F e d e r a l    D e p o s i t o r y    L i b r a r y    P r o g r a m

Superintendent of Documents Invites Depository Library Directors to ALA-GODORT Lunch Meeting

June 7, 2004

Dear Depository Library Director:

I would like to invite you, as a director of a Federal Depository Library, to join me for a special meeting of depository library directors at the annual conference of the American Library Association in Orlando, Florida, later this month. ALA’s Government Documents Roundtable has kindly allotted time for a discussion of the future of the Federal Depository Library Program (FDLP) on Sunday, June 27, from 11:30 a.m.-1:30 p.m., at the Renaissance Orlando Resort, in Ballroom C. (The room will be open at 11:30 a.m. and the meeting will convene at 12 noon, so please bring a brown bag lunch and join us.) Your depository services coordinator and other staff members involved with Federal government documents are welcome to accompany you or your designated senior staff member.

I will speak briefly and then use the remainder of the time to answer your questions and listen to your concerns and recommendations. We especially welcome your advice as a depository library director during this time of transformation into an increasingly electronic FDLP.

This meeting continues an experiment begun at the recent Depository Library Council meeting in St. Louis, where I had an opportunity to exchange views directly with about 40 directors of depository libraries on the important issues now confronting the program. Afterwards several of them expressed to me the value of hearing first hand about the changes that are occurring and having the opportunity to provide their advice. Discussion will center on the issues brought out in Public Printer Bruce James’ recent paper, Keeping America Informed in the 21st Century: A First Look at the GPO Strategic Planning Process — "A Work in Progress", available at
http://www.access.gpo.gov/su_docs/fdlp/pubs/proceedings/04spc.html.

In addition, GPO staff will be displaying U.S. Government information resources and services at the GPO Booth (#1269). It would be valuable for your reference and public service staff to visit the booth, even if they are not government documents specialists. In case you are interested and are not already aware of them, I am enclosing a list of publications [see below] and other information sources that address some of the current FDLP issues.

Please join us as we continue to map out the path for the Federal Depository Library of the future. I look forward to talking with you in Orlando.

Sincerely,

JUDITH C. RUSSELL
Superintendent of Documents

Recommended Reading, June 2004

FAA’s "Fuchsia Book" Released

FAA Future Telecommunications Plan, or "Fuchsia Book", April 2003 (TD 4.83:2003, item 0431-C-60) was distributed to depository libraries in error on shipping list 2004-0011-S dated December 1, 2004. The document was intended for "Official Use Only".

A note on the shipping list and a December 4, 2003 posting to FDLP-L requested that libraries set the volume aside in a secure place without processing until further notice as the agency was considering recalling the publication. The Federal Aviation Administration (FAA) conveyed to GPO that they determined the document could be released for processing and general circulation.

Depository libraries are now permitted to process the Fuchsia Book into their collections and make it available to the public. GPO apologizes for any inconvenience this has caused.

If you have any questions about this or other depository-related matters, please submit them through the "Ask a Question" feature of GPO's online help service at: http://www.gpoaccess.gov/help/index.html.

Thank you for your continued support of the Federal Depository Library Program.

GPO Provides Training To Library Community

More than 50 Federal Depository Library Program (FDLP) librarians from around the country recently gathered at the Nation's Capital to take part in a professional development program hosted by the Government Printing Office (GPO). "The Annual Interagency Depository Seminar is a unique opportunity for new depository librarians to acquire up-to-the-minute information, as well as discuss and exchange ideas with GPO's staff, Federal agency representatives and colleagues," said Judy Russell, Superintendent of Documents and Managing Director of GPO's Information Dissemination. "Providing professional development opportunities to the library community is one of the GPO's most important roles and one that we have been proud to provide for the last 17 years through this seminar."

The June 2-9, 2004 seminar provided representatives from public, state, federal and academic libraries with an overview of information products and activities of numerous Federal Agencies as they relate to Federal depository libraries. This year's participating agencies included the U.S. Census Bureau, Office of the Federal Register, Federal Trade Commission, U.S. Geological Survey, Department of Transportation’s National Transportation Library, U.S. Patent and Trademark Office, U.S. Copyright Office, Social Security Administration, Bureau of Labor Statistics, Defense Technical Information Center and STAT-USA, a database of economic and trade statistics produced by the U.S. Department of Commerce. Seminar participants were also invited to tour the GPO, Library of Congress Jefferson Library, the U.S. Patent and Trademark Office and U.S. Copyright Office.

Science.gov 2.0 Launched

Science.gov (www.science.gov/), the public’s "go to" Web portal for the vast stores of Federal science information, has made searching for information easier for the user. At a roll-out on May 11, Secretary of Energy Spencer Abraham launched the new search version of Science.gov which includes ranking the relevance of results to the users’ question.

While retaining the content and advances originally unveiled in December 2002, Science.gov 2.0 will search its 47 million pages of government R&D results and present the results to patrons in relevancy-ranked order. This new technology sorts through the government’s reservoirs of research and rapidly returns information in an order more likely to meet patrons’ needs.

The Web portal is made possible through a collaboration of 12 major science agencies forming a coalition called the Science.gov Alliance.

The Department of Energy, which hosts the site through its Office of Scientific and Technical Information, funded the R&D of a new relevancy-ranking technology by a company called Deep Web Technologies. The technology was applied to meta-searches in the deep Web where traditional search engines cannot go.

Secretary of Energy Spencer Abraham on May 11 launched Science.gov 2.0, considered the next major step in government science information retrieval. Secretary Abraham had strong praise for the Alliance members.

"These agencies together have combined innovative technology, forward thinking and hard work to build an invaluable science resource," Secretary Abraham said. "From the most current information on new technologies, to historical research results, to the most promising medical advancements, Science.gov connects citizens to the world of science."

According to Eleanor Frierson, co-chair of the Science.gov Alliance and Deputy Director of the National Agricultural Library, the Version 2.0 advance is one of many yet to come for the government’s FirstGov for science.

"The Science.gov team is already working on Science.gov 3.0, expected in 2005," said Frierson. "We plan to continue collaborating across agencies to further ease public access to science and technology information."

The Science.gov Web portal – considered the one-stop gateway to reliable Federal science and technology information – has grown to provide its unique search capability to 30 databases and 1,700 Web sites. The information at Science.gov is free. No registration is required.

Science.gov allows users to search for information based on subject, rather than by the agency sponsoring it. Visitors to the Web site can access information on an array of science disciplines.

Science.gov is made possible through the collaboration of the Departments of Agriculture, Commerce, Defense, Education, Energy, Health and Human Services and Interior, as well as the Environmental Protection Agency, the Government Printing Office, the National Aeronautics and Space Administration, and the National Science Foundation, with support from the National Archives and Records Administration.

Secretary Abraham, Dr. Raymond L. Orbach, Director of DOE’s Office of Science, and Dr. Walter Warnick, Director of OSTI, spoke at the ceremonial event. On hand were Science.gov Alliance co-chairs Frierson and Tom Lahr, Deputy Chief, Biologic Informatics Program, US Geological Survey.

Also in attendance were Bruce James, Public Printer of the United States, Government Printing Office and Dr. Rodney Brown, Deputy Under Secretary of Research, Education and Economics at the United States Department of Agriculture.

About 100 people attended the ceremony held at the Forrestal Building in Washington, DC.

GPO Working with Science.gov To Add Content

GPO’s current Federal Register and Code of Federal Regulations databases are in the process of being added to a proposed new "Regulations and Laws" section on Science.gov. The estimated time of completion for this is the last week in June.

The GPO Science.gov committee representatives are continuing to investigate new and innovative ways for GPO to participate in the Science.gov Alliance. In order to publicize both Science.gov and GPO products, GPO displays Science.gov flyers and a booth graphic at the GPO booth at library association meetings.

GPO currently serves on most of the Science.gov standing committees. The following is a list of the committees and the GPO representatives.

Summary, Depository Library Council Meeting
April 18 – 21, 2004 - St. Louis, MO

Council commends GPO for embarking on a strategic planning process as initially described in the Public Printer’s presentation Keeping America Informed in the 21^st Century. In addition to its implications for GPO, this process affects depository library partners and the public’s continued no-fee access to government information.

As it moves forward in the strategic planning process, GPO should also consider the following:

• Standards

• Technology

• supplying cataloging and other metadata for digital and tangible information sources (See Recommendation number 3)
• digitizing partner materials (as envisioned in the Collection of Last Resort document) (See Recommendation number 7)
• providing real-time reference for government information (See Recommendation number 8)
• hosting topical listservs to foster communication (See Recommendation number 2)
• developing customized portals for various sizes and types of libraries.

• Agency Service

• Training

Recommendations
of the Depository Library Council
April 18 - 21, 2004 - St. Louis, MO

1. Training Recommendations to GPO from the Depository Library Council

• Knowledge of how to manage the legacy collection
• Knowledge of how to perform community demographic analysis and the development of user needs surveys
• Knowledge of tools and procedures for evaluating depository library services
• Knowledge of GPO’s true polices that might hopefully debunk many of the myths
• Knowledge of document processing requirements
• Knowledge of the technical competencies required of a government information specialist.
• Knowledge of copy cataloging for both online and print government documents
• Knowledge of tangible and Web-based government information resources required to facilitate discovery and access

• Awarding basic training certificates, but not required to be part of the FDLP
• Providing the basic training at minimal costs to government information specialists by providing the instruction through the web, teleconferencing, field representative, etc…
• Awarding continuing education credits to those who attend any officially sanctioned government information specialist training session whether it is delivered at a Local, State or National library association meeting, through a Federal agency or through GPO itself.

• Web-based training including CHAT
• Teleconferencing
• Using Microsoft Netmeeting for hands on computer training
• Face to face training provided by the field consultants
• Training at State and National Library Association Meetings
• Use of video streaming.

Timeline	Project
Immediate implementation	Training Pilot Projects
2 months out	GPO select representatives to serve on the training/certification task force
12 months out	Task force identifies the core competencies for the professional and paraprofessional government information specialist.
18 months out	Task force determines the positive and negative impact certificates and continuing education will have on depository libraries.
24 months out	If certificates & continuing education are viable, then the task force will develop accreditation standards for assessment of various certificates.
2.5 years out	Implementation of the accreditation process
3 years out	Get feedback from the Regional Consultants and the pilot projects to determine the feasibility of offering similar training programs to non-FDLP libraries for free or on a cost recovery basis, depending on market demand.
3.5 years out	If feasible, begin to offer training to non-FDLP libraries for free or on a cost-recovery basis.

2. Improving communication between GPO staff and the Depository Community on cataloging and other issues

Council recommends that GPO proactively consult and communicate with the depository library community on cataloging policies and priorities, possibly through a listserv or blog dedicated to GPO cataloging issues. This model could be expanded to other areas such as the digitizing projects.

As libraries continue to load GPO cataloging records into their online catalogs, it becomes critical that GPO understand the uses to which their cataloging is being put, the implications of rule application, and of seemingly small changes in procedure. Further, as GPO implements its Integrated Library System (ILS), close communication with depository librarians and catalogers, who have years of ILS experience, may ease the transition. As titles migrate to the Internet, and as standards evolve for the cataloging of these titles, it’s important to have a mechanism for communication and feedback between depository libraries and GPO.

A GPO hosted listserv or announcement service, similar to FDLP-L, could be useful for communication in both directions.  GPO could announce upcoming projects and rule interpretations, send reminders of current practice, and ask for feedback from the community. Because responsibility for cataloging U.S. materials varies among depository libraries, sometimes falling under cataloging departments, sometimes under government information departments, it is desirable that a separate cataloging list be developed.

Council recommends that GPO use the best available bibliographic information from The Monthly Catalog and the GPO Shelf list and other bibliographic sources as the basis for pre-1976 bibliographic records in the National Bibliography. Care should be taken to note which materials were distributed via the Federal Depository Library Program. The possibility of posting holdings for regionals to either OCLC or to the GPO National Bibliography should be explored. Council further recommends that GPO explore partnering opportunities with depository libraries and other cataloging consortia to more quickly catalog pre-1976 materials.

Procedure for Selective Depository Libraries Wishing to Leave the Program

The Depository Library Council recommends that GPO establish a procedure for libraries wishing to leave the program. An earlier recommendation (Spring 2001) was never fully acted upon.

Since the Regional Conference did not address standardized procedures for the termination of depository status and libraries continue to leave the program, DLC suggests implementation of guidelines based on the following:

• Notes from a panel discussion held at the 9^th Annual Federal Depository Library Conference (Oct. 22-25, 2000), entitled "Questions for ‘Reconsidering Depository Status,’" are available on the FDLP Desktop at http://www.access.gpo.gov/su_docs/fdlp/pubs/proceedings/00pro29.html and should be consulted as background information if and when a decision to withdraw from the program is being considered.

The withdrawal of a regional from the FDLP can result in a significant risk to the historical and cultural heritage of the nation. For this reason, a regional library wishing to withdraw from or change its status to a selective within the FDLP should be required to:

1. Formally notify GPO of the intention to withdraw from the FDLP a minimum of 2 years prior to the effective date of withdrawal. Additional notification to selective libraries within the state or service area the state library authority and congressional delegation are also required. In the case of a Regional that serves more than one state or designated with another library, this notification process must include all interested parties.
2. Establish with GPO a collection review team composed of experienced documents librarians from all types and sizes of depositories from within the state or region.
3. Pay consultants’ fees and other appropriate expenses to the librarians on this team.
4. Carry out the recommendations of the review team for the disposition of the collection, before depository status is relinquished.
5. Pay for the cost of transferring depository materials.

Review team members will:

1. Determine the interest of other libraries in the state or region in assuming regional status.
1. If a library can be found to assume regional status, a representative of the new regional should be on the review team.
2. The new regional has first refusal on items from the depository collection of the regional surrendering depository status.
2. Survey the collection for rare and/or culturally or historically significant materials.
3. Assure that materials which might be considered for discard are available elsewhere within the state or region.
4. In collaboration with GPO, select materials for the Collection of Last Resort at GPO.
5. In cooperation with the selective depositories previously served by the regional, investigate other housing options for important materials available nowhere else in the state or region.

Council recommends that GPO prepare a plan to assist selectives in the event their regional library withdraws from the FDLP or drops regional status.

Council commends GPO’s existing efforts to acquire, capture, catalog, preserve and disseminate at no-fee born-digital government information. Digital government information has an extremely short life-span according to several recent studies. Council recommends that GPO assign a very high strategic planning priority to developing a systematic approach to their efforts in this area. The targeted content should include a range of formats, including but not limited to documents, cartographic files and dynamic databases.

Council thanks GPO for spearheading a meeting, for a wide variety of stakeholders, on establishing GPO digitization standards.  Such standards are crucial for creating, preserving, and providing no-fee access to high quality digital government information. Council urges GPO to continue its leadership in identifying digitization best practices.

Council recommends that GPO provide opportunities for all libraries to participate in this project by leveraging skills and expertise that may be available. Participation could take several forms, including provision of metadata, MARC cataloging, OCR scanning, user interface design, and other appropriate digitization activities.

Council further recommends that GPO provide training, guidance, a communication forum, and technical support for Federal depositories participating in the digitization project.

Council recommends that GPO explore collaborative strategies for providing real-time government information reference assistance on the Web. This effort should be done in collaboration with the library community, appropriate government providers such as FirstGov and the Library of Congress, and with existing state or regional Web-based reference projects.

1. William "Willie" Thompson

Council commends William "Willie" Thompson upon his retirement after over 40 years of Federal service. During most of his career at GPO he worked in the Documents Sales Service, where he held a number of positions, culminating in the position of Program Analyst. He came to LPS in 1994 and shortly after that he took on the logistical planning responsibilities for the Depository Library Council meeting and the Federal Depository Conference. Willie always greeted attendees at these meetings with his winning smile and helpful attitude. His assistance was not limited to logistics and his workday was endless during these events. Council would like to thank Willie for staying with the group through many late night meetings year after year.

At nearly every meeting, Willie was asked to appear at the backdoor of the meeting area to receive a well deserved ovation from the assembled group. On many occasions he was always able to find a way to be absent so as not to be embarrassed by the thanks he received for "doing his job;" this year he was even craftier in that he retired before the meeting.

In a commendation from the 1997 spring meeting of the Depository Library Council, the following statement was made: "We deeply appreciate his efforts on our behalf, including the planning and coordination he does prior to the meetings and his cooperative ‘can-do’ spirit when we need him to work his magic to smooth out logistical problems..." We will miss Willie’s magic and on behalf of the entire depository library community wish him the best of luck in retirement.

Once again, Willie, thank you for all your hard work.

2. Sheila M. McGarr

Council commends Sheila M. McGarr for her many years of Federal service, including twenty one years at the Library Programs Service of the Government Printing Office. Sheila served in many capacities at GPO: Library Inspector (1981-1987), Chief of the Depository Administration Branch (1987-1992), Chief of the Depository Services Staff (1992-1999), Chief of the Library Division of the Library Programs Service (1999-2001), and finally as the Director, Collections Management Service (2003-2004).

Sheila was direct and insightful. She will be widely remember for her phrase "the FDLs: they want it all, they want it now and they want it for free." Sheila truly understood the program and the libraries within it. She was a forceful advocate for the LPS and for access to government information. Depository librarians celebrated her return to GPO in 2003 and will greatly miss her knowledge and support. Council thanks Sheila for her devotion to the FDLP and wishes her well.

Council applauds the Documents Expediting Project (DocEx) within the Library of Congress for the many years of outstanding service which benefited the Federal Depository Library Community. Until the distribution system within the FDLP matured, DocEx provided vital materials which served the needs of the depository community. Since its beginning in July 1946, DocEx has been the model of outstanding service to the library community and has enriched library collections around the world. Council wishes the DocEx Staff the very best in their future endeavors.

Council commends GPO for initiating dialog with various stakeholders such as library directors, digitization experts, the information industry, and Federal agencies and for sharing information from the meetings on the future of the sales program and the digitization preservation standards with the depository library community.

Customer Relationship Management Service Provides Answers For quick answers to your questions on depository issues or Federal government information products, go to: http://www.gpoaccess.gov/help To see if your question has already been answered, input your search term (word or phrase, class number, item number, etc.) into the search box under Online Knowledge Base. Choose a Category: All categories GPO Access Online Bookstore Federal Depository Libraries Choose a Sub-Category Scroll to choose the most appropriate Sub-Category (for Federal Depository Libraries, see Acquisitions, Cataloging, Classification, etc.) If the answer to your question isn’t in the Knowledge Base, click on "Ask a Question" and input your information in the spaces provided. Choose a Category and Sub-Category to direct your question to the proper area for a faster response.