Home Page > FDLP Desktop > Administrative Notes > Sept. 15 - Oct. 15, 2005

Administrative Notes: Newsletter of the FDLP

New Mexico State Library
Named Federal Depository
Library of the Year

Left to Right: Bill Turri, Deputy Public Printer; Richard Akeroyd, Library Director; Laurie Canepa, Depository Coordinator; and New Mexico Senator Pete Domenici

Customer-driven, on-demand, authentic -- just some of the words those who rely on the New Mexico State Library for their information needs use to describe the top-notch services the library provides.  In addition, the library has been praised for addressing the culturally diverse needs of its citizenry while providing unparallel service to its patrons.

It is because of these reasons that the U.S. Government Printing Office has named the New Mexico State Library the 2005 Federal Depository Library of the Year.

“I commend New Mexico State Library for its pioneering work in managing public and federal information which is reflected by this prestigious award.  The Library's approach, to make data of particular relevance to New Mexico available, is unique and highly innovative.  It is an exciting and precise educational tool that can empower citizens to participate even more fully in the public policy processes that impact all of our lives,” said U.S. Senator Pete Domenici.

“The New Mexico State Library plays an important role in keeping New Mexicans informed about the workings of the Federal Government.  Our state is very fortunate to have a library that is so highly equipped and professionally staffed.  I congratulate the New Mexico State Library for winning this prestigious award,” U.S. Senator Jeff Bingaman said.

New Mexico Governor Bill Richardson says the State Library is an example. “I am pleased that the New Mexico State Library and the library staff are being recognized for their exemplary service. Their work makes government information readily accessible and is an important resource for residents and state and Federal employees in New Mexico,” Governor Richardson said.

The New Mexico State Library, located in Santa Fe, was designated as a selective federal depository library in 1960 and as a regional federal depository library in 1962. The library has more than two million items in its collection.

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GPO and the Depository Library Community Discuss Future of FDLP

More than 550 members of the depository library community met with the Depository Library Council, the Public Printer and GPO staff during the Council meeting and Federal Depository Library Conference on October 16 - 19. One of their goals was to discuss the future of the Federal Depository Library Program (FDLP) as called for in the Strategic Vision . While this vision was not finalized at this meeting, the Council used a draft vision statement that they had prepared to facilitate discussions on four key areas:

• Library roles in the non-exclusive environment created by the shift from paper collections at the libraries to more electronic information available to anyone on the Internet.
• The role of depository libraries in adding value to these paper and electronic collections of government information.
• Managing Collections and Delivering Content.
• Deploying the expertise of depository librarians to facilitate use of government information by citizens.

The emerging model is one that combines the traditional management of existing collections and also provides far flung expert service to the public in the use of the growing electronic collection of government information.

It clearly delineated several areas in which GPO's offerings to their depository partners need to change to most effectively fulfill our joint mission of keeping America informed, including:

• More flexibility in the FDLP based on the understanding that each partner library's needs are somewhat unique based on the constituencies they serve.
• More training for depository staff to facilitate the growth and maintenance of the expertise that will be so vital to the future of the FDLP.
• Growing the collaborative environment between GPO and our depository partners to facilitate the best possible tools and free public access to the government information offered through the FDLP.
• Help from GPO in finding the best contacts at other federal agencies when needed.
• More events such as the recent GPO-sponsored conference to facilitate the proactive and forward looking development of the FDLP necessary to ensure its continued success in the future.

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GPO Completes Major Update on List of Classes

Earlier this year, GPO announced a major cleanup of the List of Classes (see Administrative Notes, v. 26, no. 2-3, http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/ad02_031505.html#3). This project is now complete. GPO staff reviewed approximately 2665 SuDoc stems that have not distributed in at least five years to determine if they were still active, and 581 were determined to have ceased. Those classes have been inactivated. The cataloging records are currently being edited, and appropriate entries will appear in future issues of Administrative Notes Technical Supplement. Additionally, fugitive documents identified through this process have been requested from the originating agencies and will be distributed to depositories as they are received.

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[HANDOUT]
Depository Library Council Meeting Update
October 2005

Depository Library of the Year Award

GPO has selected the recipient of the 2005 Federal Depository Library of the Year Award. The chosen library will be announced at an awards ceremony, which will take place on Sunday, October 16 from 7:30 to 9:00 p.m. in Regency A at the Hyatt Regency during the fall 2005 Depository Library Conference and meeting of the Depository Library Council. The award provides special recognition for a library that furthers the goal of the Federal Depository Library Program by ensuring that the American public has free access to its Government's information through:

• Outstanding service to meet the Federal government information needs in the library's service area;
• Creativity and innovation in developing specific community programs for use of Federal government information or a dramatic increase in their community's usage of Federal government information;
• Leadership in creating public service programs that can be emulated by other Federal Depository Libraries.

Authentication

As part of its ongoing planning efforts, GPO's Information Dissemination (ID) organization released an Authentication White Paper on June 23, 2005 and requested that comments be submitted by August 8, 2005. In response to requests, GPO extended the deadline for comments to September 16, 2005 and these comments have been incorporated into the final version that will be posted shortly at: http://www.gpoaccess.gov/authentication/index.html

The samples include three digitally signed and certified ID internal operating policy documents. The documents were signed and certified using one of the applications that GPO is currently testing. The documents contain GPO's Seal of Authenticity, which is used to notify users that a document has not been altered since it was authenticated and disseminated by GPO. GPO plans to use Public Key Infrastructure (PKI) and Digital Signature technologies to verify the authenticity of the electronic U.S. Government documents that it disseminates through the Federal Depository Library Program (FDLP).

In addition, GPO intends to procure the necessary tools and capabilities to automate the application of digital signatures on Adobe Acrobat Portable Document Format (PDF) files. This will enable application of digital signatures in a more timely, efficient and cost-effective manner than can be achieved through manual signing methods. As part of the same procurement, GPO intends to procure a validation mechanism that will enable users to easily view authentication information for digitally signed PDF documents.

Disaster Recovery

In early 2005, Akamai began implementing a Disaster Recovery (DR) solution for GPO static content and WAIS databases. Akamai has been working with Fast Search & Transfer (FAST) for the DR search component to replicate the look and feel of GPO's web sites while improving search accuracy.

The five most popular GPO Access applications (Federal Register, Code of Federal Regulations, Congressional Record, Congressional Bills, and Congressional Hearings) were developed as a proof of concept and delivered in June 2005. Once the workflow for automated content delivery to the DR storage location is completed in late December, the DR service will be activated for these five applications.

The static content delivery for the DR site was activated for gpo.gov and bookstore.gpo.gov in September 2005. The CIO staff anticipates completing the integration of the remaining GPO Access applications into the DR search environment by the end of the calendar year. While implementing the fully redundant off-site DR solution, GPO also will assess the use of the Akamai and FAST solution as an interim replacement for WAIS until the Future Digital System (FDsys) provides a new search platform. There will be a demonstration of the DR databases at the Council session that begins at 3:30 p.m. on Sunday, October 16.

Future Digital System

In August 2005 GPO surveyed all depository libraries to obtain their input on the most and least important Future Digital System (Fdsys) features and functions. Three of the “most wanted” features are access to authentic and official Government publications, migration of digital media to prevent technological obsolescence, and access to digitized publications with full search capability. A fuller summary of the responses is posted on the FDsys blog site at: http://fdsys.blogspot.com

In early October, GPO conducted an informational meeting; known as Industry Day, open to any interested vendor who has products or services that are in direct support of the requirements identified for the FDsys. GPO has requested industry assessment of the FDsys documentation as well as information to determine the capabilities of vendors to provide some or all of the services required for the FDsys. This information will be used to revise, if necessary, the FDsys requirements and concept documentation, the implementation plan, and the acquisition strategy.

The GPO Concept of Operations for the Future Digital System (ConOps v2.0), Final, May 16, 2005, and the Requirements Document for the Future Digital System (RD v1.0), Final, May 16, 2005, may be found at: http://www.gpo.gov/projects/fdsys.htm

Digitization of the Legacy Collection

GPO is continuing to implement its plan for digitizing a complete legacy collection of tangible U.S. Government documents to ensure that these materials will available, in the public domain, for permanent public access.

GPO has posted a white paper, Priorities for Digitization of Legacy Collection that addresses GPO's planned approach to digitizing the tangible collections of historical documents in Federal depository libraries. The paper focuses on beginning the process by digitizing legislative and regulatory material that expand the coverage of the most popular GPO Access databases.

Priorities for Digitization of Legacy Collection and other information on the digitization initiative are located at: http://www.gpoaccess.gov/legacy/index.html

Once GPO's new Digital Conversion Service is approved and staffed, the digitization of print publications will begin. Microfiche, maps and other tangible formats will be digitized at a later stage.

GPO also continues the development of the Registry of U.S. Government Publication Digitization Projects, a new service on GPO Access . The Registry is being developed in collaboration with the library community as a primary locator tool for publicly accessible collections of digitized U.S. Government publications. GPO plans to launch this service, in coordination with the digitization of the legacy collection, in fall 2005.

GPO's Digitization Specification 3.0 will be used to support the digitization plan to convert tangible U.S. government publications into preservation masters that can then be used to creative derivative "access" files to meet user requirements. The Specification will be updated as needed. It is available at: http://www.gpoaccess.gov/legacy/DigitizationSpecification3.0.pdf

ILS And Retrospective Cataloging Project

Implementation of the Integrated Library System (ILS) at GPO continues to progress towards the public go-live date, currently projected for the end of October. GPO staff continues to work on the system's functionality, focusing on serials control issues, on matching the functionality of the printed Monthly Catalog , and on transferring the Locate Libraries application from the Catalog of Government Publications , along with data cleanup.

The ILS database now includes bibliographic records from the initial load of July 1976 to October 2004 and two subsequent record loads inclusive through May 2005. Since then, GPO cataloging staff has imported OCLC records as cataloging is completed. Automation staff is working to set up the Acquisitions module as GPO proceeds with plans to move functions from existing legacy systems to the ILS.

Usability testing of the Web-accessible Online Public Access Catalog (OPAC) was conducted during the first week of August. GPO recruited 228 volunteers from the library community for the testing, resulting in 205 suggestions, many of which have already been implemented. Work continues to resolve errors, and to implement enhancement suggestions from the OPAC testers covering both look and feel and functionality. The domain name for the Web-accessible OPAC will be Franklin.gpo.gov.

GPO has developed a retrospective conversion plan for pre-1976 publications. Conversion record samples of shelf list cards, as well as print and microfiche issues of The Monthly Catalog , were produced and used to help determine the strategic directions for the project. A Statement of Work has been completed and funds are allocated in the Fiscal Year 2006 budget to procure r a cataloging services contract for the first phase of this multi-year project.

LOCKSS

The GPO LOCKSS Pilot Project was launched in June 2005. To date, GPO has made the current volumes of three Government e-journals available to the 19 libraries that are participating in the twelve-month pilot. The three e-journals are the Treasury Bulletin , the Social Security Bulletin , and the Journal of Research of the National Institute of Standards and Technology . LOCKSS (Lots of Copies Keep Stuff Safe) is open source software that provides institutions with a way to collect, store, and preserve access to their own local copies of e-journal content. LOCKSS was developed by Stanford University, and is currently maintained by the Stanford University LOCKSS Program Management Office with support from the LOCKSS Alliance. The purpose of the GPO LOCKSS Pilot Project is to investigate whether LOCKSS, or similar software, can be used to manage, disseminate, and preserve access to Federal Government e-journals that are within the scope of the FDLP and the International Exchange Service (IES). Information collected from the GPO LOCKSS Pilot Project will be made available to the program management office responsible for planning and implementing GPO's Future Digital System.

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

Biennial Survey

The Biennial Survey provides GPO with important information for administering the FDLP. The 2005 Biennial Survey will be accessible from the FDLP Desktop in early November and conclude in early December. All depository libraries are legally required to complete this survey.

CD-ROM Data Migration Strategy

GPO continues work on a comprehensive data migration strategy to ensure that information on the CD-ROMs distributed to depository libraries remains accessible. After an initial review, we have 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 and varied enough to cover a good cross section of considerations for migration. The sample will include:

• Serials and monographic discs
• A variety of file formats and system requirements
• Databases and discs containing static documents

Within a few weeks, GPO will release a list of the discs it reviewed, identifying the ones that are considered migration candidates. CD-ROM content that is also available online will be considered for migration at a later date. GPO is placing a higher priority on the titles not found online because there is a greater risk of content loss. Migration processes will be tested using the sample, and the results will be used to devise an overall migration strategy.

GPO is working with representatives from the Government Information Preservation Working Group (GIPWoG) and the National Institute of Standards and Technology (NIST) on migration strategies and techniques for extracting content from CD-ROMs published using proprietary files formats.

Electronic Federal Depository Library Manual

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. The electronic depository manual will be a living policy document containing best practices, tips, and hot links to additional information of interest to depository library personnel. Each chapter will include requirements and performance examples with an emphasis on the electronic FDLP.

The teams have submitted thirteen of the fifteen chapters. Nine chapters have been reviewed and returned by the editors. GPO staff and other subject matter consultants are now reviewing those chapters. Team leaders will present highlights of each revised chapter on Tuesday, October 18, 2005 in back-to-back sessions beginning at 8:30 a.m. GPO expects to begin posting chapters on the FDLP Desktop during November 2005.

Public comments will be received until January 1, 2006. The final chapters should be posted by the end of January 2006.

The manual update Web site provides an outline for the chapters, timelines for the revision and other related information. It is available at:
http://www.access.gpo.gov/su_docs/fdlp/e-manual/index.html

Web Discovery and Harvesting

GPO is continuing its efforts to discover and retrieve publications from Federal agency web sites that fall within the scope of the FDLP and the National Bibliography Program. GPO is preparing to award a contract for the discovery, harvesting, and assessment of documents and publications from web sites utilizing web crawler and data mining technologies.

As a first step in learning about available methodologies and technologies, GPO will be working with the Environmental Protection Agency (EPA) on a pilot project for web discovery and harvesting of all EPA web sites. In addition to locating electronic content for the FDLP, the information gained through this pilot will be utilized in developing a set of long-term requirements for web discovery and harvesting in conjunction with the implementation of GPO's Future Digital System.

GPO has selected two vendors to conduct the pilot concurrently so as to compare technologies, approaches, and results. Approvals of these contracts are currently pending. Once approved, the selected vendor(s) will conduct three separate crawls of the EPA web site during a six-month period. The results from each will be compared to develop criteria for targeting in-scope materials other agency web sites for inclusion in GPO's information dissemination programs.

In addition, GPO has drafted a White Paper that presents a high-level view and policy statement of GPO's current plans for Web Harvesting, including an overview of the current state, key definitions, and key issues. The document is currently under review internally within GPO and will be released for public comment when those reviews have been completed.

Essential Titles Survey

GPO is working with the Depository Library Council and others to develop a more specific survey to identify essential titles that should continue to be distributed to depository libraries in a tangible format. The survey conducted in March 2005 had a total of 794 libraries participating in the survey. Although the information collected was useful, GPO and the Council agreed at the meeting in Albuquerque to look into the development of another survey to be conducted later this year. A working group has been formed that is already moving forward with the first task of reviewing the more than 7,000 active item numbers. The goal of this task is to provide a list of item numbers that are more reasonable for any follow-up survey that is developed. The group is also working on a methodology for any future survey, including development of relative success factors and ways to ensure that all the different types of libraries are well represented in the survey. http://www.gpoaccess.gov/essential/statistics.html

Annual Item Selection Update Cycle

The 2005 annual update cycle will be offered to libraries, beginning on December 1, 2005 and closing on February 1, 2006. Libraries will be able to make additions and deletions to their item selection profiles during this period. The amendments to a libraries profile made during the January-February 2006 update cycle will become effective on April 1, 2006. The next Annual Update Cycle is scheduled to begin in June 2006. Details will be announced via FDLP-L.

Briefing Papers on Selection Mechanisms

As part of its ongoing planning efforts, GPO's Information Dissemination (Superintendent of Documents) organization has undertaken a review of the item number system used by libraries in the Federal Depository Library Program (FDLP) to select tangible and electronic titles. As the number of electronic publications disseminated continues to grow, GPO raised questions about the continued utility of item numbers in its initial planning statement on the National Bibliography. In response to a request from the Depository Library Council, GPO conducted a review of the current item number system and examined possible alternatives.

As a result of this review, GPO is releasing three briefing papers and soliciting comments from the depository library community. “Depository Selection: History and Current Practice” is provided as background information for the other two papers. It provides an overview of the item number process in its current form. “Depository Selection Mechanisms: New Model for the Selection of Online Titles” proposes new mechanisms for the selection of online titles. “Depository Selection Mechanisms: New Model for the Selection of Tangible Publications” proposes new mechanisms to support a more flexible model for selection and distribution of tangible publications. All three papers are available for review at: http://www.access.gpo.gov/su_docs/fdlp/selection/index.html

New Model for the Selection of Tangible Publications

Most respondents liked the idea of selecting some publications for automatic shipment and having others available for review through the use of an electronic file before committing to receive a tangible copy. Since additional time may be needed to review titles not selected for automatic shipment, a 14 to 30 day review period was suggested.

Some respondents incorrectly assumed that the 5-year requirement would apply only to tangible items selected for automatic shipment. All tangible titles selected by a depository library will continue to be subject to the statutory five-year retention rule.

GPO was encouraged to continue pursuing the capability to push bibliographic records for both online and tangible titles selected by Federal Depository libraries.

New Model for the Selection of Online Titles

GPO also received a number of comments regarding the proposed model for selection of online titles based on a single item number for all online publications of an agency or subagency. While this was generally well received, there was some speculation about the number of bibliographic records libraries would need to download from GPO (or purchase from a vendor) if their libraries want to catalog electronic items.

The selection mechanisms web page is at: http://www.access.gpo.gov/su_docs/fdlp/selection/index.html

The comments will be summarized and thee documents updated after the close of the comment period. All comments should be directed to: jrussell@gpo.gov
The deadline for comments is Monday, October 31, 2005.

MARC 300 Field for Remote Electronic Resources

At the request of the GODORT Cataloging Committee, GPO ID staff has evaluated the current GPO cataloging practice for entering information for electronic resources in the MARC 300 field. GPO provided a proposal to the cataloging committee for review on June 22, 2005 and allowed a comment period that extended to September 1, 2005. GODORT responded with a formal letter discussing the proposal and highlighting specific questions and concerns and GPO has responded formally. The new policy is optional and libraries can choose to delete the 300 field information provided from their records if they so wish. The policy is available at: http://www.access.gpo.gov/su_docs/fdlp/cip/marc300_ala62605.pdf

Administrative Notes/Administrative Notes Technical Supplement

For many years, GPO's monthly newsletters, Administrative Notes and Administrative Notes Technical Supplement , served as the primary vehicle for the dissemination of GPO news and information to the Federal depository library community. As a result of the growing use of the FDLP-L listserv and the FDLP Desktop to make more timely distribution of information, the volume of material for these publications has declined significantly. Consequently, Administrative Notes and Administrative Notes Technical Supplement will continue in print at least through December 2005. By that time, all of the information they contain will be available via GPO's CRM knowledgebase, the new Integrated Library System, and the FDLP Desktop. It is the consensus of both GPO staff and the Depository Library Council that the community is better served by timely electronic postings versus the current print publications. To validate this, GPO will be conducting a survey of the depository library community in November to explore the best means to communicate this information in the future.

New And on the Horizon

A new RSS Feed (Rich Site Summary/Really Simple Syndication) for “What's New” on GPO Access is available at: http://www.gpoaccess.gov

RSS is a small XML file that notifies users when a Web site has been updated. Users can subscribe to an RSS feed using a stand-alone program, also known as an aggregator or news-reader. They will then receive a type of notification message that alerts them to additions to the “What's New” feature of GPO Access .

The first RSS feed launched by GPO was introduced in July 2005. That feed offers FDLP Desktop News and Updates and is available at: http://www.access.gpo.gov/su_docs/fdlp/index.html

The Senate Committee on the Judiciary: Supreme Court Nomination Hearings

Supreme Court Nomination Hearing transcripts (1971 - forward), in their entirety, are now available on GPO Access at: http://www.gpoaccess.gov/congress/senate/judiciary/scourt.html

U.S. Code

The United States Code: 2000 Edition, Supplement 2, is now available on GPO Access at: http://www.gpoaccess.gov/uscode/search.html

The United States Code is the codification by subject matter of the general and permanent laws of the United States, based on what is printed in the Statutes at Large. It is divided by broad subjects into 50 titles and published by the Office of the Law Revision Counsel of the U.S. House of Representatives.

Statutes at Large

GPO plans to release a United States Statutes at Large (Volume 117, 108 th Congress) application this fall, with future volumes to follow.

GPO Access Statistics

More than 300,000 titles are now available on GPO Access ! Since its inception in 1994, GPO Access retrievals have exceeded 2.3 billion. June 2005 was the busiest month ever, with more than 39 million retrievals. Through August, more than 392 million documents have been retrieved in FY2005.

Public-Private Partnership Opportunity In Publishing Services
(Sales Program)

In April 2005, GPO issued a Request for Information (RFI) about the capabilities of vendors to provide some or all of the services involved in the transformation of its current sales and distribution operations. GPO's goal is to increase public awareness of its products, enhance customer access to and achieve broader dissemination of Government information, expand distribution channels, create new and useful derivative products, utilize the latest technology for the sale, production, and distribution of tangible and electronic products to the public, and modernize the selection and distribution processes for tangible information products provided to Federal depository libraries. GPO hopes to achieve these goals using mutually beneficial performance-based revenue sharing models and some fee-based service offerings.

In June a meeting was held at GPO with all of the vendors who responded to the RFI. The purpose of the meeting was to convey GPO's current thinking on this opportunity and get feedback from the private sector prior to the release of a formal Request for Proposal (RFP).

Currently, GPO is finalizing a draft RFP. Instead of the traditional approach using a statement of work (SOW), GPO has written and incorporated a Statement of Objective (SOO) into its RFP. This emerging methodology, an alternative to the usual government SOW, requires that the competing companies develop their own statements of work, performance metrics and measurement plans, and quality assurance plans. This approach allows the offerors freedom within the structure and definition of SOW tasks to carry out the stated objectives through the use of innovative approaches.

Once the draft RFP is released, GPO will host another meeting with the original RFI respondents. This meeting will allow vendors to provide feedback on the vision, scope, objectives, and requirements that GPO puts forth in the draft prior to the release of the final version.

More information about this initiative is available at: http://www.gpo.gov/bidopps/majoracquisitions.htm

Organizational Changes

Effective October 1, the ID organization was reorganized to conform to the GPO Strategic Vision's concept of six major business lines for the GPO of the future. The Strategic Vision calls for new units to be organized around these business lines, each headed by a general manager accountable for the business line's products (beginning to end) and financial performance. The new organization is intended to assist GPO's transformation into a more efficient and customer-driven agency, implement a more integrated approach to printing, publishing, and information dissemination requirements, employ more advanced business systems, and improve management control and decision making.

ID functions fall under two of the six business lines: Library Services and Content Management, which includes management of the FDLP; and Publication and Information Sales, which includes the ID Sales Program. Although Ric Davis has been selected for the position of Director, Program Management Office, on the staff of GPO's Chief Technical Officer, where he will work on GPO's Future Digital System, for the next three months, he will manage the Library Services and Content management portion of ID in an acting capacity. Meanwhile, GPO will conduct a nationwide search for a permanent head for this area. Kevin O'Toole will manage the Publication and Information Sales area. A copy of the new ID organization chart is in each registration packet.

Deputy Superintendent of Documents T.C. Evans has been selected for new position as GPO's Assistant Chief of Staff for Strategic initiatives. In this new role, he will oversee the implementation of GPO's Strategic Vision.

For the news release on this appointment, go to: http://www.gpo.gov/news/2005/05news24.pdf

For more about GPO's Strategic Vision, go to: http://www.gpo.gov/congressional/pdfs/04strategicplan.pdf

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Last update Date: November 3, 2005
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