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REGISTRATION FORM SPRING 2002 DEPOSITORY LIBRARY COUNCIL MEETING E-Mail , FAX or Mail to: Mr. William ThompsonLibrary Programs Service (SL) U.S. Government Printing Office Washington, DC 20401 Fax: (202) 512-1432 Email: wthompson@gpo.gov [ ] Yes, I plan to attend the spring 2002 meeting of the Depository Library Council in Mobile, Alabama. ___________________ Preferred "nickname" for your name badge. Please type or print clearly: Name _________________________________________________________________________ Institution ______________________________________________________________________ Library/Office ___________________________________________________________________ Address _______________________________________________________________________ City/State/Zip Code ______________________________________________________________ Telephone (include area code) _____________________________________________________ E-mail Address _________________________________________________________________ FAX __________________________________________________________________________ Special Needs __________________________________________________________________ Emergency Contact Name ________________________________________________________ Emergency Contact Phone ________________________________________________________
DLC will seek to make accommodations for attendees with disabilities. Please specify needs when returning this registration. Further, if you have a medical condition, you may want to list someone to contact in case of an emergency.
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Access and Federal Depository Libraries [The following talking points were drawn up to facilitate discussion at the Council session scheduled for 3:30 p.m. on Tuesday, April 23.] Recent events have had a dramatic impact on information dissemination policies at the Federal, state, and local government levels. Withdrawal of Federally published information has received a great deal of attention recently in the depository library community. However, free public access to information may also be adversely affected by policies implemented by depository libraries themselves. These policies also merit close scrutiny and discussion. Free public access to Federal Government information is of paramount importance to the Library Programs Service. It is at the core of the Federal Depository Library Program, as mandated by Title 44, U.S. Code, Chapter 19. According to the Instructions to Depository Libraries, July 2000, Free access as defined by GPO means that any member of the general public can use Government information products in all media at the library without impediments. Providing free access by the general public to the resources of the documents collection, including electronic resources, is a fundamental obligation of all Federal depository libraries…. Access policies, posting of signs, World Wide Web pages, and public service hours for depository patrons must conform to this requirement. Depository libraries must ensure that their security or access policies, or those of their parent bodies, do not hinder public access to depository materials. Recent instances of impediments to patron access in depository libraries include:
New policies are not needed to address these issues, which are covered under existing policies: Guidelines for the Federal Depository Library Program <http://www.access.gpo.gov/su_docs/fdlp/pubs/fdlm/guidelin.html> Instructions to Depository Libraries, July 2000 <http://www.access.gpo.gov/su_docs/fdlp/pubs/instructions/index.html> FDLP Internet Use Policy Guidelines Depository Library Public Service Guidelines for Government Information in Electronic Formats Managing the FDLP Electronic Collection: A Policy and Planning Document < Steps that libraries can take to check their own "Access Issues" include:
Preliminary Agenda Sunday, April 21 4:00 - 5:00 New Attendees Orientation 6:00 Informal pre-dinner get-together to network by food preference 7:00 - 10:00 Council Working Session (open to all) Monday, April 22 8:00 Coffee with Council & GPO staff 8:30 Welcome and Remarks 9:30 GPO Update 10:00 Break 10:20 GPO Update Continued 11:00 GPO Information Exchange 11:45 Depository Library Council Working Session (open to all) 12:00 Lunch 2:00 Depository Library Council Working Session (open to all) 2:00 New Documents Librarians (Informal Q & A session on depository issues with LPS staff) 2:00 GPO Access Open Forum 3:15 Break 3:15 Depository Library Council Working Session (open to all) 3:30 Effective Searching Strategies for the Catalog of Government Publications (CGP) 3:30 GPO Access Open Forum 5:00 Adjourn Tuesday, April 23 8:00 Coffee with Council & GPO staff 8:30 Council Plenary Session: Value of Participating in the FDLP: How Depository Coordinators Can Effectively Convey this Message to Library Administration (a response to Recommendation #5, Fall 2001) 9:15 Web Documents Digital Archive Pilot Project 10:00 Break 10:30 Depository Library Council Working Session (open to all) 10:30 USGS and Nuclear Regulatory Commission (Information dissemination policies in light of changes since September 11, 2001) 10:30 TBA 12:00 Lunch 2:00 Depository Library Council Working Session (open to all) 2:00 Discussion Session: Inspections & Addition of Peer Experts to Accompany Inspectors for On-Site Library Inspections (response to Council Recommendation #6, Fall 2001) 2:00 Electronic Competencies: Education and GODORT Standards 3:15 Break 3:30 Depository Library Council Working Session (open to all) 3:30 Discussion Session: Access & Issues in Federal Depository Libraries: Current Trends & Problems 3:30 Bibliographic Instruction, Government Documents & You: How to Incorporate Documents Into Your Library Instruction 5:00 Adjourn 7:00 Council Working Session (open to all) Wednesday, April 24 8:00 Coffee with Council & GPO staff 8:30 Depository Library Council Working Session (open to all) 8:30 Regional Librarians Meeting 8:30 URLS and PURLs in Online Public Access Catalogs & Web Pages 10:00 Break 10:30 Depository Library Council Working Session (open to all) 10:30 Regional Librarians Meeting 10:30 Using Online Processing Tools 12:00 Lunch 1:00 Council Plenary Session Wrap-Up & Recommendations 2:30 Council Adjourns
Members
TERM EXPIRES SEPT. 30, 2002:
Robert A. Hinton
Sharon A. Hogan
Mary Redmond
Andrea Sevetson
TERM EXPIRES SEPT. 30, 2003:
Charlene C. Cain
Cathy Nelson Hartman
Dena Hutto
Greta E. Marlatt
John A. Stevenson
TERM EXPIRES SEPT. 30, 2004:
Paul A. Arrigo
Daniel C. Barkley
Barbara J. Ford
John C. Kavaliunas
Roberta I. Shaffer
Item Selection Rate Averages by Size and Type of Library, January 2002 LIBRARY TYPE TOTAL AVERAGE ITEM SELECTION % BY LIBRARY SIZE <100K # % 100K-250K # % 250K-500K # % 500K-1M # % 1M-3M # % 3M-5M # % 5M-10M # % >10M # % Comm. College 63 29 26 5 1 0 0 2 0 Academic 660 24 101 124 142 182 45 33 10 Law 154 6 15 86 38 6 2 1 0 Fed. Agency 43 12 9 10 5 4 1 1 1 Fed. Court 14 3 7 2 1 1 0 0 0 Public 252 16 60 56 40 48 14 6 12 Serv. Acad. 4 0 1 0 2 1 0 0 0 0 State Court 36 11 14 8 2 0 0 0 1 State Lib. 44 6 6 5 5 15 4 2 1 Special 23 5 8 5 2 2 1 0 0 TOTAL 1293 Figures under the pound sign (#) represent the number of libraries of the designated size and type responding to the 2001 Biennial Survey. Figures under the percentage sign (%) denote the average percentage of items available for selection that are actually selected by the libraries. Size designations are based on the number of cataloged and uncataloged materials in the library system. All formats and all collections, depository and non-depository, under the purview of the depository’s library director are included. Data for library size and item selection percentage were derived from Questions 2 and 3 respectively of the 2001 Biennial Survey of Depository Libraries, from 1293 responding depository libraries.
Library Size (cataloged and uncataloged library items) (In column headings, K = thousand; M = million < 100,000 100,000 - 250,000 250,001 - 500,000 500,001 - 1,000,000 1,000,001 - 3,000,000 3,000,001 - 5,000,000 5,000,001 - 10,000,000 > 10,000,000
Library Type Comm. Coll. Academic - Community/2 Year College Library Academic Academic General Library - 4 year institution of higher learning (not law library) Law Academic Law Library Fed. Agen. Federal Agency Library Fed. Court Federal Court Library Public Public Library Serv. Acad. Service Academy Library State Court State Court Library State Lib. State Library Special Special Library
FDLP Guidelines for Determining [Revision of preliminary pages of the 1996 Superseded List] Background Once part of the Superseded List, these criteria for determining superseded materials were established to assist librarians at Federal depository libraries with decisions regarding the disposition of superseded materials under provisions of Title 44, United States Code, §1911 and in accordance with the Instructions to Depository Libraries. The criteria are useful in identifying obsolete, dated or ephemeral documents for removal from shelves, map cases, and microfiche and CD-ROM storage cabinets. Materials that meet these criteria may be discarded prior to the normal 5-year statutory retention period, without submitting them on a weeding list for Regional depository approval.
Discussion All depository librarians should note that these guidelines do not require that materials be discarded. Do not dispose of any material that might be vital to the collection or of use to library patrons. In fact, practices or services that have evolved in your library may require that you retain, rather than remove, material from the collection. Depository librarians should carefully consider the particular needs and collection development policies at their libraries before discarding any material. When keeping superseded materials, it is important to permanently mark them as "superseded" or "not current" because misinformation can be transmitted with outdated publications. Regional Depository Libraries Regional depository librarians agree that some superseded materials should be retained for long term public access. These items are identified by an "R." These items were designated by a consensus agreement of the Regionals, not by legal requirement of 44 U.S.C. §1911 and therefore they may change over time. Supersession Criteria The following may be considered superseded and disposed of by all libraries according to
A Note About EL Only Materials Publications in a given item number that have migrated to electronic format only (EL) status are guaranteed permanent public access. Therefore, if a library has a tangible title that is superseded by an online publication, the tangible version in the collection may be withdrawn according to established practice. A Note About CD-ROMs (or DVDs) Some agencies make CD-ROMs available to depository libraries that are compilations of publications. While some titles on the CD may be superseded, this may not be true for all the titles contained on the disc. Additionally the disc may contain monographs that are not superseded. Librarians should exercise caution when determining the retention status of these CDs. Corrected Copies When a library receives a corrected copy of a document, it replaces a publication previously distributed through the FDLP. The publication that was initially distributed should be removed from the collection and disposed of accordingly. This is done in order to prevent misinformation from being disseminated to the public. These copies are identifiable by the /CORR at the end of the Superintendent of Documents classification number. Related Resources These Guidelines are on GPO Access at <http://www.access.gpo.gov/su_docs/fdlp/coll-dev/supersede.html>.
Upcoming LPS Events
Spring Council Meeting April 21–24 Mobile, AL
Interagency Depository Seminar May 29-June 5 Washington, DC
Federal Depository Conference/Fall Council Meeting
Checklist for Updating Your Depository Library Directory Entry
To keep your library’s entry in the online Depository Library Directory current, it’s important to review it periodically, and easy to make changes online, at <http://www.gpo.gov/su_docs/fdlp/tools/ldirect.html>. The online directory is updated monthly. Changes received by mid-February are incorporated in the annual printed edition. LPS expects to distribute the 2002 paper edition in April. Checklist
Internet access at URL: http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/index.html
Spring Council Meeting
Mobile, Alabama
Depository Library Council to the Public Printer
Government and Legal Librarian
King County Library System
1111 – 110th Avenue NE
Bellevue, WA 98004-4508
425-450-1782 425-450-2469 (fax)
lindaf@kcls.org
Associate Librarian
Reference Team/University College Team
Government Documents
Indiana University-Purdue University Indianapolis
University Library, 2102A
755 West Michigan Street
Indianapolis, IN 46202-5195
317-278-2317 317-274-0492 (fax)
rhinton@iupui.edu
University Librarian
The University Library (m/c 234)
University of Illinois at Chicago
Box 8198
Chicago, IL 60680
312-996-2716 312-413-0424 (fax)
sahogan@uic.edu
Principal Librarian, Collection Acquisition
and Processing
New York State Library
Cultural Education Center
Empire State Plaza
Albany, NY 12230
518-474-5946 518-4740-5786 (fax)
mredmond@mail.nysed.gov
P.O. Box 11437
Takoma Park, MD 20913-1437
asevetson@hotmail.com
301/495-0320
Associate Librarian/Government Documents
Librarian
Paul M. Hebert Law Center
Louisiana State University
Baton Rouge, LA 70803-1010
225-388-4957 225-388-5773 (fax)
llcain@lsu.edu
Head, Government Documents Department
University of North Texas Libraries
P.O. Box 305190
Denton, TX 76203-5190
940-565-3269 940-565-2599 (fax)
chartman@library.unt.edu
Documents/Social Science Librarian
Reed College
3203 SE Woodstock Boulevard
Portland, OR 97202
503-777-7572 503-777-7786 (fax)
dena.hutto@reed.edu
Head, Information Services
Dudley Knox Library
Naval Postgraduate School
411 Dyer Road
Monterey, CA 93943
831-656-3500 831-656-2842 (fax)
gmarlatt@nps.navy.mil
Coordinator, Government Documents and Maps
Processing Unit
University of Delaware Library
181 South College Avenue
Newark, DE 19717-5267
302-831-8671 302-831-1046 (fax)
varken@udel.edu
Head Librarian
Lartz Memorial Library
Penn State Shenango
177 Vine Ave.
Sharon, PA 16146
724-983-2880 fax 724-983-2881
paa11@psu.edu
Interim Director
Government Information, Microforms and
Reference
Zimmerman Library
University of New Mexico
Albuquerque, NM 87131-1466
505-277-7180 505-277-4097 (fax)
barkley@unm.edu
Assistant Commissioner
Chicago Public Library
400 South State Street
Chicago, IL 60605
312-747-4070 312-747-4077 (fax)
bford@chipublib.org
Chief, Marketing Services Division
Marketing Services Office
Room 3021, Bldg. 3
U.S. Census Bureau
Washington, DC 20233
301-457-4090 301-457-2778 (fax)
john.c.kavaliunas@census.gov
3206 Winnett Rd.
Chevy Chase, MD 20815-3204
301-654-4535
suzy5noandro@aol.com
Superseded Materials
http://govdoc.wichita.edu/ddm
2002
Oct. 20–23 Arlington, VA
Administrative Notes is published in Washington, DC by the Superintendent of Documents, LibraryPrograms Service, Government Printing Office, for the staffs of U.S. Federal Depository Libraries. It is published monthly, onthe 15th day of each month; some months may have additional issues. Postmaster send address changes to: The Editor, Administrative Notes
U.S. Government Printing Office
Library Programs Service, SLLD
Washington, DC 20401
Editor: Marian W. MacGilvray (202) 512-1119 mmacgilvray@gpo.gov
A service of the Superintendent of
Documents, U.S. Government Printing Office.
Questions or comments: asklps@gpo.gov.
Last updated: May 7, 2002
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