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Recommendations and Responses
Depository Library Council
Spring 1998
1. SERVICE GUIDELINES
Council recommends that GPO adopt the "Draft Depository Library Public Service Guidelines for Government Information in Electronic Formats" as amended at the spring 1998 Depository Library Conference. Council understands that GPO may need to make certain technical amendments.
Rationale:
The eighteen-month process of creating the Draft Guidelines has provided the entire depository library community with adequate time to comment, recommend changes, and dialog with one another. These comments and recommendations, as well as those from GPO, resulted in many changes to the original draft. It is now time to move forward and finalize the Guidelines.
Response:
The "Depository Library Public Service Guidelines for Government Information in Electronic Formats" have been reviewed by the GPO Office of the General Counsel, and have been found to conform to existing law and policy and fit within the statutory framework of Title 44. Any library selecting items in electronic formats must maintain a capability to allow for the unimpeded use of those documents by public patrons. The Library Programs Service (LPS) published the guidelines in the September 15, 1998 issue of Administrative Notes. They are also available on the FDLP Administration page under Miscellaneous – Fact Sheets, Speeches, Proceedings, etc. at: www.access.gpo.gov/su_docs/dpos/fdlppubs.html#5.
2. BIENNIAL SURVEYCouncil recommends that:
- GPO formalize and standardize the Biennial Survey.
- The core elements of the Biennial Survey remain consistent over time.
- The core elements of the Biennial Survey be made compatible with other major data surveys (e.g., ARL, IPEDS, Public Libraries Data Survey) wherever possible.
- Council and FDLP libraries be consulted on the content of the survey instrument.
- Experts in survey research be consulted on the methodology of the survey instrument.
- Council and GPO review the instrument in the intervening years between surveys.
- New questions to survey be announced with sufficient notice.
- If the Biennial Survey must be used to gather data needed on an occasional or emergency basis those questions should be relegated to a special section.
Rationale:
Although the Biennial Survey, as it currently exists, has yielded useful information for the GPO, the process could also be made useful to depository libraries if the data were tracked over time and made compatible with other data collection instruments. The data that are gathered should meet the needs of GPO and the FDLP libraries for FDLP management, FDLP advocacy, reporting to Congress, depository library management, depository library advocacy; and for satisfying the requirements of the law. We need to begin to gather data on a consistent and methodologically sound basis. Each data element should be sufficiently defined so that FDLP libraries can complete the survey instrument with accuracy and consistency. FDLP libraries should have sufficient notice of new data or definitions to allow them to prepare; e.g., if annual data are required, the libraries should know at least a year in advance.Response:
LPS staff is providing support to Council’s Statistical Measurement Committee as it works on issues relating to the Biennial Survey. Volunteers from the depository library community were sought and several have been appointed to two subcommittees: Cost Benefit Study and Biennial Survey Content. The subcommittees include LPS staff, current and former Council members, and interested documents librarians
In order to maximize the response rate, basic questions on costs of staffing, equipment, bibliographic tools, etc., will be asked on the 1999 Biennial Survey rather than in a separate survey. The Committee has developed a proposed set of questions, which are being reviewed and discussed. It is the Committee’s goal to have a draft Biennial Survey ready for discussion at the October Council meeting.
Two programs at the October Council meeting are planned to provide opportunities for discussion and consultation with the depository library community. One program will focus on the Biennial Survey and the other is titled, "How to Determine Costs of Being a Depository." LPS’ goal is to advise the depository community of the contents of the 1999 Biennial Survey before the end of 1998.
3. TRAINING
Council recommends that the Public Printer allocate appropriate resources for GPO Access training and user support and asks the Public Printer to provide a progress report to Council on the GPO Access Learning Center. In addition Council recommends that GPO expand its GPO Access hands-on training efforts.
Rationale:
The remarkable success of GPO Access as evidenced by the phenomenal growth in its use as well as the positive publicity that has appeared in the professional literature demonstrate the need for expanding training opportunities. Despite the reality of constrained funding, Council reiterates the importance of training and user support in the continuing transition to a more electronic Federal Depository Library Program. The entire GPO Access user community continues to benefit from the training efforts at conferences as well as on-site training and user support.
Response:
The Public Printer recognizes the value of GPO Access training and user support and has endeavored to provide as many high quality services in these areas as resource constraints will allow. During the past year approximately 1,000 individuals in the depository library community have received hands-on GPO Access training at classes held around the United States. Many thousands more have visited the GPO booth at library conferences and trade shows to receive information and personal assistance with GPO Access.
Many of those who attended the training classes have gone on to teach GPO Access classes of their own. More than 1,100 copies of the GPO Access training manuals have been shipped to individuals who have planned such classes. These dedicated individuals who are working to pass on what they have learned to others are rendering a great service by providing GPO Access training. This multiplier effect is essential to providing the maximum number of GPO Access training opportunities to the library community.
A Congressionally mandated ceiling on travel in support of the Federal Depository Library Program and the other programs funded by the Salaries and Expenses Appropriation imposes limits on the number of GPO Access training trips. Superintendent of Documents personnel have worked to ensure the widest possible coverage for GPO-taught training opportunities and will continue to supply training materials to others teaching GPO Access classes. In addition, the GPO Access User Support Team is now fully staffed and has increased its hours of operation to 7:00 am to 5:30 pm, Monday-Friday EST, in order to extend services for our West Coast customers. The User Support Team responded to more than 85,000 user inquiries in the past year.
GPO also continues to study the feasibility of constructing and operating a GPO Access Learning Center at the main GPO facility in Washington, DC.
4. PROCESSING OF MONTHLY CATALOG TAPES
Council recommends that GPO resolve problems related to the processing of cataloging records so that these records are available in a timely manner for the production of GPO's own products and for use by libraries. Specifically, Council urges GPO to:
- In the short term, intensify the current analysis of tape processing problems within GPO and with the Cataloging Distribution Service of the Library of Congress, to ensure that a usable product is available promptly each month.
- In the longer term, work toward a solution based on modernizing the entire technological infrastructure.
- Keep the depository library community informed of developments because of the importance of these records to the libraries and their users.
Rationale:
Cataloging of depository information is an essential function of GPO. In addition, many libraries depend on tapes of GPO records for their online catalogs. Delays in the production and distribution of these tapes cause serious problems for libraries.
Response:
We share Council's concerns regarding the delays in distributing GPO cataloging data that occurred during the first quarter of this year. We have worked closely with data processing personnel of GPO and the Cataloging Distribution Service (CDS), Library of Congress, to ensure that monthly data sets are issued promptly by GPO to CDS for data processing and distribution to vendors.
Short term solution:
Our efforts to re-establish effective services have succeeded. From April 1998 (when all data sets from January through April were issued, including the 1998 Periodicals Supplement) through August 1998, prompt service has been restored. Monthly data sets are being distributed to CDS via tape cartridges within two days of production at GPO. For their part, CDS staff has expeditiously disseminated data to customers within one or two days of the receipt and additional processing of GPO-produced records.
Longer term solution:
Although distribution of cartridges remains a viable manner of transferring data from GPO to CDS, both GPO and CDS personnel recognize that a more convenient and potentially more effective method of sharing data would be to transmit cataloging records from GPO to CDS via an FTP (file transfer protocol) service. Personnel from GPO and CDS are testing and evaluating such an option as an alternative to the continued use of cartridges. We will advise Council of progress with these efforts. In the meantime, we are confident that procedures employed for resuming services this past April will ensure continued and effective distribution of cataloging data.
We also appreciate that the "technological infrastructure" used in producing cataloging records should be modernized. We are pleased to report that, in this regard, SAMANTHA, the primary software package used for producing Monthly Catalog products, is itself Year 2000 compliant. Tests to determine whether SAMANTHA will run without additional modification on GPO's new Y2K compliant operating system, OS/390, are expected to take place in October. LPS staff will advise Council of test results and are prepared to pursue necessary measures to assure that Monthly Catalog products will continue to be supported and produced.
We recognize that an integrated library system (ILS) for use in producing records, maintaining our Web site, and publishing CD-ROM and paper versions of the Monthly Catalog would do much to improve the efficiency of dissemination efforts. Preliminary reviews of some commercial software applications suggest that ILS products currently available support Web OPAC and record creation applications but do not support the publishing of CD-ROM and paper catalogs. At present, we do not see an urgent need for an ILS but shall continue to seek products that will meet our needs.
5. FREQUENCY OF UPDATING THE SUPERSEDED LIST
Council recommends more frequent updating of the online Superseded List. Council and GPO should establish an ongoing committee of depository librarians to evaluate new items for retention decisions, with special emphasis on tangible electronic products.
Rationale:
The Superseded List is heavily used in depository libraries as a collection management tool. More expeditious updating of the list for new information products would greatly assist these libraries in the management of their collections. Information about agency policies relating to retention of electronic products is especially necessary, since it may be more difficult to ascertain from the product in hand. Council believes that GPO is in the best position to determine from the publishing agencies their policies and recommendations regarding retention. Regional libraries as a group should be encouraged to evaluate new items, in particular new tangible electronic products, to make recommendations on retention by some or all Regionals.
Response:
LPS staff has recently converted the information in the Superseded List to a data file, including annotations for new material not contained in the 1996 revision. We are reviewing the converted data for any errors that may have occurred in the conversion process. When completed we plan to update the database on a weekly basis similar to the process used for WEBTech Notes.
The superseded information lends itself to development of an Open Text Database, as part of the askLPS service. This will allow users to search the records using the already familiar Open Text search strategy. The new application will include the information presently in the printed Superseded List: classification number, item number, title, retention notes, and regional requirement. In addition, we will add a field for the person who submitted the entry to LPS, and a status field to identify if the title is active, inactive, discontinued, or new, and a date field associated with any change in status.
The next step in this process is to obtain assistance from the librarians in the depository community to review the current entries and recommendations to be added to the list. It is imperative that we have this assistance as LPS does not maintain a physical collection. All material obtained for the FDLP is distributed to depository libraries. An initial group of volunteers has already been identified, and LPS will continue to seek additional volunteers. Progress depends upon the available resources and the makeup of the volunteer committee. LPS will publish new Superseded List information as it becomes available, but we intend to complete the project by April 1999.
6. GUIDANCE ON RETENTION OF TANGIBLE PRODUCTS
Council recommends that GPO provide the FDLP community with guidance on retention of tangible products that are available in the FDLP Electronic Collection
Rationale:
GPO is now providing permanent public access to many Congressional and administrative publications through GPO Access. GPO is also developing plans for the FDLP Electronic Collection. In light of these developments, depositories are asking whether they may withdraw a tangible product and rely on the electronic version as their official depository copy. While the electronic collection plan is still under development, it is time to begin the deliberations about this complex policy issue. Council will want to work with GPO and regional libraries as the requirements of the law are clarified and appropriate guidelines are developed.
Response:
LPS is formulating guidance to the depository community on the retention of tangible products when official and reliable electronic alternatives are available. At LPS’ request the GPO General Counsel is reviewing the legislative history and extant opinions relevant to retention of publications also available via online databases. In our preliminary discussions, the General Counsel has advised us that incorporating an online electronic product into a depository collection by substituting it for a tangible product appears to be acceptable, providing that certain conditions are satisfied. First, the electronic product must be a complete and official version. Second, permanent accessibility to the electronic version must be assured. Third, the library must be able to offer to its users unimpeded access to any electronic product incorporated into the library’s depository collection. And fourth, the procedures for disposition of the tangible product copies shall conform to the requirements established by the Superintendent of Documents and the regional depository library.
7. HEARINGS
Council recommends that GPO work with the Secretary of the Senate and the Clerk of the House to encourage more Congressional committees to create electronic files of hearings transcripts, and that these be made available through the GPO Access database of Congressional hearings.
Rationale:GPO Access provides online access to important congressional resources, including the Congressional Record, bills, House and Senate Reports and Documents, and other valuable congressional materials. Council applauds efforts by GPO to enhance the GPO Access system by creating a database of selected hearings from the 105th Congress (1997) forward and encourages further efforts to develop this into a more comprehensive database.
Response:
The transcripts of more than 110 congressional hearings are now available through GPO Access. Although the inclusion of hearings is still dependent on the request of the originating committee, more are requesting that their hearings be added to GPO Access as time goes on. GPO personnel are working to encourage more committees to do so and to facilitate the generation and transfer of the necessary electronic source files. In order to gain additional insight about congressional intent for the electronic dissemination of hearings, we have included hearings of key House and Senate committees among the products being studied in the GPO/NCLIS "Assessment of Electronic Government Information Products."
8. CONGRESSIONAL RESEARCH SERVICE
Congress is currently considering legislation (S. 1578 and H.R. 3131) that would provide no-fee public access through the Internet to issue briefs and reports of the Congressional Research Service (CRS). If this legislation is enacted, Council recommends that GPO pursue making these important congressional materials available through GPO Access.
Rationale:
CRS Issue Briefs and Reports are an important part of the congressional decision-making process. Council believes that, if this legislation is enacted, these important materials should be available to the public through GPO Access.
Response:
GPO staff is monitoring activity on legislation that would provide public access to Congressional Research Service (CRS) reports and issue briefs via the Internet. In addition, a team, created by Office of Electronic Information Dissemination Services (EIDS) that includes LPS and the Office of Congressional, Legislative, and Public Affairs staff, is examining the possibility of obtaining publicly released CRS products in electronic format to either point to or put up on GPO Access. One scenario might be to point to CRS products on individual member’s or committee Web sites. There are some drawbacks to this idea: it does not address permanent access issues and would entail a great deal of staff time. Another scenario would have GPO Access hosting the CRS products for all users, with the member or committee site pointing to it at GPO Access. This approach requires that GPO obtain the source data files from CRS once the member or committee has cleared the product’s release. Also under consideration is how cataloging, locator, and classification services should be applied to these products.
9. Z39.50/GILS
Council recommends that GPO continue to provide an update at Council meetings on its progress in implementing Z39.50/GILS compliance for the databases GPO maintains. Rationale:Council reiterates its concern, expressed in recommendations of October 1997, that GPO remain committed to the interoperability of its online services using the ISO 23950 (ANSI Z39.50) international search standard and GILS Profile. This particular interface is essential to GPO's ability to keep pace with technology evolution in its own information systems, as well as to GPO's ability to enable access to information throughout government.
Response:
GPO continues to work toward providing a Z39.50 search interface for GPO Access. This effort has examined several possibilities without success, but has identified other potential options and is currently exploring them. Among these is the Advanced Search Facility (ASF) project currently being examined for possible use with several GPO Access applications. GPO will continue to report on this effort as it progresses.
10. INFORMATION ARCHITECTURE COMMITTEECouncil recommends the formation of a committee to provide expert advice to GPO and Council on issues of information architecture in systems operated in support of the FDLP. Rationale:The complexity of systems supporting the FDLP would be a design challenge under any circumstances. The pace of change in information technologies compounds the challenge and makes it even more critical to attend to the basics of information architecture, such as the interfaces between central and distributed databases or facilities for networked information discovery and retrieval. Council and GPO could benefit greatly from an ongoing source of architectural advice focused specifically on the FDLP. Council believes such advice could be obtained directly from information architecture expertise available among institutions participating in the FDLP. The work of such a committee might also generate a greater awareness of the FDLP among computer science and networking leaders.
Response:
The challenges from rapidly changing information technologies require a great deal of attention to maintain services such as GPO Access. GPO is fortunate to have a depth of experience and talent in this area. Staff constantly monitors and evaluates emerging technologies for possible use in improving the products and services of GPO Access. As these efforts progress, GPO experts enter into a dialog with outside experts to complete this evaluation process. GPO does not, however, think it is necessary to set up a formal committee structure to accomplish this valuable interchange.
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Members, Depository Library Council (1998)
TERM EXPIRES SEPT. 30, 1999:
Thomas K. Andersen
CLSA Coordinator
California State Library
Library Development Services
P.O. Box 942837
Sacramento, CA 94237-0001
(916) 653-7391
(916) 653-8443 (fax)
tanderse@library.ca.gov
Carol Bednar
Government Documents Coordinator
Department of Technical Service
University Library
California State University Fullerton
Fullerton, CA 92634-4150
(714) 278-7035
(714) 278-2439 (fax)
cbednar@fullerton.edu
Denise M. Davis
Academic Product Manager
Information Access Company
362 Lakeside Drive
Foster City, CA 94404
(650) 358-7048
denise_davis@iacnet.com
Diane Eidelman
Documents Librarian
Suffolk Cooperative Library System
627 North Sunrise Service Rd.
Bellport, NY 11713
(516) 286-1600 ext. 325
(516) 286-1647 (fax)
diane@suffolk.lib.ny.us
Margaret S. Walker
Head, Government Documents Department
Florida Atlantic University
777 Glades Road
Boca Raton, FL 33431
(561) 297-3788
(561) 297-2105 (fax)
walker@acc.fau.edu
TERM EXPIRES SEPT. 30, 2000:
Duncan M. Aldrich
Head, Business & Government Information Center
University Libraries
University of Nevada, Reno
Reno, NV 89557-0044
(702) 784-6500 ext. 256
(702) 784-4398 (fax)
duncan@unr.edu
Mary Alice Baish
Assistant Washington Affairs Representative
American Association of Law Libraries
Georgetown University Law Library
111 G Street, NW
Washington, DC 20001-1417
(202) 662-9200
(202) 662-9202 (fax)
baish@law.georgetown.edu
Diane L. Garner
Librarian for the Social Sciences
Lamont Library
Harvard University
Cambridge, MA 02138
(617) 496-2532
(617) 496-0440 (fax)
dgarner@fas.harvard.edu
Gregory W. Lawrence
Government Information Librarian
Albert R. Mann Library
Cornell University
Ithaca, NY 14853
(607) 255-3242
(607) 255-0318 (fax)
GWL1@cornell.edu
Julia F. Wallace
Head, Government Publications
10 Wilson Library
University of Minnesota
309 19th Avenue South
Minneapolis, MN 55455-0414
(612) 626-7520
(612) 626-9353 (fax)
j-wall@tc.umn.edu
TERM EXPIRES SEPT. 30, 2001:
Maggie Farrell
Associate Dean of Libraries
Roland R. Renne Library
Montana State University – Bozeman
Bozeman, MT 59717-0332
(406) 994-6474
(406) 994-2851 (fax)
farrell@montana.edu
Paula Kaczmarek
Manager, Government Documents
Detroit Public Library
5201 Woodward Avenue
Detroit, MI 48202-4093
(313) 833-1025
(313) 833-0156 (fax)
pkaczma@detroit.lib.mi.us
Donna Koepp
Department Head
Government Documents and Map Library
6001 Malott Hall
Lawrence, KS 66045-2800
(785) 864-4660
(785) 864-5154 (fax)
dkoepp@ukans.edu
GladysAnn Wells
State Librarian and Director
Department of Library, Archives,
and Public Records
State Capitol, Room 200
1700 W. Washington
Phoenix, AZ 85007
(602) 542-4035
(602) 542-4972 (fax)
gawells@dlapr.lib.az.us
Dr. Fred B. Wood
Special Expert
Office of Health Information
Programs Development
National Library of Medicine
Building 38, Room 2S-14
8600 Rockville Pike
Bethesda, MD 20894
(301) 402-9278
(301) 496-4450 (fax)
fred_wood@occshost.nlm.nih.gov
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