Superintendent of Documents Francis J. Buckley, Jr. has selected Gil Baldwin as the new Director of the Library Programs Service (LPS), U.S. Government Printing Office, effective November 22, 1998. A career LPS employee, Gil is well-known to the depository library community. He began his career with GPO in 1973 indexing the Congressional Record. A year later he came to the Library Programs Service as a cataloger, and has since held a variety of staff and management positions involving the Federal Depository Library Program. Since 1994 he was the Chief of LPS’ Library Division, and previously he served as the Chief of the Cataloging Branch and as a program analyst. He was the principal author of the Strategic Plan portion of GPO’s 1996 Study that outlined the transition to a more electronic FDLP. Recently he has been concentrating on the development of the FDLP permanent public access initiatives and other aspects of the transition to a more electronic FDLP. A native Virginian, he received his B.A. from the College of William and Mary, and received his M.L.S. from Florida State University.

GPO Policies Relating to Electronic Products Explained

Several recent messages on electronic discussion lists concern Library Programs Service (LPS) policies and operations with regard to learning about, cataloging, and servicing electronic resources that are within scope of the Federal Depository Library Program (FDLP). This message is intended to provide an overview of LPS policies and procedures as they exist today. Given the evolutionary nature of the electronic Government information environment, these policies and procedures are subject to review and modification as necessary. We welcome your comments and contributions to this process of growth and development.

Assigning SuDocs classification and item numbers to online resources enables documents librarians and users to relate online products to tangible products in their depository collections. For tangible products, the item number drives a series of processes related to distribution and bibliographic control. A secondary but no less important function that has evolved is the use of item numbers for profiling depository selections prior to purchasing bibliographic records for those selctions. In support of this secondary function, LPS has, in response to suggestions from the community, assigned item numbers to electronic resources. In this case, however, the assignment of the item number does not imply that all functions that apply to tangible items will relate to electronics.

LPS announced its policy regarding format designations for electronic products on page 2 of the March 31, 1997 issue of Administrative Notes Technical Supplement (v. 4, no. 3). This policy is summarized below.

When U.S. Government information products are made available through the FDLP, all formats for the products will be noted in the List of Classes. Paper and microfiche products are coded (P) and (MF). For electronic products, there are four codes to differentiate format:

There are two key reasons:

1. LPS follows Cooperative ONline SERials (CONSER) guidelines, endorsed by the ALA/GODORT Cataloging Committee, that allow LPS to update tangible product records to reflect that an electronic version is also available. Applying this cataloging option allows LPS to maximize output from our available personnel; and,
2. LPS also uses the existing bibliographic record to tie the tangible and electronic products together.

A synopsis of our cataloging procedures follows:

LPS applies CONSER and ALA/GODORT approved policies for choosing a single record option and applies ALA/GODORT approved collection level records policies, as appropriate, because they provide reasonable access to electronic products in a manner that is consistent with available personnel. LPS does not have sufficient personnel to produce original cataloging records for each format that may be associated with a particular title.

When electronic products are cataloged as physical forms (paper, microfiche, CD-ROMs, etc.), prior to their becoming available electronically, LPS upgrades existing bibliographic records by adding an electronic related note (often, "Also available via the Internet" in the 530 field) and, where appropriate, an LPS PURL (Persistent Uniform Resource Locator) to the 856 field for linked electronic access.

When no suitable record for a physical format version of an electronic product is available for upgrading, LPS produces an "electronic only" record for the electronic product. The cataloging record for a product cataloged as "electronic only" reflects what is known about the product at the time it is cataloged. In some instances, products have been published only in electronic form and were initially cataloged as "electronic only" records. Subsequently the originating agency published a print version. In such cases, the cataloging record is later upgraded by the addition of physical description data that reflect subsequent publishing of paper and/or other editions.

Multiple titles of works related by subjects that appear at dynamic Web sites (characterized by the addition or deletion of titles and/or URLs generated "on the fly" as a result of a user's search), are often represented by collection level records. The LPS collection level record policy, approved by the ALA/GODORT Cataloging Committee, provides electronic access reflecting the dynamic nature of a site and its associated titles. In many instances, PURLs established for these records bring users to clickable indices or to search windows that may require additional user-initiated actions (searching or browsing) to retrieve a specific title.

In response to various comments, LPS catalogers will soon apply the following 530 note to many Internet resources:

LPS catalogers had been using a more general note, "Also available via the Internet." The new, more explicit note should more accurately describe what users may encounter at an Internet site. Other, more specialized, notes will continue to be used as appropriate.

The information provided above summarizes GPO’s Internet related cataloging activities. GPO’s complete cataloging policies are available on the FDLP Administration page at: www.access.gpo.gov/su_docs/dpos/fdlppubs.html.

For several years, two columns in the monthly Administrative Notes Technical Supplement, "Update to the List of Classes, New Item Numbers" and "Update to the List of Classes, Miscellaneous" have provided status notes including the URLs for new electronic information products.

The format "EL" and the status fields can be searched using the WEBTech Notes database that is available on the FDLP Administration page at: www.access.gpo.gov/su_docs/dpos/webtech.html.

Additionally, the Pathway service Browse Electronic Titles (BET) at: www.access.gpo.gov/su_docs/dpos/btitles.html provides current awareness of new electronic titles. It should be noted, however, that there cannot always be a one-for-one correspondence between BET entries and Monthly Catalog bibliographic records.

The Depository Library Public Service Guidelines for Government Information in Electronic Formats was recently released on pages 5-6 in the September 15, 1998 issue of Administrative Notes (v. 19, no. 11). Guideline #2 states in part, "All depository libraries should offer access to Government electronic information disseminated through the Federal Depository Library Program." Guideline #4 states in part, "All depository libraries should provide Internet access to Government information at no cost to the general public."

The Collection Development Guidelines for Selective Federal Depository Libraries, in the Federal Depository Library Manual Supplement, recommends collection analysis that defines the subject areas of the collection in a written Government documents collection development policy. On page 6, the Guidelines for Format Consideration notes that libraries must consider methods for providing access to electronic formats if the information product falls within the collecting scope of the library.

GPO does not expect that depository libraries provide public access to every online Government resource but does expect, at a minimum, that GPO Access be available. Depository libraries should have written collection development and service policies that define the subject scope of their depository collection. FDLP electronic resources may be selected for depository collections and services based on these policies. For example, an urban law library could reasonably decide, based on its depository collection policy, not to provide WWW access to all Department of Agriculture materials but to only those electronic works that are law-related. A small community college library would not be expected to provide Internet access to all Department of Justice materials.

Finally, GPO will not expect that every Internet bibliographic record be "hot linked" in an OPAC. Depositories should develop internal cataloging procedures treating Government online resources comparably with other online resources.

American FactFinder Coming to the Census Bureau’s Internet Site

The Bureau of the Census has posted new information about the January and April 1999 releases of American FactFinder on the Census Bureau’s Internet site. The new data retrieval system will give Federal depository librarians and the general public useful facts and information from the 1997 Economic Census, the 1996-97 American Community Survey, the Census 2000 Dress Rehearsal, the 1990 Decennial Census of Population and Housing and Census 2000.

Have a look! www.census.gov/dads/www

Or click on subjects A-Z and American FactFinder from the Census Bureau home page.

Electronic Collection Planning Document Released

NIMA Map Distribution Changes Take Effect in December 1998

November 6, 1998

Dear Depository Librarian:

This letter is to announce changes to the Federal Depository Library Program (FDLP) for maps and other materials previously distributed by the National Imagery and Mapping Agency (NIMA). The Library Programs Service (LPS) has agreed to begin shipping NIMA maps from LPS directly. This change requires modifications to internal procedures at LPS and will change how material is identified and delivered to your institution. This package is being sent to depository libraries currently receiving NIMA materials, and includes 1) your item selection profile data and address information, and 2) a sheet detailing changes in LPS procedures for NIMA map distribution.

Many libraries currently participating in the FDLP choose to store map materials at an alternative location known as a selective housing site. Depository material stored in a selective housing site is subject to the full range of depository standards including public access, retention, and bibliographic control, and remains the responsibility of the designated depository.

If there are any questions concerning selective housing site agreements, or if your institution wishes to discontinue or modify your selective housing arrangement for NIMA products, please contact:

All libraries that select NIMA products through the FDLP must review and update the information sheet included in this package. This information sheet contains delivery information for libraries and selective housing sites, if applicable, and item selection data for NIMA products currently on file at LPS.

When making changes to the enclosed information sheet, libraries need to be aware of the following:

Address Information – Review and make necessary changes to the address where NIMA products are to be sent. This may be your selective housing site address or your depository mailing address. Street addresses are required by our mailing contractor. Addresses with P.O. boxes cannot be accepted. Please include Zip + 4 numbers if available.

Modifications to Item Selection Profile – Libraries may modify their selection profile, either by adding or deleting map item numbers at this time. Annotate the enclosed information sheet with the map item numbers you wish to add or drop. Online changes to item numbers will not be accepted for this project.

All additions and deletions must be coordinated with the parent depository library. Changes will be made to the parent depository item selection profile as soon as received by LPS. Item number profiles are maintained on the profile of the official (or "parent") depository library. Changes made to selection profiles are posted on the Item Lister at http://www.access.gpo.gov/su_docs/dpos/itemlist.html on the first Friday of each month.

If you have further questions concerning changes to the distribution of NIMA material, please contact Laurie Beyer Hall by e-mail at: lhall@gpo.gov.

Sincerely,

Robin Haun-Mohamed
Chief, Depository Administration Branch

1. Shipping and Handling – In most instances, maps will continue to be distributed to depository libraries in mailing tubes. Maps will be distributed by one of LPS’ authorized mailing contractors or from LPS directly. Mailing labels will be standard GPO mailing labels, identifying the address of the library or selective housing site and the number of the shipping list where the descriptive information for each map will be found.
2. Shipping Lists – Each map title will be identified on a "separates" shipping list, whose numbering sequence will begin with 99-2001-S. Copies of these shipping lists will be prepared in-house at LPS following the same procedures for other items currently shipped as separates. Map shipping lists will be posted to U.S. FAX WATCH, and to the Federal Bulletin Board (FBB). Copies will also be dropped in the regular shipping boxes for all libraries. Map collections housed at a different mailing location than their parent depository will receive copies of the map shipping lists on a weekly basis by first class mail.
3. Claims – Claims should be processed following existing procedures as outlined in the Federal Depository Library Manual, Chapter 5, pgs. 73-76. Be sure to identify your claims with the depository library number or number assigned to your selective housing site and appropriate mailing address. Claims should be faxed directly to LPS at (202) 512-1429.