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Recommendations and Action Items
of Depository Library Council to the Public Printer
Fall 1996 Council Meeting
Salt Lake City, Utah
Revision of Title 44 & H.R. 4280
Council commends the Public Printer and his staff for involving
both the
Council and the library community in developing its legislative
proposals
revising Title 44 Chapter 19. We support the changes proposed by
the
Public Printer that were transmitted to the Senate Committee on
Rules and
Administration on August 22, 1996.
Council urges the Public Printer to continue to monitor
developments
regarding Title 44 and to continue to keep Council and the
community
informed and involved.
Rationale: Council appreciates the continuing proactive
role the Public
Printer and the GPO are playing in support of public access to
government
information. Regarding revision of Title 44, Council has
reviewed HR 4280
and finds little benefit within the bill and its proposed
revision.
Council could not recommend support for this or similar
legislation since
it runs counter to the principle of enhancing public access to
government
information. Council offers its assistance in incorporating the
previously presented definitions, principles, etc., and any new
initiatives into proposed legislation. Members of Council will
be
monitoring developments through their participation in
professional
organizations.
RESPONSE
The Government Printing Office (GPO) appreciates Council's deep
interest
in Congressional actions concerning the possible amendment of
chapter 19
of Title 44 USC. We are closely monitoring all developments
which may
affect our enabling legislation, and we will keep Council and the
depository library community informed of significant actions.
Service Policy Statements
Council recommends that GPO require the depository libraries to
develop
policy statements for service issues. In order to facilitate the
development of such policies, Council recommends GPO issue
guidelines for
the development of the policy statements.
Rationale: Council recognizes the need for depositories
to develop
policies on such service issues as printing and downloading from
electronic products, basic Windows/DOS software instruction,
Internet
access, microfiche duplication, photocopying fees, and other
areas.
Council also recognizes the historical precedent for such policy
statements (i.e., collection development policies). Given the
diverse
local environment within depository libraries, GPO should issue
general
guidelines which will offer a framework for local policy
development. A
completion date of one year after issuance of guidelines is
recommended.
Once articulated, these local policy statements should become
part of any
inspection process. Council will assist in the development of
such
general guidelines.
RESPONSE
GPO supports the development of a policy statement covering such
electronic public service issues as providing basic instruction
for
patrons in using the Internet, loading CD-ROM discs, charges for
printing,
circulation of tangible electronic products, ready reference,
etc.
General guidelines, similar to the "Collection Development
Guidelines for
Selective Depository Libraries," could be issued as a Federal
Depository
Library Manual Supplement.
GPO asks that the Depository Library Council appoint a working
group
similar to the "Guidelines" revision committee to include
representatives
from Council, regional and selective depository libraries, and
GPO. The
group's composition should also reflect academic, public, law,
and other
types of depository library concerns.
A draft policy statement could be presented at the fall 1997
Council
meeting.
Graphic Intensive Publications
Council recommends that GPO further investigate the best
presentation of
graphic intensive publications and, if unable to resolve the
problems
identified by Council, that GPO amend the policy so that these
publications remain in paper.
Rationale: Council remains concerned with the conversion
of graphic
intensive publications by GPO. These publications are often
intended for
general dissemination. Due to the nature of the topics of some
of them,
patrons may be uncomfortable reading them on public work
stations. Some
of those publications that have already been converted to PDF or
JPEG
formats, especially the charts and graphics within them, are
unreadable.
The ability and time necessary to download the information and
the poor
quality of the resulting print product also inhibit access.
While a
different level of scanning or other technological options may
improve the
quality and usability of them, Council is not convinced that this
is the
best treatment. Since most of these publications will remain
widely
available in paper from the issuing agency or the Consumer
Information
Center, Council believes that these materials should remain in
paper
format in depository libraries.
RESPONSE
At Council's request, the Library Programs Service (LPS)
undertook a
special project to scan seven graphically intensive publications
and
mounted them on GPO Access in JPEG, PDF, and ASCII formats. The
online
versions were experimental and in addition to the normal
distribution in
either paper or microfiche.
This project demonstrated the expense and difficulty of
converting
documents from a paper format to an effective electronic format.
Of the
responses received evaluating the two image formats, user
preference was
evenly divided between JPEG and PDF. But all libraries preferred
the
text-only ASCII format over either of the image formats, because
of ease
of use and the shorter time required to download the material.
Current LPS policy does not include routine scanning of
graphically
intensive documents. As this special project demonstrated,
scanning is an
expensive alternative and the resulting products may have limited
appeal
for librarians in the depository community.
The degree to which some patrons may be uncomfortable using
certain
information products at a public access workstation is offset, in
part, by
the increased ability to use such material from the privacy of
one's home.
In many ways popular topic information such as Marijuana Facts:
Parents
Need to Know is more useful in an online electronic format. It
is then
available for the many students that need to have the information
when the
single depository paper copy cannot be located. High interest
topics in
pamphlet format may be the first resources to disappear from
library
collections. If such products are available in an online format,
users
will be able to access the resources when they are needed.
Established policies identify the format for these products when
they are
produced through GPO. For products not produced through GPO, it
is the
agency's responsibility to provide sufficient copies for
distribution to
the FDLP. If the agency is unable to provide the required
copies, the
information is generally sent to libraries in the microfiche
format.
Scanning for online presentation gives us another option to
include this
information in the FDLP.
Bureau of the Census
Council recommends that its members work with GPO and the Bureau
of the
Census to formulate a model of depository access to Census
information.
Rationale: Since FDLP libraries are the largest partners
in disseminating
Census information after the Census Bureau's own Data Centers,
Council is
concerned with the direction of certain proposals emanating from
Census.
Council appreciates the Bureau's willingness to discuss various
configurations and arrangements for the provision of Census
information to
the FDLs. The proposed tiered system of access to the Census
Direct
Access Data Service presents a unique opportunity to establish a
model for
providing public access to statistical information. FDLs have
historically received all published Census products and no-fee
Internet
services and provided excellent access to them. This historical
precedent
should continue in any newly created model. Census needs to
continue to
disseminate the informational content of its products and
services
regardless of the packaging of that information. Further, such
dissemination must continue in the current no-fee model to the
cooperating
depository libraries and the users they serve. Any proposal that
would
limit access to a particular geographic site (i.e., the main
library) and
restrict remote (i.e., branch) access would greatly impede use of
essential Census information. Council believes that any proposal
must
include provisions for multiple access by concurrent users.
RESPONSE
The Bureau of the Census intends to offer Federal depository
libraries
access to the fee-based portion of the Census subscription Web
service at
no charge to the library. The specifics of the system have not
yet been
completed, but testing of the system was expected to begin in
March. LPS
has assisted Census by identifying four depository libraries for
system
testing.
A copy of Council's recommendation concerning the new Census
subscription
service was sent to the Bureau of the Census to assist in
developing its
policy regarding access to the database. Census has advised LPS
that
multiple users will be allowed to access the database, but the
users must
access the system from the main library or the facility in which
the
Government documents department is located. Depository access to
the paid
database will be limited to a single geographic site.
Council Web Page
Council recommends that the official Council Web pages be hosted
by GPO
and linked from the GPO Web site. Council further recommends
that GPO
accept updates from Council.
Rationale: As an advisory body to the Public Printer of
the United
States, Council believes it is appropriate that its Web pages be
located
at the Government Printing Office's home page, thus lending
authenticity
to the information.
RESPONSE
GPO will host Council Web pages and accept Web page updates from
Council.
When Council submits its completed Web pages to LPS, these Web
pages will
be linked from the FDLP Administration Web page located at
Partnerships
Council supports GPO's efforts in assigning personnel to address
the
issues raised in the recommendations from the Spring 1996 meeting
of the
Depository Library Council to the Public Printer relative to
partnerships.
Nevertheless, Council recommends that GPO accept the principle
that such
partnerships must supplement and not supplant the Federal
Government's
responsibility to ensure permanent access to and preservation of
government information. Council recommends that GPO and the
Public
Printer facilitate such initiatives.
Council suggests the following issues be considered in the draft
memorandum of understanding: ownership of electronic source files
remains
with the Federal Government; all modifications or enhancements to
resource
files should not permanently alter accessibility and must be
fully
documented, should reside in an industry standard format and that
a backup
be maintained; if the partner becomes unable to continue its
obligation,
it must provide GPO documentation and/or a copy of such modified
resources
and all enhancements thereto; ADA compliant formats; and the role
of GPO
as the coordinating agency.
Rationale: Council also appreciates the opportunity for
input and
discussion of the issues that are appropriate for a Memorandum of
Understanding Between the U.S. Government Printing Office and
(FDLP
Partner Institution). In addition to the above issues, Council
is
sensitive to the issue that many supplying agencies are not
currently
providing GPO with electronic resources that are ADA compliant
and this is
an obstacle to providing equitable electronic access. Council,
aware of
the complexity of partnerships, believes it is essential that GPO
and the
Public Printer function as the primary coordinating agency. GPO
has
historically performed this function with tangible products and
Council
believes it is critical that it continue in this role in the
electronic
environment.
RESPONSE
GPO has undertaken the coordinating role recommended by Council,
as
exemplified by the memorandum of understanding (MOU) between GPO,
the
University of Illinois at Chicago, and the Department of State
regarding
the DOSFAN Electronic Research Collection. Following the
discussions at
the fall 1996 Council meeting, GPO included in that MOU
provisions which
reflect the issues Council expressed in its recommendation
regarding
partnerships. Provisions in the MOU clarify that:
The United States Government Printing Office, as
coordinator of
the FDLP, has final responsibility for and custody over all
Federal
Government information products held or made accessible by FDLP
libraries
or partner institutions.
...All software developed to provide access to the DOSFAN
Electronic Research Collection is considered to be an integral
part of the
Collection.
...Assure that a mechanism is in place which provides a
backup for
software and data files constituting the DOSFAN Electronic
Research
Collection...
Consult with Superintendent of Documents staff on any
plans to
migrate, reconstitute, or otherwise significantly modify the
structure of
the information content of or access to the DOSFAN Electronic
Research
Collection...
Any modifications to or migration of the DOSFAN
Electronic
Research Collection should take into consideration industry
format
standards and must not undermine or limit access to the product.
...Upon the request of GPO, provide GPO a functioning
copy of
current and historical software and data files that constitute
the DOSFAN
Electronic Research Collection, to include documentation
regarding the
product, particularly if UIC is no longer able to support access
to the
product...
Fall 1997 Meeting Site
The Depository Library Council recommends the following sites for
consideration for its fall 1997 meeting:
Cincinnati, OH
Cleveland, OH
Pittsburgh, PA
Raleigh-Durham, NC
Tampa-St. Petersburg-Clearwater, FL (on the beach only)
RESPONSE
The fall 1997 meeting of the Depository Library Council to the
Public
Printer will be held on October 20-23, 1997, at the Adam's Mark
Caribbean
Gulf Hotel in Clearwater Beach, Florida.
Persistent Uniform Resource Locator (PURL)
Council recommends that the Government Printing Office continue
to monitor
closely the work on Document Object Identifiers as it relates to
persistence in naming.
Rationale: Council is encouraged by the Government
Printing Office's
interest in PURL as a persistent information location mechanism.
However,
persistent naming is currently an area of active development with
alternatives such as "handles" and URLs (Uniform Resource Names)
being
advanced on both the technology and policy levels. While
experimentation
on managing GPO URLs is entirely appropriate, it may be premature
to
commit to the PURL technology outside of GPO.
RESPONSE
We appreciate Council's advice and will continue to consider
various
technologies for maintaining effective URLs related to Monthly
Catalog
records. As the second largest producer of records with URLs
within OCLC
databases, we remain open to other options even as we work with
OCLC to
adapt its PURL software to maintain viable hot links for GPO
applications.
We recognize that PURL may be an interim solution, but we are
convinced of
the necessity to provide a consistent naming mechanism for our
GPO locator
services as well as the Monthly Catalog.
GPO and the Chief Information Officers (CIO) Council
Council recommends that GPO pursue a role in the Chief
Information
Officers (CIO) Council.
Rationale: It is expected that the CIO Council may have
a significant
influence on government information dissemination. The CIO
Council was
established under an Executive Order issued on July 17, 1996,
titled:
"Federal Information Technology." Section 3 of the Executive
Order
establishes the Chief Information Officers Council "as the
principal
interagency forum to improve agency practices on such matters as
the
design, modernization, use, sharing, and performance of agency
information
resources. The Council shall: (1) develop recommendations for
overall
Federal information technology management, policy, procedures,
and
standards...."
RESPONSE
GPO continues to monitor the functions and activities of the
Chief
Information Officers (CIOs). Although, in general, agency CIOs
are
responsible for information dissemination and public access
activities, it
appears that priority attention is being devoted to such issues
as the
Year 2000 Problem and the technical and procurement aspects of
agency
systems modernization. GPO will take every opportunity to inform
CIOs or
their staffs about issues concerning the FDLP, public access to
Government
information, and permanent public access.
Training Issues
Council recommends that GPO continue to take advantage of every
opportunity, including both fall and spring Depository Library
Council
meetings, professional library association meetings, and
workshops or
other library-related meetings in the Washington area, to provide
training
for users of its electronic products and services.
Council recommends that the Superintendent of Documents establish
a
training center within the Library Programs Service for providing
training
for members of the depository community who will be training
others in the
use of GPO's products and services.
Council recommends that GPO explore the formation of partnerships
with
other organizations to provide training in the use of new
electronic
products and services. It might be useful for GPO to undertake
this
effort, on a trial basis, with one of the four OCLC networks in
or near
the Washington, D.C. area (e.g., SOLINET, CAPCON, FEDLINK,
PALINET).
Rationale: Depository librarians have identified
training in the use of
electronic resources and services as a very high priority. Train
the
trainer sessions, which provide depository librarians with the
skills
necessary to train others, are in especially high demand. In
order to
meet this demand for training, Council suggests a variety of
approaches.
First, Council believes that one of the most effective ways for
GPO to
train large numbers of library staff is to provide demonstrations
of new
products and services at meetings of professional associations,
both fall
and spring Depository Library Council meetings, and workshops or
other
library-related meetings in the Washington area.
At the same time, we realize that currently, opportunities for
hands-on
training in the Washington, D.C. area are limited. We believe
that a
computer lab/training facility located at the Government Printing
Office
would make a major contribution towards achieving the goal of
providing
more widespread training opportunities. Library staff trained in
this
facility can return to their own communities and train others in
the use
of GPO products and services.
We further believe that all avenues for potential training
partnerships
should be explored in order to meet the high demand for training.
Council
would be pleased to work with GPO to identify potential training
partners.
RESPONSE
GPO plans to continue to provide training and demonstrations of
GPO Access
products and services at conferences, workshops and through a
number of
onsite programs at libraries throughout the country.
Additionally, in order to better meet the high demand that has
been
demonstrated for these training sessions, GPO is pursuing two
complementary approaches designed to create "train the trainer"
opportunities.
First, GPO is investigating the creation of an onsite training
facility to
provide a state-of-the-art location for GPO staff to train a
number of
librarians from different parts of the country who visit us in
Washington,
D.C.
Secondly, GPO is actively exploring the formation of partnerships
with
other organizations to provide training on GPO Access products
and
services.
In February, GPO made a presentation to the Regional OCLC Network
Directors Advisory Committee (RONDAC) in Dublin, Ohio. GPO
discussed a
number of areas of potential collaboration with RONDAC to expand
GPO
Access training opportunities for the library community. We were
very
encouraged by the positive reaction of those in attendance, and
look
forward to working with RONDAC representatives on this joint
effort.
Commendations:
1. The Depository Library Council commends Thomas A. Downing
and the
GPO Cataloging Branch for their proactive efforts in cataloging
Internet
resources and providing hot links to a significant number of
records.
Council is aware of the great effort required to do so at a time
when
there are no clear national standards. Council also appreciates
the
decrease in the cataloging backlog of physical formats and
commends all
members of the cataloging staff for their continued success.
2. The Depository Library Council commends the Government
Printing
Office for adding the Code of Federal Regulations to GPO Access
and asks
that our appreciation be transmitted to the Office of the Federal
Register
for their cooperation in this project. We also thank GPO for
providing a
toll free GPO Access Customer Support telephone number.
3. The Depository Library Council commends Robin
Haun-Mohamed and the
staff of the Depository Administration Branch for its hard work
and
success in bringing fugitive government information into the
Federal
Depository Library Program.
4. The Depository Library Council commends Judith C.
Russell,
formerly Director, Office of Electronic Information Dissemination
Service,
for her leadership and hard work on behalf of the depository
community.
Her tireless efforts in assisting with the development of GPO
Access as
well as her collaboration in the completion of the Report to
Congress:
Study to Identify the Measures Necessary for a Successful
Transition to a
More Electronic Depository Library Program are especially
noteworthy.
Action Items:
The Ad Hoc Committee on FDLP Statistical Assessment will continue
to work
with GPO on service and use statistical issues.
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