LPS is pleased to announce the appointment of Jennifer K. Davis as the Chief of Cataloging Section 1, effective May 20, 2002. Ms. Davis comes to GPO from the Library of Congress, where she was a serials cataloger in the Serial Record Division. She had been a serials cataloger previously with GPO, working primarily with serials that were migrating to the FDLP electronic collection, and with depository enquiries. Her library career began with copy cataloging in undergraduate school, some time previous to receiving her Masters in Library Science from the University of Maryland at College Park in 1994. She also holds a Master of Arts in English from The College of William and Mary.

Linda Resler recently joined the Library Programs Service as a depository library inspector. Ms. Resler came to LPS from the Marine Corps University Library in the General Alfred M. Gray Marine Corps Research Center, Quantico, Virginia, where she spent five years as the head of Collection Management, with oversight of the selective depository operation. She also held previous positions in the library as a cataloger and a reference librarian. Ms. Resler came to the Marine Corps from the Naval Postgraduate School, Dudley Knox Library, where she served as cataloging librarian while completing studies for her master’s degree in library science, and then as reference librarian. Ms. Resler holds the M.L.S. from San Jose State University, San Jose, California, and the B.A. degree in Humanities with an emphasis in History from the University of Hawaii, West Oahu.

Federal law (section 501 of Title 44 of the United States Code) generally requires executive branch agencies to use GPO for their printing needs. OMB Memorandum M-02-07, "Procurement of Printing and Duplicating Through the Government Printing Office" (May 3, 2002), is an attempt to transfer printing authority to executive branch agencies themselves.

To accomplish the change, the OMB memorandum asks that the Federal Acquisition Regulation (FAR)-the rules under which executive branch agencies obtain goods and services-be revised. Presumably, a revision to the FAR will be preceded by a period of public notice and comment, so the policy announced in the OMB memorandum will not take effect immediately. Beyond that, it is not clear how Federal agencies would behave if the FAR revision is implemented and the law governing Federal printing remains unchanged.

The OMB memorandum echoes earlier unsuccessful efforts in 1987 and 1994 to transfer printing authority to executive branch agencies. Congress did not support the change either time because of the strong potential in a decentralized system of printing for:

• significant cost increases in Federal printing;
• lost contracting opportunities by the small businesses that dominate the U.S. printing industry; and
• reduced public access to Government information through Federal depository libraries.

These same concerns apply to OMB's latest policy.

When agencies use GPO, they benefit from a package of support services that keeps their printing costs at the lowest possible level. These services are provided by GPO's competitive printing procurement program working in long-standing partnership with 10,000 - 12,000 private sector printing firms nationwide. Long hailed as one of the Federal Government's most successful purchasing efforts, the program has been characterized by the independent firm of Booz-Allen & Hamilton, Inc., as "an example of government at its best."

After agency publications are printed, GPO works in another long-standing partnership with the American library community to ensure that they are cataloged and indexed and made widely available for the free use of the American public through 1,300 Federal depository libraries around the Nation. The Federal Depository Library Program traces its roots to 1813, and has been called "America's first freedom of information act."

Public Printer Michael F. DiMario has notified all GPO employees that "unless and until this FAR change is in place and the resulting conflict with [current law governing Federal printing] is resolved, all existing and pending work on behalf of executive branch agency customers will be carried out as usual, in accordance with existing law, regulation, policy, and procedures. All existing arrangements for the distribution of documents to Federal depository libraries and through other statutory distribution programs operated by GPO will also be continued."

DiMario also said: "I encourage all GPO organizations supporting our printing and printing procurement efforts for executive branch agencies to continue providing our customers with the best possible service at the most economical price. We have longstanding, productive partnerships with our customer agencies, the printing industry, and the library community, and our responsibilities under those partnerships will be upheld. Our customer agencies and the public depend on us for the work we do, and we won't let them down."

At the request of the U.S. General Accounting Office (GAO) the Government Printing Office has withdrawn the following title from GPO Access. The official GAO request to remove this title from electronic distribution followed a GAO management determination of the potential sensitivity of the content.

The cataloging record (OCLC record number 47631106) for this report appeared in the online Catalog of Government Publications and the printed Monthly Catalog of U.S. Government Publications as entry number 2001-14154. The link to the online content <http://purl.access.gpo.gov/GPO/LPS13463 > is no longer active.

Libraries and users may request a paper copy of this report from the GAO web site at <http://www.gao.gov>. Go to the Search page and select the "search by report number" option. Entering the report number "GAO-01-538R" will bring up a publication order page.

A depository is permitted to replace tangible versions with electronic equivalents provided the electronic version is complete, official, and permanently accessible. The publications on the following list, updated as of May, 2002, are the only officially recognized substitutions.

Retention of substituted materials must follow retention rules for the given depository. For example, a selective depository may substitute materials if held less than 5 years, must offer the tangible products to the Regional, and must receive the Regional’s permission to dispose of the tangible material. If permission is not granted, the selective must keep the tangible material but may apply at a later date for approval to dispose of the tangible products. If permission is granted, the tangible materials must be offered to the Regional and other selectives through disposal lists, Needs and Offers, etc., as is the practice for materials older than 5 years.

Electronic publications that are substituted for equivalent tangible products appearing in the Superseded List may be superseded in the normal fashion provided they are included on this list. Libraries are encouraged to offer significant superseded sets on disposal lists, Needs and Offers, etc. No library is required to substitute electronic versions for paper, microfiche, CD-ROM, etc.

New titles on this list are shown in italics.

Substitution List

Illinois State Library Depository Conference and
Grant Awards for Depositories

By Mike Ragen
Illinois State Library

The Illinois State Library in Springfield recently hosted a conference for the government depository libraries of the State. Over 50 depository library staff from throughout the State were represented at the conference. There were informative presentations on the U.S. Census, the Illinois State Library’s extensive map collection, legal and medical websites and on promoting government depository services to the public. Robin Haun-Mohamed, Chief of Government Printing Office Depository Services, participated in the conference and gave an update on the status of the federal depository program. An important aspect of the conference was to allow fellow depository staff to "network" and discuss common problems and concerns. Many of the depository staff in attendance work in close proximity to other depositories but never really have the opportunity to discuss common concerns and problems.

The Illinois State Library offered participating depository libraries a federal Library Services and Technology Act (LSTA) grant of $1800. The grant funds must be used for technology that can be used by the depositories to access government documents and thereby increase service to the general public. The technology must be purchased from the FDLP "2001 Recommended Specifications for Public Access Workstations in Federal Depository Libraries" <www.access.gpo.gov/su_docs/fdlp/computers/rs.html>.

The overall purpose of the conference and the grant offering was to enhance the capabilities of depositories. The evaluations received from the participants gave the conference high marks for innovative presentations. As the result of the success of this conference, the conference will be an annual event. The conference for 2003 is now in the planning stages.

These recommended specifications (RS) are intended to assist depository librarians who are planning purchases of new personal computers (PCs) for public use in Federal depository libraries. This document supersedes the Federal Depository Library Program (FDLP) "Recommended Specifications for Public Access Workstations in Federal Depository Libraries" (Administrative Notes, v. 22, no. 9, June 15, 2001).

In accordance with Depository Library Council action at its Spring 2000 meeting, these Recommended Specifications will become requirements October 1, 2003.

• FOR CARTOGRAPHIC DATA USE: 1.5 GHz processor minimum

• FOR CARTOGRAPHIC DATA USE: 512 MB DDRRAM

Ports

I/O bus

Video

• FOR CARTOGRAPHIC DATA USE: 64 or 128 bit PCI interface SVGA controller with 32 MB WRAM or VRAM.

Audio

Drive Bays

Hard Disk Drive

• FOR CARTOGRAPHIC DATA USE: 60.0 GB or greater capacity, or network connectivity that provides the same.

Removable/External Storage

DVD Drive

• FOR CARTOGRAPHIC DATA USE: 8x DVD. Single platter or changer design. Should support all available standard CD formats. Avoid proprietary I/O designs.

CD-R/RW Drive

• FOR CARTOGRAPHIC DATA USE: 20x10x40x.

Monitor

• FOR CARTOGRAPHIC DATA USE: 21" monitor, Super VGA (SVGA), with at least 85 MHz vertical refresh rate at 1024x768 resolution non-interlaced, 0.28 mm or smaller dot pitch; display card which supports 1024x768 resolution at 70 MHz or faster.

• FOR CARTOGRAPHIC DATA USE: Color ink jet printer, 36", 600 dpi, 80 MB or more memory, or access to a comparable networked printer

Client Software

• FOR CARTOGRAPHIC DATA USE: GEOTIFF file viewer. Viewing software for raster data, such as Photo Shop Pro or Print Shop.

• FOR CARTOGRAPHIC DATA USE: Data manipulation package, such as ArcView 3.1 or higher, Landview, MapInfo 4.5 or higher, or other similar package.

These specifications are intended to assist depository staff in making informed purchases which will best achieve the goal of providing public access to Federal Government information in a variety of electronic formats.

These guidelines are aimed at providing reasonably robust workstations which should provide years of service before they become obsolete, but LPS encourages the purchase of equipment that exceeds these specifications if at all economically feasible. The speed at which computer capabilities are evolving indicates that the higher the initial outlay, the longer the useful life for the equipment. If a higher end system is not affordable, look for flexibility and expandability in the system that will allow for enhancements and upgrades at a later date. As these guidelines address minimums, ensure compatibility among chosen components before purchasing.

Depository libraries must have computer equipment sufficient to allow timely and equitable public access to Government electronic information products and should allow printing or downloading information selected by the user. During a depository library inspection LPS will use a functional approach to determine compliance with this requirement.

5.25 floppy drives: If your library still has depository materials on 5.25" floppy disks, you must have the equipment for patrons to access these products. Finding a new computer with a 5.25 drive will be difficult. Consider keeping an older computer or converting the disks to 3.5"

LPS works with the Cartographic Users Advisory Council (CUAC) to develop any additional specifications which support GIS applications. These are included in the recommendations with the indicator: "l FOR CARTOGRAPHIC DATA USE:". All depositories are not required to meet the cartographic specifications. They are meant to assist with planning purchases for those libraries that support and provide data services using spatial data and GIS applications. The "regular" specifications will allow for basic mapping applications. Census maps will be available in multiple formats, including PDF, so large-scale equipment will not be necessary, though consideration should be given to purchasing a color printer.

Viewers versus full working versions of applications software: If viewers are available on computers to allow access to Government information in the various formats this is acceptable and the library will meet the minimum technical requirements. While providing applications software and/or staff support to help patrons manipulate data or create reports is desirable, it is optional. This position is consistent with Depository Library Public Service Guidelines For Government Information in Electronic Formats at: <www.access.gpo.gov/su_docs/fdlp/mgt/pseguide.html>.

The Workforce Investment Act of 1998 (August 7, 1998) amended §508 of the Rehabilitation Act of 1973 to require "individuals with disabilities, who are members of the public seeking information or services from a Federal department or agency, have access to and use of information and data that is comparable to that provided to the public who are not individuals with disabilities." Federal depository libraries must provide hardware and software to allow this or accommodate users in some other manner. Electronic and Information Technology Accessibility Standards; Final Rule was published in the December 21, 2000 (pp. 80499-80528) issue of the Federal Register and became effective June 21, 2001. Further guidance on these issues is available from:

http://www.access-board.gov/508.htm

http://www.usability.gov/accessibility

http://www.section508.gov

Libraries should determine if they have a need to duplicate depository CD-ROMs for preserving data or to create circulating copies. If the need is there, the library should consider purchasing a CD-R (compact disc recordable) or a CD-RW (compact disc rewritable) drive. These can be purchased as either internal or external drives. With a CD-RW the discs can be reused, unlike those of the CD-R that can only be used once. The other major difference between CD-Rs and CD-RWs is that CDs created from a CD-R can sometimes be read in older CD-ROM drives while those created from a CD-RW can only be read from MultiRead drives. This is something to consider particularly if you are creating circulating copies and want to meet the needs of most of your users. Be sure to check compatibility with your operating system.

LPS cannot anticipate or address every possible depository library computer scenario, and depository libraries are encouraged to adapt this menu of specifications to fit their local situations. Depositories may require multi-purpose single workstations, electronic access in networked environments, or a combination of both. Given the large variation in the size of Federal depository libraries and the numbers of users served, LPS cannot recommend a universal standard for the number of public access workstations in any given library. However, when assessing workstation needs, librarians should consider such local factors as:

• the amount of information provided over the Internet compared with the amount from CD-ROM

• whether and how the workstations are networked

• to what extent users are permitted to perform additional information processing at the public access workstations

• whether users are experiencing extended waiting times at library peak service hours, etc.

When configuring workstations bear in mind that some government CD-ROM products now link to the web to update information on the CD-ROM. This means that for the user to get the newer information and the full benefit of the product at least one workstation must have both CD-ROM capability and Internet accessibility with a graphical browser.

Additional or different capabilities may be desirable for workstations used by library staff. Some libraries may elect to add applications software, such as spreadsheet, word processing, or database software, to their public access workstations, but this is a local resource management decision.

Many depository libraries have existing computer equipment that is no longer "state of the art." These specifications should not be applied retrospectively to existing equipment, although they may assist in determining the appropriate time for replacement or upgrading. Libraries should also consider keeping this equipment in order to access electronic products that cannot be read with newer hardware and software.

For additional information, or if you have any questions about these specifications, please contact Cynthia Etkin, Program Analyst, at cetkin@gpo.gov or by voice at 202.512.1114.

• "Depository Library Public Service Guidelines for Government Information in Electronic Formats," Administrative Notes, v. 19, #11 (September 15, 1998). <http://www.access.gpo.gov/su_docs/fdlp/mgt/pseguide.html>

• "FDLP Internet Use Policy Guidelines," Administrative Notes, v. 20, #2 (January 15, 1999). <http://www.access.gpo.gov/su_docs/fdlp/mgt/iupolicy.html>

Spring 2002 Depository Library Council Meeting
Mobile, AL

Council recommends that the Government Printing Office review and standardize procedures for the termination of depository status.

Procedures should include:

• the creation of a timetable that allows for consultation time between the library requesting the termination of status and the Regional Depository Library and the Government Printing Office;

• terminating libraries’ responsibilities to other depositories.

Rationale: Currently, there is no required communication to the Regional or the Government Printing Office prior to the decision to terminate status on the part of the library. Communication between program partners would be beneficial for all parties to understand the library’s circumstances, and might possibly mitigate or forestall the termination decision.

An additional issue that must be remedied is that termination procedures vary from state to state and library to library depending on the Regional Depository Library. This leads to variance in how the libraries dispose of the depository collection and the amount of time and effort a library spends in this process.

Council recommends that the Government Printing Office develop a list of Congressional Districts with their related depository libraries for the purpose of identifying districts without Federal Depository Library Program libraries. This list should be shared with Council and the library community at the Fall 2002 Federal Depository Library Conference and Council meeting.

Rationale: Redistricting after Census 2000 presents new opportunities to reach out to Congress and others about the values and benefits of the Federal Depository Library Program, to bring new libraries into the Federal Depository Library Program, and to re-evaluate state plans. Sharing the information broadly increases the opportunities for new Federal Depository Library Program libraries.

Council recommends that the Government Printing Office send a letter of welcome to newly appointed depository librarians outlining a willingness to assist in the development of the program within their institutions and directing them to other resources in their area, including their regional depositories. The letter might also include a description of training opportunities and services provided by the Federal Depository Library Program. A copy of the letter should be sent to the Regional Depository Librarian.

Rationale: Council believes that additional outreach efforts are needed to make new librarians aware of the responsibilities and benefits involved in managing depository library collections and to introduce them to resources and mentoring available within the depository library community.

Council recommends that the Government Printing Office communicate to the depository community in a more timely and efficient manner titles that migrate from paper to an electronic format and provide information on availability through the US Government Online Bookstore.

Rationale: Council believes that many in the depository community continue to use tangible products. At a time when the depository community is witnessing a rapid transition of tangible depository products to an electronic format, it is important that a communication mechanism be developed to alert the depository community of these changes. Many in the depository community would like to purchase a title in a tangible format when the depository copy is distributed electronically. Council views this as an opportunity to enhance communication with the depository community, increase demand in the US Government Online Bookstore, and improve access for all users of depository libraries.

Council recommends that the Government Printing Office make available an electronic depository library logo, including the statutory language on public access that depository libraries may use on their web sites.

Rationale: The depository logo, including the public access language, is the most recognizable symbol of the program. Availability of the logo and the language, in a format and size that will provide optimum visibility and communication of information, will assist depository libraries that wish to include this information on their web sites.

After reviewing SOD 72, Agency Request to Withdraw Information Products from Superintendent of Documents Program, the Council recommends that the Government Printing Office create a system to notify depository libraries of those specific documents an agency has removed from the Federal Depository Library Program’s Electronic Collection.

Rationale: Federal depositories are very concerned about having bibliographic records in their catalogs that contain links that no longer point to the original document. Notification of titles will support depository libraries in catalog and web page maintenance.

Council recommends that the Public Printer take action to ensure that the Government Printing Office Cataloging staff attains career ladder parity with national libraries as well as other professional positions in the Government Printing Office.

Rationale: The Government Printing Office’s ability to fulfill the statutory mandates of the Cataloging and Indexing Program is in jeopardy due to a crisis of librarian recruitment and retention. Not only is the Library Programs Service’s Cataloging Branch losing experienced catalogers at an unprecedented rate, but the recruitment process, as it is currently configured, cannot bring in new staff quickly enough to keep up with attrition, much less enlarge the operation as authorized by Congress. Council believes that this situation threatens access to government information and compromises the ability of the Government Printing Office to carry out its mission with regard to the Federal Depository Library Program.

Cataloging is a gateway to bringing online titles into the Electronic Collection. The Library Programs Service’s acute staffing problem means that countless opportunities are being missed to ensure permanent public access to online titles published by U.S. government agencies. Online access has already substantially replaced the distribution of tangible products to the federal depository libraries, but the Federal Depository Library Program Electronic Collection is not being developed at a pace that even approximates the rate with which agencies publish titles via the Internet. Unless promptly discovered, cataloged, and archived, online titles may disappear from the agency servers and never be added to the Electronic Collection. In the electronic information age, the Government Printing Office’s inability to fully staff the Cataloging Branch is becoming the primary cause of fugitive documents.

Council recommends the Government Printing Office consider all of the following issues in their procurement of a new integrated library system to ensure the system meets the needs of the Government Printing Office and its users. The system must support or allow for:

1. Current AACR II cataloging rules
2. Current MARC and Dublin Core standards
3. Current MARC serials standards
4. Serials management
5. Manipulation of the data without going through the Integrated Library System
6. The Government Printing Office to own and / or customize the source code
7. Attachment of digital objects and easy linking to web sites

Rationale: This recommendation was done at the request of the Government Printing Office to outline some of the concerns of depository libraries.

Council recommends that, in the course of acquiring and implementing an Integrated Library System (ILS), the Government Printing Office Cataloging Branch give attention to the problem of holdings management for electronic serials and other multi-part items in the Federal Depository Library Program Electronic Collection.

Rationale: In cataloging tangible government documents, the Government Printing Office does not deal with holdings management issues because the actual volumes, microfiche, CD-ROMs, etc. are maintained in the depository libraries. However, holdings management becomes an issue that the Government Printing Office can and should address in the Federal Depository Library Program Electronic Collection. The Government Printing Office’s automated systems currently do not provide the ability to maintain serial and multi-part holdings, but this type of activity could be facilitated and should be planned for as the Government Printing Office acquires and implements an Integrated Library System.

1. Council commends the Government Printing Office for its quick response in developing a quality marketing plan as a result of a recommendation at the Fall 2001 Depository Library Council meeting. Council encourages the Government Printing Office to be alert to marketing opportunities and to update the plan on an ongoing basis.
2. Council commends the Government Printing Office on the development of email list services for the delivery of the Federal Register table of contents, Merit Systems Protection Board decisions and studies, and especially the development of New Titles by Topic lists as part of the US Government Online Bookstore. Council encourages the Government Printing Office to pursue additional update services with this email list software.
3. Council commends the Government Printing Office for taking a proactive stance to ensure open access to government information in light of recent attempts to restrict access. Activities that Council commends include:
• Responding to attempts by unofficial agents to restrict access to Federal Depository Library Program/Nuclear Regulatory Commission microfiche collections.
• Updating of policy documents on the removal of materials from Federal Depository Libraries and from the Federal Depository Library Program Electronic Collection.

Council also commends the efforts of the Government Printing Office to educate the public about the Government Printing Office’s role in providing permanent public access to information products in the Federal Depository Library Program by aggressively responding to misinformation in the media.

4. Council commends the efforts of the Electronic Documents Working Group (EDWG) and the American Association of Law Libraries Government Documents Special Interest Section’s (AALL GD-SIS) Fugitive & Electronic-Only Documents Committee for their efforts in bringing online titles into the Federal Depository Library Program. Their efforts in discovering titles, examining OCLC records, assigning SuDocs classification, and analyzing appropriate distribution format in accordance with SOD 71 and other collection policies allow GPO’s Cataloging Branch staff to expeditiously acquire and catalog many new online titles into the Federal Depository Library Program’s Electronic Collection.
5. Council commends the Government Printing Office and the Superseded List Committee volunteers for their efforts in producing the 2002 edition of the Superseded List, a born-digital web resource designed to be updated incrementally as new titles are identified for inclusion.