[ Back to the Table of Contents ]
[Handout]
Library Programs Service Update
STAT-USA
Effective October 1, 2000, depository libraries have two free subscriptions to the STAT-USA online service. Libraries do not need to register for the increased access to the STAT-USA service. The current passwords in use by libraries registered for this service allow the extra user to access the database. Libraries are reminded they must abide by the agreement signed by each library director upon registering for STAT-USA. The users must be in the library when accessing the database. The library must protect the passwords. Passwords should not be disclosed to faculty, students, or patrons.
The National Trade Data Bank (NTDB) (C 1.88:, Item 0128-L) on CD-ROM is no longer be sent to libraries effective with CD-ROMs published as of October 2000. This is the final step in the agreement to increase online access to STAT-USA. USA Trade CD-ROM (C 1.88/3:, Item 0128-L-01) is no longer distributed to libraries in CD-ROM format. The information in this title is also included in the monthly U.S. Imports of Merchandise (C 3.278/2: Item 0154-D) and U.S. Exports of Merchandise (C 3.278/3: Item 0154-D) on CD-ROM. A new paid portion of the STAT-USA online database, USA Trade Online, with the detail level equivalent to the CD-ROM product is not included under the agreement for free depository access, however, abbreviated 2-digit detail is available under your depository subscription to STAT-USA. Depository libraries wishing to access the detailed USA Trade Online on the STAT-USA website must pay for access under terms set by STAT-USA and the Census Bureau.
Format Changes to Electronic (EL)
LPS is moving forward with numerous changes in the distribution format of FDLP titles. These changes mean that depositories will have current and permanent public access to online versions of content that was previously distributed in paper or microfiche. The notices of the change of format are posted in Administrative Notes Technical Supplement and the online WEBTech Notes, located at <http://www.access.gpo.gov/su_docs/fdlp/tools/webtech.html>.
Libraries will continue to see physical distribution of many of these products in the shipment boxes for titles that have been changed to EL format. The contracts under which these products are ordered are in the process of being changed, and it may take the Federal agencies some time to make the changes. The changes will eventually catch up with each title, and the title will then be disseminated only online.
Self-Studies
Staff vacancies contributed to postponing the submission of self-studies to LPS by some libraries last inspected in 1994. Two selections have been made to fill Cynthia Etkin's and Thomas Oertel's positions. Gail Snider resigned in October and her position likely will not be filled. Once the new inspectors are trained, Depository Services hopes to resume requesting self-studies in spring 2001.
Outreach
The 14th annual Interagency Depository Seminar will be held from May 30 - June 6, 2001 at the U.S. Government Printing Office. The preliminary agenda and registration form appeared in the October 15, 2000 issue of Administrative Notes.
The spring 2001 Depository Library Council meeting will be held from April 1-4. The Four Points Sheraton Riverwalk North in San Antonio, TX has been awarded the contract. The preliminary agenda and registration form will appear in the January 15, 2001 issue of Administrative Notes.
Publications
The August 2000 edition of the Federal Depository Library Directory was recently distributed to all depositories. The Instructions to Depository Libraries, July 2000 edition, was distributed to all depository libraries in September. The Instructions are available for downloading from the FDLP Desktop at <www.access.gpo.gov/su_docs/fdlp/pubs/instructions> in MS Word, HTML, and PDF formats.
Federal Depository Libraries
As of September 30, 2000, there are 1,328 Federal depository libraries of which 53 are regionals and 1,275 selectives. Nineteen libraries voluntarily relinquished depository status while one joined the program.
PURLs and Access to Online Resources
At present, approximately 11,000 online resources are made available through GPO produced bibliographic records. Most records are accessible via OCLC’s Persistent Uniform Resource Locator (PURL) software. As URLs change, the PURL that is input into a record seamlessly re-directs users to the most recent active link. Use of PURLs allows catalogers to spend their time cataloging rather than maintaining links by changing URLs in bibliographic records.
As with many services associated with technology, GPO’s use of PURLs software has rapidly evolved during recent years. The Library Programs Service (LPS) began using PURLs in March 1998.
PURLs Assignment
Selected personnel within LPS are authorized to assign PURLs to online resources that are announced in the New Electronic Titles (NET) application. PURLs are also used for providing access to cataloged works that are not listed on NET. Online works that are available via both NET and the Catalog of United States Government Publications <www.gpo.gov/catalog> should share the same PURLs.
Determining Where PURLs Should Take Users
LPS practices for assigning PURLs to online resources have evolved as experience has been gained and as Internet publishing practices have evolved. The first choice for assigning PURLs in serial records is to take users to a page through which all issues are accessible. The second choice for serials is to take users to the most recent issue. The choice of formats is in accordance with choices for monographs (see below).
The first choice for monographs (non-congressional) is to take users to a page on which they may choose formats (PDF, HTML, text, Word/WordPerfect). If a user-initiated option is not available, the following formats are preferred (in order) PDF, HTML, text, Word/WordPerfect.
Our current practice for assigning PURLs to congressional monographs (GPO Access) is to assign a PURL that takes users directly to the publication in both PDF and text if both are available. If PDF and HTML are available, we assign PURLs to these formats in preference to assigning PURLs to PDF and text formats. In those instances in which we assign a PURL to a resource at a House or Senate site (for recently published documents that are of public interest but not yet on GPO Access) we must choose from the best available options. GPO does not control how non-GPO sites make information available.
Links Checking
Each weekend, PURLs link checking software is run to identify PURLs with broken links. Personnel attempt to restore access and also attempt to discover more direct links to publications than may have been present when the document was cataloged. People who know of broken links and who know of better, more direct access to online works are encouraged to send this information to Theodore Defosse at: <tdefosse@gpo.gov>.
Information Displays and Cataloging Policies and PURLs/URLs
GPO’s cataloging policies for providing online access have evolved during recent years. Much of this evolution is in response to evolving national level cataloging standards. Given evolving standards, it is important that libraries display 500, 530, and 538 notes fields and the 856 online access field, with subfields u and z, in their online catalogs. Libraries that display these elements will provide patrons with electronic access to online resources and/or essential information concerning access or dead links even if the exact wording of notes may differ.
Current Practices - Access and Access Related Information
Current practice is to record the URL address of an online work in the 530 (also available) and 538 (online only) fields of records, as appropriate. This address is for information only and refers to the URL and the date on which a PURL was established for the title. This policy was undertaken in response to a recommendation from the Depository Library Council.
Access to online publications is accomplished through assignment of PURLs to the 856 field of records. Subfield u of the 856 field is used to convey access-related information. Such information may include a note indicating a need for an Adobe Acrobat reader and/or may describe how a link to a title may be established from an index or similar page.
Subfield z of the 856 field is used to indicate that a work is no longer accessible via the Internet.
Policies – Information Concerning Dead Links
When personnel are unable to restore a link, GPO’s established policy, since 1995, has been to indicate "No longer available via the Internet" in a 500 note. This policy is contained within GPO’s Cataloging Guideline for Computer Files, No. 1A, located at: <www.access.gpo.gov/su_docs/fdlp/cip/cgcomp01.html>.
This policy has not been uniformly applied in every instance and some exceptions have been discovered. Although most "no longer available" notes are in the 500 field (and the 856 subfield z), some of these notes also appear in the 530 and 538 fields. Some slight variation in the language of some notes also has occurred over time. These variations should not be a problem if catalogs provide record displays for 500/530/538/856 fields.
[ Back to the Table of Contents ]
Depository Library Council to the Public Printer
Spring 2000 Meeting
Recommendations and Responses
1) Revision of the Depository Library Public Service Guidelines
Council recommends that GPO reconsider "Proposal 3: Revise the ‘Depository Library Public Service Guidelines for Government Information in Electronic Formats’ to Establish a Service Requirement for Tangible Electronic Products." (April 2000)
Rationale: Council is concerned that the meaning of the phrase "good faith effort" in Proposal 3 is unclear. Council is cognizant of the responsibility of depository libraries to make a "good faith effort" to make electronic products accessible to the public and we realize that the public may at times require assistance rather than simply being given the option of borrowing these products. However, given the eclectic nature of many depository tangible electronic products and their software (or lack thereof), we ask GPO for a more nuanced approach to the problem, and in particular, a clearer exposition of what constitutes a "good faith effort." Further, Council will undertake action to clarify the competencies that depository libraries need to have to comply with enhanced service requirements.
- Response
: At this time, GPO does not plan to resubmit the proposal modifying the "Depository Library Public Service Guidelines for Government Information in Electronic Products" concerning "good faith" effort by depositories in providing in-house assistance to patrons wishing to use CD's and DVDs. This proposal was initiated because inspectors discovered that many libraries, while still selecting CD-ROMs or DVDs, lacked the equipment to service these electronic products and also never planned to purchase or replace the equipment to make these information products available in the libraries. In April 2000, Council adopted GPO’s proposal number 2 to "Increase the Minimum Technical Requirements for Public Access Workstations in Federal Depository Libraries at Regular Intervals." These Minimum Technical Requirements (http://www.access.gpo.gov/su_docs/fdlp/computers/mtr.html) are based on the 1999 Recommended Specifications for Public Access Workstations in Federal Depository Libraries and they specify a DVD drive and compatibility with a CD-ROM drive. In conducting on-site inspections and evaluating self-studies, the inspectors will rate the depository on equipment capabilities using the new minimum requirements for computer workstations.
2) GPO Access Gateways
Council recommends that GPO capitalize on the experiences and innovative contributions of the GPO Access Gateway libraries by engaging them in discussion to encourage their participation in the evolution from Gateways to potential new partnerships.
Rationale: Council recognizes the valuable role Gateways have played in the growth of GPO Access and the expertise the Gateways have developed in providing tailored instructional, navigational, or interpretive content. Council is aware that some Gateways wish to continue in that capacity. Council is also aware that GPO is committed to continuing operation of the SWAIS interface and to maintaining links useful to Gateway sites. Given GPO's commitment, Council believes it is reasonable that Gateways as a separate project be ended. However, Council believes that discussion between GPO and the Gateways may lead to new partnerships based on the accomplishments and innovative spirit of Gateway libraries.
Response: The GPO Access Gateway services provided by numerous depository libraries were an important step in the transition to a primarily electronic Federal Depository Library Program (FDLP). GPO encouraged depository libraries to become Gateways in order to expand no-fee public access to GPO Access and other U.S. Government information on the Internet. In 1995, when the Gateway project began, GPO Access was still a subscription service, most users were connecting via modem and using customized client software for search and retrieval, and most FDLP content was still delivered in tangible media. As GPO Access and use of the Web have grown, the original purpose of the Gateway project has been accomplished. However, along with other changes in the information infrastructure, the role of the Gateways also changed, and some have provided tailored instructional, navigational, or interpretive content.
GPO acknowledges and appreciates the accomplishments of the Gateways and the effort of many depository librarians and administrators, systems staff, and others in creating those successes. Since the Gateways initiative has served its initial purpose, GPO, as announced in the April 2000 meeting of the Depository Library Council, is discontinuing its formal support of the Gateway project as of September 30, 2000. Some institutions may prefer to continue to operate a Gateway as a local value-added service to their constituencies. The decision to continue operating Gateway services should be based upon local needs, and current Gateways will be able to continue to operate if they so choose. In the future such activities will be acknowledged as outreach activities within normal depository operations, rather than as part of the separate Gateway program effort. GPO will continue to observe the remaining Gateways as a source of ideas for the continuing development of GPO Access.
- One legacy of the Gateway project is that it serves as a model for cooperative partnerships between depository library institutions and GPO. Today new types of partnerships are needed to advance the cause of no-fee public access to U.S. Government information. GPO will continue to explore new partnership opportunities with depository libraries, Federal agencies, and other institutions.
3) Redefinition of Depository Library Size Categories
Council endorses the "Proposal 1: Redefine Depository Library Size Categories" (April 2000). Council encourages GPO to update the library size categories at more frequent intervals and to begin to articulate definitions of measures for depository libraries in the online environment.
Rationale: Council concurs with GPO that the present definitions, which were articulated in 1987, do not adequately reflect the growth of depository library collections and, therefore, place an undue burden on libraries to select beyond their main mission and scope. More frequent updates of the size categories will avoid this problem in the future. However, Council notes that definition of library size by volume count will not be meaningful in a networked information environment and suggests that GPO begin to consider measures of equipment and public service commitments that might better define depository library "size" in the more electronic environment.
Response: GPO appreciates Council's endorsement of Proposal 1 to redefine depository size categories effective October 2000 and anticipates recalculating the size categories more frequently. Future revisions will necessarily require additional review of the electronic resources in the FDLP and of the impact of electronic resource sharing on general library collection size measurements. Information about the adoption of the new measurements is included in the July 2000 revision of the Instructions to Depository Libraries. The new item number/size comparison chart appears at <www.access.gpo.gov/su_docs/fdlp/coll-dev/itemchrt.html>.
4) Decennial Census Information
Council recommends that GPO pursue special funding in FY2002 to make 2000 Decennial Census publications and data files available for depository library selection as tangible or Internet products, and that GPO initiate a dialog with the Bureau of the Census regarding preferred options for depository library dissemination of such 2000 Census materials as cartographic line files.
Rationale: Decennial census information, including the cartographic line files that are essential to many Census data applications, comprises a fundamental public information resource and a core collection in depository libraries. This data remains useful for many years, and depository libraries provide the permanent public access which communities and researchers need. Online formats alone do not fill the needs of all users, nor are they exact equivalents in every case. The long-term value of this unique body of information justifies distribution in multiple formats. Special funding was obtained and effectively used during the last census cycle to enable the public to have access to this information in multiple formats through depository libraries, and the data still receives heavy use. Council believes that special funds should again be requested to assure similar levels of multi-format access to the 2000 Decennial Census through depository libraries. The continuation of this flexibility in formats will significantly increase the ability of depository libraries to maximize service for their patrons, now and in the future.
Response: LPS has provided Decennial Census information to depository libraries in multiple formats when possible because of the high public usage and the need for long-term public access. LPS recognizes the importance of this information. However, in light of the FY 2001 funding constraints, GPO must reduce duplication of FDLP distribution formats and media to reduce Program expenses. Tangible products will be distributed for the Decennial Census material when the information in the print or tangible electronic product differs significantly in arrangement and function from the material posted at the Census Website. In addition, if the product is of a significant reference value to most types of depository libraries, the tangible product will be acquired and distributed to the FDLP.
LPS is committed to making these historical materials available for all users, for current and long-term use. Census and LPS are developing a Memorandum of Understanding (MOU) to preserve Census material on the Census Website for permanent public access. Further information about this MOU will be relayed to the Council as it becomes available.
5) Increasing Minimum Technical Requirements for Public Access Workstations
Council recommends that GPO implement "Proposal 2: Increase The Minimum Technical Requirements for Public Access Workstations in Federal Depository Libraries at Regular Intervals" (April 2000).
Rationale: Council recognizes the ongoing need to assure that the technical capabilities of depository libraries are adequate to support access to electronic FDLP publications. Hence, Council supports the proposal that GPO establish a schedule for updating Minimal Technical Requirements for Public Access Workstations at regular intervals. Council is concerned about the impact of these standards upon the inspection process and encourages GPO to articulate their expectations to depository libraries.
Response: GPO appreciates Council's endorsement of Proposal 2 to "Increase the Minimum Technical Requirements for Public Access Workstations in Federal Depository Libraries at Regular Intervals." The implementation schedule through FY 2001 has been published already at <www.access.gpo.gov/su_docs/fdlp/computers/mtr.html>, in Administrative Notes, v. 21 #7, May 1, 2000, pp. 48-50, and a link appears in the July 2000 Instructions to Depository Libraries. GPO plans to update the technical requirements and publicize the changes annually.
6) Electronic Transition Report
Council, having accepted in principle the Electronic Transition Committee's Report on GPO's Transition to a More Electronic FDLP, recommends that as GPO staff develop online resources they keep in mind not only FDLP libraries, but also the broad range of constituents who will have direct access to the Collection, including non-depository libraries and the public.
Rationale: Council has studied a number of issues related to GPO's electronic transition and reported on their deliberations in the Electronic Transition Report. While GPO has a mandate to serve GPO depository libraries, the Internet environment enables non-depository libraries and the general public to directly use GPO online resources. Council recommends that GPO keep in mind this broader range of constituents as it develops online tools and resources, marketing, training, and outreach for the FDLP. Ben's Guide is a successful example of an online resource that satisfies the needs of both the FDLP and the general public. It is Council's opinion that this will enable GPO to play a more vital role in the dissemination of government information in the electronic environment.
Response: As Council has noted, GPO has a legislative mandate to serve the Federal depository libraries. This traditional view of our user community was expanded in the 1998 plan for Managing the FDLP Electronic Collection, which stated that:
The primary user community for the [Electronic] Collection is composed of end users gaining access to the Collection through the facilities and resources of the FDLP, including its geographically dispersed network of depository libraries. … GPO will strive to accommodate the needs of as broad a range of users as possible within the constraints of time and resources. Collection planning and the effective use of GPO's appropriated funds will focus on depository libraries and depository users as definable, known groups representing the public’s need for access to Government information.
GPO recognizes the opportunities of the electronic dissemination environment to reach out to and serve a broader segment of public and other types of libraries. Our Program development and transition activities have been, and are expected to be, guided by an awareness of the needs of all our users, both our mandated user community in depository libraries and the general public. While we will continue to rely on Council as a source for information about those needs, we will also use appropriate input from other sources and communities.
The revised and streamlined "Finding Aids" (http://www.access.gpo.gov/su_docs/tools.html) on GPO Access exemplify a service that has been redesigned to be more user-friendly to non-depository librarians and the general public. In addition, the EIDS User Support Team receives and acts upon numerous comments and suggestions for GPO Access enhancements that originate outside the depository library community.
7) GPO's Cataloging and Locator Services Report
Council recommends that GPO proceed with the six "Proposals for Council Consideration" articulated in the report, "GPO's Cataloging and Locator Services Actions in Progress and Proposals for Change" (April 2000). While Council endorses each of the six proposals, we do further recommend that GPO consider strategies for continuing a simple index in the paper Monthly Catalog.
Rationale: Council believes that this well thought out review of locator services proposes a reasonable strategy for strengthening cataloging and locator tools on GPO Access. These services were initiated approximately four years ago and have reached the point where assessment and retooling are required. Given the low use and high cost of the Monthly Catalog on CD-ROM and the ready availability of a much better product on GPO Access, the Catalog of Government Publications (CGP), resources used to produce the CD-ROM should be reallocated to other GPO Access efforts. Since the online CGP minimizes the need for the paper Monthly Catalog, desktop publication of the paper product will reduce costs and free resources for other projects, and will meet Title 44 requirements for the production of a list of products.
Response: GPO has either completed or made substantial progress toward completing five of the six proposals outlined in the April 2000 report to Council. A remaining proposal on which work is in progress concerns the use of desktop publishing technology to support the compilation of the abridged paper edition of the Monthly Catalog of United States Government Publications (MOCAT). GPO is investigating the use of desktop publishing software in the context of requirements to replicate, to the extent possible, the features of the current MOCAT. At present it appears that desktop publishing software may not support indexing to the record. However, an index that identifies the page on which a record is located appears to be within the capabilities of most word processing applications.
Superior access to the electronic and tangible publications in the FDLP is available by searching the more than 152,000 freely accessible records of the Catalog of United States Government Publications (CGP, located at <www.gpo.gov/catalog>). GPO’s ability to maintain records at this application provides the public with a continuously improving product that provides electronic access to more than 11,000 online titles and that provides the physical locations of most tangible publications distributed to depository libraries.
8) Cataloging and Locator Tools
Council recommends that GPO revise GPO Access Finding Aids and Cataloging and Locator tools pages to:
- assure that Cataloging and Locator Tools pages conform in look and feel with other pages on the GPO Access site;
- include links (buttons) on Cataloging and Locator tools pages which provide easy navigation within and among these tools; and
- establish a Browse Topics pages metatag requirement to conform with CORC standards that will facilitate search engine retrieval of Browse Topics pages.
Rationale: The Cataloging and Locator Tools pages currently have a different look and feel than other GPO Access pages, as well as a different schema for navigational devices. Council believes that greater conformity within the overall GPO Access site would ease use of these pages, especially to the broader community of users beyond depository libraries. As an example, adding a uniform set of navigational buttons to the Cataloging and Locator tools pages similar to those on the branches of government pages would improve navigation among the tools. Additionally, the establishment of a metatag requirement for Browse Topics would ensure that pages contributed by all volunteers participating in the Browse Topics partnership will be uniform for Web search engines and available for CORC.
Response: Over the past several months GPO has refined and improved the cataloging and indexing suite of tools to add new navigational aids and make the "look and feel" more consistent. This effort was conducted in parallel with the redesign of the FDLP Administration Website begun in spring 2000. LPS and EIDS staff standardized the graphics and navigational buttons for all of the GPO Access Finding Aids. The FDLP Desktop was successfully launched in late July 2000 and provides visual consistency and easier navigation within and among the tools.
LPS has identified a partner to administer the Browse Topics application, and we are approaching finalization of a partnership agreement. The agreement will require the partner to create and maintain the metadata for all topics in this application. LPS staff has established metadata creation guidelines for use by the partner.
In establishing the Browse Topics service partnership, LPS staff built upon the knowledge gained through recent experience with OCLC's CORC project, as well as from on-going projects with other Federal agencies currently involved in the establishment of metadata standards and the creation of metadata for electronic publications.
9) Microfiche Congressional Bills
Council recommends that GPO continue distribution of the microfiche version of congressional bills until such time as the electronic version can be certified as authentic.
Rationale: Council recognizes that due to fiscal constraints, GPO has to make difficult decisions regarding formats and that Congress is pressuring GPO to eliminate dual distribution of FDLP titles altogether. Nonetheless, Council is aware of concerns within the FDLP community about ending distribution of the microfiche version of congressional bills until the electronic version that is available through GPO Access can be authenticated as official. There are currently no government-wide information policies or procedures to address the important issue of authenticating electronic government information, including core legal titles that are increasingly becoming available in electronic formats. Council believes that GPO should take a proactive role in this arena similar to the leadership they have demonstrated in bringing together key stakeholders to discuss solutions to ensure the permanent public access of electronic government information.
Response: The August 25, 2000 letter to the directors of depository libraries (http://www.access.gpo.gov/su_docs/fdlp/coll-dev/sdltr8-25-00.html) described measures that GPO is implementing in anticipation of the expected $2 million reduction in the Salaries and Expenses Appropriation (S&E) for the Superintendent of Documents for FY 2001. To operate within the reduced appropriation, GPO will be obliged to curtail some traditional products and services. The Program is not funded at a level that permits us to continue to make dual format distribution on a routine basis. Therefore, we are implementing a policy on distribution to Federal depository libraries that will accelerate the transition to a primarily electronic Program.
As previously announced, LPS will discontinue distribution of the Congressional Bills on microfiche effective with the last of the 106th Congress Bills. We estimate that eliminating the bills on microfiche will save over $200,000 per year. Bills are permanently accessible on GPO Access beginning with the 103rd Congress. The online bills are easier to search and retrieve than the microfiche versions. The microfiche bills require use of a complicated and cumbersome paper finding aid and the physical space to store the microfiche.
GPO has reviewed the official status of the electronic bills on GPO Access. These electronic bills are produced from the same source files as the official printed versions. It is GPO’s position that the online bills on GPO Access are equally official and authentic.
[ Back to the Table of Contents ]
Readers Exchange
Future Growth in Federal Documents Depository Collections
McKinley Sielaff
University of Richmond
Predicting Growth
Forecasting the growth of any library collection is difficult these days. Planning for new spaces only increases the pressure to accurately predict how large a collection will be, not just a year from now, but five, ten, even twenty years into the future.
No one better understands the complexity and dilemmas faced with forecasting the growth of a collection than do documents librarians. Libraries control their collection development: which books they buy, what periodicals they subscribe to, and what other materials and in which formats they acquire. With Federal Depository Library Program (FDLP) collections, however, significant unease results from external control of what a library receives based on a profile. The type, quantity, and quality of a depository collection rests in the hands of people who may well never set foot in our libraries let alone touch our documents. Thus, Federal depository collections present a unique set of challenges to space planners.
Traditional Considerations
Increases of space used to house depository collections in libraries are dependent on how much GPO prints. The number of publications from the GPO has increased over the decades. This has meant planning on increasing space needs year after year.
Growth varies for specific parts of the collection; hence space needs vary dramatically as well. Individual titles have different space needs. Space needed for a title may vary from one year to the next. The Census Bureau shelves are a case in point. Every ten years the Census of Population and Housing demands a great deal of space, while every five years the Census of Economics and the Census of Agriculture quickly fill more space. To add to the confusion, parts of series are housed in different locations within the broader collection as a consequence of changes in issuing agencies and SuDocs classification.
Changes in format also alter space requirements. New technologies store significantly more data in substantially less space than earlier. Consequentially, formulas used to calculate collection growth cannot be easily applied to predict adequate shelf space.
Electronic formats
The document library community was shocked when in 1995 GPO released its plans to migrate to electronic formats. "A key assumption of the plan is that nearly all of the information provided through the Federal Depository Library Program (FDLP) will be electronic by the end of fiscal year 1998" (Administrative Notes, v. 16, no.18; December 29, 1995, p. 1).
Librarians questioned their conventional thoughts on space planning. With such a considerable reduction in paper publications, would libraries need any more space for documents? Although document librarians were skeptical about the feasibility of FDLP’s time frame, none made the mistake of doubting that electronic information was the future for access to information via GPO.
Using Current Space
In thinking about future space, it is important to consider current requirements. Shelving items is not easy as workers insert slick pamphlets next to stapled monographs and folded maps next to odd sized kits. Where should one house pamphlets and what should one to do with floppy disks and CD-ROMs? This mix results in a mishmash of documents that make shelving difficult. Growth space is dependent on how the present collection is housed as well as how materials will be shelved in the future.
Fortunately, it is possible to change the current space to deal with future space needs. A variety of types of shelving can be used. Compact shelving is one way to house more in less space. The entire collection or parts of the collection can be stored this way. In addition, locks are available to aid in protecting rare and valuable items. Slotted shelves are an option to deal with materials that are not consistent in physical shape and size. Spacers are easy to install, they can be placed at intervals as needed, and, moreover, they keep the collection neat and tidy, making browsing and retrieval more manageable. They also provide support which keeps materials in good condition.
Other alternatives range from weeding to integrating parts of the collection into other library collections. One example would be to shelve government document periodical publications with the general current periodicals. If and when GPO stops distributing a title in paper format, additional space requirements for it will cease. Microform editions of some titles can be purchased. Storing microform in cabinets will save space. Remote storage is becoming a reality for many libraries; perhaps documents can be included.
Tools of the Trade
Coupling conventional tools for growth creates a foundation for planning. Traditionally, one used growth statistics from previous years. One year’s growth or an average of the last few years can be the base calculation. Multiplying the base figure by the desired number of planning years results in a measurement of shelf requirements. This method works well for individual titles. However, it has limitations, especially when applied to an entire collection. Another approach is to consider the trends and changes in information dissemination. Librarians should be knowledgeable about congressional debates and GPO plans. These indicators can help librarians determine space needs and growth estimates in the new millennium.
Traditional formulas are flawed. When applied to the current environment, they lead to unsound consequences. However, there are ways to cut down on the unpredictability of growth issues. Forecasts could be made using two different approaches.
The first forecast is based on the rate of paper growth or decline for the past 5 years. That number is then used to calculate what the actual growth would be, continuing at that rate, for the time period. Forecast #2 is based on "current signals." Analyze and assess all pertinent statements released by GPO. Read Administrative Notes. Peruse documents on the FDLP Desktop at GPO Access such as Managing the FDLP Electronic Collection: A Policy and Planning Document. Take special note of speeches from the LPS director and the Public Printer.
In addition to GPO there are other resources of information to consult. Don’t overlook document expertise when gathering clues regarding trends. GOVDOC-L Archives and the GODORT website should be consulted. Check out what other depository librarians are doing. For example, university libraries like the University of Louisville and Washburn University are creating web accessible URL links for many government periodicals. Electronic equivalents for an ever-growing number of periodicals are posted. The University of Denver has a web page for document librarians. One table shows the number of publications shipped per item number for the past few calendar years. Approximately 10% of item numbers and classification numbers seem to cease while another 10% are created each year.
Finally, think thoughtfully about how your collection will grow. Are the needs of your constituents changing? Will you continue to select all you are currently selecting? Will you be trying to complete past holdings such as filling in gaps in serials? Will you start growth in new areas?
Requesting Space
While acknowledging current trends, requesting less than sufficient space causes more problems than planning for an electronic-only future. More documents will migrate to an electronic format. It is also safe to predict the coordination efforts between libraries will increase. Depository library collections will benefit as it becomes increasingly easy to share collection development.
We would all like to know exactly what GPO will be doing five years from now. We would like concrete answers about the future of paper and electronic documents, especially in regards to future building projects. I realize that whatever projections I make now regarding growth space for the documents collection for the next twenty years will last longer than I think.
It appears that we have entered a period of conflict both in publishing and librarianship that will continue for some time. Moreover, we are in the nascent stage of e-government. In the past we have built repository libraries. Now, however, we are designing buildings for technologies that not only change from year to year but also ones that haven't been invented yet.
While it may prove impossible to provide totally reliable predictions about anything relating to the Federal Depository Library Program, there are some avenues we may turn to for guidance. Not the least of whom are other professionals who work for and with the FDLP.
My thanks to Laurie Canepa at the New Mexico State Library; Bill Sudduth the Head of Documents and Microforms at the University of South Carolina; Alan Zoellner, Government Information Librarian at the College of William and Mary; Thomas Lindsey, Government Publications Librarian at the University of Texas at Arlington. And last but not least, GPO/LPS.
McKinley Sielaff
University of Richmond
Richmond, VA 23173
804-289-8851
bsielaff@richmond.edu