In accordance with the schedule established to regularly increase workstation requirements, new minimum technical requirements for workstations in Federal depository libraries will go into effect October 1, 2002. These requirements were originally issued as the "2001 Recommended Specifications for Public Access Workstations in Federal Depository Libraries" in the June 15, 2001 Administrative Notes (v. 22, # 9).

All Federal depository libraries must meet the minimum technical requirements to keep pace with technological change in order to fulfill their Title 44 obligation to provide access to Government information products. The Library Programs Service (LPS) will continue to issue Recommended Specifications for Public Access Workstations in Federal Depository Libraries each spring to assist depository library staff in planning for new computer purchases.

As another step in the transition to an e-FDLP and in accordance with Depository Library Council recommendations from its spring 2000 meeting, a schedule was established to regularly increase workstation requirements. Fifteen months after issuance, recommended specifications will become minimum technical requirements. The requirements, the recommended specifications, and the schedule are all available from the FDLP Desktop at:

Libraries that are reconsidering depository status are encouraged to contact Depository Services and their regional depository librarian well in advance of any final decision. Once the decision has been made to drop out of the Federal Depository Library Program (FDLP), it often cannot be reversed. When contacted early in the decision making process, we can often help the library by clarifying issues or discussing areas of concern that have contributed to the library’s review of its depository status. Often these perceived insurmountable barriers that will force the library to leave the program can be overcome.

For example, libraries sometimes feel they must leave the program due to a rating of noncompliance in one of the categories covered in a self-study or on-site inspection. Some libraries believe they are not selecting enough material to meet minimum standards. Other libraries believe that most of the Federal Government resources they need are available on the Internet, and that a cost savings could be realized if depository status were dropped.

The Depository Services Staff can also help libraries with questions about the self-study process, upcoming on-site inspections, passwords for the different services available through the FDLP, and assistance with questions dealing with processing of depository materials and collection maintenance.

Recently problems with claims for microfiche from Court Reproduction Services, Inc. (CRS) have come to light. Library Programs Service staff have worked with the GPO contracting officer and CRS to resolve these problems. CRS has made changes in its claims department that should dramatically reduce the incidence of non-receipt of claims.

In the event that future claims are not filled in a reasonable time (10 working days), depositories should submit a second claim marked "2^nd request" at the top. This will ensure expedited service.

As always, problems with shipments or claims should be brought to the attention of LPS personnel as soon as possible to prevent escalation of a problem. Microfiche concerns should be directed to Betty Jones at < bjones@GPO.gov >, and problems concerning other tangible shipments should be directed to James Mauldin at < jmauldin@gpo.gov >.

A letter to depositories from CRS is reproduced below. CRS is sending a copy of the letter to all depositories.

Court Reproduction Services, Inc.
Arsenal Business Center Bldg 210-3
P.0. Box 5920 5301 Tacony Street
Philadelphia, Pa 19137
(215) 535-7790 Fax (215) 535-7808

Dear Librarian,

It has come to our attention that some libraries have not received microfiche even after submitting a claim. We are sorry if this is the case and have altered our claims department to hopefully eliminate this error from occurring in the future. Therefore, in the event that you do not receive a claim for items not received, please identify a second claim as a 2nd request by writing "2nd request" at the top of the claim form. These requests will even receive a higher priority than normal claims.

Hopefully this will never occur, but if the need arises, this will expedite the microfiche shipment to your library.

Thank you for your cooperation in this matter. If you have any questions or need assistance with any outstanding claims, please do not hesitate to contact Mrs. Linda Frazier at 215-535-7790. If you prefer, our fax number is 215-535-7808.

Sincerely,

Linda P. Frazier
Vice President of Operations

The Needs and Offers List serves a valuable, two-fold function: it helps libraries do necessary weeding, and it helps depositories and other libraries fill gaps in their collections. The Needs and Offers List has traditionally been used for substantial titles of historical and research interest, runs of serials, etc. However, it can also be used for more ephemeral material, such as Park Service leaflets. It would be helpful to the receiving libraries if this material were identified in some way, i.e., by labeling it as a circular, pamphlet or flyer, or giving the number of pages.

For more information, contact:

GPO has recently produced a new marketing plan featuring the theme "U.S. Government Information: Make the Connection at a Federal Depository Library." GPO’s new marketing strategy, developed to increase awareness of the FDLP among various constituencies, is the product of a GPO working group led by the Chief of the Program Awareness Office, with representation from the Library Programs Service (LPS) and the Office of Electronic Information Dissemination Services (EIDS).

GPO’s efforts, while aimed primarily at the various constituencies in the library community (administrators, reference staff, and bibliographers), also reach out to the faculty, business, students, government, and the general public.

In addition to developing new marketing materials for librarians to use, GPO has taken an active role in promoting the Federal Depository Library Program (FDLP). LPS contracted with the North American Precis Syndicate (NAPS) to provide information about the FDLP to daily and weekly newspapers and radio stations across the country. One- and two-column filler pieces and a radio spot were developed for distribution to these media outlets as Public Service Announcements. With the campaign still in its early stages, the pieces have already seen much use by the media with a wide-range of audiences.

During the first month, the radio spot was broadcast at least 188 times on 85 radio stations in 40 different states, which cumulatively serve 3,280,224 listeners. Of those broadcasts, 50% were in the top 50 markets and include the listening areas of New York, Chicago, Philadelphia, Boston, Detroit, Atlanta, Seattle, San Antonio, and Las Vegas. One hundred and twelve were in the top 100 markets. During the same time frame, the one-column ad that uses the new campaign graphic generated 276 known newspaper articles in 20 different states with a readership of 10,000,576. This release has had 44 placements in the top 50 markets, 220 in the top 100 markets and 276 in the top 300 markets.

Now you can order FDLP promotional materials through the FDLP Desktop! Need depository decals for that new library door? Giving a presentation and need FDLP folders? Order posters and bookmarks with the new campaign theme, "Make the Connection at a Federal Depository Library." Other new items include brochures for GPO Access, tracking legislation, tracking regulations, Ben’s Guide to U.S. Government for Kids and a User’s Guide to the U.S. Government Online Bookstore. Order online now from < http://www.access.gpo.gov/su_docs/fdlp/pr/order.html >.

Volunteers are needed to make presentations at the Spring Depository Library Council Meeting, being held April 6-9, 2003 in Reno, Nevada. The meeting will be held at the Peppermill Hotel Casino, 2707 South Virginia Street, Reno, NV 89502.

LPS is seeking ideas for presentations dealing specifically with either Federal information resources or ways to improve depository collections and services in the libraries.

Readers Exchange

Marketing the Library

Patrick J. McGuckin

Manager, Library Communications
Illinois State Library
Springfield, IL 62701

Our libraries engage in numerous activities and perform worthwhile services that are of interest to and that benefit the community at large. Public support for our libraries is enhanced when the public is made aware of these services and activities.

It is imperative that the library community understands how to present their positive achievements to the patrons they serve. This presentation is designed to educate you about easy and effective ways by which you can market and promote your library's services to patrons and potential users.

Preparing a media list

Most of what the public learns about libraries comes from the media--radio, television, newspapers and the Internet. Therefore, it's important for you to know who your local media are, and how to make them aware of what's going on at your library.

That requires the preparation of a media list. The easiest way to find out who your local media are is to go to the Yellow pages of your telephone directory. Media outlets might include some or all of the following:

For your media list, include the following:

You'll use this media list each time you want to notify the media of something newsworthy that's happening at your library. It's a good idea to update your media list once a year.

A news release or media advisory should be a document, generally no longer than two pages, typed and double-spaced, that informs the media of a significant event you want the media and the public to know about. It should be copied on library letterhead clearly identifying it as a news release or media advisory. It should list a contact person reporters may call for further information. When writing a news release or media advisory, the first paragraph should sum up everything you wish to convey, focusing on: WHO, WHAT, WHEN, WHERE, WHY, HOW.

Media advisories should be sent out as far ahead of the event as possible. Follow-up phone calls should be made the day before the event to remind the media of the event being held.

You've sent out your media advisory and prepared your news release. What else contributes to a successful news conference?

--It's not a bad idea to have a "mock" press conference ahead of time, especially if the subject to be discussed is controversial. Try to anticipate the questions that might be asked by members of the media so that you're not caught off guard. Have staff members act as "reporters" and question the person(s) who will be speaking at the event. Have a prepared statement, a speech of sorts, for the main speaker to read that will drive home all of your points before taking questions from reporters.

--Visual aids will improve your presentation. Charts, graphs, banners, etc.

--Reporters love free food! Depending on the time of day, arrange for refreshments--maybe bagels, coffee and juice for a morning news conference, cookies and punch for an afternoon event.

Once a year, host all of your local media at a "press breakfast." This is an informal affair where you get to know your media representatives on a more personal basis. You may choose to announce news at the event as well. After everyone's finished eating, the formal news conference would begin. A good time to have such an event might be early in the year, where you could announce the library's goals for the coming year.

--Make sure you have enough copies of your news release and any attachments (charts, graphs, fact sheets, etc.) You may wish to include these items in an attractive folder.

--Have one of your staff tape the news conference, with either an audio or video tape recorder. Critique the event by reviewing the tapes.

--Use a podium for anyone speaking at the event.

--Provide an easel if you wish to highlight charts or graphs.

--Though most camera crews have their own lights, make sure the event is held in a room with suitable lighting if the event is being held indoors.

--Make sure there is enough seating for speakers, guests and reporters.

--Send a thank you note to reporters who attended thanking them for their coverage and inviting them to contact you if they ever have questions about the library.

--Commercial television stations all have community affairs directors and televised community calendars. Make certain the community affairs director is on your media list, and keep them appraised of events going on at your library.

--Cable television systems have what are known as public access channels. These are channels on which any member of the public can have their own television program, usually running 15 o 30 minutes. This would be the perfect outlet for a monthly show about what's going on at your library.

--Some television stations still provide commentary, usually 60 second pieces read by the station manager. Viewers may provide rebuttals to any commentary. If a commentary relates to anything you're doing at the library, you may provide a rebuttal.

--Most commercial television stations have morning or noon newscasts that include interview segments about upcoming community events. Contact the program director about promoting an important library event.

--Television stations do "live" remotes on occasion, such as during newscasts. If you've got a major event at your library, suggest to the assignment editor that they do a remote from your event.

--Most radio stations have local listener call-in programs. Contact the station manager or news director about appearing on such programs to promote important library events or to discuss timely issues. For example, with Internet filtering being a controversial topic nowadays, perhaps local radio may be interested in doing a segment on how your local library is responding to filtering concerns.

--Radio and television stations air what are known as public service announcements (PSA's). These are 10-, 30- and 60-second segments used by stations to fill unpurchased airtime. PSA's are good ways to promote library events. Here's a sample 30-second PSA:

"Reading together is one of the greatest gifts a parent can give a child. I'm Kathy Smith, head librarian at the Springfield Public Library. The Springfield Public Library is proud to be participating in Family Reading Night, Thursday November 20th. Family Reading Night is sponsored every year by Secretary of State and State Librarian Jesse White to encourage families to read together. Please set aside some time on the evening of November 20th to read to your kids. To find out more about Family Reading Night, call me, Kathy Smith, at the Springfield Public Library, 555-1234."

--Like television, radio stations do live "remotes", especially during popular morning programs. See if your local radio station may be interested in doing a live remote from your library, especially during a major event such as a Book Fair.

--Many newspapers have Sunday Book Sections or Arts Sections. Send the editors of those sections information about important events going on at your library.

--Write letters to the editor about issues affecting your library (filtering, obscenity standards, referenda, etc.) Make sure you identify yourself as an employee of your library.

--Offer to write a guest editorial or column about an important subject.

--If you can afford it, consider purchasing advertisements (this applies to all media) to publicize a major library event.

There are so many "special" days and events during the course of the year that provide wonderful opportunities to market your library. Set up special book displays or provide special programs, and notify the media about what you are doing so that the public will want to stop by and have a look. These "special" days might include:

--Don't turn down invitations to attend things like Business After Hours, Kiwanis Club events, or other social events where you can talk about your library. Make sure you have business cards or something to give people who ask about the library.

--People love free things and "handouts." If you can afford it, market your library on pencils, bookmarks, matchbooks, nail files, magnets, business card cases, rulers, etc.

--Get a Web page! Take a class to learn how to design a Web page, or hire someone to design a Web page for your library. See if you can link your Web page to other sites (like the local Chamber of Commerce, for example).

--Stay in touch with your local lawmakers (City council, State lawmakers, etc.) Put them on your mailing list, and keep them appraised of what you're doing.

--If you can afford it, send out a monthly or quarterly library newsletter. You can write and design it on a computer.

Depository Promotion: Flag Display and Program

Contents:

Flags of Our Fathers (J. Bradley)

Saga of the American Flag (C. DeBarr)

So Proudly We Hail (F. William)

Long May She Wave (K. Hinrichs)

National Flag (W. Johnson)

The Stars and Stripes (B. Mastai)

Star-Spangled Banner (M. Sedeen)

This display case was created in conjunction with a featured Montebello Library Program, "Long May She Wave." Guest speaker Charles Kissel traced the history of the American Flag, displaying thirty-five flags to the delight of twenty-five people.