U.S. GOVERNMENT PRINTING OFFICE

SUPERINTENDENT OF DOCUMENTS

LIBRARY PROGRAMS SERVICE

ADMINISTRATIVE NOTES

VOL. 5, NO k GP 3.16/3-2: 5A MARCH 198^

COUNCIL MEETING REMINDER

Make your reservation soon for the Spring meeting of the Depository Library

Council to the Public Printer. We want as many librarians as possible in

Atlanta, GA, April 11-13, 1984. Remember also to take part in our informal

get-together on the evening before the meeting, in the lobby of the SheratonAtlanta Hotel, Tuesday at 6:00 p.m.

The Sheraton-Atlanta Hotel is located at 590 West Peachtree Street, N.W.,

Atlanta, GA 30308. They are providing us a special rate: Single or Double,

$35 + tax. Just mention that you will be attending the Government Printing

Office Council Meeting.

The Hotel telephone number is: (kok) 881-6000. Two toll-free numbers are also available for reservations: in Missouri, 1-800-392-3500; in all other

states, 1-800-325-3535.

Make your reservations soon! The Hotel can only guarantee a room if notified

by March 10, 1984. If attendees have any problems or special needs, ask for

the Reservation Manager, Mr. Patrick Donovan.

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Included in this issue of ADMIN NOTES is the official summary of the Fall

Meeting of the Depository Library Council to the Public Printer, held in

Seattle, WA, September 15-17, 1984. The two available committee reports are included; when the third report becomes available, it will be sent with a future ADMIN NOTES.

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Keep a watchful eye on incoming microfiche in the days ahead! You will be

receiving on fiche a full transcript and appendix for the Fall I983 meeting.

Respectively,these are: .GP 3.30:983/2 and GP 3. 30:983/2/app. We know that

you will find them of great interest.

X XXXXXX -X- XXXX X X -X--X--X-X-X- X XXXXXXXX X ^^^^*^»^^»^^^^»»^^^^^^^»»^^HHf

COUNCIL SUMMARY

COUNCIL TRANSCRIPT ON FICHE

1
ON REMOVAL OF DOCUMENTS

FROM DEPOSITORY LIBRARIES

GPO received several requests for guidance from depository librarians con- cerning communications they had received from Federal agencies asking

withdrawal of specified depository documents from their collections. Before responding to these inquiries, the Library Programs Service requested

and obtained an opinion from the GPO General Counsel. The following are key passages excerpted from that opinion:

"In regard to the disposal of outdated documents, the Superintendent of Documents is empowered by statute to determine whether certain publications

have been superseded and then to authorize their disposal, kh U.S.C.

1911, 1912 (1976). It is not a part of this statutory scheme for agencies to contact depository libraries directly to notify them that certain

documents should be disposed.- Rather, it is the responsibility of the

Office of the Superintendent of Documents. Therefore, if the Department of

Health & Human Services believes that certain of the documents which it

originated have been superseded by more current or by updated publications,

the Superintendent of Documents should be informed so that it can notify

the members of the depository community to take the appropriate action to

dispose of the superseded documents.

"The statute governing the Depository Library Program requires that Government publications be made available to designated depository libraries by

the Superintendent of Documents. The only exceptions are those publications

determined by their issuing components to be 'for official use only or for

strictly administrative or operational purposes which have no public interest or educational value, and publications classified for reasons of national security. 1 kk U.S.C. § 1902 (1976). It is the issuing agency which makes

the determination whether any particular document is offered by the Superintendent of Documents through the Depository Library Program. If a document

is for internal purposes, is administrative in nature, and has no public

interest or educational value, it has no place in the Program."

Depository librarians now have guidance for dealing with any future requests

for the withdrawal of depository documents from their collections. Specifically, librarians should refuse to comply with the request and should report

the incident to the Superintendent of Documents, providing any pertinent

documentation

.

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ADMIN NOTES ON FICHE

In response to the many librarians whose issues of ADMIN NOTES are wearing

thin or managing to disappear, we will be sending soon on microfiche:

ADMINISTRATIVE NOTES (Microfiche Cumulation I98O-I983), GP 3.16/3-2:1-^.

Watch for it!

***^*^**^**^***^**^**^***^*-X-*-X- XXXXX XXX -X--X- XXXX -X- XXXXXX -X- XXXXXXX X-X-X-X-X-X-X-X-X2
1984- #1 ITEM SELECTION UPDATE

AN-v5n4-3/84

As you must now be aware, the 1984- #1 Item Selection Update is in full

swing. LPS mailed the selection information to the libraries on January

20, 1984; and all selection amendments were due into LPS on February 24,

1984. We have already allowed a one-week extension, and we have set a final cut-off date of March 2nd for receipt of the item amendment cards

at LPS.

Selection amendments received after March 2, 1984, will be held for the

next 1984- #2 Item Selection Update to commence July 1984. We realize

the summer months are difficult for some libraries, so we ask that you

begin planning in advance for the July, 1984, Item Selection Update.

-x- xxxxxxx x *^*-x-^*^*-x^-x--x-x--x-x- x x x x *w*w*********w***w********x x xxxxxxxx -x--xDOCUMENTS NEWSLETTERS WANTED

The Library Programs Service is interested in receiving copies of news- letters published by the various State Government Documents Round Table

organizations. These publications contain a wealth of information. They

are especially welcome to Depository Library Inspectors who like to share

ideas with other Documents Librarians. Send newsletters to:

Director, Library Programs Service

Government Printing Office

5236 Eisenhower Avenue

Alexandria, VA 22304

X- XXXXXXXXXXXX -X- XXXXXXXXXXXXXXXX -X--X-X-X- -X-X-X-X-)Hf^-X-X"X-^f-X-X-X- X X X X X X ^-»-X-»-X-^-X-^-X-X"X-^-X-X-^-^"X-XGPO CATALOGING GUIDELINES, CHANGE 2

Change 2 to the Government Printing Office Cataloging Guidelines is cur- rently being prepared for distribution to depository libraries. This update contains thirty-three new and revised pages which reflect new policies and procedures, or which incorporate new or revised examples. In the

interest of effecting cost savings and improving timeliness, Change 2 will

be reproduced on an offset duplicator, rather than printed. This process

will allow future changes to be distributed to depository libraries more

frequently.

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NEW POSTERS

GPO's Marketing Division has just produced three very attractive color

posters designed to promote the Federal Depository Library Program. They

measure 17" x 22" and are folded and mailed in a 9" x 12" envelope. Although they are not a depository item, Marketing will honor all requests

for these free posters. Just drop a note with your current mailing address to:

Mary Lee O'Brien

Marketing Librarian - STOP: MK

Government Printing Office

Washington, D.C. 20401

3
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USGS SURVEY CORRECTION

On Shipping List Number 18,143, Survey 83-12, dated June 24, 1983, it was stated that the "Water Resources Investigation Folders," classified

I 19.9^:- > would supply maps for each state; therefore, item numbers

619-N-Ol to 619-N-53 were applied. The United States Geological Survey

has since informed us that this is not the case, and that they will not

be distributed by states. Henceforth, the original item number has been

changed to read 619-N and has also appeared this way on the Selection

Update Printout which was distributed recently. Those libraries who

selected any parts of the original item number have been added on for

619-N.

-X-X--X- X XXXXXXXXX X *-X^*^**^**^-X-X--X-X-X--X- X X X X X X X **^*****^*^^*********^-*-X--X--X--XAG OPINION DISCONTINUED

Opinion of the Attorney General of the United States , classified J 1.5/a:

(V.No./Op. No.), item number 718, has been discontinued with volume 43,

opinion 27. The last issue we distributed was volume 43, opinion 22.

We will distribute volume 43, numbers 23-27, in the near future.

Be aware that there are two different class numbers for the separate

opinions. J 1.5/a:- is a contin classification number; and J 1.5/2:-

is a monograph classification number. It is only the first of these

two which is being discontinued.

X--X-X--X--X-X-X-* X X XXXXXXXXXXXXXX X X -X--X-X--X-X- X X X x x-x-x-x-^-x-^-^-x-^-x-x-x- X X X X -X- X X X x -x-^-x-^-x-x-^-^-x-x-x-x-^-x-^-xAGRICULTURE DECISIONS DELAY

The Department of Agriculture informed the Library Programs Service of

a continuing delay in the printing of Agriculture Decisions , classified

A 1.58/a:- , item number 0002. The last issue printed was that for

March 1983 (on Shipping List 18,014, dated May 11, 1983). The title has

not been discontinued; and printing will resume at an unspecified future

date.

-X- XX X X »***** XXX XXXXXXXXXXXXX -X- XXXXXXXXXXXXXXX X -X--X-*-X-X--X--X--X-X--X- X X X X X -X-X--X-X-X- X X X X -X--X-X--XPROGRESSIVE FISH-CULTURIST

The Progressive Fish-Culturist , classified I 49.35:- , item number 612-B,

has not been discontinued as a depository item. However, it will be

printed by the American Fisheries Society, a private firm; but we do

expect copies to be delivered to LPS for depository distribution.

*-X--X--X--X-X--X--X- XX X X X X X X X -X--X- X xxxxxxxxxxxxxxxx x x -x- x x x x x x -x--x-x--x--x-x--x- x x x x -x- x xxxxxxxxxxx x -x-xQUESTIONNAIRE ATTACHED

The final sheet of ADMIN NOTES, on white paper, is a short questionnaire

on tapes and data bases. Please remove the sheet; fill it out; and return

it to us. We would like to be able to share this information with the

librarians attending the Council meeting in Atlanta, April 11-13, 1984.

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4
AN-v5n4-3/84

Sheraton-Atlanta Hotel SHERATON HOTELS. INNS & RESORTS WORLDWIDE PArT \HPF I

590 WEST PEACHTREE STREET, N.W., ATLANTA, GEORGIA 404/881-6000 A *»V * »***AJ»J»

LOCATION/TRANSPORTATION: Downtown hotel located adjacent to Life of Georgia Complex. One mile from the Georgia World

Congress Center; 6 blocks from the Civic Center; 9 blocks from the Atlanta Merchandise Mart; 12 miles/25 minutes from Hartsfield

International Airport; Airport bus $5.25 per person, taxi $14.00 (one way). Just off Exit #100 from North/South Interstates 75 & 85. MARTA bus service (local transit system) stops at front door; subway entrance 1 block. ACCOMMODATIONS: Modern 25 story hotel with 505 rooms including 45 suites. All include terrace or balcony, individual climate

control, color TV with feature movies, direct dial telephone, phone message alert. Four rooms have private outdoor pools (seasonal) Most rooms have either two double beds or king-size beds, and can accommodate handicapped. Groups can be pre-registered.

DINING/ENTERTAINMENT: The Terrace Cafe serves meals and snacks from 7 a.m. toll p.m. Ashley's Lobby Lounge serves cocktails and food from 11:30 a.m. Monday through Saturday, and from 1 p.m. on Sunday. Room Service 7 a.m. to 10:45 p.m. daily.

NEW: Cypress Bay Roof-top restaurant specializing in Continental Cuisine with complete dinner menu Sunday through Saturday 6 p.m.

- 1 1 p.m. Okefenokee Lounge with panaramic view of Atlanta and entertainment nightly 4 p.m. - 2 a.m. Monday through Friday, 6 p.m.

- 2 a.m. on Saturday, and 6 p.m. - Midnight on Sunday.

SERVICES/FACILITIES/SHOPS: Gift Shop and newsstand, Beauty & Barber Shop, Car Rental Service, Delta Airlines ticket counter. Ice & Vending Machines on every floor, Laundry & Dry Cleaning, Babysitters available on request. Staff fluency: Spanish, French, German,

Italian, Greek, Russian. Indoor attached self-service parking available at nominal charge.

CREDIT CARDS ACCEPTED: American Express, Carte Blanche, Diners, MasterCard, Visa.

FOREIGN CURRENCY: Accepted. CHECK CASHING: Limit $100.00 with major credit card and driver's license.

DIRECT BILLING: To be arranged in advance with Credit Manager.

RECREATIONAL/AMUSEMENT FACILITIES: Outdoor swimming pool (seasonal), Jogging Track nearby at Georgia Tech.
AN-v5n^-3/84

6
SERIALS /PERIODICALS UPDATE 9Feb.83

A 98 . 11 : (v.nos .&nos .

)

C 21.12/2: (date)

E 1 .54 : (v.nos . &nos .

)

HE 20.7212: (date)

HE 20.7309: (nos.)

HE 23.10: (date)

HE 23.11: (date)

LC 30.9: (v.nos.&nos.)

Food & nutrition. Item 74-A-3. Frequency

changed from bimonthly to quarterly with v. 12, no. 4 (Oct. 1982).

Index to classification. Item 257. Title

changed to: Index to the U.S. patent classification with Dec. 1977

Energy insider. Item 429-T-37. Title changed

to: DOE this month with v. 7, no. 2 (Feb. 1984).

Focal points. Item 504-A-l. Frequency changed

from monthly to 6 issues per year with July 1983.

Had been suspended Sept. 1981-June 1983 and the

publication schedule is still running late.

VD statistical letter. Item 494-K-02. Title

changed to: Sexually transmitted disease (STD)

statistical letter in 1978.

Human development news. Item 529-A-l. Frequency

changed from monthly to 8 issues per year with

Jan. 1982 (Oct. & Nov. 1981 issues not published);

frequency changed from 8 issues per year to 6 issues

per year with Oct. /Nov. 1983 or Dec. 83/Jan. 84.

HDS telephone directory. Item 529-A-2. Title

changed to: OHDS telephone directory with Winter

1984.

Monthly checklist of state publications. Item

816. Neither the 1982 nor the 1983 index has

been published yet.

DISCONTINUED TITLES

A 105.49: (date) Gum naval stores. Discontinued sometime in 1982,

7
SUMMARY OF MEETING

DEPOSITORY LIBRARY COUNCIL TO THE PUBLIC PRINTER

September 15-17, 1983

Park Hilton Hotel Seattle, Washington

The Depository Library Council to the Public Printer met in Seattle,

Washington, on September 15, 16, and 17, 1983.

The meeting was called to order by Chairperson Jeanne Isacco at 8:35 AM

on Thursday, September 15. All members of Council were present. The agenda

was amended and adopted. The summary minutes from the previous meeting

were adopted as submitted.

II. Deputy Public Printer William J. Barrett gave the opening address. Mr.

Barrett conveyed the greetings of the Public Printer, extended a welcome

to all present, especially the five new council members, and expressed

thanks for the services of the five retiring members.

Mr. Barrett announced the development of a new liaison between the Depository

Library Council and the Information Industry Association. New council

member Mildred Mason, Director of the Library and Information Center,

Bureau of National Affairs, represents the Association. In turn, the chairperson of the Depository Library Council is invited to serve on the

Information Industry Council. Mr. Barrett commended these appointments,

saying they "will further the efforts of each council through the exchange

of ideas and sharing of expertise in the areas of concern to all of us."

Mr. Barrett announced the departure from GPO of Sarah Kadec, Director

of Library Programs Service. As one of Ms. Kadec's major contributions

to LPS operations, Mr. Barrett cited the initiation of an integrated online

data base project. The project is expected to supplant Depository

Distribution and Information System (DDIS) and Automated Cataloging System

(ACS) and to support several internal administrative operations as well.

The Public Printer has supported the basic concept and planning and

evaluation are now in process.

Mr. Barrett discussed the President's Private Sector Survey on Cost Control,

popularly known as the Grace Commission. The commission was established

on June 30, 1982, to explore ways to improve management efficiency and

reduce costs within the executive branch. The commission is supported

and staffed entirely by the private sector. Its 161 members comprise thirtysix task forces, some studying agencies and others, broad management issues

such as personnel. Last July the task force studying executive branch

printing issued a draft report on which GPO has filed a lengthy comment.

To the recommendation of the Task Force that agencies develop publication

cost accounting systems, GPO replied that such systems would be difficult

to implement because costs solely attributable to publishing are hard

to identify. Publications are generally by-products of operations.

Publishing costs and operational costs will be difficult to separate.

The Task Force also recommended that agencies be granted the right to

charge user fees to recover publication costs. GPO replied that it is

8
M-v5nk-3/Qh

authorized by law to sell federal publications and that its centralized

operation creates economies of scale. It further argued that if agencies

handled their own sales operations the resulting decentralization would

drive costs up and create major inconveniences for the public seeking

the source of a particular title. GPO fully supported the third Task Force

recommendation that the over 250 executive branch field printing plants

be closed, consolidated or downgraded. Mr. Barrett complimented the Grace

Commission on its contribution to the study of the management of federal

publishing activities and stated that with consideration of certain of

its conclusions resolution of long-standing problems in this area would

be well underway.

The meeting was opened to questions. Dr. Patricia Reeling asked whether

the Task Force recommendation relating to user fees was motivated by dissatisfaction with GPO pricing and distribution policies or practices.

Mr. Barrett replied that he didn't believe so. Dr. Reeling then asked

whether the GPO rebuttal to the user fee recommendation was strong enough

to defeat it. Mr. Barrett said he hoped so, that it was pretty strong.

Mr. Barrett added that at a White House meeting of agency heads the

President indicated he planned to implement most of the Grace Commission's

recommendations and that agencies should carefully rebut any points with

which they disagreed.

Ms. Lois Mills asked about the availability of the report. Mr. Barrett

replied that he would supply her a copy of it and the GPO comments. Ms.

Sandra Peterson said she possessed a copy and that it is available from

the Commission for $8.26. Chairperson Jeanne Isacco requested that Ms.

Peterson obtain the complete name and address. Later in the day Ms. Peterson

announced the source as Ms. Phyllis Lambrey, Room 6628, Department of

Commerce, 14th and Constitution Avenue, Washington, DC. Telephone (202)

377-3271. Orders must be prepaid. The title of the report is Management

Office Selected Issues, vol. 1: Publishing, Printing, Reproduction, and

Audio-Visual Activities.

III. Mr. Michael F. DiMario, Superintendent of Documents, introduced the five new Council members (Marian Carroll, Documents Librarian, Illinois State

University, Jennie Cross, Assistant Director, Educational Resources Center,

Oakland Schools, Pontiac Michigan, Mildred Mason, Bureau of National Affairs,

Bruce Morton, Carleton College, Northfield Minnesota, Barrat Wilkins,

Florida State Librarian) and representatives from the Government Printing

Office: cataloging section chiefs Jean Ott, Marian White, and Gil Baldwin;

depository library inspectors Bob Farina, and Joe McClane; John Beetle

of GPO Sales; Don Fossedal and Mary Lee O'Brien from Marketing; Joan Tracy,

Seattle bookstore manager; and Mike Atkins, Seattle regional printing

procurement manager. Mr. DiMario offered best wishes to Sarah Kadec and

announced that she had agreed to provide assistance in the development

of the automated data processing system. Also leaving Library Programs

Service are Jean Ott, who is going to Library of Congress, and Jean Redmond,

who is joining the GPO marketing staff.

It is now probable that Library Programs Service will move to the GPO

building in Washington. The move will lead to improvements in space

utilization and budgeting as well as locate LPS staff closer to those,-

both within and without GPO, with whom they must work. Approval has been

obtained for the acquisition of a microfiche duplicator and collator for

library claims, a new conveyor system, a lighted bin distribution system,

9
AN-v5n^+-3/84

a mailing system, and suitable storage equipment for hard copy and microfiche. JCP approval must yet be obtained. It is expected that the new marketing program will reverse a downward trend in sales. The publications

pricing formula is still being worked on. Changes announced in April

have been implemented and further changes should be announced in October.

Progress is being made in the area of automation although problems remain

to be resolved. The GAO report on the GPO sales program, often referred

to as the "Bookstore Report," is expected soon. Other GAO studies of LPS

operations will be issued soon as will be the new printing and binding

regulations from the Joint Committee on Printing.

The report of the Joint Committee on Printing was presented by Anthony J. Zagami, General Counsel, and Bernadine Hoduski, Professional Staff Member.

Mr. Zagami summarized the provisions of the draft printing and binding

regulations. The draft is now under Congressional review and the public

will have a thirty-day period for comment. The intent of the revision

is to recognize and take advantage of new technologies that can improve

efficiency and economy and to provide new emphasis on the distribution

program. Features proposed for the new regulations include standards for

document identification, archival and preservation requirements, distribution

reporting requirements for government agencies, emphasis on document

distribution to depositories, provision for regional depositories to house

portions of their collections in other libraries on approval of GPO, support

for establishing a comprehensive system of indexing and cataloging, provision

of uniform microform standards. Sections will also deal with the sales

program, the depository library system, and international exchange.

Ms. Hoduski spoke on several issues. The effort continues to track down

publications missed by the depository system. Librarians are encouraged

to notify JCP of publications which appear as privately published items.

Of 500 distinct items contributed, approximately 90% were verified as not listed. Letters regarding these titles were sent to the appropriate

agencies requesting that copies be sent to JCP for delivery to GPO.

Ms. Hoduski stated that the GAO audit reports have had a positive influence.

GPO and JCP have received for comment drafts of some of the reports. GAO

reports that its questionnaire regarding the depository program audit

received a very good response.

Congressman Hawkins, chair of the Joint Committee on Printing, sent to

all members of Congress a copy of the committee print on depository libraries

and a leaflet promoting the depository program.

Title, volume, and issue information now appears on the spine of the

Congressional Record . In response to a question from the audience, Ms.

Hoduski acknowledged that similar spine information has not been applied

to the Federal Register and that cover windows were denied by the Office

of Federal Register on the grounds of unreasonable cost. The possibility

of developing a cumulative microfiche index to the Congressional Record

is currently being explored.

The cataloging manual developed by G0D0RT is expected to be published

in early 1984. Proof is now being generated for editing.

10
AN-v5n4-3/84

Ms . Hoduski responded to several questions from the audience. Questions

on the restriction of information should be addressed to the agency

involved. Such restriction has recently led to the reduction in distribution

of Army Field manuals. Agencies are not authorized to request the withdrawal

of dated material. Complaints should be sent to GPO. However, agencies

do have the right to request withdrawal of erroneous publications. GPO

is currently looking into this problem.

V. Ms. Sarah T. Kadec, Director, Library Programs Service, spoke on the

progress and problems within Library Programs Service since the spring

council meeting. Probably the most significant event was the commitment

to developing and implementing an integrated automated data processing

system. A fact sheet was made available for all attendees at the meeting

and everyone was urged to read it and give GPO the benefit of support

and suggestions.

The map distribution program governing Geological Survey and Defense Mapping

Agency products is nearing completion and should be in operation in a few weeks. The bibliographic control for these materials will be the same

as that for other maps in the depository program. GPO will take steps

to bring the maps of other agencies into the program as soon as the USGS/

DMA project is established.

The Department of Energy agreement is nearing completion and depositories

may expect to begin receiving current titles by the beginning of 1984.

Bibliographic control will be through Energy Research Abstracts as recataloging for the Monthly Catalog is not practical or cost-effective.

If desirable at some future time, DOE machine-readable records can be

added to the Monthly Catalog file.

Depository library inspections resumed in May with priority being given

to libraries not inspected since 1977. Library Programs Service feels

it can guarantee a seven-year inspection cycle and will reduce the time

period if possible.

Policy statement SOD-13, governing microfiche conversion, has been revised.

Guidelines for selecting titles for conversion are now uniform. The lack

of a microfiche duplicator prevents the continued availability of a microfiche report, but LPS is confident that the equipment can be obtained

soon. Then it will be possible to satisfy claims and replace fiche damaged

or lost.

The frequency of Administrative Notes has been increased and it is hoped

that the improved communication is helpful in keeping the depository library

community aware of LPS activities, problems and achievements.

Ms. Kadec acknowledged that some of her decisions were received by

librarians with criticism. These decisions were made for the sake of

expediency and with the view that some temporary problems and inconveniences

are necessary in working for long-range improvement. The problem in Library

Programs Service is that procedures were developed over years which aimed

at short-range solutions while no attempt was made to develop processes

and technologies which would lead to permanent solutions. Ms Kadec asked

for the patience of everyone for the next few years while new procedures,

equipment, and automated systems are put in place for lasting improvement.

11
The header problem on the recent five-year cumulation of the Monthly

Catalog on microfiche was owing to the large size of the publication

(14,000 pages) and the lack of staff to proof adequately. The decision

was made to proceed with the project in hopes that difficulties could

be solved in the forseeable future. Classification errors continue in

spite of all attempts to solve the problem. A new classification manual

now being prepared should help. Breaking apart the classification and

item numbers is imperative and a new item selection system must be devised

even though it will cause inconvenience and force adjustments. Depository

library support could minimize the impact. DDIS continues to create

difficulties. For example, imprementing the printouts from the late 1983

survey required 54 staff members for two weeks. It is clear that the present

selection cycle takes about five months which makes quarterly updates

unfeasible. It is the goal of the Library Program Service to have an automated system that will allow selections to be made at any time and to

take effect almost immediately.

In conclusion, Ms. Kadec made a few miscellaneous announcements. The Serial

Set through 97-1 is complete; the proposed abbreviated record is planned

for the printed Monthly Catalog only, the full AACR2 record will be availabl

in fiche and online; the July 1983 Monthly Catalog contains the new contract

number index and the September issue includes the list of depository

libraries; efforts will be renewed to place SuDocs class numbers for

Department of Energy materials into the microfiche and into Energy Research

Abstracts : depositories will receive DOE fiche for 1983 onward and ways

will be sought to obtain the retrospective materials for distribution.

(In a handout available at the meeting, GPO announced the decision not

to distribute documents issued prior to 1983 as was originally planned.)

Ms. Kadec thanked everyone for support she has received and complimented

the LPS staff for its skill and dedication. She also expressed appreciation

for the support of GPO management and offered her services wherever and

whenever possible. She encouraged everyone to concentrate on the broader

issues affecting the generation and use of federal information and to

trust that the smaller issues would fall into place as a result.

In the discussion following Ms. Kadec's remarks it was revealed that

depository library response to the survey for the pre-1983 DOE microfiche

was unexpectedly high, perhaps because many libraries expected to replace

their paper copy collections. As a result of the response, cost estimates

were driven upward to the point where GPO felt it could no longer afford

to distribute the material. GPO will continue to address the problem.

The memorandum of understanding between GPO and DOE has yet to be approved

by DOE which is now evaluating it. Once agreement is reached, procedures

for the distribution must be developed. Criticism was expressed of the

postcard system of selecting items. It is temporary. The data will be

inserted into the program generating the printout.

Mr. Donald E. Fossedal, Director of Marketing, discussed the achievements

of the marketing program over the past several months. The fourth edition

of U.S. Government Books is now out. Subject categories have been added

to the new books list. GPO has received Advertising Council backing for

its campaign thus increasing the ease with which ads can be placed. Unpaid

ads have appeared in Atlantic and National Geographic . GPO is encouraging

periodical publishers to run ads in blank space that would otherwise

be unfilled. Public service announcements now run on over 500 radio

12
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stations plus the major networks and Armed Forces Radio. A direct response

marketing program has been inaugurated which directs flyers to targeted

audiences

Mr. Fossedal introduced Mary Lee O'Brien, Marketing Librarian, who unveiled

the marketing program for depository libraries. The program will be directed

to depository libraries and libraries generally (some 65,000 nationwide)

and to the public at large. Promotional materials will include posters

and book marks. Information will be conveyed by direct mail and print

ads. Radio spots and appearances before public groups are also planned.

VII. Thursday afternoon began with a panel presentation on entering documents

into the Washington Library Network (WLN) system. Panelists were Ms. Ann

Bergent, Regional Depository Librarian, Washington State Library; Mr. Dennis

W. Baird., Regional Depository Librarian, University of Idaho Libraries,

and Ms. Gwen Newborg, Regional Depository Librarian, Portland State

University Library. Ms. Bregent spoke briefly on the desire of Washington

State Library to add documents to WLN. A full batch load was rejected

as adding too much bulk to the fiche product. The Publications Reference

File is now being evaluated as a source, but WLN would have to reprogram

in order to accept the data. The State Library is also considering selective

additions amounting to about ten per cent of its collection.

Mr. Baird said that his library's desire was to provide general access

to the documents collection which is kept in a separate documents department

and to add to the Resource Directory, the WLN microfiche catalog of holdings.

A major difficulty in using the GPO Monthly Catalog tapes is conflict

with the WLN authority file. The University of Idaho has added its holdings

to WLN except for maps because WLN has not adopted the MARC maps format.

Mr. Baird urged GPO to authenticate its serial records for CONSER so

that WLN can load them. University of Idaho has experienced an increased

interlibrary loan activity now that its holdings are available on WLN.

This activity has created some workload problem.

Ms. Newborg described the documents arrangement at Portland State University.

All documents are cataloged in LC for shelving on the appropriate subject

floor. There is a major processing backlog because the catalogers do not

accept Monthly Catalog records. WLN is of less use to Portland State because

most Oregon libraries use OCLC.

David Griffin, Serials Librarian, WLN, gave a technical summary of the

utility's operation. WLN, a division of the Washington State Library,

is a multi-service bibliographic utility with one hundred members. WLN

does not accept GPO serials tapes because of authority conflicts and the

presence of duplicate issue-specific records. However, WLN does provide

guidelines for entering serials records either as Library of Congress

or as locally created records. Mr. Griffin described the WLN subsystems,

the authority linking system, and the procedures for searching.

VIII. Mr. Michael J. Atk ins, Seattle Regional Printing and Procurement Office,

described the Regional Printing and Procurement Office organization. The

operation was begun in 1968 and there are now fourteen offices in ten

regions. In addition there are six GPO regional field printing offices

combined with the RPPO's. In Region 10 (Seattle) there are, in addition to

the Seattle RPPO, nine agency printing plants authorized by the Joint

13
Committee on Printing for such agencies as Corps of Engineers, Bonneville

Power Administration, and Department of Energy. Mr. Atkins noted that

a form is submitted to GPO providing a description and synopsis of a new

publication. The RPPO will initiate this form if one is not provided by

the agency.

During the audience discussion comments centered on the acquisition of

regionally produced publications by local libraries and the need to convince

agencies to cooperate with GPO in getting publications into the depository

system. Agency cooperation in the Pacific Northwest has improved since

the meetings held by the Joint Committee on Printing a few years ago.

Depository libraries need to communicate directly with the agencies to

improve routing publications to GPO. Libraries also need to supply GPO

with title pages.

IX. Mr. Richard Leacy, Documents Librarian, Price Gilbert Memorial Library,

Georgia Institute of Technology, and member of the Ad Hoc Committee on Depository Library Access to Federal Automated Data Bases, reported on

the purpose of the committee, its agenda, and its accomplishments to date.

The committee was formally established by the Joint Committee on Printing

in May 1983. Three subcommittees were established to explore specific

aspects of the federal data base question. One is investigating the present

availability of federal data in automated form, particularly to libraries

and the public. A second is developing a questionnaire to determine what

material available to depositories is also available in automated form

and to what extent depositories currently have access to machine-readable

data files. The third subcommittee is evaluating the current state of

the art of computer technology with projections of development in the

next five and ten years. The committee has established a schedule of semi-

/monthly meetings through mid-December. These meetings are devoted to the

gathering of information from a wide range of experts on automated data

files and depository library needs. The committee expects to complete

its deliberations in January 1984 and submit a final report to the Joint

Committee on Printing later that year.

X. Council committee chairpersons described their planned agendas for committee

meetings. The Depository Systems Committee planned to discuss GPO marketing

and promotion, the GPO depository library workshops, the depository library

inspection form, the instructions for depository libraries, and the fiveyear retention requirement for depository publications. The GPO Organization

Committee planned to discuss the proposed automated data processing system

which GPO expects to develop, the Monthly Catalog format, the item number

system, the distribution of bills in fiche format, Resolution 10 (printing

essential information on the covers of List of Sections Affect , Federal

Regi s t e

r

, and Congressional Record), and the distribution in fiche of

all publications listed in the Monthly Catalog . The Cataloging Committee

planned to discuss the response to Resolution no. 5 (name authorities

and cataloging levels), the GPO classification manual and procedures,

the Senate Library numbering scheme, and the authentication of GPO serial

records through CONSER.

The general session of the Council then adjourned until the next morning

and the members met in committees for the remainder of the day. The reports

of committee activities are attached.

Ik
XI. The Depository Library Council reconvened at 8:30 AM on Friday,

September 16. Chairperson Jeanne Isacco entertained a motion to delete

sex-specific terms from the Council by-laws. It was so moved by Dr. Pat

Reeling and seconded by Carol Turner. The motion carried by unanimous

voice vote.

XII. Ms. Eleanor Chase, Head of Government Publications, University of Washington,

reported on depository 1 ibrary /federal agency library cooperation in the

Seattle area. Through regular lunch and tour get-togethers the staffs

of the agency libraries and the two depositories, Seattle Public Library

and the University of Washington, become familiar with each other's

operations and needs. Mr. Larry Hartke, Seattle Regional Census Office,

emphasized the importance of knowing individuals in making patron referrals.

Ms. Chase then described the Westfornet service provided by the University

of Washington to the Forest Service. The service, taken over from the

library of the Pacific Northwest Forest and Range Experiment Station, answers more than 600 reference questions monthly with a staff of two

librarians plus classified staff and students.

XIII. Programs of the Bureau of the Census were discussed by Lawrence Weisser,

Washington Data Center Coordinator, and Peter Bounpane, Assistant Director

for Demographics. Mr. Weisser gave a brief update of the Census Data Center

Program. The state/federal cooperative program is intended to bring census

data to as wide an audience as possible through a network of regional

and affiliate centers. Emphasis is on the creating of locally and regionally

useful products by processing the Bureau of Census machine-readable tapes.

Mr. Bounpane described the plans and goals for the 1990 decennial census.

An early step to be taken is a careful analysis of the 1980 census. A

second goal is to improve two-way communication between the Census Bureau

and the major "stakeholders." These are Congress, libraries, and the general

public. The Bureau needs to learn about the needs and concerns of these

groups and to incorporate this information into planning for 1990. Among

the major decisions yet to be made are choosing a data collection methodology, improving the process to save time and money, developing and

evaluating adjustment techniques, choosing the best balance between counting

and estimating, deciding on the questionnaire content, and improving product

dissemination. Several criteria will be used to arrive at decisions on these issues. Primarily the census must meet constitutional and legal

requirements. Beyond that, it must be accurate and equitable among all

groups of people, it must maintain confidentiality, it must keep costs

reasonable, the need for information must be balanced with the reporting

burden, and data products must be available in time and in a form to be

useful.

The reports of Mr. Weisser and Mr. Bounpane led to the raising of a number

of ideas and concerns during the discussion period. It was suggested that

the Census Bureau involve libraries in its publicity efforts for 1990

and that it consider issuing data on floppy disk for use with microcomputers. In response to a question concerning the publishing of census

data by the private sector, Mr. Bounpane said that he could not predict

the extent to which private firms would be involved in data dissemination

for 1990 but that in general he supported and encouraged their involvement.

The concern was expressed that the various state data centers are unequal

in their services. Standards need to be developed to ensure comparable

15
services and products at the state level. Finally, the Census Bureau will

explore ways to minimize the delay of data delivery for large states.

The current delays are owing to manual checking procedures.

XIV. Ms. Virginia Collier, Oklahoma Department of Libraries, described her

project for obtaining a grant to deposit document reference tools in small

to medium public libraries in Oklahoma. A $10,000 LSCA Title I grant was obtained to purchase American Statistics Index , Monthly Catalog , and Index

to U.S. Government Periodicals plus a microfiche reader if needed, for

eight libraries. The grant also covered staff training in these libraries.

An additional seven libraries with no documents staff received the Monthly

Catalog only. A follow-up grant to provide for second-year subscriptions

has not yet been acted on.

XV. Ms. Suzanne C. Dodson, Head of Government Publications and Microforms,

University of British Columbia Library, described the documents collection

and services and then discussed the problems in evaluating microform products

and viewing equipment. Ms. Dodson enjoys considerable freedom in tailoring

her collection to meet user needs. The Canadian depository program has

no restrictions on retention or processing and her U.S. collection is

non-depository. The microform collection consists of some 2,800,000 pieces

including non-document material. Providing acceptable service to the

collection requires high quality reading equipment, easy access, and an enthusiastic staff. Among the concerns in dealing with large microform

collections are adequate bibliographic control, acceptable readers and

storage space and good quality film product. Ms. Dodson's major emphasis

was on the need for careful and thorough evaluation of film and equipment

standards. The claims of publishers and manufacturers cannot be relied

on. The librarian must be independently conversant with technical details.

XVI. Mr. Frederick G. Kilgour, Vice Chairman, Board of Trustees, Online Computer

Library Center, described his view of the prospects for online content

retrieval from government documents. His views were based on certain

assumptions: that most documents are consulted and not read, that much

government information requires data manipulation, that some government

information is already in machine-readable form, that machine-readable

copy will eventually become the primary product, and that the popularity

of home computers and related hardware is rapidly increasing. Mr. Kilgour

sees online catalogs as much more powerful than simple book finding tools.

The online catalog can make information available to everyone at any time,

swiftly and economically, and "personalize" information to suit the

individual's needs. Mr. Kilgour envisions that GP0 might operate a "Content

Retrieval System" with terminals in bookstores. However, there may be

pressures on GP0 from other publishers, libraries, system developers.

What is certain, he said, is that the future will be exciting.

Ken Rosenburg, NTIS, provided a brief update on NTIS activities. Except

for the SRIM program and other specialized subscriptions, no price increases

are planned for 1984. Corporate Author Authority List (PB83-1 56034) , Data

Element Dictionary ( PB83-2 1 5723 )

, and Compilation of Cooperative Data

Element Dictionary of Five Federal Agencies' Systems... ( PB83-1 93 7 7 1

)

are now available. NTIS is developing a publication listing all valid

U.S. Government, industry, and academic institution report numbers known

to NTIS. The Smithsonian Scientific Information Exchange (SSIE) data base

16
AN-v5n4-3/84

is expected to be available on Dialog this fall. An update service to

alert NTIS purchasers of reports superseding previous publications is

being developed for 1984. Mini libraries including retrospective sets

of microfiche and ongoing SRIM service are being developed for narrow

technical areas. The first such library will include NTIS documents from

the Office of Biological Services, Fish and Wildlife Service, since 1976.

XVII. The general session adjourned and the committees met to continue their

discussions and prepare resolutions and reports. Council reconvened at

8:30 AM, Saturday, September 17, to hear committee reports and to discuss

and vote on proposed resolutions. Council was finally adjourned at 12:00 noon

1 7
RESOLUTIONS ADOPTED BY THE DEPOSITORY LIBRARY COUNCIL

TO THE PUBLIC PRINTER ON SEPTEMBER 17, 1983

AN-v5nU-3/8^

1. General Resolutions

1. WHEREAS, Sarah Kadec has graciously facilitated the work of the

Depository Library Council during her tenure as Director

of the Library Programs Service; and

WHEREAS, Sarah Kadec has fostered a cooperative spirit between

GPO and the Depository Library Council; and

WHEREAS, Sarah Kadec has significantly improved communications

between GPO and the DLC

,

BE IT THEREFORE RESOLVED, that the Depository Library Council

expresses its heartfelt gratitude to Ms. Kadec for her

work with us; and

BE IT FURTHER RESOLVED, that the DLC wishes Ms. Kadec every success

in her future endeavors.

2. WHEREAS, Dan MacCilvray has been indispensable in all aspects

of arrangements for the Depository Library Council meeting;

and

WHEREAS, Dan MacGilvray has consistently facilitated the work

of the Depository Library Council; and

WHEREAS, Dan patiently solves all the climatic, logistic, procedural,

and other "sticky wicket" problems which make our meetings

flow more smoothly,

BE IT THEREFORE RESOLVED, that the Depository Library Council

expresses its sincere appreciation for all the hard and

consistent work that Mr. MacGilvray has done for us (Thanks Dan!); and

BE IT FURTHER RESOLVED, that the Chair of Council especially

expresses her sincere gratitude to Dan for his assistance

in planning and implementing this meeting.

II. Government Operations Committee

1. The Council reaffirms its support for the development o.f the Public

Printer's endorsed integrated automated support system for GPO's

Library Programs Service. It is essential that the development

of this system receive widespread input from depository libraries,

a nationally recognized systems consultant, the Government Documents

Round Table of the American Library Association, and the national

library community. The Council urges that it have substantial

ongoing and direct representation in the systems development.

To this end it is requested that Council members immediately be

supplied with the current and succeeding drafts of the system

plan as they are produced for review. The Council recommends that

the proposed automated support system be reviewed by a panel of

recognized automation systems consultants to insure maximum utilization of current technology and system design.

2. The Depository Library Council expresses its appreciation for quick

and effective response to Resolution 10 of the Spring 1983 Council

regarding the Congressional Record and Federal Register . The Council

requests that an equally acceptable solution be provided for the

highest priority of Resolution 10, the lack of cover information ( List

of Sect ions Affected).

18
AU-v5n4-3/8^

3. The Depository Library Council would like to bring to the attention

of the Public Printer that timely appointments to the Council,

the provision of a minimum of 60 days notice of meeting times

and places, and the provision of appropriate materials for review

at least 20 days in advance of scheduled meetings would significantly

contribute to the effectiveness of the Council.

4. The Depository Library Council suggests that the GPO, at the earliest

possible time, include all non-depository titles appearing in

the Monthly Catalog in the depository system.

5. The Depository Library Council recommends that no change in the

item selection scheme be made at this time.

6. The Depository Library Council strongly recommends that GPO meet

its previous commitment to distribute to depository libraries

the retrospective DOE Technical Information Center microfiche.

7. The Depository Library Council wishes to take this opportunity

to commend the Public Printer for his farsighted understanding

and approval of the concept of an integrated data processing support

system for the Library Programs Service. The Public Printer is

assured of the Council's desire to assist in bringing this plan

to fruition.

III. Bibliographic Control Committee

1. The Depository Library CounciL commends the Government Printing

Office for establishing the classification hotline and urges that

this service to depository libraries be continued.

2. The Depository Library Council urges the Government Printing Office

to authenticate its serial records through the CONSER project.

3. The Depository Library Council recommends that the Government

Printing Office give attention to the recent increase in typographical

errors in classification appearing on shipping lists and take

steps to eliminate the errors.

4. The Government Printing Office, in its response to Spring 1983

resolution number five, proposes to discontinue establishing personal

name authorities through the Library of Congress NACO project

as of October 1, 1983. The Depository Library Council recommends

that GPO not unilaterally implement a change of this magnitude

without

1. consultation with the bibliographic utilities to assess

the impact on their users and,

2. examination of alternatives such as discontinuing personal

name authority work for technical report material only.

5. The Depository Library Council commends the Government Printing

Office for beginning compilation of A Practical Guide to the Super intendent

of Documents Classification System . Council recommends that GPO ensure that this manual reflect current classification policies and

practices and provide for its updating to accommodate future changes.

19
6. The Depository Library Council recommends that the Government

Printing Office develop procedures for distributing corrections

in machine-readable form to subscribers of the Monthly Catalog

tapes distributed by the Library of Congress.

7. At its Fall 1982 meeting the Depository Library Council submitted

the following resolution: "Due to the increasingly widespread

potential use of the GPO MARC tapes by bibliographic utilities,

consortia, and individual libraries, the Depository Library Council

recommends that GPO investigate the various problems being encountered

in the use of these records." In its response to this resolution

GPO recognized the problems encountered by users of its Monthly

Cata log tapes and stated that a task, force would be created by

July 1, 1983, to study the issues and report its findings. Council

is unaware that the proposed task force has been created. It now wishes to resubmit the 1982 resolution and urges that GPO take

immediate action.

8. In response to the Government Printing Office's request for advice

on Monthly Catalog format, the Depository Library Council recommends

the following:

To improve searchabi I ity

a. Continue to provide the indexes to the Monthly Catalog

separate from the register of full bibliographic information,

but increase the amount of access information in the indexes so that most users need conduct only a one-step search.

b. Provide the indexes as a microform publication which

cumulates monthly to the end of the year and cumulate the annuals

at the end of five years.

To reduce cost:

a. Provide both the register and the indexes in microfiche.

b. Provide the paper index and the fiche index as separate

subscription items. Many subscribers would need only the indexes

and not the full bibliographic record provided by the register.

To meet user format needs:

a. Provide the register and the index in a choice of fiche

or paper for depository libraries and as sales items in both fiche

and paper.

To reduce printing delay:

The shift by some users to microforms or to purchase of the

paper index without the register would reduce the volume of printing.

Example of format of records in index:

INDEX TERM IN CAPITAL LETTERS

SuDoc number

Main Entry

.Title. Edition. Publisher ... Date. p. Format, (series)

Item number (microfiche) Registry issue no. 20
IV. Depository Systems Committee

1. Depository Library Council requests the continued awarding of

certificates for: a) achieving an overall depository grade of

excellent on an inspection; b) a special anniversary of the library;

c) a special program or service which increases the use and effectiveness of the depository system. In addition we urge that GPO send

press releases to the individual library receiving the certificate,

the state library, the regional library, the Congressmen and

Senators of the state and any other appropriate body.

2. The recurrent reports of the executive agencies required by law

to be sent to Congress should be included in the depository library

distribution system. Some of these reports, for example, the

Freedom of Information Act annual reporting requirement, are

not currently available for distribution to depository libraries.

We urge GPO, as authorized by Title 44, to pursue these elusive

documents

3. We wish to commend GPO for revising the inspection report form.

We recommend that depository libraries be encouraged to conduct

a self-evaluation before the actual depository library inspection

takes place using guidelines developed by GPO.

4. Recognizing that GPO has undertaken an intensive campaign to

market the Depository Library Program, the Council recommends

that CPO establish an on-going, comprehensive continuing education

program for documents librarians throughout the country.

5. We support the statutory requirement (Section 1911, Title 44)

for retention of depository materials by selective depositories

for a five year period.

21
I

DEPOSITORY LIBRARY SYSTEMS COMMITTEE REPORT

SEATTLE, WASHINGTON September 15-17, 1983

Committee Members present: Patricia Reeling, and Sandra Faull, chair.

Thursday afternoon

The marketing staff of GPO had expressed an interest in getting

ideas from the council members and other participants for products to

promote depository libraries in addition to what had been listed in

their morning presentation. Our committee started off by talking about

other methods and billboards were the only thing we could think of which

had not already been mentioned. A suggestion from the audience that the

mailing of the campaign information be addressed to reference librarian

instead of director was made. The marketing staff also expressed interest

in developing into a national resource for marketing. Librarians could

bring their problems on how to reach target groups to the GPO marketing

staff who could use their expertise to help solve the problems. In

addition, the GPO marketing staff is trying to establish a depository

library day during National Library Week. They are working with ALA

on this idea and more information will be given as this is worked out.

Some depository libraries had expressed concern over the five year | retention requirement for selectives. GPO had requested Council members

discuss this issue. The discussion of all in attendance stressed the

problem was in the DDIS system and the lengthy delays in add/drop procedures

for item numbers. Once this system is running smoothly without bugs,

the five year retention requirement will not be a problem. Some responsibili

on the part of depository libraries and the selections made is part of

being a depository library. It was agreed to leave the five year retention

requirement alone.

Friday afternoon

Another issue which GPO asked for comment on was the workshops

that are provided by their staff. The fall .1 983 workshops have been

completely changed as a result of the evaluations done last year by

participants in .1982 workshops. These fall workshops will be videotaped

as well as still photographs taken so both a video and a slide-tape

presentation will be made available. Each section can be available

as a single module for GPO staff to use with different audiences.

The marketing staff is interested in developing a module. The audience

expressed an interest in having a brochure for the workshop which would

help documents librarians get permission to attend and also help

get funding for their attendance to the workshop.

A revised draft of the inspection report form was handed to Council

members when they arrived at the Seattle meeting. It has been updated

to put more in about microfiche and maps. More weight is given to providing

public service to documents. It also has eliminated information on sales

which can be covered in the biannual survey. It is also easier to read. (flj After specific comments were made on wording of questions, a general

approval of the revised draft was given by the committee. A question

arose on whether certificates are being given to libraries who receive an

22
DEPOSITORY LIBRARY SYSTEMS COMMITTEE CON '

September 15-17, 1983

over-all rating of excellant. GPO staff replied they were. We would

encourage GPO to share information about this libraries with the rest

of the documents community via Public Documents Highlights and news

releases to the local press.

A broader look at inspections was given by a suggestion to do a self-study before the depository inspectors show up. This would include

an analysis of the needs of the program, how it interacts with other

departments in the library and other staff members and how it serves

the community as well.

Instructions to Depository Libraries also had been revised by

GPO staff. There was no time to read it carefully and so the committee

agreed to ask all Council members to go through it carefully and send

comments to Bob Ferina, GPO inspector as soon as possible.

A question came up about international depository libraries as a result of one of the speakers presentations. One of the GPO staff

explained there are International Exchange Service Libraries (IES)

which have an agreement with the Library of Congress to receive federal

publications. There are 98 libraries around the world. The largest

number is in Canda but all parts of the world are represented. There

are both full and selective libraries in this program. The full IES

libraries receive 70% of what regional libraries take and 95% is in

microfiche while 5% is in paper. Many university libraries around the

world are involved in this program.

The University of Oregon staff have a major problem getting their

hands on annual reports of agencies required to report by law to Congress.

GAO tracks the requirements for reporting but locating a copy of the

actual report is impossible in many cases. Freedom of Information Act

requires many agencies to report annual statistics on how many inquiries

are received etc. but these reports are not available. One graduate

student at the University is having to use the Freedom of Information

Act to sue the federal government for these annual statistics.

The Committee then started to write the resolutions attached.

On Saturday morning, Jenny Cross and Marsha Mason were appointed to

this committee.

23
GOVERNMENT PRINTING OFFICE OPERATIONS COMMITTEE REPORT

Members Present:

Dennis Bruce

Bruce Morton

Johanna Thompson

Barratt Wilkins

Steven Zink, Chair

The Government Printing Office Operations Committee of the

Depository Library Council held meetings on the afternoons of

Thursday, September 15 and Friday, September 16, 1983, followed

by its presentation of proposed recommendations for consideration

by the full Council on Saturday morning, September 17, 1983.

THURSDAY

The GPO Operations Committee began its meeting with an open

forum on appropriate issues which the audience might wish to

bring to the attention of the Committee. A number of matters

were discussed, including the problems posed by the large number

of errors which appear on the shipping lists, the numerous corrections required by these errors, and even the errors which

appear on the list of corrections. The discussion which followed

pointed up the serious problem posed by the lack of quality

control and delineated the stresses which have been placed on

GPO's existing systems, procedures, and processes. Mention was

also made of the problems with the GPO shelflist which contribute

to the quality control concerns. In addition, the audience was

reminded that GPO's study of the existing workflow for depository

materials demonstrated that SuDocs numbers for a single

depository publication might be typed up to forty-five times, and

hence the possibility for error under the existing system is

great

.

Concern was expressed about the announced change in the

numbering method used on the shipping lists. The present system

is strictly sequential and allows a depository to detect immediately when a shipment is late. The proposal to attach a

n #n would require that depositories receive the last shipment of a certain day before it can determine how many shipments were made

on that day. Reservations were expressed that after a busy day,

it would not be inconceivable that the last shipping list might

not receive the "#" designation.

A member of the audience also brought to the attention of

the Committee the wide range of postal charges being paid by the

Government Printing Office for first class postage on envelopes

of identical weight. The Government Printing Office is aware of

this problem, but investigation up to the present has indicated

2k
AN-v5nij~3/84

that the problem rests with the peculiarity of certain postal

regulations concerning oversize envelopes. Further investigation

into the matter is expected.

The numerous problems with the 5-year cumulative microfiche

index to the M onth ly Cata l og were discussed. A representative

from the Government Printing Office explained that the lack of

header information was not the only problem with the tool. Due

to the various formats used in the M onth ly Cata log during that

period of time, there is a high probability that a certain number

of entries are not represented in the cumulative microfiche

index. Thus, there is little hope. for a higher quality indexeven though headers on the fiche could be added. It was the

consensus of the audience that even though the efforts of the GPO

to improve the product through some paper guides were appreciated, this was a very poor product which should never have been

issued. A suggestion was made that since it was the intention of

the Government Printing Office to clean up the GPO MARC tapes,

that it might be possible to reissue the cumulative index at some

later date. No time frame was discussed.

There was little discussion concerning the sudden decision

of the Government Printing Office to once again delay distribution of the backfile of the Department of Energy's Technical

Information Center microfiche beyond the fact that many depositories wish to receive this material. It was noted that such a sudden change in plans following the iron-clad assurances that

the material would be distributed (given during the Spring 1983

Depository Library Council meeting) disrupts the planning and

budgeting processes of depositories who have taken appropriate

steps in order to be able to process and house this massive

amount of material. A suggestion was made that if the Government

Printing Office lacked the necessary funds to distribute all of

the material at the present time, it might distribute the material over the next few years.

The question of the dual distribution of the M onth ly

Catalog . about which the Government Printing Office specifically

sought advice, was referred to the Bibliograhic Control Committee

since the issues involved had more to do with data elements to be

included in the various products than with the format (microfiche

or paper) of the Monthly Catalog .

FRIDAY

Most of the Committee's activites during this session dealt

with the discussion of the concept of GPO's integrated Automated

Data Processing (ADP) plan. Sarah Kadec presented to the Committee and to the audience a brief summary of the Plan. She then

fielded numerous questions concerning the different functions of

the proposal. There was widespread appreciation of the fact that

25
the Plan could potentially alleviate GPO's internal operational

problems (such as the problems discussed by the Committee on the

previous day—number of errors which appear on the shipping

lists, etc.), and in this way lighten the workload of the depositories by eliminating many of the GPO- imposed mistakes which now

take valuable staff time to examine and correct. Much of the

discussion, however, centered around the fact that the system had

great potential, not only as an internal tool for the GPO but

also as a system to be used in a variety of ways directly by

depositories. The design of the system in this regard was not

clear. There was a consensus that details of the plan were

needed, that depositories were not being kept abreast of the

development of the ADP plan, and that library input is essential.

The lack of cover information on the List of Sections

Aff.e_c_£e_d_ was discussed in light of the Superintendent of

Documents' announcement during the morning session that such

information would be restored to the Federal Register by October

1. The lack of appropriate cover information on the List of

Section s Affected was deemed to be very important and it was

clear that the Committee should repeat its request that the

Public Printer find a way to provide this information.

In response to the GPO's request for advice on how to alter

the item selection process, the Committee held a spirited discussion of the various alternatives presented by the Government

Printing Office. Every proposed change seemed to have its own

very serious set of consequences. There was little agreement on

a method to improve the situation. There was, however, widespread

agreement among the members of the Committee and the audience

that further study on this question should be made before any

change is instituted.

The Committee adjourned to write resolutions.

26
UNITED STATES SENATE

98th Congress

1984, No 1

SENATE COMMITTEE HEARINGS

Listed in Numerical Sequence

January 1 through January 15, 1984 Page 1 of 2 Title Committee

Department of Defense Authorization for

Appropriations for Fiscal Year 1984

Miscellaneous Reclamation Legislation

Departments of Labor, Health and Human

Services, Education, and Related

Agencies Appropriations for Fiscal

Year 1984

Departments of Labor, Health and Human

Services, Education and Related

Agencies Appropriations for Fiscal

Year 1984

Toward the Next Generation of Farm Policy

Miscellaneous Energy and Agricultural Tax

Bills

Export Administration Act of 1983

Impact of Interest Rates on the Small

Business and Agricultural Sectors

Constitutional Commission to Set the

Compensation of Members of the Congress

Civil Rights Commission Reauthorization

Nomination of Michael I. Burch to be

Assistant Secretary of Defense for

Public Affairs

NHTSA Oversight

S. 1324, An Amendment to the National

Security Act of 1947

Nomination of Charles Coleman Cox

The Role of Nursing Homes in Today's

Society

Armed Services

Energy and Natural Resources

Appropriations

Appropriations

Joint Economic

Finance

Finance

Small Business

Judiciary

Judiciary

Armed Services

Commerce, Science, and Transportation

Intelligence

Banking, Housing, and Urban Affairs

Aging

27
UNITED STATES SENATE

98th Congress AN-v5n4-3/84

1

SENATE COMMITTEE HEARINGS

Listed in Numerical Sequence

1984, No. 1 January 1 through January 15 1984 Page 2 of 2 Number Title Committee

98--467 Domestic Uranium Mining and Milling Environment and Public Works

98--468 Career Oriented Curriculum of the D.C.

School System

Governmental Affairs

98--469 Groundwater Recharge in the High Plains

States; and Delivery of Water to the

North Platte Irrigation Project

Energy and Natural Resources

98--470 Improved Standards for Laboratory Animals Agriculture, Nutrition , and Forestry

98--471 Federal Meat and Poultry Products

Inspection Act of 1983

Agriculture, Nutrition , and Forestry

98--472 Parental Kidnaping Judiciary

98--473 Disaster Relief Act Amendments of 1983 Environment and Public Works

98--474 Trade Reorganization Act of 1983 Governmental Affairs ('

98--475 Strategic Petroleum Reserve and DOE

Baseline Assessment

Energy and Natural Resources

98--476 Boggs and O'Connor Nominations Energy and Natural Resources

98--477 Office Machine and Equipment Dealers' Act Commerce, Science, and Transportatior

98--478 Nomination of Robert H. Morris Governmental Affairs

98--479 Paperwork Reduction Act of 1980 Small Business

98--480 Veterans' Exposure to Ionizing Radiation

As a Result of Detonations of Nuclear

Devices

Veterans' Affairs

98--481 Church Audit Procedures Act Finance

98--482 The Future of Taiwan Foreign Relations

98--483 International Communication and

Information Policy

Foreign Relations

(

28
UNITED STATES SENATE

98th Congress

1984, No. 1

SENATE COMMITTEE PRINTS

Listed in Numerical Sequence

January 1 through January 15, 1984 Page 1 of 1 Number Title Committee

98-126* Legislative Calendar

(January 23, 1984)

98-131 j Groundwater Contamination by Toxic

Substances: A Digest of Reports

98-132* ('Legislative and Executive Calendar No. 4

(December 31, 1983

98-133* Legislative Calendar No. 2 (December 6, 1983)

98-134 j Impact of Attorney General's Guidelines

for Domestic Security Investigations

(The Levi Guidelines)

Finance

Environment and Public Works

Judiciary

Foreign Relations

Judiciary

*For Senate use only; not distributed to depository libraries.

29
UNITED STATES SENATE

98th Congress

AN-v5nif-3/8^

Senate Committee Hearings

Listed in Numerical Sequence

1984, No . 2 January 16-30, 1984 Paqe 1 of 4

Number Title Committee

98-174,

Pt.3

United States-Soviet Relations Foreign Relations

98-184,

Pt.2

Organized Crime in America

(The complete designation for

S.Hrg. 98-184 is S.Hrg. 98-184, Pt.l.)

Judiciary

98-195,

Pt.2

Broken Families Labor and Human Resources

98-375,

Pt.3

Organization, Structure and Decisionmaking

Procedures of the Department of Defense

Armed Services

98-375,

Pt.4

Organization, Structure and Decisionmaking

Procedures of the Department of Defense

Armed Services

98-484,

Pt.l

Department of the Interior and Related

Agencies Appropriations for Fiscal

Year 1984

Appropriations

98-485 Japanese American Evacuation Redress Judiciary

98-486 Montana Wilderness Energy and Natural Resources

98-487 William P. Clark Nomination Energy and Natural Resources

98-488 National Archives and Records

Administration Act of 1983

Governmental Affairs

98-489 Federal Capital Investment Program

Information Act of 1983

Governmental Affairs

98-490 Private Sector Initiatives to Feed

America's Poor

Agriculture, Nutrition, and Forestry

98-491 The Situation in Grenada Foreign Relations

98-492 Impact of Crime on the Elderly Labor and Human Resources

98-493 The Semiconductor Chip Protection

Act of 1983

Judiciary

98-494 Impact of Public Utility Competition on Small Business Contractors

30

Small Business
UNITED STATES SENATE

98th Congress

1984, No. 2

Senate Committee Hearings

Listed in Numerical Sequence

January 16-30, 1984 Page 2 of 4

Title Committee

Land Conveyances in Delaware, New York,

and South Carolina

Legislative Proposals Linking Commodity

and Conservation Programs

Oversight on Boilermakers, 1983

(This item was printed with the

incomplete identifying number

"S.Hrg. 98-497." The complete designation is S.Hrg. 98-497, Pt.l.)

Tax Refund Offset Program for Delinquent

Student Loans and Child Support Payments

1983-84 Miscellaneous Tax Bills— IV:

S. 108, S. 1464, S. 1549, S. 1579,

and S. 1600

Nominations --October —November

(Brown, Hon. Clarence J., to be Deputy

Secretary of Commerce; and Calvani,

Terry, to be a Commissioner, Federal

Trade Commission. Armstrong, Sandra, to

be a Member, Board of Directors, Communications Satellite Corporation; and

Hackett, James T., and Han ley, William

Lee, to be Members, Board of Directors,

Corporation for Public Broadcasting

Drug Threat to Arizona and the Southwest

Border

Nominations of Richard H. Francis and

Ralph L. Stanley

Comprehensive Crime Control Act of 1983

Options to Implement an Interim Retirement

Program for Civil Service Employees Who

Will Be Covered by Social Security

Nominations—Department of Transportation

and Civil Aeronautics Board

Agriculture, Nutrition, and Forestry

Agriculture, Nutrition, and Forestry

Labor and Human Resources

Finance

Finance

Commerce, Science, and Transportation

Appropriations

Banking, Housing, and Urban Affairs

Judiciary

Governmental Affairs

Commerce, Science, and Transportation

31
1984, No. 2

Number

98-506

98-507

98-508

98-509

98-510

98-511

98-512

98-513

98-514

98-515

98-516

98-517

98-518

98-519

98-520

98-521

98-522

98-523

Title

UNITED STATES SENATE

98th Congress

Senate Committee Hearings

Listed in Numerical Sequence

January 16-30, 1984

AJtf-v5nlf-3/84

Armed Career Criminal Act of 1983

Deinstitutionalization of Juvenile

Nonoffenders

International Student Achievement

Comparisons and Teacher Shortages

in Math and Science

The President's Trip to Asia

Management of the Department of Energy

Veterans' Exposure to Agent Orange

Equal Access: A First Amendment Question

Serial Murders

Toxic Substances Control Act Oversight

The United States-Mexico Border

Economic Situation

Nominations of Nan Huhn and Bruce Beaudin

President's Private Sector Survey on Cost

Control (Grace Commission)

Bus Regulatory Reform Act of 1982

National Historical Intelligence Museum

Effects of the 1983 Drought on American

Agriculture

To Establish a Federal Cost-Sharing Policy

for the Construction and Maintenance of

Deep Draft Ports

Foreign Industrial Targeting Policies

Civil Space Station

Committee

Page 3 of 4

A

Judiciary

Judiciary

Joint Economic

Foreign Relations

Governmental Affairs

Veterans' Affairs

Judiciary

Judiciary

Environment and Public Works

Joint Economic

Governmental Affairs

Budget

Commerce, Science, and Transportatior

ntelligence

Agriculture, Nutrition, and Forestry

nvironment and Public Works

Joint Economic

Commerce, Science, and Transportation

i

32
UNITED STATES SENATE

98th Congress

AN-v5n4-3/84

1984, No. 2

Senate Committee Hearings

Listed in Numerical Sequence

January 16-30, 1984 Page 4 of 4

Number Title Committee

98-524 Review of Mathematics and Science

Education Programs, 1983

Home Health Care, 1983

98-526 Confidentiality of Juvenile Court Records

1983-84 Miscellaneous Tax Bills—VII:

S. 120, S. 1397, S. 1584, S. 1814,

S. 1815, and S. 1826

98-528 Authorization for U.S. Marines in Lebanon

Controlling Health Care Costs: State,

Local, and Private Sector Initiatives

98-530 Uniform Single Financial Audit Act of 1983

Spare Parts Procurement for the Department

of Defense

98-532 MX Missile Basing System and Related Issues

U.S. Customs Service Proposed Personnel

Reductions

Labor and Human Resources

Labor and Human Resources

Judiciary

Finance

Foreign Relations

Aging

Governmental Affairs

Armed Services

Armed Services

Appropriations

33
UNITED STATES SENATE

98th Congress

Senate Committee Prints

Listed in Numerical Sequence

1984, No . 2 January 16 through 31, 1984 Page 1 of 1 Number Title Committee

98-129* Legislative Calendar No. 3

(December 31, 1983)

Environment and Public Works

98-135* Legislative Calendar No. 4

| (January 6, 1984)

Governmental Affairs

98-136*

1

! Legislative Calendar

| (January 1984)

Agriculture, Nutrition, and Forestry

98-137 j Ethics in Government Act of 1978 As

! Amended by Public Laws 96-19, 96-28

| 97-409, and 98-150

Governmental Afairs

98-138*

i Legislative Calendar No. 1 (February 1, 1984)

Rules and Administration

98-1 39 Refugee Problems in Central America Judiciary

98-140* Legislative Calendar

(December 31, 1983)

Small Business

98-141* Legislative Calendar No. 4

(December 31, 1983)

Banking, Housing, and Urban Affairs

98-142 Obstacles Faced by Small Business in

Federal Procurement

Small Business

98-143 Credentials Considerations in the United

Nations General Assembly: The Process

and Its Role

Foreign Relations

QQ 1 A A * Committee Publications and Policies

Governing Their Distribution

Joint Economic

*For Senate use only; not distributed to depository libraries.

j
UNITED STATES SENATE

98th Congress

AN-v5nif-3/8^

1984, No. 3

Senate Committee Hearings

Listed in Numerical Sequence

February 1 through 15, 1984 Page 1 of 3

Number Title Committee

98-202,

Pt.4

98-259,

Pt.2

98-361,

Pt.3

98-403,

Pt.2

98-534

98-535,

Pt.l

98-536

98-537

98-538

98-539

98-540

98-541

98-542

98-543

Hotel Employees & Restaurant Employees

International Union: Organized Crime in

Chicago

Role of Technology in Promoting Industrial

Competitiveness

(The complete designation for

S.Hrg. 98-259 is S.Hrg. 98-259, Pt.l.)

Department of Defense Appropriations for

Fiscal Year 1984

Department of Transportation and Related

Agencies Appropriations for Fiscal

Year 1984

Followup Hearings on District of Columbia

Appropriations for Fiscal Year 1984

The Regulatory Reform Act

(This item was printed with the

incomplete identifying number

"S.Hrg. 98-535." The complete

designation is S.Hrg. 98-535, Pt.l.)

Nuclear Non-Prol iferation Act

1983-84 Miscellaneous Tax Bills— VI:

S. 1066, S. 1550, S. 1557, and S. 1666

Defense Spending Commitments

Federal Aviation Administration's Facility

Consolidation Report

The Federal Firearms Owner Protection Act

Trademark Counterfeiting Act of 1983

To Admit Certain Passenger Vessels to the

Coastwise Trade

Clean Air Act Amendments of 1983

Governmental Affairs

Commerce, Science, and Transportation

Appropriations

Appropriations

Appropriations

Judiciary

Foreign Relations and

Governmental Affairs

Finance

Appropriations

Appropriations

Judiciary

Judiciary

Commerce, Science, and Transportation

Environment and Public Works

35
UNITED STATES SENATE

98th Congress

Senate Committee Hearings

Listed in Numerical Sequence

1984, No . 3 February 1 through 15, 1984 Page 2 of 3

Number Title Committee

98-544 Helmut A. Merklein Nomination Energy and Natural Resources

98-545 Health Promotion and Disease Prevention

nmenaments 01 ijoo

Labor and Human Resources

98-546 Nominations

^ Ddl Ilcb , UalMcb , cl dl>) tu Vai lUUi

positions in the Environmental Protection

Agency j aiso hi ms, wi i nam riemDer,

Council on Environmental Quality;

Speck, Samuel W., Associate Director,

rcllci a I Oiler yciiujr riaiiayciiicii L MyciH-j, aiiu Hilmes, Brig. Gen. Jerome B., Member,

Mississippi River Commission

Environment and Public Works

98-547 Oversight of the Legal Services

corporation, xyoj

Labor and Human Resources

98-548 Naval Petroleum and Oil Shale Reserve Armed Services

98-549 emerging irenas in ine nrmy s niumumnon

Program

Armed Services

98-550 Federal Assistance to State and Local Law

tn to r cement —rr l sons Judiciary

98-551 Ar -i rl Rain 1 Qft "3 ML 1 U rvd III, 1 30J Environment and Public Works

98-552 io uiarny tne Mutnority ot tne uiTice ot

the Special Counsel and the Federal

Labor Relations Authority

Governmental Affairs

98-553 Medicare Hospice Regulations Finance

98-554 Home Rule Act Amendment Governmental Affairs

98-555 Administrative Law Judge Corps Act Judiciary

98-556 Reform of Corporate Taxation Finance

98-557 Miscellaneous Tariff Bills, 1983-84 Finance

98-558 Age Discrimination and Overseas

Americans, 1983

36

Labor and Human Resources
UNITED STATES SENATE

98th Congress

AN-v5n4-3/84

1984, No. 3

Senate Committee Hearings

Listed in Numerical Sequence

February 1 through 15, 1984 Page 3 of 3

Number Title Committee

98-559

98-560

98-561

98-562,

Pt.l

98-563

98-564

98-565

98-566

98-567

98-568

Nomination

(Phillips, Susan E., of Virginia, to be

Director, Institute of Museum Services)

National Outdoor Recreation Resources

Review Commission

Collection of Criminal Fines

Quality of Education, 1983

Human Rights

Crime Victims' Assistance Programs

Oversight of the Household Goods

Transportation Act of 1980

Legal Services Corporation Act Amendments

of 1983

Cargo Preference

National Security Decision Directive 84

Labor and Human Resources

Governmental Affairs

Governmental Affairs

Labor and Human Resources

Foreign Relations

Judiciary

Commerce, Science, and Transportation

Labor and Human Resources

Commerce, Science, and Transportation

Governmental Affairs

37
UNITED STATES SENATE

98th Congress AN-v5ni+-3/84

1984, No. 3

Senate Committee Prints

Listed in Numerical Sequence

February 1 through 15, 1984 Page 1 of

Number Title Committee

98-145* Publications List

(For 96th, 97th, and 98th Congresses)

Energy and Natural Resources

*For Senate use only; not for depository distribution.

38

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