[Handout]
Recommendations and Commendations of the
Depository Library Council to the Public Printer
October 20-23, 1997
Clearwater Beach, Florida
1. RECOMMENDATION: SERIAL SET
Council recommends that the Government Printing Office distribute those documents and reports that comprise the Serial Set in acid free paper with margins wide enough to enable binding of these important publications. Since CD-ROM has not yet been proven to be an archival medium, Council further recommends that Federal depository libraries be permitted to select this important historical title in dual formats -- CD-ROM and either microfiche or paper.
Rationale: Congress has mandated that only one copy of the bound Serial Set be distributed to each regional depository and one to each state without a regional depository. Many Federal depository libraries recognize the historical importance of the Serial Set for the legal and research communities, and are concerned that their Serial Set documents will deteriorate or disappear over time. Allowing depository libraries to select the Serial Set in both CD-ROM and an archival medium would solve the issue of permanent access to this historical collection and respond to objections to duplicative paper distribution.
RESPONSE:
The Library Programs Service (LPS) recognizes the historical significance of the documents and reports that comprise the U.S. Congressional Serial Set. House and Senate Documents and Reports have been distributed to libraries on acid free paper for the last four years. In March 1998 depository libraries were surveyed to select the Serial Set Title Pages and/or Tables of Contents pages for those libraries wishing to bind their own Serial Set volumes. Libraries will be supplied with the Title Pages, also on acid free paper, as soon as possible after the completion of a Session of Congress, beginning with the 105th Congress, 2nd Session.
Concerning a CD-ROM Serial Set, it is not possible at this time to create a complete electronic Serial Set, since many documents and reports are not currently available in electronic format and are too graphically intense to convert to an electronic format. We will work with the Secretary of the Senate and the Clerk of the House, as well as continue ongoing efforts with the information systems planners in both Chambers, toward the eventual production of a complete electronic Serial Set.
2. RECOMMENDATION: askLPS
Council applauds the development of the askLPS feature on the FDLP Administration World Wide Web page, as a significant step forward in efficient communication between LPS and all depository libraries. Council recommends that askLPS and the existing Administrative Notes Technical Supplement be examined together in order to provide continuing and cumulative information for depositories on the status of depository publications. Council would like to be actively involved with the development team, and encourages LPS to move forward to implement askLPS as soon as possible.
Rationale: Changes in the formats and the SuDocs numbers of depository publications are appearing at a rapid rate as more materials migrate to electronic formats. In addition, titles are moving out of (and sometimes back into) the program in great numbers. The current procedure for announcing each change in the Administrative Notes Technical Supplement is useful, but makes it difficult for librarians to keep track of the many changes and retrieve them when needed. Announcing such changes on a non-official discussion list such as GOVDOC-L also provides a useful service but does not assure that information will be at hand at the time a particular library needs it. A GPO electronic service, which provides a method for asking depository questions, and also a way for sharing answers and information from LPS, will be a service to depositories and will also save LPS staff from answering the same question many times. It will provide a communication channel between LPS and depositories which is more efficient than paper and more official than a privately sponsored discussion list. The service will be most useful if the information posted can be cumulated by subject and searchable by number and title. If askLPS is carefully developed with the needs of the depository libraries in mind, it might be possible to stop the publication of the paper Administrative Notes Technical Supplement altogether, providing savings in time and money. Council would like to advise GPO staff on the initial development and future enhancements of askLPS, to assure the most effective organization and features which would fulfill the needs of depositories.
RESPONSE:
In April 1998 LPS began accepting inquiries and questions from depository librarians and the public via the askLPS service. LPS appreciates the advice and active participation of Council member Julia Wallace in the testing and development of this new service.
The askLPS e-mail address is <asklps@gpo.gov> and the web site address is <http://www.access.gpo.gov/su_docs/dpos/asklps.html>. AskLPS is an automated inquiry service that makes filing inquiries and directing e-mail to the appropriate LPS contact easier for those in the depository community. There are five components to askLPS:
- An electronic inquiry form;
- WEBTech Notes, a searchable database for postings made in the Administrative Notes and Administrative Notes Technical Supplement, dating back to 1991;
- FAQs (Frequently Asked Questions) and News;
- FDLP Contacts Page; and
- The Federal Depository Library Directory.
All askLPS inquiries receive an immediate response acknowledging the receipt of the inquiry. LPS’s goal is to respond to each inquiry sent to askLPS within 10 working days. Occasionally the first response may be an interim answer when responding to the question requires information from another agency. Inquiries received via askLPS are being given priority over inquiries submitted via fax, telephone, or regular mail. Focusing on this one channel for inquiries should help LPS to track the inquiries as they arrive, and should also minimize the duplication of effort to research inquiries by staff throughout LPS. If an inquiry submitted via fax, telephone, or regular mail is on a matter of general concern to the depository community the response will be incorporated into one of the askLPS applications. Depending upon the subject matter of the inquiry, in addition to a direct reply to the person making the inquiry, the response may appear in the WEBTech Notes, the FAQs, or the News area of askLPS. Although LPS is giving priority to inquiries sent electronically, fax inquiry forms will continue to be a useful mechanism when additional information must accompany the inquiry (e.g. photocopies of title pages, introductory pages, etc.).
3. RECOMMENDATION: MANAGING GPO’s ELECTRONIC COLLECTION
The Depository Library Council is encouraged that the Government Printing Office has produced the white paper, "Managing the GPO Access Collection," and that GPO is drafting a collection plan with which to manage GPO Access databases and other electronic Federal Government publications made available through the FDLP. To ensure the effective management and permanency of the electronic collection, Council recommends that in preparing the collection plan GPO develop policies and procedures to ensure that permanent access to remotely available electronic publications, including necessary redundancy, will be provided. In particular, Council recommends that GPO:
1) Delineate clearly the scope and coverage of the FDLP Electronic Collection;
2) Maintain mirror sites to provide the redundancy necessary to ensure uninterrupted service and permanent access to materials in the collection;
3) Ensure that outreach efforts to agencies and depository libraries include procedures for providing access to electronic publications temporarily made available on agency Web sites;
4) Provide for the preservation of and permanent access to information distributed on CD-ROM and other tangible electronic media to ensure that information currently available on CD-ROM will not be lost owing to technological obsolescence;
5) Establish and maintain effective bibliographic access to the Collection;
6) Continue and refine the FDLP library partnership concept to leverage the skills and resources shared with the FDLP; and
- Ensure that the responsibility for dissemination and preservation of electronic Government information remains with the Federal Government, and that the Superintendent of Documents, as coordinator of the FDLP, is responsible for the dissemination and preservation of publications in the Electronic Collection, whether located at GPO or at FDLP partner institutions.
Rationale: In the Electronic Collection session held at the Depository Library Council meeting in October 1997, significant concern was expressed that in managing remotely accessible electronic materials GPO take special care in addressing the issues identified above. Council is concerned that levels of public access to remotely available electronic publications maintained by GPO and FDLP partners continue at levels equal to or greater than has been provided to print materials traditionally distributed to FDLP libraries.
RESPONSE:
GPO has prepared a document entitled Managing the FDLP Electronic Collection, which we intend to share with the Council and the depository library community in the near future. This policy and planning document (Plan) incorporates the concepts enumerated in Council’s recommendation. It is based on the overall vision for the FDLP, which is to ensure current and permanent public access to all Government information products, regardless of format or medium, which are of public interest or educational value, except for those products which are for strictly administrative or operational purposes, classified for reasons of national security, or the use of which is constrained by privacy considerations. The draft Plan defines parameters and requirements for the electronic products and services that constitute the Collection, and establishes a policy framework on which specific procedures for the development and maintenance of the Collection will be built. Managing the Government electronic information products in the FDLP Electronic Collection as a library-like collection will facilitate the accomplishment of the FDLP responsibility to provide permanent public access to these products, as well as other products which meet the definition for Government information set forth in the Plan.
The FDLP Electronic Collection consists of four elements:
- Core legislative and regulatory GPO Access products which will reside permanently on Government Printing Office (GPO) servers;
- Other remotely accessible products managed by GPO or other institutions with which GPO has established formal agreements;
- Tangible electronic Government information products distributed to Federal depository libraries; and
- Remotely accessible electronic Government information products that GPO identifies, describes, and links to but which remain under the control of the originating agencies.
4. RECOMMENDATION: MONTHLY CATALOG DISPLAY ON GPO ACCESS
Council recommends that GPO modify the public display of entries in the Catalog of U.S. Government Publications to a more user-friendly, labeled format. The underlying MARC tags should remain available as an alternate display format.
Rationale: The Catalog of U.S. Government Publications on GPO Access is clearly intended to provide the public with information about collections in depository libraries. A display that uses MARC tags is not easily understood by the public, and a simple labeled display indicating author, title, subjects, and appropriate descriptive information, will more easily lead the public to publications. The necessary labels are embedded in the existing MARC tags. The full MARC record should remain as the underlying database, with the MARC format available to librarians as an alternative format.
RESPONSE:
LPS is redesigning the public user display for the Catalog of U.S. Government Publications on GPO Access. The default display will feature descriptive labels for the cataloging record data elements instead of the numeric MARC tags. The MARC-tagged display will remain available as a user-invoked display option. Sample displays will be available for review and discussion at the spring 1998 Council meeting.
5. RECOMMENDATION: OPENTEXT Z39.50
Council recommends that GPO provide the Z39.50 search interface for the OpenText software.
Rationale: Council appreciates the progress being made in GPO production in migrating toward SGML as the common representation for documents. However, having a common markup language does not by itself provide for common searching across sets of documents. Adding the Z39.50 search interface to OpenText would make the production documents sets interoperable with the WAIS databases as well as the thousands of other relevant government and library resources accessible through Z39.50. Also, the Z39.50 search interface will allow for a variety of user interfaces and Web gateways in addition to those provided by OpenText.
6. RECOMMENDATION: GILS COMPLIANCE
Council recommends GPO install GILS-compliant software for all of the WAIS databases and assist libraries in obtaining GILS-aware client software.
Rationale: There are nearly 100 WAIS databases accessible at GPO Internet servers. In addition to the GPO Access Web interface, these are to be searchable through both the WAIS protocol and Z39.50/GILS. However, the Z39.50/GILS search is currently broken and requires installation of an available fix to the commercial WAIS software. Current FDLP requirements include provision of GILS-aware client software for public access to government information. However, GPO has been distributing only the WinWAIS software, which is not GILS-aware. GPO could enhance the WinWAIS or other Z39.50 client software to be GILS-aware, or encourage libraries to use available GILS-aware client software such as BookWhere, SIRSI Vizion, Znavigator, etc.
RESPONSE to RECOMMENDATIONS 5 and 6:
GPO recognizes the value of full GILS and Z39.50 compliance for our online services. However, the lack of current support for the WAIS server software has stymied our efforts to add the Z39.50 capabilities to WAIS necessary for full GILS compliance. Therefore we have investigated what resources would be required to incorporate a Z39.50 interface upgrade into the OpenText software. Based on our discussions with Open Text and another software vendor it appears that this enhancement will be a resource-intensive proposition, of a magnitude that will require a lengthy approval and procurement process. Since GPO’s five-year contract with OpenText will expire in FY 2000, we do not believe that modifying GPO’s older release of the OpenText software represents the best use of our program funds. Instead, we will concentrate upon the next generation of GPO Access software. As GPO plans the future evolution of GPO Access we will emphasize:
- Full compliance with all applicable standards, such as Z39.50;
- Interoperability with a variety of source databases and tagging schemes, including SGML;
- Robust search and retrieval capabilities using standard Web browsers; and
- Recognition of the importance of our GILS application.
Council and the depository library community will be involved in the future development of GPO Access through a variety of mechanisms, including the focus group discussions held in conjunction with Council meetings. Topics such as Z39.50 compliance and client software will be discussed at the April 1998 focus group, and we expect to receive valuable input for future planning efforts.
However, as an interim measure we are investigating obtaining software to bring the GPO Access GILS application into full Z39.50 compliance. This is expected to be attainable at a reasonable cost, and will improve access to the agency GILS records that are hosted on GPO Access.
In the years since the effort that resulted in GPO’s procurement of the OpenText software there have been significant changes in network information discovery and retrieval. While separate client software was once the norm, the explosive growth of the Web has resulted in Web browsers becoming the de facto standard method of access for the vast majority of users. Therefore, in order to promote the widest possible use of GPO Access we are designing for optimal use with industry-standard Web browsers, rather than with application-specific client software. Additionally, in light of the changes brought about by the Web technology, we are considering eliminating the recommendation for separate client software for depository library computer work stations in the upcoming 1998 Recommended Specifications for Public Access Work Stations in Federal Depository Libraries. We believe that the best approach to providing full functionality of the products and services of GPO Access is to include Z39.50 capabilities in industry-standard Web browsers. This approach could ultimately result in benefiting the largest number of users, both in depository libraries and among the general public.
7. RECOMMENDATION: MIGRATION OF MICROFICHE PUBLICATIONS TO ONLINE FORMAT
Council recommends that GPO develop, in consultation with Council, selection criteria and a plan for permanent access to microfiche publications migrating to an online format only.
Rationale: In the October 15, 1997, Administrative Notes, LPS published a list of tangible products that they intend to eliminate in microfiche and convert to online format. Council believes that explicit criteria for elimination of tangible media must be established first. Council also believes that certain categories of depository publications must remain in a tangible format. Council would be pleased to work with GPO in establishing these criteria. This plan should be coordinated with the collection plan for the GPO Access Collection.
RESPONSE:
LPS has developed and publicized criteria for identifying and evaluating candidate publications that are currently distributed in microfiche format, and that the originating agency also makes available to the public online. As part of the transition to a more electronic FDLP, LPS proposed to discontinue distribution of the microfiche and point to the online version for use by depository libraries and the public. (See Administrative Notes, vol.18, no.14, 11/15/97; vol. 18, no.13, 10/15/97; and vol. 18, no. 10, 7/15/97).
During the discussions at the October 1997 Council meeting, concerns were raised about the provision of permanent access to such titles. In the policy and planning document Managing the FDLP Electronic Collection, we set forth the position that GPO’s permanent access responsibility extends to electronic Government information products that we bring under bibliographic control through our cataloging and locator services, but which remain on their originating agencies’ servers. Inasmuch as we are still developing a comprehensive approach to ensuring permanent access to this category of electronic products it is premature to proceed at this time with eliminating related tangible information products from the FDLP. However, we are working to develop content partnerships, notification procedures, and other mechanisms to ensure permanent public access to agency electronic information products. Once these mechanisms are in place LPS will proceed with identifying candidate tangible products to be replaced by reliable, official electronic versions.
8. RECOMMENDATION: SUPREME COURT OPINIONS ON GPO ACCESS
Council recommends that GPO give a high priority to making the Hermes collection of Supreme Court opinions available as a searchable database on GPO Access.
Rationale: Since the Supreme Court has made the decision to provide Hermes subscribers with court opinions in PDF and tagged ASCII file formats, Council believes it is imperative that the GPO take full advantage of these enhancements without delay. Timely, ready and easy access to this important body of case law through GPO Access will greatly benefit the American public. Users will be pleased with the improved search capabilities as well as the ability to download and print Supreme Court opinions in an official format.
RESPONSE:
We are taking steps to improve access to Supreme Court opinions from the Project Hermes collection through the development of an OpenText database. Considerable work has been accomplished to develop a full-text searchable database that will offer users multiple field searching capabilities. Completion of this initiative by Production Services has been delayed by other priorities, but it is our goal to roll out the enhanced Supreme Court opinions application in the near future. We have received some valuable comments from individuals who tested this application, and we are incorporating their feedback into the service prior to the formal rollout.
9. RECOMMENDATION: REGIONAL LIBRARIES CONFERENCE
Council commends the Public Printer for sponsoring the Regional Libraries Conference held in August 1997. Council recommends that the Government Printing Office request funding to sponsor additional regional library conferences in the future.
Rationale: The August 1997 Conference was extremely successful in providing regional depositories the opportunity to discuss and assess the services and responsibilities that are unique to regionals, as well as to identify new areas for service to selective depositories, particularly in light of the ongoing transition to a more electronic Federal Depository Library Program. Council is aware that the August 1997 conference was planned as a one-time event, but, given the complicated issues entailed in shifting to a more electronic FDLP, considerably more focused interaction will be required to further the dialog initiated in August 1997. A follow-up conference in the near future would serve as an appropriate forum for this continuing dialog.
RESPONSE:
GPO appreciates Council's compliments on the successful Regional Libraries Conference held in August 1997. In GPO's FY 1997 appropriation Congress granted GPO’s request for an increase in the statutory limitation on travel funded by the Salaries and Expenses appropriation. The request was for the specific purpose of funding this Conference, and was made with the understanding that this was a one-time event intended to strengthen the abilities of the regional librarians to assist their selective depositories in the transition to a more electronic FDLP.
To continue the work begun at the August 1997 Conference GPO scheduled a ½-day program for regional librarians at the fall 1997 Council meeting. In April 1998, a special one-day Regional Librarians’ Meeting is being held at the University of Maryland. GPO intends to continue programs specifically by and for regional librarians, but these programs will be held in conjunction with future fall Council meetings and spring Federal Depository Conferences rather than being independent events.
COMMENDATION:
Council commends the Public Printer on his appointments of Robert T. Mansker as Deputy Public Printer, Andrew M. Sherman as Director of Congressional, Legislative and Public Affairs, as well as his intention to appoint Francis J. Buckley, Jr. as Superintendent of Documents. Council is gratified by the speed with which the Public Printer made these appointments and impressed with the admirable qualifications of all three individuals. The appointment of Francis J. Buckley, Jr. to be the new Superintendent of Documents is especially significant. Mr. Buckley, a public library director and former depository librarian, has long been a champion of public access and the depository library program. Furthermore, Council believes that these appointments send a very positive message to Congress and the depository community on the future direction of the depository library program.
COMMENDATION:
Council commends former Council member Susan Dow and Joseph Paskoski of GPO’s Electronic Transition Staff for their extraordinary efforts in developing and maintaining the Depository Library Council's home page. Its well-organized and user-friendly arrangement leads visitors to a very comprehensive wealth of information about Council activities, both current and past. Council believes that its home page will become a valuable resource for librarians and others interested in the depository library program, and is very grateful to Susan and Joe for their efforts to create a truly outstanding information resource.
COMMENDATION:
Council commends the Library Programs Service for resuming the in-house fulfillment of paper claims, discontinuing the use of an outside contractor. The prompt fulfillment of claims is important to depositories, and the Government Printing Office will be able to provide more efficient service, and to monitor problems more accurately by managing this service in-house.
COMMENDATION:
Council commends the Electronic Transition Staff (ETS) for the role they have played in implementing goals outlined in Federal Depository Library Program: Information Dissemination and Access Strategic Plan FY 1996 - FY 2001. Council recognizes that ETS was directly responsible for the Pathway Indexer and the FDLP Administration pages, and has been significantly involved in the development of various other electronic products on the Superintendent of Documents Web site. Council also recognizes the important role ETS has played in establishing content and service partnerships with FDLP libraries and with Federal agencies, and in supporting efforts with NCLIS to initiate the Assessment of Standards.
COMMENDATION:
The Depository Library Council commends the Government Printing Office for making significant progress in providing GPO Access training for depository librarians and others. The high-quality training sessions conducted by the staff of the Office of Electronic Information Dissemination Service, with scheduling coordinated by the Depository Services Staff, have been highly praised by participants. The successful completion of the first cooperative "train the trainers" workshop will also lead to a broadening of efforts, which will benefit even more end users.
COMMENDATION:
Council commends Wayne P. Kelley, former Superintendent of Documents, for his professional and personal commitment to the Federal Depository Library Program and the GPO Sales Program. Since his appointment as Superintendent of Documents in 1991, Mr. Kelley has provided strong leadership within the Government Printing Office and the depository library community in championing broad public access to Federal Government information. Council appreciates his substantial role in the development of and enhancements to the highly acclaimed GPO Access system, the establishment of its User Support team, and the creation of the Superintendent of Documents home page. Mr. Kelley's commitment to the broad principles of public access to Government information are further evidenced by his chairmanship of the GPO Study group and his willingness to bring all interested constituencies, including the library community, into the process. We especially commend Mr. Kelley for his dedication and firm resolve to keeping Government information in all formats in the public domain. This is perhaps best exemplified in his eloquent speech regarding the Journal of the National Cancer Institute that so impressed Sen. John Warner that it was attached to the Senator's remarks in the Congressional Record this past February.
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