Administrative Notes 

Newsletter of the Federal Depository Library Program

Vol. 29, no. 01-02 GP 3.16/3-2:29/01-02 Jan. 15/Feb. 15, 2008 

GPO and Depository Libraries 

Partner To Offer 

HIGHLIGHTS 

Partners for 

Online 

Reference 1 

Council Meeting 

Agenda 2 

Making Hotel 

Reservations 7 

Interagency 

Seminar 7 

CGP 

Enhancements 8 

FDLD Goes 

Public 8 

Nominate the 

2008 Library of 

the Year 9 

Notify GPO of 

Disruptions in 

Service 9 

Handbook 

Published 11 

Bill to Law Poster 

Available 12 

Moorhouse 

Remembered 12 

Q&A from 

Fall 2007 

Conference 13 

Passwords 19 

Online Reference Assistance 

The U.S. Government Printing Office (GPO) joins the University of 

Illinois at Chicago (UIC) and Federal Depository Libraries around the 

country to provide an online reference service to the American public. 

This unique free web based “Ask a Librarian” service will give the public 

an opportunity to ask librarians questions about government resources. An 

example of how this service works: with the current process in the 

Presidential elections, the public may have questions about the primaries, 

caucuses and Electoral College process. A librarian is available at 

http://govtinfo.org to answer those or any other questions about the 

government. 

“This service enables GPO and the depository libraries to help Americans 

answer questions about their democracy by connecting them to the 

expertise offered by Government reference librarians,” said Ric Davis, 

Acting Superintendent of Documents. “This is another example of the 

strong partnership GPO has with the Federal Depository Library 

community in their commitment of Keeping America Informed.” 

UIC will manage and maintain this service called “Government 

Information Online: Ask a Librarian”. GIO is supported by nearly 20 

public, academic and state libraries throughout the country. Librarians are 

specialized in finding government information on any topic. 

“GIO promotes and complements the growing digital initiatives of both 

UIC and GPO as well as the digital Government information provided 

through the Federal Depository Library Program,” said Mary Case, 

University Librarian at UIC. “We are pleased to be able to collaborate on 

this exciting initiative with GPO, our Committee on Institutional 

Cooperation colleagues and a growing number of depository libraries 

around the country.” 
AN-v29-#01-02-02/15/08 

About UIC: 

UIC ranks among the nation's top 50 

universities in federal research funding and is 

Chicago's largest university with 25,000 

students, 12,000 faculty and staff, 15 colleges 

and the state's major public medical center. A 

hallmark of the campus is the Great Cities 

Commitment, through which UIC faculty, 

students and staff engage with community, 

corporate, foundation and government 

partners in hundreds of programs to improve 

the quality of life in metropolitan areas 

around the world. UIC also is one to twelve 

research universities in the Midwest with 

membership in the Committee on 

Institutional Cooperation (CIC), which strives 

to advance academic by sharing resources 

and promoting and coordinating collaborative 

activities across the member universities. For 

more information about UIC, please visit 

www.uic.edu

About GPO: 

The GPO is the Federal Government's 

primary centralized resource for gathering, 

cataloging, producing, providing, 

authenticating, and preserving published U.S. 

Government information in all its forms. 

GPO is responsible for the production and 

distribution of information products and 

services for all three Branches of the Federal 

Government. 

In addition to publication sales, GPO makes 

government information available at no cost 

to the public through GPO Access 

(www.gpoaccess.gov), and through 

partnerships with more than 1,250 libraries 

nationwide participating in the Federal 

Depository Library Program. For more 

information, please visit www.gpo.gov. 

[GPO News Release 08-06, 2/13/08] 

Updated Schedule Posted for Depository Library 

Council Meeting 

An updated schedule of events for the spring 

2008 Depository Library Council Meeting, 

showing detailed session topics, is now 

available at: 

http://www.fdlp.gov/events/spring08dlc.html. 

At this site you can also: 

• Get more information on the 2008 

Spring Depository Library Council 

Meeting. 

• Register to attend; 

• Make your hotel reservation online; 

• View airport transportation 

information 

The 3-day meeting will begin at 8:00 a.m. on 

Monday, March 31, 2008, with registration 

and coffee. The meeting will conclude at 3:00 

p.m. on Wednesday, April 2nd. 

To register for the meeting, go to 

http://www.fdlp.gov/events/spring08dlc.html. 

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Depository Library Council Meeting 

March 31 – April 2, 2008 

WESTIN CROWN CENTER HOTEL – 1 East Pershing Road · Kansas City, Missouri 64108 

MONDAY MARCH 31

8:00-9:30 Registration 

8:00 Coffee with Council 

8:30 – 9:00 New Attendees Orientation: - Kathy Brazee, Librarian, Education and Outreach, GPO, 

Facilitator 

• Ric Davis, Director, Library Services and Content Management and Acting 

Superintendent of Documents 

• Geoff Swindells, Government Documents Coordinator, University of Missouri-Columbia 

and Chair, Depository Library Council 

An overview of the U.S. Government Printing Office and Depository Library Council for new 

attendees and a preview of the Council Meeting. 9:00- 10:00 New Documents Librarians: Kathy Brazee, Librarian, Education and Outreach, GPO, 

Facilitator 

• Jennie Burroughs, Government Documents & Reference Librarian, University of 

Montana, Missoula 

• Karen Russ, Government Documents Librarian/Assistant Professor, University of 

Arkansas at Little Rock 

Experienced depository librarians and GPO staff will address your questions in this lively open 

forum session.

8:30 – 10:00 Educational Session: ‘WebScraping:’ Government Information For Your Depository Library 

• Michael Samson, Public Service Librarian, Wayne State University 

This presentation will introduce government documents librarians to several exciting, easy-touse and free web 2.0 information harvesting tools. These tools will help provide automated 

‘webscraping’ of Internet government information and archival harvesting procedures so that 

librarians will be able to provide customized depository library information to their patrons via 

library web pages, course web systems (e.g., Blackboard, Pipeline), and online catalogs (e.g., 

Innovative).

10:00 Break 

10:30 - 12:00 Plenary Session: Council/GPO Welcome and Update 

• Geoffrey Swindells, Chair, Depository Library Council 

• Robert C. Tapella, Public Printer, GPO 

• Richard G. Davis, Director, Library Services & Content Management, Acting 

Superintendent of Documents, GPO

12:00 – 2:00 Lunch Break On Your Own (Regionals/Selectives) 

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2:00 - 3:00 Plenary Session: FDsys Update 

Panel Discussion with Program Management Office Directors & Program Management 

Team - Mike Wash, Chief Information Officer, Information Technology & Systems, GPO, 

Facilitator 

• Carrie Gibb, Market Research Manager, Office of the Chief Technical Officer, GPO 

• Matt Landgraf, Lead Program Planner, Program Management Office, GPO 

• Lisa LaPlant, Lead Program Planner, Program Management Office, GPO 

• Gil Baldwin, Associate Director, Program Management Office, GPO 

3:00 Break 

3:30 – 5:00 Plenary Session: Web Harvesting 

• Robin Haun-Mohamed, Director Collection Management & Preservation, GPO 

5:00 – 6:30 Council Working Session 

6:00 Adjourn 

7:00-9:00 GODORT 

TUESDAY APRIL 1 

8:00 – 8:30 Coffee with Council 

8:30 -10:00 Plenary Session: Web 2.0 

• Cynthia Etkin, Senior Program Planning Specialist, Office of the Superintendent of 

Documents, GPO 

10:00 -10:30 Break 

10:30 -12:00 Council Session: Integrated Library System & Library Directory 

• Linda Resler, Manager, Library Technical Service Support, GPO 

• Laurie Hall, Director, Library Technical Information Services, GPO

10:30 -12:00 Web 2.0 for Document Librarians 

• Michele Reilly, State Publications Librarian, Arizona State Library, Archives and Public 

Records 

While the vast majority of Web 2.0 products best serve the general public and academic 

librarians, there are some out there that can make the job of a documents librarian easier. 

These sites help with communication, reference and collection. Learn which new technologies 

can be effectively used by document librarians.

12:00 -1:30 Lunch Break On Your Own – (By library type) 

1:30 – 3:00 Council Session: Digitization 

• Robin Haun-Mohamed, Director Collection Management & Preservation, GPO

1:30 – 3:00 FDLP.GOV – Desktop Update 

• John Dowgiallo, Web Content Specialist, GPO 

• Karen Sieger, Manager, Web Content Management, GPO

3:00 – 3:30 Break 

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3:30 – 5:00 Council Session: Public Access Assessments 

• Kathy Brazee, Librarian, Education and Outreach, GPO 

• Denise M. Davis, Director, Office for Research and Statistics, American Library 

Association 

• Gwen Sinclair, Librarian, Government Documents & Maps, University of Hawaii at 

Manoa Library 

Hear the latest about Public Access Assessments, the new individual library assessment 

program, and participate in a discussion about free public access best practices.

3:30 – 5:00 Online Programming for All Libraries: Using OPAL 

• Tom Peters, OPAL Coordinator, TAP Information Systems 

• Sarah E. Handgraaf , Web Content Developer, Johnson County Library 

• Jennifer Mahnken, Adult Program Manager, Johnson County Library, Kansas 

Learn how you can use web conferencing to present educational and training sessions for the 

benefit of the depository community.

5:00 - 6:30 Council Working Session 

6:30 Adjourn 

7:00-9:00 Regional Meeting 

WEDNESDAY APRIL 2

8:00 Coffee with Council 

8:30 – 10:00 Council Session: Council Recommendations 

• Geoff Swindells, Council Chair

8:30-9:15 Getting Published – You Can Do It! 

• Peter Kraus, Federal Documents Librarian, J. Willard Marriott library, University of Utah

Tenure requirements are becoming increasingly stringent at colleges and universities around 

the country. More and more university administrators are looking at the scholarly productivity 

of those with faculty status to judge their performance as professionals. Learn about the ins 

and outs of publishing in academia, you can do it!

9:15 – 10:00 Governmental Resources on Space Warfare and Defense 

• Bert Chapman, Government Information and Political Science Librarian, HSSE Library, 

Purdue University 

This presentation will focus on U.S. government and military resources on space warfare and 

defense. These are produced by military agencies such as the Air Force and Defense 

Department, and by intelligence agencies such as the National Reconnaissance Office. 

10:00 -10:30 Break 

10:30 -12:00 Council Session: Collaboration with GPO 

• Suzanne Ebanues, Senior Planning and Development Specialist, Library Services, GPO 

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10:30 -12:00 “Now it's Your Turn: Gi21 Hits the Road” 

• Debra S Van Tassel, University of Colorado at Boulder 

• Kirsten Clark, University of Minnesota 

• Jennifer Gerke, University of Colorado at Boulder 

• Peggy Jobe, University of Colorado at Boulder 

The success of the Government Information in the 21st Century IMLS grant project continues 

to exceed expectations, but this project ends in September, 2008. Now it's your turn to consider 

how this model can be implemented in your geographic area. Members of the current Gi21 

team will provide a brief overview of the process and discuss the plans and timeline for a new 

grant. Breakout sessions, moderated by current team members, will provide an opportunity for 

regional and selective librarians to consider how they might partner and participate in a new 

grant and training opportunity. A wrap-up will bring everyone together to share their ideas 

and questions.

12:00 Lunch Break On Your Own 

1:30 – 3:00 Council Plenary Session: Future FDLP 

• Cynthia Etkin, Senior Program Planning Specialist, Office of the Superintendent of 

Documents, GPO 

3:00 Adjourn 

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Making Hotel Reservations 

For the Spring 2008 Council Meeting 

The Spring 2008 Depository Library Council 

Meeting will be held at the Westin Crown 

Center Hotel located at 1 East Pershing Road, 

Kansas City, Missouri 64108. 

Hotel reservations must be made prior to 

Friday March 7, 2008 to ensure the prevailing 

Government rate of $103.00 a night. Any 

reservations made after the cut-off date will 

only be reserved on a space-available basis at 

the prevailing commercial rate which could 

be up to $299.00. 

The Westin Crown Center has created a 

Reservation page specifically for the 2008 

Depository Library Council meeting. The 

online reservation system on the hotel's main 

web page will not reflect the group rate. 

To make your reservation online for the 

Westin Crown Center please copy and paste 

the link below into your web browser: 

http://www.starwoodmeeting.com/StarGroup

sWeb/booking/reservation?id=0711293702&

key=510A6

Or go to 

http://www.fdlp.gov/events/spring08dlc.html

and click the first banner. 

If you have any problem making your 

reservation, please contact the Office of 

Education and Outreach at 202-512-1119 for 

assistance. 

2008 Annual Interagency Depository 

Seminar Scheduled 

The 21st Annual Interagency Depository 

Seminar will be held in Washington, DC 

from July 28, 2008 through August 1, 2008. 

During the weeklong seminar, representatives 

from various Federal agencies will present an 

overview of their information products and 

activities as they relate to Federal depository 

libraries. 

To register or for more information, please 

check the events page at: 

<http://www.fdlp.gov/events/ia08.html>. 

A block of 30 rooms has been set aside for 

seminar participants at the Residence Inn 

Marriott, 1199 Vermont Avenue, NW, 

Washington DC 20005. Reservations may be 

made through the Residence Inn Marriott's 

Web site. 

This will connect to the property’s home page 

with the access code already entered in the 

appropriate field. Reservation can also be 

made by phone: 202-898-1100. Please 

provide access code “IASIASA” and state 

you are with the GPO Interagency Depository 

Seminar group in order to receive the rate of 

$162.00 per night plus 14.5% tax. 

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“Locate in a Library” Enhancements Added to 

Catalog of U.S. Government Publications 

The Catalog of U.S. Government 

Publications' (CGP) http://catalog.gpo.gov

“Locate in a Library” feature has been 

enhanced to display two new fields: “Catalog 

Website” and “Public Notes.” These fields 

provide additional depository-related 

information to assist users searching for a 

library that has their publication of interest.

Public Interface Released for Federal Depository 

Library Directory 

The release in February 2008 of the public 

interface of the Federal Depository Library 

Directory (FDLD) completed phase 2 of the 

FDLD transition. The FDLD is a service of 

the Catalog of U.S. Government Publications, 

http://catalog.gpo.gov, produced by Library 

Services and Content Management. 

The release of the public interface replaces 

many of the existing library directory tools, 

including the PDF version of the directory on 

GPO Access and the library directory files on 

the Federal Bulletin Board. All old links to 

the directory have been redirected to the new 

directory pages. The main FDLP public page 

is: 

http://catalog.gpo.gov/fdlpdir/public.jsp. 

The public interface enables the user to 

search and view directory information as well 

as to extract and export specific data in three 

file formats. The FDLD 'Help' section, 

available from the FDLD left hand navigation 

menu, provides export instructions for this 

process and other useful information. 

Phase 1 of the FDLD provided libraries the 

administrative module to access and edit 

depository directory information. Phase 2 

enables the public to view that directory 

information. 

We thank all the libraries who updated their 

data in the new Federal Depository Library 

Directory (FDLD) during our data update 

period. We encourage the depository 

community to use the FDLD to keep 

directory information current as changes 

occur. 

Information about the FDLD can be found at: 

http://www.fdlp.gov/fdld/about.html

Frequently asked questions about the FDLD 

can be found at: 

http://www.fdlp.gov/fdld/faqs/index.html

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Nominate the 2008 Library of the Year 

Nominations are now being accepted for the 

2008 Federal Depository Library of the Year 

Award. The chosen library will be announced 

during the fall 2008 Federal Depository 

Library Conference and meeting of the 

Depository Library Council. GPO will 

provide travel and lodging to the Conference 

for the depository coordinator and the library 

director from the winning library. 

You are invited to nominate any Federal 

Depository Library, regardless of its size or 

type. (Past winners, libraries of current 

Depository Library Council members and 

libraries on probation are ineligible for 

consideration.) 

The nomination deadline is June 30, 2008. 

The winning library will be notified by the 

end of July, 2008. 

Nomination guidelines, information about the 

award, past winners and the nomination form 

are available on the FDLP Desktop under the 

drop down menu of Outreach and Education 

> Library of the Year. 

Take time to nominate an outstanding library 

using the newly simplified submission form! 

Nominations must be submitted via the FDLP 

Desktop at: 

http://www.fdlp.gov/loty/nominate.html. 

Library Closures or Other Disruptions to 

Depository Service Require GPO Notification 

Disruptions 

When a disruption occurs in access and 

services for Federal depository library 

resources, Federal depository library 

administrators must notify the U.S. 

Government Printing Office (GPO) about the 

disruption. A disruption is any event, whether 

planned or unexpected, that involves 

significant changes in access to and services 

for the depository collection. For example: 

• The library experiences a natural or 

other disaster (e.g., flood or fire); 

• The institution and library closes for 

several days between quarters or 

semesters (if academic) or during a 

holiday season; 

• The library is being remodeled or 

collections are being shifted over 

several days (or months). 

If a disruption affects other collections but 

access to and services for Federal depository 

library resources are not and will not be 

affected, the depository does not need to 

notify GPO. 

Public Service Responsibilities 

Federal depository resources remain Federal 

property, and depository libraries have a 

fundamental responsibility to keep depository 

services available to the public. All 

depositories should have a strategy for 

ensuring that both primary clientele and the 

general public have continual access to 

Federal depository resources in all formats. 

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AN-v29-#01-02-02/15/08 

Notification 

As soon as possible after a disaster (e.g., fire 

or flood), depository personnel must notify 

GPO by phone, email, or faxed letter. The 

library must follow up with a more detailed 

report after more is learned about the extent 

of damage to depository resources. 

If the disruption in service is a planned event, 

the depository administrator should notify 

GPO well in advance of the effective dates. 

The notice for both planned and unplanned 

disruptions must include the library’s 

alternative strategies for providing public 

services to U.S. Government information. 

As with any issue, depository personnel are 

encouraged to consult with GPO and regional 

library personnel regarding any questions 

about potential actions before submitting a 

notice. 

Contact GPO through one of the following: 

• Email: lpplanning@gpo.gov

(Planning and Development, Library 

Services) 

• Fax: 202-512-2300 

• AskGPO: Subject Categories of 

“Federal Depository Libraries 

Depository Management Access 

Issues” 

• AskGPO: Subject Categories of 

“Federal Depository Libraries Natural 

Disaster Issues” 

Notification should include the following: 

• Known dates affected 

• The extent of the temporary 

curtailment of service 

• A plan for managing new shipments 

of depository publications 

• Alternative strategies to be employed 

to fulfill Federal Government 

information requests 

• Techniques (e.g., Web page and 

signage) for notifying primary 

clientele, other depository and nondepository libraries, and the public of 

the changes in access and services. 

Use your normal public communication 

channels to notify the public about alternate 

resource and service sites during a disruption 

in service. In addition, you can use a new 

option in the Federal Depository Library 

Directory (FDLD) to add a Public Note about 

the temporary change in service. 

GPO Response 

GPO will review each notification to ensure 

that depository services remain available and 

will respond as soon as possible. 

GPO may halt regular depository shipments 

or redirect shipments to another location on a 

temporary basis when the depository’s 

normal mail delivery is disrupted. To request 

this, please refer to the contact information 

under Notification, above. 

Planning for Disruptions 

GPO is aware that disruptions in service, 

planned or not, are very time-consuming for 

you and your colleagues. We appreciate your 

careful consideration of the fundamental 

responsibility to maintain access to U.S. 

Government information, contacting us about 

plans or events, and keeping us up-to-date on 

progress as well. 

We encourage you to plan ahead as much as 

possible for a building closure or other 

disruption, so that personnel at your regional 

library and neighboring depository libraries 

are aware of your library’s situation. Gaining 

additional resource sharing and other 

assistance from neighboring depository 

libraries is one strategy for ensuring 

continued access and service. 

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AN-v29-#01-02-02/15/08 

We encourage you to contact GPO and as 

well as your regional librarian to discuss your 

approach. Certainly, if your library has lost 

parts of the depository collection or the 

ability to provide certain types of services, we 

are aware that it will take some time to 

rebuild a collection and reinstate full public 

services. 

Federal Depository Library Handbook 

The Federal Depository Library Handbook 

will be updated with this information to 

ensure that it is easily accessible with other 

Handbook content. Information on 

disruptions in service will appear in both 

Chapter 4, Public Services, and Chapter 14, 

Disaster Preparedness and Recovery. Please 

see these chapters for additional information. 

(http://www.fdlp.gov/handbook/index.php?op

tion=com_content&task=view&id=160&Item

id=1) 

Federal Depository Library Handbook Published 

With the release of the “Federal Depository 

Library Handbook”, the “Instructions to 

Depository Libraries” and “Federal 

Depository Library Manual” (including its 

four supplements) are superseded. Effective 

January 2, 2008 Depository staff need to refer 

to the Handbook for legal and Federal 

depository Library requirements as well as 

guidance on depository operations and 

practices. The Handbook is available online 

at: http://www.fdlp.gov/handbook/index.html

and will not be distributed to libraries in a 

tangible format. 

As previously announced, the Handbook is 

being developed in two phases. Phase 1 is 

now complete with the consolidation of the 

Instructions and Manual into one online 

publication. In Phase 2, GPO will further 

update the publication, develop needed 

policies, and revise any policies that require 

it. The chapter on Public Access Assessments 

will be added this spring. Revisions to the 

Handbook will be made as new content is 

developed and old content is identified for 

removal. Changes will be announced via 

FDLP-L. 

LSCM would like to thank all the volunteers 

from the depository community who initially 

drafted the chapters, who reviewed them, and 

who offered comments. It is not too late to 

provide us your thoughts. LSCM will 

continue to take comments about and 

suggestions for the Handbook. They can be 

submitted at any time through AskGPO at: 

http://gpo.custhelp.com/cgibin/gpo.cfg/php/enduser/ask.php. Please 

select Federal Depository Libraries, subcategory Federal Depository Library 

Handbook, to make comments. Any changes 

will be implemented following review by a 

LSCM working group. 

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“How a Bill Becomes a Law” Poster 

Available to Depositories 

The poster “How a Bill Becomes a Law” that 

was unveiled at the Fall DLC meeting in 

Arlington is now available to depositories 

free of charge from the FDLP Desktop. 

Using clear graphics and an organized flow 

chart, this poster makes the bill-to-law 

process easy to understand. The GPO logos 

on the poster indicate where GPO is involved 

in the process. The poster comes in two sizes, 

so be sure to indicate which size you want in 

the drop down menu. The small size is great 

for handouts. 

Hang this poster in your library to give your 

patrons a clear picture of the law-making 

process. 

To request a copy of the poster, please go to: 

http://www.fdlp.gov/order/index.html 

Vi Moorhouse Remembered: 1927 – 2007

Those who knew Vi Moorhouse, a longtime 

map cataloger at GPO, were saddened to hear 

of her death in early December 2007. She had 

retired after almost 40 years of Federal 

service in July, 2007. Vi was a good friend, 

devoted to public service, documents, and 

especially government maps. She was 

generous in sharing her knowledge, expertise 

and enthusiasm with anyone who asked. 

Vi was born in Peking, China, and moved 

with her family to Coronado, California in 

1940 after living under Japanese occupation 

for over two years during World War II. 

She worked at the Coronado Public Library 

while attending San Diego State University, 

and obtained her master's in library science at 

the University of California at Berkeley. She 

moved to New York City in 1958 as a 

librarian at the New York Public Library, 

then on to the Government Printing Office in 

Washington, DC in 1968 for nearly 40 years 

until her retirement. 

Her friends and colleagues at GPO are 

collecting remembrances and appreciations to 

forward to her family. Any contributions 

from the depository community should be 

emailed to Patricia Duplantis at pduplantis 

@gpo.gov by March 10, 2008.

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Questions and Answers 

From the New Documents Librarians Open Forum 

At the Fall 2007 Federal Depository Library Conference 

What is Council? Why do they get to sit up 

on the stage and get first dibs on asking 

questions? 

The 15-member Depository Library 

Council to the Public Printer counsels the 

Public Printer on future trends, 

innovation, and new concepts in libraries 

and information dissemination, 

particularly as they relate to the Federal 

Depository Library Program (FDLP). 

Council meetings are organized as a 

discussion between GPO managers and 

the Council as a group, with audience 

participation as time permits. During both 

the spring and fall meetings, numerous 

educational programs are presented by 

GPO and other Federal agency staff and 

by depository librarians. These offer 

practical information on a wide variety of 

topics. 

You can learn more about the Council 

through the FDLP Desktop at 

http://www.fdlp.gov/. 

What do conference sessions have to do 

with my library’s workflow? What is the 

best way to get info from these 

conferences? 

The best way for you to get the most from 

the conference is to attend the educational 

sessions that deal with topics that impact 

your library, and to meet and talk with 

your colleagues from similar types of 

libraries. 

Also take advantage of the opportunity to 

talk with the GPO staff, who will be 

happy to discuss any depository issues 

with you. 

How do I keep the program from going up 

in flames in my library? How do I plan for 

the appropriate amount of time to spend 

on depository matters? What resources are 

needed to go to the administration for 

support? 

Support from your library administration 

is essential in running a successful 

depository operation. The “Important for 

Library Administrators” sections at the 

end of each chapter in the new Federal 

Depository Library Handbook (collected 

in Appendix B) outline the essential 

requirements of the program, while the 

“Did You Realize That You Don’t Have 

To...?” sections in each chapter may put 

to rest some misconceptions. 

http://www.fdlp.gov/handbook/index.html

The Stay With the Program page at 

http://www.access.gpo.gov/su_docs/fdlp/s

taywiththeprogram.html provides links to 

Web pages that detail reasons to continue 

participation in the Federal Depository 

Library Program. We are currently 

working on an update to this Web page. 

And don’t forget, GPO staff and your 

regional depository librarian can offer 

advice and support. 

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How can I find people who are in similar 

situations to my own? (Don’t want to 

duplicate effort. Networking desired.) 

Your regional depository coordinator can 

be of immense help to you, so that should 

always be your first contact. If there is a 

local documents group in your area, go to 

the meetings and get to know your 

colleagues from other institutions. Ask 

your administration for support in 

attending national meetings, such as the 

Federal Depository Library Conference, 

and join national documents groups such 

as ALA’s Government Documents Round 

Table (GODORT). 

A discussion list for documents librarians, 

GOVDOC-L, is maintained by and for the 

depository members. You may want to 

subscribe to this list at: http://govdocl.org/ where you'll be able to ask 

depository coordinators across the 

country for input. 

Where can we find regulations for 

processing depository materials? 

The online “Federal Depository Library 

Handbook” was released in January 2008. 

The Handbook is available online at: 

http://www.fdlp.gov/handbook/index.html

and will not be distributed to libraries in a 

tangible format. 

With its publication, “Instructions to 

Depository Libraries” and “Federal 

Depository Library Manual” (including 

its four supplements) are superseded. 

Effective January, 2008, depository staff 

need to refer to the Handbook for Federal 

depository library requirements as well as 

guidance on depository operations and 

practices. The Handbook also explains the 

sections in Title 44 United States Code 

that cover the Federal Depository Library 

Program. 

What is AskGPO and how can it help me? 

Ask GPO is our Customer Relationship 

Management and online help system. It’s 

your first point of contact with GPO and 

has three basic components. These 

include a Knowledgebase that contains 

previously asked questions with answers, 

Ask A Question feature that allows you to 

submit new questions, and the My 

Account area with specific information 

for each end-user of the system. 

To get to AskGPO, go to the FDLP 

Desktop at http://www.fdlp.gov/ and click 

on Help. 

What is FDLP.gov? Is this being branded? 

New interface redesign? 

In the fall of 2007, the FDLP Desktop 

moved to a new domain: fdlp.gov. The 

new Desktop is designed to be an online 

interactive community. Interactive 

elements are accessed through individual 

user accounts. 

Your password enables you to: 

• Subscribe to FDLP Express and 

get only the news you want right 

to your inbox. 

• Order promotional Items to 

showcase your status as a Federal 

depository library. 

• Register (or unregister) for FDLP 

events and conferences online. 

• Weed and enhance your 

collections through the Needs & 

Offers service. 

• Share events and news from your 

library. 

• Stay informed of community 

events with our event calendar. 

• Create and customize your 

individual profile and enhance 

your community outreach. Your 

14 
AN-v29-#01-02-02/15/08 

profile features include private 

messaging, buddy list, registered 

events, and Needs & Offers ads. 

The previous version of the FDLP 

Desktop will remain available at 

http://www.gpo.gov/su_docs/fdlp/index.h

tml until content migration to the new site 

is complete. 

How does the new FDLP Desktop affect 

links? 

LSCM staff are conducting a 

comprehensive analysis of the 

information disseminated on the FDLP 

Desktop in order to ensure that it is 

current and presented appropriately for 

the Web in a way that meets our 

community's expectations. We are 

launching features as they are completed 

so that our community can take advantage 

of them and provide feedback on making 

the site as useful as possible. Due to the 

size of the site and scope of the redesign, 

we are maintaining dual sites during the 

migration and creating redirects to 

migrated content. 

How do we get FDLP logins and passwords 

for the present coordinator? We can’t find 

the information sent to the former 

coordinator. 

Send the new coordinator information and 

your depository library number together 

with your request to AskGPO at 

http://gpo.custhelp.com/cgibin/gpo.cfg/php/enduser/ask.php. Choose 

category “Federal Depository Libraries” 

and subcategory “Depository 

Management > Passwords.” GPO staff 

must first verify the status of the new 

designated coordinator as we may only 

distribute logins and passwords to 

designated coordinators. 

Does the external password still work? Is it 

needed? 

The GPO-assigned external password is 

not currently used for any application. It 

is being held in reserve for possible future 

use. 

I changed the FDLP Directory and nothing 

happened. 

Under our former process, the depository 

library directory database was updated 

once a month. Now that the directory has 

migrated to the new FDLP Desktop, 

http://catalog.gpo.gov/fdlpdir/login.jsp, 

your library’s record is updated in real 

time when you input the changes. 

Are there any tools for getting started with 

cataloging? 

Information on GPO cataloging policies 

is available in the GPO Cataloging 

Guidelines at 

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

cip/gpocatgu.pdf. 

See also entries in the AskGPO 

Knowledgebase. Go to the FDLP Desktop 

http://www.fdlp.gov/, click on Help, 

Knowledgebase, and choose category 

“Federal Depository Libraries,” 

subcategory “Cataloging,” and enter 

“cataloging” in the search box. 

The ALA GODORT Cataloging 

Committee has created a Toolbox for 

Processing and Cataloging Federal 

Government Documents at 

http://www2.lib.udel.edu/godort/catalogin

g/toolbox.htm. 

15 
AN-v29-#01-02-02/15/08 

How do I add to and take things off my 

library’s item number list? 

Changes to a library's selection profile are 

made by inputting item numbers using the 

Amendment of Item Selections procedure 

at 

http://www.access.gpo.gov/su_docs/fdlp/t

ools/amendment.html. 

You can de-select items in your 

depository library’s profile at any time, 

and this impacts distribution immediately. 

You can add items only once a year 

during the Item Selection Update Cycle 

which usually occurs in June and July. 

How can I get an expanded version of my 

item list with agency names, etc., so I don’t 

have to cross-reference? 

A list of each depository library's 

selections, showing item number, SuDoc 

class, and agency, together with other 

information, is available from the 

Documents Data Miner 2 at 

http://govdoc.wichita.edu/ddm2/gdocfram

es.asp. Click on Depository Selection & 

Directory, enter your depository number, 

and click on Submit. On the next screen, 

click on the depository number, and when 

the selection page appears, click on 

Submit, and your list will appear. 

If there is no shipping list in a box, what is 

the most efficient way to find shipping 

lists? 

Copies of shipping lists are available from 

the Shipping Lister service on the FDLP 

Desktop at: 

http://www.access.gpo.gov/su_docs/fdlp/t

ools/sl/slister.html. 

If the list that you need is not yet 

available, contact your regional 

depository librarian. 

For a list of the most recent shipping lists, 

go to http://www.fdlp.gov/ and see 

Shipping Lists This Week, on the right. 

How do I claim a missing item? 

To file a claim for material from a GPOissued shipping list, complete the Web 

Claim form 

(http://www.access.gpo.gov/su_docs/fdlp/

tools/webclaim.html). 

Microfiche claims must be made through 

the appropriate microfiche contractor and 

claims for USGS maps must be sent to 

USGS. 

If you are claiming an item that has not 

appeared on a shipping list, please use the 

AskGPO service

http://gpo.custhelp.com/cgibin/gpo.cfg/php/enduser/ask.php. 

For complete claiming information, see 

the new Handbook, Chapter 6, Technical 

Services, Claiming Missing Publications 

in Depository Shipments. 

http://www.fdlp.gov/handbook/index.htm

l

Why do class numbers change and what 

should we do about the changes? 

SuDocs classification numbers change for 

many reasons, including insufficient 

information on the publishing agency’s 

original print order form, changes in a 

publishing agency’s organization, and 

human error, i.e., typos on shipping lists, 

microfiche headers, or cataloging records. 

16 
AN-v29-#01-02-02/15/08 

Class changes are reported in the 

Administrative Notes Technical 

Supplement which is distributed to 

depositories in paper and is online at 

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

pubs/techsup/. In addition, a cumulative 

compilation of changes is maintained in 

an Excel file which can be accessed from 

the FDLP Desktop at 

http://www.fdlp.gov/ (see information 

under “WEBTechNotes Intermediate 

Solution). 

Depository staff should change numbers 

on tangible materials. If the library does 

not subscribe to an online cataloging 

record service, which will include 

corrections to previously issued records, 

then its OPAC and shelflist records 

should be changed individually. 

Is there a list of universities that use the 

SuDocs class for pre-76 documents? 

Not that we are aware of. Check with 

your regional librarian or GOVDOC-L 

http://govdoc-l.org for suggestions. 

How is staff training managed in libraries 

with integrated collections? How about 

training non-documents librarians? 

The new Handbook contains many 

suggestions for training staff in chapter 

10, Staffing, under Training 

Opportunities. 

http://www.fdlp.gov/handbook/index.htm

l

How can I find someone to collaborate 

with on training a Spanish-speaking 

population? 

The listserv for documents librarians, 

GOVDOC-L, at http://govdoc-l.org, 

serves as an excellent forum for 

information exchange among documents 

librarians. 

Are there any tools to help me build and 

maintain a solid collection of government 

documents? 

See the Federal Depository Library 

Handbook, Chapter 5: Depository 

Collections, and Appendix A: Suggested 

Core Collections. Also see Essential 

Titles for Public Use in Tangible Format 

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

pubs/estitles.html. And remember that 

you are not alone: consult with your 

regional coordinator, review the State 

Plan if there is one, and network with 

nearby depositories to learn their 

collection strengths and weaknesses. 

What is the process for weeding items that 

we didn’t select or that are duplicates? 

Duplicates and items that are not in your 

item selection profile should be offered to 

the regional or be placed on statewide 

discard lists. Publications of value should 

be offered on the national Needs and 

Offers list 

(http://www.access.gpo.gov/su_docs/fdlp/

tools/needs_of/index.html). Your 

depository should be led by the policies 

and procedures detailed in any applicable 

State Plan. 

For more complete information, see the 

new Handbook, Chapter 5, Depository 

Collections, Discards by Selective 

Depositories. 

http://www.fdlp.gov/handbook/index.html

How can I downsize the print collection? 

Depository librarians are permitted to 

substitute electronic versions as the sole 

“copy” for some tangible FDLP 

publications provided the electronic 

version is complete, official, and 

permanently accessible. These conditions 

are outlined in FDLP Guidelines on 

Substituting Electronic for Tangible 

Versions of Depository Publications 

17 
AN-v29-#01-02-02/15/08 

(http://www.access.gpo.gov/su_docs/fdlp/

coll-dev/subguide.html). 

In addition, Tips to Effectively Transition 

to a More Online Federal Depository 

Collection is located on the FDLP 

Desktop in the “Online Migration” 

section of the Collection Development 

Web page at: 

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

coll-dev/index.html. 

Don’t forget about removing superseded 

publications, using the guidelines from 

the Handbook, Chapter 5, Depository 

Collections, under Managing Your 

Depository Collection 

http://www.fdlp.gov/handbook/index.html. 

See also the Superseded List at 

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

pubs/suplist/. 

Sessions at Federal Depository Library 

Conferences and Council meetings have 

covered this topic. For example, see You 

Can Do It: Successful Stories about 

Government Documents Collection 

Reviews, presented by Kathy Wu 

(University of Rochester) in the fall 2007 

conference proceedings at 

http://www.fdlp.gov/filerepository/2007/index.php. 

GPO encourages depository lilbraries to 

perform a zero-based review of item 

selections on a regular basis. 

For additional guidance, contact your 

regional depository coordinator, or 

request advice from AskGPO at 

http://gpo.custhelp.com/cgibin/gpo.cfg/php/enduser/ask.php, using 

category “Federal Depository Libraries” 

and subcategory “depository 

Management.” 

We want to make our collection more 

electronic, but have heard that it can be 

difficult because one must select print or 

other tangible and EL from some 

individual item numbers. 

There is not necessarily a one-to-one 

correlation between a title and its format, 

and a library cannot be sure that there will 

be no tangible materials in a specific item 

number. In classes for General 

Publications, and even in some series, the 

publishing agency may issue some titles 

in tangible form only, and others only 

online. 

You may want to select electronic only 

(EL) item numbers where available. And 

if you are actively selecting electronic 

items, review the New Electronic Titles

list where new EL only publications are 

listed. 

Do we need to retain a print copy that an 

electronic copy is substituting for if we’ve 

had it for fewer than 5 years? 

A depository is permitted to replace 

tangible versions with electronic 

equivalents provided the electronic 

version is complete, official, and 

permanently accessible. 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 

permission from the Regional to dispose 

of the tangible material. 

For more complete information, see the 

new Handbook, Chapter 5, Depository 

Collections, Discards by Selective 

Depositories. 

http://www.fdlp.gov/handbook/index.html

How should we go about integrating 

depository material into the general 

collection? How can we best merge state 

and Federal documents? 

Ask your regional depository coordinator 

to put you in touch with libraries in your 

18 
AN-v29-#01-02-02/15/08 

area that have gone through this process. 

You may also consult with GPO staff 

through AskGPO 

http://gpo.custhelp.com/cgibin/gpo.cfg/php/enduser/ask.php. 

What resources are best for finding older 

materials? Where can I purchase items 

missing from the collection? 

Ask your regional depository coordinator 

for suggestions on book vendors. The 

regional depository might also be able to 

supply a reproduction. 

Check the U.S. Government Bookstore at 

http://bookstore.gpo.gov/ to see if the 

items you are looking for are for sale by 

the Superintendent of Documents. 

Other possible sources include the Needs 

and Offers List and the issuing Federal 

agency. 

FDLP Passwords: Keys to No-Fee Access to 

Federal Subscription Services 

What are FDLP internal and external 

passwords and user IDs? 

GPO assigns depository libraries both 

internal and external passwords. Internal 

passwords are used with applications in 

which administrative business is being 

conducted with GPO. For example, 

internal passwords are used when updating 

item selections or updating library 

directory information. 

External passwords assigned by GPO were 

once used with applications controlled by 

other Federal agencies. However, the 

agencies themselves are now assigning 

passwords for their own subscription 

services, and the GPO external password is 

no longer active. The external password is 

being held in reserve in case of future 

need. 

The user ID associated with both internal 

and external passwords is the depository 

library number. 

Where can I get my FDLP internal and 

external passwords? 

If your library does not have a record of its 

internal and external passwords or user 

IDs, the designated depository coordinator 

or the library director should submit a 

request for this information by using the 

“Ask a Question” feature on AskGPO at 

http://gpo.custhelp.com/cgibin/gpo.cfg/php/enduser/ask.php. Please 

include your depository library number in 

the request and indicate which passwords 

or user IDs you need. 

FDLP Desktop passwords and User IDs 

Depository coordinators choose their 

passwords and user IDs when registering 

for the FDLP Desktop. The preferred user 

ID is the first initial followed by the 

surname. Coordinators may change their 

password (but not user ID) by clicking on 

“Forgot password?” or going to “My 

Profile.” 

Z39.50 passwords for CGP 

GPO assigns a password for access to the 

CGP via Z39.50 for searching, retrieval 

and downloading of bibliographic records. 

This password is found in a field created 

for this purpose in the new Federal 

Depository Library Directory (FDLD) at: 

http://catalog.gpo.gov/fdlpdir/login.jsp. 

19 
AN-v29-#01-02-02/15/08 

Directions on how to access the password 

in the FDLD and other Z39.50 

configuration information can be found at: 

http://catalog.gpo.gov/F/?func=file&file_n

ame=find-z3950. 

Agency Passwords 

Passwords allowing free depository access 

to agency subscription services are 

assigned by the individual agency. 

Currently, agency-assigned passwords 

allow free depository access to STATUSA, USA Trade Online, to databases in 

the National Climatic Data Center Online 

Library, and to NTIS DARTS (Depository 

Access to Reports, Technical & 

Scientific). As other password-protected 

resources are added, they will be 

announced through the FDLP Desktop. 

Users of these online subscription services 

must be in the library to access the 

databases, and libraries must protect all 

user IDs and passwords.

GPO recommends that libraries catalog or 

otherwise advertise the availability of 

these services. Libraries may link to a Web 

page listing online subscription services 

accessible through the FDLP to depository 

libraries at no cost at 

http://www.access.gpo.gov/su_docs/fdlp/c

oll-dev/pw-serv.html. 

To receive agency-assigned user IDs and 

passwords, follow the instructions for each 

agency, below. 

DARTS (NTIS) 

Federal depository libraries have no-fee 

access to online technical reports from 

NTIS through DARTS: Depository Access 

to Reports, Technical & Scientific. 

Depository libraries are able to download 

at no charge the full-text electronic 

documents for which links are available. A 

validation form must be signed by your 

library director and faxed to GPO at 202-

512-2300 before you receive access to 

DARTS. When your account is activated, 

you will receive two e-mails from NTIS 

that include a link to the main access page, 

a user ID, password, and account number. 

These will arrive in two e-mails for 

security purposes. 

The validation form is available from the 

FDLP Desktop at 

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

coll-dev/ntisform.pdf>. By faxing the 

signed form your library has agreed to the 

terms on the form, which include: 

• Login information is for library staff 

only and should not be given to 

patrons; 

• Access by simultaneous users is 

supported but limited to a maximum 

of 30 workstations; 

• As the depository coordinator, you 

must be the primary point of contact 

for any branch libraries that may be 

participating; 

• You may not allow organizations 

outside your library to connect to 

DARTS using your account and 

password; 

• DARTS can be accessed from outside 

the library through an institution’s 

network if limited to library’s primary 

clientele and login is scripted so it 

remains unknown to the user. 

• Reports are not intended to be 

downloaded for additional distribution 

outside of your library users and the 

FDLP community; 

• A user session will be terminated if 

more than 10 publications are 

downloaded in one minute. 

National Climatic Data Center Online 

Document Library 

Free online depository library access to the 

subscription-based titles from the National 

Climatic Data Center is available at 

20 
AN-v29-#01-02-02/15/08 

https://ols.nndc.noaa.gov/sub-login.html. 

There is no limitation on the number of 

concurrent users able to access the 

database. 

Libraries .with edu, .gov, or .mil 

extensions may log in without a user ID or 

password at 

http://www.ncdc.noaa.gov/oa/ncdc.html. 

Free depository access is available for 

these otherwise fee-based titles: 

• Local Climatological Data 

• Climatological Data 

• Monthly Climatic Data for the World 

• Monthly Normals 

• Storm Data 

• Hourly Precipitation Data 

To obtain the user ID and password, the 

designated depository coordinator or the 

library director should submit a request for 

this information by using the “Ask a 

Question” feature on askGPO at 

http://gpo.custhelp.com/cgibin/gpo.cfg/php/enduser/ask.php. Please 

include your depository library number in 

the request. 

STAT-USA/Internet and USA Trade 

Online 

A service of the Department of Commerce, 

STAT-USA/Internet (C 1.91:, item 0128-

P) is an online resource for current and 

historical business, trade, and global 

economic information produced by the 

U.S. Government. 

Depository libraries can register for this 

service by submitting the account 

validation form 

http://www.access.gpo.gov/su_docs/fdlp/c

oll-dev/statusar.pdf and agreeing to the 

terms of use. STAT-USA Internet access is 

limited to two workstations within the 

depository. Depository libraries can login 

to USA Trade Online, another product of 

the agency STAT-USA, by using the same 

user ID and password that is used for 

STAT-USA/Internet. 

STAT-USA also offers IP authentication 

for each depository library's two STATUSA designated workstations. The IP 

authentication automatically logs in the 

two terminals without the need for user 

IDs or passwords. 

IP authentication access requires a 

depository library to have unique 

dedicated IP addresses for the two 

workstations from which access is 

provided. These IP addresses must be 

fixed (not dynamically assigned) and 

cannot be shared by other terminals. 

NOTE: Choosing this option will eliminate 

any depository access to these services by 

a password. 

To register for IP authentication access to 

STAT-USA, depository libraries should 

print and fill out the form at 

http://www.access.gpo.gov/su_docs/fdlp/c

oll-dev/statusar.html or 

http://www.access.gpo.gov/su_docs/fdlp/c

oll-dev/statusar.pdf. The completed form 

should be faxed to GPO at 202-512-2300. 

Inquiries regarding site licenses or paid 

subscriptions to STAT-USA/Internet 

should be directed to STAT-USA's 

Customer Support Center. 

21 
AN-v29-#01-02-02/15/08 

Table of Contents 

GPO and Depository Libraries Partner To Offer Online Reference Assistance........................... 1 

2008 Spring Council Meeting Agenda Posted.............................................................................. 2 

2008 Spring Council Meeting: Making Hotel Reservations......................................................... 7 

2008 Annual Interagency Depository Seminar Scheduled ........................................................... 7 

Locate in a Library Enhancements Added to Catalog of U.S. Government Publications............ 8 

Public Interface Released for Federal Depository Library Directory........................................... 8 

Nominate the 2008 Library of the Year........................................................................................ 9 

Library Closures or Other Disruptions to Depository Service Require GPO Notification........... 9 

Federal Depository Library Handbook Published ...................................................................... 11 

How a Bill Becomes a Law Poster Available to Depositories.................................................... 12 

Vi Moorhouse Remembered: 1927 – 2007................................................................................. 12 

Questions and Answers from the New Documents Librarians Open Forum, Fall 2007 ............ 13 

FDLP Passwords: Keys to No-Fee Access to Federal Subscription Services ............................ 19 

Questions? 

If you have questions or comments on any of the content in Administrative Notes, please send them to AskGPO, the 

online help service at: 

http://gpo.custhelp.com/cgi-bin/gpo.cfg/php/enduser/ask.php

To ensure that your question is routed to the correct area, please choose the category “Federal Depository Libraries” 

and the appropriate subcategory, if any. 

You may also contact the GPO Customer Contact Center at 866-512-1800 (Toll-free), or at 202-512-1800 (DC 

Metropolitan Area), Monday through Friday, 7:00 a.m. - 8:00 p.m., EST. 

Administrative Notes Cumulative Table of Contents 

http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/adnotes_toc.pdf 

Updated with each issue 

Searchable by keyword 

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

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: Administrative Notes 

U.S. Government Printing Office 

 Stop IDED 

Washington, DC 20401 

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

22