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U.S. Government Printing Office

Number 10

Assistant Public Printer (Superintendent of Documents)

GP 3.27:10 June 1975

DEPOSITORY LIBRARY COUNCIL

MEETS AT STORRS,

CONNECTICUT

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

Connecticut on April 14 and 15, 1975

during the Federal Documents Regional Conference hosted by the University of Connecticut.

Peter J. Paulson, Director of New

York State Library in Albany was

elected Chairperson of the Council,

and Margaret Lane was elected ViceChairperson. Ms. Lane is Recorder of Documents, Secretary of State's

Office, Baton Rouge. La. Y. T. Feng,

Assistant Director of Research Services at Boston Public Library was apP'-'nted Secretary. The elections and

i, )intments were approved by the

PijDiic Printer, T. F. McCormick.

Reports were given by the Standards, Inspection, Micrographics and

Bibliographic Control Committees. A

new committee on Depository Law was constituted.

Staff Director of the Joint Com

mitteeon Printing, Mr. Denver Dicker son attended.

Council members attending were

Peter J. Paulson, Margaret Lane

Y. T. Feng, Catharine J. Reynolds

Maryan E. Reynolds, Maryellen Traut man, Carper W. Buckley, Ruth Smith

Anthony Miele, Jane Hammond, and

James C. MacCampbell.

Government Printing Office staff present were: Public Printer T. F. McCormick, Assistant Public Printer (Superintendent of Documents), Welling- ton H. Lewis, John D. Livsey, Norman

N. Barbee, William G. Kerr, Jennie

Cross, and Helen Holt. The Council's next meeting is planned for October.

Mr. William G. Kerr joined the

staff of the Assistant Public Printer

(Superintendent of Documents) on March 17, 1975 as Special Assistant

for Library Liaison. He will maintain

contact with depository libraries and

library associations interested in gov- ernment documents concerning the

development of policies and guidelines designed to improve the effec- tiveness of the depository library

program.

During the past 7 years, Mr. Kerr has been the librarian of Eisenhower

College, Seneca Falls, New York His

prior Federal service includes 7 years

with the United States Military Academy Library at West Point and 8 years

in Europe and North Africa with the

United States Air Force Library Sys- tem. Mr. Kerr is a graduate of Middlebury College, Vermont and McGill

University, Montreal, Canada.

Mr. Kerr may be reached by tele- phone at the Office of the Assistant

Public Printer (Superintendent of Documents) 202-376-2283 or at the Eisenhower Warehouse complex

in Alexandria, Virginia, 703-557-

2198.

Initiating Printing

at tlie

Government

Printing Office

The Government Printing Office

prints material which is published by

Federal agencies. Various factors determine whether an agency will print a publication on its own or send it to the GPO. For example, jobs requiring

a large number of copies, or more

complicated processes than can be

handled at the agency's own printing

facility will be sent to the GPO.

continued on page 3

1
sFocus on the Monthly Catalog^g

Indexing: The Issuing Agency as

Subject Heading

graphic indexing as outlined above.

Only series with non-distinctive titles such as CCPM pamphlet or IB series were indexed under their issuing

agencies since there was no other

particular subject under which the

series could be indexed. A decision

has been made recently to index all series under the issuing agency as a further aid to documents users in finding series titles. Congressional publications are In dexed under the issuing committee

for the particular series: Hearings, re- ports, committee prints. As with the

monographs, the individual title of a hearing, report or committee print

would be indexed under the issuing

committee only if it is about that

committee.

From time to time, librarians indi- cate to us that they are in the habit

of searching for publications in the

index of the Monthly Catalog under

the issuing agency, but that they are

not finding the titles there. We index monograph publications

under the issuing agency only when

the publication is about that agency

or a particular facet of it. For example,

the Annual Report of the Civil Service

Commission would be indexed under

Civil Service Commission and Population Research at the National Insti- tutes of Health under National Insti- tutes of Health as well as Population.

A title, however, such as Reducing

Infant Mortality, Are We Doing

Enough? would be indexed only under

the relevant subject headings not under its issuing agency. Community

Health Services Bureau, since the

agency and its activities are not in any way the subject of the text. The list of government authors ap- pearing in the preliminary pages of the Monthly Catalog should be used

in lieu of the index when searching

for a publication by the issuing

agency. Each Department and its subordinate bureaus appearing in the particular issue of the Catalog are

listed and the beginning entry number for each specific author is indi- cated. By checking the various entries one can tell at a glance whether the

publication of a specific agency

appears.

In the past, series indexing con- formed to the practice of monoSubject Heading Revision

Project

A group of four catalogers is now

engaged in a thorough revision of

Monthly Catalog subject headings.

The thrust of this project is to update

and rationalize headings and cross- references by a review of all current and new headings. Obsolete headings

are being changed or eliminated, but

certain of these will be included in

1 975 indexes as references to current headings for convenience of the user during this transition period. Pro- posed new headings are reviewed by

the task force prior to use, and are modified as necessary before ap- proval. It is expected that this will be a lengthy project; consequently

changes will be instituted in the indexing as they are approved. Any

feedback on these changes is wel- come, and will be passed along to members of the revision group.

Notice of New Classification

Numbers

One of the items featured in tf

preliminary pages of the Monthly

Catalog is a list of the new classes

that have been set up. In the past, the

class number was listed in the Catalog that contained the specific entry

for that new class. However, there was often a delay between the time

the new class was made and the time

that it was entered in the Catalog.

To eliminate this delay, a new practice of listing the classes as they are made has been instituted. The actual

entries will appear in subsequent

catalogs or in the appendix to the

February Monthly Catalog if it is a

periodical.

Some major new classes are: EDUCATION DIVISION, DHEW: HE 19. Education Office: HE 19.100: (for- merly HE 5.)

National Institute of Education:

HE 19.200: (formerly HE 18.)

National Center for Education Statistics: HE 19.300.

ENERGY RESEARCH AND DEVELOPMENT ADMINISTRATION: FE 1. CONGRESSIONAL BUDGET OFFICE:

Y 10. BUDGET COMMITTEE, SENATE:/'

4. B 85/2: {

BUDGET COMMITTEE, HOUSE: Y 4.8^

85/3.

NUCLEAR REGULATORY COMMISSION: Y3.N 88:

2
How To Fill Out a

Claim Form

Since the switch to the new claim

form format, several questions

have arisen concerning their use. Here are some guidelines to help in using the new form correctly.

If a complete shipment is claimed:

• Selective depository libraries should call or write to the Library

Division for a copy of the appropriate shipping .list, or obtain a copy

from a local depository library.

• The library should then circle the

item numbers to which it is entitled.

• The depository library number

should be written on each separate

page of the shipping list as a means

of identification. We have filled several claims for complete shipments

but cannot mail them out because

in the course of handling the

shipping list became detached

from its envelope, and the shipping

list was not marked with the library

number or name.

• The claim form should be

checked in the box Check here for complete shipment, and then at- tached to the shipping list. The

completed shipping list and claim

form should be returned to: Assistant Public Printer

(Superintendent of Documents)

Library Division (SLL)

Washington, D.C. 20401

• Regional Depositories need re- turn only the claim form with the

box Check here for complete shipmenlji marked since they receive all items. The claim form should be

properly identified with the library

number.

If only several items in a shipment are claimed:

• A separate claim form should be

filled out for each separate item. As

a rule of thumb, if there are five items or less the library should fill out five separate forms. If there are more than five items, the procedure

for claiming a complete shipment

could be used.

Initiating Printing

) at tlie

Government

Printing Office

continued from page 1 As a printer, the GPO has no jurisdiction over the content of individual

publications, or their size. The GPO,

however, can advise on technical matters, such as the type of paper to be

used. Occasionally the GPO is asked

to add art work to publications; this

is prepared in the Typography and

Design Section.

The agency sends the text copy

with a requisition to the Planning

Service of the GPO. The planners

write up work orders, or jackets, containing complete printing instructions

for the publication. After the jacket

is made up, the decision is reached

to either print the publication at the

GPO, or to contract it out to a commercial printer. Since the GPO is basically a "black and white print

shop" any publication incorporating

extensive use of color, or special

processes, must be contracted out.

l|out 70 percent of all material is

, 'nted by contractors, including all material handled by the 14 Regional

Printing Procurement Offices located

throughout the country. One can tell

if a particular publFcation was printed

at the G°0 proper or by a contractor by looking at the imprint which ap- pears near the end of a publication.

A white star in front of the words

"Government Printing Office" indi- cates the publication was printed by

a contractor. This is not to be con- fused with the black star in the

imprint on Congressional Reports,

which indicates a corrected copy. These reports, along with other Congressional material such as hearings

and bills, are printed at the GPO, and

are not contracted out.

When the jacket is being prepared,

the GPO orders depository and sales

copies of the publication. The GPO

decides whether or not to sell a particular publication on the basis of -jency recommendation and past ex- frience with similar publications.

The Planning Service determines how

many copies will be needed for de- pository with information supplied by

the Library Division.

Duplicate

Shipments?

If a depository library receives a

,

duplicate shipment it should notify

the Library Division either by phone

or mail immediately. Duplicate shipments often mean that there is a dis- crepancy with the mailing labels and we would like to correct it as soon as

possible. If another factor is the cause

of the duplication early handling of the problem is also important.

So, when you receive one duplicate

shipment get in touch with Mrs.

Pauline Lieb at 703-557-9013 or

write to her at the Library Division

(SLL), Government Printing Office,

Washington, D.C. 20201, as soon as

possible, and advise her of the

situation.

The Numerical

List and

Schedule of

Volumes

Many librarians have inquired as

to whether the Numerical List and

Schedule of Volumes has been dis- continued, since the last issue they

have received covers the 92d Congress, 1st Session.

The Numerical List and Schedule

of Volumes has not been discontinued, it is merely late due to a

variety of factors. For one, recent sessions of Congress have been

longer than previous sessions, thus, more reports and documents are continued on page 4

3
The Numerical

List and

Schedule of

Volumes

continued from page 3

generated. It is not possible to begin

preparation of the Numerical List and

Schedule of Volumes until we can

ascertain exactly what documents

and/or reports are yet to be printed

for the Session, and the printing for- mat of each.

The Numerical List of the 92d

Congress, 2d Session has been sent

to depository libraries. The List of the

93d Congress, 1st Session, is in preparation and copy will be ready to go to the printer shortly.

Questions and

Answers

Q. Why have item cards been printed on thin paper in the recent past?

A. There have been several surveys

that we wanted to expedite as quickly as possible so we printed the item

cards on the paper and machinery

Kresge Library's Documents De- partment at Oakland University,

Rochester, Michigan, uses the

Monthly Catalog in place of a card

catalog to gain access to the government documents collection which is housed separately and arranged by

the Superintendent of Documents

Classification System.

Each time a new Monthly Catalog

arrives, all depository items listed in the Monthly Catalog are checked

against the list of items received by

Kresge Library. A slash mark is placed on the item "dot" and on the

entry number for those titles received

by the Library. This immediately indithat we had available at the time.

Several more of the surveys may be

in the works at present, but in the

future we will return to the previous

format of item card.

Q. How do I get my ideas and sug- gestions for the administration and

use of documents printed in the

Librarian's Exchange coiumn?

A. Submit your ideas to Editor, Public

Documents Highlights, Library and

Statutory Distribution Service, Government Printing Office, Washington,

D.C. 20401.

Q. Please furnish us with a list of commercial dealers of government

publications.

A. We do not maintain a list of such

firms nor do we name individual firms

that we may be familiar with.

Q. After a selective depository library

has offered unwanted publications to

its Regional Depository is it required

that discarded documents be sold to a scrap dealer with proceeds sent to the GPO?

A. No. Selective depositories may

discard unwanted publications in any manner in which they see fit. For ex- ample, they may wish to offer the

publications to another educational

institution. When the publications are

sold to a scrap dealer or other cus- tomer, however, the money must be

sent to the GPO, since publications

offered through depository distribution always remain the property of the

U.S. Government.

Q. Why does distribution of sales

publications take priority over districates to the Monthly Catalog user

that the document marked in this way

is owned by the Library. Any other

documents received on non-depository status are also marked with a slash on the entry number.

Since the documents are not cata- loged, the Acquisitions Department

sends the LC proof slips with GPO

imprints to the Documents Department where they are filed alphabetically by title. Even though the Library

of Congress does not catalog all gov- ernment documents, the proof slips

often prove helpful in identifying re- quests for documents quickly.

4

bution of depository publications?

A. When publications are ordered

printed, the sales and depositor*'-

copies are ordered separately a(

forwarded to separate locations fo» handling so that depository copies

would not be offered for sale. The

depository distribution process has

encountered several problems re- cently, creating a backlog of publications that have not been mailed. The

Library and Statutory Distribution

Service is working hard to eliminate

these problems so that in the future

a specific publication will be mailed

to the depositories at the same time

that it is offered for sale.

Q. When will price lists be printed

again?

A. The price lists in their old format

have been discontinued with the ex- ception of PL 36, Government Peri- odicals and Subscription Services.

We are now preparing Subject Bibli- ographies which contain more defini- tive subject categories. These will be

surveyed, distributed to depositories,

and listed in the Monthly Catalog as they become available.

Q. Whom should I call for information on depositories and the Month'"

Catalog?

( A. For information on depository

libraries call Mrs. Pauline Lieb at 703-557-9013.

If you have questions about the

Monthly Catalog, call Mrs. Louise

Robbins at 703-557-9014. For questions concerning classification call Len Hodges at 703-557-9015.

Public Documents Highlights is circulated bi-monthly by the Superintendent of Documents, Washington, D.C. 20402, and is mailed at

first class postage rates. Public Documents Highlights is intended primarily for librarians of the Federal

Depository Library Program. Material

proposed for circulation may be

submitted to the Editor, Public Documents Highlights, Library and Statu- tory Distribution Service. Governmer*

Printing Office, Washington, D.t 20402. The Superintendent of Documents, however, retains the right to accept such material, to edit it, and

to assign priorities of circulation.

LIBRARIAN'S EXCHANGE