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Frequently Asked Questions (FAQ)Questions
Answers1. I'm confused about the various FDLP passwords. Please explain.LPS has issued two passwords, an external and an internal password. The external password is for used for applications external to the FDLP. An example of this is when agencies allow depository libraries special no-fee access to one or more of their subscription services. At present there is only one such application in place, the Environmental Health Information Service, which is fully explained in the December 15, 1997 issue of Administrative Notes. The internal password is used for applications in order to conduct FDLP administrative business. Examples of this are to update item selections or directory information and to complete the Biennial Survey. There is a SPECIAL password for STAT-USA. This password issued by Stat-USA for the use by depository libraries. If you do not have a password for this service, you may receive one by completing the registration form and faxing it to LPS. The form is available from the FDLP Desktop in either an HTML or pdf version. Your library director must sign the form. 2. When I do a search of the Catalog of U. S. Government Publications (CGP) on the Web, the results screen often lists entries with both a URL and a PURL. When I check the links, sometimes the URL will not work but the PURL does. Shouldn't they BOTH work?The URL provided in the CGP was the one in existence at the time the cataloging record was created by LPS staff. It is provided for information purposes, and LPS makes no attempt to update or change it. LPS does update and maintain the corresponding PURL to insure a live link. 3. My library would like to drop depository status. What procedures must be followed to do that?Procedures to voluntarily relinquish Federal depository library status are located in Chapter 1, C. Depository Termination Procedure in the Instructions to Depository Libraries. The library director must send a letter to: Judith C. Russell 4. Are depositories allowed to network FDLP CDs on a LAN?The CDs that libraries MAY NOT LOAD to a network because of licensing retrictions include:
A generalization to use is to review the insert accompanying the product. If there is a named software product discussed, there is a good chance that you may not load it on more than one machine. The Census products are the largest category of what we distribute and these do not require additional permission to load on more than one machine. 5. What do the format designations mean in the List of Classes? I'm especially confused about the difference between the (E) and (EL) designations.
This issue was explained in the article "Format Designations for Electronic Products Clarified", in he March 31, 1997 Issue of Administrative Notes Technical Supplement. 6. Can GPO offer recommendations for computer hardware and software purchases for my depository, so that we can take full advantage of the FDLP's computer and Internet products and services?LPS provides minimum technical requirements, which all depository libraries must meet. Also to assist depository library staff, each year LPS issues recommended specifications for new purchases. These are both announced in Administrative Notes and posted on the FDLP Desktop at: http://www.access.gpo.gov/su_docs/fdlp/computers 7. How can I tell if GPO has created a PURL for a specific URL to a government publication?Try our PURL Search Form. It allows you to determine if a URL of a particular PURL within our collection, or vice versa. 8. How long should I hold on to outstanding claims before closing them out?Please follow the claims instructions contained in the "Instructions to Depository Libraries" manual when claiming missing items. GPO asks libraries to claim any missing materials immediately. Valid claims are honored within sixty days of the shipping list date, and are filled as long as a supply of claims copies remains available. In the event claims copies are unavailable, libraries receive notification of "exhausted claim" on the shipping list used to initiate the claim. Libraries claiming items not in their selection profile also receive a response. Filled claims and responses to claims are sent back through outgoing shipment boxes. Claims dating back beyond 120 days should probably be closed out, as claims copies for these shipments are exhausted. 9. How does GPO distribute some key materials to ALL depository libraries? Is that somehow related to item numbers 0556-C and 1004-E?Item numbers 0556-C and 1004-E are used by LPS to distribute, on occasion, key materials to ALL depository libraries. Item number 0556-C is used for GPO and other agencies' documents, and item number 1004-E is used for Congressional materials. Item number 1004-E was assigned to the Federal Depository Library Directory, when it was a Joint Committee on Printing publication under Y 4.P 93/1-10: . This publication is now published by LPS and distributed under item number 0556-C, class GP 3.36/2:. Item number 1004-E does not currently appear in the List of Classes because at this time, no specific classification stem is associated with this item number. However, it is an active item number and will be used again to distribute key Congressional publications to ALL depository libraries. Depository libraries are reminded NOT to deselect item numbers 0556-C and/or 1004-E. 10. HELP - I'm unable to locate the WEBTech Notes link - did it move/discontinue? I'm not sure of exact link (bookmarked short cut), but the last known link was www.access.gpo.gov/su_docs/dpos/webtech.html. What happened?In 2000, LPS transitioned its FDLP Administration Web site to the enhanced FDLP Desktop. Existing URLs were changed, from www.access.gpo.gov/su_docs/dpos/ to www.access.gpo.gov/su_docs/fdlp/, with many new subdirectories. Also a number of new files were added. Until just recently an automatic system redirect was in place that sent anyone who used an old FDLP Administration URL, with /dpos/in the URL, to the FDLP Desktop homepage, at http://www.access.gpo.gov/su_docs/fdlp/index.html. However, it became necessary to remove that system redirect. If you have been using old FDLP Administration Web site URLs, which include /dpos/ in the URL, and have not already done so, please visit the FDLP Desktop homepage, at http://www.access.gpo.gov/su_docs/fdlp/index.html, and reset and add to your bookmarks/favorites from the offerings linked to there. 11. I have a number of questions about maps and the FDLP. Can you help me?Six detailed map FAQs were included in the June 15, 2001 issue of Administrative Notes. See them in the section entitled "Answers to Frequently Asked Questions about Maps" Specifically the questions answered were:
General information about maps can be found in Chapter 3 of the Federal Depository Library Manual (1993) 12. As I was doing some preplanning for our Annual Selection I noticed that a lot of our selected items are now EL. I realize that one advantage to selecting them is to up ones selection percentage without using up shelfspace. However, if anyone can access the items online is there any real reason to select the items other than selection count?There are a couple of advantages to having EL selections in your profile. For libraries that subscribe to cataloging records services such as Marcive, Auto-graphics, or OCLC, their profile is based on item selections. If they don't select the EL items, they won't receive cataloging records (or record updates) for those items. If your library does not subscribe to any of these services, this is not an issue. Another reason for keeping the EL selections in your profile is for those using locator services such as the Catalog of U.S. Government Publications, which links to "locate libraries" that receive this item. This can be used as a referral service of sorts for people who want related materials. For example, if they know you "select" Condition of Education (EL) they know this is a subject area in which your library collects materials and may come into the library seeking related materials that are not available online. Should you choose not to have the EL items in your selection profile, you should revise your collection development policy to reflect your decisions to provide access to the EL format. You will also have to think about how your are going to provide this access (e.g., catalog Web sites, make links from the library Web site) so the public and your primary clientele know about these titles. This will also justify your average selection rate being out of kilter with libraries of a similar size and type. I know you are not asking about substituting, but some of the questions raised and issues discussed in FDLP Guidelines on Substituting Electronic for Tangible Versions of Depository Publications are similar. The electronic information environment certainly complicates collection development issues. 13. How can I get a needed copy of a microfiche contractor produced shipping list? I used to get them from GPO's U.S. FaxWatch Service, but that service was discontinued.All depository libraries should continue to receive all microfiche contractor produced shipping lists. To ensure that all lists are received, we recommend using the following options for obtaining a needed microfiche contractor produced list that you did not receive:
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