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

 

[ Click Here For Information About the FDLP Desktop ] Home
About the FDLP
Depository Management
Electronic Collection
Locator Tools & Services
Processing Tools
Publications
Q & A
askLPS  ·  Calendar  ·  Contacts  ·  Library Directory  ·  Site Index  ·  Site Search
.......................................................
 

ADMINISTRATIVE NOTES


Newsletter of the Federal Depository Library Program

[ Back Issues ]


July 15, 2000

GP 3.16/3-2:21/10
(Vol. 21, no. 10)

Table of Contents

1
1
2
4
5
6
12
19


[ Back to the Table of Contents ]

 

FDLP Desktop Begins in July

The new FDLP (Federal Depository Library Program) Desktop was unveiled in July 2000 and can be found at <www.gpo.gov/fdlpdesktop>. Formerly known as the FDLP Administration page, this is a new and improved Internet resource comprised of more than 700 pages of information to be used by depository library staff, Federal agency personnel and members of the general public interested in the services provided by the FDLP. The new look with easier access to the most frequently used services, better navigation tools, and a comprehensive site index, came about, in part, due to the valuable feedback from users of the FDLP Administration page. All users are invited to send comments and/or questions about the new site to: <asklps@gpo.gov>.


[ Back to the Table of Contents ]

Unauthorized Survey about Bills on Microfiche

One aspect of the transition to a more electronic Federal Depository Library Program (FDLP) involves discontinuing the physical format distribution of some publications when an official and reliable online version is available. As reported in the spring 2000 meeting of the Depository Library Council, the Library Programs Service (LPS) will discontinue distribution of the Congressional Bills on microfiche effective with the last bills of the 106th Congress Bills. Bills are permanently accessible on GPO Access beginning with the 103rd Congress. We estimate that eliminating the bills on microfiche will save over $200,000 per year.

House and Senate Bills on microfiche are produced and distributed for the FDLP by Court Reproduction Service (CRS) of Philadelphia, PA. On June 19, 2000, LPS and the Office of Congressional, Legislative, and Public Affairs began receiving inquiries and responses to a preference survey concerning the dissemination of Congressional Bills. This unauthorized, unofficial survey was apparently developed and mailed by CRS without the prior knowledge or consent of the Government Printing Office or LPS.

Depository libraries are under no obligation to respond to this survey.

If you have questions about the Congressional Bills or other FDLP issues please contact us at <askLPS@gpo.gov>.


[ Back to the Table of Contents ]

Two NLM Titles Added To Substitution List:
Official FDLP Permanent Full-Text Databases

In May, the Government Printing Office (GPO) and the National Library of Medicine (NLM) signed an agreement that assures permanent public access to a number of NLM electronic titles that had previously been in the Federal Depository Library Program in paper and/or microfiche format. As a result of this agreement, new item numbers and SuDocs classifications have been established for two titles (see below) and those items are now being added to the "Substitution List: Official FDLP Permanent Full-Text Databases" (see revised list, p. 4). Those two electronic publications, which are familiar sources to many librarians, are Pub Med (tm) and NLM LocatorPlus. They replace eight titles that were previously in paper or microfiche.

A complete listing of the NLM printed publications covered by the agreement and their electronic replacements follows. Users should be aware that in nearly all cases, the electronic publications that supersede the earlier publications are entirely new in form. All the content from the earlier publication is included, but the presentation is completely changed.

PRINTED PUBLICATION

ONLINE LOCATION

Item 508-E

HE 20.2612:

Cumulated Index Medicus, 1966 -

Internet Pub Med http://purl.access.gpo.gov/GPO/LPS4708

Item 508-F-04

HE 20.3627:INTERNET

Item 508-E

HE 20.2612/2:

Cumulated Abridged Index Medicus, 1970 -

http://purl.access.gpo.gov/GPO/LPS4708

Item 508-F-04

HE 20.3627:INTERNET

Item 508-E-3

HE 20.3612/4:

List of Journals Indexed in Index Medicus

http://purl.access.gpo.gov/GPO/LPS4708

Item 508-F-04

HE 20.3627:INTERNET

   

Item 508-J

HE 20.3609/3:

National Library of Medicine Current Catalog (1966-1993)

NLM LOCATORplus

http://purl.access.gpo.gov/GPO/LPS4582

Item 508-F-04

HE 20.3626:

Item 508-J

FS 2.216/3:

NLM Catalog (1955-1965)

http://purl.access.gpo.gov/GPO/LPS4582

Item 508-F-04

HE 20.3626:

NLM Catalog Supplement (microfiche)

(1985-1993)

http://purl.access.gpo.gov/GPO/LPS4582

Item 508-F-04

HE 20.3626:

National Library of Medicine Audiovisuals Catalog (1978-1993)

http://purl.access.gpo.gov/GPO/LPS4582

Item 508-F-04

HE 20.3626:

National Library of Medicine AVLINE Catalog (1977)

http://purl.access.gpo.gov/GPO/LPS4582

Item 508-F-04

HE 20.3626:

Because these titles are now listed on the "Substitution List: Official FDLP Permanent Full-Text Databases," selective depositories are free to withdraw tangible copies of the publications from their collections, using standard discard procedures. Regionals may also discard their holdings of these titles, provided that at least one copy remains in tangible format (paper or microfiche) in the state(s) served. See Administrative Notes, v. 20 no. 9, May 15, 1999, p. 2, or <www.access.gpo.gov/su_docs/fdlp/coll-dev/subguide.html> for guidelines on substituting electronic for tangible versions. The URL for the substitution list is <www.access.gpo.gov/su_docs/fdlp/coll-dev/substitutions.html>.

Please note that only issues of Cumulated Index Medicus and Abridged Cumulated Index Medicus from 1966 forward may be substituted. NLM has advised us that certain elements of earlier issues are not represented in the online version.

In signing the agreement, NLM has acknowledged the FDLP as one of its dissemination partners and has agreed to keep the online publications available indefinitely. In the event of some unforeseen circumstance that would alter their ongoing availability, NLM will turn the electronic files over to GPO for continuing access.

Provision of permanent public access to Government information has been a mandated part of the FDLP for nearly half a century. This agreement helps to bring the FDLP another step into the online age while retaining access that is vital to the American public.

GPO is grateful for the leadership that NLM has provided in seeking and concluding this agreement.


[ Back to the Table of Contents ]

Substitution List: Official FDLP Permanent Full-Text Databases

Revised July 2000

Database

Database

Tangible Product

Title

Coverage

SuDocs

Item

Federal Register

1994-

AE 2.106:

0573-C

0573-D

LSA, List of CFR Sections Affected

1997-

AE 2.106/2:

0573-C

0573-D

Code of Federal Regulations

1997-

1996 (part)

AE 2.106/3:

0572-B

0572-C

United States Government Manual

1995-

AE 2.108/2:

0577

Weekly Compilation of Presidential Documents

1993-

AE 2.109:

0577-A

Public Laws

1995-

AE 2.110:

0575

Commerce Business Daily

1996-

C 1.76:

0231-G-03

Monthly Catalog of U.S. Government Publications

(discontinued paper version)

1994-

GP 3.8:

0557

Monthly Catalog of U.S. Government Publications

1994-

GP 3.8/7: & /8:

0557-C

0557-D

Monthly Catalog of U.S. Govt. Publications

Periodicals Supplement

1994-

GP 3.8/8-8:

0557-D-01

Shipping lists [paper, microfiche, separates, electronic]

Shipping lists [maps]

FY1997-

1998-

GP 3.16/3:

0556-C

Administrative Notes

8/96-

GP 3.16/3-2:

0556-C

Administrative Notes Technical Supplement

7/96-

GP 3.16/3-3:

0556-C

Subject Bibliographies

Current edition only

GP 3.22/2:

0552-A

Sales Product Catalog (formerly PRF)

Current edition only

GP 3.22/3:

0552-B

Proceedings of the Annual Federal Depository Library Conference

1996-

GP 3.30/3:

0556-C

NLM LocatorPlus

1966 - 1993

1985 - 1993

1978 - 1993

1955 - 1965

HE 20.3609/3:

HE 20.3609/3-3:

HE 20.3609/4:

FS 2.216/3:

0508-H-05

 

0508-J

Internet Pub Med

1966 -

HE 20.3612/3:

0508-E

Supreme Court Decisions (preliminary prints)

1992-

JU 6.8/A:

0740-B

Supreme Court Decisions (individual cases)

1992-

JU 6.8/B:

0740-A

Economic Report of the President

1995-

PR 42.9:

0848

Budget of the U.S. Government

Appendix

Citizens Guide

FY1996-

PREX 2.8:

0853

Budget of the U.S. Government

FY1996-

PREX 2.8/1:

0853-C

Analytical Perspectives

FY1996-

PREX 2.8/5:

0855-B

Historical Tables

FY1996-

PREX 2.8/8:

0853

Budget System and Concepts

FY1997-

PREX 2.8/12:

0853

Congressional Record (daily)

1994-

X 1.1/A:

0994-B

Congressional Record Index & History of Bills

1983-

X 1.1:

0993-B

House, Senate & Treaty Documents (partial holdings)

1995-

Y 1.1/3: /4: & /7:

0996-A

0996-B

House, Senate & Executive Reports (partial holdings)

1995-

Y 1.1/5: /6: & /8:

1008-C

1008-D

Calendar of the U.S. House of Representatives

1995-

Y 1.2/2:

0998-A

United States Code

1994-

Y 1.2/5:

0991-A

0991-B

Senate Calendar of Business

1995-

Y 1.3/3:

0998-B

Congressional Bills

1993-

Y 1.4/1: to /9:

1006-A

Economic Indicators

1995-

Y 4.EC 7:EC 7

0997

Congressional Directory

1995-

Y 4.P 93/1:1

0992

Congressional Pictorial Directory

1997-

Y 4.P 93/1:1 P

1004-C


[ Back to the Table of Contents ]

Annual Selection Update Cycle 2001 Ends July 31, 2000

The Annual Selection Update Cycle 2001, which began June 1, 2000, runs through July 31, 2000. Drops are effected immediately; adds will be activated at the start of the new fiscal year, on October 1, 2000.


[ Back to the Table of Contents ]

Update on GPO Activities

Remarks by Francis J. Buckley, Jr.
Superintendent of Documents
Before the Federal Documents Task Force
Government Documents Round Table
American Library Association
Saturday, July 8, 2000
Chicago, IL

Good morning. It is a pleasure to be here in Chicago on the heels of our nation’s 224th birthday.

Indeed, 224 years ago today, in Philadelphia, the Liberty Bell rang out from the tower of Pennsylvania's old State House, calling citizens to hear the first public reading of the Declaration of Independence by Colonel John Nixon. Four days earlier the historic document had been adopted by the Continental Congress, but the Liberty Bell was not rung until the Declaration of Independence returned from the printer on July 8 – now there’s some irony for you!

The Declaration of Independence, a government document that remains even today in its original printed format, is available for all to read and see. It is ironic that in this fast-paced age of technology we are not sure that government documents produced today in electronic formats will be accessible or available in another 224 years.

The FDLP’s Role

In a recent depository publication (yes, I do look at and read depository items) from the National Institute for Literacy titled "Equipped for the Future Research Report," there is an interesting analysis of the four purposes for learning. This report is only available in paper by the way. To quote from the report the purposes of learning are for people:

  • To have access to information and orient themselves to the world;
  • To give voice to their ideas and opinions and to have the confidence that their voice will be heard and taken into account;
  • To solve problems and make decisions on their own, acting independently, as a parent, citizen, and worker, for the good of their families, their communities; and their nation;
  • To be able to keep on learning in order to keep up with a rapidly changing world.

(Equipped for the Future Research Report: Building the Framework, 1992-1997 by Juliet Merrifield. March 2000 Y3.L71:2EQ5/4)

The Equipped for the Future project objective is to identify what adults need to know and be able to do to fulfill their roles as parents, citizens, and workers, as key roles for public policy. The citizen role is described as taking action to make a difference in terms of voting and participation in the democratic process as well as local steps such as taking part in a community clean-up or volunteering in schools.

The areas of responsibility in the citizen role are to:

  • Become and stay informed
  • Form and express opinions and ideas
  • Work Together
  • Take action to strengthen communities

By now I’m sure you can see where I’m headed. As we’ve said repeatedly, equal, ready, access to government information is a basic necessity for people to participate in our democratic society, as well as to enrich their lives by using the vast range of information collected, compiled, or produced by the Federal Government at taxpayer expense for education, business, or personal interests.

Although I’m preaching to the choir here, I wanted to emphasize that fulfilling the basic needs of the public for access to Federal Government information is the objective of GPO and the Superintendent of Documents Programs. In fact, our cataloging and indexing, depository library and GPO Access legislative mandates require that we do so.

Funding Issues

But to accomplish our mission, we must have adequate resources. This year the FY 2001 appropriations process has involved us all in extensive discussions and debate over the Salaries and Expenses appropriation that funds the FDLP, the Cataloging and Indexing Program, the International Exchange Service (IES), and the By Law Distribution Program. Although I presume, and hope that you have all been following our appropriations process closely, I’d like to briefly review what has happened thus far. As a result of budget resolutions limiting expenditures to save money for social security and tax cuts, and directing over half the remaining discretionary funds for defense, the House allocation for the Legislative Branch was lower, much lower, than the current year’s appropriation.

We had asked for an increase in the S&E appropriation from $29.9 to $34.5 million to continue our transition for the FDLP to a more electronic program (over half the items now being distributed are online), to hire additional catalogers, and additional staff to bring resources onto GPO Access, as well as to provide for other program expenses reflective of the growing demands due to the high rates of use of our programs.

However, as I am sure you are aware, in order to stay within the budget allocation, the House Legislative Branch Appropriations Subcommittee reported a bill (HR 4516) cutting the S&E by over 60% to $11.6 million, providing funds only for the cataloging and indexing program and GPO Access and effectively closing down the remaining operations. The GPO’s Congressional Printing and Binding Appropriation was cut by nearly $8 million.

In particular, the committee cut funds for the administration of the FDLP, distribution of materials in tangible media, the IES and the By Law Distribution, with the philosophy that all government information was online, or soon would be!

In H. Report 106-635, the committee also proposed the transfer of Superintendent of Documents functions to the Library of Congress and directed the Congressional Research Service (CRS) to initiate a study of how such a transfer might be accomplished. (As an aside, two such previous studies have not recommended this action.)

In addition, the committee did not provide funding for publication of the U.S. Code, Our Flag, the Congressional Directory, Serial Sets, and other publications "not absolutely essential to the day-to-day operations and legislative activities of the House and Senate" (their words, not ours.)

By contrast, the Senate Legislative Branch Appropriations Subcommittee, working within a higher budget allocation, proposed essentially level funding for the S&E appropriation. The $30.3 million they recommended is just about $300,000 over the current year, not nearly enough to cover all of our anticipated $900,000 in price increases and contractually required wage increases in FY 2001.

In late June, the full House voted on the Legislative Branch appropriations and approved an amendment restoring $13.6 million to the S&E for distribution of documents only in physical form and nearly $500,000 for January 2001 cost of living (COLA) increases. In addition, they restored $1.6 million for the Congressional Printing and Binding COLAs, $1.7 million for printing Inaugural materials, telephone directories and miscellaneous publications, $130,000 for treaties and international agreements and $728,000 for the Congressional Directory. They did not provide funds for dual distribution of any online titles, for the International Exchange Service Program (IES), By Law Distribution, or printing of the U.S. Code.

We understand the Senate is working on a package of amendments to the House bill to reflect their funding proposal. Once that is passed, both bills will be referred to a conference committee. Mr. DiMario has already sent a detailed letter to the potential conferees urging adoption of the Senate figures and a number of other items, which Larry Romans posted on GOVDOC-L last week. Time is passing rapidly. Congress will only be in session until late July. They will then take an "August recess" and will not be back until after Labor Day. We may not see a resolution to this process until September, the last month of the fiscal year, unless, of course, there is an impasse and we have to operate under continuing resolutions at the beginning of the next fiscal year.

The amendment to the House bill restoring funds for the S&E appropriations is due in large measure to constituent concerns about the abrupt transition to a completely online program and the elimination of tangible products from the program, many of which are not online. ALA, AALL, ARL, NCLIS, and other organizations, depository libraries and depository librarians, and public interest groups have been weighing in on these issues. On behalf of Mr. DiMario and the Government Printing Office, I want to thank you, members of the library community, for your staunch support for the FDLP as our funding was threatened. Indeed, it was librarians who have helped to protect the core of the depository program.

In fact, the June 21 issue of Roll Call reported:

"The extra money [in the House bill] represents a partial victory for advocates of the Federal Depository Library Program, which catalogs and indexes government publications and distributes copies of the U.S. Code to 1,337 libraries around the country. The House's original GPO budget eviscerated the program, with some Republican appropriators arguing that it was not necessary, now that the GPO puts so much information online. But after a lobbying campaign that included letters to lawmakers from groups such as the American Association of Law Libraries, some of the funding for the FDLP has been restored. An aide involved in the negotiations said the extra money will be enough for the GPO to continue to distribute paper copies of publications that are not put online. But the agency will no longer be able to print items that are already on its Web site."

The FDLP and other Superintendent of Documents programs are your programs. We welcome your advice, comments, suggestions, and participation. We appreciate that you are active citizens, speaking out to us and to your legislators to get what you want.

Gil Baldwin will have more to say about the program changes we are making and those we are considering in order to live within our appropriations this year and next.

In the time remaining, I would like to talk briefly about a few other concerns.

Sales Program

I know that many of you here this morning are not only constituents of the FDLP, but are also customers of GPO’s Sales Program. As I have mentioned to you on other occasions, the Sales Program is continuing to lose money. We are putting in place a number of cost-cutting measures, but in order to make up some of the deficits we are facing, we will be implementing a general price increase in the next few months.

We continue to place more titles with dot.com booksellers such as Amazon and Barnes and Noble and are seeing some benefits from this arrangement. In talking to you, those who buy our wares or who have users who do, I want to tell you that we are looking at our order processing and ways in which to improve customer service issues.

Indeed, all current trends point towards the fact that our customers want to be able to quickly and easily search for, locate, and order Federal Government publications. We are investigating ways to facilitate these needs by improving the ability of customers to find exactly what they are looking for at the U.S. Government Online Bookstore. Also, we are working on integrating ordering capabilities with GPO Access online "publications" that have purchasable counterparts. Most importantly, we want to take steps to process customer orders as quickly as possible. T.C. Evans will provide you with more details about these improvements in his speech later this morning. In addition, T.C. will report on a number of other electronic initiatives in government.

But I would like to comment on the recent announcement of a new firstgov.gov web portal to Federal Government online information. This project is based on a voluntary proposal from Eric Brewer, co-founder of Inktomi, to develop a free search service covering all Federal web pages. He is working with the President’s Management Council, the Chief Information Officers Council, GSA, and NPR, the National Partnership for Reinventing Government. It is part of the initiative to develop e-government. It would initially be run by a non-profit organization currently being established. After it has been operational for a couple of years, Mr. Brewer proposed to turn it over to the government to run.

Permanent Public Access

I have mentioned previously that GPO has been hosting meetings of participants representing U.S. Federal agencies, the national libraries, Congressional committees, public interest groups, and other organizations interested in issues regarding the preservation of, and access to, Government information published electronically.

We are now holding quarterly meetings. In March staff from the National Archives and Records Administration (NARA) gave a presentation about their Electronic Records Archives Program Building the Archives of the Future. George Barnum and Steve Kerchoff from the Library Programs Service provided an update on the implementation of GPO’s Electronic Collection Plan and our nascent digital archive.

There were some new faces at the June roundtable meeting, which brought some new perspectives to the discussion. It also helps to have a mix of people from both within and outside of the government including Daniel Greenstein, of the Digital Library Future Federation. I was pleased that John Stevenson, an incoming member of the Depository Library Council, was able to attend the meeting on June 19. John will be monitoring permanent public access issues for the council, so I am sure he will continue to participate (when he can) in these discussions.

Staff from the Library Programs Service and the Office of Electronic Information Dissemination Services (EIDS), in conjunction with our Production Department, have set up a public website on GPO Access that includes information about the group and its members, its goals, and links to resources relevant to the topic. I hope you will take a look at the site, which can be found at www.gpo.gov/ppa. I believe that the activities related to these permanent public access meetings and creation of the website will put GPO on the map as a leader in this area.

Depository Library Council

I know that Maggie Farrell, incoming chair of the Depository Library Council to the Public Printer, will be talking with you about the successful council meeting that was held in Newport, RI this past April. The Council put forth a number of recommendations which members of my staff will be responding to in the coming months. I know that Maggie will discuss those recommendations and related activities with you.

FDLP staff is preparing for the big Federal Depository Conference and Fall Council meeting that will be held October 22-25 at a familiar spot to many of you, the Westpark, now a Holiday Inn, in Rosslyn, VA. We expect another great turnout for this meeting and as usual, there is a terrific line-up of speakers in addition to the council meeting.

Conclusion

Let me conclude by recognizing another recent GOVDOC-L posting, this one from Melody Kelly from the University of North Texas, noting that the Depository Program has historical antecedents going back to the Declaration of Independence:

"Did you know that (the) mission of our Depository Libraries is connected to one of the charges made against King George III in the Declaration of Independence? As I listened to the annual July 4th NPR reading of the Declaration yesterday on "Morning Edition," the word "Depository" caught my attention.

The history of the present King of Great Britain is a history of repeated injuries and usurpations, all having in direct object the establishment of an absolute Tyranny over these States. To prove this, let Facts be submitted to a candid world...

He has called together legislative bodies at places unusual, uncomfortable, and distant from the depository of their public Records, for the sole purpose of fatiguing them into compliance with his measures...

Ms. Kelly went on to say: "Of course the Founders were thinking of ready access to public records for the legislative representatives themselves, but I believe a case could be made that permanent, convenient access to public records for all citizens was the intent. After all the placement of congressional materials in local libraries began in 1813.

As the current Congress considers GPO budget cuts and rushes to embrace the Internet without making adequate provision for the publishing, distribution, and preservation of their own legislative materials, we should remind them that the Revolution was fought to ensure ready access to essential public records of governmental activities."

All I can add to that is "well said," and thank you for this opportunity to speak with you this morning.


[ Back to the Table of Contents ]

The [Electronic] Future Is Now

Remarks by Gil Baldwin
Director, Library Programs Service
Before the Federal Documents Task Force
Government Documents Round Table
American Library Association
Saturday, July 8, 2000
Chicago, IL

Good morning, everyone. It really is a pleasure to be here–or maybe I should say to still be here. It’s been quite a memorable three months since the Council meeting in Newport, Rhode Island, and it feels like we’ve been on a roller coaster. Our wild ride began in early May when the House Appropriations Committee reported out their proposal for our funding for FY 2001. Since then we’ve tried to visualize what parts of the Federal Depository Library Program or the Library Programs Service would be left intact with the funding cuts the House of Representatives originally proposed, or even by the Senate’s not-quite level funding proposal. Everyone in this room has a lot invested in the program we know as the FDLP. It’s gained some name recognition over the years, so even as we evolve into an Internet-age program we want to retain the acronym. But clearly it needs some updating to be in touch with what Congress seems to want. So perhaps we should rename it FDLP the Fundamentally Digital Library Program. Or maybe it’s just the Funding Deprived Library Program.

It’s amazing how the threat of budgetary extinction can sharpen up your vision and your reflexes. As we re-examine the FDLP, it has become clear the perceived basis of the Program is changing in a very basic way. As we move toward completing the transition to a predominantly electronic program, some libraries have questioned the value or utility of the FDLP. Put bluntly, the question is "If we don’t get free publications from GPO, what do we get?" The answer, at least in terms of the Government to libraries interaction, is that the basis of this Program is shifting to one of added-value services. LPS, in administering the FDLP, is adding value to the innumerable Government publications on the Internet. We do this through updated versions of several of our traditional functions: we identify, evaluate, select, organize, and catalog electronic Government information products, and assure that they remain permanently accessible to the public.

But the most important considerations remain the same: providing free and unrestricted public access to the published works of the U.S. Government, both today and into the future. And the mission of the Program remains to make Government information accessible to the public through a network of depository libraries. Our trip is not to a different destination, but we’re going to arrive a lot sooner than we thought.

 

Who Wants to be a Millionaire?

Now I thought we might play a game; a short version of "Who wants to be a millionaire?" I’m going to read you a quote, and you get four choices to identify the source. Here goes:

[T]he public availability of government information is a basic right of every American citizen that must be maintained. The Superintendent of Documents performs an important role in making government information available to the public through the administration and operation of the sales, international exchange, electronic dissemination, and depository library programs.

Here, without any lifelines, are your choices. Please indicate your choice by a show of hands:

  1. James Madison
  2. Francis Buckley
  3. Al Gore
  4. House Appropriations Committee

Is that your final answer? Well, of course it’s D, from the House Report 106-635, reporting out the bill to cut our funding by 62% below the current fiscal year. I wish I had known when I wrote this that "Survivor" was going to be such a hit. Somehow it seems a bit more relevant to our situation.

Deja Vu All Over Again

Each year GPO submits a "full-needs" funding request for enough money to operate the best possible programs. GPO proposes, but Congress disposes, and it looks as if there will at least about a $4 million gap between what we need and what we will get. And if the House version prevailed that gap could be nearly $9 million.

Much of what has happened in the Congress this year reminds me of the proposals set forth in 1995, and ultimately led to GPO producing the 1996 study on the transition to a more electronic FDLP. In 1995 the House proposed an immediate shift to an all-electronic program and reported out a bill that would have cut our funding significantly. Ultimately, the Senate view to maintain level funding prevailed. But the point is that such radical proposals inevitably result in changing the Program. Even though five years ago we ultimately received the funding we needed, the wheels of fundamental change were set in motion.

The E-Teams

Change is inevitable, and we must either move forward with it, or be swept aside. It is clear that online electronic resources are going to be the core of the FDLP, and our role is to organize and manage them to facilitate current and future public access. Recently, as part of the transition, LPS managers held a very intense meeting to design the workflow for processing online-only resources. We are in the process of changing the old, stovepipe LPS operation that for years has been based on a physical product workflow. Instead we will move toward giving top priority to processing online resources. We will devote more staff, time, and resources to searching out, acquiring, classifying, cataloging, and archiving online resources. As a first step we are going to establish two or three cross-organization teams that perform the complete range of processing for online electronic resources. Each team will consist of a combination of catalogers, publications management specialists, and a program analyst. They will work full-time on e-resource processing, and handle the electronic products from identification, evaluation, and selection, through classification, PURL assignment, and archiving, and cataloging and locator services. They will reach out to the publishing agencies, and will manage the cessation of the related tangible products. This pilot will begin in August and run through December. This effort will identify practical issues that must be addressed in this changeover, such as training needs, hardware and software requirements, and performance measures, and will provide a forum for resolving policy and workflow issues.

Predictions

Although it feels like we’ve been transitioning forever, we have completed just four years of that five-to-seven year transition. When major systems change you often have a time of parallel processing, operating your old system while testing and debugging the new one. In this parallel processing mode we often distributed both print and online versions of the same products. But driving slowly in the right lane of the information highway is about over; it’s the express lane from here on out.

Last year we conducted a management review of the various action items outlined in the 1996 study’s strategic plan. In that 1999 review we asked, what would the FDLP look like in 3 years? As we speculated on that question we made some educated guesses about the FDLP of the future. We predicted that:

  • More information will be provided solely electronically
  • More users will download more content
  • There will be more emphasis on cataloging and locator services
  • There will be more electronic acquisition and archiving
  • There will be more reliance on partnerships

It’s no fun to be right for the wrong reasons. I had predicted these changes taking place as a continuing evolution, but instead it’s going to be a period of rapid and unsettling change. We have had four years of moving steadily toward the electronic future in tandem with the technology and dissemination changes made by the publishing agencies. Clearly, we no longer have that luxury, and we are making some tough choices for the FDLP. And these choices are primarily driven by economic considerations.

Hard Truths

What follows is eyewitness reporting on what’s happening to the FDLP right now.

We have been trying to plan and re-engineer our workflow in the face of three budget proposals: the House’s initial draconian cut down to $11.6 million, the House managers’ amendment at about $25.6 million, or the Senate proposal at about $30.3 million. What do these three proposals have in common? They are all inadequate to support the FDLP. Even under the most positive scenario, with the essentially level funding proposed by the Senate, we will be obliged to curtail some traditional products or services, particularly the distribution of multiple formats.

The continued pattern of level funding is more and more of a problem for us and, as the Public Printer has mentioned before, level funding over the long haul strangles the program. Constrained funding prevents us from undertaking everything that you or we would like to do. You may recall that we had actually requested $34.5 million for FY 2001. Most of that increase was earmarked for improving the public’s ability to identify, access, and to permanently access electronic resources. These are essential functions of the FDLP of the future.

There are many difficult decisions that we must consider because we simply do not have dollars or the human resources to do everything that we know you would like to have done in this Program. These decisions are taking place in the context of a zero-sum game. That means that to do more in one area, we are obliged to do less of something else.

For example, we are going to have to reduce the amount of time and money we spend on exception processing of tangible distribution products. We have already eliminated reprinting shortages when there is an electronic version available, and we are thinking about eliminating all of the processes related to shortages, including the administratively resource-intensive "rain checks."

As I have reported to you before, LPS is phasing out the physical distribution of certain FDLP microfiche titles and migrating to the online version, when an official, reliable electronic version is available. Therefore LPS will discontinue distribution of the Congressional Bills on microfiche effective with the last of the 106th Congress Bills. Bills are permanently accessible on GPO Access beginning with the 103rd Congress. We are aware of the issue concerning the official status of the electronic bills, and we are working to resolve that, but the potential cost saving of eliminating the microfiche is just too large to ignore. We estimate that eliminating the bills on microfiche will save us over $200,000 per year.

When we migrate from the dissemination of a physical format to relying upon the online version, we have tried to make the break as clean as possible. For serials, we tried to stop the physical format distribution at the end of a volume or a year. However, experience has shown that even with the best intentions these clean breaks are rarely possible. There are so many factors involved; most of which LPS does not control. This was one of the key lessons of the changeover of direct-mail products last year. For example, many products are printed on year-long term contracts, and once the depository rider amount is set it’s nearly impossible to change or stop it until the contract comes up for renewal. And often the contracts, which cover various 12-month periods, do not line up with volumes or annual runs. Making the change to online-only dissemination for any given title takes considerable research, judgement, effort, and coordination. In order to effect any cost-savings, we must make these changes quickly and move on. So we will migrate to online-only and change the quantities when we can, even if it does not result in completing a serial’s run of issues.

Many of our operations are still based upon the distribution of print publications. For example, last year we distributed a little less that 12,000 paper titles; yet we have over 7,000 active item numbers to characterize physical items. The complexity of the item number system is out of proportion to the amount of tangible products left in the FDLP. We need to find a way to simplify the administration of the item number system, especially as it is applied to online resources.

Another example is inquiry processing. I realize the value of keeping the lines of communications open, and we want to know about issues that affect your ability to manage your depository operations or to serve the public. But last year we answered over 4,000 askLPS inquiries, and about 80% of these involved the whereabouts or classification of tangible products. Answering these inquiries is a major workload element for our staff, the same staff who could otherwise be processing online resources for the electronic collection. If we are to make progress in identifying, classifying, cataloging, and ensuring permanent public access for e-titles, it’s clear to me something has got to give. We are strongly considering a moratorium on responding to inquiries dealing with tangible products.

By now, you’re probably rocking back in your chairs thinking, "What’s GPO doing to us?" But here are some things to remember about these changes:

  • Technological advances, resource limitations and congressional direction drive these changes and decisions.
  • But it is our job to manage the Program within the resource limits and direction we are given. That includes LPS making decisions about what formats are made available to the libraries, and what work to prioritize.
  • Even though we strive to provide equitable public access, more and more, these decisions are being driven by short-term economic considerations.
  • No doubt some of these changes make you uncomfortable. Many of the changes make us uncomfortable as well. In an ideal world we would have the resources to do things differently, so that every library could choose any and all of the formats offered. But that’s not what’s happening, and we have to manage this Program within the real-world boundaries that we are given.

New Titles in the FDLP

After four years of transitioning, online information is already the predominant dissemination medium in the FDLP, amounting to about 55% of new titles added this year. At the same time, the distribution of tangible products continues to decline compared to FY 1999. Paper makes up about 20% of the program titles, while microfiche has declined to 24%. Tangible electronics, CD-ROM and the as-yet few DVDs, are hanging in at about 1%.

Our analysis indicates that about 40% of the titles that we distributed in a tangible format may also have an online version available. We are actively searching out these online versions to bring them into the FDLP Electronic Collection, and in most of these cases distribution of the print version will be discontinued.

This is why we put a caveat in the instructions for the annual item selection update. We pointed out that 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 as they occur <www.access.gpo.gov/su_docs/dpos/webtech.html>.

Announcing "New Electronic Titles"

At the recent Council meeting in Rhode Island we presented the results of our extensive review of our cataloging and locator services and made several proposals for adjusting and enhancing these services. One of those proposals involved reinventing the Browse Electronic Titles service into a current awareness tool for new electronic products in the FDLP. Named New Electronic Titles (NET), this tool has replaced the Browse Electronic Titles (BET) locator service. Each week the NET contains a list of online U.S. Government information products. The entries are 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 being placed on GPO servers and made available through GPO Access. NET entries 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 will be available in the Catalog of U.S. Government Publications (CGP). Through this arrangement, users are encouraged to search the CGP as the prime resource for identifying, locating, and accessing both tangible and online U.S. Government information products.

FDLP Desktop

I hope that most of you are regular users of the FDLP Administration Web pages on GPO Access. As you know there’s a lot of content there, in fact about 700 pages’ worth, and we’ve heard that sometimes it was hard find the article, product, or service that you wanted. An LPS team has redone all of these pages and reorganized the content. We demonstrated the prototype design for the new FDLP Desktop at the spring Council meeting, and we’ve done some additional fine-tuning based on your feedback. Now we are nearly ready for prime time and by the middle of July the site will be ready for you to use. You can find the URL in the LPS handout, and I hope you’ll take the URL home and try it out. We’ve particularly tried to bring together the cataloging and locator services and to showcase the elements of the Electronic Collection. We hope that the FDLP Desktop will make your lives easier, and we welcome your feedback for continuous improvement.

Lessons from the NPR

One of our permanent public access initiatives is to preserve the electronic products of agencies that are being sunsetted out of existence. With all due respect to Cathy Hartman, several of these dead agency websites are being preserved through a partnership with the University of North Texas (UNT). GPO has been talking with the NPR, the National Partnership for Reinventing Government, which is scheduled to go out of business on December 31, 2000. Since we might end up hosting the NPR site on GPO Access or at the UNT "cyber cemetery", I decided to spend some time checking it out. According to the NPR site "This [Government reinvention] is all about doing more with less." I think all librarians can relate to that! Apparently we in the Government information business, having done so much with so little for so long, are now qualified to take it to the next level, and do everything with nothing.

But we’re not just passively feeling sorry for ourselves. We are actively looking around for ways to stretch our funding. And we’ve found some new "best practices" in other parts of Government that may be applicable. For example, this idea comes from the President’s Management Council as a funding mechanism for the WebGov portal, a "one-stop shopping" website under development for nearly two years. As reported in the May 15 issue of Federal Computer Week, "the Council has said it will fund WebGov with several million dollars through a "pass-the-hat" method."

Invitation

While that’s happening, I want to mention that in October, barring a Government shutdown, we will once again host the Federal Depository Conference, which will run in parallel with the fall meeting of the Depository Library Council. The Conference and Council will be in the Holiday Inn Rosslyn Westpark, in Arlington, Virginia, from October 22 through 25, and we look forward to seeing you there. As usual, Sheila McGarr has planned a great program, and you’ll also get to enjoy Washington in October, our best weather month.

By then we should know where our FY 2001 funding stands, and we can discuss proposals for future changes with you and the Depository Library Council in greater detail.

Thank you all for coming today, and I want you all to know how much we at GPO appreciate your active support for the FDLP.


[ Back to the Table of Contents ]

[Handout]

Library Programs Service Update

ALA

July 2000

FDLP Desktop

The Library Programs Service (LPS) of the U.S. Government Printing Office is pleased to announce the new FDLP (Federal Depository Library Program) Desktop, which will be unveiled in July 2000 at <www.gpo.gov/fdlpdesktop>. Formerly known as the FDLP Administration page, this is a new and improved Internet resource comprised of more than 700 pages of information to be used by depository library staff, Federal agency personnel and members of the general public interested in the services provided by the FDLP.

The new look with easier access to the most frequently used services, better navigation tools, and a comprehensive site index of the FDLP Desktop came about, in part, due to the valuable feedback from users of the FDLP Administration page.

All users are invited to send comments and/or questions about the new site to: <asklps@gpo.gov>.

New Electronic Titles

New Electronic Titles (NET) replaces Browse Electronic Titles (BET) in July at <www.access.gpo.gov/su_docs/locators/net/index.html>. NET is a new accessions list of electronic Government information resources coming into the Federal Depository Library Program's Electronic Collection. Entries will be posted weekly in a title arrangement. Each week, NET will contain a list of new titles, including all new congressional hearings on GPO Access. After four weeks, each NET weekly list will be moved to a NET archive. Access will be provided by the Catalog of U.S Government Publications web application at <www.gpo.gov/catalog>.

Permanent Public Access Website

Permanent public access, or PPA, is an essential element of a responsible electronic information dissemination program. LPS is taking on the issue of PPA for the FDLP Electronic Collection in a number of ways. LPS has worked with other agencies and public interest groups to raise awareness about this issue. In September 1999, the Public Printer began a series of meetings with representatives of the national libraries, other Federal agencies with major information and dissemination programs, and information-related organizations to discuss measures to advance the goal of keeping electronic Federal Government information products available to the public permanently. These meetings have been held on a quarterly basis, and participants have included the national libraries, NARA, the Council on Library and Information Resources, executive departments, Congressional staff, NCLIS, and others. GPO now hosts the PPA Working Group website, located at <www.gpo.gov/ppa/resources.html>. Take a look at it! It includes the Working Group's goals, participants' list, meeting reports, and related resources from the participating organizations.

FDLP Electronic Collection Agency Agreements

GPO and the National Library of Medicine (NLM) have reached an agreement that assures permanent public access to many of NLM’s most popular and important titles. Included in the agreement are PubMed and NLM Locator Plus, online resources that will take the place of at least eight titles formerly represented in the program in paper or microfiche. Complete details on this transition and substitution of electronic for tangible items will appear in an upcoming issue of AdNotes. The agreement is actually the result of a depository librarian query to both LPS and NLM, and the outcome is very positive for the Electronic Collection.

Similar agreements are under review with the Census Bureau, General Accounting Office, Bureau of Labor Statistics, and Nuclear Regulatory Commission.

The U.S. Institute of Peace (USIP) has become a partner with LPS to bring completely Internet based publications into the FDLP Electronic Collection. A group of USIP "born digital" publications is serving as a testbed for improving metatagging and new cataloging practices. The project will continue for the next several months, and a progress report is anticipated at the Federal Depository Conference in October.

Digital Archiving

LPS and OCLC, Inc. are at work on developing high-level user requirements for a system to locate, identify, process, describe, catalog, and archive electronic publications. The proposed system will incorporate a mix of new and existing solutions in an effort to refine and integrate LPS workflow and routines for processing and storing e-titles for the long term.

LPS’ own archive of electronic publications continues to evolve and grow, and we expect that the effort of the E-teams will expand its holdings significantly. Candidates for this "in-house" solution remain agency publications that are primarily textual or images of text, and which have no tangible cognate in the FDLP. Currently two PURLs are directed to archival copies on the GPO server. For information on the operation of the FDLP/EC Archive, see The FDLP Electronic Collection at <www.gpo.gov/ppa/resources.html>.

Depository Administration Branch Update

The 2001 Update Cycle is now in full swing! From June 1 through July 31, 2000, libraries may add item numbers to their item selection profile via the online Amendment of Item Selection form at <www.access.gpo.gov/su_docs/dpos/amendment.html>. Drops made for the library’s item selection profile go into effect immediately. Additions go into effect October 1, 2000.

Changing to a more electronic Federal Depository Library Program (FDLP) continues. The dissemination medium for some Government publications will change from the physical distribution of tangible products (paper, microfiche, 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 at <was www.access.gpo.gov/su_docs/dpos/webtech.html> as they occur.

The National Trade Data Bank (NTDB) (C 1.88:, item 0128-L) on CD-ROM will no longer be sent to libraries effective with the October 2000 disc. In August 1999, LPS signed an Interagency Agreement with STAT-USA to provide funding directly to STAT-USA for the new NTDB software, with the understanding that FY 2000 would be the final year the NTDB was issued in a tangible format to Federal depository libraries (see Administrative Notes, vol. 20, no. 16, 10/25/99, p. 13). In this agreement, LPS and STAT-USA agreed to work toward increasing online access to the STAT-USA database. Effective October 1, 2000, depository libraries will have two free subscriptions to the STAT-USA online service. Libraries do not need to register for the increased access from one user to two simultaneous users in the library. The current passwords in use by libraries registered for this service will allow the extra user to access the database. To register for this service, complete the registration form at <ww1.access.gpo.gov/

GPOAccess/su_docs/dpos/statusaf.html>. Look for information on a future survey about the NTDB from STAT-USA in the August issue of the Administrative Notes.

The future of USA Trade (C 1.88/3:, item 0128-L-01) CD-ROM is still under negotiation. LPS is negotiating a new licensing agreement for this CD-ROM. A new paid portion of the STAT-USA database, USA Trade Online, with the detail level equivalent to the CD-ROM product is not included under the agreement for free depository access. When STAT-USA ends the free trial period, depository libraries wishing to access USA Trade Online on the STAT-USA website must pay for access under terms set by STAT-USA. Information contained in the USA Trade CD-ROM is also available on the monthly U.S. Imports of Merchandise (C 3.278/2:, item 0154-D) and the monthly U.S. Exports of Merchandise (C 3.279:, item 0154-D).

In January 2000, LPS announced that the General Wage Determinations Issued Under the Davis-Bacon and Related Acts (L 36.211:, item 0777-B-04 through 0777-B-10), would be available in an online database on GPO Access in early spring 2000. This announcement was premature. The paper basic volumes and weekly supplements that had not been distributed for the year 2000 are in the process of being shipped to libraries. We apologize for the inconvenience associated with this delay in making the material available in the libraries.

New Information Products

National Commission on Terrorism's publication entitled Countering the Changing Threat of International Terrorism, (Y 3.2:T 27/2000018493, item 1089), is disseminated ONLINE ONLY at <w3.access.gpo.gov/nct/>.

Nutrition and Your Health: Dietary Guidelines for Americans, 2000, (A 1.77:232/2000, item 0011), is disseminated ONLINE ONLY at <www.usda.gov/cnpp/DietGd.pdf>.

U.S. Department of Justice's Investigation of Recent Allegations Regarding the Assassination of Dr. Martin Luther King, Jr., (J 1.2:K 58/2, item 0717) is disseminated ONLINE ONLY at <www.usdoj.gov/crt/crim/mlk/part1.htm>.

U.S Industry and Trade Outlook, 2000 (C 61.48:2000, item 0215-L-08) was distributed on shipping list 2000-0024-S dated 5/26/2000.

Cataloging Branch Update

With its recent membership in BIBCO (BIBliographic Cooperative Program), the U.S. Government Printing Office is now a full member of all national cooperative cataloging programs and is fully vested in the national Program for Cooperative Cataloging. Membership in these programs provides GPO with standards that catalogers apply to assure that GPO cataloging records are accepted by the online public access catalogs (OPACs) of the nation’s libraries.

OCLC (Online Computer Library Center, Inc.), the world’s largest bibliographic utility, has recently granted National Enhanced Status to GPO catalogers. National Enhanced Status, which is held by only several dozen libraries, means that GPO catalogers are authorized to modify all OCLC records, including those that are produced by the Library of Congress and other national libraries.

As an early participant in OCLC’s CORC (Cooperative Online Resource Catalog) project, Cataloging Branch personnel continue to advise OCLC on the development of CORC software for use in large-scale cataloging operations.

Maintenance of PURLs and Access to Online Publications

Cataloging Branch personnel currently maintain access to approximately 4,500 online titles using OCLC’s PURLs (Persistent Uniform Resource Locators) software. Approximately 10,000 online titles are accessible via a combination of PURLs (more recent records) and URLs (older records). As broken links are re-established, older titles initially made accessible via URLs are brought under the control of PURLs. Maintenance of hot-links via GPO’s PURLs server allows more time for catalogers to devote to producing new cataloging records than would be possible if access were maintained by frequently changing URLs in GPO produced records.

Cataloging Branch staff are now correcting records, eliminating duplicate records, and updating records on the online Catalog of U.S. Government Publications. Our objective is to maintain this catalog according to standards that prevail at many institutions for their online public access catalogs.

Self-Studies

The previously announced schedule for submitting self-studies to the Library Programs Service, which appeared in Administrative Notes, October 25, 1999, < www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/ad102599.html#9>, has been postponed until further notice. Staff vacancies and the uncertainty of the FY 2001 budget provide a temporary respite to documents librarians at depository libraries that were last inspected in 1994 in Arkansas, California, Florida, Indiana, Massachusetts, Michigan, New Jersey, New York, Ohio, and Pennsylvania.

Outreach

The 9th annual Federal Depository Conference and fall Depository Library Council meeting will be held from Monday, October 23 through Wednesday afternoon, October 25, 2000 and the Regional Librarians meeting will be held on Sunday, October 22. The Holiday Inn-Rosslyn Westpark, 1900 North Fort Myer Drive, Arlington, VA, is the conference hotel. The preliminary agenda, registration, and hotel information appeared in the June 15, 2000 issue of Administrative Notes (v. 21, #9) <www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/ad061500.html>.


[ Back to the Table of Contents ]

Administrative Notes is published in Washington, DC by the Superintendent of Documents, LibraryPrograms Service, Government Printing Office, for the staffs of U.S. Federal Depository Libraries. It is published monthly, onthe 15th day of each month; some months may have additional issues. Postmaster send address changes to:

The Editor
Administrative Notes
U.S. Government Printing Office
Library Programs Service, SLLD
Washington, DC 20401

Internet access at URL: http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/adnotes.html
Editor: Marian W. MacGilvray (202) 512-1119 mmacgilvray@gpo.gov


A service of the Superintendent of Documents, U.S. Government Printing Office.
Questions or comments: asklps@gpo.gov.
Last updated: May 21, 2002  
Page Name:  http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/ad071500.html
[ GPO Home ][ GPO Access Home ] [ FDLP Desktop Home ] [ Top ]