Monday 16 October 1995

Chair, Dan O'Mahony welcomed everyone to the 47th meeting of the Depository Library Council to the Public Printer. Chair O'Mahony introduced Dr. Les Pourchiau, Director of the University of Memphis Library, who presented a special welcome. Dr. Pourchiau welcomed the participants to Memphis. Saundra Williams and the staff of the University of Memphis Library were thanked for the Sunday evening reception they hosted at the Library.

Members of the Depository Library Council and the GPO staff were introduced. GPO participants included Superintendent of Documents Wayne Kelley, Director of Library Programs Service, Jay Young, Sheila McGarr, Robin Haun-Mohamed, Judy Russell, Director of Office of Electronic Information Dissemination Services, Ric Davis, Maggie Parhamovich, RaeAnne Dossett of the Electronic transition staff; Betty Jones, GPO cataloger and Willie Thompson. Chair O'Mahony introduced Public Printer Mike DiMario.

Public Printer Michael F. DiMario

Mr. DiMario provided an update on political activities in Washington that affect the Depository Library Program. GPO testified at two legislative branch appropriations hearings one in the House and one in the Senate. There is interest in the Congress and the White House to reduce paper distribution. The House suggested that GPO's budget request of 32 million be reduced to 16 million. The House felt that this would be an encouragement for executive agencies to produce more products electronically. Cost was shifted from GPO budget's to the Executive branch although no indication that funds would be allocated to the executive branch for this purpose. Library community and GPO had great concerns about this.

The Senate established funding to 30.5 million dollars. Vice Chairman of the JCP, Senator Stevens was very supportive of GPO's budget request. At conference, a compromise was reached that restored funding to GPO subject to a study being done by the Superintendent of Documents in conjunction with budget planning and to include participation by various elements of the Congress and Executive branch. Conference Report passed in both House and Senate.

A continuing resolution was passed by Congress that would be in effect through November 13th. Funding has been determined by taking an average of the suggested House and Senate levels of funding, including a 5% reduction. The Legislative Branch Appropriations Act was submitted to President Clinton who, although in essential agreement with the Act, did not feel that Congress should fund itself before taking care of other parts of the budget. At this time, Congress probably could not override the presidential veto. GPO is currently in limbo.

Several other bills affecting GPO have been introduced. During this summer, Congressman Thomas, chair of the House Oversight Committee held hearings on the bills with a view toward introducing his own legislation from the House Oversight Committee. Mr. DiMario, Betty Turock, President of the American Library Association, members of the Information Industry, and Sally katzen, OMB were among the participants at the hearing. Thomas indicated his hope that there would be a bill introduced this Fall and further hearings would be held. So far nothing has happened.

The resignation of Senator Packwood has had an impact of GPO because it has changed the composition of key legislative committees. Senator Stevens, a champion of the FDLP, has moved from Chair of Senate Rules and Administration to Chair the Senate Committee on Governmental Affairs. He is no longer a member of the Joint Committee on Printing. Shirley Woodrow of the JCP has resigned. Senator Warner is now Chairman of Senate Rules and Administration. His new staff person is George Cartegena. GPO is working closely with the Senate and House housekeeping staff.

Senator Ford and Senator Stevens continue to be a supporter of the Depository program. There is more division within the House concerning GPO. Ongoing dialogues are continuing with both the House and Senate.

GPO is maintaining an advocacy role for the depository library program and Congress is the body that should be responsible for responding to the information needs of the American public. The testimonial letters collected by Council have been useful to GPO.

Superintendent of Documents Wayne Kelley

The Federal Depository Library is at a crossroads. The future of the program is at stake and all of us have to step up to the challenge. Deadlines are short and unavoidable, LAP requires that GPO submit a strategic plan for a transition to a more electronic federal depository library program by December 1995. Public Printer is directed to conduct a study to identify the measures necessary for a successful transition to an electronic program which is due in March 1996. Congress intends that the program move to an electronic program.

Certain assumptions have to made:

• 1. The Federal Depository Library (FDLP) will be primarily electronic.
• 2. Existing law must be amended to define electronic products as publications and include them within the scope of the FDLP. Inclusion should be compulsory, not
• 3. The funding available to the FDLP from the legislative branch appropriation will not exceed the current level. voluntary.
• 4. These factors will lead to changes in the structure of the FDLP.

• 1. Preserve free public access to federal government information for the American public. Format is less important that denying access
• 2. Don't turn against each other or buy false assumptions
• 3. There is a need for a strong central coordinating authority and a need for depository libraries as partners committed to public access and a government policy that guarantees access

GPO Updates
Jay Young - Director of Library Program Services

Jay extended a welcome to the new council members. Jay provided the following information concerning the Biennial Survey. To date only 332 or 23.9% had responded to the Survey. Surveys shows that more libraries are keeping in touch electronically.

• 1. 1995 75% monitor GOVDOC
• 2. 302 0f 332 have Internet for Staff use
• 3. 223 have access to the WWW
• 4. Only 2 libraries have no plans to acquire access to the Internet
• 5. 22% do not have Internet access for the public and 15.6% have no plans to plan Internet access to the public
• 6. 44.5% registered for GPO Access
• 7. 19% use another institution's Gateway for access to GPO Access
• 8. 31% plan to register for GPO Access within the next two years
• 9. 10% have no plans to provide GPO Access
• 10. 48.7% not registered for GPO Bulletin Board
• 11. Over 90% have cd-rom capability
• 12. 65 libraries do not use cd-roms
• 13. 59 libraries use cd-roms for more than half-hour daily
• 14. 8.7% would not retain depository status if materials were distributed through the depository program in electronic formats only

Jay feels we need to think of changes in terminology. Terminology for two keys elements of the Program. Information Products and Services encompasses the terms publications and documents and includes electronic and physical electronic materials. Access represents the customer. Means distribution and dissemination. Near Line means cd-roms or optical disks which are housed in a remote site in a jukebox and pick from the jukebox for use. "Electronic Information Access and Dissemination in the Federal Depository Library Program" is a new policy statement on this issue. An electronic transition staff has been created to deal with these issues. Rick Davis, heads the transition team which includes Maggie Parhamovich and RaeAnn Dossett and Joe Paskowski.

ELECTRONIC TRANSITION STAFF UPDATE

Ric Davis
Head, Electronic Transition Staff

Mr. Davis, who is serving as Head of the Electronic Transition Staff in the Library Programs Service, introduced himself and the other members of the Electronic Transition Staff. The other members of ETS are Maggie Parhamovich, RaeAnn Dossett and Joe Paskowski. He mentioned that the primary purpose of the ETS is to "identify, assess, and implement information technology solutions, as LPS moves towards a more electronically based program". ETS will be developing electronic policies, procedures and documentation that will support the mission and organization of LPS. Other tasks include the design, development and implementation of "Pathway" services, the coordination of world wide web applications, participation in the implementation of the recommendations from the "Report of the Serial Set Study Group" (October 7, 1994) and "to determine types of electronic information products and services to be maintained for the FDLP at sites operated under the authority of the Superintendent of Documents and define requirements for depository library access".

ETS has drafted a new policy statement entitled, "Electronic Information Access and Dissemination in the Federal Depository Library Program". Mr. Davis mentioned that the basic tenet of the statement is that Federal information in paper and microfiche formats will be increasingly converted into electronic formats. While most of the transition will occur as Federal agencies publish their information electronically, the Superintendent of Documents will convert paper and microfiche publications to electronic formats when it is feasible and cost-effective to do so.

The public will receive information in three ways: via physical copies of electronic products disseminated to depository libraries; via Internet and dial-up connections, and via "Gateway Libraries". It is expected that depository libraries must offer their users access to workstations with a graphical user interface, cd-rom capability and Internet connections. Users should be able to access, download and print extensive documents.

Mr. Davis mentioned that GPO is "making a commitment to provide for long-term access to electronic information at sites under its authority as long as usage warrants". He also mentioned that legal responsibility for transferring electronic information for permanent preservation to the National Archives is the responsibility of the originating agency. If a Federal agency charges for its electronic services, GPO will make every effort to make arrangements for free access through depository libraries.

NEW ROLES IN THE DEPOSITORY LIBRARY PROGRAM
Maggie Parhamovich
Internet Specialist, Electronic Transition Staff

Ms. Parhamovich, Internet Specialist, on the ETS mentioned that GPO is beginning to focus more attention on access to information as opposed to dissemination. The development of finding aids for locating federal government information on the Internet will assist depository libraries as they become electronic centers for access to government information. Pathway Services is being developed by the LPS to assist depository libraries with locating government information.

It is envisioned that Pathway services will use advanced indexing, searching and retrieval tools to identify, describe and link users to Federal information. Pathway will provide links to Federal Internet sites that contain .gov and .mil Internet domain names. In addition, links will be made to sites which are operated as official government databases in cooperation with private companies or universities.

Pathway will provide two methods of linking. An indexer, referred to as Scout and a category approach using Subject Bibliography subject terms. An individual can query Scout similar to using a web index or crawler. Using these two methods provides access to government information by specific keywords or by browsing to see what may be available.

Pathway services will also provide narrative information on linked sites. Future plans for Pathway include the identification of specific documents for long-term access and the provision of catalog records for those documents. Probably will be several years before full implementation since Pathway is an ambitious project.

SCOUT FOR GOVERNMENT INFORMATION ON THE WEB
Raeann Dossett
Internet Specialist, Electronic Transition Staff

Raeann Dossett, Internet Specialist, Electronic Transition Staff provided information on Scout, a "group of Internet tools that will present a web-based interface for searching Federal government information on the Internet". Scout will look similar to already existing web tools, such as Lycos and InfoSeek however, Scout will focus specifically on government information on the Internet.

The following will be components of the Scout software: a web crawler or a broker/gatherer which will go out on the world wide web and obtain specific information about the content of Internet sites. It will obtain information on the content of the documents or files such as programming language; and directory level information for groups of documents stored in various Internet protocols such as FTP, Gopher, WAIS, HTTP.

An additional piece of software will filter the information retrieved and create a fielded database. Among the fields created will be titles, URL's originating agency and keywords.

A database search engine will allow for boolean and natural language queries. Searches can be limited to particular fields. Scout will provide an active link to the information resource. Point directly to content rather than just Internet address.

Additional fields can be added to the records in the database. Title tracing fields and additional keywords can be added manually. A prototype of Scout is running at GPO and it is hoped that the system can be beta-tested within the next six weeks.

DEPOSITORY ADMINISTRATION BRANCH UPDATE
Robin Haun-Mohamed
Chief, Depository Administration Branch

Robin introduced Betty Jones, Chief of Cataloging Section 2 of the Cataloging Branch who will be demonstrating a new prototype Monthly Catalog on cd-rom this evening. Betty is part of the MOCAT products development team and will be available to answer questions on the cd-rom. Jay Baumgardner, Deputy Director, Library Programs Service retired from GPO effective September 30, 1995. He was instrumental in helping to clear-up the microfiche backlog. Since 1993 the DAB has lost three staff members who classified publications and two library technician positions. The procedures for identifying and acquiring publications has changed as GPO moves to a more electronically-based program.

In FY 1995, there was an increase in the distribution of paper and electronic publications, while the distribution of microfiche titles has remained consistent. The increase in paper and electronic distribution may be attributed to the identification and location of fugitive documents.

Beginning with Shipping Lists created after October 1, 1995, paper shipping lists contain the notation P; separates contain the notation E; and microfiche shipping lists contain the notation M. The first set of requirements for Phase II of the ACSIS online system details requirements for the online preparation of shipping lists with the ability to transfer the shipping lists to the Federal Bulletin Board on a regular basis. Shipping lists produced on or after September 1, 1995 are available on the U.S. Fax Watch Service. The DOE, DMA and USGS shipments are not currently available through this service.

LPS has been connected to the Internet e-mail since April, 1994. Please include your depository number and e-mail address in the body of the message when e-mailing LPS. LPS also subscribes to the GOVDOC-L listserv.

Depository Administration Branch staff are working on the Congressional Study. Ms. Haun-Mohamed has been assigned the following four tasks: Serial set, the Bill Service, publications not traditionally included in the FDLP, and publications that were included in the FDLP in the past, but are now only available online via a fee-based service. She is working with Steve Hayes, Susan Dow, and Debora Cheney on a review of the SOD policy for electronic resources.

Work on breaking out item numbers is continuing, focusing on the List of Classes database for inconsistencies and clean-up. There has been a change in policy regarding duplicate su-doc number inquiries on pre-1976 publication. LPS is no longer able to research duplicate su-doc numbers for publications unless a requesting library feels that is crucial that the inquiry be researched. Pre-1976 requests have been returned to the requesting library.

Ms. Haun-Mohamed provided the following statistics on electronic item selections. The GPO WAIS server has 549 libraries selecting the Congressional Record; 552 libraries selecting the Congressional Bills; 558 libraries selecting the Federal Register; 488 libraries selecting the GAO reports online and 341 libraries select the Federal Bulletin Board.

490 libraries have signed up for access to STAT-USA. If you have been unsuccessful in registering for this system and have not received confirmation of your authorization number please contact Robin.

The "List of Classes" will in the future be available on the GPO FTP site. The List will be updated monthly.

GPO participated in a focus group organized by the Bureau of the Census to discuss the information needs of the library community when information is available mostly in an electronic format. The Census Bureau's Data Access and Dissemination System (DADS) is a database that will replace many printed Census publications. Although Census anticipates charging for access to the database, they want to insure that the public can access the database and free access through a federal depository library may be a method used to insure public access.

Ms. Haun-Mohamed has met with staff from the House Documents Room to explain the depository library item selection procedure and the location of libraries selecting House and Senate reports and publications.

Ms. Haun-Mohamed requested Council's advice on whether or not a "congressional" or priority box was still needed. This box contains congressional publications and other "hot" publications and is given priority for classification and shipping list preparation. These boxes are generally shipped within 72 hours of receipt.

The contractor for the Bound Congressional Record in microfiche, Information Resources Incorporated, is in default for the contract. The new contractor is B&B Information and Image Management.

Comments: Census focus group members also included Diane Garner, Chair of GODORT, Anne Watts, St. Louis Public Library and Dan O'Mahony, Chair, Depository Library Council representing the user community perspective for input on Census planning process for the DADS system.

Judy Russell
Director, Office of Electronic Information Dissemination Services

Judy began her presentation by thanking the staff at the University of Memphis for providing a location for demonstrating the GPO Access system.

FTP access to files on the Federal Bulletin Board should be available sometime in early November. Separate FTP site that GPO has been maintaining will be shut down and all files on that system will be transferred to Federal Bulletin Board. Now is the time to revisit the Federal Bulletin Board and consider registering if you have not already done so. Some materials are unique and available at limited sites. The Environmental Protection Agency will be including some materials on the Federal Bulletin Board that used to be printed in the Federal Register. A notice will be placed in the Federal Register to this effect.

GPO has been assisting Federal agencies with its GILS activities. The Privacy Act database, compiled by the Office of the Federal Register, is being added to the WAIS server as an online database. One of the requirements of OMB to the Office of the Federal Register is that their Privacy Act records be posted as GILS records. All of the Privacy Records will be in one place.

GPO has made presentations to the Small Agency Council, non cabinet level organizations. 72 agencies have signed up to have GPO production staff produced GILS records and mount on GPO WAIS server and accessible through Pathway servers. This activity benefits the agency as well as GPO since GPO is able to recover some costs for the unfunded mandate Locator service.

Still lots of development on Web pages. Working on an online order form whereby customer selects item from Subscription Catalog or Subject Bibliographies and GPO fills in much of the information.

By first of November, GPO should have received the entire OTA Web Site and records will be available on the GPO server. GPO is working with Center for Electronic Records at NARA to handle permanent storage of some OTA records and for long-term access to the records through the GPO web site. GPO has been offering its service for the development of web pages for other Federal agencies; primarily for mounting on the GPO web server. OTA will be preparing a cd-rom disk of all its reports for distribution to depository libraries and for the sales program.

GPO working with Federal agencies to maintain sponsored databases, such as the arrangement with the General Accounting Office.

CD-ROM development still continuing. In connection with the GPO Study, a survey is being conducted to determine what Federal agencies have produced in cd-rom format over the past several years. The results of the survey can be matched with what has been disseminated through the FDLP to determine fugitive cd-roms and the reasons why Federal agencies do not make their cd-rom products available for depository distribution.

New databases have been added to GPO Access. They include House and Senate documents and reports, Economic Indicators, Congressional Directory, and House and Senate Calendars. House and Senate Calendars will contain only the current day's calendar. Bill information in calendars are cumulative. At end of Congress, a cumulative edition will be added and all cumulative editions will be available.

Discussion: Audience members requested clarification on the proposal to include only the current day's calendars on GPO Access. Judy responded that Monday edition could be placed on the Federal Bulletin Board and that GPO could ask that a historical file on Monday editions be retained, however this will have financial impacts. Positive development in that users will have access to the House and Senate calendars on the same day that the calendar covers rather than several weeks later.

Updated GPO Access User's Manual is in the final stages and should go for printing first week of November. It will be issued in looseleaf format for easier updating. New gateways are being added for GPO Access.

The contract for the Phase 2 software for ACCIS will be awarded within next 4 to 6 weeks. Once the contract is awarded the contractor has 90-120 days for the software interface to be delivered. The Phase II software will use the same user interface for cd-rom and online products and will primarily access SGML databases. A prototype should be ready for demonstration by the Spring Council meeting.

COUNCIL BUSINESS

Jan Fryer was elected Assistant Chair/Chair-Elect. The following cities were suggested for the Fall 1996 meeting of Council: Cincinnati, Denver/Boulder, Ft. Lauderdale, Milwaukee, Salt Lake City, Dallas/Fort Worth, Kansas City, Anchorage, Honolulu, and Guam.

There will be no report from Ad Hoc Committee on Regional Restructuring. The Ad Hoc Committee will be working with Council's Guidelines subcommittee.

MONTHLY CATALOG WORK GROUP

There will be a demonstration of the prototype Monthly Catalog cd-rom Monday evening.

TESTIMONIALS PROJECT

Cindy Etkin reported on the status of the testimonials project. Appreciation was expressed to those who solicited letters. Additional letters can now be sent to Susan Dow, Council Secretary. Pamphlet distributed at Spring meeting will be distributed to depository libraries and a reproducible edition will also be sent. A compilation of most of the letters has been compiled in a document entitled, "Fulfilling Madison's Dream". The compilation contains a subject index. History and purpose of the FDLP is also included. Council has copies of the final draft. Copies will be distributed to depository libraries.

COUNCIL ARCHIVAL DOCUMENTS

John Phillips has been working for several years on compiling Council documents. University of Oklahoma has agreed to load materials on the University's web site. Handouts were provided showing the look of the web page, its address and its contents.

Discussion: E. Christian mentioned that wording in the GPO Policy Document statement, SOD-E, draft October 11th, under application section 3 talking about relationships with GILS, should refer to Pathway Services as a component of the Government Information Locator Services so that people understand that the government is not developing two locator systems.

Concern was expressed that Gateways were not notified in advance that GPO intended to make several new databases available on GPO Access. Gateways need advance warning so they can program their systems for access.

L. Kennedy asked for clarification on the item number selection process. Adding item numbers to existing item numbers is still problematic.

Question about what is in the sales program and what is sent to depository libraries. Purchase of multiple copies of depository publications may not be possible if it is felt by sales that the item would not result in many purchases.

Concern was expressed that GPO indicate in its cataloging records when an item stops distribution in a physical format and is converted to an electronic format. Concern was also expressed that GPO provide cataloging entries for individual titles located on cd-roms. If GPO intends to provide long-term access to a document than GPO will provide a catalog-like record. NARA has created a manual on how to create GILS records.

A copy of the newly developed Depository Library Council handout will be distributed to all depository libraries.

REVISION OF SOD 13 WORK GROUP
Steve Hayes
Member, Depository Library Council

Jay Young, Director LPS, outlined the development of Superintendent of Documents Policy Statements. Internal tool for own use. Policy Statements deal with scope, application, and policy. Applications do not get deal into procedures; those are incorporated into documents called Office Procedures. Office procedures often cross branches of GPO and are more detailed. Desk Instructions are used to instruct personnel. SOD 13 was an unusual document because it included alot of what would be included in desk instructions.

Recommendation from Subcommittee to Council is to accept "Draft Policy Statement" as an overall policy document. The need still exists to develop a migration plan for the conversion of paper/microfiche formats to electronic formats. Many of the elements of a migration plan were included in the original draft sent by the Subcommittee to GPO.

There was concerned expressed about some of the basic philosophy behind the draft supplied by GPO, such as the FDLP becoming primarily an electronic depository program. Much of the detail, such as what was in SOD #13 has been drafted by the Subcommittee, and it is envisioned that this will be incorporated in the next level of documentation, not in the general policy statement.

J. Young stated that as implementation plans are developed to carry out the policy statement it might be necessary to revise Title 44. It will be necessary to speak with Federal agencies about their plans for their publications and with the most cost-effective methods of disseminating their electronic information through the FDLP. It might also be possible to change some microfiche products to electronic products.

D. Clemmer felt that the issue of preservation needs to be more clearer. He feels that in reality most of the responsibility of preservation and archiving will fall to libraries. GPO feels that the responsibility for long-term storage and preservation of electronic materials falls to the originating agency. Perhaps GPO could work with NARA to see that the originating agency transfers materials to NARA. GPO cannot enforce the transfer of the materials. Audience members expressed concern that there is a difference between long-term storage, and long-term access and this needs to be spelled out in the policy document.

Clarification needed about phrase, "access, download and print" at no charge. J. Young have to provide free access, not necessarily free printing. Question about Pathway Services providing a link to a site and libraries having to provide access to that site because it is linked under Pathway Services. This does not provide depositories with the option of selecting those sites most useful to their clientele. J. Young mentioned that in a paper depository an act of volution is needed to indicate that a selection has been made. At this time, Title 44 would need to be revised if depository libraries needed to provide access to sites Pathway Services linked to.

There was concern that the move toward an electronic depository system would cause problem for those depository libraries that do not have resources to provide electronic access and that these libraries and the public they serve should be considered.

GUIDELINES FOR THE FEDERAL DEPOSITORY LIBRARY PROGRAM, AS ADOPTED BY THE DEPOSITORY LIBRARY COUNCIL TO THE PUBLIC PRINTER Jan Fryer
Member, Depository Library Council

The Working Group was charged with revising the Guidelines to incorporate electronic products and services and to provide a vision for improving depository library service and standards to the reflect the dynamics of a changing information infrastructure. Goal was to outcome based Guidelines rather than descriptive guidelines.

1,380 depository libraries received copies of the Draft Guidelines. The draft was also available on GOVDOC-L and Law-Lib. There were 31 responses to the call for comments. Most comments focused on Section 2, "Superintendent of Documents, U.S. Government Printing Office" responsibilities. Many comments were also received on Guideline 7.8, which reads as follows, "Appropriate hardware should be provided for public users accessing CD-ROMs and on-line databases available through the Federal Depository Library Program. This hardware should include CD-ROM players, printers, and computer terminals capable of providing Internet access to government textual and world wide web sites." Many people felt that software should be added after "hardware" in the first sentence of the Guideline. Discomfort with using electronic products was also expressed.

Audience Discussion:
Comments included the need to define services provided to remote users, especially in the electronic environment; incorporation of Americans with Disabilities Act requirements for depository library access; questioning the need for basic collection requirements; and concerns about the provision of ILL services from Regional Libraries (Guideline 10.2). The Guideline for the replacement of lost materials was discussed.

The role of the regional in providing electronic information was discussed. Intention was that if a selective library in an area did not have access to the Internet, the regional for that area would assist the selective depository. Concern was also expressed about the length of the document and whether or not the Guidelines adequately reflected the emerging electronic environment. Some felt that perhaps the Guidelines would be short-lived and that more emphasis should be placed on developing Guidelines for the electronic depository scenario.

GPO needs to provide more training for electronic products, not just GPO Access. Guideline should be re-written to be more expansive and all types of electronic information products and services.

The Working Group will review the comments, re-work the Guidelines document, and submit it to Council for consideration for adoption. If Council approves the document, it will be sent to the Public Printer.

ELECTRONIC PRESERVATION AND ARCHIVING ISSUES COMMITTEE
"PRESERVING DIGITAL INFORMATION FOR FUTURE USERS"
Dan Clemmer
Member, Depository Library Council

Librarians and preservationists are concerned with the future accessibility of information in digital formats, generally the producers of digital information are not. Money, expertise and personnel can stop the deterioration of paper-based information and preserve that information indefinitely. Information in paper format is readable without the use of technological devices.

Preserving usable digital information presents different problems. Hardware and software changes and unless steps are taken to convert electronic information to successive migrations of hardware and software, the information will be lost. Who will take on the responsibility of preserving digital data? Most depository libraries and the GPO do not have the resources to perform this function. The Center for Electronic Records at the National Archives can preserve digital data, however, not all electronic data makes it way to the Archives.

There are several questions that need to be addressed at this meeting of Council.

• 1. How can we assure that all agencies will send their electronic data to GPO or Archives? Council might aid in the drafting of legislation.
• 2. Council might work on preservation language to be included in agreements between agencies and libraries. The long- term preservation of the data must be included in the agreement.
• 3. GPO does not believe that it has a long-term preservation role, but it might have a short-term role if it needs to refresh data and migrate it to other platforms and software before it goes to the National Archives.
• 4. How can the Archives assure access to enhanced data formats? Archives now asks agencies for electronic data in ASCII format which may not be useful for some applications. What about spreadsheet applications?
• 5. Can the Archives provide access to all government data forever?
• 6. GPO is looking at several official storage facilities rather than just one.
• 7. How will continually updated databases be preserved. How will the Archives handle electronic supplements?
• 8. Is there a role for libraries in the preservation of government information?

A member of the audience expressed the need for redundancy in preservation. There is a need for access as well as preservation. Concern was also expressed as to what criteria should be used when making decisions as to what should be preserved.

More attention is being focused on the issue of preservation of data. The Commission on Preservation and Access and the Research Libraries Group have authored a white paper entitled, "Preserving Digital Information" which deals with all digital information including governmental information.

Audience Discussion:
Responses to the Spring 1995 Council recommendations have been received. A discussion was held on the possibility of the conversion of the "Code of Federal Regulations" to electronic dissemination only. Question about whether or not electronic versions of legal materials can be considered official. Concern about being able to capture information at a particular time period, for instance, the regulations in effect as of a particular time period. The agencies issuing the publications often want the information in a paper format for their own uses.

The revised SOD policy seems to indicate that the information content is less important than the economic savings to be incurred when GPO makes decisions on whether or not to convert to an electronic format. Question about Council developing a list of documents that will never be converted to an electronic format.

The problem with lack of return of the "Biennial Survey" may be the last question which asks if your library would remain a depository library if the program were to change to all electronic in two years. Depository librarians are having trouble answering this question. S. McGarr, GPO stated that the purpose of the question was to assess general trends by type of libraries. No library will be dropped from the FDLP by answering yes. A suggestion was made that the results of this question should explore the reasons why libraries would drop out of the FDLP. Those concerns could be channeled back to the Congressional representative so that they are aware of the problems depository libraries face in providing electronic access to government information.

It may be necessary for the Federal government to help some libraries obtain computer hardware so that government information can be provided to the disenfranchised.

What is the purpose of depository libraries in an electronic environment? It is especially important to answer this question since people can gain direct access to the electronic information.

FDLP STATISTICAL MEASUREMENT COMMITTEE

There is a need to gather information on the FDLP. Is there a way that we can help libraries who may find they do not have resources to participate in an electronic depository library program? Council had a joint meeting with the ALA-GODORT Statistical Measurement Committee at the annual meeting of ALA to see if the resources of both groups could be pooled. There is interest in updating survey of users of depository libraries, but the ALA-GODORT Statistics Measurement Committee is in the process of disbanding. It was thought that an Ad Hoc Committee of Depository Library Council would be a better approach.

FDLP has many statistics on input measures, less on output measures. Important to determine how information is used. There is a need for baseline surveys in various areas, such as the survey done last year on the technical capabilities of depository libraries and there is a need for updated statistics on the users of depositories that can be used in public relations efforts and when conversing with Congress.

Council will look at charging an Ad Hoc Group with looking at the issues discussed. If anyone is interested or has expertise in this area, please contact the Chair of Council.

Tuesday, 17 October 1995

Chair O'Mahony called the meeting to order at 9:15 a.m. After explaining the logistics for dividing up the audience into one of three study areas: legislative issues, library issues and GPO issues, a brief outline of the GPO study process was given by Wayne Kelley, Chair of the GPO Study Committee.

Wayne Kelley
Chair, GPO Study Group

The GPO Study Group was set up under the requirements of the 1996 Legislative Branch Appropriations Act. The Study Group was charged by Public Printer DiMario with focussing on the FDLP and the transition to an electronic environment. The Group includes an unusual mix of people including 8 to 10 legislative committee staffers who are actively following the work of the Group. At the beginning of the process was a "tug-of-war" with the staffers wishing to control the study.

When the appropriations was cut in half by the House Appropriations Committee, GPO was directed to spend no money except for electronic dissemination. This meant no paper or microfiche distribution. The purpose was to encourage the Executive Branch to produce materials electronically by mandating that paper production costs would be borne by the Federal agency. However, Congress did not appropriate any monies to the Executive branch agencies to carry this out. Quick transition from paper to electronic was not going to happen and result would be a mass exodus of materials from the FDLP.

The Senate was more sympathetic and budget was restored with a study requested. The study will, "identify the measures that are necessary to insure a successful transition to a more electronically-based program". In Conference, the monies were restored to GPO budget's with added language from the House side stating, "that the GPO is to assure substantial progress toward the maximum use of electronic dissemination technologies by all the partners, agencies and other entities of the Government with respect to the depository library program and information dissemination generally."

Assumptions discussed yesterday based on clear intent of Congress to move program to electronics. It is in the best interest of all who care about the FDLP to assert some leadership about how the transition will occur. Full picture includes not only the realization that Congress is cutting budgets but also a realization that information is power. In the traditional model, depository librarians are custodians of the information they receive, now information is available on web sites. Librarians must ensure that government information is available for the public.

M. DiMario stated that reality is that program will be electronic and we need to focus away from paper-based distribution to electronic dissemination

Judy Russell
Chair, GPO Working Group

The language of the House and Senate reports are different. 1997 budget will be based on a transition to an electronic environment. If a transition plan is submitted with the GPO 1997 budget request showing how the program will progress to electronics, there maybe more of a chance to influence the process rather than having the decisions taken away from GPO.

An incredible opportunity exists to inform and educate members of the Congressional staffs on the nature of GPO because so many staffers are participating in the GPO Study. GPO proposed that the following structure be employed for the Study. A Working Group comprised of members of the publishing agencies, GPO, the depository community, and the National Archives was proposed. At the request of the Legislative committees, staffers were placed on the Study Group along with OMB and the Congressional Research Service. A representative from the Administrative Office of the Court was placed on the Working Group. Julia Wallace, on sabbatical from University of Minneapolis was placed on the Working Group as a representative of depository librarians. An Advisory Group composed of representatives from CENDI, the National Commission on Libraries, the National Governors Association, and the Depository Library Council. Working Group has met with representative from the Information Industry Association. A coalition of representatives from the major library associations has been formed as a channel for communicating information back to the Associations members.

Real issue in the GPO Study is public access. Seems as if there is a strong committment to the FDLP on the part of the legislative staffers. No one is saying that there shouldn't be a FDLP but that the Program does need to be looked at.

A number of discrete tasks were developed. A handout is available that lists the tasks and the progress made to date on each task. Each task in a mini study in itself. GPO study is on a fast track since a strategic plan is needed when GPO submits its 1997 budget request. Funding for a technical assistance grant was requested that so that GPO could obtain some quick data collection and analysis. The JCP asked that any grant funding be deferred until GPO is more sure of what data it would like collected. Julia Wallace is looking for any documents that depositories may be have compiled that may shed light on the cost and problems of providing public access to government information.

CRS has been asked to identify all the laws and policies that relate to information dissemination no matter how narrow or broad. This provides an opportunity is presented to identify where changes in the law may be needed to improve the FDLP. (Study Task 2)

A survey of all the cd-rom titles that are published by Federal agencies is being undertaken with the cooperation of the Office of Management and Budget. Reasons for not sending cd-roms through GPO for the FDLP will be investigated. (Study Task) The Group is also looking at the Report of the Serial Set Working Group.

Results of the Group discussions will provide input for the GPO Study and will also provide input to Council for its recommendations. Basic ground rule for the group discussions is the assumption that the FDLP will be primarily a electronic program.

Report on Activities of the Legislative Group
Linda Kennedy, Group Leader

1: Are the exemptions from depository publication eligibility presently in Title 44 U.S.C. still appropriate and should they apply to electronic information?

There was consensus that the agencies should not determine that publications are "strictly administrative or operational" because agencies define these provisions broadly thereby limiting distribution of information. The burden of proof for not supplying a publication should fall on the agency.

Publications that fall under security classification exemptions should not be in the FDLP. These classifications should, however, be correctly applied. Information should be in useable formats.

"Cooperative publication" should be eliminated as an exemption although it is understood that this is a complex issue.

2: Should agencies be required or permitted to charge user fees for information developed at public expense? Are there barriers to access and usage associated with cost-recovery mechanisms?

Agencies should be permitted, but not required, to charge user fees for the public. However, information should be available for free in depository libraries. If software licensing is necessary, the agency should take that into account when developing the electronic product.

3.: Who should pay for depository CD-ROMs or other electronic information products and services not produced through GPO?

The agencies producing the CD-ROM should pay for the CD-ROM. The major cost of the CD-ROM is in the development of the CD-ROM. The distribution of depository copies is not felt to be that expensive.

4.: Should the current structure of selective and regional depositories be changed to reflect open access to electronic information? If so, how?

The current structure of the FDLP is essential in the transition period. When everyone is directly connected to the electronic network, the current structure may be less important. In the future the commercial sector may be running the Internet and there may be substantial charges involved in using the Internet so the FDLP may become more important.

Political realities dictate that it is important that the structure of the FDLP be based on congressional districts. However, the number of libraries that could be participants in an electronic FDLP could increase as it would not substantially raise the cost of the program. The issue of connectivity to the Internet remains a concern.

5: What are the responsibilities of depository libraries, issuing agencies, GPO, the National Archives, and/or other partners in preserving government information?

The key issue is preservation and long-term access to information. Libraries have traditionally had physically custody of materials: the situation with electronic information is much different. There are consortium models within the library community that could serve as models for the preservation of Federal Government information.

NARA should be given the authority and the appropriations for permanent preservation and, to the extent possible, for access. Federal agencies also have the responsibilities for developing plans for long-term access to information when they design an electronic information product.

6: How can users determine if they have "official" information? Can or should electronic information be authenticated?

It was felt that information should be authenticated.

Report on Activities of the Library Group
Jan Fryer, Group Leader

1.: How will depository libraries cope with the following administrative, service, and cost burdens that will likely accompany an increasingly electronic FDLP: technology, human resources, local printing expenses, reader services, and loss of selectivity and control?

2.: If electronic information is "free" over the Internet, what would motivate a library to become or continue as a depository?

3.: What are depository library obligations when the Superintendent of Documents (SOD) points to information freely accessible at Federal activity sites?

The Study Group addressed questions 1+2, but did not have time to address the third quetion. Libraries are finding that they must rely more heavily on other units on their campus or in their organizations to help with the technology necessary to maintain access to online services. This reliance can cause difficulties because these units often have multiple constituencies to serve. Librarians are being asked to learn and to perform technical skills which have not traditionally been part of the practice of librarianship.

The need to acquire more computer hardware because of the growth of CD-ROM and online sources may force some libraries to have to make decisions about restricting access in order to serve the needs of their primary clientele.

It would be advantageous if GPO could provide standarized software for government information products. Common software interfaces would make it easier for the public to learn, and for librarians to instruct the public in the use of electronic products.

The issue of training was discussed. It would be beneficial if GPO could put effort into training both depository librarians and agency publishers about accessing government information. More documentation for government produced CD-ROMs and online services would be appreciated.

There is a need for better ways to measure the time spent dealing with electronic products, especially when it appears that personnel may have to be reassigned to deal with the increasing demands of an electronic environment.

Loss of selectivity in an online electronic environment was not seen as a major problem, although some smaller depostory libraries did see lack of selectivity as a potential problem.

Depositories are concerned about the issue of printing from online services and CD-ROMs. Does access mean providing a hard copy, if requested? Some felt that providing access to the information was sufficient and that there was a parallel situation as most libraries do not pay for photocopies when a patron wants a copy for their own use.

Multiple passwords for popular online services, such as STAT-USA would be desirable. It was determined that most libraries are not interested in providing e-mail services for their users,

Although there are challenges for depositories in migrating to an electronic depository program, most current depositories wish to remain depositories.

Report of Activities of the GPO Issues Group
Cindy Etkin, Group Leader

1.: What is the role of the SOD with respect to electronic information freely accessible at other Federal activity sites?

2.: What arangements can or should GPO make to obtain free access for depositories when an agency or its non-government agent charges fees?

3.:What are appropriate criteria for converting paper products for direct electronic access or to physical electronic format? What should be the mix of media formats and what types of files should be available?

4.: What should be the modes for direct electronic access to information storage and retrieval sites?

5.: What criteria should be used to determine the availability and method of delivery of elctronic files at SOD sites?

6.: What is the responsibility of GPO/FDLP in providing access to electronic files not immediately available online?

The underlying philosophy of the FDLP should remain, and decisions in an electronic environment should continue to be based on providing free public access to government information. The GPO has a definite role to play in making electronic information freely accessible at other Federal activity sites to depository libraries. Interagency agreements for providing information should be developed between GPO and the producing agency. These agreements should provide for depository access and include provisions for preservation of the information.

It is necessary to identify what the user community really needs and GPO should concentrate on obtaining access to that information.

GPO should pay access charges for depository library access when an agency charges for access to its electronic services.

The appropriate criteria for converting paper/fiche to electronic formats should be based on what the user needs. User needs and usability should be the major issue before an item is converted to an electronic format. Cost savings cannot be the only raionale for conversion. A common software would be useful

There will be a need for muliple modes of access to electronic storage and retrieval sites. Depository libraries have varying technological abilities. In some cases, depository libraries may not be able to access the Internet because the infrastructure is not present to do so. In these cases, alternative methods of accessing information will be necessary. Regionals with support from GPO, could serve as gateways for selective libraries.

Once Pathway Services points to an agency sie, GPO should enter into a contractual agreement with the producing agency to provide for continued access to the data. Various methods of delivering electronic files located at SOD sites should be explored. GPO already uses protocols such as FTP, the Federal Bulletin Board, the WWW and the WAIS server.

It was felt that GPO should provide a bibliographic record of electronic information that inclues how the data can be retrieved. It might be possible to create a CD-ROM of information when the information is no longer available online.

Depository libraries should inform GPO when they undertake any arrangements to preserve government information. GPO could make this information available to other depository libraries.

NOTE: For a more in-depth report on the Study Groups, please consult, "Report of the Depository Library Council to the Executive Working Group of the Study to Identify Measures Necessary for a Successful Transition to a More Electronically Based Federal Depository Library Program," reprinted in Administrative Notes, v. 26, no. 16, December 5, 1995.

Council/Audience Discussion: Federal agencies usually do not produce electronic products for public usage. Since GPO distributes what it receives, it may not always be the most user-friendly product. Once GPO is aware of potential problems, they may be able to let the agency know. It is up to the depository libraries to inform GPO and the producing agency of user problems. If depository libraries are not the primary users of the product, is it reasonable to expect that the agency will resolve the problem? What is the difference between in-house production of library guides for commercial CD-ROMs and the need for depository libraries to produce in-house guides for government CD-ROMs? There is a level of customization that needs to be done in-house, especially for GPO Access, since individual depositories have different systems. This points out a need for guides and finding aids on multiple levels.

Have members of the GPO Study Group actually visited a depository library to see how electronic information is handled in the real world? Judy Russell mentioned that this might be difficult but would be useful.

With the emergence of an electronic environment, what incentives are there for libraries to continue to be depository libraries? Incentives may not be any different than those of a paper environment. Even with current regulations, there are still libraries that are committed to providing public access to government information.

SERVING THE PUBLIC IN AN ELECTRONIC FDLP
Anne Watts, Facilitator

What is an information have-not? What happens when the information-haves become the information have-nots because the information is no longer available? Information haves may have the intelligence and economic means but need depository libraries to locate and organize information. Depository libraries have a broad vision. Librarians are frequently the advocates for the public.

The elctronic environment will require more direct work with patrons and a reorganization of work responsibilities. In order to make this interaction easier, a suggestion was made that GPO try to encourage agencies to use uniform software. GPO can make suggestions but it cannot coerce an agency into using any particular software. It might be more advantageous to focus on standards, such as Z39.50, and SGML which all agencies should use. Depository librarians can also provide suggestions to GPO and the producing agency for improvements. GPO will be providing specialized training for Federal agencies. They will also shortly attempt to provide a GILS compliance record for each of the top thirty Federal agency sites and place these records on their WAIS server.

Many in the audience felt that the "Minimum Technical Guidelines for Depository Libraries" should be a requirement for participation in the FDLP. It was suggested that GPO write a letter to depository library directors about the need for minimum technical guidelines.

MANAGING ON-SITE AND REMOTE ACCESS TO MULTI-MEDIA INFORMATION SOURCES
Steve Hayes, Facilitator

Depository libraries were asked what they want and/or need in the electronic environment. Documentation is a prime need, especially documentation written in a form that is usable by the public and does not include lots of agency jagon.

The problem of running multiple CD-ROMs on limited equipment was discussed. GPO thought it might look at the possibility of obtaining a jukebox that would house CD-ROMs. Depositories could access these products remotely, eliminating the need for some equipment for depository libraries.

Full cataloging of files on agency world wide sites would be useful for depository libraries. Depository libraries would find links between paper/microfiche and electronic versions of the same title helpful since this would aid patrons with accessing government information. It was mentioned that the issue of cataloging Internet files is being discussed on the national level in relation to both government and non-government electronic files.

The standards for servicing electronic information should be the same as those for servicing paper or microfiche information. In order to accomplish this, librarians need time to explore the products available. Technical assistance is necessary at both the local level and from GPO. A file of "Frequently Asked Questions" available on the GPO server would be helpful.

There was concern that GPO expected that once SOD Pathway Services pointed to an agency web site, it was considered selected by a depository library. Some felt that this wasn't a major problem, while others felt that depositories would now have a greater number of sites to become familiar with and these sites may contain materials outside the general collecting patterns of a particular depository. This situation would have an impact on library collection development policies.

ASSURING LONG-TERM ACCESS TO GOVERNMENT INFORMATION
Dan Clemmer, Facilitator

The question, "What can we do in our own libraries to ensure preservation of electronic government information" was discussed. It was suggested that groups of libraries could explore participation in projects such as those being developed by the Association of Research Libraries, where libraries take responsibility for preserving specific kinds of electronic information products.

The preservation tasks may be fulfilled by the commercial sector when they produce paper/microfiche products from electronic products. An example of this situation includes the CIS microfiche for congressional bills and reports.

Perhaps it is necessary for depository libraries to convince their congressmen that specific products should be preserved in paper format. It would be more helpful if specific titles were given with an explanation of the need for paper preservation. The types of titles that should remain in paper format will be part of the the conversion guidelines that GPO develops based on the "GPO Draft Policy Statement on Electronic Government Information".

Long-term access and preservation of electronic information needs to be part of any contractual agreements between GPO and the producing Federal agency when GPO agrees to provide access to the product or to convert a paper/microfiche title to an electronic format. In fact, archiving has to begin at the level of creation of an elecronic product. Achiving is part of the life-cycle of information.

COOPERATION WITH FEDERAL AGENCIES
Eliot Christian, Facilitator

Agencies are looking for real life appliations about why a particular activity should be funded. Agencies tend to feel that they serve a particular clientele based on their mission statement. The mission statement might not recognize that Federal agencies have a wider audience that is interested in their activities. Federal agencies do not always understand the public service mission of libraries. The Department of State (DOS) DOSFAN project was fueled by the interest of DOS public affairs staff to inform the American public about DOS activities.

Libraries could co-sponsor training sessions with Federal agencies that could train users on using agency produced information products. The results of this activity might provide good feedback to the agency on the product. It could also serve as a marketing role for the Federal agency.

Libraries could serve as beta test sites or as focus groups for agencies when they develop products. The Census Bureau has used the focus group approach.

One of the outcomes of the electronic environment may be that more partnerships are formed between Federal agencies and depository libraries, without the intervention of GPO.

It was suggested that when a depository library enters into an agreement for providing access to an electronic site, that the depository library notify GPO of the arrangement.

GPO could provide assistance for depository libraries and other Federal agencies. GPO could develop model agreements for access to electronic information that could be used between Federal agencies and depository libraries. These model agreements should contain information relting to agency homepages, creation of electronic reading rooms, and a mechanism for providing feedback to the agency.

It is also necessary to provide authenticity of information in electronic format. This should be done by the Federal agency working with GPO.

Council/Audience Discussion Based upon discussions today, the following areas are of major concern. Council will discuss the following areas as it drafts recommendations tomight:

1.Remote access for depository libraries to CD-ROM products loaded on a jukebook located at GPO

2. Model agreements for preservation activities

3. FAQ files

4. Minimum technical requirements implementation

5. Cataloging issues related to electronic government information

6. List of titles or categories of materials that should remain in paper format

7. Vision statement for depository libraries in the electronic age

8. GPO advocating open standards for software development

9. GPO providing a mechanism for notifying libraries when items are being archived by other depository libraries. Wednesday, 18 October 1995

Chair O'Mahony called the meeting to order.

Several questions were placed in the Suggestion Box. One question requested clarification on selective housing agreements for electronic materials, especially GPO Access and sharing of passwords. Receiving library must abide by requirements of FDLP and provide public access. GPO will try to be as flexible as possible with selective housing agreements for electronic products.

A suggestion was made that extra copies of the testimonials collected by Council be made available so that depositories could send to their own congressional representatives.

Council will be providing written input to the GPO Study Group.

The following preliminary recommendations drafted by Council were presented.

DRAFT RECOMMENDATIONS:

REVISED GUIDELINES

Council recommends that the Library Programs Service implement the revised "Guidelines for the Federal Depository Library Program" as adopted by Council (10/17/95). Council further recommends that the Guidelines be reviewed every two years.

CONGRESSIONAL PRIORITY BOXES

To ensure the timely delivery of high demand items, Council recommends that the practice of GPO providing Congressional priority shipments and hot item priority shipments continue.

LINKAGES WITHIN THE MARC RECORD TO ELECTRONIC VERSIONS

Council recommends that GPO work with other CONSER libraries to implement a consistent methodology to provide the necessary linking information for titles converted from paper/fiche to electronic format.

TRANSITION TO ELECTRONIC FORMATS

Council recommends that GPO prepare a plan for conversion from paper/fiche to electronic formats. This plan should balance the needs of users with the potential economic benefit of such conversion and affirm that some information is most appropriate in paper. Council is willing to work with GPO in the preparation of a plan.

PRESERVATION ISSUES

Council recommends that the Public Printer in cooperation with other federal agencies seek federal legislation that will insure the preservation of all electronic public information products from the time of their initial release to the public.

MODEL AGREEMENTS

Council recommends that GPO develop model agreements that depository libraries can use when negotiating information dissemination partnerships between federal agencies and depository libraries. GPO should be notified when a depository library enters into an electronic partnership with a federal agency.

NO FEE ACCESS TO GPO ACCESS

Council recommends that GPO make GPO Access available at no charge to the public, except for customized services available by paid subscription.

STAT-USA ACCESS COMMENDATION AND LOGON PROCEDURE

Council requests that the Public Printer express our appreciation to the Department of Commerce and STAT-USA for making free accounts to STAT-USA available to federal depository libraries. Council also requests that the Public Printer communicate our concern about limiting each depository library to a single free password. The number of passwords available to a library should more properly reflect the high use and diversity of electronic products once issued to depositories but now available only "bundled" through STAT-USA.

ADVANCE NOTICE OF GPO ACCESS CHANGES

Council recommends that the Public Printer provide advance notice to subscribers of GPO Access when new databases are added and when user interfaces are changed.

USER INPUT INTO SOFTWARE DEVELOPMENT

Council recommends that GPO involve the depository library community in the development of the user interface for the GPO Access Phase II software. Council recommends substantive involvement of the user community throughout the development of GPO electronic products, including further development of the Monthly Catalog CD-ROM.

CENTRALIZED ACCESS

Council recommends that the GPO investigate the feasibility of establishing centralized access to cd-rom products which have been distributed through the FDLP.

SUPPORT SERVICES

Council recommends an expanded role for the Government Printing Office in the provision of support services for libraries and end users. These services include, but are not limited to: technical services, user services, financial services, including grants to libraries, training, documentation preparation and resource sharing. This expanded role should be reflected in the transition plan.

MINIMUM TECHNICAL GUIDELINES IMPLEMENTATION

Council recommends that the Government Printing Office establish as minimum technical requirements those guidelines outlined in Administrative Notes, January 25, 1995. These requirements should be effective October 1, 1996.

TRAINING FOR OTHER AGENCIES

Council recommends that the Government Printing Office arrange workshops which will assist agencies to publish government information products and provide services suitable for use by the general public.

SOFTWARE STANDARDS

Council recommends that the Government Printing Office take an active role in advocating and promoting open standards related to information processing and access, such as SGML and ANSI Standard Z39.50.

DLC ON THE WWW

Council recommends that the Government Printing Office include DLC records on the GPO web page.

IDENTIFYING WEB SITES THROUGH CATALOGING

Council recommends that the Government Printing Office in cooperation with other cataloging agencies consistently utilize existing mechanisms for identifying web sites within cataloging records.

MONTHLY CATALOG

Council recommends that the Government Printing Office investigate the inclusion of cataloging records from July 1976- to date on the Monthly Catalog CD-ROM, and add OCLC record numbers to the new paper edition.

FAQ's

Council recommends that the GPO establish an information resource on GPO Access consisting of a compilation of Frequently Asked Questions.

FALL MEETING SITE

Council recommends that one of the following be the site of the Fall 1996 Depository Library Council meeting: Cincinnati, Denver/Boulder, Ft. Lauderdale, Milwaukee, or salt Lake City.

Commendations will be written for Jay Baumgartner, Shirley Woodrow of JCP, Mark Scully and John Philips.

There are two action items for Council: the preparation of a written report for submission to the GPO Study Group based on input received during this Council meeting, and the report will be printed in Administrative Notes. The establishment of a DLC Working Group on FDLP statistics. The Working Group will develop output measures, review results of the Biennial Survey and determine which depository libraries need assistance in meeting the Minimum Technical Guidelines and in making a smooth transition to a more electronic FDLP.

Audience Discussion:

Clarification requested on providing free access to GPO Access. Would a stautory change be necessary to accomplish this? Some of the resources on GPO Access are available free through other sites.

Perhaps, providing centralized access to cd-rom as a means of providing libraries with a method of access should occur only during the transition period.

Focus on items to be converted to electronic format should be public useable, not economic considerations.

Recommendation on Transition Plan expresses two concepts. Coversion of materials and useability. Needs to be separated.

GPO is preparing a transition plan as a result of the Congressional study, therefore, Council doesn't need to recommend that GPO prepare a transition plan.

Audience comments will be taken into consideration and Council will prepare a more final set of recommendations with rationales.

Chair O'Mahoney adjourned the meeting at 10:15 a.m.
The next meeting of Depository Library Council will be held on April 15-18 in Virginia.

Respectively Submitted by:

Susan Dow, Secretary
Depository Library Council
1/16/96