ADMINISTRATIVE NOTES

Newsletter of the Federal Depository Library Program

Vol. 16, no. 14 GP 3.16/3-2:16/14 October 25, 1 995

Responses to Recommendations

from the Spring 1995 Meeting of the

Depository Library Council to the Public Printer

1. RECOMMENDATION: Disappearing Depository Publications

Council is concerned with agency conversion of depository titles to electronic editions without

prior provision for depository notification and archiving guarantees. An example of this is the Census Bureau's recent conversions of the Government Finance (GF) and Government

Employment (GE) series.

Council recommends that the Public Printer contact the Census Bureau, and other agencies as necessary, to suggest that prior notification of title conversion be given to the depository

program, and that a copy of the electronic file be transferred to GPO Access. Such a

transfer will maintain depository compliance and insure eventual archiving to the GPO

storage facility. Given the Census Bureau's commitment to distributing its electronic

information through the Federal Depository Library Program, these discussions and the

resulting procedures could serve as a model for other agencies.

Response:

Representatives of the Library Programs Service (LPS) contacted the Census Bureau

concerning the conversion of the Government Finance (GF) and Government

Employment (GE) series to electronic format. We were advised that the information

formerly contained in those titles is now available only online at the Bureau of the

Census World Wide Web site (http://www.census.gov). Use of the Census Web site is free.

These discussions with Census provided a springboard for the broader issues associated

with the transition from print to electronic formats. LPS is participating in focus groups

and other discussion with the Census Data Access and Dissemination System (DADS)

Interest Group. This Group has solicited our input to help plan new systems and

approaches which will improve public access to Census Bureau information.

LPS frequently reaches out to information originating agencies to confirm the status of

publications which may have become available only in an electronic format. Often we

are advised of such changes by depository librarians rather than by the agencies.

However, under the terms of the recently-revised Paperwork Reduction Act (P.L. 104-

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13), agencies are required to "provide adequate notice when initiating, substantially

modifying, or terminating significant information dissemination products."

In light of the distributed Federal electronic information environment, we believe that, in

most cases, the originating agency will maintain control of their data until such time as it is transferred to the National Archives. In discussions with other agencies, GPO's focus

is to obtain sufficient information about their electronic resources to direct depository

librarians and public users to the data through our Pathway services.

2 RECOMMENDATION: Monthly Catalog

Council, based on the work of the Monthly Catalog Working Group, recommends that GPO

continue to perform full AACR2 cataloging on OCLC and that this cataloging continue to be

made available via MARC tapes to the library community. Full cataloging records that can

be loaded into the public catalogs are essential to basic bibliographic access to U.S.

Government publications. Full cataloging records should also be used as the basis of a Monthly Catalog CD-ROM product.

Further, having reviewed the report "Data Elements to be Included in Future Issues of the

Printed MoCat" and having received input from the depository library community, the

Council recommends the following modifications to the printed edition of the Monthly

Catalog:

Utilize the AACR2 Minimal-Level Model as defined in the Data Elements Report.

Maintain the title/keyword, series/report number, and author indexes.

Eliminate the semi-annual index.

Council further suggests that, should financial constraints dictate, the title/keyword,

series/report number, and author indexes be maintained: remaining indexes (e.g., stock

number) could be eliminated.

It is further recommended that the Periodicals Supplement to the Monthly Catalog continue as

it is presently configured and as a separate issue with title/keyword indexing only.

Response:

We will continue to produce full cataloging records that conform to AACR2 to assure continued suitability for loading in to online public access catalogs. These full AACR2

records will be the source data for all Monthly Catalog (MoCat) products.

LPS is also involved in the transition from publishing in print formats to using electronic

media. We intend to publish a reduced size paper MoCat edition with a brief record

format and a keyword index. The first issue of a reduced content paper MoCat will be

the January 1996 edition. Although Council has recommended retention of other indices,

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their retention negates much of the cost advantage which we will derive from the new

paper edition.

We must reduce the overall cost of publishing MoCat. The CD-ROM edition and the

"Daily MoCat" accessible via the SuDocs Web site will provide electronic search

capabilities for complete records and eliminate the need for the current paper and

microfiche editions. Our cost estimates indicate that a reduced size paper MoCat, a CDROM MoCat, and the GPO Locator "Daily Mocat" will be published at less cost than the

current paper and microfiche editions.

Each edition will complement the others. The paper edition will offer basic access to minimal data via a single index. The CD-ROM edition will contain complete and fully

edited data.

The Web site "Daily MoCat" will contain complete data in records cataloged in OCLC

as recently as the previous day of production. Most of these records will have been

edited. Recently produced records will be unedited, but available within hours of

production. We are confident that, taken together, these initiatives will increase

dissemination of records, improve access, and reduce costs.

3. RECOMMENDATION: Pagination of Congressional Record

Council supports GPO's ongoing development of electronic editions of the Congressional

Record Index . Council recommends that any product development effort must include a mechanism which correlates pagination of the daily edition with pagination of the final

edition. The depository library community relies on both editions of the Congressional

Record . Since the pagination differs between the daily and the final editions, it is important

that the electronic index be usable with either edition.

Response:

The historical Congressional Record Index (CRI) databases for the daily edition and the

final (bound) edition of the Congressional Record are separate databases. It would

require considerable editorial effort, and therefore considerable expense, to include the

pagination for both editions in a single database.

The only feasible time to economically capture both sets of page numbers into a single

database is during the revision of the daily index to create an index for a new final

volume of the Congressional Record. That is why the prototype CD-ROM for the 1985

final Congressional Record included dual page numbers. This is a possibility for future

volumes of the final Congressional Record and the corresponding indexes.

The databases for the historical indexes to the daily Congressional Record are being

developed at the request of the Congress and are funded by the Congressional Printing

and Binding Appropriation with a very modest authorized expenditure. At this time,

GPO has not been asked to prepare databases for the corresponding final editions.

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If requested by the Congress, GPO could develop separate databases for the daily and

final editions, and users could search the databases simultaneously or separately. If they were searched simultaneously, the WAIS server would automatically merge and rank the

results, thus giving the users access to data from both editions.

The recommendation of the Depository Library Council has been provided to the

appropriate organizations in GPO, including the Congressional Record Index Office.

4. RECOMMENDATION: Regional Structure

In an electronic environment the ability of regional libraries to operate in isolation to provide

all services to all selective libraries is not necessarily efficient or cost effective. The

flexibility to enter into cooperative agreements in support of the spirit of the depository

system is essential. Informal arrangements already in existence need to be documented.

Council endorses the principle that regional and selective depository libraries have a shared

responsibility to guarantee public access to Government information. Council charges the Ad

Hoc Committee on Regional Structure, in conjunction with Council's Depository Guidelines

Work Group, with developing a statement of service responsibilities. These responsibilities

may be met individually; shared through written cooperative agreements between regional

and selective depositories; or through multi-state cooperative agreements.

Council recommends that GPO, in cooperation with appropriate depository libraries, develop

a suitable strategy to provide backup for GPO electronic databases and systems (e.g., mirror

sites).

Response

We agree that the regional structure may no longer be efficient or cost effective and look

forward to the recommendations of the Ad Hoc Committee on Regional Structure and to the completion of the work of the Depository Guidelines Work Group.

However, to make significant changes in the basic legal requirements of access, custody,

maintenance, and service for materials received, changes in the law will be required.

Evaluation of the current law and recommending changes is a key task under the ongoing

Study to Identify Measures Necessary for a Successful Transition to a More Electronic

Federal Depository Library Program, directed by the Congress. The study should also

address the issue of providing backup for GPO electronic databases and systems.

5. RECOMMENDATION: Cooperation with NTIS

Council recommends that GPO continue to pursue cooperative agreements with the National

Technical Information Service in the identification and delivery of fugitive documents.

Council supports inclusion of technical reports in the Federal Depository Library Program in

accordance with U.S.C. Title 44. A cooperative agreement between GPO and NTIS should

include the following:

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An identification system of fugitive titles which should be included in the Federal

Depository Library Program

A delivery system which provides complete and timely access to fugitive documents

available from NTIS

A delivery system may be a "just in time" program in which Depository Libraries

identify NTIS documents as needed and the selected titles are distributed in a timely manner. The documents may be stored at GPO (e.g., GPO Federal Bulletin Board,

electronic storage facility, or WWW) or at NTIS.

Council understands the statutory constraints placed upon NTIS and GPO and is supportive of

innovative strategies which provide access for Depository Libraries. Council will continue to work with GPO in formulating solutions to provide access to fugitive documents available

from NTIS. Existing cooperative agreements with the Department of Energy and the General

Accounting Office should serve as models for future cooperative agreements with other

Federal agencies.

Response:

We continue to be interested in cooperating with NTIS to make information products

collected by NTIS available to depositories in electronic formats. NTIS is a member of

CENDI which is represented on the advisory group for the study now in process. Also,

Study Tasks 9, "Evaluation of issues surrounding inclusion in electronic formats of

materials not traditionally included in the FDLP in either paper or microfiche," and 10,

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

costs, and the effects on efforts to assure free public access through the FDLP," relate

directly to this issue.

6. RECOMMENDATION: Depository Inspections

As the pre-inspection self-study is implemented, Council recommends that GPO continue to review the inspection process.

GPO, in consultation with regional librarians, should develop criteria/guidelines that define

the role of regional librarians within the inspection process.

Response:

Criteria which define the role of regional librarians already exist. Chapter 9 entitled

"Regional Services" in the Instructions to Depository Libraries . Section E, Regional

Consultation, delineates the role of a Regional within the inspection process.

"Regional librarians should also take an active part in the inspection process. The

presence of the regional librarian benefits the entire inspection process. At a minimum,

they should contact the libraries before and after an inspection to offer assistance.

Regional librarians should make every effort to accompany the GPO inspectors on their
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visits. Regional librarians also benefit from this unique opportunity to observe the entire

depository operation in their area."

As standard practice, GPO inspectors inform regional librarians by letter of the

inspection schedule in their state or region and invite them to join the inspectors.

However, Federal funding is not available for this purpose. If regional library funding

or administrative leave is forthcoming, some regional libraries do accompany the

inspectors for some or all of the inspections. Some regional librarians have never accompanied the inspectors. All regional librarians receive photocopies of every

inspection report for information and future reference. GPO encourages the regional

librarians to review the inspection findings and offer counsel and assistance where

needed.

Flexibility already exists for regionals. Upon their own initiative, some regionals have

scheduled "pre-inspection" workshops; e.g., Arizona, Michigan, etc. Other regionals

make it a practice to follow-up the inspection visit in person or by telephone; e.g.,

Minnesota, North Carolina, etc.

7. RECOMMENDATION: Communication with Other Organizations

Council commends GPO for the prompt and positive steps taken to communicate its vision of

the electronic capabilities and requirements of the Federal Depository Library Program to key

groups of library administrators. The January 4, 1995, letter to depository library directors

and the GPO presentations at ALA and COSLA established important communication

channels with these groups. Council encourages GPO to continue to pursue similar

opportunities for outreach to library and institution administrators (e.g., Association of

Research Libraries, Public Library Association, Library Trustees, EDUCOM, Governors'

Conference, National Conference of State Legislators, etc.). Further, Council encourages

GPO to continue outreach and education efforts aimed at a broader audience that demonstrate

the comprehensive services included in the FDLP (i.e., identifying, acquiring, cataloging,

distributing, servicing, and preserving Federal Government information). Additionally,

Council commends GPO for its increased use of press releases and other publicity

announcements to highlight developments and achievements of GPO, the FDLP, and

depository libraries.

Response:

We appreciate Council's encouragement and intend to continue outreach and

communication with the depository community and other audiences.

The GPO home page has heightened awareness of the FDLP by providing general

information about the program and by serving as an expert research tool.

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8. RECOMMENDATION: Improve Understanding of FDLP

Council recommends that the Public Printer continue his efforts to increase understanding of

the FDLP among all parties by inviting contractors to attend Depository Library Council

meetings and the annual Federal Depository Conference.

Response:

Contractors providing services for the FDLP will be invited to attend specific Council

meetings and Conference sessions. An example of this occurred at the spring 1994

Conference when representatives from Roadway Package Services (RPS) attended to speak with librarians about their concerns over deliveries. This provided an opportunity

for the contractor and librarians to meet and exchange views and needs. Depository

Services Staff will coordinate invitations in conjunction with the Federal Depository

Conference and Council meetings.

9. RECOMMENDATION: GPO Electronic Initiative

Council commends the GPO for expanding free on-line public access to Federal Government

information by adding the General Accounting Office's database of reports to the GPO

Access service. Council urges GPO to work with other Government agencies in offering a wide range of Government information through GPO Access at no cost to the public through

Depository Libraries and Gateways.

Response:

GPO appreciates the Council's commendation of its efforts to expand free public access

to online Government information through the GPO Access service. Staff in the Library

Programs Service (LPS) and the Office of Electronic Information Dissemination Services

(EIDS) continue to reach out to agencies. In particular, our goal is to encourage their use of GPO's full range of production and dissemination services.

EIDS staff is working with agencies on the development of their Government Information

Locator Service (GILS) records, and, as a result, GPO was recently endorsed by the

Small Agency Council as the source of assistance in the development and dissemination

of agency GILS records. EIDS is working with the National Archives and the Office of

the Federal Register to disseminate a database of Privacy Act notices. This would

eliminate the need for individual agencies to prepare GILS records for their Privacy Act

materials and provide a single, central place for the public to obtain this important

information. LPS is continuing its efforts to identify and describe agency Web and

Gopher sites for the Pathway services and to explore options for on-demand delivery

services.

GPO has established extremely attractive rates for agencies that wish to offer free public access to Web pages or WAIS databases through GPO Access, as the General

Accounting Office (GAO) has done. Several databases are under development or under

consideration at this time. The alternative of fee-based access, with free public access

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assured by Federal Depository Library Gateways, is attractive to agencies that are unable

to underwrite the costs of dissemination.

The study now in process, mandated by the FY 1996 Legislative Branch Appropriations

Act, is involving Federal agencies through CENDI, the Federal Publishers Committee,

and the Interagency Council on Printing and Publication Services. This is a good

opportunity to learn more about agency publishing plans and to inform agencies about

opportunities for cost-effective electronic information dissemination through the Federal

Depository Library Program.

10 RECOMMENDATION: Improvement of Electronic Databases

Council commends GPO on their innovative and continued improvement of electronic

databases and services such as the GPO World Wide Web, GPO Access, GPO Federal

Bulletin Board, and the proposed GPO Pathfinder. Council supports GPO's efforts in making

the transition from traditional print formats to the dynamic electronic environment and

encouraging flexible delivery options among depository libraries.

Response:

We appreciate the commendation of Council and we are continuing efforts leading to a more electronic based program.

11. RECOMMENDATION: GPO Pathway

With the development of GPO Pathway, non-GPO produced electronic information will be

identified and accessible to depository libraries. This raises a number of issues regarding

identifying, acquiring, cataloging, distributing, servicing, and preserving of this information

and its designation as depository. Council recommends that as GPO develops Pathfinder,

discussions with Council include the ramifications of declaring such information as depository.

Response:

It is clear that Federal activities in all three Branches of the Government will be

originating and publishing their information electronically and providing free access via

Internet at sites under their control. Free access readily available to all is a totally new

condition not recognized by the current law, which assumes a physical distribution and

requires an act of volition; i.e., selection, on the part of a depository library. To require

a selection process for a resource that is readily available to all would seem to be

defeating the benefits of electronic access. So, it appears that changes in the law will be

necessary to deal with this issue of what is "depository." This will be addressed in Task

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

recommendation of legislative changes, if any, necessary for a successful transition to a more electronic program," in the study now in process.

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In the meantime, we are proceeding with development of our "Pathway" services and

expect that depository libraries will provide public access to Federal information

available free via Internet when identified in Pathway.

12. RECOMMENDATION: Training for New Documents Librarians

Council commends GPO for scheduling the New Documents Librarians Meeting at the Spring

1995 Federal Depository Conference. The significant number of participants and the nature

of the questions asked at this meeting demonstrate a need for additional training opportunities

for new and less experienced documents staff.

Council recommends that GPO sponsor an annual program during the Federal Depository

Conference for new documents librarians designed to accommodate a wide range of training

needs.

Response:

The 1996 Federal Depository Conference will include a "track" for new documents

librarians. A variety of sessions will be identified as appropriate including tours of the

Library Programs Service, small group sessions with GPO staff, basic techniques, etc.

13. RECOMMENDATION: Disposition Policy

Council endorses the revised disposition policy (Memorandum re: Implementation of

Disposition Policies, 4/7/95) and commends GPO for taking affirmative steps to accommodate the needs of regional and selective libraries regarding the disposition process.

Response:

GPO appreciates Council's endorsement and encourages all Regional librarians to review

the liberalized weeding proposals, meet with the selectives in their state or region, and,

in conjunction with review by the Superintendent of Documents, adopt revised

disposition guidelines.

14. RECOMMENDATION: James Madison and Government Leadership Awards

Council congratulates GPO on receiving the 1995 James Madison Award from the Coalition

on Government Information and the 1994 Federal Technology Leadership Award from the

General Services Administration, Office of Management and Budget, Department of Defense,

and Government Executive magazine. These awards recognize GPO's innovative leadership

in improving public access to electronic Government information through GPO Access.

Response:

GPO appreciates Council's support and recognition of these achievements.
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15. RECOMMENDATION: Bernadine Abbott Hoduski

Council congratulates Bernadine Abbott Hoduski on receiving the Public Printer's

Distinguished Service Award. We share the Public Printer's deep appreciation for Ms.

Hoduski 's many years of work on behalf of the Federal Depository Library Program.

Response:

We also congratulate Bernadine and miss her presence at the Joint Committee on

Printing.

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Depository Library Council

Summary of the Spring 1995 Meeting

April 10 • 12, 1995

Rosslyn, Virginia

Monday, 10 April 1995

Chair, Jack Sulzer welcomed everyone to the first joint meeting of the Depository

Library Council and the Federal Depository Conference. Jack encouraged conference

attendees to participate in Council's deliberations and open forums. He announced that the

agenda was full, with Tuesday night being the time for deliberations on recommendations to the Public Printer. By Wednesday all would be aware of the sense of the recommendations.

Next Jack introduced members of the Depository Library Council and the GPO staff. Acknowledgments were given to Wayne Kelley, Jay Young, Judy Russell, Gil Baldwin,

Sheila McGarr, Tad Downing, and Robin Haun-Mohamed for all their planning and

participation in Council's activities. A special thanks was given to Willie Thompson for

making all the local arrangements for the meeting. The Chair then introduced Michael

DiMario, the Public Printer of the United States.

Mr. DiMario, Public Printer of the United States, began his remarks by saying that he

was pleased to see attendance at the conference from all over the country. As this was their

last meeting, he thanked Judith Rowe and Jack Sulzer for their hard work for the depository

program. DiMario took this opportunity to announce the new appointments to the Depository

Library Council: Eliot Christian, USGS; Dan Clemmer, US Department of State Library;

Lynn Walshak, Georgia Southern University; Anne Watts, St. Louis Public Library; and

Richard Werking, US Naval Academy Library Director. It was also announced that Maggie

Parhamovich will be accepting a temporary position at GPO, beginning in July, to work on

the Pathfinder Project. This will result in her resigning from the Depository Library

Council. Dave Hoffman, retired Director of the State Library of Pennsylvania, will fill the

remaining two years of Parhamovich' s term.

Other announcements by DiMario included the addition of the GAO Reports to GPO

Access beginning today and the formation of a Task Force on the World Wide Web that he

will be chairing. A prototype page is up and running, it will be expanded and made part of

the Program. GPO is committed to this operation and it will be on a fast track with a demonstration planned for ALA in Chicago this June.

DiMario then provided a legislative update. A number of proposals have been put

forward by the 104th Congress. The Klug (WI) Resolution, HR 24 (originally HR21), gives

a sense that legislation needs to be drafted that would result in a decentralized structure,

much like the proposed HR3400 from the 103rd Congress. Jennifer Dunn (WA) introduced

HR1024 which keeps GPO in the legislative branch, but does away with GPO in-plant

printing and shuts down printing in the Executive Branch. A common thread among the

legislation is to do away with the Joint Committee on Printing. A recision bill proposes that

$600,000 be taken away from GPO's FY95 budget for the library program. A House

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recision bill proposes that Congressional printing and binding be reduced by $3 million. A

Senate bill has increased the amount by $2 million. This will go to Conference. Given all this, the landscape is strange and it is not sure where we are headed. DiMario's

prognostication is that we will survive the year but will be significantly injured in

appropriations. Not in appropriations on the depository side, but rather the printing side. In

spite of all this, DiMario stressed that we are moving forward. He also said that every

proposal supports the depository program, the program has become the hallmark of GPO and

the Superintendent of Documents Office.

DiMario also announced that GPO was the recipient of the Madison Award, given by the

Coalition of Government Information and the American Library Association. GPO also

received the 1994 leadership award given by Government Executive magazine.

Bernadine Abbott Hoduski, retiring from the Joint Committee on Printing staff, was

recognized by the Public Printer for her many years of hard work dedicated to public access

to government information and support for the Federal Depository Library Program. She was presented the Public Printer's Distinguished Service Award, GPO's highest honor.

Wayne Kelley, Superintendent of Documents, said we are in a period of great change,

with an emphasis on cutting costs and tendency to regard technology as a solution rather than

a tool. Some people, including people on "The Hill" think that digitized information can or should replace all print. There's a belief today that privatization can solve problems that

government has failed to solve. There's a belief that control of tax dollars by states will

produce better results than program guidelines in DC. Some of this may be true. Kelley

cautioned that we must keep a few things in mind, some roots, foundations to cling to in

these times of change. There are principles worth defending, one of which is the right to free access of government information for citizens. Results that we want to achieve must be

defined before reinventing the process. We should not privatize the responsibility of policy

and oversight. People need to be reminded that libraries are essential to every community.

They are storehouses of knowledge, places to learn and explore, cultivate community and

promote civility. It must be recognized that in this new world of electronic information,

librarians are more important than ever before. Information may be global but training and

support for users will still be largely at the local level. Meaningful change requires thought

and priorities. We need to ask for rationale and look at the likely results. Otherwise, we are

likely to become a society that knows the cost of everything and the value of very little. GPO is doing everything to make sure that we are doing those things to bring its programs

and the Federal Depository Library Program into the electronic era in a thoughtful and

constructive way. Kelley urged that each of us do everything we can to play a role in the

process of change, and not to let others change us without consultation.

Jay Young, Library Programs Service Director, began by announcing that the next

Council meeting will be in Memphis, TN, October 16-18. Young also recognized the new

Council appointments.

Because of the electronic highway Young sees the FDLP as a partnership, more now

than ever before. In the paper and microfiche environment there was a break in the process.

With GPO Access online there is a direct connection between GPO, the library, and the user. Roles are changing dramatically. GPO must now provide user support and continuous system

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development and maintenance. The role of the library is changing as well. Libraries will

need more equipment and technical capability. Librarians will become more of an

intermediary. Young believes that connectivity has strengthened the partnership and is the

strength of the program. He urged that we exert peer pressure and offer assistance to those

libraries not yet connected to GPO Access. Connectivity of 1,391 sites around the country

will make the FDLP the Government Information Infrastructure of the Nation.

The Federal Depository Library Program and the Cataloging and Indexing Program have

embarked on a thoughtful period of transition to expand the use of electronic media. There

are many challenges that face us during this time of transition into the electronic age:

1 . The need to catalog and distribute both traditional and electronic formats to serve

diverse needs;

2. Political and financial trends dictate moving rapidly to an on-demand delivery of

government information products through depository libraries;

3. The nature of electronic information offers the capability to go beyond the walls of the

library, thus providing more equitable access than ever before;

4. With the rapid proliferation of government information on bulletin boards, CDs, and

the Internet, there must be an increased emphasis on the content and usability of the

information;

5. There is a need to maintain electronic information for continuing public access should

the originating agency no longer make it available; and

6. There is a need for direct assistance to the public in identifying, locating, and sorting

through the massive amount of electronic information.

To meet these challenges GPO must maintain traditional program support functions

(acquisitions, classification, format conversion, distribution, cataloging, and inspecting),

provide the capability to deliver electronic information to depositories and the public, and

develop and provide support services and tools to depositories so that they may more

effectively perform the intermediary role of assisting the public.

On-demand delivery will become one of the most critical elements of the depository

program of the future. Some members of Congress have expressed interest in having all depository materials delivered in electronic formats. Although electronic delivery of

information offers potential future economies for GPO and libraries, electronic formats are not preferable in every case. Nor is there standardization or consensus about file format or

structure of stored electronic information. In the near term we are grappling with defining,

planning, and designing this service. GPO needs better information on the needs,

expectations, and capabilities of depositories. GPO intends to conduct an analysis of

libraries' requirements for on-demand delivery service.

To date there are nine Model Gateway Libraries that provide the GPO Access services

beyond the walls of their libraries. GPO has a goal to have a gateway in each state. The

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visibility of GPO Access is expanding. Jay Young, Wayne Kelley, and Judy Russell made a presentation at COSLA and encouraged them to support gateways in their states. Notices

will be sent to Senators and Representatives to inform them that electronic government

information is available in their districts. A new electronic logo was unveiled. The

depository eagle resides on the screen of a PC. An electronic depository logo will.be

distributed to all libraries that register for the GPO Access services.

Depository libraries can participate in the national electronic meeting, May 1-14: "People

and Their Governments in the Information Age," sponsored by OMB, NPR, NTIA, and

NTIS. The meeting is intended to gain opinions and discussion about information technology

by government, and the public's expectations for an electronic government. GPO is providing pre-conference registration and general information. Young encouraged depository

libraries to be Public Access Sites to enable the public to participate in the online meeting.

The GPO Locator will soon be available to depositories for testing and comment. The

Locator provides records from the Monthly Catalog, and the Publications Reference File, and

it provides a registry of information resources from other federal agencies. The user will be

directed to the nearest depository library or provided with the necessary information to acquire the document through the GPO Sales Program.

A "Pathfinder Service," is under development at GPO. This will provide depository

libraries a tool to assist the public in finding government information available via the

Internet. The development of the Pathfinder falls under GPO's mandate to collect and

catalog US government information. This service will be dynamic and require constant

updates. The service will focus on the needs of depository librarians who are acting as intermediaries for the public in search of government information. GPO will use the

expertise of documents librarians. GPO will maintain and operate the Pathfinder, provide

training, and do the necessary liaison work with federal publishers. Maggie Parhamovich

will be working on this Pathfinder project.

GPO Personnel Notes:

The inspection team has two new librarians, Carole Callard and Gail Snider. Stevie

Gray has been promoted out of micrographics and LPS, into Employee Relations. Nick Ellis

will be working in micrographics.

Notes on Traditional Services:

Efforts to develop a CD-ROM version of the Monthly Catalog are continuing. Tad

Downing and the Cataloging Branch are currently testing retrieval software packages. In

order for the CD to save costs, the printed version will have to be downsized.

Regionals will be able to deselect one of dual format items with this upcoming annual

selection update. Regionals will continue to receive both formats if they do not respond to the survey.

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By June 1, 1995 a new contract will be in place to convert to microfiche the bound

volumes of the Congressional Record from 1985 to the present.

Separate shipment problems are the results of contractor problems. They have not

followed routine instructions, have shipped improperly collated material, and several

shipments have been delayed. Fifty per cent of claims have been for publications handled by

this contractor. They have been given 30 days to improve service or the contract will be

voided. The TanData InMotion parcel manifest system was recently purchased and installed

in the Depository Distribution Division. This is an improvement to the lighted bin system. It automatically scans the barcoded shipping labels on each box and through box weight and zip

code, determines which bulk shipment carrier will deliver that package at the lowest cost. This will reduce shipping costs, the amount of human labor needed, and will speed up the

process of getting shipments on the way.

Judy Russell, Electronic Information Dissemination Services Office Director, said

"electronic information is permeating discussions at GPO at all levels." Russell further

discussed the new database on GPO Access, the GAO Reports. This is the first database not

created at GPO to be included in Access. GAO is continuing to support free access to government information by underwriting the costs to all users. The reports are available

within 24 hours of publication. It is hoped that this will be true of other agencies in the

future. The GAO Reports run under a new version of WAIS server software. It is anticipated that the rest of the databases will be using the new version by 24 April. Data are being reformatting and fields have been added. The new version of the software will not

affect users who choose not to use the new features. That is, the new software enhances

searching (for example date ranging is possible) but the old method of searching is still usable. GPO has a test database of Senate and House documents and reports. A prototype

database of House and Senate Calendars is also being worked on. There will be a new

version of the GPO Access Users Manual out by the end of month. It will be a loose-leaf

format. Many requests for speeches and training for GPO Access have been received. As

much as they would like to say yes to all the offers, it is not feasible. EIDS is developing a Power Point slide show and other tools that can be sent and used locally. Judy solicited

suggestions for items to be included on GPO's WWW site. It is intended that one will be

able to access the Model Gateway Libraries from the WWW page. An underlying objective

of anything that is produced at GPO is to have it GILS compliant. Similarly, anything GPO

produces must be compliant with the American with Disabilities Act. Because of GILS and

ADA, GPO sees production in multiple tiers, so that the low end user does not get left behind.

REPORTS OF COUNCIL COMMITTEES - OPERATIONS

Monthly Catalog Working Group

Dave Hoffman, Chair, reported for the Working Group: Cindy Etkin and Bobby Wynn

from Council, Dena Hutto (Pennsylvania State University) and Jill Morariarty (University of

Utah) from Off-Council, and Tad Downing, the GPO Liaison. The Working Group had a meeting this morning and will have a recommendation ready for this Council meeting. The

responses to the Data Elements report that was published in Administrative Notes totaled only

four. These four responses supported the revision of the Monthly Catalog.

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Revision of Depository Library Guidelines Working Group

Jan Fryer, Chair, reported for the members of the Working Group, from Council: Susan

Dow, Bobby Wynn, from off-Council: Andrea Sevetson (UC Berkeley), Pat Grace (Seattle

Public), Ann Bregent (Washington State Library) Ridley Kessler (UNC), from GPO: Sheila

McGarr. It was reported that the Working Group is in the process of reviewing the

guidelines and choosing those that should take precedence. Training, staffing, collection

development, and access issues are coming to the forefront. They will meet later this week

and hope to have a draft revision by this summer and have a final report for the Fall 1995

Council meeting.

Revision of SOD #13 Working Group

Steve Hayes, Chair, reported for the Group: Susan Dow and Maggie Parhamovich from

Council, Robin Haun-Mohamed from GPO and Debora Cheney (Perm State) from

Off-Council. It was reported that the Working Group has sent a draft report to Robin

Haun-Mohamed at GPO. The charge of the Working Group was to incorporate electronic

formats into the paper to microfiche conversion policy already in existence (SOD #13). This

is only to affect GPO publications. GPO has no authority over publications from other

agencies. Two additional elements for consultation are being put forward: "Priorities for

Disseminating Electronic Products and Service from the U.S. Government Printing Office,"

DttP: Documents to the People. 20(2):78-79 (June 1992). Online and CD are of particular concern. The Electronic Capabilities of Federal Depository Libraries, Summer 1994 (GPO,

1995) should be used as a yardstick for migration to electronic format. A third element

being proposed is that there be a partnership with library organizations in selecting future

items for conversion. The Working Group is suggesting that GPO should act as a spokesperson between depositories and agencies, in trying to get agencies to migrate their

publications to electronic format. The Working Group is also attempting to introduce a migration effort toward electronic products. Multiple formats could be selected during a

clearly defined interim period, and then other formats will go away. The only area that is being proposed as a reversal of SOD #13 is in the area of statistical publications (section I). The Working Group is recommending a case by case review for conversion of statistical

publications back to paper from fiche.

Testimonial Work Group

Cindy Etkin reported for the Working Group, Judith Rowe, Dan O'Mahony, and Jack

Sulzer, on the testimonial letters project. To date 140 letters from all but 8 states have been

received. The letters represented all categories of users from all types of libraries. Letters were received from the commercial sector, faculty, students, researchers, non-profit

organizations, citizens, and state and local government agencies. "Federal Depository

Libraries, Your source for yesterday's, today's and tomorrow's government information," the

first of what is hoped to be many products resulting from the collected letters is now

available. It was completed in time for dissemination at Freedom of Information Day.

Another product, a compilation of all the letters with additional text, is also in the works.

Subject-based pamphlets is also an idea that has been considered. As this is to be a continuing project, please continue to submit letters. It is the intent of Council to maintain a clearinghouse of letters and additional materials such as newspaper articles relating to depository libraries and gateways so that information will be on hand for various uses. Already some letters have been shared with the ALA Washington Office for preparing

testimony for hearings.

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Hearings

Judith Rowe. We had hoped to hold hearings to get across the message that although we

are moving in the direction of online access, we are also making available obscure documents

that will never be digitized or privatized. The idea has not been abandoned totally, and we

now have names of people that could immediately be called up. It is a major concern that

many believe that there are "10 winning documents and the world stops there." The letters that were collected indicated otherwise. We still hope for an opportunity to hold hearings.

Title 44: Linda Kennedy. HR24 (Scott Klug) and HR1024 (Jennifer Dunn) legislation

affecting Title 44

ALA passed a number of resolutions, at the mid-winter conference in Philadelphia, that

provide good information about the depository program, "Reaffirmation of the Government

Printing Office," "Resolution on the Federal Depository Library Program for the 104th

Congress," and "Resolution Regarding Continued Unimpaired Access to Government

Information." They may be used in communicating with members of Congress. Linda

reminded us that there are many new members of Congress and they must be informed as to what depository libraries are and what role depository libraries play in the dissemination of

government information.

Depository Library Council Handbook

Dan O'Mahony reported that the final version will be available after this meeting and

will be distributed to depository libraries through regular shipments. Dan commended GPO

for their quick response to Council's recommendation and for taking advantage of the ALA

Mid-winter Conference to communication with library administrators.

Compilation of Depository Library Council Recommendations

John Phillips reported that he is continuing to unearth more recommendations of Council

and responses from the Public Printer. To date 460 recommendations, from fall 1978.

There are 49 instances of responses with no recommendations. John would like to maintain

this information on the Oklahoma State Web Site, and later, transfer the information to the

Library site. John is now working on indexing this information. Ridley Kessler suggested

that John check with the University of Illinois to see if missing years can be found.

AD HOC COMMITTEES:

Preservation and Archival Ad Hoc Committee

Dan Clemmer, Chair. Other members of the Committee from Council include Phyllis

Christenson and Wilda Marston. Judy Russell is the GPO liaison from the Committee and

John Shuler is the Off-Council member. Dan described this issue as a many-headed monster,

with the whole life cycle of information involved. The problems are many. How can we be

sure what is online today will be available 5, 10, or 15 years from now? Knowledge for

preservation of paper, film, and fiche is there. The information for preserving digitized data

is unknown. The National Archives is prepared to preserve electronic information. They

may have to reformat or migrate to another platform. Suggestions in the report include

consideration of formats for long-term preservation of information. It may well be that we

will have a mixture of formats. Perhaps the only way to ensure the preservation of

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government information is to give the information to the National Archives immediately so

that they may begin to preserve it or migrate it to another format.

NTIS Preview Committee

Maggie Parhamovich, Chair. Other members of the Committee are Phyllis Christenson,

Linda Kennedy, Jay Young (GPO Liaison), and Arlene Weible (Willamette University). A

survey was conducted in March of participants in the NTIS Preview Project. They were

asked about their perceived value of service. Librarians believe there is a benefit of

identifying technical reports through NTIS, particularly fugitive documents. Potential for

receiving NTIS documents through the program is supported. Current a delivery system is nonexistent. Only one library out of nine received documents from Preview. At this time

the database is limited, it would be of more value if the entire NTIS database could be

searched. Reports may be of limited appeal, but depositories still need to be able to identify

them for patrons. The recommendations of the Committee to Council are that the Depository

Library Council continue to urge the GPO to pursue a cooperative agreement with NTIS in

the identification and delivery of technical reports. Urge the use of DOE agreements as a model. This should be extended to NTIS. The Committee wanted to clarify the perception

that the reports at NTIS are all technical reports. They do have some documents that have

broad based appeal, e.g., an SBA publication. Regardless of content, inclusion within the

Depository Program is based upon Title 44, not a market approach. Support GPO in

identifying delivery methods for NTIS publications. "Just in time" options would be

acceptable. An effective identification and timely delivery system would have to be in place

for this to be successful. The Committee encourages Council to encourage GPO to expand

the NTIS database for broader appeal for identifying and delivering technical reports through

NTIS.

Ad Hoc Committee on Regional Restructuring

Dan O'Mahony reported for Gary Cornwell, Chair. Members of the Committee are: from Council, Dan O'Mahony, Cindy Etkin, from Off-Council: Paul Patwell (New Jersey

State Library), Gregg Lawrence (Cornell University), Maureen Harris (Clemson), Tom

Anderson (California State Library) and from GPO: Jay Young and Sheila McGarr. The

Committee was established in October 1993. Dan thanked all members for their efforts. The

Committee was established to look at alternatives to the current regional system, to address

problems within the structure as it is, and to look at regional services in an electronic

information environment. The Committee will meet in the morning to present specific

proposals and an opportunity to respond. The meeting will be facilitated by Duncan Aldrich.

The comments from this meeting will be the basis for recommendations. The March 15,

1995 Administrative Notes was devoted to regional issues as background. The afternoon

meeting will be a continuation of the ongoing discussion of the Committee meeting. Dan

O'Mahony will facilitate the afternoon meeting.

Linda Kennedy raised the issue of titles being automatically sent to libraries based upon

other item selections. Linda asked that this be discussed further at the general forum.
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ELECTION OF SECRETARY OF COUNCIL:

Susan Dow was elected secretary of the Depository Library Council. She will assume

this responsibility at the end of September.

Mary Redmond, representing ALA GODORT, addressed the Council. Among the

GODORT activities of interest to this body were the establishment of National Action Alert

Network (NAAN). Mary encouraged education of legislators by inviting Senators and

Representatives to visit depository libraries and encouraged librarians to visit offices and

attend town meetings. Activities such as this are important and must continue. Other

GODORT actions included providing a list of fugitive documents in "Documents to the

People," letters sent to Commerce Secretary Ron Brown addressing concerns over the demise

of the Industrial Outlook, and to the Library of Congress about the discontinuation of the

Monthly Checklist of State Publications. In closing Redmond encouraged membership and

participation in GODORT.

The afternoon was devoted to an open panel discussion about GPO Access. Ridley

Kessler (UNC) moderated the panel. GPO Gateways are providing fabulous access that we

never dreamed of. The first week of April the University of North Carolina had 350 users, 60% of whom were from off campus, 10% from the library, 15% from on campus, and 15%

were dial-in users. For the first time depositories will have to expand their boundaries of

administration beyond the library. Cooperation was necessary from other departments on

campus. This is a new world for depository librarians. Members of the panel were Gil

Baldwin, GPO; Derek Rodriguez, University of North Carolina; George Barnum, Case

Western Reserve; Greg Lawrence, Cornell University; and T.C. Evans, GPO.

Gil Baldwin. The expansion of GPO Access began last summer. GPO was looking for a way to provide free access that would capitalize on the strengths of the depository system. A

team was established at GPO to look at these issues. It is an interdisciplinary group: LPS,

EIDS, Production services, and the telecommunications area are all represented. Gil

encouraged experimentation with GPO Access. Do whatever works for you. Work with

freenets, or use selective housing agreements. This is one way to go beyond the ten IP

address limit. There are different levels of service that can be provided: fundamental level

with mediated search services, a public workstation, and the next level is to become a gateway.

Derek Rodriguez (UNC). The computing center at the University of North Carolina

seized the opportunity to provide GPO Access services. Initial contacts were made in August

of 1994. The goals of the project were to provide WAIS service within confines set by GPO.

They wanted to look forward yet still provide low-level users access. UNC chose an open

model of computing, using a web client (lynx) capable of WAIS searching. Access is provided to users who telnet or dial-in. This model is quite easy to maintain. Although this

does not support graphics, the advantages of using this are:

1 . minimizes load on GPO Server

2. accommodates most hardware

3. remote access is possible

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UNC is now working on moving to the next level, being able to provide the graphics.

They are looking at a Netscape client with an acrobat reader to web-WAIS gateway while

maintaining the remote text terminal (90% of users).

GPO is making a clear statement for the future: libraries must get an electronic

information librarian. Success with Access was indicated by one week's statistics: 350 users: 10% from inside library, 15% dial-in, 15% from campus, and 60% from remote users.

George Barnum (CWRU) described SWAIS access to GPO Access. At Case Western

Reserve the environment doesn't allow for thinking about electronic resources as being

available for just one workstation. If something cannot be on networked it is looked at very

skeptically at CWRU. This has had a profound affect on how day-to-day operations are handled. The future is now. Because of this he responded immediately to the call for

Gateway Libraries. After exploring options with the computer people on campus, the only

option appeared to be to use SWAIS. After having used SWAIS for a program for Ohio

GODORT, George relayed that there is nothing inferior about SWAIS. He refers to this as

his "conversion in Dayton. " At about this same time CWRU was asked, by their online

catalog vendor, to be a test site for their new service, Gateway. Gateway allowed for

scripted logins to remote databases from their online catalog. This permitted an opportunity

to merge the two gateway projects. Two systems are running simultaneously, one system if on campus, another if using remote dial-in. As of this date, CWRU has been an active

gateway for two weeks. The response has been remarkable. The first week there were 140

logins, 5 more than OCLC WorldCat. They are currently using 4 simultaneous users; this

will be increased right away. Within the year they are looking at 18 simultaneous users (the

law school has ten to add through a shared housing agreement). George is pleased about the

decision to provide access to Access through the online catalog. Future possibilities also

include working with cataloging to provide bibliographic control. George has forged blindly

ahead, but he is very pleased with the results.

Gregg Lawrence (Cornell) said Mann Library has chosen not to select the GPO Access

services. But there is another depository on the Cornell campus. Being aware that providing

information online is a very time consuming job that demands a lot of staff and institutional

resources, Gregg asked, "Should GPO Access be a required resource for most or all depository libraries?" There was concern that his library might be seen as out-of-step by

GPO and his colleagues who are embracing GPO Access. Who is Mann library? Mann

Library is the New York State land grant library for life sciences, agriculture and human

ecology. Their mandate is to provide a centralized resource for the citizens of New York to access agricultural and related information. Information is to be made available through

education and research. Their major contact with the public is via Cornell Cooperative

Extension office. As a selective depository they select heavily in agriculture, education,

health and human services, and interior. They also act as an interlibrary loan coordinator for

USDA for the northeastern United States. Depository digital agricultural information has not

mushroomed. By choice, they are becoming an unofficial agriculture depository library.

They manage a gopher server for USDA. A new service, time-sensitive commodity reports,

will be available within an hour of release. They average 350 users a day. With the new

commodity reports, they expect that this will double or triple. Gregg questions whether they

should deviate from their policy to focus on providing agricultural and natural resources information and shift resources to provide access to GPO Access. It might be better to leave

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legislative information to another library. Another question: is the information within GPO

Access redundant? There already are services that provide this same information (Thomas,

Counterpoint, CQ Alert, DIALOG). Although they are not asked for this kind of information

very often, Mann library will remain committed to provide legislative information support

through a commercial product, for two reasons. First, patrons are accustomed to features of

the commercial vendor that are not available via GPO Access, and second, it was very easy

to network CQ Washington Alert. Gregg is uncertain if the university community's

government information needs will really be enhanced if GPO Access were provided. For

the public, he questions if GPO Access is the superior free service to meet their needs. At

this point Mann Library, from a philosophical approach, cannot move back to a one

workstation, one IP address environment. Providing a networked collection is expensive and

making products more user friendly puts demands on resources. These demands must be

kept to a minimum. Mann Library has an Electronic Resources Council which reviews

Internet resources to be networked. The Committee is moving toward providing "plug and

play" resources. Most are gopher or web based, as telnet-based services do not seem to meet

the criteria to pass through the Committee. For each of the three points mentioned, the

purpose of his institution, redundancy of information, and issues involved in facilitating

network access, are questions and problems that he faces when trying to decide if and when

to advocate access to GPO Access. These concerns are very institution-specific. But similar concerns may have arisen in other institutions represented at this conference. Is a chicken in

every pot or GPO Access in every depository is realistic or feasible? Gregg worries that

GPO Access will become the centerpiece of an electronic depository program and will begin

to overwhelm other pieces of an emerging electronic depository library system. A greater

diversity of networked depository initiatives needs to be promoted. It is time to declare GPO

Access a success and begin to develop other core groups of information to serve as networked resources.

T.C. Evans, GPO. The core element of the GPO Access services is to provide broad

public access to government information. This does require an enormous commitment for

libraries if they choose to become a gateway or provide a single user station. All participants are deserving of applause in terms of commitment. Although Gateway Libraries must meet

certain criteria, creativity is encouraged in the program. GPO Access gateways must be able

to serve all levels of the bell curve of computer ability. People who do not have equipment

are using depositories to get information, dial-in users, telnet, client-server with WAIS client,

and web browsers. The GAO database was just added. This is the first agency sponsored

database to become part of the GPO Access services. Last Friday GPO lost its Internet

connectivity. The first people heard from were from Gateway Libraries. This was a learning experience. An early warning system will be developed and put in place shortly.

Gateways will be contacted immediately, should GPO lose its Internet connection. TC

addressed Gregg's question of redundancy. GPO Access is not redundant. A variety of

alternatives are necessary, and not all are free.

QUESTIONS:

How is the help line working? How many people? Eight people, the GPO Access User

Support Team, are scheduled to answer phones and respond to e-mail messages. With e-mail

messages, there are six periods during the day when messages are checked. This is rotated

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among the User Support Team. They are responding within 24 hours. They are receiving

300 phone calls each day and 40-60 e-mail messages.

What is the advantage of using WAIS over SWAIS at the University of North Carolina, if no graphics are available? None, it is just another option.

How will the phase II software change GPO Access through the Gateway Libraries ? GPO is uncertain, but the current system is a very good foundation.

How often are users calling depositories for help? Ridley Kessler: UNC developed help

screens and used him as a guinea pig, thinking that if Ridley could understand, anyone could.

Each screen has a message to contact the documents section for help. Cheat sheets have been

developed. They are trying to eliminate questions before they can be asked. In six weeks

there have been three phone calls. George Barnum: The documents section is also handling

questions. The number of questions has not been high. He created a pathfinder from the

search guides from EIDS. Jack Sulzer: at Perm State they point people to their gopher,

which points to the UNC help screens.

Have Gateway Libraries noticed an overload on their systems ? Does GPO intend to hold

to the limitation of ten simultaneous users? UNC: recently upgraded to a machine will last for ten years, no strain was noticed as they implemented the gateway service. Gil Baldwin:

Limitation of 10 subscriptions is a step to where they want to go. This is being defined by

financial limitations. One of the good things to come out of the ten limitation is that it forces

creativity and partnerships in the community to pull resources. Ridley Kessler: the UNC

system allows for 350 simultaneous users but the most they have had at one time using GPO

Access is six. Jack Sulzer: Perm State has three ports into the mainframe. If they offered 10

simultaneous users they would use up half of remaining ports. They limited use from the

OPAC and point their gopher to other gateway sites.

Dan O'Mahony: Do not let the ten simultaneous users block you. GPO has been very

cooperative in entertaining creativity. On April 26 the Ocean Front Freenet will provide

access to GPO Access. There will be local dial-up from five phone numbers. Depositories

are pooling their resources, two passwords from twelve depositories which will allow

twenty-four simultaneous users. User support is shared with other libraries and the technical

people at the Freenet.

Tuesday, 11 April 1995

Tuesday began with an open forum for discussing issues raised by the Ad Hoc

Committee on Regional Structure Report. Duncan Aldrich acted as facilitator for the

discussion. The overarching question was, "What is the future role for Regional Federal

Depository Libraries, particularly in the electronic environment?" Discussion was divided

into three propositions with questions and possible solutions offered for each.

PROPOSITION 1: Recent trends, particularly the increasing demands of technology, have forced Regional

Libraries to reassess the support services they provide to Selective Depository Libraries.

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Question: What administrative support services should Regional Depository Libraries

provide?

Solution 1 : Regionals should only provide those services that are required by statute.

Solution 2: Regardless of format, Regionals should provide those services that are required

by statute and those services that traditionally they have elected to provide in

their region.

Solution 3: Regionals should continue to provide all statutory and traditional services that are currently expected of them. In addition, Regionals should also provide a wide array of services for electronic information.

Comments ranged from solution three because it comes with the territory, to we can't be

expected to do all because of staffing and financial constraints. Librarians from selective

depositories mentioned that they do not expect Regionals to be able to do everything.

Persons from the Regional public library sector indicated that they would feel

uncomfortable with having to take the lead in the technological environment, they don't

have the computer support services that most academic institutions have. It was also

pointed out that the problems of the emerging technologies are not unique to Regionals,

Selectives are making decisions every day about whether they will do such things as download and print on demand. Options that allow Regionals and Selectives to work

together need to be explored.

PROPOSITION 2:

Archiving and preserving Federal information in all media, particularly electronic

formats, remains an unresolved and troubling issue for Regional libraries and the FDLP.

Question: Should Regionals serve the primary role among depositories in archiving all Federal publications for the purpose of preservation for access?

Solution 1 : Regionals would archive government information for the purpose of access in

accordance with the provisions of Title 44.

Solution 2: Regionals would meet existing statutory requirements for archiving depository

materials. In addition, they would set up mechanisms to guarantee all libraries

within their region access to in-house and remote government information.

Solution 3: Regionals would meet existing statutory requirements for archiving depository

materials. They would guarantee all libraries within their region access to government information by becoming remote storage and retrieval sites for

electronic government products.

Comments from the forum began with questioning the definition of archive. Before any

solutions can be identified, we must know whether we mean archive for the life of the

material or archive to preserve. We should archive for access, we are not in the

archiving business, we are in the access business. It must be remembered that the only

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agency that is federally mandated to archive material is the National Archives and

Records Administration. Electronic information should be turned over to NARA

immediately, they have the means to preserve and to migrate to other levels.

Information available via the Internet is not depository, therefore we have no obligation

to store or access it. Electronic information should be viewed as fugitive documents in

another format. Jay Young stated that GPO is committed to identifying electronic

government information, that is what the Pathfinder Project is all about.

Finite electronic information will be stored by GPO. Dynamic databases need to remain

in the hands of the agency. In these cases GPO will identify the databases and indicate

how they may be accessed. Information identified by Pathfinder falls within the

parameters of Title 44 and depositories are obligated to provide access, but not obligated

to store.

PROPOSITION 3:

The current structure of Regional libraries within the FDLP must be examined and

revised to ensure the Program's future effectiveness in the electronic information arena.

Question: What vision do librarians share for a revised Regional structure that would

ensure the future effectiveness of the FDLP?

Solution 1 : Maintain the status quo and apply the existing regional model to electronic

information.

Solution 2: Revise the Regional library network based on proposed models, electronic

Regionals, multi-state Regionals, subject-based Regionals, shared regional

responsibilities within a state, or super Regionals. Solution 3: Regional

libraries, in conjunction with the GPO and selective depository libraries, would

be responsible for coordinating efforts both nationally and regionally to ensure

the future effectiveness of the FDLP.

If you are trying to change the structure of the Regionals, you have to look at the entire

program. Selectives would have to change as well. In actuality changes are taking place

now, whether we like it or not, whether we want it or not. The system will have to change from the bottom up. The National Performance Review and the Contract with

America are changing the program. The creation of the GPO Gateways is another

example of change taking place. Our priorities have been defined as service first,

collections second. This will continue in the new electronic environment. Regionals do

not have to be within state boundaries, a multi state approach would be reasonable. No

one library can do it all, there must be flexibility and cooperation. State plans would be

a mechanism to define local practice. Trying to fit an electronic environment into a paper and fiche based structure will not work. Does there have to be just one system?

Can there be a Regional for paper and fiche-based collections and another Regional for

electronic information? The Ad Hoc Committee thought there would be discussion about

developing minimum standards for services provided by Regionals or to the public. But

the discussion has indicated that the print-based responsibilities of the Regionals must be

maintained, but the Committee should look at standards and other services that might be

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provided in an electronic environment. These would be services not necessarily provided

by the Regional, but they would be defined in a state plan.

Wednesday, 12 April 1995

After discussions, open forums, and deliberations from the previous two days, the

Depository Library Council presented its draft recommendations to the Public Printer of the

United States and action items for Council to pursue. The recommendations numbered

seventeen and dealt with disappearing depository publications, Monthly Catalog, pagination of

the Congressional Record, regional structure, cooperation with NTIS, item number selections,

depository inspections, communication with other organizations, non-GPO produced

electronic information, GPO Access database enhancements, training for new documents

librarians, new electronic initiatives, and disposition of documents policy. Action items for

Council include an ongoing effort to collect testimonial letters and related items, encouraging

participation in the National Electronic Open Meeting, monitoring opportunities to hold

public hearings, cooperation with non-profit organizations, and completing the revision of the

Depository Library Council Handbook. The status of the Serial Set recommendations from

last fall, the Congressional Record CD-ROM, and the marketing plan for the storage facility

will be addressed in the cover letter of the recommendations to the Public Printer.

With the official Council business completed, Jack Sulzer thanked Council for their

dedication and hard work over the past year. He then passed the gavel and responsibilities of

Council Chair to Dan O'Mahony.

Wayne Kelley recalled the contributions of the outgoing class of Council and welcomed

Maggie Parhamovich to GPO. Kelley recognized Judith Rowe, saying that she has brought

knowledge and wisdom to these proceedings, a willingness to speak out, and has embodied

the spirit and enthusiasm of this Council. Judith was then presented a certificate. Jack

Sulzer, has been demanding but fair, faced tough issues with patience and good humor. He

has the ability to pull together the talent of the Council to come up with thoughtful

recommendations and to give them fair and equitable review in public forums. The

Depository Library Council and GPO are both better because of their association with Jack.

He, too, was presented with a certificate.

Dan O'Mahony, on behalf of Council, thanked Judith and Jack for their commitment and

guidance. The depth of their expertise was critical to the work of this Council. Willie

Thompson, John Tate and Sheila McGarr were recognized for their efforts in planning the

first joint Depository Library Council/Federal Depository Conference. Dan then adjourned

Council until the fall meeting in Memphis, Tennessee.

Respectfully submitted,

Cynthia Etkin, Secretary

Depository Library Council

Mon, 02 Oct 95

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Stay Informed

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Depository Library Council Members

Revised October 10, 1995

Term Expires September 30, 1996:

Cynthia Etkin

Government Services Supervisor

Helm-Cravens Library

Western Kentucky University

Bowling Green, KY 42101

(502) 745-6441

Fax: (502) 745-5943

E-mail: etkin@wkyuvm.wku.edu

Bobby C. Wynn

Director of Library Services

Fayetteville State University

Charles W. Chesnutt Library

1200 Murchison Road

Fayetteville, NC 28301-4298

(910) 486-1232

Fax: (910) 486-1746

E-mail: bobby@libl.uncfsu.edu

Linda M. Kennedy

Head, Govt. Documents Dept.

Shields Library

University of California, Davis

Davis, CA 95616

(916) 752-1624

Fax: (916) 752-3148

E-mail: lmkennedy@ucdavis.edu

Wilda Marston

2001 Turnagain Parkway

Anchorage, AK 99517

(907) 248-4793

Fax: (907) 243-4359

Daniel P. O'Mahony

Government Documents Coordinator

John D. Rockefeller, Jr. Library

Brown University

Providence, RI 02912

(401) 863-2522

Fax: (401) 863-1272

E-mail: ap201 159@brownvm.brown.edu

Term Expires September 30, 1997:

Phyllis R. Christenson

Director, Information Services Center

U.S. General Accounting Office

441 G Street NW

Washington, DC 20548

(202)512-2647

(202)512-8405

E-mail: pchristenson@gao.gov

Susan Dow

Head, Documents Dept.

State University of New York at Buffalo

Charles B. Sears Law Library

2022 Northwood Drive

Williamsville, NY 14221

(716) 645-2347

Fax: (716) 645-3860

E-mail : 1 wlsusan@ubvm. cc . buffalo . edu

Janice Anita Fryer

Reference Librarian

152 Parks Library

Iowa State University

Ames, IA 50011

(515) 294-2849

Fax: (515) 294-1885

E-mail: jfryer@iastate.edu

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Stephen M. Hayes

Reference & Public Documents Librarian

115 Hesburgh Library

University of Notre Dame

Notre Dame, IN 46556-2956

(219) 631-5268

(219) 631-6043

E-mail: shayes@vma.cc.nd.edu

David R. Hoffman

P.O. Box 247

Harrisburg, PA 17108-0247

(717) 232-7926

Term Expires September 30, 1998:

Eliot J. Christian

Chief, Data and Information

Management Staff

Information Systems Division

U.S. Geological Survey

802 National Center

Reston, VA 22092

(703) 648-7245

Fax: (703) 648-7069

E-mail: echristi@usgs.gov

Anne Watts

Coordinator, Information and

Technology Services

St. Louis Public Library

1301 Olive

St. Louis, MO 63103

(314) 539-0377

Fax: (314) 539-0393

E-mail: bookie@vulcan.inlink.com

Dr. Richard Hume Werking

Director, Nimitz Library, Associate Dean

and Professor of History

U.S. Naval Academy

Annapolis, MD 21402-5029

(410) 293-6901

Fax: (410) 293-3669

E-mail: rwerking@nadn.navy.mil

Dan Clemmer

Head Librarian

U.S. Department of State Library

IM/IS/OIS/LR, Room 3239

Washington, DC 20520

(202) 647-3002

Fax: (202) 647-2971

E-mail: clemmer@class.org

Lynn G. Walshak

Head, Government Documents

Department

Zach Henderson Library

Georgia Southern University

Statesboro, GA 30460-8074

(912) 681-5117

Fax: (912) 681-5034

E-mail: lwalshak@gasou.edu

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Library Programs Service Directory

Revised August 1995

Voice Fax E-mail

DIRECTOR'S OFFICE

James Young 202-512-1114 202-512-1432 direclps@access.digex.net

William Thompson 202-512-1125 202-512-1432 staf1 lps@access . digex . net

LIBRARY DIVISION

Gil Baldwin 202-512-1002 202-512-1432 manage@access .digex . net

CATALOGING BRANCH

Tad Downing 202-512-1121 202-512-1432 catlps@access .digex . net

DEPOSITORY ADMINISTRATION BRANCH

Robin HaunMohamed202-512-1071 202-512-1636 chiefdab@access . digex. net

Mike Clark 202-512-1619 202-512-1636 staf1 dab@access . digex . net

Nick Ellis 202-512-1060 202-512-1636 lpsmail@access . digex . net

Laurie Hall 202-512-1062 202-512-1636 staf3dab@access . digex. net

Earl Lewter 202-512-1063 202-512-1636 acqclass@access . digex . net

DEPOSITORY SERVICES STAFF

Sheila McGarr 202-512-1119 202-512-1432 inspect@access . digex . net

Greta Boeringer 202-512-1122 202-512-1432 inspect@access . digex . net

Carole Callard 202-512-1123 202-512-1432 inspect@access . digex . net

Gail Snider 202-512-0883 202-512-1432 inspect@access . digex . net

DISTRIBUTION DIVISION

Carl Redd 202-512-1014 202-512-1432 lpsmail@access .digex . net

Colleen Davis 202-512-1007 202-512-1429

(actual claims

only)

202-512-1432

(other messages)

lpsmail@access . digex . net

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Table of Contents

Responses to Recommendations from the Spring 1995 Meeting of the

Depository Library Council to the Public Printer 1 Depository Library Council: Summary of the Spring 1995 Meeting .... 11

Depository Library Council Members (Revised October 10, 1995) 27

Library Programs Service Directory (Revised August 1995) 29

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

Documents, Library Programs Service, Government Printing Office, for the staffs of U.S. Federal Depository Libraries. It is published on the 15th day of each month; some months have additional issues. Postmaster send address changes to: The Editor, Administrative Notes

U.S. Government Printing Office

Library Programs Service, SLLD

Washington, D.C. 20401

Editor: Marian W. MacGilvray (202) 512-1130

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