Chapter 7 - Public Service
A. Access
B. Reference Service
C. Referrals
D. Public Awareness
A. Access
Free access as defined by GPO means that any member of the general public can use Government information products in all media at the library without impediments. Providing free access by the general public to the resources of the documents collection, including electronic resources, is a fundamental obligation of all Federal depository libraries (except for the highest State appellate court libraries).
During a depository library inspection, LPS uses a functional approach to determine compliance with the Minimum Technical Requirements for Computer Workstations. Inspectors focus on the library's ability to provide public access to CD-ROMs, the FDLP Electronic Collection and GPO Access. The method selected by the depository library to meet this public access requirement is a local determination.
Access policies, posting of signs, World Wide Web pages, and public service hours for depository patrons must conform to this requirement. Depository libraries must ensure that their security or access policies, or those of their parent bodies, do not hinder public access to depository materials.
The library is always encouraged to provide free and uninhibited public access; however, local depository library administrators may set implementation policies for public access. If the library determines a necessary security precaution is to require identification for use of library resources by public patrons, the library may ask for identification. Staff must be mindful of local, state, and Federal privacy laws.
Depository libraries shall post a sign or the depository emblem in a prominent location, preferably visible from the exterior of the library, indicating the library is a Federal depository and Government information products can be used by the general public without charge. Free decals can be obtained by writing to: U.S. Government Printing Office, Promotion and Advertising Branch, Stop: SM, Washington, DC 20401.
Signage or any verbal, electronic, or tangible message that limits access to a depository library must be amended to exempt members of the public wishing to use the library’s depository collection. Requests for recommendations on appropriate signage may be directed to the Chief, Depository Services, at asklps@gpo.gov .
Depositories are not required to serve patrons who do not have a depository-related need to be in the library. Depository users must adhere to the same standards of behavior expected of other library patrons. Libraries that implement age restrictions usually do so for reasons that should be handled by a library’s code of conduct policy. Use of the depository collection cannot be used as a pretext to circumvent library policies or Title 44, USC, Chapter 19.
GPO recognizes legitimate security concerns of depository libraries and has permitted various methods for administrators to heighten security for their facilities and personnel. Permissible actions include asking for patrons for identification, asking users to sign a guest register, asking questions that screen users to make sure that the library has what they need, and even escorting users to the depository collection.
Such actions in no way violate the responsibility of depository libraries to provide free access to the depository collection to the general public under 44 USC section 1911. Under a strict interpretation of the statute, the public patron may be limited to using only the depository collection. Additionally, depository libraries have the right to bar or remove any individual who poses a threat to library staff, other patrons, or the security of their collections.
The library director or the director's designee should ensure that all appropriate employees are aware of the free access requirements of Federal depository libraries. If there is any question that access procedures at a depository could be seen as inhibiting free public access, the library should contact GPO at the address below:
Chief, Depository Services
Library Programs Service (SLLD)
U.S. Government Printing Office
Washington, DC 20401
Phone: (202) 512-1119
Fax: (202) 512-1432
E-mail: asklps@gpo.gov
Libraries that offer night and weekend service hours to their primary clientele must provide comparable service hours to depository patrons.
B. Reference Service
Depositories are located in libraries so that members of the general public will have access to reference tools, knowledgeable librarians, and other library resources. A professional librarian should be available to handle depository reference requests.
Reference service offered to members of the general public using the depository must be comparable to the reference service provided to the library's primary patrons. Competent ready reference service, indexes, and other tools to locate Government information in the collection should be available to all depository patrons. Patrons must be able to locate specific documents in the depository by title and/or class number or other access point.
Depository staff must ensure access to depository materials regardless of format. All depository libraries should have a written policy regarding public services for Government information in electronic formats. This policy should contain provisions for no-fee access to computer workstations with CD-ROMs, diskettes, and the Internet.
For additional information, consult Depository Library Public Service Guidelines for Government Information in Electronic Formats at http://www.access.gpo.gov/su_docs/fdlp/mgt/pseguide.html.
Each year, some depository libraries undergo remodeling, undertake a move or otherwise find their operations disrupted. Even under these circumstances, depositories have a fundamental responsibility to keep depository services fully available to the public.
Contingency plans should be prepared, including alternative strategies to be used to fulfill Government information requests and techniques for notifying primary clientele, other libraries, and the public. GPO's guidance is available at http://www.access.gpo.gov/su_docs/fdlp/mgt/remodel.html.
C. Referrals
The Federal Depository Library Program functions best as a system of cooperating libraries. As few depositories have comprehensive documents collections, depositories must be able to depend on one another to supply infrequently requested materials. Libraries should have some familiarity with the resources available in neighboring depository libraries and at the regional library.
To assist librarians with referrals, there are several services and tools, for example, the Catalog of U.S. Government Publications at http://www.gpoaccess.gov/cgp/index.html ; the Locate Libraries function at http://www.gpoaccess.gov/libraries.html ; and the Library Directory, which links to Item Lister, at http://www.access.gpo.gov/su_docs/fdlp/tools/ldirect.html.
D. Public Awareness
Public service begins with public awareness. Every effort should be made to ensure that the depository collection is used, and that publications are not merely stored or placed in inaccessible locations. Depository promotion should extend to all potential user groups. Depository outreach in the surrounding communities should be ongoing.
Activities that increase the visibility of the depository and its resources, such as cataloging documents and developing documents web pages, are encouraged. Chapter 7 in the Federal Depository Library Manual at http://www.access.gpo.gov/su_docs/fdlp/pubs/fdlm/93fdlm.html#7 and the published Proceedings of the Federal Depository Library Conferences provide information on promotional activities at http://www.access.gpo.gov/su_docs/fdlp/pubs/proceedings.
Library web pages are an excellent way to publicize depository collections and services. Information on web pages must not conflict with the provisions of Title 44, United States Code, Chapter 19, Instructions to Depository Libraries, or other written policies of the depository library.
Depository libraries are encouraged to develop home pages or bookmarks for Government information and to work cooperatively with other depository libraries in their area to provide links to prominent or useful sites for the general public.
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