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Administrative Notes: Newsletter of the FDLP
Table of Contents Nominations for 2006 FDL of the Year Readers Exchange: Centennial Remarks
~Administrative Notes Resources~ Get the PDF version of this volume New Members To Advise On Depository Library Council
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0 |
81.06% |
1-25 |
10.91% |
26-100 |
3.05% |
101-500 |
3.53% |
501-1000 |
0.64% |
1001-5000 |
0.80% |
More than 5000 |
0.00% |
66. My library is willing to receive Federal digital publication files on deposit from GPO, store them, and make the accessible to the general public from local servers. My library is willing to receive the following number of digital publication files per year (this does not include shipping lists, Web pages, or databases):
Percentage of tabulated responses:
0 |
72.52% |
1-25 |
15.31% |
26-100 |
4.77% |
101-500 |
3.25% |
501-1000 |
1.93% |
1001-5000 |
1.12% |
More than 5000 |
1.12% |
Libraries also were queried about their training needs. The surveyed training topics are listed below, in descending order, with the topics with the most tabulated responses of “extremely interested” listed first.
TRAINING NEEDS |
|
1. |
Census materials |
2. |
Geographic Information System (GIS) |
3. |
OPAC (Online Public Access Catalog - CGP) |
4. |
How to conduct user surveys |
5. |
STAT-USA/USA Trade Online |
6. |
GPO Access |
7. |
Grant opportunities/how to apply for grants |
8. |
FDLP Desktop |
9. |
GPO Online Help |
10. |
Ben's Guide |
11. |
Marketing/promotion by GPO |
12. |
Marketing your depository library at the local level |
13. |
Depository operations |
14. |
Depository Anniversary Celebrations |
15. |
Disaster planning |
16. |
Library of the Year |
For virtual reference, another area of high interest in recent Council meeting discussions, the survey showed that 48 % of tabulated responders provide virtual reference service, but that a slightly higher percentage of libraries, 55% of tabulated responses, were not interested in participating in a virtual reference service if it was administered by or through GPO.
The Federal Depository Library Program continues to be well known in the library community as an active, vital program, but it may not be so well known in local communities and service areas. According to the tabulated survey responses, 15% of libraries are doing active promotion of the depository program to the general public, 62% of libraries promote the depository program infrequently, and 23% of libraries reported no depository promotion.
The complete survey results will be summarized and made available in the near future. The raw survey responses will also be available for libraries to use in comparison with their information needs to do comparisons against past survey results. Previous biennial surveys in electronic formats are located at: http://www.access.gpo.gov/su_docs/fdlp/bisurvey/index.html
Information Dissemination (ID) recently undertook a review of how its information is communicated to depository libraries and other interested parties. Its communications survey was one part of this review. Subsequently, a new policy was issued, effective February 6, 2006: "Use of Electronic Postings to Communicate Administrative Information and Announcements to the Federal Depository Library Community and Others" (ID 76).
This internal policy is accessible through the FDLP Desktop at: http://www.access.gpo.gov/su_docs/fdlp/pubs/policies/id76_02-06-06.pdf
ID will use various electronic mechanisms to communicate with the depository community and others interested in GPO services and products. The policy covers ID's use of GPO-FDLP-L, askGPO, Really Simple Syndication (RSS) feeds, FDL-Directors-L, and Community-administered Electronic Discussion Lists.
All communications will be posted to GPO-FDLP-L and reformatted for inclusion in the knowledge base of questions and answers. Cross-posting of operational communications to other electronic discussion lists will be minimal, although there will continue to be many general interest postings, and the specific circumstances under which they will be used are described in ID 76.
GPO-FDLP-L is now GPO's primary vehicle for communicating with depository library staff, and is the exclusive place for communication of operational and administrative matters. As such, all depository libraries should have at least one staff member subscribed to this announcement service. To join the list, point your browser to: http://listserv.access.gpo.gov/archives/gpo-fdlp-l.html
Click on "Join or leave the list" and follow the on-screen instructions.
Effective with this policy, GPO's online help service and knowledge base of questions and answers was officially named askGPO. There are several components to askGPO: the knowledge base where questions and answers can be searched or browsed; the Ask a Question feature where users submit questions for ID staff to address; the My Account area that is specific to each end-user of the system; and the staff side that is used to answer questions as well as manage and maintain the various components. Learn the Ins and Outs of askGPO at a session on Monday, April 3, from 3:30 p.m. to 5 p.m.
Based on the results of a recent study, effective March 20, the askGPO/Contact Center will be open from 7 a.m. to 8 p.m. Eastern Time. The new hours reflect current customer usage patterns and a more efficient allocation of staff resources to ensure coverage during peak traffic hours. askGPO can be reached at askgpo@gpo.gov or 1-866-512-1800.
The 19th Annual Interagency Depository Seminar will be held in Washington, DC from July 31, 2006 through August 4, 2006. During the weeklong seminar, representatives from various Federal agencies will present an overview of their information products and activities as they relate to Federal depository libraries. The seminar is open to all depository library staff who would like to attend, but is limited to 60 participants. It will provide an opportunity for both new and experienced documents staff to review basic materials and learn about major Federal information products and services. Scheduling details, including participating agencies and tours, will be announced during the coming months. There are no registration fees; however, attendees are responsible for their own travel expenses.
Prospective attendees should complete the online registration form by May 31, 2006 at: http://www.access.gpo.gov/su_docs/fdlp/registration/interagency_reg.html
Questions about the seminar should be directed to the Education and Outreach Staff by telephone on (202) 512-1119; by fax on (202) 512-0016; or by e-mail at ylouden@gpo.gov.
A block of 40 rooms has been set aside for seminar participants at the Red Roof Inn, located at 500 H St., NW, Washington DC 20001. Reservations should be made by calling the hotel at 202-289-5959 and providing the block code of B254AIDLS to receive the rate of $104.99 per night plus 14.5% tax. Reservations must be made by July 17, 2006 to insure the quoted rate and will be on a first come, first served basis.
GPO has been working with teams of volunteers from the Federal depository library community to develop the next generation Federal Depository Library Manual and Instructions to Depository Libraries. The resulting new publication will combine the Manual, its supplements, and the Instructions into a single online publication that will be updated as necessary. Each chapter will include requirements and performance examples.
The first five chapters of the Handbook, chapters 1, 4, 10, 11, and 14, have been released for public comment. These chapters are available for review at: http://www.access.gpo.gov/su_docs/fdlp/handbook/index.html
Please use the Web form provided at the Handbook Web site to submit comments. The deadline for comments is Monday, May 8, 2006.
Additional chapters will be posted on the Web site as they become available. We expect two or more chapters to be ready for public comment in early April 2006. We anticipate that all chapters will be reviewed, released for comment, and finalized during the summer of 2006.
The GPO LOCKSS Pilot Project was launched in June 2005. To date, GPO has made the current volumes of seven Government e-journals available to the 21 libraries that are participating in the twelve-month pilot. The Treasury Bulletin, the Social Security Bulletin, Journal of Research of the National Institute of Standards and Technology, Humanities, Survey of Current Business, Monthly Labor Review, and Monthly Energy Review are already available. The final three titles, Amber Waves, FBI Law Enforcement Bulletin, and Environmental Health Perspectives, will be released shortly.
The next phase of the pilot will include the development and execution of three “real world scenarios” designed to test the response of the pilot LOCKSS implementations in various situations. The first scenario will test how LOCKSS responds when a server is no longer available. This test is scheduled to take place in April 2006.
Measures of success for LOCKSS include harvesting 10 e-journals from Federal Government Web sites, providing access to those e-journals via LOCKSS, and collecting information from pilot partners about their experiences with LOCKSS.
Additional information and news about the GPO LOCKSS Pilot Project is available at: http://www.access.gpo.gov/su_docs/fdlp/lockss/index.html
GPO is working to devise a data migration strategy to ensure that information on the CD-ROMs that have been distributed to depository libraries remains accessible. After an initial review of CD-ROMs that have been distributed to depositories, GPO selected three agencies to use as case studies: The Department of Education, the Department of Justice, and the United States Geological Survey. These agencies were selected because the number of discs produced appeared to be a manageable sample, yet varied enough to cover a good cross section of considerations for migration. GPO wanted a sample that would include:
A list of depository CD-ROMs from these agencies was prepared and reviewed to see which ones were available via the Internet. GPO will soon release a list of the discs reviewed, indicating which are available online and which are considered migration candidates. Titles available online will be considered for migration at a later date, but GPO is placing a higher priority on the titles not found online because those titles are at greater risk of loss of content. Discs considered as migration candidates will be tested, and the results will be used to devise a migration strategy for other depository discs.
Additionally, GPO has been working with the National Institute for Standards and Technology (NIST) to test potential application of emulation technology to make selected discs accessible over the Internet. The test included:
Future analysis will include testing the scalability of this application, as well as cost/benefit analysis of virtualization vs. migration. Next steps will include applying ISO/IEC MPEG-21 standard implementation and collaboration with other agencies to compile and understand general data preservation and migration requirements via the Government Information Preservation Working Group (GIPWoG) meetings and working with other stakeholders.
A presentation will be made during the Council session on Digital Content on Monday from 3:30 p.m. to 5 p.m.
GPO is currently involved in a pilot project with two vendors, Information International Associates, Inc. and Blue Angel Technologies, Inc., to use automated Web crawler and other technologies to discover, assess, and harvest publications from the Environmental Protection Agency (EPA) public Web sites. This pilot supports GPO's goal to discover and retrieve publications from Federal agency Web sites that fall within the scope of the FDLP and the National Bibliography Program. The two vendor contracts, which began in early March and will run for six months, will be executed separately but simultaneously by each vendor.
The goal of the pilot is to learn about available methodologies and technologies for automated Web discovery and harvesting, including what GPO has identified as discovery, assessment, and harvesting tools. Discovery tools will locate electronic content from Federal agency Web sites and provide information to the assessment tool. Assessment tools will determine if the discovered content is within the scope of GPO dissemination programs and whether other versions of the content already exist in the system to establish appropriate relationships between versions. Harvesting tools will gather content and available metadata.
GPO has the cooperation of EPA on this project and is working with the EPA Webmaster to schedule the crawls. EPA estimates that only 20 percent of its publications have been cataloged by GPO and sees the pilot as very advantageous to EPA, since its remaining agency publications will be identified, brought under bibliographic control, and given permanent public access via GPO.
Each of the vendors will conduct three crawls of the EPA Web site. The first crawl by each vendor is schedule for the first or second week in April. GPO personnel will evaluate how successfully the crawls identify and harvest publications and will provide information back to the vendors further to refine the parameters of the next two crawls. The publications found by the automated tools will be compared with the publications GPO catalogers have identified through systematic manual review of the EPA Web site over the past year and a half. The final deliverable in this project is a comparison of the results of the third crawl with the EPA publications included in GPO's catalog. After the end of the pilot, GPO will catalog any EPA publications not already cataloged.
Once the pilot is complete, GPO expects to leverage the knowledge acquired to develop detailed requirements and specifications for a long-term discovery and harvesting capability in conjunction with the Future Digital System (FDsys). Harvested content is one of the four types of content to be ingested into the Future Digital System. GPO also is investigating various options to create cataloging records and metadata for the documents harvested from the EPA Pilot project, including contracted cataloging services
A discussion of the pilot's technical rules will occur during Monday's GPO Digital Content Forum from 3:30 p.m. to 5:00 p.m.
The annual update cycle affords depository libraries the opportunity to add items to their selection profile. Items can also be dropped during the update cycle, or at any time during the year. The drops are effective immediately. During the December-January update cycle, there were a total of 31,031 adds and 32,206 drops. Of the 560 participating libraries, 480 added items and 346 dropped items. Approximately 50 percent of the adds and 51 percent of the drops were electronic titles, indicating that libraries continued to use the update cycle to refine their collection profiles in light of the transition to a more electronically-based FDLP. The next item selection update is scheduled for June 2006.
As part of its ongoing planning efforts, GPO undertook a review of the item number system used by libraries in the Federal Depository Library Program (FDLP) to select tangible and electronic titles. As a result of this review, GPO released three briefing papers and solicited comments from the depository library community.
GPO received more than 90 comments on the briefing papers. GPO received a mix of comments on the proposed model for selection of online titles. The majority of comments GPO received found the proposed model for tangible selection to be a workable solution. All questions, comments, and suggestions received were considered as we revised the briefing papers.
The original briefing papers, summarized comments, and the revised briefing papers are all available at: http://www.access.gpo.gov/su_docs/fdlp/selection/index.html
A plenary session on item selection will be held on Wednesday from 8:30 a.m. to 10 a.m.
A Statement of Work (SOW) for cataloging services to convert the historic shelflist and to catalog a small backlog of materials was posted to FedBizOpps On February 2, 2006 and will close in early April.
GPOExpress, based on a contractual agreement between GPO and FedEx Kinko's, is now supplying printing services to Federal agencies. Under this agreement, agencies are issued credit cards that allow them to purchase printing at a local FedEx Kinko's store. Part of the agreement includes the delivery of a press optimized PDF version of documents printed through this service to an FTP site so that GPO can review/acquire titles for the National Bibliography of U.S. Government Publications and the FDLP.
GPO has begun selling the GPO Cataloging Records previously available as a monthly subscription service from the Library of Congress. The cataloging records are available in MARC format via ftp. The cost for the monthly service is $1,920. For more information, contact the GPO Contact Center: contactcenter@gpo.gov.
The United States Statutes at Large for 2003-2004 (Volume 117, 108th Congress) is now available online from the U.S. Government Printing Office at: http://www.gpoaccess.gov/statutes/index.html
Future volumes will follow as they become available.
The United States Statutes at Large, typically referred to as the Statutes at Large, is the permanent collection of all laws and resolutions enacted during each session of Congress. Documents are available as ASCII text and Adobe Portable Document Format (PDF) files.
GPO currently has 15 partnerships with depository libraries and Federal agencies. A complete list is available at: http://www.access.gpo.gov/su_docs/fdlp/partners/index.html
GPO is currently developing a partnership with the United States Commission on Civil Rights and the Thurgood Marshall Law Library at the University of Maryland School of Law to ensure permanent public access to material in the Library's Historical Publications of the United States Commission on Civil Rights.
While more than 92 percent of the new titles available through the FDLP are available in electronic form, whether or not they are also available in tangible form, GPO continues to distribute a large volume of tangible publications to Federal depository libraries. During the first five months of FY 2006 (October 2005-February 2006) GPO distributed a total of 2,779,778 tangible copies of 4,340 titles (this includes print, microfiche, CD's, DVD's and maps). During the same time period, GPO produced 5,500 bibliographic records, 5,060 of which represented publications that were available online, with 1,963 of these available as online only. The remaining 3,097 titles were available online and distributed in one or more tangible formats. GPO produced 15,194 bibliographic records (including 2,094 ONIX records) in FY 2005. Through February of FY 2006, approximately 4,938 bibliographic records have been created.
At the beginning of FY06, GPO reevaluated the way it counts cumulative titles available through GPO Access services so as to provide a more comprehensive report. This resulted in a recalculation of both titles “available on GPO Access” and titles “linked from GPO Access.” Due to the large volume of GPO Partner titles, titles that reside on GPO Partner sites were separated from the titles “linked from GPO Access” count and placed in a new category to better illustrate the number of cumulative titles available through GPO Access services. These Partner titles will now be calculated separately on a quarterly basis in this new category. In February 2006, as calculated using this new methodology, GPO provided online access to more than 236,000 cumulative titles on or linked from GPO Access services. In addition, GPO Partner sites make more than 515,000 additional titles accessible to the public.
Since its inception in 1994, GPO Access retrievals have amounted to approximately 2.57 billion. June 2005 was the busiest month ever, with more than 39 million retrievals. The total number of retrievals in FY2005 was 431 million. Through February, an estimated 180.42 million documents have been retrieved in FY2006.
GPO is exploring opportunities to outsource all or parts of its sales and agency distribution programs. GPO is looking for vendors to recommend an entirely new "model" for publications sales and distribution operation. Rather than paying the vendor, GPO wants to find an arrangement where the vendor will share the revenue with GPO, improve service to our customers, and continue to fulfill our mission to keep America informed through the sale of public documents. GPO expects to release its RFP in the near future.
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By Wayne Fields
Lynne Cooper Harvey Distinguished Professor in English
February 15, 2006
St. Louis, MO
While I appreciate the opportunity to be a part of this celebration, my presence at the podium, given my conspicuous lack of professional expertise in any field relevant to the occasion, you may mistake as a mere matter of curatorial whimsy, or worse, a case of mis-shelving by a staff that is rarely ever guilty of such error. What have I, whose library experience has always been dependent on the kindness of professionals and whose scholarship has always been more happenstance than thorough, always based on the book I tripped over rather than the one I was seeking but could never locate--what have I to contribute to a serious celebration of a most serious event at a highly serious institution? Perhaps I was invited to speak in recognition that over my nearly 40 years at Washington University I have pestered the Olin staff, especially Bill Olbrich when he oversaw the government documents collection, for materials I could not find, in some cases was not sure existed, and nearly always requested under the wrong title and at the last possible moment--the instant when I realized I could not get through the next class without the Senate subcommittee transcripts of Bobby Kennedy interrogating Jimmy Hoffa or the House of Representatives' official conclusions concerning the evil influence of comic books. Once, preparing for a talk to an alumni group, I desperately needed to find out--two hours before departure--if President Eisenhower had actually ever said "never before have things been so much the way they are as today." No doubt Dean Baker has decided that I should be required to say something simply in recognition of my being such a long-lived and persistent annoyance.
I admit that I did agree to these remarks because of a long standing debt, a very large part of which is owed to librarians, but a significant portion of which is owed to the government documents themselves. This indebtedness began a long time ago, predating by decades any interest in presidential rhetoric or American Culture studies, began in fact when I was only six years old and was living with my family on my grandparents' farm. At that time of my life I was much attached to an uncle and on occasion accompanied him to meetings of progressive young farmers sponsored by the state agriculture office. The room in which these meetings were held, though otherwise Spartan, contained several racks of brochures, mostly produced under the authority of the United States Department of Agriculture and devoted to a variety of subjects pertinent to improving, scientifically, the productivity of rural America. This is where my experience with government documents actually began. The brochure which I picked up and stuck into a pocket was later recovered by my mother as she was sorting clothes for laundering. It bore the title, "The Advantages of Artificial Insemination to Cattle Production," a subject which (by listening to my mother as she berated her younger brother) I learned was likely to contribute to the corruption of a particular minor whose moral condition was already a matter of some worry. Since the only word of the document's title that I recognized was "cattle" and my assumption in pocketing the document in the first place was, based on the illustration it contained, that it had something to do with tadpoles, I was bewildered yet pleased at the kind of information my government was making available to its citizens. Few moments in my education have proven more important than this one with its revelation that a half dozen stapled pages could so threaten the authority of those who governed my existence, could so exasperate my mother--who surely was aware that, like all farm kids, I had already witnessed both the conception and the birth of calves--that she felt forced to destroy the offending material. This was irrefutable proof of the power of a thing which I knew in the particular being published in the abstract. Of course I rushed to the dictionary to look up the words whose significance I had not understood, struggled through many misspellings of both "artificial" and "insemination" ("production" I already understood had little application to me) until I arrived at Webster's explanations. Somewhat disappointed by the dictionary definitions, I nevertheless felt the thrill of what half a lifetime later I would learn to call "empowerment." Thus it was that, thanks to the United States Department of Agriculture and that most deserving of all federal agencies, the Government Printing Office, I was introduced to the inexhaustible source of pleasure--as well as information--to be found in our repositories of government documents, learned that good citizenship could be titillating as well as virtuous. All these decades later it seems to me likely that one small publication concerning the important role artificial insemination could play in making our country even greater, bears responsibility not only for my speaking to you on this occasion, but for my very presence at Washington University. What a wonder that an entire career could have grown from so small a thing, but a wonder no doubt I would have found explained had only my mother permitted me to read that seminal publication.
Today we are celebrating the centennial of an important piece of America's democratic experiment, the designation of Washington University as a part of the system of depository libraries housing government documents, dramatic affirmation of a right to access that lies at the heart of a free society, a declaration in principle (if not always in fact) of our right to know and an implied opposition (not always victorious) to the refuge of secrecy and undisclosed locations that those in power are inclined to seek. And so, as a matter of ideals and high mindedness, we have opened our intellectual floodgates to a torrent of verbiage and paper--most of which will only be read by a few and some of which will go unread altogether--in one of the most dramatic assertions of political and social identity in human history. In these materials is democracy in all its redundancy, politics in its unsteady wanderings between the ridiculous and the sublime, the sum of our intellectual curiosity, our greed, our genius, and our stupidity; our search for facts, for justice, for advantage. Here, in short, is America; here are we. Merely mentioning the species of documents to be found swimming in these waters, will suggest the rich wordiness, the subtle fear of subtlety which defines our official views and opinions. Herein find records, manuals, bulletins, statutes, directions, journals, documents, records, debates, annuals, papers, handbooks, catalogues, compilations, surveys, descriptions, messages, narratives, orders, regulations, maps, laws, testimony, histories, introductions, guides, statistics, hearings, charges, updates, directives, information ("historical," "statistical," "scientific," and-inevitably-"official"), and reports ("annual," "preliminary," "final," sometimes even "complete"). It is a catalogue and a vocabulary only a democracy or a Borges could create, so rich and wonderful that just by reading an index of titles you can have a literary experience and get a post modern education.
It is appropriate that Washington University's modern library, the library that grew up on this hilltop campus, should have come into existence virtually in the same moment as did its designation as a depository library, and significant that, young as our institution was, it should be given this responsibility. We were, after all, ourselves part of an experiment in republican--if not quite democratic--education, part of an Americanization of higher learning that went with our western movement, a testing of schooling and scholarship, out of focus if not quite out of sight of those elderly and haughtily provincial institutions somewhere behind and to the east of us. What enabled us to leave so much behind was the fact that, as a federal depository library, we could bring so much with us. In our continuing declaration of the right to think for ourselves, these materials provide ample opportunity to see not only what our government does, but also whom we have been, imagine ourselves to be, and are in the process of becoming. This distribution of government papers, of the vast array of specialized investigations and studies as well as the ongoing record of federal proceedings, symbolizes the way a democratic society asserts itself, provides an extraordinary accounting of the American experiment in self-discovery and self-government.
In his 1825 "Annual Message" John Quincy Adams reminded his countrymen that "the great object of the institution of civil government is the improvement of the condition of those who are parties to the social contract," and that "among the first, perhaps the very first, instruments for the improvement of the condition of men is knowledge." Like Washington and Jefferson, Adams favored the advancement of learning by the creation of colleges and universities and an expansive approach to public education. And, like them, he also understood that the United States had a unique opportunity to add to human knowledge as we physically studied the remarkable land we have come to occupy and as, politically and culturally, we explored the possibilities of a society that honored idiosyncrasy and yet remained a union, of a people committed to simultaneously serving individual interests and the common good.
The Government Documents Depository at Washington University whose centennial we celebrate today is part of an effort as old as our democracy, the product of suspicion as well as optimism, an effort to inform the public, to expose the workings of government, to reveal our values and uncover the many ways in which we achieve and fail those ideals. In this collection are great writers--John Wesley Powell, Abraham Lincoln, and Henry Rowe Schoolcraft to name but three--and even greater stories, the epic revelation of a marvelous land in the records of the United States Geological Survey, the tragic narration of secession to be read in the Congressional record, the biography of a new kind of executive office related in the Papers of the Presidents, the farcical exchanges that seem to have been ridiculously perfected in congressional subcommittees. Here are the stories of Aaron Burr's betrayal, of the investigation of the Three-Mile Island incident, the narratives of the American Society for Colonizing the Free People of Color and documentation of the great Civil Rights Movement. Here is Moses Austin's enthusiasm for getting rich by mining lead in Missouri, and the story of the 1870 Gold Conspiracy that so inspired and amused Henry Adams. In these papers the romantic Prince Maximilian crosses paths with the prosaic Andrew Johnson. In them is charted Robert Oppenheimer's fall from official grace and the course of the 1918 flu pandemic. Here even are instructions for “restoring the apparently drowned.” The enormity of the collection embodies the excess that is democracy, an excess of self-importance and self-service but even more an excess in longing, the enormous aspiration to be more, to do better that defines the human spirit in a free society. As Adams wrote in the early days of our national existence, "liberty is power." In the archives that we celebrate today we find the access, the information, the knowledge that both constrains and fuels that power.
I want to close with a word of gratitude and indebtedness both to Washington University's Government Documents collection and to the generations of library staff whose diligence and good stewardship have served it and us so well.
Thank you for making possible so much of the work of this university, our teaching and scholarship as well as the role we play together in the service of a free people struggling to exercise that freedom responsibly.
[Reprinted by permission of the author.]
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