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ADMINISTRATIVE NOTES

Newsletter of the Federal Depository Library Program

[ Back Issues ]


November 15, 1996 Issue

GP 3.16/3-2:17/16
(Vol. 17, no. 16)

Table of Contents

Library Programs Service Update: Baldwin, Council Meeting, 10/96. . . . 1
Depository Administration Branch Update: Haun-Mohamed, Council Meeting, 10/96. . . . 13
Cataloging Branch Update: Downing, Council Meeting, 10/96. . . . 22
Providing Permanent Access to Electronic FDLP Information Products: Aldrich, Council Meeting, 10/96. . . . 27
Interagency Cooperation to Bring Electronic Information Products into the FDLP: Schwalb, Council Meeting, 10/96. . . . 33
Library Programs Service Directory (Revised November 1996) . . . . 39


Library Programs Service Update

Remarks by Gil Baldwin
Chief, Library Division

Library Programs Service
U.S. Government Printing Office

Depository Library Council to the Public Printer
Monday, October 21, 1996
Salt Lake City, Utah

Introduction

Good morning, everyone. I'm pleased to be here today to talk about the healthy state of the Federal Depository Library Program (FDLP). This has been a truly watershed year for the FDLP; one in which we together designed our future and began to carry it out. In this election year, we've been hearing a lot about bridges: to the past, to the 21st century. I think it's fair to say that together, we have built the bridge to the future, one which ensures the continued vitality of our program, and its role in keeping the public informed. However, we have not burned our bridges behind us. Our approach to changing this program is evolutionary, and it builds upon the historic strengths of the FDLP: geographic distribution, centralized services, and the dedication and skills of documents librarians who are the first line of service to the public.

1996 is memorable for the intensive review and planning for the future of the FDLP which took place in the context of the "Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program." The basic future direction and timetable for incorporating electronic information into the FDLP were developed in close consort with the depository library community, and generally accepted by the Congress. But it was also a year marked by progress in every area of LPS in effectively moving toward a more electronic program.

As a result of articulating our principles and goals, and the short- and long-term planning efforts, LPS is better able to balance the complex issues attending the transition to electronic information dissemination and our ongoing traditional services. Every area of LPS has benefitted from the planning process and has made real strides toward incorporating electronic Government information products into the FDLP, bringing the results of transition projects into the regular day-to-day life of the operation.

Some highlights for FY 1996 include:

  • The first "Internet-only" products appeared in the FDLP;

    Subscription fees to GPO Access were eliminated; usage exceeded 3 million downloads per month;

  • The Monthly Catalog CD-ROM and pamphlet editions were published;
  • Pathway Services were developed and introduced;
  • A basic electronic information service requirement was established for depository libraries.

    Study Report: Strategic Plan

    The public comments in response to the Transition Plan, which was submitted with our FY 1997 budget request, led directly to the development of the Strategic Plan included in the June 1996 Study Report. The Strategic Plan proposed a more gradual transition, during the period from FY 1996 through FY 2001. It emphasizes incorporating electronic information into the existing structure of the FDLP. The Plan reflects the views and advice of the library community, Federal publishing agencies, and users of Government information. Library community, and especially Council input was critical in establishing the more gradual transition timetable, in emphasizing appropriate formats, and in embracing the responsibility to guarantee permanent public access to electronic information.

    Input from both publishing agencies and depository libraries stated that the more gradual transition is more realistic and cost-effective since it would allow GPO to change to electronic information as rapidly as the publishing agencies can produce it and the libraries can absorb it. This view was accepted by the Congress during the consideration of GPO's FY 1997 appropriations request.

    In accordance with the Strategic Plan, the FDLP is providing Government information products in a variety of formats to the depository libraries. Electronic information is being made accessible to the public directly or through depository libraries from a system of Government electronic information services administered by GPO, other Government agencies, or institutions acting as agents for the Government. The Pathway Services are identifying and connecting users to electronic information products and services of GPO and other agencies. We are working to obtain electronic source files from agencies, such as the Department of Energy, for mounting on GPO Access. Tangible Government information products, including CD-ROMs, diskettes, paper, or microfiche, continue to be distributed to libraries although the volume is declining.

    Legislative Changes Which Support the Transition

    Substantial changes in the FDLP already are underway within the structure of the existing statute. GPO is acting upon its existing statutory authority to incorporate electronic Government information products into the FDLP. However, certain amendments to Chapter 19 of Title 44 would facilitate the transition. For example, it should be established without question that electronic Government information must be included in the FDLP, to establish authority and responsibility for the FDLP to ensure that both tangible and electronic Government information products are maintained permanently for depository library and public access, and to authorize the Superintendent of Documents to request that the originating agencies provide electronic source data files of their information products. Some suggestions for legislative changes, which incorporate the advice of various program stakeholders, are included in the Study Report. At the request of the Senate Committee on Rules and Administration, a detailed proposal for revising Chapter 19 was prepared and forwarded to the Committee for consideration. This proposal and a summary of its key points were published in the August 30, 1996, issue of Administrative Notes (v. 17, no. 12).

    We want to thank the many people outside of GPO who contributed to this effort. This includes those who worked on the task of an "evaluation of current laws governing the FDLP and recommendation of legislative changes" as part of the Study, Depository Library Council members, and the many people who spent many hours on this at the American Library Association annual conference in New York. We made every effort to have an open process of involvement and consultation, and we feel the results demonstrate that.

    Usage of the FDLP and GPO Access

    Based on the number of users, the FDLP continues to be a principal mechanism to meet the Government information needs of the American public. The 1989 McClure and Hernon study estimated that there was "a minimum of 167,000 [depository] users, per week ... in academic and public libraries." In the 1995 Biennial Survey of Depository Libraries, GPO collected updated estimates on the number of users of all depository libraries. The Biennial Survey responses, from virtually every depository library, yielded an estimate that 189,000 to 237,000 persons used FDLP information each week. We designed the Biennial Survey question with the idea of getting data on more than just the face-to-face transactions which occur in the library, so the question was intended to cover electronic transactions such as e-mail reference inquiries.

    In addition, users are also getting Government information directly from the GPO Access service at a rapidly growing rate. Users are downloading an average of 2.5 million documents per month from over 70 databases. You won't be surprised to hear that system usage has expanded significantly since the user fee requirement for GPO Access was eliminated in December 1995.

    Library Service Requirements

    If you'd indulge me for a minute here, I'd like to ask one of those aerobic questions. Could we have a show of hands from everyone from a depository library which offers public access to Government information on the Web?

    In May 1996 we advised the depository community that technical requirements for serving the public with electronic information would become mandatory by October 1, 1996. All depositories are expected to offer public users access to work stations with a graphical user interface, CD-ROM capability, Internet connections, and the ability to access Government information via the World Wide Web. This system-wide capability is valued by publishing agencies, since when we go to promote participation in the FDLP, one of the first questions is usually "What can the libraries handle?"

    Last spring we also issued a revised set of "Recommended Minimum Specifications for Public Access Work Stations in Federal Depository Libraries." These recommended specifications are intended to assist depository librarians who are planning purchases of new public access work stations capable of using most text-based FDLP electronic information products.

    We were later advised that work stations which conform to the "Recommended Minimum Specifications" may be inadequate for electronic spatial data, to run Geographic Information System (GIS) software, or to print maps from electronic sources. The Cartographic Users Advisory Council (CUAC) then assisted LPS in the development of a supplemental set of specifications to support spatial data applications, which we published in June 1996.

    In this context, questions have come up concerning how GPO will treat the work station recommendations and the related requirement to provide public access to electronic Government information products. By now, each depository should be able to offer the public access to Government information products disseminated via the Internet. During a depository inspection, this capability will be considered in the context of Physical Facilities, along with other matters such as adequate space, shelving, microfiche storage, and so forth. LPS will use a functional approach to determine compliance with the public access requirement. The LPS inspector will focus on the depository library's ability to provide public access to electronic FDLP information. The method selected by the depository library to meet this public access requirement is a local determination, and we expect to see, and welcome, a lot of creative solutions. For example, public access to Government information provided via the Internet may be provided either through mediated searches, or by allowing members of the public to use depository library work stations on their own. In making such decisions, depository librarians should keep in mind the "rule of thumb" that services associated with FDLP information products should be at the same level as those accorded to products which are purchased for the library's collection.

    To assist depositories in promoting their electronic capabilities we are also working on a packet of promotional materials for distribution to all depositories. We've ordered a new run of lapel pins, printed decals of all types (electronic and "classic," for doors or windows), and we have a prototype of screen saver software with the FDLP electronic logo. Revised order forms for "Depository Promotional Materials" are being prepared along with some clip art. We hope to have the packet out to you by early 1997.

    Superintendent of Documents Web Site

    We continue to enhance the Superintendent of Documents Web site, which provides users a single point of entry for all of GPO's electronic services. Key improvements include introduction of the Pathway locator services, redesign of numerous pages to reduce scrolling and excess verbiage, direct links from Monthly Catalog records to content on the Internet, the Browse Electronic Titles page, and the FDLP administrative information pages.

    Electronic Transition Staff

    LPS' Electronic Transition Staff (ETS) now includes Duncan Aldrich and Sandy Morton-Schwalb, who joined LPS on one-year appointments, as well as Lee Morey and Joe Paskoski, who are "on assignment" from other areas in LPS. The purpose of ETS is to identify, assess, and implement information technology solutions for the transition of LPS to a more electronically based program, with special emphasis on development of the Pathway Services. Duncan is concentrating on the issue of permanent public access for electronic information, while Sandy is working primarily in negotiating with agencies to expand depository access to their electronic information services.

    This afternoon, at 2:00 p.m., and again tomorrow morning, at 8:45 a.m., Lee Morey of ETS will be demonstrating the suite of Pathway services, including the Pathway indexer.

    One of our strategies is that ETS pioneers new electronic initiatives in a "project" mode, and then we incorporate them into our regular line operations. This helps raise general awareness and skills in dealing with electronic products, and moves the whole organization forward.

    Distribution to Libraries

    LPS' Depository Distribution Division (DDD) is responsible for the receipt, shipment preparation, and physical distribution of the tangible Government information products which LPS distributes to the depository libraries.

    LPS' FY 1996 distribution of tangible products was again down from the previous year. LPS shipped some 29,400 titles, compared to 44,700 in FY 1995. We attribute this decline to several factors, including the lengthy Government shutdowns, the budget uncertainty faced by the executive branch agencies, and the continued trend toward electronic publishing. We are hopeful that this trend may reverse somewhat this year, with the early resolution of the Government's FY 1997 funding. GPO Customer Service is seeing more business coming in the door already, and this is beginning to show up as increased receipts in LPS.

    In addition to what we shipped, depository libraries received some 1.5 million microfiche copies of nearly 12,000 Department of Energy (DOE) reports distributed directly from the DOE facility in Oak Ridge, Tennessee, and over 210,000 maps directly from the U.S. Geological Survey. FY 1996 is the final year of the distribution of the DOE reports in microfiche, as the DOE Office of Scientific and Technical Information (OSTI) is terminating its microfiche operations and beginning its own transition to an electronic information management system. DOE/OSTI and GPO are working together to develop an electronic replacement which will keep this content available to depository libraries. Sandy Schwalb will report in depth on our progress with the DOE electronic data.

    Nearly all depository shipments continue to be delivered by commercial carriers. GPO awarded a new delivery contract to United Parcel Service, which now delivers nearly all depository shipments from LPS. Delivery by the U.S. Postal Service still accounts for less than 10% of all depository shipments.

    The Lighted Bin System was enhanced in order to replace equipment and reduce maintenance costs. LPS updates the Lighted Bin System with a daily download from GPO's mainframe of item selection files from DDIS (the Depository Distribution Information System). In addition, the reliability of the Lighted Bin System relating to the lamp drivers and LED displays at each throwing zone was upgraded by replacing the display units at each of the throwing zones with new, commercially available, off-the-shelf equipment.

    Electronic Transition Activities

    Now, I'll concentrate on LPS activities which support the transition. We defined a number of key transition tasks, assigned responsible individuals to oversee them, and developed specific steps and milestones toward their completion. This is consistent with our approach of bringing these electronic responsibilities into the line operations. Duncan Aldrich and I are providing general oversight to our transition tasks.

    We have identified four major areas for LPS electronic transition activities:

  • Acquiring content for the FDLP;

  • Ensuring permanent public access to official and authentic information;

  • * Enhancing cataloging and locator services;
  • Providing support services to depository libraries.

    Acquiring content for the FDLP is Robin Haun-Mohamed's major responsibility, and she will be giving you a lot of detail next about individual products and negotiations with agencies. I just want to touch on two content-related issues, which illustrate some of the issues we encounter in the electronic FDLP. The first of these is STAT-USA, and the second is the bound U.S. Congressional Serial Set.

    STAT-USA Products in the FDLP

    For several months the Library Programs Service (LPS) and STAT-USA, a component of the U.S. Department of Commerce, have been exploring alternatives which would provide additional depository library access to STAT-USA's National Trade Data Bank CD-ROM (NTDB) and Internet service.

    After extensive review, we have decided to continue the present arrangement, which offers the most balanced mixture of products. Single-user access to the STAT-USA Internet service and NTDB will continue to be made available at no cost to depository libraries by STAT-USA. LPS will continue to distribute those paper and microfiche products which also appear on the NTDB or the Internet service as long as sufficient funds are available.

    The LPS/STAT-USA discussions involved using funds appropriated to GPO for the purpose of operating the Federal Depository Library Program (FDLP) to reimburse STAT-USA for its costs associated with additional depository library usage of these two products and services.

    Expanding depository access to the STAT-USA electronic products entails additional costs which would have been offset by eliminating the distribution to depository libraries of some 74 paper and microfiche products currently distributed to depository libraries and are also included on the NTDB and/or the Internet service. Here are some of the titles which could have been eliminated: the Army Area Handbooks, the State Department Dispatch, and Commerce's Foreign Labor Trends, Business America, and Global Trade Outlook.

    With the acceptance of the more deliberate, 5 to 7 year period for the transition to a more electronic FDLP, LPS is focussing our efforts on products which the Federal agencies are migrating to electronic formats. The longer transition period affords more time for depository libraries and users to accommodate these electronic products and services into their operations.

    Beginning with the October 1996 discs, the NTDB will utilize Auto-Graphics' Impact software. This software will not permit networking the NTDB CD-ROM. LPS is funding the single workstation use of this software for depositories which select the NTDB. Licensing fees for even single workstation use of this software will cost the FDLP nearly $100,000 yearly, so this software change is a major concern for us, too. There has been some recent GOVDOC-L traffic on whether the older DOS version of NTDB with the Browse software will still be around. Yes, but only for a short time. STAT-USA will discontinue the DOS version of NTDB by next February.

    Depository libraries which require additional access to the NTDB beyond the single-workstation level being provided through the FDLP by LPS and STAT-USA will have to purchase it from STAT-USA. STAT-USA has agreed to continue the "special, low-cost networking licenses" to depositories for multiple-user access to the NTDB through December 31, 1996. For up to 5 simultaneous NTDB users, the annual cost is $500; for up to 15 users the cost is $1,000.

    STAT-USA is continuing to provide a password to any requesting depository library for single-user access, and to date over 650 depositories have registered for this service. LPS will continue to act as the liaison with STAT-USA to establish and maintain these accounts. As with the NTDB, depository libraries which require additional access to the Internet service have to purchase it from STAT-USA.

    Bound Serial Set

    As you have probably heard, in the Legislative Branch appropriations language Congress directed us to change the format and distribution for the bound U.S. Congressional Serial Set. We have been directed to produce a CD-ROM Serial Set, and to limit the distribution of the paper Serial Set to regionals and one library in each State without a regional. Let me give you some detail on how we plan to deal with this direction. There's a more detailed handout on our plans for the Serial Set beginning with the 105th Congress which will get underway in January, 1997.

    GPO is now binding and distributing the 102d Congress, 1st session. Bound volumes will continue to be distributed to all current selecting libraries until the 104th Congress is finished. Using current arrangements, distribution of the bound Serial Set will continue until FY 1998 or 1999, when the 104th Congress work will be completed. Under H.R. 3754, depository distribution of the bound Serial Set will be limited to regionals and one library in each state without a regional. Distribution of the bound volumes for the 105th, 1st session will begin about FY 2000.

    GPO will investigate offering the bound Serial Set for sale. A survey to determine interest is under development.

    H.R. 3754 directs GPO to begin a CD-ROM product with the 105th Congress. Specifications for a CD-ROM Serial Set are yet to be determined, and we would welcome your advice or comments concerning its design and attributes. You can forward those to me or to Robin. Once in production, LPS intends to make it available for selection by any depository.

    The WAIS databases of Documents and Reports began with 104th Congress, 1st session. Some graphics-intensive titles, particularly in Documents, are not included.

    Distribution of slip Reports and Documents in paper and/or microfiche will continue. Language in House Report 104-657 indicates that Congress expects the distribution of the "slips" to continue.

    Permanent Public Access

    One of our most challenging project areas is to ensure permanent public access to official and authentic information. Permanent access to Government information is a critical issue in the electronic environment. The FDLP has always had the responsibility for providing permanent access to the official Government information disseminated through the program. Historically this has been the role of the regional depository libraries.. Permanent access also is an essential element of the more electronic depository library program, but it will be more difficult to attain. It is too big a task for any agency or library to accomplish alone. It requires the development of a distributed system which includes all of the institutional program stakeholders: information producing agencies, GPO, depository libraries and the National Archives and Records Administration (NARA). To ensure permanent public access to official electronic Government information, all of the institutional program stakeholders (information producing agencies, GPO, participating depository libraries and the National Archives) must cooperate to establish the authenticity of official information, provide persistent identification and description of Government information products, and establish appropriate arrangements for their continued accessibility. To this end, discussions are already underway with NARA and the National Commission for Libraries and Information Science (NCLIS), and permanent access is a key element in our decision process about new electronic products in the FDLP. Duncan Aldrich will cover this topic in depth during his presentation.

    Cataloging and Locator Services

    A third major project area is expanding cataloging and locator services so that GPO can assist depository libraries and the public to identify and obtain access to the full range of Federal Government information. This project falls to Tad Downing, Chief of our Cataloging Branch, and he will update you on developments in his area.

    Depository System Support

    Sheila McGarr is in charge of our other major project area, support services to depository libraries. Since Sheila will be facilitating two other sessions during the Council, I will cover some of activities which this very broad task includes.

    As I mentioned we have again issued the updated technical specifications for computer work stations in depository libraries, most recently with the supplemental specifications to support spatial data, or online maps, applications. Sheila's area is responsible for these specifications, and we will update them periodically.

    Self-Study

    LPS worked extensively with the Council and the library community to develop, field test, and refine the depository library self-study, which will become a very important tool in the modified inspection process. Based on the voluntary use of the self-study we made some changes to make it simpler and more understandable. I thank those of you who took the time to use and field-test the self-study; your comments and experiences helped improve it for everyone. The self-study will be put into regular use in FY 1997, beginning with those libraries which were last inspected in 1989 and 1990.

    [The "Self-Study of a Federal Depository Library" was issued as Federal Depository Library Manual Supplement 3 in September 1996 and the template is available for downloading from the Federal Bulletin Board (FBB) and FDLP Administration Web page.]

    Conference Planning

    As always, Sheila is involved in the planning cycle for the 1997 Federal Depository Conference. It will be tough to top this year's success, but we'll try. She would welcome your suggestions for topics and speakers for next Spring's conference, so if you have an idea about a topic or a person, please let her know. I'm pleased to tell you that next Spring's Conference will be held once again at the Washington National Airport Hilton in Crystal City, on April 14-17, 1997. Within LPS, Sheila's area takes the lead in organizing continuing education efforts for documents librarians. We will have two planning sessions during this Council; the one on the Federal Depository Conference will take place tomorrow at 3:15 to 4:00 p.m. in the Imperial Room.

    Regionals Conference

    The other planning session, which will be this afternoon at 3:30 in the Fairlane Room, concerns a new event which we are planning for 1997. This will be a special, one-time-only conference for regional depository librarians. It is intended to strengthen the ability of the regional depository librarians to support the program as a whole, and to enhance the services which they provide to the selective depositories in their region. This effort is especially timely due to the changes associated with the expansion of electronic Government information in the depository program, and our increasing reliance on the regional librarians to be our "eyes and ears" as we attempt to scale back inspection travel. We intend for this to be a practical conference, with solid information which will showcase the "best practices" of successful regional librarians. We will invite the documents librarian from each of the 53 regional depository libraries. From those 8 States which lack a regional, we would invite the State library authority to designate an attendee, who should represent a leading depository. And we will invite the Chair of Council. All of the invited attendees will come at GPO's expense.

    In light of other obligations with Council meetings, Conference, the Interagency seminar, the library association meetings, and the academic year, we plan to hold this conference for 2-1/2 days in mid-August 1997. It will take place in Minneapolis, MN. This will reduce travel time and expense, as it is an airline hub, should have mild summer weather, and has a reasonable per diem rate. Best of all we have Julia Wallace, who has agreed to help with local arrangements.

    FDLP Web Page

    LPS's Depository Services staff and the ETS staff worked together to develop the FDLP Administration page which came up on GPO's Web site in August. LPS publications, such as the "Guidelines for the Federal Depository Library Program," Administrative Notes and Administrative Notes Technical Supplement, and the "Superseded List" are available for viewing or download. Meeting announcements and key LPS staff lists, linked with e-mail addresses, are also available.

    [The direct link is http:/ /www.access.gpo.gov/su_docs/dpos/fdlppro.html.]

    Beginning January 1, 1997, LPS will upload only the Tables of Contents from Administrative Notes and Administrative Notes Technical Supplement to the GOVDOC-L listserv. Those interested in the complete electronic text must use our Web site. A printed copy of these publications will continue to be distributed to all depository libraries in the shipment boxes.

    We are currently in the early stages of planning and developing applications which will allow the receipt of FDLP-related information via Web forms transactions. Applications under consideration include selection surveys, conference registrations, claims, etc., from depository librarians, and electronic information product notifications from agency publishers.

    Inspections

    The Depository Services Staff (DSS) conducted on-site inspections in 217 depository libraries, 13 more than in FY 1995. The number of inspections reflected the full travel schedule by the 2 inspectors hired in the Spring of 1995. As many of you know, full staffing for the inspection staff is four, but we've rarely achieved that level. One inspector, Joe Paskoski, is working with the Electronic Transition Staff. Greta Boeringer resigned in August 1996, and Carole Callard has indicated her resignation is imminent, due to family medical problems. So we will be down to one inspector. We hope to advertise for up to two new inspectors in the near future. So if you're interested in a position that's not just a job, but an adventure, keep on the lookout for our vacancy announcement.

    The redesign of the inspection program began in FY 1996, in the context of the planning process associated with the Study. This will permit some of the resources devoted to periodic inspections to be reallocated to FDLP system support and related services for depository libraries. With the adoption of the DSS-initiated depository library self-study as an evaluation tool for use by the libraries, the basis for inspections will be that which is specified in 44 U.S.C. 1909, which states that "the Superintendent of Documents shall make firsthand investigation of conditions [in depository libraries] for which need is indicated ..."

    Biennial Surveys

    Responses from the 1995 Biennial Survey of Depository Libraries were collected by LPS by the end of December 1995. Because the data was collected and compiled using the Teleform fax software, results were available to LPS sooner than any previous year. The survey data on the number of users served by the depository libraries, and on the libraries' utilization of electronic products and services, was timely and extremely useful in the Study process. But be advised - it's almost time to start again. It will soon be two years, and we expect to conduct another Biennial Survey in late 1997.

    Financial Situation

    Let me shift gears now from operations to finances. Significant progress toward a more electronic FDLP is being made, even with slightly declining funding. The Superintendent of Documents appropriation funds four programs: Depository Library Distribution, Cataloging and Indexing, International Exchange, and By-Law Distribution. GPO's FY 1997 funding request of $30.8 million for the S&E Appropriation assumed that some FDLP expenses, especially those associated with acquiring and shipping printed products, will decline as the use of electronic information dissemination technologies increases. However, we also factored in offsetting cost increases in other areas, such as expanding the capacity of the GPO Access system, acquiring, processing and mounting electronic source data files, and CD-ROM software licensing fees.

    Since December 1, 1995, when the GPO Access service was made available at no charge, costs associated with public use of the service have been borne by the FDLP. During FY 1996, FDLP funds have been used for such GPO Access system enhancements as additional storage capacity, dedicated servers for new databases and the Pathway indexer, and enhanced telecommunications capabilities.

    Congress has appropriated $29.077 million, which is $1.75 million less than what we requested. However, given the decline of tangible products in the program, we're feeling confident of our ability to move forward. There were some key items which we requested which were not approved, including:

  • The $500,000 for the technology grants.

  • $1.2 million was cut by directing that most Serial Sets be provided in CD-ROM, which we already discussed.

  • Finally, another $50,000 was cut from the S&E request by directing the conversion of the bound Congressional Record to CD-ROM. This saving is apparently based on the current cost of providing the bound Congressional Record to regionals plus one library in each state without a regional compared to the estimated cost of furnishing them with a CD-ROM edition only. Robin will giving more detail on the Record in her remarks.

    Congress, as expressed in the House report language, also recognized the validity of the more deliberate 5-7 year timetable for the transition to a more electronic FDLP, even though the House language refers to that timetable as "somewhat lengthy." Your input was clearly influential in convincing the Congress of the wisdom of permitting a longer period to adjust the program and accommodate the new technologies.

    Conclusion

    We are moving forward on a number of fronts in the transition process and, as you might expect, progress is not equal across the board. Some of the issues are difficult, and new projects have a way of surfacing overnight. But on the whole, we are incorporating electronic information to our program in ways that make sense. We have a good team at LPS, and we are open to hearing your suggestions and input on how we can improve our services to you.

    In closing I want to thank every one of you in the audience for your support of the FDLP, and your contributions to the planning processes of the past year. Your input has been invaluable to us and it's the key to designing services which are useful to you and to the public. Now I'll turn over the program to our LPS managers who provide greater detail on what's happening in their areas.


    [ Back to the Table of Contents ]

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    DEPOSITORY ADMINISTRATION BRANCH UPDATE

    Remarks by Robin Haun-Mohamed
    Chief, Depository Administration Branch

    Library Programs Service
    U.S. Government Printing Office

    Depository Library Council to the Public Printer
    Monday, October 21, 1996
    Salt Lake City, Utah

    Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program

    It has been a very full and exciting year for the Federal Depository Library Program. Depository Administration Branch (DAB) staff have participated in several tasks associated with the Study to Identify Measures Necessary for a Successful Transition to a More Electronic Federal Depository Library Program. The final study in hard copy was mailed to libraries in June. Electronic versions of the study were posted on the Federal Bulletin Board in PDF and WordPerfect formats before the print version was mailed. And we will be posting an ASCII version this week to meet Americans with Disabilities Act requirements.

    GPO's Electronic Initiatives

    DAB staff also participate in the development of the Pathway Services, specifically, the "Browse Electronic Titles" page or "B-Titles" page which made its debut in June of 1996. A number of projects have been implemented since last April; some of them were not even in the planning stage a year ago in Memphis. Council's recommendation in Memphis that each library must be capable of accessing the Internet has allowed LPS to pursue many of these projects. I'd like to again thank Council for this recommendation.

    Since we last met in April, LPS has begun visits to agencies in a concerted effort to discuss electronic products. Recent visits include Agriculture, Census, NASA, SBA, Treasury, and NTIS. Council's recommendation at the Memphis session for each library to be Internet capable has been raised in discussions during each visit. Agencies are very pleased to hear that the Federal depository libraries are committed to making this level of electronic access to the agencies' resources available to the public.

    Agency outreach is of such importance to LPS that Gil Baldwin and T.C. Evans will be addressing the November meeting of the Federal Publishers Committee on GPO's electronic initiatives. Some of the information that will be relayed to Federal publishers include the need to update other agencies when a change is made on a Web site, or as in the CIA case recently, when the Web site is taken down. We were not notified of their actions and found out as did everyone else when the link was tried, or by reading about the problem in the newspapers. We also can relate to agency webmasters at this meeting what happens when they make a simple change in a URL, like taking it from ".Html" to ".html" (this is a real life example). We sent a message to the Webmaster when we identified the problem, but did not get a response back.

    Also at this time we hope to cover the rather mundane, but important issue of filling out the "3868" (Notification of Intent to Publish) completely. Recently a CD-ROM serial was distributed through the FDLP that required a password. The product is "Unit Level Logistics System Ground" or "ULLS-Ground." Not only could you not access the program, you also could not easily de-install the CD-ROM. Upon checking with the agency it was determined that this product should not have been ordered for depositories. The problem in this case was the submission of an incomplete 3868 which did not specifically identify the material as for limited distribution and that additional software would be needed to use the product. A recall is being developed for this title.

    In addition to agency visits and attendance at meetings such as the recent Webmasters Conference (which Duncan attended), LPS staff have been working on other outreach efforts to bring additional electronic products into the program. LPS has developed a Web form for agencies to use to advise GPO when products or sites are changed. It is entitled "Internet Information Product Notification Form" and it has been reproduced as a handout for this Council meeting. Libraries may also wish to use this form to advise GPO of a URL change.

    A new circular letter, number 413, "Disseminating Electronic Government Information Products to the Public Through the Federal Depository Libraries," has just been completed. The next step is to utilize mailing lists from Customer Service, Marketing, and the Institute for Federal Printing and Publishing to distribute the letter to other agencies and to publicize electronic efforts at GPO. The URL for the new Web update form has also been included in the Circular Letter. LPS also plans to develop a marketing brochure based on the letter to further promote electronic initiatives at GPO. Browse Electronic Titles (B-Titles) Web Page

    Before the new Web form was released, DAB staff developed a mini-notification message for agencies when staff pointed to electronic resources on the "B-Titles" Web page. When staff point to a new site we are now attaching an e-mail message advising the agency of the specific title we are pointing to and providing the URL for the "B-Titles" page. My e-mail address is also included in case the agency has problems or concerns about LPS pointing to their site. Now that the new Web form has been released, we have also included that URL in the e-mail messages. While the response rate to these e-mail messages has been a great deal less than spectacular, there have been some responses, including a few praising our efforts and advising us they will monitor our site to be sure their new electronic products are included in the future. I've included a copy of the new Web form page, the e-mail message and a few responses in a handout which is available at the back of the room.

    The "B-Titles" page continues to grow, but at a much less rapid rate than it did in the first three months. As mentioned earlier, this page made its debut in June 1996 and has grown from a very modest entry of some fifty titles to its present size of over 500 listings. We recently began taking off listings that have been up for at least 3 months. These are generally monographs and older annuals. Because of problems with URLs and serial titles in the Monthly Catalog, the serials are generally being left on the list.

    If you haven't been to the page in some time please revisit the site. Not only has it grown in size, but additional resources have been included on the site, specifically a category entitled "Other Resources." These include database sites that are not really a title or product, but a service. The recent mounting of the FLITE database of Supreme Court cases has been included in this category. The URL for all Pathway Services pages has been reproduced for this Council session and is located with the other handouts. [http:/ /www.access.gpo.gov/su_docs/aces/aces760.html]

    Another reason to visit the "B-Titles" page is to review the seven graphically intensive products converted and mounted in response to Council's concern over differing electronic formats. Each of these titles was mounted in July in PDF, JPEG, and ASCII formats. We have had some responses to the different formats, but I would appreciate additional input. Right now there is a pretty even split between preferences for the PDF and JPEG, but almost all preferred the ASCII format, mostly because of the time associated with downloading or printing of the other two formats. We will leave the link to these products off this page until the end of November and then the main link will be from the Monthly Catalog record. One final reminder on these graphically intensive products: do not attempt to download them from a slow modem if you wish to look at either of the graphic image formats. It will tie up your computer for quite a long time.

    New Projects

    Also along electronic lines, I would like to highlight three applications we are working on at the present. None of these are original concepts; to some degree they began in depository libraries and we have taken on similar projects because of requests from Council and depository librarians. The three projects are shipping lists in an electronic format, development of a survey mechanism via the Web, and an electronic item number listing for each library available via the Web. All of these applications will be available off the FDLP Administration Page.

    Before I describe these projects I need to publicly thank the Electronic Transition Team, former and present team members: Maggie Farrell, Raeann Dossett, Duncan Aldrich, Sandy Schwalb, Lee Morey, and Ric Davis. But most specifically, Joe Paskoski who has been instrumental in pushing me into the 21st century with Web applications for traditional services. Many of the projects we are currently working on have been started due to Joe's enthusiasm, and, of course, the library community's examples and innovations.

    Shipping Lists on the Federal Bulletin Board

    One of the most exciting projects is the posting of paper, electronic and separates shipping list information in a DBF format on the Federal Bulletin Board (FBB). This is still very much a pilot project, but we hope to develop the necessary in-house procedures to allow it to be done on a regular basis by the end of this year. The plans include posting the shipping lists on the Federal Bulletin Board on a regular basis, at least within two days of the shipping list date. And we hope to expand this project down the road to include the contractor-distributed microfiche products and shipping lists.

    We also hope to develop a partnership with the State University of New York at Buffalo, and with the University of Texas, Arlington to improve electronic access for the shipping lists. We hope to point to their excellent shipping list site and the label program that is currently in place. The posting of the shipping lists on the FBB should also prove helpful for this very useful and innovative service, as title information will also be included for the first time. GPO will direct libraries to the University of Texas, Arlington and the SUNY Buffalo site for the ASCII format and the label program.

    For this project, I request Council's assistance in reviewing the usefulness of having both sites available to the FDLP libraries in light of the commercial resources currently available and the limited resources of the FDLP for staff and funds. I had hoped to have a demo for this session, but we are still working on placement of the directory on the FBB and speaking with staff at the two Universities to set up a partnership. Additional information about this project will be relayed to Council in the near future.

    My thanks to the individuals and the supporting institutions for taking the initiative to develop such a program and share it with the libraries. And if you know of other services or people with specific skills to provide better service to the program libraries who should be interested in developing a partnership with Library Programs Service, please let us know.

    Survey Responses via Web

    The next time a survey is done for a product we will begin allowing response via the Web. We have developed a "Green Card" online and are interested in the community's response to this mechanism. For some time now we have been utilizing telefax for survey responses, and while this has proved more timely than the mailing back of the surveys, it still requires keying in of the green cards into the online system. Recent software acquisitions have allowed us to develop this new mechanism. Libraries will be advised via first class mail when a new survey is ready, and I look forward to putting the project to the test (I love to key green cards!).

    Item Number Profiles on GPO Web Site

    The third project I'd like to discuss has perhaps the greatest implications of the three in that it could eliminate the need to send out item number listings and sending in of green cards to add and deselect products. GPO staff are working on an item number listing that will allow libraries to see their item selection profile on the Web site and pull down that information in an electronic format. As most of you know, the current process of obtaining an item number listing of your library's profile requires you to request the printout if we are not in the midst of the update cycle. And while we have been sending an individual library's profile on a diskette, this has been done on an extremely limited basis because the process is not automated. Staff that pull this information from the mainframe are responsible for so many other duties at the same time.

    When this project is ready for testing, I will advise Council and I look forward to your specific responses to this service. It has a future potential of eliminating not only the green card keyboarding, but also the stuffing and mailing of printouts to the libraries. All libraries will be able to access their profile at any time.

    New CD-ROM Products

    Before I leave electronics for the more traditional services I'd like to cover some of the new CD-ROM products in the program. The SSA on CD-ROM was distributed to libraries in August, three years after it was surveyed. It has many products in addition to the POMS that was originally surveyed, including the Social Security Handbook, Social Security Rulings, and Acquiescence Rulings. These additional products are what caused the shorts for the initial release of the product. It is important to remember that each issue cumulates, and therefore supersedes the previous month's issue.

    USAPAT came into GPO before the survey could be done, thus many libraries that would not have selected it had they been surveyed received the first couple of shipments before they deselected the item number. This product was originally going to be included with the FBIS Survey, 96-003. But with three to five CD-ROMs per week arriving and no warehouse space to store the titles until the survey could be completed, we sent the material directly out to the libraries under an item number split. Since we began sending out the CD-ROMs we have had many requests for a user guide or manual. The agency recently contacted LPS to advise us there is a users manual, but they did not intend to reprint it soon. LPS will obtain a copy and reprint it at our cost for distribution to those libraries that still select USAPAT.

    FBIS on CD-ROM will be distributed to libraries this fall. We surveyed for it during the month of September, but have extended the survey period due to a low item selection rate from the libraries. Recently I sent a notice to GOVDOC-L advising libraries to reconsider adding this highly useful and valuable product to their collection, but a minimal number of libraries responded. 583 libraries have selected this item number for their library. This product should prove to be an extremely popular, well-used product, but it appears most public and community college libraries did not select this title during the survey.

    Earlier this month it was announced that the "Government Reports Announcements and Index" was being discontinued by the publisher. The 1994 and 1995 cumulative indices will not be produced at this time. NTIS is in the process of developing a new product, "OrderNow" on CD-ROM. This is a cooperative publication that must be self-sustaining to recover the costs of producing the product. Current plans do not include distribution to the FDLP libraries at the present time. LPS is talking to NTIS to find a way to have this product included in the program.

    This summer GPO was advised by GSA that the GSA FAR/FIRMR on CD-ROM was no longer going to be produced by GPO, but by NTIS. Several subsequent meetings between GPO staff and GSA were held to bring the issues into focus, including the price differences between the NTIS and GPO products and the services GPO could provide in setting up a Web page for the FAR. A letter was sent from the Public Printer to GSA, but it appears the project has already gone forward with NTIS. We spoke with staff at NTIS to be sure that NTIS knows the depository libraries will continue to need copies of the FAR on CD-ROM and the specific number of copies that we need for distribution to all libraries currently selecting this item number. Staff at NTIS have advised me the depository copies will be forthcoming and verified the total quantity needed for distribution.

    Lastly, for new physically distributed electronic products, I need to raise the recent problems for the NTDB on CD-ROM, Beta disc. I apologize for the confusion in getting the test disc to the libraries late and without the necessary instructions. Sometimes when we try to do a service such as this it works out and sometimes it doesn't. Despite the confusion and mix-ups, I hope you had a chance to test drive the new software.

    When the disc moves to a production version, hopefully with the November issue, libraries will receive the old and new version for only one month, then only the Windows version will be distributed to the libraries. The libraries will not be given a choice as the DOS version will only be available through January 1997. Beginning in February, only the Windows version will be available. The new software provides a more user friendly graphical interface than the DOS version. The new product's searching capability is far superior to the old version's. The search engine on the Windows version is the same as the NTDB on the online STAT-USA service. And the new version allows a search across the entire database on the CD-ROM. Finally, the new CD-ROM utilizes an operating system that is more in line with current products and programs that are being produced today.

    Other Electronic Products

    The Census Bureau's Subscription Service is still available to all at no charge via the Web site, but the new date for the service to convert to a charge service is January 1997. I confirmed again that Census intends to provide access to Federal depository libraries at no charge to the library. They are still working on the specifics of the charging mechanism, but assure us we will have access for all depository libraries.

    LPS is pursuing discussions with the Federal Election Commission (FEC) for access to their fee-based online database. Portions of their information are available on the Web site at no charge to libraries, but recent information is not available except through the Direct Access Program database. We are attempting to gain access to this paid database for the libraries and I will advise Council on how this discussion proceeds.

    Item Selection Printouts

    I would like to update Council on the services the Depository Administration Branch has traditionally provided to the libraries of the Federal Depository Library Program. New item selection printouts that reflect the changes made during the update cycle were mailed to the libraries the week of October 7 - October 11, 1996. The printout replaces the "Amendments to Item Selection" report that was usually sent to libraries in late August. Recent programming changes for the Lighted Bin System caused problems with this report. As many libraries have placed requests for an updated printout, we hope this action proves helpful to the libraries.

    US FaxWatch

    Early this fall, LPS was notified of a space problem on the US FaxWatch service. The shipping lists on FaxWatch were cut to thirty days, rather than sixty days. We advised the libraries of the problem as soon as we were notified. Because of the popularity of this service, we are in the process of upgrading the memory of the FaxWatch to again allow shipping lists to be maintained for sixty days. Remember, we also load surveys on the system. When we do the next survey, libraries will be able to obtain a copy in one of three ways: 1) via 1st class mail, 2) via FaxWatch, and 3) via the Web off the FDLP Administration page.

    Bound Congressional Record

    Because of delays in the Bindery, the bound Serial Set and Congressional Record are still running behind schedule. Gil discussed the Bound Serial Set and it is my pleasure to update you on the bound Congressional Record. The last volumes of the bound Congressional Record distributed to the libraries were the Indices for the 101st Congress, second session on shipping list 96-0044-S. The bound Congressional Record will continue to be distributed to Regional libraries and one library in each state for those without a regional through the 104th Congress.

    Beginning with the 105th Congress, GPO has been directed to produce and distribute a CD-ROM product for the material in the bound Congressional Record. GPO staff in Production and Congressional Printing Management continue to work on the specifics for this problem. Council will be advised when additional information is available.

    Congressional Printing Management Division is working with the Joint Committee on Printing to revise the distribution list for the bound Congressional Record in paper format. Although the House Legislative Branch Appropriations Bill, FY 1997, directs GPO to discontinue distribution of the bound Congressional Record to the limited number of depository libraries that now receive the set, the required steps have not yet been taken to implement this limited distribution. One final word on the bound Congressional Record. The House appropriations language made no mention of the microfiche version of the bound Congressional Record, hence the bound Record in microfiche will be continued for the foreseeable future for all libraries.

    Microfiche

    In DAB we continue to work on a backlog of titles to convert from paper to microfiche. Please continue to bear with us in this area. The backlogs for agency supplied microfiche have been caught up for NASA, FBIS, and GAO titles. We are focusing on preparing and sending the 1994 Federal Reserve Home Mortgage Disclosure Data out to the contractor. And we have now received the 1995 fiche, so when the 1994 is done, we will move right into the 1995 issues.

    Our full-service microfiche contractors continue to have problems, thus further delaying the conversion of documents from paper to microfiche. We do random inspection of microfiche, but we currently have an open position for an inspector. Michele Harris, our new Supervisory Micrographics Technician, has followed up on the problems the libraries have been finding. Presently there are no contractors in default, but two of the three major contractors have been issued Notices of Quality Defect. Term Contracts and the Quality Assurance sections continue to work with Micrographics staff to monitor the full-service microfiche contracts.

    Many claims have been made by libraries for materials distributed by Information Resources, Inc. (IRI), for materials included in defaulted contract 823-S (bound Congressional Record in microfiche) and for documents included in several of the last print orders under contract 562 (Senate and House Committee Prints, Reports, and Documents). LPS has received 393 claims for 1312 titles that need to be sent to depository libraries. We have collected the claims and will be sending them out for replication and we plan to ship them to the libraries by the end of the year.

    Depository Administration Branch Operations

    I'd also like to address Council on the current mix of services being done by DAB staff. As in the libraries, our staff continues to decrease, but additional duties seem to be ever on the increase. We have come a long way from a year ago, or even six months ago, in the acquisition of equipment to assist staff in identifying electronic resources for the FDLP, including new computers for all DAB staff. We have added additional Internet access points and acquired new software to assist in checking URLs and developing pages with HTML code. Staff are becoming more familiar with the Internet, and additional staff members are being trained on Internet "mining" techniques.

    DAB staff have begun implementing conversion of titles from microfiche to electronic format. We are beginning with materials sent for microfiche conversion and/or duplicated on CD-ROMs, such as telephone directories and newsletters that are available in an electronic online format. There have also been some monographs that we have pointed to, but not distributed in a tangible format. In many ways I am glad I did not have to relay to Council the number of paper titles that we would have had to discontinue distributing if the interagency agreement with STAT-USA had gone through earlier this summer. As things stand now there still continue to be many resources that are sent in multiple formats, including the World FactBook, the Country Studies, Background Notes, and Dispatch.

    Documents

    DAB staff continue to receive inquiries on fugitive documents. The first step we now take in responding to these inquiries is to check if the product is available online. If it is, we point to the product from the "B-Titles" page. For those titles that have been part of the program in the past, or that look like they would meet "hot topic" requests for specific subjects, or that look like they would meet reference needs, we contact the agency to determine if the agency has sufficient paper copies for depository distribution to the libraries. For fugitives which are dated, or which have traditionally converted to a microfiche format, or for which the agency does not have sufficient copies, the entry point into the FDLP is via the "B-Titles" page and cataloging into the Monthly Catalog for the online format. We continue to rely on the assistance of depository librarians to help direct us to the most important resources in the very large field of online products that are currently available via the Internet.

    To summarize, I seek Council's assistance in reviewing the graphically intensive files located off the "B-Titles" page. LPS also would like Council to review both the shipping list online project and the item number listing project when they are ready for testing. I look forward to your responses and thank you for your time this morning.


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    .

    CATALOGING BRANCH UPDATE

    Remarks by Thomas A. Downing
    Chief, Cataloging Branch

    Library Programs Service
    U.S. Government Printing Office

    Depository Library Council to the Public Printer
    Monday, October 21, 1996
    Salt Lake City, Utah

    Good morning. It is a pleasure to be here to provide an updated account of Cataloging Branch operations. I will be discussing three topics, dissemination activities associated with the Monthly Catalog, Cataloging Branch operations, and maintenance of URLs in Monthly Catalog records.

    Dissemination Activities Monthly Catalog CD-ROM

    As of October, we have published 4 issues of the CD-ROM edition of the Monthly Catalog. We have published January through June, July, August, and September. Development of this product challenged us in many ways and we appreciate the helpful suggestions we have received for improvements. At the present time, without a major upgrade to Dataware Technologies search software, we do not expect significant changes to this product in the foreseeable future. We trust that, although we expect to improve the product in the years ahead, our current edition functions in a satisfactory manner. We appreciate user input and maintain a file of suggested improvements for possible implementation when software is upgraded.

    We expect to accumulate up to several full years of data in each monthly edition and will begin to publish the first multi-year edition when we distribute a January, 1996 through January, 1997 issue early next year. Editions published during 1997 will include Periodical Supplements for 1996 and 1997.

    Several people have suggested that we issue a retrospective CD-ROM Monthly Catalog product for the years 1976 through 1995. We appreciate the interest in a retrospective edition but do not anticipate development of such a product. In our judgement, the time, effort, and costs associated with data conversion, enhancements to older records, and product development would divert limited resources already fully occupied with current work.

    Monthly Catalog WWW

    We note that our Web site Monthly Catalog applications located at: http: //www.access.gpo.gov/su_docs/dpos/adpos400.html either locate physical materials on the shelf through the "Locate Function" or provide access through "hot links" to online electronic texts. An increasing number of records provide both forms of access through the addition of URLs to 856 fields for paper or microfiche records. The value of these access related applications is enhanced by the availability of records at our Web site within two days after production in OCLC. It is our intention to build this database until it represents 5 years of cataloging data.

    We are pleased that people are using our Web site Monthly Catalog. Usage figures were first collected in February, 1996. Data from February, 1996, through this September, indicates that an average of 14,266 searches per month were conducted. During this time, an average of 9,480 records were downloaded. We intend to monitor future use and hope to report increased usage in the years ahead.

    At the present time, approximately 75,388 records are available for searching at our Web site. With the exception of records produced within approximately the most recent four to eight weeks, Web site records have been edited. Of the total Web site records, approximately 360 records represent CD-ROM products and approximately 353 records contain hot linked URLs. Three Internet related records now represent inactive Internet titles. Inactive titles are identified by the note: "No longer available via the Internet." URLs for such records are removed from the 856 field. We have not yet identified any re-activated titles but expect to do so in the near future. As such titles are identified, we will modify notes and restore URLs to records.

    Cataloging Branch Operations

    As you are aware, all of us within the Library Programs Service have been very busy. In this regard, our operations have benefitted tremendously from the work, professionalism, and dedication of our catalogers. However, during the past twelve to eighteen months, several catalogers have retired or transferred to other organizations and, even with a recent decline in receipts and the dedication of those who remain, we must carefully monitor work to assure adequate human resources.

    Within the last year receipts have indeed declined. In fiscal year 1996, just ended on September 30, we received approximately 32,102 pieces of work. This figure contrasts with the 49,164 pieces received in fiscal year 1995. This significant decline in workload, however, has been accompanied by a decline in the number of catalogers, from 20 in 1992 to 15 by the end of this fiscal year. A decline in traditional products cataloging work is also offset by the increasingly complex tasks associated with cataloging CD-ROM products and remotely accessible Internet titles. Such tasks constitute an increasingly large percentage of work.

    Although CONSER related work also has declined, we continue to be an important contributor to the CONSER program and, from July 1995 through June, 1996 (CONSER's annual accounting period) produced original CONSER level records for 360 titles and authenticated 140 existing records. This work resulted in a total of 500 records added to CONSER during our reporting year. We also produced 160 series authority records and logged 222 series maintenance authority transactions. We performed maintenance on 2,320 CONSER records and added 353 URLs to existing records.

    In this rapidly evolving environment we have developed policies that reflect emerging circumstances that were not anticipated when some national level standards were established. In some respects, we are a leader among national level cataloging institutions because we have developed policies that are consistent with the spirit of past policies while being relevant to circumstances associated with government publications.

    We expect that some of our policies may change to reflect as yet unrecognized circumstances. We appreciate your interest in our policies and are making some electronic related policies available for review at the FDLP Administration page. We expect to publish more policies and invite you to review and comment upon them.

    In a basic sense, as of October 18th, we have an estimated backlog of approximately 1,595 titles. Of this backlog figure, approximately 40 titles represent CD-ROM products, and at least 382 titles represent remotely accessible Internet titles.

    We should understand, however, that the figure of 382 Internet titles is a conservative approximation because many of these 382 titles are collective titles that represent additional electronic works to be cataloged. We must assume that this figure is at least 1,000 titles. Given this assumption, we should estimate that our total backlog may approximate 3,000 titles. Of this number, only 1,213 titles are physical forms. It appears that most of our work to be cataloged now consists of Internet titles.

    We are taking actions to reduce our backlog as we continue to catalog titles soon after receipt or, in the case of remotely accessible electronic texts, soon after notification. We now have Internet connections for 11 of 15 catalogers and, given this expanded number of Internet connections, we expect to make substantial progress with cataloging Internet titles in our backlog. In the near future, we expect that the 4 unconnected catalogers will have Internet access.

    We also recognize that, to keep up with workloads, we must prepare for potential retirements of one, two, or three catalogers. In this regard, we hope to hire one cataloger in 1997. Requests to hire additional catalogers may be submitted in accordance with developing circumstances.

    Branch Operations and Maintenance of Monthly Catalog URLs

    I would like to conclude by describing the status of URLs in Monthly Catalog records and by noting several initiatives to improve their maintenance. All of us are frustrated by links that do not work. To reduce this frustration, some of our increasingly important tasks are to accurately transcribe and maintain URLs in Monthly Catalog records. Our record to date is mixed.

    We recognize that not all of the approximately 353 Monthly Catalog records with URLs are hot linked. Any one of several factors may account for access problems. At the present time, these factors include the following:

    1. Information relating to the URL was incorrect.
    2. Correct URL information was incorrectly
    transcribed.
    3. Correct URL information was correctly transcribed
    but software at our site or other sites may have altered data and rendered
    the URL ineffective.
    4. Everything about a URL and site software is
    correct but the server was down or peak usage time would temporarily not
    permit a connection.
    5. The URL was changed after a Monthly Catalog record
    was produced and we were not notified.
    6. The agency deleted the product from its Web site.

    These problems are not going to be eliminated soon, but some problems can be minimized through daily efforts and special initiatives. Personnel within the Depository Administration Branch (DAB) work hard to assure that URLs lead directly to the texts of publications, a clickable title list, or search window. They also work hard to provide us with verified, accurate URL data.

    For our part, catalogers, whether by copying and pasting URLs or by transcribing them to records, do their best to assure that URLs are accurate as of the time a record has been produced. The combined efforts of DAB and Cataloging Branch personnel help to minimize the first two of these six problems.

    Problem 3 relates to internal software associated with our Web site. Some records, particularly Census, do not hot link to sites. The source of this problem is our Web site software. At present, software at our site drops one or two elements from long URL data strings. GPO's Graphic Systems Development Division has been a major contributor to our Web site initiatives and is working to correct this problem. For now, if you discover that a record with a very long data string is not hot linked from our Monthly Catalog applications, you may wish to obtain the correct URL from our OCLC record and to open the URL by other than our Web site. We expect to report progress with correcting these problems in the near future.

    Problem 4, time out problems at agency servers, will require our continued patience.

    Problem 5, changed URLs, and problem 6, deletion of electronic publications from agency Web sites, are significant problems and require concerted long range efforts to remedy. Initiatives to reduce these problems are being undertaken jointly by several components of GPO and the Library Programs Service.

    At the present time, personnel of GPO's Graphic Systems Development Division are providing ad hoc support for occasional checking of URLs in Monthly Catalog records. Commercial checker software is designed to check URLs at home page sites and is not able to check URLs embedded within bibliographic data elements of Monthly Catalog records in a subsidiary application. For the present, Graphic Systems personnel download selected Monthly Catalog data elements and run brief records against checker software to test links.

    We recognize that this method is not a suitable long range solution. Using a proactive long range approach, Electronic Transition Staff expect to acquire PURL software and have created an electronic form with PURL applications for use among Federal publishers. In addition to making it more convenient for publishers to notify us of impending publications, this form will include a request that agencies notify us whenever a URL has been changed at an agency site. Such information is useful for our maintenance of PURL applications.

    PURLs, or persistent uniform resource locators, allow servers to associate a changed URL at a publisher's site with a persistent URL for access at that or other sites. PURL software checks URLs, is transparent to users, and will eliminate the need for us to change URLs in Monthly Catalog records. Instead of changing URLs in Monthly Catalog records, we expect to change them in a PURL server, an environment that is more adaptable to URL maintenance than Monthly Catalog records.

    Depository Administration Branch personnel are encouraging publishers to communicate with us to assure that remotely accessible titles are identified, cataloged, and made accessible through reliable hot links in Monthly Catalog records. By encouraging agencies to provide notice of Internet titles, current URLs, and advance notice before titles are removed from Web sites, DAB personnel will help assure that many Monthly Catalog hot links remain hot.

    Electronic Transition Staff personnel are working to obtain PURL software from OCLC and to establish PURL applications within the Library Programs Service. Although additional planning and work are required to address these problems, we are working to assure continued electronic access. We anticipate measurable success in meeting these challenges and hope to report progress at future Council meetings.

    Thank you for your time. I look forward to consulting and working with you during our sessions.


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    PROVIDING PERMANENT ACCESS TO ELECTRONIC FDLP INFORMATION PRODUCTS

    Remarks by Duncan Aldrich
    Internet Specialist

    Library Programs Service
    U.S. Government Printing Office

    Depository Library Council to the Public Printer
    Monday, October 21, 1996
    Salt Lake City, Utah

    Introduction

    Good morning. I would like to say at the outset that the three months I have worked at GPO have been both challenging and rewarding. How I've been dealing with the challenges is the substance of my comments, which I'll get to in a moment. As to the reward, I have found it rewarding to work first hand at GPO on problems related to access to Government information that in the past I have dealt with only at second hand in a documents department. In working with GPO staff members, I have come to appreciate their high energy and dedication, particularly those with whom I work on a daily basis as a member of the Electronic Transition Staff, and those with whom I work in the Library Programs and Electronic Information Dissemination Services. Like librarians, GPO employees are faced almost daily with new and unexpected problems, and of course many of these problems ultimately devolve to become challenges to you as depository librarians.

    As to the challenges: when I accepted the one-year appointment on the Electronic Transition Staff, I knew that I would be working on the implementation of some aspect of the Strategic Plan outlined in the Study to Identify Measures for the Transition to a More Electronic Federal Depository Library Program. It wasn't until I arrived at GPO, however, that I learned that I would be spearheading transition tasks associated with providing permanent access to electronic FDLP information products. I'll have to admit that my stomach turned momentarily when I learned that my assignment was permanent access because I had just completed an article for the Journal of Government Information (JGI) in which I had included several paragraphs on preservation and archiving of electronic information in the FDLP. I confess that in that article I used every fuzzy word and piece of double talk I know because I couldn't think of any clear answers to the permanent access issue in the time frame I had to write the article. So in a sense my assignment here at GPO is providing me the opportunity to write the second installment of that JGI article.

    Fortunately for me, the GPO staff who compiled the Strategic Plan to implement the transition did include some basics from which to launch into work on permanent access. These can be divided into three general categories of tasks:

  • First--establishing interagency relations with the National Archives and Records Administration (NARA) to identify where GPO efforts to provide permanent access to electronic Government information products complement, supplement, or overlap with NARA efforts to preserve electronic Federal information;

  • Second--to establish criteria and guidelines for electronic FDLP information products that qualify for permanent access status;

  • Third-- coordinate the development of a distributed system of permanent access to FDLP information products in electronic formats.

    I will loosely organize my discussion of the various permanent access projects currently in progress under these three categories.

    Background: Permanent Access and Preservation

    Before I speak to the actual tasks being carried out to implement permanent access, however, it may be helpful to take a few minutes to explain how GPO is using the term permanent access.

    The concept of permanent access to electronic Government information products is clearly established in the Strategic Plan. The most simple and obvious reason for planning to provide permanent access to electronic information products in the FDLP is that the FDLP, by statute, has provided permanent access to all information distributed through the program for years. In Section 1911 of Title 44, United States Code, it is stated that:

    Depository libraries not served by a regional depository library, or that are regional depository libraries themselves, shall retain Government publications permanently in either printed form or in microfacsimile form...

    Projecting this requirement of permanency into a future of remotely accessed electronic FDLP information products, GPO defines "Permanent Access" to mean that "Government information products within the scope of the FDLP remain available for continuous, no fee public access through the program." Government information products are defined to include electronic products both in tangible formats and those that are accessed over the Internet. These definitions are included in proposed revisions to Title 44 that GPO recently submitted to Congress.

    Assuming that permanent access will be provided, how is FDLP access different than access to digital information preserved through NARA? The key is that the FDLP is more concerned with preserving ready "access" and NARA is more concerned with the preserving of the actual materials in the context in which they were created as historical records of the activities of Government agencies. NARA is concerned with access, but the access NARA provides has traditionally been less immediate than access through FDLP libraries.

    This is not meant in any way to criticize NARA. To NARA, Government information products are records first to be preserved and secondarily to be made available. To depository libraries these products are elements of working library collections for which preservation is usually a secondary question.

    I note that both GPO and NARA are feeling much pressure on their ability to accomplish their missions as information moves into the electronic era. GPO has published its Strategic Plan to adapt to the transition. This past August NARA published its Strategic Plan, Ready Access to Essential Evidence: the Strategic Plan of the National Archives and Records Administration 1997-2007, which is available on NARA's Internet home page (http://www.nara.gov/nara/vision /naraplan.html). What is striking in reading NARA's plan is that many of the concerns expressed are very similar to those GPO has expressed in its own Strategic Plan.

    Relations With NARA

    These similar concerns have been discussed in an ongoing dialog that GPO and NARA have held over the past year. Last spring, Tom Brown and Fynette Eaton of NARA's Electronic Records Center were involved in the Transition Study process. More recently, GPO has met twice with NARA administrators. The first meeting was held at GPO on July 12, 1996, with Dr. Lewis Bellardo, Deputy Archivist of the United States. The second meeting was held at Archives II in College Park, MD, on August 16. Following this meeting, NARA appointed Dr. Ken Thibodeau, Director of NARA's Electronic Records Center, to serve as liaison with GPO and Superintendent of Documents Wayne Kelley in turn appointed Gil Baldwin to serve as liaison to NARA. During my time at GPO I will serve as project coordinator in interactions with NARA.

    In a letter to Dr. Thibodeau dated October 4, Mr. Kelley suggested that a joint GPO/NARA work group be established to focus on a number of issues, including:

    1) clarification of how GPO and NARA define the terms permanent access to and preservation of electronic Government information products;

    2) discussion of the requirements which GPO and NARA place upon Federal agencies, toward the end of minimizing the differences in those requirements;

    3) assessment of electronic information format standards used by Federal agencies in the production of agency records and information products;

    4) assessment of how GPO might partner with NARA on preservation and access issues related to electronic Government information products in GPO's custody.

    We hope to put this group together later this fall.

    Criteria and Guidelines for Electronic FDLP Information Products

    The second general category of tasks associated with permanent access is to establish criteria with which to identify which Government information resources produced in electronic formats actually qualify for permanent access through the FDLP. Joe Paskoski, who many of you knew when he was on the Inspection team, and who is now a member of the Electronic Transition Staff, will be coordinating with me efforts to establish these criteria. To date we have held only preliminary discussions on how to proceed with this task. It is a rather slippery task, especially when our discussions turn to questions like, are agency WWW sites in fact agency information products? I expect to have something more concrete on this topic out for review before Council meets in Washington this coming April.

    Partnering for Permanent Access

    The final set of tasks pertain to the creation of a distributed partnership involving the GPO, Federal agencies, and FDLP libraries to provide access to electronic FDLP information products that are on the Internet. The distributed partnership model is discussed in the Strategic Plan, which stipulates that GPO:

    ...will coordinate a distributed system that provides continuous, permanent public access, involving the publishing agencies, the National Archives and Records Administration, and regional and other depository libraries.

    The major reason that GPO has concluded that partnerships will be required is that the sheer volume of electronic materials soon to enter the program speaks against centralizing the information under a single agency. Likewise, the fluid nature of remotely accessed electronic information products undermines the need for centralization at a single site. Housed at the producing agency or at a partner FDLP library Internet site, Government information products can be accessed by all members of the Program. Though GPO will continue to house much electronic FDLP information, as it currently houses the Federal Register and Congressional Record, GPO will increasingly assume a role of program coordinator or broker, creating metadata and other locator tools to help users identify and locate FDLP information products wherever they reside in the FDLP partnership rather than physically distributing those products to program libraries.

    Much of my time to date at GPO has focused on this part of the permanent access equation. I have drafted a model Memorandum of Understanding which outlines the responsibilities GPO and its partners will have as they enter into partnership arrangements. The draft memorandum will be discussed at tomorrow's focus session on "Partnering for Permanent Access." Major questions the memorandum attempts to address include:

  • the extent and quality of access available through partner institutions;
  • the security of information at partner institutions; and
  • an escape clause in the event a partner can no longer support its side of the partnership. I encourage those of you who have constructive comments or criticisms on the draft memo to attend tomorrow's session. To provide a practical assessment of how partnerships will work, the GPO is establishing several pilot partnership projects. As yet no specific number of pilots has been determined, but several libraries and library consortia have approached us tentatively to serve as pilot sites and have even suggested possible FDLP information products on which to form partnerships. Four potential partnerships currently under consideration involve Princeton University, the University of Illinois at Chicago, OCLC, and a joint effort with the State University of New York at Buffalo and the University of Texas at Arlington.

  • Our negotiation with Princeton involves Office of Technology Assessment (OTA) publications. As most of you know, the OTA was abolished in the Congressional budget cuts last year. Fortunately, Princeton University rescued the OTA WWW site from demise by setting up a mirror OTA WWW site at Princeton. The Superintendent of Documents has sent a letter to Princeton indicating that GPO is interested in partnering with Princeton on the OTA WWW site. GPO's reason for asking Princeton to partner with GPO on this product is that we believe the materials are Government information products that fall within the scope of the program and to which permanent access should be provided. To bring the OTA WWW site under the auspice of the FDLP and to assure permanent access, a formal arrangement will be required. One element in our proposal to Princeton is the escape clause that GPO will be entitled to a copy of the OTA materials if Princeton is no longer able to participate as an FDLP partner. GPO, in turn, will provide enhanced bibliographic access to materials housed on the site, though the nature of that enhancement has not yet been decided.

    The potential partnership with the University of Illinois at Chicago (UIC) is in VERY preliminary stages. I have been in contact with John Shuler at UIC who has worked with the Department of State the past three years to develop the Department of State Internet site, commonly know as DOSFAN. I will meet next week with Colleen Hope, Chief of Public Affairs at the Department of State (DOS), who is interested in working with the GPO to discuss how electronic Department of State information fits into the FDLP. Hopefully a three way partnership between GPO, UIC, and DOS will be established over the next several months.

    Robin Haun-Mohamed has already discussed the potential partnership with SUNY at Buffalo and the University of Texas at Arlington. I would just like to reiterate that partnerships of this sort represent a great opportunity to enhance FDLP services by pooling the skills of all players within the FDLP.

    The potential for a partnership with OCLC is especially intriguing. OCLC has recently initiated a pilot project to test mass storage of and access to archived digital information. OCLC representatives visited GPO in September, and one issue discussed was the possibility of setting up an FDLP information product as one of several pilot projects OCLC is using to test its new archival facility. At this time I am in contact with John Hearty of OCLC in hopes of identifying an FDLP product for this pilot project. One product that has been discussed as a possible pilot product is the Department of Energy (DOE) Reports in TIFF image format--the ones we are accustomed to receiving as microfiche. OCLC has invited GPO to send several representatives to visit OCLC in the near future to tour their archival facilities and to discuss future possibilities for OCLC providing permanent access to FDLP information resources. I am particularly interested in any depository library community feedback on the implications of GPO partnering with OCLC to provide access to electronic FDLP products.

    As I work on the partnership issue a complicating factor has been that various departments within the GPO are as eager to explore GPO's capacity to provide access to various electronic products as am I to establish pilot projects to explore the potentials of partnering. While this eagerness is an obvious plus, it has impacted my ability to identify information products for potential partnerships. A case in point is the 1937 through 1975 Supreme Court decisions that were obtained from the Air Force FLITE database. My immediate impression was that these would be perfect material upon which to form a partnership. However, GPO's Production Department, who are the folks who support the GPO Access databases, have put the Court decisions up on a trial basis as a WAIS database which should soon be publicly available. My first reaction was, well, they've done a good job here, but there goes a great partnership opportunity. After some reflection, however, I have concluded that the Supreme Court decisions may be an ideal product on which to provide redundant access through a library partner. I know that redundancy, particularly on major information resources, is of concern to the community. Two sites are under consideration for such a partnership.

    Regarding the Supreme Court decisions, which should be coming online in the WAIS database format soon, GPO has some interesting plans to make it even better. GPO is tentatively planning to convert Supreme Court slip decisions currently available on the GPO's Federal Bulletin Board into a WAIS database. Those files begin in 1992 and continue through the present. We are also trying to locate electronic source files for Supreme Court decisions that fill the gap between 1975 and 1992. We have determined that GPO no longer has the electronic files from which the cases were originally printed. We have asked the Supreme Court if they have electronic versions of these cases and are awaiting a reply. If not we will initiate a dialog with the Air Force for these materials. The ultimate objective, assuming we can pull all these pieces together, is to create an ongoing Supreme Court decisions finding aid running from 1937 to the present.

    My final topic is that the GPO has become one of several cosponsors for a conference on the Preservation of Digitized Department of Agriculture Publications. The primary reason GPO is interested in cosponsoring the conference is that this conference represents one of the first major efforts to sort through the problems associated with preserving and providing wide scale public permanent access to digital Federal information products. As a cosponsor, GPO will be at the table as the conference is planned, held, and as a final plan for preserving USDA digital information products is written. I attended a meeting in Ithaca, New York, last week to work with the conference planning committee to draft the conference agenda. The conference is scheduled to meet in Smithsonian facilities in Washington, D.C., March 3 and 4, 1997.

    I gleaned both good news and bad news at the planning session in Ithaca. The good news, at least to my sense of place in the digital universe, is that some of the best minds in America dealing with preserving digital information seem as puzzled by digital preservation as I am. The bad news, of course, is that they are as puzzled as I am. Hopefully the March conference will help clarify many of the basic issues and provide a framework that GPO can borrow from and expand upon as it plans to face the challenges involved in providing permanent access to digital FDLP information products generally.


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    INTERAGENCY COOPERATION TO BRING ELECTRONIC INFORMATION PRODUCTS INTO THE FDLP

    Remarks by Sandy Schwalb
    Internet Specialist

    Library Programs Service
    U.S. Government Printing Office

    Depository Library Council to the Public Printer
    Monday, October 21, 1996
    Salt Lake City, Utah

    Good morning. It's a pleasure to be here in Salt Lake City. I'll try not to use too many baseball analogies, since I am not rooting for either of the teams playing in the World Series, but I will say that I am the rookie of this "team" batting last.

    As you have been told, I am working with Duncan Aldrich on a one year assignment as an Electronic Transition Specialist. Our mission is to work with other staff in GPO to plan and implement a successful transition of the Federal Depository Library Program to one firmly rooted in the electronic age. But before I talk about the activities in which I am currently involved...

    Who, me?

    I thought I would provide a brief overview of my background and how I came to GPO.

    The neat thing about my current position with GPO is that I am combining the experience I gained working within the library community with the time I spent in the legislative branch of the Federal Government. I worked for Senator Charles McC. Mathias for 10 years--he, by the way, chaired the Joint Committee on Printing in the early to mid-80's. Those 10 years on Capitol Hill helped me to understand the many roads that have to be taken for some things to get accomplished in the Federal Government. I also learned how a bill REALLY becomes a law, but that is for another talk.

    After leaving the Hill I became the Director of Government Relations for the Special Libraries Association (SLA) in Washington, DC. and stayed there for 10 years working on information-related public policy issues. During my time with SLA I became involved with the workings of the depository program. I was chosen to serve on the Depository Library Council from 1990-93. It turned out to be a very interesting time for the depository community, experiencing changes as more and more government publications were beginning to be produced in electronic formats.

    This past July, when Jay Young asked me if I would be interested in working for GPO on a one-year assignment, he said that I would be involved in continuing and/or initiating partnerships and cooperative efforts with other Federal agencies, to ensure that Government information products would get into the depository library program. Jay said that I would be working with some of the "nationals" such as the National Commission on Libraries and Information Science (NCLIS) on a proposed assessment of standards. The other national he mentioned (and at this point I believe Jay mumbled) was the National Technical Information Service (NTIS). I asked if I would be getting hazardous duty pay, although I'm not sure I ever got an answer to that one.

    Now let me briefly tell you about some of the projects on which I am currently working.

    NCLIS

    GPO and NCLIS have developed a proposed Interagency Agreement--which in my short time back in the government I have learned is called an IA-- to conduct an Assessment of Standards for Creation and Dissemination of Electronic Government Information Products. Under the terms of this IA and using their independent contracting authority, NCLIS will develop a Statement of Work--that is outline what their responsibilities will be (with input from GPO) in terms of performing the tasks for this assessment of standards. NCLIS will then be responsible for conducting the assessment and producing comprehensive reports, detailing results and recommendations. We feel that the utilization of standards for the creation and dissemination of electronic Government information products will:

    1. Facilitate access to and use of electronic Government information products by the Government, depository libraries and the public;

    2. Decrease costs to depository libraries and the public for equipment and services;

    3. Simplify training for end user access to Government information; and

    4. Improve the ability of the Government and depository library partners to maintain permanent access to Government information products and facilitate the goal of collecting and analyzing Government information life cycle costs.

    The information gathered from this assessment will be used to improve public access to Government information that is available through the Federal Depository Library Program and the general public.

    NCLIS is the perfect candidate for conducting this assessment since it is mandated (under Public Law 91-345) to advise the President, Congress, State and local governments and others on policies and plans for library and information services.

    There was certainly a meeting of the minds as this project began to take shape. In GPO's Study Report, released this past June, it was stated that there was a need for an evaluation of the use of standards during the life cycle of Federal Government information products and to document the current or emerging use of standards by both the Government and the private sector. Indeed, the report identified NCLIS as an appropriate partner in such an endeavor. In July, the NCLIS commissioners passed a resolution that directed the agency to "proceed with a study which will facilitate improved public access to government information." Staff from GPO and NCLIS began working on the proposed IA later in the summer. We are now at the point where the IA will be transmitted to the Joint Committee on Printing in order to get an official go-ahead on the assessment.

    We are pleased that NCLIS is represented here at this Council meeting. There will be a break-out session tomorrow morning at 10:30 a.m. in the Imperial Room with Jeanne Simon, Chair of the Commission, Martha Gould, Vice Chair and Peter Young, the NCLIS Executive Director who will be soliciting input from you about this assessment. If you would like more information, please pick up the brief summary of the proposed IA that we have prepared. Copies are available here this morning.

    While a number of changes in the FDLP are already underway, we would like to see this assessment of standards proceed as rapidly as possible in order to assure a successful and cost-effective transition to a more electronic FDLP.

    NTIS

    As I noted earlier, another project on which I am working is exploring options to determine how NTIS and GPO can cooperate in order to ensure that electronic Government information products available through NTIS can be accessed through the FDLP.

    Having worn a different hat as a representative of SLA over the years, I had much contact with NTIS staff and the agency director, Don Johnson. A few weeks after starting to work at GPO, I attended an NTIS Advisory Board meeting at their headquarters in Springfield, VA. While at that September meeting, I talked to Don Johnson about having some members of the GPO staff get a tour of the NTIS facilities.

    A little over a week ago, a number of us, including myself, Duncan Aldrich, Gil Baldwin, and Robin Haun-Mohamed from LPS, Ric Davis representing EIDS and Joel Reeves from GPO's production staff, did get out to NTIS. We wanted to see what their shop looked like as well as get a handle on how they were making their information (both free and fee) available as we pursued plans to work with them to ensure that the material NTIS receives from agencies would get into the depository program.

    Don Johnson gave us an overview of some of NTIS' current activities, and then we had a tour of their facilities with members of the technical and managerial staff, including the NTIS deputy director, Don Corrigan, Keren Cummins, who manages Fedworld and their new technology manager, Barry West. We saw their CD-ROM and microfiche production facilities. This may or may not be a big revelation, but it was noted by an NTIS staff person that there is still a big market for microfiche.

    We were told that whereas in 1993 NTIS' revenue was derived from 2/3 print and 1/3 electronic products, it came as no surprise to us that there has been a change. Today the money comes into NTIS from a combination of 1/3 print, 1/3 electronic (such as online and CD-ROM) and 1/3 providing support services for other Federal agencies. That is getting to be a big part of the agency's business.

    NTIS is becoming a "conversion house," as they get material from Federal agencies in many formats and send them out in different formats as well. Currently all of the reports and related materials from National Aeronautics and Space Administration (NASA), Defense Technical Information Center (DTIC) and Department of Energy (DOE) are sent to NTIS as image files. As you are no doubt aware, the biggest part of their business is providing print on demand.

    During the meeting, Don Corrigan, NTIS deputy director, told us that NTIS is planning to work with the University of California-Davis Library and Linda Kennedy (former council member) on a pilot project with the FDLP. He said that UC-Davis was the only "volunteer." The project would provide depositories with online access to electronic images of Federally funded scientific, technical and engineering publications in the NTIS collection. Each library would be asked not to use the files for commercial purposes. NTIS sees this as a way for the FDLP to obtain "fugitive documents" that are available through NTIS.

    Following the meeting, I called Linda to find out more about the project from her and in fact, she said that she did volunteer her library to participate in a pilot project, but had not gotten any firm commitment from NTIS. Perhaps our meeting with NTIS will help them to move forward in their planning process on the project with UC-Davis. Their proposal calls for a pilot with 20 depositories, so perhaps more institutions will express their interest and willingness to participate. I will certainly be following up on this after the council meeting and will continue to work with NTIS staff to develop better communications and represent the interests of the FDLP.

    DOE

    One of my more interesting sagas since I came on board at GPO has been a project with the DOE. In late August, LPS was informed by DOE that its microfiche program from its Office of Scientific and Technical Information (OSTI) would be discontinued at the end of fiscal year 1996, which was September 30. We were advised by DOE/OSTI staff that the depository program would, however, be receiving the reports in an electronic format. That began a month-long adventure for me and others at GPO that made us even more concerned about the lack of standards for electronic Government information products.

    DOE supplied GPO with a test 8mm tape that we were unable to read due to an incompatibility of formats. We requested that the reports be sent via FTP, which was done. Once the files were open and read, staff at GPO discovered how messy this process would be. We had been advised by OSTI staff that the reports they would be sending to us would be in a TIFF image format and, according to my colleagues at GPO, this would not be easy material to search and also lengthy to download.

    We are engaged in a number of discussions with DOE staff about making these reports accessible through the FDLP. What we have been told is that GPO will be receiving, on a weekly basis, approximately 250 reports in a UNIX TAR format via FTP. Each report averages 132 pages at about 65K per page, so this should average 2 to 2 + gigabytes per week. Over the course of a year that is a great deal of material.

    In order to ensure that GPO can provide users of the DOE reports the best possible access to this material, we have proposed that DOE provide a "dynamic link" from their Reports Bibliographic Database (which can be found on their World Wide Web site) to GPO Access.

    The reason we asked DOE for this, is because the test material they sent us had no abstract attached to it and their staff told us they would not be providing such information. Without an abstract or other similar information, searching this material will be very difficult.

    We told DOE that GPO would provide them with a pre-determined URL for each report. They could include that address in their database and this would enable users to connect directly to the TIFF image file at GPO from the DOE search engine. We see this as a win-win situation for both DOE and GPO and it would greatly help DOE information users move from the DOE bibliographic database to the full-text material at GPO by having such a link. We see this as a significant improvement to customers of DOE information and depositories in obtaining DOE material.

    What this project points out to us is the difficulty of working with data put together for one purpose, such as on-demand printing (which is what NTIS is doing with this material) and then trying to work with it in another format, for example, accessing it from the Web.

    We are moving forward, however, and there have been many discussions among GPO staff to ensure that the 12-15,000 reports that come into the depository program each year from DOE/OSTI will be accessible and usable by energy information users and the depository community.

    The first electronic shipment from DOE arrived at GPO right before we left for Salt Lake City. We will be examining the options available, including working with OCLC as Duncan noted, to get this material into depositories.

    The bottom line of all of this is that GPO wants to ensure that DOE information currently available to the FDLP in microfiche will be accessible to the program now that microfiche distribution ceased.

    Conclusion

    These are just a few examples of the partnering activities on which I have been working with GPO colleagues in LPS/ETS/EIDS and Production. As Federal agencies continue to migrate toward producing materials in electronic formats, GPO will move forward in its efforts to ensure that the FDLP gets these Government information products so that users have access to the fruits of the Federal Government's labor.


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    LIBRARY PROGRAMS SERVICE DIRECTORY
    Revised November 1996

    Voice Fax E-mail

    DIRECTOR'S OFFICE
    J.D. Young 202-512-2332 202-512-1432

    William Thompson 202-512-1125 202-512-1432
    staf1lps@access.digex.net

    LIBRARY DIVISION
    Gil Baldwin 202-512-1002 202-512-1432
    manage@access.digex.net

    CATALOGING BRANCH
    Tad Downing 202-512-1121 202-512-1432
    catlps@access.digex.net

    ELECTRONIC TRANSITION STAFF
    Duncan Aldrich 202-512-1698 202-512-1432 daldrich@gpo.gov
    Sandy Schwalb 202-512-1698 202-512-1432 sschwalb@gpo.gov
    Lee Morey 202-512-1698 202-512-1432 lmorey@gpo.gov
    Joe Paskoski 202-512-1698 202-512-1432 jpaskoski@gpo.gov

    DEPOSITORY ADMINISTRATION BRANCH
    Robin Haun-Mohamed 202-512-1071 202-512-1636 chiefdab@access.digex.net
    Mike Clark 202-512-1619 202-512-1636 staf1dab@access.digex.net
    Michele Harris 202-512-1060 202-512-1636 lpsmail@access.digex.net
    Laurie Hall 202-512-1062 202-512-1636 staf3dab@access.digex.net
    Earl Lewter 202-512-1063 202-512-1636 acqclass@access.digex.net

    DEPOSITORY SERVICES STAFF
    Sheila McGarr 202-512-1119 202-512-1432 inspect@access.digex.net
    Gail Snider 202-512-0883 202-512-1432 inspect@access.digex.net

    DISTRIBUTION DIVISION
    Carl Redd 202-512-1014 202-512-1432 lpsmail@access.digex.net
    Colleen Davis 202-512-1007 202-512-1429 (claims only) 202-512-1432 (other messages) lpsmail@access.digex.net


    [ Back to the Table of Contents ]

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