|T H E   W H I T E   H O U S E

OMB Bulletin No. 95-01

Help

Text Only | T H E   W H I T E   H O U S E | OMB Bulletin No. 95-01 | Help

Text Only
|---------------------------------------------------------------------- | ----------------------------- | ---------------------- | ---------------
|T H E   W H I T E   H O U S E                                          | OMB Bulletin No. 95-01        | Help

Text Only       

|
|

|December 7, 1994 
OMB BULLETIN NO. 95-01TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTSSUBJECT: Establishment of Government Information Locator 
         Service.1. Purpose.  This Bulletin establishes a Government Information 
Locator Service (GILS), as envisioned in The National 
Information Infrastructure: Agenda for Action, Information 
Infrastructure Task Force (September 15, 1993).2. Authority. OMB Circular No. A-130, "Management of Federal 
Information Resources," Transmittal Memorandum No. 1, dated June 
25, 1993 (58 Fed. Reg. 36068, July 2, 1993), reissued on July 
25, 1994 (59 Fed. Reg. 37906).3. Applicability. This Bulletin applies to all departments and 
agencies in the Executive Branch.  Independent regulatory 
commissions and agencies are requested to comply.4. Agency and OMB Responsibilities. Attachment A hereto sets 
forth the applicable definitions, specifications, implementation 
schedule, agency responsibilities, and information contacts. 
GILS will identify public information resources throughout the 
Federal government, describe the information available in those 
resources, and provide assistance in obtaining the information. 
It will also serve as a tool to improve agency electronic 
records management practices.5. Termination Date.  This Bulletin expires three years from 
date of issuance.6. Effective Date.  This Bulletin is effective on issuance.Alice M. Rivlin 
DirectorAttachmentAttachment A 
Establishment of Government Information Locator Service 
1. Background. This Bulletin establishes the Government 
Information Locator Service (GILS) to help the public and 
agencies locate and access information throughout the U.S. 
government.  It is issued in furtherance of OMB Circular No. 
A-130, which encourages agencies to ensure public access to 
government information regardless of form or medium and to 
establish aids to locating agency information, such as catalogs 
and directories.  Similarly, it addresses a goal of The National 
Information Infrastructure: Agenda for Action which called for 
the establishment of a "virtual card catalog" of government 
information holdings.GILS will identify information resources throughout the 
Executive Branch, describe the information available, and 
provide assistance in how to obtain the information.  It will 
improve agencies' abilities to carry out their records 
management responsibilities and to respond to Freedom of 
Information Act requests.  It will also serve to reduce the 
information collection burden on the public by making existing 
information more readily available for sharing among agencies.GILS will consist of decentralized agency-based information 
locator records and associated information services.  It will 
use off-the-shelf communications and information technology 
products and services so that government information can be 
stored and retrieved in a variety of ways and in a variety of 
locations.2. Definitions.  As used herein:"Automated information system" means a discrete set of 
information resources organized using information technology as 
defined in OMB Circular No. A-130 for the collection, 
processing, maintenance, transmission, or dissemination of 
information which include Federal records as defined in 44 
U.S.C. 3301.  For purposes of this Bulletin, automated 
information systems do not include (1) electronic mail and word 
processing systems, (2) systems the existence of which are 
specifically authorized under criteria established by an 
Executive Order to be kept secret in the interest of national 
defense or foreign policy within the meaning of 5 U.S.C. 
552(b)(1), and (3) systems the knowledge of the existence of 
which would interfere with enforcement proceedings or otherwise 
be exempt from disclosure under 5 U.S.C. 552(b)(7)."GILS Core" means a subset of all GILS locator records which 
describe information resources maintained by Federal agencies, 
comply with the GILS core elements defined in Federal 
Information Processing Standards Publication (FIPS Pub.) 192, 
and are mutually accessible through interconnected electronic 
network facilities."Information dissemination product" means any book, paper, map, 
machine-readable material, audiovisual production, or other 
documentary material, regardless of physical form or 
characteristic, disseminated by an agency to the public. (OMB 
Circular A-130)."Locator" means an information resource which identifies other 
information resources, describes the information available in 
those resources, and provides assistance in how to obtain the 
information.3. Policy.Section 8(a) of OMB Circular A-130 provides that agencies have a 
responsibility to "record, preserve and make accessible 
sufficient information to ensure the management and 
accountability of agency programs and to protect both legal and 
financial rights of the Federal Government... provide 
information to the public consistent with their mission... [and] 
help the public locate government information maintained by and 
for the agency."  Inventories and finding aids can be an 
important tool to help other agencies and the public identify 
information which is available, as well as to help agencies 
carry out their responsibilities effectively to manage, schedule 
for disposition and archive their electronic records. 
Inventories also serve both to increase the efficiency of the 
dissemination function and to avoid unnecessary burdens of 
duplicative information collections.  The inventories of agency 
automated information systems and information dissemination 
products that are reflected in the GILS Core will serve these 
ends.Agencies may provide access to their GILS Core locator records 
either using their own information resources, through an 
information processing service organization in another agency, 
through an interagency cooperative effort, or through a 
contractor.  Each agency should establish one or more channels 
for access to its GILS Core locator records, balancing the goals 
of facilitating access by the public, assuring appropriate 
security of government information resources, and minimizing 
costs to the Government.  Direct Internet access to GILS Core 
locator records should be free of charge, particularly to 
depository libraries, other libraries, and members of the public 
with Internet access.  Other information dissemination products 
which include GILS records should be priced in accordance with 
the provisions of Circular A-130.Agency GILS are to be established and maintained in accordance 
with FIPS Pub. 192.  As specified in FIPS Pub. 192, the GILS 
Profile provides the mechanisms for navigating among Federal 
government locators through specifications given for the GILS 
Core locator records.  Direct users of GILS must be able to use 
nonproprietary software to access and retrieve information from 
information sources conforming to FIPS Pub. 192 and the 
associated GILS Profile.  Public domain software that supports 
access to GILS will be available from the Government Printing 
Office, the National Technical Information Service, and the 
Clearinghouse for Networked Information Discovery and Retrieval.GILS will become an integral part of the Federal government's 
overall information management and dissemination infrastructure, 
and will ultimately facilitate both identification and direct 
retrieval of government information.  As a first step, agencies 
should inventory their existing holdings and institute adequate 
information management practices.  To the extent practicable, 
agency GILS should contain automated links to underlying 
databases to permit direct access to information identified in 
the GILS.4. Responsibilities.a. All Federal Agencies.  The head of each agency should:(1) By December 31, 1995, compile an inventory of its 1) 
automated information systems, 2) Privacy Act systems of 
records, and 3) locators that together cover all of its 
information dissemination products.  Each such automated 
information system, Privacy Act system of records, and locator 
of information dissemination products shall be described by a 
GILS Core locator record that includes the mandatory GILS Core 
Elements, and appropriate optional GILS Core Elements as defined 
in FIPS Pub. 192 and 36 CFR 1228.22(b).  Agencies should also 
supplement the GILS Core Elements with other data elements 
suitable for specific agency records management and information 
dissemination needs and objectives.  Similar information 
dissemination products and automated information systems may be 
identified by a single GILS Core locator record, provided that 
the locator record clearly identifies the number and scope of 
items aggregated.  Privacy Act systems of records should, 
however, be identified individually.(2) By December 31, 1995, make its initial GILS Core locator 
records available on-line in a form compliant with FIPS Pub. 192 
and the related application profile.(3) By June 30, 1996, review the information resources 
identified in the agency inventory of automated information 
systems and GILS Core locator records for completeness and to 
determine the extent to which they include Federal records as 
defined at 44 U.S.C. 3301.  For all Federal records covered by 
the inventory, the agency shall determine whether they are 
covered by a records disposition schedule authorized by the 
Archivist of the United States.(4) By December 31, 1996, submit to the Archivist a request for 
disposition authority proposing schedules for unscheduled 
records in the information resources described in the GILS Core 
locator records.  The agency should also advise the Archivist if 
it believes any information resource described in the GILS Core 
locator records has sufficient historical or other value to 
warrant continued preservation after the information is no 
longer needed in the agency.The inventories of agency automated information systems and 
information dissemination products that are reflected in the 
GILS Core should serve as the foundation for developing the 
records schedules proposed by the agency.  When an agency needs 
to retain different categories of records covered by a GILS Core 
locator record for different periods of time, the agency should 
supplement the GILS Core locator record by describing each 
category.  Agencies should cite the applicable disposition 
authority in the GILS Core element for "supplemental 
information" for entries that cover records that have been 
scheduled.When information dissemination products are part of an on-going 
series, the agency may submit a proposed records schedule which 
applies to the entire series.  The schedule entry describing 
such a series may refer to GILS Core locator records to 
supplement the series description included in the request.(5) Continually update its inventory and GILS Core locator 
records as new information dissemination products and automated 
information systems are identified.b. Department of Commerce.  The Secretary of Commerce should:(1) Designate an initial Chair for the Government Information 
Locator Services Board, established pursuant to section 5, 
below.(2) Maintain FIPS Pub. 192 specifying a GILS Profile with 
mandatory application for Federal agencies establishing locators 
and inventories of government information.(3) Determine the need for and develop appropriate procedures, 
as appropriate, to identify and validate commercial software 
packages for compliance with FIPS Pub. 192.c. National Archives and Records Administration. The Archivist 
of the Unites States should:(1) Publish guidance and provide, on a reimbursable basis, 
training to Federal agencies on the development of records 
inventories, determining records retention needs, and on 
describing information dissemination products and automated 
information systems using GILS Core Elements.(2) Use GILS entries as an information resource in its records 
disposition and evaluation programs.(3) Cooperate with agencies to reduce reporting burdens and 
facilitate scheduling of records by accepting GILS data entries 
when they provide the information required on Standard Form 115, 
Request for Records Disposition Authority.d. General Services Administration. The Administrator for 
General Services should include commercial software packages 
that implement FIPS Pub. 192 on appropriate Federal Supply 
Schedules.e. Interagency Committees. Interagency committees which promote 
access to and use of Federal information are encouraged to 
coordinate the efforts of their participating agencies in 
developing their respective GILS inventories and interagency 
topical locators when appropriate to their respective missions. 
Where there is a consensus on the high secondary use value of 
basic data maintained by multiple agencies, interagency 
committees should coordinate the development of aggregate 
information products to meet specific needs identified by 
communities of interest.  These committees include, but are not 
limited to, the Committees of the National Science and 
Technology Council, the Federal Geographic Data Committee 
(FGDC), the Commerce, Energy, NASA, NLM, Defense Information 
Committee (CENDI), and the Federal Information Resources 
Management Policy Council (FIRMPOC).f. Information Processing Service Organizations. Any agency 
that operates an information processing service organization, as 
defined in OMB Circular No. A-130, capable of providing on-line 
access, or other dissemination service, suitable for providing 
public and interagency access to the GILS, may provide such 
service for other agencies on a cost reimbursable basis.5. Government Information Locator Service Board.  There is 
established a Government Information Locator Service Board to 
evaluate the development and operation of the GILS.  Membership 
on the Board will include representatives of the Director, 
Office of Management and Budget, the Secretary of Commerce, the 
Secretary of the Interior, the Archivist of the United States, 
and the Administrator of General Services.  The Public Printer 
and the Librarian of Congress will be invited to participate as 
appropriate.  The Board may ask the heads of other agencies to 
designate representatives to serve on the Board or on task 
forces established by the Board, and should regularly seek 
comment from State and local governmental entities, interested 
non-governmental organizations and the public on the operation 
of the GILS.  The Board will prepare and disseminate publicly an 
annual report that evaluates and recommends enhancements to GILS 
to meet user information needs, including factors such as 
accessibility, ease of use, suitability of descriptive language, 
as well as the accuracy, consistency, timeliness and 
completeness of coverage.6. Information contacts.General policy questions: Peter N. Weiss, Information Policy 
Branch, Office of Information and Regulatory Affairs, Office of 
Management and Budget, Room 10236, New Executive Office 
Building, Washington DC 20503. Telephone: (202) 395-3630.Records management and archival questions: James J. Hastings, 
Director, Records Appraisal and Disposition Division, National 
Archives and Records Administration, Washington, D.C. 20408. 
Telephone: (301) 713-7096.Questions regarding FIPS Pub. 192: Shirley Radack, National 
Institute of Standards and Technology, Gaithersburg MD 20899. 
Telephone: (301) 975-2833.General technical questions: Eliot Christian, Information 
Systems Division, United States Geological Survey, 802 National 
Center, Reston, VA 22092.  Telephone: (703) 648-7245. 
Electronic mail: [email protected].7. No Private Right of Action.  Nothing in this Bulletin shall 
be construed to confer a private right of action on any person.The Budget
 | 
Legislative Information
 | 
Management Reform/GPRA
 | 
Grants Management
Financial Management
 | 
Procurement
        Policy
 | 
Information &
        Regulatory Policy

Privacy Statement
|------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------