An improved service announcing electronic information products coming into the Federal Depository Library Program Electronic Collection (FDLP/EC) will be unveiled by the Library Programs Service in July. Named New Electronic Titles (NET) <www.access.gpo.gov/su_docs/locators/net.html>, this tool will replace the Browse Electronic Titles (BET) locator service. Each week the NET will contain a list of online U.S. Government information products. Users will be linked to information products on GPO Access, Federal agency websites, FDLP partnerships and the FDLP/EC archive.

As part of this service, LPS will announce the availability of all new congressional hearings that are to be placed on GPO servers and made available through GPO Access. NET entries will appear in a true title arrangement, instead of BET’s current arrangement by agency. After four weeks the oldest NET list will be moved to a NET archive.

Full bibliographic information for the new titles and former BET entries will be available in the online Catalog of U.S. Government Publications (CGP) <www.gpo.gov/catalog>. Through this arrangement, users will be encouraged to search the CGP as the prime resource for identifying, locating, and accessing both tangible and online U.S. Government information products.

Annual Item Selection Update Cycle 2001
Begins June 1, 2000

Libraries are reminded that the process of changing to a more electronic Federal Depository Library Program (FDLP) is continuing. The dissemination format for some Government publications will change from the physical distribution of tangible products (paper, microfiche, or CD-ROM) to online access only. In the coming months these changes will affect FDLP products currently available in multiple formats, particularly those available in both paper and online versions. In some cases the discontinuation of physical distribution will affect titles that you may wish to add during this update cycle, or even titles that you currently select. Changes in distribution format will be announced in WEBTech Notes <www.access.gpo.gov/su_docs/dpos/webtech.html> as they occur.

The 2001 Update Cycle will take place electronically on the Web. Libraries will be responsible for entering their own amendments to selections using the Web site "Amendment to Item Selections" on the FDLP Administration page at: <www.access.gpo.gov/su_docs/dpos/amendment.html>. On this Web site, you will control the input, and the changes will be recorded instantaneously.

You will need your depository library number and internal password to submit your additions or deletions.

If your library does not have Web access, please contact:

Automatic confirmation of the changes you input is a function of the Web application. In addition, if you enter your e-mail address along with your depository library number and internal password when filling out the online selection update form, an e-mail confirmation of your transactions will be sent to you.

After October 1, 2000, libraries can verify their entire selection profile, including new additions and deletions, by using the Item Lister. (Drops can be viewed on Item Lister before October 1, one week after they are dropped via the Amendment of Item Selection Web form.) Item Lister can be found on the FDLP Administration web site at: <www.access.gpo.gov/su_docs/dpos/itemlist.html>. The Item Lister provides several options by which a library can view its selections and non-selections.

In preparing to amend your depository's item selection profile for fiscal year 2001, please consider the following:

• LPS requests that documents librarians conduct a zero-based review of the depository’s current item selections by carefully examining the need for each item.

• Librarians should not make their collection development decisions in a vacuum. LPS encourages cooperative collection development to ensure that all relevant items are available within a local area or region without unnecessary duplication of little used documents.

• After consulting with other depositories, documents librarians should delete any items not actually needed to serve current or anticipated future needs of the public. If appropriate, a library should add relevant items needed by its clientele.

• Regional libraries may choose a single format when an item is offered in both microfiche and paper formats.

• Selective libraries must choose only a single format when an item is offered in both microfiche and paper formats.

Depositories should select items at a level at least half the average rate of libraries of a similar size and type. Exceptions are made for depositories with a written collection development policy certifying that their current selection rate of tangible and electronic information products effectively meets public government information needs.

At the April 2000 Depository Library Council meeting, Council endorsed GPO's redefining depository library size categories based on the 1999 Biennial Survey. Use the recently revised chart of selection averages to help determine your appropriate selection rate. (See Administrative Notes, v. 21, # 7, May 1, 2000, pp. 47-48.)

Use the Item Lister on the FDLP Administration page to evaluate your depository selections.

The Item Lister is located at: <www.access.gpo.gov/su_docs/dpos/itemlist.html>. The Item Lister is updated weekly (Thursday evening or Friday morning - the exact update time/date is on the results screen for each of the four Item Lister search options). Item Lister shows your current item selections and all of the items currently available through the Federal Depository Library Program. Your drops will be reflected in Item Lister the next week after you make them. Adds will be activated, and added to Item Lister, on October 1, 2000.

• Consult the List of Classes in paper or download the file on the FDLP Administration page to aid in your evaluation of item numbers and titles. The electronic List of Classes is located at <ftp://fedbbs.access.gpo.gov/su_docs/class/listclas.txt>.

• Check out the collection management tools available on the Documents Data Miner, a cooperative partnership between the Wichita State University, the National Institute for Aviation Research and the Library Programs Service, at <http://govdoc.wichita.edu/ddm>.
  • New item numbers added to the list of item numbers available for depository selection, can be found in several locations:

  New item numbers not appearing in the paper List of Classes can be found in the "Update to the List of Classes, New Item Numbers" column in Administrative Notes Technical Supplement.

  New item numbers are added to the Item Lister and also to the Documents Data Miner each week. Weekly postings of new item numbers, discontinued classes, class corrections and other changes to the List of Classes are found in the WEBTech Notes database found on askLPS at <www.access.gpo.gov/su_docs/dpos/webtech.html>.

  The Administrative Notes Technical Supplement database is also available on the Federal Bulletin Board at: <http://fedbbs.access.gpo.gov/libs/webtechn.htm>.

  Passwords

  Each library is assigned a unique internal password for FDLP administrative functions, such as submitting the Biennial Survey, amending item selections, and updating the directory entry.

  All libraries also have an external password. It is used with external applications, such as special access to agency Web services (there is only one such application in place now - the Environmental Health database at <http://ehis.niehs.nih.gov/>.

  All passwords provided by LPS should be secured and only authorized users should be allowed to submit adds and drops for a library. If you lose your password, or you have problems accessing the system, please contact:

  Joe Paskoski at <jpaskoski@gpo.gov> or

  Robin Haun-Mohamed at <rhaun-mohamed@gpo.gov> or

  Yvonne Washington at <ywashington@gpo.gov>

  or by fax at 202-512-0877.

  Making Amendments to Selections

  Libraries notify LPS of changes to their selection profile by submitting their adds or drops on the "Amendment of Item Selections" form (see sample on page 7) found on the FDLP Administration page at: <www.access.gpo.gov/su_docs/dpos/amendment.html>. You will need your depository library number and internal password to process your amendments. Internal passwords begin with FDLP followed by a series of numbers. Information on how to fill out the Web form and whom to contact are accessible by clicking on various buttons on the form.

  Automatic confirmation of your transactions will be e-mailed to you if you enter your e-mail address in the block provided.

  If you have specific questions or comments, please contact Joe Paskoski at <jpaskoski@gpo.gov> or by fax at 202-512-0877.

  Reporting Errors

  Report errors or discrepancies in your selection profile to:

  Information Processing Unit
  fax: 202-512-0877
  e-mail: ywashington@gpo.gov

  If you mistakenly delete an item number or select an item number that you really wanted to delete, you must contact LPS. Do not try to re-input the correct selection by entering another transaction on the "Amendment to Item Selections" Web form. Contact:

  Information Processing Unit
  fax: 202-512-0877
  e-mail: ywashington@gpo.gov

  Suggestions for Making Amendments

  Changing Formats

  If you want to change from paper to microfiche for dual distribution items, LPS suggests the following procedure to reduce gaps in holdings:

  1. Add the microfiche item during the update cycle.
  2. Once the new selection is distributed in October, delete the paper item.

  For example, if a library wishes to change from receiving the Federal Register in paper to microfiche, add item 0573-D in June or July, for implementation in October. Then use the Web "Amendment to Selections" form to delete item 0573-C after you begin receiving microfiche copies sometime after October 1.

  Items Distributed to All Libraries

  Titles distributed under item numbers 0154-B, 0556-C, and 1004-E are distributed to all depository libraries whether your library selects these items or not. LPS will distribute other titles under these item numbers throughout the year if the informational content is deemed relevant to all depository libraries. Please do not drop these item numbers from your selection profile.

  Effective Dates

  Deletions

  If you have deleted item numbers for paper and electronic titles, LPS will stop shipping the publications within 72 hours of your Web transaction. You should not claim publications listed under these items on shipping lists dated after the date you submitted the deletion.

  Deletion of microfiche item numbers will take effect beginning the week after the amendment was submitted.

  Deletions can be submitted to LPS throughout the year.

  Additions

  Libraries will be able to make additions to their selection profile only during the Annual Selection Update Cycle (June 1, 2000 through July 31, 2000).

  All additions must be posted to the Web site by July 31, 2000.

  All additions remain pending until they are activated on October 1, 2000. Libraries will begin to receive new publications with shipping lists dated October 1, 2000 and after.

  Claims

  Do not base your claims for missing depository publications on additions made during this update cycle period until the first shipping list is distributed for FY 2001 (after October 1, 2000). If you do, the claims will not be honored.

  LPS will always indicate on the shipping list which selection update period governs the item distributions. Continue to claim from your 2000 selection profile during the update cycle period.

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  2000 Recommended Specifications for Public Access Workstations in Federal Depository Libraries

  These recommended specifications are intended to assist depository librarians who are planning purchases of new personal computers (PCs) for public use in Federal depository libraries. This document supersedes the Federal Depository Library Program (FDLP) "Recommended Specifications for Public Access Workstations in Federal Depository Libraries" (Administrative Notes, v. 20, no. 10, June 15, 1999).

  In accordance with Depository Library Council action at its spring 2000 meeting, these recommended specifications will become requirements October 1, 2001.

  Recommended New Workstation Configuration

  COMPUTER

  Processor

  IBM-compatible Pentium chip, 450 MHz Pentium II processor minimum. Consider Pentium III 500 MHz. System board should be "ATX" form factor.

  Note: The Pentium II processor is no longer being manufactured but computers with this chip are still available for purchase.

  • FOR CARTOGRAPHIC DATA USE: 700 MHz processor

Memory (RAM)

64 MB (expandable) minimum - 128 MB (expandable) recommended.

• FOR CARTOGRAPHIC DATA USE: 256 MB SRAM

Ports

One (1) Serial
One (1) Universal Serial Bus (USB)
One (1) Parallel
One (1) P/S-2 Mouse
One (1) SVGA Video (if video is built into system board.)

I/O bus

Video

• FOR CARTOGRAPHIC DATA USE: 64 or 128 bit PCI interface SVGA controller with 8MB WRAM or VRAM.

Audio

Sound Blaster 16 or better, or compatible (only if appropriate for library setting).

Drive Bays

One (1) 3.5" half-height (HH).
Three (3) 5.25" HH Externally Accessible.
Two (2) 3.5" HH Internal.

Hard Disk Drive

• FOR CARTOGRAPHIC DATA USE: 20.0 GB or greater capacity, or network connectivity that provides the same.

Removable/External Storage

3.5" 1.44 MB drive. Use an older system for 5.25" floppy conversion.

DVD Drive

• FOR CARTOGRAPHIC DATA USE: 8X DVD. Single platter or changer design. Should support all available standard CD formats. Avoid proprietary I/O designs.

CD-RW Drive

• FOR CARTOGRAPHIC DATA USE: 4x4x24x (rotational speeds to read/write/rewrite).

Monitor

• FOR CARTOGRAPHIC DATA USE: 21" monitor, Super VGA (SVGA), with at least 70 MHz vertical refresh rate at 1024x768 resolution non-interlaced, 0.28 or smaller dot pitch; display card which supports 1024x768 resolution at 70 MHz or faster.

• FOR CARTOGRAPHIC DATA USE: Color ink jet printer, 36", 600 dpi, 68 MB or more memory, or access to a comparable networked printer

Local Area Network with TCP/IP (Strongly Recommended)

or

or

Digital Subscriber Line (DSL)

Microsoft Windows 95b (OEM release which includes "FAT-32" and their fixes)

Microsoft Windows 98

or

Communications

• FOR CARTOGRAPHIC DATA USE: GEOTIFF file viewer. Viewing software for raster data, such as Photo Shop or Print Shop.

These specifications are intended to assist depository staff in making informed purchases which will best achieve the goal of providing public access to Federal Government information in a variety of electronic formats.

These guidelines are aimed at providing reasonably robust workstations which should provide years of service before they become obsolete, but LPS encourages the purchase of equipment that exceeds these specifications if at all economically feasible. The speed at which computer capabilities are evolving indicates that the higher the initial outlay, the longer the useful life for the equipment. If a higher end system is not affordable, look for flexibility and expandability in the system that will allow for enhancements and upgrades at a later date.

Depository libraries must have computer equipment sufficient to allow timely and equitable public access to Government electronic information products and should allow printing or downloading information selected by the user. During a depository library inspection LPS will use a functional approach to determine compliance with this requirement.

Libraries should determine if they have a need to duplicate depository CD-ROMs for preserving data or to create circulating copies. If the need is there, the library should consider purchasing a CD-R (compact disc recordable) or a CD-RW (compact disc rewritable) drive. These can be purchased as either internal or external drives. With a CD-RW the discs can be reused, unlike those of the CD-R that can only be used once. The other major difference between CD-Rs and CD-RWs is that CDs created from a CD-R can sometimes be read in older CD-ROM drives while those created from a CD-RW can only be read from MultiRead drives. This is something to consider particularly if you are creating circulating copies and want to meet the needs of most of your users. Be sure to check compatibility with your operating system. The chart below will help decipher portability:

The Workforce Investment Act of 1998 (August 7, 1998) amended §508 of the Rehabilitation Act of 1973 to require "individuals with disabilities, who are members of the public seeking information or services from a Federal department or agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities." Federal depository libraries must provide hardware and software to allow this or accommodate users in some other manner. Federal Electronic and Information Technology Accessibility Standards proposed rules were published in the March 31, 2000 (pp. 17348-17367) issue of the Federal Register. Further guidance can be found in Electronic and Information Technology Access Advisory Committee Final Report, which is available from: <http://www.access-board.gov/pubs/eitaacrpt.htm>.

LPS cannot anticipate or address every possible depository library computer scenario and depository libraries are encouraged to adapt this menu of specifications to fit their local situations. Depositories may require multi-purpose single workstations, electronic access in networked environments, or a combination of both. Given the large variation in the size of Federal depository libraries and the numbers of users served, LPS cannot recommend a universal standard for the number of public access workstations in any given library. However, when assessing workstation needs, librarians should consider such local factors as:

• the amount of information provided over the Internet compared with the amount from CD-ROM

• whether and how the workstations are networked

• to what extent users are permitted to perform additional information processing at the public access workstations

• whether users are experiencing extended waiting times at library peak service hours, etc.

When configuring workstations bear in mind that some government CD-ROM products now link to the web to update information on the CD-ROM. This means that for the user to get the newer information and the full benefit of the product at least one workstation must have both CD-ROM capability and Internet accessibility with a graphical browser.

Additional or different capabilities may be desirable for workstations used by library staff. Some libraries may elect to add applications software, such as spreadsheet, word processing, or data base software, to their public access workstations, but this is a local resource management decision.

Many depository libraries have existing computer equipment that is no longer "state of the art." These specifications should not be applied retrospectively to existing equipment, although they may assist in determining the appropriate time for replacement or upgrading.

LPS has deliberately not provided specifications for Apple Macintosh (Mac) or UNIX workstations. Based on responses to the 1995 and 1997 Biennial Surveys, Macs are the computer of choice for a small minority of the depository libraries. However, depository libraries that have a Mac or UNIX environment should assess their functional capabilities in light of these specifications.

LPS works with the Cartographic Users Advisory Council (CUAC) to develop any additional specifications which support GIS applications. These are included in the recommendations with the indicator *For cartographic data use.

For additional information, or if you have any questions about these specifications, please contact Cynthia Etkin, Program Analyst, at <cetkin@gpo.gov> or by voice at (202) 512-1119.

• "Depository Library Public Service Guidelines for Government Information in Electronic Formats," Administrative Notes, v. 19, #11 (September 15, 1998).

• "FDLP Internet Use Policy Guidelines," Administrative Notes, v. 20, #2 (January 15, 1999).

1. GPO Access - Database of Congressional Hearings

Starting at the GPO Access homepage <http://www.access.gpo.gov/su_docs/>, click on "Legislative." Scroll down the page and click on "congressional hearings, 105^th Congress Forward." Enter the terms "cervical cancer" in the search box. The desired result "Women’s Health: Raising Awareness of Cervical Cancer" comes back as the first result, available as a Text or PDF file.

2. GPO Access - Committee Browse Page

Starting at the GPO Access homepage <http://www.access.gpo.gov/su_docs/>, click on "Legislative." Scroll down the page to "Miscellaneous House Publications and Committees." Click on this. Scroll down the "U.S. House of Representatives" page until "Committees of the U.S. House of Representatives" appears. Click on "Commerce." You will notice on that page a link to "Committee Hearings." These are hearings that are physically located on GPO servers. Click on this link. The next page will contain a link to "Committee Hearings, 106^th Congress." Click on this page. "Women’s Health: Raising Awareness of Cervical Cancer" comes back as the fourth result, available as a Text or PDF file.

3. GPO Access - Site Search

Starting at the GPO Access homepage <http://www.access.gpo.gov/su_docs/>, click on "Site Search" and enter "cervical cancer." The results list (on the test day) shows the 11^th result as "House Committee on Commerce, Committee Hearings (106^th Congress). Click on that link, scroll down the page, and find "Women’s Health: Raising Awareness of Cervical Cancer" as the fourth option, available as a Text or PDF file. It should be noted that Site Search was able to find this hearing because the title of the hearing appeared on a browseable HTML page. Site Search does not search for information within individual hearing databases on GPO Access.

4. Catalog of U.S. Government Publications

Starting at the GPO Access homepage <http://www.access.gpo.gov/su_docs/>, click on "Finding Aids." Next click on Catalog of U.S. Government Publications, and enter the sample search terms in the keyword search box. "Women’s Health: Raising Awareness of Cervical Cancer" appears as the seventh result. There are two PURLs available; one for the Text and the other for the PDF file.

5. Individual Committee Web Pages

GPO is in the process of developing a new application to create a browseable list of all congressional hearings that are officially part of GPO Access. Eventually a catalog of hearings will be available for customers to browse by Congress on separate web pages, similar to the current Catalog of Congressional Bills application.

Also, on a weekly basis, GPO will announce the availability of all new congressional hearings that are being placed on GPO servers and made available through GPO Access. This will be accomplished through weekly postings to New Electronic Titles (NET), the service that will replace the Browse Electronic Titles in July. (See New Electronic Titles Service Begins in July on p. 14.)