FDLP Desktop: Administrative Notes -Mar. 15/April 15, 2008

Table of Contents

McClane New Acquisitions Manager

CGP via Z39.50

New Recommended Specifications

Interagency Seminar

Contacting GPO & LSCM

Digitizing the GPO Shelflist

Separates and Return Labels

Comments Invited on Regional Study

Spring Council Proceedings Online

DLC Remarks: Ric Davis

LSCM Update

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New Manager of Content Acquisitions: Joseph C. McClane

Joe McClane was assigned to the position of Manager of Content Acquisitions on March 1, 2008. In that position he directs the acquisitions process of the GPO information dissemination programs, including outreach to Federal agencies to acquire Government publications.

Joe earned his B.S. at the University of Delaware and a Master of Science in Library Science (MSLS) at Drexel University. Joe has worked at GPO for over 25 years. Starting as a Library Inspector, he was promoted to Chief, Library Inspector and then Chief, Depository Services Staff. In those positions, Joe created the first Interagency Depository Workshop, helped organize the first Depository Library Conference and edited the Instructions to Depository libraries, the Federal Depository Library Manual and many other FDLP publications. Joe traveled widely for GPO inspecting libraries, consulting, and presenting workshops, visiting 47 states and many of the territories. Joe then transferred to GPO's Documents Sales Service, where he reorganized and automated the Records Branch and became Chief, Bibliographic Systems. Back in LSCM, Joe worked briefly as Manager of Content Liaison, working with agencies to bring their publications into the FDLP. In recent years, he worked for GPO's Information Technology and Systems on the Oracle Enterprise initiative to bring comprehensive business management systems into GPO. Joe returned to LSCM as Manager of Library Services Operations before being tapped for his present position.

Access to the Catalog of U.S. Government Publications (CGP) via Z39.50 Now Available to Depository Libraries

Library Services and Content Management is pleased to announce that access to the CGP via Z39.50 for searching, retrieval and downloading of bibliographic records is now available to depository libraries. A password is required for access. This password is found in a field created for this purpose in the new Federal Depository Library Directory (FDLD).

New Recommended Specifications Issued for Depository Public Access Computers

The 2008 Recommended Specifications for Public Access Computers in Federal Depository Libraries are now available from GPO. The recommended specifications (RS) are intended to assist depository coordinators in making informed purchases that will best achieve the goal of providing public access to Federal Government information in a variety of electronic formats. The RS will become requirements October 1, 2009. The current Minimum Technical Requirements (MTR) will remain in effect until September 30, 2009.

When being compiled, the computer retail market is examined as well as agency online publishing formats and trends in library services. These guidelines are aimed at providing reasonably robust workstations that should provide years of service before they become obsolete, but GPO encourages the purchase of equipment that exceeds these specifications if at all economically feasible. Computers with these specifications meet the requirements for accessing and using Federal Digital System (FDSys).

Registration Open for 2008 Annual Interagency Depository Seminar

Registration is still open for the 21st Annual Interagency Depository Seminar. The seminar is scheduled for July 28-August 1, in Washington, DC.

The seminar has something for everyone, whether long-time, returning, or new depository librarians. Some sample comments:

Contacting GPO and LSCM

GPO staff want you to know that we are available when you need us. Subject matter experts are available through our askGPO service.

In addition to that service, you may also use the Library Services and Content Management (LSCM) Director Contact Form, which was designed to put the community in touch with senior staff within the organization.

Digitizing the Historic GPO Shelflist

GPO has selected Progressive Technology Federal Systems, Inc. (PTFS) of Bethesda, Maryland, to assist GPO in digitizing the historic GPO shelflist. The one-year contract, with four option years, will convert approximately 600,000 cards in the historic card catalog, covering U.S. Government documents from the 1870's through October 1992, to machine-readable metadata (MARC21).

These metadata records will be available in the Catalog of U.S. Government Publications (CGP). They will be available to libraries in the FDLP and the wider library community to assist them in identifying and cataloging previously un-cataloged materials in their collections. The new records will provide greater exposure to collections of U.S. Government publications and improve awareness of resources available in the FDLP libraries.

Changes Made for Separates Labels and Return Label Requests

Separates

Depository Distribution is working with the UPS Account Manager to resolve some minor issues in regard to the UPS small package contract.

One "separate" shipment has already been processed under the new contract. The "separate" items you have received bearing a UPS label belong to shipping list 2008-0018-S. In future mailings, the shipping list number for "Separates," and GPO's return address, not the contractor's, will appear on the label.

Labels for Forwarding Boxes to Another Library or Returning Items to GPO

Libraries are not required to pay postage for items received in error. If the material in a box was misdirected, and another depository's number appears on the inside box flap, simply request a forwarding label for that library from Depository Distribution. A label with GPO's return address and the delivery address of the appropriate library will be sent to your library. If the identity of the correct library is not known, the material should be returned to GPO.

Comments Invited on GPO Study on Regional Depositories

The U.S. Government Printing Office (GPO) was directed by the Joint Committee on Printing (JCP) to conduct a study on the conditions of regional depository libraries. The purpose of the study is to evaluate the extent to which public access to Federal depository resources may be impaired by current or projected organizational, financial, technological, or other conditions affecting regional libraries. The findings are to be delivered to the JCP by June 1, 2008.

GPO invites your comments on the various components of the draft report as we make them available. The study documentation and the comment form are available from the FDLP Desktop.

Check back often as we will make portions of the study available as they are completed.

Spring Council Meeting Proceedings Available Online

The proceedings of the Spring 2008 Federal Depository Library Council Meeting are available on the FDLP Desktop.

Welcome to Spring 2008 Council Meeting
Remarks by
Richard G. Davis
Director, Library Services and Content Management
March 31, 2008
Kansas City, MO

Good morning. First I want to extend my welcome to all of you and say how happy I am to be here with you in Kansas City. I heard a brief story a few days back about an interesting connection between GPO and Missouri that I'd like to share. The U.S.S. Missouri was the last battleship built in the United States. It is probably more widely known, however, for being the site of the Japanese unconditional surrender at the end of World War II. But, do you know GPO's role in the surrender? At 9:00 a.m. on September 2, 1945, aboard the deck of the U.S.S. Missouri, the official Instrument of Surrender was signed. There were two copies. The Japanese version was bound in canvas while the Allied version was bound in leather, had gold lining, and had the seals of the United States and Japan on the cover. A craftsman from GPO created the binding for the Allied version. His handiwork, along with the surrender document, is available for viewing at the National Archives in record group 80-G. And there you have GPO's role in the ending of WW II and an early, yet successful, attempt at version control!

Throughout the meeting, as always, I want to encourage you to approach me or any member of my staff and talk with us about any of the initiatives you hear about today. I am always available for questions or comments, and if you think of any after you return home, you will promptly receive a response from askGPO. If for any reason you are unsatisfied with your response, you can always e-mail me directly at rdavis@gpo.gov.

I want to take a moment to recognize our esteemed Council members who are ending their tenures this fall: Peter Hemphill, Marian Parker, Mark Sandler, and our chair, Geoff Swindells. Your service and dedication is enormously appreciated. We are currently reviewing nominations for our next, incoming class. An announcement will be forthcoming soon.

I also want to welcome some staff members who are part of GPO's Leadership Development Program to their first spring Council meeting: Adrian Mandry, Mark Kauffman, and Richard Lee. LDR is a GPO program that recruits internal and external candidates for a two-year leadership development program, which includes time in four different business tracks.

Now I'd like to update you on some of the exciting initiatives going on within Library Services and Content Management (LSCM).

Authentication

This has been an exciting time for GPO in regard to our authentication initiative.
To help meet the challenge of the digital age, GPO has begun implementing digital signatures to certain electronic documents on GPO Access that not only establish GPO as the trusted information disseminator, but also provide the assurance that an electronic document has not been altered since GPO disseminated it. A digital signature, viewed through the GPO Seal of Authenticity, verifies document integrity and authenticity on GPO online Federal documents, at no cost to the end user.

Recently, GPO digitally signed the 2009 Budget of the United States Government. This is the first time this has been done, and GPO staff used the newly implemented Automated PDF Signing (APS) system to complete the signing. Also, the APS system has been integrated into the beta Public and Private Laws application.

Also, just last week, GPO staff worked with the Office of the Federal Register (OFR) to move the Public and Private laws beta application to a live application for the 110th Congress. This live database has now replaced the previous database, which provided the same files, but unsigned. I want to thank Lisa Russell, Heidi Ramos, and staff in Content Management for their efforts on this important initiative.

We also have some new authentication materials available at the meeting, including a general authentication flyer, as well as an authentication flyer that describes the newly-signed Budget. In the coming weeks, the general authentication flyer will be available for ordering from the FDLP Desktop.

For more information on GPO's authentication initiative, please visit <http://www.gpoaccess.gov/authentication/>. There you will find authentication definitions, an authentication FAQ list, background on the initiative, and more.

ILS

The overall goal of the implementation of GPO's ILS is the provision of access to depositories and the public to bibliographic records of Federal government publications, many containing links to the electronic version of the publication, and the use of the system's power and capabilities to provide services to depository libraries and to the public. The goal is also to streamline workflow and internal activities in support of the FDLP, and to reduce use of and dependency on legacy systems. A lot of new and exciting things have been happening in regard to the ILS, thanks to efforts led by Laurie Hall, Linda Resler, Patricia Duplantis, An Liu, and Violet Lee.

LSCM recently announced the completion of phase 2 of the Federal Depository Library Directory (FDLD) with the release of the public interface. The release of the public interface replaced many of the previous library directory tools, including the PDF version of the directory on GPO Access and the library directory files on the Federal Bulletin Board. All old links to the directory have been redirected to the new directory pages. The FDLD can now be accessed from the homepage of GPO Access, under “Locate A Federal Depository Library."

The public interface enables the user to search and view directory information as well as to extract and export specific data in three file formats. The FDLD 'Help' section, available from the FDLD left hand navigation menu, provides export instructions for this process and other useful information.

Phase 1 of the FDLD, as you know, provided libraries the administrative module to access and edit depository directory information. Phase 2 enables the public to view that directory information. Accordingly, GPO encourages the depository community to use the FDLD to keep directory information current as changes occur.

Another new enhancement to the ILS was announced in February. Access to the Catalog of U.S. Government Publications via Z39.50 for searching, retrieval and downloading of bibliographic records is now available to depository libraries.

Additionally, the upgrade of the Aleph software to version 18 from version 16.02 is complete. I just received word this morning that staff began production in the new environment today.

The coming months will include many other exciting new initiatives, including CGP Web interface enhancements; configuration of the circulation module, including the creation of an individual patron record for each depository and the design of a login page to allow access through the CGP to authenticated services such as SDI (Selective Dissemination of Information) and “save to pc" functionality; configuration of resources and page design for federated searching; and serials management with the goal of setting up active serials titles with check-in records.

At tomorrow's 10:30 a.m. ILS session, discussion will focus on updates of several Technical Services projects, as well as information provided about GPO's Aleph ILS services released this year, including the new FDLD, access to the CGP via the Z39.50 communications protocol, the upgrade of the Aleph software, and other projects and enhancements scheduled for FY08 and FY09.

Digitization

I'd now like to update you on GPO's digitization efforts, led by a cross-functional team between Library Services and the Program Management Office, including Robin Haun-Mohamed and James Mauldin in Collection Management and Preservation. In January 2008, a Request for Information (RFI) for Mass Digitization Opportunities was posted to Federal Business Opportunities. GPO requested information specific to the digitization of publications that are within scope of GPO's dissemination programs that only exist in tangible format. GPO envisioned a cooperative, mutually beneficial relationship with a private or public sector participant, where the fully-faithful, uncompressed, unaltered files created as a result of the conversion process were to be delivered to GPO. The files would serve as the digital master copies that would be preserved and used for the creation of access derivatives within the Federal Digital System (FDsys). In exchange, the private or public sector participant will be able to maintain a collection of files produced in the process for inclusion in their collections (e.g., search indices, book search sites). GPO is currently in the process of evaluating the responses to the RFI.

GPO is also working with staff at the Library of Congress (LC) on two important digitization projects. GPO is assisting LC in the digitization of the Bound Congressional Record from the 43rd Congress through the 105th Congress. LC is digitizing the material to meet GPO's specifications for converted content for preservation masters. This material will be ingested and made available as part of the FDsys. In addition to this material, GPO and LC collaborated on the digitization of the Statutes at Large, Volumes 82 – 103 (1951-2002), which will also be made available through the FDsys.

GPO continues to work with other agencies on the National Digital Standards Advisory Board, Federal Still Image Digitization Working Group. The goal of this project is to establish common standards, methods, practices, and guidelines for the digitization of visual material (excluding motion picture images). Common digitization standards will enhance the exchange of research results and developments, encourage collaborative digitization practices among Federal agencies and institutions, provide the public with a product of uniform quality, and set a common benchmark for digitization service providers.

I also want to thank GPO's Digital Conversion Service staff for their hard work on our digitization efforts.

Shared Regionals

Now I'd like to take a few minutes and update you on shared regionals. As you all know, the concept of multiple libraries sharing the responsibilities of a regional Federal depository is not new. It is almost as old as the statute that created regional depositories in 1962. Within the statutory framework of Chapter 19, Title 44, U.S.C., different models of sharing resources and responsibilities between regional and selective libraries within the states they serve have been implemented over the years, with GPO approval. These include different models of intra-state sharing between regional and selective libraries, and between regional depository libraries in one state and selective depository libraries in an adjacent state where no regional library exists.

For just about fifteen years now, the Federal depository library community has discussed alternative models for carrying out the responsibilities of regional depository libraries. Technological innovations and the online environment make it possible to develop models for sharing resources and responsibilities between regional depositories in different states and the selective libraries they support. In this environment where geographic boundaries are blurred to services, who better to determine how to deliver the Government information needs of a region than the depository libraries that currently serve it? With guidelines in place, depositories should be allowed to explore and implement new and creative ways to cooperate and manage their depository collections and services to better serve the public.

In May 2007, GPO issued draft Guidelines for Establishing Shared Regional Depository Libraries for public comment. The comment period ended June 29, 2007. All of the comments, which were generally supportive of the idea, were thoroughly reviewed and the Guidelines were revised. Suggestions were incorporated that were consistent with GPO's Strategic Vision and the Depository Library Council's Vision Statement, both of which express the need for a more flexible model for the Federal Depository Library Program (FDLP). You can find the final version of Guidelines for Establishing Shared Regional Depository Libraries on the FDLP Desktop.

The Kansas/Nebraska shared regional proposal was the first to move forward to the Joint Committee on Printing for approval under these new guidelines. I have here the response letter that was transmitted from the Joint Committee on Printing to Mr. Tapella. I'd like to read some excerpts from that letter to you now.

The letter further directed GPO to provide the JCP with our findings by this summer, together with any legislative recommendations for improvements to the program that we may choose to offer.

In light of these recent developments, GPO made a conscious decision to keep the Guidelines for Establishing Shared Regional Depository Libraries in effect and available from the FDLP Desktop. The Guidelines are not exclusively for interstate shared proposals but for intrastate arrangements as well. And actually, they have broader application than for just those seeking shared regional designations. The Guidelines provide best practices to follow for establishing any type of shared arrangement, selective housing agreements for example. Cindy Etkin has taken a leadership role in this initiative, and I want to thank her for her efforts.

FDLP Marketing Plan

In the coming weeks, LSCM will be disseminating a new FDLP Marketing Plan, created by Kelly Seifert, a Program Planner within Library Services. GPO's main goal in this initiative is to assist FDLs in marketing their unique, valuable, and underutilized services to the widest audience possible, as well as to provide FDLs with the tools necessary to market their own services to both the general public and non-Federal depository libraries.

Also, according to the Depository Library Council document “Knowledge Will Forever Govern: A Vision Statement for Federal Depository Libraries in the 21st Century," one of the goals proposed was to:

“Expand awareness of both the Federal Depository Library Program and Government information generally via excellent public relations and marketing." (#7, page 10)

As part of this new marketing plan, GPO is unveiling a new marketing slogan for the services provided by FDLs. An extensive marketing campaign will also be launched to support this slogan. The new slogan on which the campaign will be based is: “Easy as F.D.L," with the corresponding tagline: "Federal Depository Libraries: Free Information, Dedicated Service, Limitless Resources."

Additionally, two sections of the Plan are devoted to providing ideas and methods by which FDLs can promote themselves to non-FDLs, as well as the general public. In turn, GPO will also be using these new tools to assist in promoting the valuable resources and services provided by FDLs.

Look for announcements on this from FDLP-L and FDLP Express. Also, please continue to utilize the resources offered on the Desktop for promotional items, which can be found under “Outreach and Education" and “Promote your Library." Here you will find our current promotional offerings for FDLs, such as our new “How a Bill Becomes a Law Poster," current flyers, and various promotional items, to name a few. By subscribing to services such as FDLP-L and FDLP Express, you will receive timely reminders when such products become available. Visit the Desktop for more information.

FDL Handbook

LSCM has consolidated and updated its various FDLP instructions and manuals into a single online publication that will continue to be updated as necessary. Known as the Federal Depository Library Handbook, the publication is a document written by and for the FDLP community. Within the Handbook, you will find legal requirements, program requirements, and guidance for depository operations. Each chapter also includes best practices, tips, and resources for library administrators.

The Federal depository community worked to consolidate and update the Instructions to Depository Libraries and the Federal Depository Library Manual (and Supplements), into the FDL Handbook. With the publication of the FDL Handbook, the Instructions and Manual are superseded.

If you haven't already done so, I want to encourage you to view the new Federal Depository Library Handbook, released online on January 2, 2008. Led by Janet Scheitle and our Library Planning staff, this publication can be viewed from the FDLP Desktop, under the “Depository Administration" tab. GPO is treating the Handbook as an integrating resource. Revisions and updates will be reviewed and considered for inclusion on a quarterly cycle. The first cycle of revisions is scheduled for review in April 2008, covering comments from January – March. I invite you to suggest revisions at any time through askGPO. For quick access to askGPO, visit GPO Access and click on the “Help" link from the main page.

Biennial Survey

The Biennial Survey provides GPO with important information concerning the conditions of both individual depository libraries and the depository library program as a whole.

Led by Nancy Faget, Karen Sieger, and our Library Planning staff, GPO has developed the Biennial Survey in consultation with the Depository Library Council and comments from other members of the FDLP. Recent Biennial surveys have included a more or less standard core group of questions that allows for analysis across surveys. To that core group of questions, new questions are added and/or some old questions deleted as necessary for each new survey. The 2007 Biennial Survey included new questions in the area of public access, collection strengths, and specializations.

The results of Biennial Surveys provide useful information to LSCM. Your submission is examined as one of the first steps in assessing your depository operation and determining your library's compliance with public access requirements. Your answers to the biennial survey describe your depository operations and define areas of interest where LSCM may need further clarification.

In February 2008, GPO staff posted the 2007 Questions and Responses, the 2007 Report, and the 2007 Selected Findings to the Desktop. After analyzing the 2007 Biennial Survey results, I'd like to share some items of interest.

Individual library responses, information about the survey, and more can be found on the Desktop under the “Depository Administration" tab.

FDLP Desktop

GPO's Web Content Management staff, including Karen Sieger, John Dowgiallo, Michele Worthington, Joe Paskoski, Katy Davis, and John Braddock are continuing to develop the new Desktop, including adding more interactive features. Registration is now open to the public. Registering will allow you to receive customized alerts through FDLP Express, order promotional materials, add your library events to our community calendar, register/unregister for conferences, and more.

The Desktop also offers in-depth resources in depository administration, managing your collection, cataloging, and outreach/education. Additionally, links are provided to information about Council and the FDLP. In our Help section, you can also find important contact information, a glossary, a link to FDLP Express, and a file repository that houses important documents from GPO, including all materials from past conferences.

To learn more, and to see the new and upcoming Desktop features, attend the FDLP Desktop session, tomorrow at 1:30 p.m. Also, please take a look at the flyers included in your meeting books about the Desktop and Browse Topics.

WEBTech Notes

WEBTech Notes is an essential tool that assists in GPO's responsibility to support the management of depository library collections. GPO staff members, led by Laurie Hall, are in the process of developing a new WEBTech Notes database application. The database will be implemented in three phases. The first phase, which included procuring a contractor to migrate the existing data to SQL database format, is now complete. The contractor will shortly begin phase two, which is to develop the search, retrieval, and display features and develop an administrative module for staff use. The third phase will be to release the new product to the library community. The database deployed during the third and final phase will be available from the FDLP Desktop and will be similar in look, feel, and functionality to the new FDLD product. The WEBTech Notes replacement will further support GPO's efforts to provide support to Depository Libraries for the administration and management of the FDLP. This project supports GPO's strategic vision and LSCM initiatives.

Harvesting

I'd like to now briefly speak on Web harvesting, which remains a priority at GPO and is a joint effort between staff from all three of the business units within Library Services. The goal of Web publication harvesting is to discover and capture newly identified online publications that are within scope of GPO's information dissemination programs. GPO's publication harvesting activities include planning for and discovering, making scope determination assessment, capturing, and archiving online U.S. Government publications determined to be within scope of GPO's information dissemination programs. GPO is working to accomplish this using increasingly automated technologies being developed in conjunction with the FDsys.

During 2006, GPO conducted a six-month pilot project to harvest online Environmental Protection Agency (EPA) publications automatically. This was a collaborative project implemented by GPO, EPA, and two vendors. The goal for the pilot was to learn about available methodologies and technologies for automated Web discovery, assessment, and harvesting of U.S. Government publications within the scope of GPO's information dissemination programs. GPO will be using the lessons learned from the pilot project to continue the development of automated publication harvesting tools and methodologies in preparation for full implementation along with FDsys.

GPO has undertaken projects to identify time commitments and resource needs to process files acquired during the pilot. The initial project was completed in December after GPO staff processed a sample of publications, both monographs and serial issues, from the results of the EPA Pilot Project. The majority of the publications were given bibliographic records in the CGP. However, a number of monographs were also made accessible via a browse table on GPO Access. More information about the sample is available from the Desktop. The URL for information on GPO's Web harvesting efforts can be found in the LSCM Update Handout, which is in your Meeting Book.

I want to encourage you to attend the Web Harvesting Council Session, being held today, at 3:30pm. This session will update the depository community on GPO's Web harvesting efforts. GPO staff will demonstrate the processes associated with identifying, making scope determinations, and cataloging of the material acquired during the EPA Pilot Project. GPO will also discuss an upcoming demonstration project to evaluate ways depository libraries might be able to assist in the processing of this large amount of material.

Automated Metadata Extraction

In related news, I'd like to talk about Automated Metadata Extraction, being undertaken by staff from Library Technical Information Services and Planning and Development. In September 2007, GPO entered into an Interagency Agreement with the Defense Technical Information Center (DTIC) in collaboration with Old Dominion University (ODU) to create cataloging records using automated metadata extraction software tools and processes currently being used by DTIC. The Automated Metadata Extraction agreement will be conducted in two phases over two years, with project completion expected in October 2009. We expect to leverage the knowledge acquired through the automated metadata extraction project to:

The first and current phase of the agreement will focus solely on the GPO EPA harvested documents. GPO has identified and provided FDLP, in-scope, harvested EPA PDF files to ODU for analysis. ODU is currently analyzing the documents to identify major classes of documents in the collection, metadata elements present in each class, and issues with existing template language for extracting metadata. ODU is collaboratively working with GPO on this analysis. As this project progresses, the community will be updated via FDLP-L, FDLP Express, and the Desktop.

PACER

Now for a brief update on PACER... As you may know, in September 2007, the Judicial Conference approved the pilot project to provide Federal depository libraries access to PACER (Public Access to Court Electronic Records), a service of the Administrative Office of the U.S. Courts.

The PACER system can provide remote access to case and docket information from the Federal Courts via the Internet. Records include information from the Appellate, District and Bankruptcy Courts. Users of PACER are able to access information about a case including the names of all the parties, judges and attorneys involved in the case, case history and status, as well as many of the documents submitted by the parties to the court.

The PACER pilot provides new Government content to participating depository libraries. The goal of the pilot project is to determine if Federal depository library access to PACER expands usage to those who currently do not have it available to them or would be inhibited by going to a courthouse to use the service. Participating libraries are obligated to promote the PACER service to the public; provide access to PACER only from computers within the library and its branches; and report PACER activities to GPO every two months. To ensure consistent data are collected, GPO provided the libraries with a bimonthly reporting form and survey cards for all PACER users to fill out.

The 17 PACER Pilot depository libraries are currently working at promoting the service to the public and their primary clientele. Examples of promotion activities include notices on library Web pages, postings to electronic discussion lists, handouts at the reference desk, presentations to college classes and bar association meetings, postings to blogs, cataloging record in OPAC, press releases, signage within the library, and newspaper articles. The first bimonthly report, which covers December 2007 through January 2008, reveals that there were 150 PACER users, 67 of whom had not previously used the service.

New Specifications for FDL Public Access Computers

UPS Small Package Pick-Up

I have a brief item of note to tell you about regarding UPS small package pick-up and return labels. As you may know, GPO's Depository Distribution division has begun using UPS as its small package pickup contractor. There is now a new process for return labels. This streamlined process will allow for fewer misdirected packages.

If your mail is received in a central facility, such as a mailroom, you should take the package to that area for pickup. The pickup should take place within 24 hours after entry into the UPS Ship Master.

I want to thank Janet McCaskill and the Distribution staff for their work on the Small Package contract.

Budget

Many of you have been inquiring about our budget request. For the FY2009 Budget, we are requesting $43,426,000, which is an increase of $8.5 million over the current level of funding of $34,912,500. The increase would:

The House Hearing was held on February 6, 2008. We are currently awaiting additional information on a possible Senate Hearing.

Community Outreach

Finally, there are several facets of community outreach that I would like to touch on today.

Traveling
Recently, many GPO staff members have been on the move, participating in outreach events around the country. Locations include Arizona, West Virginia, New York, Alabama, and Pennsylvania. Additionally, staff have participated in events and collaborations with the Central Intelligence Agency (CIA), Federal Library and Information Center Committee (FLICC), and the National Information Standards Organization (NISO). If you would like to request GPO participation at your library, for special events such as anniversaries, or perhaps if you need assistance from GPO with an assessment of your library's adherence to the FDLP, there is a form available on the Desktop to request GPO personnel to visit your institution. You can locate this form from the “Outreach & Education" tab from the main page of the Desktop. Due to time and budget restraints, not all requests can be honored, but GPO will make every effort to meet your needs.

Public Access Assessments
Currently, in regard to Public Access Assessments, staff in LSCM, led by Kathy Brazee in Education & Outreach, are working to update “Focus on Access, Collections, and Service," a document that describes the focus of Public Access Assessments. This document was initially submitted to the community for comment in November 2007. Twenty-three responses were received, which were mainly supportive of the direction LSCM is taking with the program. GPO received numerous helpful suggestions for additions or revisions to the paper, including several requests to define commonly-used terms, such as “public access," “timely access," etc. Staff members are reviewing all comments to determine the best way to incorporate changes and clarify concepts.

Staff are also working to develop a “checklist" tool for GPO assessment librarians to facilitate consistent reviews of individual depositories. Both of these documents will be made available for comment shortly after this meeting. Look for announcements from FDLP-L, FDLP Express, and the Desktop.

LSCM also recently selected a second librarian who will perform Public Access Assessments and also consult about depository management issues and other outreach activities.

More information about the program is also on the FDLP Desktop under the “Depository Administration" tab. The Desktop includes links to the latest version of the “Focus on Access, Collections, and Service" paper, as well as information about problematic public access issues from a program held at last fall's Council Meeting.

I also want to encourage you to attend the Public Access Assessments Council Session, tomorrow at 3:30 p.m. for more information.

Partnerships
GPO has been developing partnerships with Federal depository libraries and other Federal agencies to increase access to electronic Federal information since 1997. With an increasing amount of Federal information available electronically, partnerships ensure permanent public access to electronic content and provide services to assist depositories in providing access to electronic material and in managing their depository collections.

These partnerships also allow GPO to take advantage of the expertise of Federal depository librarians and the services they have developed. FDLP partnerships generally fall into three categories: Content Partnerships, Service Partnerships, and Hybrid Partnerships. Partnerships are not limited to these categories, however, and GPO will consider partnership proposals that fall outside of these categories.

If you would like to propose a partnership with GPO, please submit a partnership inquiry form to us via the FDLP Desktop under “Outreach and Education" and “Partnerships."

Thanks to our partnership leader, Suzanne Ebanues from Library Planning, since the beginning of fiscal year 2008, GPO has formed two new partnerships. The first, with the Naval Postgraduate School, will allow depository libraries to gain access to the Homeland Security Digital Library (HSDL). HSDL is a database containing U.S. policy documents, Presidential directives, and national strategy documents, as well as other specialized resources related to the study of homeland security.

In the second partnership, GPO joined with the University of Illinois at Chicago and the other participating Federal depository libraries to promote “Government Information Online: Ask a Librarian" (GIO). GIO is a free, Web-based virtual reference service provided by almost 20 Federal depository libraries throughout the country that focuses on responding to government information-related questions. GPO is participating in this project by promoting GIO to other Federal agencies and by submitting to GIO any questions received through askGPO that do not relate to GPO programs, services, or products. Since February 11th, when the GIO was launched, GPO has forwarded well over 100 such questions.

GPO encourages all depository libraries to consider adding a link to this valuable service from their Web pages. View the service. GIO is an example of a successful collaboration and represents how depository libraries are focusing on services to provide access to government information. GPO is interested in collaborating with other depository libraries to provide "point of need" access to Federal information. To learn more about “point of need" collaborations and about participating in or linking to GIO, please see the handout in your meeting book.

Also, please be sure to attend the “Collaboration with GPO" Council Session, to be held at 10:30 a.m. on Wednesday, for more information about partnering with GPO.

OPAL
I wanted to also take an opportunity to remind everyone that Online FDLP training is available for Federal Depository Library participants via OPAL (Online Programming for All Libraries), an interactive Web-based meeting and conferencing service. The educational sessions may be live or prerecorded. The live events are held in the GPO OPAL room or the OPAL auditorium and allow participants to interact via voice-over-IP, text chatting, and synchronized browsing. In addition, training events are archived to allow those unable to attend a live event to replay the event at their convenience. Past presentations, which remain archived, were given by GPO staff on the following topics: the CGP, Browse Topics, Authentication, and the FDLD. These can be accessed through the OPAL site, which is linked from our Outreach & Education link on the Desktop.

Recently, GPO opened up its OPAL room to members of the depository library community who would like to present additional educational and training sessions for the benefit of the community. Proposals should focus on a specific aspect of U.S. Government information, FDLP issues, or depository library operations and management. I encourage you to submit a proposal to participate by completing the Online Educational Program Proposal Form, found on the FDLP Desktop under “Outreach and Education" and “Online Learning." Please note that presenters will need an Internet connection, access to an Internet browser, a microphone and speakers. Most presentations should be developed using Microsoft PowerPoint. I want to thank staff in Education & Outreach, particularly Marian MacGilvray, as well as Web Content Management for their hard work with online training.

To learn more about OPAL, to obtain URLs to archived GPO OPAL presentations, or to learn how to provide feedback for GPO's OPAL presentations, please see the LSCM Update Handout, found in your Meeting Book, and visit the FDLP Desktop. I also encourage you to attend the 3:30pm OPAL session on Tuesday afternoon for more information.

Upcoming Meetings
Finally, I'd like to remind you of some important upcoming events:

These events are free, and registration/ hotel information will be announced on GPO's FDLP-L listserv and on the FDLP Desktop. Please visit the FDLP Desktop for more information and the complete “events countdown" calendar.

I want to commend Lance Cummins and his Education & Outreach staff for putting together this wonderful spring meeting. Lance, Marian MacGilvray, Nick Ellis, Yvonne Ellis, Bridget Govan, and Michelle Hawkins have been hard at work preparing for Council. Without them, this meeting couldn't be possible.

Also, please be advised that all conference proceedings will be added to the FDLP Desktop today at 1:00 p.m.

Finally, I want to thank each and every one of you for being here today and for your continued support of the FDLP and dedication to Government documents.

U.S. Government Printing Office
Library Services and Content Management Update
March 2008

AUTHENTICATION

The U.S. Government Printing Office (GPO) digitally signed the PDF files for the Fiscal Year 2009 Budget of the United States Government on GPO Access, released on February 4, 2008. GPO used the newly deployed Automated PDF Signing (APS) system to sign these files. Additionally, the APS system has been integrated into the beta Authenticated Public and Private Laws application that was released in May 2007. Planning is underway for authentication of additional GPO Access applications. The GPO Access Web page on authentication has been updated to provide more information on GPO’s authentication initiatives.

FEDERAL DEPOSITORY LIBRARY HANDBOOK

Library Services and Content Management (LSCM) announced the publication of the final version of the Federal Depository Library Handbook on January 2, 2008. With its publication, the Instructions to Depository Libraries and the Federal Depository Library Manual, including its four supplements, were superseded. Depository staff are directed to refer to the Handbook for legal and program requirements, as well as guidance on depository operations and practices. The Handbook is available online.

The Handbook is being developed in two phases. Phase I was completed with the consolidation of the Instructions and the Manual into one online publication. In early January, LSCM began Phase 2 by working with the Depository Library Council (DLC) to develop guidelines for the Federal Depository Library Program (FDLP), drafting chapter 7 of the Handbook: Public Access Assessments, soliciting revisions and updates to the Handbook through askGPO, and identifying policies that need to be developed to support current depository operations.

Revisions and updates to the Handbook will be reviewed and considered for inclusion into the Handbook on a quarterly cycle. The first cycle of revisions is scheduled for review in April 2008, covering those comments received from January-March, 2008. LSCM invites the depository community to suggest revisions for the Handbook by submitting them at any time through askGPO.

BIENNIAL SURVEY

GPO posted the 2007 Biennial Survey questions and responses, the 2007 Biennial Survey Report, and the 2007 Biennial Survey Selected Findings in February 2008. Additionally, an e-mail with individual library submissions was sent to depository coordinators and library directors in February.

The Biennial Survey provides GPO with important information used in administering the FDLP. The 2007 Biennial Survey results will also be used by the Public Access Assessment program.

The questions and individual library responses may be downloaded from the FDLP Desktop. Contact askGPO for assistance with the survey files and select “Federal Depository Libraries” as the category and “Biennial Survey” as the subcategory.

FDLP DESKTOP

The FDLP Desktop provides the community with the latest news and updates regarding the FDLP. As we continue to develop the site, more interactive features will come online that will allow our users to interact not only with GPO, but with the community as a whole. This interaction is coordinated through individual user accounts. Registration is open to the public and unlocks features such as the ability to receive automated, customized news alerts through FDLP Express; order FDLP promotional materials; add your library events to our community calendar; register/unregister for conferences; and much more!

A Plenary Session on the FDLP Desktop on Tuesday, April 1, at 1:30 p.m. will provide a walk-through of the Desktop and include how to: register for the Desktop, order promotional materials, and add calendar events. The session will also focus on our upcoming release—the FDLP Community Forum.

ILSSTATUS AND NEXT DELIVERABLES
The Catalog of U.S. Government Publications (CGP) just passed its second birthday on March 9, 2008. As of March 6 of this year, there have been more than 36,500,000 successful requests, with a daily average of more than 50,000. Two new services have been released recently: the new Federal Depository Library Directory (FDLD) and Z39.50 access. Depository libraries can now access the CGP using the Z39.50 software client of their choice to search, retrieve, and download bibliographic records. Access is currently limited to depository libraries and requires a password.

The upgrade of the Aleph software to version 18 from version 16.02 is nearly complete. GPO staff are scheduled to begin production in the new version on March 31, 2008. Once the new version is live, work will begin on a number of initiatives throughout the year, including: CGP Web interface enhancements; configuration of the circulation module, including the creation of an individual patron record for each depository and the design of a login page to allow access through the CGP to authenticated services such as SDI (Selective Dissemination of Information) and “save to pc” functionality; configuration of resources and page design for federated searching; and serials management with the goal of setting up active serials titles with check-in records. More information on Z39.50 and the Integrated Library System (ILS) will be provided in Tuesday’s ILS and Directory Update session at 10:30 a.m.

FEDERAL DEPOSITORY LIBRARY DIRECTORY

LSCM recently released the new FDLD in two phases. In November, with the release of the administrative module, depository libraries gained the ability to edit their own directory information in real time. The subsequent release of the public interface in February gave every user the ability to search, view, print, and export directory information. The export feature, available from the public interface, provides the capability to export directory information in several file formats: formatted HTML, tabbed text, and comma-delimited. Now that development is complete on the FDLD, GPO requests your feedback to assist us in identifying potential enhancements for the application. More information on the FDLD will be provided in Tuesday’s ILS and Directory Update session at 10:30 a.m.

WEB HARVESTING

Web harvesting remains a priority at GPO and is included in pending releases of the Federal Digital System (FDsys). Lessons learned from the Environmental Protection Agency (EPA) Web Harvesting Pilot Project, conducted in 2006, will be helpful in the development of this functionality.

During the EPA Web Harvesting Pilot Project, files were harvested that may be within scope of the FDLP. GPO has undertaken projects to identify time commitments and resource needs to process files acquired during the pilot. The initial project was completed in December after GPO staff processed a sample of publications, both monographs and serial issues, from the results of the EPA Pilot Project. The majority of the publications were given bibliographic records in the CGP. However, a number of monographs were also made accessible via a browse table on GPO Access. More information about the sample.

AUTOMATED METADATA EXTRACTION AGREEMENT

In September 2007, GPO entered into an Interagency Agreement with the Defense Technical Information Center (DTIC) in collaboration with Old Dominion University (ODU) to create cataloging records using automated metadata extraction software tools and processes currently being used by DTIC. ODU will determine if the engine component developed for the DTIC and NASA projects can be used for GPO collections, including a sample of the GPO EPA harvested collection. However, GPO collections differ significantly from the DTIC and NASA collections and therefore, the scope of the work will be expanded to take the domain into account and answer questions as to what metadata can be extracted. ODU will also conduct a feasibility study and exploratory prototyping of major types of documents from GPO’s collections to determine if automated metadata extraction is a viable method for creating metadata for these materials.

The Automated Metadata Extraction agreement will be conducted in two phases over two years, with project completion expected in October 2009. The first and current phase of the agreement will focus solely on the GPO EPA harvested documents. GPO has identified and provided FDLP, in-scope, harvested EPA PDF files to ODU for analysis. ODU is currently analyzing the documents to identify major classes of documents in the collection, metadata elements present in each class, and issues with existing template language for extracting metadata. ODU is collaboratively working with GPO on this analysis.

DIGITIZATION

GPO is working with staff at the Library of Congress (LC) on two important digitization projects. GPO is assisting LC in the digitization of the Bound Congressional Record from the 43rd Congress through the 105th Congress. LC is digitizing the material to meet GPO’s specifications for converted content for preservation masters. This material will be ingested and made available as part of the FDsys. In addition to this material, GPO and LC collaborated on the digitization of the Statutes at Large, which will also be made available through the FDsys.

This highly collaborative project team, involving multiple Federal agencies and inviting input from outside organizations and corporate entities, meets on a regular basis. Tools for collaboration and for communication will be identified, defined, developed, and promoted as a project priority. These may include such vehicles as wikis, listservs, Web sites, conference calls, or conference collaboration applications. A public Web site will be made available in the near future to communicate the objectives, methodology, progress and conclusions of the working group, as well as to solicit public input.

In January 2008, a Request for Information (RFI) for Mass Digitization Opportunities was posted to Federal Business Opportunities. GPO requested information specific to the digitization of publications that are within scope of GPO’s dissemination programs that exist only in tangible format. GPO envisioned a cooperative, mutually beneficial relationship with a private or public sector participant where the fully-faithful, uncompressed, unaltered files created as a result of the conversion process were to be delivered to GPO. The files would serve as the digital master copies that would be preserved and used for the creation of access derivatives within the FDsys. In exchange, the private or public sector participant will be able to maintain a collection of files produced in the process for inclusion in its collections (e.g., search indices, book search sites). GPO is currently in the process of evaluating the responses to the RFI.

DIGITAL REGISTRY

The Registry’s goal is to provide comprehensive coverage of all appropriate digitization projects that include U.S. Government publications. The Registry is designed to:

GPO staff are in the process of revamping the current HTML application to a more robust, database-driven, Web application that is used through a Web browser.
Some of the Web-based functionality will include:

Information about the revamped service and implementation dates will be shared with the community as they become available via the current Registry page. Comments concerning additional functional requirements to be included in the revised application are welcomed.

PUBLIC ACCESS ASSESSMENTS

LSCM is currently developing a “checklist,” a tool LSCM assessment librarians use to facilitate consistent review of individual depository libraries. GPO will disseminate the checklist, along with an update of “Focus on Access, Collections, and Service,” a document that describes the focus and organizational scheme of the Public Access Assessment, for depository library comment after the Conference.

LSCM recently selected a second librarian who will perform Public Access Assessments and also consult about depository management issues and other outreach activities.

Additional information about Public Access Assessments may be found in the response to the DLC recommendation on “Assessments” and also in the materials created for a Council session about the program to be held on Tuesday, April 1 at 3:30 p.m. The response to Council includes further detail about significant program implementation milestones. The session documentation includes sample scenarios illustrating best practices to achieve free public access at depository libraries. More information about the program is also on the FDLP Desktop. This site includes links to the latest version of the “Focus on Access, Collections, and Service” paper, as well as information about problematic public access issues from a program held at last fall’s Council Meeting.

PARTNERSHIPS

GPO is continuing to expand its partnership efforts. Since the beginning of fiscal year 2008, GPO has formed two new partnerships. The first, with the Naval Postgraduate School, will allow depository libraries to gain access to the Homeland Security Digital Library (HSDL). HSDL is a database containing U.S. policy documents, Presidential directives, and national strategy documents, as well as other specialized resources related to the study of homeland security. Additional details about this partnership and access to HSDL will be announced to the community soon.

In the second partnership, GPO joined with the University of Illinois at Chicago and the other participating Federal depository libraries to promote “Government Information Online: Ask a Librarian” (GIO). GIO is a free, Web-based virtual reference service provided by almost 20 Federal depository libraries throughout the country that focuses on responding to government information-related questions. GPO will be participating in this project by promoting GIO to other Federal agencies and by submitting reference-type questions received through askGPO that cannot be answered using the resources available on GPO Access. GPO encourages all depository libraries to consider adding a link to this valuable service from their Web pages.

ONLINE LEARNING

As part of its education and outreach mission, LSCM has presented several programs on topics related to the FDLP through Online Programming for All Libraries (OPAL), a Web conferencing service. Four of these presentations are available for viewing in the GPO OPAL archive. In January 2008, GPO placed an evaluation tool on the FDLP Desktop to gather data on audience satisfaction with the presentations.

Also in January, LSCM opened up its OPAL room to members of the depository library community who would like to present additional educational and training sessions for the benefit of the community. To submit a proposal, applicants should complete the Online Educational Program Proposal Form.

DISTRIBUTION AND OTHER STATISTICS

During FY 2007 (October 2006 - September 2007), GPO distributed a total of 4,509,718 tangible copies of 8,837 titles.

For FY 2007, 18,812 bibliographic records were created, which is an increase of 3,624 compared to FY 2006’s total of 15,188. 11,888 PURLs were created during the same time period, which is an increase of 414 compared to FY 2006.

GPO ACCESS STATISTICS

In FY 2007, 444.4 million documents were retrieved from GPO Access, and 2.7 million searches were conducted on the CGP. At the end of FY 2007, the total number of titles on GPO Access was 224,856, and the total number of titles linked from GPO Access was 55,034.

LSCM currently posts monthly statistics on the activities of the FDLP and the Cataloging and Indexing Program. Additional statistics related to askGPO inquiries are now part of that reporting.

The legacy statistics from FY 2005 forward also available via a summary report online.

UPCOMING MEETINGS

The 2008 Annual Interagency Depository Seminar will be held July 28 - August 1, 2008 in Washington, D.C. The free seminar, open to depository library staff, provides an opportunity for both new and experienced documents personnel to review basic materials and learn about new products directly from Federal agency staff.

The Fall 2008 Federal Depository Library Conference & Fall Depository Library Council Meeting will be held October 20 – 22, 2008 in Arlington, Virginia at the Doubletree Hotel.

The Spring 2009 Depository Library Council Meeting will be held April 20 – 22, 2009 in Tampa, Florida at the Hyatt Regency Tampa.

Registration and hotel information for all meetings will be announced on GPO’s FDLP-L listserv and on the FDLP Desktop.

Questions?

To ensure that your question is routed to the correct area, please choose the category "Federal Depository Libraries" and the appropriate subcategory, if any.

You may also contact the GPO Customer Contact Center at 866-512-1800 (Toll-free), or at 202-512-1800 (DC Metropolitan Area), Monday through Friday, 7:00 a.m. - 6:30 p.m., EST.

Administrative Notes Cumulative Table of Contents: http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/adnotes_toc.pdf
Updated with each issue and searchable by keyword

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

Administrative Notes
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Last update Date: May 8, 2008
Page Name: http://www.access.gpo.gov/su_docs/fdlp/pubs/adnotes/ad3-4-1508.html

Administrative Notes: Newsletter of the FDLP