FDLP Internet Use Policy Guidelines

These guidelines are effective January 15, 1999.

All depository libraries must offer the general public free access to online Federal Government information provided through the Federal Depository Library Program (FDLP). This follows the same principle of free access that governs the use of traditional depository materials, as provided in Section 1911 of Title 44, United States Code.

Depository libraries should have a written access policy that addresses these issues regarding obtaining FDLP information on the Internet:

• All depository libraries are expected to provide access to the products in the FDLP Electronic Collection.
• Information products in the FDLP Electronic Collection must be available to any library user free of fees or other restrictions such as age or residency status. Free and unrestricted searching may be provided at one or more workstations. The number of available workstations is dependent upon the size of the depository operation and must be sufficient to serve the depository's patrons efficiently and effectively. Time limits and the use of sign-up sheets are acceptable.
• Since the use of filtering software may restrict access to official FDLP information, for example in the health or biological sciences fields, depository libraries must allow users the option to use workstations without filtering software or to turn off the filter while searching FDLP information.
• Security measures must be consistent with FDLP guidelines and requirements.

• Patrons cannot be required to present identification.
• Log-in or sign-up sheets may be used (as with circulation records, confidentiality of these records must be assured and consistent with applicable privacy statutes).
• Special passwords may be used.
• E-mail capability of the Web browser(s) may be blocked.

• Patrons’ use of depository workstations is subject to the library’s overall acceptable use policy.
• Users may be charged the "usual and customary" fees for printing and diskettes.
• Use or access may be mediated or unmediated.

Further guidance, particularly concerning service support issues, is found in "Depository Library Public Service Guidelines for Government Information in Electronic Formats," Administrative Notes, v. 19, no. 11 (9/15/98), pp. 5-6, and in the 1998 "Recommended Specifications for Public Access Work Stations in Federal Depository Libraries," in Administrative Notes, v. 19, no. 8 (6/15/98), pp. 3-8
[ URL for CURRENT Administrative Notes, with link to Back Issues:
//www.access.gpo.gov/su_docs/dpos/adnotes.html ]

Superintendent of Documents Reports on Japan Symposium

Francis J. Buckley, Jr., Superintendent of Documents, U.S. Government Printing Office, was a featured speaker at a symposium held November 27, 1998, by the National Diet Library (NDL) in Tokyo, Japan. The symposium was held in honor of the 50th anniversary of the NDL Branch Libraries System. It was focused on the digitization of government information. Buckley's presentation was on the Dissemination of U.S. Government Information in tangible and electronic formats.

The other speakers were Mr. Hideru Momozaki, Director-General, Institute of Administrative Information Systems and Dr. Kotaro Nawa, Professor, Kansai University. They addressed the implications of utilizing electronic systems for e-mail, data collection, information storage, and dissemination in an environment in which government information is considered national property, primarily administrative in nature, and in which the private sector is heavily involved in printing and publishing.

I was invited to Tokyo by the National Diet Library (NDL) to deliver a presentation on the Dissemination of U.S. Government Information at a Symposium in honor of the 50th anniversary of the Branch Libraries System on November 27, 1998. The Branch Libraries are equivalent to Federal agency libraries in the executive branch and the Supreme Court.

It was a fascinating trip because of the similarities and differences in the organizational structures, policies, and problems for government information in our two countries.

The National Diet Library is the national library of Japan, providing services to the Diet (legislative branch), the executive and judicial branches of the government, and for the people of Japan. It was modeled on the Library of Congress. It is under the supervision of the Standing Committees on Rules and Administration of the House of Representatives and the House of Councilors (similar to the legislative oversight of LC and GPO). It includes a large main library with extensive research collections in two buildings, the Detached Library in the Diet building, the Ueno Library, the Tokyo Bunho (Oriental Library) and 35 Branch Libraries. Each Branch Library functions as the library for its parent agency and collects government documents from the parent agency for itself, the NDL, exchange programs and for distribution to academic and public libraries. The Branch Libraries are under the dual administration of the NDL and the agency in which they are located.

The NDL utilizes U.S. Government publications for research in the Official Publications Room, the Parliamentary Publications Room, the Research and Legislative Reference Bureau (similar to the Congressional Research Service), as well as in the Branch Libraries. The NDL obtains U.S. publications through the International Exchange Program and purchase. Bibliographic records for U.S. monographic publications are loaded in their online catalog in a GPO MARC format. Serials are entered in a book catalog.

The focus of the symposium was on planning for the digitization of information by Japanese government agencies and how to provide access to this information. In a speech that was like a choral reading, I reviewed the U.S. system for printing and distributing tangible publications as well as the systems for access to Federal electronic information with the help of two interpreters. I used a PowerPoint presentation and my remarks after each slide or short commentary were punctuated by translations. The two Japanese speakers in the Symposium addressed various issues of access pertinent to the Japanese situation in this transitional planning period.

In the print environment, the Ministry of Finance handles the printing of government publications intended for public dissemination. Many Japanese government publications are produced by private sector organizations and only available commercially. Also many Japanese government publications are considered administrative and not widely distributed.

Mr. Hideru Momozaki, Director General, Institute of Administrative Information Systems, spoke about the current status and challenges of dissemination of electronic information in administration. He discussed a range of electronic system applications from e-mail to administrative government functions including record keeping, filing for permits and reports, as well as publishing information. Planning is underway to revise their Information Disclosure Law. In addition, the structure of federal agencies is to be reviewed over the next few years.

Mr. Momozaki focused on the concept of using this opportunity and new technology to provide one stop shopping as a service to citizens and enable them to file applications or reports for various agencies as well as to obtain government information from one computer location. He foresaw having everyone using the electronic network registered for identification and security, as well as a set of standards for software programs for compatibility interoperability and data transfer.

Dr. Kotaro Nawa, Professor, Kansai University, discussed digitization and networking of administrative information, disclosure and commercialization. Among the issues he analyzed were the implications of present Japanese government copyright of its information as national property and the use and distribution of the information by the private sector.

Other issues facing the NDL and Japanese libraries include obtaining the resources needed to procure the hardware and systems for expanding their electronic resources, as well as the ever present problem of compliance with the publication deposit requirements of the NDL Law by Japanese government agencies. In Japan the fugitive documents problem is exacerbated by the decentralized nature of government printing.

The Symposium was attended by about 200 people from the NDL, the Branch libraries, government agencies, as well as faculty and students from nearby universities. There were many questions from the audience about U.S. programs and plans for electronic information; the involvement of GPO, LC and NARA; copyright; and free vs. fee access.

I was pleased to meet the NDL Librarian, Mr. Musao Tobari, and many of the administrative staff and to tour the NDL in detail. In addition, I was given in-depth tours of the Diet, the Detached Branch Library in the Diet, the Supreme Court and the Branch Library in the Supreme Court. When I toured the Diet we were given special access to the chambers of the House of Councilors which were being prepared for the opening of the session the next day and a visit by the Emperor, so I was able to see the Emperor's throne which is normally shielded from view by elaborate drapes.

On Saturday following the Symposium the NDL made arrangements for me to be given a private tour of the Imperial Palace grounds by a staff member from the Imperial Household Agency Library. Thus I was taken to see a number of non-public buildings including the temple used by the Emperor for religious ceremonies, the state hall building, the greenhouses and bonsai collection, the stables and ceremonial coaches, and the archery range where the Imperial archers were practicing classical archery techniques. The public and nonpublic gardens were incredibly well-manicured with beautiful specimen trees and bushes, set off by the castle moats and huge stone walls built without any mortar.

I was also able to make brief visits to the Toshogu Shrine, the Tokyo National Museum and the Museum of Western Art in Ueno Park.

I was particularly impressed with the courtesy, and friendliness, and helpfulness of all the people I met. They made my brief visit very interesting and enjoyable.

O*NET Materials Distributed to Depositories

The CD-ROM edition of the Occupational Information Network (O*NET), and the Data Dictionary and User’s Guide in paper format, were sent to depositories as separates in late December, 1998. Descriptions of the pieces appear below, along with downloading instructions taken from the O*NET home page:

O*NET 98, The Occupational Information Network, "Keeping Pace With Today's Changing Workplace" (CD-ROM)

O*NET 98 The Occupational Information Network, "Keeping Pace With Today's Changing Workplace", Data Dictionary Release 1.0

O*NET 98, The Occupational Information Network, Viewer User's Guide For Version 1.0, "Keeping Pace With Today's Changing Workplace," 1998

O*NET online is located at http://www.adobe.com/prodindex/acrobat/readstep.html.

Tips for Downloading Hundreds of different configurations of computers are possible. If these general tips for downloading O*NET 98 products do not work for you, please consult the documentation or manufacturer of your software and computer. O*NET 98 products are currently available only for PCs, not Apple computers. Before you begin to download the O*NET 98 Viewer or Database files, create an empty directory on your hard drive using File Manager (Win 3.1) or Windows Explorer (Win 95/98/NT). Write down the name and location of the directory. Click on the links above to begin the download process, noting the name of the file (i.e.: setup.exe) and making sure it is being stored in your newly created directory. When the download is complete (the Viewer will take about 50 minutes to download using a 28.8 K modem), exit your browser, go to File Manager or Windows Explorer, locate the directory and double-click on the name of the download file (i.e.: setup.exe). Follow the on-screen instructions to install the Viewer or Database files. If you are downloading both the Viewer and the Database into the same directory, be sure not to copy over the setup.exe file. Rename one of the files (i.e.: setup2.exe) or download it into a different directory. Before downloading the User's Guide (onetview.pdf) or Data Dictionary (datadict.pdf) files, make sure you have the Adobe Acrobat Reader installed on your computer. Your browser may immediately open the file or ask whether you want to save it to disk. If you save the files to disk, note the directory and file name, then exit your browser, go to File Manager or Windows Explorer, locate the directory and double-click the file name. The document will open automatically in the Adobe Acrobat Reader.

Depository Library Council to the Public Printer

1. GPO to fill the position of electronic collection manager

Rationale:

(Please see Action Item at end of document for additional information.)

2. Microfiche contracts

Rationale:

3. Discontinue or consolidate "traditional" LPS products and services in tangible formats

Rationale:

4. Structure of Council meetings, amount of time, location

Rationale:

1. FDLP Tools on the Web

2. Jay Young

ACTION ITEM (under Recommendation #1):

Managing the FDLP Electronic Collection Plan

• Electronic Transition Committee

• Partnerships Workgroup within Electronic Preservation and Archiving Issues Committee

• Cataloging/Locator Workgroup within GPO Operations Committee

• Electronic Preservation and Archiving Issues Committee

• Promote identification of "at risk" digital publications.

• Promote digital "risk management" awareness in the FDLP.

• In consultation with GPO and member depository libraries, propose and promote model preservation policies and guidelines.

• In addition, in consultation with GPO and member depository libraries, promote prototype projects that broaden and enrich features of the digital depository libraries.

Regionals Meeting

Library Programs Service Contacts
January 1999