Administrative Notes

Newsletter of the Federal Depository Library Program

Vol. 23, no. 08 GP 3.16/3-2:23/ 08 June 15, 2002

HIGHLIGHTS

LPS Personnel 1

Statement on

OMB Memo 2

GAO Epublication

Withdrawn 3

Substitution

List 4

Readers 

Exchange 6

Recommended

Specs: Public

Access 7

Council

Recommendations 13

LPS Update 19

LPS Contacts 21

New Chief of Cataloging Section 

Appointed: Jennifer K. Davis

LPS is pleased to announce the appointment of Jennifer K. Davis as the 

Chief of Cataloging Section 1, effective May 20, 2002. Ms. Davis 

comes to GPO from the Library of Congress, where she was a serials 

cataloger in the Serial Record Division. She had been a serials cataloger 

previously with GPO, working primarily with serials that were migrating 

to the FDLP electronic collection, and with depository enquiries. Her 

library career began with copy cataloging in undergraduate school, some 

time previous to receiving her Masters in Library Science from the 

University of Maryland at College Park in 1994. She also holds a 

Master of Arts in English from The College of William and Mary.

New Inspector Appointed:

Linda Resler

Linda Resler recently joined the Library Programs Service as a 

depository library inspector. Ms. Resler came to LPS from the Marine 

Corps University Library in the General Alfred M. Gray Marine Corps 

Research Center, Quantico, Virginia, where she spent five years as the 

head of Collection Management, with oversight of the selective 

depository operation. She also held previous positions in the library as a 

cataloger and a reference librarian. Ms. Resler came to the Marine 

Corps from the Naval Postgraduate School, Dudley Knox Library, where 

she served as cataloging librarian while completing studies for her 

master’s degree in library science, and then as reference librarian. Ms. 

Resler holds the M.L.S. from San Jose State University, San Jose, 

California, and the B.A. degree in Humanities with an emphasis in 

History from the University of Hawaii, West Oahu.
AN-v23-#08-6/15/02

2

GPO Statement Regarding OMB Memo 

on Printing and Duplicating

Federal law (section 501 of Title 44 of the 

United States Code) generally requires 

executive branch agencies to use GPO for 

their printing needs. OMB Memorandum 

M-02-07, "Procurement of Printing and 

Duplicating Through the Government 

Printing Office" (May 3, 2002), is an 

attempt to transfer printing authority to 

executive branch agencies themselves.

To accomplish the change, the OMB 

memorandum asks that the Federal 

Acquisition Regulation (FAR)-the rules 

under which executive branch agencies 

obtain goods and services-be revised. 

Presumably, a revision to the FAR will be 

preceded by a period of public notice and 

comment, so the policy announced in the 

OMB memorandum will not take effect 

immediately. Beyond that, it is not clear 

how Federal agencies would behave if the 

FAR revision is implemented and the law 

governing Federal printing remains 

unchanged.

The OMB memorandum echoes earlier 

unsuccessful efforts in 1987 and 1994 to 

transfer printing authority to executive 

branch agencies. Congress did not support 

the change either time because of the strong 

potential in a decentralized system of 

printing for:

• significant cost increases in Federal 

printing;

• lost contracting opportunities by 

the small businesses that dominate 

the U.S. printing industry; and 

• reduced public access to 

Government information through 

Federal depository libraries.

These same concerns apply to OMB's latest 

policy.

When agencies use GPO, they benefit from a 

package of support services that keeps their 

printing costs at the lowest possible level. 

These services are provided by GPO's 

competitive printing procurement program 

working in long-standing partnership with 

10,000 - 12,000 private sector printing firms 

nationwide. Long hailed as one of the 

Federal Government's most successful 

purchasing efforts, the program has been 

characterized by the independent firm of 

Booz-Allen & Hamilton, Inc., as "an 

example of government at its best."

After agency publications are printed, GPO 

works in another long-standing partnership 

with the American library community to 

ensure that they are cataloged and indexed 

and made widely available for the free use of 

the American public through 1,300 Federal 

depository libraries around the Nation. The 

Federal Depository Library Program traces 

its roots to 1813, and has been called 

"America's first freedom of information 

act."

Public Printer Michael F. DiMario has 

notified all GPO employees that "unless and 

until this FAR change is in place and the 

resulting conflict with [current law 

governing Federal printing] is resolved, all 

existing and pending work on behalf of 
AN-v23-#08-6/15/02

3

executive branch agency customers will be 

carried out as usual, in accordance with 

existing law, regulation, policy, and 

procedures. All existing arrangements for 

the distribution of documents to Federal 

depository libraries and through other 

statutory distribution programs operated by 

GPO will also be continued."

DiMario also said: "I encourage all GPO 

organizations supporting our printing and 

printing procurement efforts for executive 

branch agencies to continue providing our 

customers with the best possible service at 

the most economical price. We have 

longstanding, productive partnerships with 

our customer agencies, the printing industry, 

and the library community, and our 

responsibilities under those partnerships will 

be upheld. Our customer agencies and the 

public depend on us for the work we do, and 

we won't let them down."

GAO Online Title Withdrawn

At the request of the U.S. General 

Accounting Office (GAO) the Government 

Printing Office has withdrawn the following 

title from GPO Access. The official GAO 

request to remove this title from electronic 

distribution followed a GAO management 

determination of the potential sensitivity of 

the content.

Title: Brady Act Instant Background Check 

Is Not Applicable to Antique 

Firearms, 2001

SuDocs No.: GA 1.13:GAO-01-538 R

Item No.: 0546-D (online)

Date withdrawn: May 30, 2002

Shipping List No.: No tangible format 

shipped.

The cataloging record (OCLC record 

number 47631106) for this report appeared 

in the online Catalog of Government 

Publications and the printed Monthly 

Catalog of U.S. Government Publications as 

entry number 2001-14154. The link to the 

online content <http://purl.access.gpo.gov/

GPO/LPS13463 > is no longer active.

Libraries and users may request a paper 

copy of this report from the GAO web site at 

<http://www.gao.gov>. Go to the Search 

page and select the “search by report 

number” option. Entering the report 

number “GAO-01-538R” will bring up a 

publication order page.
AN-v23-#08-6/15/02

4

Substitution List Revised:

Official FDLP Permanent Full-Text Databases

A depository is permitted to replace tangible 

versions with electronic equivalents provided 

the electronic version is complete, official, 

and permanently accessible. The 

publications on the following list, updated as 

of May, 2002, are the only officially 

recognized substitutions.

Retention of substituted materials must 

follow retention rules for the given 

depository. For example, a selective 

depository may substitute materials if held 

less than 5 years, must offer the tangible 

products to the Regional, and must receive 

the Regional’s permission to dispose of the 

tangible material. If permission is not 

granted, the selective must keep the tangible 

material but may apply at a later date for 

approval to dispose of the tangible products. 

If permission is granted, the tangible 

materials must be offered to the Regional 

and other selectives through disposal lists, 

Needs and Offers, etc., as is the practice for 

materials older than 5 years.

Electronic publications that are substituted 

for equivalent tangible products appearing in 

the Superseded List may be superseded in 

the normal fashion provided they are 

included on this list. Libraries are 

encouraged to offer significant superseded 

sets on disposal lists, Needs and Offers, etc. 

No library is required to substitute electronic 

versions for paper, microfiche, CD-ROM, 

etc.

New titles on this list are shown in italics.

SUBSTITUTION LIST

Database Title Database Tangible Product

Coverage SuDocs # Item #

Federal Register 1994 - AE 2.106: 0573-C

0573-D

LSA, List of CFR Sections Affected 1997 - AE 2.106/2: 0573-C

0573-D

Code of Federal Regulations 1997 -

1996 (part)

AE 2.106/3: 0572-B

0572-C

United States Government Manual 1995 - AE 2.108/2: 0577

Weekly Compilation of Presidential 

Documents

1993 - AE 2.109: 0577-A

Public Laws 1995 - AE 2.110: 0575

CBDNet 1996 - C 1.76: 0231-G-03

General Accounting Office Reports 1995- GA 1.13: 0546-D

General Accounting Office Comptroller 

General Decisions 

1995- GA 1.13: 0546-D 

Catalog of U.S. Government Publications

(CGP)

1994 - GP 3.8:

GP 3.8/7:

GP 3.8/8:

GP 3.8/8-8:

0557

0557-C

0557-D

0557-D-01
AN-v23-#08-6/15/02

5

Shipping lists [p, m, s, e]

Shipping lists [maps]

FY1997-

1998 -

GP 3.16/3: 0556-C

Administrative Notes 8/96 - GP 3.16/3-2: 0556-C

Administrative Notes Technical 

Supplement

7/96 - GP 3.16/3-3: 0556-C

Subject Bibliographies Current 

edition only

GP 3.22/2: 0552-A

Sales Product Catalog Current 

edition only

GP 3.22/3: 0552-B

Proceedings of the Annual Federal 

Depository Library Conference

1996 - GP 3.30/3: 0556-C

NLM Locator Plus 1955-65

1966-93

1985-93

1978-93

FS 2.216/3:

HE 20.3609/3:

HE 20.3609/3-3:

HE 20.3609/4:

0508-J

0508-H-05

Internet PubMed 1966- HE 20.3612/3 0508-E

Supreme Court Decisions 1999 - JU 6.8/B: 0740-A

Davis-Bacon Wage Determinations L 36.211: 0777-B-04

thru

0777-B-10

Economic Report of the President 1995 - PR 42.9:

(changes with each presidency)

0848

(changes with 

each presidency)

Budget of the U.S. Government

Appendix & Citizens Guide

FY1996- PREX 2.8: 0853

Budget of the U.S. Government FY1996- PREX 2.8/1: 0853-C

Analytical Perspectives FY1996- PREX 2.8/5: 0855-B

Historical Tables FY1996- PREX 2.8/8: 0853

Budget System and Concepts FY1997- PREX 2.8/12: 0853

Congressional Record Index 1983 - X 1.1: 0993-B

History of Bills 1983 - X 1.1: 0993-B

Congressional Record (daily) 1994 - X 1.1/A: 0994-B

House, Senate & Treaty Documents

(partial holdings)

1995 - Y 1.1/3: /4: & /7: 0996-A

0996-B

House, Senate & Executive Reports (partial 

holdings)

1995 - Y 1.1/5: /6: & /8: 1008-C

1008-D

Calendar of the U.S. House of 

Representatives

1995 - Y 1.2/2: 0998-A

United States Code 1994 - Y 1.2/5: 0991-A

0991-B

Senate Calendar of Business 1995 - Y 1.3/3: 0998-B

Congressional Bills 1993 - Y 1.4/1: to /9: 1006-A

Economic Indicators 1995 - Y 4.EC 7:EC 7 0997

Congressional Directory 1995 - Y 4.P 93/1:1 0992

Congressional Pictorial Directory 1997 - Y 4.P 93/1:1 P 1004-C

Last updated: May 17, 2002 

Page Name: http://www.access.gpo.gov/su_docs/fdlp/coll-dev/substitutions.html
AN-v23-#08-6/15/02

6

Readers Exchange

Illinois State Library Depository Conference and

Grant Awards for Depositories

By Mike Ragen

Illinois State Library

The Illinois State Library in Springfield 

recently hosted a conference for the 

government depository libraries of the State. 

Over 50 depository library staff from 

throughout the State were represented at the 

conference. There were informative 

presentations on the U.S. Census, the 

Illinois State Library’s extensive map 

collection, legal and medical websites and on 

promoting government depository services to 

the public. Robin Haun-Mohamed, Chief of 

Government Printing Office Depository 

Services, participated in the conference and 

gave an update on the status of the federal 

depository program. An important aspect of 

the conference was to allow fellow 

depository staff to “network” and discuss 

common problems and concerns. Many of 

the depository staff in attendance work in 

close proximity to other depositories but 

never really have the opportunity to discuss 

common concerns and problems.

The Illinois State Library offered 

participating depository libraries a federal 

Library Services and Technology Act 

(LSTA) grant of $1800. The grant funds 

must be used for technology that can be used 

by the depositories to access government 

documents and thereby increase service to 

the general public. The technology must be 

purchased from the FDLP “2001 

Recommended Specifications for Public 

Access Workstations in Federal Depository 

Libraries” <www.access.gpo.gov/su_docs/

fdlp/computers/rs.html>.

The overall purpose of the conference and 

the grant offering was to enhance the 

capabilities of depositories. The evaluations 

received from the participants gave the 

conference high marks for innovative 

presentations. As the result of the success of 

this conference, the conference will be an 

annual event. The conference for 2003 is 

now in the planning stages.

For more information contact: Mike Ragen, 

Chief Deputy Director and Regional 

Coordinator for the Federal Depository 

Program, Illinois State Library, 217-524-

4200; e-mail: mragen@ilsos.net
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2002 Recommended Specifications for Public 

Access Workstations in

Federal Depository Libraries

These recommended specifications (RS) are 

intended to assist depository librarians who 

are planning purchases of new personal 

computers (PCs) for public use in Federal 

depository libraries. This document 

supersedes the Federal Depository Library 

Program (FDLP) "Recommended 

Specifications for Public Access 

Workstations in Federal Depository 

Libraries" (Administrative Notes, v. 22, no. 

9, June 15, 2001).

In accordance with Depository Library 

Council action at its Spring 2000 meeting, 

these Recommended Specifications will 

become requirements October 1, 2003.

Recommended New Workstation 

Configuration

COMPUTER

Processor

Intel chip, 1 GHz Pentium 4 or AMD 

Athlon processor minimum.

• FOR CARTOGRAPHIC DATA 

USE: 1.5 GHz processor minimum

Memory (DDRRAM - Double Data 

Rate)

256 MB (expandable) minimum.

• FOR CARTOGRAPHIC DATA 

USE: 512 MB DDRRAM

Ports

One (1) Serial

Two (2) Universal Serial Bus (USB)

One (1) Parallel 

One (1) P/S-2 Mouse 

One (1) SVGA Video (If video is built 

into system board.) 

One (1) IEE1394 Firewire port

I/O bus

PCI. Should have at least four 

available PCI or shared PCI/ISA 

slots after system is configured for 

delivery. 

Video

64 or 128 bit PCI interface SVGA 

controller. Should come with 16MB 

Windows RAM (WRAM) or Video 

RAM (VRAM), and be expandable. 

Recommend the selected device 

provide MPEG hardware 

acceleration. 

• FOR CARTOGRAPHIC DATA 

USE: 64 or 128 bit PCI interface 

SVGA controller with 32 MB 

WRAM or VRAM. 

Audio

Sound Blaster PCI64 sound card or 

compatible 

Drive Bays

One (1) 3.5" half-height (HH).

Two (2) 3.5" HH Internal.

See Related Issues and 

Considerations below for 

information on 5.24 drives.
AN-v23-#08-6/15/02

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DISK DRIVES AND STORAGE

Hard Disk Drive

40 gigabytes (GB) capacity or greater, 

partitioned into smaller drives for 

quicker access time. EIDE (enhanced 

integrated drive electronics) interface 

that conforms to the ATA/100 

specification. Rotational speed of 

7,200 rpm. 4MB cache memory. 

Consider additional hard drive space 

(60GB) for online video use, to 

increase the number of CDs that can be 

installed or to allow for electronic files 

to be stored.

• FOR CARTOGRAPHIC DATA 

USE: 60.0 GB or greater capacity, 

or network connectivity that 

provides the same.

Removable/External Storage 

3.5" 1.44 MB drive. Use an older 

system for 5.25" floppy conversion. 

Also, if system does not have internal 

CD-R/RW drive, strongly recommend 

additional external and/or exchangeable 

drives, especially drives such as CDR/RW, Zip or Jaz drives for 

downloading files too large to fit on a 

regular floppy disk or for large scale 

back-up.

DVD Drive

6x speed minimum, 8x recommended. 

Ensure compatibility with CD-ROM, 

CD-R, CD-RW, DVD-ROM, DVDRs. Must have a MPEG-2 decoder 

card for video. 

• FOR CARTOGRAPHIC DATA 

USE: 8x DVD. Single platter or 

changer design. Should support all 

available standard CD formats. 

Avoid proprietary I/O designs.

CD-R/RW Drive

Most new systems now come equipped 

with a CD-R/RW drive. Look for 

rotational speeds of 20x10x40 

(read/write/rewrite)

• FOR CARTOGRAPHIC DATA 

USE: 20x10x40x.

PERIPHERALS

Monitor

17" Super VGA (SVGA) Multimedia 

monitor with a dot pitch range between 

.22 to .27 mm. Look for a high 

refresh rate of at least 60MHz. 

Consider flat panel (15" or larger) for 

staff or in public areas with limited 

space. The dot pitch is not an issue 

with LCD monitors but, rather, look 

for a viewing angle of at least 140 

degrees.

• FOR CARTOGRAPHIC DATA 

USE: 21" monitor, Super VGA 

(SVGA), with at least 85 MHz 

vertical refresh rate at 1024x768 

resolution non-interlaced, 0.28 mm 

or smaller dot pitch; display card 

which supports 1024x768 resolution 

at 70 MHz or faster.

Printer

Ink Jet or laser printer. Must support 

PostScript. 10MB Memory, minimum. 

More recommended if using PostScript 

or color. Consider purchasing a color 

printer for clearer output of color maps 

and graphical representations.
AN-v23-#08-6/15/02

9

• FOR CARTOGRAPHIC DATA 

USE: Color ink jet printer, 36", 

600 dpi, 80 MB or more memory, 

or access to a comparable networked 

printer 

Keyboard and Pointing Device

Microsoft-compatible keyboard, plus 

mouse or other compatible device. 

Strongly recommend ergonomicallydesigned products.

Internet Connectivity

Local Area Network with TCP/IP. 

10/100 MB Ethernet network interface 

card (Strongly Recommended) 

or 

Broadband connections such as Digital 

Subscriber Line (DSL) or Cable

SOFTWARE

Operating System

Most new computers with a Windowsbased operating system come 

preinstalled with either Windows NT, 

2000 or Windows XP. XP Home and 

XP Professional have security and 

virus protection features well suited for 

public access workstations.

Client Software

World Wide Web graphical browser 

with forms support. Java-enabled 

browsers such as Internet Explorer 4 or 

Netscape Navigator 4 or greater are 

required for use of some online 

databases. IE 5.5 or Netscape 6.2 are 

recommended.

It is recommended that workstations 

have virus protection software installed 

and regular updates scheduled.

Viewers

WWW graphical browser (see above) 

that handles both GIF and JPEG 

graphics. Viewers for other formats 

such as tiff, wpd, doc, xls, dbf, mdb, 

and pdf should also be available. Later 

versions of pdf viewers have a search 

capability. Adobe Acrobat Reader 5.0 

supports assistive screen readers. A 

multimedia player(s) to access rm, 

mpeg, avi and mov formats. 

• FOR CARTOGRAPHIC DATA 

USE: GEOTIFF file viewer. 

Viewing software for raster data, 

such as Photo Shop Pro or Print 

Shop.

Applications Software

If the library offers services that 

require applications software, consider 

an integrated "office suite" product 

such as Microsoft Office, Corel 

WordPerfect Office or Lotus 

SmartSuite. Otherwise:

Database

dBASE file format compatible or 

dBASE and ASCII comma delimited 

file importing database management 

software; useful to have fixed field 

format (SDF) importability.

Spreadsheet

Lotus .WK1 file format compatible 

software; support for other formats 

such as Excel and Quattro Pro.

Word Processing

Software (Microsoft Word, 

WordPerfect, WordPro, etc.) 

capable of importing major text file 

formats, e.g., ASCII text and RTF 

files.
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10

Mapping Software

• FOR CARTOGRAPHIC DATA 

USE: Data manipulation package, 

such as ArcView 3.1 or higher, 

Landview, MapInfo 4.5 or higher, 

or other similar package. 

Related Issues and Considerations

These specifications are intended to assist 

depository staff in making informed 

purchases which will best achieve the goal of 

providing public access to Federal 

Government information in a variety of 

electronic formats. 

These guidelines are aimed at providing 

reasonably robust workstations which should 

provide years of service before they become 

obsolete, but LPS encourages the purchase 

of equipment that exceeds these 

specifications if at all economically feasible. 

The speed at which computer capabilities are 

evolving indicates that the higher the initial 

outlay, the longer the useful life for the 

equipment. If a higher end system is not 

affordable, look for flexibility and 

expandability in the system that will allow 

for enhancements and upgrades at a later 

date. As these guidelines address 

minimums, ensure compatibility among 

chosen components before purchasing.

Depository libraries must have computer 

equipment sufficient to allow timely and 

equitable public access to Government 

electronic information products and should 

allow printing or downloading information 

selected by the user. During a depository 

library inspection LPS will use a functional 

approach to determine compliance with this 

requirement.

5.25 floppy drives: If your library still has 

depository materials on 5.25" floppy disks, 

you must have the equipment for patrons to 

access these products. Finding a new 

computer with a 5.25 drive will be difficult. 

Consider keeping an older computer or 

converting the disks to 3.5"

LPS works with the Cartographic Users 

Advisory Council (CUAC) to develop any 

additional specifications which support GIS 

applications. These are included in the 

recommendations with the indicator: “l

FOR CARTOGRAPHIC DATA USE:”. All 

depositories are not required to meet the 

cartographic specifications. They are meant 

to assist with planning purchases for those 

libraries that support and provide data 

services using spatial data and GIS 

applications. The “regular” specifications 

will allow for basic mapping applications. 

Census maps will be available in multiple 

formats, including PDF, so large-scale 

equipment will not be necessary, though 

consideration should be given to purchasing 

a color printer.

Viewers versus full working versions of 

applications software: If viewers are 

available on computers to allow access to 

Government information in the various 

formats this is acceptable and the library will 

meet the minimum technical requirements. 

While providing applications software and/or 

staff support to help patrons manipulate data 

or create reports is desirable, it is optional. 

This position is consistent with Depository 

Library Public Service Guidelines For 

Government Information in Electronic 

Formats at: <www.access.gpo.gov/

su_docs/fdlp/mgt/pseguide.html>.

The Workforce Investment Act of 1998 

(August 7, 1998) amended §508 of the 
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11

Rehabilitation Act of 1973 to require 

“individuals with disabilities, who are 

members of the public seeking information 

or services from a Federal department or 

agency, have access to and use of 

information and data that is comparable to 

that provided to the public who are not 

individuals with disabilities.” Federal 

depository libraries must provide hardware 

and software to allow this or accommodate 

users in some other manner. Electronic and 

Information Technology Accessibility 

Standards; Final Rule was published in the 

December 21, 2000 (pp. 80499-80528) issue 

of the Federal Register and became effective 

June 21, 2001. Further guidance on these 

issues is available from:

http://www.access-board.gov/508.htm

http://www.usability.gov/accessibility

http://www.section508.gov

Libraries should determine if they have a 

need to duplicate depository CD-ROMs for 

preserving data or to create circulating 

copies. If the need is there, the library 

should consider purchasing a CD-R 

(compact disc recordable) or a CD-RW 

(compact disc rewritable) drive. These can 

be purchased as either internal or external 

drives. With a CD-RW the discs can be 

reused, unlike those of the CD-R that can 

only be used once. The other major 

difference between CD-Rs and CD-RWs is 

that CDs created from a CD-R can 

sometimes be read in older CD-ROM drives 

while those created from a CD-RW can only 

be read from MultiRead drives. This is 

something to consider particularly if you are 

creating circulating copies and want to meet 

the needs of most of your users. Be sure to 

check compatibility with your operating 

system.

LPS cannot anticipate or address every 

possible depository library computer 

scenario, and depository libraries are 

encouraged to adapt this menu of 

specifications to fit their local situations. 

Depositories may require multi-purpose 

single workstations, electronic access in 

networked environments, or a combination 

of both. Given the large variation in the size 

of Federal depository libraries and the 

numbers of users served, LPS cannot 

recommend a universal standard for the 

number of public access workstations in any 

given library. However, when assessing 

workstation needs, librarians should consider 

such local factors as:

• the amount of information provided 

over the Internet compared with the 

amount from CD-ROM

• whether and how the workstations are 

networked

• to what extent users are permitted to 

perform additional information 

processing at the public access 

workstations

• whether users are experiencing 

extended waiting times at library peak 

service hours, etc.

When configuring workstations bear in mind 

that some government CD-ROM products 

now link to the web to update information on 

the CD-ROM. This means that for the user 

to get the newer information and the full 

benefit of the product at least one 

workstation must have both CD-ROM 

capability and Internet accessibility with a 

graphical browser.
AN-v23-#08-6/15/02

12

Additional or different capabilities may be 

desirable for workstations used by library 

staff. Some libraries may elect to add 

applications software, such as spreadsheet, 

word processing, or database software, to 

their public access workstations, but this is a 

local resource management decision.

Many depository libraries have existing 

computer equipment that is no longer "state 

of the art." These specifications should not 

be applied retrospectively to existing 

equipment, although they may assist in 

determining the appropriate time for 

replacement or upgrading. Libraries should 

also consider keeping this equipment in 

order to access electronic products that 

cannot be read with newer hardware and 

software.

For additional information, or if you have 

any questions about these specifications, 

please contact Cynthia Etkin, Program 

Analyst, at cetkin@gpo.gov or by voice at 

202.512.1114.

Related guidelines:

• “Depository Library Public Service 

Guidelines for Government 

Information in Electronic Formats,” 

Administrative Notes, v. 19, #11 

(September 15, 1998). 

<http://www.access.gpo.gov/su_docs/

fdlp/mgt/pseguide.html>

• “FDLP Internet Use Policy 

Guidelines,” Administrative Notes, v. 

20, #2 (January 15, 1999). 

<http://www.access.gpo.gov/su_docs/

fdlp/mgt/iupolicy.html> 
AN-v23-#08-6/15/02

13

 Recommendations, Commendations, and

Action Items

Spring 2002 Depository Library Council Meeting

Mobile, AL

RECOMMENDATIONS

1. Standardization of Procedures

Council recommends that the Government 

Printing Office review and standardize 

procedures for the termination of depository 

status.

Procedures should include:

• the creation of a timetable that allows 

for consultation time between the library 

requesting the termination of status and 

the Regional Depository Library and the 

Government Printing Office;

• terminating libraries’ responsibilities to 

other depositories.

Rationale: Currently, there is no required 

communication to the Regional or the 

Government Printing Office prior to the 

decision to terminate status on the part of the 

library. Communication between program 

partners would be beneficial for all parties to 

understand the library’s circumstances, and 

might possibly mitigate or forestall the 

termination decision.

An additional issue that must be remedied is 

that termination procedures vary from state 

to state and library to library depending on 

the Regional Depository Library. This leads 

to variance in how the libraries dispose of 

the depository collection and the amount of 

time and effort a library spends in this 

process.

2. Congressional Redistricting

Council recommends that the Government 

Printing Office develop a list of 

Congressional Districts with their related 

depository libraries for the purpose of 

identifying districts without Federal 

Depository Library Program libraries. This 

list should be shared with Council and the 

library community at the Fall 2002 Federal 

Depository Library Conference and Council 

meeting.

Rationale: Redistricting after Census 2000 

presents new opportunities to reach out to 

Congress and others about the values and 

benefits of the Federal Depository Library 

Program, to bring new libraries into the 

Federal Depository Library Program, and to 

re-evaluate state plans. Sharing the 

information broadly increases the 

opportunities for new Federal Depository 

Library Program libraries.

3. Outreach to New Depository 

Librarians

Council recommends that the Government 

Printing Office send a letter of welcome to 

newly appointed depository librarians 

outlining a willingness to assist in the 

development of the program within their 

institutions and directing them to other 
AN-v23-#08-6/15/02

14

resources in their area, including their 

regional depositories. The letter might also 

include a description of training 

opportunities and services provided by the 

Federal Depository Library Program. A 

copy of the letter should be sent to the 

Regional Depository Librarian.

Rationale: Council believes that additional 

outreach efforts are needed to make new 

librarians aware of the responsibilities and 

benefits involved in managing depository 

library collections and to introduce them to 

resources and mentoring available within the 

depository library community.

4. Format Migration Notification

Council recommends that the Government 

Printing Office communicate to the 

depository community in a more timely and 

efficient manner titles that migrate from 

paper to an electronic format and provide 

information on availability through the US 

Government Online Bookstore.

Rationale: Council believes that many in the 

depository community continue to use 

tangible products. At a time when the 

depository community is witnessing a rapid 

transition of tangible depository products to 

an electronic format, it is important that a 

communication mechanism be developed to 

alert the depository community of these 

changes. Many in the depository community 

would like to purchase a title in a tangible 

format when the depository copy is 

distributed electronically. Council views 

this as an opportunity to enhance 

communication with the depository 

community, increase demand in the US 

Government Online Bookstore, and improve 

access for all users of depository libraries.

5. Electronic Depository Library Logo

Council recommends that the Government 

Printing Office make available an electronic 

depository library logo, including the 

statutory language on public access that 

depository libraries may use on their web 

sites.

Rationale: The depository logo, including 

the public access language, is the most 

recognizable symbol of the program. 

Availability of the logo and the language, in 

a format and size that will provide optimum 

visibility and communication of information, 

will assist depository libraries that wish to 

include this information on their web sites.

6. Removal of Information from the Web

After reviewing SOD 72, Agency Request to 

Withdraw Information Products from 

Superintendent of Documents Program, the 

Council recommends that the Government 

Printing Office create a system to notify 

depository libraries of those specific 

documents an agency has removed from the 

Federal Depository Library Program’s 

Electronic Collection.

Rationale: Federal depositories are very 

concerned about having bibliographic 

records in their catalogs that contain links 

that no longer point to the original 

document. Notification of titles will support 

depository libraries in catalog and web page 

maintenance.

7. Retention and Recruitment of GPO 

Catalogers

Council recommends that the Public Printer 

take action to ensure that the Government 

Printing Office Cataloging staff attains 
AN-v23-#08-6/15/02

15

career ladder parity with national libraries as 

well as other professional positions in the 

Government Printing Office.

Rationale: The Government Printing 

Office’s ability to fulfill the statutory 

mandates of the Cataloging and Indexing 

Program is in jeopardy due to a crisis of 

librarian recruitment and retention. Not 

only is the Library Programs Service’s 

Cataloging Branch losing experienced 

catalogers at an unprecedented rate, but the 

recruitment process, as it is currently 

configured, cannot bring in new staff quickly 

enough to keep up with attrition, much less 

enlarge the operation as authorized by 

Congress. Council believes that this 

situation threatens access to government 

information and compromises the ability of 

the Government Printing Office to carry out 

its mission with regard to the Federal 

Depository Library Program.

Cataloging is a gateway to bringing online 

titles into the Electronic Collection. The 

Library Programs Service’s acute staffing 

problem means that countless opportunities 

are being missed to ensure permanent public 

access to online titles published by U.S. 

government agencies. Online access has 

already substantially replaced the distribution 

of tangible products to the federal depository 

libraries, but the Federal Depository Library 

Program Electronic Collection is not being 

developed at a pace that even approximates 

the rate with which agencies publish titles 

via the Internet. Unless promptly 

discovered, cataloged, and archived, online 

titles may disappear from the agency servers 

and never be added to the Electronic 

Collection. In the electronic information 

age, the Government Printing Office’s 

inability to fully staff the Cataloging Branch 

is becoming the primary cause of fugitive 

documents.

8. Integrated Library System

Council recommends the Government 

Printing Office consider all of the following 

issues in their procurement of a new 

integrated library system to ensure the 

system meets the needs of the Government 

Printing Office and its users. The system 

must support or allow for:

a. Current AACR II cataloging rules

b. Current MARC and Dublin Core 

standards

c. Current MARC serials standards

d. Serials management

e. Manipulation of the data without going 

through the Integrated Library System

f. The Government Printing Office to 

own and / or customize the source code

g. Attachment of digital objects and easy 

linking to web sites

Rationale: This recommendation was done at 

the request of the Government Printing 

Office to outline some of the concerns of 

depository libraries.

9. Electronic Holdings Management

Council recommends that, in the course of 

acquiring and implementing an Integrated 

Library System (ILS), the Government 

Printing Office Cataloging Branch give 

attention to the problem of holdings 

management for electronic serials and other 
AN-v23-#08-6/15/02

16

multi-part items in the Federal Depository 

Library Program Electronic Collection.

Rationale: In cataloging tangible 

government documents, the Government 

Printing Office does not deal with holdings 

management issues because the actual 

volumes, microfiche, CD-ROMs, etc. are 

maintained in the depository libraries. 

However, holdings management becomes an 

issue that the Government Printing Office 

can and should address in the Federal 

Depository Library Program Electronic

Collection. The Government Printing 

Office’s automated systems currently do not 

provide the ability to maintain serial and 

multi-part holdings, but this type of activity 

could be facilitated and should be planned 

for as the Government Printing Office 

acquires and implements an Integrated 

Library System.

COMMENDATIONS

A. Council commends the Government 

Printing Office for its quick response in 

developing a quality marketing plan as a 

result of a recommendation at the Fall 

2001 Depository Library Council 

meeting. Council encourages the 

Government Printing Office to be alert to 

marketing opportunities and to update the 

plan on an ongoing basis.

B. Council commends the Government 

Printing Office on the development of 

email list services for the delivery of the 

Federal Register table of contents, Merit 

Systems Protection Board decisions and 

studies, and especially the development 

of New Titles by Topic lists as part of the 

US Government Online Bookstore. 

Council encourages the Government 

Printing Office to pursue additional 

update services with this email list 

software.

C. Council commends the Government 

Printing Office for taking a proactive 

stance to ensure open access to 

government information in light of recent 

attempts to restrict access. Activities 

that Council commends include:

• Responding to attempts by unofficial 

agents to restrict access to Federal 

Depository Library Program/Nuclear 

Regulatory Commission microfiche 

collections.

• Updating of policy documents on the 

removal of materials from Federal 

Depository Libraries and from the 

Federal Depository Library Program 

Electronic Collection.

Council also commends the efforts of the 

Government Printing Office to educate 

the public about the Government Printing 

Office’s role in providing permanent 

public access to information products in 

the Federal Depository Library Program 

by aggressively responding to 

misinformation in the media.

D. Council commends the efforts of the 

Electronic Documents Working Group 

(EDWG) and the American Association 

of Law Libraries Government 

Documents Special Interest Section’s 

(AALL GD-SIS) Fugitive & ElectronicOnly Documents Committee for their 

efforts in bringing online titles into the 

Federal Depository Library Program. 

Their efforts in discovering titles, 

examining OCLC records, assigning 

SuDocs classification, and analyzing 
AN-v23-#08-6/15/02

17

appropriate distribution format in 

accordance with SOD 71 and other 

collection policies allow GPO’s 

Cataloging Branch staff to expeditiously 

acquire and catalog many new online 

titles into the Federal Depository Library 

Program’s Electronic Collection.

E. Council commends the Government 

Printing Office and the Superseded List 

Committee volunteers for their efforts in 

producing the 2002 edition of the 

Superseded List, a born-digital web 

resource designed to be updated 

incrementally as new titles are identified 

for inclusion.

ACTION ITEMS

1. Council will maintain contact with 

Library Programs Service staff regarding 

the Self-Study process and will monitor 

data and evaluation findings to determine 

the effectiveness of the self-study 

mechanism.

2. Council will follow-up with the 

Government Printing Office regarding 

their efforts to foster awareness and 

market the Federal Depository Library 

Program to library directors. Such 

outreach efforts might include invitations 

to meetings with the Government 

Printing Office staff and individualized 

letters to new library directors (upon 

advice and consent of the institution’s 

depository librarian).

3. Council will forward a letter to the next 

Public Printer reaffirming the values of 

the Federal Depository Library Program 

in the digital age. The letter will 

emphasize the key role of the Federal 

Depository Library Program in assuring 

no-fee public access to federal 

government information and highlight 

the defining contributions of the Federal 

Depository Library Program towards this 

end, the functions of the Council, and 

issues and opportunities facing the 

Federal Depository Library Program in 

the next several years.

4. Council will work with the Government 

Printing Office staff to identify ways to 

foster networking between depository 

libraries at the state and local levels, 

such as a conference program on 

successful state documents librarians’ 

groups.

5. The Operations Committee hereby 

creates the Subcommittee on Attrition 

and Retention (SOAR). This 

subcommittee will develop different 

techniques to encourage and support 

depositories to remain active in the 

Federal Depository Library Program. 

This subcommittee will investigate and 

analyze the following possibilities:

• Establish profiles of the libraries most 

likely to drop their depository status

• Encourage the Government Printing 

Office to facilitate programs at the 

Depository Library Council meeting to 

train the Regionals how to reach out to 

library directors in their states. (The 

recent Georgia experience is one 

example.)

• Appoint Council members to act as 

liaisons to regions across the country

• Encourage depository support through 

local professional organizations
AN-v23-#08-6/15/02

18

• Improve the communication from and to 

Regionals

• Provide training and mentoring for new 

regional librarians

• Inform new library directors of the 

value of the Depository Library 

Program

- Have library patrons provide 

testimonials to Library Directors on 

how the depository has helped them

• Encourage more States to have more 

than one regional library

• Encourage Regionals to consider 

selective housing agreements with 

selected libraries to reduce the strain on 

the regional depository

• Define and publicize the benefits of 

being a depository library

• Work with vendors to provide “shelf 

ready” materials

• Provide additional flexibility to libraries 

(e.g., allow small depositories to 

become predominately virtual)

• Leverage products that are exclusively 

available to depository libraries

6. Council will work with the Government 

Printing Office to offer guidelines, or 

examples of best practices, for display of 

serial titles on agency web sites hosted 

by the Government Printing Office.
AN-v23-#08-6/15/02

19

Library Programs Service Update

ALA Annual Conference Handout, June 2002

Appropriations for FY 2003

Both the House and Senate hearings for the Government Printing Office’s (GPO) FY 2003 

appropriations have been held. GPO is requesting a total of $129.3 million: $95.2 million for 

the Congressional Printing and Binding Appropriation and $34.1 million for the Salaries and 

Expenses Appropriation of the Superintendent of Documents. The additional funds primarily 

cover mandatory pay costs and workload changes in congressional printing, as well as 

additional capability for the Superintendent of Documents to provide public access to the 

growing volume of online Federal information made available through GPO Access.

Integrated Library System

In the fiscal year 2002 appropriation, GPO received general approval from Congress for 

systems modernization and funding. In April, the Joint Committee on Printing approved the 

acquisition of a commercial, off-the-shelf Integrated Library System (ILS) for the Library 

Programs Service to replace several of the legacy mainframe systems that support the Federal 

Depository Library Program (FDLP) and the Cataloging and Indexing Program. The next step 

is to hire a library automation consultant to assist LPS with defining user requirements, 

developing the criteria for selecting between competing systems, and to define data migration 

strategies.

LPS Personnel Changes

James Mauldin is now the Chief of the Depository Distribution Division, and he is making 

system enhancements that will improve your ability to identify and track your shipments. 

James is backed up by LPS veterans Cornelius Greene, Joe Powell, and James Brevard, all of 

whom have begun new positions this year.

LPS recently filled both Cataloging Section Chief positions, by selecting Michael Levinson and 

Jennifer Davis. Both Mike and Jennifer have previous experience as serials catalogers and 

with all phases of processing electronic products.

In the past few months, LPS has hired one cataloger, bringing our complement of catalogers to 

14, with six positions yet to fill. We have also hired one library inspector, for a total of four, 

and three more program analysts. Even with these hires, LPS staffing remains about 20% 

below our budgeted level. We are also in the process of recruiting a new librarian to assist the 

Chief of the Depository Administration Branch.

You can find phone numbers and email addresses for LPS staff by using the “Contacts” page 

on the FDLP Desktop at <http://www.access.gpo.gov/su_docs/fdlp/tools/contacts.html>.
AN-v23-#08-6/15/02

20

OCLC Web Document Digital Archive Project

Half of the first phase of the Web Document Digital Archive (WDDA) Pilot Project with 

OCLC, Inc., is now complete. This first phase involved testing preservation metadata creation 

tools added to the CORC interface. Phase two, beginning in June 2002, will introduce harvest 

and archived file transfer functionality, as well as the OCLC archive server itself. A full 

rollout of the WDDA product is expected in early fall 2002.

Permanent Public Access Partnerships

LPS is pleased to announce that two new partnerships are in place to carry out our commitment 

to permanent public access. The first, with the libraries of Indiana University, Bloomington, 

establishes permanent public access provisions for a collection of electronic publications 

originally distributed to depository libraries on floppy disk. IU, as part of a consortium effort 

within the Committee on Institutional Cooperation (CIC), has mounted the content available on 

the Web at <http://www.indiana.edu/~libgpd/mforms/floppy/floppy.html>.

The second partnership, between GPO, the University Library of Case Western Reserve 

University, and the Census Bureau, will establish a Web site specifically for depository library 

access to Census 2000 data issued by the Census Bureau in comma- delimited ASCII format. 

To answer concerns within the FDLP community regarding download times and permanent 

public access, Case Western Reserve University will operate an FTP site for the files that will 

be designated specifically for FDLP users, and will assure that permanent public access 

provisions are in effect for these files.

Rounding Up Fugitives

LPS established a new email address, <lostdocs@gpo.gov>, for reporting fugitive 

documents. Previously the Electronic Documents Working Group and other members of the 

depository community sent all such notices to askLPS. The increasing volume of submissions 

to that location prompted the decision to separate the fugitive documents reports. The email 

lostdocs address, or its corresponding Web page 

<http://www.access.gpo.gov/su_docs/fdlp/tools/lostdocs.html>, should be used to notify 

LPS of any fugitive documents, regardless of format.

FDLP Titles Distributed or Added to the Electronic Collection

So far in FY 2002, 13,636 additional online titles were made available via GPO Access. 

Overall, 61% of the titles disseminated this fiscal year are online, the same percentage as FY 

2001.

Oct.2001-

Media FY 2000 FY 2001 Apr.2002

Titles Titles Titles

Online (GPO Access) 11,715 15,235 6,097

Online (other agency sites) 20,951 7,630 7,539

Paper (includes USGS maps) 13,660 9,522 5,405

Microfiche 14,572 4,726 3,112

CD-ROM, DVD 617 480 274

Total 61,515 37,593 22,427
AN-v23-#08-6/15/02

21

Library Programs Service Contacts

June 2002

OFFICE OF THE DIRECTOR

Voice Fax E-mail

Gil Baldwin – Director 202-512-1002 202-512-1432 ebaldwin@gpo.gov

Helene Williams – Secretary 202-512-1114 202-512-1432 hwilliams@gpo.gov

George Barnum – Electronic Collection 

Manager

202-512-1114 202-512-1432 gbarnum@gpo.gov

William Thompson – Program Analyst 202-512-1114 202-512-1432 wthompson@gpo.gov

Laurie B. Hall – Supervisory Program 

Analyst

202-512-1114 202-512-0877 lhall@gpo.gov

DEPOSITORY DISTRIBUTION DIVISION

James Mauldin - Chief 202-512-1014 202-512-1429 jmauldin@gpo.gov

Depository Claims Office 202-512-1024 202-512-1429

DEPOSITORY PROCESSING BRANCH

Cornelius Greene - Chief 202-512-1007 202-512-1429 cgreene@gpo.gov

LIBRARY DIVISION

Bonnie Trivizas – Chief 202-512-1114 202-512-1432 btrivizas@gpo.gov

DEPOSITORY SERVICES STAFF

Robin Haun-Mohamed – Chief 202-512-1119 202-512-1432 rhaun-mohamed@gpo.gov

Kathy Brazee – Inspector 202-512-1119 202-512-1432 kbrazee@gpo.gov

Regina Koo – Inspector 202-512-1119 202-512-1432 rkoo@gpo.gov

Linda Resler – Inspector 202-512-1119 202-512-1432 lresler@gpo.gov

Walter Zoller – Inspector 202-512-1119 202-512-1432 wzoller@gpo.gov

CATALOGING BRANCH

Thomas A. Downing – Chief 202-512-1121 202-512-1432 tdowning@gpo.gov

Jennifer K. Davis – Chief, Cataloging 202-512-1128 202-512-1432 jkdavis@gpo.gov

Theodore Defosse - Electronic Access 202-512-1121 202-512-1432 tdefosse@gpo.gov

Michael Levinson – Chief, Cataloging 202-512-1516 202-512-1432 mlevinson@gpo.gov

Steve Uthoff - Cataloging Policy 202-512-1121 202-512-1432 suthoff@gpo.gov

DEPOSITORY ADMINISTRATION BRANCH

Betty M. Jones – Chief 202-512-1071 202-512-0877 bjones@gpo.gov

Yvonne Washington – Publications 

Management Specialist

202-512-1131 202-512-0877 ywashington@gpo.gov

Earl Lewter – Chief, Acquisitions and 

Classification

202-512-1063 202-512-0877 elewter@gpo.gov

John Tate – Chief, Acquisitions and 

Classification

202-512-1129 202-512-0877 jtate@gpo.gov

Micrographics Section 202-512-1060 202-512-1636 bjones@gpo.gov
AN-v23-#08-6/15/02

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Table of Contents

New Chief of Cataloging Section Appointed: Jennifer K. Davis ..................................... 1

New Inspector Appointed: Linda Resler .................................................................... 1

GPO Statement Regarding OMB Memo on Printing and Duplicating ............................... 2

GAO Online Title Withdrawn ................................................................................. 3

Substitution List Revised: Official FDLP Permanent Full-Text Databases......................... 4

Readers Exchange: Illinois Conference and Grant Awards / Ragen ................................. 6

2002 Recommended Specifications for Public Access Workstations................................. 7

Recommendations, Depository Library Council, 2002, Spring ......................................13

LPS Update .......................................................................................................19

Library Programs Service Contacts, June 2002..........................................................21

Administrative Notes is published in Washington, DC by the Superintendent of Documents, 

Library Programs Service, Government Printing Office, for the staffs of U.S. Federal 

Depository Libraries.

It is published on the 15th day of each month; some months have additional issues. 

Postmaster send address changes to: The Editor, Administrative Notes

U.S. Government Printing Office

Library Programs Service, SLLD

Washington, DC 20401

Internet access at: http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html

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