Such a guide would describe the type of information

available on the station, the provenance of the

discs, and indicate how they may be

successfully used.

For example, patrons often have difficulty understanding that a depository library's selection is generally limited to what the government has chosen to publish. Patrons

will ask which CD-ROM contains National

Parks Service information, and be

disappointed that no such discs have been

distributed. Another problem is that many patrons

think of CD-ROMs as bibliographic sources. Because they have used Infotrac, ERIC,

Psycinfo and the like, many of the patrons will expect the discs to contain lists of government

publications, rather than to be the publications themselves. A general system guide would explain

these things. It can also describe library policies, and it should also tackle the tough

question of how to cite a CD-ROM in a term

paper.The library may want to create their own

guides to some or all of the CD-ROMs. This should not be confused with simply printing

off a copy of a manual, as described above.

Ideally these guides should be short, containing only the information an average

patron will need to use the material, and

should be geared to the individual library. Most important, the guides should be

consistent. The baffling differences between

different software products, such as QAccess

used by Congressional Record, GO used by

Census, and Romware used by NTDB, can be somewhat ameliorated by using a single format for the guides, thus creating a written

"front end" to help the patron adjust to the

25
Proceedings - 1994 Federal Depository Conference

different tools. These guides can appear in a manual near the computer or as handouts to take away. We produce such a guide for each CD-ROM that runs on our system. The

questions always appear in the same order, and the answers always appear in the same

formats.

Policies Many policy questions need to be answered in setting up a work-station. Some

of these have been discussed already, but

there are a few others.

• QUEUING. If the CD-ROMs are running on only one machine, there may be times when several patrons want to use it. The library may want

to create a time limit for busy hours, and set up a time-sheet for such

occasions.

• PRINTING. Most government

CD-ROMs permit information to be

printed off. The work station should be attached to a printer. Many of the

discs contain lengthy files that may

print off twenty or more pages (NTDB

for example). The library needs to decide whether to limit the number of pages a patron can print off. Some

libraries have their computer printers

set up to take copy cards, and charge

by the sheet.

• DOWNLOADING. Most government

CD-ROMs permit data to be downloaded onto a floppy disc. This permits patrons to take data home

and manipulate it when they wish and with the software of their choice.

Libraries may wish to consider selling floppy discs for the convenience of their patrons. Since some patrons will arrive with unformatted discs, it would be wise to include

in your menuing system an automatic method

for formatting floppies. This diminishes the

possibility of a patron accidentally typing the dreaded "format c:" and erasing the hard

drive.

• CIRCULATION. The library may

wish to permit some CD-ROMs to

circulate. CD-ROM drives are becoming more popular, especially with small businesspersons who are

particularly happy to learn about the National Trade Data Bank and other government products. The library needs to decide which, if any, discs

will circulate, and create written

policies.

• PUBLICITY. Depository libraries have

an obligation to inform their community and promote documents. Government CD-ROMs offer a tremendous possibility for publicity and should be considered in that

light.

• RECORDS. Record-keeping is a

responsibility of every depository, whether or not they have CD-ROMs.

However, if you have a work station,

^ you need to keep track of which

series are running on the workstation, and which discs from each series.

Conclusion With the exception of some reference

material, most items in libraries are not used

the way their creators intended. Popular

books, for example, are generally published

with the idea that they will be read by one

owner. Hard use by a parade of library patrons often results in broken bindings or worse.When non-print media are involved, the

differences can become more significant. For example, many government CD-ROMs are intended for audiences other than the general

public. The OSHA disc is aimed at Labor Department employees. Census PL94-1 71 is

26
1994 Federal Depository Conference - Proceedings

aimed at local government officials. The

National Trade Data Bank is aimed at businesses. The challenge for the depository library is to make all of this material available in a way

that is useful to the general public.

The single workstation approach is one

solution; there are others. Many of the questions discussed here would apply to any

system. I wish you good luck in finding answers that work for you.

Setting Up a CD-ROM Work Station:

Decisions to Make

27

O Robert Lopresli 1994
Proceedings - 1994 Federal Depository Conference
1994 Federal Depository Conference - Proceedings

Reference Service in an Urban Setting

Sherry Mosley

Florida International University Library Miami, FL

I was asked to talk about reference

service in an urban setting. I'm not sure if the implication was to compare that with doing

reference service in a rural or suburban

setting-if it was, I'm sorry because that isn't exactly what you'll be getting this afternoon. The main reason that I can't compare the two

is that I have never really worked in a library that was in a rural area-the closest I can come

is when I worked on Long Island and I don't

think you can call that a rural setting- suburban, yes, rural, I don't think so! Instead

I will be speaking about working in a multicultural university and city. I think the type of reference service one gives does not only

depend on urban versus rural but also city versus city and the type of library it is. For

instance, for 10 1/2 years I worked in Youngstown, OH, a city of approximately

100,000 people. Yes, though smaller than the

city of Miami, it is still an urban setting, but

the reference services given by the two

documents departments vary quite

dramatically.

First, let me give you some background on Florida International University (FlU). FlU

Is made up of 2 campuses-one in Miami

(actually, it is a 30 minute drive to downtown

Miami) and one in North Miami, which is the newer campus. FlU grants degrees at all levels including Ph.D. The student population

in the fall semester of 1993 was 23,842. 22%

(5252) were studying at the graduate level. Of

the 23,842 students, almost 47% (11,183) are Hispanic and 6% of the 23,842 are considered international students (those

studying here on student visas-does not include refugees). FlU is located in Dade County. Dade has

a population of 1,937,094 of which 953,407

(49%) are Hispanic and 105,477 (6%) are West Indian (in all probability mostly Haitian but it is hard to tell since the Census Bureau

did not delineate, except if I go into PUMS

and I really didn't want to!). In fact, according

to the Census Bureau, only 60,548 of the 1,937,094 people consider their first ancestry

to be American. The area immediately

surrounding the University Park Campus of FlU (Sweetwater, Westchester and Kendall) has a population of 131,063 of which almost 50% (64,656) are Hispanic. FlU is the only state university in Dade

County. The other large institution in Dade,

of course, is the University of Miami, which is a private institution and it charges a fee to use

its library-but not if the patron is going to use government documents. Dade County also

hosts smaller private universities such as Barry

University and St. Thomas and Miami-Dade

Community College and its branches. Even though the Library's mission

statement specifically states that "the libraries are the primary information centers for students, faculty and staff at FlU," it does not mention that because we are a state institution and a depository library, we must open our

doors to the community at large. This puts a

high degree of stress on the library's services and materials.

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Proceedings - 1994 Federal Depository Conference

The library is open 101 hours during the semester, of which the Documents

Department must be covered 101 hours. Even though the Department is "blessed" with 3

librarians and 2 full-time LTAs, 101 hours is a

lot of hours to cover. So, out of necessity, we

hire students to cover many of the night and weekend hours. The Documents Department

itself is a 53% Federal depository. It is also a

state depository and collects urban and local documents as well as having an over-all account with the UN and an account with the Organization of American States. Having given you all those details, let me

start dealing with the subject of this speechreference service in a multi-cultural, Miami

setting. First, let me deal with the main part of our patron population and that is the

university student. Many of our students can be considered "non-traditional," people who

have at least a part-time job (and in many

instances, a full-time job-it is very expensive

to live in Miami), families to support or come

from a minority group. Therefore, the

university offers many evening courses. Also, because many students work during the day, they do a lot of their library work at nights and weekends. Hence, the reason for the

library being opened 101 hours! The Documents Department, which used

to be part of the Reference Department, used

to close their desk at 5:00 (the collection was

still open) and people would go to the Reference desk for service. Because of the increasing use of the documents collection (one of the main reasons for the increased use

is that we load the OCLC tapes as well as having done a Brodart tapeload from 1976-

1986), it became clear that the Documents

Department would have to have some kind of reference service at night and weekends. We

started with students covering all nights from

5 p.m. on and all weekend hours. As our students began demanding more

than just being able to find documents on the

shelf and how to use Luis (our online system) and Autographies, and with the advent of electronic information, it became clear that

the Department would have to alter its service one more time. It also became clear that our

student assistants would have to be trained

better because we would still have to cover

the desk with some student hours. This presented another unique problem for us. Most of our students who are willing to work nights and weekends are foreign but not

Hispanic-this makes for interesting communication problems between the

students and the student workers. A problem

that really cannot be addressed-somehow

they manage to communicate enough to understand the questions and the answers,

hopefully! We have a much more active

training program with our student assistants but I still don't think it is enough. The

problem is the nature of documents-where many of these students might have used

libraries in their own countries so that working in other departments in the library might not be so hard to learn, most of the

student assistants have never used (or know

what are) government documents. So that is our first point of entry-what is a government document, what types of information you can find, etc. The second

training phase, of course, deals with the

classification system and the third phase deals with the usage of indexes and now CDs. We

all know how difficult some of these CDs can be to use. Just imagine how hard it is to show

a foreign student how to use the CD and then

they have to turn around and explain this to someone else who may not speak English very

well.Now that I have touched upon it, Miami

presents a special challenge and that is one of language. As I said before, 49% of our

students are Hispanic-most speak English very

well but some have only a basic knowledge of

English. As I also said, I don't know if this is uniquely an urban challenge-l do know that I very rarely, if ever, had communication

problems in Youngstown! So what do we do

to help these students overcome this challenge. One obvious way to deal with

this, is to make sure that you hire people who

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1994 Federal Depository Conference - Proceedings

speak whatever language is necessary-in our

case it is Spanish. We have one librarian and one LTA (in the Documents Department) who

speak Spanish fluently as well as some of our

student assistants. Another way that we are just beginning to explore is having handouts in both English and Spanish. Our first attempt is the user's guide for the NTDB. My LTA, Martha

Castiello, just finished translating this handout

into Spanish. This presents unique problems

because the "technical" language cannot

always be translated. How do you translate "use function key f4" into Spanish! Somehow

she has managed. Since she finished just before I left, I only have the one copy but, if you are interested in receiving a copy, you

can phone me at (305) 348-3137 or e-mail me

at mosleys@servax or mosleys@servax.fiu.edu and I will be glad to send you one. We will also place a copy on the education handout

disk. I hope that this will help overcome

language problems or make it easier and more

comfortable for our students and others to use

the documents collection. If it does, we will continue to do our handouts in both Spanish and English. Again, is this uniquely an urban problem-probably not as much as it used to be and obviously not for all cities, but for

cities like Miami it will continue to be a challenge for librarians in public service areas.

I would suppose that one of the "unique"

things about an urban setting is the number of businesses that need to use the library and the type of businesses. By virtue of the location

of Miami, there are many companies that do

exporting and importing from or to the Caribbean, and Central and South America. The business persons (many of whom are Hispanic) are constantly in to use the NTDB

and other sources to get the competitive edge. Many are referred to us from the Commerce

Department and most of them don't know

how to use the CDs. Therefore, the Documents Department does quite a bit of onthe-spot training, unlike our Reference Department at FlU which discourages on-the- spot training and usually requests that people

(mostly FlU students and staff) sign up for

formal training, I feel that I cannot since these people do not have the time and are usually not on campus every day or even once a week. I know that this urban experience

differs quite drastically from my suburban

experience. Most of the businesses in Oakdale, Long Island were small, privately owned companies that came to the library mostly for demographic information. They

needed this information usually because they were thinking of expanding or opening

another store in a different town.

In Miami we also contend with many

business people from the Latin American and

Caribbean countries coming to Miami to do

business and to use the libraries. Again,

language becomes a factor many times and

the question of faxing information becomes a problem. Because once they know you and

your phone number, they think nothing about

calling long distance, asking you to look up

information and faxing it to them. Faxing in the U.S. can be an art form, faxing to foreign countries can be a miracle! Surely this leads

to that age old question of "how much

reference service do we provide and when is enough enough." Again, is this an urban

situation or does it have more to do with

location-it may be a combination of both.

I would guess that one advantage of being in an urban setting is the closeness of other libraries-this definitely makes reference

service in Documents a lot easier. We can

refer our patrons to other libraries that are a

short drive away (of course, in Miami a short drive is a relative term!) or, because of our SEFLIN (South East Florida Library Network)

consortium and its courier service, materials

are only a day or two away.

So, I guess the question is~is urban

reference different from suburban or rural? Well, I'm no expert but there are subtle differences~the make-up of the patrons and

thus the type of questions asked will definitely vary (even from city to city and region to region) but how we do our job and how

dedicated we are to getting that information to the people should always remain constant.

31
Proceedings - 1994 Federal Depository Conference

)

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1994 Federal Depository Conference - Proceedings

Internet at the Library of Congress

Charles W. Bean

Serial and Government Publications Division Library of Congress

Wasliington, DC

Definition of Internet The Internet is a global network of computers that provide communication and

resource sharing services to many different types of users around the world. Today,

people in academics, research institutions, government, libraries, schools, the military, commercial enterprises, and the public are using the Internet.

History and Growth Statistics Two networks in 1983; over 18,000

networks in 1993 (some of these networks

represent systems with thousands of machines

and/or users).

• Over 100 countries now have some

sort of connectivity.

• Estimates from 30-50 million users.

• Traffic on the network is doubling

every year.

The Internet Is Not One Administrative Entity Networks are managed on a regional

basis. For example, NSF (National Science

Foundation) manages 20 regional networks. The Library of Congress' Internet hub is located in College Park, MD, and our Internet provider is called SURAnet (Southeastern

University Research Association).

The Internet is like a highway, and SURAnet is our on-ramp. Once we are connected to College Park, we can go anywhere on the Internet at high speeds. In fact, the only thing that ties the Internet together is a common adherence to a set of standard rules or protocols for data

transmission which ties similar and dissimilar computers together over networks. This

standard is called TCP/IP: Transmission

Control Protocol/Internet Protocol. It enables

e-mail, file transfer (FTP) and logging onto remote systems (Telnet). These constitute the THREE MAIN USES OF THE Internet, again:

1) Communicating using electronic mail;

2) Transferring files from another machine to yours (FTP);

3) Searching or logging onto systems anywhere in the world (Telnet). The Library of Congress Information System (LOCIS) is available over the Internet through the telnet function of the TCP/IP suite of protocols.

33
Proceedings - 1994 Federal Depository Conference

The following three addresses are available for LC Internet resources: LC MARVEL (gopher-based cwis) using TelnetName address: marvel.loc.gov

IP address: 140.147.2.69

login as marvel send email comments to: ' * lcmarvel@seql . loc.gov LOCIS (online retrieval system) using TelnetName address: locis.loc.gov

IP address: 140.147.254.3 no login required send email comments to: lconline@seql.loc.gov

Anonymous FTP Name address: ftp.loc.gov

IP address: 140.147.2.69

login as anonymous

cbea@seql.loc.gov
1994 Federal Depository Conference - Proceedings

Hidden Treasures of the

National Defense University Library

Ann Sullivan

National Defense University Library Wasliington, DC

Good afternoon. My name is Ann

Sullivan and I am a reference and government documents librarian with the National Defense

University Library at Fort Lesley J. McNair

here in Washington, DC. If you are not

familiar with this senior military school, you

are not alone. When the position as reference

librarian was offered to me in 1986, I eagerly accepted it even though I had never heard of the National Defense University. The name of the school sounded very prestigious, it was

located in the southwest section of the

nation's capital and so it followed logically

(for me at least) that I had done a good thing by accepting this position. As soon as I hung

up the phone, I exhausted the limited resources of the Wiesbaden Air Base Library

in what was then West Germany looking for any information I could find in order to learn more about my future place of employment. To my surprise I found only one

paragraph mentioning the existence of the National Defense University. Panic was

beginning to creep up on me until I located the military installation on a map, verifying its existence. After arriving in Washington I was

reassured to find that the taxi drivers knew

how to get to Ft. McNair, even though they were unsure of the location of the National Defense University. Within the library community NDU is a little easier to find. The

street address for Ft. McNair is 4th and P

Streets SW; however, the library community

will find us in the List of Classes between SuDocs class numbers D 5.401 and D 5.416.

Located on a peninsula at the convergence of the Anacostia and Potomac

Rivers and the Washington Channel, the National Defense University at Ft. McNair is the senior joint military educational institution, bringing together students of the military

services, government and non-government

agencies and from specified foreign countries. The National Defense University mission, as

stated in the university catalog, is to prepare

its students "for command, management, and

staff responsibilities in a multinational, intergovernmental, or joint national security

setting." Rapidly changing technology in the twentieth century increased the need for interdependence, prompting the joint Chiefs of

Staff to form the National Defense University

in 1976. The university is made up of the National War College, the Industrial College

of the Armed Forces, and the Information Resources Management College (formerly the Department of Defense Computer Institute) on

the campus at Fort McNair and the Armed

Forces Staff College located in Norfolk,

Virginia. Foreign policy, international

relations, national security, mobilization, information resources management, planning

for joint and combined operations, history, and military strategy are some of the areas of study at the McNair campus. Courses at the Armed Forces Staff College prepare mid-level and senior officers for joint and combined staff duties.Each campus has its own library and

shares one online public access catalog. The

library on the McNair campus occupies the

35
Proceedings - 1994 Federal Depository Conference

second and third floors of George C. Marshall

Hall, which is the newest structure on the McNair campus, dedicated by President Bush

in September of 1991. The depository

collection moved from its original location at the War Department to the Army War College

at Ft. McNair, to the National War College, and finally emerged as an important part of the newly formed National Defense University

Library. The general library collection emphasizes

history, politics, international affairs, international business, the social sciences, management, military art and science, and

information systems management. The

collection consists of over 500,000 bound

volumes, pamphlets, microforms, government

documents, and A-V materials in open stacks. Approximately 1200 periodicals are on

display, with extensive back issues in paper and microform. The government documents collection is housed on the third floor of the building in compact shelving. As you may have guessed, our collection is heavily developed in the Department of Defense class. Additionally, we select heavily in agriculture, commerce,

energy, and presidential and congressional documents. In years past it was decided that the good stuff would be classed in LC numbers and shelved in the regular collection. The remaining documents would be classed in SuDocs and shelved in the documents

collection. Materials in the regular collection were, therefore, protected from being

discarded from the depository collection after 5 years. Today, the policy is, if it's worth

keeping it's worth cataloging; if it's a depository item it is classed in SuDocs, except

for titles with extensive holdings in LC. . < To paraphrase an old saying, one

person's trash is another person's treasure. Waiting to be discovered on the shelves throughout the library are unknown treasures.

In the Government Documents section, you

can find the Monthly Catalog from 1912-1924, and 1940 to the present, the Statistical Abstract of the United States from 1916 to the

present, the U.S. Government Manual from 1935 to the present, the United States Statutes

at Large from 1885 to the present. Some genuine treasures are to be found among the U.S. War Department Reports which contain the annual reports of the Chief

of Engineers of the United States Army. The

subordinate engineers report the progress of

their individual projects. It is amazing to read

in the reports the amounts of money

appropriated. In a volume of this report dated 1901 I was thrilled to find the artist drawing

of the new Government Printing Office as well as actual pictures of the building under

construction. The amount appropriated for construction was $2,429,000.

In the Special Collections and Archival

History section are the U.S. War Department

reports establishing the Army War College.

In the open stacks is the engineer's report

for 1906, the year the Army War College

building was completed, which also includes

a plan of the grounds of Washington Barracks

- now known as Ft. McNair. What is now the National War College building as well as proposed new streets appeared exactly as they

are today. It was a good plan. One of the most interesting sections of the building is Special Collections. The stacks are closed but the staff is delighted to retrieve

for you historical documents that you bring up

as you search our online catalog. Telegrams

sent and telegrams received by the War

Department during the civil war, the Trial of the Conspirators for the Assassination of President Lincoln or the Report of the Art of War in Europe in 1854, 1855 and 1856 are among the government documents stored there for safekeeping.

Modern day treasures held in the government documents section include several CD-ROM products, purchased commercially

to support the documents collection. The

Information Handling Service has a variety of products and optional packages. The package

containing Department of Defense Directives

36
1994 Federal Depository Conference - Proceedings

supplements and supports our paper collection from which some documents have

disappeared. As a disclaimer I must say this is not an endorsement and no rewards will be accepted

or expected. Our student body has made frequent use

of the Foreign Broadcast Information Service

or FBIS index on CD-ROM. They have asked

for the same type of product for the Joint Publications Research Service or jPRS. FBIS, which monitors radio and television broadcasts around the world, and JPRS, which

translates foreign journals and newspapers, are held for three years in hard copy. And now for some basic information. The library is open from Monday to Friday from 7:30 a.m. to 5:30 p.m. At the end of the academic year, summer hours go into effect and the library is open from 8:00 a.m. to 4:30

p.m. My Internet address is: < sullivana@ndu.edu >

.

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Proceedings - 1994 Federal Depository Conference

38
1994 Federal Depository Conference - Proceedings

New York Cooperative METRO Project:

Law Library Support for Public Librarians

Rosemary Campagna

Brooklyn Law School Library Brooklyn, NY

Hello. My name is Rosemary Campagna

and I am the government documents librarian

at Brooklyn Law School. I am here today to

talk about a program that is currently offered by METRO to all of its members, called the Law Hotline. METRO, or the New York Metropolitan Reference and Research Library Agency, is a state-chartered and funded library network

linking different types of libraries, including

public, academic, school, law, and medical

libraries in New York City, Westchester County and New Jersey. METRO'S purpose,

as stated in its charter, is "to improve

reference and research library service in the New York metropolitan area, by promoting and facilitating utilization of existing resources and by developing additional resources."

It was in conjunction with this primary

goal that the idea of the Law Hotline

originated in the spring of 1985.

At that time a new METRO committee

called the Law Access Exploratory Task Force was formed to explore the problem of access

to legal materials for the general public. Members of the committee consisted of public, academic, and law librarians. At their first meeting, the members of the committee noted that public librarians were

getting many questions about legal materials and that there was no comprehensive law

library open to the public in New York City

that the patrons could be referred to. This

task force set out to try and rectify this problem. The members initially discussed the

possibility of establishing a public law library, but because of the many problems inherent in such a venture, it was temporarily tabled, and

as of this date, 9 years later, it still is a tabled

issue.However, other measures were proposed and carried through. One was a legal materials training seminar for public and

college librarians. A three-part seminar

entitled "Law Materials: An Intensive Seminar

for the Non-law Librarian" was held in the

spring of 1986. These seminars were hosted by three different libraries, NY Public Mid-Manhattan Branch, Cardozo Law School and my institution, Brooklyn Law School. I participated in the last one held at my library and it was well attended. Another measure that was adopted by this task force was the establishment of a law or

legal "hotline" whereby academic law libraries would be assigned a day of the week to take telephone calls from public and undergraduate

librarians involving legal reference questions

these librarians were unable to answer. The eight metropolitan law school

libraries, namely, Brooklyn, Cardozo,

Columbia, CUNY, Fordham, New York, NYU

and St. Johns, as well as Pace in Westchester, were contacted and asked to participate in this "pilot project." Each library was asked to be

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Proceedings - 1994 Federal Depository Conference

"on call," so to speak, for just two days a month. Cardozo Law School graciously volunteered to be on call all Mondays of the month and we at Brooklyn Law School agreed

to host the service all Fridays of the month.

Pace Law was willing to accept calls from

Westchester County librarians any day of the week.

Guidelines were set up for the type of questions to ask the hotline law librarians, specifically,

1) Where and how can we (being the

librarian making the inquiry) look

(within our own collection) to find the answer?

2) Does this question warrant a referral to an academic law library?

If an answer could be found in five minutes and if it was not legal advice, the law

school librarian would attempt to either answer the question at the time of the call, or request that the inquiring librarian call back.

It was agreed the hotline service would be

available Monday through Friday between the hours of 10 and 12 in the morning and 2 and

4 in the afternoon. The law librarians were assured that they would be getting calls from public and

undergraduate reference librarians and from

the general public. The participating law librarians were asked

to keep a log of the questions asked of them

and to forward these logs to the METRO

office. Since it was a new project, the law hotline was initially scheduled to run for a three month time period after which its success would be evaluated. In the spirit of cooperation, all nine law libraries agreed to participate in the venture. Schedules showing which libraries were on call for the specific days of the month were distributed to all members of the METRO community and the

Law Hotline was up and running by March,

1986.At the end of the three months, this experimental law hotline service was declared

a big success. 22 public, special and academic METRO members took advantage of the hotline and 66 questions were answered

by the participating academic law libraries. Everyone involved was pleased with the response to the hotline and the law schools agreed to extend their participation in the

hotline project indefinitely. Since then, the law hotline has become a permanent service

available to all METRO members. It runs from September through June of every year. Each September the hotline schedule is published

in the first issue of For Reference, METRO'S

newsletter, which is distributed by METRO to

all of its members. Included in my handouts

is the latest law hotline schedule which runs through June 1994. I just need to point out

that there is an error in the schedule. When

redoing the current schedule, I neglected to include Columbia's days of responsibility and

their phone number. I apologize.

In planning for this little talk about the

hotline, I contacted several of the law

librarians who participate in it to kind of get a

flavor of the type of questions they receive. Most of us get similar ones. Many have to do

with questions from patrons dealing with state codes other than New York. I myself received

a question the other day regarding the statute of limitations involving personal injury in Texas, a colleague had a patron who needed

to know which states currently had

antiabortion laws; another wanted to know the

legal drinking age in Minnesota. We also receive questions dealing with

case citations, people knowing the names of the parties of a case and needing to know the

official cite of the case reporter so they may

read the actual case. The same goes for

statutes, patrons needing to know the exact wording of a particular Federal or state statute or patrons knowing the popular name of a

law, like New York's Lemon Law for example.

40
1994 Federal Depository Conference - Proceedings

but not knowing the actual McKinney's cite so they may look it up. These questions are relatively easy and I don't want to mislead you. We do also receive more difficult ones to answer and I believe that the guideline of a question being

able to be answered in five minutes is misleading. Most librarians, myself included, have taken a lot longer than five minutes to answer most of the hotline questions that we

receive. One librarian stated that a particular question required 45 minutes of research to properly answer. Even though the law

librarians are advised that they do not have to entertain questions that they do not believe they can answer in 5 minutes or so, I have found that most will go the extra mile so to speak to help out the inquiring library. The majority of the libraries that make use

of the hotline service are the public libraries. Although I have received a few calls from

medical libraries, most calls we receive at Brooklyn Law are from public librarians-Pace law receives calls from a variety of libraries being that they service all of Westchester

County. One of the guidelines I spoke about earlier mentioned referrals to academic law libraries.

If the law librarian fielding the hotline call feels that the information needed by the inquiring librarian is too extensive to be

relayed over the phone, or too long to be

faxed, which is often done in some cases and

up to the discretion of the law library receiving the call, he or she will advise the

librarian to send the patron to the law library with a METRO pass. Now of course, if the information desired is contained in a government document, no pass at all is required. However, most of the questions we

answer do not necessarily deal with

information contained in government

documents. And even though as I stated

earlier, law libraries are generally closed to the public in New York City, METRO does

provide a referral service for all of its members

which allows them to bypass this. This

referral or METRO pass allows a patron to go

to a law school library to make use of specific materials available only in a law library. The

pass is issued by a librarian for a specific date and lists the specific materials required by the

patron. It is good only for the date issued. The patron goes to the hosting library and

surrenders the pass when he or she arrives and is then directed to the desired materials. These passes can only issued to patrons when

materials needed are not available in one's own library or a public library and specific

titles must be given.

If a reader needs access to another

library's collection for research in a specific subject area, (and doesn't have specific titles), METRO does have another type of pass called

a subject referral pass. This subject referral pass allows the reader access to specialized

libraries for a limited and fixed period of time. However, not all members of METRO honor

the subject referral card. I know Brooklyn and Cardozo Law do, but I cannot answer for the

other law libraries. All METRO members,

however, honor the regular referral card I initially described. And that in essence is what the law

hotline is and how it works. I must point out, however, that the librarians who started it were a bit optimistic when it came to the part about filling out the log for the questions. As

it turns out, these logs were only filled out and submitted to the METRO office during the

initial three month trial period. None have been submitted since then. I therefore have no statistical information to relay to you

concerning the amount of usage the hotline currently gets, whether it has gone up or down over the past nine years, or to the types

of questions received other than the brief comments I solicited from my colleagues that I have already shared with you. I can say that

all of the law librarians I spoke with agreed

that participating in this hotline service is not

a burden at all. I do plan to make a recommendation to the METRO office to try and publicize the hotline more and make as many of its members aware of it as possible. I believe that it is a worthwhile endeavor and it serves a useful and needed function and

41
Proceedings - 1994 Federal Depository Conference

unfortunately, 1 did discover in doing my

research for this presentation, that it is currently underutilized.

I want to thank you for your time and

attention and now I am interested in knowing

if any of your institutions participate in anything similar to what Lynn and I have

described to you today.

HANDOUTS

LAW HOTLINE

As an experiment METRO'S Law Access Task Force has developed a Law "Hotline" service. Public, academic, and special librarians

(METRO members only) , may call academic law libraries during the

schedule listed below for help involving legal reference

questions they are unable to answer. Guidelines to the type of questions to ask the Hotline law

librarian

.

• Where and how within our own collection can we find the

answer?

• Does this question warrant a referral to an academic law

library?

If an answer can be found in five minutes, and if it is not

legal advice, the law school librarian will attempt to either answer it then or request that the inquiring librarian call back.

This Hotline will run from September through June. Please keep

a log of the questions received and send them to the METRO

office. If there are any additional questions or problems,

please call the METRO office.

METRO is very appreciative of the time and effort all the

academic law libraries are putting into this project. Its success is due to the judicious use of it by METRO members, and

to everyone's willingness to cooperate. It is an excellent

example of resource sharing.

42
7994 Federal Depository Conference - Proceedings

METRO'S LAW HOTLINE SCHEDULE

SEPTEMBER 1, 1993 THROUGH JUNE 30, 19 94 Please be aware that Law School Library schedules (and therefore

Law Hotline response) may be truncated or altered during holiday

weeks (e.g. Christmas & New Year, Yom Kippur, etc.), summer and

winter vacations, exam weeks and so on. For updates see For

Reference

.

MONDAYS

:

TUESDAYS

:

All Mondays. CARDOZO LAW SCHOOL (212) 790-02 00 September 7, 14; October 5, 19; November 2, 16, 30;

December 7, 21; 1994: January 4, 18; February 1, 15; March 1, 15,

29; April 5, 19; May 3, 17, 31; June 7, 21. CUNY LAW SCHOOL (718) 575-424 0 September 21, 28; October 12, 26; November 9, 23;

December 14, 28; 1994: January 11, 15; February 8, 22; March 8, 22; April 12, 26; May 10, 24; June 14, 28. NEW YORK LAW SCHOOL (212) 431-2332

WEDNESDAYS: September 1, 15, 29; October 6, 20; November 3, 17; December 1, 15, 29; 1994: January 5, 19; February 2, 16; March 2, 16, 30; April 6, 20; May 4, 18; June 1, 15, 29. NEW YORK UNIVERSITY (212) 998-6300

THURSDAYS: September 2, 16, 30; October 7, 21; November 4, 18; December 2, 16, 30; 19 94: January 6, 20; February 3, 17; March 3, 17, 31; April 7, 21; May 5, 19; June 2, 16, 30. FORDHAM LAW SCHOOL (212) 636-6908

September 9, 23; October 14, 28; November 11, 25;

December 9, 23, 1994: January 13, 27; February 10, 24; March 10, 24; April 14, 28; May 12, 26; June 9, 23. ST. JOHN'S UNIVERSITY (718) 990-6161 EXT. 6651

FRIDAYS: All Fridays BROOKLYN LAW SCHOOL (718) 780-7974

***NOTE: CALLS CAN BE MADE FROM 10-12 AND 2-4 ONLY***

Westchester Libraries That Cannot Easily Call NYC May Call

Pace Law School: (914) 422-4273

43
Proceedings - 1994 Federal Depository Conference

44
1994 Federal Depository Conference - Proceedings

METRODOCS Presentation:

Law Library Support for Public Librarians

Lynn Wishart

Benjamin N. Cardozo School of Law Library Yeshiva University New York, NY

Some of you may be surprised to learn that New York City does not have a "public" law library. The pro se litigant, the small business person, or others undertaking legal research do not have access to a major legal collection, such as may be found in Los Angeles at the County Law Library or in Boston in the Social Law Library. Consequently, in New York City, as in many

of your locales, public, special, and academic

librarians express needs for greater access to and understanding of legal materials. Because of the depository system, the most

basic Federal legal materials are available to the public, the notable exception being the opinions from the District and Circuit courts. Because primary legal publications, such as the United States Code and the Code of Federal Regulations, are found on the list of suggested core collections for academic and

public libraries (as well as law libraries), many

of the 28 depository libraries in New York

City house legal publications. In addition, all eight of the law school libraries in New York

City are selective Federal depositories. But even this physical availability is not enough;

knowing when and how to use resources commonly available is essential. A New York City collective of libraries, commonly referred to as METRO, has made

efforts to assist librarians in providing access

to legal information. In 1982, METRO created

a union list of "law holdings." This bibliography, known as the Lex Locator,

identified depository titles such as the Federal

Register and commercial publications such as the United States Code Annotated held in various METRO-member libraries. Four law

school libraries were among the 33

participants contributing holdings information

in that union listing.

In 1986 METRO revived its interest in assisting librarians with legal research and

started three projects: the first was a revision

of the union list. Seven New York City law

school libraries participated in this second

union list; as did three law firm libraries, the

Federal Reserve Bank Law Library, the 2d

Circuit library and three state Supreme Court

libraries, and two other law schools in the

greater metropolitan area. The second project,

to complement this METRO LEX Locator, was

the establishment of a telephone reference

service called the "Law Hotline." The third project was a continuing education series on

legal research. Rosemary Heisler-Campagna

will describe the "Hotline" project, and I will describe the educational efforts undertaken

during the last nine years. The focus of each

activity is improved access to and use of legal materials, which necessarily involve a multitude of Federal depository publications.

In 1986 a METRO Law Access Task Force Programming Committee sponsored a workshop, attended by 60 people, that spanned three one-half days. New York, New

jersey, and Federal law research sources were

reviewed. Day one centered on statutory

45
Proceedings - 1994 Federal Depository Conference

materials in these three jurisdictions; day two,

administrative materials; day three, judicial opinions. The format for each session was an

introductory lecture and then small group

discussion to work through simple

hypothetical questions, such as "How can I read the Freedom of Information Act?" Of

course, extensive handouts were provided. The reference tools referred to were held in many libraries, and the Federal materials were

almost all available through the depository

system.

In 1992, in response to requests from the

small academic libraries in METRO, the METRO Continuing Legal Education Task

Force sponsored more programming. This time the Federal materials from the legislative, executive, and judicial branches were

presented by lecture and demonstration in a

single half day; a second half day was used to discuss New York State materials. Each program attracted about 40 librarians. A third program in the series was presented in 1993 and focused exclusively on New York City

legal research; 35 librarians attended. The

cycle will be completed in 1994 with a program in international law research. Some of the handouts distributed at the

first METRO program were handouts written

for students at the Cardozo School of Law to

facilitate legal research and the use of Federal documents. The Cardozo librarians realized

that our handouts, such as "Finding

Information on Nominations," "Finding

Federal Hearings," "Finding Treaties," always

kept short -two pages, if possible - could not

substitute for more regularized instruction.

In 1989 I began teaching a class in Advanced Legal Research for students at the Cardozo School of Law. The course is designed to demonstrate techniques that should be used by attorneys in effective manual and online legal research; it is not a

traditional library school legal bibliography

course, nor does it present the information in quite the framework we use in the METRO

programs.

I have given you a greatly abridged handout of the type used in the class. Your

handout falsely suggests an orientation of the

class towards only printed resources; actually during the 10 week course, equal emphasis is directed to solving problems online using both

LEXIS and WESTLAW. (I have not yet ventured into the world of the Internet or

BBS).Because of my participation in the METRO

projects mentioned previously, I thought that area librarians might benefit from the Cardozo

course, even though I recognized several problems. First, the framework for the class presumed some familiarity with legal problem

solving. Second, and more importantly, because the materials discussed at length were more often commercially produced than those

available through the depository system, the

librarians would likely not have ready access

to these resources. And, also, librarians typically would prefer more detail than is offered in the course. For example, a law

student needs to know the following fundamentals about Federal legislative history:

• that a "report" is most significant publication for determining legislative

intent;

• that the most significant "reports" may

be reprinted in U.S.C. C.A.N, (or in WESTLAW LH database and the LEXIS CMTRPT file);

• that the C.C.H. Congressional Index and the C.I.S. indexes (or online bill tracking files) may include the most comprehensive listing of "legislative

history," but that this comprehensiveness may not be

warranted for the problem at hand; the quick and dirty approach, using the

references following the text of the public law as published in U.S.C.C.A.N. or Statutes at Large may

be adequate.

Typically, librarians also want to know

about using the Monthly Catalog or the 46
1994 Federal Depository Conference - Proceedings

legislative calendars to identify hearings, and

they want to use terminology like "serial set" which, while mentioned during the class, is not explained fully. The number of librarians in attendance at the Cardozo classes has varied between one

and five each semester. This semester three

librarians, all from public libraries, attended. Not surprisingly, the librarians that find the

classes most helpful are those whose jobs give them the opportunity to work with legal materials. Hospital librarians, a group who

initially indicated strong interest in the class, have consisten*^!-/ dropped out after the first or second class meeting. Without having some

of the materials in their libraries, the course

offers far less relevancy. Each class typically starts with a simple

question, such as:

I am considering retirement. How can

I learn what my potential monthly

retirement benefit from Social Security

will be? We first consider what level of law-making

should resolve the problem-Federal, state, or municipal; then what type of law making,

such as legislative action, agency rulemaking,

or judicial interpretation, should address a question of this nature. We then review the general characteristics of the publications, such as the chronological sequence of Statutes

at Large, or the subject arrangement of laws in force in the United States Code, and how

these characteristics impact on finding the

law. Then we look at the various ways to gain access to the materials, such as through

the popular name of a public law or the subject index to the code.

In the Social Security problem posed, the source of law is, of course. Federal. You may

expect to find the answer in a statute or a

regulation; a statute likely defines the right of access to the benefit information and a regulation describes how the access can be made.

The nature of the resource that can answer

the problem most effectively for an attorney is likely to be a looseleaf service on Social Security that combines text and references to the statutes, regulations and agency rulings, court opinions, and perhaps legislative history. (Whereas, a librarian may assume the SSA

pamphlet publications found in many

depository libraries, such as When You Get

Social Security Retirement or Survivors

Benefits: What You Need to Know, will answer the question.) But if no relevant pamphlet or book is to be found, the law

student and the librarian should recognize that the U.S.C. or the C.F.R. are appropriate

starting points; often U.S.C. citations lead to the titles in the C.F.R.

In class I try to demonstrate the

relationship between the U.S.C. and the C.F.R.

(that an agency can make rules only when

given the authority by statute; that the

regulations fill out the operational and

definitional detail missing from the statute). We then review the absolute necessity of using the Federal Register in conjunction with

the C.F.R. and the updating process through

the L.S.A. and Federal Register.

Publicly available government resources can resolve many questions of a "legal" nature, and even help our users forgo the

"pleasure" of consulting with an attorney. But

finding and using those resources may present

challenges. Open invitations to my classes will continue, but their special orientation is truly helpful to only a few librarians. METRO

offers a tremendous amount of programming

each year, and legal research cannot always be on the agenda. Instruction in legal research in the METRO region appears to be

like the United States Code, a major revision appears only once every six years. The first project, the METRO Lex Locator,

likely will not be revised again. Such a union

list has become less useful with the

proliferation of remotely accessible online

catalogs. 47
Proceedings - 1994 Federal Depository Conference

So, if we hope to help our patrons use

Federal legal materials more effectively, we

must cooperate in other ways and seek

participation in other METRO-supported

projects, such as the "Hotline" which Rosemary will now describe.

HANDOUT

1994 Federal Depository Conference April 20,1994

New York Cooperative METRODOCS Project

Abridged Outline of Legal Research Classes

I. Federal statutes

A. Forms of publication

1. Slip laws (P. L. number)

2. Sess\on \^\NS (Statutes at Large)

3. Code (United States Code)

B. Finding statutory language

1. Popular name tables

2. Subject indexes in code or session laws

3. Parallel references (statutory section to code section tables / code section to code

section tables / code section to statutory section references)

II. Legislative history

A. Types of Federal materials

1 . Bills 2. Hearings

3. Reports (also part of Serial Set)

4. Debates (in CongressionalRecord)

5. Presidential approval or veto messages (in Weekly Compilation of Presidential Documents; Public Papers of the President)

6. Documents (also part of Serial Set) and prints

B. Identifying Federal legislative history materials

1. Slip law and Stat, summary since 1975

2. Indexes, such as CIS Annual (Masterfile I & 11) and CCH Congressional Index

3. Digest of Public General Bills and Resolutions

4. Congressional Record history tables

5. Legislative calendars 48
1994 Federal Depository Conference - Proceedings

III. Administrative regulations

A. Forms of publication

1 . Proposed & final regulations (Federal Register)

2. Code (Code of Federal Regulations)

B. Locating and updating Federal regulations

1 . Locate

a. References from statutory code

b. Indexes to the CFR or Federal Register

2. Update

a. Use the List of Sections Affected (monthly pamphlet; cumulates; four annual

issues)

b. Use the "CFR Parts Affected" table in the last issue of the Federal Register for each month not covered by the LSA

IV. Court opinions

A. Forms of reported cases

1. Slip opinions

2. Advance sheets (Preliminary Print)

3. Reporters (United States Reports)

B. Finding cases

1 . Use annotated codes

2. Use secondary sources, like encyclopedias

3. Shepardize code citation

4. Use digests

Prepared by

Lynn Wishart, Benjamin N. Cardozo School of Law, Yeshiva University

49
Proceedings - 1994 Federal Depository Conference

50
1994 Federal Depository Conference - Proceedings

Integrating Documents into the Instruction

Program

Katherine Warkentin

Shippensburg University Library Shippensburg, PA

Introduction Shippensburg University is one of the fourteen public institutions comprising the Pennsylvania System of Higher Education. We have an enrollment of approximately

6,500 students: of these, 5,500 are undergraduates and 1,000 are graduate

students. The Ezra Lehman Memorial Library has been a selective depository for government documents since 1978. We select approximately 30% of the items available. In addition, we also subscribe to the American

Statistics microfiche collection and the National Criminal Justice Reference collection on microfiche. The government documents collection is housed separately and is organized according

to the Superintendent of Documents

Classification System (only 1% of the documents are integrated into the general and

reference collections).

Presently, the Documents are not included

in our online catalog, but we are profiling for the Marcive tapes, and hopefully by

September current documents will be included

in our online catalog. The Documents Collection is located on

the main floor adjacent to the Reference

Collection and is serviced by librarians at the nearby Reference Desk and by a library

technician who is responsible for the day-today operations of the documents

department.

My responsibilities as Documents/Reference Librarian include

serving 7-10 hours a week at the reference

desk, participating in the library's instruction program, assisting with collection development in the areas of geography and

public administration, and I am in charge of the government documents collection. The point I want to make here is that I am

not a full-time documents librarian. I spend

approximately 15 hours a week in the government documents department-right now

I am profiling for Marcive GPO tapes, developing hand-outs for classroom

instruction, learning to use the new CD-ROM

products, and I oversee collection development and weeding.

I believe this is probably typical of how

staffing is handled in the smaller libraries.

Library Instruction in tlie 1980's

In the 1980's our goal was to increase awareness and use of government documents. To achieve this goal:

1) We improved access to the government documents collection by

purchasing all the major commercial indexes,

51
Proceedings - 1994 Federal Depository Conference

such as ASI, CIS, and Index to the U.S. Serial

Set, and in 1989 we began subscribing to the CD-ROM Indexes, such as: Congressional

Masterfile, Statistical Masterfile, and Marcive's Government Documents Catalog.

2) We also included government documents in our instruction program:

a) Through the library's "Information

Skills Workbook" all freshmen and

transfer studerits are introduced to government documents. The section on documents explains what government documents are, how they

are organized on the shelves, and how

to access the collection using Marcive's Government Documents

Catalog on CD-ROM.

In the "Information Skills Workbook" we also emphasize that government documents are an excellent source for

statistical data. Students are then asked to look up their topic in the

Statistical Abstracts of the U.S. and

locate the appropriate table and find the statistics they need.

b) We also emphasize government documents in the class integrated

library instruction sessions-all of the 79 sessions taught by the reference

librarians included a component on government documents.

c) All of our handouts or guides to research feature a section on government documents. We have

guides on conducting research in Education, Political Science, Mass

Communication, Social Welfare, Criminal Justice, Psychology, etc. Looking back on the 1980's, we feel we that we have been quite successful regarding our

goal of increasing student awareness of the research value of the government documents

collection.

Library Instruction in the 1990's

In the 1990's, with the proliferation of government document CD-ROMs, we are presented with the challenge of incorporating

this format into our library instruction program. This is where our focus has been

since the first arrival of CD-ROMs in 1989. When the GPO began disseminating

CD-ROM products to depositories in 1989, we

selected most of the items even though in some cases we were uncertain as to what we

would receive. A good example is the Census

Bureau's item 0154-C "electronic products"

(irregular) under SuDocs no. C 3.275. My

thinking at the time was that I didn't want to "miss out" on what may be the only chance to acquire this particular CD-ROM product; and

that I could deselect the item at any time. As the CD-ROMs arrived in depository

shipments and I was faced with the actual

integration of these products, I found that I was ill-prepared to deal with the complexities

of these databases. My experience, up to this point, had been with bibliographic databases, such as Silverplatter's "Eric," PyschLit," and

"Infotrac." We had to shift our priorities in documents to accommodate the CD-ROM

products. Considerable staff time was needed

to install, maintain, and learn how to use

these products. Also more staff time was

required to assist patrons in using these CD-ROM databases. To familiarize reference librarians with the government document CD-ROM products, I compiled a short descriptive list of what I considered "easiest-to-use" CDs. The list included NTDB, NESE, Toxic Release

Inventory, and all of the Census Bureau

products STF1 and 3, County Business

Patterns, and Counties USA. The next step was to develop, for instructional purposes, handouts on each of these CD-ROM products. The Handouts give a description of the

databases, and simple step-by-stepinstructions on how to use each particular database. I am extremely grateful for all the handouts that appeared in Administrative

52
1994 Federal Depository Conference - Proceedings

Notes and on GOVDOC-L. I adapted most of these Handouts for in-house use. All the Handouts are located next to the CD-ROM

workstations. The first opportunity to incorporate

government document CD-ROMs in courserelated instruction came when a new faculty member joined the Department of Management and Marketing to teach courses

in international business. In one course, his students were given an assignment to market a

particular product in a foreign country of their choice. For example, one student was to market his company's hospital supplies in Romania. Students were given a Handout on

International Business sources, which now

also included NTDB along with such CD- ROM indexes as F&S, ABI Inform, and

Statistical Masterfile. Since there were three

classes with similar assignmentsapproximately 90 students-we had to load NTDB on our LAN so that it would be

accessible from five workstations in the reference area as well as from the workstations in the Government Documents

area. When we demonstrated NTDB, we

emphasized the fact that students had to download the information to a disc-we even have a handout giving them all the good

reasons why to download. In fact, two of our

workstations have no printers attached and downloading is a must. Once NTDB was mounted on the LAN,

reference librarians became more involved in assisting students on how to use this product and one librarian incorporated NTDB into a freshman English composition class, where

students were given the assignment to gather

as much information as they could find in the

library on a developing country and then write a paper on why the United States should give

foreign aid to their selected country. The next opportunity to include government CDs into the classroom

instruction came when the professor who

teaches "Urban Sociology" called to set up a classroom session specifically on 1990 census

of population and housing data. We

discussed the classroom assignment and

prepared a handout which included both

printed census reports and STF1 and 3 files. During the classroom presentation we

discussed the content of the printed reports and the difference in content between STF1 and 3 files, so that students would know

which file would be appropriate for the

location of information that they needed to complete the assignment. Students preferred the CD-ROM products and did not experience

difficulties with the Go software. Since then four other professors in Sociology, Social Welfare, Geo-Environmental

Studies, and Business regularly ask for classroom instruction using census CD-ROM

products.

This semester a class assignment for the course "Spatial Analysis of Geographic Data"

required students to obtain certain population and housing data for several Pennsylvania

counties, which they had to download to a

disc; they then used the data to construct computer generated graphs and maps. The

professor felt that he could not devote

classroom time to bringing the students to the

library for instruction-he already was behind

because of class cancellations due to heavy

snow. We prepared step-by-step instructions

for students on how to use the Extract software

to extract data from STF1. (Up to this point, I had been avoiding Extract, but now the time had come to deal with this software). Since

this was a small class of approximately 20

students, we offered assistance at the workstation at specified times during the day,

in case students experienced difficulties with

the Extract software. I should also mention

that we have been fortunate to employ a graduate student in government documents who has given us invaluable assistance with

loading software onto our workstations.

Just last month we had the opportunity of incorporating National Economic, Social and

Environmental Databank (NESE) into a classroom presentation given to a "Business

Forecasting" class. The class project was to

53
Proceedings - 1994 Federal Depository Conference

take a product, such as car phones, and

forecast future sales for this product. During the last year, we have incorporated

government documents CD-ROM databases

into 10 of the classes conducted. Students seem ever more willing to use the CD-ROM

databases-in fact, they prefer CD-ROMs over

printed reports. I have found that when you

are teaching a class using several different databases with different software, that complicates teaching, and demands more

preclassroom preparation. You need to practice using these products and you have to develop very effective handouts for each

database.

In Conclusion

At Shippensburg, we will continue in our

efforts to incorporate government document CD-ROM products into our library instruction program. Perhaps we are moving more slowly

in this direction than the larger libraries, but

this is because we have less staff time

available. Our next challenge will be learning to use

the new TIGER files with Landview software. We have requested another workstation on which we will make the TIGER files available. Always something new, isn't there! Never

a dull moment, with documents.

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1994 Federal Depository Conference - Proceedings

Setting Up a CD-ROM Workstation - Summary of Remarks

Armand F. Isip Mid-Manhattan Library New York Public Library New York, NY

Computer System Summary

Depending upon how you'll use the computer, either as a reference workstation with some software or a full-fledged, multi- media system that has a CD-ROM drive, sound card, speakers, fax/modem, etc., it's a good idea to study your NEEDS and buy

accordingly. You don't want to buy a multi- media system if you're only going to run a word processing program! Most computer dealers or manufacturers can help you build your system to fit your

situation. This may save you time, especially

if you don't know (or don't want to know)

how to connect the CD-ROM drive controller card to the motherboard (computer circuit board).

• Read product reviews and brochures about the computer system you plan to buy.

• Ask family members, friends and co- workers about computers they have

used and if they are satisfied with them or are having problems.

• If you are a first-time computer buyer,

I'd suggest you choose a local computer dealer rather than a mail- order company. You want to be close enough for service and support and to reduce down time if your system needs to be repaired.

Memory

BUY AS MUCH RANDOM ACCESS MEMORY

(RAM) AS YOU CAN AFFORD!

With new software programs and the Windows environment gobbling up every last byte of RAM, you need to have as much memory at the start so your programs don't crawl at a snail's pace. This is especially true

if the software and/or CD-ROM product has many graphics. The following guide should

help you decide:

• 4 megabytes of RAM, minimum for regular DOS applications

• 8 megabytes of RAM, minimum for WINDOWS and multimedia

applications.

Ask the computer salesperson what is the maximum number of megabytes of RAM that can be installed on the computer's mainboard.

It can be anywhere from 8 to 128 or more

megabytes. Then add memory if your programs NEED it.

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Proceedings - 1994 Federal Depository Conference

Hard Drive BUY THE LARGEST HARD DRIVE YOU CAN

AFFORD!

A larger hard drive lets you store more

files and programs. One-hundred and fifty megabytes is the minimum. New versions of software programs and graphics eat up hard

disk space, so think ahead to 300, 500 or 1,000 megabytes of HARD DRIVE SPACE.

Again, ask yourself if you really NEED it. Don't forget to copy all your files on your

hard disk to floppy disks or better yet, buy a tape drive. A tape drive copies the files on

the hard drive to a tape cassette. It's a more

reliable and less time-consuming method of protecting your data should your hard drive

"crash" (break down).

Diskette Drives Make sure you have both 1.4 MB, 3.5" and 1.2MB, 5.25" diskette drives installed. Some computer software still comes in 5.25"

disk size and it's a relief to know you can

access it if a software program only comes in that size.

Monitor

If you plan to do word processing and

general text work, an SVGA (Super Video

Graphics Array) color monitor with at least .28mm dot pitch (for a 14" monitor) is adequate. If you plan to work with graphics and Windows-based programs, a 15-, 17-, or 20-inch monitor with at least a .31mm dot

pitch may be a better choice since the images

will be slightly larger. A non-interlaced monitor is preferred for flicker-free images. To test for flicker, view

the monitor that is displaying a graphic image

(not text) from the corner of your eye. If you

see flicker, reject that monitor and try another

one.

Just remember to tell the computer

salesperson what your NEEDS are and have

him/her match the video card to the monitor you are buying.

CD-ROM Drive Choose an external CD-ROM drive rather than an internal drive. It will be easier to service and is less likely to be affected by the

heat generated by the computer. Have the computer dealer install the drive for you.

Printer Choose a laser printer if funds permit. Graphics and text is much cleaner and clearer

to see and to read. Most laser printers have 300 X 300 dots per inch resolution while newer models have 600 x 600 dots per inch

for almost "print-shop" quality.

If you're not bothered by the noise, a dot- matrix printer is a good alternative for draft copies of almost letter quality. An ink-jet printer is a good choice if the printer is in a public area where the dot-matrix printer noise may be objectionable.

Security Nothing is theft-proof, only theft-resistant. Anyone determined to steal computer

equipment will do so. Secure all hardware

with cables, anchor pads, locks, etc., or have

a security company review your location and recommend what devices to use. Purchase anti-virus software that can

detect computer viruses on hard and floppy

disks as well as in the computer's memory. You should test any floppy diskette-especial ly that new software program you bought from a reputable dealer-BEFORE working on it or loading it onto your computer's hard drive. You'll save yourself some grief.

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1994 Federal Depository Conference - Proceedings

An uninterruptible power supply (UPS) is a good investment that protects the electrical systems of your computer, printer, monitor,

etc., from dangerous power surges, brownouts and lightning. It consists of a storage battery, transformer and circuit breakers housed in a metal box. You plug your equipment in the box and the cord from the box plugs into the

electrical outlet. If an unsafe electrical condition exists, alarms will sound and lights will flash. These warnings will give you enough time to exit from programs that you're working on and shut down the equipment.

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Proceedings - 7994 Federal Depository Conference

ir

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1994 Federal Depository Conference - Proceedings

The Role of Federal Libraries in the Federal

Depository Library Program

Dan Clemmer

Department of State Library Washington, DC

From the earliest days of the republic, Federal agencies, their libraries and their documents have been inextricably bound

together. The first Federal library, the Department of State Library, grew out of the nucleus of books, official gazettes, and

newspapers kept by the Department of Foreign Affairs under the Continental Congress. When Thomas Jefferson, the first Secretary of State, was appointed in 1789, he was given custody of this collection (1 Stat. 28 for those of you taking careful notes) which

also included the papers of the Continental Congress, and the originals of the Declaration

of Independence and the Constitution. A year later, the complete staff of the Department of State consisted of the Secretary and four clerks, including the Chief Clerk who

developed this filing system at his desk: Two right hand pigeon holes: foreign

letters

Left hand side pigeon hole: Drafts of foreign proceedings (ratifications, foreign consular commissions, and letters to European powers) Bottom right hand side: Consular returns

In the 1790's the Department of State became involved in many other government

information functions. In 1790 the Secretary was assigned the responsibility to supervise

the Census, assigned to supervise the

compilation and publication of the biennial

register which contained the names of all officers and agents in the service of the United

States, and put in charge of copyrights. In 1796, President Washington turned over the records of the Constitutional Convention to the Secretary of State, and, thus, the Library.

In 1814, when the British invaded Washington and burned the Capitol, the White House, and the Executive Office Building which housed the State Department,

Secretary of State James Monroe ordered the Department to save the Nation's valuable

records from the advancing British. State Department clerks placed the Declaration, the

Constitution, papers of the Continental Congress, and the papers of the Constitutional Convention in linen bags and loaded them on

carts to be taken across the Potomac River to Virginia where they were stored in a grist mill. The rest of the Library was allowed to burn. Somehow, at least two books survived the

fire. These two books, with Thomas

Jefferson's signature and his statement that they are the property of the U.S. Department

of State, are still in the Library collections. The Declaration of Independence and the

Constitution were kept in the Library until 1921 when they were transferred to the

Library of Congress. A not so glorious episode in the Department of State Library history occurred

in the late 19th century involving freedom of

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Proceedings - 1994 Federal Depository Conference

access to government documents, bureaucratic obstructionism, favoritism, and cronyism. In 1893, a Mr. William Henry Smith of the Western Associated Press complained to the Congress that he had been trying since 1881, without success, to gain access to the papers

of Washington, Hamilton, Jefferson, Madison, and Monroe in the Department of State

Library. These papers had been bought with Congressional ly appropriated funds and were

housed in the Library. The librarian, Theodore F. Dwight, had originally assured Mr. Smith that there would be no problem in gaining access, but, somehow, the papers were never produced. As Mr. Smith said in his sworn statement to the Congressional

Committee on the Library, "the excuses were

not always the same, but encouragement was

invariably held out".^ Mr. Dwight, had, however, allowed his friends, Henry Cabot Lodge and Henry Adams, full access to the papers for histories they were writing. Mr. Dwight and Mr. Adams, incidentally, lived in the same house. Even after Mr. Dwight left the Department, various officials continued to hold out promise to Mr. Smith, but they never

quite delivered. I can assure you that we in the Library no longer string people along for 12 years before saying "no"; our FOIA people

don't take that long either. Another of the closely guarded Federal

libraries was housed in the office of the Secretary of the Treasury for his use only until the morning of December 30, 1865, when the

Secretary, Hugh McCulloch, found on his desk

several sheaves of foolscap, all glued together. He read the following: "The subscribers, clerks in the Treasury Department, beg leave most

respectfully, to address the Secretary and to request that the Library be opened for our use as is the case in the Department of State and the

Interior and that such additions be made to it as will render it a source of improvement as well as recreation. We have access to no public library in the city and our limited income does

not permit us to purchase books. We

respectfully suggest that a library as judiciously selected as that in the Department of the Interior would be of incalculable benefit to us in the promoting the culture which is needed

for an honorable and useful career of

life.^ Underneath the petition were the

signatures of 136 clerks. The Secretary referred the petition to the Clerk in charge of the Library, Mr. Samuel

Yorke Atlee, for his opinion. A few days later, Mr. Atlee provided this response: "With great respect I would say my experience constrains me to advise against loaning the books. ..Borrowers take them to their boarding

houses where they become, in some

instances, of general use, and frequently are returned disfigured with pencilled annotations. Every facility might be afforded for reference

to any book in the Library but no volume

ought to be allowed to be taken out of the room except for the Secretary's use or by his special order."^

Fortunately for the two to three thousand

clerks in the Treasury Department, Secretary McCulloch overruled his overly protective

librarian and opened the doors of the Library

to all employees of the Department. Although my focus so far has been on two

government libraries, there were, of course, many more government and non-government

libraries growing in size and importance in America. And from their beginnings,

government documents were an important

component of their collections. The origins of the depository program in this country date back to the act of December

27, 1813 (3 Stat. 140) which specified that one copy of the journals and documents of the Senate and House should be sent to each

university and college and to each historical society incorporated in each state. The

distribution was made by the Secretary of

State, although no law seems to make this officer responsible. At various times other

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1994 Federal Depository Conference - Proceedings

officers were made responsible for distribution, but on January 28, 1857 (11 Stat. 253) the responsibility for distributing documents was given to the Secretary of the

Interior who was authorized to designate the

libraries that should receive these

publications. The joint resolution of March 20, 1858 (1

1

Stat. 368) provided that one library might be

designated by the representative from each

Congressional district and the delegates from each territory to receive Congressional documents. In 1859 senators were also allowed the same privilege in their states (1

1

Stat. 379). In 1869, the office of the Superintendent of Public Documents was

established in the Department of the Interior and given the job of distributing the documents (Act of March 3, 1 969, 1 5 Stat. 292).

It was not until The Printing Act of 1895

(January 12, 1895) that the documents of executive agencies were included in the depository program, although they had

generally been issued in the Congressional

series. This act also moved the Superintendent of Documents from the Department of the Interior to the Government

Printing Office where it remains today. The

main feature of this act of interest to Federal

libraries is that it added to the number of depository libraries the state and territorial libraries, the Libraries of the eight executive departments, and the Naval and Military Academies. The legislative history of the time shows that the main reason for the printing act was to clean up the tangled mess that government printing and distribution had become. Here is a sample from the times in a statement by Mr. John G. Ames,

Superintendent of Documents in the Department of the Interior: Turning now to the matter of

distributing the publications of the Government, I think there can be no two opinions regarding the very

unsatisfactory manner in which this business is conducted. There is

probably no department of public

affairs in which anything approaching

the vicious methods that here obtain have been permitted to secure a foothold and to continue in operation. The absolute lack of system, the absence of all checks upon duplication and triplication in the distribution of documents, and the general careless manner in which documents are handled and distributed, all show the

desirability, if not the absolute

necessity, of some radical change in this matter. It is not too much to say

that if any private business were

conducted upon the same principles or want of principles, such enterprise would be doomed to almost immediate bankruptcy. Mr. Ames went on to say that the remedy

for the condition he describes is a statutory provision requiring that an adequate supply of documents be distributed to the "Congressional Library, the libraries and the

several offices of the Senate and House of Representatives and of the several Executive Departments of the Government."^

Interestingly, he specified 52 copies of each

publication be sent to the Library of Congress

but only two to the libraries of Executive Departments.

In a House Report earlier in 1892, the Postmaster General was quoted on the condition of the distribution of documents to

his agency:

It is now the practice to send to the

several bureaus of the Department one

copy of every bill, resolution, and

other document printed by order of the

Senate. The intention in sending these documents, it is presumed, is mainly

to give information to the Department

of pending legislation or other business

affecting its interest; but I am informed

that there is and always has been so much delay in furnishing them that when received they are, in a majority

of cases, of but little practical value. I

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Proceedings - 1994 Federal Depository Conference

think it would be better if they were

distributed by the Public Printer at the same time that he makes his distribution for the two Houses of Congress. This would enable the

several officers of the Department to make prompt examination of them, and formulate such recommendations

or action concerning them as might be found appropriate.^ And so it happened. The Superintendent

of Documents was moved to the Government

Printing Office, the distribution of documents was rationalized, eight Executive Department

libraries were named-State, Treasury, Justice,

Interior, Navy, War (now the National Defense University), Postal Service, and

Agriculture-and everyone lived happily ever

after. Well, not quite. By mid-century the number of libraries established in 1895 could no longer serve the nation, or the government, and further legislation was introduced and

enacted. The Depository Library Act of 1962

not only increased the number of depository

libraries in Congressional districts but it also expanded the coverage to libraries in independent Federal agencies and to additional libraries within the executive departments (44 USC 1907). The need for additional Federal libraries was expressed

forcefully by Paul Howard, Librarian of the Department of the Interior in 1962: Documents are the core of any Federal

library. The publications of its own

and other Federal agencies form a body of knowledge that is essential for each Federal library to have. Each

[library] does get documents by

begging, buying, borrowing , exchanging, et cetera, but the system is more like schoolboys trading marbles

than like an efficient program. Field

libraries have an especially difficult time. Often by the time they learn of the existence of a document or a report the edition is exhausted and the

material unobtainable... One of the

deficiencies in the present program is its lack of provision for the

Government's own libraries. They

need documents and use documents more than any other single group of

libraries in the country. The

depository library program, if made

available to them, will provide the most efficient, economical method of supplying these documents.^ Such testimony must have been persuasive

for the act passed on August 9, 1962, and now there are some 1400 depository libraries, 80 of them Federal. The large majority of them are here in the Washington area, and

most of the rest are U.S. Court libraries in large cities around the country. You may

find it of interest that the Library of Congress was not named a depository until 1978. If LC

received 52 copies of every publication as Superintendent Ames recommended in 1892,

depository status would have been

unnecessary. The NOAA (National Oceanographic and Atmospheric) Library is the most recent Federal library to receive depository status. So now, at last, we get down to the role of Federal libraries in the Federal Depository

Library System. In fact, we aren't really much

different from any other depository library. We serve the public as you do: students, lawyers, business people, teachers,

researchers, writers, reporters, television producers, etc. Some of our libraries are open

to anyone who walks in off the street. Others

of us are open by appointment to use our government document collections as well as

to use our other materials. We lend documents on interlibrary loan, and our

cataloging records and locations appear on OCLC and other online catalogs. All of us provide telephone assistance to the public, helping them locate sources of government

information, sending photocopies, faxing, etc. Many of us are on the Internet and respond to

cries for help. No one knows better than government librarians how frustrating it is to

try to find someone, or a particular office, in a government agency. Believe me, it's as

frustrating to us as it is to you. I believe that

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1994 Federal Depository Conference - Proceedings

of us in Federal Libraries, depository or not,

feel the responsibility to serve as libraries of

last resort for information about our agencies and for information products of our agencies.

Federal Depository Libraries save the U.S. Government (and the American taxpayers)

financial and human resources. Why should government agencies hire people to identify, locate, request and process payments for government information when the incremental

cost of producing extra copies for these agencies is much less through the FDLP? As

strange as it may seem to you, sometimes the only way we receive the publications of our own agencies is through the FDLP. We are, however, different in one way. We serve the people who serve you; we serve your government employees. Federal Depository Libraries serve employees of Federal agencies in all three branches of government who are dependent on the information produced by all three branches to do their jobs. Employees of agencies of the Executive and Judicial branches, for example, need ready access to the Congressional Record, hearings, reports and bills of the Congress. Legislative Branch employees need

opinions from the Judiciary, and reports,

statistics, and maps and many other publications from Executive agencies.

I would like to conclude, as I began, with an anecdote about the State Department

Library. One night last week, I got a call at home from someone in the Operations Center

of the State Department. The Operations

Center is staffed 24 hours a day to handle any

kind of emergency. That day they must have

been busy with the downing of the two

American helicopters over Iraq by two

American fighters. This call, however, was

not about that. The caller said that a "senior person" at the White House had received a

call from a person who claimed to be an ex- American Ambassador to Canada but that he

had his doubts about the veracity of the caller. The "senior person" wanted to know if the person had ever been an ambassador and

naturally called the State Department. The

watch officer, however, did not know how to

find out so he naturally turned to the Library, which was closed, and then found me on his

list of people to call after hours. I knew

immediately which book would tell mePrincipal Officers of the Department of State and United States Chiefs of Mission, published

by the Office of the Historian in the Department of State-but I knew he would

never find it in our stacks. I offered to come

in and get the information for him, but he

said, "No, I'm used to rummaging through

libraries; I have a key to your library and can go look for it." After directing him to the bank of light switches inside the door and on

back to my office, I told him to look directly behind my desk chair for my own personal copy, a green and white paperback book. Although I volunteered again to come in, he

again insisted that he could find it, which, in fact he did, as he told me when he called a

half hour later. So how did we get the reference book?

Probably from our publications distribution

office, but if they had slipped up, we would

have gotten it as a depository item just as many of you did: from the Federal Depository

Library Program.

1. Alleged Favoritism in the State Department: House Report No. 2510, 52nd Congress, 2d

Session, February 15, 1893, p. 3.

2. "Quoted in "The U.S. Treasury Department Library: Its Growth and Development from 1817

to the Present Time," by Isabella Stevenson Diamond. Special Libraries, April 1942, p. 113.

3. Ibid., p.114.

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Proceedings - 1994 Federal Depository Conference

4. Providing for the Public Printing and Binding and the Distribution of Public Documents:

Senate Report No. 18, 52d Congress, 1st Session, January 13, 1892, of the Committee on

Printing, to accompany S. 1549, page 172.

5. Ibid.

6. Public Printing and Binding and the Distribution of Public Documents: House Report No.

1092, 52nd Congress, 1st Session, April 15, 1892, of the Committee on Printing, to accompany S. 1 549, pp. 1 9-20.

7. Depository Libraries: Senate Hearing on S. 2027 and H.R. 8141, before the Subcommittee on

the Library of the Senate Committee on Rules and Administration, 87th Cong., 2d Sess. March

1 6, 1 962, pp. 1 705-1 708.

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1994 Federal Depository Conference - Proceedings

Using dBase® in an Academic Library:

A Service Perspective

Susan M. Ryan

duPont-Ball Library Stetson University DeLand, FL

When Peggy Walker asked me to give a

talk on dBase® In the academic library, I asked

her what she wanted me to talk about. She

said "just tell them what you do and how you do it." So I guess this is supposed to be one

of those "how we do it good at our library"

talks. More realistically, however, this is "how we try to do it as best we can while

barely keeping our heads above water." With

that disclaimer in mind, I'm going to talk about WHY we use dBase®, WHAT we do

with it, and HOW we do it. Although I am

specifically talking about dBase® or dBase®

compatible software, most of what I have to say can just as easily be applied to Lotus® or other more sophisticated software packages. The implications for service are basically the same. Background

First, let me give you some background on

our library so that you can put all this in context. We are not a large research

university by any means. Stetson is a primarily undergraduate institution with 2,200

students and about 200 faculty. We have

schools of Arts & Sciences, Business, and

Music. The library is medium-sized by GPO

standards; about 250,000 volumes plus 260,000 government documents. We have

four public service librarians, including the

Circulation and Interlibrary Loan Librarian and

the Government Documents Librarian.

The Documents Department has one

librarian. Roughly 75% of my time is spent in the Documents Department and 25% is spent on the main library reference desk doing

general reference work. We have one full- time documents assistant who is part of Technical Services. She does all the processing and cataloging work for the documents but is not involved in reference or public services. The other three reference

librarians use documents in their general

reference work and use GO and other menudriven software with depository CDs, but are not required to know EXTRACT, DBase®, or any of the more sophisticated software packages. They do know what type of data

retrieval we can do with dBase®, however, so

that they can make appropriate referrals tc the Documents Department.

I arrived at Stetson five years ago-at about

the same time as the first depository CD-ROM.

The job description that I was given at that time has little relevance to what I do today. I suspect that most of you have seen significant changes to your daily workflow since that first CD arrived. In 1989, the Documents

Department had one XT workstation with an

old Hitachi external CD-ROM drive attached. Not only was it the public access workstation, but it was my personal computer. That setup was very slow, even with the GO software, and it was almost impossible to use with

dBase®.

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Proceedings - 1994 Federal Depository Conference

We knew that we would need nnore hardware and software, although the Department had no capital equipment budget. During the past three years, we have managed

to get three workstations from a variety of sources. We received a 486-DX with a very

fast triple speed CD-ROM drive and a color

printer from a competitive equipment fund

that the Provost offered to faculty. We also got a 486-DX workstation from a private donor who wanted to contribute books to the

library, but was willing to fund technology

when we demonstrated what could be done

with the CD-ROMs. The Orlando Sentinel Foundation funded our third workstation, a 386 that doubles as a bibliographic instruction PC. The lesson we have learned in trying to equip our department is to investigate all sources of funding for hardware. Because we

are working with dBase® and Lotus® and the TIGER files, we have been able to demonstrate

that we have a real need for high-end PCs. It would have been very hard to sell the private donor and the Provost on providing us with PCs if we were not doing more sophisticated things with the data than just printing out data from the GO software. As for software, some has come out of the

library's supply budget and some from the

materials budget. We have dBase® III + , EXTRACT, Lotus®, and the Sammamish

mapping software for the TIGER files available

to the public.

Why We Use dBase®

Early in 1990, the Associate Director for Public Services asked me to write a report on

the implications of depository CD-ROMs for Public Services. He wanted to know how

many we would get, what hardware and

software we would need, what impact they would have on reference service, and how we

would define levels of service for these

products. Writing the report forced me to think about the CDs much more analytically than I had done up to that point. Although at that time I could not fully appreciate the impact that the CD-ROMs would have, I did

at least have enough foresight to know that these CDs had the potential to have a tremendous impact on documents reference work. It was immediately apparent that this would not be like working with the

bibliographic CD-ROMs with which we were

accustomed to dealing. I also realized that the computer skills that I had were woefully

inadequate for what was to come. I could use some word processing software and I knew a couple of DOS commands and that was it. Based on the report and many discussions

that followed, our library made the decision to provide extensive reference service for the depository CDs. At that time, almost all the CDs were in dBase® format or, like the NTDB,

had their own menu-driven software. Our

reasoning back then was relatively simple: here was a chance to provide access to data

that was previously available only on

mainframe data tapes at research universities. Our undergraduates would be able to work

with data in ways usually reserved for graduate students. Some of the faculty in the

Arts & Sciences had been anxious to incorporate data in electronic formats into the classroom and we knew that we would have

eager consumers if we made dBase® service

available. We also knew that the CDs,

especially the census CDs, would be of great

interest to off-campus consumers such as local government and small businesses. During the past few years, as our dBase®

service has evolved, the Government

Documents collection has gone from a print collection that was generally admired as

"historic" and "valuable," but unfortunately was not very well-used, to one of the most

vital and used collections in the library. What

started out as an attempt to provide electronic resources to undergraduates has taken on a

life of its own. We would have a hard time

turning back now even if we wanted to. The

professors have incorporated the CDs using dBase® and Lotus® and other software packages into the curriculum and the county and small businesses have come to rely on

getting the data in a variety of formats.

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799-^ Federal Depository Conference - Proceedings

Most important, however, is that we are keeping ourselves from becoming obsolete. I recently saw an article titled "Become

Indispensable or Die." With heavy

competition for our piece of the university's budget, we must be seen as indispensable and

that is not going to happen if we can't give people the data the way they want it. During

the past five years, I have never seen a professor use the GO software. They don't need the data that way and they don't want

the data that way. When I attended this conference two years

ago, I mentioned to one librarian that 1 thought it was very important to use dBase®

with the CD-ROMs. His reply was to ask me

if a patron wanted a book in Russian would I feel obligated to read it to them? No, I would

not because most people who want a book in Russian can reasonably be expected to understand the language. The majority of people who have a real need for numeric

data, however, cannot be expected to know

how to get it off the disc into a format that they can use. I have had many people

disagree with me on this but at least one

person agrees. In a November 1993 American Libraries article, Charles Seavey, a professor at the University of Arizona Graduate Library School, wrote the following: So along came Census Test Disc 1 in 1987

or so, and librarians' reactions went

something like this: Gee, the little sucker is hard to use, it has minimal front-end software, it's very slow, and sometimes it doesn't work at all on

our computers. Well, that's okay-the

government will fix it. The government didn't fix it.. ..The point is that we knew this was coming. From the moment we started discovering the drawbacks with Test Disc 1, we knew it was coming. We knew it was going to require bigger and better microcomputers; we knew it was going to take levels of computer expertise we didn't have at the

time; we knew that CD-ROMs were going

to be the medium of choice for distribution of the 1990 Census, and that the patron feeding frenzy at the release of the 1980 census would be repeated. We are still using the minimalist front-end software the government is putting on the

discs without developing the expertise in dB III to write our own retrieval programs,

or we are ignoring the whole issue. I know of one documents department in an

Association of Research Libraries

institution that took a vote and decided

not to learn how to use the census CDs,

but to give the discs to the patrons and

point them at the nearest computer-an ATclass machine....

If it takes shifting our world view, let's quit looking at the future through a rearview

mirror and get on with the job. If we

don't enter the realm of data, we are going

to be relegated to low-paying custodial jobs in giant buildings full of unused

paper~and we will richly deserve our

fates.

^

Seavey summarizes the theme of this talk quite well. We don't really have a choice. Whether you choose to use dBase® or some

other software packages, we all must become

comfortable working with data and data management software. How did we begin? The first step, of course, was to learn dBase®. As a basic computer illiterate, I got a "how-to" dBase® book and began to teach myself to use it step- by-step. I now use dBase® daily and I have

never had any formal instruction in the program. I think that one of the great misconceptions about dBase® is that it is difficult to learn and use. While dBase® programming can be complex, using basic dBase® commands to extract and manipulate

data is not. It takes an initial investment of time to learn the basic commands, but once

the general concepts are learned, the execution of the software is fairly simple.

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Proceedings - 1994 Federal Depository Conference

The next step was to define levels of service or, perhaps more accurately, decide how much we would do for people. Unlike menu-driven software, providing dBase®

service is a time-intensive one-on-one

exercise. We do not attempt to show people

how to do their own dBase® searching unless they are already dBase® users. We actually do

the data extraction and follow up work for them. I often compare this type of reference

service to online searching. Like online

searching, dBase® requires a rather thorough

reference interview to determine exactly what

data the person needs at what geographic

levels. At the time of the reference interview,

I can determine whether the patron has an

appropriate need for dBase®. Sometimes, they can get what they need themselves using the GO software. Although some depositories have detailed levels of service policies for the

electronic products (University of Nevada,

Reno, for example), we have decided to determine the level of service on a case by

case basis. With few exceptions, we have been able

to meet every request for dBase® service. The exceptions have been companies that want such large amounts of data at so many

geographic levels that the information would

fill dozens of floppy disks. In these cases, we

give them the option to send a computer

savvy employee to the library and I show

them how to do the extractions themselves or we suggest that they contact the census center

at the University of Florida to have the

extractions run from mainframe tapes. About

half of our requests come from students and

faculty and the other half come from off campus. Most of the off campus requests come in by phone and we often mail printouts or floppies with the extracted data.

What We Are Doing with dBase® When we made the decision to provide dBase® service, we knew that we would have

to let people know what we could do for them. We also knew that once we created a demand we might not be able to meet it.

Creating the demand turned out to be very

easy. I talked to professors who I knew would

be interested in working with the census and

they incorporated the use of the data into assignments or created new assignments

specifically to take advantage of the CD- ROMs. We also incorporated dBase®

demonstrations into classroom instruction so

that the students and faculty would know

what types of things could be done with dBase® and the CD-ROM data. We offered

several workshops to faculty and students to give them detailed information on several

different CD-ROM databases and software packages. Some specific examples of how

dBase® is used in assignments:

1) Sociology classes use the Summary

Tape Files to study all types of demographics. They are specifically looking for trends and often want data

ranked. Using dBase® we extract the

variables that they are looking for and

then we can rank them in order by any

variable or multiple variables- that they choose. One student, for example, wanted to identify census tracts with

per capita incomes greater than $20,000 and then correlate the income

variables with race.

2) Marketing classes do business plans for

local businesses as semester long

projects. These students use the census to identify specific socio- economic characteristics of small areas such as block groups or tracts. Like the sociology classes, they use dBase®

to rank data in order to identify the

potential market for a particular business. Other marketing classes use

both the decennial census and the economic censuses to identify sales of

particular merchandise lines in geographic areas such as MSAs.

3) Population geography classes make

extensive use of census data, as well

as data from the NTDB and the TIGER

files. Geography students have used dBase® to calculate population density

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1994 Federal Depository Conference - Proceedings

of specific areas using the area of land variable that is not visible with the GO

software. They are especially

interested in using dBase® because the data can be merged into mapping

software in the geography labs.

4) One Economics professor has used the census data to teach regression

analysis. The students choose

variables that are extracted from the CDs using dBase® and then are manipulated with an economics

software package in the Economics

Lab. Other campus offices also make use of the dBase® extracted data. The Office of

Institutional Research has had us download

quite a bit of data in dBase® to use in their reports. They translate what we give them in dBase® to SPSS® files. Professors ask us for data for their consulting jobs and they often want it in Lotus® format. We use dBase® to extract the data and then translate it to Lotus®. The Development Office is interested in using

the data to track high income areas and has

talked to me about merging their donor list with a TIGER file database to map donor

locations. The President of the University

recently asked for a demographic study of the west side of our county. Half county

geographic breakdowns obviously don't exist, but using dBase® we were able to extract and combine smaller geographic areas to come up

with the profile he needed. We decided to put the final report in spreadsheet format and

translated the data to Lotus® before printing up

the finished product.

Finally, we get requests from the community and referrals from around the

state. We have done extensive dBase®

extractions for the county's Growth Management Department and Community

Services. We have done dBase® databases for the city of Daytona Beach. Numerous small businesses have walked away with dBase®

generated databases. One example: a woman

wanted to open a daycare center and wanted

to put it in an area with lots of small children

and high income levels. We created a database at the block group level that allowed

her to target possible locations. By ranking

the variables, it was very easy to locate high concentrations of young children and high income areas.

How We Are Working with dBase®

I do not want to leave you with the impression that this is all very easily accomplished. As most of you know, it isn't. Using dBase® is labor intensive and requires some minimal level of expertise. You also need bigger and faster PCs than you do with GO and you need to spend money on

software. Therefore, you also need a supportive administration. Hard drive security

is a concern for some libraries. We do not provide any protection for the hard drive, but

in almost five years we have not had a single problem. Most dBase® use, however, is done

with or by a librarian, so the hard drive is not

as vulnerable as it would be if many patrons were doing their own searching. Despite the

obstacles, you should not be discouraged from

using dBase®. You don't need to go nearly as

far as we do to provide dBase® service. Although we will often provide finished

reports or manipulate data for people, most

libraries will probably choose a different level of service. The following represent some

levels of a continuum of services you can offer using dBase®:

1. Provide the software on public access

terminals without providing expertise. While this will not help the majority of

users, some will have the expertise to do the dBase® extractions themselves.

2. Retrieve data from the CD-ROMs using dBase®, but do not do any

manipulation of data.

3. Retrieve data and combine files into one file or database.

4. Rank or otherwise manipulate the data.

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Proceedings - 1994 Federal Depository Conference

5. Provide dBase® reports. -

>

6. Translate dBase® files to formats and

provide reports in other formats.

Conclusion There is no doubt in my mind that using dBase® and Lotus® and other software packages has been an extremely positive move for our Documents Department. We

have been able to argue effectively for equipment and software based on proven

sophisticated use of the data. dBase® service has made the Department visible and the

faculty much more aware and appreciative of government information. We would never have received the hardware or software that we did if we had made the decision to stick solely with the GO software. As for our future plans, we are moving

into thematic mapping. We are taking the dBase® extracted data and mapping it with the TIGER files. We have purchased mapping

software and a color printer and will begin to "market" the service in the fall. Once again, we expect a big demand.

1. Charles A. Seavey. "A Failure of Vision: Librarians are Losing the War for Electronic Professional Turf." American Libraries (November 1 993):943-44.

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1994 Federal Depository Conference - Proceedings

Government Information on the Internet:

An Introduction

Kathleen Keating and Clark McLean

General Library University of New Mexico

Albuquerque, NM

Network Training Part I - Kathleen Keating

Good morning! It is a real pleasure to be

here today. Robin Haun-Mohamed invited us

to present an introduction to the Government

Information resources available on the

Internet. Clark McLean and I will try and

cover this topic in the next 50 minutes. I will be covering Part I, the Network Training Outline over the next 25 minutes and then I will turn the program over to Clark who will give a practical demonstration on how to search on the Internet. Everything we are going to cover is going to be taught in a two

day workshop at the ONLINE Conference in New York City in May, so this will be a very

brief introduction. The University of New Mexico is a multicultural institution with over 25,000 students. 16% are Hispanic and UNM has the second

largest population of Native American students

in the U.S. There are many disciplines taught and the library attempts to serve the information needs of the faculty, students, staff and community which includes three National

Laboratories: Sandia, Phillips, and Los Alamos.

Librarians must always be aware of multicultural differences and we adapt our

reference and teaching techniques to meet

their needs. Academic computer literacy. What is it? Well, in the beginning or about eight years ago faculty and students were considered

literate if they knew a word-processing

program and could put paper in a printer. The next phase was to have faculty and

students communicate through e-mail. And

now, in order to be considered academically

computer literate we expect them to be able

to navigate through Networks. Examples may

be to search the UNM OPAC LIBROS, search CARL, the Library of Congress and even the

Internet.

In order to assist the faculty and students

in their quest for academic computer literacy, the University of New Mexico General Library and the campus computing center named

CIRT, or Computer and Information Resources and Technology, have combined efforts to help with the instruction and teaching of the

Internet and network navigation. Now for some audience participation. I would like to ask you a few questions so Clark and I can get an idea of this group's academic

computer literacy level.

1) How many have access to the Internet?

2) How many use e-mail?

3) How many already subscribe to a

Listserve?

4) How many are already comfortable

using Gopher? Veronica?

5) How many can connect via 'telnet' command?

The next area I would like to cover is a

brief history of the Internet. I have always

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Proceedings - 1994 Federal Depository Conference

found it helpful to better understand a concept

if I know the background first.

I will paraphrase most of this history from

an article written by Bruce Sterling entitled, "A

Short History of the Internet" published in the Magazine of Fantasy and Science Fiction in February of 1993.

In his article, Sterling states that thirty years ago the RAND Corporation, America's foremost Cold War think tank, was faced with

the question of "How could U.S. authorities successfully communicate after a nuclear war?" Any central command and control network would be an obvious and immediate

target for an enemy missile. In 1964, RAND

employee Paul Baran, came up with a

solution. The principles were simple:

1) The network would have no central authority.

2) The network would be assumed to be

unreliable at all times.

3) All computer nodes would be equal in status. The particular route that a packet of information took would be unimportant.

Basically, each packet would be tossed around

like a hot potato until it reached its proper

destination. If nodes in the network were blown away it simply wouldn't matter. The

packets of information would remain airborne

until finding the right place. This may seem

inefficient but it would be extremely rugged. During the 1960's, this concept of a decentralized, blastproof, packet-switching network was kicked around by RAND, MIT

and UCLA. Shortly after 1968, the DOD

Pentagon's Advanced Research Projects Agency decided to fund a larger more

ambitious project. In December 1969 there were 4 nodes on ARPANET. In 1971 there were 15 nodes and by 1972, 37 nodes. The original intent for ARPANET was the sharing of computer facilities. But by its second year, researchers were using it to collaborate on projects, trade notes on work.

and even to gossip and schmooze. It wasn't

long before the invention of mailing lists (or Listserves) where an identical message could be sent to large numbers of network

subscribers. ARPANET continued to grow throughout

the 1970's. The original standard for communication was known as NCP, or "Network Control

Protocol." This was surpassed by a higher

level more sophisticated standard known as TCP/IP. TCP or "Transmission Control

Protocol" converts messages into streams of packets at the source, then reassembles them

back into messages. IP or Internet Protocol handles the addressing and sees to it that packets are routed across multiple nodes,

multiple networks & multiple standards.

In 1984, the National Science Foundation

got in on the act and continued to upgrade

the technology and attract other agencies like NASA, DOE & National Institutes of Health. TCP/IP was also being used by other networks. And more networks adhered

themselves to other networks making the ARPANET a small neighborhood in a growing

galaxy of other machines. The use of TCP/IP standards for computer

networking is now global. Today there are

tens of thousands of nodes on the Internet and

it is called the Mother of All Computers. The future of the Internet is composed of the National Information Infrastructure and NREN or the National Research and Education Network. NREN was approved by Congress

in 1991, as a 5 year, two billion dollar project

to upgrade the Internet 'backbone.' NREN

will be 50 times faster than the fastest network, allowing the electronic transfer of the

entire Encyclopedia Britannica in one second! How does one get connected to this galaxy of information? There are three ways

to connect:

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1994 Federal Depository Conference - Proceedings

1) Direct wiring

2) Personal Computer and modem

3) Bulletin Board System or Online

Service The Internet uses two operating systems. The first is UNIX which is a multi-tasking, multi-user operating system developed by AT&T. The prompt is a percent sign. The

second is VMS, which is a multi-tasking, multi-user operating system developed by

Digital Corporation. The prompt is a dollar

sign.

Inside your packets on the left side are handouts which will help you become more

familiar with the Internet and how to find a

provider. The grey Inter NIC handout

includes information about how to get connected to the Internet, points to network

tools and resources, as well as seminars on

varied topics held in locations around the country. If you call their 800 number on page two it will connect you with a reference desk which will help you locate an Internet provider in your area. The yellow colored handout is the PDIAL

or Public Dialup Internet Access List. It is a

list of Internet service providers offering public access dialins and outgoing Internet access

like FTP, Telnet, etc. Most of them also provide e-mail and USENET news and other

services. This list is dated December 1993 so you may want to call and get an updated list. Why would one want to be connected? The first reason would be to communicate

with colleagues and other professionals by

using e-mail and using Listservs which are

electronic discussions that are supported by a

particular software called "LISTSERV." Some

electronic discussion lists can be interesting, informative and help one develop

professionally by communicating with

colleagues. Examples for Government

Information include GOVDOC-L, Regional-L and Windy-L. The lists can be moderated or un-moderated but they must be read everyday.

The second reason would be for information. When connected to the Internet one can access libraries, government

information and commercial databases. The third reason is software. Public domain shareware packages are housed on

particular computers and are readily

accessible. There is UNIX, IBM compatible,

Macintosh, and other types of computer

software available on the Internet.

I would now like to turn the presentation over to Clark McLean who will give you an

Internet demonstration on how to travel the

Net.

Network Training Part II - Clark McLean

Demonstrating Internet access today we

are utilizing the following equipment:

• Personal computer with a modem

• Telephone line • Internet access via university account

• Liquid Crystal Display (LCD) panel and

overhead projector to facilitate screen viewing The Internet, like various ways to get to a grocery store, has no set location for information or consistent organizational

structure. Two tools to navigate and access

information resources include gopher and

telnet. Users will need to check with their Internet provider to determine if the Internet provider supports these tools for the equipment you wish to utilize. "Gopher," a software client/server package

developed at the University of Minnesota,

home of the golden gophers, provides flexible access to Internet resources. If your Internet provider does not support direct gopher

access, you can telnet to a public access gopher site, e.g. consultant.micro.umn.edu or panda.uiowa.edu, login as a gopher, and then experience the advantages to gopher access. To demonstrate an example of a government

gopher we are using the Department of

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Proceedings - 1994 Federal Depository Conference

Agricultures' gopher - cyfer.esusda.gov. As

with the many grocery stores available, this is one of several sources of government

information available via gopher on the

Internet. To access the USDA gopher we type

at our prompt: gopher cyfer.esusda.gov The screen displays a menu of choices which can be selected by moving the arrow or typing the number associated with the entry or selection we wish to view and pressing < return > or the < enter > key. To assist in moving around in a gopher, the bottom of the screen usually provides which key to press for more help. As you "surf" the Internet via gopher you may wish to find out where you

are by pressing the ' = ' key before pressing < return >. This provides link information on which host the information is located. The

link information may provide a clue as to where the information is located. At the end

of an alpha Internet address can be three

letters specifying domain. Domains include: edu = education com = commercial gov = government

mil = military org = organization

net = networks Domain Internet addresses from abroad may include a two letter country designation

at the end, e.g. ge = Germany.

Other gopher file types include - v

• text files indicated by a

'.' at the end

of a selection

• subdirectory indicated by a

'/' at the end of a selection

• telnet application indicated by

<TEL> at the end of a selection

• picture files indicated by <gif> at the end of a selection

• compressed files of various types.g. < PC Bin > at the end of a selection

Gopher software also provides search

capabilities using 7' when you are in a file or

directory. Some gophers also expand

searching capabilities of gopherspace or gopher titles by using "veronica" software

options. "Veronica" and its use are explained

in our packet handouts.

If you are using a full-fledged gopher, you

can build bookmarks for frequently accessed

gophers. To utilize this feature press 'a' before pressing < return > when you are viewing a selection. This will add that entry

to your list of bookmarks. By pressing 'A', you can add a current directory to your bookmark list. These bookmarks are kept in a

file on your host computer. Any time you are

in a 'gopher' you can pull up your bookmarks

by pressing 'v', and then by pressing < return > or < enter > while in your bookmark list, connect to that gopher.

Pressing 'd' while you are in your bookmark

list will delete the bookmark.

Another feature if you are utilizing a full- fledged gopher is various downloading

capabilities. Viewing an information file on

the screen and pressing: <m> will mail the file to an e-mail

address; 
 save a file on your host computer in your account; or <d> download a file to your personal computer. (Suggest Kermit

protocol for Internet downloading.) Another useful tool on the Internet is "telnet." This software allows you to connect

to another computer. To demonstrate this type of access we will "telnet" to the National Technical Information Service FedWorld. At our prompt we type :

telnet fedworld.gov

Telnet only contacts that machine. Once

logged in, the menu interface is usually unique. Menus, searching, downloading, and

in general moving about will be unique to the

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1994 Federal Depository Conference - Proceedings

system you are accessing and some systems may not allow for easy downloading. An

advantage to FedWorld is its option of connecting to various Government agency

bulletin boards. Some bulletin boards are more complex than others and some agencies may request you to sign up before using their bulletin board. Another frequently used Internet tool is. file transfer protocol (ftp). Due to the

limitations in time and the unique procedures

for using ftp we are not demonstrating ftp today. In our handouts we are providing some basic ftp commands and guides. One

correction to our ftp guides, on page 6, "Retrieving a file from a remote host: 1.) ftp

ariel < return >", should read ftp ariel.unm.edu < return >. The Internet is an exciting part of the information superhighway. Utilizing the

Internet can provide libraries and the public with access points to current topical government information. As librarians we can

lead in organizing and providing guides to the wealth of government electronic resources

available.

75
Proceedings - 1994 Federal Depository Conference

J

76
799^ Federal Depository Conference - Proceedings

Depository Materials Not Listed in tlie Law

Library Core Lists But Wliicli Support Law

Related Needs

Susan L. Dow

Charles B. Sears Law Library

State University of New Yorl< at Buffalo

Buffalo, NY

Introduction There are 219 depository libraries that carry the designation law library. Sixty-two of these depositories represent court and state law libraries. The largest category of law

library depositories are the 157 academic law

libraries. While it is safe to assume that most

law libraries select the primary legal materials offered through the Depository Library Program, the selection of other material

differs due to the nature of the library's clientele. In academic law libraries materials are selected, not only to meet the legal information needs of the public, but also to support the law school's curriculum. The current "Suggested Core Collection"^

is based on information derived from data in the GPO Automated Item Number File. If at least 2/3 of the 219 law library depositories

selected an item number, it was considered a core item number for law libraries. It should be noted that selection of an item number

might mean that a less relevant publication was selected because it was included as part of the same item number selection. The result

is a core list that contains approximately 235

item numbers and is comprised of 361 titles.^

Methodology and Survey

I had my suspicions as to what item numbers not on the core list might be the most important to academic law libraries; however, I decided to conduct an informal survey to see how well my suspicions

reflected reality. The survey instrument (see attachment 1) asked the respondent to answer three

questions: the top ten most important item numbers not on the core list; whether or not

the respondent's library met the minimum

technical guidelines developed by GPO; and a question asking the respondent to list the CD- ROM products they selected. While I was

primarily interested in the answer to the first question, I also hoped to get some idea of the

overall electronic capabilities of the responding libraries. The Government Documents Special

Interest Section of the American Association of Law Libraries kindly supplied a copy of their membership mailing labels. Copies of the survey were sent directly to individuals at academic law libraries who were members of the Special Interest Section. Surveys were also

sent directly to academic law libraries when

the library was represented in the Special

Interest Section.

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Proceedings - 1994 Federal Depository Conference

After reviewing the 30 responses

received, it was apparent that there was

consistency in the item numbers supplied. However, not all respondents listed 10 item numbers.

ResultsThe response rate to the survey was

very low; however, because of the consistency

of the responses, it is fair to assume that the same top three item numbers would continue

to appear even if there were a larger pool of responses.

Listed below are the top ten item numbers, from most important to least important. I have included some information about the item number selection. The comments listed are taken directly from the survey response forms and are not credited due to the anonymous nature of the survey

responses.

Number 1 Item Number(s): Su-Doc Number(s):

Title(s):

Issuing Agencies:

Sample Titles(s):

Comments:

1017; 1019; 1038; 1039 and Y 4.(s) 028

Hearings, Prints, and Miscellaneous Publications House Committee on Foreign Affairs; House Committee on Energy and Commerce; Senate Committee on Finance; Senate Committee

on Foreign Relations; House Committee on Ways and Means

Country Reports on Human Rights Practices; Congress and Foreign

Policy; Legislation on Foreign Relations; Compilation on Social Security Laws

"I would think that all law libraries should get all hearings for

legislative history..."; "documents in this category are the backbone

of our dep. collection and are very heavily used"; "helpful for immigration law"; "faculty members research human rights and

international law"

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1994 Federal Depository Conference - Proceedings

Number 2 Item Number: 0270

Su-Doc Number(s): C 51.9/3: and C 51.9/4:

Title(s): Government Reports Announcements and Index Government

Reports Announcements and Index: Annual Index

Issuing Agency: "NTIS, an agency of the U.S. Department of Commerce, is the

central source for the public sale of U.S. Government-sponsored

research, development, and engineering reports..."^ Frequency: Twice a month

Sample Entries: Orphan Drugs: Legislation and FDA Regulations and Testing; Over

the Counter Drugs (OTC Drugs): Legislation, Labeling Federal Guidelines and Joint Ventures Comments: "useful for researching foreign law"; "contains studies which have been of value to various faculty in their research"

Number 3

Item Number:

Su-Doc Number(s) 1070-M Y 3.T 22/2:1 and Y 3.T 22/2:2

Title(s): U.S. Congress. Office of Technology Assessment. Annual Report and General Publications

Issuing Agency: "OTA's basic function is to help legislative policymakers anticipate and plan for the consequences of technological changes and examine the many ways... in which technology affects people's

lives."'' Sample Title(s): Impact of Legal Reforms on Medical Malpractice Costs; Finding a Balance: Computer Software, Intellectual Property and the Challenge

of Technological Change Comments: "used by law faculty and students"; "provides excellent background

for science/technology issues"

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Proceedings - 1994 Federal Depository Conference

Number 4

Item Number:

Su-Doc Number(s):

Title(s):

Issuing Agency:

Frequencies: Contents:

Comments:

0768-F

L 2.38/3:, L 2.38/3-2:, L 2.38/8: and L 2.38/10: CPI Detailed Report ; News, Consumer Price Index Consumer Price Index - Washington, D.C. Area; Summary Data from

the Consumer Price Index

U.S. Bureau of Labor Statistics Monthly

monthly report on consumer price movements including

statistical tables and technical notes''^

"not the most current data, but important for consumer information";

"attorneys need this"

Number 5 Item Number: 0862-B Su-Doc Number(s): S 1.123: and S 1.123/2:

Title(s): Background Notes on (various countries); Background Notes on

(various countries) Indexes

Issuing Agency: United States Department of State

Contents: Provides an overview on the geography, people, government, economy, and history of countries of the world. Background notes have also been issued on international organizations such as the Organization of American States. Comments: "selected to support our collection of international law and trade and our LLM program in international law"; "pretty good reference source but timeliness is a problem"

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1994 Federal Depository Conference - Proceedings

Number 6

Item Number(s): Su-Doc Number:

Title(s):

Issuing Agency: Sample Series Titles:

Comments:

0142-C-01 through 0142-C-03 C 3.186: Current Population Reports Series United States Bureau of the Census

Population Profile of the United States; Voting and Registration in the Election of...; Households, Families, Marital Status, and Living Arrangements

"faculty and students need sociological data"; "for discrimination cases and general demographic support"

Number 7

Item Number: 0431-1-66 Su-Doc Number(s): EP 1.67: and EP 1.67/A:

Title(s): EPA Journal; EPA Journal Reprint

Issuing Agency: United States Environmental Protection Agency

Frequency: Quarterly

Sample Entries: "Post-Rio: The Challenge at Home", "New Rule to Protect

Agricultural Workers from Pesticides", "EPA's Flagship Programs' Comments: "environmental law is becoming more important"; "good for environmental law collections"

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Proceedings - 1994 Federal Depository Conference

Number 8

Item Number:

Su-Doc Number(s):

Title(s):

Issuing Agency:

Sample Entries:

0546-E GA 1.16/3:, GA 1 6/3-2: and GA 1.16/3-3:

Reports and Testimony: (month, year); Annual Index of Reports

Issued in Abstracts of Reports and Testimony, FY

"The U.S. General Accounting Office (GAO) is a nonpartisan agency

within the legislative branch of government. GAO conducts audits, surveys, investigations, and evaluations of Federal programs."^

Air Pollution: EPA's Progress in Determining the Costs and Benefits

of Air Legislation; EEOC's Expanding Workload: Increases in Age

Discrimination and Other Charges Call for New Approaches Comments: "especially useful"

Number 9

Item Number:

Su-Doc Number(s):

Title(s):

Issuing Agency: Comments:

0968-H-16

J 29.13:, J 29.13/2:, J 29.13/3: and J 29.20:

Justice Statistics Bureau, Special Reports; Profile of Jail Inmates

(quinquennial); Drugs and Jail Inmates (quinquennial); Compendium

of Federal Justice Statistics (Annual) United States Bureau of Justice Statistics

"students and faculty often refer to crime statistics, we have an

adjacent criminal justice school"; "reference aid"

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1994 Federal Depository Conference - Proceedings

Number 10

Item Number(s): Su-Doc Number(s):

Title(s):

Issuing Agency:

Contents:

0255-A and 0256-C C 21.5/2: and C 21.5/3: Index of Patents (annual); Index of Trademarks (annual) United States Patent and Trademark Office Index of Patents contains a "List of Patentees", "List of Reissue

Patents", "List of Reexamination Certificate Patents", "List of Design

Patentees", "List of Plant Patentees" and a "List of Statutory Invention Registration". The Index of Trademarks contains a "List of Trademark Registrants". Comments: "intellectual property law is becoming increasingly important... we

need these sources available to serve the needs of legal community,

businesspeople, and private individuals..."; "important for those without electronic access"

Most Popular CD-ROM Products Selected by Law Libraries United States Foreign Affairs on CD-ROM

National Economic, Social, and Environmental Data Bank

National Trade Data Bank

Health Care Financing Administration. Laws, Regulations and Manuals

6/94

1. U.S. Government Printing Office. Federal Depository Library Manual, (Washington, D.C.:

U.S. Government Printing Office, November 1993), Appendix A: Suggested Core Collection, pp. 123-156.

2. Memo from Sally Holterhoff. February 1994.

3. "About NTIS", Government Reports Announcements & Index 7 (Apr. 1, 1994): p. ii.

4. For description of functions of agency, see inside back cover of U.S. Congress, Office of Technology Assessment, Impact of Legal Reforms on Medical Malpractice Costs, (Washington, D.C.: U.S. Government Printing Office, October 1993).

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Proceedings - 1994 Federal Depository Conference

5. For contents of publication see inside front cover of U.S. Bureau of Labor Statistics. CPI

Detailed Report, February 1994.

6. For description of functions of agency see "Introduction" in U.S. General Accounting Office, Abstracts of Reports and Testimony: Fiscal Year 1993.

Attachment 1

Item N\iinbers Not on the Core List

Depository library number (optional)

Item Niimber Explanation

(ranked in priority order of importance)

2 . 3.

s.

€. ' - 1

.

8. - 9.10. Does your library meet the "Recommended Minimum Technical

Guidelines for Federal Depository Libraries" as found on pages

44-50 of the Federal Depository Library Manual, revised November

1993? If not, what guideline (s) are problematic?

Does your library select any of the CD-ROM products currently

being offered through the Depository Library Program? If so, which products do you select?

Please Return Survey by March 21st to: Susan Dow

Charles B. Sears Law Library

State University of New York

0' Brian Hall - Amherst Campus

Buffalo, New York 14260

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1994 Federal Depository Conference - Proceedings

Developing an Electronic

Information Service Policy

Dianne Hall

East Brunswick Public Library

East Brunswicic, N]

Before discussing my electronic information service policy, I would like to give a short overview of my library and

depository collection. Established in 1967,

the East Brunswick Public Library is a medium

sized library and has approximately 145,000

volumes. It was designated as a Federal depository in 1977. The Library serves as a regional reference center for public, school, and special libraries in two counties, and

received more than 1 03,000 reference questions in 1 993. As a selective depository East Brunswick

receives 15% of depository item numbers. We do not have a separate government documents department. Government

publications are part of the Reference Department, and documents questions are handled by a Reference staff of fifteen librarians. Except for microfiche documents, all U.S. government publications are integrated with

the Library's other collections. Paper documents are assigned a Dewey number and added to the reference or circulating

collections. At present we have 15 government CD-ROMs installed on two

workstations that also have about ten commercial products on the menu. When Robin Haun-Mohamed called to ask me to participate on this panel she was

still an inspector, and since New Jersey

libraries were being inspected in 1994, I said "Sure- but I don't have a written policy."

Robin explained that she was looking for someone with a written policy, so I said that

I'd write one.

I volunteered to write a service policy because I realized that we were operating

with an unwritten one, but that it was pretty much in my head and none of the other Reference staff knew exactly what the policy was. Since we have fifteen different Reference

librarians, seven of whom work part time, I decided that a written policy would be the

best way to let them know what is expected of them. In addition, some of our CD-ROMs are

available for circulation, but few of the other

librarians were aware that they were. To develop the policy I first read several

articles that discuss reference service for government CD-ROMs. A short bibliography

is appended to my draft policy which is available as a handout. After reviewing these

articles to make sure that I would cover all aspects of service, I essentially developed the

written policy from the unwritten one under which we had been operating. The policy is still a draft because it has not yet been

officially approved by the Library director and

board of trustees. However, it has been

approved by the Reference Department, and

after her initial review, the Library director has given her tentative approval. The policy itself is a mixture of procedure and policy. The heart of the document is the

section on page two under "Reference

Assistance." The policy states that Reference

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Proceedings - 1994 Federal Depository Conference

librarians have basic familiarity with the

electronic products and will assist users in getting started with a particular product. Reference service for government

CD-ROMs is limited for two reasons. First, I have found it impossible to provide in-depth

training for 14 librarians on every new CD-ROM that we receive. Even when I have

the time to conduct training sessions, I have found that if they do not use the CD-ROMs on

a regular basis, the other librarians do not remember the training that they have received. Second, we are simply too busy at the Reference Desk to be able to spend more than

a few minutes with each user. To compensate

for the limited assistance that the Reference

staff is able to provide, I have created

step-by-step user guides explaining how to use

the government electronic products.

Since the provision of online information

is covered by our Reference Department

policy, it is not included in this policy. We

do not yet have public access to the Internet or any online service. Reference librarians

will search Dialog, government bulletin boards such as the Economic Bulletin Board,

or the Internet in response to reference questions that cannot be answered by

in-house materials.

In conclusion, I would like to note that the East Brunswick Public Library is a very

service oriented library and that this policy would not preclude librarians from providing

additional assistance to users of electronic products when time allows.

EAST BRUNSWICK PUBLIC LIBRARY REFERENCE SERVICE POLICY FOR

ELECTRONIC GOVERNMENT INFORMATION

As a depository for United States government publications, the

Library receives a wide variety of statistical and textual

information on CD- ROM and floppy disk. The majority of these

electronic products are available for use on two workstations

located in the Business Reference section of the Library. The

workstations are available to all library users. Workstations and Software

CD-ROMs and floppy disks that include their own retrieval

software are installed on at least one of the two available

workstations. One workstation is equipped with a laser printer,

and the other one has a wide carriage dot matrix printer. The

most popular electronic government information products such as the 1990 Census of Population and Housing and the National Trade

Data Bank are installed and available for use on both

workstations. Because of the limitations of hard disk space or requirements of some products for specific types of printers,

some products are installed on only one workstation. If another

person is waiting, workstation sessions are limited to 30 minutes

per user. Each CD-ROM is housed in a six CD-ROM magazine for use with

the minichanger CD-ROM readers. For security purposes, none of

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1994 Federal Depository Conference - Proceedings

the Library's CD-ROMs are kept in the workstations. Users must

request the electronic product of their choice at the Reference

Desk and leave either their East Brunswick Public Library card or drivers license with the Reference staff while using the CD-ROM

magazine or floppy disk.

To facilitate selection and use of electronic information

products, menu software has been added to each workstation.

Having acquired the appropriate CD-ROM magazine or diskette from

Reference desk staff, users may select the product of their

choice by simply typing its letter designation from the menu. The menu software will activate the product and its retrieval

software

.

Some government CD-ROMs and diskettes require the use of

commercially produced software to access, display, or manipulate

data or text. Software such as Lotus 1-2-3, WordPerfect, and

d-Base will be made available on the Reference workstations only

for use with the electronic products that require them. Those

who wish to use this type of software for other purposes must

make arrangements to use it on one of the personal computers

located in the Media Services Department

.

Printing and Dov/nloading

Although there is no charge for printing, users wishing to copy more than 10 pages of material are encouraged to download

data and/or text to a floppy disk. Both workstations accept

either 5 1/4" or 3 1/2" diskettes. For those who supply their

own diskettes, it is recommended that they format the diskettes

for use with the computer at the workstation at which they are working. Formatting will be done automatically by selecting

Floppy Disk Maintenance and then Format a Disk from the main menu

on each workstation. Pre- formatted diskettes are available for

purchase at the Media Services Desk. After downloading is

completed, users may check their diskette to ensure that the

desired material is now on the diskette by again selecting Floppy

Disk Maintenance and then Check Floppy Disk from the main menu. Reference Assistance

Reference librarians have basic familiarity with the

workstations and electronic products. Librarians will assist users in loading CD-ROM magazines and diskettes, help them select

the desired option from the main menu, and provide guidance in

getting started with a specific product. The amount of time that

a reference librarian can spend assisting individual users is

necessarily limited by the needs of other Library users. To provide additional assistance in using electronic

government information, the Documents Librarian creates user

guides containing step-by-step instructions for using specific

CD-ROM and diskette products. These users guides are located in

binders next to the workstations. In order to make new electronic information products available to the public as soon

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Proceedings - 1994 Federal Depository Conference

as possible, CD-ROMs and floppy diskettes will usually be

installed on the workstations before library-created user guides

are available. To assist users with these new products, any

documentation supplied by the government agency that produced the

CD-ROM or diskette will be made available in the user guide

binders

.

Users who require assistance beyond that provided by Reference

staff may make an appointment with the Documents Librarian for

additional instruction in the use of a specific product. No

instruction is provided by Reference librarians in the use of

commercial software except as needed to access data on the

government electronic products. User manuals for commercial

software are available at the Media Services Desk and in the

circulating collection.

For Library users who require "ready reference" information

contained in one of the electronic information products.

Reference librarians will search a specific product for short

factual information and provide a printout to the requestor.

Users may make such requests in person or by telephone at the

Reference Desk.

Circulation of CD-ROMs and Diskettes

Electronic products currently installed on any Reference

workstation are not available for circulation. However, some of

the Federal government electronic statistical products require

specialized commercially produced software to access and use the

data. When the Library cannot supply the software to access a CD-ROM in its collection, it may be made available for users to borrow for use at home or other locations. Previous editions of some CD-ROMs or diskettes also may be made available for home or office use. Users interested in borrowing government electronic

products must make arrangements to do so with the Documents

Librarian

.

*This policy has not yet been approved by the Library Board of

Trustees

.

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1994 Federal Depository Conference - Proceedings

Recommended Reading Prior To Developing a Service Policy for

Electronic Government Information

Aldrich, Duncan. "Electronic Corner: CD-ROM Software & User

Assistance, (Parts 1, 2, 3) ." Administrative Notes, July 31,

1991; August 15, 1991; August 31, 1991.

Ryan, Susan M. "CD-ROMs in the Smaller U.S. Depository Library:

Public Service Issues." Government Publications Review, May/June

1992, pp. 269-278.

Ryan, Susan M. "CD-ROMs in U.S. Depository Libraries: A Survey of

Hardware, Software, Staffing, and Service." Government

Publications Review, September/October 1993, pp. 495-513.

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Proceedings - 1994 Federal Depository Conference
1994 Federal Depository Conference - Proceedings

Developing a Service Policy for

Electronic Products

Leone Johnson

Minneapolis Public Library Minneapolis, MN

The Minneapolis Public Library serves the whole state of Minnesota, but primarily serves the Minneapolis-St. Paul Metropolitan Area of 2,500,000 people. The library has a collection of over 1 million, not including

documents, which number about 800,000

items. We are a 78% selective with the

regional in the same city. We have a noncirculating collection, which means we are the

library of last resort in many cases. We

celebrated our centennial as a depository in 1993, and we keep most documents beyond

the five year limit. The Documents staff consists of 2 full-time librarians, 1.4 library

assistants, and 2 full-time clerical. Last fall, we were combined with the Technology and

Science Department, which has 5 full-time

librarians and 5 full-time clerical. In 1993,

the Documents Department answered 62,242

questions of which 61% were reference. The

Technology and Science Department answered 276,977 questions, 48% of which were reference. The Documents Department

did a Marcive retrospective tapeload last year and we are continuing current service. Documents has two public workstations,

a 286 with a single disc CD changer and a 386 with a Pioneer 6-disc changer. We have 28 usable CD titles and 5 which are unusable due to lack of software or hardware. The public has no access to Internet so

far, although the library plans access this year. We don't know what the extent of access will be. The staff has access through the University of Minnesota. The Documents staff

has not explored the use of electronic bulletin boards for reference work as yet. The Technology and Science Department

has housed the patent depository since that program started. There are two CASSIS

machines and one APS machine. We do not do patent searches for patrons. Our department's major electronic reference problem is the computer patron who

is not self-sufficient, either by choice or because he or she has never used a computer

before. The patent area is known to the aides

as the Black Hole, because if the librarian on

duty goes there to help someone, he/she

inevitably is there 20-30 minutes. The other desk librarian and the aide are left to handle

all the other questions. The same type of thing can happen with the NTDB or Census

discs. The result is that the majority of patrons can be shorted so that a few others get the help they need. We are currently following reference

guidelines and online searching guidelines. Online searching guidelines limit free searches

to eight minutes or $30. It is up to the

librarian to decide if a search is appropriate. Searches do not have to be done immediately.

Any other situations are referred to our fee- based service. Inform. Online searching

guidelines, although they exclude CDs, can work for CD reference, particularly for phone

questions, by deferring the question to a less busy time.

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Proceedings - 1994 Federal Depository Conference

The reference guidelines address the

difficult and/or lengthy reference question by

suggesting that the librarian get the patron

started on the search process, return to the reference desk, and later check on the patron's

progress. For a CD patron, this would mean

determining which CD to use, doing a brief explanation of screen options, and giving the patron a manual or search sheet if possible. After some time back at the reference desk, the librarian would check on the patron. If the patron does not want to use the computer

and the question falls outside the online searching guidelines, the patron would again be referred to Inform. Our reference guidelines, and probably

those of other libraries, are meant to cover answering reference questions using any type

of media. Staff and some patrons equate

electronic reference source and paper sources, but most patrons think of electronic sources as a special case requiring special help. Until the general public is really comfortable with computers, libraries may need specific electronic service policies to give fair service

to all patrons.

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1994 Federal Depository Conference - Proceedings

Developing a Service Policy for Electronic

Products - Summary of Remarks

Anne Watts

St. Louis Public Library

St. Louis, Missouri

Most libraries have a service policy that outlines the range, type, and limits of service

that can be provided by the public service

staff. Many libraries have found these policies

to be helpful. Given the rapidly changing

character of electronic government

information dissemination, however, I v^onder about our ability to develop a written electronic service policy that is not a "Fear of Service" policy. My dissatisfaction with traditional policies

is that they frequently outline how long or how much service we will provide without

recognizing the individual needs and skills of our patrons and our own staff. Our skills in using electronic sources of government

information change every day. Our staff may

be able to provide assistance in using sources tomorrow that we considered impossible or

difficult to do only a few days ago. Honest and direct communication with

library patrons about our library resources and

staff knowledge of these specialized resources

is much more helpful to them than quoting from a policy. Since our goal is the highest possible level of service, we are often able to combine talents with patrons to provide the answers that they need. Sometimes patrons know more about software or applications than we do. The old adage of "two heads

being better than one" applies to patrons and

staff, as well.

If our experience with a new electronic product is limited, we explain that to the

patron. We also share with them our

willingness to learn and to be as helpful as we

can be. If we cannot help, we try our best to

refer them to others who can. One other way we help patrons with

electronic access is to circulate the "electronic products" for which we do not have the needed hardware, software, or expertise. We

designate new electronic products as reference

(the current NTDB, Missouri Census, etc.) or

circulating, negotiating the length of the loan with the patron. We have had many requests for the handouts and policies that we use with our

Electronic Atlas. We do not have any! We

work with patrons, we help them learn to use Windows or ArcView or to understand Census

geography. We conduct lengthy reference

interviews. We print maps for them and

reprint them when they change their minds. None of these transactions would be helped

by detailed policies or handouts.

Service policies do not train staff, add memory to your computer, or solve software problems. A service policy explains what

services your library provides. If you decide

to write an electronic service policy, that is all that you will have.

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Proceedings - 1994 Federal Depository Conference

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1994 Federal Depository Conference - Proceedings

Status of Current Legislation Affecting the

Federal Depository Library Program

Susan Tulis American Association of Law Libraries Wasiiington, DC

It is a very exciting and frustrating time to be involved in the information arena. Sort of

like riding a roller coaster at the amusement

park, with all the ups and downs, and twists and turns. As Sheila mentioned, I am to give

a status report of the current legislation affecting the Depository Library Program

(DLP). I would like to expand that slightly to discuss legislative and other governmental

activities that could impact access to government information.

First of all, to be conversant in this arena you need to know a few key buzzwordsrestructuring, reinventing government and Nil or National Information Infrastructure.

I certainly don't need to give this group a

lecture on how the Depository Library Program came to be or point out that it is perhaps the longest-running, most cost- effective and successful program ever enacted by the Federal government. But we are

certainly at a crossroads. Various legislative

initiatives regarding the Depository Library Program and government information are challenging all partners in this information

alliance. The status quo will not remain. Change in the program is inevitable. What

change remains to be seen. But I can at least paint the legislative and regulatory landscape

for you.

National Performance Review (NPR)

Jay Young has already mentioned the

National Performance Review (NPR), the

report aimed at making government work

better and cost less. The library and

information community saw the report as having the potential of impacting us in numerous ways. One red flag that many

libraries saw in the NPR was the contention

that the Government Printing Office (GPO)

has a monopoly over the printing of publications by executive branch agencies. The report suggest that there needs to be

competition between GPO, private companies

and the Federal agencies' in-house publishing

operations. There are many of us who believe

that this does not take into account that more

than 70% of government printing is actually contracted out by GPO, which certainly

stimulates, rather than impedes, competition

for the printing dollar. The report goes on to recommend that executive branch agencies be responsible for distributing Federal information to depository

libraries. The shift of GPO printing to the executive branch could impede GPO's ability to acquire, and thus make available, government information to the 1400 libraries

in the depository program. Without a

centralized system of dissemination, it is conceivable that more material would fall through the cracks. The NPR also called for the depository system to be shifted to the General Services Administration (GSA).

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Proceedings - 1994 Federal Depository Conference

H.R. 3400

The follow-up to the NPR was the

introduction of H.R. 3400, the Government

Reform and Savings Act. While this bill as a whole was far-reaching and impacted on a wide array of government programs, the

library/information community was concerned

with Title 14 of the bill, which calls for sweeping changes to the current system which

disseminates Federal government information. The House moved very rapidly on this

bill. The short version of the saga, and let me

tell you it was a hectic few weeks, is that H.R. 3400 was approved by the full House right before Thanksgiving with a revised Title 14. This fast-track method was incredibly

frustrating to many-no hearings were held, it was hard to get input from affected constituencies or to recommend changes to the bill. The revised Title 14 leaves the

printing responsibilities of CPO within the

Legislative Branch, but calls for the Superintendent of Documents to move to the

Library of Congress. > The Senate, on the other hand, has been

addressing this bill in a much more open and

deliberative process, holding hearings on the

bill in February, as well as having a technology demonstration in March. Many of

us heard from Jim King, speaking for Senator Wendell Ford, this past Monday night that the Office of Management and Budget (OMB) is working with the Senate Rules Committee to iron out the differences in Title 14 of H.R. 3400. There is agreement at the staff level on

a number of principles, but this now has to go beyond the staff level for approval. They

hope to have substitute language out by the end of May. , ^ Mr. King outlined the guiding principles they were operating under:

1) the need for a locator.

2) that the most significant costs will not be for hardware, software or even communications, but rather

training.

3) standards and common protocols must be established and used.

4) efficient and effective search tools are needed.

5) accountability and monitoring

structures are needed.

6) while competitive procurement is good, common sense should prevail on small orders.

7) the period of availability for online

information needs to be addressed;

there is a growing need to economically store data in a central locator so people can access it. Mr. King also mentioned that he does not see librarians as the toll-booth operators or speed-traps on the information superhighway,

but rather the AAA (American Automobile

Association), offering assistance, providing

trip-tiks, etc.

Other Legislation There are a few other pieces of legislation that you should be aware of. In late December, the Joint Committee on the Organization of Congress issued 3 reports on

the hearings they had been holding, as well as

draft legislation. That legislation has been

introduced as S. 1824 and H.R. 3801.

Hearings on these bills have been underway

and will be continuing. I won't detail all of the recommendations that appear in these

bills, but I would like to highlight those that could impact information access and

dissemination. Included are such things as:

• significantly improving the

availability of legislative information

to members, the public and the media by, among other things, having legislative documentation be

accessible on computer to all Congressional offices and through

databases to the public.

• take significant steps to improve the

public's understanding of Congress and the legislative process. 96
1994 Federal Depository Conference - Proceedings

• have the government support agencies which include CBO, CRS, GAO, OTA, and GPO, no longer permanently authorized. Instead they would be reauthorized on an 8- year cycle beginning in FY 97.

• coordinate legislative branch services

to minimize duplication and to assess the feasibility of opening such

services to competitive bidding by

the private sector.

• the House recommended abolishing

the Joint Committee on Printing (JCP) and the Joint Committee on the

Library (JCL) and transferring the functions to a Joint Committee on

Information Management.

• whereas the Senate wants all joint committees abolished and the

responsibilities reassigned to standing House and Senate committees. JCP's oversight

responsibilities would be moved to Senate Rules and House

Administration and JCP's administrative responsibilities would

go to Public Printer.

• the Senate also recommends the "reform" of government printing through the establishment of 3 deputy public printers, one for each branch of government. Two other bills, S. 1843, introduced by

Senator Dole, and H.R. 3721, introduced by

Representative Andrews of Texas, contain Title 14 of H.R. 3400 as introduced.

Lastly, I bring to your attention a GAO

report and a recent Justice Department ruling. The report is entitled "Government Printing: Legal and Regulatory Framework Is Outdated

for New Technological Environment" (GAO/NSIAD-94-157). This report addresses

three issues related to government printing operations. First, it considers management

issues that result from current technological

advances in the publishing environment and comments on the relevancy of existing laws and regulations. Second, it attempts to compare the respective costs, prices, services, and operations of the Government Printing Office and the Defense Printing Service (DPS).

Third, it tries to determine whether DPS is complying with laws and following regulations and congressional guidance on government

printing operations. The Justice Department ruling was issued on April 7, 1994 in response to a question

posed by the General Services Administration

as to whether or not Title 44 of the US Code

applies to duplication. The short answer by

the Justice Department is no. The problem

with this ruling is that it only addresses the

printing technology and not how it relates to access and dissemination. As agencies use more sophisticated duplicating technology,

this ruling could be used as a justification for agencies not going through GPO, thereby

creating more fugitive publications.

National Information Infrastructure

I would now like to focus on the Nil or the National Information Infrastructure. What

about this information superhighway that the Clinton Administration says is to link every

public and private institution and eventually households to computer networks capable of transmitting vast amounts of text and video

data at lightening speeds? The Administration has made it clear that the role of the government will be a limited one in building this highway. The general consensus is that the private sector will build

this highway and that government support will be in the area of funding research and

providing grants to get more users on the data networks. One way this will be accomplished

is through the NREN Applications bills. These

bills have stimulated new activities and

expectations, as well as uncertainty from the

library, education, and research communities

regarding how these applications and uses

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Proceedings - 1994 Federal Depository Conference

may fit in the emerging information

infrastructure. There are three bills you should be aware

of:

• H.R. 1757, the Boucher bill, (High Performance Computing and High Speed

Networking Applications Act, now entitled the National Information Infrastructure Act of 1993) did pass the House on July 26th. Important because it authorizes $1 billion from FY 94 through 98 in a multi-agency effort to complete the nation's grid of data networks. The money would be used to set standards, finance R&D for faster, higher-capacity

computer links and to help schools, libraries, health-care facilities and government agencies hook up to the networks. Note: this is NOT

newly authorized funds; money comes out of

existing authorized funds.

• S. 4-National Competitiveness Act, introduced by Senator Hoi lings, passed the Senate on March 1 6, 1 994, after several days

of sometimes contentious debate over

industrial policy. The library and information community are concerned with Title 6 of S. 4, the "Information Technology Applications

Program Act of 1994." The Senate-passed

version of Title 6 would authorize advanced computing and networking technology

applications in education at all levels, digital

libraries, manufacturing, government

information, energy and health care. In the

area of government information, consultation with the Superintendent of Documents is required. Research and training programs would be authorized, including training of

librarians, and for librarians to train the public. A connections program would help connect

educational institutions, libraries, state and

local governments, and depository libraries to each other and to other networks. The bill would also create the National Research and Education Network Program

with 4 components:

1) R&D,

2) support of experimental test bed

networks,

3) provision of support for research, students, libraries, and

others to ensure access and use

of networks, and

4) Federal networks for linking agencies to each other and to non-Federal networks. Funds are to be used for commercially

available communications networking

services, or for customized services under

certain circumstances. However, the earlier

restrictive language to which library and other groups objected was removed in a compromise version worked out earlier among

interested parties. The Title 6 applications

areas in S. 4 are more abbreviated than the comparable language in the House-passed

H.R. 1757 (Boucher bill), but are expanded

from the extremely brief version proposed at one point by the Clinton Administration.

Title 6 of S. 4 also includes a section authorizing support for state-based digital

libraries. The National Science Foundation

(NSF) is to work with the Superintendent of Documents on this competitive merit-based program based on Sen. Kerrey's bill, S. 626,

the Electronic Library Act.

• H.R. 2639-Telecommunications

Infrastructure and Facilities Act of 1993,

introduced by Rep. Markey, was approved

Nov. 8, 1993. It is important because it authorizes $100 million in FY 95 and $150

million in 96 for Federal grants for electronic superhighway pilot projects. This bill would

promote the application of advanced

telecommunications in rural areas and in hospitals, museums and libraries.

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1994 Federal Depository Conference - Proceedings

Telecommunications Legislation And with that, I have a nice segue into the Telecommunications Legislation. In addition to everything else, rethinking and

restructuring the Nation's communications

laws is taking place. There are three bills currently before Congress that we should keep

an eye on. You might be wondering why I am even mentioning them. The truth of the matter is that as more and more mergers take place and the lines blur between the telephone and cable companies, this could impact the services available on the information highway and who gets access to what and at what cost. These bills all relate to the regulations surrounding the 7 regional Bell operating

companies (also referred to as "Baby Bells" or RBOCs). The RBOCS want the restrictions surrounding their entry into the long-distance market place removed so they can enter into other endeavors such as offering cable

television service within their market areas. Federal legislators are also looking at rewriting the 1934 Communications Act as well, which

called for the telephone company to provide

"universal service" to the public. Universal

service with regard to the information superhighway is essential and that definition has not been worked out. The first bill is:

• H.R. 3626-Antitrust Reform Act of 1993, introduced by Congressmen John

Dingell (D-MI) and Jack Brooks (D-TX). The

bill would gradually ease restrictions on the RBOCs so they could enter the long-distance and manufacturing sectors. Two different versions of H.R. 3626 emerged on March 16th from the Energy and Commerce Committee,

chaired by Rep. Dingell and the Judiciary Committee, chaired by Rep. Brooks. The

Judiciary Committee's version would require the Bell companies to secure Justice Dept. permission before entering into long-distance markets.

The second bill is:

• H.R. 3636~National Communications

Competition and Information Infrastructure Act

of 1993, cosponsored by Rep. Markey (D-MA)

and Rep. Fields (R-TX) which would allow

cable and telephone companies to compete in each others's lines of business. H.R. 3636

includes safeguards to prevent the phone

companies and the cable providers from

holding monopolies in their particular service

areas.

Section 103 of H.R. 3636 would add a new section to Title II of the Communications

Act titled "Telecommunications Services for Educational Institutions,, Health Care Facilities, and Libraries" which calls for the Federal Communication Committee (FCC) to promote

the provision of advanced telecommunications

services by wire, wireless, cable and satellite technologies to educational institutions, health care institutions and public libraries. As revised by Rep. Markey's

Subcommittee, the section would require a nationwide survey of the availability of such

services to these institutions. The results are

to be publicly released within a year of enactment and updated annually. Unfortunately, educational institutions are defined as solely elementary and secondary

educational institutions and the term "public

libraries" is not defined. The third bill is:

• S. 1086, Telecommunications

Infrastructure Act of 1993, introduced by Sen. Inouye (D-HI) and Sen. Danforth (D-MO),

would, in essence, guarantee telecommunications companies equal access

to local telephone networks. The bill provides

that the public should have universal access to telecommunication services and equipment. It also eases cross-ownership of cable and phone

companies.

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I would now like to move from talking about specific pieces of legislation to activities within the executive branch. An Information

Infrastructure Task Force (IITR was created

last year to coordinate Executive Branch

policy and implementation efforts in support

of the Clinton-Gore technology policy announced in February 1993. IITF is headed

by Secretary of Commerce Ron Brown and

operates under the auspices of the National Economic Council in the White House. The IITF is divided up into 3 committees,

with various working groups under them:

1. Applications and Technology

Committee is working to coordinate

Administration efforts to develop, demonstrate and promote applications of information technology in: manufacturing, health care, government services and libraries. There are two working groups under this committee- Government Information Technology Services and Technology Policy.

2. Information Policy Committee is addressing information policy issues requiring consideration if the Nil is to be "fully deployed and utilized." The working groups under this committee are Intellectual Property

Rights, Privacy, and Government Information. The Government Information Working Group

has been holding Electronic Media

conferences to train Federal employees on how to disseminate information electronically. They have also been involved with the development of the Government Information Locator Service or GILS. A draft report on

GILS is being circulated for review. According to the draft report: GILS would supplement but not replace other commercial or agency information dissemination mechanisms by identifying public information resources throughout the

Federal government, describing these

resources, and providing assistance in obtaining information. . . . The public would

be served by GILS directly or through

intermediaries such as GPO, NTIS, Federal Depository Libraries and other public libraries.

On-line access to GILS would be via kiosks in malls, 800 #s, electronic mail, bulletin boards,

fax transmission and through off-line media

such as floppy disks, CD-ROM and printed

materials. GILS locator information would be

accessible on public networks without charge

to direct users.

Lastly there is:

3. Telecommunications Policy Committee, which is addressing telecommunications issues. The Working

Groups here are International Telecommunications Policy, Universal Service, and Network Reliability and Survivability.

I should also mention that there are subgroups and task forces within all of these, but I will not go into the fine detail. If you

are interested, see me later.

In addition, there is now the Nil Advisory

Council, established at the end of 1993. It consists of 27 individuals representing

business, labor, academia, public interest groups and state and local governments, who

will advise government officials on how this superhighway should be formulated. A library educator. Dr. Toni Carbo Bearman, head of the Library and Information Science School at the University of Pittsburgh, was selected to be part of this Council. Bearman also headed

the National Commission on Libraries and

Information Science for a number of years in the mid 1980's. The Advisory Council meets on a regular basis and if I have the schedule

correct, their next meeting is Monday, April 25, 1994. Some other activities that I would briefly mention-it is important that we follow the

activity on the interagency agreement between GPO and NTIS that was mentioned yesterday.

Issues dealing with the Paperwork Reduction

Act should be resurfacing, as a hearing is scheduled on one of the PRA bills for May

19th. The Bauman Foundation, with the encouragement of OMB and cooperation of the President's Council on Sustainable Development, has undertaken a government

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1994 Federal Depository Conference - Proceedings

information initiative designed to identify what

the community needs to know and where

there are gaps, in terms of public information,

in this knowledge. The Clinton Administration calls for public access to government information, but there are no real concrete plans for how to make that commitment a reality. Patricia Bauman, in an

interview with the Electronic Public Information Newsletter, states that "this project would deliver to the IITF a do-able package

that would move the Nil in the right direction." She goes on to say that "today

there is a window of opportunity to solidify the policy of active dissemination of information to the public; to make such

dissemination be the normal way of doing

things; in effect to change the culture of information policy in the government." A

series of papers have been outlined for this

initiative, with drafts due for a June meeting. As I said in the beginning-it is an

exciting and hectic time. So where are we as government information professionals in all of

this? It is time for libraries and GPO to enter

into a renewed partnership with the common

goal of providing universal access to all formats of government information. We have

a window of opportunity for expanding the

role of the DLP that must not be missed. This

is the time for aggressive proposals that would

increase funding for the DLP, including grants

for depository libraries and digitizing print documents. It is inconceivable that there is not a role for the DLP in the NIL Defining

that role must be given high priority. We all need to be active participants in defining this role.

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7994 Federal Depository Conference - Proceedings

The Internet and Academic Libraries

Ann E. Miller

]ames Madison University Library Harrisonburg, VA

Introduction A quote comes to mind when thinking about this topic: "Angels and ministers of grace defend us." Speaking on the Internet in the academic library provides one with the opportunity to sink into a vast ocean and

drown. There are many sizes of boats afloat

in the ocean of Internet advice. I hope my

contribution will provide a small, seaworthy

dinghy on which we can travel.

What is the Internet Today I will be talking about the Internet as we know it now, not as it may be tomorrow. Today the Internet consists of networks able to interact one with another by

using the same communication protocols. Uses of the Internet range from e-mail and

discussion groups to accessing remote

computers, locating and retrieving information

via a number of packages including Gopher, Mosaic and FTP. Learning to use the system

effectively, integrating that use into everyday

service, and teaching it are among the many

challenges faced by academic libraries and

librarians. The Internet has arrived. There are newspaper articles about it, or involving it, nearly every day. In the library literature the

Internet appears with stunning regularity;

articles on Gopher, articles on FTP, articles on MOSAIC, articles on Telneting, articles on World Wide Web. I have decided to focus on what I see as the four most basic Internet

issues I see facing academic librarians and

academic libraries. How we learn it. How

we use it. How we teach it. And how we

should be influencing it.

Learning

Very few of us working in libraries today have had 'formal" Internet training. By formal

I mean in school, in a classroom setting. Some of us have taken courses sponsored by

library associations, our libraries, a network,

university, or even over the Internet itself. However, most of us have learned, or are having to learn, the resources of the Internet on our own. When I was first approached

about speaking today one of the comments

was, "You seem to be someone who learned

the Internet on their own." I'm not sure

"learned" is exactly right, "learning" is probably more truthful. But it is true that I have no formal computer training. In fact, believe it or not, I was one of those people

who swore she would never use a computer.

I thought it might be helpful to talk about how

I "learned" the Internet.

The |MU experience

At James Madison University we have

had several things going for us from the start.

First, we have had administrative support. Our University Librarian has supported for developing Internet skills and has worked to provide adequate resources. Secondly, we

had an initial catalyst: in our case an

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Proceedings - 1994 Federal Depository Conference

individual, a former head of Reference, Ralph

Alberico, who was familiar with the Internet. He created a day-long workshop to introduce

us to the various facets of the Internet and

took time to work with us individually.

Finally, we have been encouraged to explore and experiment. Time on the Internet "playing" is not considered wasted time, but time used to develop a new and useful professional skill. The Internet is not just a communication tool, or a toy, but a concrete

addition to our professional work.

Personally, I found that by using the handouts Ralph had provided, reading what

manuals I could scrounge from JMU's Office

of Information Technology, and calling the Help Desk and asking odd questions, I could

begin my voyage on the Internet. I started with the basics and worked my way up. I attempted to access not only listservers and

sites pertinent to documents but also to my

own personal interests. We know that students are more likely to retain what we

teach them if they have a special interest in doing so. I think we're exactly the same. So I learned listservs by joining GOVDOC-L and SHAKSPER (a listserver devoted to Shakespeare). I learned telneting to libraries while searching for materials on Shakespeare

in performance. And I learned FTP and uncompressing files while retrieving a recipe book for home brewed beers. This all took

time, usually weekends when I would come

in and hide in my office. There were many

false starts and disasters. I was dumped, cut

off, had trouble with screens and occasionally found myself so stuck that the only solution was to turn off the machine. But, eventually

things got easier. Altogether it took about two

to three months to get fairly comfortable with

e-mail, listservs and FTPing. Gopher arrived on my campus only fairly recently, a new

opportunity for growth.

Learning Patterns There seems to be a learning pattern to the Internet. First one learns how to e-mail an

individual. Secondly, one uses listservs.

Thirdly, one Telnets to remote computers

generally starting with libraries, they're

relatively user friendly and don't kick up much of a fuss if you type the wrong thing. Gopher Mosaic seem like a fine fourth step. And FTP, with its clunky language, is a final step in the chain.

Learning Styles Each of us has our own preferred means

of learning. Currently you have to be a self starting individual to learn the internet. The

burden is on you to find the means to learn the Internet in a style in which you are comfortable. You may be like me, an independent learner who explores on her own. We need little organization, just a computer, a few books, and some ideas of what to find. If you work better in a small group or workshop setting, try organizing one

for you and your colleagues. Watch the

offerings of your state library association. I see frequent offerings of Internet workshops,

or Internet tours. Local workshops or

cross-training within your institution can be

most useful and less threatening. At Carrier

Library we do a fair amount of cross-training.

Last summer and fall we held a series of workshops on computers and electronic

resources. Our computer support person

provided a session on basic DOS commands, we had sessions on e-mail, listservers. Gopher

and FTP. I co-taught a session on the NTDB

and Census on CD-ROM. This series of workshops helped us hone our skills and

develop new ones. At the completion of the

series of workshops we had a notebook with handouts and articles on various subjects covered.

Tips Keeping a notebook is most helpful. It can be formal and organized as our "Twanda"

notebook is, or a personal collection of

helpful materials, locations and tricks. It can be in print or electronic. I have accumulated

all three, though I tend to refer to my personal

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1994 Federal Depository Conference - Proceedings

notebook most frequently. It looks disorganized, and is to everyone else, but I can locate what I need fairly quickly. Don't be afraid to ask questions. Personally, I've experienced little negative reaction to my

Internet questions. In return I've attempted to be open to helping others when they've come

to me. Finally, practice, practice, practice. Take time to "play" on the Internet. Set yourself assignments, use questions you've

gotten to stimulate your exploration and then

boldly go.

Using

Until recently, by far and away the most common use of the Internet was for communication. It continues to be the most common use made of the Internet each day. We send private e-mail, we participate in listservs, organize conferences and plan trips. But slowly, as products have appeared which

allow a little more organization of the material available on the networks, we have begun to use the Internet as a ready reference source and perhaps even a supplement to our local collections. I say a supplement because there

is still a way to go before I see the Internet as a complete replacement for local materials. There are a number of reasons I believe that

this is true. The major problem is locating materials on the Internet. Another concerns

our patrons' ability to access those materials and our ability to service that type of remote

collection. Finally, there is the problem of the

volatile nature of information on the Internet.

Supplement to Local Collections As a supplement for local collections the

Internet can be ideal. The Internet provides

access to materials an academic library may

already own but provides them in a format which can be delivered to the patron. It provides an alternative when materials are off the shelf. It also provides a means to access

materials the library may not own or wish to purchase. Many resources on Gophers or FTP

sites are duplicates of existing printed

material. It is very useful to be able to access

the CIA World Fact Book, for instance, when

ours goes missing. The electronic format also provides us with a more flexible way of delivering the material to our students. So, for instance, someone can search the full text of the Clinton Health Plan rather than paging

through it. The most exciting supplementing of local collections occurs when a library can access

materials not generally collected. I use Gopher heavily for international materials, for instance, especially materials from the United

Nations. I also use it for determining the

status of Federal bills, and identifying the

location of documents at my neighboring

depositories. All of these resources were

available to me to some extent before the my

use of the Internet, but not as readily. Of

course, there are unique resources on the

Internet for academic libraries to take advantage of. New databases appear almost

weekly, some more useful than ethers.

Challenges in Using the Internet The greatest difficulty in using the

Internet for any of these purposes is identifying the location of useful information.

I wish I could say that there is an easy way to keep up with what's where, but so far there

just isn't. We must rely on programs such as Gopher, Archie, Veronica, WAIS and World Wide Web to help us when we start our

searches. We must rely on individuals such

as Blake Gumprecht of Temple University to generously share their research with us and

ensure that we give them credit where credit

is due when we use their resources. We must

read or scan a variety of printed journals and

subscribe to listservers. My notebook, which I mentioned in relation to learning the Internet,

is one of my tools. Over the years I have

copied, noted and downloaded a variety of

Internet information in my field and of personal interest. My comfort, when

contemplating this vast resource, is that I don't know all the reference sources in my

reference collection either. It's actually not

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much of a comfort. I've been working with

the reference collection far longer and am far more familiar with it than I am with the

Internet. But it has taken time to learn those

resources and even then there are gaps. Just ask me an accounting question and see what

happens.

Reference Service

I think there are.currently two methods of

Internet reference service. One is to get the

material and e-mail it to the patron (if they have an account) or print out the material on

the spot. The other, used more frequently for larger text items and more complex searches, empowers the user. One gives the patron

directions to the appropriate Internet location

(usually a Gopher) and then you send them off to try for themselves. The second method has

the advantage of introducing a client to the

Internet but requires that the client have

Internet access and some computing

experience. I'll address teaching the Internet

in a minute. The first has its own attractions, such as speed and efficiency. We must

determine the appropriate times to retrieve and the appropriate times to teach, just as we

have with more traditional reference sources.

Volatile Nature of Internet Information The Internet is a volatile environment;

information comes and goes as systems

operators work with the pressures and demands of their local systems. There are few

guarantees that what you find today will be

there tomorrow. We have all had the experience of locating information at a site only to find upon returning there that the information no longer exists. Sometimes the problem is not that the information is not

there but that it is so out of date as to be

useless. Some Internet sites are more stable than others. I must note that there are many

excellent Internet sites. You find them by

exploration, chance or "word of mouth." Working with the Internet, exploring sites and

establishing favorite Gophers will help

librarians navigate the internet with more

assurance.

Teaching

Academic librarians are faced with a number of issues in teaching the Internet. They are: the level of computer literacy among our clientele; who on campus should be teaching our students and faculty Internet

skills, and how we add material to already crowded library instruction sessions.

Levels of Computer Literacy Computer literacy among our patrons is a

serious problem. Most classes in an academic

library instruction session will include a few

individuals who are completely at home on a computer. Some in the class will know basic word processing and maybe how to send an

e-mail message. And finally, there are those who have had really very little contact with computers of any description and for whom

the online catalog is a challenge. We have all been with having to teach both how to log onto our mainframe and how to effectively use Gopher in the same one hour session. This problem becomes even more difficult when one cannot assume basic familiarity with a computer terminal of any kind.

I believe that only time will solve this problem. For now, some of us talk with the

professor before library instruction and advise them that we will expect all the students to have VAX accounts and be able to use e-mail

(as a basic skill). Some of us have moved to using two sessions, one for teaching skills and one to examine sites. I don't see this problem

disappearing anytime soon. We will continue

to have a variety of literacy levels in any class

for the foreseeable future.

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1994 Federal Depository Conference - Proceedings

Computing Center or Library? The issue of who on campus should be

teaching the Internet is an interesting, and sometimes a political one. There are aspects

to Internet access such as hardware and

software support which exist as areas

traditionally served by a computing center. Other questions, such as locating subject

specific material and identifying useful information are roles the library has

traditionally played. At JMU our answer is still somewhat mixed though we moving in a

direction. Our Office of Information Technology provides technical support and

creates handouts on using the Internet via our mainframe. The library teaches faculty and

students in the art of identification, analysis and retrieval of information on the Internet. Even as I say that I know that the boundaries

are not entirely clear. The lack of "boundaries" and clear goals create the

political issues which are frequently issues of

turf. Recent reorganization of the Office of Information Technology at JMU and the merging of parts of its service function with

the library into a new campus entity entitled Integrated Learning Resources and Technology

presents us with whole new challenges.

Yet Another Tool To Teach ... Access to the Internet does not mean that we will stop teaching all of the other tools we

teach including other new technologies such

as CD-ROM. This new tool must be added

onto our general library instruction. Of

course, we are adding it to an already full plate. As I've just mentioned, some of us have gone to several sessions. This is an

option if you can convince the professor to give up that class time. Life can be easier if the faculty member specifies Internet resources they wish our students to learn. One can

focus on the details of a specific resource or

site. Scheduling sessions outside class is an

option but I haven't had much luck with it, people just don't show up.

Perhaps the most painless way of

integrating the Internet into our students' conception of library resources is by adding it to handouts. jMU's Office of Information Technology has created a number of handouts

useful to our students and faculty which

include Internet sites of interest. At the library we have begun to add them to our subject

specific handouts with brief directions on how

to get to the information. In general we

recommend Gopher sites. This is not a

radical addition to the instruction arsenal, but

rather using a tried and true method for a new

resource.

Influencing Academic librarians of all types have an enormous role to play in the growth of the

Internet and its probable successor the National Information Infrastructure. We are the ones with the experience in all the areas needed to educate, inform and assist members

of our communities and citizens in using this new information source efficiently. There are

a number of specific areas in which we can

use our individual time and talents to influence the existing network and the networks of the future.

Information Management

Information management encompasses

the collection, organization, retention and

maintenance of information on the network. My greatest frustration in using the Internet comes from what it lacks. It lacks a direction

for the creation of collections of electronic works, it lacks controlled access points, and

lacks adequate retention and maintenance of information. These inadequacies prevent the

Internet from functioning as a reliable replacement for the local acquisition of

materials. Now there are Internet sites which

are well organized, high quality sites. They've been created by highly motivated individuals

or teams which I suspect included librarians. We must continue that involvement. Who is

it that has been organizing and retrieving

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information all these years. We have! We

have an offer they shouldn't refuse: knowledge, experience and a vested interest

in the outcome.

Education

I've already talked about educating our

students and faculty and the challenges we

face. We must educate, and keep on

educating, ourselves. Learning how to navigate the Internet is only the first step. We

must continue to develop our skills, identify resources, and perhaps even create new

locations or methods of retrieval. We must

educate our students and faculty. This is an obvious step at the academic library but we,

as the instructors, must remember that we are educating persons for their lifetime, not just their class time. We must educate our

administrators. Now here's a real challenge. Not only administrators in our libraries, but those in academic administration and finance. We must teach them the value of the Internet, the requirements in hardware, software, and

personnel for access, and they must see that they will get a return on their "investment" from us. However, we must be careful not to

sell the Internet as a panacea. As I've said, the Internet isn't ready just yet to replace local collections, but used well we can sell it as a great supplement.

Conclusion

I have focused on the Internet today and how academic libraries can approach some of the challenges facing them. It is, I think, a

rather conservative approach. I believe that the skills we have used in our profession to access, teach, serve and maintain traditional information formats will stand us in good

stead over the next few years. There may

have been a paradigm shift in information

retrieval, but our patrons don't know it yet. I believe the bottom line in any library is serving our patrons. We have to meet them

halfway in this brave new world and, with any

luck, help them to float their own dinghies in the ocean of the Internet.

PolicyWe must have a voice in the creation and

implementation of policy regarding the network and its future. This means watching

for opportunities to participate in discussions, writing our congressional representatives to both ask for support and educate, and become

a force on our local campuses as those who

"know" the Internet.

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1994 Federal Depository Conference - Proceedings

Internet Resources:

U.S. Government Information

Maggie Parhamovich

University of Nevada Las Vegas Library

Las Vegas, NV

Thank you for inviting me to address how

to find Federal Government information on

the Internet and show some Internet sources

for government information. I would like to mention that I am not a "techie." Frankly, I am still trying to figure out how the light turns on when you open the refrigerator door! When it comes to the internet, we are faced

or "fazed" by an array of software, databases and various Internet tools named after cartoon

characters. The current situation is confusing

especially for beginning Internet surfers.

I point this out because you do not need

to be a computer whiz to locate information on the Internet. I am encouraged by recent software developments which facilitate access

to the Internet. The expansion of government

gophers during 1993 has been phenomenal.

But, we are not "there" yet, nor do I think we

are close to getting to a user friendly environment on the Internet. I see continued

rapid changes on the Internet and I am as anxious as you for that day when we can sit at a computer and surf through the Net as easily as we flick through television channels with a remote.

It is our role as librarians and information

specialists which makes us ideal teachers and

information locators for finding information on

the Internet. I do not care how the information gets to where it is-just as long as I can find it when I need it.

I would like to raise some issues regarding government information on the

Internet which can be viewed as "potholes" on the existing information highway. These

"potholes" need development and analysis for developing policies.

Stability

Currently government sites are not stable. Databases go down, change locations or suddenly go "non-public." The Food and Drug Administration had an excellent database which has been closed off to public access. [This database has

returned to public access during May

1994 telnet://fdabbs.fda.gov login: bbs]

Last weekend, I logged in to a NASA

Internet site which was shut down due to lack of budget.

Timeliness Some sites are very current with timely

information while other sites appear to be dead with outdated information.

Official Can the data and information on a government Internet site be considered

official or is the paper copy the "official" copy?

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Reliability or security As more government information is placed on the Internet, we need to have

confidence that the data is accurate and

has not been tampered with.

Availability

Information must be available and

accessible. LOCIS (telnet://locis.loc.gov)

is an excellent database but I am

disappointed LOCIS has limited hours which restrict its use, especially for the western states. Some information is well covered on the Internet, but some Federal agencies have limited information on the

Internet.

Preservation and Archives Who will maintain the archived data? When Census 2000 is released, will the 1990 Census still be available over the

Internet? As print resources are replaced by electronic formats, we need to develop methods to preserve information

for future reference.

What role will depository libraries play in the Internet or the Nil? I do not know and I think we will be struggling with this issue for the next few years if not longer. As the Nil continues to develop and move forward,

librarians need to be involved in developing

policy and legislation. As depository

librarians, we need to be partners with government agencies in developing databases. As we heard yesterday, agencies are interested

in our opinions and we need to provide

feedback. We need to teach our patrons how to use

the Internet, just as we are teaching them how

to use CD-ROMs. We have a unique

opportunity with the Internet to broaden

access to government information. We have

an obligation to work with policy makers to

ensure equitable and free access to government information on the Internet. Our

roles of being information locators for print formats should be expanded to include all government information regardless of format.

In doing so, we can avoid the situation of "haves versus have nots."

I am often asked how I find information on the Internet, since the Internet lacks indexing, a thesaurus or standards among

sites. I was fortunate to receive a fellowship

to Canada, and while I was working for

libraries in the Maritimes, Canadian librarians asked me for Internet help. The fellowship

permitted the time necessary to put together a guide on locating government information on

the Internet. During this time, I gathered

information posted on several listserves as well as doing Veronica and Archie searches in order to find government sites. During early 1993, it was possible to do Veronica searches on the names of government agencies. It was

fairly easy at first to find information on the

Internet since the number of sites and amount

of information was not nearly as great as today. Now I use several strategies to find good Internet sites which contain Federal information.

I try to browse the Internet once a week-l

just sit and explore. Not only do I find

interesting sites but it helps to maintain my

Internet skills. The most difficult aspect of

training on the Internet is time; but I set aside time just as I would for appointments. But I admit if my week is hectic I can not always

keep my Internet time free. One librarian told me recently she did

not have time to "play" on the Internet. This

is not "play time." We review print publications, we look at CD-ROMs to see if they are viable and will take time to familiarize ourselves with the software. The

Internet is just the same. It is another

information tool and we must allow ourselves

the time to train and become familiar with it.

I realize we are all busy and simply find it difficult to add another responsibility to our

jobs, but this is not a frivolous activity. And

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1994 Federal Depository Conference - Proceedings

the Internet is just the beginning of the

electronic revolution in the information

industry which will affect the entire field of

librarianship. As documents librarians, we are not alone in adjusting to the new technology.

In exploring the Internet, I have used Veronica and Archie but now there is so much on the Internet that I do not find these

tools useful unless I am looking for a very

specific item. I would not even attempt to do

a Veronica search on NASA now. A good way to find information is to monitor listserves. I have listed several

listserves on the handout which are good in announcing new government Internet sites.

In addition to my guide, there are many

excellent, topical guides to assist in locating information. Blake Gumprecht has developed

a guide which lists specific texts and paths to government information. There are a couple

of guides on business and an excellent guide

by Lee Hancock on health information. All of these guides are listed in my handout.

I browse paper sources such as agency

newsletters, computer magazines and trade publications such as Government Technology.

Often agency publications provide guides to

their databases or they announce new Internet

sites. Trade publications help me to keep

current with government information trends including state and local issues.

Basically, I keep my eyes and ears open

in order to be aware of developments on the

Internet. It is not easy to keep ahead of the

Internet but together we can help each other

in identifying and evaluating resources.

Most of you are familiar with LOCIS, Hermes, and FedWorld. I want to show you some other sites to give you an idea of the

variety of information which can be found. I have about 16 examples today, so in order to see so many, I am utilizing overheads. All of these sites are listed in my guide on "U.S. Federal Government Information" which is listed on the handout and will be included in the ALA GODORT handout exchange this coming summer. On many of government sites, there is usually a pointer to other government sites. Usually the pointer is to a National Science Foundation site. There is a another site located at the University of California at Irvine which you may not be familiar with, and I would recommend adding this to your local gopher bookmark. It is PEG and it contains

the most comprehensive list of government

gophers. This is a sample page from the main menu.

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Proceedings - 1994 Federal Depository Conference

Overhead #1

US GOVERNMENT GOPHERS

<GOPHER: //PEG.CWIS.UCI .EDU> United States GOVERNMENT Gophers

I. Call for assistance....

2 . POLITICS and GOVERNMENT/

3 . Definition of a "United States Government Gopher"

.

4. Federal Government Information (via Library of Congress)/

5. LEGI-SLATE Gopher Service (via UMN) / / 6. AVES: Bird Related Information/

7. Americans Communicating Electronically/

8. Arkansas-Red River Forecast Center (NOAA)

/

9. AskERIC - (Educational Resources Information Center)/

10. CYFERNet USDA Children Youth Family Education Research

Network/

II. Co-operative Human Linkage Center (CHLC) Gopher/

12. Comprehensive Epidemiological Data Resource (CEDR) Gopher/

13 . Defense Technical Information Center Public Gopher/

14. ERIC Clearinghouse for Science, Math, Environmental (OSU)

/

15. ERIC Clearinghouse on Assessment and Evaluation/

16. ESnet Information Services Gopher/

17. Electronic Government Information Service/

18. Environment, Safety & Health (USDE) Gopher/

19. Environmental Protection Agency/

20. Environmental Protection Agency/

21. Environmental Protection Agency Great Lakes National Program

Offi. ./ 22. Extension Service, USDA/

23. Federal Communications Commission Gopher/

24. Federal Info Exchange (FEDIX)

/

25. Federal Networking Council Advisory Committee/

26. Federal Register - Sample access/

27. Federal Reserve Board (via town . hall . org)

/

28. GrainGenes (USDA) Gopher/

29. Information Infrastructure Task Force (DoC) Gopher/

30. LANL Advanced Computing Laboratory/

31. LANL Gopher Gateway / 32. LANL Nonlinear Science Information Service/

33. LANL Physics Information Service/

34. LANL T-2 Nuclear Information Service Gopher/

35. LANL Weather Machine/

36. LTERnet (Long-Term Ecological Research Network)/

112
1994 Federal Depository Conference - Proceedings

NADB is an interesting database. I performed a search in this database for citations on "Nevada" and "Clark County." I

found this database by reading through an agency newsletter.

Overhead #2

NATIONAL ARCHEOLOGICAL DATABASE NADB

< TELNET : //CAST . UARK . EDU>

Anderson, Keith M. 1960 Archaeological Survey of the El Paso National Gas

Pipeline Right -Of -Way From Thistle, Utah to Las Vegas, Nevada.

University of Utah, Unknown Location. Submitted to El Paso

Natural Gas Company, Unknown Location. (866541)

Anderson, Keith M. 1961 Archeological Survey of the El Paso Natural Gas Pipeline

Right -Of -Way From Thistle, Utah, to Las Vegas, Nevada. Special

Report to the El Paso Natural Gas Company. University of Utah,

Salt Lake City, UT. Submitted to El Paso Natural Gas Company, El

Paso, TX. (921833)

Andrews , E . w

.

1965 Mead-Liberty 345-Kv Transmission Line Arch. Survey:

Preliminary Report. E. Wyllys Andrews, V.. Submitted to Bureau

of Reclamation. (1601409)

Anonymous

1972 Draft Environmental Statement for the Sale of Fort

Mohave Lands to the State of Nevada. BLM, Nevada State Office,

Reno, NV. Submitted to Blm, Nevada State Office, Reno, NV. (868718)

Anonymous

1974 Final Environmental Statement Barstow to Las Vegas Hare

& Hound Motorcycle Race. BLM, California State Office,

Sacramento, CA. Submitted to BLM, California State Office,

Sacramento, CA. (868731)

Anonymous

1979 Intermountain Power Project Wilderness Inventory, WSA

Designation Summaries. BLM, Utah State Office, Salt Lake City,

UT. Submitted to BLM, Utah State Office, Salt Lake City, UT. (862526)

Anonymous

1980 Environmental Characteristics of Alternative Designated

Deployment Areas: Archeological and Historical Resources.

Unknown. Submitted to United States Air Force, Norton Air Force

Base, CA. (865290)

113
Proceedings - 1994 Federal Depository Conference

The Census Gopher is especially good for newspaper articles which start out "in a

timeliness. This is a sample press release from government report released today, statistics the gopher. This is particularly good for those indicate...."

Overhead #3

CENSUS BUREAU GOPHER

<GOPHER : / /GOPHER . CENSUS . GOV>

health "Americans Spend $625 Billion on Health Services"

(03/29/94) ^

EMBARGOED UNTIL: Tuesday, March 29, 1994

Public Information Office CB94-58

301-763-4040

301-763-5668 (TDD)

Tom Zabelsky

3 01-763-1725 ., AMERICANS SPEND $625 BILLION ON HEALTH SERVICES,

CENSUS BUREAU REPORTS

Revenue for the nation's health service industries continued

to rise in 1992 topping $625 billion, a 9 percent increase over

1991 according to a new report, 1992 Service Annual Survey

(BS/92) from the Commerce Department's Census Bureau.

"Revenue for nearly all health service industries increased,

Bureau survey manager Tom Zabelsky says, "with home health care and kidney dialysis centers posting the largest gains of 22 percent each .

Hospitals accounted for over half of all revenue for the

health service industries in 1992, exceeding $335 billion, an increase of 8 percent from the previous year. Nursing and

personal care facilities had $42 billion in revenue, rising 8 percent over 1991.

Other highlights from the report include:

Revenue for offices and clinics of doctors of medicine rose nearly 9 percent to $150 billion in 1992. Over 42 percent of

these revenue were from patient services provided in the doctor's

office or clinic; nearly 22 percent were from hospital inpatient

services. Of total revenue for offices and clinics of doctors of

medicine, patients' private insurance programs were the source of

approximately 43 percent, while Medicare and Medicaid accounted

for nearly 29 percent.

114
1994 Federal Depository Conference - Proceedings

Another example from the Census

Gopher. What a heading! This might be a good place for a student to explore in searching for a paper topic.

Overhead #4

CENSUS BUREAU GOPHER

<GOPHER : //GOPHER . CENSUS . GOV>

Statistical Briefs like never before!!! (Postscript)

1. About the Statistical Briefs in (Postscript).

2. Americans With Disabilities (Size=799122 ) <Bin>

3. America's Income (Size=977710) <Bin>

4. Black Americans: A Profile (Size=773144 ) <Bin>

5. What Do We Pay For Living Space (Size=776458 ) <Bin>

6. Vacant Homes (Size=887342 ) <Bin>

7. Housing Changes: 1981 to 1991 (Size=877208 ) <Bin>

8. Preparing Retirement (Size=782076) <Bin>

9. Education: The Ticket to Higher Earnings (Size=774803 ) <Bin>

10. Bureaucrats Are Beyond the Beltway (Size=881745) <Bin>

11. Buying That First Home (Size=671957 ) <Bin>

12. Who Owns America's Farmland? (Size=847205 ) <Bin>

13. Recessions Matter for State Tax Collections (Size=692958

)

<Bin>

14. Asian & Pacific Islander Americans: A Profile (Size=663657)

<Bin>

15. Higher Wages Accompany Advanced Technology (Size=787512

)

<Bin>

16. Poverty in the United States (Size=1107618 ) <Bin>

17. Who Could Afford to Buy a House in 1991? (Size=676672 ) <Bin>

18. iVIanuf acturers Resp. to Volatility in Energy... (Size=756859)

<Bin>

19. Statistical Indicators on Women: (Size=782245) <Bin>

Press ? for Help, q to Quit, u to go up a menu Page: 2/2

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Proceedings - 1994 Federal Depository Conference

Many of you access census data from a had a problem logging on to the site. But I variety of Internet sites but I have found this admit my bias since I am a "mizzou" fan.

site to be comprehensive and I have never

Overhead #5 , . CENSUS STATISTICS VIA UNIVERSITY OF MISSOURI

<GOPHER: //BIGCAT. MISSOURI .EDU> Population Estimates for Counties in the United States, 1990-1992

(207k) 0%

POPULATION ESTIMATES FOR COUNTIES IN THE UNITED STATES

1990-1992

CENSUS ESTIMATES

FIPCO AREA NAME 1990 1991 1992

00000 UNITED STATES 248709873 252136667 255077536

00000 Northeast 50809229 50969714 51121097

00000 Midwest 59668632 60180414 60639091

00000 South 85445930 86920070 88184712

00000 West 52786082 54066469 55132636

00000 New England 13206943 13201052 13195941

00000 Middle Atlantic 37602286 37768662 37925156

00000 East North Central 42008942 42392367 42718977

00000 West North Central 17659690 17788047 17920114

00000 South Atlantic 43566853 44436019 45091982

00000 East South Central 15176284 15349646 15531816

00000 West South Central 26702793 27134405 27560914

00000 Mountain 13658776 14020775 14379475

00000 Pacific 39127306 40045694 40753161

01000 Alabama 4040587 4090017 4137511

01001 Autauga County 34222 35072 36103

01003 Baldwin County 98280 102246 106349

01005 Barbour County 25417 25296 25258

01007 Bibb County 16576 16947 17175

01009 Blount County 39248 39908 40306

01011 Bullock County 11042 11114 10990

01013 Butler County 21892 21736 21707

01015 Calhoun County 116034 115595 116406

01017 Chambers County 36876 36826 36855

01019 Cherokee County 19543 19706 19860

01021 Chilton County 32458 33043 33220

01023 Choctaw County . 16018 16000 16135

01025 Clarke County 27240 27514 27728

01027 Clay County 13252 13269 13334

01029 Cleburne County 12730 12749 12984

01031 Coffee County 40240 40401 41169

116
1994 Federal Depository Conference - Proceedings

You have heard about the EBB database, and Grace York will speak on this in just a moment. This is one of my favorite sites and

our business faculty are thrilled with the

amount of information contained on this site. The University of Michigan has done a terrific job in making this information readily available for all of us.

Overhead #6 EBB - UNIVERSITY OF MICHIGAN

<GOPHER: //UNA.HH.LIB.UMICH.EDU>

New home sales (7k)

FEBRUARY 1994 NEW HOUSING SALES AT ANNUAL RATE OF 649,000

Sales of new one-family houses in February 1994 were at a seasonally adjusted annual rate of 649,000, 2 (+/-12) percent

above the revised January rate of 637,000. The February 1994

estimate is 8 (+/-11) percent above the February 1993 figure of

599,000. The median sales price of new houses sold in February

was $132,000; the mean sales price was $156,600. Changes in

median and average sales prices reflect changing proportions of

houses with different locations, sizes, etc., as well as changes

in the prices of houses with identical characteristics. The

seasonally adjusted estimate of new houses for sale at the end of

February was 306,000. This represents a supply of 5.6 months at the current sales rate

.

During the first two months of this year, 100,000 houses were

sold compared with 94,000 houses sold for the same period last

year. This increase of 6 (+/-8) percent reflects stronger sales

in the West region.

NEW ONE -FAMILY HOUSES SOLD: FEBRUARY 19 94 United North- Mid- South West

Period States east west

Seasonally adjusted annual rate

1993 - February 599

March 600

April 685

May 635

June 641

July 647

August 64 5 September 73 8 October 723

69

54 103

666657

6061

59

104

111

121

108

120

119

112

124

149

271

264

284

257

286

287

292

341

314

154

172

178

204

170

184

181

212

201

117
Proceedings - 1994 Federal Depository Conference

Another popular title is the Commerce

Business Daily, and it is available on a commercial site for free. This is a timely

database and new issues are loaded usually within 24 hours.

Overhead #7

COMMERCE BUSINESS DAILY

<GOPHER : //CSCNS . COM>

Subject: 0 -- CD-ROM NETWORK EQUIPMENT POC Contract Specialist,

Sandy Scales,

Message- ID : <Co6E6u . 8nw@cscns . com> Organization: CNS On-line Services (800-592-1240 customer

service)

Date: Wed, 13 Apr 1994 02:13:42 GMT

Approved: cnscbd@cscns.com

Headquarters Defense Logistics Agency, Automated Data

Processing/Telecommunications Contracting Office (DACO-PI)

,

Cameron Station, Alexandria, VA 22304-6100

SOFTSHARE/CNS Order Number: 940413 - 0458PROCURE

70 -- CD-ROM NETWORK EQUIPMENT POC Contract Specialist, Sandy

Scales, (703) 274 -3060//Contracting Officer, Carol R. Leon,

(703) 274-3060 70 - The Defense Logistics Agency intends to issue a delivery order

against Todd Enterprises ' s GSA Schedule for CD-ROM Network

Equipment to be delivered to the Defense Technical Information

Center (DTIC) , Alexandria, Virginia. The equipment includes: (84

EA) SCSI-2 2X SCSI CD-ROM drives with a continuous throughput of

at least 300 kilobits per second (kbs) and an average access time

of no more than .220 seconds (Toshiba 3401s or equivalent); SCSI

CD-ROM drive cabinets/racks; SCSI cables, power supplies, and all

other peripheral devices. Equipment must be fully compatible

with: 486 32-bit EISA 66 Mhz personal computers (to become CD-ROM

servers; and Microsoft Lan Manager v. 2. 2 network software and

Meridian CD-NET v. 4. 31 (or more recent) CD-ROM server software.

Includes one year warranty. Interested parties having the

capability to furnish the above described products should submit

their product and pricing information. All responses must contain

sufficient technical and pricing information to enable evaluation

of the capability of the products to meet the requirements of the

Agency; and the cost of the products by individual item. This

notice of intent is not a request for competitive proposals. No

solicitation document exists and no award will be made on the

basis of any response to this advertisement. No telephone

inquiries/ responses will be accepted. Interested parties must

respond in writing to Headquarters, DLA, ATTN: DACO-PI, Sandy

Scales, Cameron Station, Alexandria, VA 22304-6100. All responses

from responsible sources which are received within 15 days of the

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1994 Federal Depository Conference - Proceedings

EPA has a number of Internet sites containing a wealth of information, including

the EPA Library Catalog. This is an article from the journal E.

Overhead #8

EPA GOPHER

< GOPHER : //FUTURES . WIC . EPA . GOV>

Magazine: E/The Environmental Magazine

Issue: May/June 1994

Title: Plastics: Can't Live With 'Em. Can We Live Without 'Em? Author: JoAnn C. Gutin

Okay, Okay, Here's Another Look at Plastics

In our bold new world of recycling one item just doesn't seem

to fit: plastic. Sure you can recycle a few plastic bottles, but

what about your car seat, coffee cup or computer? We may not want

to live with plastic, but how can we live without it?

Art Graham is the very model of a socially responsible

businessman. His business diverts garbage from the landfill, his

plants obey emissions guidelines to the letter, and a framed

certificate from former Environmental Protection Agency (EPA)

director William Reilly, commending him for service to the

environment, hangs in the lobby of his factory. But here's the

catch: His business isn't making compost, rehabilitating

discarded wine bottles, or being entrepreneurial in any of the

other ways beloved by environmentalists. His business is melting

and reshaping polystyrene, better known by the brand name

Styrofoam, into plastic "popcorn" shipping pellets.

A couple of months ago I visited one of his plants, a neat,

nondescript building on a cul-de-sac in an industrial area south

of San Francisco. I'd been expecting to slip away after the tour

with my press packet and my impressions, but instead found myself

sitting across a conference table from the boss. He let me have

it with both barrels.

Why, he demanded, did plastics recycling have such a bad rap

among environmentalists? How could people fail to see that all

packaging has environmental costs, and that his product- -made

from polystyrene that already existed, that would have been

landf illed- -had fewer costs than most? Look, he went on, these

little pellets were the perfect material for preventing breakage,

and preventing breakage was a good and environmentally sound

goal, right? What were people supposed to ship, say, expensive

computer components in? Popcorn? Wood shavings? Please! What did

people (he meant "people like you" but was too polite to say it)

have against plastics recycling?

His righteous indignation gave me a lot of food for thought on

the way home: What do environmentalists have against plastic

recycling? Is it just that we don't like plastic? Is it just that

what's being made from recycled plastic- -polyester T-shirts,

119
Proceedings - 1994 Federal Depository Conference

I am just becoming familiar with the FCC loaded on the gopher and the database is Gopher and its potential looks very good. current. Current issues of the FCC Daily Digest are

Overhead #9

FCC GOPHER

<GOPHER : //FCC . GOV>

DAILY DIGEST Vol. 13, No. 71 April 15, 1994

NEWS RELEASES

FCC CALENDAR OF EVENTS FOR THE WEEK OF APRIL 18 [Internet file

name: evts4 0 05.txt]

FCC RELEASES REPORT ON LONG DISTANCE MARKET - Contact: Katie

Ranges or Jim Lande at (202) 632-0745

FCC FILINGS [Internet file name: nrmc4007.txt]

PUBLIC NOTICES

TARIFF TRANSMITTAL PUBLIC REFERENCE LOG: April 14 TARIFF TRANSMITTAL PUBLIC REFERENCE LOG

NON-DOMINANT CARRIERS: April 14 Report No. 15781 - BROADCAST APPLICATIONS

Report No. 218 64 - BROADCAST ACTIONS

Report No. 1739 - PRIVATE RADIO BUREAU ACTIONS - April 4 through

April 8 TEXT

WILLOWS AND DUNNIGAN, CA. Proposed substituting Channel 2 8 8B1

for Channel 288A at Willows; reallotting Channel 288B1 from

Willows to Dunnigan, and modifying the license of KIQS-FM

accordingly. Comments are due June 6, replies June 21. (MM

Docket No. 94-29 by NPRM [DA 94-306] adopted April 4 by the

Acting Chief, Allocations Branch, Mass Media Bureau)

ADDENDA: The following items released April 14 and April 13 were not listed on Digests 69 and 70, respectively:

NEWS RELEASE

FCC ANNOUNCES CABLE OPERATORS' SEMINAR

As part of its ongoing outreach efforts, the FCC will hold a cable operators' seminar on Thursday, April 21,

120
1994 Federal Depository Conference - Proceedings

Want to know about the Nil? Several

sites have information but this is one of the primary sites located at the Department of Commerce. This is a summary of the hearing

Overhead #10

conducted in California. Surprisingly, the site was not current until recently. The site is updated on a regular basis now.

INFORMATION INFRASTRUCTURE TASK FORCE

DEPARTMENT OF COMMERCE

<GOPHER: //IITF.D0C.G0V>

Summary of Los Angeles Universal Service Hearing 02/16/94

(04/08/94) (16k)

SUMMARY

Nil Universal Service Hearing

Los Angeles, California, February 16, 1994

Introduction

In the Administration's policy blueprint. Agenda for Action,

released September 15, 1993, the Information Infrastructure Task

Force (IITF) directed NTIA to convene a series of public hearings

designed to "gather information on the best characteristics of an expanded concept of Universal Service .

The first of these hearings was held in Albuquerque, New

Mexico on December 16, 1993 and focused on the needs of rural

communities. A summary of the New Mexico hearing is available on

the IITF computer bulletin board. The IITF bulletin board can be

accessed by calling (202) 501-1920 using a personal computer and

a modem. For access through Internet, point your Gopher client

to iitf.doc.gov or telnet to iitf.doc.gov and login as gopher.

Comments may be sent by e-mail to nii@ntia.doc.gov.

Los Angeles Hearing

On February 16, 19 94, the U.S. Department of Commerce's

National Telecommunications and Information Administration (NTIA)

and the California Public Utilities Commission held the second

public hearing on the topic, "Communications and Information for

All Americans: Universal Service for the 21st Century."

The Hearing Board for the Los Angeles hearing included the

Deputy Secretary of Commerce David J. Barram and Assistant

Secretary Larry Irving, and Federal Communications Commission

(FCC) Commissioner Andrew C. Barrett. Commissioners Dan Fessler

and Norm Shumway of the California Public Utilities Commission

were unable to attend as the hearing was rescheduled following

the January earthquake. The hearing board heard testimony from over 50 participants including scheduled witnesses and members of

the audience

.

121
Proceedings - 1994 Federal Depository Conference

Another new Internet site which I have

only recently discovered is the Bureau of Mines Gopher. This is particularly good for those of us who are out west and have a

number of reference questions on mining. The gopher primarily contains bibliographic

citations but I am hoping it will continue to develop with more full text information.

Overhead #1

1

BUREAU OF MINES

<GOPHER : //GOPHER . USBM . GOV: Abandoned Mine Lands Research Publications List (30k)

ABANDONED MINE LANDS RESEARCH PUBLICATIONS

USBM, July, 1993

Fires ; \ Bureau of Mines Series Reports ^ RI 9348, 19 pp. "Laboratory Determination of Signature Criteria

for Locating and Monitoring Abandoned Mine Fires," 1991.

A laboratory study of coal samples and coal waste resulted in

the development of a dimensionless hydrocarbon ratio (Rl)

.

The ratio can be used as a signature of heated coal and

provides the ability to locate and monitor fires in abandoned

mines and waste banks.

IC 9184, pp. 348-355. "Mine Fire Diagnostics to Locate and

Monitor Abandoned Mine Fires," 1988. See previous abstract.

RI 9363, 25 pp. "Mine Fire Diagnostics and Implementation of

Water Injection with Fume Exhaustion at Renton, PA," 1991. NTIS#

PB91-230242

.

A case study detailing efforts to extinguish a mine fire

located at an abandoned coal mine in Renton, PA. The BOM's

diagnostic method determined the fire locations and the

effectiveness of the water injection with fume exhaustion

technique

.

RI 8799, 71 pp. "Problems in the Control of Anthracite Mine

Fires: A Case Study of the Centralia Mine Fire," 1983.

A case study detailing federal, state, and local efforts to extinguish a mine fire at the Buck Mountain Coalbed near

Centralia, PA. The problems involved in controlling an anthracite fire include the geological and mining conditions

in the area, the propagation characteristics of anthracite,

the fire control methods available, the hazards associated

with these fires, and the marginal effectiveness of past fire

control projects.

NTIS Reports

122
J994 Federal Depository Conference - Proceedings

NLM and NIH maintain a variety of

Internet sites and these tend to be very up to

date. This is a sample page from the AIDS

Bibliography which we receive in paper.

Think of the shelf space we would save if we

were confident that this site would archive this data for the future.

Overhead #12

NATIONAL LIBRARY OF MEDICINE GOPHER

<GOPHER : //GOPHER . NLM . NIH . GOV>

Mar 1994 AIDS Bibliography

Journal references: A-H subject headings

AIDS BIBLIOGRAPHY

MAR 94 JOURNAL ARTICLES

ABORTION, EUGENIC

Elective pregnancy terminations and HIV-1. Rashbaum WK, et al

.

Ann N Y Acad Sci 1993 Oct 29;693:252-4

ACCIDENTAL FALLS

STATISTICS & NUMERICAL DATA

An analysis of patient accidents in hospital. Goodwin MB, et al

.

Aust Clin Rev 1993 ; 13 (3 ): 141-

9

ACCIDENTS, OCCUPATIONAL

[Occupational blood exposure among personnel employed in a department of infectious diseases. 1. Frequency and reporting]

Nelsing S, et al . Ugeskr Laeger 1993 Oct 18 ; 155 (42) : 3364-6 (Eng.

Abstr.) (Dan)

STATISTICS & NUMERICAL DATA

Accidental skin punctures during ophthalmic surgery. Callanan

DG, et al. Ophthalmology 1993 Dec/ 100 (12) : 1846-50

ACCULTURATION

Acculturation and gender differences in sexual attitudes and

behaviors: Hispanic vs non-Hispanic white unmarried adults.

Marin BV, et al . Am J Public Health 1993 Dec; 83 (12) : 1759-61

ACETAMIDES

PHARMACOLOGY

Hexamethylene bisacetamide activates the human immunodeficiency

virus type 1 provirus by an NF-kappa B- independent mechanism.

Vlach J, et al . J Gen Virol 1993 Nov;74 ( Pt ll):2401-8

123
Proceedings - 1994 Federal Depository Conference

Congress is slowly developing Internet

sites but I am encouraged by their progress in the last year. I would like to see more

Congressional information on the Internet and

for all of our Representatives and Senators to

use e-mail. As mentioned earlier in the conference, once the security aspects are

resolved, we should see more Congressional

Internet sites and e-mail.

Overhead #13 U.S. SENATE GOPHER

<GOPHER :/ /GOPHER . SENATE . GOV>

Hunger In America (2k)

STATEMENT OF SENATOR PATRICK LEAHY (D-VT) on HUNGER IN AMERICA

Second Harvest National Research Study

March 8, 1994

When I came to the Senate in 1974 I made a personal commitment

to the cause of fighting hunger in America. Now, two decades

later, we are still fighting the same fight.

Today, 27 million Americans are on food stamps. We serve 25

million school lunches each day. There are over 6 million women, infants and children on WIC. There are 68,000 homeless children

in this country. There are 22,000 boarder babies living in

hospitals. These are not just statistics -- statistics are people with the tears washed away.

Signs of hunger are everywhere. Hunger can be as subtle as parents going without food so their child can eat, or a child who

comes to school with no food, or a homeless mother reaching out

for help.

When I became Chairman of this Committee in 1987 I dedicated

myself to making an impact on hunger through nutrition programs.

Last week I chaired a hearing on reauthorization of child

nutrition programs. We heard testimony about homeless

preschoolers, children in shelters with no food, abandoned babies

living in hospitals, children of low-income working families that

cannot afford to buy food or bring a lunch to school.

I was shocked to read in the Second Harvest study that 2 6 million Americans rely on food pantries, soup kitchens and

emergency feeding programs -- 43% of them are children. Even

worse, thousands of people are turned away because the shelves at food pantries are bare. People are going hungry. Children are going without food.

TEFAP is a safety net. The Second Harvest study confirms that

82% of food stamp recipients run out of food. TEFAP helps fill

the gap. Second Harvest programs prove this point every month.

124
1994 Federal Depository Conference - Proceedings

Some of the Federal Register may be

accessed free of charge through this commercial Internet site by Counterpoint.

This site is very timely, although the site can be difficult to logon to during the afternoon

due to heavy use. [In June, Counterpoint announced free access to Depository Libraries

for the Federal Register. Contact Counterpoint

for additional information.]

Overhead #14

COUNTERPOINT PUBLISHING

<GOPHER:/ /GOPHER. INTERNET . COM

>

Table of Contents for 041594 (17k)

Table of Contents for Vol. 59 No. 73 Friday, April 15, 1994

Agricultural Marketing Service

See Packers and Stockyards Administration

NOTICES

Beef promotion and research:

Board and State beef council addresses, 18095

Agriculture Department

See Agricultural Marketing Service; Animal and Plant Health

Inspection Service; Commodity Credit Corporation; Cooperative

State Research Service; Extension Service, USDA; Packers and

Stockyards Administration; Soil Conservation Service

Air Force Department

NOTICES

Meetings

:

March AFB, CA; disposal and reuse, 18106

Meetings

:

Scientific Advisory Board, 18106

(4 documents)

Meetings

:

Scientific Advisory Board, 18106

(4 documents)

Meetings

:

Scientific Advisory Board, 18106

(4 documents)

Meetings:

Scientific Advisory Board, 18106

(4 documents)

Animial and Plant Health Inspection Service

RULES

Exportation and importation of animals and animal products:

Ports designationStockton, CA, 17921

Plant -related quarantine, domestic:

Black stem rust, 17917

125
Proceedings - 1994 Federal Depository Conference

ACE is one of my favorite sites and this is a great spot for obtaining "hot docs" or those

publications which are in the national news

such as the National Performance Review. I

am impressed with the commitment of the

individuals who are involved with ACE and

their dedication to making government

information available for the general public.

Overhead #15

ACE - AMERICANS COMMUNICATING ELECTRONICALLY

<GOPHER: //ACE.ESUSDA.GOV>

National Policy Issues (NAFTA, Health care, Nil, NPR. .

.

1. 1995 Proposed Federal Budget/

2. A Unified Federal Government Electronic Mail Users Support

Environ ,

.

/

3 . Clean Car Agenda Information/

4. General Agreement on Tarriffs and Trade (GATT)

/

5. Health Care Reform Agenda/

6. National Information Infrastructure (Nil)/

7. National Performance Review/

8 . North American Free Trade Agreement (NAFTA)

/

Press ? for Help, q to Quit, u to go up a menu

126
1994 Federal Depository Conference - Proceedings

This is the final site I will show you

today. Wiretap is one of my favorite Internet

sites and this is extremely useful for documents librarians. I find a variety of

Overhead #16

information and the site is well maintained.

This is a sample from the main menu, and as you can see, the wealth of information is immense.

MAIN MENU - WIRETAP

<GOPHER : //WIRETAP . SPIES . COM>

Government Docs (US & World)

1. ! README (wiretap.spies.com).

2. Americans with Disabilities Act.

3. Australian Law Documents/

4. Brady Handgun Violence Prevention Act.

5. Canadian Documents/

6. Citizen's Guide to using the FOIA.

7. Civil Forfeiture of Assets/

8. Clinton's Economic Plan/

9. Copyright/

10. Electronic Communications Privacy Act.

11. Fair Credit Reporting Act.

12. GAO High Risk Reports/

13 . GAO Miscellaneous/

14. GAO Technical Reports/

15. GAO Transition Reports/

16. Gore's National Performance Review Report.

17. Maastricht Treaty of European Union/

18. Miscellaneous World Documents/

19. NATO Handbook/

20. NATO Press Releases/

21. National Performance Review/

22. North American Free Trade Agreement/

23. Patent Office Reform Panel Final Report/

24. Political Platforms of the US/

25. Presidential Documents from Federal Register/

26. Privacy Act of 1974.

27. Treaties and International Covenants/

28. US Government Today/

29. US Historical Documents/

30. US Miscellaneous Documents/

31. US Speeches and Addresses/

32. Uniform Code of Military Justice/

33. United Nations Resolutions (selected)/

34. Various US State Laws/

35. War Powers Resolution of 1973.

36. White House Press Releases/

37. World Constitutions/

127
Proceedings - 1994 Federal Depository Conference

A sample from Wiretap; this demonstrates

that unusual items can show up anywhere on

the Internet. The Uniform Code is located here and I would have typically searched

military sites for this information. I recommend adding Wiretap to your gopher bookmark if you have not done so already.

Overhead #17

UNIFORM CODE OF MILITARY JUSTICE

AVAILABLE ON WIRETAP

<GOPHER : //WIRETAP . SPIES . COM>

SUBCHAPTER III. NON- JUDICIAL PUNISHMENT

815. ART. 15. COMMANDING OFFICER'S NON- JUDICIAL PUNISHMENT

(a) Under such regulations as the President may prescribe, and

under such additional regulations as may be prescribed by the

Secretary concerned, limitations may be placed on the powers

granted by this article with respect to the kind and amount of

punishment authorized, the categories of commanding officers and

warrant officers exercising command authorized to exercise those

powers, the applicability of this article to an accused who

demands trial by court-martial, and the kinds of courts-martial

to which the case may be referred upon such a demand. However,

except in the case of a member attached to or embarked in a vessel, punishment may not be imposed upon any member of the

armed forces under this article if the member has, before the

imposition of such punishment, demanded trial by court-martial in

lieu of such punishment. Under similar regulations, rules may be

prescribed with respect to the suspension of punishments

authorized by regulations of the Secretary concerned, a commanding officer exercising general court-martial jurisdiction

or an officer of general or flag rank in command may delegate his

powers under this article to a principal

Okay, so now you know what is out

there and you can gopher with the best of them. What is next? Begin to integrate electronic resources with your traditional resources. Let's take a look at some areas which can utilize Internet tools and resources.

In Bibliographic Instruction, I always

include a couple of Internet sites which are

specific to the students' discipline. Most of our university students have Unix accounts and some students are becoming quite

proficient on the Internet. It is rewarding to

see students getting excited and asking if they can find their answers on the Internet.

Integrate Internet resources with your

traditional print resources. If an Internet source will answer the questions faster or

easier, recommend it to your patron. Ask

your patrons if they have an Internet account and point out resources they can utilize on

their own. Provide patrons with the tools necessary to use the Internet. The online

catalog is a good start and many libraries have

pointers on their catalogs to other Internet

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1994 Federal Depository Conference - Proceedings

sites such as other library catalogs. In teaching the Internet, Arizona State University asked individuals if they were using the online

catalog and if they were, the instructor pointed out they were already using the

Internet. It was a great way to point out the ease of the Internet and that individuals already possessed some basic Internet skills without realizing it. This was important in building confidence and realizing the Internet was not so difficult as imagined. Many

libraries provide pointers to other Internet

sites. The University of Nevada in Reno has a pointer to LOCIS on their catalog. Encourage

your computer systems to develop their gophers and systems which support the needs

of the library. Spend time with your patrons in teaching

Internet skills. Last week I had a professor call from home for help on using ftp. Our

computer systems could have assisted him; however, in spending time with the professor,

I was able to point out some economic

databases as well as the NESE on CD-ROM

and how these sources supported his research.

In addition to the technical skills, I was able

to use my traditional bibliographic skills in evaluating and recommending resources. Our

computer systems cannot provide this expertise. Librarians can transfer their evaluation skills to the Internet. We can judge

Internet sites based upon their timeliness, ease

of use and information. Pass this knowledge

on to your patrons. I work with faculty and

patrons in pointing out good sites just as I would notify them of new government

publications in print. Encourage your staff to be knowledgeable

about the Internet. Provide staff with the

training, practice time and resources to be

proficient on the Internet. Change your communication from paper to electronic. In our department, most communication is conducted via e-mail. Even our student

assistants have e-mail accounts. This is a simple way to integrate computer skills into everyday activities. Share your knowledge

with other librarians a. id staff outside of your

department. As I find sites which support

other disciplines, I pass this information on to other bibliographers. Create and modify job

descriptions to include Internet skills. At UNLV, both our professional and

paraprofessional job descriptions now include

Internet responsibilities. Promote your electronic services. When

our department obtained the NPR and Health Care reports via the Internet, we publicized its availability through campus news and then e- mailed copies to those patrons who requested

a copy. Other patrons dropped by and copied

the report from our disk. Our patrons were

pleased to have a copy of the report immediately after it was released in Washington. We are also starting an e-mail reference service so our patrons need not come into the library for ready reference

questions. The next step would be to include

Internet pointers on our online catalog. Can

you imagine a bibliographic record for the Catalog of Federal Domestic Assistance which

not only gives the local call number but the

Internet address to access it? We have

unlimited potential in developing electronic resources for our patrons. The key to integrating electronic sources

is to treat electronic texts just as you treat traditional print resources. As you conduct

reference interviews, see if the Internet could answer the question better and faster. Be

open. The Internet or information highway is not perfect and as I mentioned previously, it has a number of potholes. But do not wait

until the Internet is perfect to get on the information highway or you will miss an

exciting world of information. I wish you well

in your travels and would be happy to answer

any questions you may have.

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Proceedings - 1994 Federal Depository Conference

LOCATING FEDERAL GOVERNMENT INFORMATION ON THE NET

, Maggie Parhamovich (magoo@nevada.edu)

GPO Conference, April 1994

Locating Federal information on the Internet can be overwhelming.

Tools such as Veronica and Archie in addition to new technologies

such as Mosaic can assist in finding information on the Internet.

The best way to find information on the Internet is to explore on your own. Following are some guides, listserves and sites which

will help you get started.

Guides

Austin, Terese and Tsang, Kim. "Government Sources of

Business and Economic Information on the Internet" February 18,

1994. (Available from the Clearinghouse for Subj ect -oriented

Internet Resource Guides, gopher or ftp una.hh.lib.umich.edu

directory /inetdirs)

Goeffe, Bill. "Resources for Economists on the Internet"

February 1, 1994. (Available from the Clearinghouse for

Subject-Oriented Internet Resource Guides, gopher or ftp

una.hh.lib.umich.edu directory /inetdirs)

Gumprecht, Blake. "Internet Sources of Government

Information" February 26, 1994. (Available from the Clearinghouse

for Subj ect -Oriented Internet Resource Guides, gopher or ftp

una.hh.lib.umich.edu directory /inetdirs)

Hancock, Lee. " Internet /Bitnet Health Sciences Resources"

September 6, 1993. (Available from gopher.ukanaix.cc.ukans.edu

Login kufacts directory /internet toolbox)

Heels, Erik J. "The Legal List" March 17, 1994. (Available

from the Clearinghouse for Subj ect -Oriented Internet Resource

Guides, gopher or ftp una.hh.lib.umich.edu directory /inetdirs)

Parhamovich, Maggie. "Internet Resources: U.S. Federal

Government Information" Release 0.6, April 1994. (Available from

the Clearinghouse for Subj ect -Oriented Internet Resource Guides,

gopher or ftp una.hh.lib.umich.edu directory /inetdirs)

Yanoff, Scott. "Special Internet Connections" updated

semimonthly (Available by gopher csd4.csd.uwm.edu /remote

information servers or ftp csd4.csd.uwm.edu /pub directory)

Zucker, Joel. "Government Sponsored Electronic Bulletin

Boards" no date (Available by gopher el -gopher . med . Utah . edu

/health sciences resources/u. s. government health sciences

resources)

.

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Listserves

FEDLIB-L (FEDLINK Library Network News)

Subscribe by sending message to listserv@sun7.loc.gov with

message "subscribe fedlib-1 firstname lastname" FEDLIB-L is an electronic newsletter which provides information on meetings,

classes and selected articles f rom FEDLINK Technical Notes . The list will set up an interactive discussion group later in

1994 . GovDoc-L (Government Documents Discussion List)

Subscribe by sending message to listserv@psuvm, psu.edu with

message "subscribe govdoc-1 firstname lastname". In addition

to general discussion on the Depository Library Program there

are announcements and discussions of Internet sources. This

is also a resource for questions and problems in accessing

government information.

MAPS-L (Maps Forum)

Subscribe by sending message to listserv@uga with message

"subscribe maps-1 firstname lastname"

Net -Happenings

Subscribe by sending message to listserv@is.internic.net with

message "subscribe net -happenings firstname lastname".

Announcements of new Internet resources, publications and

network tools.

Network Services Announcements

Subscribe by sending message to listserv@cerf.net with message

"subscribe nis firstname lastname".

PACS-L (Public-Access Computer Systems Forum)

Subscribe by sending message to listserv@uhupvml.uh.edu with

message "subscribe pacs-1 firstname lastname".

Newsgroup

Alt Internet Services

Gopher Sites

Here are two excellent sites with a collection of pointers to

U.S. Government Gophers. You may want to add these to your

personal Gopher bookmarks

.

National Science Foundation

gopher stis.nsf.gov /other U.S. Gov't Gophers

University of California Irvine

gopher peg.scis.uci.edu /peg/gophers/gov

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Proceedings - 1994 Federal Depository Conference

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1994 Federal Depository Conference - Proceedings

A Facelift for Tradition:

Mainstreaming Government Information

on the Internet

Grace Ann York

Documents Center The University of Michigan Library Ann Arbor, MI

When looking for a garden vacation spot, a safe haven from all of the cares in nny immediate world, I literally DID check the

University of Minnesota's directory last summer to verify that there were no gopher

systems, at least none that I could read, in the People's Republic of China. In fact, the headnote to my e-mail account gleefully declared "Halfway around the world without

an Internet connection." Little did I know in October that ten remote library users from around the world wouldn't have access to that headnote or that I would be asked to speak to my documents colleagues today about

computers.

I am NOT a computer expert. There was

talk in library school of punch cards, aperture

cards, and mainframe computers, which were dubbed maxi-computers. There were rumors

of mini computers and microcomputers. But it would take eleven years for the computer

industry to catch up with the ladies' fashion

industry and market micro-mini computers and an additional seven years for the Standard

Industrial Classification to keep pace with the computer industry. My greatest contribution

to hardware and software repair is checking

connections and doing a cold re-boot. (Slamming doors on photocopiers also works

well.)The University of Michigan, my home

base for the past 25 years, is best known for

gopherizing the Economic Bulletin Board. However, we did not develop the gopher

software. That distinction belongs to the

University of Minnesota. The University of Michigan's Library gopher was not even the

first gopher on our own campus. St. Olaf's

State Department Travel Advisories may have been the first networked government

information. We looked to North Carolina

State and Texas A&M for gopher organization. And, of course, it was the Commerce

Department that developed the Economic

Bulletin Board. What may be unique about Michigan is the tremendous cooperation among library

staff in developing a usable gopher system and

Michigan's early recognition of the need to mainstream Internet information with more

traditional sources, giving us an opportunity to do what we librarians do best-select, organize, answer reference questions, and

provide bibliographic instruction. Perhaps the most important thing I can do

today is share the story of our gopher

development and the issues we see confronting librarianship. Those of you aren't connected should come away encouraged-if Grace can do it, ANYONE can do it. Believe me. Those of you already "connected" may

discover policy issues which desperately need

your input. And I sincerely hope that the government agencies represented here today

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Proceedings - 1994 Federal Depository Conference

recognize the profound importance of their information efforts. So how did it all begin? Actually with a very common reference question: what was

the consumer price index last month? Back in 1986 I remember reading a short announcement about a new dial-in Economic

Bulletin Board available from the Commerce

Department. Aha! A way to answer that pesky reference question without waiting three months for the paper copy to arrive. Plus we

could pay the charges from our NTIS deposit account, by-passing normal electronic

selection procedures. Jean Loup, who was

head of the Documents Center and had just been appointed to the ARL's Task Force on Government Information in Electronic Format,

heartily agreed. So we subscribed and

accessed it, on a very random basis, from our documents reference desk.

It took John Price-Wilkin, who ultimately developed our library gopher, to popularize

the EBB. John had been an English teacher and a computer specialist at the TVA before

entering library school. Jean hired him in

1 986 as part of residency program for new, up-and-coming library school graduates, giving him a split appointment in both Maps and Documents. John enthusiastically downloaded a few selected files from the EBB,

magically placed them in the Documents

Center's computer account, promoted use to the economics faculty, and, when he had the audacity to actually take a vacation in Summer

1988, tutored me as his substitute. I was a SLOW learner and pestered him with

questions for days on end. John moved from the residency program

to a full-time position as the Graduate

Library's technology coordinator in 1988, where he developed our U-M LIBTEXT system and began teaching a larger staff the wonders

of electronic access. Cass Hartnett, whom

many of you know as the regional depository

librarian at Detroit Public, assumed John's

residency. Cass was also in love with computers, continued the EBB downloading,

and, unfortunately, took vacations. When

Cass left for the Public Health Library in 1990,

I sort-of-knew how to download and passed

the responsibility to a student assistant, who

sort-of-didn't know how to download but was

a nice guy. Throughout this period, roughly 1987-91, we only downloaded twelve files on a regular

basis and use of the EBB through the Documents Center's account was minimal. The heaviest user was a doctoral student who

insisted we download the Trade Opportunities

Program on a daily basis. The second break came in June 1991 as the result of another reference question-census data on Ann Arbor. The

Census Bureau had just released Summary

Tape File 1A for Michigan, it would be 4-6 months before the paper reports would arrive, and the data was surprisingly available on DIALOG. Figuring if John could download

EBB data to the Documents Center's account,

I could surely download DIALOG data, I obtained the instructions, downloaded Ann

Arbor and Detroit, and went merrily off to ALA in Atlanta.

Events moved rapidly over the next eight months. The Kellogg Foundation had funded

an M-LINK program, which brought University

Library reference service via computer to nine

public libraries or cooperatives in economically distressed areas within the state. Dick Hathaway, director of the project and a former documents librarian, agreed to transmit Census data to his service areas via the

Internet. Sue Davidsen, another former documents librarian, and I downloaded

eighty-five STF1A files and counted 2200 uses by October. In the meantime we also publicized our twelve EBB files via the

Internet, giving explicit instructions on

accessing the Documents Center account, ftp, opening files under DOS, and using Peeper, a program for viewing files over 80 characters in width.Word was simultaneously spreading about the University of Minnesota's gopher

software, John Price-Wilkin experimented with

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1994 Federal Depository Conference - Proceedings

a library gopher, and Abbie Basile, who had worked as a student in documents at SUNY-Buffalo, began downloading all new

EBB files on a daily basis in February 1992. I literally didn't know about it for another month.Much to everyone's regret, John left for the University of Virginia in June of 1992, but not before he had downloaded STF1A for 2000 places in Michigan and readied the ULIBRARY gopher for public announcement.

John's departure left a void filled a year

later by still another documents librarian, David Barber from the University of Oregon,

but in the interim the library staff was thrown on its own devices. We survived thanks to Lou Rosenfeld, a library school doctoral student and just about the only person thus far who had never worked in a government documents department.

During that year Sue Davidsen developed

the M-LINK gopher and assisted in reorganizing the ULIBRARY gopher by

subject; Abbie kept downloading the EBB; Tim

Prettyman of our Systems Office manipulated

the STF1A and 3A magnetic tapes for Michigan and spearheaded a complete dump

of both files for 2000 places in Michigan; Lou

instituted the Clearinghouse for Subject-Oriented Guides; my student staff typed 103rd Congress directories and committee assignments; I typed the same

information for the Michigan Legislature, retyped a LOCIS search guide given to us as a

pilot LOCIS library, and updated a guide to the various products of the 1990 Census. There was a great sigh of relief when

David came in July 1993 and Jan Zauha, our new resident in documents and electronics from the University of Iowa, came in August. Everyone had hoped to get back to his/her

original job description. But what we learned

instead was that during a year without a Graduate Library technology librarian all of our job descriptions had changed. Internet had become an integral part of our lives in terms of selection, organization and access.

reference and bibliographic instruction. The

issues are fascinating.

Selection While the ULIBRARY gopher was

originally a Graduate Library project, it has been adopted by the library system and is being run by a committee of interested gopher

users. The various subject clusters-Health

Sciences, Basic Science and Engineering, Fine

Arts, and Graduate Library-are responsible for developing their own sections. The subject

selectors within these clusters are currently being trained to develop their specific specialties-whether biology, diversity, government and politics, area studies, or

library studies. Ruth Riley, formerly of our Medical Library, is known nationally known

for her efforts.

Likely sources for identifying new

selections include LISTSERVS, Veronica

searches, some of the excellent guides posted on the Clearinghouse for Subject Oriented Guides-including those by Maggie

Parhamovich and Blake Gumprecht-and

investigating the gopher of a known specialist such as the University of Maryland, the

University of North Carolina, or the Library of Congress. We expect that selector involvement will vary according to interest and time. Some

selectors may create cap files and links; others may surf the Internet through a Veronica

search and then make recommendations to the

central maintenance person in the cluster. Our new central maintenance person in the Graduate Library is Sharon Herald, who

worked in the Documents Center several years

ago, while the keeper of the General

Reference section is John Brandt, who worked

in Documents at Emory. We are attempting to

identify those institutions around the country which excel in a particular subject area and

automatically add sections of their gophers to our own. For instance, we recently placed the

Library of Congress Marvel list of executive branch gophers under our own Federal

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Proceedings - 1994 Federal Depository Conference

executive branch menu rather than trying to make individual links to all of the executive gophers ourselves.

Selecting Internet material for a gopher is similar to selecting more traditional forms but

there are some interesting twists as well.

1. What is the quality of the material?

2. Is it documented? Jan Zauha

discovered a listing of SIC codes

through a Veronica search, but when we examined it, we noticed the list was partial and there was no

documentation or "About" file. We

excluded it from our gopher. There

are some EBB files without sufficient documentation, but we've made a judgment to accept them in toto because they're the only source

available.

3. How is it organized? Are there sub-menus? Is the material WAISIFIED? Headers every few

screens are enormously useful, especially for long files in ASCII format which a user would not normally download into a spreadsheet or data base management program. Jan uploaded

the Government Manual In December 1993 but didn't announce

it at the time because the files were

too long for reference purposes. Ultimately she wrote an "About" file explaining how to page through an

extensive segment, such as the Dept.

of Health and Human Services, to the next occurrence of a word or phrase, such as Social Security Administration.

4. What is the width of the material? Is

it the standard 80 characters or is it 140 characters, too wide for most

people to use.

5. Is it timely? The reason my two

student assistants typed the 103rd

Congress directory is that the only

gopherized directories were for the 102nd Congress. How often is it updated? Here I must confess great pain that we've only updated that directory twice. It needs to be done

quarterly. Does a date appear on

the material? It's very useful to have

a date at the beginning of a file rather than at the end or undated.

6. Will people use it? That's somewhat

related to timeliness but a tougher

call. Our STF1 A files for Michigan were used heavily when they were

the only source available. We

already had the STF3A CD-ROMs by

the time we gopherized the Michigan data. Yet there are still people who use them from the comfort of their own homes.

7. Is it the best source available? We

discovered that the ULIBRARY

gopher was pointing to Michigan

weather reports while GOPHER

BLUE had weather reports for the

entire country. And once you've finally selected the

perfect source and have breathed a sigh of

relief, you need to check the link every few

weeks. They change without notice. The best way for verifying the new link is telnetting to the original source gopher.

Where does one find time to do all of

this selection? When a librarian is faced with competing demands-selection, patrons beating

down the doors, telephones ringing off the hook, staff crises, and administrative requests-he or she responds to those which

speak audible English. I've had great difficulty finding time for gopher maintenance over the

past nine months but spent a productive six hours in March when the saint typing the text

for my tax exhibit caught the flu and I had to suspend all cutting and pasting activities.

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1994 Federal Depository Conference - Proceedings

Organization The University of Michigan campus had

about fifteen separate gopher systems at last check. ULIBRARY was developed in tandem

with those systems but given the freedom to construct its own organization. We chose a

subject approach with 12 separate headings in the main menu. We have made every effort to make our headings understandable to the

first-time user. Some people have asked me where our government information is located. The vast majority is under Social Sciences/Politics and Government, with sections on Federal, state and local, and international sources. Yet there

is government information in just about every

subject area of the gopher. The EBB is under

Economics, the NIH gopher is featured under

Health Sciences, zip codes are under General

Reference, and the Census has its own. Often you will find multiple entries for the same

source. For instance, the Census Bureau gopher is available under Census but also under U.S. Government Resources: Executive Branch.

Establishing gopher menus is tricky, a balancing act between logical subject

classifications and placing the material so deep that it is buried. For instance, the Health

Security Act is under Social Sciences/Government and Politics/Executive BranchA/Vhite House Information/Domestic

Policy/Health. The rule-of-thumb is 10-12

entries under a menu, or a 3/4 screen, before you make submenus. In some cases you may

want to highlight a special subfile. While the

U.S. Industrial Outlook is under the Economic

Bulletin Board, jan also made it a separate menu under Economics. WAISIFYING the menu and submenu headings is an alternative strategy for resolving the "deep gopher"

problem.

AccessThe gopher can be accessed through any MICHNET node within the state and any campus workstation. The Graduate Library had hoped for an array of dedicated gopher

workstations, but, due to an overload on our NOTIS workstations, has only one workstation

near the Information Center. Documents

Center staff toggle our NOTIS workstations to ULIBRARY on need or request. The MERIT/MICHNET node to Internet has been a very open system, but network

officials have expressed considerable concern

over security issues. Last year we were asked

to eliminate the mail option on ULIBRARY,

though there is now a more direct downloading option. We were recently asked

to require U-M authentication on our gopher

before telnetting to another site. Theoretically

this means that someone in Arizona could gopher to our gopher and then telnet to LOCIS but could not telnet to LOCIS if they accessed our gopher by telnetting to hermes.merit.edu. We would appreciate feedback from the government documents community about the new system.

Reference The Documents Center may have been

the most prominent unit in the library system

to integrate the gopher into reference service,

in part because we created many of the files and knew what was there. Rose Coad

includes the gopher in student assistant

training, and we have a desk book where we

keep Maggie's and Blake's bibliographies. Timely files, such as Presidential press

releases, EBB, and LOCIS, receive the heaviest

on-site use. While gophers as well as an array of government and commercial electronic tools have not affected overall Documents Center

use, the number of extended reference

questions, questions over five minutes, has

risen. We perceive that the average length of

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Proceedings - 1994 Federal Depository Conference

those questions has jumped from 15 to 30 or 40 minutes. The number of e-mail questions we

receive from remote users of our gopher files has come as a complete shock. I only had ten

after my three-week trip to China. I had been

listed as the subject contact in our EBB

"About" file, so there were questions from

Finland about wine gallons, from France about

the British/French exchange rate in 1993, and

from New York about historical stock market

data. My name is attached to the Congressional directory, so a student in Freiburg asked for a biography of an American Congressman he was meeting in Florence for dinner. And a University of Michigan student

in Jerusalem was hunting for English language

sources on American-Israeli relations. My policy in the past has been to limit reference research for remote users to 20

minutes, give a precise answer or at least outline a research strategy if I can, and, if I can't, to provide a good referral to a local library or local documents librarian, replete with name and phone number.

That was possible when there were only two or three reference questions per week. The number had risen to eight per week in February, including questions from ten undergraduates at the University of Missouri. At 20 minutes per question, that's an

additional 2-1/2 hours of desk time per week,

jan's name replaced mine as the EBB contact two months ago, and we're both trying to develop a policy which will meet our

responsibilities as Internet information

providers but give priority to our immediate

clientele. As libraries move from on-site to remote

use, there is a great need to document what we are doing. Our Systems Office counted 460,318 gopher uses in February. Should this be equated with library exit or entrance

counts? The Economic Bulletin Board was

used 13,334 times over the same period. Should the figure be equated with reshelving counts? A staff committee is looking at these

issues, and I'm sure you will see a change in the Association of Research Libraries statistical package sometime in the future.

Instruction The University of Michigan is a wired

world. Both the President of the University and the Dean of the Library School are engineers by profession. The Institute for Technology Development has held numerous

Internet fairs and demonstrations for the campus at large, and library staff have

participated in those efforts. The Graduate

Library holds technology fairs once or twice

per year, and the gopher is always a big draw. Whenever I give a class lecture these days, I assume people know how to use the gopher and simply focus on the gopherized material

related to their particular assignment. That could be a faulty assumption. Some

people come to campus without any computer

experience. Others have a little experience, assume they can use any system, by-pass

training sessions, and never learn the

intricacies of NOTIS keyword searching. Some know a few systems well, but not the one you're trying to demonstrate. There are times when I've tried to cover five different software packages as well as print sources in a two-hour presentation. And we poor documents librarians need to know about 30

different software packages to do our basic

jobs. Is that truncation symbol a question mark, asterisk, an exclamation point, or is it automatic?

I see a combination solution to the problem.

1. Dedicated, hands-on sessions for small groups on a particular software package and Boolean logic.

2. Subject-oriented lectures which

discuss the various electronic sources

in relation to other information sources and invite the user to make

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799^ Federal Depository Conference - Proceedings

an appointment for individualized

instruction.

3. Lobbying the software producers for clear on-screen instructions. These

days most people just sit down at workstations and hope for the best.

4. The creation of clear written

instructions which outline all of the

steps in a search. It's easy to forget a step or two when you're familiar with a system, so it's important to have a novice try your guide. Admittedly, I seldom practice what I preach, but I was able to teach the EXTRACT software to our student

staff with a written tutorial.

FutureWhat does the future hold? None of us knows for sure. In all probably, we WILL see

the development of the information superhighway. More and more people will be connected but the information poor will remain and alternative means will be sought

for meeting their needs. Policies will be developed for libraries truly without walls. Software will be standardized to a certain extent and clear on-screen helps provided. The role of the government and depository

libraries in Internet dissemination will be debated on the floor of Congress, in GODORT, and by the Depository Library Council, cost and free enterprise the perennial

issues. Gopher will be replaced, at least in part, by MOSAIC and MOSAIC by another system and yet another system. Somehow we

will find a means to archive the information being disseminated on gophers in 1994 to a completely new system developed in the year 2034.

You and I as documents librarians, together with all levels of government and

private enterprise, have a shared opportunity

to make a unique contribution to the future, whether it is developing a new information system or simply trying to answer a reference

question, whether it is spending twenty hours

per week or six hours per year. There is a

role for each of us. Together we can advance

public access to government information into the 21st Century and hopefully, in the

process, create a more livable world.

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Proceedings - 1994 Federal Depository Conference

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1994 Federal Depository Conference - Proceedings

Future of the Public Library in tlie

Federal Depository Library Program

Gail Snider

County of Los Angeles Public Library Los Angeles, CA

I am Gail Snider, Government Documents Librarian at the Angelo M.

lacoboni Public Library in the City of Lakewood, CA, part of the Los Angeles

County Public Library System. I was asked to give my ideas on the future of the public

library in the Federal Depository System. Let me first give a little description of my library system and my background. The County system is now made up of 82

libraries, divided into four regions, some of the libraries very small, some middle-sized, some as large as mine, in the J 25, 000 + volume size. A year ago, before the last budget cut, there were 94 libraries in our

system. In this July, after what appears to be

the next round of budget cuts, we may lose another 40 to 49 libraries and 150 FTE of staff.

In this year, we are consolidating from 12 depository collections to 9. My collection is an 18% depository, housing 264,000 pieces. Each depository has a full-time documents

librarian, and a full-time assistant-both divide

their time with other duties. The librarian will spend 3 to 4 hours daily on the reference desk

for example. We also use volunteer and other

clerical help when it is available.

This year we are examining each item

selected, trying to decide what we really need and how the 9 depositories should help each

other. We are doing this because GPO has been asking libraries to examine what they

receive, because our own budgetary problems

could mean less staff to process and use documents, and because the county is subscribing to a database extraction service which will give us cataloging for all our

depository items starting this summer. All depository items will be cataloged and records

available much faster than they are now. Our library is open 28 hours per week,

because of budget cuts, and in February, latest

statistics available, we circulated 34,000 items

that month, making us the second-busiest

library in the Los Angeles County Library System.

Public libraries can have as large and as

bright a future in the depository system as they want, and it is not particularly a question

of money, but of attitude. How the depository

collection is viewed by the administration as well as the documents librarian in each public

library, and how seriously GPO and its client Federal agencies take our role in providing

information to the public. Under law, we are the first line of access to government

information for the voting public. We have to be excited about the information we are providing. It is our

responsibility to spread this excitement to our

staff and community. Not always easy. But it is the only way we will get the type of community support that will make us hard to ignore by politicians who control the money

that supports us.

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I want the whole library to work

efficiently for the patron and staff. Our

library, like so many others, is fighting for its existence and at the same time is busier than

it has ever been. There should be no way on earth that the public would allow something that statistics show is so very important to them to be taken away.My main responsibility as a documents

librarian is to be a conduit to the rest of the

library staff-for information on new

documents (anything that will help us do

reference) and for training in new

technologies-this last responsibility will grow

in the coming years. The problem we public libraries have

right now is cost. The manpower and time needed to learn to use databases that do not have clear explanations or any technical support. We do not have the monies needed

to purchase more sophisticated equipment

each time an agency figures out how to put necessary data into yet more intricate software without regard for who potential users might

be. We don't even have funds to buy new

editions of the books we use.

I am absolutely in favor of highly

futuristic equipment and developing powerful

information systems, but I do not like it done

in an elitist way when I am not a member of

that group-l want to be included, too. While I am asked to describe who I serve

in greater detail to help agencies tailor their information, I want the technology we use to be as up-to-date as possible. The information we carry also needs to be very timely. Now, we have to use the qualifier, "This is probably

out-of-date" on many paper sources we hand

the patron. As the information age unfolds, our

public will demand that we be technologically

current. Every librarian receiving a new piece

of data on a CD-ROM goes through some type

of learning curve mastering all the information

on that disk. Every librarian lucky enough to receive new equipment to handle more

sophisticated data has an even steeper

learning curve. Economies of scale dictate a centralized

training system and centralized purchasing and distribution of equipment. Leaving self- education in the hands of each of the

depositories leads to great gulfs in knowledge

and in service to the patron. If we want the public supplied with all the information they can possibly have, regardless of who or where

they are, document librarians are going to have to receive uniform training.

If equipment and software were

distributed through central purchasing at a

Federal discount, the cost of upgrading would

not be as great. A lot of time and money is probably wasted when librarians buy

equipment that isn't quite right. Central purchasing and distribution, regional training with adequate documentation, and toll-free hot lines would help tremendously.

In some regions parts of these issues are a

reality, but not everywhere. I do think everything I have suggested will come into being. Our economy is changing-down

scaling significantly. There will be fewer people with regular jobs-more people will be

self-employed and in need of statistics and

other data that in the past only a few large companies used. Every segment of our society

is going to demand equal access to Federal

information. The collection and manipulation of that information was paid for by taxpayers and

through various taxpayer and professional organizations, the battle will be won to have

the Federal Government provide equal access

to all. Small businesses will not be able to pay taxes and a consultant to give them the information those taxes produced.

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1994 Federal Depository Conference - Proceedings

but the key is equal access-a reason to be

literate. Where will GPO be? This agency has been very efficient with what it has to work

with. Although a lot of people, myself

included, want change, the system isn't broken. 99 per cent of the agencies that have been represented at this conference do

understand what we need and are working

towards the same goals we are. The system isn't broke, just in need of the type of dialogue we are sharing to get to the next century. What we are discussing now is vitally important and needed changes can be

started now while events are still manageable. As we heard this morning, legislation is in place to start providing funding for the

libraries of the future. Our dialogue will help

us get the power to decide what future

libraries will be like. Documents librarians are in the forefront of the new technology. I am excited to be a documents librarian at this time. I consider it my good fortune to be able

to be part of this great group. Whatever happens will be all the better because we are able to meet and share openly. All the debate and discussion that has gone on in the past year may seem endless because nothing has been decided, but the

incredible changes we have seen just in the

past year would have probably made any

decisions out-of-date. What we will end up

with is a process that will help us evolve as

libraries start to change all the time.

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1994 Federal Depository Conference - Proceedings

Future of the Public Library in the Federal

Depository Library Program

Robert Williams

Anchorage Municipal Libraries Ancliorage, AK

Hi. My name is Robert Williams and I am from Anchorage, Alaska. Gail Snider and

Cassandra Hartnett have already covered many of the topics that I had wanted to include in my presentation, so it's once again

clear that there are many ways in which

public libraries are the same no matter what

the size of the library is. However, there are some major differences between the libraries

in urban or rural areas and libraries which may be small but which provide certain

library services on a regional or even

statewide basis. These are differences which 1 feel the GPO and other governmental

agencies should be aware of so that they can

better understand our limitations and our

capabilities and can work with us to accomplish our mutual goals.

Since I am most familiar with libraries in Alaska and the Pacific Northwest, I will provide some examples of "then and now"

which illustrate just how far that we have come and how far some of us have to go

before getting a vehicle or a license to drive on the Information Superhighway.

My library, the Z.j. Loussac Public

Library, collects approximately 14% of what is available through the Depository Library Program. We are the second largest documents depository in south central Alaska. The largest depository in the area, the

University of Alaska, Anchorage Consortium

Library, selects only 30% of what is available. The University of Alaska, Fairbanks selects

more than 65% of the documents offered and

they have been collecting documents for at least thirty years longer than have the Anchorage libraries. Fairbanks is 360 miles from Anchorage. If we were to receive a

request for a document that we did not have and if we lived almost anywhere east of the

Mississippi, we could simply refer the patron

to another library which would be usually be no more than one or two hours away by car, bus, or subway. This is not the situation in much of the Western United States.

Libraries which serve relative small populations located in large geographic

regions have always had to develop

innovative ways in which to deliver information to the public. As an example, some small to medium sized public libraries

in Alaska have the responsibility to provide

interlibrary loan and reference support

services to libraries in geographic areas almost

as large as the State of Texas. Our capital city of Juneau is accessible only by air or by sea and is located more than 640 air miles from

Fairbanks, the major urban center for Northern and Interior Alaska. Alaska developed possibly the first electronic interlibrary network in 1970 when

innovative librarians decided that a state which was as information resource poor as Alaska simply had to find a way to share

resources in a faster and more effective way. The Alaska State Library, University of Alaska, and the community college libraries were

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linked via Telex which transmitted at the rate of 66 words per minute. While this was a slow transmission rate, it was much faster than

trying to communicate via the U.S. mail or even the telephone system which, at that time, was so overloaded with oil boomer

communications that it was commonplace to hear two or three other parties' conversations on your so called "private line." We used to say that it took a three day phone call for people from Fairbanks just to contact anyone

in Juneau. As recently as ten years ago, people in the more rural areas around

Fairbanks used to communicate with each

other by sending post cards to a radio disk jockey in Fairbanks who then read the cards on a program called the Mukluk Telegraph. Times have changed. Telecommunications services have improved dramatically in the past few years, although there are still problems with satellite alignments, noise on

the telephone lines, etc. 9600 baud communication may be commonplace in urban areas but 1200-2400 baud communications is more commonplace in more rural areas. Although some of us have

great distances between our cities and towns and villages, new technologies have made it possible for almost eighty per cent of Alaskans

to be able to communicate and to access information on the State Library Electronic Doorway (SLED). Thanks mainly to the cooperative efforts of the Alaska State Library and the University

of Alaska libraries which are jointly supplying

the initial funding and expertise, Alaskans can

dial into the SLED which will provide them

with a menu of more than twenty computer

addresses. These include ALECSYS (Alaska

Legislative Computer System), LC MARVEL,

CARL Uncover, WLN/Easy Access, ERIC and

the Catalog of Federal Domestic Assistance. FedWorld was included initially but had to be removed after it was discovered that the reason for poor access was due to only sixteen

ports being available to serve the entire nation. We plan to add Federal and State databases as they become available and as demand warrants. All this was made possible

due to the efforts of some very talented and

dedicated people and the relatively small cost

of approximately $100,000.

Librarians are very excited about the

incredible possibilities which now exist for information retrieval and delivery. Many of us look forward to the day when we can locate a requested document on an agency database, download it and give it to the patron.

All this sounds wonderful. It is wonderful. It can also be very frustrating and

is causing us great concern as to how we can

protect our patrons' privacy and how we can

supply enough public computer terminals and

train staff and public. Though we say that this service is available to almost eighty percent of Alaskans; most of us shudder to think of what would happen if even one quarter of that number would attempt to use this system. There is only one public computer workstation

available in my library which is the largest public library in the state. Also, there are fewer than twenty ports available on both the gateway and the host computers so there are numerous access problems to overcome. A point of utmost concern is that some of

us are having more and more difficulty not only purchasing equipment and software but

also in keeping up with the proliferation of

electronic communication systems. There are days when I feel that I could easily spend all day just reading and responding to the mail messages that I receive on the four electronic mail systems which have become necessary

tools to use in my job. Other job duties are neglected as a result of trying to keep

informed about the latest developments in my

field.As has been noted, the documents

librarians in smaller depositories are often responsible for many duties other than just serving as a contact/manager/administrator for the documents depository. As an example,

though my working title is Business and Documents Librarian, I also am the only

patent and trademarks librarian in the State of Alaska so I provide formal and informal patent

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1994 Federal Depository Conference - Proceedings

and trademark training and search assistance

to librarians, inventors, students and the general public. Other job duties include up to twenty hours per week on the reference desk and collection development and maintenance

responsibilities for our library system's

business, economics, and sports materials. I have approximately twenty hours per week

documents clerical assistance.

1 tell you this not to impress you with all that I do. I know that many of you have much more demanding jobs than I have. I tell you this because I want to convey to everyone

here that I think that most of us are doing just about all we can do unless more assistance is forthcoming from local, state and Federal

sources. The delivery of electronic information has placed a tremendous burden on depository

libraries. We know that the GPO has also had large budget reductions and is not

currently in a good position to assist the depository libraries with training and

equipment, but these things are needed

desperately if depositories are to be able to make this information available to the public. Depository libraries are very concerned that depositories are being asked to absorb a disproportionate share of the costs for making

public information available to the public. The costs have shifted rather dramatically from what was roughly an equal partnership between depositories and the GPO to a relationship where depositories are being asked to handle more and more of the costs. The agencies can sometimes save millions of

dollars by providing the information in electronic formats. This looks like a great savings for the agency and for the taxpayers. However, the agency savings do not

necessarily translate into real savings for the public since depositories must spend

thousands of dollars on equipment, software, telecommunications and training in order to make this information available to the public.

In many instances, we are the people who are bringing the masses into the electronic age. Most libraries are doing this at the expense of more traditional library programs. We

desperately need assistance, particularly during this transitionary period as we switch from print and film media to electronic information delivery.

It should be noted for posterity that

librarians at last year's conference called to the attention of the USGS spokesman the fact that not all depositories needed or wanted the

entire set of the USGS Orthophotoquad CD-ROMs. Librariins also made the point

that most depositories lacked the funds for software and the equipment needed to fully extract the information contained on the files. As a result of this communication, the USGS

changed its distribution plans. The total cost

of the distribution will now be less than $75,000 compared to the $4,000,000 which was originally budgeted for the program. I believe that similar cost savings could be

realized by other agencies if they would work

more closely with the GPO and be made

aware of the necessity to include the GPO

and its depositories in their information

distribution plans. It is too bad that some of those cost savings could not have been shared

with the Depository Library Programs Office and depository libraries. Though public libraries sometimes have

different missions and serve different constituencies than other depository libraries, the GPO or other Federal agencies serve, we

ail share the common goal of providing the

best possible information services to our

respective publics. If given an opportunity to be a part of the team, librarians can provide

invaluable assistance in the design of the National Information Infrastructure. After all, we have rather creative and innovative people

in our midst. Perhaps no other group has more experience with making do with less. It will be challenging but it will also be

interesting and exciting.

I want to thank the GPO and, in particular, Robin Haun-Mohamed for giving me the opportunity to share these thoughts

with you. I'm looking forward to returning to

this forum next year and hearing about the

progress that has been made.

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1994 Federal Depository Conference - Proceedings

Communicating Depository Needs to Library

Administration

Kandace Rogers

University of Kentucl<y Libraries Lexington, KY

Greetings from Kentucky. I am Kandace

Rogers and I am from the University of Kentucky, which is a regional library. UK became a selective depository in 1907 and was designated Kentucky's only

regional in 1967. Our department, until just recently, has been just the Government

Publications and Maps Department. However, in January of this year we were merged with the general reference department,

becoming RIS - the Research & Information

Services Department. The catalyst for this merger is anticipating a new library building, expected to open in the fall of 1998. The

actual physical portion of this merger is not

slated to take place until fall of this year. However, we are already planning and

beginning cross training for both the government publications and general reference staff. 1994 is an exciting time to be

in government information at the University of Kentucky.

I was asked today, as a representative from the University of Kentucky, to share with you a few suggestions for better communication with your library administration. Because I have only been in this department for a couple of years, I am

conveying the strategies used by the more

experienced depository librarians in the Government Publications Department at the University of Kentucky.

At UK, we consider the most important

accomplishment to be the establishment of a

trust relationship between the administration and the department. The combination of a

staff and collection that the administration is confident in, has been invaluable as we've

had to ask for more staff and equipment. We

offer the following as suggestions to begin

cultivating this trust:

1) By being professionally active, by

demonstrating a commitment to the depository program, and by

communicating back to the administration any feedback or comments received from other depository libraries and contacts within the depository community.

2) By demonstrating to not only the

administration, but also the entire

library community, a commitment to the Depository Library Program.

3) By ensuring that any request for extra funds, equipment, etc. is reasonable,

but also developing an alternate

request, to be kept in reserve in case

the first option cannot be supported.

Also, whenever possible, use

depository responsibilities and

instructions, such as inspections and/or minimum technical guidelines

for PC's, as justification for requests.

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Each depository collection is an important part of any library, and hopefully this will be

recognized by your library administration. Nothing happens overnight, but commitment,

dedication, and well-researched requests will usually be rewarded with results.

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Proselytization of a Library Director, or

Communicating Depository Needs to Library

Administration

Sharon Tucker

]ersey City Public Library jersey City, N]

Have you ever been the object of someone's proselytization campaign or effort? When someone tries to convert you from your

belief or faith to theirs, how do they go about

it? They believe totally in their ultimate goal or end. They know precisely which

techniques to use, and how to go about

persuading you. Most of all, they are totally committed to achieving their goal-your

conversion. They will, if they are wise, behave

courteously and in a professional manner,

using the gentle art of persuasion. They have

a positive image, and operate from a position

of power, while prioritizing their requisites. They unendingly promote their beliefs, and

they persist and persevere, never allowing

discouragement or despair to dissuade them

from their ultimate goal.

I would like to suggest using a similar approach with that same religious fervor in communicating your depository needs to your

director or administration, and thus convert

their beliefs to your belief-that your Documents Department is a worthy and

valuable depository whose needs must be met

in order to provide full public access to its patrons. Before expounding on these six basic

principles to be used in proselytizing or persuading your library administration, I just want to mention that while I was honored

when asked to speak at this Depository

Conference, I was also amused. I had thought

of attending this presentation as an attendee, not as a presenter. So instead of receiving advice on "Communicating Your Depository Needs to the Administration," I am giving

advice.

I do think that I can offer very practical suggestions from my past and present

experiences. Hopefully, I will be able to offer some hope and insight to those who are in similar circumstances.

I'll start by giving you some background

information on jersey City Public Library and

on the community it serves, jersey City Public

Library is an old (organized in 1899), large urban library with holdings of over 700,000

books and a budget of 4.8 million dollars. The primary service area of the library is Jersey City, the seat of Hudson County

government and the second largest municipality in New jersey with a 1990

population count of 228,537, a 2.2% rise from

the 1980 enumeration of 223,532. The library traditionally has extended its services throughout Hudson County, which numbers

556,999.

For over 150 years jersey City, as well as the remainder of Hudson County, has been a magnet for immigrants, and that role continues

unabated, jersey City is a multi-cultural and

multi-racial community. Jersey City's minority

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population grew substantially from 1980 to 1990, and has become more diverse. The city has witnessed a significant rise in the number

of new residents who have been born and

raised in the Middle East, the Philippines,

India, Korea, Vietnam, the Caribbean, and

Central and South America.

Jersey City's Hispanic population

increased 33% over the past decade. The

1990 census figures show that the number of persons of Spanish origin has grown to 55,395

in Jersey City (183,465 in Hudson County). The Asian population has had the largest increase with a 164% increase over the past decade. This includes Filipino, Asian-Indian, Chinese, Korean, Vietnamese, and Japanese. The number of Asian and Pacific Islanders now stands at 25,959 in Jersey City (36,777 in Hudson County). The 1990 Census figures also reveal that blacks/African-Americans continue to be the

city's largest racial minority group totaling 68,068 or approximately 30% of the city's

total population. As you can see, Jersey City Public Library must meet very diverse informational needs

while it is beset with all the problems of an

antiquated building (falling walls, lack of space, flooding), and constant budgetary

constraints. Despite numerous problems I have managed to persuade my library administration to make major improvements in the Documents Department. In fact, Jersey City Public Library not only avoided

probation, but passed its last depository

inspection (November 19, 1993) triumphantly.

In the past year we received an unrestricted phone line, an older (but adequate) computer

for our shelflist, two new microfiche cabinets, a new microfiche reader-printer, extra part- time help, and cataloging of our documents (at least a beginning). The first positive change was that I was

allowed to resume my full-time job as unit

head of the U.S. Government Documents

Department (no longer covering the General

Reference Department more than half my

work time). When I go back to my job next week I will finally be receiving a new 486

computer with CD-ROM drive capability! At

last I'll be able to use all those NTDB, NESE, and TIGER/Line CD-ROMs.

So now I would like to share with you

what I did incorrectly in the past, and what

positive actions this past year and a half have tremendously improved my Department's

situation. Following these six basic principles should help immensely in converting your

library administration's attitude toward your

department. Let me remind you of them

again. To make it easier to remember them,

they are the six "P" principles of

proselytization: Professionalism, Positive Image emanating from a position of Power,

Promotion, Priorities, Persistence, and

Perseverance.

Professionalism

"Characterized by or conforming to the

technical or ethical standards of a profession; manifesting fine artistry or workmanship based on sound knowledge and conscientiousness;

reflecting the results of education, training and

experience (courtesy)." (Webster's Third New

International Dictionary)

I thought that the qualities of professionalism would not have to be stressed

to librarians, but unfortunately I have noticed

that in some cases these characteristics do

have to be reinforced. They include simple

matters, such as answering questions

promptly, and returning phone calls. (Many

times this is not done, and people truly appreciate having their calls returned).

Treat all patrons (including staff and

administration) courteously and with respect. (You may even be dealing with an unknown

board member, councilman, friend of your

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director, or a new director)! Always extend

yourself for your patrons, and provide referrals when necessary. Following these (and other) principles of common sense will reap many rewards. Displaying this professionalism will foster respect for yourself and your department, and

establish good rapport with your

director/administration. (I know that it made a good impression with my new director). Without respect or rapport you will find it extremely difficult to get anything.

Positive Image Emanating from a Position of PowerYou must have a positive image (not negative) of yourself and your department. You will embrace this image when you realize how powerful your department really is. Many times Documents Departments are looked down upon or are completely

overlooked. They get all or most of their documents free. People take "free" things for granted, and they don't appreciate their value

or worth. This includes library directors and

administration.

For years I had a negative image of my

department and was completely resigned to a

feeling of powerlessness. My immediate

predecessor had always stated that the Documents Department was treated like a poor, unwanted stepchild or orphan. I had to change my attitude, and develop a positive image for myself, and my department and

staff. If I didn't, I would have lost the department and depository status. We were told by a previous Depository

Inspector that jersey City Public Library had a depository collection "worth a million

dollars." And we do. Jersey City Public

Library has been a depository library since 1879, and we have a large collection of old, and sometimes rare. Federal documents. For example, we have the Congressional Record

since 1873, and the United States Statutes at Large from volume 1. We also have a fabulous collection of current material, including the NTDB, NESE, and TIGER/Line on CD-ROM. Thus, we have

an invaluable collection of Federal documents.

As a depository, we serve a very large and diverse population. The depository

collection at Jersey City Public Library serves

to meet the Federal information needs for people of the 13th U.S. Congressional District for the State of New Jersey. Depository

patrons include members of the local business community, high school and college students, employees of the local service agencies, and

people of the ethnically diverse community

with general information needs. Thus, we

have a large and important community of patrons with information needs, and we

provide public access to a wealth of government information. We also have the legal force of Title 44

U.S.C. behind us. Public access is guaranteed by law. The library administration must be reminded of its legal responsibilities

as a participant in the Depository program. We are lucky to have the support and encouragement of the staff of the Library Programs Service of the U.S. Government

Printing Office. Just show your administration

the guidelines and standards, which are in the

Federal Depository Library Manual. We also have the support of our network

of other depositories, especially our Regional

Depository.

We also have the threat of our regular depository inspections. Most Documents Departments also have

hard-working, dedicated, and conscientious

staffs. This is the case at Jersey City Public

Library. They were totally committed to not only passing our last inspection, but to passing

it triumphantly.

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Thus, you can see that we all have

powerful Departments with valuable

collections, patrons, staff, and support networks. Change your attitude, and the

library administration will change theirs.

Promotion , Once you have developed a positive image emanating from a position of power, you are ready to promote your fantastic collection. Even if it is not your style, you

must be assertive in promoting your

department. It had never been my style to promote the Documents Department. It had

also never been a priority in the Jersey City Public Library to engage in public relations. That has changed in the past year. Become your own public relations firm. Also look for support from your library's publicity division. Promote to your director,

staff, branches, other libraries, and to your

public and community. Promote to your director/administration by routing appropriate and relevant documents to their attention. Also route important copies of Administrative Notes to them to keep them abreast of changes and

current events in the Depository Program of GPO.

Promote your diverse and invaluable

collection to staff in other departments and/or

branches. Also route appropriate documents

to staff in branches and other departments. It is also important to conduct workshops or

orientations for branches, etc. to make them

aware of all that the Documents Department

has to offer. Promotion to one of the other departments in my library resulted in the Documents Department receiving a computer

from a local business. (One of my colleagues

in the New Jersey Room, who valued the Depository collection, relayed the Documents

Department's need of a computer for

shelflisting.)

Always promote your department to your

public and your community. There are many

ways you can do this. Follow some of the many suggestions in the Federal Depository

Library Manual.

Besides regular window displays, I have conducted workshops for both the public and

staff. These workshops are always advertised

in the newspapers.

Recently Jersey City Public Library has been doing more public relations than ever

before. Press releases are now done on a

regular basis. There were press releases both

for our recent successful inspection and for my presentation at this Federal Depository

Conference. One is soon to be released on

the formation of the Hudson County Federal Documents Network, which was recently formed by the Jersey City Public Library, Jersey City State College Library, and Bayonne

Public Library. This cooperative network will also help to promote all three depositories.

I have also started to publish a newsletter

entitled "News and Information about U.S. Government Publications." The first one

included a user survey, which will be featured

periodically. The newsletter has been well received by the public, who look forward to expressing their opinions on their information

needs. At the same time, they are discovering what resources are available at their local depository. These are only some of the suggestions

for promotion of your depository. Just remember to be assertive, not passive. Don't keep your department a hidden treasure. Advertise it. In the long run, it pays to

advertise. An important caveat regarding promotion

of your documents collection. Never promote

your department at the expense of any other department or the library as a whole. Stress how aiding your department enhances other departments, and the entire library system.

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Priorities When approaching your library director or administration about your department's

needs, establish priorities. Ask for those

things which meet certain criteria. Analyze

your collection thoroughly. (Do a zero-based

item number review). They should be the most cost effective. They should provide the most public access, thereby increasing circulation. This will then provide the most use of your valuable

collection and resources.

For example, I needed the microfiche

cabinets and microfiche reader-printer because

of my large collection of hearings (most of which are on fiche). I also chose a subscription to Taylor's Federal Research

Service over several expensive books because

of their telephone information service. I can

get much more current information and copies

of current laws, etc. from this type of service. When you do receive some of your needs

from your library director/administration, always remember to thank them for all their encouragement and support repeatedly.

Perseverance-"To continue in some

effort, in spite of difficulty; patient effort over

a long period". (Webster's New World

Dictionary, 2nd college ed.)

I had to persevere for seven years before I finally got some results, but it was worth it. Don't allow discouragement and despair to dissuade you from your ultimate goal. If you

don't succeed at first, try again. If there is a new person in the administration, bring your

request to them. They may grant it. Even if the same person is still there, approach them

again at a later time. They may be in a

different frame of mind, and ready to accept your idea now. Refuse to give up hope.

I am still in the process of using these techniques myself. But I can already see

positive results. If you use these six "P" principles on your library administration, I am

sure that you will reap some of the same

rewards.

Persistence "To refuse to give up, especially when

faced with opposition or difficulty; to continue

insistently, as in repeating." (Webster's New

World Dictionary, 2nd college ed.) When you have a particular need, write memos constantly-daily, weekly, or monthly.

Call and ask for a five or ten minute meeting

to discuss an idea. Do this often. Route

Administrative Notes which deal with

technical or electronic requisites. Never give

up. If you call or write constantly, they will give you something just to get you off their backs for awhile.

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1994 Federal Depository Conference - Proceedings

Communicating Depository Needs to Library

Administration

Anne Watts

St. Louis Public Library

St. Louis, MO

Twelve Step Program for Successful Communication

With Your Library Administration: The 90's Approach

Step 1: Pick the right boss!

Step 2: Develop a vision for your department or project. Be certain

that it is within your institutional mission.

Step 3: Educate your administration on an ongoing basis about your government information

collection.

Step 4: Be aggressive, passionate and POSITIVE about your requests.

Step 5: Develop partnerships both inside and outside your organization. Leverage, broker, trade, swap and

learn from others around you.

Step 6: Be prepared and willing to share what you know!

Step 7: Know how your library system

works. Understand the budgeting

process. Understand how

information is shared within your

organization. Be political.

Step 8: Develop creative suggestions and

solutions to problems. Develop a

track record. Demonstrate

success with small projects.

Step 9: Be prepared. Have draft proposals ready or lists of

materials or equipment that you would order, if resources were

available.

Step 10: Present your request attractively and clearly.

Step 1 1: Develop a geological sense of time. Be willing to wait. While

waiting, be a pest, continue to plan and refine your request.

Step 12: Maintain your professional

credibility. If your needs change

or if another effort has a higher

priority than your project, be

willing to support the other effort

until resources can be channelled

in your direction.

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7994 Federal Depository Conference - Proceedings

Marketing Business Resources

John Autio

Anderson Public Library Anderson, IN

Introductory Remarks

April 13, 1994. The phone rings in the reference department of the Anderson Public

Library and the following transaction occurs: "What is the definition of Purgatory?" "Why, working in a public library during

tax season of course." The topic of this session is marketing

business resources. However, before proceeding any further, a working definition of

this term should be provided. I have found

the following to be useful: "Marketing is not advertising, but rather it is determining needs and than meeting

them." Keep this in mind throughout this presentation. This determining and meeting of needs is always implicit in every action described, even if it appears I am speaking of advertising and publicity.

Our Emphasis

Collection development in the area of business leans heavily toward the potential businessperson at Anderson Public Library. The depository collection contains a great deal of material which is most suitable for persons interested in starting a business, as well as for those who are already well

established. The following items are highlighted and noted as being among the most useful items we receive: The General Census County Business Patterns SBA Publications OSHA CD

NTDB/NESE CD-ROMs

Thus within the overall plan of collection development, government publications play a prominent role.

Points of Contact

It is an unfortunate fact that many people do not consider the public library as a source

of information (gasp!) to help them in their quest to establish a business.

It is therefore necessary for the library to establish a relationship with those entities which individuals are likely to approach for the information they need.

Establishment of this relationship serves a twofold purpose, the first being to reach those persons who are not coming into the library; and the second, to determine the needs of the business community and entrepreneurs. Determining needs is the key to serving your target audience. After all, without knowing these needs it is impossible to develop a collection to meet them!

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Some local agencies to contact are:

• The Chamber of Commerce

• The SCORE Chapter

• Small Business Development Center

• Any College or University

• Business Associations or clubs

• Your Congressperson's office Each of these agencies will be able to tell you what the informational needs of their clients are and you wUI also learn what the

library must do to reach them. As a depository library, the relationship with the Congressional office is a very important one.

For a public library this office is often the primary contact point for potential patrons in the Congressional district which you must

serve as well as the narrower library district you are in.

Getting the Word Out

Publicizing your services is the second,

but often simultaneous, step in marketing your

business library.

It often happens while you are making

the contacts previously discussed.

Printed materials in the form of brochures

are useful. These may be distributed to contact agencies, put in display areas at the

library and used in creating information packets for interested individuals. A business card is also a nice touch. A monthly annotated bibliography of new

or important items is also useful. This can be

a means of reaching existing businesses in your community. A mailing list can be developed with the Chamber of Commerce.

Displays in the library can catch the eye

of the casual browser and ignite interest in your service.

Displays can be large or small. At Anderson we have a large section of shelving

at our disposal for the purpose of showing off government publications. Within the collection itself, open areas

are used to display information brochures and

attractive publications of potential interest. Bookmarks stating "This item may be checked

out" encourage circulation.

Participation in SCORE workshops has been a regular feature of our marketing

strategy. Our local chapter conducts at least one

major workshop per year and one or two

smaller workshops as well on topics of

interest. The library is always a presenter at these occasions. The annual Business to Business show is also an event which the library participates in. We rent the booth next to the SCORE Chapter booth and bring in a computer to show off our wares to all and sundry.

This show is also a very good venue in which to meet and talk with the business community.

Conclusion When considering marketing it is good to keep in mind the definition which I first proposed to you at the beginning of this session-that of marketing as a determining of needs and the meeting of those needs. Determining those needs is a cooperative

effort. Find those groups or agencies which

are doing the same thing you are doing and work with them.

Finally, have the material to back up

anything you say you can do.

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7994 Federal Depository Conference - Proceedings

ANDERSON PUBLIC LIBRARY

9-9 Monday - Thursday

9-5:30 Friday & Saturday

1-5 Sunday

EXTENSION SERVICES /OUTREACH

8-5 Monday - Friday

LAPEL

9-9 Monday - Thursday

9-5 Friday & Saturday

/SPlk July, 1992

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GOVERNMENT PUBLICATIONS OF INTEREST TO BUSINESS FROM THE

ANDERSON PUBLIC LIBRARY

SMALL BUSINESS ADMINISTRATION PUBLICATIONS

Subjects include: Communication, Business Plans, Budgets,

Locating a Business, Inventory Control and more. GOVERNMENT CONTRACTS AND CONTRACT REGULATIONS

Federal Acquisition Regulations, CD-ROM (Quarterly)

Commerce Business Daily, Paper Format

DEMOGRAPHICS AND BUSINESS STATISTICS

1990 Census, STF I and 3, CD-ROM

Census of Agriculture, CD-ROM and Paper

Economic Census of the United States, CD-ROM and Paper

Retail

Wholesale

Service

Transportation

National Economic Social and Environmental Data Bank,

CD-ROM

Regional Economic Information, CD-ROM

REGULATIONS

The Code of Federal Regulations, Paper

EPA Toxic Waste Inventory, CD-ROM

OSHA Regulations, CD-ROM

IMPORT/EXPORT

National Trade Data Bank, CD-ROM, Monthly

Business America, Periodical, Monthly

Commercial News USA, Monthly

PERIODICALS

Area Trends in Employment and Unemployment , Monthly

Business Conditions, Monthly

CPI Detailed Report, Monthly

Economic Indicators, Monthly

Employment and Earnings, Monthly

Federal Reserve Bulletin, Monthly

Survey of Current Business, Monthly

Trade and Employment, Quarterly

Please note that the majority of items of use to new and existing

businesses produced by the government are now on CD-ROM. This is

a positive development as it gives you, the customer, access to far more data, more quickly than ever before.

Assistance is available at the Reference Desk in the main reading

room.

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Marketing Business Resources

Anita Daniel

Wayne Public Library Wayne, N]

Hi. My name is Anita Daniel. I'm from Wayne Public Library in Wayne, NJ. It's a medium-sized public library. Some basic

statistics on it: Wayne's population is 50,000;

Passaic County's is 453,000. Not only do we

serve most of Passaic County, but patrons from nearby towns in adjacent Bergen and

Morris Counties also use us. This makes our

potential patron area close to half a million people.

Despite its relatively small population,

Wayne is a business center. It has five Fortune 500 corporate headquarters, major

branches of other companies, a great many

small-to-medium-sized companies, and a 10,000-student state college within its borders. We are about the best all-around library

in the county. There is no county library, and

all libraries are independent. Even though, as

I said a moment ago, we are heavily used not

just by Passaic County but by nearby Bergen and Morris Counties too, all our funding comes from Wayne Township. Our library budget is $1.8 million. We

own 230,000 volumes, 100,000 documents as a 24 percent depository, and 437 periodical

titles. We circulated 365,000 books last year, handled 38,000 reference questions, and are open 69 hours a week. However, all is not ro^y by any means.

In the past 15 years Wayne Public Library has gone from having (in addition to the main

library) two branche" and a bookmobile, to having now just one branch and no

bookmobile. From eleven full-time librarians we have dropped to six. The clerical staffing has been even harder hit. Among libraries of

a similar budget in New Jersey, Wayne's

salaries are in the bottom quartile. As I suspect you can see, we have some

major problems in providing documents

services under these conditions. For one

thing, although the library is open 69 hours a week, the documents job covers only 35 of them. All non-administrator librarians on the

staff do reference duty, but because of our

staffing problems that's not enough, and we

therefore unfortunately have to rely heavily on

substitutes. Thus we have a fairly large number of people-around 14 or 15-who may

get asked questions that involve documents. We view our job in Documents, with

respect to the business community, as

threefold:

1) we have to have the documents that businesses might need,

2) we have to get word to the businesses about what we have, and

3) we have to be sure that, when

business patrons come to the library, whoever answers their questions knows about what's available in documents.

Let's take the outreach efforts first. With

the cutbacks, lately a lot of our outreach has been passive. We have a documents bulletin

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Proceedings - 1994 Federal Depository Conference

board over the main Xerox machine. On it we display copies of title pages of hot new

documents, newspaper articles about documents, and announcements relating to documents. We write the SuDocs number

next to each item, so that when someone asks a librarian for further information, the librarian merely has to look at the copy to see the SuDocs number and retrieve the document.

In the business reference section we have

an open shelf of business periodicals, and at the end of the shelf we keep some

government periodicals including Commerce

Business Daily, CP! Detailed Report, Economic Indicators, Employment Trends (New York and northern New Jersey), Employment and Earnings, Federal Reserve

Bulletin, Foreign Economic Trends, Monthly

Labor Review, Overseas Business Reports, and

Survey of Current Business. A lot of our

information centers on the economic and

demographic.

In the past couple of months we have

gotten our own documents computer, facing the reference desk. Loaded on it are Marcive's GPO Cat/PAC plus, the two New

Jersey STF 3As, both NTDBs, and NESE. To

aid patrons, we have printed out the manuals

for NTDB and NESE. The manuals help, and we also try to show the librarians the rudiments of searching. Since none of us is really proficient, we have established a policy

of allowing patrons to call the Commerce

Department from a portable library phone if more help is needed, and we absorb the cost.

It would also be good to have a list of our CDs with brief annotations, and a pamphlet discussing each CD, what can be found on it, how to get at the information, and what form the information will come out in. The library publishes a newsletter called Business in Brief, which used to come out

quarterly but is now twice a year. It keeps

patrons informed on what's new in Business Reference and documents for business. This is an 8-1/2 by 11" sheet, double-sided. The Documents Department is given half a page to

tout the latest government publications of

interest to business. It is left in various areas

of the library for free pickup.

Also, as part of our passive outreach, we

have made sure that documents information is included in business reference pamphlets.

One entire page is devoted to government

documents. We also put out our own

annotated list, "Documents for the Business Community." These are left in business

reference and are available to be taken.

In the past we had a more active outreach program. We used to have business

breakfasts from 7:30 to 9:30 a.m. several times a year. The state's Department of Commerce and Industry provided a list of businesses in our town, and we invited all of them. We would serve juice, coffee, tea, and

rolls, and display and discuss new business

reference materials and documents.

Later, we held open houses once a year. These would be held in the meeting room,

with tables set up around the perimeter

displaying business reference materials, including computerized products. Librarians would cover from one to two tables, being

available for questions or demonstrations.

For these, invitations were mailed to businesses, with the back of the sheet being

an acceptance form which could be faxed to the library. A lot of businesspeople came. As

a side benefit, a lot of librarians from other

libraries came, AND a lot of people from Wayne's Town Hall. If you want municipal

government to know how useful you are, this

is one quick way.

Next, let me talk about the problem of making sure that business patrons get referred

to document information when they do come

to the library. The large size of our reference

staff, with many substitutes, as already mentioned, makes this a challenge, but it's so important we work hard at it. We try to keep

the other librarians up to speed, so that when

questions come in, they'll be able to handle at least the easy ones. When new CDs come in.

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1994 Federal Depository Conference - Proceedings

we teach them what we know. In addition, we periodically review with them ways of searching Marcive, OCLC by government

number and scan title, Andriot, and PRF.

In the Documents Department we feel that we could offer a great deal more service beyond the newsletters and printed guides.

It's fair to say that, in general, the business community really has no idea how much

information is available to them. We try to think of new ways to get the word out. Our passive outreach, with the documents computer in general reference, our

periodicals in with the business periodicals, and the bulletin board do help. Frequently updated newsletters, library guides, and documents guides also help. If we can get the open houses and business breakfasts going

again, they will help too.

But perhaps the most important is a close working relationship with reference librarians and the business librarian. To be included, as we are, in business reference is a tremendous

advantage. But most of all, you need

reference librarians who can help the patron.

If a business has a question and gets it answered, it will come back for more help. We need librarians who are able to help, even

if only to begin the work on the question. Conferences like this are also valuable. There's no reason for each library to try to figure out independently how to reach out. Meeting together can help us to maximize

what we do have.

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1994 Federal Depository Conference - Proceedings

Marketing Business Resources

Nancy Trott

Business Library Brooklyn Public Library Brooklyn, NY

Good morning. I am Nancy Trott, the government documents librarian at the Brooklyn Public Library Business Library. There are three public library systems in New York City. The New York Public Library, the Queensborough Public Library and the Brooklyn Public Library. The Brooklyn Public

library, with a Central Library, 59 branches and the Business Library serves the most populous of the five New York City boroughs. The Brooklyn Public Library's Business

Library was established in 1943. We have been told that we are one of the largest public business libraries in the country. Our

collection is broad based, covering all aspects

of business such as finance, investment, real estate, marketing, advertising, economics,

international business and trade, small

business, statistics and demographics.

We have 130,000 volumes and subscribe

to over 1400 periodicals. The staff of the Brooklyn Public Library Business Library is composed of 10 librarians, 9 clerks, and between 6 and 8 part time student assistants. The staff handles between 140 and 150 phone

calls a day and answers an average of 400

questions a day. Our collection is arranged by Dewey

classification. However, we have created separate sections for U.S. business directories; international business directories; service

directories; and product directories - a total of 2800 titles. Who's who type directories;

United States, New York State, and New York

City laws and regulations; financial directories;

financial services; and looseleaf services all have specially designated areas. You might then ask "What about your government documents collection?" It is not

in any of the above mentioned special categories. We have debated the idea of pulling out material from the collection on

particular topics and have always come to the same conclusion. The collection works better and we work better with it when it remains a

unit.

Let me back track one moment and

describe the Brooklyn Business Library's documents collection. We are a selective depository with a 25% item selection rate. 975 of the titles we select are cataloged as open entries. However, almost all government documents are cataloged. Of

course, any directories we receive go into our

directory sections. Otherwise, our policy is to have a fully integrated collection. Our collection development policy is quite specific. We select almost everything from the Commerce Department, Labor Department, and the Treasury. From other departments we choose statistical annuals and

publications that deal with business or marketing information and government

contracts and procurement. We also select publications from independent agencies and government corporations with economic

responsibilities such as the Commodity

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Proceedings - 1994 Federal Depository Conference

Futures Trading Commission, Export-Import Bank; Securities and Exchange Commission,

Federal Trade Commission, the Small Business

Administration, and the Federal Reserve. We

also select committee prints and hearings from House and Senate committees primarily concerned with commerce, business, finance, budget, and taxes. Now that I have described the Brooklyn

Public Library Business Library and its government documents collection, let's talk about marketing government business

resources. Just as a new business has to, you

have to identify your customers, identify their needs, and then devise methods of letting your customers know what you can do to fill their needs. Of course this last step is the

heart of why we are here today. On the surface it seems like an

straightforward task for a library to identify its users. For example, a law firm or academic

library has a predefined clientele. It may

seem easy for a public library. The residents of the immediate community are the patrons. But can I accurately say that the 2.3 million

residents of Brooklyn are the Business

Library's market? The Business Library is located in downtown Brooklyn, the heart of the borough's government and a major

business district. There are five colleges in the immediate vicinity. Many commuters come into downtown every day. The area is easily accessible by car and public

transportation. Observation and experience indicate that our subset of patrons are students, the people

who work in the area, and small business owners as well as neighborhood residents, individual investors, and independent

researchers. We know from our telephone

reference work that users include special and

public librarians. We receive calls daily from people who live in the tristate area as well as across the country. Before I forget, we also accommodate a rapidly increasing immigrant

population with an entrepreneurial bent who

are eagerly setting up small businesses.

The point I am trying to make is that you

have to dig below the surface to identify your

users. Are you in a central business district or do you largely serve a suburban population? Do small businesses form the backbone of your community's economy? Are there

institutions of higher education in your community? What do you know from talking

to your patrons? Once you have established who your

patrons are, you can begin identifying their information needs. As a beginning step, what

questions about business do your patrons ask

that you cannot readily answer with sources at hand? At the Brooklyn Business Library we

keep track of questions we cannot answer and

areas where we need to beef up our

collection.

Business people could need information on their immediate community such as demographics and industry information; what

government funding sources and assistance programs are available; what the export market is for their products; where they can

find information on importing or on government regulations affecting their business. What about students? Their information needs will be slightly different. Commonly

asked topics are industry data; career

information; data on the United States economy; United States laws, and so forth.

Job seekers are another substantial group. What are prevailing wages for a chosen

occupation? What is the employment outlook

for particular industries and professions? What are the fastest growing occupations?

Where are the growing communities? What is the employment rate there? Now that your patrons and their information needs have been identified the next step is the promotion of the collection. What does the Brooklyn Public Library Business Library do?

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1994 Federal Depository Conference - Proceedings

Since government documents are such an

integral part of the entire collection, it becomes a challenge to market them. Marketing documents is almost synonymous

with marketing the Business Library. Brooklyn

Public Library has a very active external affairs department that is always on the lookout for ways to promote its own special library, the Business Library. They have been responsible

for many articles that have appeared in the

local press over the last six months, especially since the library has undergone substantial renovation and modernization. The articles in the city papers as well as the community/

neighborhood newspapers emphasized our

Local Area Network through which patrons can access the National Trade Data Bank; Summary Tape File 3A census data for New

York City; and Autographies Government Documents Catalog Subscription. There are seven workstations on the LAN

and four dial in lines which will soon be

available to the public. We also have two

other computer workstations with CD-ROM

minichangers that are almost exclusively devoted to government CDs. There patrons can access the National Economic Social and

Environmental Databank; Merchandise

Imports; Merchandise Exports; County

Business Patterns; Summary Tape File 3B

Census Data by Zip Code; USA Counties; and

the Regional Economic Information System. The Business Library is in the process of updating a very popular service-a series of

Minilists on frequently requested topics. These are one page ready reference guides to get patrons started on their research. They

concentrate on circulating books and

highlight major reference sources. The

Minilists on export/import, small business, and demographics heavily concentrate on government publications. We also give tours to a wide variety of groups. Recently we have toured groups of students from Brooklyn based community

colleges. A few high school business/career

classes have also received orientation to the Business Library. Another important group to

receive tours are librarians. We have toured groups of academic librarians and special

librarians. Keep in mind that your colleagues can be some of your best press agents. Another extremely important group to receive orientation to the Business Library is local business organizations. We have

provided meeting space and toured through our facility, the Brooklyn Chamber of Commerce, the Downtown Brooklyn

Development Association, and a group of representatives of local small business and

development associations. We recently presented a program on export/import

information sources featuring the National Trade Data Bank to a new business group

called Brooklyn Information Technology

International Consortium. The Business Library sends staff to a monthly Marketplace sponsored by the Brooklyn Chamber of Commerce.

Organizations and businesses promote their services to Chamber meeting participants.

Last week, staff participated in an all day small business conference sponsored by New York

City and 2 major corporations. As another simple measure, we have

offered a select number of Federal documents

for sale. The 10 or so titles we offered included booklets on trademarks, patents, exporting, importing, and managing a small

business. What do we have in the works? We are

talking about creating a monthly display on

current topics featuring recent acquisitions and

major sources of information, including documents. We have been asked to contribute a monthly column for a local business paper on

library resources.

In our experience, one of the best ways

to "advertise" is through professional groups: submit an article to the newsletter of your

local chapter of Special Libraries Association. Offer to write a brief piece for the local

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Proceedings - 1994 Federal Depository Conference

Chamber of Commerce newsletter or speak at one of their meetings. We find that patrons

are referred to us by both the New York City and the Brooklyn Chambers of Commerce.

Also the regional U.S. Department of Commerce office refers the public to us, especially for use of NTDB and Census CDs. More important than all the promotion we do, is having a thoroughly trained staff. It is my responsibility to train new staff in the access points to the documents collection; to

train all staff in use of the government CD- ROMs; to write instruction manuals for the CDs; to highlight new document sources at

staff meetings. My responsibility is to take away the mystique of Federal documents.

It is all well and good to have your

marketing plan down but how do you find all those wonderful business related government documents? This brings us to a discussion of selection tools.

First, let me mention the obvious

selection tools and get them out of the way. Go through the Suggested Core Collection in the Federal Depository Library Manual. If you

have not selected all the business and economic related titles, add them now but use some discretion. For example, if your library

is not located in or near farming areas, your

selection from the Agriculture Department can be limited. If you will excuse a momentary

digression, I would like to put in a plug for the National Trade Data Bank. It is a core

title and extremely useful. Having the NTDB

available to the public means that you do not have to select separately many government

titles. The CIA Factbook, Foreign Economic

Trends and Overseas Business Reports, Background Notes from the State Department,

Basic Guide to Exporting, Foreign Labor Trends and the Export Yellow Pages come

quickly to mind. The NTDB has become a

critical resource for our patrons.

I go through New Books: Publications for Sale by the Government Printing Office. I look through Monthly Product Announcement: New Products from the Bureau of the Census.

Look at those shipping lists under items you do not receive. Ordering information is often given or check the PRF for titles you are

interested in. Request to be on the mailing

list for the Census Bureau Library's Acquisition

List. I look at the program list in the NTDB

every month to see if anything new is added

that is also available in print. Because we are so large, the Business Library acquires

publications in many formats. I also go

through the NTIS catalog, U.S. Government

Subscriptions from the GPO, and catalogs/lists of publications from the Energy Information Administration and the Agricultural Research

Service. I also check the Subject

Bibliographies (item no. 552-A) from the GPO

for titles that are pertinent to the collection but we don't select. Request to be placed on the mailing list for releases from your nearest regional office of the Bureau of Labor Statistics, your regional Federal Reserve Bank, and Small Business

Administration office. To inquire about

publications from any agency, contact the

publications or public affairs office in Washington.

I also use independent sources as

selection tools. We have a subscription to American Statistics Index from CIS. My

assistant and I go through every issue to check

for publications relevant to our collection. The Business Library receives acquisition lists from a number of libraries. Notable are Harvard Business School Baker Library's Recent Additions which comes out monthly;

the Library Bulletin of The Port Authority of New York and New Jersey, also a monthly; Book News from the Research Library at the

Federal Reserve Bank of Boston, a bimonthly; and Library News of Recent Acquisitions from

the Federal Reserve Bank of New York, another bimonthly. Another basic reference source, Andriot's Guide to U.S. Government Publications, can be useful because it includes many brief annotations and good keyword, title and

agency indexes.

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1994 Federal Depository Conference - Proceedings

I would like to conclude with a couple of anecdotes about what publicity can do for you. Two months ago a brief paragraph about

the Business Library was placed in the local

utility newsletter that gets mailed with the

bills. It generated an increased volume of phone calls and possible walk-in patrons as well. Last week a very complimentary article appeared in a fairly new local publication

called the Small Business Gazette. The writer had come to one of our tours. His focus was

on the electronic products, especially the NTDB. Since last Friday we have been

inundated with patrons coming to use our computers. We had been coasting since November with no sign up for our seven

workstations. When I left Tuesday morning

there were sign up sheets at every

workstation.

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1994 Federal Depository Conference - Proceedings

Government Information Locator Service

Eliot Christian

Information Systems Division U.S. Geological Survey

Reston, VA

Published as: "Helping the Public Find Information: The U.S. Government Information Locator

Service (GILS)", in Journal of Government Information, (Pergamon), vol. 21, no. 4, 1994, pp. 305-314.

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1994 Federal Depository Conference - Proceedings

Government Information Locator Service

Mark Scully

Office of Electronic Information Dissemination Services U.S. Government Printing Office Washington, DC

I am pleased to be with you this afternoon to tell you about the GPO's efforts toward developing an electronic directory of Federal electronic information. As you know,

the GPO ACCESS Act, which was enacted on

June 8, 1993, directed GPO to develop and

operate a comprehensive Federal electronic

locator service that enables public users to

identify and locate Government information

sources. The idea of a Federal locator or directory

for electronic data files is not a new one. There have been a number of studies and

legislative initiatives seeking to address the

vast quantities of government information that

is not easy to acquire in large part because it is not easy to find. Assignment of the responsibility for a government-wide locator to GPO is a logical extension of our responsibility for the publication of the Monthly Catalog of U.S. Government Publications, better known to this audience as MoCat. For almost a century MoCat has served as a kind of government- wide locator for paper, microfilm, and, more

recently, electronic publications-over 32,000

records per year. However, MoCat is not the comprehensive government locator envisioned by the GPO ACCESS legislation. While there

is some overlap with NASA STAR, Energy Research Abstracts, Government Reports Announcements, and other major Federal indexes, MoCat has, in general, sought to

avoid duplication of entries from such sources. Moreover, while Federal agencies are required

by statute to submit copies of their documents

to the Superintendent of Documents for the purpose of cataloging to MoCat, this requirement does not extend to CD-ROMs or other electronic products. MoCat's coverage of electronic information products has largely resulted from

the inclusion of CD-ROM and diskette based

products in the GPO Sales Program and

obtained for distribution to Federal depository

libraries. While it is not limited to items that are sold by GPO or distributed to depository

libraries, that has been a major source of information for MoCat. The new legislation gives GPO the responsibility-although no

additional funding-to provide a more

comprehensive directory or locator of

electronic information available from the

Federal Government.

This relates to another reason for assigning this responsibility to GPO: our

printing and printing procurement services. There is virtually nothing that finds its way

into print today that does not exist somewhere

in its life cycle in an electronic form. Manuscript developed on word processors, graphics developed using a variety of desktop

or CAD-CAM systems, digital maps, tables developed through database or spreadsheet

applications, and I could go on.... Right now

many of those electronic files are treated as disposables in the process of producing a

printed publication. And many agencies are

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spending considerable resources to go back and recreate in electronic form information

that is now available only in print or microform as they move into CD-ROM and

other electronic dissemination.

Clearly, capturing these electronic files, storing them, and describing them so that they can be located and utilized by the government

and the public in the future is a logical and

practical step. And the GPO ACCESS

legislation requires GPO to create a storage

facility and to develop a directory that will accomplish these goals. As the government moves to producing

databases with print, CD-ROM, and other publications formats as by-products, all us will have to change the way we generate, store, and describe our information. GPO can~and

will-provide leadership and technical assistance to agencies in that process, and in the future we expect to incorporate information about databases that come

through GPO into the locator, much as we

routinely create records for the paper

publications in MoCat today.

This, however, is only the tip of the

iceberg. Many, many electronic files reside in agencies and never go through a publication process that would send them through GPO

production or procurement. Some are large, organized databases; many more are the "gray

literature" of electronic information. Furthermore, the MoCat model requires a centralized staff at GPO to catalog publications that are either produced or procured through GPO (and therefore we have

copies) or that the agencies have submitted to us in accordance with Title 44. Although

CD-ROMs and some other electronic products

lend themselves well to this method, and we

encourage agencies to include them in MoCat

to facilitate public identification and access to them, we are not seeking to expand

centralized "cataloging" to fulfil the mandate

of the GPO ACCESS legislation, nor are we

requesting that agencies provide GPO with copies of their databases for us to describe.

In developing the locator, GPO is seeking

to design a system that permits and

encourages agencies to make information about their electronic information available

locally, in a distributed system, under the

agencies' control. We are working with a

contractor on the development of a prototype

locator that will be fully operational by June

of this year. The implementation will use a phased

approach, and the initial set of information

will be available by June, with additional agencies or information sources being added

gradually thereafter. This will result not in a

single, central locator, but rather in inter-related, model locators in several

different locations, linked by a central Registry

at GPO.

The initial sets of information will use

databases already available from participating agencies. Major GPO sources, like MoCat

and our Publications Reference File (PRE) will be included, as will the Library of Congress' Congressional Bill Digest. Other agencies are

also working with GPO to incorporate their data in later phases. The Prototype Locator will provide access

to the specific publication records contained

in the MoCat and PRE databases, linking that information to software that will permit the

users to place orders for items they wish to purchase or obtain referrals to specific Federal depository libraries that have received those

items. Similarly, inclusion of the Congressional Bill Digest will facilitate public

identification of legislation enacted or in process. This will result in information that

will permit the user to identify bills and then

order the full text from the Postscript files stored at GPO.

The locator will be capable of accessing

WAIS servers, but it will also access mainframe applications or other types of systems. For example, the software developed

by our contractor will permit natural language

queries to be run against the LC database, running on the SCORPIO system.

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1994 Federal Depository Conference - Proceedings

The idea is that, if an agency is already

offering information online, the locator software will be adapted to the record format and system currently in use. We do not expect that an agency will be required to restructure their data or mount the data in an

additional system in order to participate in the

locator. On the other hand, if an agency

wants to mount data for public access in a separate system for security or other reasons, the locator will accommodate the distribution method chosen by the agency. We want this to be a practical, real world

demonstration of a low cost way to accomplish the public information goals of participating agencies while fulfilling our requirement under the CPO ACCESS

legislation. We see GPO's role as a facilitator and a coordinator. CPO will be the host of the central Registry service that links the

distributed pieces of the locator service. GPO

will provide tools and training for agency

personnel to assist them in the implementation

of their own portion of the locator-and it will act as a service bureau for those agencies that cannot or do not choose to build their own.

Thus each agency can work at its own

pace, based on available resources and

interest. Each agency can determine the level of specificity of the records to be added to the

locator. Some agencies will make only macro

records, like the GILS core-list records,

available. Others will offer very specific information like our PRE and MoCatidentifying a single map, a CD-ROM disc, a

specific report or document, a spreadsheet, a speech-whatever they can and want to inform

the public about. We feel that GPO can provide

"marketing" of the locator, as well as user assistance and training to supplement agency

efforts. We will develop several public

domain user interfaces that can be used by the public directly or through their Federal depository libraries to access the locator. These will be models, but the system will allow agencies or users to develop alternative

interfaces.

As a distributed system, each agency's

locator can be maintained locally and

accessed directly by users, but it can also be

linked (networked), so that users can search

across many agencies. Again, we see GPO's

role as the place where a user might start if they are not sure which agency is likely to have information that would assist them, but

not as the only path into the system. During the coming months we will be

seeking opportunities to demonstrate the prototype system and to obtain feedback from

the agencies and the public to assist us in development of a useful model. We expect to use the prototypes as a means to demonstrate

the capabilities of the locator service, refine the design, develop tools and training materials for agencies and the public, and

obtain information that will allow us to project

costs for a fully operational system. We expect the system to provide referrals to sources, including depository libraries that may already have the referenced data, to take

orders for subsequent delivery where that is appropriate, and in some instances to "gateway" or otherwise connect the users to a source where they can immediately obtain the information they seek. These capabilities will be demonstrated by the Prototype and expanded by the participation of other

agencies. The locator RECORDS will be electronic, but we are not limiting the locator CONTENT

to electronic information, although that is clearly the emphasis and the requirement of the law. The public wants to find INFORMATION and should be informed about the availability of that information in various formats.

It is very useful to know that you can get the Federal Acquisition Regulations or the US

Code on a CD-ROM as well as in paper. It is helpful to have the choice of bulletin board

access, diskettes or paper for EPA's Federal

Register documents or HCFA's medicare fee schedules.

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Similarly, sometimes the best answer to a query is referral to an expert or an information

center that can provide personal service. The media should not be allowed to get in the way of the message. Although the law allows fees to recover

the costs of the locator, at present we are considering offering this as a free public

service, with many of the costs distributed across the participating agencies. GPO will continue to fund its portion of the expenses from surplus sales revenue at least through the end of 1994. Now, it's all well and good for me to stand here and talk about the Federal Locator, but it would be far better to see an operating

Locator with your own eyes. So, I am pleased

to tell you that you will have a chance to see

the Prototype Locator in operation tomorrow

evening. We are very interested in getting your reactions and suggestions concerning the Prototype Locator.

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1994 Federal Depository Conference - Proceedings

Promoting Consumer Access SC Self

Advocacy Utility of U.S. Government

Publications on the Americans with

Disabilities Act

R. Brantley Cagle ]r. McNeese State University Library lake Charles, LA

Executive Summary

Identifying and accessing appropriate

government information resources on issues regarding civil rights of over 43 million individuals with disabilities is becoming a major library service issue of the 1990's. In the finding statement for the Americans with

Disabilities Act of 1990 (ADA), Congress concluded that "individuals with disabilities are a discrete and insular minority who have been faced with restrictions and limitations, subjected to a history of purposeful unequal

treatment and relegated to a position of

political powerlessness in our society..." A nationwide Louis Harris survey on the ADA suggests that those most affected by the Americans with Disabilities Act of 1990

remain largely uninformed about the law. "Only 41 % of the American people are aware

of the ADA-and, disturbingly, among those

directly affected, people with disabilities themselves, only 25% are aware of the law." Individuals who seek to be self-advocates are confronted and often overwhelmed by a voluminous explosion of over 5000 pages of Federal information pertaining to the "world's

first comprehensive declaration of equality for people with disabilities" (ADA). Even though

this deluge of information is intended to maximize opportunity and participation in the community, it comes in too cumbersome a

form to be truly useful. These 43 million Americans "as a group occupy an inferior

status in our society, and are severely disadvantaged socially, vocationally, economically, and educationally" (ADA). They are trying to use government documents

effectively while acting as their own

advocates. The lack of awareness about ADA is due

in part to what Congress acknowledged as a consistent pattern of mistreatment. The ADA

acknowledges that "historically, society has tended to isolate and segregate individuals with disabilities, and despite some

improvements such forms of discrimination

against individuals with disabilities continue to be a serious and pervasive social problem..." The Harris poll revealed that individuals with disabilities in general have "less education, lower employment and income

levels, and less access than their non-disabled

counterparts." In addition to these general

findings, most individuals with disabilities have limited library access skills. Prior to ADA civil rights provisions, legal materials consisted of fragmented laws, scattered

regulations, inconsistent polices and program

specific entitlements. Self advocates' access to government information is often limited by a

lack of library skills. This lack of skills is aggravated by the pervasive practice of direct

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Proceedings - 1994 Federal Depository Conference

distribution of government infornnation to "caregivers" instead of to individuals with

disabilities.

In order to increase ADA awareness and make ADA documents more useful, the ADA

documents must be available at specific levels of need. Most library users of government

information on ADA need individualized reference service. A significate number of ADA general awareness reference requests are

for 1-5 page summaries of ADA, or for very

brief title specific highlights in fact sheet

formats. Once such introductory issue search information is acquired, then the patron can continue to search for more detailed agency

overviews of ADA, i.e., ADA: Your

Responsibilities as an Employer. The most used U.S. document for accessing ADA law, regulations, and standards

in the McNeese State University Library documeint collection is the ADA Handbook.

This 300-page tool skillfully equips the advocate with background, summary, contact

information, rulemaking history, overview of regulations, and section-by-section analysis of comments and revisions of titles I, II, and III. This introduction is complemented by each

regulation section with very useful "Interpretive Guidance." The handbook also includes helpful appendices on:

• Public Law 101-336, the Americans

with Disabilities Act of 1990;

• ADA Accessibility Guidelines; Uniform Federal Accessibility Standards;

• Summary Chart: Coverage and

Effective Dates, Terms Defined in Statute and Regulations;

• Summary of the Legislative History

of the ADA and Related information;

• Disability-Related Tax Provisions Applicable to Business;

• Supreme Court Cases Related to Section 504;

• Agency Regulations Implementing

Section 504 of the Rehabilitation Act

of 1973, as Amended, in Federally

Assisted Programs;

• Opinions Related to Section 504 of the Rehabilitation Act of 1973, as Amended, of the Attorney General and the Office of Legal Counsel,

U.S. Department of Justice;

• List of Common Acronyms;

Related Federal Disability Laws;

• ADA Questions and Answers;

• ADA Highlights-Title II, State and

Local Government Services; and

• Title III, Public Accommodations and Commercial Facilities. Approximately 25% of government

information users at McNeese are interested in conducting a detailed reference search of ADA

regulations, technical assistance and case law. The U.S. Equal Employment Opportunity

Commission (EEOC) has issued a Technical

Assistance Manual as part of an active technical assistance program to help

employers, other covered entities, and persons

with disabilities learn about their obligations and rights under the employment provisions of the Americans with Disabilities Act Title I of the ADA. The manual explains many

employment provisions through the use of examples. However, these examples are used

only to illustrate the particular point or

principle to which they relate in the text, and

should not be taken out of context as statements of EEOC policy that would apply in different circumstances.

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EMPOWERMENT

Promoting Consumer Access & Self Advocacy Utility

Of U.S. Government Publications on the

Americans with DisabiUties Act (PL 101-336)

ADA HANDBOOK TECHNICAL ASSISTANCE

MANUALS

INDIVIDUALIZE REFERENCE

NEED(S) ASSESSMENT

ADA HIGHLIGHTS

ADA QUESTIONS AND ANSWERS

ADA ACCESSIBILITY

GUIDELINES

UNIFORM FEDERAL

ACCESSIBILITY STANDARD

Social Utility Access & Self Advocacy Levels

1 . Awareness

2. Issue Search, Introduction

3. Issue Search, Law & Regulations, & Standards

4. Detail Reference Service, Search-law, Regulations Technical Assistance

Manuals, Case Law

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Promoting access to ADA documents will increase the self sufficiency of individuals with

disabilities. Among the best practice service interventions are:

1) individualized reference service,

2) providing community based training

for professional and self advocacy

groups and introducing the advocate

to disability specific information networks and services, i.e., the ten regional Disability Business and

Technical Assistance Centers, and

online resources.

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1994 Federal Depository Conference - Proceedings

Americans with Disabilities Act

Christine Fitchett

Vassar College Libraries Pouglilceepsie, NY

Vassar College, founded in 1861, is a

private undergraduate liberal arts college with approximately 2,200 students in Poughkeepsie, New York. Vassar became a

selective Federal depository in 1943. Our

item selection rate is currently 22%.

Approximately 95% of the document

collection is kept in the Superintendent of Documents classification system on the main

floor of the library in an open stack arrangement. The staffing for the documents

department includes one-half of my time (the other half of the time I am the serials librarian), 1 full-time & 1 half-time library technician and 3 student positions.

Before I explain our disability policy, I'd like to explain a little bit about the history of our library building. Thompson Library, still the main library at Vassar College, was built

in 1905 by Mary Clarke Thompson as a memorial for her husband. By 1911 the

library had grown to 72,000 volumes, so the basement had to be taken over as stack area.

In 1918 wings were added to the north and

south sides of the building, creating interior courtyards.

In 1937 the Van Ingan addition was

added to the south side of the building. From

1961 to 1964 extensive renovations were made to the interior of the library, which

included enclosing the courtyards (my document collection is in the north courtyard). The last major addition, the Lockwood

addition, was completed in 1976, adding

again to the north side of the building. Some

time this spring an architectural firm will be

selected to draw plans for yet another addition

to be erected within 5 years (hopefully). As you can imagine from its history, ours is a

fairly complicated building to get around. The map of Thompson Library shows a handicapped accessible ramp and entrance on

the north side of the Ground Floor. A patron

presses the buzzer and tells the circulation desk, located one floor up and on the other

side of the building, that he/she is waiting to be let into the library. Unfortunately there is no roof overhead to protect the patron from

the weather while waiting for someone to open the door. Restrooms in the Lockwood addition were designed to be wheelchair accessible and an existing ladies restroom in Thompson

Library was renovated to be accessible. There

are three elevators; one in the Lockwood

addition, one in the main library and one in the Van Ingan addition. There is braille on

the outside of the elevators indicating up and down but no braille on the inside.

Since we are planing for a new addition, the administration has indicated that they are not willing to make any additional accommodations for the disabled until the

plans are complete. Because so much of our building and

actually our campus, is inaccessible, the staff becomes a very important element of our

policy for the disabled. In order to include all levels of the library staff in the planning and

implementing of our policy, all staff members

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are encouraged to serve on committees, attend appropriate workshops and participate in in-house training programs.

Vassar has a campus-wide committee, the Advisory Committee on Disability Issues, which discusses disability issues and makes

recommendations to the college administration in such areas as building

accessibility, parking and signs. Shirley Maul, Head of Reader Services, and library staff member Greta Davey-nre on the committee

and ensure that library concerns are brought

to the committee. Earlier this week the committee sponsored a Disability Awareness Day on campus. The Library had a display of

library materials and Shirley Maul described and demonstrated some of the services the

library offers to patrons with special needs. As suggested in several articles on the ADA and libraries, one librarian, Shirley Maul,

has been designated as the coordinator of special services in the library. It is really thanks to her that much has been done. She

also coordinates the Library Committee for the Disabled which includes library staff from

each department within the library. One of the first tasks undertaken by the committee was to survey the library for areas where accommodations were needed. These

areas will be brought to the attention of the

architects. The committee hopes to be able to be involved with the architects as plans for the new addition are developed.

Greta Davey, a member of both Disability Committees, attended a workshop, "Americans With Disabilities Act Goes to the Library: Accessibility and Accessibility," presented by

the Capital Area Library Assistants and hosted by Schaffer Law Library, Albany Law School. When she returned she shared her report with

the entire library staff. The committee then worked on implementing some of the suggestions that came out of that workshop. A "Fire/Emergency Procedure" workshop

for the entire library staff was organized.

Campus security and the Vassar College Fire

Marshall explained evacuation procedures.

What to do if a handicapped patron was in the building was discussed, but the procedure was not acceptable to the staff. The

committee is currently working on formulating

a specific policy for library staff to follow. To increase awareness and raise

sensitivity, the library staff was invited by the committee to view and discuss a video

"Breaking the Attitude Barrier: Learning to Value People with Disabilities." Since the video was well received by the staff, "Creating

Equity," a video from the University of Maine, was recently purchased and suggestions for additional videos have been offered to the

Library Disability Committee. "People First: Serving and Employing People with

Disabilities" (ALA), which shows examples of serving and employing people with

disabilities, was suggested. During discussion after the video the staff noted that although we had a wheelchair

accessible entrance, it was out of sight of the

front entrance and there was no sign pointing

to it. The committee ordered and put up a

sign next to the front entrance pointing to the ramp.

Finally, I am very fortunate to be able to meet every other month with five other

selective depository librarians in my local area. We discuss all aspects of our depository

collections and sponsor a public outreach

project each year. One project we worked on was compiling a brochure listing our six selective depositories, addresses, hours and

that we have barrier free access to our

collections.

So, as I have tried to describe, our library building is very difficult to get around. To make it truly accessible would be difficult and

expensive. Therefore our efforts must center on the ability and willingness of our library

staff members to offer assistance to patrons. We have a policy for serving patrons with

disabilities, one librarian who is responsible

for the coordination of services for patrons with special needs, we involve staff in

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1994 Federal Depository Conference - Proceedings

committees, send them to workshops and offer people with disabilities," but hopefully we are in-house training sessions. As Greta Davey demonstrating our willingness to comply with remarked "We really haven't done much the "Intent" of the Americans with Disabilities physically to accommodate the needs of Act.

VASSAR COLLEGE LIBRARIES

FEDERAL DOCUMENTS COLLECTION

Library Service to People with Special Needs A Policy Statement

In compliance with the Americans with Disabilities Act (ADA), Vassar College Libraries provides equal opportunities for people with special needs. We have designed a set of

services with the intention of meeting these needs and will adjust services as necessary. The

Library staff is fully committed to implementing this policy. We are open to suggestions for additions to the following list of services:

1. Make brochures available describing services available.

2. Make the building as fully accessible as possible. There is a wheelchair accessible door on the north side of the building; an elevator to the second and third floors. A

wheelchair is available for use on campus from Main Building.

3. Make indexes to the depository collection, including the Monthly Catalog in paper

format and CD-ROM format, as fully accessible as possible.

4. An accessible on-line catalog terminal is located near the wheelchair accessible entrance.

5. The library will have a staff member assist at the online catalog, the computer

workstation or the photocopy machine when necessary.

6. Upon request, the library will have a staff member accompany the patron to the

shelves.

7. Magnifying equipment is available for use at the Reference Desk.

8. Provide library space for readers to read aloud into a tape recorder from both hard copy and microform and space for magnification equipment.

9. A Library Committee on Disabilities exists to evaluate and improve accessibility, to search for ways to train staff in offering assistance and to increase sensitivity to the needs of the disabled.

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VASSAR COLLEGE LIBRARIES

FEDERAL DOCUMENTS COLLECTION

Library Service to People with Special Needs A Policy Statement

Additional Services: L Page books in answer to written or telephone requests. We would encourage

patrons to submit requests a day in advance.

2. Although documents do not circulate, charge out materials when warranted.

3. Photocopy document materials when warranted.

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1994 Federal Depository Conference - Proceedings

Americans with Disabilities Act

Coleen Parmer

Bowling Green State University Library Bowling Green, KY

The Americans with Disabilities Act, also

cited as Public Law 101-336, was signed by

President George Bush into law on July 26, 1990. It is considered to be the most

significant civil rights legislation since the

Civil Rights Act of 1964. The law establishes a clear and comprehensive prohibition of discrimination on the basis of disability. Because the needs of each individual with a disability will differ, the ADA's

overarching principle is that accommodation

decisions must be made on a case by case

basis and that its own regulations are merely

parameters to serve as guidelines in such

inquires. Only through reading the act and

the regulations can librarians determine their complete responsibilities under the law. The ADA begins by pointing out that some

43,000,000 Americans have one or more

physical or mental disabilities. Michael G. Gunde asserts that most librarians probably do

not realize that nearly 20% of the potential clientele have a disability.

Title I

Title I of the ADA outlaws employment

discrimination. Since the Rehabilitation Act of 1973 already prohibited discrimination on the

basis of disability by entities receiving Federal

financial assistance, the Federal Government,

corporations wholly owned by the U.S. government, and Native American tribes, they

are exempted from complying with the ADA.

As of July 26, 1992, ADA coverage applies to

all private employers of 25 or more people.

and extends to all private employers of 15 or more people two years later.

Title II

Title II of the ADA applies to public

services and covers all public entities, defined

as all state and local governments and their departments, agencies, special purpose

districts, and other instrumentalities. Therefore, Title II applies to nearly all American public, academic, and school

libraries. For libraries that receive state or

local public funds, any resident, student, or otherwise eligible patron with a disability must be able to receive and benefit from all services available from their library. Gunde provides the following examples:

If a library provides the service of book

circulation, it must provide an appropriate

selection of books in formats that are usable by readers with print disabilities: large print, audiobooks, talking books, and braille materials, among other special formats and/or equipment. If a library offers videocassette

loans, its collection must include closed- captioned videos. If a library has a telephone

reference service, it must provide effective telecommunications for people with hearing

impairment. There are many questions about what

services and equipment must be provided, and Gunde suggests that questions such as "Must

the automated library catalog be made

accessible through voice and braille

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Proceedings - 1994 Federal Depository Conference

input/output?" will ultimately be decided by

the courts.

Title III

Title III of the ADA addresses

discrimination against individuals with

disabilities by private entities. It specifically extends the coverage of ADA anti- discrimination provisions to nongovernment

funded schools, colleges, and any museum,

library, gallery or other place of public display

or collection. It prohibits the use of eligibility criteria that screen out or tend to screen out an individual with a disability from fully and

equally enjoying any goods, services,

facilities... unless such criteria can be shown

to be necessary for the provision of services.

It prohibits the failure to make reasonable

modifications in policies, practices, or procedures, when such modifications are necessary to afford services to individuals with

disabilities, unless the entity can demonstrate

that such modifications would fundamentally

alter the nature of services.

It prohibits the failure to take such steps

as may be necessary to ensure that no

individual is excluded, denied services, segregated, or otherwise treated differently than other individuals because of the absence

of auxiliary aids and services, unless the entity can demonstrate that taking such steps would

fundamentally alter the nature of the service or would result in an undue burden.

It prohibits the failure to remove

architectural barriers and communication

barriers that are structural in nature in existing

facilities where such removal is readily achievable. The ADA defines a readily achievable act as one that is easily accomplishable and able to be carried out without much difficulty or expense. The Accessibility Guidelines for Buildings and Facilities are published in the Federal

Register, vol. 56, July 26, 1991, p. 35408-

35756. The ADA and the guidelines give a

clear picture of what the law is. There are

also quite a lot of excellent journal articles and books published that not only explain the law but also suggest concrete steps that

libraries can follow to implement the ADA. I would like to review those steps with you. The following information comes from

literature sources listed in my brief bibliography. There are of course many more

titles.

1 . Read Americans with Disabilities Act of 1990, P.L. 101-336 Americans with Disabilities Act Handbook

Other literature: journals and books

2. Appoint a Liaison A library employee to serve as the ADA coordinator for the library

3. Staff Development Activities Help to establish the right attitude.

^ Staff will be able to understand the "why" of this project.

Videos, Workshops, Programs

4. Review Current Library Policies, Programs, Services, Facilities

, Survey of Users and Potential Users

Identify potential client base and

needs Examine the building and its furnishings

5. Implement Changes Needed

Create and file a plan. Advertise new library policies and services. Train staff. Seek feedback.

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1994 Federal Depository Conference - Proceedings

AMERICANS WITH DISABILITIES ACT AND LIBRARIES

A LIST OF RESOURCES

Books: The Americans with Disabilities Act: Its Impact on Libraries: the Library's Responses in 'Doable' Steps. Edited by Joanne L. Crispen. Chicago: Association of Specialized and

Cooperative Library Agencies.

How Libraries Must Comply with the Americans with Disabilities Act (ADA). Compiled and

edited by Donald D. Poos and Nancy C. Pack. Oryx Press, 1992. McNulty, Tom and Suvino, Dawn M. Access to Information: Materials, Technologies and

Services for Print-Impaired Readers. Chicago: American Library Association (in press).

Opportunities: Equal Access to Electronic Library Services for Patrons with Disabilities. Edited by Carmela Castorina. Washington, DC: Educom, 1993.

Journals and Newsletters

Bray, J. A. "The Americans with Disabilities Act of 1990: New Questions. RQ, Spring, 1992, (31):315-324.

Poos, D.D. "The ADA: What Now?". Technicalities, August, 1993 (13):3-4. Gunde, Michael. "What Every Librarian Should Know About the Americans with

Disabilities Act". American Libraries, (September, 1991):806-809. Gunde, Michael. "Working with the Americans with Disabilities Act". Library Journal, December, 1991 (116):99-100 Gunde, Michael. "Working with the Americans with Disabilities Act, part 11". Library

Journal, May, 1992 (117):41-42.

Laurie, T.D. "Libraries' Duties to Acconmiodate their Patrons Under the Americans with

Disabilities Act". Library Administration and Management, Pall, 1992 (6):204-205.

Lazzaro, Joseph J. "Computers for the Disabled". Byte, June, 1993 18(7):59-64.

Lenn, K. "Climbing the Mountain: the Americans with Disabilities Act and Libraries." Wilson Library Bulletin, December, 1993 (68):36-39.

Mates, Barbara T. "Adaptive Technology Makes Libraries 'People Friendly'". Computers

in Libraries, November, 1992 12(10):20-25.

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Miller, Rush. "The Americans with Disabilities Act: Library Facility and Program Access Under Titles II and III". Ohio Libraries. March/April, 1992 (5): 8- 11. O'Donnell, Ruth. "Buyer's Guide: Special Focus, ADA Products." Library Journal, May,

1992 (117):60-61; June, 1992 (117):98-99; July, 1992 (11 7): 54-55; Sept., 1992 (117): 156-

157; October, 1992 (117):68-69; Nov., 1992 (117):60-61. Pack, N.C. and Foos, D.D. Planning for Compliance with the Americans with Disabilities Act". Public Libraries. July/August, 1992 (31):225-228.

Special Theme "Adaptive Technologies for Accommodating Persons With Disabilities" in Issue 41 of Library Hi Tech. January, 1993, 11(1). "Vendors and Distributors of Technological Devices for the Blind and Physically

Handicapped". Computers in Libraries, November, 1992 12(10):31-34. Closing the Gap is a bimonthly newsletter and annual conference. Provides a forum for ideas and demonstration of innovative technology to assist persons with disabilities. Founded by

Bud and Dolores Hagen of Henderson, Minnesota. A two year subscription for the newsletter, $42.00 and a resource directory containing vendor, software, and hardware

information is $12.95 plus $3.00 postage and handling. Metropolitan Center for Independent

Living, 1600 University Avenue West, Suite 16, St. Paul, Minnesota 55104-3825.

Electronic Lists ADAPT-L@AUVM. A Listsever for discussing adaptive technologies in all libraries. AXSLIB-L%SJUVM.BITNET@uga.cc.uga.edu. A library discussion group on topics related

to making libraries and information accessible to individuals with disabilities. To join the group contact Dick Banks at rbanks@uwstout.edu.

Organizations

Americans With Disabilities Act Assembly. A fairly recent ALA group. They met for their second conference at the ALA Summer Conference in New Orleans (1993). The Assembly

has been collecting sample ADA implementation documents from libraries for nearly two

years. These include consumer surveys, brochures describing accessible services, implementation plans, grievance policies, etc. For more information contact Kathy Mayo,

Lee County Library System, 2050 Lee Street, Fort Myers, FL 33901.

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1994 Federal Depository Conference - Proceedings

1 994 Regional Federal Depository Seminar

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1994 Federal Depository Conference - Proceedings

List Management Technologies:

An Overview

Craig A. Summerhill

Coalition for Networl(ed Information Washington, DC

Electronic Mail: The Basic Elements

• Header (structured data required for machine manipulation)

• Body (actual text of the message)

• Attachments (encoded binary such as MIME)

• Agents:

- MUA (mail user agent)

- MTA (mail transport agent)

- MDA (mail delivery agent)

Electronic Mail: The Header

• Syntax and content of header fields is defined by RFC822

• Three types of header fields

- Defined (configurable) on site-by-site basis

- Generated automatically during mail transmission

- Added by MUA for processing "enhancement"

• Bounded by a null line

Electronic Mail: The Body

• Everything following the first blank line through the end of the file

• Most commonly consists of "plain" text

(7 bit ASCII character set)

• Binary data can only be sent through

the use of some form of data encoding

(MIME, uuencode, BinHex)

Electronic Mail: Attachments

• Extensions to the message body which

(often) allow for inclusion of non-ASCII

data in message (8-bit Latin character

set, graphics, sound, videoclip, etc.)

• Two significant characteristics

- Delimited (or bounding markers)

- Binary data

• MIME (Multipurpose Internet Mail

Extensions) defined in RFC1521 and RFC1522

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Proceedings - 1994 Federal Depository Conference

Electronic Mail: Agents

• Mail user agent (MUA): application which the user employs to read, send, and process mail. Examples include elm (unix), pine (PC and unix), Eudora

(Mac, Windows), PROFS (IBM

VM/CMS)

• Mail transport agent (MTA): application which handles electronic mail

transactions between systems. Examples include sendmail (unix), LMAIL (IBM VM/CMS) ,

• Mail delivery agent (MDA): application which handles actual delivery of electronic mail. Examples include

/bin/mail (SMTP for unix), VM SMTP

(IBM VM/CMS)

Electronic Mail: Addressing

• Three elements of electronic mail address

- User identifier (required)

- Machine identifier (required)

- Gateway routing (optional)

• User identifier and machine identifier are separated by "@"

• Examples are: John_Doe@foo.bar.com (Internet

style) USER1234@BITNODE (BITNET style) @gateway.foo.bar.com:USER1 234@

BITNODE (gateway)

Electronic Mail: The Process

• Mail transport agent (MTA) - how the note gets there

• Sender (RFC822 "From:") - or who

wrote the letter

• Recipient (RFC822 "To:") - or who

receives the letter (point to point

transfer)

• A list - a group of recipients who

share a single common address (point

to multi-point transfer)

Building Electronic Mailing Lists

• Manually - lists can be built manually

(function of an MUA, or system-wide

function like sendmail aliases)

• Automatically - lists can be built automatically (using list management

software)

• Private - lists can be private (for use of

individual or small group)

• Public - lists can be public (open to anyone with network address)

• Unmoderated - no list owner, or if list owner is present list owner does not impede flow of messages

• Moderated - list owner reviews and

approves or discards postings submitted to the list

Building Lists Manually

• Sendmail aliases are common in the

Internet

- internally managed (in/etc/aliases or

/usr/lib/aliases) admin: tom,dick,harry

- : include: managed (reference to external file) admin: :include:/usr/users/tom/

toms.list

• Often can be identified by subscription address and owner

admin-request@foo.bar.com owner-admin@foo.bar.com

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1994 Federal Depository Conference - Proceedings

Automated List Management

• Revised (BITNET) LISTSERV

Platform: IBM VM/CMS (REXX, PASCAL)

Contact: Eric Thomas; L-Soft, Inc. (ERIC@SEARN.sunet.se)

• Unix-Listprocessor

Platform: unix-like operating systems

(C code)

Contact: Anastasios Kotsikonas, CREN

(tasos@cs.bu.edu)

• Majordomo

Platform: unix-like operating systems

(perl) Contact: Brent Chapman

(brent@GreatCircle.com)

• Almanac

Platform: unix-like operating systems

(C code)

Contact: Oregon State University

(almanac-help@oes.orst.edu

• Mailbase

Platform: Sun Microsystems (requires

Ingres) contact: Newcastle University, United Kingdom

(mailbase-helpline@mailbase.ac.uk)

• Procmail

Platform: unix-like operating systems

Contact: Stephen R. van den Berg

(berg@pool.informatik.rwth-aachen.de

• Two elements of automated management

- address of the server process Examples:

LISTPROC@CNI.ORG

LISTSERV@UHUPVM1 .UH.EDU LIST-REQUEST@FOO.BAR.COM

- address of the list Examples:

REGIONAL-L@CNI.ORG

PACS-L@UHUPVM1.UH.EDU

• Pay attention to where you mail

things!!!

• commands (sent to the server process)

- to join a list Examples: SUBSCRIBE REGIONAL-L John Doe

SUBSCRIBE PACS-L Jane Doe

JOIN FOOBAR-LIST Sam i. Am

- to leave a list Examples:

UNSUBSCRIBE REGIONAL-L SIGNOFF PACS-L

• After joining or leaving, it gets a little fuzzy

- when in doubt

Examples: HELP

HELP SUBSCRIBE

Automated List Management: Other Features

• Advanced user requests (postpone

mail, digests, review subscribers, conceal presence, query personal

settings, etc.)

• Administrative requests (list passwords, system override for list owners, etc.)

• Interface (via e-mail, via direct connection, client/server)

• List typing (public, private, closed, open)

• Distribution (moderated, reflected, FAXed, network news)

• Archiving (mail logs, file distribution)

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• Administration (multiple owners of

lists, transaction logs, resource

allocation, statistics)

• List configuration (maximum/minimum

message length, peer lists, list matrix, network news gateway, batch periods, bounce history, bounce autoremoval)

Private Mailing Lists

• Closed to all but a certain group of individuals

• Different kinds of privacy

- Private group of receivers (list is open

to anyone for posting, but only those on the list receive it)

- Private group of senders (only those who are members of the list can post

to it)

• Better for focused workgroups, but

often creates an "air of secrecy"

Public Mailing Lists

• Open to anyone who wants to join it

• The larger and more heterogeneous

the group becomes, the more

diversions tend to occur (i.e. signal to noise ratio)

• There may be physical (and practical) limitations to the size of a mailing list

Unmoderated Lists

• Worst case scenario: anything sent to the list address is distributed to all readers of the list, and re-broadcast ad

s infinitum to the remainder of the world

• Posting is "fast"

• Limited mechanisms for checking

problem addresses

Moderated Lists

• Best case scenario: anything sent to the

list address is distributed to the list moderator who ridicules you from the privacy of his/her office

• Postings are delayed (signal to noise

ratio is lower)

• People tend to submit more carefully constructed postings

• Moderator serves as a buffer to check problem addresses (and problem

people)

• Good moderator is a cheerleader and

an advocate, and knows when to be

controversial

craig@cni.org

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1994 Federal Depository Conference - Proceedings

State Electronic Government Information

List: The Texas Experience ^^^"^

Mary I. Shearer

University of Houston

Tlie O'Quinn Law Library Houston, TX

I appreciate the opportunity to speak with

you. My goals this morning are:

1) To describe to you our experiences

in starting and maintaining the Texas Documents Information Network,

2) To relate facts about the messages and subscribers including a

surprising detail about the

subscribers, and

3) To mention nine other state electronic conferences. Furthermore, I hope you will be encouraged to support the open electronic government information conferences in your

state. If none exists, I hope you will feel inspired to start one. You do not need to be a

"techie" to be a listowner-just be friendly to people who are. :-) There are articles to help you and people willing to help-including me. My telephone number and e-mail address are

in the handout that I prepared. Handout The handout also contains the following:

1) A list of open state electronic conferences. There were six that I knew about in mid-March when the handout was prepared. There are a few more. I will comment on each

as time permits.

2) Directions for getting two articles about starting a list.

3) Sample proposal to host site. A

written proposal might not be

necessary. You might find that you

can make arrangements by telephone

or e-mail.

4) A sample new list announcement.

Terminology The name of our electronic list or conference is TXDXN-L, and we refer to it as "Tex Docs In" or simply "the list." You may

hear such lists referred to as electronic conferences, discussion lists, mailing lists, listservs, list servers, or list processors. TXDXN-L is an open subscription list, unlike Regional-L which is closed. When I say "we,"

I am referring to myself and co-listowner, coeditor, co-moderator Richard Guajardo, Head, Automation Services Department of the

University of Houston Law Library. We should distinguish the list from the

list server or list processor software that, for example, defines the characteristics chosen for the list, allows the collection and distribution of messages, and stores information such as log files and names and addresses of

subscribers. The list server or list processor

software is at the host or home computer site,

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Proceedings - 1994 Federal Depository Conference

on the mainframe or minicomputer, and is maintained by someone else~a list server or

list processor manager who may be, as in our

case, a campus computing systems analyst. This is the person with whom the listowners,

editors, or moderators will communicate if there is a problem with the software or if help

is needed in setting parameters, for example.

Why Have a State Electronic Conference for Government Information? We started TXDXN to provide an

electronic forum for government information

issues of special interest to Texans. This is deliberately a very broad statement. We are

interested in public access to government

information at all levels. Not only do we

want Federal and Texas government

information, we want Mexican and

international government information when we can get it since we live in a border state.

In addition, we want to know what other

states are doing to promote public, electronic access to government information. For example, we followed the progress of

California's AB 1624 that resulted in that

state's legislative information going online free to the public via the Internet. We are looking forward to our 74th

Legislature which convenes in 1995. We

know we have one Texas state representative and his assistant and another Texas state representative's assistant as subscribers. We

want TXDXN to be a forum for discussion of

issues leading to more Texas government

information becoming available electronically and free by way of the Internet. We are especially interested in helping to increase the numbers of government documents librarians in Texas who have

access to the Internet, particularly the public

librarians. A state government information list can be another resource that public librarians can point to as an additional reason for having

Internet access when talking with their administrators.

Finally, we thought people would post messages on a state list that they would

consider too specific for the national conference, GOVDOC-L. For example,

meeting announcements and comments

sought by state agencies.

How Did We Prepare to Start TXDXN?

Maybe I should say "over prepare" because you might find that you would not need to take all of the following steps.

1) As a member of the Government

, Documents Round Table of the Texas Library Association, I sought

support from the group for the establishment of a state list at its annual conference business meeting

in 1992. A resolution in support was adopted. I don't think that seeking support from an organization

is a necessary step, but it's one that could generate good will,

2) I posted a message to GOVDOC-L

asking for information about starting a list. We received a couple of very

helpful responses.

3) I observed GOVDOC-L and FLADOCS. These were the only two

government information conferences

that we knew about at the time.

4) We asked Gary Cornwell, a

listowner of FLADOCS, for advice. He said starting a list was

surprisingly easy to do.

5) The co-listowner asked Charles

Bailey, listowner of PACS-L, for advice. He recommended that we

get two electronic files. Names of the files and directions for retrieval are in the handout.

6) We determined the name,

description, focus, and features of the conference. If we had it to do

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799^^ Federal Depository Conference - Proceedings

over, we would have picked a simpler name, one with obvious

pronunciation. We decided that our conference would be open

subscription, open to receiving messages from non-subscribers, and

moderated. Because it is moderated, messages sent to the conference are NOT automatically distributed to subscribers. We need to access the

list server account and manually

forward out the accumulated

messages. We prefer to do this so we can check subject lines and

determine if messages are mistakes.

selected private e-mail addresses. The printed Letter from the Chair of the Texas Library Association, GODORT, publicized TXDXN. That

Letter was sent to TLA GODORT

members, all Texas State depositories, and all Federal depositories in Texas. Rhonda

Marker's State and Local Documents News column in Documents to the People (DttP)(ALA GODORT)

announced TXDXN. This column is a good place to learn about other new lists focussing on state government information.

7) We discovered that to run an

electronic conference at the

University of Houston, we needed to have an account on the university's computer running the VM operating system which is different from the VAX operating system to which we

were accustomed. So we did that and practiced using the electronic mail function.

We continue to publicize the conference.

For example, when I noticed that CALDOC-L

was listed as a resource under the state of

California on the Library of Congress Gopher

MARVEL, I sent TXDXN-L's description to the MARVEL Design Team (address: lcmarvel@seq1.loc.gov) and requested that TXDXN-L be placed as a resource under the

state of Texas. The next time I checked, there

it was.

What Did We Do To Start the Conference?

1) We prepared a proposal and

submitted it to the University of Houston's Computing Systems

Analyst.

2) The co-listowner followed-up several times after a few weeks until we

learned that our proposal was

approved.

3) We subscribed to the conference from our VAX accounts.

4) We practiced posting messages,

distributing messages, and editing subject lines.

5) We publicized the list by sending announcements. Electronic announcements were sent to the GOVDOC-L, NEW-LIST, and

Messages

These statistics are rough. I don't know

the reason for this, but our listserv software was not set to record posting statistics for us

until earlier this month when the new

software was installed. The listserv and

listprocessor software are capable of keeping a

record for you of how many messages were

posted by each subscriber, past, or present. If you run a list, try to acquire posting statistics. There were 442 messages posted from May 10, 1993, through April 18, 1994. A

review of a sample of 195 messages through

the eiid of March showed that I posted 63% of the messages, the co-listowner 3%, and others posted 34%.

Most of the messages posted by the

listowners were found on other e-conferences

that we monitor. Very few of these were first seen on GOVDOC-L. Of the 1 95 messages

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Proceedings - 1994 Federal Depository Conference

sampled, 31% were about Texas, 6% had an

international theme, 9% were about what was

happening in other states. The remaining

54% were related only to the Federal Government.

Subscribers The number of subscribers has increased

steadily. Our first announcement went out in the first week of May, 1993. By May 15 we

had 96 subscribers. The last subscriber review on Monday, April 18, showed 207 addresses

listed. Most subscribers have U.S. addresses on the Internet. Extensions were of the following kinds: .edu (145), .com (19), .gov

(15), .org (6). We have one each from

Australia, Mexico, United Kingdom, and the Netherlands. The remainder have BITnet

addresses.

This next fact about our subscribers

surprised me. When we had 108 subscribers

last May, a little over ONE-HALF were NOT

subscribed to GOVDOC-L. And the disparity has increased. Now, 66% of our subscribers DO NOT subscribe to GOVDOC-L.

Our Duties as Listowners*

1) Monitor other conferences for information.

a) Post and forward to our

subscribers.

b) Follow up on what might yield an original piece.

c) Learn how to be better listowners and moderators.

2) Work with the listserv software manager at home site. a) Correct problems.

b) Change features.

c) Fine-tune conference operations.

3) Resolve message distribution errors,

a) Monitor error messages returned

to the listserv.

b) Communicate with subscribers

if a problem persists.

c) Reinstate subscribers who are automatically removed from the conference by the listserv. d) Communicate with postmasters

at sites that reject messages from

the conference.

4) Unsubscribe/resubscribe subscribers who change addresses.

5) Prepare help texts. For example,

help texts can describe how to search the conference archives or

^ retrieve indexes and log files.

6) Maintain log files as needed.

7) Submit files to the archives.

8) Create and edit names file on the

listserv account.

9) Organize messages sent from the

listserv account.

10) Monitor listserv account disc space.

1 1) Communicate with other listowners on campus.

1 2) Work with nearby site to provide FTP access for subscribers.

13) Publicize the e-conference.

How Much Time Do We Spend As

Listowners? Because I monitor so many other

electronic conferences, newsletters, journals, and mailing lists for not only my own interest, but also in order to see what I can find that would interest our subscribers, I spend about

fourteen to sixteen hours a week. I edit all of the messages that I post from other e- conferences to eliminate extraneous header

information, clarify identification of the

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1994 Federal Depository Conference - Proceedings

original sender, and sometimes to sharpen the but I subscribed. Subscription address: subject line description. < listserv@usfsysb.uark.edu >

.

I also search gopherspace and bulletin board systems for items of interest to post. And I prepare some original pieces of information and post or offer to send to people who want them. The co-listowner spends four to five hours

a week on the conference. He monitors other e-conferences and handles most of the

technical matters. Listowners do not need to spend the amount of time that we do after the

first two or three weeks. But we believe very

strongly that you should post a message at least once or twice a week if no one else has posted-just to remind your subscribers that the e-conference is viable. You could spend less time if you

monitored fewer lists, chose to have an unmoderated list, or involved more people to carry out the tasks. As for me, TXDXN is one

of my hobbies. And, the co-listowner is still enthusiastic. He has just started another

electronic conference-this one for the benefit of the Southwestern Association of Law

Libraries, SWALL-L.

Other State Lists

First, there are three not in the handout.

I subscribed to these Sunday and left Tuesday,

not having received any messages from them. COGOPUB-L was announced in the State and Local Documents News column of the current issue of DttP. It has 62 subscribers. Subscription address: < listproc@lists.colorado.edu >

.

On Monday, I queried Listserv to try to locate other state conferences. I found ARKNET-L, with 134 subscribers, which is said to provide a forum for discussion of

issues and concerns relating to the Arkansas

State Network. I was not sure that this list was the kind of state list I was interested in.

I found ARIZONA, the Arizona State Public Information Network, with 14 subscribers, and

I subscribed to it. From a review of the

statistics, it looks like this e-conference was

still in test April 18th. Subscription address: < listserv@asuvm.inre.asu.edu >

.

I subscribe to all other open, state electronic conferences that I know about. These are listed in the handout with their subscription addresses, listowners' names, and numbers of subscribers. Any comments that I am going to make now are based upon my

observations and I welcome any corrections. FLADOCS, Southeast Document

Librarians, is a very low volume list. Most

messages are about needs or offers of documents posted by one person. CALDOCL, was started so California Documents

librarians could exchange information

regarding California and Federal Documents

issues and better communicate with the State Library and the California Regional Library in Sacramento. DOXNj, Government

Documents in New jersey Forum, is another low volume list. MN-GOVT is more like a newsletter with one person posting most of the messages about pending legislation in Minnesota. KENTUCKY, Kentucky Civic and

Political Discussion, seems to be the most

free-wheeling of the lists, with dialog among

students and the public, and not necessarily about government issues but including

government issues. There is one other list which was

"terminated" after about six months. It is BAYOUDOC, the Bayou Area Documents

Discussion List. It was established at Louisiana Tech University and was created to encourage communication in Louisiana about government publications and information at all levels of government. It had 24 subscribers, and only 16 messages posted over the six month period. According to the listowner's

final message, it was terminated because of its inactivity. It appeared to be a well planned

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Proceedings - 1994 Federal Depository Conference

list with very fine documentation, and we

hope it will be revived.

Future of TXDXN and State Lists We plan to publicize TXDXN to attract more subscribers - people with an interest in Texas and Mexican government issues, Texas agency staff, Texas legislators and aides,

librarians, students, those in the public who

are looking for Texas and Federal Government

information.

The continuing increase in the number of our subscribers, the positive feedback that we

get, and the growth of other open state e- conferences that are springing up show me

that TXDXN and similar conferences are valuable government information sources.

I predict that it will not be long until there is at least one electronic conference for government information in every state.

*Special thanks to co-listowner Richard Guajardo for preparing this list of duties.

HANDOUT

State Electronic Lists as of 3/19/94, Discussion Lists Unless

Otherwise Noted:

CALDOC-L (California) <listserv@fullerton . edu>

For California Documents librarians to exchange information

regarding California and Federal Documents issues and to better communicate with the State Library and the California

Regional Library in Sacramento.

Questions to Carol Bednar, cbednar@fullerton.edu

122 Subscribers

DOXNJ (New Jersey) <listserv@rutvml . rutgers . edu>

Government Documents in New Jersey Forum

Owner= MARKER@ZODIAC (Rhonda J. Marker)

Total number of users subscribed to the list: 71 FLADOCS (Florida) <1 ist servOnervm . nerdc . uf 1 . edu>

Southeast Document Librarians

Owner= suzshaw@nervm, wcovey@nervm, tomkinn@nervm,

garcorn@nervm

Total number of users subscribed to the list: 40

KENTUCKY (Kentucky) <listserv@ukcc . uky . edu>

KENTUCKY- -KY Civic and Political Discussion

Kentucky civic life and politics are the themes of this

discussion list. The purpose of the list is to share

information, ideas, opinions, and inquiries about public life,

both civic and political, in the Commonwealth of Kentucky.

Owner= STR0 02@UKCC.uky.edu (Bob Moore)

Total number of users subscribed to the list: 68

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1994 Federal Depository Conference - Proceedings

MN-GOVT (Minnnesota) <listserv@vml . spcs . umn . edu>

Information Policy Office - MN Dept. of Administration

This electronic mail distribution list will broadcast updates

on efforts in the public electronic access area and experiment

with other government information announcements.

Owner= Steven . clift@state . mn . us (Steven Clift)

Total number of users subscribed to the list: 88 TXDXN-L (Texas) <listserv@uhupvml . uh . edu>

Texas Documents Information Network

OWNER= LAW7@UHUPVM1

Total number of users subscribed to the list: 201

Two References on Starting a List:

1. Diane Kovacs, Willard McCarty, and Michael Kovacs ' file STARTUP. Send a message to: listserv@acadvml.uottawa.ca or listservOuottawa

No subject line. Message should be the following command:

GET LISTS START-UP

2. Marty Hoag's file CREATE. Send a message to listserv@vml.nodak.edu or listserv@ndsuvml

No subject line. Message should be the following command:

GET NEW- LI ST CREATE

Sample AnnoTincement for New State Electronic Discussion List:

LIST SERVER FOR TEXANS INTERESTED IN GOVERNMENT INFORMATION

A list server has been established at the University of Houston

for documents librarians in Texas and other interested persons to exchange information regarding Texas, Federal, and international

publication, dissemination, and access issues, including free

electronic public access to government information.

To subscribe to the list send an Internet mail message to: listserv@uhupvml .uh. edu

with no subject and one line of text which reads:

Subscribe TXDXN-L <yourf irstname> <yourlastname>

For example, if Kelley Houston wants to subscribe, the message

could read as follows since the system is not case sensitive and

certain abbreviations are acceptable.

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Proceedings - 1994 Federal Depository Conference

Sub Txdxn-1 Kelley Houston.

A welcome message and instructions should be returned.

Messages to the list should be sent to: TXDXN-L@uhupvml . uh . edu

Questions regarding the list should be addressed to: Co-Listowners

:

Mary Shearer Richard Guajardo

shearer@uh.edu guajardo@uh.edu

713-743-2335 713-743-2315

Seunple Proposal £or New State Electronic Discussion List:

TO XXXXXXX WWWWWW, Campus Computing Systems Analyst

FROM Mary I. Shearer (shearer@uh.edu) X3-2335

Head, Government Documents/Microforms Department

University of Houston Law Library

Richard R. Guajardo (guajardo@uh.edu) X3-2315

Head, Automation Services Department

University of Houston Law Library

RE Establishment of an electronic discussion list.

DATE 23 FEBRUARY 1993

PROPOSED ESTABLISHMENT OF AN ELECTRONIC DISCUSSION LIST

NAME TXDXN-L (pronounced "Tex Docs In") (Texas Documents

Information Network)

if Features

Open subscription

» Open to messages from non- subscribers

Moderated

Archiving and file server space

PURPOSE Facilitation of discussion of Texas state government

information, U.S. and other government information bridging

academic, governmental, and public sectors of Texas society.

•k Areas of Interest

Policy and collection management issues

Availability of government information

Dissemination of government information in various

formats

"Needs and Offers" of specific publications

Reference questions and answers Reference guides and bibliographies

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1994 Federal Depository Conference - Proceedings

POTENTIAL

SUBSCRIBERS All who are interested in Texas, U.S. and other

government information.

-k Primary constituency

Managers of government documents collections

Librarians with government information questions

Students and other researchers

Public officials

Public

OWNERS Mary I. Shearer (shearer@uh.edu)

Richard R. Guajardo (guajardo@uh.edu)

DISCUSSION

Within Texas, there are over seventy libraries which are official depositories for either U.S. government publications or Texas state publications or for both. There are other libraries

throughout the state which purchase and collect U.S. or Texas

publications in paper or electronic format.

Although there are a few electronic sources of Texas state

government information, they are not widely known and they do not

have the scope of the proposed electronic discussion list TXDXNL. There is no single, fast, focussed way for librarians and

others in Texas to communicate with each other or with public

officials, students and other researchers, and the public about

government information.

TXDXN would allow and, indeed, encourage communication about

Texas government publications and would primarily serve Texans

interested in government information of all kinds and at all

levels. TXDXN ^ould be comparable to GOVDOC-L (national

participation; primarily U.S. government information) but more focussed on Texas and Texans. It would be broader in scope of

subject matter than FLADOCS which is a list primarily for needs

and offers of government documents for librarians in the

Southeast

.

At its annual business meeting in 1992, the Government

Documents Round Table of the Texas Library Association adopted a resolution in support of the establishment of a list of the type

we propose, demonstrating that TXDXN has a ready constituency and

a unique service role.

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Proceedings - 1994 Federal Depository Conference

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7994 Federal Depository Conference - Proceedings

The Multi-State Regionals: The Problems and

Challenges in Providing a Regional Service

3ulia F. Wallace

University of Minnesota Library Minneapolis, MN

There are six Regional Libraries which

serve more than one state. Dan O'Mahony of the Council's Regional Structure Committee

has provided you with a summary of his survey of those Regionals. My role in this program is to personalize some of that data, and to tell you about the actual challenges,

benefits and disadvantages of serving libraries outside your own state. The Minnesota Regional is one of the newer of the multi-state Regionals, having

accepted responsibility for our neighboring

state of South Dakota in 1988. Of the six, we

are third in area and population and second in number of selectives served. The University

of Minnesota serves as Regional for 25

depositories in Minnesota and 10 in South

Dakota. I hope our experiences can be useful as one example of this kind of structure, and

can help Regionals consider some issues involved in expanding services beyond the

state borders. As background, I came to the University

of Minnesota in March of 1989. A few months before I was hired, the University administration had agreed to serve as the Regional for South Dakota, at the request of the South Dakota State Library. The South Dakota State Library had itself become a depository in 1973, though apparently it had been a depository earlier and dropped the

status for a time. As a small selective at less than 25%, in a building with serious space

constraints, the State Library was in no

position to become a Regional, but it

recognized its responsibility for solving the Regional problem for the state. Though two

of the South Dakota selectives are over 100

years old, all select fewer than 50% of available items, and none was willing to take on Regional responsibilities. The State Library had also inquired of the Regionals in other neighboring states, but the many ties between

Minnesota and South Dakota made this connection a logical one. The main reason South Dakota selectives were becoming desperate for a Regional, of course, was so that they could withdraw

depository materials. They had in place a good cooperative system for collection development, a shared online catalog system, and inter-library loan, and were able to provide their citizens with government

information as needed. But good collection management includes regular weeding of outdated materials, and GPO rules mean that depositories may not withdraw anything if they are not served by a Regional. Many of the depositories were suffering serious space

problems. Two of the largest depositories had been in the program since 1889, and one

since 1903. With the prospect of discard lists covering up to 100 years of accessions, the South Dakota libraries together proposed a process whereby they would travel to a Regional themselves to check their withdrawal

lists against the Regional shelflist and shelves. Given this proposal, the Minnesota

administration determined that serving as South Dakota's Regional (and I am quoting

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here) "should not create additional staffing needs for us," and they signed the agreement. The South Dakota depository librarians began

visiting Minneapolis immediately, with the checking of lists coordinated through the State

Library. Libraries helped with checking each

other's lists, and while for some of them it was a trip of over 500 miles, it was worth it to them to get their document weeding started. These list-checking visits continue to this day;

in fact two South Dakota staff members are stopping in Minneapolis^for two days of work

on the way home from this conference. This process is being used only for the gigantic backlogs; once libraries finish the backlogs and are doing only routine 5-year weeding,

they will not need to come to the Regional. But most of them have not completed their backlogs, and three have not even started. While our administration did not perceive

this process as requiring any additional staff, the Regionals here know that is not the case. Dealing with these lists after preliminary

checking, and more importantly with all the documents which arrive on our doorstep as a

result, remains a task which we cannot fully support. At the moment I must admit that we

have a room full of boxes of South Dakota

withdrawals which cannot be processed into our collection due to lack of staff. We

retrieve from the boxes titles which are in our

"lost" file, then put the rest away in the "South Dakota" room. The discard function was the main reason South Dakota wanted a Regional, and that process is the most visible aspect of the

relationship for us too. I am not sure whether

the South Dakota libraries even thought about any other benefits of Regional service. However, there are other elements in the

relationship as well, which I think are important to both of us. For the most part, these simply mean doing more of what we do

for the Minnesota depositories. But there are some things which change a bit when they

cross jurisdictions, and I'll try to point out some of those. They are, I think, things which

need to be considered as libraries look at new

ways to organize the depository system

nationally.

Outreach, Depository Assistance, Mentoring

Obviously, adding ten more libraries to our responsibilities means there are more

depositories and individual staff to communicate with, although we still have

fewer than many large states. But with two

states there are two state library associations, each with a documents section. I have

attended the South Dakota Library Association only once, but since their documents group is active it would be useful to make it more

regularly. We support and co-sponsor an

annual forum each spring, and the South Dakota libraries attend that. We all benefit from the additional participation. While we

consult with South Dakota librarians on

specific issues by phone and e-mail, or when

they visit, local outreach and mentoring is often handled within South Dakota by sharing

expertise. This is an example of Regional

services which can be carried out by any and

all libraries with the skill, interest and

administrative support.

Inspections

Inspections are a special component of Regional outreach and assistance, but when

crossing state boundaries they introduce some

elements we need to think about. All 10 of the South Dakota depositories were inspected

in the summer of 1993, so it gave us an

opportunity to see what could be done. Helping depositories get prepared was not a problem, since we talked about it at our

spring forum and I could consult with

selectives by phone and e-mail. Because of our relatively new relationship, and the fact that I had visited only two of the ten libraries,

I thought we would be a more effective Regional if I could attend the inspections. They were scheduled to take place over a two-week period last July, right after ALA. It was not possible to drop in on some of the

inspections and then put in a few days at

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work; instead I did the whole circuit, putting almost 2,000 miles on my car and seeing some incredibly marvelous prairie and Black

Hills scenery on the two intervening weekends and during the long trips between

selectives. The advantages of doing this were

important to me. I am now more aware of

their collections and services, as well as the strong networking which is in place there. In addition, it is a nice place, with nice people, and doing inspections with Greta Boeringer was both educational and pleasant. The disadvantage which is unique to the

multi-state aspect of this relationship is the funding. While my library absorbs the

services which simply add to the daily work

load in ways which are largely invisible, the

cost of traveling for two weeks is quantifiable. As a University of Minnesota employee, I am

paid by the citizens of Minnesota. South Dakota pays Minnesota nothing for Regional

services. It was awkward to suggest that those

libraries might contribute to the travel expenses of the Regional Librarian, and some

administrators questioned why they should pay to have an inspection. Some of the

libraries did assist with local expenses and some didn't, but a more straightforward sharing of actual Regional costs would

probably be advisable. And perhaps as we

talk with Council, Congress and the GPO

about expectations of Regionals, we need to acknowledge not only the staffing burdens but

the actual dollar costs of some Regional

functions.

Other Administrative Functions While there are added libraries to cover in Regional mailings, we are beginning to communicate more through e-mail, where

added libraries are little extra work. There are some tasks which we carry out or assist with

in Minnesota, but which are handled in South Dakota through their own documents

association rather through the Regional;

examples are their directory, union list, and

distribution of discard lists. Work on the annual forum has been made easier, since

South Dakota librarians have participated in programs each year.

So, what are the benefits of being a multistate Regional? Obviously, it provides

Regional services for depositories which need

it, so it benefits the national system by

facilitating the work of those selectives. Many

Regional services can reasonably cross state

lines, and make good sense if divided up by

general proximity. Federal region, library cooperative network areas, or other logical groupings. There are many places where

existing cooperative networks exist across state

lines, and Regional services and networks

certainly could too. An additional benefit for our region, since it was of moderate size before this addition, has been the expanded

base of expertise of the depository librarians from our neighboring state. Of course we

have added several thousand documents to our collections from the South Dakota

withdrawals, which in the past we would have needed to request through inter-library loan. And I suppose library administrations may

perceive additional prestige through serving as a multi-state resource. There are of course some disadvantages

as well. Some are just magnifications of the

stresses on all Regionals: too many lists, too many libraries to visit, never enough staff to carry out responsibilities or provide extras like electronic training. Problems which are

specific to the multi-state arrangements are

jurisdictional and financial. The newest multistate Regional, at the Utah State University, receives $8,000 annually from the state of Wyoming to serve as their Regional. This can

cover the cost of travel to meetings and

inspections, as well as some regular hours of

staff to work on withdrawal lists and other

duties, and eliminates the problem of one

state's taxpayers paying for services to another.

It will be useful to start rethinking which

Regional services are in fact tied to place - meetings, local training for staff, some

immediate reference and collection referrals. But as we move toward more electronic

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resources and faster communication and document delivery, more services now carried out locally might be just as efficient, or more

so, if the system were looked at as a national one. Communication by e-mail makes

mentoring based on expertise more possible. Even some training can be carried out from remote sites. Full collections in each state may not be necessary if materials can be

identified and delivered quickly in a usable

format. The responsibilities might change, and new technologies should make it more

possible to spread them among more

depositories. As we consider new ways of developing

multi-state Regional arrangements, some

accounting for mutual benefit or cost sharing

will need to be explored. In addition, there needs to be additional discussion with the GPO and the Council about ways to alleviate the burdens of Regional responsibilities which

are becoming more stressful as library resources are shrinking. New ways of providing and sharing support in the positive aspects of depository service, and a de- emphasis on rules and procedures which are not essential to the ultimate goals of the system, can make new ways of cooperating a

real possibility.

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Shared Regional: The South Carolina

Experience

Maureen Harris

Clemson University Library Clemson, SC

I have interpreted the request I received

to speak at this conference as a request to describe an actual working Shared Regional, not my chance to expound on how I think we

should reorganize the Regional structure. However, some comments I make may relate to problems that I think will have to be

addressed during a reorganization. And, since

I am on the DLC taskforce looking at a

restructuring of the regional system, I will have plenty of opportunity to talk about what I THINK we should do or not do. My purpose

here is to say how the Shared Regional now in place in South Carolina works, how it came

about, and some of the problems we

experienced.

I can claim no credit for the idea of a Shared Regional in South Carolina. For some

time, documents librarians in South Carolina had attempted to persuade the state's largest library to take on the responsibilities of a Regional. State after state either set up a Regional within its borders or made some

other arrangement with a nearby state, but for South Carolina-nada, primarily because the then Director of South Carolina's largest library was adamantly opposed to his library becoming a Regional. When I arrived in South Carolina, a newly-formed GODORT

group within the South Carolina Library Association had as its primary goal the establishment of a Shared Regional-and I have

to say that I do not know who it was who

thought of trying to convince the "unconvincible" to participate in a Shared

Regional arrangement. But when I began

working at Clemson University, South

Carolina's land grant school and site of its second largest library, efforts were well under way to involve three academic libraries and

the South Carolina State Library in a shared arrangement. As I describe the disaster that

resulted, you will see why I am carefully distancing myself from this initial phase of South Carolina's Shared Regional. The initial plans were made before I took on documents responsibilities at Clemson but

I was involved in the division of Federal agencies among the three libraries that was

included in the 1985 agreement signed with GPO-for that is how we divided the Regional

responsibilities for taking everything, keeping

everything, and accepting disposals. As if three libraries were not enough, the State Library was designed as the "secretariat"; they were to set up meetings, visit selectives, and

compile and distribute disposal lists. The

libraries involved drew up a list of current agencies and, among ourselves, decided which library should handle which agency

based upon the institutions' curriculum and its holdings. For instance, Clemson took

Agriculture; USC, with a large business

school, took Commerce; Winthrop, historically a teachers college, took Education. Each

school added any item numbers needed to complete its coverage of "its agencies." (Some

of these details are lost within the mists of time, but I believe we could add item numbers several times a year at this time-in

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any case, I recall no problem in adding item numbers). We then sat back, feeling pleased with ourselves, and ready to tackle the next stage-writing instructions for disposing of

materials. That's when the bombshell hit. The "unconvincible" received a letter from GPO congratulating South Carolina for initiating a Regional arrangement and stating something like "beginning x date, your library

will receive the Regional shipments and you

will be responsible for transferral to the other

libraries which have agreed to share the Regional responsibility with you those

materials for which they have responsibility." Stunned disbelief. Could this mean what it seemed to say? Did it ever~USC began to receive "regional shipments" and was

expected to check in these materials, sort out

the materials going to the other two libraries and mail them to those libraries. If that were

not enough, some of the direct mail materials began arriving at USC; in particular, the complete DOE technical report series, mailed from Oak Ridge, which only Clemson had been receiving, began arriving at USC. I believe our direct mail FERC Reports also showed up at USC. When we all recovered from the shock, we managed to get the Oak Ridge people to

re-direct the technical reports to Clemson

although it was months before we finally got the shipments that had gone to USC. To

use's credit, they did their best to cope with

this unexpected work load but they often got behind in sorting out the shipments, and, of course, as it inevitably would, some things went astray. (Perhaps I should interject here

the fact that the participating libraries were

still receiving, as selectives, the materials they had taken prior to the initiation of the Shared

Regional; what these libraries got from USC

were those item numbers for "our agencies"

that we had not previously taken. This made

checking in our selective shipments lots of fun- let's see, is this something GPO is supposed to send us or do we get it from use?) So, at Clemson we had our pile of claims to GPO for the item numbers we

continued getting from GPO, our pile of

claims to USC for items they should have

mailed to us but didn't (for whatever reason), and, eventually, our pile of claims to Winthrop for things that USC should have

mailed to Clemson but mailed to Winthrop

instead-maybe. It is questionable whether

this arrangement was doing anything but

driving several documents librarians crazy. But help was on the way in the guise of Sheila McGarr (praise be her name) who,

along with Ridley Kessler of the University of North Carolina-Chapel Hill, had been invited

to speak at an October 1985 SCLA/GODORT

meeting in Charleston. Over lunch with

Ridley, Sheila and Debbie Yerkes of USC,

Sheila innocently inquired "how's the Shared

Regional going" and boy! did she find out. After several minutes of howls of anguish, screams of pain, she quietly said "well why

aren't you doing what North Dakota does?" North Dakota? No one had mentioned North Dakota before. (I repeat, I was not involved in planning this system and do not know with whom the organizers dealt at GPO but apparently that person hadn't heard of North Dakota either.) But our Sheila knew all about

it, described the North Dakota plan which had been in operation many years, and said she'd send us a copy of the North Dakota Shared

Regional agreement when she returned to Washington. Which she did-and saved the day-and the Shared Regional-for South

Carolina. A new Shared Regional plan, almost word for word the same as that for North Dakota, was signed in June of 1986.

For several reasons, both the State Library and Winthrop removed themselves from the

revised Shared Regional, leaving only USC

and Clemson as the current Shared Regional

depositories in South Carolina. The essence of the North Dakota/South

Carolina plan is that the libraries participating

in the Shared Regionals are all Selectives in terms of receipts. No one library in these two

states gets the "regional boxes." We all receive surveys and are honor bound to take all new

items for "our agencies". We do not receive both formats for dual format titles and we do

not receive any materials that are sent to

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Regionals only. The two remaining libraries once again divided up the List of Classes by

agency, agreed to take everything sent out by

GPO for "our agencies", to retain everything

for those same agencies and to accept

disposals from the Selectives in those

agencies. We also split up the Selectives between ourselves for purposes of visits, or reference assistance. The Selectives were

divided primarily on geographic lines and our

selection of agencies-as with the earlier three

part division- followed our curriculum emphasis. We also divided up the "dead"

agencies, usually assigning "dead" agencies to match current responsibilities, i.e. USC which

had D also got W and N. Although we did not formally agree to "exchange" retrospective

collections, there was a good deal of disposing to each other; Clemson received hundreds of USDA titles from USC and we

sent many DOD holdings to USC. And how has it worked and what have we learned? First, think about EVERYTHING

when devising a Shared Regional plan and

involve the "nuts and bolts" people when you

plan, both in the libraries and in GPO. In particular, consider issues of distribution from GPO and make sure there is lots of communication between GPO and the

libraries. For many years, GPO has divided its distribution system between Regionals and

Selectives and it was that division that initially caused South Carolina so much trouble: apparently the thinking was that, since South

Carolina now had a Regional, a Regional box

had to be sent to South Carolina. Once we

got over that idea, the situation improved. As we now plan for changes in the Regional

structure, I suggest that we not forget the "nuts and bolts" issue of how will this work for the

folks tossing materials in the boxes. If we

don't, some Super Regionals (if that is what we have) may someday get a letter such as the "unconvincible" received...

But once we got the second Shared

Regional system going, all was well. The

division of responsibilities by agency has worked well and made it crystal clear to all which library has responsibility for what. As

we consider future Regional arrangements, I would argue that an agency division is easier

to understand than the more vague concept of

"subject". For instance "education": there are numerous publications relating to the subject

of education that are produced outside the Department of Education. Would a

publication concerning the GED program in the military be considered "education" or

"military?" Why waste time thinking about whether such a publication goes to the "education regional" or the "military regional?" Another problem that I can see-because

it has happened to South Carolina-is that GPO will have to re-think the dichotomy of Regional/Selective. !n two instances that I recall-bound Congressional Records and the DOQ CDs-the instructions from GPO were

such that both South Carolina Shared

Regionals were uncertain whether we would

be treated as Regionals or as Selectives. And I have to report that when I have called GPO

about these issues, I have not had consistent answers. The issues have been few and far between-so far-but I don't see how each such

questions can continue to be settled on an ad hoc basis by whoever happens to answer the phone at GPO. With the changes likely to come in the Regional concept, GPO will either have to more carefully tailor its survey

instructions for such special programs as the DOQ's to include Super Regionals, Semi-Regionals, or whatever or it will have to work with the Super Regionals, Regionals,

Subject Regionals or whatever to anticipate unusual distribution problems and decide on a reasonable approach before sending out a survey.Which brings me to a final point-although it may not relate exactly to the

topic of my talk, i think we are moving into a time when communication between the Regional community and GPO is critical. I think this communication would be improved

by what others have suggested, an

organization for Regional Libraries. A formal

structure could allow such groups as a

Steering Committee, a Task Force on

Distribution Problems Relating to Regionals, a

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Task Force on Electronic Issues Relating to Regionals and so on. I would hope that members of these Regional Task Forces would

be in almost daily communication with GPO

liaisons by e-mail and they, in turn, would be communicating with us through the Regional

listserver. And a final final point: what I have

described here relates to information on paper and fiche. I believe we must still plan for the

distribution, the disposal, the transmittal via

ILL, etc. of paper and fiche materials in whatever Regional arrangements we work

out-and I hope that the South Carolina Shared

Regional experience may be of some

assistance in doing this. But a more

complicated issue also awaits us-arranging for the distribution and archiving of information

in electronic format. And that task awaits the

deliberations of this group.

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